Ethiopia - Second Pastoral Community Development Project : procurement plan

Page 1 Procurement Plan-Goods Date of General Procurement Notice 10 November 2008 Posted on line If Post-Review, No-objection Dates are Not Required Loan #:4458 ET, Grant # H395-ET SPN Advert Contract Implementation Description* Package Number Lot Num Estimated Am't US$ Proc. Method Prior/ Post Review. Plan vs. Actual Prep & Submission Date No-objection Date On-line UNDB Gateway Nat Press Bid Invitation Date Bid Closing- Opening Submission Bid Eval Rpt No- objection Date Plan vs. Actual Contract Amount in US$'000 Date Contract Award Date Contract Signature Opening of LC Arrival of Goods Inspection Final Acceptance Plan 4 - 7 wks 1 - 1.5 wks 1.5 - 2 wks 6 to 12 wks 1.5 - 3 wks 1 - 1.5 wks Plan 1 wk 1.5-3 wks Actual Actual List of Contracts Plan Actual Plan Actual Plan Actual Sub Total 2,223.00 Plan Actual Plan Actual Sub Total 100.00 75 Desktop computers, (5 for FPCU, 20 for Ext RPCU, and 50 for new weredas) II 100 Actual Plan Actual Sub Total 239.00 Plan Actual Plan Actual Sub Total 45.00 Mini Generator capacity 5 KVA Qty 42 for wereda PCDP staffs ( 10 Afar, 17 Somali, 11 inoromia and 4 SNNP) Lot I 80.00 Plan Mini portable Generator capacity 4KVA Qty 16 for MSTs to the respective reagions Lot II 25.00 Actual Medium size generator Capacity 10 KWA , Qty 4 (one each for RPCU) and 30KVA qty 2 (one each for MoFA and FPCU) Lot III 85.00 Actual Sub Total 190.00 Plan 15/07/09 30/07/09 09/08/09 24/08/09 Plan 31/08/09 05/09/09 20/09/09 20/09/09 Actual Actual Sub Total 45.00 Plan 15/07/09 30/07/09 09/08/09 24/08/09 Plan 31/08/09 05/09/09 20/09/09 20/09/09 Actual Actual Sub Total 10.00 Plan 31/07/09 07/08/09 06/09/09 27/09/09 Plan 07/10/09 22/10/09 21/12/09 11/01/10 Actual Actual Sub Total 181.00 I Plan 20/07/08 04/08/08 03/09/08 01/10/08 Plan 16/10/08 31/10/08 30/11/08 15/12/08 II Actual Actual I Plan 25/08/09 09/09/09 09/10/09 06/11/09 Plan 21/11/09 06/12/09 03/10/10 18/10/10 II Actual Actual Somali Reg . Sub Total 145.00 17/07/09 22/08/09 17/08/09 Plan 26/07/09 20/05/09 10/08/09 16/07/09 06/09/09 06/09/09 28/07/09 15/09/09 31/08/09 01/08/09 04/05/09 05/05/09 04/06/09 23/05/09 02/07/09 03/06/09 03/07/09 26/09/09 13/07/09 11/10/09 11/10/09 18/07/09 Plan Actual 26/10/09 23/11/09 22/05/10 16/09/09 12/06/10 NCB Actual 22/07/09 NCB NCB Post III 28.00 post I Items Post III 65.00 46.00 Items 45.00 Post 55.00 shopping 10.00 90.00 Plan 27/04/09 Plan Plan 15/07/09 01/07/09 Actual Post Post 20/04/09 750.00 IV 473.00 19/06/09 100.00 Plan Contract Finalization BASIC DATA Bidding Period Draft Bid Documents, including specs and quantities, draft SPN 26/09/09 03/07/09 12/06/09 III II 1,000.00 17/08/09 2 Radio Transmitter for new 20 Longbase for 16 MSTs and 4 RPCUs I 100.00 F/NCB/Y1/01 Actual 4 Bid Evaluation Prior Plan Actual 26/06/09 I ICB 1 F/ICB/Y1/01 Norm Duration of Proc Steps Vehicles 4WD Long base Qty 20 for MSTs & RPCUs Double Cabin Pick up 4 WD QTY 25 for New Weredas Motor cycle Qty 135 for new and existing weredas) 4WD station Wagon Qty 2 for FPCU Cash safe and Fax machine one each for 55weredas, 16 MSTs, 64 Document bag and 16 portable cutter& binding machine for MSTs F/NCB/Y1/04 Somali-NCB F/NS/Y1/03 Laptop Qty 15 ( 3 for FPCU and 12 for RPCUs) F/NS/Y1/01 F/NS/Y1/02 F/NCB/Y1/02 Camping materials and field furnifures (Tents, Beds Mattress, sleeping bags, Camping tables & chair), water filters, Torchs/ solar lamps, rain coats & fiels kits for Wereda office and MSTs F/NCB/Y1/03 16 Photo Copiers for MSTs 75 UPS and 65 Printers (UPS:-5 for FPCU, 20 for Ext RPCU, and 50 for new weredas) Printers 15 for FPCU/RPCU and 50 for weredas I 181.00 3 Items 45.00 Somali-NCB Specialized equipments (GPS Devices, GPS software, AO Plotterand other Office machine ArcGIS Sostware, MCAfee anti Virus, Red hat linux, GPS+pocket PC, Note Books, Projectors, Cisco Routers-switchj and fix, and other Apparatus for Early warning Offices 6 Somali Region: Office equipment and office furniture for 7 new weredas NCB NCB Post shopping Shopping NCB Prior post 7 2 Motor Boats for SNNP- Niangatom wereda for crossing Omo river and can only be accessed using motor boat for load and passangers 10 Somali Region: Office equipment & furniture for RPCU and existing weredas, 5 8 9 28/08/09 29/07/09 18/09/09 19/11/09 26/11/09 28/09/09 13/10/09 20/10/09 496250PROP0p101ement0Plan0July02009.xls 1 of 10 7/30/2009 11:50 PM Page 2 Procurement Plan-Goods Date of General Procurement Notice 10 November 2008 Posted on line If Post-Review, No-objection Dates are Not Required Loan #:4458 ET, Grant # H395-ET SPN Advert Contract Implementation Description* Package Number Lot Num Estimated Am't US$ Proc. Method Prior/ Post Review. Plan vs. Actual Prep & Submission Date No-objection Date On-line UNDB Gateway Nat Press Bid Invitation Date Bid Closing- Opening Submission Bid Eval Rpt No- objection Date Plan vs. Actual Contract Amount in US$'000 Date Contract Award Date Contract Signature Opening of LC Arrival of Goods Inspection Final Acceptance Plan 4 - 7 wks 1 - 1.5 wks 1.5 - 2 wks 6 to 12 wks 1.5 - 3 wks 1 - 1.5 wks Plan 1 wk 1.5-3 wks Actual Actual List of Contracts Contract Finalization BASIC DATA Bidding Period Draft Bid Documents, including specs and quantities, draft SPN Bid Evaluation Norm Duration of Proc Steps I Plan 20/07/08 04/08/08 03/09/08 01/10/08 Plan 16/10/08 31/10/08 30/11/08 15/12/08 II Actual Actual I Plan 25/08/09 09/09/09 09/10/09 06/11/09 Plan 21/11/09 06/12/09 03/10/10 18/10/10 II Actual Actual Afar Reg . Sub Total 130.00 I Plan 15/07/09 30/07/09 29/08/09 26/09/09 Plan 11/10/09 26/10/09 25/11/09 10/12/09 II Actual Actual I Plan 20/08/09 04/09/09 04/10/09 01/11/09 Plan 16/11/09 01/12/09 31/12/09 15/01/10 II Actual Actual Oromia Reg. Sub Total 135.00 I Plan 15/07/09 30/07/09 29/08/09 26/09/09 Plan 11/10/09 26/10/09 25/11/09 10/12/09 II Actual Actual I Plan 20/08/09 04/09/09 04/10/09 01/11/09 Plan 16/11/09 01/12/09 30/01/10 01/03/10 II Actual Actual SNNP Reg. Sub Total with 10% contingency 90.00 Plan 30/10/09 14/11/09 14/12/09 04/01/10 Plan 19/01/10 29/01/10 29/04/10 20/05/10 Actual Actual Year 2 Sub Total 365.00 Plan 15/11/09 30/11/09 30/12/09 20/01/10 Plan 04/02/10 14/02/10 15/05/10 05/06/10 Actual Actual Year 2 Sub Total 441.00 Plan 01/12/09 16/12/09 15/01/10 12/02/10 Plan 27/02/10 14/03/10 13/04/10 28/04/10 Actual Actual Sub Total 90.00 Total Cost for the first 18 months 4,429.00 Un allocated for Goods 1,060.00 Note 1. the basis of this revised procurement plan is the Aide Memoire of the Review and Implementation Support Mission conducted May 14-29, 2009. Accordingly inclusion of some recommended items and rescheduling of procurement process are reiterated. 2. The current trend of Foreign currency shortage may cuase delay in opening of LC for bidders competing under NCB 3. Goods under: Som/G/NS/Y1, Afa/G/NS/Y1, Oro/G/NS/Y1 and SNN/G/NS/Y1 are expected to be be procured around the respective regional and nearby cities. 4. WAN/LAN hardware connection devices, Computers and Motorcycles for Early Warning response offfices are planned to be procured in year 2 of the project period 5. Un-allocated cost estimate is earmarked for replacements of goods for existing weredas and any un-identified needs of additional 25 weredas for immediate future and to be iterated in the next periodical PP revision if necessitated 6. Estimated budget for Items which have been included in this procurement plan are reallocated from other packages having excessive quantity and cost estimate. One of the scaled down package in this regard is GPS and A0 Ploter Post NCB Post NCB NCB NCB Post Post Post NCB NCB NCB Post 50.00 Post Post 80.00 50.00 Post 85.00 50.00 Oro-NCB Oromia Region: Office equipment & furniture for RPCU and existing weredas, 19 18 Oro-NCB Afar-NCB Afar-NCB SNNP-NCB F/NCB/Y2/01 F/NCB/Y2/01 NCB SNNP-NCB F/NCB/Y2/03 NCB I I 365.00 441.00 40.00 Hardwares for WAN/LAN conection and connection materials to RPCU/PCDP weredas SNNP Region: Office equipment & furniture for RPCU and existing weredas, I 90.00 Motor cycle Qty 126 for EWR one per pastoral and agro-pastoral wereda Afar Region: Office equipment & furniture for RPCU and existing weredas, SNNP Region: Office furniture & equipment for 4 new weredas Oromia Region: Office furniture & equipment for 7 new weredas 11 Afar Region: Office furniture & equipment for 6 new weredas Computer Printers and Ups Qty 146 (4 for FEWRD, 126 for weredas each, 6 for Zonal and 10 for region Early warning response offices and Database server for FEWRD & REWB each) , laptop computers, severs external drives, UPS colour p[rinters 16 15 13 14 17 12 496250PROP0p101ement0Plan0July02009.xls 2 of 10 7/30/2009 11:50 PM Page 3 Procurement Plan-Consultants Federal Democratic Republic of Ethiopia, Ministry of Federal Affairs Pastoral Community Development Project (PCDP II) If Post-Review, No-objection Dates are Not Required Loan #: 4458 ET, Grant # 0395 ET Contract Type Description* Selection Method Lumpsum or Time-Based Estimated Amount in US$ '000 Prior/Post Review Plan vs. Actual Prep & Submission No- objection Date On-line UNDB Gateway Nat Press Lead-time before shortlist Submission Date No-objection Date Plan 3 - 6 wks 1 - 2 wks 1 - 1.5 wks 2 wks 1 - 2 wks Actual List of Contracts Plan 20/09/09 30/09/09 10/10/09 25/10/09 09/11/09 19/11/09 Actual 221.00 Plan 07/06/09 17/06/09 01/07/09 Actual 80.00 Plan 15/07/09 25/07/09 04/08/09 19/08/09 03/09/09 13/09/09 Actual 75.00 Post 75.00 Post 100.00 Undertake Social Analysis on 23 New weredas QCBS Lumpsum Lumpsum Preparation Request for Proposals Norm Duration of Proc Steps Prior QCBS Lumpsum Post Conduct Environment Impact Assessment on existing project weredas Short List Develop Management Information System (MIS) for PCDP II CQS Lumpsum 221.00 Preparation of Guideline and Provision of Training and Technical Support for Regional Technical Teams to Prepare their respective DPSIP Request for EOI (where required) QCBS Q C B S 1 Q C B S 3 C Q s 1 Q C B S 2 80.00 Plan 01/08/09 11/08/09 21/08/09 05/09/09 20/09/09 30/09/09 Actual 100.00 Post Post 100.00 15.00 Conducting Impact assessment on PCDP I Sub-Projects IC Lump sum Lumpsum Preparation of Guideline and Provision of Training and Technical Support for Regional Technical Teams to Prepare their respective DPSIP QCBS Q C B S 3 I C / 0 1 Plan 07/04/09 17/04/09 01/05/09 Actual 15.00 Post 15.00 Conducting Impact assessment on PCDP I Sub-Projects IC Lump sum Conduct Environment Impact Assessment on selected Project weredas Prior Q C B S 4 I C / 0 1 QCBS Lump sum 277.00 Plan 12/04/10 22/04/10 02/05/10 17/05/10 01/06/10 11/06/10 Actual 277.00 Underatke Mid Term Project implementation Assessment and Conduct Environment Impact Assessment on selected Project weredas Prior Post C B S 5 Q C B S 4 QCBS Lump sum 277.00 QCBS Lumpsum 143.00 Plan 15/12/10 25/12/10 04/01/11 19/01/11 03/02/11 13/02/11 Underatke Mid Term Project implementation Assessment and Post C B S 5 QCBS Lumpsum 143.00 496250PROP0p101ement0Plan0July02009.xls 3 of 10 7/30/2009 11:50 PM Page 4 Procurement Plan-Consultants Actual 143.00 Total Cost with 10% price and physical contingency 1,002.10 unallocated 50.00 implementation Assessment and Evaluation Post Q C B QCBS Lumpsum 143.00 496250PROP0p101ement0Plan0July02009.xls 4 of 10 7/30/2009 11:50 PM Page 5 Procurement Plan-Consultants Federal Democratic Republic of Ethiopia, Ministry of Federal Affairs Pastoral Community Development Project (PCDP II) If Post-Review, No-objection Dates are Not Required Loan #: 4458 ET, Grant # 0395 ET Description* List of Contracts Norm Duration of Proc Steps Conduct Environment Impact Assessment on existing project weredas Q C B S 1 Conduct Environment Impact Assessment on existing project weredas Develop Management Information System (MIS) for PCDP II Q C B S 1 C Q s 1 Undertake Social Analysis on 23 New weredas Develop Management Information System (MIS) for PCDP II C Q s 1 Q C B S 2 Undertake Social Analysis on 23 New weredas Preparation of Guideline and Provision of Training and Technical Support for Regional Technical Teams to Prepare their respective DPSIP Q C B S 3 Q C B S 2 Conducting Impact assessment on PCDP I Sub-Projects Preparation of Guideline and Provision of Training and Technical Support for Regional Technical Teams to Prepare their respective DPSIP Q C B S 3 I C / 0 1 Conducting Impact assessment on PCDP I Sub-Projects Conduct Environment Impact Assessment on selected Project weredas Q C B S 4 I C / 0 1 Underatke Mid Term Project implementation Assessment and Conduct Environment Impact Assessment on selected Project weredas C B S 5 Q C B S 4 Underatke Mid Term Project implementation Assessment and C B S 5 Plan vs. Actual Invitation Date Submission/ Opening Date Submission Evaluation Report (T) No-objection Evaluation Report (T) Opening Financial Proposals Preparation Eval Report (T) (F) Negotiations (N) Plan 4 to 12 wks 2 - 3 wks 0.5 - 2 wks 2 wks 1 - 2 wks 2 wks Actual Consultant Proposals Proposal Evaluation and Negotiation for Projects after May 2002 Technical (T) & Financial (F) and Negotions (N) Plan 29/11/09 29/12/09 19/01/10 29/01/10 19/02/10 05/03/10 19/03/10 Actual Plan 06/07/09 16/07/09 21/07/09 24/07/09 Actual Plan 23/09/09 23/10/09 13/11/09 07/03/10 21/03/10 04/04/10 Actual Plan 10/10/09 09/11/09 30/11/09 24/03/10 07/04/10 21/04/10 Actual Plan 08/05/09 15/05/09 25/05/09 04/06/09 Plan 21/06/10 21/07/10 11/08/10 21/08/10 11/09/10 25/09/10 09/10/10 Actual Plan 23/02/11 25/03/11 15/04/11 25/04/11 16/05/11 30/05/11 13/06/11 496250PROP0p101ement0Plan0July02009.xls 5 of 10 7/30/2009 11:50 PM Page 6 Procurement Plan-Consultants Total Cost with 10% price and physical contingency unallocated implementation Assessment and Evaluation Q C B Actual 496250PROP0p101ement0Plan0July02009.xls 6 of 10 7/30/2009 11:50 PM Page 7 Procurement Plan-Consultants Federal Democratic Republic of Ethiopia, Ministry of Federal Affairs Pastoral Community Development Project (PCDP II) If Post-Review, No-objection Dates are Not Required Loan #: 4458 ET, Grant # 0395 ET Description* List of Contracts Undertake Social Analysis on 23 New weredas Conducting Impact assessment on PCDP I Sub-Projects Norm Duration of Proc Steps Conduct Environment Impact Assessment on existing project weredas Develop Management Information System (MIS) for PCDP II Underatke Mid Term Project implementation Assessment and Conduct Environment Impact Assessment on selected Project weredas Preparation of Guideline and Provision of Training and Technical Support for Regional Technical Teams to Prepare their respective DPSIP C B S 5 Q C B S 4 Q C B S 1 Q C B S 3 C Q s 1 Q C B S 2 I C / 0 1 Underatke Mid Term Project implementation Assessment and C B S 5 Plan vs. Actual Submission Date No- objection Date Contract Amount in US$ '000 Contract Award Contract Signature Plan vs. Actual Mobilization Advance Payment Draft Report Final Report Final Cost Plan 1 - 2 wks 1 - 2 wks 1 wk 1 - 3 wks Plan Actual Actual Contract Implementation Contract Finalization Draft Contract Plan 29/03/10 08/04/10 18/04/10 28/04/10 Plan Actual Actual Plan 27/07/09 Plan Actual Actual Plan 14/04/10 24/04/10 04/05/10 14/05/10 Plan Actual Actual Plan 01/05/10 11/05/10 21/05/10 31/05/10 Plan Actual Actual Plan 11/06/09 Plan Plan 19/10/10 29/10/10 08/11/10 18/11/10 Plan Actual Actual Plan 23/06/11 03/07/11 13/07/11 23/07/11 Plan 496250PROP0p101ement0Plan0July02009.xls 7 of 10 7/30/2009 11:50 PM Page 8 Procurement Plan-Consultants Total Cost with 10% price and physical contingency unallocated implementation Assessment and Evaluation Q C B Actual Actual 496250PROP0p101ement0Plan0July02009.xls 8 of 10 7/30/2009 11:50 PM Page 9 Country/Organisation: The Federal Democratic Republic of Ethiopia, Ministry of Federal Affairs Project/Programme: Pastoral Community Development Project (PCDP II) Project ID No. P108932 Procurement Plan covers the 1st 18 month of Phase II Date of General Procurement Notice 10 November 2008 Posted on line If Post-Review, No-objection Dates are Not Required Loan #:4458 ET, Grant # H395-ET SPN Advert Description* Package Number Lot Num Estimate d Am't US$ Proc. Method Prior/ Post Revie w. Plan vs. Actual Prep & Submissio n Date No- objection Date On-line UNDB Gateway Nat Press Bid Invitatio n Date Bid Closing- Openin g Plan 4 - 7 wks 1 - 1.5 wks 1.5 - 2 wks 6 to 12 wks Actual List of Contracts Plan 10/06/09 20/06/09 25/06/09 30/06/09 Actual Total Cost estimate 80.00 Note 2. Radio fana is the only private firm having full coverage of radio broadcasting its programs to pastoral areas of Somali, Afar, SNNP and Oramiya regions in their respective local languages namely Afarigna, Somaligna, Oromifaa, and Amharic 3. The air time purchase will be based on time alotted for each agreed means of media(language) subject to periodic supervision, monitoring and evaluation against clear scope of asignment depicted in the TOR. 3. Its institutional capacities are dependable both the audiences perception and from PCDP satisfaction during radio program transmission conducted during PCDP phase one 4. FPCU, threfore, believed no other legally and technically competent firm with regard to the coverage, apprpriate media types and proven institutional capacity to properly disseminate the intended assignment up to the required extent. 5. For the fact that it will be dealt with single service provider, the Draft TOR as well as the Draft contract will be a subject of prior review. 6. The proposed media firm (Radio Fana) has also commenn development objective as manifested in its proposal up to 70 % cost sharing and 30 % of the cost to be covered by PCDP. 80.00 Norm Duration of Proc Steps 1 Hiring of media firm for Radio Program Production and Broadcasting PCDP II's Objectives, Operational modalities, roles and responsibilities of communities and local administrations, experience sharing among beneficiaries using their local langauages, F/DC /Y1/01 1. After assessments of potential firms for radio program production and broadcasting service FPCU has found only one eligible private firm with a capacity having full coverage of radio broadcasting widely and clearly reach all pastoral and agro-pastoral areas of the country using four major languages. DC Prior. Draft Bid Documents, including specs and quantities, draft SPN BASIC DATA Bidding Period I Page 10 If Post-Review, No-objection Dates are Not Required Contract Implementation Submissio n Bid Eval Rpt No- objection Date Plan vs. Actual Contract Amount in US$'000 Date Contract Award Date Contract Signature start date completion date Inspectio n Final Acceptan ce 1.5 - 3 wks 1 - 1.5 wks Plan 1 wk 1.5-3 wks Actual 05/07/09 08/07/09 Plan 15/07/09 18/07/09 01/08/09 01/08/10 Actual 2. Radio fana is the only private firm having full coverage of radio broadcasting its programs to pastoral areas of Somali, Afar, SNNP and Oramiya regions in their respective local languages namely Afarigna, Somaligna, Oromifaa, and Amharic 3. The air time purchase will be based on time alotted for each agreed means of media(language) subject to periodic supervision, monitoring and evaluation against clear scope of asignment depicted in the TOR. 3. Its institutional capacities are dependable both the audiences perception and from PCDP satisfaction during radio program transmission conducted during PCDP phase one 4. FPCU, threfore, believed no other legally and technically competent firm with regard to the coverage, apprpriate media types and proven institutional capacity to properly disseminate the intended assignment up to the required extent. 6. The proposed media firm (Radio Fana) has also commenn development objective as manifested in its proposal up to 70 % cost sharing and 30 % of the cost to be covered by PCDP. Contract Finalization Bid Evaluation