Ethiopia - First Phase of the Eastern Nile Flood Preparedness and Early Warning Project : procurement plan

Page 1 Procurement Plan-Goods Country: Egypt/ Ethiopia/ Sudan Implementing Agency : ENTRO/NFPs Project: Eastern Nile Flood Prepardness & Early Warning Project Phase I Project ID : P 103518 Grant No . : NBTF 058042 Period covered by Procurement Plan : 10th March 2010 to 30th of December 2010 Contract : Goods Spec Proc Notice Contract Implementation Description* Reference No. Estimated Amount in US $ Procurement Method Pre-or Post Qualification Prior or Post Review Plan vs. Actual Prep by NFP No-objection Date On-line UNDB Gateway Nat Press Bid Invitation Date Bid Closing- Opening Completion of Bid Eval Rpt No- objection Date Plan vs. Actual Contract Amount in US$'000 Date Contract Award Date Contract Signature Opening of Let of Credit Arrival of Goods List of Contracts G- ET/01/10 25,000 Shopping None Post Plan 15/03/10 None None 18/03/10 30/03/10 5/04/10 None Plan 15/04/10 20/04/10 None None Actual Actual G- ET/03/10 35,000 Shopping None Post Plan 5/04/10 None None 12/04/10 25/04/10 03/05/10 None Plan 10/05/10 15/05/10 None None Actual Actual G- ET/04/10 22,450 DC None Prior Plan 20/04/10 30/04/10 None 5/05/10 15/05/10 22/05/10 03/06/10 Plan 10/06/10 15/06/10 None None Actual Actual G- ET/05/10 22,000.00 Shopping None Post Plan 27/04/10 None None 02/05/10 17/05/10 25/05/10 None Plan 02/06/10 08/06/10 None None Actual Actual ENTRO/04/2010 30,000.00 Shopping None Prior Plan 15/11/10 None None 18/11/10 26/11/10 30/11/10 None Plan 5/12/10 6/12/10 None None Actual Actual G- S/01/10 32,000 Shopping None Post Plan 25/03/10 None None 30/03/10 15/04/10 22/04/10 None Plan 30/04/10 05/05/10 None None Actual Actual G- S/02/10 5,000 Shopping None Post Plan 15/03/10 None None 18/03/10 30/03/10 5/04/10 None Plan 15/04/10 20/04/10 None None Actual Actual G- S/03/10 20,000 Shopping None Post Plan 5/04/10 None None 12/04/10 25/04/10 03/05/10 None Plan 10/05/10 15/05/10 None None Actual Actual G- S/04/10 38,000 Shopping None Post Plan 20/04/10 None None 30/04/10 15/05/10 22/05/10 None Plan 30/05/10 7/06/10 None None Actual Actual G- S/05/10 24,000.00 Shopping None Post Plan 27/04/10 None None 02/05/10 17/05/10 25/05/10 None Plan 02/06/10 08/06/10 None None Actual Actual G- S/06/10 46,450.00 Shopping None Post Plan 05/05/10 None None 12/05/10 18/05/10 25/05/10 None Plan 02/06/10 08/06/10 None None Actual Actual Procurement of Equipment, Tools and materials for installation of River Gauge stations - Sudan Procurement of 8 units of Solar Panel & accessories - Ethiopia. Contract Finalization Bidding Period Draft Bid Documents, including specs and quantities, draft SPN Bid Evaluation Procurement and Installation of Equipment of 17 units of Rain Gauge Stations - Ethiopia Procurement of Water level indicators (Wooden or Metal colored Poles) for Community EWS - Ethiopia Procurement of 8 units of Canvas Tents for Community EWS- Ethiopia. Procurement of Equipment, Tools and materials for 12 units of Rain Gauge stations - Sudan Procurement of 4 units of motorized emergency Boats - Ethiopia Procurement of temporary shelters and Tents for Communities - Sudan Procurement of Communication Equipment and accessories - Mobile Telephones for Communities.- Sudan. Procurement of Equipment, Tools and materials for Community meetings halls and recretion centers - Sudan Procurement of 4 units motorized emergency Boats - Sudan 582040PROP0P101100Revised0Proc0Plan.xls 1 of 36 12/02/2010 2:30 AM Page 2 Procurement Plan-Goods G- S/07/10 12,000.00 Shopping None Post Plan 10/05/10 None None 17/05/10 25/05/10 02/06/10 None Plan 10/06/10 17/06/10 None None Actual Actual ENTRO/01/2010 36,000 Shopping None Post Plan 12/11/10 None None 15/11/10 22/11/10 25/11/10 None Plan 27/11/10 28/11/10 None None Actual Actual ENTRO/02/2010 25,000 Shopping None Post Plan 15/11/10 None None 18/11/10 26/11/10 30/11/10 None Plan 5/12/10 6/12/10 None None Actual Actual ENTRO/03/2010 1,500 SS None Post Plan 22/11/10 30/11/10 None 03/12/10 10/12/10 13/12/10 None Plan 1,500.00 15/12/10 17/12/10 None None Actual Actual ENTRO/05/2010 11,000.00 SS None Prior Plan 22/11/10 30/11/10 None 03/12/10 10/12/10 13/12/10 None Plan 8,000.00 15/12/10 17/12/10 None None Actual Actual 385,400.00 Plan Plan Actual Actual NB: Procurement of contracts under package No. G- ET/04/10,ENTRO/03/2010, and ENTRO/05/2010 shall be made under Single Source method (Direct Contracting) ERDAS Imagine License Maintenance Upgrading existing ArcEditor license to ArcINFO and 3D Analyst Procurement of Water Level Indicators - Sudan Procurement of Printer, Ploter and Scanner- ENTRO. Procurement of three units of Workstations: 2 for Ethiopia and 1 for Sudan Total Cost 582040PROP0P101100Revised0Proc0Plan.xls 2 of 36 12/02/2010 2:30 AM Page 3 Procurement Plan-Goods Description* List of Contracts Procurement of Equipment, Tools and materials for installation of River Gauge stations - Sudan Procurement of 8 units of Solar Panel & accessories - Ethiopia. Procurement and Installation of Equipment of 17 units of Rain Gauge Stations - Ethiopia Procurement of Water level indicators (Wooden or Metal colored Poles) for Community EWS - Ethiopia Procurement of 8 units of Canvas Tents for Community EWS- Ethiopia. Procurement of Equipment, Tools and materials for 12 units of Rain Gauge stations - Sudan Procurement of 4 units of motorized emergency Boats - Ethiopia Procurement of temporary shelters and Tents for Communities - Sudan Procurement of Communication Equipment and accessories - Mobile Telephones for Communities.- Sudan. Procurement of Equipment, Tools and materials for Community meetings halls and recretion centers - Sudan Procurement of 4 units motorized emergency Boats - Sudan Contract Implementation Inspection and final Acceptance 25/05/10 20/06/10 20/07/10 30/06/10 12/12/10 5/06/10 25/05/10 20/06/10 7/07/10 30/06/10 30/06/10 582040PROP0P101100Revised0Proc0Plan.xls 3 of 36 12/02/2010 2:30 AM Page 4 Procurement Plan-Goods NB: Procurement of contracts under package No. G- ET/04/10,ENTRO/03/2010, and ENTRO/05/2010 shall be made under Single Source method (Direct Contracting) ERDAS Imagine License Maintenance Upgrading existing ArcEditor license to ArcINFO and 3D Analyst Procurement of Water Level Indicators - Sudan Procurement of Printer, Ploter and Scanner- ENTRO. Procurement of three units of Workstations: 2 for Ethiopia and 1 for Sudan Total Cost 15/07/10 5/12/10 12/12/10 25/12/10 25/12/10 582040PROP0P101100Revised0Proc0Plan.xls 4 of 36 12/02/2010 2:30 AM Page 5 Procurement Plan-Goods Description* List of Contracts Procurement of Equipment, Tools and materials for installation of River Gauge stations - Sudan Procurement of 8 units of Solar Panel & accessories - Ethiopia. Procurement and Installation of Equipment of 17 units of Rain Gauge Stations - Ethiopia Procurement of Water level indicators (Wooden or Metal colored Poles) for Community EWS - Ethiopia Procurement of 8 units of Canvas Tents for Community EWS- Ethiopia. Procurement of Equipment, Tools and materials for 12 units of Rain Gauge stations - Sudan Procurement of 4 units of motorized emergency Boats - Ethiopia Procurement of temporary shelters and Tents for Communities - Sudan Procurement of Communication Equipment and accessories - Mobile Telephones for Communities.- Sudan. Procurement of Equipment, Tools and materials for Community meetings halls and recretion centers - Sudan Procurement of 4 units motorized emergency Boats - Sudan Status Done Procurement process underway Done Procurement process underway Done Nearly all items have been procured except few accessories and installation 4 units procured and procurement of 4 units is on process National Meteorological Agency of Ethiopia has been contracted to supply and install the rain gauges Contract has been awarded for supply of materials and implementation New Done 582040PROP0P101100Revised0Proc0Plan.xls 5 of 36 12/02/2010 2:30 AM Page 6 Procurement Plan-Goods NB: Procurement of contracts under package No. G- ET/04/10,ENTRO/03/2010, and ENTRO/05/2010 shall be made under Single Source method (Direct Contracting) ERDAS Imagine License Maintenance Upgrading existing ArcEditor license to ArcINFO and 3D Analyst Procurement of Water Level Indicators - Sudan Procurement of Printer, Ploter and Scanner- ENTRO. Procurement of three units of Workstations: 2 for Ethiopia and 1 for Sudan Total Cost Annual maintenance few for Image analysis software Upgrade to existing GIS software procured by the project Done New New 582040PROP0P101100Revised0Proc0Plan.xls 6 of 36 12/02/2010 2:30 AM Page 7 Procurement Plan-Consulting firms Country: Egypt/ Ethiopia/ Sudan Implementing Agency : ENTRO/NFPs Project: Eastern Nile Flood Prepardness & Early Warning Project Phase I Project ID : P 103518 Grant No . : NBTF 058042 Period covered by Procurement Plan : 10th March 2010 to 30th of December 2010 Contract : Consultancy Services (Firms) Contract Type Description Reference No. Selection Method Lumpsum or Time-Based Estimated Amount in US$ '000 Prior/ Post Review Plan vs. Actual Prep & Submission by ENTRO No-objection Date Advert on Nat Press EOI submission date completion of shortlist Submission/ completion Date No-objection Date Plan vs. Actual Invitation Date Submission/ Opening Date Completion of TP Evaluation Submission of TP Evaluation Report for NOB NOB to the TP Evaluation report Preparation of Combined Eval Report (T) (F) Negotiations (N) Plan vs. Actual Submission or completion Date No-objection Date Contract Amount in US$ '000 Contract Award Contract Signature Plan vs. Actual List of Contracts FP/C- EN/01/09 QCBS LS 200,000.00 Prior Plan 1/07/09 12/07/09 15/07/09 02/08/09 17/08/09 25/08/09 30/08/09 Plan 3/09/09 20/10/09 15/03/10 30/03/10 10/04/10 Plan 15/04/10 25/04/10 30/04/10 7/05/10 Plan Actual 24/08/09 24/11/09 7/12/09 Actual 04/01/10 8/02/10 11/02/10 12/02/10 Actual 189,987.00 07/05/2010 Actual FP/C- EN/02/09 SSS LS 100,000.00 Prior Plan None None None None None Plan 25/03/10 30/03/10 05/04/10 None None 15/04/10 25/04/10 Plan 30/04/10 12/05/10 20/05/10 30/05/10 Plan Actual 04/02/2010 06/02/2010 Actual 19/03/2010 15/04/2010 04/05/2010 17/05/201 Actual 08/06/2010 14/06/2010 115,819.00 20/06/2010 Actual 300,000.00 Plan Plan Plan Plan Actual Actual Actual 305,806.00 Actual Preparation Terms of Reference Consultancy service to undertake detailed design of Regional Flood forecast, Warning and Communication System Consultancy service to enhance Flood Early Warning System in Sudan Request for EOI Contract Finalization Consultant Proposals Request for Proposals Draft Contract 582040PROP0P101100Revised0Proc0Plan.xls 7 of 36 12/02/2010 2:30 AM Page 8 Procurement Plan-Consulting firms Description List of Contracts Consultancy service to undertake detailed design of Regional Flood forecast, Warning and Communication System Consultancy service to enhance Flood Early Warning System in Sudan Mobilization Draft Report Final Report Final Cost 15/05/10 26/11/10 31/12/10 15/05/10 10/06/10 26/11/2010 22/12/2010 27/06/2010 Contract Implementation 582040PROP0P101100Revised0Proc0Plan.xls 8 of 36 12/02/2010 2:30 AM Page 9 Country: Egypt/ Ethiopia/ Sudan Implementing Agency Project: Eastern Nile Flood Prepardness & Early Warning Project Phase I Project ID : P 103518 Grant No . : NBTF 058042 Period covered by Procurement Plan Contract : Consultancy Services (Firms and ICs) Contract Type Description Reference No. Selection Method Lumpsum or Time-Based Estimated Amount in US$ '000 List of Contracts Short Term Consultants SSS/ NGO LS 50,000.00 49,970.00 SSS/ NGO LS 50,000.00 51,300.00 SSS/University/IC LS 40,000.00 Numerical Weather Pridiciton Model (Eta/WRF) Training FPR/02/10 Peak season Community surveillance - Ethiopia FP/01/10 Community surveillance- Sudan FP/02/10 Page 10 IC LS 50,000.00 FP/05/10 SSS/University LS 70,000.00 51,380.00 FP/06/10 SSS/University LS 65,000.00 50,200.00 SSS LS 49,000.00 SSS LS 30,000.00 354,000.00 202,850.00 Canceled Note: Seasonal forecasts of the Blue and Main Nile FP/04/10 Testing and verification of Ethiopia flood forecasting Model Total Amount Testing and verification of Sudan flood forecasting model Flood risk Maping training FEWS Training in Ethiopia FPR/02/10 FPR/03/10 1) Procurement of package numbers FP/01/10 and FP/02/10 are procured under single source procurement method due to their previous experience with flood affected communities, (ORDA) in Ethiopia and (SRCS) in Sudan Page 11 1) Procurement of package numbers FP/05/10 and FP/06/10 are procured under single source procurement method due to previous special experience of Addis Ababa University (Ethiopia) and Khartoum University (Sudn) woking with flood flood forecasting models in both countries. Page 12 Page 13 Egypt/ Ethiopia/ Sudan Implementing Agency : ENTRO/NFPs Eastern Nile Flood Prepardness & Early Warning Project Phase I : P 103518 . : NBTF 058042 Period covered by Procurement Plan : 1st July to 31st December 2010 : Consultancy Services (Firms and ICs) Prior/Post Review Plan vs. Actual Completion and submission of TOR. NOB to TOR Advert date Prior Plan 25/05/10 30/05/10 None Actual Prior Plan 25/05/10 30/05/10 None Actual Prior Plan 15/11/10 22/11/10 None Actual Request for EOI (Advert and reciept of Application) Preparation Terms of Reference Page 14 Post Plan 15/07/10 25/07/10 None Actual Prior Plan 05/07/10 15/07/10 None Actual Prior Plan 05/07/10 15/07/10 None Actual Prior Plan 15/11/10 22/11/10 None Prior Plan 20/11/10 28/11/10 None Actual Plan Actual 1) Procurement of package numbers FP/01/10 and FP/02/10 are procured under single source procurement method due to their previous experience with flood affected communities, (ORDA) in Ethiopia and (SRCS) in Sudan Page 15 1) Procurement of package numbers FP/05/10 and FP/06/10 are procured under single source procurement method due to previous special experience of Addis Ababa University (Ethiopia) and Khartoum University (Sudn) woking with flood flood forecasting models in both countries. Page 16 Page 17 Deadline for Application/ collection of CVs Date for invitation Proposal Submission Date Plan vs. Actual Invitation Date None 1/06/10 12/06/10 Plan 14/06/10 Actual None 1/06/10 12/06/10 Plan 14/06/10 Actual None None None Plan 26/11/10 Actual Detailed Procurement Plan Short Term Consultant Request for EOI (Advert and reciept of Application) Request for Proposals Negotiation Page 18 30/07/10 10/08/10 None Plan 15/08/10 Actual None 25/07/10 03/08/10 Plan 08/08/10 Actual None 25/07/10 03/08/10 Plan 08/08/10 Actual None None None Plan 26/11/10 None None None Plan 02/12/10 Actual Plan Actual Page 19 Page 20 Page 21 Complete negotiation Plan vs. Actual Submission or completion of Draft contract No-objection Date Contract Award 20/06/10 Plan 25/06/10 5/07/10 7/07/10 Actual 13/07/2010 20/06/10 Plan 25/06/10 5/07/10 7/07/10 Actual 30/07/2010 28/11/10 Plan None None 30/11/10 Actual Negotiation Draft Contract Page 22 20/08/10 Plan 25/08/10 None 30/08/10 Actual 15/08/10 Plan 20/08/10 30/08/10 02/09/10 Actual 08/07/2010 15/08/10 Plan 20/08/10 30/08/10 02/09/10 Actual 04/08/2010 28/11/10 Plan None None 30/11/10 05/12/10 Plan None None 09/12/10 Actual Plan Actual Page 23 Page 24 Page 25 Contract Signature Plan vs. Actual Contract start date Draft Report Final Report/ Completion 10/07/10 Plan 15/07/10 06/12/2010 18/12/2010 14/07/2010 Actual 18/07/2010 10/07/10 Plan 15/07/10 06/12/2010 20/12/2010 01/08/2010 Actual 05/08/2010 02/12/10 Plan 10/12/10 None 22/12/10 Actual Contract Implementation Page 26 5/09/10 Plan 12/09/10 15/10/10 20/11/10 Actual 07/09/10 Plan 15/09/10 25/10/10 20/12/2010 12/07/2010 Actual 15/07/2010 09/11/2010 07/09/10 Plan 15/09/10 25/11/2010 18/12/2010 05/08/2010 Actual 07/08/2010 02/12/10 Plan 07/12/10 None 20/12/10 11/12/10 Plan 16/12/10 None 24/12/10 Actual Plan Actual Page 27 Page 28 Page 29 Final Cost Page 30 Page 31 Page 32 Page 33 Page 34 Page 35 Page 36