PROCUREMENT PLAN Project information: Vanuatu[Vanuatu Rural Electrification Project] [P160658] Project Implementation agency: [Department of Energy (DoE)] Date of the Procurement Plan: [20th January 2017] Period covered by this Procurement Plan: [March 2018 – 30 June 2022] Preamble In accordance with paragraph 5.9 of the “World Bank Procurement Regulations for IPF Borrowers” (July 2016) (“Procurement Regulations”) the Bank’s Systematic Tracking and Exchanges in Procurement (STEP) system will be used to prepare, clear and update Procurement Plans and conduct all procurement transactions for the Project. This textual part along with the Procurement Plan tables in STEP constitute the Procurement Plan for the Project. The following conditions apply to all procurement activities in the Procurement Plan. The other elements of the Procurement Plan as required under paragraph 4.4 of the Procurement Regulations are set forth in STEP. The Bank’s Standard Procurement Documents: shall be used for all contracts subject to international competitive procurement and those contracts as specified in the Procurement Plan tables in STEP. National Procurement Arrangements: In accordance with paragraph 5.3 of the Procurement Regulations, when approaching the national market (as specified in the Procurement Plan tables in STEP), the country’s own procurement procedures may be used. When the Borrower uses its own national open competitive procurement arrangements as set forth in Section 7A of the Government Contracts and Tenders Act ], such arrangements shall be subject to paragraph 5.4 of the Procurement Regulations and the following conditions: 1. Advertisement for national open tender shall be published at a media of national circulation or a website accessible by all the national bidders; 2. National open tender shall also be open to eligible bidders from any country under the same conditions as the national bidders; 3. The request for bids/request for proposals document shall require that Bidders/Proposers submitting Bids/Proposals present a signed acceptance at the time of bidding, to be incorporated in any resulting contracts, confirming application of, and compliance with, the Bank’s Anti-Corruption Guidelines, including without limitation the Bank’s right to sanction and the Bank’s inspection and audit rights; 4. Before procurement starts, NCB templates of bidding document including sample contracts should be agreed with the World Bank to ensure the bidding process complies with international good practice and contract has an appropriate allocation of responsibilities, risks, and liabilities; 5. Within two weeks of contract signing, the information about contract award should be publicly published on the same media where the bidding advertisement is published, including (a) the name of each bidder that submitted a bid; (b) bid prices as read out at bid opening; (c) evaluated prices of each bid that was evaluated; (d) the names of bidders whose bids were either rejected as nonresponsive or not meeting qualification criteria, or not evaluated, with the reasons thereof; and (e) the name of the winning bidder, the final total contract price, as well as the duration and summary scope of the contract 6. Procedures for handling procurement complaints shall be provided in the Project Operation Manual; and 7. All documents relating to a procurement process including but not limited to: advertisement, invitation, request for quotation or bids or proposals, clarifications, addendum, minutes of opening, evaluation report, contracts and amendments, implementation records, etc. shall be securely kept in the project file for at least two years after the project closing date. PROCUREMENT Vanuatu : Rural Electrification Project Stage II PLAN General Information Country: Vanuatu Bank’s Approval Date of the Original Procurement Plan: 2018-01-16 2022-03-29 Revised Plan Date(s): (comma delineated, leave blank if none) Project ID: P160658 GPN Date: 2018-02-27 Project Name: Rural Electrification Project Stage II Loan / Credit No: IDA / D1930, IDA / 60720, TF / A5406, TF / A4979 D Executing Agency(ies): epartment of Energy WORKS Activity Reference No. / Estimated Actual Draft Bidding Bid Evaluation Report Loan / Credit Procurement Prequalification High SEA/SH Procurement Process Draft Pre-qualification Prequalification Specific Procurement Bidding Documents as Proposal Submission / Contract Description Component Review Type Method Market Approach Amount Amount Document / and Recommendation Signed Contract No. Process (Y/N) Risk Document Type Status Documents Evaluation Report Notice / Invitation Issued Opening / Minutes Completion (US$) (US$) Justification for Award Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Construction of Mini Grids Under VU-DOE-43869-CW-RFP / Single Stage - One 2021-06- TF / A5406 systems in rural areas of Prior Request for Bids Open - International 6,000,000.00 0.00 Implementat 2020-03-27 2022-02-08 2020-04-01 2020-05-13 2020-06-12 2020-08-14 Installation of Mini Grid Envelope 25 Vanuatu ion GOODS Activity Reference No. / Draft Bidding Bid Evaluation Report Loan / Credit Procurement Prequalification Estimated Actual Amount Process Draft Pre-qualification Prequalification Specific Procurement Bidding Documents as Proposal Submission / Description Component Review Type Method Market Approach Document / and Recommendation Signed Contract Contract Completion No. Process (Y/N) Amount (US$) (US$) Status Documents Evaluation Report Notice / Invitation Issued Opening / Minutes Justification for Award Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual VU-DOE-44120-GO-RFQ / 1 Under Technical Assistance and Request for Single Stage - One Office Chairs for VREP IDA / 60720 Post Limited 500.00 0.00 Implementati 2018-05-04 2018-05-18 2018-05-30 Project Management Quotations Envelope consultants on VU-DOE-44121-GO-RFQ / Purchase of two (2) project Under mobiles phones dedicted to Technical Assistance and Request for Single Stage - One IDA / 60720 Post Limited 400.00 0.00 Implementati 2018-04-04 2018-04-02 2018-04-18 2018-04-30 Project communications and Project Management Quotations Envelope on assigned to Program Manager and IVA for VREP use only. VU-DOE-44119-GO-RFQ / Purchase of 1 laptop for use by the VREP Communication Technical Assistance and Request for Single Stage - One and Marketing Specialists IDA / 60720 Post Limited 1,300.00 1,300.00 Completed 2019-04-05 2019-05-06 2019-04-16 2019-05-16 2019-04-16 2019-06-15 Project Management Quotations Envelope dedicated for VREP related communications and marketing. NON CONSULTING SERVICES Activity Reference No. / Draft Bidding Bid Evaluation Report Loan / Credit Procurement Prequalification Estimated Actual Amount Process Draft Pre-qualification Prequalification Specific Procurement Bidding Documents as Proposal Submission / Description Component Review Type Method Market Approach Document / and Recommendation Signed Contract Contract Completion No. Process (Y/N) Amount (US$) (US$) Status Documents Evaluation Report Notice / Invitation Issued Opening / Minutes Justification for Award Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual CONSULTING FIRMS Activity Reference No. / Combined Evaluation Loan / Credit Contract Type Estimated Actual Amount Expression of Interest Short List and Draft Request for Proposals Opening of Technical Evaluation of Description Component Review Type Method Market Approach Process Status Terms of Reference Report and Draft Signed Contract Contract Completion No. Amount (US$) (US$) Notice Request for Proposals as Issued Proposals / Minutes Technical Proposal Negotiated Contract Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual VU-DOE-43904-CS-CQS / Procurement of standing auditor(s) to audit VREP Consultant Technical Assistance and Pending (annual audits over 5 years) if IDA / D1930 Post Qualification Limited 50,000.00 0.00 2018-05-01 2018-05-15 2018-05-20 2018-06-04 2022-06-30 Project Management Implementation unable to be conducted by Selection Vanuatu's National Audit Office. VU-DOE-42972-CS-QCBS / Selection of Owner's Engineer to assist DoE to manage Technical Assistance and Quality And Cost- design, procurement, TF / A5406 Prior Open - International 1,500,000.00 1,220,279.02 Signed 2018-04-15 2018-04-30 2018-06-22 2018-06-29 2018-09-16 2018-07-29 2019-03-29 2018-08-13 2019-04-08 2018-09-12 2019-06-04 2018-10-11 2019-06-28 2022-09-10 Project Management Based Selection installation and commissioning of the 5 mini- grids. INDIVIDUAL CONSULTANTS Activity Reference No. / Invitation to Loan / Credit Contract Type Estimated Actual Amount Draft Negotiated Description Component Review Type Method Market Approach Process Status Terms of Reference Identified/Selected Signed Contract Contract Completion No. Amount (US$) (US$) Contract Consultant Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual VU-DOE-43896-CS-INDV / Annual contract cost of $66,000/yr (based on current PM contract). Total contract Individual Technical Assistance and cost is shared between VREP I TF / A5406 Prior Consultant Open 222,750.00 0.00 Canceled 2019-07-01 2019-08-19 2019-08-29 2019-09-08 2022-06-30 Project Management and II from April 2018 to Selection December 2019 and thereafter, contract costs will be covered by VREP II. VU-DOE-77714-CS-CDS / VREP Program Manager with Annual contract costs of approximately $66,000/year (based on current PM Technical Assistance and contract). Total contract costs TF / A5406 Prior Direct Selection Direct 222,750.00 88,596.00 Terminated 2019-09-02 2018-09-12 2019-10-16 2018-08-09 2019-11-21 2018-09-14 2022-06-30 Project Management is shared between VREP I and II from April 2018 to December 2019 and thereafter, contract costs will be covered by VREP II Page 1 VU-DOE-107978-CS-INDV / Amendment to the Program Manager position, new PM to Individual Technical Assistance and be recruited in May 2019 for 2 TF / A5406 Prior Consultant Open 200,000.00 217,740.00 Signed 2019-03-27 2019-03-28 2019-04-20 2019-07-30 2019-04-26 2019-10-02 2019-05-06 2019-10-16 2021-04-30 Project Management years contract. Total value of Selection contract is USD $ 100,000/ Year. VU-DOE-124816-CS-INDV / Technical Assistance and TF / A5406 Post Direct Selection Direct 30,401.00 89,403.00 Signed 2019-07-31 2019-05-13 2019-08-06 2019-05-24 2019-08-22 2019-05-29 2020-05-31 Technical Advisor Project Management Individual VU-DOE-124817-CS-INDV / Technical Assistance and TF / A5406 Post Consultant Open 55,203.00 55,203.00 Completed 2019-08-18 2019-04-25 2019-09-28 2019-05-28 2019-09-29 2019-05-28 2019-10-01 2019-05-28 2020-05-31 2020-05-31 Technical Specialist Project Management Selection VU-DOE-129180-CS-INDV / Individual Technical Assistance and Under Electrician - VREP Physical TF / A5406 Post Consultant Open 38,000.00 0.00 2019-08-27 2020-04-02 2019-10-15 2019-11-05 2019-12-10 2020-12-09 Project Management Implementation Verification Selection VU-DOE-106230-CS-INDV / Provide assistance to Dept. of Energy in recruitment of Owner's Engineer. USD 17,600 Technical Assistance and TF / A5406 Post Direct Selection Direct 17,600.00 17,600.00 Signed 2019-03-15 2019-03-13 2019-03-21 2019-02-04 2019-04-12 2019-03-22 2019-05-09 consisted of daily rate of USD Project Management 600 for 20 days ( USD 12,000) and USD 5,600 consisted of air ticket and perdiem. VU-DOE-44117-CS-INDV / The estimates are based on an annual contract rate of $19,636 from April 2018 to Individual June 2022. From April 2018 to Technical Assistance and TF / A5406 Post Consultant Open 66,273.00 0.00 Canceled 2018-04-15 2018-05-04 2018-05-08 2018-05-18 2020-05-18 Dec 2019, costs will be shared Project Management Selection between VREP I & II. Thereafter, costs will be covered by VREP II to 30th June 2022. VU-DOE-77869-CS-INDV / Dedicated VREP Project Accountant to be funded from VREP II (Jan 2020 to June Individual 2022). Costs from Sept 18 to Technical Assistance and TF / A5406 Post Consultant Direct 59,280.00 63,580.76 Signed 2020-04-23 2018-12-11 2020-04-25 2018-11-02 2020-04-26 2018-11-20 2020-04-28 2019-01-11 2020-06-30 Dec 19 from VREP I (ref #7 Project Management Selection VREP I Procurement Plan). Monthly estimate of $1,976 rate remain same as approved in VREP I PP - 11 Sept 2018. VU-DOE-43901-CS-INDV / Verification Agent - This total estimate is based on current annual contract of $17,607. Individual This figure captures shared Technical Assistance and Pending TF / A5406 Post Consultant Direct 59,362.00 0.00 2020-06-29 2020-07-09 2020-07-30 2020-09-03 2021-03-02 cost between VREP I & II from Project Management Implementation Selection April 2018 to Dec 2019 and through to June 2022. Costs after Dec 2019 will be covered by VREP II. VU-DOE-261437-CS-CDS / Consultant to Undertake Technical Assistance and Under TF / A4979 Post Direct Selection Direct 14,150.00 0.00 2021-11-04 2021-11-01 2021-11-06 2021-11-16 2021-11-10 2021-11-15 Geotechnical Study on the 5 Project Management Implementation Minigrid sites in Malekula. Individual VU-DOE-263316-CS-INDV / Technical Assistance and Under TF / A5406 Post Consultant Open 200,000.00 0.00 2021-11-16 2022-01-28 2021-11-20 2021-11-21 2021-11-26 2022-03-30 Project Manager Project Management Implementation Selection Individual VU-DOE-263869-CS-INDV / Technical Assistance and Under TF / A4979 Post Consultant Open 55,500.00 0.00 2021-11-18 2022-01-28 2021-11-25 2021-12-16 2022-01-20 2022-07-19 TECHNICAL SPECIALIST Project Management Implementation Selection Individual VU-DOE-263873-CS-INDV / Technical Assistance and Under TF / A4979 Post Consultant Open 59,300.00 0.00 2021-11-18 2022-01-28 2021-11-25 2021-11-28 2021-12-01 2022-12-14 Project Accountant Project Management Implementation Selection VU-DOE-275236-CS-INDV / Administrative Assistance for Individual Technical Assistance and Under Verification to provide TF / A5406 Post Consultant Open 818.00 0.00 2022-01-31 2022-01-28 2022-03-21 2022-04-11 2022-05-16 2022-11-12 Project Management Implementation assistance with verifications of Selection the subsidy claims VU-DOE-275238-CS-INDV / The Administrative Assistance Individual Technical Assistance and Under for Verification will provide TF / A5406 Post Consultant Open 818.00 0.00 2022-01-31 2022-01-28 2022-03-21 2022-04-11 2022-05-16 2022-11-12 Project Management Implementation assistance with verfications of Selection subsidy claims. VU-DOE-275239-CS-INDV / The Administrative Assistant Individual Technical Assistance and Under for Verification will provide TF / A5406 Post Consultant Open 818.00 0.00 2022-01-31 2022-01-28 2022-03-21 2022-04-11 2022-05-16 2022-11-12 Project Management Implementation assistance with verification for Selection VREP subsidy claims. Individual VU-DOE-275505-CS-INDV / Technical Assistance and IDA / 60720 Post Consultant Open 50,000.00 0.00 Canceled 2022-01-28 2022-01-31 2022-03-18 2022-04-08 2022-05-13 2022-11-09 Procurement Specialist Project Management Selection Individual VU-DOE-275507-CS-INDV / Technical Assistance and Under IDA / 60720 Post Consultant Open 52,000.00 0.00 2022-01-28 2022-01-31 2022-03-18 2022-04-08 2022-05-13 2022-11-09 Safeguard Specialist Project Management Implementation Selection VU-DOE-283545-CS-CDS / Technical Assistance and Pending International Procurement IDA / D1930 Post Direct Selection Direct 102,000.00 0.00 2022-03-14 2022-04-03 2022-04-12 2024-06-05 Project Management Implementation Specialist - Direct Selection. Page 2