Sample Procurement Plan – PREP PIFS (P155542) (Text in italic font is meant for instruction to staff and should be deleted in the final version of the PP) (This is only a sample with the minimum content that is required to be included in the PAD. The detailed procurement plan is still mandatory for disclosure on the Bank’s website in accordance with the guidelines. The initial procurement plan will cover the first 18 months of the project and then updated annually or earlier as necessary). I. General 1. Bank’s approval Date of the procurement Plan: April 10, 2015: Revision Dec 16, 2016 2. Date of General Procurement Notice: Feb 15, 2016 3. Period covered by this procurement plan: Dec 2016-June 2018 II. Goods and Works and non-consulting services. 1. Prior Review Threshold: Procurement Decisions subject to Prior Review by the Bank as stated in Appendix 1 to the Guidelines for Procurement: [Thresholds for applicable procurement methods (not limited to the list below) will be determined by the Procurement Specialist /Procurement Accredited Staff based on the assessment of the implementing agency’s capacity.] Contracts at or above the threshold set below(USD Million) are subject to the Bank's Prior Review US$Million Works (including turnkey, supply & installation of plant and equipment, and PPP) 2.0 Goods, information technology and non-consulting services 0.5 Consultants: firms 0.5 Consultants: individuals 0.3 2. Oct 31, 2017 2. Prequalification. Bidders for _Not applicable_ shall be prequalified in accordance with the provisions of paragraphs 2.9 and 2.10 of the Guidelines. 3. Proposed Procedures for CDD Components (as per paragraph. 3.17 of the Guidelines: [Refer to the relevant CDD project implementation document approved by the Bank or delete if not applicable] 4. Reference to (if any) Project Operational/Procurement Manual: Project Operational Manual that includes a Procurement Section was approved on Dec 31, 2016. 5. Any Other Special Procurement Arrangements: [including advance procurement and retroactive financing, if applicable] NONE 6. Summary of the Procurement Packages planned during the first 18 months after project effectiveness ( including those that are subject to retroactive financing and advanced procurement) [List the Packages which require Bank’s prior review first and then the other packages] III. Selection of Consultants 1. Prior Review Threshold: Selection decisions subject to Prior Review by Bank as stated in Appendix 1 to the Guidelines Selection and Employment of Consultants: Selection Method Prior Review Threshold Comments 1. Competitive Methods (Firms) Above US$ 100,000 2. Single Source (Firms) All 3. Individual Above US$ 50,000 2. Short list comprising entirely of national consultants: Short list of consultants for services, estimated to cost less than $_300,000_equivalent per contract, may comprise entirely of national consultants in accordance with the provisions of paragraph 2.7 of the Consultant Guidelines. 3. Any Other Special Selection Arrangements: [including advance procurement and retroactive financing, if applicable or delete if not applicable] Oct 31, 2017 4. Consultancy Assignments with Selection Methods and Time Schedule (works, goods, services) Procurement Category: Works 1 2 3 4 5 Proc ID Contract (Description) Estimate Cost Procurement UPDATED STATUS Review by Bank (US$ million) Method PLANNED 2.423 NCB Prior PREPSamoa/W01 (Negotiations Oct 2015) Construction of National (Modernization of the Emergency Operations REVISED (20/12/2016) 2.423 NCB Prior Observation Infrastructure, Center of some 1000 sq m Data Management Systems, (Cost Table: SC1.1.2.D1) REVISED (17/06/2017) 3.125 NCB Prior Forecasting and Warning Systems) ACTUAL 4.870 NCB Prior PLANNED 0.920 Shopping Prior PREPSamoa/W02 (Negotiations Oct 2015) (Modernization of the Extension of Seismic Observation Infrastructure, Operations Center (at Data Management Systems, Mulinu'u) (Cost Table: REVISED (20/12/2016) 0.820 NCB Post Forecasting and Warning SC1.1.2.D2) Systems) ACTUAL 0.000 NCB Post Procurement Category: Goods 1 2 3 4 5 Oct 31, 2017 Proc. ID Contract (Description) Estimat Cost Procurement Review by Bank (US$ million) Method PREPSamoa/Goods 01 Stockpiling of emergency (Enhancement of the MHEWS goods to enhance Service and Preparedness preparedness and response Delivery System) (Cost Table: SC1.1.3.B5) PREPSamoa/Goods 01A Chainsaws (5Nos) PLANNED 5Nos rolls (length: 80m per 0.25 Shopping Post (Negotiations Oct 2015) roll) Nylon/synthetic fibre PREPSamoa/Goods 01B Ropes (18mm diameter and accessories) 5 Nos Water Tanks (capacity PREPSamoa/Goods 01C 10 000litres each) REVISED (20/12/2016) 0.03 Shopping Post PREPSamoa/Goods 01A Chainsaws (5Nos) 0.0085 Shopping Post 5Nos rolls (length: 80m per roll) Nylon/synthetic fibre PREPSamoa/Goods 01B 0.0012 Shopping Post Ropes (18mm diameter and ACTUAL accessories) 5 Nos Water Tanks (capacity PREPSamoa/Goods 01C 10 000litres each) 0.0097 Shopping Post PLANNED Office Equipment ( 3Nos (Negotiations Oct 2015) computers, 2 Nos digital PREPSamoa/Goods 02 camera and1 No printer/scanner/fax with REVISED (20/12/2016) 0.01 Shopping Post accessories) ACTUAL 0.01 Shopping Post PLANNED (Negotiations Oct 2015) Office furniture ( office PREPSamoa/Goods 03 desks, filing cabinets with locks and office chairs) REVISED (20/12/2016) 0.005 Shopping Post ACTUAL 0.005 Shopping Post Oct 31, 2017 PLANNED 0.450 Direct Contracting Prior PREPSamoa/Goods 04 (Negotiations Oct 2015) GSM connection for 18 Nos (Modernization of the rainfall and 16 Nos Observation Infrastructure, REVISED (20/12/2016) 0.450 Direct Contracting Post hydrological sub stations Data Management Systems, (Cost Table: SC1.1.2.A1 & Forecasting and Warning ACTUAL 0.247 Direct Contracting Post SC1.1.2.B1) Systems) EXTENSION 0.00 Direct Contracting Post Bid Package (BP2 with Lots PREPSamoaTonga/Goods/BP2 for Samoa and Lots Tonga PLANNED (REGIONAL (PSU) with separate contracts) - 1.10 ICB Prior (Negotiations Oct 2015) PROCUREMENT) regional procurement by SPC Samoa Lot A (Modernization of the Data management Observation Infrastructure, Equipment system, including TBA TBA TBA TBA Data Management Systems, back up at NEOC Forecasting and Warning (Cost Ta ble: SC1.1.2.B2) Systems) Samoa Lot B (Modernization of the Forecasting platform Observation Infrastructure, Equipment backup at NEOC TBA TBA TBA TBA Data Management Systems, (Cost Table: SC1.1.2.B3) Forecasting and Warning Systems) Computers, software for drought and flood Samoa Lot C monitoring, storm surges, (Modernization of the coastal inundation Observation Infrastructure, forecasting and hydrological TBA TBA TBA TBA Data Management Systems, forecasting (3 independent Forecasting and Warning systems), visual tools for Systems) MHEWS at Met Dept (Cost Table: SC1.1.2.C1) Oct 31, 2017 Computers, software, Samoa Lot D furniture, generators for (Modernization of the NEOC and Seimic Observation Infrastructure, Operations Center (warning TBA TBA TBA TBA Data Management Systems, dissemination) with back up Forecasting and Warning system at NEOC (Cost Systems) Table: SC1.1.2.C3) ACTUAL TBA TBA TBA Procurement Category: Consultant 1 2 3 4 5 Proc. ID Description of Assignment Estimate Cost Selection Review by Bank UPDATED STATUS (US$ million) Method PLANNED (Negotiation 0.100 ICS Prior 2015) Institutional strengthening, REVISED (20/12/2016) 0.100 ICS Post development of a legal and PREPSamoa/CON 01 regulatory framework for (Strengthening Early Warning MHEWS including and Preparedness) development of SOPs,etc ACTUAL 0.05 ICS Post (Cost Table: SC1.1.1.A1) EXTENSION 0.00 ICS Post INCL. AS DELIVERABLE INCL. AS FOR DELIVERABLE FOR PLANNED (Negotiation 0.300 QCBS Prior PREPSamoaTonga/CON01 PREPSamoaTonga/CON01 Oct 2015) SIC SIC PREPSamoa/CON 02 Improvement of service Oct 31, 2017 (Enhancement of the MHEWS delivery to communities Regional Proc. Regional Proc. Regional Proc. Service and Preparedness including development and REVISED (20/12/2016) PREPSamoaTonga/CON PREPSamoaTonga/CON PREPSamoaTonga/CON 01 SIC 01 SIC 01 SIC Delivery System) introduction of mobile applications (warnings, Regional Proc. Regional Proc. Regional Proc. water and food security) ACTUAL PREPSamoaTonga/CON PREPSamoaTonga/CON PREPSamoaTonga/CON 01 SIC 01 SIC 01 SIC (Cost Table: SC1.1.3.A2) PLANNED (Negotiation 0.100 ICS Post Oct 2015) PREPSamoa/CON 03 Survey of warning utility (Enhancement of the MHEWS with public and other sectors REVISED (20/12/2016) 0.10 ICS Post Service and Preparedness (Cost Table: SC1.1.3.A3) Delivery System) ACTUAL 0.00 ICS Post PREPSamoa/CON 04 PLANNED (Negotiation Feasibility study for 0.500 QCBS Prior (Risk Reduction and Resilient Oct 2015) Investments Phase 2 Investment Planning and (Cost Table: SC2.1.1) REVISED (20/12/2016) 0.50 QCBS Prior Preparation) ACTUAL 0.00 QCBS Prior PLANNED (Negotiation 0.125 ICS Prior PREPSamoa/CON 05 2015) DRF Capacity Building (Disaster risk financing (Cost Table: SC3.1.3) REVISED (20/12/2016) 0.125 ICS Post instruments) ACTUAL ToR2 0.00 ICS Post PLANNED (Negotiation 0.250 ICS Post Oct 2015) PREPSamoa/CON 06 Project Manager REVISED (20/12/2016) 0.25 ICS Post (Project management) (Cost Table: SC4.1.1) ACTUAL 0.105 ICS Post RE-TENDER 0.00 ICS Post PLANNED (Negotiation PREPSamoa/CON 07 Procurement Officer 0.175 ICS Prior Oct 2015) (Project management) (Cost Table: SC4.1.2) REVISED (20/12/2016) 0.175 ICS Post Oct 31, 2017 ACTUAL 0.105 ICS Post PLANNED (Negotiation 0.250 ICS Prior Oct 2015) Implementation Support REVISED (20/12/2016) 0.25 ICS Post PREPSamoa/CON 08 Specialist (Project management) (Cost Table: SC4.1.3) ACTUAL 0.073 ICS Post EXTENSION 0.433 ICS Post PLANNED (Negotiation 0.125 ICS Post Oct 2015) PREPSamoa/CON 09 M&E Officer REVISED (20/12/2016) 0.125 ICS Post (Project management) (Cost Table: SC4.1.4) ACTUAL 0.00 ICS Post PLANNED (Negotiation 0.10 CQS Prior Oct 2015) Design and Supervision and REVISED (20/12/2016) 0.10 CQS Post EIA study for the extension PREPSamoa/CON 10 of the Seismic Operations Center at Mulinu'u REVISED (28/02/2017) 0.16 CQS Post ACTUAL 0.00 CQS Post Design and Develop PLANNED (Negotiation 0.02 ICS Post Technical specifications for Oct 2015) PREPSamoa/CON 11 the upgrading of the Microwave links at Aleisa, Fagalii and Mt Fiamoe REVISED (20/12/2016) 0.02 ICS Post Oct 31, 2017 ACTUAL 0.025 ICS Post PLANNED (Negotiation 0.10 CQS Prior Oct 2015) Assessment, Design and Supervision (including EIA) REVISED (20/12/2016) 0.10 CQS Post of ‘school building’ PREPSamoa/CON 12 structures in 3 target communities; Taelefaga, Uafato in Fagaloa/Upolu and REVISED (20/07/2017) 0.247 CQS Post Falealupo in Savaii ACTUAL 0.00 QCBS Post PLANNED (Negotiation PREPSamoa/CON 13 Design and Technical 0.02 ICS Post Oct 2015) (Modernization of the specifications for the seismic Observation Infrastructure, station (volcanic monitoring Data Management Systems, at Savaii, Matavanu) Forecasting and Warning (Cost Table SC1.1.2. A2; REVISED (20/12/2016) 0.02 ICS Post Systems) SC1.1.2.A3) ACTUAL 0.027 ICS Post PREPSamoaTonga/CON 01 SYSTEM INTEGRATOR (REGIONAL (PSU) CONSULTANT (Regional- PROCUREMENT) Tonga + Samoa) Detailed Design of the MHEWS system, PLANNED (Negotiation 0.90 QCBS Prior Development, improvement Oct 2015) Samoa Lot A and operationalization of (Institutional Strengthening, production of basic and Capacity Building and specialized information Implementation Support) products, Development of SOPs, warning protocols and REVISED (20/12/2016) 1.2 QCBS Prior signals (Cost Table: SC1.1.1.A1; SC1.1.1.B1; ACTUAL QCBS Prior 1.275 Oct 31, 2017 SC1.1.1.B2; SC1.1.1.C1; SC1.1.3.A1; SC1.1.3.A2; SC1.1.3.B1); Oct 31, 2017 PROCUREMENT Pacific Islands : Pacific Resilience Program PLAN General Information Country: Pacific Islands Bank’s Approval Date of the Original Procurement Plan: 2018-05-21 2019-12-01 Revised Plan Date(s): (comma delineated, leave blank if none) Project ID: P155542 GPN Date: Project Name: Pacific Resilience Program Loan / Credit No: IDA / D0750, TF / A0887 Executing Agency(ies): Pacific Islands Forum Secretariat WORKS Bid Evaluation Activity Reference No. / Draft Bidding Loan / Credit Market Procurement Prequalification Estimated Actual Amount Process Draft Pre-qualification Prequalification Specific Procurement Bidding Documents Proposal Submission / Report and Description Component Review Type Method Document / Signed Contract Contract Completion No. Approach Process (Y/N) Amount (US$) (US$) Status Documents Evaluation Report Notice / Invitation as Issued Opening / Minutes Recommendation for Justification Award Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual GOODS Bid Evaluation Activity Reference No. / Draft Bidding Loan / Credit Market Procurement Prequalification Estimated Actual Amount Process Draft Pre-qualification Prequalification Specific Procurement Bidding Documents Proposal Submission / Report and Description Component Review Type Method Document / Signed Contract Contract Completion No. Approach Process (Y/N) Amount (US$) (US$) Status Documents Evaluation Report Notice / Invitation as Issued Opening / Minutes Recommendation for Justification Award Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual NON CONSULTING SERVICES Bid Evaluation Activity Reference No. / Draft Bidding Loan / Credit Market Procurement Prequalification Estimated Actual Amount Process Draft Pre-qualification Prequalification Specific Procurement Bidding Documents Proposal Submission / Report and Description Component Review Type Method Document / Signed Contract Contract Completion No. Approach Process (Y/N) Amount (US$) (US$) Status Documents Evaluation Report Notice / Invitation as Issued Opening / Minutes Recommendation for Justification 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 Market Contract Type Estimated Actual Expression of Interest Short List and Draft Request for Proposals Opening of Technical Evaluation of Description Component Review Type Method Process Status Terms of Reference Report and Draft Signed Contract Contract Completion No. Approach Amount (US$) Amount (US$) 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 INDIVIDUAL CONSULTANTS Activity Reference No. / Invitation to Loan / Credit Market Contract Type Estimated Actual Draft Negotiated Description Component Review Type Method Process Status Terms of Reference Identified/Selected Signed Contract Contract Completion No. Approach Amount (US$) Amount (US$) Contract Consultant Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual FJ-PIFS-71511-CS-INDV / Individual Component 3: Disaster Risk Resilient Development IDA / D0750 Post Consultant Open 274,921.00 105,552.00 Signed 2018-07-27 2018-09-14 2018-10-05 2018-11-09 2019-05-08 Financing Advisor Selection FJ-PIFS-53463-CS-INDV / Individual Component 4: Project and Consultant for PREP Mid TF / A0887 Post Consultant Open 60,000.00 58,139.50 Completed 2018-03-23 2018-05-16 2018-06-06 2018-06-26 2018-10-31 Program Management Term Review Selection FJ-PIFS-75134-CS-CDS / Individual Component 3: Disaster Risk Amendment of Contract - IDA / D0750 Prior Consultant Direct 326,876.08 0.00 Under Review 2018-08-23 2018-09-03 2018-09-24 2018-10-29 2020-11-30 Financing Regional Coordinator- PREP Selection Page 1 FJ-PIFS-95586-CS-INDV / Individual Short Term Consultant - Component 4: Project and TF / A0887 Post Consultant Limited 70,000.00 0.00 Under Review 2019-01-29 2019-02-08 2019-02-22 2019-03-05 2019-05-04 Resilience Standards of Program Management Selection Excellence FJ-PIFS-95587-CS-INDV / Individual PREP Monitoring & Component 4: Project and TF / A0887 Post Consultant Open 174,200.00 71,016.00 Signed 2019-01-28 2019-03-14 2019-03-29 2019-04-12 2020-04-11 Evaluation and Program Management Selection Communications Officer FJ-PIFS-105815-CS-CDS / The Procurement is for the 2018 Project Audit. PWC has been selected as an Component 4: Project and IDA / D0750 Post Direct Selection Direct 3,500.00 3,338.62 Completed 2019-03-15 2019-03-25 2019-04-30 2019-05-31 Auditor for the Forum Program Management Secretariat so reason that the Project has selected PWC. FJ-PIFS-146085-CS-CQS / Component 4: Project and Pending TF / A0887 Post Direct Selection Direct 3,500.00 0.00 2019-11-22 2019-12-02 2020-02-05 2020-03-31 2019 Year end Audit Program Management Implementation Page 2