PROCUREMENT PLAN (Project Preparation Advance- PPA) Project information: Ghana, Africa Higher Education Centers of Excellence for Development Impact Project (ACE Impact) P164546 Project Implementation agency: Association of African University (AAU) Date of the Procurement Plan: September 7, 2018 Period covered by this Procurement Plan: October 2018- June 2019 (PPA Period) 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 and national competitive procurement and those contracts as specified in the Procurement Plan tables in STEP. National Procurement Arrangements: As AAU does not follow Ghana PPDA, when approaching the national market (as specified in the Procurement Plan tables in STEP), Bank’s Procurement Regulations will be followed. Leased Assets as specified under paragraph 5.10 of the Procurement Regulations: Not Applicable Procurement of Second-Hand Goods as specified under paragraph 5.11 of the Procurement Regulations –Not Applicable Domestic preference as specified under paragraph 5.51 of the Procurement Regulations (Goods and Works). Goods: is applicable for those contracts identified in the Procurement Plan tables; Works: is applicable for those contracts identified in the Procurement Plan tables Other Relevant Procurement Information. None 1 Recommendations from the Procurement Assessment of AAU (Finalized in June 2018) As part of the preparation of the Project Preparation Advance (PPA), the following recommendations were made as a result of the procurement assessment of AAU, carried out by the World Bank: a. Recruit external consultant/staff who is proficient with much experience -in World Bank procurement rules and procedures, general procurement, donor funded procurement to prosecute all procurement at AAU as well as quality assure and support the procurement at the identified Centers of Excellences; b. Use World Bank standard procurement documents found on the website- www.worldbank.org/procurement for all procurements with the appropriate modification acceptable by the World Bank; c. Prepare a simple Procurement Manual (or a part of a Public Investment Management- PIM) in line with the World Bank Procurement Regulation to guide procurement implementation; d. The Project should immediately prepare the Project Procurement Strategy Document PPSD- with support of the World Bank and prepare a procurement plan covering at least the first 18 months of the project life- to be immediately submitted to the Bank for review and clearance. e. The Procurement Specialist should attend the World Bank monthly procurement clinic, while building the capacity of the entire organization on World Bank procurement procedures. 2 Thresholds for Prior Review, Procurement Approaches and Methods – Good, Works, Non-Consulting Services and Consulting Services Prior ReviewThreshold in (US$'000) ProcurementMethods Thresholds (inUS$'000) Goods, IT and non-consulting Shortlist of National Consultants Works services Consultants SingleSource Engineering Goods, IT Request for Request for &D irect Open Open Open Open & Systems+ Quotation/ Quotation/ Consulting RISK RATING Works Firms Individuals Contract Internationa National or Internationa National or constructio Non Con. National National services l or ICB N CB l or ICB N CB n Serv Shopping Shopping supervision HIGH ≥$5,000 ≥$1,500 ≥$500 ≥$200 ≥$50 ≥15000 <15000 ≤200 ≥3000 <3000 ≤100 <300 ≤500 Post Review: All contracts not subject to prior review shall be subject to post review. I. Summary of the procurement packages for Good, Works and Non-Consulting Services Sr. Contract Estimated Review Market Selection Evaluation Procurement Prequali Domestic Expected Expected No Description Cost (US$) by Approach MethodOptions Process fication Preference date of date of Bank (Open- (RFP, (Most (Single (Yes/ (Yes/No) bid/ Contract (Prior/ National/ RFB, Advantageous stage-single No) proposal Signature Post) Limited etc.) Bid, BAFO, RFQ, DS envelope opening etc.) Rated etc.) Criteria etc.) NON-CONSULTING SERVICES 1 Translation services 6,000 Post Open- RFQ Most Single stage- No No 10/15/2018 10/29/2018 during selection of International advantageous single ACEs (PSC meeting) bid envelope 2 Translation Services 12,000 Post Open- RFQ Most Single stage- No No 1/7/2019 1/21/2019 BootCamp/ Project International advantageous single Launch Workshop bid envelope Total Non- Consulting 18,000 Services 3 II. Threshold Prior Review, Selection Approaches and Methods – Consulting Services - Refer to threshold table above. Note: Consultancy services estimated to cost equivalent to US $ 300,000 and above per contract shall be advertised in the United Nations Development Business (UNDB) online in addition to advertising in national newspaper(s) of wide circulation and/or regional newspaper. Summary of the procurement packages for Consulting Services: Sr. Contract Description Estimated Review Market Selection Shortlisting Expected date Expected date No Cost by Bank Approach Method (Yes/ No) of bid/ of Contract (US$) (Prior/ (Open - (QCBS, FBS, proposal Signature Post) International/ LCBS, QBS, opening National/ etc.) CQS, DS etc.) 1 Recruiting ACE Impact Project Open 72,000 Prior INDV Yes 10/15/2018 11/9/2018 Manager International 2 Recruiting ACE Impact M&E Officer Open 18,000 Prior INDV No 10/15/2018 11/04/2018 International 3 Technical assistance towards proposal improvements and capacity building Open 250,000 Prior INDV No before and at the Boot Camp by several International 10/15//2018 11/12/2018 experts (~30 experts). 4 Technical assistance for graduate tracer Open 15,000 Post FIRM/CQS No 4/6/2019 4/20/2018 studies International 5 Recruiting Procurement Specialist Open 15,000 Prior INDV No 10/15/2018 10/29/2018 International 6 Recruiting Safeguards Specialist Open 30,000 Prior INDV No 10/9/2018 10/23/2018 International Total Consultancy Services 400,000 4 PROCUREMENT Western Africa : First Africa Higher Education Centers of Excellence for Development Impact Project PLAN General Information Country: Western Africa Bank’s Approval Date of the Original Procurement Plan: 2018-11-22 2020-09-07 Revised Plan Date(s): (comma delineated, leave blank if none) Project ID: P164546 GPN Date: 2020-07-27 Project Name: First Africa Higher Education Centers of Excellence for Development Impact Project Loan / Credit No: IDA / V2380 Executing Agency(ies): National Council for Tertiary Education WORKS Bid Evaluation Activity Reference No. / Procurement Estimated Actual Draft Bidding Loan / Credit Market Procurement Prequalification High SEA/SH Process Draft Pre-qualification Prequalification Specific Procurement Bidding Documents Proposal Submission / Report and Contract Description Component Review Type Method Document Amount Amount Document / Signed Contract No. Approach Process (Y/N) Risk Status Documents Evaluation Report Notice / Invitation as Issued Opening / Minutes Recommendation for Completion Type (US$) (US$) Justification Award Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned GOODS Bid Evaluation Activity Reference No. / Draft Bidding Loan / Credit Market Procurement Prequalification Estimated Actual Amount Process Draft Pre-qualification Prequalification Specific Procurement Bidding Documents Proposal Submission / Report and Description Component Review Type Method Document / Signed Contract Contract Completion No. Approach Process (Y/N) Amount (US$) (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 GR/NCTE/ACE/RFQ/GD/001/2 Enhancing National and 019-23 / PROCUREMENT Regional Level Project Request for Single Stage - One IDA / V2380 Post Limited 20,000.00 0.00 Canceled 2019-03-10 2019-05-05 2019-06-04 OF STATIONERY AND Facilitation, and Monitoring Quotations Envelope TONER CATRIDGES and Evaluation GR/NCTE/ACE/RFQ/GD/003/2 Enhancing National and 019-23 / PROCUREMENT Regional Level Project Request for Single Stage - One OF PROJECT VEHICLES: IDA / V2380 Post Limited 150,000.00 0.00 Canceled 2019-03-25 2019-05-27 2019-07-26 Facilitation, and Monitoring Quotations Envelope (2 NO. 4X4 STATION and Evaluation WAGON 3000cc) GR/NCTE/ACE/NCB/GD/005/2 Enhancing National and 019-23 / PRINTING OF Regional Level Project Single Stage - One IDA / V2380 Post Request for Bids Open - National 100,000.00 0.00 Canceled 2019-06-12 2019-06-17 2019-07-29 2019-08-28 2019-10-02 2020-03-30 QUARTERLY JOURNAL ON Facilitation, and Monitoring Envelope ACE IMPACTS and Evaluation GR/NCTE/ACE/RFQ/GD/004/2 019-23 / PROCUREMENT AND INSTALLATION OF OFFICE FURNITURE: VISITORS SOFA (3 NO.), Enhancing National and OFFICE CABINETS (16 Pending Regional Level Project Request for Single Stage - One NO.), EXECUTIVE OFFICE IDA / V2380 Post Limited 35,000.00 0.00 Implementati 2019-04-21 2019-06-23 2019-07-23 Facilitation, and Monitoring Quotations Envelope CABINET (2NO.), SWIVEL on and Evaluation CHAIRS (6NO.) OFFICE TABLES (4NO.), 4 IN 1 VISITORS CHAIRS (1NO.), 6 IN 1 WORKSTATION (1NO.), 12 IN 1 (1NO.) GR/NCTE/ACE/RFQ/GD/002/2 019-23 / PROCUREMENT AND INSTALLATION OF ICT EQUIPMENT: LAPTOP Enhancing National and Pending COMPUTERS (6NO.) Regional Level Project Request for Single Stage - One IDA / V2380 Post Limited 36,500.00 0.00 Implementati 2019-04-14 2019-06-16 2019-07-26 DESKTOP COMPUTERS Facilitation, and Monitoring Quotations Envelope on (2NO.), PHOTOCOPIER (1 and Evaluation NO.), PRINTERS (6NO.), SCANNERS (2 NO.) TONER AND INTERNET FACILITY Page 1 GH-NCTE-191660-GO-RFQ / Procurement and Installation Enhancing National and of Laptop Computers (6 Pending Regional Level Project Request for Single Stage - One No.), Desktop Computers (2 IDA / V2380 Post Limited 15,800.00 0.00 Implementati 2020-09-12 2020-11-07 2021-05-06 Facilitation, and Monitoring Quotations Envelope No.), External Hard Drive (6 on and Evaluation No.), UPS (2 No.), Internet facility (Package) GH-NCTE-191671-GO-RFQ / Procurement and Installation of Photocopier Machine (1 Enhancing National and Pending No.), Black and White Regional Level Project Request for Single Stage - One IDA / V2380 Post Limited 16,200.00 0.00 Implementati 2020-09-12 2020-11-07 2021-05-06 Printer (5 No.), Colored Facilitation, and Monitoring Quotations Envelope on Printer (1 No.), Scanner (1 and Evaluation No.), Toner Cartridges (40 Pcs) GH-NCTE-191674-GO-RFQ / Procurement of Office Sofa Enhancing National and (4 No.), Executive Office Pending Regional Level Project Request for Single Stage - One Cabinet (2 No.), Office IDA / V2380 Post Limited 16,600.00 0.00 Implementati 2020-09-12 2020-11-07 2021-05-06 Facilitation, and Monitoring Quotations Envelope Cabinets (16 No.), Swivel on and Evaluation Chairs (6 No.), Office Tables (4 No.) GH-NCTE-191677-GO-RFQ / Procurement and Installation Enhancing National and Pending of 4 in 1 Visitors Chairs (1 Regional Level Project Request for Single Stage - One IDA / V2380 Post Limited 8,200.00 0.00 Implementati 2020-09-12 2020-11-07 2021-05-06 No.), 6 in 1 Workstation (1 Facilitation, and Monitoring Quotations Envelope on No.), 12 Seater Conference and Evaluation Tables & Chairs (1 No.) 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$) Notice Request for Proposals as Issued Proposals / Minutes Technical Proposal Negotiated Contract Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual GR/NCTE/ACE/CQS/CS/008/20 19-23 / PROCUREMENT OF Enhancing National and CONSULTANCY SERVICES Consultant Regional Level Project FOR QUARTELY IDA / V2380 Post Qualification Open - National 25,000.00 0.00 Canceled 2019-04-30 2019-05-21 2019-07-04 2019-08-03 2019-09-07 2023-09-06 Facilitation, and Monitoring PREPARATION OF Selection and Evaluation JOURNAL ON ACE IMPACTS INDIVIDUAL CONSULTANTS Activity Reference No. / Invitation to Loan / Credit Market Contract Type Estimated Actual Draft Negotiated Description Component Review Type Method Process Status Terms of Reference Identified/Selected Signed Contract Contract Completion No. Approach Amount (US$) Amount (US$) Contract Consultant Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Page 2 GR/NCTE/ACE/CQS/CS/007/20 19-23 / PROCUREMENT OF Enhancing National and EXPERTS FOR Individual Regional Level Project MONITORING AND IDA / V2380 Prior Consultant Open 202,500.00 0.00 Canceled 2020-03-25 2020-05-13 2020-06-03 2020-07-08 2024-07-07 Facilitation, and Monitoring EVALUATION FOR Selection and Evaluation PROJECT IMPLEMENTATION GR/NCTE/ACE/CQS/CS/006/20 19-23 / PROCUREMENT OF Enhancing National and Individual CONSULTANCY SERVICES Regional Level Project IDA / V2380 Post Consultant Limited 2,500.00 0.00 Canceled 2019-03-12 2019-03-17 2019-04-07 2019-05-12 2019-07-11 FOR DEVELOPMENT OF Facilitation, and Monitoring Selection WEBSITE FOR ACE and Evaluation IMPACTS Page 3