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 2019-07-29 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 Executing Agency(ies): Department of Energy 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 VU-DOE-43869-CW-RFP / Install approx. 5 mini-grids on viable communities and centres in rural Vanuatu through open tender. Construction of Mini Grids Pending Open - Single Stage - One Contracts to cover TF / A5406 systems in rural areas of Prior Request for Bids 6,000,000.00 0.00 Implementati 2018-07-01 2018-07-06 2018-08-17 2018-09-16 2018-10-21 2021-12-31 International Envelope procurement, installation and Vanuatu on commissioning of mini-grid. Mini-grids to be subject to agreement and land available. 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 VU-DOE-44120-GO-RFQ / 1 Pending 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 mobiles phones dedicted to Under Technical Assistance and Request for Single Stage - One Project communications and IDA / 60720 Post Limited 400.00 0.00 Implementati 2018-04-04 2018-04-18 2018-04-30 Project Management Quotations Envelope assigned to Program on Manager and IVA for VREP use only. VU-DOE-44119-GO-RFQ / Purchase of 1 laptop for use by the VREP Communication Pending Technical Assistance and Request for Single Stage - One and Marketing Specialists IDA / 60720 Post Limited 1,300.00 0.00 Implementati 2019-04-05 2019-04-16 2019-04-16 Project Management Quotations Envelope dedicated for VREP related on communications and marketing. 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 Page 1 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 VU-DOE-43904-CS-CQS / Procurement of standing auditor(s) to audit VREP Consultant Technical Assistance and Pending (annual audits over 5 years) 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 if 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 Technical Assistance and Quality And Cost- Open - Under manage design, procurement, TF / A5406 Prior 1,500,000.00 0.00 2018-04-15 2018-04-30 2018-06-29 2018-07-29 2018-08-13 2018-09-12 2018-10-11 2022-09-10 Project Management Based Selection International Implementation installation and commissioning of the 5 mini- grids. 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 VU-DOE-43901-CS-INDV / This total estimate is based on current annual contract of $17,607. This figure Individual captures shared cost between Technical Assistance and Pending TF / A5406 Post Consultant Open 58,689.00 0.00 2019-05-01 2019-05-27 2019-06-01 2019-06-23 2022-06-30 VREP I & II from April Project Management Implementation Selection 2018 to Dec 2019 and through to June 2022. Costs after Dec 2019 will be covered by VREP II. 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 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 VREP I and II from April Selection 2018 to 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 contract). Total Technical Assistance and TF / A5406 Prior Direct Selection Direct 222,750.00 88,596.00 Terminated 2019-09-02 2019-10-16 2019-11-21 2022-06-30 contract costs is shared Project Management between VREP I and II from April 2018 to December 2019 and thereafter, contract costs will be covered by VREP II VU-DOE-77869-CS-INDV / Dedicated VREP Project Accountant to be funded from VREP II (Jan 2020 to June 2022). Costs from Sept Individual Technical Assistance and Pending 18 to Dec 19 from VREP I TF / A5406 Post Consultant Open 59,280.00 0.00 2019-08-30 2019-10-13 2019-10-23 2019-11-27 2022-06-30 Project Management Implementation (ref #7 VREP I Procurement Selection Plan). Monthly estimate of $1,976 rate remain same as approved in VREP I PP - 11 Sept 2018. Page 2 VU-DOE-106230-CS-INDV / Provide assistance to Dept. of Energy in recruitment of Owner's Engineer. USD Technical Assistance and Pending 18,000 consisted of daily TF / A5406 Post Direct Selection Direct 18,000.00 0.00 2019-03-15 2019-03-21 2019-04-12 2019-05-09 Project Management Implementation rate of USD 600 for 20 days ( USD 12,000) and USD 6,000 consisted of air ticket and perdiem. VU-DOE-107978-CS-INDV / Amendment to the Program Manager position, new PM Individual Technical Assistance and Under to be recruited in May 2019 TF / A5406 Prior Consultant Open 200,000.00 0.00 2019-03-27 2019-04-20 2019-04-26 2019-05-06 2021-04-30 Project Management Implementation for 2 years contract. Total Selection value of contract is USD $ 100,000/ Year. VU-DOE-124816-CS-INDV / Technical Assistance and Pending TF / A5406 Post Direct Selection Direct 30,401.00 0.00 2019-07-31 2019-08-06 2019-08-22 2020-05-31 Technical Advisor Project Management Implementation Page 3