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$Million Works (including turnkey, supply & installation of plant and equipment, and PPP) 2.0 Goods, information technology and non-consulting services 0.5 Consultants: firms 0.5 Oct 31, 2017 Consultants: individuals 0.3 2. 2. Prequalification. Bidders for _Not applicable_ shall be prequalified in accordance with the provisions of paragraphs 2.9 and 2.10 of the Guidelines. 3. Proposed Procedures for CDD Components (as per paragraph. 3.17 of the Guidelines: [Refer to the relevant CDD project implementation document approved by the Bank or delete if not applicable] 4. Reference to (if any) Project Operational/Procurement Manual: Project Operational Manual that includes a Procurement Section was approved on Dec 31, 2016. 5. Any Other Special Procurement Arrangements: [including advance procurement and retroactive financing, if applicable] NONE 6. Summary of the Procurement Packages planned during the first 18 months after project effectiveness ( including those that are subject to retroactive financing and advanced procurement) [List the Packages which require Bank’s prior review first and then the other packages] III. Selection of Consultants 1. Prior Review Threshold: Selection decisions subject to Prior Review by Bank as stated in Appendix 1 to the Guidelines Selection and Employment of Consultants: Selection Method Prior Review Comments Threshold 1. Competitive Methods (Firms) Above US$ 100,000 2. Single Source (Firms) All 3. Individual Above US$ 50,000 Oct 31, 2017 2. Short list comprising entirely of national consultants: Short list of consultants for services, estimated to cost less than $_300,000_equivalent per contract, may comprise entirely of national consultants in accordance with the provisions of paragraph 2.7 of the Consultant Guidelines. 3. Any Other Special Selection Arrangements: [including advance procurement and retroactive financing, if applicable or delete if not applicable] 4. Consultancy Assignments with Selection Methods and Time Schedule (works, goods, services) Procurement Category: Works 1 2 3 4 5 Proc ID Contract (Description) Estimate Cost Procurement UPDATED STATUS Review by Bank (US$ million) Method PLANNED PREPSamoa/W01 (Negotiations Oct 2.423 NCB Prior Construction of 2015) (Modernization of the National Emergency REVISED Observation 2.423 NCB Prior Operations Center of (20/12/2016) Infrastructure, Data some 1000 sq m (Cost Management Systems, REVISED Table: SC1.1.2.D1) 3.125 NCB Prior Forecasting and Warning (17/06/2017) Systems) ACTUAL 4.870 NCB Prior PLANNED PREPSamoa/W02 (Negotiations Oct 0.920 Shopping Prior (Modernization of the 2015) Extension of Seismic Observation Operations Center (at REVISED Infrastructure, Data 0.820 NCB Post Mulinu'u) (Cost Table: (20/12/2016) Management Systems, SC1.1.2.D2) Forecasting and Warning Systems) ACTUAL 0.000 NCB Post Oct 31, 2017 Procurement Category: Goods 1 2 3 4 5 Proc. ID Contract (Description) Estimat Cost Procurement Review by Bank (US$ million) Method Stockpiling of PREPSamoa/Goods 01 emergency goods to (Enhancement of the enhance preparedness MHEWS Service and and response Preparedness Delivery (Cost Table: System) SC1.1.3.B5) PREPSamoa/Goods 01A Chainsaws (5Nos) PLANNED 5Nos rolls (length: 80m (Negotiations Oct 0.25 Shopping Post per roll) 2015) PREPSamoa/Goods 01B Nylon/synthetic fibre Ropes (18mm diameter and accessories) 5 Nos Water Tanks PREPSamoa/Goods 01C (capacity 10 000litres each) REVISED 0.03 Shopping Post (20/12/2016) PREPSamoa/Goods 01A Chainsaws (5Nos) 0.0085 Shopping Post 5Nos rolls (length: 80m per roll) PREPSamoa/Goods 01B Nylon/synthetic fibre 0.0012 Shopping Post Ropes (18mm diameter ACTUAL and accessories) 5 Nos Water Tanks PREPSamoa/Goods 01C (capacity 10 000litres 0.0097 Shopping Post each) Office Equipment ( PLANNED 3Nos computers, 2 Nos (Negotiations Oct PREPSamoa/Goods 02 digital camera and1 No 2015) printer/scanner/fax REVISED with accessories) 0.01 Shopping Post (20/12/2016) Oct 31, 2017 ACTUAL 0.01 Shopping Post PLANNED (Negotiations Oct Office furniture ( office 2015) desks, filing cabinets PREPSamoa/Goods 03 REVISED with locks and office 0.005 Shopping Post chairs) (20/12/2016) ACTUAL 0.005 Shopping Post PLANNED Direct PREPSamoa/Goods 04 (Negotiations Oct 0.450 Prior GSM connection for 18 Contracting (Modernization of the 2015) Nos rainfall and 16 Nos Observation REVISED Direct hydrological sub 0.450 Post Infrastructure, Data (20/12/2016) Contracting stations Management Systems, Direct (Cost Table: SC1.1.2.A1 ACTUAL 0.247 Post Forecasting and Warning Contracting & SC1.1.2.B1) Systems) Direct EXTENSION 0.00 Post Contracting Bid Package (BP2 with PREPSamoaTonga/Goods Lots for Samoa and Lots PLANNED /BP2 (REGIONAL (PSU) Tonga with separate (Negotiations Oct 1.10 ICB Prior PROCUREMENT) contracts) - regional 2015) procurement by SPC Samoa Lot A Data management (Modernization of the Equipment system, Observation including back up at Infrastructure, Data TBA TBA TBA TBA NEOC Management Systems, (Cost Ta ble: Forecasting and Warning SC1.1.2.B2) Systems) Samoa Lot B (Modernization of the Forecasting platform Observation Equipment backup at Infrastructure, Data NEOC TBA TBA TBA TBA Management Systems, (Cost Table: Forecasting and Warning SC1.1.2.B3) Systems) Oct 31, 2017 Computers, software for drought and flood monitoring, storm Samoa Lot C surges, coastal (Modernization of the inundation forecasting Observation and hydrological Infrastructure, Data TBA TBA TBA TBA forecasting (3 Management Systems, independent systems), Forecasting and Warning visual tools for MHEWS Systems) at Met Dept (Cost Table: SC1.1.2.C1) Computers, software, Samoa Lot D furniture, generators (Modernization of the for NEOC and Seimic Observation Operations Center Infrastructure, Data TBA TBA TBA TBA (warning dissemination) Management Systems, with back up system at Forecasting and Warning NEOC (Cost Table: Systems) SC1.1.2.C3) ACTUAL TBA TBA TBA Procurement Category: Consultant 1 2 3 4 5 Proc. ID Description of Estimate Cost Selection Review by Bank Assignment UPDATED STATUS (US$ million) Method Institutional strengthening, PLANNED PREPSamoa/CON 01 0.100 ICS Prior development of a legal (Negotiation 2015) (Strengthening Early and regulatory Warning and framework for MHEWS Preparedness) including development of SOPs,etc Oct 31, 2017 (Cost Table: SC1.1.1.A1) REVISED 0.100 ICS Post (20/12/2016) ACTUAL 0.05 ICS Post EXTENSION 0.00 ICS Post INCL. AS DELIVERABLE PLANNED FOR (Negotiation Oct 0.300 QCBS Prior INCL. AS DELIVERABLE PREPSamoaTonga/CO 2015) FOR N01 SIC Regional Proc. Regional Proc. Regional Proc. PREPSamoaTonga/CON0 Improvement of service REVISED PREPSamoaTonga/C PREPSamoaTonga/C PREPSamoaTonga/CO 1 SIC delivery to communities (20/12/2016) ON 01 SIC ON 01 SIC N 01 SIC PREPSamoa/CON 02 including development (Enhancement of the and introduction of MHEWS Service and mobile applications Regional Proc. Regional Proc. Regional Proc. Preparedness Delivery (warnings, water and ACTUAL PREPSamoaTonga/C PREPSamoaTonga/C PREPSamoaTonga/CO System) food security) ON 01 SIC ON 01 SIC N 01 SIC (Cost Table: SC1.1.3.A2) PLANNED (Negotiation Oct 0.100 ICS Post PREPSamoa/CON 03 Survey of warning 2015) (Enhancement of the utility with public and MHEWS Service and other sectors REVISED 0.10 ICS Post Preparedness Delivery (Cost Table: (20/12/2016) System) SC1.1.3.A3) ACTUAL 0.00 ICS Post PREPSamoa/CON 04 PLANNED (Risk Reduction and Feasibility study for (Negotiation Oct 0.500 QCBS Prior Resilient Investment Investments Phase 2 2015) Planning and (Cost Table: SC2.1.1) REVISED Preparation) 0.50 QCBS Prior (20/12/2016) Oct 31, 2017 ACTUAL 0.00 QCBS Prior PLANNED 0.125 ICS Prior (Negotiation 2015) PREPSamoa/CON 05 DRF Capacity Building (Disaster risk financing REVISED (Cost Table: SC3.1.3) 0.125 ICS Post instruments) (20/12/2016) ACTUAL ToR2 0.00 ICS Post PLANNED (Negotiation Oct 0.250 ICS Post 2015) PREPSamoa/CON 06 Project Manager REVISED 0.25 ICS Post (Project management) (Cost Table: SC4.1.1) (20/12/2016) ACTUAL 0.105 ICS Post RE-TENDER 0.00 ICS Post PLANNED (Negotiation Oct 0.175 ICS Prior PREPSamoa/CON 07 Procurement Officer 2015) (Project management) (Cost Table: SC4.1.2) REVISED 0.175 ICS Post (20/12/2016) ACTUAL 0.105 ICS Post PLANNED (Negotiation Oct 0.250 ICS Prior 2015) Implementation REVISED PREPSamoa/CON 08 0.25 ICS Post Support Specialist (20/12/2016) (Project management) (Cost Table: SC4.1.3) ACTUAL 0.073 ICS Post EXTENSION 0.433 ICS Post PLANNED (Negotiation Oct 0.125 ICS Post PREPSamoa/CON 09 M&E Officer 2015) (Project management) (Cost Table: SC4.1.4) REVISED 0.125 ICS Post (20/12/2016) Oct 31, 2017 ACTUAL 0.00 ICS Post PLANNED (Negotiation Oct 0.10 CQS Prior 2015) Design and Supervision REVISED 0.10 CQS Post and EIA study for the (20/12/2016) PREPSamoa/CON 10 extension of the Seismic Operations REVISED Center at Mulinu'u 0.16 CQS Post (28/02/2017) ACTUAL 0.00 CQS Post PLANNED (Negotiation Oct 0.02 ICS Post Design and Develop 2015) Technical specifications for the upgrading of REVISED PREPSamoa/CON 11 0.02 ICS Post the Microwave links at (20/12/2016) Aleisa, Fagalii and Mt Fiamoe ACTUAL 0.025 ICS Post PLANNED (Negotiation Oct 0.10 CQS Prior Assessment, Design 2015) and Supervision (including EIA) of REVISED 0.10 CQS Post ‘school building’ (20/12/2016) PREPSamoa/CON 12 structures in 3 target communities; REVISED Taelefaga, Uafato in 0.247 CQS Post (20/07/2017) Fagaloa/Upolu and Falealupo in Savaii ACTUAL 0.00 QCBS Post Oct 31, 2017 PLANNED PREPSamoa/CON 13 Design and Technical (Negotiation Oct 0.02 ICS Post (Modernization of the specifications for the 2015) Observation seismic station Infrastructure, Data (volcanic monitoring at Management Systems, Savaii, Matavanu) REVISED 0.02 ICS Post Forecasting and Warning (Cost Table SC1.1.2. (20/12/2016) Systems) A2; SC1.1.2.A3) ACTUAL 0.027 ICS Post SYSTEM INTEGRATOR PREPSamoaTonga/CON CONSULTANT 01 (REGIONAL (PSU) (Regional-Tonga + PROCUREMENT) Samoa) Detailed Design of the PLANNED MHEWS system, (Negotiation Oct 0.90 QCBS Prior Development, 2015) improvement and operationalization of production of basic and Samoa Lot A specialized information (Institutional REVISED products, Development 1.2 QCBS Prior Strengthening, Capacity (20/12/2016) of SOPs, warning Building and protocols and signals Implementation Support) (Cost Table: SC1.1.1.A1; SC1.1.1.B1; SC1.1.1.B2; SC1.1.1.C1; ACTUAL QCBS Prior SC1.1.3.A1; SC1.1.3.A2; SC1.1.3.B1); 1.275 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 2021-02-23 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 Pacific Islands Forum Secretariat Executing Agency(ies): 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 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 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 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 Individual FJ-PIFS-71511-CS-INDV / Component 3: Disaster Risk IDA / D0750 Post Consultant Open 274,921.00 105,552.00 Completed 2018-07-27 2018-08-13 2018-09-14 2018-07-31 2018-10-05 2019-01-14 2018-11-09 2019-01-04 2019-05-08 2020-01-14 Resilient Development Advisor Financing Selection FJ-PIFS-53463-CS-INDV / Individual Component 4: Project and Consultant for PREP Mid Term TF / A0887 Post Consultant Open 60,000.00 58,139.50 Completed 2018-03-23 2018-03-04 2018-05-16 2018-08-08 2018-06-06 2018-07-26 2018-06-26 2018-07-18 2018-10-31 2019-08-12 Program Management Review Selection FJ-PIFS-75134-CS-CDS / Individual Component 3: Disaster Risk Amendment of Contract - IDA / D0750 Prior Consultant Direct 326,876.08 850,264.55 Signed 2018-08-23 2019-01-18 2018-09-03 2020-03-04 2018-09-24 2020-03-07 2018-10-29 2018-11-16 2020-11-30 Financing Regional Coordinator- PREP Selection FJ-PIFS-95586-CS-INDV / Individual Short Term Consultant - Component 4: Project and TF / A0887 Post Consultant Limited 70,000.00 70,000.00 Completed 2019-01-29 2019-04-29 2019-02-08 2019-04-04 2019-02-22 2019-04-15 2019-03-05 2019-04-15 2019-05-04 2019-12-31 Resilience Standards of Program Management Selection Excellence FJ-PIFS-95587-CS-INDV / Individual Component 4: Project and PREP Monitoring & Evaluation TF / A0887 Post Consultant Open 174,200.00 208,048.00 Signed 2019-01-28 2019-07-10 2019-03-14 2019-05-15 2019-03-29 2019-10-17 2019-04-12 2019-10-17 2020-04-11 Program Management and Communications Officer Selection FJ-PIFS-105815-CS-CDS / The Procurement is for the 2018 Project Audit. PWC has Component 4: Project and been selected as an Auditor IDA / D0750 Post Direct Selection Direct 3,500.00 3,338.62 Completed 2019-03-15 2019-04-05 2019-03-25 2019-06-11 2019-04-30 2019-04-09 2019-05-31 2019-05-30 Program Management for the Forum Secretariat so reason that the Project has selected PWC. FJ-PIFS-146085-CS-CQS / Component 4: Project and TF / A0887 Post Direct Selection Direct 3,500.00 5,543.20 Signed 2019-11-22 2019-11-25 2019-12-02 2020-01-03 2020-02-05 2020-02-02 2020-03-31 2019 Year end Audit Program Management FJ-PIFS-152826-CS-INDV / Individual Component 3: Disaster Risk Short Term Consultant, TF / A0887 Post Consultant Open 35,000.00 0.00 Canceled 2020-01-15 2020-02-17 2020-03-02 2020-03-15 2020-05-11 Financing Forecast-based Financing Selection FJ-PIFS-162654-CS-CDS / Component 4: Project and PREP Finance & Administrative TF / A0887 Post Direct Selection Direct 33,000.00 33,464.75 Signed 2020-05-04 2020-05-14 2020-05-14 2020-01-13 2020-06-14 2020-08-24 2021-06-13 Program Management Officer FJ-PIFS-187093-CS-CDS / Component 3: Disaster Risk STC - PRS Regional IDA / D0750 Post Direct Selection Direct 6,000.00 5,500.00 Signed 2020-08-10 2020-08-24 2020-08-24 2020-09-19 2020-09-09 2020-08-31 2020-11-06 Financing Workshops FJ-PIFS-211619-CS-CDS / Component 4: Project and Pending TF / A0887 Prior Direct Selection Direct 6,000.00 0.00 2021-01-26 2021-01-31 2021-02-24 2021-07-31 PREP 2020 Audit Program Management Implementation Page 1