1 BANGLADESH Public Procurement Reform Project II (PPRPII) 16th Implementation Support Mission (May 29 to June 6, 2016) Aide Memoire 1. A World Bank team1 conducted 16th implementation support mission of the ongoing Public Procurement Reform Project II (PPRP II) during May 29 to June 6, 2016. The objective of the mission was to review the status of project implementation and progress towards achievement of the development objectives, with specific focus on the electronic government procurement (e-GP), performance monitoring, capacity development, and behavioral change communication and social accountability. 2. The team acknowledges excellent cooperation received from the Government of Bangladesh (GoB), in particular the Implementation Monitoring and Evaluation Division-IMED/ Central Procurement Technical Unit- CPTU, Roads and Highways Department- RHD, Local Government Engineering Department- LGED, Bangladesh Water Development Board- BWDB, and Bangladesh Rural Electrification Board- BREB. In addition, the team thanks other stakeholders including the civil society, university, consultants’ team, and bidding community. The aide memoire (AM) was discussed at a wrap-up meeting on June 6, 2016, chaired by Mr. Farid Uddin Ahmed Chowdhury, Secretary, IMED. The AM summarizes the mission findings and has 11 Annexes. During the wrap up meeting, it was agreed to classify the aide memoire as “public document” under the Bank’s Access to Information policy. I. Key Project Data 3. The key project data and performance ratings are summarized below: Key project data Performance ratings Last Current Board Approval Development Satisfactory Satisfactory - Original Credit 07/05/2007 Objectives - Additional Financing 05/09/2013 Effectiveness Date Implementation Satisfactory Satisfactory - Original Credit 09/12/2007 Progress - Additional Financing 07/28/2013 Closing Date 12/31/2016 Project Satisfactory Satisfactory Management Total Credit (SDR) 38.3 M Overall fiduciary Moderately Satisfactory Satisfactory - Original Credit (SDR) 15.5 M rating -Additional Fin. (SDR) 22.8 M Total Disbursement 76.03% - Original Credit Disb. 100% - Additional Fin. Disb. 59.74% II. Achievement of the Project Development Objective 4. Project Development Objective (PDO): The PDO continues to be rated “satisfactory”. All PDO indicators have exceeded the targets and have been contributing to bringing about a systemic change in the public 1 Messrs./Mmes. Zafrul Islam (Lead Procurement Specialist & Mission Leader), Zahed Khan (Sr. Urban Specialist), Mohammad Reaz Uddin Chowdhury (Financial Management Specialist), Ishtiak Siddique (Sr. Procurement Specialist), Masud Mozammel (Sr. Communications Officer), Mehrin A. Mahbub (Communications Officer), Paul Schapper (e-GP Policy Advisor), ANM Mustafizur Rahman (Sr. Procurement Reform Consultant), Omar. F. Khandaker (Sr. IT Business Information Specialist), and Nafisa Rusmila (Program Assistant). 2 procurement environment of Bangladesh in a sustainable manner. Key indicator results include: reducing procurement delays (about 83% contracts are awarded within the initial bid validity period against the project end target of 80% in 2016); enhancing transparency with e-GP (under NCB, over 85% bids are invited in e-GP against the target of 80% in 2016); improving procurement performance (publication of quarterly PROMIS report by four target agencies- 95% against the target of 90% in 2016); increasing procurement professionalization and capacity development (about 75% procuring entities have at least one trained/ certified procurement staff against the target of 70% by end 2016). For better clarity and understanding, as per the agreements of the last mission, the approach and methodology of calculating the e-GP indicator has now been adjusted to reflect actual percentage of bid invitations in e-GP against the total actual bid invitations covering both e-GP and non e-GP (manual/ traditional) in a particular year. Earlier, the calculation was done using an estimated value of a fixed total of 9,350 bid invitations as stated in the project paper. The M&E function is advancing well with better data analysis. The results monitoring framework with PDO and intermediate indicators are in Annex 1. III. Implementation Status 5. With an overall 76% disbursement, the project has been showing tangible result on the ground in enhancing transparency, efficiency, and good governance at decentralized procurement minimizing inappropriate bidding practices (bid rigging/ threatening, collusions) with significant reduction in the number of complaints in e-GP. With proactive and commendable leadership of CPTU, the project is bringing about progressive improvement with exponential growth of e-GP at the four target agencies (RHD, LGED, BWDB, and BREB), followed by others, and combined with increased self-sustainability of the system. Likewise, for the 20 additional agencies, it exceeded the cumulative target of main capacity development program (three-week courses). The short training courses is also progressing well to meet the project end target. The major focus will be now to further consolidate the reform actions including enhanced security level feature of the e-GP system, given its unusual rapid growth recently. Component 1: Furthering Policy Reform and Institutionalizing Capacity Development 6. Furthering policy reform: Two master bidding document PG3 (Goods) and PW3 (Works) have been updated and uploaded in CPTU website (February-2015 version). The remaining key documents need to be updated and uploaded in website as final version: goods international (PG4), works international (PW5), works (national) with PQ (PW4), PQ document national and international (PQW4 & PQW5), and RFP documents for lump-sum and time-based (PS7 & PS8). CPTU agrees to publish in website the updated (final version) of (PG4, PW4, PW5, PQW4, PQW5, PS7, PS8 and EVG & EVW) by August 31, 2016.The list of Key STDs/RFPs status in CPTU’s website: www.cptu.gov.bd (Annex-9). 7. Procurement compliance training by FINEUROP with local institutes (three-week): Overall, 87% procuring entities (PEs) of the four target agencies now have at least one trained/ certified procurement staff (RHD- 76%, LGED- 94%, BWDB- 87%, BREB- 100%), followed by 75% PEs in the 20 additional agencies. This has significantly reduced the procurement risk associated with staff transfer/ rotation, by providing main training of three-week course. This course was completed on March 31, 2016 with the achievement of 100% target covering over 2,700 participants in 90 batches. (remaining 408 from the four target agencies; 1,913 from 20 additional agencies; and 385 from other agencies). FINEUROP completed a total 90 batches (Engineering Staff College Bangladesh- ESCB: 60 batches; Bangladesh Institute of Management- BIM: 30 batches). Also, CPTU compiled a complete list of participants in three-week courses in PPRP, PPRPII, and PPRPII AF. Concurrently, FINEUROP is expected to submit by June 30, 2016 a consolidated list of three-week trainees by entities covering PPRPII and PPRPII AF. Details of PPRPII AF trainings are in Annex 2. 8. Short-training by FINEUROP: The project conducted short procurement courses/ orientations covering a wide spectrum of audiences/ stakeholders: policy/ senior/ mid./ junior level civil servants, auditors/ accountants/ estimators, project managers, tax officials, judicial officials, anti-corruption officials, journalists, business outreach, and Member of Parliaments. As of May 31, 2016, about 70% of short courses are completed for 17 type audiences covering about 5,600 participants, against a target of about 8,000. Some courses are lagging (policy 3 makers: 11%; planning cadre: 12%; Member of Parliament: 0%, etc.). Based on the discussion of issues concerning such courses poor participation, a revised training plan is agreed by adjusting the proposed number of participants among other courses, keeping the total target of 8,000 unaltered. The consultant confirmed that it will deliver the revised courses by December 31, 2016. The revised plan is in Annex 3, with quarterly break up in Annex-5. 9. Institutionalization and sustainability course (ESCB): ESCB is slowly generating revenues from other courses as part of the sustainability of training program in Bangladesh. Beyond PPRPII financing, ESCB, with its own resources, completed 58 procurement short courses for public officials against the target of 42 (5 day duration or similar), along with 13 courses for the bidders as planned. Concurrently, since October 2013, ESCB provided another 46 short courses on procurement, mostly 1-3 days duration, of which 25 courses included e-GP. In addition, ESCB also made arrangements with the Bank’s on-line e-learning program for MOOC. With the assistance of FINEUROP’s support using international and national consultants, ESCB prepared a provisional business development plan. The additional courses that ESCB conducted are of ad-hoc type, instead of a well- structured program from the view point of overall program in a short-medium-long term perspective as where ESCB would like to position itself in a few year time. From this consideration, the mission recommends that ESCB makes a plan for the implementation of the business development plan to ensure its future sustainability. Annex-4 provides a consolidated plan and status of all short and long training courses. 10. Procurement professionalization/ accreditation program (CIPS/UK & BRACU-BIGD): Procurement professionalization/ accreditation program has taken a new dimension in the country. The CIPS course in collaboration with BRACU-BIGD has been transforming the quality of procurement professionals, with better understanding of strategic procurement combined with core competence skills. As of now, 89 participants achieved full member status in the UK-based Chartered Institute of Purchasing and Supply- MCIPS upon completing level 4 (diploma), 5 (advance diploma), and 6 (professional diploma). Of them 35 are from PPRPII under cohort 1 (19) and cohort 2 (16) while 54 are from PPRPII AF under cohort 3 (19), cohort 4 (23), and cohort 5 (12). In PPRPII AF, out of the total target of 125 participants, 54 completed MCIPS while 71 are still to complete, with various levels of CIPS course (level 5, 6, and 7). Cohort 7 started in May 2016. 11. The CIPS program is becoming increasingly sustainable with intakes also from the private sector. As of now, in the private sector, 26 completed MCIPS, with another 33 continuing. ESCB is also conducting CIPS courses currently with 25 participants, and two received MCIPS from there. As part of the exposure visit, participants of cohorts 3, 4, and 5 completed their visits (Malaysia and Australia) while participants of cohorts 6 and 7 are planned to visit Australia in June and October 2016. CIPS has an active Bangladesh Chapter network with over 300 members (all levels). In light of the proposed extension of the PPRPII up to June 2017 (paragraph 34), cohort 7 participants will be able to complete level 6 using project finances, and CPTU needs to make necessary amendments to the CIPS contract in due course. 12. Top-up Masters- procurement and supply management: As of now, 68 participants received top-up Masters in Procurement and Supply Management from BRACU-BIGD. Beyond the PPRPII project, BRACU- BIGD has also been continuing the Master’s program since 2013 with its own fund and, as of now 15 completed, with another 33 continuing. 13. Masters in Sustainable Procurement Management (University of Turin): Out of the total target of 25 candidates, 16 completed Masters in two batches (RHD:3, LGED: 5, BWDB: 4, BREB: 2, CPTU: 2). The third cohort of 9 participants are at the completion stage of their face-to-face learning of about four months starting in February 2016. The review team again requested CPTU and the four target agencies to make good use of the analysis/research work of the first/second batch given their significant operational relevance. 14. Training of national pool of resources (ITC-ILO/ Turin) and expansion of pool: Now Bangladesh has a pool of 60 resources (TOTs). For the exposure training at ITC-ILO on public-private partnership, advance contract management (TOTs), sustainable procurement, and procurement of physical services, out of the original pool of 39 national trainers, 30 candidates in four batches has completed, with the remaining to follow in 2016 slots (May/ 4 June) . Recently, the TOT pool has been expanded with the addition of 21 more resources after completing a rigorous process of selection by the ITC-ILO. The remaining 10 candidates as will be identified by CPTU from the eligible candidates and the new trainers’ pool are expected to complete the exposure training by November 2016. 15. Training of target agencies’ staff on e-procurement (ITC-ILO): For this one-week short course, out of the target of 120 participants, 118 participated and completed the course (LGED: 50, RHD: 30, BWDB: 30, and BREB: 8). Remaining two candidates of BREB could not participate apparently due to visa issue. These participants are expected to contribute significantly in carrying forward the e-GP agenda in their respective organizations. Beyond the above provisions, the three target agencies (RHD, LGED, BWDB) is encouraged to take advantage of the DLI fund to expand their pool of trainees in e-GP using similar arrangements made by BREB for e-GP training/ exposure visits with prior endorsement of the Bank. Component 2: Strengthening Procurement Management at Sector Level & CPTU/IMED 16. Strengthening procurement performance monitoring: All four target agencies met the PROMIS target for Period 0 (up to June 2013), Period 1 (July-December 2013), Period 2 (Jan-June 2014), Period 3(July 2014 to June 2015), and partially for Period 4 (July 2015 to December 2016). CPTU has been publishing the quarterly procurement performance report in its web portal (www.cptu.gov.bd) regularly. In addition, the four target agencies are also publishing procurement performance indicator report in their respective organization website as it is being generated from e-PMIS of e-GP system. Previous issue of system access is now resolved; also, the issue of staffing shortage at desk level of the O&M Firm, GSS Infotech/ Dohatec to help manage the increased level of tasks combined with 24X7 helpdesk support for e-GP has been addressed by adding 4 helpdesk executives/ junior programmers. Other related issues are explained in e-GP component. 17. Monitoring and evaluation framework: M&E firm has collected procurement data for 402 procuring entities of the four target agencies (RHD: 95, LGED: 189, BWDB: 101, and BREB: 17). Based on the data analysis, they also submitted report on the detailed indicators. The Bank team reviewed the outputs of the initial report and found them generally consistent, with some observations on couple of indicators that appears to be inconsistent. The data includes approximately 25% of the sub-district level so that it provides a better framework. 18. Strengthening four target agencies’ procurement management & use of DLI fund: The Bank team informed the four target agencies that in light of the amended Financing Agreement, the issue of difficulty in claiming DLI fund is now resolved and one claim has already been replenished. The team also clarified that now training expenses are eligible under DLI. The Bank team impressed upon a proper planning of DLI expenditure to utilize the full amount and they confirmed its full utilization. Target Agencies were requested to (i) revise and share their expenditure plan with IDA by June 30, 2016 in a way that by December 2016 they can fully utilize the remaining balance under DLI payments; (ii) equip remaining zonal/regional/PE offices by September 29, 2016, as needed; and (iii) use the services of the consulting firm selected by RHD to support the agencies in implementing winning bidder’s updated credential, with a link in agencies and CPTU’s own website ensuring consistency of information/data; (iv) arrange publication of reports by August 31, 2016 in its website on complaint handling mechanism including resolution and number/percentage of complaints. 19. Strengthening CPTU and IMED: The Bank issued no objection to the proposed shortlist and request for proposal (RFP) for developing a strategic framework in transforming CPTU into an authority with more autonomy, and upgrading the e-GP unit of CPTU as a fully operational business service center (public limited company or similar structure) with full autonomy/ commercialization with acceptable legal and institutional framework. CPTU is in the process of issuing the RFP to the shortlisted firms. Concurrently, as a transitional measure to strengthen its IT management capability, per previous agreement, CPTU advertised to hire four individual experts: e-GP Application Administrator, Database Administrator, System Administrator, and Call Center Manager. In addition, the existing e-GP advisor is expected to act as e-GP Operations Manager including the task of Data Center Manager. The Bank team requested CPTU to expedite the process in light of its importance 5 and urgency of future preparation for e-GP nationwide expansion. CPTU, by July 10, 2016 will (i) hire the four IT experts; (ii) (ii) arrange in its website separate consolidated reports for contract award publications and performance monitoring reports, and at e-procure website the same reports with search functions by time span and by project. 20. CPTU Building: CPTU is substantially lagging in arranging the building extension up to 3rd floor though agreed during the last two missions. CPTU has space constraints due to imminent staff increase and the need for new data center and training facilities with exponential growth of e-GP related activities. Given the current demand and future needs, CPTU will share with the Bank a time-bound plan by June 30, 2016 along with bidding documents (with design and technical specifications) maintaining consistency of the existing building. Component 3: Introducing e-Government Procurement (e-GP) 21. The overall progress of implementation of e-GP is much faster in the last one year and remains promising as it continues to exceed the set target both for e-GP and procurement performance tracking in PROMIS using e- GP. Clearly, visible impacts are seen on the ground in improving competition, reducing procurement delays, minimizing complaints and coercive/ bid rigging practices at local levels, savings of transaction costs. Given its unusually rapid growth, in going forward, the major focus will be to ensure enhanced security level of the system with proper vigilance, and ensure smooth migration of the interim and new data center to Bangladesh Computer Council (BCC) in a collaborative manner where it is expected to be housed as co-location site. 22. Status of e-GP implementation in four target agencies: Currently, procurement in terms of the number of tenders going through e-GP in the four target agencies is as follows: RHD: 83%; LGED: 93%; BWDB: 97%; and BREB: 81%. Overall, tender invitations increased by seven times in the last two years (June/2014: about 8,000; May/2016: about 56,000). Against the project-end e-GP target of about 9,350 bid invitations in national competitive bidding (NCB or OTM) by December 2016, as of May 2016, a total of 40,933 tenders have been invited by the four target agencies. Covering all methods (e.g., NCB, limited tendering, etc.), the total bid invitation is 55,865 (RHD: 8,090; LGED: 32,195; BWDB: 5,534; BREB: 1,377; other agencies: 8,849). Annex 6 provides overall trend of e-GP implementation (bidders, invitations; value of invited bids). 23. Status of DLI target achievements in four target agencies (e-GP): With regard to the DLI for improving procurement performance by using e-GP in four target agencies, the four target agencies have far exceeded the target for the DLI period 4 (July 1, 2015- December 31, 2016). For this period, cumulatively for four agencies it exceeds the target by about 288%, with LGED taking substantial lead over the others (485%), BREB (323%), BWDB (168%) and RHD (103%). Very fast growth during this period is a demonstration of capacity of the target agencies to implement e-GP with sustainable pace. Box 1: e-GP implementation performance by agency: number of bid invitations (NCB) Agency DLI Period 1 DLI Period 2 DLI Period 3 DLI Period 4 Cumulative (July 1 - Dec. 31, (Jan. 1 - June 30, (July 1,2014 - June 30, (July 1, 2015 – December 31, (DLI period 2013) 2014) 2015) 2016) 1,2,3 & 4) Target Achiev Target Achieve Target Achieve Target Achievem % Achievement ement ment ment ent Progres (up to May, (up to s 2016) May, 2016 RHD 400 776 1000 899 2400 3044 3200 3302 103% 8021 LGED 400 2612 1000 2222 2400 7768 3200 15526 485% 28128 BWDB 120 279 300 360 720 1525 960 1617 168% 3781 BREB 15 21 40 48 96 520 128 414 323% 1003 Total 935 3688 2340 3529 5616 12857 7488 20859 288% 40933 6 24. Status of DLI target achievements in four target agencies (PROMIS): With regard to the other DLI set target in PROMIS for improving procurement performance monitoring, similar to e-GP, three target agencies (LGED, BWDB and BREB) have exceeded the target for the DLI Period 4 (July 2015 – December 2016). RHD is close to achieve the target and is expected to cover it up shortly much before the project end. Agencies will need to use the indicator results for monitoring the quality of procurement performance (by entity, by project, overall agency). Box 2: PROMIS implementation performance by target agencies Agency DLI Period 1 DLI Period 2 DLI Period 3 DLI Period 4 Cumulative (July 1 - Dec. 31, (Jan. 1 - June 30, (July 1,2014 - June (July 1, 2015 – December 31, (DLI 2013) 2014) 30, 2015) 2016) period 1,2,3 & 4) Target Achiev Target Achievem Target Achieve Target Achievem % Achieveme ement ent ment ent Progres nt (up to (up to s October, May 2015) ,2015 RHD 800 776 1200 899 2800 3044 3600 3302 92% 8021 LGED 800 2612 1200 2222 2800 7768 3600 15526 431% 28128 BWDB 240 279 360 360 840 1525 1080 1617 150% 3781 BREB 30 47 45 48 112 520 144 414 288% 1029 Total 1870 3714 2805 3529 6552 12857 8424 20859 248% 40959 25. e-GP System Audit and implementation constraints: An international independent IT firm has carried third party audit of the e-GP system and associated applications. Based on the findings, the report recommended certain steps/actions to mitigate/comply with the IT security issues. In the last six months, CPTU/ O&M firm resolved a total of 469 application issues where most of them have been categorized as “LOW” considering the severity level. CPTU’s existing data center has been equipped with high end application and database servers with adequate storage capacity. The issue of slow response time at local levels is largely now resolved with the enhanced capacity of the data center and restructuring some applications. The key outstanding issues are in Annex 7. 26. Based on the detailed discussions and analysis of major issues, the following actions were agreed: i. By June 25, 2016 CPTU will disseminate to the target agencies the post qualified database module that it has developed recently. It will also provide short orientation to the PMCs/TWGs/e-GP Cell members. ii. By July 31, 2016 GSS/Dohatec will initiate the process of orderly transition of the system to CPTU. The transition-out service shall include, as approved by CPTU and shared with the Bank, refreshing of the system, upgrading of system component to current version, providing source codes and design documents as developed during its operation. iii. By July 10, 2016 CPTU will share “resolved status report” to comply with the Third party IT audit recommendations/ actions. iv. By July 07, 2016 CPTU will start 24/7 help-desk operation after adding the 4 additional resource ensuring all logistics for night shift staff and notification to all users. v. By July 31, 2016, CPTU will host the interim back-up system of existing data center in BCC by resolving the internal optical fiber connectivity between “CPTU Bhaban and BCC building”. vi. By September 30, 2016, the new data centre firm (Thakral-Shark) with CPTU’s approval will start installation and commissioning of the new data centre with mirror site including migration of existing storage in a way that by October 15, 2016 the system starts full functioning. It is expected that the 7 primary site will be at BCC, with the mirror site at CPTU and the DR site (Disaster Recovery) at Jessore BCC Container-based data centre. CPTU will draw necessary MOU with BCC to make the proposed arrangement operational by July 15, 2016 by sharing it with the Bank. vii. By August 15, 2016 GSS/Dohatec will finalize the contract management module to comply with four target agencies accounts/disburse functionalities. viii. By August 31, 2016, target agencies will complete one (1) contract in e-contract management module under the overall rolling out target as follows: RHD: five contracts in five districts (Gopalganj, Natore, Bogra, Comilla, and Khulna; LGED: four contracts in four districts (Mymenshing, Netrokona, Gazipur, and Narayanganj); BWDB: four contracts in four districts (Dhaka, Chittagong, Bogra & Pabna); BREB: two contracts in two zones (Dhaka & Chittagong). ix. By July 31, CPTU will ensure that the strategy framework development firm is on board to address the institutional/ policy reforms of CPTU and e-GP system business service provider. x. By July 30, 2016, CPTU agrees to arrange a workshop under BCCP contract with the higher management of the leading registered scheduled Banks to ensure engagement of exclusive bank staff for processing e-GP formalities. xi. By June 30, GSS Infotech/ Dohatech will ensure that they start fixing the additional technical issues (Annex-7) as per the time line given in the Annex with skilled staff as may be necessary. GSS may submit the requirement of necessary additional resources to CPTU by June 15, 2016 which may be agreed between the parties preferably through amendment of the recent contract signed for 4 helpdesk executives/ junior programmers by adding additional items. 27. Self-sustainability of the e-GP system: The e-GP system is becoming progressively self-sustainable. Revenues have demonstrated the potential of the e-GP system to become sustainable within the project period. IDA is financing the e-GP contract on a declining basis to ensure its self-financing and sustainability within the project period. As part of the agreements reached with the Government in preparing the PPRPII AF2, GOB confirmed allocation of adequate fund in the revised TPP for O&M of the e-GP system starting January 2017. Currently, GoB is providing 40% of the O&M cost. The e-GP system generated revenues are as follows: FY14: $1.8 million; FY15: $4 million; FY16 (up to May): $ 5 million. Component 4: Behavioral Change Communication and Social Accountability (BCC & SAc) 28. Overall progress: Since the last mission in November 2015, this component made good progress in several activities including piloting citizen’s engagement in procurement monitoring, e-GP awareness workshops (53 out of 64 districts), government-contractors’ forum (42 out of 64 districts), e-GP digital billboard, e-GP theme song, and workshops on citizen engagement/social accountability at divisions, districts and sub-district levels. 29. From April 2016, the social accountability consultant, BRACU-BIGD, rolled out piloting of a tailor-made strategy on citizen engagement at the grassroots level. It has four pilots, two in each of Sirajganj and Rangpur districts, covering three areas: school textbooks, rural roads, and school construction. In the pilot projects BIGD engaged two local NGOs (ASOD and ESDO) and formed committees with local elites. Concurrently, they are testing another pilot where the impacted communities will be engaged for monitoring. Based on the lessons learnt from the pilot exercise, BIGD will suggest a mechanism citizen’s engagement on public procurement that can be replicated. 30. During this period, the project could deepen engagement with the press that resulted in regular favorable press coverage. The visits of Secretary and senior government officials to district workshops and Government Contractor’s Forum meetings also helped raise awareness among the policy makers. Other communication tasks such as social media, publishing quarterly newsletter capturing results stories, building photo library continued. 31. The mission agreed on the following actions to be undertaken: 8 i) Web site: There is significant delay in developing the new website for CPTU. It was agreed that the firm for developing the website will be on-board by July 15, 2016 and complete the development by September 30, 2016. Concurrently, CPTU is expected to review and examine the outstanding claim of Dohatech concerning previous website hoisting bills/ claims. ii) Billboard: CPTU and World Bank both agreed that the digital website should provide live data. Currently, data is updated bi-weekly. BCCP will share draft designs by mid-June 2016 and make necessary adjustments for the new design. Further CPTU will arrange for setting up another e-GP digital billboard by June 2016. iii) Seminar with Bankers: BCCP will support CPTU for organizing a high profile seminar with top Bank management by July 31, 2016. Afterwards, BCCP will conduct three orientation events for banks by October 31, 2016. iv) Satisfaction Survey: The mission was concerned with sample representation in the satisfaction survey. BCCP agreed to make necessary corrections, and adjust analysis to reflect the shortcomings of the survey. To make corrections, BCCP will undertake another round of quick satisfaction survey by July 2016. Another survey will be in November 2016. v) Mobile apps for android devise: The task of developing mobile apps for android devise is nearing completion, but it is also running behind the schedule. BCCP will include advanced search filters to the Apps by June 30, 2016. BCCP will also devise a communication plan to promote the Apps. vi) Digital archive: BCCP will assist CPTU to develop a digital archive, and indexing for all communication materials and photos electronically in a systematic way by August 31, 2016. vii) Awareness materials: BCCP will develop some Info-graphics about procurement reforms by June 2016. BCCP will start SMS blast and email marketing, newspaper advertisement, cartoon series publications with immediate effect. viii) Awareness Workshops: BCCP will conduct the rest 11 e-GP awareness workshops and 22 Government-Contactors’ Forum by October 31, 2016. ix) PPSC Meetings: BIGD will hold three PPSC meetings by December 2016, and another two by April 2017. For the latter two, CPTU will arrange necessary extension of the BIGD contract in due course once the credit is extended. x) Case Study and Policy Notes: BIGD will share the final three policy notes by June/July/ September 2016; three case studies by June/ August/ November 2016; and two newsletter by June/ October 2016. The case studies will cover text book, rural road and school building. Policy notes will cover three areas: e-GP, public service delivery, and citizen engagement mechanism. xi) National and Regional Workshop: The fourth division–level workshops should be held by July 31, 2016 and national seminar by November 30, 2016. IV: Other Project Implementation Aspects Fiduciary Status 32. Overall: The overall fiduciary performance rating of the project is Satisfactory. The overall progress in procurement is satisfactory, however, there are few issues concerning financial management. The summary of findings and agreed actions during the implementation support review is provided in Annex-8. Other Aspects: 33. Procurement post reviews in e-GP: For allowing/ conducting procurement post reviews for contracts that were processed through the e-GP system, there is a need to create a separate dashboard in the e-GP system where all imported files will be available in pdf format including bids of the bidders. GSS Infotech/ Dohatec will create a Procurement Post Review Dashboard by July 31, 2016. 34. Legal covenants and amendments: Most key covenants have been complied with, though with some substantial delays in few cases. In light of the PPRPII AF2, the existing Financing Agreement of PPRPII is being 9 extended up to June 30, 2017. The PPRPII AF2 is scheduled for approval by the Bank on June 6, 2016, mainly to finance the new data center and complete the remaining part of MCIPS (level 6). 35. Future supports: Recognizing the exponential growth with high demand of e-GP in the country and its expansion need with necessary IT knowledge building, the Bank is in consultation with the Government as how to support the future e-GP expansion program including possible corporatization of e-GP and strengthening of CPTU with more autonomy. The Bank is waiting for GoB’s letter. 36. Project documentation: Recording of progress reports of various components need to be more systematic and orderly for easy tracking and knowledge sharing in future. It was agreed that CPTU and all consultants, by August 31, 2016, will share soft copies of all progress reports/ deliverables with the Bank since inception of the project PPRPII in 2007 (CPTU, FINEUROP, GSS-Infotech/ Dohatech, BCCP, BRACU-IGD, SRGB, ITC-ILO, CIPS, etc.). 37. Key implementation timeline and next mission: The key implementation tasks with timeline are provided in Annex 10. The next project implementation review is expected to take place in November 2016. Attachments: Annex 1: Revised results monitoring framework Annex 2: Status of three-week training Annex 3: Status of all training courses (three-week & short courses) Annex 4: List of training courses to be delivered Annex 5: Revised implementation plan of trainings Annex 6: Overall implementation trend of e-GP Annex 7: e-GP- Outstanding technical issues and resolution time Annex 8: Integrated fiduciary Implementation report Annex 9: List of STDs Annex 10: Key Project implementation tasks and timeline Annex 11: List of key persons met 10 Annex 1 REVISED PROJECT RESULTS FRAMEWORK Project Development Objective (PDO): Improved performance of public procurement system progressively in Bangladesh, focusing largely on target agencies Baseline Cumulative Target Values5 Original Progress to PDO Level Results Indicators2 UOM3 Project date 2013 2014 2015 2016 Comments Core Start (Dec. ‘12)4 (up to (2007) June) 1. Percentage of contracts awarded by 4 target agencies within initial bid validity period to % 10 65 68 73 78 80 reduce procurement delays. Achievement 66 72 81 83 2. Four target agencies publish PROMIS quarterly report for monitoring of procurement Quarterly report of March % 0 5 20 50 70 90 performance covering 90% of bids invited/ 2015 published contracts awarded annually Achievement 7 50 90 95 3. Four target agencies fully introduce electronic In 2016, methods of government procurement (e-GP) in all national % 0 80 calculation adjusted (actual 3 10 35 60 bid invitations in e-GP vrs. competitive bidding procurement actual total invitations, Achievement 20 125 262 85 instead of fixed total 9,350) 4. Percentage of procuring entities of each Total PEs: 768 additional agency with one trained/ certified % 0 2 10 30 50 70 Total trainees: 1,975 procurement staff Achievement 5 38 75 75 2 Please indicate whether the indicator is a Core Sector Indicator (for additional guidance – please see http://coreindicators). 3 UOM = Unit of Measurement. 4 For new indicators introduced as part of the additional financing, the progress to date column is used to reflect the baseline value. 5 Target values should be entered for the years data will be available, not necessarily annually. Target values should normally be cumulative. If targets refer to annual values, please indicate this in the indicator name and in the “Comments” column. 11 Intermediate Results and Indicators Unit Baseline Cumulative Target Values of Original Progress to Intermediate Results Indicators Meas Project date (Dec. 2013 2014 2015 2016 Comments Core ureme Start ‘12) (Novemb nt (2007) er) Intermediate Result 1: Capacity development program institutionalized locally and target agencies develop skilled procurement professionals 1. Percentage of procuring entities of 20 Total PEs: 768 additional agencies with one trained/ certified % 0 10 30 50 70 Total trainees: 1975 procurement staff Achievement 5 38 75 75 2. Number of weeks of procurement training Numb New indicator in PPRPII delivered by Local training institute (ESCB) with er 0 2 5 25 45 55 AF its own fund/resources outside of PPRPII AF Achievement 3 22 43 71 Intermediate Result 2: Target agencies manage and monitor their procurement at all levels to improve sectoral objectives 3. Percentage of contract awards published by Revised indicator in four target agencies in CPTU’s website for % 10 70 75 80 85 90 PPRPII AF awards above PPR specified threshold Achievement 72 78 85 91 4. Percentage of complaints handled satisfactorily % 5 25 35 45 55 70 by four target agencies Achievement 7 35 60 72 5. Four target agencies publish PROMIS Quarterly report of March quarterly report covering 90% of bids invited/ % 5 20 50 70 90 2015 published contracts awarded annually Quarterly Report of March Achievement 7 50 90 95 2015 published 12 Intermediate Results and Indicators Unit Baseline Cumulative Target Values of Original Progress to Intermediate Results Indicators Meas Project date (Dec. 2013 2014 2015 2016 Comments Core ureme Start ‘12) (Novemb nt (2007) er) Intermediate Result 3: Four target agencies fully introduce electronic government procurement (e-GP) in national competitive bidding (Old- Target agencies at their HQ level pilot electronic government procurement (e-GP) for international procurement.) 6. Percentage of contract/bid invited through e- In 2016, methods of GP by four target agencies using NCB in 64 % 0 3 10 35 60 80 calculation adjusted (actual districts bid invitations in e-GP vrs. actual total invitations, Achievement 20 125 262 85 instead of fixed total 9,350) Intermediate Result 4: Stakeholder engagement in following procurement issues increased 7. Expanding Government-contractors forum to Numb 0 5 10 20 40 64 all districts and holding semi-annual meetings er Achievement 5 5 16 42 8. Number of e-GP awareness workshops held in Numb New indicator in PPRPII 0 10 20 45 64 all districts er AF. Achievement 0 0 19 53 9. Number Public-Private Stakeholders Numb 0 6 10 14 18 22 Committee (PPSC) workshop/ meetings held er Achievement 8 8 8 9 13 Annex 2 Status of Three-week Training of Target and Additional Agencies (May 30, 2016) Target no. of Participants Cumulative Achievement Number of Procurement Entities (PEs)* Ministry / Names of During Cumulative Project Achievement up to (90 Division Target Agencies Prorata Cumulative (%), Project (90 Number (up Target (90 Courses) (90 Courses) up to 90 Courses Courses) to 90 Courses Courses) Number % RHD 100 100 49 49 370 282 76 LGED 100 100 135 135 632 593 94 Orginal 4 BWDB 120 120 83 69 187 162 87 Traget Agencies REB 100 100 141 141 9 9 100 Total from Original 4 420 420 408 97 1198 1046 87 Directorate of Technical 320 320 300 94 122 97 80 Education (DTE) Directorate of Second. & Higher 400 400 460 115 26 25 96 Education (DSHE) Ministry of Education Education Engineering 100 100 28 28 44 22 50 Department (EED) National Curriculum and 12 12 15 125 1 1 100 Textbook Board (NCTB) Total 832 832 803 97 193 145 75 Electricity Generation Co. 15 15 16 107 4 4 100 Bangladesh (EGCB) Power Grid Company of 49 49 173 353 49 43 88 Bangladesh (PGCB) Power Bangladesh Division Power 300 300 241 80 125 89 71 Development Board (BPDB) Dhaka Power Distribution 45 45 81 180 34 32 94 Company (DPDC) Total 409 409 511 125 212 168 79 Department of Ministry of Primary Primary and 145 145 143 99 127 84 66 Education Mass (DPE) Education Total 145 145 143 99 127 84 66 14 Target no. of participants Cumulative Achievement Number of Procurement Entities (PEs)* Ministry / Names of During Cumulative Project Achievement up to Division Target Agencies Prorata ( Cumulative (%), (80 Courses) Project (90 Number up Target (90 90 Courses) up to 90 courses Courses) to 90 Courses Courses) Number % Gas Transmission 23 23 54 235 1 1 100 Company Energy & Limited (GTCL) Mineral Bangladesh Resources Petroleum Division 15 15 9 60 1 1 100 Exploration Co. (BAPEX) Total 38 38 63 166 2 2 100 Central Medical Stores Depot 15 15 12 80 1 1 100 (CMSD) Directorate General for Ministry of 15 15 19 127 7 7 100 Family Planning Health & (DGFP) Family Welfare Health Engineering 25 25 27 108 21 13 62 Department (HED) Total 55 55 58 105 29 21 72 Department of Public Health 100 100 110 110 72 59 82 Engineering (DPHE) Dhaka City Local Corporation 15 15 6 40 1 1 100 Government (North) Division Dhaka City Corporation 15 15 9 60 1 1 100 (South) Total 130 130 125 96 74 61 82 Public Works Department 308 308 183 59 121 89 74 (PWD) National Ministry of Housing 20 20 10 50 9 6 1 Housing and Authority Public (NHA) Works Rajdhani Unnayan 38 38 17 45 1 1 1 Kortripokkho (RAJUK) Total 366 366 210 57 131 96 73 Total of 20 Target Agencies 1975 1,975 1,913 97 768 577 75 Total of 4 target Agencies 420 420 408 97 1198 1046 87 Total of Target and Additional 2395 2,395 2,321 97 1966 1623 83 Target Agencies Total Other Agencies 305 305 385 126 - - - TOTAL 2,700 2,700 2706 100 - - - * The total number of PEs for the four target agencies includes PEs covered in PPRPII and PPRPII additional financing. 15 Annex 3 Status of Three-Week and Short Courses in PPRPII AF based on Targets revised on 31 May 2016 Indica Achievement up to Indicative tive 28 May 2016 Course ID and Course Names Duration no. of Class Size Venue Main Target Audience no. of Courses Participants Courses Traine es No. (%) No. (%) B1/ Training on Procurement of 60 30 ESCB 1,800 60 100% 1,803 100% 3 weeks Target + Additional target B2 Goods, Works and Services 30 30 BIM 900 30 100% 903 100% Agencies Total: 90 - - 2,700 90 100% 2,706 100% E1/ 8 30 ESCB 240 8 100% 248 103% Junior Level Short Training 5 days Target + Additional target E2 8 30 BIM 240 4 50% 119 50% Agencies Total: 16 - - 480 12 75% 367 76% All key Ministries (Additional F Orientation for Policy-makers ½ day 6 15 IMED 90 1 17% 19 21% Secretaries and above) Trainings for Entry-level Civil G1 2 days 6 40 BCSAA 240 2 33% 79 33% Servants Civil Servants Trainings for Entry-level Civil 50X6 G1 2 days 4 BPATC 1,200 3 75% 940 78% Servants =300 Training for mid-level Civil G2 1 days 9 25 BPATC Civil Servants 225 7 78% 184 82% Servants Training for Senior Civil G3 1 day 9 25 BPATC Civil Servants 225 5 56% 132 59% Servants Planning Commission, ERD, G4 Training for Planning Cadre 5 days 8 20 NILG IMED, Planning Commission 160 3 38% 31 19% and Economic Cadre Training for Administrative Entry Level Administration G5 2 days 6 40 BCSAA 240 2 33% 85 35% Cadre Cadre Officials Awareness Workshop for Chairmen, Members, officials G7 1 day 40 40 NILG 1,600 35 88% 1,424 89% Municipalities of Municipalities Tax Income Tax, VAT and G8 Training for NBR 2 days 5 20 Academ 100 2 40% 32 32% Customs Officials y Procurement Training for Public Auditors and I 3 days 10 30 FIMA 300 10 100% 304 101% Auditors Accountants M1 10 25 ESCB 250 8 80% 180 72% Training for Project / 3 days Management 10 25 BIM PDs, Dy. PDs and Project 250 5 50% 132 53% M2 Managers Total: 20 500 13 65% 312 62% N Orientation for Judicial Staff 1 day 4 40 JATI Judges 150 4 100% 144 96% 16 Indica Achievement up to Indicative tive 28 May 2016 Course ID and Course Names Duration no. of Class Size Venue Main Target Audience no. of Courses Participants Courses Traine es No. (%) No. (%) Media (News Papers, TV and P Orientation for Journalists 1 day 20 25 PIB 500 20 100% 500 100% Radio) Orientation for Anti-Corruption Q 1 day 4 25 ESCB Officials of ACC or similar 100 2 50% 49 49% Officials Orientation for Members of Parliam Members of Parliament, R1 1/2 day 2 15 30 0 0% 0 0% Parliament ent Parliament Secretariat Orientation for Members of R2 1 day 4 30 120 0 0% 0 0% Parliament Business Community, Bidders, S Business Outreach Program 1 day 8 30 ESCB 240 3 38% 100 42% Consultants T1/ 30 30 ESCB 900 20 67% 638 71% Refresher 1 day Past 3 Week Course T2 20 30 BIM 600 9 45% 261 44% Participants Total: 50 - - 1,500 29 58% 899 60% Total for All Courses: 321 - - - 10,700 243 75% 8,307 78% Total for Short Courses: 231 - - - 8,000 153 65% 5,601 70% Notes: 1 F: Due to difficulty in arranging 12 courses at Secretary/Additional Secretary level within the short time available, number of courses revised to 6 from 12 and target to 90 (15x6) from 180 (15x12). 2 G1: Based on trend of implementation of this course in BPATC and their training Calendar, class size is revised to 300 (50x6) from 350 (50x7). In the TOR class size was 200 (4X5). As a consequence, target revised from 1,400 (350x4) to 1,200 (200x6) as stipulated in the TOR. 3 G2: Based on trend of implementation of this course in BPATC and their training Calendar, the class size is revised to 25 from 30 and the target to 225 (25x9) from 270 (30x9). 4 G3: Based on trend of implementation of this course in BPATC and their training Calendar, the class size is revised to 25 from 30 and the target to 225 (25x9) from 270 (30x9). 5 G4: Due to time lost in the process of changing venue for this course and due to poor response from the target group, class size revised to 20 from 25 and target number to 160 (20x8) from 250 (25x10). 6 G7: At the request from NILG, 200 addition trainees from various municipalites will be trained through 5 addtional courses. The revised target is now 1,600 (40x40) instead of 1,400 (40x35) previously agreed. 7 Orientation of 360 (60x6) MPs in TOR considered unrealistic. In this backdrop, on the basis of consultation with Parliament Secretariat and CPTU, the course is split into two. The revised target are (a) Orientation for 30 (2x15) MPs and (b) training of 120 (30x4) officials of the Parliament Secretariat. 8 Venues for 4 Courses changed viz. F from BIM to IMED, G4 from NAPD to ESCB- IEB Campus, N from BIM to JATI, P from BCSAA to PIB. 9 All changes made after discussions with the stake holders concerned including the training Institutes and with concurrence from CPTU. 17 List of Training Courses to be delivered (including sustainability courses of ESCB) Annex- 4 Tasks CY 2014 (Calendar Year) CY 2015 Q1 Q2 Q3 Q4 Q5 Q6 Q7 Q8 1. 3 Week Main Course (ESCB & BIM) B1(5), B2(2) B1(9), B2(4) B1(5), B2(3) B1(9),B2(3) B1(7), B2(4) B1(7), B2(2) B1(4), B2(3) B1(9),B2(5) 2. Junior Level Short Training (ESCB & BIM) E1(0),E2(0) E1(0),E2(0) E1(0),E2(0) E1(2),E2(0) E1(2),E2(0) E1(0),E2(1) E1(2),E2(0) E1(2),E2(0) 3. Short Training Programs (Policy Makers, Civil Servants, F(0), G1(0), F(0), G1(0), F(0), G1(0), F(0),G1(0), F(0),G1(0), F(0),G1(1), F(0),G1(0),G F(0),G1(1),G2( planning, Admin. Cadre, Municipalities, NBR, Auditors, G2(0), G3(0), G2(0),G3(0), G2(0),G3(0), G2(0), G3(0), G2(0),G3(0), G2(0),G3(0), 2(2),G3(1), 1), Project managers, Judiciary Staff, Journalists, Parliament G4(0), G5(0), G4(0),G5(0), G4(0),G5(0), G4(0), G5(0), G4(0),G5(0), G4(1),G5(0) G4(1),G5(0), G3(1),G4(0),G5 Members, Business Outreach, Anti-corruption, Refresher) G7(0), G8(0), G7(0),G8(0), G7(0), G7(0), G8(0), G7(0),G8(0),I( ,G7(10),G8(0) G7(10),G8(0 a(2),G5b(1), I(0), M(0), N(0), I(0),M(0), G8(0), I(0), M(0), 0), M(0), I(1),M1(0), ), I(2), G7(7),G8(2),I(3 P(0), Q(0), R(0), N(0), P(0), I(0),M(0), N(0), P(0), N(0), P(0), M2(0) M1(3),M2(0) ),M1(3),M2(1) S(0),T(0) Q(0), R(0), N(0), P(0), Q(0), R(0), Q(0), R(0), ,N(0),P(0),Q(0 N(1), N(1), P(4),Q(0), S(0),T(0) Q(0), R(0), S(0),T(0) S(1),T1(1) ),R(0), S(0), P(4),Q(0),R( ,R(0), S(0), T(0) T1(1),T2(2), 0), S(0), ,S(0),T1(6),T2( T1(6),T2(0) 0) 4. Sustainability at ESCB (any combination of course allowed X1 (3), BC(1) X1 (10), X1(2), BC(0) X1 (5), BC (6) X1 (5), BC(0) X1(13),BC(1) X1(11), BC X1(0),BC(1) to meet minimum weeks allowed to meet minimum weeks BC(1) (1) mentioned) Tasks CY 2016 Q9 Q10 Q11 Q12 1. 3 Week Main Course (ESCB & BIM) B1(5),B2(4) B1(0), B2(0) B1(0), B2(0) B1(0), B2(0) 2. Junior Level Short Training (ESCB & BIM) E1(2),E2(1) E1(0)E2(2) E1(0),E2(3) E1(0),E2(1) 3. Short Training Programs (Policy Makers, Civil Servants, F(1),G1(1), F(1),G1(1), F(2),G1(0), F(2),G1(0), planning, Admin. Cadre, Municipalities, NBR, Auditors, G2(2), G3(2), G2(2),G3(2), G1(1),G2(1), G2(1), G3(2), Project managers, Judiciary Staff, Journalists, Parliament G4(0),G5a(0) G4(2), G3(2), G4(2), Members, Business Outreach, Anti-corruption, Refresher) G5b(1), G5a(2), G4(3),G5a(1 G5a(1), G7(8),G8(0), G5b(1), ), G5b(2), G5b(1),G7(2), ,I(3), G7(0), G7(3), G8(1), I(0), M1(0),M2(3) G8(0), G8(2), M1(1),M2(2), N(1), P(6),Q(1), I(2),M1(2), I(0),M1(2), N(0),P(0), R(0), M2(1), N(1), M2(3) N(0), Q(1),R1(1),R2 S(1),T1(2),T2(2) P(6),Q(1), P(0), Q(1), (2) R(0),S(1),T1 R1(1),R2(2), ,S(2),T1(2),T2 (6),T2(4) S(2),T1(6),T (5) 2(6) 4. Sustainability at ESCB (any combination of course allowed X1 (2),BC(2) X1(7),BC(1) X1 (2),BC(0) X1 (1), BC(0) to meet minimum weeks allowed to meet minimum weeks mentioned) ** X1: means one week or 5 working/ training days; BC: means bidding community courses of 1-5 days duration 18 Revised Implementation Plan of Three-week and Short-Training (May 31 2016) Annex-5 No. of Courses 2014 2015 2016 Cours Total no. of Qrt # 01 Qrt # 02 Qrt # 03 Qrt # 04 Qrt # 05 Qrt # 06 Qrt # 07 Qrt # 08 Qrt # 09 Qrt # 10 Qrt # 11 Qrt # 12 Annual Break- Class Size Course ID nos. and Course e Project Life Trainees Venue downs Names Durati on TO Revise TOR Revised 2014 2015 2016 Revised TOR R d B1 Training on 3 ESCB 60 60 28 27 5 30 30 1,800 1,800 5 9 5 9 7 7 4 9 5 0 0 0 B2 Procurement of weeks BIM 30 30 12 14 4 30 30 900 900 2 4 3 3 4 2 3 5 4 0 0 0 Goods, Works and Services 1 Total 90 90 40 41 9 2,700 2,700 7 8 12 11 9 7 14 9 0 0 0 3 E1 ESCB 8 8 0 6 2 30 30 240 240 0 0 0 0 2 0 2 2 2 0 0 0 Junior Level Short 5 days E2 BIM 8 8 0 1 7 30 30 240 240 0 0 0 0 0 1 0 0 1 2 3 1 Training Total 16 16 0 7 9 480 480 0 0 0 0 2 1 2 2 3 2 3 1 Orientation for ½ F IMED 12 6 0 0 12 15 15 180 90 0 0 0 0 0 0 0 0 1 1 2 2 Policy -makers day 50X Trainings for entry- 4 50X7 G1 2 days BPATC 6 4 0 1 3 1,200 1,200 0 0 0 0 0 0 0 1 1 1 1 0 level civil servants =20 =350 0 Training for mid- G2 1 days BPATC 16 9 0 3 6 20 30 270 225 0 0 0 0 0 0 2 1 2 2 1 1 level civil servants Training for senior G3 1 days BPATC 8 9 0 2 7 40 30 270 225 0 0 0 0 0 0 1 1 2 1 2 2 civil servants Total 30 22 0 5 13 1,740 1,650 0 0 0 0 0 0 3 2 4 3 3 3 ESCB- Training for G4 5 days IEB 10 8 0 1 7 25 25 250 160 0 0 0 0 0 1 0 0 0 2 3 2 Planning Cadre Campus a. Training for G5 Administrative 2 days BCSAA 12 6 0 2 4 25 40 300 240 0 0 0 0 0 0 0 2 0 2 1 1 Cadre b. Foundation 3 days BCSAA 0 6 0 1 5 0 40 0 240 0 0 0 0 0 0 0 1 1 1 2 1 Training (G1) Total 12 0 3 9 300 480 0 0 0 0 0 0 3 1 3 3 2 19 Awareness G7 Workshops for 1 day NILG 30 40 0 27 13 100 40 3,000 1,600 0 0 0 0 0 10 10 7 8 0 3 2 Municipalities Training for NBR Tax G8 2 days 5 5 0 2 3 20 20 100 100 0 0 0 0 0 0 0 2 0 0 2 1 Staff Academy Procurement 3 I FIMA 10 10 0 5 5 30 20 300 300 0 0 0 0 0 0 2 3 3 2 0 0 Training to Auditors days M1 3 ESCB 10 10 0 6 4 25 25 250 250 0 0 0 0 0 0 3 3 0 2 1 1 Training for Project days M2 BIM 10 10 0 1 9 25 25 250 250 0 0 0 0 0 0 0 1 3 1 3 2 Management Total 20 20 0 7 13 500 500 0 0 0 0 0 0 3 4 3 3 4 3 Orientation for 1 N JATI 10 4 0 2 2 15 40 150 160 0 0 0 0 0 0 1 1 1 1 0 0 Judiciary Staff day Orientation for 1 P PIB 20 20 0 8 12 25 25 500 500 0 0 0 0 0 0 4 4 6 6 0 0 Journalists day Orientation for 1 Q Anti-corruption ESCB 4 4 0 0 4 25 25 100 100 0 0 0 0 0 0 0 0 1 1 1 1 day Officials Orientation for 1 R1 Members of Parliament 6 2 0 0 2 60 60 360 30 0 0 0 0 0 0 0 0 0 0 1 1 day Parliament Training on R2 Parliament 1 day Parliament 0 4 0 0 4 0 120 0 0 0 0 0 0 0 0 0 0 2 2 Secretariat Business Outreach 1 S ESCB 8 8 0 1 7 30 30 240 240 0 0 0 0 1 0 0 0 1 1 3 2 Programme day 1,20 T1 ESCB 30 30 0 14 16 40 30 900 0 0 0 0 1 1 6 6 2 6 6 2 0 1 T2 Refresher BIM 20 20 0 3 17 40 30 800 600 0 0 0 0 1 2 0 0 2 4 6 5 day 2,00 Total 50 50 0 17 33 1,500 0 0 0 0 2 3 6 6 4 10 12 7 0 Notes: Class size, no. of Courses and Target no. trainees have been changed in case of courses F,G1, G2, G3, G4,G7and R in consultation with the training Institutes with concurrence of CPTU. 20 Annex 6 Box 1: Overall e-GP implementation trend Period Number of registered Number of bid invitations Value of bid bidders/ suppliers (NCB and others) invitations (US$ M) June ‘2012 294 14 3 December ‘ 2012 525 144 18 June ‘2013 1067 498 62 December ‘2013 7459 4548 319 June ‘14 9238 8436 713 December '14 12831 15646 1479 June ' 15 15580 26102 2643 May’ 16 21,731 55,865 5842 Number of Registered Tenderer & Tenders 60000 June ‘12 50000 December ‘ 12 40000 June ‘ 13 30000 December ‘ 13 June ‘14 20000 December '14 10000 June '15 May '16 0 Number of tenderer Number of tenders Value of Tenders (in million US$) 7000 6000 5000 4000 3000 2000 Value of tenders invitations (US$ M) 1000 0 21 Annex 7 e-GP: Key Outstanding Technical Issues & Resolution Time M1 = Major Release; M2 = Minor Release; M3 = Bug Fixing Plan Date for Plan Date for Type of development deployment SL. No. Outstanding Issues Description of Issue Development Status Status Issue by GSS & production by Dohatec CPTU Password Lock and Verification mail: Development Password lock is very easy: One can easily lock Will develop according to Completed and 1 Developed 14/01/2016 June 30 , 2016 the ID of someone else. It may hamper the tender M2 the requirement. Testing is submission or tender opening time going on No option for creation of workflow in the Option to be given so Development 2 Tender Validity extension Module. PE has to M2 that concerned official can Developed 14/01/2016 June 30 , 2016 in progress send file to HOPE directly for approval. get the information Provision of number of evaluation committee Tested and 3 member is 3 in e-GP to be made to a maximum M2 To be done Developed Working fine 31/07/2015 June 30 , 2016 of five (consistent with PPR) Development Provision for time extension of the contract not To be made consistent Completed and 4 M2 Developed 14/01/2016 June 30 , 2016 consistent with PPR with PPR Testing is going on Plan Date for Plan Date for Type of development deployment SL. No. New Issues Description of Issue Development Status Status Issue by GSS & production by Dohatec CPTU After Approval of the TER by the AA, PE does Developed PE should find the Development not find the additional documents uploaded by documents uploaded by Completed and 1 the TEC chairperson with the TER . PE can find 14/01/2016 June 30 , 2016 M2 TEC in the e-GP system Testing is only the TER1, TER2, TER3 & TER4. any time. going on The comments given by Approving APP and other reports Developed Development Authority(AA) doesn’t show the name of the AA should contain Completed and 2 M2 14/01/2016 June 30 , 2016 and “Electronically Signed By Testing is ----” in the Bottom Right going on Developed Impact analysis Allow read only access to Creation of procurement post review dashboard document is auditors for specific January 31, 3 to allow conducting procurement post reviews M2 prepared and July 31, 2016 contract documents 2016 for contracts processed through the e-GP system shared with requiring audit CPTU for 22 approval Plan Date for Plan Date for Type of development deployment SL. No. New Issues Description of Issue Development Status Status Issue by GSS & production by Dohatec CPTU During Training, trainees punch wrong password Needs adjustment in the September September 30, 5 for 3 times, system become lock which is M2 To be developed system. 15, 2016 2016 unlocked by taking help from the CPTU. CMS: In preparing work plan starting time and To be developed ending time of all the items under one group have Needs adjustment in the September September 30, 6 M2 to be same as per current e-GP system. In real system. 15, 2016 2016 contract it never happens. Provision for comparison To be developed No Provision for Comparison of item wise can be provided. To Tenderer’s Quoted Price with item wise official compare with market price September September 30, 7 M2 unit rate (Front Loading cannot be identified for the provision from export 15, 2016 2016 works tender). of priced BOQ will be added in the system Within ToC/TEC formation, only users name To be developed September September 30, 8 M2 appear, Designation not appear 15, 2016 2016 Where the field is not applicable (say in day work), System require to put a figure value within If they don’t have any September September 30, 9 “value” field. Same thing happens when bidders M2 litigation, they can skip. To be developed 15, 2016 2016 fill up the forms, they have to put minimum 1 digit System adjustment required which is contradictory. While Terminating a Contract the system asks for the “Reason for Contract Termination” which has only following options:  Force Majeure Options mentioned in Rule  Tenderer Bankruptcy 42(2)(b) and 42(2)(d)should September September 30, 10 To be developed  Non Payment of Bills be included in “Reason for 15, 2016 2016  Delays Contract Termination  Liquidated damages beyond 10%  Not following STD & Contract Norms  Contractor/Consultant stops the work Options should be given so PPR 2008 Rule 98(25) allows TEC to recommend that TEC can recommend to a tender with reduction in the scope of the reduce the scope of tender September September 30, 11 To be developed works/goods. and PE can reduce the 15, 2016 2016 scope and issue NOA with the reduced value. 23 All approved APP and reports should contain the Approved Reports/APP doesn’t show the name of text “Electronically Signed September September 30, 12 the AA: To be developed By 15, 2016 2016 ---------” in the Bottom Right Only the awarded Bidder can see the NOA. No There may be a ‘Copy to’ copy to option in the NOA. (BCC) Option to be available in the System so September September 30, 13 To be developed that PE can send this 15, 2016 2016 through System to higher concerned officials. After publishing the tender notice, the eligibility The Edit/Modification of tenderers section cannot be edited/modified should be available for all September September 30, 14 with Mozilla Firefox browser. To be developed browsers (CPTU Certified 15, 2016 2016 Browsers The system allows to release tender security system should not allow to before contract signing which is not compliant release tender security September September 30, 15 with Rule 26 (2), PPR 2008. before contract signing To be developed 15, 2016 2016 except of those who are considered non-responsive When a user forgets his/her password or lock Needs adjustment in the September September 30, 16 his/her account or when a user is transferred, To be developed system. 15, 2016 2016 system is taking too much time to generate the password recovery/account unlock/transfer email. Bidders registration form has a Re-Captcha, The issue with Re-Captcha September September 30, 17 which does not work properly. To be developed needs to be solved 15, 2016 2016 In the training server Tender opening time is For the training purpose the reduced manually by taking help from CPTU. compliance of tender September September 30, 18 Every time opening time adjustment is opening time may be To be developed 15, 2016 2016 cumbersome for the training and not feasible for relaxed. The provision need the agencies. to be created There is no provision or search option for finding The provision in advance total value invited tender in e-GP over a period of search option need be time or financial year but no of tender can be created so that value of September September 30, 19 To be developed searched. In addition total value of awarded invited tender and awarded 15, 2016 2016 tender is also required. contract can be pulled from system for any given period Providing information regarding tender System can be designed in publication in the newspaper need to be way that before evaluation September September 30, 20 mandatory. In the current system it can be skipped To be developed PE must enter this 15, 2016 2016 which may produce wrong KPI for particular information. indicator. 24 Using search function when project is assigned to a particular Procuring Entity the “Action Button” September 15, September 21 System need to be adjusted To be developed doesn’t work properly. Moreover The provision 2016 15, 2016 for selecting more than one PE is missing 24 Annex 8 Integrated fiduciary implementation report: 1. Overall: The overall fiduciary performance rating of the project is upgraded to ‘Satisfactory’. The summary of findings and agreed actions during the implementation support review are provided below. 2. Fiduciary capacity: Fiduciary staffing of the project is adequate with the newly recruited financial management consultant came on board from April 27, 2016. 3. Planning and budgeting: Mission noted that a number of changes were made in the procurement plan of PPRP II AF during the appraisal of PPRP II AF2 (e.g. dropping of a number of packages, insertion of new packages, rationalization of estimated costs etc.). However, the Bank did not receive the updated procurement plan from CPTU. It was agreed that CPTU will share with the Bank, the updated procurement plan of PPRP II AF by June 15, 2016. 4. Internal control (including internal audit): Financial records such as cash books and ledgers are updated. Project is maintaining a fixed asset register, however, physical verification of assets are not done on a regular basis (at least once in a year). The internal audit firm submitted an inception report to the project on March 30, 2016. The Bank provided comments on the report highlighting several inconsistencies in the report. The auditor agreed to submit the revised inception report by June 10, 2016. 5. Oversight and accountability actions/ arrangements: The external audit of the project has been completed for the year ended June 30, 2015 and the auditor expressed an “unqualified opinion”, meaning the financial statement provides a ‘true and fair view” of the financial state of the project. The a uditor reported 3 audit observations in the “Management Letter” attached to the auditor’s report for FY15 of which the Bank found one observation as material which is not yet responded by the project. There are also 3 pending audit observations from previous year’s audit. The mission strongly recommends to resolve all pending audit observations by June 30, 2016. 6. Fund flow, accounting and financial reporting:  Funds Flow: An amount of US$ 19.10 million has been disbursed to the project as of June 02, 2016. Further, an amount of BDT 206.5 million was advanced to the four target agencies from CONTASA account with the view to adjust from DLI proceeds.  Accounting and Financial Reporting: Quarterly IUFRs were submitted timely and found acceptable to the Bank. CPTU recently procured and installed accounting software that helped in completing its accounting data backlog updating up to March 31, 2016. Three target agencies (LGED, BREB, and BWDB) have submitted their financial reports on DLI eligible expenses up to December 31, 2015 on full attainment of target and RHD has submitted its financial report of DLI expenses on partial attainment up to December 31, 2015. 7. Bidding process and award: CPTU has recently signed the contract of the new data center and mirror data center (contract package G-53) with a contract price of US$ 8.7 million. Procurement process to recruit consultants for developing strategic framework for regulatory authority of public procurement and self-sustainable e-GP operations [contract package S-91(AF2)] and need assessment of e-GP roll-out and capacity development and its utilization [contract package S-90(AF2)] are ongoing. It was agreed that both of these contracts will be signed by July 31, 2016. 26 Annex 9 Status of Key STD and RFP Code STD Name Current Update and Version Finalization needed PG4 Preliminary working draft: Standard Tender Document Sep 2009 Yes (International) for Procurement of Goods (for any value above BDT 25 lakh) PW4 Preliminary Working draft: Standard Tender Document (STD) for Apr 2009 Yes National Procurement of Works (National with Prequalification) PQW4 Preliminary Working draft: Standard Pre-qualification Document Apr 2009 Yes (National) for Procurement of Works PW5 Preliminary Working draft: Standard Tender Document for Sep 2009 Yes Procurement of Works (International) PQW5 Preliminary Working draft: Standard Pre-qualification Document Jan 2010 Yes (International) for Procurement of Works PS7 Preliminary Working draft: Standard Request For Proposal Feb 2013 Yes (National) For Selection of Consulting Firm PS8 Preliminary Working draft: Standard Request For Proposal Feb 2013 Yes (National) For Selection of Consulting Firm EVG Evaluation Document for Goods New Yes EVW Evaluation Document for Works New Yes 26 Annex 10 PPRP II AF: Key Project Implementation Task Actions/ Activities By Whom By When Status Component 1: Furthering Policy Reform and Institutionalizing Capacity Development 1. Update and publish remaining key SBDs final version (PG4, CPTU August 31, 2016 PW4, PW5, PQW4, PQW5, PS7, PS8, EVG, and EVW) 2. Share with the Bank a consolidated list of three-week FINEUROP June 30, 2016 trainees by entities covering both PPRPII and PPRPII AF (both 20 additional agencies and 4 target agencies) 3. Deliver remaining short courses as per the revised schedule FINEUROP December 31, 2016 (Annex-3) 4. Publish in CTU’s website the complete list of three-week CPTU July 31, 2016 trainees under PPRP, PPRPII, and PPRPIIAF 5. Amend CIPS contract to complete level 6 of cohort 7 and CPTU August 31, 2016 top-up Masters 6. Nominate 10 remaining candidates of TOTs to ITC-ILO to CPTU June 25, 2016 complete their exposure training by November 2016 7. Sign MOU to become a participatory institute in the World ESCB June 30, 2016 Bank’s MOOC Program Component 2: Strengthening Proc. Management at Sectoral Level & CPTU/IMED 8. Submit to the CPTU and Bank revised/ updated expenditure RHD/ LGED/ BWDB/ June 30, 2016 plan for DLI part for the remaining period BREB 9. Equip remaining zonal/ major district offices with e-GP lab RHD/ LGED/ BWDB/ September 30, 2016 BREB 10. Use the services of the consulting firm that has been LGED/ BWDB/ BREB July 31, 2016 selected by RHD to support other agencies for implementing winning bidders’ credentials and database 11. Hire four individual IT consultants (e-GP application CPTU July 10, 2016 administrator, database administrator, system administrator, call center manager) 28 Actions/ Activities By Whom By When Status 12. Arrange in CPTU’s website publication of consolidated CPTU/ GSS-Infotech August 31, 2016 reports on: (i) contract award, and (ii) performance monitoring 13. Hire international firm for preparing a detailed strategy CPTU July 31, 2016 document/ business plan for e-GP system and CPTU restructuring 14. Submit bidding documents and time-bound plan for CPTU June 30, 2016 expansion of CPTU office (3rd floor) Component 3: Introducing Electronic Government procurement (e-GP): 15. Disseminate post qualification database module with the CPTU June 25, 2016 target agencies that CPTU developed 16. Make helpdesk fully functional on 24X7 basis with 4 CPTU July 7, 2016 additional resources 17. Host in e-GP website a video tutorial module prepared in GSS Infotech// Dohatech. July 15, 2016 flash 18. Provide the Bank “resolved status report” in compliance CPTU July 10, 2016 with third party IT audit recommendations 19. House interim datacenter in BCC by resolving internal CPTU July 31, 2016 optical fiber connectivity between BCC and CPTU 20. Start installation and commissioning of the new data center CPTU/ Thakral-Shark September 30, 2016 at the expected site BCC after completing and fulfilling all procedural requirements. CPTU signs MOU with BCC. July 15, 2016 21. Withdrawing the current ceiling of Tk. 500 million for IMED/CPTU August 31, 2016 processing tenders in e-GP 22. Finalize contract management module taking into account GSS-Infotech August 15, 2016 the accounts/ disbursement functionalities of target agencies 22. Complete piloting of at least one contract in e-contract RHD/ LGED/ BWDB/ August 31, 2016 management modules (RHD: Gopalganj, Natore, Bogra, BREB Comilla, Khulna; LGED: Mymenshing, Netrokona, Gazipur, Narayanganj; BWDB: Dhaka, Chittagong, Bogra, Pabna; BREB: Dhaka, Chittagong) 23. Arrange workshop with leading commercial banks higher CPTU/ BCCP July 31, 2016 management to demonstrate potential of e-GP related business for the banks (with BCCP’s support) 29 Actions/ Activities By Whom By When Status 24. Initiate process of orderly transition of the e-GP system to GSS-Infotech/ Dohatech July 31, 2016 CPTU. 25. Submit proposal to CPTU for additional resources GSS-Infotech/ Dohatech Proposal: By June 15, requirements to fix the technical issues mainly came from the 2016 and fix issues as target agencies (Annex 7) and start fixing them as soon as per timeline in Annex-7 possible to resolve all of them by September 30, 2016 Component 4: Communication, Behavioral Change, & Social Accountability 25. Make onboard consultants for CPTU websites update CPTU July 15, 2016 26. Facilitate/ Install second digital billboards CPTU/ BCCP June 30, 2016 27. Arrange three orientation workshops for banks BCCP October 31, 2016 28. Arrange second round of quick satisfaction survey BCCP July 31, 2016 29. Include advance search filters for mobile Apps BCCP June 30, 2016 30. Complete digital archiving by proper indexing of all CPTU/ BCCP August 31, 2016 documents/ photos/ videos/ news clips 31. Develop Info-graphics about proc reforms and start sms BCCP June 30, 2016 blast/ email marketing 32. Conduct remaining 11 e-GP awareness and 22 Kroi BCCP October 31, 2016 Songlap workshops 33. Hold three PPSC Meetings by December 2016 and other BIGD 3: by Dec. 30, 2016 two by April 30, 2017 (subject to credit extension). Other 2: by April 30, 2016 34. Complete policy notes/ newsletters/ case studies for citizen BIGD Policy notes: June/ Aug/ engagement as part of third party monitoring Nov., 2016 Newsletters: June/ Oct., 2016 Case studies: June/ Aug/ Sept., 2016 35. Arrange forth division-level workshop for citizen BIGD July 31, 2016 engagement 36.Hold national workshop/ seminar for citizen engagement BIGD November 30, 2016 Other Project Implementation aspects 30 Actions/ Activities By Whom By When Status 37. Create procurement post review dashboard GSS Infotech July 31, 2016 38. Share with Bank GOB letter for future supports CPTU June 25, 2016 39. Submit update procurement plan (SEPA) to IDA CPTU June 15, 2016 40. Resolve all pending audit observations CPTU June 30, 2016 41. Make consultants onboard for need assessment of e-GP roll CPTU July 31, 2016 out and capacity development 42. Share with the Bank all progress reports/ deliverables since CPTU/ FINEUROP/ August 31, 2016 inception of PPRPII in 2007 GSS-Infotech/ Dohatech./ BCCP, SRGB ITC-ILO, CIPS, etc. 29 Annex 11 List of Key Persons Met Implementation Monitoring and Evaluation Division/ CPTU : Mr. Farid Uddin Ahmed Chowdhury, Secretary, IMED Mr. Md. Faruque Hossain, Director General (Joint Secretary), CPTU Ms. Parveen Akhter, Director Mr. Wahid-un-Nabi Sarker, Director Mr. Aziz Taher Khan, Director Mr. Md. Mosharraf Hussein, System Analyst Mr. Nasimur Sharif, Deputy Director Mr. AKM Fazlul Karim, Proc. Reform Advisor Mr. Ashfaqul Islam, e-GP Advisor (Sr. e-GP Management Consultant) Mr. Shafiul Alam, Communication Consultant Mr. Ahsanul Haq, DLI Consultant Mr. Mohammed Salim, Financial Management Consultant Mr. Taherul Islam, Junior FM Consultant Divisions, Target Agencies, PMCs & TWG Members of Sectoral Entities: Mr. Shyama Prosad Adhikari, Chief Engineer, LGED Major General Moinuddin, Chairman, BREB Mr. Abul Kashem Bhuiyan Additional Chief Engineer, RHD Mr. Mahfuzur Rahman, Additional Director General (Planning), BWDB Mr. Mizanur Rahman, Chief Engineer, BREB Mr. Muhammed Mahboob-ul-Kabir, Director (Contract & Procurement Cell), PMC, BWDB Mr. Md. Nurul Islam Bhuiyan, Member, BREB Mr. Md. Anwar Hossain, Additional Chief Engineer & PMC, LGED Mr. Abdullahil Baki Md. Ruhunnabi, Programmer, TWG Member, BWDB Mr. Md. Ahsan habib, XEN & TWG Member, RHD Ms. Kazi Sayeda Momtaz, Sr. System Analyst & TWG Member, RHD Mr. Md. Shabbir Hasan Khan, XEN & Core Member, e-GP/PROMIS Cell, RHD Development Partners/ Universities/ Consultants/ Private Sectors/ NGOs: Professor Abdul Hannan, Rector, ESCB Mr. William P Heavin, Team Leader, FINEUROP Mr. AKM Shamsuddoha, President, Dohatech New Media Ltd. Dr. Mirza M Hassan, Adjunct Fellow, BRACU-BIGD Mr. Shah Rukh, Corporate Manager, BRACU-BIGD Dr. Md. Shanawez Hossain, Research Fellow, BRACU-BIGD Ms. Tanzina Mizan, Training Officer, BRACU-BIGD Ms. Yasmin Khan, Program Director, BCCP