Procurement Plan Project: Sustainable Agricultural Intensification & Food Security Project (SAIP): P 164520. Project Implementation agency: SPIU-RAB Date of General Procurement Notice : {TBD } Date of the Procurement Plan: TBA Period covered by this Procurement Plan: From ___to ___ (For the first 18 months). 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. All Consultancy Services shall be procured following Procurement Regulations and Bank’s SPDs. When the Borrower uses its own national open competitive procurement arrangements as set forth in the Public Procurement Law of Rwanda, such arrangements shall be subject to paragraph 5.4 of the Procurement Regulations and the following conditions: In accordance with paragraph 5.3 of the Procurement Regulations, 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. The form of the Letter of Acceptance is attached in Appendix 1. Leased Assets as specified under paragraph 5.10 of the Procurement Regulations: Leasing may be used for those contracts identified in the Procurement Plan tables: Not Applicable. Procurement of Second Hand Goods as specified under paragraph 5.11 of the Procurement Regulations – is allowed for those contracts identified in the Procurement Plan tables: Not Applicable. Domestic preference as specified under paragraph 5.51 of the Procurement Regulations (Goods and Works): Applicable Hands-on Expanded Implementation Support (HEIS) as specified under paragraphs 3.10 and 3.11 of the Procurement Regulations: Not Applicable. Other Relevant Procurement Information: (a). Prior Procurement Arrangements: The Procurement Arrangements as indicated in the below table and within the thresholds indicated in the below tables will be used. The thresholds for the Bank’s prior review requirements are also provided in the table below: (The table below depicts the Thresholds and Procurement Methods to be used under the Sustainable Agricultural Intensification & Food Security Project (SAIP)): Thresholds*, Procurement Methods, and Prior Review Goods, Works, and Non-Consulting Services Method of Procurement Thresholds for Method (US$ equivalent) Open International (Goods) Equal to or more than 4 million Open National ( Goods) < $4 million and > $ 25,000 RFQ (Goods) Less than $ 25,000 Open International (Works) Equal to or more than 15 million Open National (Works) - Less than 15 million RFQ (works) Less than $ 25,000 Open International (Non- Equal to or More than 4 million consulting Services) Open National (Non-consulting Less than 4 million Services) Direct Contracting All contracts less than $ 100,000 Framework Agreements All procurement that meet the requirements as per Para 6.57 to 6.59 of Procurement Regulations., and with prior agreement in PP with the Bank. Method of Procurement Thresholds for Method (US$ equivalent) First FA and All other FAs above USD 4 million are subject to prior review by Bank It is not expected that there will need for prequalification in the procurement arrangements under Sustainable Agricultural Intensification & Food Security Project (SAIP). Selection of Consultants Selection methods of procurement of Consultants' Services (Firms): The Approved Selection Methods as reflected in the Section VII of the procurement regulations Method of Procurement Thresholds for Methods Quality and Cost Based As per requirements of para 7.3 of the Selection (QCBS) Regulations Quality Based Selection (QBS) As per requirements of para 7.8 to 7.10 of the Regulations Selection based on a Fixed As per requirements of para 7.4 and 7.5 of Budget (FBS) the Regulations Selection Based on Least Cost As per requirements of para 7.6 and 7.7 of Basis (LCS) the Regulations Selection based on As per requirements of para 7.11 and 7.12 Consultant’s Qualification of the Regulations (CQ) Direct Must meet the requirements of Para 7.13 to 7.15 of the Regulations, and with prior agreement in PP with the Bank. The short list may consist of all National consultants in case the estimated cost is less than USD 300,000 per contract. Procurement methods for Selection of Individual Consultants (IC): The Approved Selection Methods as reflected in the Section VII of the procurement regulations. Method of Procurement Thresholds for Methods Open Competitive Selection As per requirements of para 7.36 and 7.37 of the Regulations Limited Competitive As per requirements of para 7.38 of the Selection Regulations Direct Must meet the requirements of Para 7.39 of the Regulations, and with prior agreement in PP with the Bank *Shall meet the requirements as stated in Regulations Prior Review Thresholds: The details of the Procurement review / oversight are defined in the Annex II of the Regulations for borrowers. The following would be subject to Prior review of the Bank regardless of the Method of selection (Project Procurement Risk Rating is “Moderate”): (a) Goods: First procurement under the project irrespective of value and all procurements estimated to cost more than USD 4 million; (b) Works: First procurement under the project irrespective of value and all procurements estimated to cost more than USD 15 million; (c) Consulting Services: First procurement under the project irrespective of value and all procurements estimated to cost more than USD 2 million; and The prior review thresholds will be reviewed during the implementation of the project and modified based on the risk assessment. 1. For contracts subject to prior review, the Borrower shall seek the Bank’s no objection before agreeing to: a. an extension of the stipulated time for execution of a contract that has an impact on the planned completion of the project; b. any material modification of the scope of the Works, Goods, Non-consulting services or Consulting Services, or other significant changes to the terms and conditions of the contract; c. any variation order or contract amendment (except in cases of extreme urgency), including due to extension of time, that singly or combined with all previous variation orders or amendments, increases the original contract amount by more than 15% (fifteen percent); or d. the proposed termination of the contract. The Borrower / IA shall provide a copy of all amendments to the contract to the Bank for its records. 2. Prequalification: Not Applicable Domestic Preference: the provision of domestic preference shall be applied in the evaluation of bids in accordance with Annex VI of the Regulations. 3. Reference to Standard Procurement Documents Bank’s Standard RFB Works & Goods and RFP Consulting Services dated January 2017 will be used as a base and incorporating suitable modifications and the same would be agreed with the Bank subject to international competition. Reference to (if any) Project Operational/Procurement Manual: Yes Any Other Special Procurement Arrangements: N/A Procurement Packages/Plan with Procurement Arrangements and Time Schedule: as per the Table below: Table 4.2: Procurement Packages with Methods and Time Schedule Revie Expecte Expecte w by d Procure d Bank Bid/Pro Cost ment/ Contrac Ref Contract (Prior posal Estimat Selectio t No Description /Post Submiss e (US$) n Complet ) ion Method ion Deadlin Date e I WORKS Construction of 5 drying Decemb Novemb 1.1 200,000 NCB Post shelters/Ground (FY er 2019 er 2020 2019-2020) Construction of 2 March Decemb 1.2 storage (FY 2019- 300,000 NCB Post 2019 er 2019 2020) Construction of 5 March Decemb 1.3 storage (FY 2020- 750,000 NCB Post 2020 er 2021 2021) Construction of 2 collection/market NCB January Novemb 1.4 centres 120,000 Post 2019 er 2019 (horticulture) (FY 2019-2020) Construction of 4 collection/market NCB January Novemb 1.5 centres 240,000 Post 2020 er 2021 (horticulture) (FY 2020-2021) Rehabilitation of existing of post NCB January Novemb 1.6 300,000 Post harvest 2019 er 2020 infrastructures Rehabilitation of existing of post NCB January Novemb 1.7 380,000 Post harvest 2020 er 2021 infrastructures Rehabilitation and January April 1.7 330,000 Post improvements to NCB 2019 2020 Revie Expecte Expecte w by d Procure d Bank Bid/Pro Cost ment/ Contrac Ref Contract (Prior posal Estimat Selectio t No Description /Post Submiss e (US$) n Complet ) ion Method ion Deadlin Date e existing irrigation schemes Expansion of NCB April June 1.8 existing irrigation 820,000 Post 2019 2020 schemes Construction of medium-scale 2,400,00 NCB April October 1.9 Post irrigation scheme 0 2019 2020 development 5,840,0 S/Total 1 00 II GOODS Fittings and tools for maintenance of January 2.1 85,000 NCB Post July 2019 existing irrigation 2019 schemes Supply of irrigation equipment for February Novembe 2.2 operation of 304,000 NCB Post 2019 r 2016 existing irrigation schemes Small-scale 1,462,50 January 2.3 irrigation NCB Post July 2019 0 2019 equipment supply Purchase of post harvest equipment May Decembe 2.4 220,500 NCB Post for SAIP Project (FY 2019 r 2019 2019-2020) Provision of relevant technology October April 2.5 120,000 NCB Post and equipment for 2018 2019 agro-processing Ago-processing October April 2.6 22,500 NCB Post facilities 2018 2019 O&M of existing and June May 2.7 new postharvest 400,000 NCB Post 2019 2020 facilities Revie Expecte Expecte w by d Procure d Bank Bid/Pro Cost ment/ Contrac Ref Contract (Prior posal Estimat Selectio t No Description /Post Submiss e (US$) n Complet ) ion Method ion Deadlin Date e Purchase of IT October February 2.8 Equipment and 33,000 NCB Post 2018 2019 spare parts Maintenance of IT October February 2.9 5,000 NCB Post Equipment 2018 2019 Web and mail Single October February 2.10 2,000 Post hosting Source 2018 2019 Office supplies & October Novembe 2.11 25,000 NCB Post Stationery. 2018 r 2019 Acquisition of insurance services Septemb October 2.12 1,000 RFQ Post for project assets er 2018 2019 and engraving Septemb October 2.13 Engraving service 1,250 Shopping Post er 2018 2019 Novembe April 2.14 Staff refreshment NCB Post 18,000 r 2018 2019 Purchase Fuel for Vehicles, Septemb Novembe 2.15 NCB Post Motorcycles and 25,000 er 2018 r 2019 Generators Purchase lubricants for Vehicles, Novembe April 2.16 NCB Post Motorcycles and 5,000 r 2018 2019 Generators Tyres for Vehicles Decembe May 2.17 NCB Post and Motorcycles 15,000 r 2018 2019 Maintenance of October January 2.18 vehicles and 10,000 NCB Post 2018 2020 motorcycles Acquisition of insurance for April May 2.19 15,000 RFQ Post Vehicles and 2019 2020 Motorcycles Hiring a car at SPIU Septemb Decembe 2.20 31,000 NCB Post head Office er 2018 r 2019 Revie Expecte Expecte w by d Procure d Bank Bid/Pro Cost ment/ Contrac Ref Contract (Prior posal Estimat Selectio t No Description /Post Submiss e (US$) n Complet ) ion Method ion Deadlin Date e Cleaning & Security Septemb Decembe 2.21 7,962 NCB Post services er 2018 r 2019 Maintenance and reparation services of vehicles and Decembe May 2.21 10,000 NCB Post motorcycles r 2018 2020 (framework contract) Procurement of sports services for October January 2.22 LWH staff 10,000 NCB Post 2018 2020 (framework contract) Purchase of training Decembe May 2.23 50,000 NCB Post facilities r 2018 2019 Provision of printing Septemb Decembe 2.24 services for SAIP 150,000 NCB Post er 2018 r 2019 Project Accounting and Single Novembe Decembe 2.25 Management 4,000 Post Source r 2018 r 2019 software Hiring hotel services for conferences, trainings and October January 2.26 200,000 NCB Post workshops at head 2018 2020 office and in sites (fr2amework contract). 3,232,7 S/Total 2 12 III Selection of Consultants Description of Estimat Selectio Revie Expecte Expecte Assignment ed n w by d Ref d Cost Method the Contrac No Proposa USD Worl t l Complet Revie Expecte Expecte w by d Procure d Bank Bid/Pro Cost ment/ Contrac Ref Contract (Prior posal Estimat Selectio t No Description /Post Submiss e (US$) n Complet ) ion Method ion Deadlin Date e d Submiss ion Bank ion Date Hiring consultant Novembe 3.1 firm for conducting 50,000 QCBS Post July 2019 r 2018 baseline studies Hiring individual consultant for Technical Assistance to Septemb April 3.2 18,000 INDIV Post support PFIs to er 2018 2020 uptake agricultural financial products developed Hiring individual consultant for Technical Assistance to February 3.3 12,000 INDIV Post July 2020 support PFIs to 2018 uptake agricultural insurance by cooperatives Supervision for construction of 5 October Decemb 3.4 drying 20,000 QCBS Post 2019 er 2020 shelters/Ground (FY 2019-2020) Supervision construction of 2 collection/market Novembe January 3.5 12,000 QCBS Post centres r 2019 2020 (horticulture) (FY 2019-2020) Supervision of construction of 2 January January 3.6 30,000 QCBS Post storage (FY 2019- 2019 2020 2020) Supervision of January January 3.7 75,000 QCBS Post construction of 2 2020 2021 Revie Expecte Expecte w by d Procure d Bank Bid/Pro Cost ment/ Contrac Ref Contract (Prior posal Estimat Selectio t No Description /Post Submiss e (US$) n Complet ) ion Method ion Deadlin Date e storage (FY 2020- 2021) Supervision of rehabilitation and October April 3.8 improvements to 33,000 QCBS Post 2018 2020 existing irrigation schemes Supervision of expansion of January June 3.9 82,000 QCBS Post existing irrigation 2019 2020 schemes Supervision of medium-scale January October 3.10 240,000 QCBS Post irrigation scheme 2019 2020 development S/Total 3 572,000 Grand Total (Sub-total 9,644,7 1+2+3) 12 Note.QCBS: Quality and Cost Based Selection CQS: Selection Based on Consultants Qualification; QBS: Quality based Selection, LCS: Least Cost selection and INDIV: Individual Consultant *Exchange rate used is 850 Frw per 1USD PROCUREMENT Rwanda : Sustainable Agricultural Intensification and Food Security Project PLAN General Information Country: Rwanda Bank’s Approval Date of the Original Procurement Plan: 2019-03-06 2019-03-06 Revised Plan Date(s): (comma delineated, leave blank if none) Project ID: P164520 GPN Date: 2019-01-29 Project Name: Sustainable Agricultural Intensification and Food Security Project Loan / Credit No: TF / A8221 Executing Agency(ies): Rwanda Agriculture and Animal Resources Development Board WORKS Bid Evaluation Activity Reference No. / Draft Bidding Loan / Credit Market Procurement Prequalification 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) (US$) Status Documents Evaluation Report Notice / Invitation as Issued Opening / Minutes Recommendation for Justification Award Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual RW-RAB-97830-CW-RFB / Pending Single Stage - One Office Rehabilitation and TF / A8221 Post Request for Bids Open - National 0.00 Implementati 2019-05-13 2019-05-18 2019-06-17 2019-07-08 2019-08-06 2019-11-04 Envelope maintenance on GOODS Bid Evaluation Activity Reference No. / Draft Bidding Loan / Credit Market Procurement Prequalification Actual Amount Process Draft Pre-qualification Prequalification Specific Procurement Bidding Documents Proposal Submission / Report and Description Component Review Type Method Document / Signed Contract Contract Completion No. Approach Process (Y/N) (US$) 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 RW-RAB-97482-GO-RFB / Pending Single Stage - One Office supplies & Stationery TF / A8221 Post Request for Bids Open - National 0.00 Implementati 2019-03-04 2019-03-09 2019-04-08 2019-04-29 2019-05-28 2019-07-27 Envelope for SAIP Project on Pending RW-RAB-97773-GO-RFB / Single Stage - One TF / A8221 Post Request for Bids Open - National 0.00 Implementati 2019-03-20 2019-03-25 2019-04-24 2019-05-15 2019-06-13 2020-06-12 Staff refreshment Envelope on RW-RAB-97776-GO-RFQ / Pending Request for Single Stage - One Purchase lubricants for TF / A8221 Post Limited 0.00 Implementati 2019-05-01 2019-06-13 2019-07-13 Quotations Envelope Motorcycles on RW-RAB-97778-GO-RFB / Pending Single Stage - One Tyres for Vehicles and TF / A8221 Post Request for Bids Open - National 0.00 Implementati 2019-03-06 2019-03-11 2019-04-10 2019-05-01 2019-05-30 2019-07-29 Envelope Motorcycles on RW-RAB-97790-GO-RFB / Pending Single Stage - One Purchase inputs, signs and TF / A8221 Post Request for Bids Open - National 0.00 Implementati 2019-03-18 2019-03-23 2019-04-22 2019-05-13 2019-06-11 2019-12-08 Envelope labour for FFS/demos plots on RW-RAB-97803-GO-RFQ / Pending Request for Single Stage - One Provision of facilities for TF / A8221 Post Limited 0.00 Implementati 2019-05-31 2019-07-05 2019-08-04 Quotations Envelope National Agriculture show on RW-RAB-97807-GO-RFQ / Pending Request for Single Stage - One Purchase of TV screen and TF / A8221 Post Limited 0.00 Implementati 2019-03-16 2019-04-28 2019-06-27 Quotations Envelope Projector on RW-RAB-97811-GO-RFQ / Pending Request for Single Stage - One Supply of water cans and TF / A8221 Post Limited 0.00 Implementati 2019-03-16 2019-04-28 2019-05-28 Quotations Envelope nails for nurseries on RW-RAB-97828-GO-RFB / Pending Single Stage - One Supply of plastic tubing for TF / A8221 Post Request for Bids Open - National 0.00 Implementati 2019-03-12 2019-03-17 2019-04-16 2019-05-07 2019-06-05 2019-08-04 Envelope nurseries on Page 1 RW-RAB-103016-GO-RFB / Pending Single Stage - One Supply of fuel for vehicles, TF / A8221 Post Request for Bids Open - National 0.00 Implementati 2019-03-11 2019-03-16 2019-04-15 2019-05-06 2019-06-10 2020-06-09 Envelope motorcycles and generator on RW-RAB-103022-GO-RFQ / Hiring hotel services for provision of meeting facilities Pending Request for Single Stage - One for Cooperatives with TF / A8221 Post Limited 0.00 Implementati 2019-04-08 2019-05-04 2019-06-03 Quotations Envelope potential local buyers for on Irish potatoes Establishment of platform RW-RAB-103024-GO-RFQ / Hiring hotel services for provision of meeting facilities for Cooperatives with Pending Request for Single Stage - One potential Validation TF / A8221 Post Limited 0.00 Implementati 2019-03-19 2019-04-18 2019-05-18 Quotations Envelope workshop of the SWOT on Analysis report and development of a plan for the way forward RW-RAB-103025-GO-RFQ / Pending Request for Single Stage - One Hiring hotel services for TF / A8221 Post Limited 0.00 Implementati 2019-03-09 2019-04-07 2019-05-07 Quotations Envelope Launching SAIP Project on RW-RAB-103029-GO-RFQ / Pending Request for Single Stage - One Supply of Pesticides for TF / A8221 Post Limited 0.00 Implementati 2019-03-24 2019-04-26 2019-05-26 Quotations Envelope nurseries on RW-RAB-103031-GO-RFB / Pending Single Stage - One Supply of shanding net for TF / A8221 Post Request for Bids Open - National 0.00 Implementati 2019-03-11 2019-03-16 2019-04-15 2019-05-06 2019-06-10 2019-09-08 Envelope nurseries on NON CONSULTING SERVICES Bid Evaluation Activity Reference No. / Draft Bidding Loan / Credit Market Procurement Prequalification 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) (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 RW-RAB-97485-NC-RFQ / Pending Request for Single Stage - One Acquisition of insurance TF / A8221 Post Limited 0.00 Implementati 2019-05-11 2019-06-15 2020-06-14 Quotations Envelope services for project assets on RW-RAB-97781-NC-RFQ / Pending Request for Single Stage - One Acquisition of insurance for TF / A8221 Post Limited 0.00 Implementati 2019-03-11 2019-04-23 2020-04-22 Quotations Envelope Vehicles and Motorcycles on RW-RAB-97784-NC-RFB / Maintenance and reparation Pending Single Stage - One services of vehicles and TF / A8221 Post Request for Bids Open - National 0.00 Implementati 2019-03-04 2019-03-09 2019-04-08 2019-04-22 2019-05-20 2020-05-19 Envelope motorcycles (framework on contract) RW-RAB-97788-NC-RFB / Pending Procurement of sports Single Stage - One TF / A8221 Post Request for Bids Open - National 0.00 Implementati 2019-03-19 2019-03-24 2019-04-23 2019-05-14 2019-06-12 2020-06-11 services for SPIU staff Envelope on (framework contract) Pending RW-RAB-97794-NC-RFB / Single Stage - One TF / A8221 Post Request for Bids Open - National 0.00 Implementati 2019-03-11 2019-03-16 2019-04-15 2019-05-06 2019-06-04 2020-06-03 Provision of printing services Envelope on Page 2 RW-RAB-97800-NC-RFB / Hiring hotel services for Pending conferences, trainings and Single Stage - One TF / A8221 Post Request for Bids Open - National 0.00 Implementati 2019-03-07 2019-03-12 2019-04-11 2019-05-02 2019-05-31 2020-05-30 workshops at head office Envelope on and in different Districts (framework contract). RW-RAB-97804-NC-RFB / Pending Hiring a film for production Single Stage - One TF / A8221 Post Request for Bids Open - National 0.00 Implementati 2019-03-19 2019-03-24 2019-04-23 2019-05-14 2019-06-12 2020-06-11 of information dissemination Envelope on materials Pending RW-RAB-102955-NC-RFQ / Request for Single Stage - One TF / A8221 Post Limited 0.00 Implementati 2019-03-25 2019-04-25 2019-05-10 valuation of old motorcycles Quotations Envelope on CONSULTING FIRMS Activity Reference No. / Combined Evaluation Loan / Credit Market Contract Type Actual Amount 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 (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 RW-RAB-97832-CS-QCBS / Hiring a firm that will Quality And Cost- Pending conduct a Value chain TF / A8221 Post Open - National 0.00 2019-02-19 2019-03-05 2019-04-09 2019-05-09 2019-05-30 2019-07-04 2019-08-03 2019-12-01 Based Selection Implementation analysis (including market analysis) RW-RAB-103036-CS-QCBS / Hiring a firm that will Quality And Cost- Pending conduct base line survey TF / A8221 Post Open - National 0.00 2019-03-11 2019-03-26 2019-04-16 2019-05-16 2019-05-30 2019-06-27 2019-07-25 2019-09-23 Based Selection Implementation data collection for selected sites INDIVIDUAL CONSULTANTS Page 3