18 MONTHS PROCUREMENT PLAN-SSRLP PROJECT Project information: Malawi Social Support for Resilient Livelihood Project - P169198 Project Implementation Agency: National Local Government Finance Committee, Malawi Date of the Procurement Plan: September 2019 Period covered by this Procurement Plan: June 2019 to January 2021 Preamble In accordance with paragraph 5.9 of the “World Bank Procurement Regulations for IPF Borrowers” (July 2016) (“Procurement Regulations”) the Bank’s Systematic Tracking and Exchanges in Procurement (STEP) system will be used to prepare, clear and update Procurement Plans and conduct all procurement transactions for the Project. This textual part along with the Procurement Plan tables in STEP constitute the Procurement Plan for the Project. The following conditions apply to all procurement activities in the Procurement Plan. The other elements of the Procurement Plan as required under paragraph 4.4 of the Procurement Regulations are set forth in STEP. The Bank’s Standard Procurement Documents: shall be used for all contracts subject to international competitive procurement and those contracts as specified in the Procurement Plan tables in STEP. National Procurement Arrangements: In accordance with paragraph 5.3 of the Procurement Regulations, when approaching the national market (as specified in the Procurement Plan tables in STEP), the country’s own procurement procedures may be used. When the Borrower uses its own national open competitive procurement arrangements as set forth in the Public Procurement and Disposal of Public Assets Act, 2017 of the Republic of Malawi, such arrangements shall be subject to paragraph 5.4 of the Procurement Regulations. 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. 1 Domestic preference as specified under paragraph 5.51 of the Procurement Regulations (Goods and Works). Goods: Not Applicable for those contracts identified in the Procurement Plan tables; Works: Not Applicable for those contracts identified in the Procurement Plan tables. 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: Table: Thresholds*, Procurement Arrangements, and Prior Review (The table below depicts the Thresholds and Procurement Methods to be used under the REDISSE II project): Thresholds*, Procurement Methods, and Prior Review for Substantial Risk Thresholds for Expenditure Contracts Subject to No Procurement Approaches Procurement Method Category Prior Review / [eq. US$] and Methods* [eq. USD] All contracts at or above USD10,000,000 Open Competition are subject to international advertising and C ≥ 7,000,000 International Market Approach the use of the Bank’s SPDs (or other and Direct Contracting documents agreed with the Bank). 1 Works Open Competition National 200,000 < C < 7,000,000 Market Approach None C ≤ 200,000 RfQ None All contracts at or above USD2,000,000 Open Competition are subject to international advertising and C ≥ 1,000,000 International Market Approach the use of the Bank’s SPDs (or other Goods, IT and and Direct Contracting documents agreed with the Bank). 2 non-consulting services Open Competition National 100,000 < C < 1,000,000 Market Approach None C ≤ 100,000 RfQ None All contracts at or above USD1,000,000 for are subject to international advertising and C < 200,000 National Consulting Services the use of the Bank’s SPDs (or other shortlist for documents agreed with the Bank). 3 selection of All contracts at or above USD1,000,000 consultant firms for are subject to international advertising and C ≤ 300,000 Engineering and Construction the use of the Bank’s SPDs (or other Supervision documents agreed with the Bank). Selection of All values ≥ 300,000 4 Individual All Approaches consultants 2 Thresholds for Expenditure Contracts Subject to No Procurement Approaches Procurement Method Category Prior Review / [eq. US$] and Methods* [eq. USD] Training, Based on approved Annual Workshops, This line activity is not subject to 5 All Values Work Plan & Budgets (AWPB) Study Tours procurement Review. by TTL *These thresholds are for the purposes of the initial procurement plan for the first 18 months. The thresholds will be revised periodically based on re-assessment of risks. All contracts not subject to prior review will be post-reviewed. Other Special Procurement Arrangements: When approaching the national market, as agreed in the Procurement Plan, the Open National Bidding procedure of Public Procurement and Asset Disposal Act 2017 and Regulations (Applicable Version) may be used. The specific Requirements for national open competitive procurement include the following: a. open advertising of the procurement opportunity at the national level; b. the procurement is open to eligible firms from any country; c. 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; d. contracts with an appropriate allocation of responsibilities, risks, and liabilities; e. publication of contract award information; f. rights for the Bank to review procurement documentation and activities; g. an effective complaints mechanism; and h. maintenance of records of the Procurement Process. Other national procurement arrangements (other than national open competitive procurement), that may be applied (such as limited/restricted competitive bidding, request for quotations/shopping, direct contracting), shall be consistent with the Bank’s Core Procurement Principles and ensure that the Bank’s Anti-Corruption Guidelines and Sanctions Framework and contractual remedies set out in its Legal Agreement apply Prequalification. Not expected for the works/goods packages in the procurement plan. Proposed Procedures for CDD Components: Applicable for activities under component 1 on Improving Social and Economic Inclusion, especially those for Enhanced Public Works and Livelihood Programs. Reference to (if any) Project Operational/Procurement Manual: The National Local Government Finance Committee team will prepare Procurement manuals. The Procurement Plan will also form part of the Project Implementation Manual. Any Other Special Procurement Arrangements: None Procurement Packages/Plan with Procurement Arrangements and Time Schedule: as per the table below: b) PROCUREMENT PLAN Works 1 2 3 4 5 6 7 8 9 Ref. Contract Estimated Procurement Prequali National Review Expected Expected Comments No. (Description) Cost Method/ fication Preference by Bank bid opening Contract US$ million Arrangement (yes/no) (yes/no) (Prior / date Signature Post) Date 3 1. Minor works for 350,000.00 Open, National, Post No Post September October 16, maintenance of RFB 11, 2020 2020 District SCTP/EPWP offices 2. Goods and Non-Consulting Services 1 2 3 4 5 6 7 8 9 Ref. Contract Estimated Procurement Prequalifi National Review Expected bid Expected Comm No. (Description) Cost Method/ cation Preferen by Bank opening date Contract ents US$ million Arrangement (yes/no) ce (Prior / Signature (yes/no) Post) Date IDA 1. Procurement of 27 1,800,009.00 Open, Post No Post September 11, October 16, motor vehicles International, 2020 2020 RFB 2. Procurement of 31 248,000.00 Limited, Post No Post September 11, October 16, motor cycles National, 2020 2020 RFQ 3. Procurement of IEC 1,659,750.40 Open, Post No Post July 24, 2020 August 14, Materials International, 2020 RFB 4. Procurement of office 696,145.00 Open, Post No Post August 07, August 31, furniture, ICT National, 2020 2020 equipment and system RFB upgrades 5. Procurement of 1,388,889.00 Open, Post No Post September 9, September materials, inputs and International, 2020 20, 2020 tools for Expanded RFB Public Works Programme (EPwP) 6. Procurement of 1,084,698.00 CDD Details Post No Post January 20, February 15, Household to be 2021 2021 Livelihood and elaborated in Cooperative Assets the PIM in following CDD accordance Approach with Annex XII, paragraph 6.10 of the Procurement Regulations 7. Procurement of 10,000.00 Limited, Post No Post September 11, October 16, interactive mobile National RFQ 2020 2020 tracking system GRiF Trust Fund 8. Procurement of ICT 500,000.00 Open, Post No Post February 15, March 30, system adaptation National, 2021 2021 Modules for using RFB MIS for scalable SCTP 4 9. Procurement of ICT 2,200,000.00 Open, Prior No Prior October 15, November system upgrades for International, 2020 30, 2020 UBR for scalable RFB SCTP 10. Procurement of ICT 700,000.00 Open, Post No Post November 15, December Equipment for UBR National, 2020 30, 2020 data collection for RFB scalable SCTP 11. Procurement of E- 1,000,000.00 Open, Post No Prior April 15, 2021 May 30, payment Services International, 2021 ((Financial inclusion RFB drive (bank accounts or mobile money registration)) for scalable SCTP 12. Procurement of 500,000.00 Open, Post No Post April 15, 2021 May 30, adaptable citizens’ National, 2021 engagement/GRM to RFB capture information specific to the scalable SCTP 13. Parametric insurance 10,000,000.00 Open, Prior No Prior Not part of the coverage against International, 18 months drought RFB plan 14. Consultancy Services 1 2 3 4 5 6 7 8 Ref. No. Description of Assignment Estimated Selection Review Expected Expected Comments Cost Method/ by Bank date of Contract US$ Arrangement (Prior / proposal Signature Post) submission Date IDA 1. Consulting services to carry out annual 146,667.00 Open, National Post August 30, Sept 20, 2021 external audits LCBS 2021 2. Consulting services to carry out 320,000.00 Open, National Post March 31, April 21, 2020 Baseline, Mid-line and End-line QCBS 2020 surveys. 3. Consulting services to carry out Project 40,000.00 Open, National, Post Not part of 18 Mid-Term Review INDV Months plan 4. Consulting services to develop MNSSP 140,000.00 Limited, Post March 2021 April 2021 Bill National, INDV 5. Consulting services to carry out 89,400.00 Open, National, Post March 31, April 21, 2020 Evidence Generation Survey CQS 2020 GRiF Trust Fund 6. Consulting services to support scalable 300,000.00 Open, National, Post August 20, September 25, SCTP CQS 2020 2020 7. Consulting services to provide support 100,000.00 Open, National, Post August 20, September 25, in legal and regulatory work in setting CQS 2020 2020 up the scalable SCTP 5 8. Consulting services for Data Collection 1,000,000.00 Open, Prior July 25, 2020 August 20, 2020 to Support SCTP International, QCBS 9. Consulting services for the provision of 1,000,000.00 Open, Prior July 15, 2021 August 30, 2021 Insurance Brokerage services International, CQS Training and Workshop (Training & Workshop activities are subject to TTL clearance) Expected Comments Ref. Estimated Estimated Training, workshop and study tours Training/workshop No. Cost (US$) Duration (Days) Date 1. Evidence Building for Social protection plus 2 weeks September 2020 Planned for 6 30,000.00 participants 2. Learning visit on E-payment 1 week July 2020 Planned for 6 20,000.00 participants 3. Procurement and Contract Management 2 weeks July 2020 Planned for 4 30,000.00 participants 4. Environmental and Social safeguards 2 weeks November 2020 Planned for 3 Management 26,000.00 participants 5. Financial management for donor-funded 2 weeks August 2020 Planned for 2 projects 18,000.00 participants 6. Data analysis for Social Registry or Unified 2 weeks March 2020 Planned for 8 Beneficiary Registry (UBR) and Scalable 50,000.00 participants Safety nets 7. Computerized accounting system (Tompro 2 weeks April 2021 Planned for 2 2) 20,000.00 participants 8. Core course on Social protection or safety 2 weeks October 2020 Planned for 5 nets 42,000.00 participants 9. Learning visit on Economic inclusion 1 week December 2020 Planned for 6 25,000.00 participants 10. Shock sensitive social protection trainings 1week August 2020 Planned for and workshops 55,000.00 30 participants 11. IFMIS and MIS trainings and workshops 2 weeks February 2021 Planned for 60,000.00 20 participants GENERAL NOTES 1. Training and capacity building: Training workshops (including training material and support), conference attendance and study tours, will be carried out based on approved annual training and allied activities plan by the TTL. The beneficiaries, after the training, will be requested to submit a brief report indicating what skills have been acquired and how these skills will contribute to enhance their performance and contribute to the attainment of the Project’s development objective. 2. Operational Costs: These are expenditures incurred by the Recipient to finance: (i) the salaries of locally contracted support staff of the Project entities and units involved in Project implementation (excluding civil servants) and state contributions thereon; (ii) per diem and travel expenses of the operational staff performing their responsibilities under the 6 Project; (iii) fuel and vehicle maintenance and insurance; (iv) communication technology (including, without limitation, internet and telephone) and maintenance of equipment; (v) rental expenses and utilities; (vi) building security and maintenance; (vii) translations services, photocopies and publications; (viii) bank commissions; and (ix) utilities and office supplies as defined in the FA. Appendix 1 Letter of Acceptance of the World Bank’s Anti-Corruption Guidelines and Sanctions Framework Date: Invitation of Bids/Proposals No.__________ To: ___________________________________________________________________________ We, along with our sub-contractors, sub-consultants, service providers, suppliers, agents (whether declared or not) consultants and personnel, acknowledge and agree to abide by the World Bank’s policy regarding Fraud and Corruption (corrupt, fraudulent, collusive, coercive, and obstructive practices), as set out and defined in the World Bank’s Anti-Corruption Guidelines1 in connection with the procurement and execution of the contract (in case of award), including any amendments thereto. We declare and warrant that we, along our sub-contractors, sub-consultants, service providers, suppliers, agents (whether declared or not), consultants and personnel, , are not subject to, and are not controlled by any entity or individual that is subject to, a temporary suspension, early temporary suspension, or debarment imposed by a member of the World Bank Group, including, inter alia, a cross-debarment imposed by the World Bank Group as agreed with other international financial institutions (including multilateral development banks), or through the application of a World Bank Group finding of non- responsibility on the basis of Fraud and Corruption in connection with World Bank Group corporate procurement. Further, we are not ineligible under the laws or official regulations of [Insert name of Employer as per bidding document] or pursuant to a decision of the United Nations Security Council. We confirm our understanding of the consequences of not complying with the World Bank’s Anti- Corruption Guidelines, which may include the following: a. rejection of our Proposal/Bid for award of contract; b. in the case of award, termination of the contract, without prejudice to any other remedy for breach of contract; and c. sanctions, pursuant to the Bank’s Anti-Corruption Guidelines and in accordance with its prevailing sanctions policies and procedures as set forth in the Bank’s Sanctions Framework. This may include a public declaration of ineligibility, either indefinitely or for a stated period of time, (i) to be awarded or otherwise benefit from a Bank-financed contract, financially or in any other manner;2 (ii) to be a nominated3 sub-contractor, consultant, manufacturer or supplier, or service provider of an otherwise 1Guidelines on Preventing and Combating Fraud and Corruption in Projects Financed by International Bank for Reconstruction and Development Loans and the International Development Agency Credits and Grants, dated October 15, 2006, and revised in January 2011 and July 2016, as they may be revised from time to time. 2 For the avoidance of doubt, a sanctioned party’s ineligibility to be awarded a contract shall include, without limitation, (i) applying for pre-qualification, expressing interest in a consultancy, and bidding, either directly or as a nominated sub- contractor, nominated consultant, nominated manufacturer or supplier, or nominated service provider, in respect of such contract, and (ii) entering into an addendum or amendment introducing a material modification to any existing contract. 3 A nominated sub-contractor, nominated consultant, nominated manufacturer or supplier, or nominated service provider 7 eligible firm being awarded a Bank-financed contract; and (iii) to receive the proceeds of any loan made by the Bank or otherwise to participate further in the preparation or implementation of any Bank-financed project. We understand that we may be declared ineligible as set out above upon: a. completion of World Bank Group sanctions proceedings according to its prevailing sanctions procedures; b. cross-debarment as agreed with other international financial institutions (including multilateral development banks); c. the application of a World Bank Group finding of non-responsibility on the basis of Fraud and Corruption in connection with World Bank Group corporate procurement; or d. temporary suspension or early temporary suspension in connection with an ongoing World Bank Group sanctions proceeding. For avoidance of doubt, the foregoing effects of ineligibility do not extend to a sanctioned firm’s or individual’s execution of its ongoing Bank-financed contracts (or its ongoing sub-agreements under such contracts) that are not the subject of a material modification, as determined by the Bank. We shall permit, and shall cause our sub-contractors, sub-consultants, agents (whether declared or not), personnel, consultants, service providers or suppliers, to permit the Bank to inspect4 all accounts, records, and other documents relating to the procurement process and/or contract execution (in the case of award), and to have them audited by auditors appointed by the Bank. We agree to preserve all accounts, records, and other documents (whether in hard copy or electronic format) related to the procurement and execution of the contract. Name of the Bidder/Consultant: Name of the person duly authorized to sign the Bid/Proposal on behalf of the Bidder/Consultant: Title of the person signing the Letter: (different names are used depending on the particular bidding document) is one which has been: (i) included by the bidder in its pre-qualification application or bid because it brings specific and critical experience and know-how that allow the bidder to meet the qualification requirements for the particular bid; or (ii) appointed by the Borrower. 4 Inspections in this context are usually investigative (i.e., forensic) in nature: they involve fact-finding activities undertaken by the Bank or persons appointed by the Bank to address specific matters related to investigations/audits, such as evaluating the veracity of an allegation of possible Fraud and Corruption, through the appropriate mechanisms. Such activity includes but is not limited to accessing and examining a firm's or individual's financial records and information, and making copies thereof as relevant; accessing and examining any other documents, data, and information (whether in hard copy or electronic format) deemed relevant for the investigation/audit, and making copies thereof as relevant; interviewing staff and other relevant individuals; performing physical inspections and site visits; and obtaining third-party verification of information. 8 PROCUREMENT Malawi : Social Support for Resilient Livelihoods Project PLAN General Information Country: Malawi Bank’s Approval Date of the Original Procurement Plan: 2020-07-13 2020-07-13 Revised Plan Date(s): (comma delineated, leave blank if none) Project ID: P169198 GPN Date: Project Name: Social Support for Resilient Livelihoods Project Loan / Credit No: IDA / D5300 Executing Agency(ies): National Local Government Finance Committee WORKS Bid Evaluation Activity Reference No. / Procurement Estimated Actual Draft Bidding Loan / Credit Market Procurement Prequalification High SEA/SH Process Draft Pre-qualification Prequalification Specific Procurement Bidding Documents Proposal Submission / Report and Contract Description Component Review Type Method Document Amount Amount Document / Signed Contract No. Approach Process (Y/N) Risk Status Documents Evaluation Report Notice / Invitation as Issued Opening / Minutes Recommendation for Completion Type (US$) (US$) Justification Award Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned GOODS Bid Evaluation Activity Reference No. / Draft Bidding Loan / Credit Market Procurement Prequalification Estimated Actual Amount Process Draft Pre-qualification Prequalification Specific Procurement Bidding Documents Proposal Submission / Report and Description Component Review Type Method Document / Signed Contract Contract Completion No. Approach Process (Y/N) Amount (US$) (US$) Status Documents Evaluation Report Notice / Invitation as Issued Opening / Minutes Recommendation for Justification Award Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual MW-NLGFC-183297-GO-RFQ Pending / Procurement of 31No Improving Social and Request for Single Stage - One IDA / D5300 Post Limited 240,000.00 0.00 Implementati 2020-08-05 2020-09-18 2021-01-16 Motor Cycles for Livelihood Economic Inclusion Quotations Envelope on Support MW-NLGFC-183305-GO-RFQ Pending / Procurement of office Improving Social and Request for Single Stage - One IDA / D5300 Post Limited 4,300.00 0.00 Implementati 2020-08-05 2020-08-26 2020-09-09 furniture for Livelihoods Economic Inclusion Quotations Envelope on Support MW-NLGFC-183310-GO-RFQ Pending / Procurement of office Improving Social and Request for Single Stage - One IDA / D5300 Post Open - National 42,000.00 0.00 Implementati 2020-08-05 2020-09-16 2020-10-07 equipment for Livelihoods Economic Inclusion Quotations Envelope on Support NON CONSULTING SERVICES Bid Evaluation Activity Reference No. / Draft Bidding Loan / Credit Market Procurement Prequalification Estimated Actual Amount Process Draft Pre-qualification Prequalification Specific Procurement Bidding Documents Proposal Submission / Report and Description Component Review Type Method Document / Signed Contract Contract Completion No. Approach Process (Y/N) Amount (US$) (US$) Status Documents Evaluation Report Notice / Invitation as Issued Opening / Minutes Recommendation for Justification Award Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual CONSULTING FIRMS Activity Reference No. / Combined Evaluation Loan / Credit Market Contract Type Estimated Actual Expression of Interest Short List and Draft Request for Proposals Opening of Technical Evaluation of Description Component Review Type Method Process Status Terms of Reference Report and Draft Signed Contract Contract Completion No. Approach Amount (US$) Amount (US$) Notice Request for Proposals as Issued Proposals / Minutes Technical Proposal Negotiated Contract Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual INDIVIDUAL CONSULTANTS Activity Reference No. / Invitation to Loan / Credit Market Contract Type Estimated Actual Draft Negotiated Description Component Review Type Method Process Status Terms of Reference Identified/Selected Signed Contract Contract Completion No. Approach Amount (US$) Amount (US$) Contract Consultant Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Page 1