Republic of Malawi National Statistical Office Private Bag 333, Zomba. PROCUREMENT PLAN- SADC REGIONAL STATISTICS PROJECT I. General 1.Project information Country: Malawi Project Name: SADC Reginal Statistics Project Project ID: P175731 2.Project Implementation Agency: National Statistics Office 3.Date of the Procurement Plan: April 26th, 2023 4.Period covered by this Procurement Plan: May 2023 to November 2024 II. Preamble In accordance with paragraph 5.9 of the “World Bank Procurement Regulations for IPF Borrowers” (November 2020) (“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. III. 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. IV. 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 as follows:  Provision of “set-asides” contracts for small enterprises shall not be applied.  Criteria such as environmental aspect, extent of local content, technology transfer, and managerial, scientific & operational skills development shall not be used in the evaluation of bids unless specifically agreed by the Bank on case to case basis.  Procurement Documents include provisions, as agreed with the Bank, intended to adequately mitigate against environmental, social (including sexual exploitation and abuse and gender-based violence), health and safety (“ESHS”) risks and practices. When other national procurement arrangements other than national open competitive procurement arrangements are applied by the Borrower, 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. V. Prequalification. Not expected for the works/goods packages in the procurement plan. VI. 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 VII. 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. VIII. Domestic preference as specified under paragraph 5.51 of the Procurement Regulations (Goods and Works). (a) Goods: Not Applicable for those contracts identified in the Procurement Plan tables. (b) Works: Not Applicable for those contracts identified in the Procurement Plan tables. IX. Hands-on Expanded Implementation Support (HEIS) as specified under paragraphs 3.10 and 3.11 of the Procurement Regulations: Not Applicable X. Other Relevant Procurement Information: - (a) Proposed Procedures for CDD Components: Not Applicable (b) Reference to (if any) Project Operational/Procurement Manual: NSO will prepare a Procurement Manual which will be part of the Project Operations Manual (POM) to elaborate procurement arrangements under the proposed Project. The Procurement Plan will also form part of the PIM. XI. Any Other Special Procurement Arrangements: None XII. Procurement Approach and Prior Review Thresholds: Based on the overall procurement risk rating of “Substantial”, the thresholds for the Bank’s prior review and procurement method threshold are provided in the table below: Prior-review Thresholds for Procurement Methods Thresholds Procureme Substanti Works Goods, IT & Non-Consulting Shortlist of National nt al Services Consultants Type Risk ($`000) Works 10,000 Open Request Request Internatio for for Engineerin Open Open nal or Quotatio Open Quotatio Consultin g& Nation Nation ICB n or Internatio n or g Constructi al or al or ($'000 National nal or ICB National Services on NCB NCB Shoppin ($'000) Shoppin ($'000) Supervisio ($'000) ($'000) g g n ($'000) ($'000) ($'000) Goods, IT 2,000 & Non- Consulting ≧ < ≦ ≧ < ≦ < ≦ Services Consultant 1,000 s (Firms) Individual 300 7,000 7,000 200 1,000 1,000 100 200 300 Consultant s *These prior review thresholds are for the purposes of the initial procurement plan for the first 18 months. The thresholds will be revised periodically based on re-assessment of risks. All contracts not subject to prior review will be post- reviewed. XIII. Procurement Packages/Plan with Procurement Arrangements and Time Schedule: as per the table below: PROCUREMENT PLAN A. Works There are no envisaged works under the project. 1 2 3 4 5 6 7 8 9 10 Ref Contract Estimat Market Selecti Prequ Domes Review Expecte Expecte . Description ed Approa on alifica tic by d bid d No. Cost ch Method tion Prefere Bank opening Contrac US$ (yes/n nce (Prior / date t o) (yes/no Post) Signatu ) re Date 1 N/A B. Goods and Non-Consulting Services 1 2 3 4 5 6 7 8 9 10 Ref. Contract Estimat Market Selecti Prequ Domesti Revie Expecte Expecte No. Description ed Approa on alifica c w d bid d Cost ch Method tion Prefere by opening Contrac US$ (yes/n nce Bank date t o) (yes/no) (Prior Signatu / Post) re Date 1. Supply and delivery of 206,870. Open RFB No No Post 01.09.23 01.10.23 ICT Equipment 00 National 2. Procurement of 138,691. Open RFB No No Post 01. 09.23 01.10.23 assorted stationary 00 National 3. Design, printing and 150,526. Open RFB No No Post 01.09.23 01.10.23 delivery of publicity 00 National materials 4. Procurement of 51,800.0 Limited RFQ No No Post 01.09.23 01.10.23 branded promotion 0 material 5. Supply and delivery of 41,140.0 Limited RFQ No No Post 01.09.23 01.10.23 field work items: 0 gumboots for Enumerators and team leaders, supervisors and project coordinators and project managers 6. Supply and delivery of 7,500.00 Limited RFQ No No Post 01.09.23 01.10.23 office furniture 7. Procure 4 Vehicles 1,205,19 Limited RFQ No No Post 01.09.23 01.10.23 (Twin Cabs) for the 1 project and 4x4 9- seater vehicles for data collection. 8. The hiring of Motor 336,482. Open RFB No No Post 01.09.23 01.10.23 Vehicles 2023-2024 00 National C. Consultancy Services 1 2 3 4 5 6 7 8 9 Ref. Contract Estimated Market Selecti Shortlisti Revie Expected Expected No. Description Cost Approa on ng w proposal Contract US$ ch Method (Yes/No) by opening Signature Bank date Date (Prior / Post) 1. Consultancy services for the 20,000.00 Open INDV No Post 01.07.23 15.08.23 development of Project National Operations Manual (POM) 2. Hiring of Project Manager (5 300,000.00 Open INDV No Prior 15.06.23 01.06.23 years) National 3. Hiring of Financial 240,000.00 Open INDV No Prior 15.06.23 01.06.23 Management Specialist (5 National years) 4 Hiring of Procurement 240,000.00 Open INDV No Prior 15.06.23 01.06.23 Specialist (5 years) National 5. Hiring of Monitoring and 240,000.00 Open INDV No Prior 15.06.23 01.06.23 Evaluation Specialist (5 National years) 6. Hiring of Environmental and 240,000.00 Open INDV No Prior 15.06.23 01.06.23 Social Safeguards Specialist National (5 years) RFB – Request for Bids; RFQ – Request for Quotations; and INDV - Individual Consultant Selection 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 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. 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 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 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 (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. 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: 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. PROCUREMENT Eastern and Southern Africa : SADC Regional Statistics Project PLAN General Information Country: Eastern and Southern Africa 2023-11-28 Bank’s Approval Date of the Original Procurement Plan: 2023-11-28 Revised Plan Date(s): (comma delineated, leave blank if none) Project ID: P175731 GPN Date: Project Name: SADC Regional Statistics Project Loan / Credit No: IDA / E1890 Project Fiduciary and Administrative Agency Executing Agency(ies): WORKS Activity Reference No. / Estimated Actual Am Bid Evaluation Report Loan / Credit N Market Approac Procurement Pro Prequalification High SEA/SH R Procurement D Process St Draft Pre-qualification Prequalification Evalu Draft Bidding Docum Specific Procurement Bidding Documents a Proposal Submission / Contract Complet Description Component Review Type Method Amount (U ount (US$ and Recommendation Signed Contract o. h cess (Y/N) isk ocument Type atus Documents ation Report ent / Justification Notice / Invitation s Issued Opening / Minutes ion S$) ) for Award Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned GOODS Activity Reference No. / Bid Evaluation Report Loan / Credit N Market Approac Procurement Pro Prequalification Estimated Am Actual Amount Process St Draft Pre-qualification Prequalification Evalu Draft Bidding Docum Specific Procurement Bidding Documents a Proposal Submission / Description Component Review Type Method and Recommendation Signed Contract Contract Completion o. h cess (Y/N) ount (US$) (US$) atus Documents ation Report ent / Justification Notice / Invitation s Issued Opening / Minutes for Award Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual NON CONSULTING SERVICES Activity Reference No. / Bid Evaluation Report Loan / Credit N Market Approac Procurement Pro Prequalification Estimated Am Actual Amount Process St Draft Pre-qualification Prequalification Evalu Draft Bidding Docum Specific Procurement Bidding Documents a Proposal Submission / Description Component Review Type Method and Recommendation Signed Contract Contract Completion o. h cess (Y/N) ount (US$) (US$) atus Documents ation Report ent / Justification Notice / Invitation s Issued Opening / Minutes for Award Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual CONSULTING FIRMS Activity Reference No. / Combined Evaluation Loan / Credit N Market Approac Contract Type Estimated Amo Actual Amount Expression of Interest Short List and Draft R Request for Proposals Opening of Technical Evaluation of Technic Description Component Review Type Method Process Status Terms of Reference Report and Draft Neg Signed Contract Contract Completion o. h unt (US$) (US$) Notice equest for Proposals as Issued Proposals / Minutes al Proposal otiated Contract Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual INDIVIDUAL CONSULTANTS Activity Reference No. / Loan / Credit N Market Approac Contract Type Estimated Amo Actual Amount Invitation to Identifie Draft Negotiated Cont Description Component Review Type Method Process Status Terms of Reference Signed Contract Contract Completion o. h unt (US$) (US$) d/Selected Consultant ract Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual 01/C/PER/2023 / Contrataçã Component 3: Project Manag Individual Consult Pending Impleme o do Assistente do Coordena IDA / E1890 Post Open - National 36,000.00 0.00 2023-10-31 2023-12-19 2024-01-09 2024-02-13 2024-08-11 ement ant Selection ntation dor do Projeto Page 1