Procurement Plan Year 2020/2021 I. General 1. Project Information Country : Republic of Kenya Borrower : The Government of the Republic of Kenya Project Name : Kenya GPE COVID-19 Learning Continuity in Basic Education Grant No. : P174059 Project Implementing Agency: Ministry of Education 2. Bank’s approval Date of the procurement Plan 3. Date of General Procurement Notice: 4. Period covered by this procurement plan: Preamble In accordance with paragraph 5.9 of the “World Bank Procurement Regulations for IPF Borrowers” (July 2016, and revised in November 2017, updated in August 2018) (“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 constitutes 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. I. 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. II. National Procurement Arrangements: A. When the Borrower uses its own national open competitive procurement arrangements as set forth in Part IX, Article 96 of the Public Procurement & Asset Disposal Act 2015 and the associated Regulations, such arrangements shall be subject to paragraph 5.4 of the Procurement Regulations and the following conditions shall apply: 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/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. 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 impacts1; e. contracts with an appropriate allocation of responsibilities, risks, and liabilities; f. publication of contract award information; g. rights for the Bank to review procurement documentation and activities; h. an effective complaints mechanism; and i. Maintenance of records of the Procurement Process. Other national procurement arrangements (other than national open competitive procurement), that may be applied by the Borrower (such as limited/restricted competitive bidding, request for quotations/shopping (Limited RFQ), 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. In all cases, the national procurement procedures to be used shall give due attention to quality aspects. III. The bid evaluation will be carried out according to the agreed timeline in the Procurement Activity Schedule. IV. Summary of the procurement packages planned during the first 18 months after project effectiveness (including those that are subject to retroactive financing and advance procurement): 1. Procurement Thresholds I. Goods, Works, and Non-Consulting Services V. Thresholds for the Method of Procurement: Thresholds for Method (US$ II. Approved Selection Methods** equivalent) Open International (Goods, IT Systems and Non- Equal to or more than 3 Consulting Services) million Open National (Goods, IT Systems and Non-Consulting < US $3 million Services) – Open Tender OR as stipulated in the PPADA, 2015 and attendant 1 Included as per the Updated Procurement Regulations August 2018 Thresholds for Method (US$ II. Approved Selection Methods** equivalent) Regulations Limited Competition [Request for Quotations (RFQ): < US $ 100,000 Goods, IT Systems and Non-Consulting Services] Open International (Works) Equal to or more than 15 million Open National (Works) - Open Tender Less than US $ 15 million OR as stipulated in the PPADA, 2015 and attendant Regulations Limited Competition [Request for Quotations (RFQ): < US $ 200,000 Works] Framework Agreements (Goods, Works & Consulting In accordance with Para 6.57 Services) to 6.59 and 7.33 Annex XV: Frameworks Agreements of Procurement Regulations, and with prior agreement in Procurement plan with the Bank Direct Contracting (Goods, Works & Consulting No threshold; meet Services) requirements of Bank’s Procurement Regulations ***In addition to above there are other selection arrangements available in the Bank Procurement Regulations dated July 2016 and revised in November 2017, updated in August 2018 which upon Bank prior clearance can be incorporated for use under the project 2. Prior Review: 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 Type of procurement Bank’s Prior review threshold2 * Works including Supply and All procurements estimated to cost Installation, Turnkey Contracts more than US$10 million Goods including ICT and Non- All procurement estimated to cost consulting Services more than US$ 2 Million Services : Consultant Firm All procurements estimated to cost more than US$ 1 Million Services : Consultant Individual All procurement estimated to cost more than US$ 300,000 The prior review thresholds will be reviewed during the implementation of the project and modified based on the risk assessment. 2 For Substantial Risk *These thresholds are for the purposes of the initial procurement plan for the first 18 months. The thresholds may be increased or decreased based on re-assessment of risks assessment. All contracts not subject to prior review will be post-reviewed. VI. 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. 3. Other Relevant Procurement Information: VII. Prequalification Not Applicable VIII. Domestic Preference. The provision of domestic preference shall not be applied in the evaluation of bids in accordance with Annex VI of the Regulations. IX. Proposed Procedures for CDD Components: Not Applicable X. Leased Assets as specified under paragraph 5.10 of the Procurement Regulations: Not Applicable XI. Procurement of Second hand Goods as specified under paragraph 5.11 of the Procurement Regulations – Not Applicable XII. Domestic preference as specified under paragraph 5.51 of the Procurement Regulations (Goods and Works). Specify for each XIII. Project Implementation Manual will be prepared and approved by the Bank. [ Version of the PIM xx] III. Selection of Consultants 1. Methods and Prior Review Threshold 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 the Budget (FBS) Regulations Selection Based on Least As per requirements of para 7.6 and 7.7 of the Cost Basis (LCS) Regulations Selection based on As per requirements of para 7.11 and 7.12 of the Consultant’s Qualification Regulations (CQ) Contracts estimated to cost equivalent of US$ 300,000 or less per contract 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. 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 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 As per requirements of para 7.36 and 7.37 of the Selection Regulations Limited Competitive As per requirements of para 7.38 of the Regulations Selection Direct Selection 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 Terms of Reference (ToR) for all consultant contracts irrespective of value of the assignment shall be furnished to the Bank for its prior review and No Objection. PROCUREMENT Kenya : KENYA GPE COVID 19 LEARNING CONTINUITY IN BASIC EDUCATION PROJECT PLAN General Information Country: Kenya Bank’s Approval Date of the Original Procurement Plan: 2020-10-23 2021-01-25 Revised Plan Date(s): (comma delineated, leave blank if none) Project ID: P174059 GPN Date: Project Name: KENYA GPE COVID 19 LEARNING CONTINUITY IN BASIC EDUCATION PROJECT Loan / Credit No: TF / B3336 MINISTRY OF EDUCATION (Learning Continuity in Basic Education Project) Executing Agency(ies): WORKS Activity Reference No. / Estimated Actual Draft Bidding Bid Evaluation Report Loan / Credit Procurement Prequalification High SEA/SH Procurement Process Draft Pre-qualification Prequalification Specific Procurement Bidding Documents as Proposal Submission / Contract Description Component Review Type Method Market Approach Amount Amount Document / and Recommendation Signed Contract No. Process (Y/N) Risk Document Type Status Documents Evaluation Report Notice / Invitation Issued Opening / Minutes Completion (US$) (US$) Justification for Award Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned KE-LCBEP-201289-CW-RFB / Component 3: Project Design and Installation a Under Coordination, Single Stage - One 2021-10- functional virtual meeting TF / B3336 Post Request for Bids Open - National 168,800.00 0.00 Implementat 2020-12-30 2021-01-19 2021-01-04 2021-02-15 2021-03-17 2021-04-21 Communication, and Envelope 18 room in MoE’s main board ion Monitoring and Evaluation room . GOODS Activity Reference No. / Draft Bidding Bid Evaluation Report Loan / Credit Procurement Prequalification Estimated Actual Amount Process Draft Pre-qualification Prequalification Specific Procurement Bidding Documents as Proposal Submission / Description Component Review Type Method Market Approach Document / and Recommendation Signed Contract Contract Completion No. Process (Y/N) Amount (US$) (US$) Status Documents Evaluation Report Notice / Invitation Issued Opening / Minutes Justification for Award Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Component 1: Expanding KE-LCBEP-201217-GO-RFB / existing remote learning Under Single Stage - One Digital archiving ( Video and TF / B3336 opportunities for learning Post Request for Bids Open - National 150,000.00 0.00 Implementati 2020-11-08 2020-11-24 2020-11-13 2020-12-25 2021-01-24 2021-02-28 2021-08-27 Envelope Audio materials repository) continuity for all students in on basic education KE-LCBEP-201273-GO-RFB / Component 2: Facilitate Procurement of Food items for Pending smooth transition back to Single Stage - One Distribution to TF / B3336 Post Request for Bids Open - National 2,000,000.00 0.00 Implementati 2020-11-02 2021-01-18 2021-01-18 2020-11-07 2021-03-29 2021-04-28 2021-06-02 2022-11-24 school for vulnerable Envelope Schools(Approximately on students and girls 150,000 Pupils) KE-LCBEP-201211-GO-RFB / Component 1: Expanding Procurement of electronic existing remote learning Under Single Stage - One news gathering (ENG) and TF / B3336 opportunities for learning Post Request for Bids Open - National 346,000.00 0.00 Implementati 2020-11-30 2021-01-19 2020-12-05 2021-01-16 2021-02-15 2021-03-22 2021-09-18 Envelope electronic field production continuity for all students in on (EFP) production Equipment basic education KE-LCBEP-201224-GO-RFB / Component 1: Expanding Procurement of licenses for existing remote learning Pending Single Stage - One proprietary software for TF / B3336 opportunities for learning Post Request for Bids Open - National 100,000.00 0.00 Implementati 2020-11-08 2020-11-13 2020-12-25 2021-01-24 2021-02-28 2021-08-27 Envelope graphics, video and audio continuity for all students in on elements basic education Component 1: Expanding KE-LCBEP-201199-GO-RFQ / existing remote learning Pending Procurement of ‘LIVE’ Request for Single Stage - One TF / B3336 opportunities for learning Post Limited 100,000.00 0.00 Implementati 2020-12-26 2021-02-20 2021-08-19 broadcast streaming Quotations Envelope continuity for all students in on equipment basic education Component 1: Expanding KE-LCBEP-201210-GO-RFQ / existing remote learning Pending Procurement of content Request for Single Stage - One TF / B3336 opportunities for learning Post Limited 50,000.00 0.00 Implementati 2020-12-27 2021-02-21 2021-08-20 refurbishment, dubbing and Quotations Envelope continuity for all students in on duplicating systems basic education NON CONSULTING SERVICES Activity Reference No. / Draft Bidding Bid Evaluation Report Loan / Credit Procurement Prequalification Estimated Actual Amount Process Draft Pre-qualification Prequalification Specific Procurement Bidding Documents as Proposal Submission / Description Component Review Type Method Market Approach Document / and Recommendation Signed Contract Contract Completion No. Process (Y/N) Amount (US$) (US$) Status Documents Evaluation Report Notice / Invitation Issued Opening / Minutes Justification for Award Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Component 1: Expanding KE-LCBEP-201226-NC-RFB / existing remote learning Pending Producers of all curriculum Single Stage - One TF / B3336 opportunities for learning Post Request for Bids Open - National 350,000.00 0.00 Implementati 2020-11-15 2020-11-20 2021-01-01 2021-01-31 2021-03-07 2021-09-03 subjects for content Envelope continuity for all students in on production basic education Component 1: Expanding KE-LCBEP-201232-NC-RFB / existing remote learning Pending Single Stage - One Digitization of Text Book TF / B3336 opportunities for learning Post Request for Bids Open - National 180,000.00 0.00 Implementati 2020-11-16 2020-11-21 2021-01-02 2021-02-01 2021-03-08 2021-09-04 Envelope Evaluation continuity for all students in on basic education Component 1: Expanding KE-LCBEP-201238-NC-RFB / existing remote learning Pending Liaison with community radios Single Stage - One TF / B3336 opportunities for learning Post Request for Bids Open - National 192,000.00 0.00 Implementati 2020-11-30 2020-12-05 2021-01-16 2021-02-15 2021-03-22 2021-09-18 to enhance access to most Envelope continuity for all students in on vulnerable basic education Component 1: Expanding KE-LCBEP-206340-NC-RFQ / existing remote learning Pending Procurement of Platform Request for Single Stage - One TF / B3336 opportunities for learning Post Limited 90,000.00 0.00 Implementati 2020-12-09 2021-02-03 2021-08-02 digitization services for Quotations Envelope continuity for all students in on Textbook evaluation basic education Component 1: Expanding KE-LCBEP-207221-NC-RFQ / existing remote learning Pending Request for Single Stage - One Procurement of hosting TF / B3336 opportunities for learning Post Limited 20,000.00 0.00 Implementati 2020-12-09 2021-02-03 2021-08-02 Quotations Envelope services for the platform continuity for all students in on basic education Component 1: Expanding KE-LCBEP-201250-NC-RFQ / existing remote learning Pending Installation of customized Request for Single Stage - One TF / B3336 opportunities for learning Post Limited 37,500.00 0.00 Implementati 2020-12-26 2021-02-20 2021-08-19 SMS (Text messaging) Quotations Envelope continuity for all students in on infrastructure basic education Page 1 Component 1: Expanding KE-LCBEP-201190-NC-RFQ / existing remote learning Pending Procurement and installation Request for Single Stage - One TF / B3336 opportunities for learning Post Limited 20,000.00 0.00 Implementati 2020-12-19 2021-02-13 2021-08-12 of a redundant broadcast link Quotations Envelope continuity for all students in on between KICD and KBC basic education KE-LCBEP-201246-NC-RFQ / Component 1: Expanding Review of DLP training existing remote learning Pending manuals to reflect new roles Request for Single Stage - One TF / B3336 opportunities for learning Post Limited 22,857.00 0.00 Implementati 2020-12-26 2021-02-20 2021-08-19 for the teachers in supporting Quotations Envelope continuity for all students in on remote learning basic education methodologies KE-LCBEP-201228-NC-RFB / Upgrading of Kenya Education Cloud (content acquisition for Grade 4 in 10 Component 1: Expanding learning areas), Development existing remote learning Pending Single Stage - One of integrated LMS and school TF / B3336 opportunities for learning Post Request for Bids Open - National 1,470,000.00 0.00 Implementati 2021-01-26 2021-01-31 2021-03-14 2021-04-13 2021-05-18 2021-11-14 Envelope management system and continuity for all students in on databases for graphics, video basic education and audio elements, radio and TV programmes)-acquisition of Server CONSULTING FIRMS Activity Reference No. / Combined Evaluation Loan / Credit Contract Type Estimated Actual Amount Expression of Interest Short List and Draft Request for Proposals Opening of Technical Evaluation of Description Component Review Type Method Market Approach Process Status Terms of Reference Report and Draft Signed Contract Contract Completion No. Amount (US$) (US$) Notice Request for Proposals as Issued Proposals / Minutes Technical Proposal Negotiated Contract Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual KE-LCBEP-201334-CS-QCBS Component 2: Facilitate / Consultancy for Partner smooth transition back to Quality And Cost- Under agency/ Institution to TF / B3336 Prior Open - National 827,000.00 0.00 2020-11-08 2020-10-27 2020-11-29 2020-10-29 2021-01-12 2021-02-09 2021-03-11 2021-04-15 2021-05-20 2022-05-20 school for vulnerable Based Selection Implementation undertake the online students and girls psychosocial support Component 1: Expanding KE-LCBEP-201293-CS-LCS / existing remote learning Consultancy to establish Least Cost Pending TF / B3336 opportunities for learning Post Open - National 135,000.00 0.00 2020-12-21 2021-01-11 2021-02-24 2021-03-24 2021-04-23 2021-05-28 2021-07-02 2021-12-29 information and data security Selection Implementation continuity for all students in mechanism basic education INDIVIDUAL CONSULTANTS Activity Reference No. / Invitation to Loan / Credit Contract Type Estimated Actual Amount Draft Negotiated Description Component Review Type Method Market Approach Process Status Terms of Reference Identified/Selected Signed Contract Contract Completion No. Amount (US$) (US$) Contract Consultant Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Page 2