Urban Governance and Development Program: Emerging Towns Project 75041 v2 Consolidated Procurement Plan (PP) for Goods- 2012-13 Project Name & ID: Urban Governance and Development Program: Emerging Executing Agency: MoUD/MoFALD Towns Project (UGDP: ETP); P120265 Implementing Agency: MoUD/MMD/ MoFALD, DUDBC, PCO, TDF & Loan/Credit/Grant No.: 4905-NP; H661-NP Municipalities Description of Goods & Recommendation Public Opening of Contract signing Bid document to Proc. procedure: center or district Contract ID No. WB’s NOL to Bid Recomm. to WB Procurement at Completion of Cost Estimate BER & Award WB’s NOL to Procurement GoN or WB? the contract (USD ,000 ) Prior/ Post Method of Document Invitation PP Status Bid /RFQ Remarks Review Award S No. Bids WB 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 Component 3: (Institutional Development Component) PCO 1 Procurement of Transformer Post P 10 Quotation was asked (200 KVA) R from the EKARAT directly for the A 8 Direct WB April 2, June 2, July 9, 12 PCO transformer Contr 12 2012 UGDP/PCO/G/DC-4 acting 2 Dedicated Electric line to the Post P 40 Direct WB April, PCO The estimated Department from NEA Contr 12 amount (NRs. acting 2405378) has been R transferred to the UGDP/PCO/G/DC-5 NEA account and is in the process of A installing the direct dedicated line. 3 Procurement of Vehicle Prior P 50 NCB GON Jan 9, Jan 23, Feb 7, Mar 8, May May 25, June 4, 13 July 7, 13 PCO Please clarify what/how 12 13 13 13 18, 13 13 many vehicle? R UGDP/PCO/G/NCB-1.06 A 4 Furniture Post P 10 Shopp WB Feb 15, March 15, Jun 15, Center/ For the additional (Table, chair, filing cabinet, ing 13 2013 2013 PCO IT equipments wardrobe etc.) R purchase UGDP/PCO/G/Shop-1.07 A Description of Goods & Recommendation Public Opening of Contract signing Bid document to Proc. procedure: center or district Contract ID No. WB’s NOL to Bid Recomm. to WB Procurement at Completion of Cost Estimate BER & Award WB’s NOL to Procurement GoN or WB? the contract (USD ,000 ) Prior/ Post Method of Document Invitation PP Status Bid /RFQ Remarks Review Award S No. Bids WB 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 5 IT equipments for Post P 10 Shopp WB Jan 4, Jan 25, 13 Feb 8, 12 PCO For the immediate Municipalities ing 13 requirement of IT Laptop-6 R equipment in the Network Printers-6 A municipalities. UGDP/PCO/G/Shop-1.08 6 IT Equipments Post P 34 NCB GON Jan 18, Jan25, Jan 31, Mar 1, Mar Mar 22, April 7, 13 May 5, 13 PCO For PCO, DUDBC Laptop-23 13 13 13 13 15, 13 13 (urban Digital Camera-7 information Movie Camera-7 R system) and Municipalities A UGDP/PCO/G/NCB-1.09 7 IT Equipments Post P 60 NCB GON Jan 18, Jan25, Jan 31, Mar 1, Mar Mar 22, April 7, 13 May 5, 13 PCO For PCO, DUDBC Net work Printer-16 13 13 13 13 15, 13 13 (urban GIS Plotter-6 information High capacity Printer-6 R system) and Scanner-7 Color Printer A3-8 Municipalities LCD Projector-8 A UGDP/PCO/G/NCB-1.10 8 IT Equipments Prior P 126 NCB GON Jan 18, Jan25, Jan 31, Mar 1, Mar Mar 22, April 7, 13 May 5, 13 PCO For PCO, DUDBC Servers-15 13 13 13 13 15, 13 13 (urban Desktop-30 R information UPS-30 system) and Server Rack-8 A Municipalities UGDP/PCO/G/NCB-1.11 9 IT Equipments Post P 19 Shopp WB Jan 25, Feb 22, 13 Mar 22, PCO For PCO, DUDBC Fax-6 ing 13 13 (urban PBX-6 information Router Wireless-7 R system) and 24 Port Switch-7 Municipalities Firewall-7 A GPS Instrument-8 UGDP/PCO/G/Shop-1.12 10 Heavy Duty Photocopier-7 Post P 16 Shopp WB Jan 25, Feb 22, 13 Mar 22, PCO For PCO, DUDBC ing 13 13 (urban information R UGDP/PCO/G/shop-1.13 system) and Municipalities A Description of Goods & Recommendation Public Opening of Contract signing Bid document to Proc. procedure: center or district Contract ID No. WB’s NOL to Bid Recomm. to WB Procurement at Completion of Cost Estimate BER & Award WB’s NOL to Procurement GoN or WB? the contract (USD ,000 ) Prior/ Post Method of Document Invitation PP Status Bid /RFQ Remarks Review Award S No. Bids WB 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 11 Procurement of Software Prior P 90 Shopp WB Jan 25, Feb 22, 13 Mar 22, PCO Software will be related to financial ing 13 13 procured as per management, Engineering requirement and and Planning, Administration R will be sliced later etc on. A UGDP/PCO/G/Shop-1.14 12 IEC Material Print and Post P 9 Shopp WB Jan 25, Feb 22, 13 Mar 22, PCO Publication ing 13 13 UGDP/PCO/G/Shop-1.15 R A 13 Non Consulting Services Post P 68 Shopp WB PCO It covers the ing travel, communication, R meeting, workshops, training, A translating the documents, website design and hiring the UGDP/PCO/NS/Shop-1.16 office support staff in PCO. 14 Incremental Operating Cost Post P 18 Shopp WB PCO /Mun Covers the ing increamental UGDP/PCO/G/Shop-1.17 operating cost of R PCO and municipalities. A MoFLD/MoUD, LBFC, UDTC 15 Two-wheelers-2 Post P 6 Shopp WB Jan 25, Feb 22, 13 Mar 22, MoUD Some amount of ing 13 13 IT equipments has R been deducted to UGDP/MoUD/G/Shop-4.1 buy it. A Description of Goods & Recommendation Public Opening of Contract signing Bid document to Proc. procedure: center or district Contract ID No. WB’s NOL to Bid Recomm. to WB Procurement at Completion of Cost Estimate BER & Award WB’s NOL to Procurement GoN or WB? the contract (USD ,000 ) Prior/ Post Method of Document Invitation PP Status Bid /RFQ Remarks Review Award S No. Bids WB 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 16 IT equipments for UDTC Post P 46 NCB GON Jan 18, Jan25, Jan 31, Mar 1, Mar Mar 22, April 7, 13 May 5, 13 MoUD and MoUD 13 13 13 13 15, 13 13 Servers-3 Laptop-13 R Desktop-15 A UGDP/MoUD/G/NCB-4.2 17 IT equipments for UDTC Post P 9 Shopp WB Jan 25, Feb 22, 13 Mar 22, MoUD/UDT and MoUD ing 13 13 C Network Printer-6 Heavy Duty Photocopier-1 Scanner-3 R Digital Camera-3 UPS-15 A Screen-1 LCD Projector-1 UGDP/MoUD/G/Shop-4.3 18 LED TV (42�)-2 Post P 3 Shopp WB Jan 25, Feb 22, 13 Mar 22, PCO ing 13 13 UGDP/MoUD/G/Shop-4.4 R A 19 Non Consulting Services Post P 15 Shopp WB MoUD/ It covers the ing UDTC travel, communication, UGDP/MoUD/NS/Shop-4.5 meeting, R workshops and hiring the office support staff in A MoUD/MoFALD. 20 Incremental Operating Post P 3 Shopp WB MoUD cost ing UGDP/MoUD/NS/Shop-4.6 R A Description of Goods & Recommendation Public Opening of Contract signing Bid document to Proc. procedure: center or district Contract ID No. WB’s NOL to Bid Recomm. to WB Procurement at Completion of Cost Estimate BER & Award WB’s NOL to Procurement GoN or WB? the contract (USD ,000 ) Prior/ Post Method of Document Invitation PP Status Bid /RFQ Remarks Review Award S No. Bids WB 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 TDF 21 Publication and Post P 5 Shopp WB Nov Dec 15, 11 April 15, TDF dissemination of manuals on ing 14, 11 2012 MIS, FM and safeguards R 12 Shopp WB Dec 9, Jan 4, 13 April, 3, TDF UGDP/TDF/G/Shop-3.01 ing 12 13 A 22 LAN System Post P 6 Shopp WB Oct 14, Nov 14, 11 Jan 15, 12 TDF ing 11 R 13.7 NCB GON Nov 5, Nov 16, Nov Dec 20, Jan 07, Jan 17, Jan 28, 13 Feb 28, TDF UGDP/TDF/G/NCB-3.02 2012 2012 20, 12 13 2013 2013 2012 A 23 Vehicle (4WD, pick up )-1 Post P 50 NCB GON Sep 1, Sep 10, Sep 20, Oct 20, Nov 7, Nov 18 Nov 28, 12 Dec 23,11 TDF TDF may procure it 11 11 11 11 11 11 with PCO. UGDP/TDF/G/NCB-3.03 R NCB GON Nov 9, Nov 23, Dec 7, Jan 6, Jan 18, Jan 25, Feb 4, 13 March 7, 12 12 12 13 13 13 13 A 24 Server-3 Post P 26 NCB GON Nov 5, Nov 16, Nov Dec 20, Jan 07, Jan 17, Jan 28, 13 Feb 28, TDF TDF may procure it Laptop-15 2012 2012 20, 12 13 2013 2013 with PCO. Printer-8 2012 Multifunction Network R Printer-3 Colour Network Printer-1 A UGDP/TDF/G/NCB-3.04 25 GIS maps and software Post P 12 Direct WB Nov Jan 28, 13 Feb 28, TDF Direct shopping contra 16, 2013 from GoN Survey cting 2012 Department UGDP/TDF/G/DC-3.05 R A Description of Goods & Recommendation Public Opening of Contract signing Bid document to Proc. procedure: center or district Contract ID No. WB’s NOL to Bid Recomm. to WB Procurement at Completion of Cost Estimate BER & Award WB’s NOL to Procurement GoN or WB? the contract (USD ,000 ) Prior/ Post Method of Document Invitation PP Status Bid /RFQ Remarks Review Award S No. Bids WB 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 26 Digital Camera- 3 Post P 2 Shopp WB Nov Jan 28, 13 Feb 28, TDF Movie Camera - 1 ing 16, 2013 R 2012 UGDP/TDF/G/Shop-3.06 A 27 Heavy Duty Photocopier-1 Post P 6 Shopp WB Nov Jan 28, 13 Feb 28, TDF Scanner-1 ing 16, 2013 R 2012 UGDP/TDF/G/Shop-3.07 A Municipalities 28 Generators 5KVA-6 Post P 2 Shopp WB Jan 4, Jan 18, 13 Feb 18, Municipaliti Municipalities will ing 13 13 es procure UGDP/Mech/G/Shop-6.01 R themselves collecting the A quotations. 29 LAN with installation Post P 3 Shopp WB Jan 4, Jan 18, 13 Feb 18, Municipaliti Municipalities will ing 13 13 es procure R themselves UGDP/Mech/G/Shop-6.02 collecting the A quotations. 30 Furniture for IT (For 6 Post P 10 Shopp WB Jan 4, Jan 18, 13 Feb 18, Municipaliti Municipalities will municipalities table, chair, ing 13 13 es procure filing cabinet, wardrobe etc. ) R themselves UGDP/Mech/G/Shop-6.03 collecting the A quotations. 31 Generators 5KVA-6 Post P 2 Shopp WB Jan 4, Jan 18, 13 Feb 18, Municipaliti Municipalities will ing 13 13 es procure UGDP/Dhan/G/Shop-7.01 R themselves collecting the A quotations. 32 LAN with installation Post P 6 Shopp WB Jan 4, Jan 18, 13 Feb 18, Municipaliti Municipalities will ing 13 13 es procure R themselves UGDP/Dhan/G/Shop-7.02 collecting the A quotations. Description of Goods & Recommendation Public Opening of Contract signing Bid document to Proc. procedure: center or district Contract ID No. WB’s NOL to Bid Recomm. to WB Procurement at Completion of Cost Estimate BER & Award WB’s NOL to Procurement GoN or WB? the contract (USD ,000 ) Prior/ Post Method of Document Invitation PP Status Bid /RFQ Remarks Review Award S No. Bids WB 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 33 Furniture for IT (For 6 Post P 10 Shopp WB Jan 4, Jan 18, 13 Feb 18, Municipaliti Municipalities will municipalities table, chair, ing 13 13 es procure filing cabinet, wardrobe etc. ) R themselves UGDP/Dhan/G/Shop-7.03 collecting the quotations A 34 Generators 5KVA-6 Post P 2 Shopp WB Jan 4, Jan 18, 13 Feb 18, Municipaliti Municipalities will ing 13 13 es procure UGDP/Ita/G/Shop-8.01 R themselves collecting the quotations A 35 LAN with installation Post P 3 Shopp WB Jan 4, Jan 18, 13 Feb 18, Municipaliti Municipalities will ing 13 13 es procure R themselves UGDP/Ita/G/Shop-8.02 collecting the A quotations. 36 Furniture for IT(For 6 Post P 10 Shopp WB Jan 4, Jan 18, 13 Feb 18, Municipaliti Municipalities will municipalities table, chair, ing 13 13 es procure filing cabinet, wardrobe etc. ) R themselves UGDP/Ita/G/Shop-8.03 collecting the A quotations 37 Generators 5KVA-6 Post P 2 Shopp WB Jan 4, Jan 18, 13 Feb 18, Municipaliti Municipalities will ing 13 13 es procure UGDP/Lekh/G/Shop-9.01 R themselves collecting the A quotations 38 LAN with installation Post P 3 Shopp WB Jan 4, Jan 18, 13 Feb 18, Municipaliti Municipalities will ing 13 13 es procure R themselves UGDP/Lekh/G/Shop-9.02 collecting the A quotations. 39 Furniture for IT(For 6 Post P 10 Shopp WB Jan 4, Jan 18, 13 Feb 18, Municipaliti Municipalities will municipalities table, chair, ing 13 13 es procure filing cabinet, wardrobe etc. ) R themselves UGDP/Lekh/G/Shop-9.03 collecting the quotations A Description of Goods & Recommendation Public Opening of Contract signing Bid document to Proc. procedure: center or district Contract ID No. WB’s NOL to Bid Recomm. to WB Procurement at Completion of Cost Estimate BER & Award WB’s NOL to Procurement GoN or WB? the contract (USD ,000 ) Prior/ Post Method of Document Invitation PP Status Bid /RFQ Remarks Review Award S No. Bids WB 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 40 Generators 5KVA-6 Post P 2 Shopp WB Jan 4, Jan 18, 13 Feb 18, Municipaliti Municipalities will ing 13 13 es procure UGDP/Tan/G/Shop-10.01 R themselves collecting the A quotations 41 LAN with installation Post P 3 Shopp WB Jan 4, Jan 18, 13 Feb 18, Municipaliti Municipalities will ing 13 13 es procure R themselves UGDP/Tan/G/Shop-10.02.02 collecting the A quotations. 42 Furniture for IT(For 6 Post P 10 Shopp WB Jan 4, Jan 18, 13 Feb 18, Municipaliti Municipalities will municipalities table, chair, ing 13 13 es procure filing cabinet, wardrobe etc. ) R themselves UGDP/Tan/G/Shop-10.03 collecting the quotations A 43 Generators 5KVA-6 Post P 2 Shopp WB Jan 4, Jan 18, 13 Feb 18, Municipaliti Municipalities will ing 13 13 es procure UGDP/Bag/G/Shop-11.01 R themselves collecting the quotations A 44 LAN with installation Post P 3 Shopp WB Jan 4, Jan 18, 13 Feb 18, Municipaliti Municipalities will ing 13 13 es procure R themselves UGDP/Bag/G/Shop-11.02 collecting the quotations. A 45 Furniture for IT(For 6 Post P 10 Shopp WB Jan 4, Jan 18, 13 Feb 18, Municipaliti Municipalities will municipalities table, chair, ing 13 13 es procure filing cabinet, wardrobe etc. ) R themselves UGDP/Bag/G/Shop-11.03 collecting the quotations A Grand Total (GOODS) 851.7 1. Abbreviations: FA = Financing Agreement, PAD = Project Appraisal Document, P = Planned, R = Revised, A = Actual, BER = Bid Evaluation Report, NOL = No Objection Letter, NA = Not Applicable, BEC = Bid Evaluation Committee. 2. General Notes: a. This format of PP has been prepared for NCB method with post-qualification and prior review requirement and contains 17 columns which is a minimum requirement. In case of post review and/ or other methods of procurement, some columns may become fully or partly not applicable. Likewise, some column heads may require different interpretation. For example, in case of “shopping method�, Col-8 may be interpreted as “preparation of quotation/ shopping document and its approval�. Thus, all column heads needs to be interpreted as required by the context based on selection method and prior/ post review requirement. b. This format does not contain traditionally included columns, like “name of contractor�, “contract price�, “currency of contract price�, “some reference nos.�, etc, since these are reporting requirement but not the planning one. c. In case of procurement procedure involving “Pre-qualification�, this format of PP needs to be expanded by adding a few more columns. It would be better to prepare PP of such activities in separate sheets to avoid too many columns for simpler activities. d. In case of procurement under ICB, column for the publication of “GPN� should also be added to the PP format. 3. Formula for defining Contract ID No.: Project Name/ category of procurement (G/W)/ selection Method – No. of Procurement under Goods or Works category in ascending order from the first year to the last year of the Project. i. e. “IWRMP/G/ICB-1�, “RAIDP/W/NCB/bara-9�, etc. 4. PP of Goods and Works: Similar format, but separate sheets should be used for preparing PP of Goods and Works. 5. Bidding for Procurement Activity under Slicing Arrangement: (i) One Bid Doc for all slices, but BOQ/ Schedule of Prices, Technical Specifications, Qualification Criteria, Contract Completion Period, etc may be made slice specific & put in the same Bid Doc, (ii) Single Notice for bid invitation for all slices. It reduces cost of bidding, time and other administrative burdens. However, this may be different under e-bidding process and, therefore should be adopted as required. 6. Use of Software in Preparing PP: It is highly recommended to use readily available, in the market, planning software (eg. MS Project) to prepare PP. Advantages are not comparable to that of manually prepared PPs. Software based PP are very user-friendly, easy and quicker to revise/ update and tracking the status of procurement. 7. Steps in Preparing PP & Method of Calculating Deadlines (Dates): 1. Col-2, Description of Goods/ Works & Contract ID No: Give appropriate name to the procurement activity and formulate a simple, short & scientific Contract ID No. as mentioned in para-3 above. 2. Col-5, Cost estimate: Preparation of cost estimate & approval by Procuring Entity (PE) ( … days). If the activity is divided into slices, separate cost estimate for each slice needs to be prepared. 3. Col-6, Method of Procurement: Select an appropriate proc. method based on estimated amount, FA, applicable procurement procedure and capability of contractors/ suppliers available in market. 4. Col-7, Proc. Procedure: GoN/WB: Based on the provisions of FA, identify the applicable procurement procedure and mention it on the PP, i.e. either proc. procedure is as per WB proc. GLs or GoN rules (PPA/PPR). 5. Col-8, Bid Document to WB: Prep. of bid doc & approval by PE (… days) + sending to WB for NOL, if any (… days required in drafting a letter & to get signed). 6. Col-9, WB’s NOL to Bid Doc: Await NOL from WB (2 to 4 weeks depending upon size and complexity of the procurement job). 7. Col-10, Bid Invitation: Publish notice of invitation for bidding (IFB) (… days) + Await for bids (approx. 30/NCB or 45/ICB days or else). 8. Col-11, Public Opening of Bids (fixed date): Fix an appropriate date for public bid opening considering to avoid weekends, holidays, absence of key official, etc. 9. Col-12, BER to WB: Evaluation of bids by BEC (… days). + approval by PE (… days). + sending of BER to WB for NOL (… days in drafting letter & get ting signed by the authorized official of PE). 10. Col-13, WB’s NOL to Award Recommendation: Await NOL to Award recommendation from WB (2 to 4 weeks depending upon size and complexity of the proc. job). 11. Col-14, Award Notification and Contract signing: Issuance of notification of award (… days) + awaiting response (2 to 4 weeks) from the successful bidder + Preparation/ finalization of contract document (done simultaneously) + contract negotiation (… days) + contract signing (… days). 12. Col-15, Completion Date of the Contract: Based on size and complexity of the contract, seasonal effect, availability of working labors, remoteness of construction sites (in case of works) a realistic time period for contract execution should be worked out and accordingly completion date should be fixed. In case of proc. of goods such a time period should be determined based on time required for manufacturing/ assembling/ packing, clearing for export, multi-modal transportation, custom clearance, if any, and so on. Experience of past performance of similar contracts may also be a good basis for calculating such period. Final Notes: a. Good arrangement of slicing and packaging is the key of good procurement planning. b. Adopt competitive methods of procurement as far as possible, i.e. ICB and NCB. Non-competitive methods like Direct Contracting and Shopping should be used as minimum as possible. While adopting such non-competitive methods, strong justifications should be attached along with the PP for Bank’s review and clearance.