QUALITY EDUCATION STRATEGIC SUPPORT PROGRAMME (QESSP)
Terms of Reference (TOR)
For procurement consultants to provide technical and operation support to the Federal Ministry of Education Procurement and Property Administration Directorate.
A. BACKGROUND
The Ministry of Education is implementing the General Education Quality Improvement Program Phase Two (GEQIP- II) under a Sector Wide Approach (SWA) by the pool fund obtained from World Bank and other development partners to improve the quality of education throughout the country. The program has so many procurement activities which are key for the successful program implementation.
B. OBJECTIVES
The overall objective of the consultancy service is to provide technical and operational support to the Procurement and Property Administration Directorate in expediting the on-going GEQIP – II goods, textbooks and consultancy service procurement activities.
C. SCOPE OF WORK
The consultants will work under the Ministry of Education, Procurement and Property Administration Directorate. The consultants has to work closely with the Procurement Director, and experts of the ministry, procurement consultants of the World Bank and the project coordination unit in expediting the on-going procurement activities in an effective and efficient manner and completing the activities within the agreed due dates.
D. MAJOR ROLES AND RESPONSIBILITIES
The following are the major responsibilities of the consultants;
Ø Prepare a detailed procurement plan/schedule in consultation with the procurement directorate and other directorates/ Components and obtain “No Objection from the World Bank “.
Ø Initiate planned procurement activities as per the agreed schedule.
Ø Prepare bid documents using World Bank’s/public procurement agency standard bidding documents and SRFPs providing correct, complete and unambitious specifications, standards and TORs for procurement of goods and services financed by World Bank and other development partners.
Ø Follow up and submit the bid documents and RFP’s to the World Bank for obtaining No objection and make such modifications in the said documents as the World Bank may recommend.
Ø In case of International Competitive Bidding (ICB) procurements, prepare “Invitations for Bid (IFB)” and forward to the World Bank for publication in United Nations Development Business (UNDP)/dg Market as required.
Ø Prepare Invitation for Bids (IFB) and arrange for the publications of the SPNs in newspaper of general circulations in all regions of Ethiopia in accordance with ICB and NCB procedures.
Ø Arrange for Specific Procurement Notices to be sent to suppliers who responded to the General Procurement Notice.
Ø Attend the opening of bids at stipulated time and place. Records bids as read out.
Ø Whenever requested, assist the tender committee in the evaluation of bids and provide clarifications.
Ø Undertake bid evaluation both preliminary, financial and post qualifications requirements and compile the evaluation report in accordance with the World Bank’s guide lines and submit the evaluation report to the World Bank for “No Objection”.
Ø Prepare awards and contracts in conformity with the requirements of the World Bank.
Ø Prepare contract agreement in accordance with the World Bank Standards and guidelines.
Ø Guide the MOE in drafting letters, preparing reports, developing monitoring formats ; following up communications with contractors, consultants and suppliers
Ø Support the MOE in the opening of Letter of Credit, Extension of Letter of Credit, preparation of special commitment, follow-up and verifications of shipping and distribution documents, support in custom clearance and following up payments and disbursement to contractors.
Ø Prepare special commitment applications for direct payments from the World Bank.
Ø Maintain procurement documents in proper filling system
E. MINIMUM EXPECTED DELIVERABLES
The following minimum deliverables are expected from the consultants:
Procurement Package / Expected Intermediate ResultsAdaptions, Translations, Printing and Distribution of Grade 1-12 Arts, Visual Arts and Physical Education Textbooks and Teacher Guide / -Completed Bid Evaluation Report
-Signed Contract
-Opened letter of Credit
-Approved Special Commitment
Development, Printing and Distribution of Grade 9-12 Somali and Tigrigna Mother Tongue Textbooks and Teacher Guide / -Completed Bid Evaluation Report
-Signed Contract
-Opened letter of Credit
-Approved Special Commitment
Braille Adaptation, proofread, editing and transcription (34 titles Textbooks & 34 titles Teachers Guide) / -Finalized Bidding Document
-Completed Bid Evaluation Report
-Signed Contract
-Opened letter of Credit
-Approved Special Commitment
Reprinting and Distribution of Grade 1-8 Textbooks / -Completed Bid Evaluation Report
-Signed Contract
-Opened letter of Credit
-Approved Special Commitment
Printing and Distribution of Grade 1-2 Mother Tongue Textbooks and Teacher guide in 7 languages / -Completed Bid Evaluation Report
-Signed Contract
-Opened letter of Credit
-Approved Special Commitment
Printing and Distribution of Grade 5-8 Mother Tongue Textbooks and Teacher guide in 7 languages / -Provided Clarifications
-Completed Bid Evaluation Report
-Signed Contract
-Opened letter of Credit
-Approved Special Commitment
Procurement of 1,000 Motorcycles / -Completed Bid Evaluation Report
-Signed Contract
-Opened letter of Credit
-Approved Special Commitment
Procurement of 39 vehicles / - Provided Clarifications
-Completed Bid Evaluation Report
-Signed Contract
-Opened letter of Credit
-Approved Special Commitment
Procurement of Computer, Printer, Laptop and other office equipment for PCU and NLAA / -Completed Bid Evaluation Report
-Signed Contract
-Opened letter of Credit
-Approved Special Commitment
Procurement of IT Equipment ( Laptop, Desktop, UPS…) (For EMIS, Licensing , Inspection…) / -Completed Bid Evaluation Report
-Signed Contract
-Opened letter of Credit
-Approved Special Commitment
Supply, Installation and commissioning of Education Private Cloud Infrastructure and Service for 300 secondary schools & 10 universities / -Completed Bid Evaluation Report
-Signed Contract
-Opened letter of Credit
-Approved Special Commitment
Procurement of different consultancy services / -Reviewed TOR’s
-Prepared EOI’s
-Completed Short listing reports
-Negotiated and Signed contracts
F. INSTITUTIONAL AND ORGANIZATIONAL ARRANGEMENTS
1. The consultants will report to the Ministry of Education, Procurement and Property Administration Directorate.
2. The Consultants will conduct regular meeting with the director and relevant experts to monitor and asses the implementation process of planned activities.
3. The consultants shall submit weekly and monthly plans and reports to the directorate.
4. The consultants shall be abided by the World Banks’s project guidelines in undertaking any of the tasks stated earlier.
G. PROFILE OF THE CONSULTANT
The procurement consultant should possesses the following qualifications
Ø A first or postgraduate qualification in management or a related field.
Ø With a post graduate degree eight years’ of work experience in procurement and with a first degree ten years’ experience in procurement is required. In both cases relevant experience in the procurement of textbooks and teaching materials, goods and selection of consultancy services is an added advantage.
Ø Proven familiarity with World Bank procurement guidelines and procedures including the World Bank Standard Bidding Documents for procurement of goods , textbooks, and teaching materials and selection of consultants will be an advantage
Ø Relevant experience in government procurement of high value good and services
Ø A minimum of 5 years’ experience in a World Bank funded project will be desirable.
Ø Good understanding of sector development programmes will be a key advantage.
Ø Strong staff development experience with demonstrable success in building capacity and facilitating change using participatory methodologies.
Ø Excellent interpersonal skills combined with a flexible and adaptable attitude , of good teamwork and communication skills
Ø Excellent report writing and good command of both spoken and written English
Ø Ability to work flexibly and adapt to different styles of working
Ø Computer skills (word processing, spread sheets, internet research , and other applications skills)
Ø Demonstrable team leadership experience
H. SPECIAL REQUIREMENTS
The consultants:
Ø Should demonstrate all the necessary ethical behaviour in the implementation of the project
Ø Should be honest
Ø Should take all the necessary responsibility and accountability for the entitled jobs
Ø Should keep the Ministry’s confidential information in a very strict manner
Ø Should demonstrate its integrity with the Ministry’s high priorities and ethical conduct
Ø Should be willing to work in stressful condition
I. TIME FRAME
Required Number: 3
Expected Start date: As soon as possible
Duration of Assignment: 6 Months
Base station: Ministry of Education, 4 killo
Mandatory Checks: Medical and Criminal checks
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