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Annex 6

Strengthening of Procurement Wing of SPMC

The matter pertaining to strengthening of Procurement Wing in SPMC as well as Requirement of Support Staff for three Independent Quality Monitoring and Surveillance Divisions was deliberated with the Task Team Leader during the visit of World Bank Mission from 3-15 Sept. 2009 in the Mid Term Review.

Proposal for strengthening of Procurement Wing is given below:

Existing Provisions in Procurement Unit / Observations of SPMC / Proposal / Salary Range per month
Rs. in thousand / Total Financial liability per annum
Rs. In lacs
To Institutionalize transparent Procurement Process for program implementations & key functions are as under:
·  Monitor Procurement plan documents of DPMC & undertake procurement functions of SPMC.
·  Guide & advice procurement activities at DPMC level.
·  Periodically update procurement manual and arrange capacity building on procurement aspects.
·  Ensure transparency in all procurement activities of the program.
Procurement specialist is to assist SPMC in all procurement functions, preparing annual procurement plans, preparing model bid documents, RFPs etc. & capacity building of DPMC staff on procurement aspects.
Following provisions exist as per staffing pattern given in the attachment 6A, annex 6 of PAD:
1.  Executive Engineer – 1
2.  Sub Divisional Engineer – 1
3.  Procurement Specialist – 1
(on contract) / Since suitable candidates having 3 years experience in handling procurement functions in WB assisted project were not available despite repeated advertisement, this needs relaxation in experience requirements. Although two officers of SPMC were deputed to Administration staff college of India, Hyderabad for their capacity building in WB procurement procedures, still engagement of procurement specialist is required to perform stipulated functions
The project have now picked up and No. of contracts are to be signed, experienced staff is required in SPMC for post procurement review of contracts at field level, Examination of proposals/ reports of Consultant for Engineering Support to DWSS (likely to be placed in October, 2009) and to perform other functions in transparent manner to avoid any Mis procurement. / A retired graduate Civil/ Mechanical Engineer having experience in handling State/ Govt. of India procurement functions be allowed for appointment as Procurement Specialist. Additional provision of the following contractual positions be also allowed:
1.  DEs (1 for each zone) : 3
2.  Office Assistant
cum Record keeper : 1
3.  Data Entry Operator : 2
(1 for EE & 1 for SDEs)
4.  Peons : 2 / 40 – 50
30-35
8-10
6-8
4-5 / 5.50
4.00
1.00
0.80
0.60
Total: 11.90

Total Financial Liability w.e.f 2009-10 to 2013-14 i.e. for 4.5 years = Rs. 53.55 lacs

Say Rs. 54.00 lacs

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Annex-7

Requirement of Support Staff for three Independent Quality Monitoring and Surveillance Divisions

To ensure highest standards of engineering skill and quality in execution of works Punjab Govt. has created an independent Quality Monitoring and Surveillance Wing comprising of three E.E.s assisted by 9 S.D.E.s has been created. The wing will independently carry out the quality control test in the works under execution throughout the State. Any deficiency noticed is brought to the notice of Chief Engineer and the Govt. The three Quality Monitoring and Surveillance Divisions will function under the direct control of Programme Director, SPMC.

Selection of Schemes for sample checking of running works: The works for surprise checking will be selected after random selection of water supply schemes. The progress reports of all such type of works will be submitted monthly (online) to the Quality control Cell and the sample for random checking will be finalized by the Chief Engineer in charge. The selection of works will be also based on the complaints as received from various sources and advised by the Chief Engineer. During the surprise checking of the works, the quality of material being used, the specifications being followed in execution of works and quality control record thus maintained will be checked at site. The following regular staff required for running cell will be made available by Punjab Govt.

1.  Executive Engineers 3 No.

2.  Sub Divisional Engineers 9 No. (3 No. of each EE)

3.  Computer Operators/Steno 3 No. (1 No. for each EE)

4.  Superintendent 1 No. (for administrative EE)

5.  Senior Assistant/Senior Clerk 1 No.

6.  Draftsman 1 No.

but the below mentioned support staff required in these divisions would be recruited on contract basis and provision for same is proposed in the MTR. The details are as under:

Proposal / Requirement per division / Requirement for three divisions / Salary Range per month
Rs. in thousand / Total Financial liability per annum
Rs. In lacs
1.  Office Assistant
cum Record keeper
2.  Data Entry Operator / 1
1 / 3
3 / 8-10
6-8 / 3.60
2.88
Total: 6.48

Total Financial Liability per Annum (In lacs) : Rs. 6.48

Total Financial Liability w.e.f 2009-10 to 2013-14 i.e. for 4.5 years = Rs. 29.16 lacs

Say Rs. 30 Lacs

Annex 8

Proposed amendment in paragraph 2.6.7 (amended in December, 2008) of Procurement Manual, October, 2006.

Reference / Existing amended Provision (Last amendment done in December 2008) / Reasons for amending the existing provision / Proposed amendments
Paragraph 2.6.7 of Procurement Manual at Page No. 14 / In case of procurement of Goods and services (other than consultancy services) by SPMC, a three member committee headed by SPS would open & evaluate the bid. The Program Director will have the power to accept the tender upto the value of Rs 15 Lacs, beyond Rs. 15 Lacs, approval of Principle secretary will be taken. All goods and services (other than consultancy services) shall be procured at SPMC except for hiring of vehicles furniture and fittings, stationery and purchase of vehicles which is to be used at DPMC, for which the Director- DPMC will have the sanctioning powers upto Rs 3 and 5 Lacs respectively.
The bid opening and Evaluation committee for all goods & services (other than consultancy services) at SPMC will be consisting of following and will be headed by SPS:
1.  Senior Program Specialist
2.  Executive Engineer – Respective Wing (Procurement., Technical, CCDU)
3.  Joint Controller Finance and Accounts
The three members bid opening and evaluation committee for all goods and services (other than consultancy services) at DPMC will be as under
1.  Executive Engineer, DPMC
2.  Sub Divisional Engineer, DPMC
3.  Accounts officer DPMC / This amendment was sought in Dec, 2007 and was approved by World Bank vide its e-mail date 20 Dec. 2007 as most of key posts were vacant. Since all the posts are now filled up and workload has increased enormously. It is now proposed to reconstitute the Sub Committee for bid opening & bid Evaluation. / In case of Procurement of Goods & services (other than consultancy services) a Sub Committee of following officers/ officials will open and evaluate the bid,
1.  Administrative Officer
2.  Finance Officer
3.  Junior Engineer cum care taker.
This Sub Committee will then put the case to the committee headed by SPS for further Evaluation
1.  SPS
2.  EE- respective wing/ADO
3.  Joint Controller (F&A)
SPS will issue sanction as per powers conferred upon him by SWSM in its meeting held on dated 6.08.2009 and Program Director will have the powers to accept tenders of value above the powers of SPS and upto Rs. 15 Lacs.