PROCUREMENT PLAN 2012-13

Updated on 27th March, 2013

Ministry of Education, Science and Technology (MoEST)

Malawi Education Sector Wide Approach - – P114847 – IDA47530

The revised procurement plan is for the Education Sector Implementation Plan (ESIP). TheProgramme of Works (POW) will be financed by the Government and Development Partnersin both pooled and non-pooled financing. The pooled financing partners will initially include Government of Malawi, Department for International Development (DFID), CIDA, FFW, GTZ, UNICEF and International Development Association (IDA) of the World Bank. The rules and procedures governing procurement have been agreed between Government of Malawi and Development Partners in the Joint Financing Agreement (JFA). The World Bank has been has been appointed by pool partners as the lead in supervision of procurement activities under the JFA. The World Bank procurement policies and procedures will be used for all contracts involving international competition when Bank funds are pooled as agreed in the JFA.

1. Approval Date of the Procurement Plan:

2. Date of General Procurement Notice: June 30, 2010

3. Period covered by this procurement plan: July 2012 –June 2013

4. Procurement Strategy

i. Procurement activities in the plan cover the Education Sector across the country.All procurement will be coordinated by Specialized Procurement Unit (SPU) at the Ministryof Education, Science and Technology except for operational expenses at district anddivisional levels.The Education Infrastructure Management Unit (EIMU) will lead in theprocurement of works and associated consultancy assignments.

ii. Similar goods which are required by the same sub-sector will be packaged together.

iii. Works for the construction of schools and school blocks at existing schools will bepackaged per established Education Divisions. Due to the scattered nature of these works,they will be procured under National Competitive Bidding even if the overal estimatedcontracts are above the agreed NCB threshold. Complete new schools will constitute acontract of their own. Except for primary schools and CDSS, all other construction willrequire specific designs and, hence, construction will be preceded by engineering services

iv. Tenders will be packaged in lots in order to (a) increase interest from bidders,(b) spur competition from small bidders and (c) improve efficiency in delivery.

v. Textbooks will be packaged to achieve efficient delivery and minimize losses. Wheredelivery points are few and delivery is bulk, the supplier will deliver to the site. Where delivery points are numerous, a separate Agent will be employed to undertakecustoms clearance, warehousing and delivery to site.

vi. Engineering consultancy services will be required for the design of new schools andquality assurance. Consultancy services will be packaged per Education Division.

II Goods and Works and Non-consulting Services

Prior review Threshold: Procurement Decisions subject to Prior Review by the Bank asstated in Appendix 1 to the Guidelines for Procurement:

No / Procurement Method / Prior Review Threshold / Comments
1 / ICBand LIB (Goods) / US$500,000 / All contracts
2 / NCB (Goods) / More than US$50,000 and less than US$500,000 / First contract
3 / ICB (Works) / US$3,000,000 / All contracts
4 / NCB (Works) / More than US$50,000 and less than US$3,000,000 / First contract
5 / ICB (Non-consulting Services) / As per goods / First contract
6 / Direct contracting / All contracts above US$1.00 / All contracts

1. Prequalification: None

2. Procurement under Direct Support to Schools (DSS) will utilize Community ParticipationProcedures and managed at school level. The procedures will be agreed in separate manual

3. Reference to (if any) Project Operational/Procurement Manual:

4. Procurement Packages with Methods and Time Schedule

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Procurement of Goods

Policy Agenda / Ref No / Contract Description / EstimatedCost (US$) / ProcurementMethod / Reviewby Bank(Prior/Post) / ExpectedBid-OpeningDate (*) / Expected Completion Date / Actual Contract Amount / Comments
Basic Education
Access & Equity
Quality & Relevance / 1 / Print and deliver 7m Primary Sch textbooks for Stds 1 and 2 / 1,709,302 / ICB / Prior / Jan 13 / Aug 13
2 / Print and deliver 75,000 school attendance and performance registers, and 222,024 schemes and records of work / 1,863 / Shopping / Post / Jan 13 / May 13
3 / Supply and delivery 315,537 Primary sch desks / 18,301,146 / ICB / Prior / Jan 13 / June 13
4 / Supply 1,020,882 Slates, 333,036 chalk and 296,032 Dusters / 550,00 / ICB / Prior / Jan 12 / May 13
5 / Supply various library books / 330,426 / NCB / Post / Jan 13 / Jun 13
6 / Supply and delivery of School Atlases / 6,025,267.63 / ICB / Prior / Mar 13 / June 13
7 / Procurement of Print overruns for Std 3 and 7 textbooks / 456,234.67 / Single Sourcing / Prior / Mar 13 / June 13
8 / Procurement of 15,000 Primary School Syllabuses / 75,000 / Single Sourcing / Prior / Apr 13 / Aug 13 / Budget commitment for next FY, procurement Process to commence this FY
9 / Supply and delivery of 100 motorcycles for inspection / 193,798.33 / NCB / Post / Apr / Oct 13 / Budget commitment for next FY, procurement Process to commence
Governance & Mngt / 10 / Printing and delivery 12,000 copies of PSIP guidelines / 1,843 / Shopping / Post / Feb 13 / May 13
CBE
Quality & Relevance / 11 / 287,600 CBE Learners' Books / 213,178 / NCB / Post / Jul 12 / Mar 13 / K60,160,195
12 / Print and deliver 35,700 Facilitators’ Guides / 42,636 / Shopping / Post / Jan 13 / Jun 13
13 / Supply and deliver 69,120 supplementary readers books / 48,450 / Shopping / Post / Feb 13 / Jun 13
Governance and Mngmt / 14 / Supply of 4 desktop computer sets and 4 printers for district data management / 5,969 / Shopping / Post / Aug 12 / Jan 13
15 / Supply and deliver 60 motorbikes for supervisors / 116,279 / NCB / Post / Nov 12 / May 13
Secondary Educ
Quality & Relevance / 16 / Supply of 579,500 Sec School Textbooks / 6,798,000 / ICB / Prior / Jan 13 / Jun 13
17 / Supply of 30,000 Single Desks+30,000 Chairs / 1,635,000 / ICB / Post / Jan 13 / Jun 13
18 / Supply of 15,000 SchMattresses / 1,916,700 / ICB / Prior / Dec 12 / Jun 13
19 / Supply and delivery of 10, 000 copies of secondary School Syllabus / 50,000 / Single Sourcing / Prior / Apr 13 / Sep 13 / Budget commitment for next FY, procurement Process to commence
20 / Supply and Delivery of 200 Science Kits / 1,500,000 / NCB / Post / Apr 13 / Aug 13 / Budget commitment for next FY, procurement Process to commence
21 / Supply and Delivery of 822,000 Secondary School textbooks / 6,165,000.00 / ICB / Post / Apr 13 / Oct 13 / Budget commitment for next FY, procurement Process to commence
22 / Supply and delivery of school science chemicals and equipment / 2,500,000 / ICB / Prior / May 13 / Feb 14 / Budget commitment for next FY, procurement Process to commence
23 / Supply and delivery of Starter packs for the new secondary school curriculum for form 1 / 1,541,250 / ICB / Prior / May 13 / Feb 14 / Budget commitment for next FY, procurement Process to commence
24 / Supply and delivery of school equipment for technical subjects / 1,478,000 / ICB / Prior / May 13 / Feb 14 / Budget commitment for next FY, procurement Process to commence
25 / Supply and delivery of Teaching Aids / 1,769,000 / ICB / Prior / May 13 / Feb 14 / Budget commitment for next FY, procurement Process to commence
26 / Supply of 50,000 Single Desks+50,000 Chairs / 2,725,000.00 / ICB / Prior / May 13 / Feb 14 / Budget commitment for next FY, procurement Process to commence
27 / Supply of 50,000 Sch Mattresses / 6,389,000.00 / ICB / Prior / May 13 / Feb 14 / Budget commitment for next FY, procurement Process to commence
Educ Planning
Governance & Mngt / 28 / Supply and deliver of various School Mapping equipment and software (GPS and GIS) / 581,395 / ICB / Prior / Jan 13 / May 13
Internal Audit
Governance & Mngt / 29 / Supply 2No Vehicles / 77,519 / NCB / Post / Aug 12 / Dec 12
DTED
Access & Equity / 30 / Printing and delivery 120,000 copies of IPTE ODL Modules for cohort 2 & 3 & 201 600 Modules for cohort 4 / 252336 / NCB / Post / Jan 13 / May 13
31 / Supply and delivery of 20 desktop computer and printers, 6 computer servers / 57,632 / NCB / Post / Jan 13 / May 13
32 / Supply and delivery of 7TV Screens, 7 LCD Projectors, 7 Video cameras / 26,480 / Shopping / Post / Dec 12 / Apr 13
33 / Supply and delivery of 1000 tins of paint for SMASSE INSET Centres / 31,153 / Shopping / Post / Dec 12 / Apr 13
34 / Supply and delivery of 220 motorcycle helmets / 28,037 / Shopping / Post / Dec 12 / Apr 13
SNE
Access & Equity / 35 / Supply of various Special need education teaching and learning materials
Lot 1 various Visual impairment
Lot 2 –Various Hearing Impairment
Lot 3–Various Learning Difficulties and physically challenged / 519,455 / ICB / Prior / Jan 13 / Jun 13
36 / Printing of secondary school textbooks qty 1,500 / 102,804 / NCB / Post / Jan 13 / May 13
Phalombe TTC
Access & Equity / 37 / Office equipment / 600,000 / ICB / Prior / Jan 13 / Aug 13
38 / Furniture / 950,000 / ICB / Prior / Jan 13 / Aug 13
39 / Textbooks / 1,050,000 / ICB / Prior / Jan 13 / Aug 13
40 / Teaching and learning materials / 1,900,000 / ICB / Prior / Jan 13 / Aug 13
41 / Sport equipment / 545,000 / ICB / Prior / Jan 13 / Aug 13
42 / Vehicles 4No / 250,000 / NCB / Post / Jun 13 / Sep 13
Total / 62,122,854

Procurement of Civil Works

1 / 2 / 3 / 4 / 5 / 6 / 7 / 8 / 9 / 10
Policy Agenda / RefNo / Description / EstimatedCostUS$ / ProcurMethod / Reviewby Bank(Prior/Post) / ExpectedBid-OpeningDate / Expectedcompletion Date / ActualContractAmount / Comments
Basic Educ
Access & Equity / 1a / Completion of 270 classrooms + teachers houses + WASH started in 2010 / 3,687,943 / NCB / Prior / n/a / Jan 13
2 / Completion of 360 classrooms + teachers houses + WASH in reserve phase
3 / Construction of 1,600 classrooms under Local Development Fund (LDF) / 23,000,000 / Community participation / Post / N/A / Oct 12
SecEduc
Access & equity / 4 / Completion of Girls hostels / 904,255 / NCB / ongoing / ongoing / ongoing / ongoing
5 / Reh of 2 Sec Schools (BSS & LL Girls) & MCDE / 452,128 / NCB / Post / Dec 12 / Oct 13
6 / Construction of Thumbwe Sec Sch / 1,054,965 / NCB / Prior / Dec 12 / Feb 14
7 / Construction of Machinga Sec Sch / NCB / Prior / Dec 12 / Feb 14
8 / Reh of 2 Sec Schools (DedzaMzuzu Government) / 452,128 / NCB / Post / Nov 13 / Sep 14 / Budget commitment for next FY, procurement Process to commence
Special Needs Edu
Access & equity / 8 / Construction of SNE Institute / 452,128 / NCB / Prior / Jan 13 / Mar 14
DTED
Access & equity / 9 / Phalombe TTC / 753,546 / ICB / Prior / May 11 / Jul 13 / MK1.4b
Higher Educ
Access & equity / 10 / Construction at MZUNIand Polytechnic / 301,418 / NCB / Post / Dec 12 / Dec 13
Total / 31,058,511

Procurement of Non Consultancy Services

1 / 2 / 3 / 4 / 4 / 5 / 6 / 7 / 8 / 9
Policy Agenda / Ref No / Contract (Description) / EstimatedCostUS$ / ProcurementMethod / Reviewby Bank(Prior/Post) / ExpectedBid-OpeningDate / Expected completion Date / Actual Contract Amount / Comments
Quality & Relevance / 1 / Customs clearing, warehousing and distribution services for TLM / 556,738 / ICB / Prior / Dec 12 / Sep 13
2 / Laboratory testing and Scientific Inspection of teaching and learning materials: Primary textbooks, chalk and slates / 550,000 / ICB / Prior / Dec 12 / Jun 13
Total / 1,106,738

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III. Selection of Consultants

1. Prior Review Threshold: Selection decisions subject to Prior Review by the Bank as stated in Appendix 1 to the Guidelines Selection and Employment of Consultants:

No / Selection Method / Prior Review Threshold / Comments
1 / Competitive Methods (Firms) / US$200,000 / All contracts
2 / Single Source (Firms) / US$1.00 / All contracts
3 / Individual Consultants / US$100,000 / All contracts

2. Short list comprising entirely of national consultants: Short list of consultants for services estimated to cost less than $200,000 equivalent per contract may comprise entirely of national consultants in accordance with the provisions of paragraph 2.7 of the Consultant Guidelines.

3. Any Other Special Selection Arrangements: None

4. Consultancy Assignments with Selection Methods and Time Schedule

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Procurement of Consultancy Services

1 / 2 / 3 / 4 / 5 / 6 / 7 / 8 / 9 / 10 / 11 / 12
Policy Agenda / RefNo / Contract Description / Cost Est US$ / Selection Method / Prior Review / Expected EOI issue date / Expected RFP issue date / Expected proposal submission date / Expected contract completion date / Actual contract amount / Comments
CBE
Access & Equity / 1 / CBE Services for Mulanje, Balaka, Ntcheu and Dowa districts / 971,850 / Fixed Budget / Prior / Dec 12 / Feb 13 / Mar 13 / Jul 14
2 / CBE Services for Seven Districts / 1,600,000 / Fixed Budget / Prior / April 13 / June 13 / Jul 13 / Jul 14
Secondary Education
3 / Consultancy services Reh of 2 Sec Schools (BSS & LL Girls) / 80.000 / CQ / Post / Dec 12 / Feb 13 / Mar 13 / Dec 13
4 / Consultancy services for Design +Construction of Thumbwe Sec Sch / 280,000 / QCBS / Prior / Jun 12 / Sep 12 / Nov 12 / Dec 14
5 / Consultancy services for Design and Construction of Machinga Sec Sch / 280,000 / QCBS / Prior / Dec 12 / Feb 13 / Mar 13 / Jun 14
6 / Consultancy services Reh of 2 Sec Schools (Dedza & Mzuzu Government ) / 280,000 / QCBS / Prior / May 13 / Jul 13 / Aug 13 / Oct 13
Special Needs Education
6 / Consultancy services for Design and Construction of SNE Institute / 280,000 / QCBS / Prior / Jul 12 / Jan 13 / Mar 13 / Dec 14
Higher Education
Acess & Equity / 7 / Consultancy services for works at MZUNI & Poly / 53,191 / CQS / Prior / Dec 12 / Jan 13 / Feb 13 / Dec 13
DTED
8 / Consultancy services – to set up ODL database / 31,153 / CQS / Prior / Dec 12 / Jan 13 / Feb 13 / Jun 12
Planning
9 / Data collection for ODL Program - impact evaluation / 280,000 / CQS / Prior / Jan 13 / Mar 13 / Apr 13 / Aug 13
10 / M & E database / CQS / Prior / April 13 / June 13 / Jul 13 / Dec 13
Total / 4,056,274.00

IV. Implementing Agency Capacity Building Activities with Time Schedule - Fy 2012/13

No / Name of proposed participants / Position / Type of training / Expected outcome / Venue / Duration (weeks) / Expected Start date / Expected Finish date / Tuition / Aitticket / Perdiem / Total
1st Group (11 Directors and 1 procurement officer)
1 / 11 Directors and 1 procurement officer / 12 MoEST Directors and procurement staff(Basic, Sec, SDS, ICT, DEP, DOF, CIA, Dias, SHN, EIMU, SNE) / Procurement Management Course for World Bank/IDA funded projects / MIM, Lilongwe / 2 / 3/12/12 / 14/12/12 / 8,809,920 / 0.00 / 0.00 / 8,809,920
2 / Kampini / Stores officer / RecordsManagement / Improved records management / ESAMI Arusha Tanzania / 4 / 11/2/13 / 8/3/13 / 960,250 / 250,000 / 901,800 / 2,112,050
2nd Group
3 / M.Pitawo / Snr Procurement officer / Works Procurement and selection of consultants / Improved works procurement / ESAMI, Mombasa / 4 / 25/3/13 / 22/3/13 / 734,800 / 250,000 / 661,320 / 1,646,120
4 / C. Banda / Chief Procurement Officer / 4 / 25/3/13 / 22/3/13 / 734,800 / 250,000 / 661,320 / 1,646,120
3rd Group
5 / A. Kapulula / Deputy Director / Construction management program / ESAMI Arusha / 3 / 30/4/13 / 18/5/13 / 960,250 / 250,000 / 901,800 / 2,112,050
6 / P.Shaba / Deputy Director / 3 / 30/4/13 / 18/5/13 / 960,250 / 250,000 / 901,800 / 2,112,050
4th Group
7 / V.Patel / Chief Procurement officer in SPU / Goods & Equipment Procurement / Improvement on procurement skills / ESAMI Mombasa / 3 / 10/6/13 / 28/6/13 / 960,250 / 250,000 / 901,800 / 2,112,050
8 / Mercy Nyanda / Procurement Officer in SPU / Goods & Equipment Procurement / Improvement on procurement skills / ESAMI, Mombasa / 3 / 10/6/13 / 28/6/13 / 960,250 / 250,000 / 901,800 / 2,112,050
MK / 22,662,410

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