Procurement & Disbursemnet
Biodiversity Conservation Management Project
Procurement and Disbursement Arrangements

Annex 6



Procurement
Procurement Responsibility

  1. Implementation of the project will require procurement of goods and works and the selection and employment of consulting firms and individuals to carry out consulting and other technical assistance services. The PCT at the national level and the PMAs , with the help of the PCT, will be responsible for procurement under their respective activities. The PCT's procurement officer and PMA's administrative assistants will be trained in World Bank procurement procedures. The PCT procurement officer will be responsible for supporting the PMAs in their procurement activities.

    Procurement Methods

  2. The procurement of goods and works under the project will be conducted in accordance with the Bank's guidelines "Procurement under IBRD Loans and IDA Credits" published in January 1995, revised in January and August, 1996, September 1997 and January 1999. The project components not financed by the Bank will be procured in accordance with national regulations or the co-financing institutions' procurement regulations. A General Procurement Notice will be published in the Development Business of the United Nations in April 1999. The procurement of consultants will be conducted in accordance with the "Guidelines - Selection of Consultants by World Bank Borrowers", dated January 1997, revised September 1997 and January 1999. The Bank's Standard Bidding Documents, Standard Request for Proposal, as well as Standard Form of Consultants' Contracts will be used. A detailed procurement plan is at Annex C. The plan will be further refined during appraisal.
  3. Goods. International Competitive Bidding (ICB) will be used for goods estimated to cost the equivalent of US$200,000 or more. Off the shelf goods, estimated to cost up to US$50,000 per contract, will be procured through National Shopping (NS), based on comparison of quotations obtained from at least three suppliers. International Shopping (IS), based on comparison of quotations obtained form at least three suppliers in two different countries, will be applied to packages below US$200,000. See footnotes to Table 3 for aggregate amounts.
  4. Technical Services. Technical Services contracts estimated to cost less than $50,000 equivalent per contract will be procured following the national shopping procedures. The project includes five contracts ($144,000 in aggregate).
  5. Civil Works.Civil works estimated to cost US$500,000 and above per contract will be procured through ICB. Contracts below US$500,000 will be procured through NCB. Small value contracts estimated to cost less than US$100,000 equivalent per contract, may be procured under lump sum, fixed price contracts awarded on the basis of quotations obtained from three qualified domestic contractors in response to a written invitation. The Invitation shall include a detailed description of the work, including basic specifications, the required completion date, a basic form of agreement and relevant drawings, where applicable. The award shall include a detailed description of the work, including basic specifications, where applicable. The award shall be made to the contractor who offers the lowest price quotation for the required work, and who has the experience and resources to successfully complete the contract. The aggregate amounts are included in the footnotes of Table 3.
  6. Consultants' Services. Consultants' services will be procured through the Quality and Cost Based Selection (QCBS) procedure. Such contracts will be advertised in Development Business and in a national newspaper for expressions of interest, from which a shortlist will be drown. For contracts estimated to cost less than US$200,000, the shortlist may consist entirely of national qualified firms, at least three. Foreign firms, if interested, will be allowed to participate. Consultants' services for the assignments of annually auditing the Project and designing and supervising construction of the visitors centers and information points will be procured through the Least Cost Selection method (LCS). The aggregate amounts are shown under the procurement Table 3.
  7. Individual experts will be selected in accordance with Part V of the Consultant Guidelines. Candidatures will be advertised, and selection will be made on the basis of comparison of qualifications and experience.
  8. The utilization of funds allocated to meet various incremental operating costs, i.e., mileage, utilities and communication charges, maintenance of office equipment, etc. will be incurred in accordance with an annual budget subject to the Bank's prior approval.

    Bank's Review of Procurement

  9. Procurement documents for all ICB and NCB contracts (invitation to bid, draft bidding documents, evaluation report, both for goods and works) will be subject to the Bank's prior review. Procurement documents for the first IS, NS (for goods), small works contracts and the first NS contract of technical services (draft invitation to quote and evaluation report before contract is signed) will also be subject to the prior review of the Bank. With respect to Services, prior Bank review will be required for all terms of reference, irrespective of the contract value. For each contract estimated to cost US$200,000 or more, after the technical proposal has been evaluated, the technical evaluation report will be submitted to the Bank for its review prior to the opening of the priced proposals. Financial proposals will be opened in public only after the Bank's no objection to the full evaluation report (including the results of the evaluation of both the technical and financial proposals. For contracts estimated to cost between US$100,000 and US$200,000 the Bank would be notified of the results of the technical evaluation prior to the opening of the financial proposals. Following the opening of the financial proposals and evaluations thereof, a full evaluation report will be submitted to the Bank. Contracts with local consulting firms estimated to cost more than $50,000 equivalent each will be also subject of Bank's prior review. For contracts with individual consultants costing US$20,000 or more the qualifications, experience, terms of reference and terms of employment shall be furnished to the Bank for its review and approval. All other contracts would be subject to ex-post review by the Bank.

    Disbursement

  10. Allocation of grant proceeds: Disbursements will follow normal Bank procedures and will be made against the categories of expenditures indicated in Table C. The proceeds of the proposed project area expected to be disbursed over a period of five years (see Table D). The anticipated completion date is June 30, 2004, and the closing date December 31, 2004.
  11. Special Account: The Special Account and the Project Account will be maintained by the PCT. Advance Accounts will be maintained by the PMAs. Since working capital is not available for project expenditures, the use of Advance Accounts will give the PMAs direct access to funds for expenditures at the project sites. To facilitate disbursements against eligible expenditures, the Government would establish in a Commercial Bank a Special Account (SA) to be operated by the PCT under terms and conditions satisfactory to the Bank. The Bank would, upon request, make an Authorized Allocation of US$500,000. Applications for the replenishment of the Special Account would be submitted monthly or when 50 percent of the initial deposit has been utilized, whichever occurs earlier. The replenishment application would be supported by the necessary documentation, the Special Account bank statement, and a reconciliation of this bank statement.
  12. PMA Advance Accounts. In addition to the Special Account administrated by the PCT, three advance accounts at the three sites will be established at a suitable commercial bank nearest to the sites. These accounts will be replenished by the Special Account. An amount equivalent to 90 days of anticipated expenditure would be advanced from the Special Account to an account established by each of the PMAs based on an annual work program. The advances will be used to meet project expenditures in the three sites. Subsequent advanced to the PMAs will be given only upon their accounting for the advanced previously received. The PCT will be responsible for preparation and submission of regular replenishment requests with appropriate supporting documents for expenditures incurred. Among the documents that accompany replenishment applications a reconciliation statement for the Special Account showing deposits received from the Bank, the amount advanced to PMAs, the date on which this advance was made and the amount awaiting documentation from PCT with an explanation for the delay.
  13. Use of Statements of Expenditures: Withdrawal applications would be fully documented, except for expenditures under:
    • contracts for goods valued at less than US$200,000 each;
    • contracts for works less than US$100,000 each;
    • contracts for consulting firms costing less than US$100,000 equivalent, and contracts for individual consultants costing less than US$20,000 equivalent;
    • contracts for training costing less than US$50,000;
    • subgrant contracts estimated to cost less than US$10,000;
    • expenditures under the incremental recurrent cost. Full amount of documentation in support of SOE should be retained by the PCT and the PMAs for at least two years after the closing date of the grant.

a/ includes:  (i)Minor Works contracts (US$0.127)
b/ includes:  (i) National Shopping contracts (US$0.208)  
              (ii) International Shopping contracts (US$0.305)
	      (iii) Technical Services (NS) contracts (US$0.144)	

c/ includes:  (i) Least Cost Method contracts (US$0.140)
              (ii) QCBS contracts (US$0.338)
              (iii) Individual experts (US$0.458) 
              (iv) Study Tours, Training and Workshops (US$0.546)
      
d/ Recurrent costs including US$0.482 of implementation staff 

Items in parentheses indicate amounts to be financed by the Bank.