Procurement Plan Zambia Strengthening Climate Resilient Project (PPCR Phase II) P127254

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1 Public Disclosure Authorized Public Disclosure Authorized Public Disclosure Authorized Public Disclosure Authorized I. General Procurement Plan Zambia Strengthening Climate Resilient Project (PPCR Phase II) P Project information: The Zambia Strengthening Climate Resilient Project (PPCR Phase II) overall objective is to strengthen the institutional framework for climate resilience in Zambia and improve the adaptive capacity of vulnerable rural communities in the Barotse sub-basin. The project components are: (1) Strategic National Program (2) to Participatory (3) Pilot Participatory 1. Project information: Zambia Strengthening Climate Resilient Project (PPCR Phase II) 2 Project ID No.:P Project Implementing Agency: Secretariat for Climate Change, Ministry of Finance (MOF) 4. Bank s approval Date of the Procurement Plan: April 2, 2013March 25, Date of General Procurement Notice: April Period covered by this procurement plan: April 20, 2013 to December 31, 2014 II. Works, Goods and and Non-Consulting Services 7. Review Threshold: Procurement Decisions subject to Review by IBRD as stated in Appendix 1 to the Guidelines for Procurement: See thresholds below Table 1: Thresholds for Procurement Methods and Review Works, Goods and Non- Consulting Services Expenditure Contract Value Category (Threshold) USD 1. Works 10,000, ,000 - <10,000,000 <200,000 values values values Procurement Method B NCB Shopping Direct Contracting Force Account Community Participation Procedures (for CDD projects) Contracts Subject to Review As in procurement plan None None

2 2. Goods and Services (other than Consultants Services) 2,000, ,000 - <2,000,000 <200,000 (motor vehicles only) B, LIB NCB Shopping As in procurement plan None <100,000 (rest not motor vehicles) values values Values Shopping Direct Contracting UNOPS Community Participation Procedures (for CDD Projects) None None None 8. Prequalification. N/A 9. Proposed Procedures for CDD Components (as per paragraph of the Guidelines: as specified in the Participatory Manual 10. Reference to (if any) Project Operational Manual: See Procurement Section of the Manual 11. Any Other Special Procurement Arrangements N/A 12. Procurement Packages with Methods and Time Schedule a. Procurement of Works Description Package Number Ref No Estimated Amount in US $ Proc Method Preq (yes / no) Domes tic Pref or Review Expect Bid Opening Date Expected Contract Signature Date Subcomponent 3.2: Rehabilitation of Traditional Canals (SCENARIO 1) Mechanical Rehabilitation (Muoyowamo Canal ) WK.1 670,000 Force Account N N Mar 14 May14 Labor-based works (Muoyowamo Canal ) WK..2 4,160 Force Account N N Mar 14 Jul 14 Note: Since these works are expected to be done using force account procedures, the start of procurement would be the start of the work plan, and there is no bid opening date. The procurement plan for canals will be revised during the time of the preparation of the annual plan for FY14, when other works may also be scheduled. The expected contract signature date would be the expected start date of the works

3 b. Procurement of Goods and Non-Consulting Services Description Package Number Ref Number Estimated Amount in US $ Proc Method Preq (yes / no) Domestic Preference or Review Expect Bid Opening Date Expected Contract Signature Date Comments Component 1.1Institutional to the National Climate Change Programme Bulletin of Lessons Learned Annual prizes for best climate change story Vehicles (Secretariat and PIU) G ,000 Shopping No N/A March 14 Apr 14 4,000 G.1.2 G.1.3 and 220,000 G.1.17 Shopping No N/A Nov 14 Dec 14 NCB No N/A May 14 Aug 14 Quarterly Publication of emerging stories and lessons learnt Server, Routers, UPSs, Computers, Printers, Photocopier, Software, Projectors (Secretariat G.1.4 and G ,000 Shopping No N/A June 13 Jul 13 and PIU) Air Conditioning Unit (for PIU) and Generators for Secretariat and PIU G.1.5 and G ,500 Shopping No N/A June 13 Jul 13 Office Furniture Mongu PIU G ,000 Shopping No N/A Jan 14 Feb 14

4 Subcomponent 1.2: Strengthened Climate Information T-shirts and Caps for Community Champions G ,500 Shopping No N/A April 14 May 14 Smart Phones (with GPS) for Community Champions G.1.7 7,800 Shopping No N/A July14 Aug wards per sub-basin x 2 Materials for Warning Signs G ,000 Shopping No N/A April 14 May 14 sub-basins, and about US$10,000/ward (to include megaphone, paint, flags, water level gauges and colour coded items,etc) Possible overlap with social marketing CampaignTo Educational Materials in Local Language G.1.9 6,000 Shopping No N/A Dec 13 Jan 14 include brochures, leaflets, calendars, playing cards, games etc. (to adapt from existing materials within SADC) Radio spots on local radio stations G ,000 Direct Contracting No N/A May 14 Jul 14 GIS Equipment, Server and Software for SMS Alert, G.1.12 and G ,000 Shopping No N/A June 14 Jul 14 Includes 1 server, database software, 2 ipads Software for Key Partner Agencies G ,000 Direct Contracting No N/A May 14 Jul 14 ArcGIS for Health, Agriculture, ZTA, and Utility and Works

5 No N/A Jul 13 Sept 13 Project to pay for first year, Initial Contracts with DMMU to carry the recurrent Providers for Targeted costs thereafter Direct SMSs - Spatial and Livelihood, and Voice G ,500 Direct Contracting contracting, since DMMU needs to use all existing Based System providers with coverage in the sub-basin No N/A Jul 13 Sept 13 High Resolution Satelitte images complementary with Apple Maps and Google Maps. Procurement would be through Direct Contracting Data Acquisition G ,000 Direct Contracting given that there are only very few global suppliers of satellite imagery, and the images would need to be appropriate to the sub-basins (further restricting the suppliers).

6 c. of Consultants d. Review Threshold: decisions subject to Review by Bank as stated in Appendix 1 to the Guidelines and Employment of Consultants: Table 2: Thresholds for Consultants Methods and Review Expenditure Category 3. Consulting Firms Contract Value (Threshold) US$ 200,000 (all) <300,000 (Engineering and Contract management only) < 200,000 values Method QCBS, QBS QCBS,QBS, LCS CQS, LCS, QBS, FBS SSSingle Source Contracts Subject to Review As in procurement plan As in procurement plan As in procurement plan 4. s 100,000 <100,000 SSSingle Source None NOTE: Contracts selected on basis of CQS may not exceed cost estimate of US$200,000 equivalent per contract. e. Short list comprising entirely of national consultants: Short list of consultants for services, for the rest of the assignment estimated to cost less than US$ 200,000 equivalent per contract, and in the case of engineering and contract management contracts less than US$300,000 may comprise entirely of national consultants in accordance with the provisions of paragraph 2.7 of the Consultant Guidelines. The procurement plan will indicate those contracts using CQS whose short lists by exception may not comprise entirely national firms. f. Terms of Reference (TOR) for all consultancy contracts will be subject to prior review. g. Any Other Special Arrangements: N/A h. Consultant Services Assignments with Methods and Time Status Expected / Ref. Estimated proposal Description Comments No. Method Cost in US$ submission Review /opening Date Expert Panel to adjust screening guidelines to Zambian context (SSS) 60,000 Feb 14 C.1.2 Budget Tracking Tool 15,000 Jul 14 6 expert panelists (on Energy, Water, Agriculture, NRM, Health, Infrastructure) engaged for 20 personday/each at US$500/day, 20 working days each to help adapt screening guidelines to Zambian context

7 Expert Consultant C.1.3 C.1.4 C.1.5 C.1.7 C.1.8 Mainstreaming of Seventh NDP Panel of Experts (SSS) 6,000 Jan 14 2 experts, 10 days each, at US$300/day Specialized International Mentors (SSS) 7,000 Financial Manager Jul 13 (SSS) 79,500 Communications and 52,500 Jul 13 Information Specialist Participatory (SSS) Jul 13 81,180 Advisor Jan 14 Assumes about 2 mentors engaged in the first 15 months C.1.9 M&E Specialist 60,0000 Jul 13 Jul Senior Procurement Advisor Administrative Assistant 5,000 28,500 Jul 13 Retainer contract, for back-up of complex contracts Jul 13 6 Development of Data Quality and SMS Thresholds and Evaluation of Capacity for Data Validation 15,000 Jun 14 Two trips for a Ushahidi-type expert C C Crowdsource IT Specialists and Maintenance Geospatial interpretation and layering 6,000 1,000 Jul 14 Specialized maintenance of the two-way communication system between communities and platforms Sept 14 Assumes crowd sourcing amongst trained/skilled individual experts C IT Expert Consultant 500 May 14 To design the server, software specifications C Conceptual Plan for Optimal Management of Barotse sub-basin QCBS 319, April 14 Subcomponent 1.2: Strengthened Climate Information To include any support to the basin risk mapping that is done under component 1.1 by DMMU C Social Marketing Campaign QCBS 1,705, Marc 14 Component 2: to Pilot Participatory Contract with specialized social marketing firm 1 3 Facilitation and Community Organization (NGO Partners) Expert Climate Risk Planner/Trainer (Int'l) Infrastructure Expert SSS 119,200 40,000 45,500 Jan 14 Single Source allowed due to unique expertise in field locations Sept 13 review requested due to sensitivity of the position Sept 13 Jul 13

8 Engineer 4 Miscellaneous Experts (short-term) 16,000 Jul 13 5 Crowdsourcing Communications Expert 19,500 Jul 14 6 Provincial PIU Manager 71,500 Jul 13 C Accountant 230, Jul 13 C M&E Specialist 219, Jul 13 C Safeguards Specialist 394, Jul 13 Top up for attached staff C Administrative Assistant 138, Jul 13 Ref. No. i. Training and workshops Training, workshop and study tours Method Estimated Cost (US$) Status Expected Training plan etc.preparatio n Date Expected Training Date W.1.1. W.1.2 W.1.3 W.1.4 W.1.5 W.1.6 W.1.7 W.1.8 W.1.9 W.1.10 W.1.11 W.1.12 Component 1.1Institutional to the National Climate Change Programme Sectoral Mainstreaming Workshops 36,000 Budget Tracking - Validation and Dissemination of Results 6,000 Budget Tracking Publication 15,000 Short-Term Specialized Training 20,000 Short Term Foreign Tours 60,000 Masters/-Graduate Degrees Internships 13,500 20,000 Training for Journalists South-south-north exchanges 20,000 Presentations at International Expert 20,000 Events Briefings to Specialized Audiences 7,500 Workshops on Climate Finance 6,000 Instruments Climate Platform Meetings 12,500 W.1.13 Quarterly Review Meetings 6,000 Jun 14 Jul 14 Jan 14 Apr 14 Aug 14 Jan 14 Apr 14 Aug 14 May 14 Mar 14 Apr 14 May 14 Apr 14

9 W.1.14 Annual Planning 20,000 Nov 13 W.1.15 Launch Workshop 35,000 Oct 13 W.1.16 Field Work for Need Identification and Mapping of Base Transmission Stations 30,000 Jun 14 W.1.17 Study on Low Tech Early Warning System Options and Materials for Warning Signs 60,000 Apr 14 W.1.18 Meetings to facilitate links between EWS 900 Mar 14 W.1.19 Workshop to identify gaps, agree on roles and responsibilities, data sharing, and sustainable maintenance scheme 30,000 May 14 W.1.20 Internal Meetings to Develop Action Plan and Early Warning Directory 750 Mar 14 W.1.21 W.1.22 South South visit Training of communities 40,000 40,000 May 14 Apr 14 W.1.24 W.1.25 Training in Risk Mapping for 50,000 DDMU Partners May 14 Climate Resilient Planning Workshop 15,000 Feb 14 W.1.26 W.1.27 Data Gap Analysis - Meetings 900 Workshop to agree on Open Data Protocols 20,000 Jan 14 May 14 W.1.28 Development of Guidelines for Data Sharing amongst Stakeholders 12,000 Jun 14 W.1.30 Workshops to agree on roles and responsibilities 20,000 Jan 14 W.1.31 Training and Study Tours 30,000 Meetingsv with traditional leaders and water users Dec April 14 *After mobilization of Technical Officers PPCR Notes: training will be based on agreed training plan that will be prepared by the MoF and approved by the Bank and will include at the least the justification of the training identified and the capacity gap, the intended trainees, the name of the training provider, the duration and cost of training. After the training, the beneficiaries will be requested to submit a brief report indicating what skill have been acquired and

10 how these skills will contribute to enhance his performance and contribute to the attainment of the project objective. The training plan will be prepared and submitted once a year and updated as required.2. Operating costs For this project, the Bank has agreed with MOF that the procurement methods for works, goods and nonconsulting services as described in the Procurement Guidelines do not have to be followed for payments made for operating costs arising from the implementation of the project. Instead, the Bank has assessed the Governments own procurement procedures for these expenditures (during appraisal) and agrees that these procedures are adequate for procuring items for operating costs. These procedures will be further specified in the Participatory Manual The operating costs constitute recurrent costs (excluding purchase of motor vehicles, computers etc.) and typically include equipment rental and maintenance, vehicle operating costs, maintenance and repair, office rental and maintenance, office materials and supplies, utility costs (including electricity, water and gas) communications (including telephone and internet charges) equipment rent, operation and maintenance and cost of banking services (bank charges), travel cost and transport of the staff associated with project implementation. The Project Appraisal Document (PAD) and the Financing Agreement (FA) will include a list of the eligible items to be covered under the project. These items will be procured using the implementing Government agency s administrative procedures, which have been reviewed and found acceptable to the Bank. Contracts for these items should not be included in the procurement plan.

11 Page 1 PROCUREMENT PLAN Zambia : Zambia Strengthening Climate Resilience (PPCR Phase II) General Information Country: Zambia Banks Approval Date of the Original Procurement Plan: Revised Plan Date(s): (comma delineated, leave blank if none) Project ID: P GPN Date: Project Name: Zambia Strengthening Climate Resilience (PPCR Phase II) Loan / Credit No:, Executing Agency(ies): Ministry of National Development Planning WORKS Activity Reference No. / Description Loan / Credit No. Component Review Type Method Market Approach Procurement Process Prequalification (Y/N) Estimated Amount (US$) Actual Amount (US$) Process Status Bid Evaluation Report Draft Pre-qualification Prequalification Draft Bidding Document Specific Procurement Bidding Documents as Proposal Submission / and Recommendation Signed Contract Contract Completion Documents Evaluation Report / Justification Notice / Invitation Issued Opening / Minutes for Award Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual MTC/PPCR/W/001/2016 / Rehabilitation of traditioinal canals and silting basins (Ngombala Canal, Nebubela Canal and Fisheries) Pilot Participatory Bids Open - International 3,589, Pending MTWSC/PSU/W/27/2015 / Rehabilitation of traditioinal canals and silting basins (Lubitamei, Musiamo, Namitome and Muowamo) to Participatory Bids Open - National Pending Y 4,278, GOODS Activity Reference No. / Description Loan / Credit No. Component Review Type Method Market Approach Procurement Process Prequalification (Y/N) Estimated Amount (US$) Actual Amount (US$) Process Status Bid Evaluation Report Draft Pre-qualification Prequalification Draft Bidding Document Specific Procurement Bidding Documents as Proposal Submission / and Recommendation Signed Contract Contract Completion Documents Evaluation Report / Justification Notice / Invitation Issued Opening / Minutes for Award Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual MOF/PPCR/G/005/2015 / Air Conditioning Unit (PIU) and Solar Equipment for Secretariat and PIU 34, Pending MOF/PPCR/G/008/2015 / Motor Vehicle Toolbox 1, Pending MOF/PPCR/G/007/2016 / Computers, Printers, Scanners - New Districts 9, Pending MOF/PPCR/G/006/2016 / PIU Projector, Digital Camera, Switchboard 5, Pending MOF/PPCR/G/009/2016 / Raging Rods and Topographical Maps - Barotse Sub-Basin to Participatory Pending MOF/PPCR/G/010/2016 / Vehicles for Districts to Participatory UN Agencies (Direct) Direct 761, Pending MOF/PPCR/G/011/2016 / T- Shirts and Caps for Community Champions to Participatory 50, Pending MOF/PPCR/G/012/2016 / Smart phones with GPS for Community Champions to Participatory 17, Pending MNDP/PPCR/G/014/2017 / Material for Early Warning Signs to Participatory Bids Open - National 600, Pending MNDP/PPCR/G/020/2017 / HF Transceivers to Participatory Bids Open - National 487, Pending MNDP/PPCR/G/022/2017 / Plotter - AO to Participatory 15, Pending MNDP/PPCR/G/023/2017 / Large Format Scanner 12, Pending MNDP/PPCR/G/024/2017 / Equipment Survey, GPS, Office Furniture, Portable Generator for field operations and Switch Board to Participatory 38, Pending MNDP/PPCR/G/025/2017 / Computers to Participatory 3, Pending MNDP/PPCR/G/019/2017 / Hand-held GPS 86, Pending MNDP/PPCR/G/016/2017 / Mobile Audio Video (AV) System Strategic National Programme 98, Pending MNDP/PPCR/G/017/2017 / Boats Information Dissemination Strategic National Programme 28, Pending MNDP/PPCR/G/018/2017 / T Equipment Computers, Laptops, Tablets and Printers 78, Pending MOF/PPCR/G/003/2015 / Vehicles for Secretariat and PIU to Participatory 0.00 Pending UN Agencies (Direct) Direct 151,

12 Page 2 MOF/PPCR/G/006/2015 / Office furniture for Mongu PIU and Secretariat to Participatory 30, Pending MOF/PPCR/G/009/2015 / Air Conditioning Unit for Secretariat to Participatory 8, Pending MOF/PPCR/G/004/2015 / Servers, routers, UPSs, Computers, Printers, Photocopiers, Software, Projector (Secretariat and PIU) to Participatory 51, Pending MOF/PPCR/G/007/2015 / Money Safe Pending NON CONSULTING SERVES Activity Reference No. / Description Loan / Credit No. Component Review Type Method Market Approach Procurement Process Prequalification (Y/N) Estimated Amount (US$) Actual Amount (US$) Process Status Bid Evaluation Report Draft Pre-qualification Prequalification Draft Bidding Document Specific Procurement Bidding Documents as Proposal Submission / and Recommendation Signed Contract Contract Completion Documents Evaluation Report / Justification Notice / Invitation Issued Opening / Minutes for Award Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual MNDP/PPCR/C/038/14 / Conceptual Plan for Optimal Management of Barotse Sub- Basin Canals to Participatory Community Driven Development Pending Direct 161, MNDP/PPCR/S/008/2015 / Budget tracking Publication 107, Pending MNDP/PPCR/S/009/2015 / Short term specialised Training 99, Pending MNDP/PPCR/S/010/2015 / Master/ Graduate Degrees Open - National 263, Pending MNDP/PPCR/S/018/2015 / Annual Planning 79, Pending MNDP/PPCR/S/021/14 / Internal Meetings to Develop Action Plan and Ealry Warning Directory to Participatory Pending MNDP/PPCR/S/024/14 / Sensatisation of Chiefs to Participatory 16, Pending MNDP/PPCR/S/026/14 / Workshop to agree on open Data Protocols to Participatory 21, Pending MNDP/PPCR/S/029/14 / Meetings with traditional leader and water users to Participatory 14, Pending MNDP/PPCR/S/031/14 / Workshop to agree on roles and responsibilities to Participatory 32, Pending MNDP/PPCR/S/032/14 / Review Meeting for Stakeholders 7, Pending MNDP/PPCR/S/034/14 / Simplification, Translation and Dissemination of SNP to Participatory 20, Pending ZM-MNDP NC-RFQ / Bulletin of Lessons Learnt 6, Pending CONSULTING FIRMS Activity Reference No. / Description Loan / Credit No. Component Review Type Method Market Approach Contract Type Estimated Amount (US$) Actual Amount (US$) Process Status Combined Evaluation Expression of Interest Short List and Draft Proposals Opening of Technical Evaluation of Technical Terms of Reference Report and Draft Signed Contract Contract Completion Notice Proposals as Issued Proposals / Minutes Proposal Negotiated Contract Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual ZM-MNDP CS-QBS / Development Zambia Climate Information Open Data of Data Sharing Platform to Participatory Quality Based Open - International 40, Under ZM-MNDP CS-QCBS / Social Marketing Campaign Quality And Cost- Based Open - International 1,705, Pending ZM-MNDP CS-QCBS / Facilitation and Community Organization (NGO Partners) to Participatory Quality And Cost- Based Open - International 1,567, Pending ZM-MNDP CS-QCBS / Mid-Term Evaluation Quality And Cost- Based Pending Open - International 228, INDIVIDUAL CONSULTANTS Activity Reference No. / Description Loan / Credit No. Component Review Type Method Market Approach Contract Type Estimated Amount (US$) Actual Amount (US$) Process Status Invitation to Draft Negotiated Terms of Reference Identified/Selected Signed Contract Contract Completion Contract Consultant Planned Actual Planned Actual Planned Actual Planned Actual Planned Actual ZM-MNDP CS-INDV / Development of Guidelines for Data Sharing amongest Stakeholders to Participatory Open 25, Under

13 Page 3 ZM-MNDP CS-INDV / Recruitment of Procurement Manager Open 155, Pending ZM-MNDP CS-INDV / Recruitment of Financial Management Specialist Open 323, Pending ZM-MNDP CS-INDV / Recruitment of M & E Officer (National) Open 134, Pending ZM-MNDP CS-INDV / Recruitment of Internal Auditor Open 155, Pending ZM-MNDP CS-INDV / Recruitment of Participatory Speciliast Open 323, Pending ZM-MNDP CS-INDV / Recruitment of M&E Specialist Open 343, Pending ZM-MNDP CS-INDV / Recruitment of Environmental & Social Inclusion Manager Open 328, Pending ZM-MNDP CS-INDV / Recruitment of Senior Procurement Advisor Open 17, Pending ZM-MNDP CS-INDV / Consultancy to develop guidelines for screening sector development plans Direct 67, Under Review ZM-MNDP CS-INDV / Budget Tracking Tool - Expert Consultant Open 61, Pending ZM-MNDP CS-INDV / Project Accountant - National Open 153, Pending ZM-MNDP CS-INDV / Crowdsource IT Specialists and Maintenance Open 45, Under ZM-MNDP CS-INDV / Geospatial interpretation and layering Direct 7, Pending ZM-MNDP CS-INDV / IT Expert Consultant Open 1, Pending ZM-MNDP CS-INDV / Studies on the Health Sector Direct 10, Pending ZM-MNDP CS-INDV / Mainstreaming of the IDPs for the Barotse Sub-Basin Direct 83, Pending ZM-MNDP CS-INDV / IT Officer Open 124, Pending ZM-MNDP CS-INDV / Specialized Study on Climate Risk Financing Options Open 175, Pending ZM-MNDP CS-INDV / Human Resources and Administration Specialist Open 155, Pending ZM-MNDP CS-INDV / Infrastructure Expert Engineer Open 125, Pending ZM-MNDP CS-INDV / Agriculture/NRM Expert Open 125, Pending ZM-MNDP CS-INDV / Project Manager - PIU to Participatory Open 235, Pending ZM-MNDP CS-INDV / Project Accountant to Participatory Open 147, Pending ZM-MNDP CS-INDV / M&E Officer - PIU to Participatory Open 148, Pending ZM-MNDP CS-INDV / Study on low tech early warning system options and materials for early warning to Participatory Open 65, Pending ZM-MNDP CS-INDV / Conceptual plan for optimal management of Barotse Sub- Basin Canals to Participatory Direct 161, Pending ZM-MNDP CS-INDV / Miscellaneous Expert (Short Term) Open 91, Pending ZM-MNDP CS-INDV / Transport Officer Open 124, Under Review

14 Page 4 ZM-MNDP CS-CDS / Risk and Vulnerability Assessment-Barotse Direct Direct 200, Under ZM-MNDP CS-INDV / Consultant to conduct an Environmental and Social Audit to Participatory Open 25, Pending ZM-MNDP CS-INDV / Asset Vulnerability Mapping Open 40, Pending