WORLD BANK Implementation Support Workshop February 06-10, 2012 Ankara 1
WORLD BANK Procurement Cycle and Planning
PROCUREMENT CYCLE AND PLANNING 3
PROCUREMENT CYCLE CONTRACT PERFORMANCE GENERAL PROCUREMENT NOTICE AD FOR PRE- QUALIFICATION OR BIDDING CONTRACT AWARD PREQUALIFICATION POST- QUALIFICATION ISSUE OF BIDDING DOCUMENTS BID EVAL. SELECTION PRE-BID CONFERENCE BID OPENING 4
FLOW CHART OF PROCUREMENT PROCESS Financing Agency NORMALLY AGREES DURING APPRAISAL Project Authority DEFINE GOODS, WORKS, AND SERVICES PACKAGE CONTRACTS, MODE OF PROCUREMENT COMPETITIVE BIDDING PREQUALIFY BIDDERS Bidder/Contractor OTHER MODES OF PROCUREMENT NO YES PREPARE BID DOCS PREPARE PREQUAL. DOCS. ADVERTISE BIDDING DOCS. ADVERTISE ISSUE PREQUAL. DOCUMENTS EVALUATE SELECT QUALIFIED BIDDERS TAKES OUT DOCUMENTS PREPARE BIDDING DOCS SUBMITS INFORM. ISSUE BID DOCUMENTS TAKES OUT BID DOCS. 5
FLOW CHART OF PROCUREMENT PROCESS Financing Agency Project Authority Bidder/Contractor RECEIVES CLARIFICATION REQUESTS PREBID MEETING ATTENDS MEETINGS OR REQUESTS ISSUES CLARIFICATION RECEIVES CLARIFICATION RECEIVES BIDS & EVALUATES SUBMITS BID MAKES AWARD ACKNOWLEDGES AWARD RECEIVES COPY OF CONTRACT FORMALIZES, SIGNS CONTR. SIGNS CONTRACT ISSUES NOTICE TO PROCEED STARTS WORK 6
PROCUREMENT PLANNING What? (Contract packages) How much?($) How? (Strategy) Who? (Organization) When? (Scheduling & Monitoring) Formally Agreed Procurement Plan for first 18 months by Negotiations. To be published on Bank s website both original and updates Close monitoring required. Quarterly PMRs. If no Bank approval is given for procurement plan there can be no Bank clearance of the procurement package 7
PROCUREMENT STRATEGY & PLANNING An adequate PP: Limits scope of non-compliance with agreed procedures (misprocurement) and corruption improves transparency and predictability Rational basis for cash flow requirements provides a good basis for monitoring. 8
PROCUREMENT PLANNING Inadequate PP leads to: delays in appropriate packaging cost increases improvisation of actions including incorrect short cuts in the procurement process Procurement takes a long time and one must plan!! Lead time Administrative Mobilization Manufacture Delivery / Construction 9
PROCUREMENT PLANNING DECIDE STRATEGY SEPARATE CONTRACTS FOR EACH COMPONENT OR SINGLE RESPONSIBILITY FOR GROUPS OF CONTRACTS OR TURNKEY FOR ENTIRE PROJECT CONSIDERATIONS TECHNICAL INTERFACE SOURCES OF SUPPLY COORDINATION CAPABILITY TIME PACKAGE SIMILAR ITEMS TRANSPORTATION GOODS vs WORKS vs SERVICES 10
PROCUREMENT PLANNING CHOICE OF PROCEDURE ICB NCB LIB SHOPPING SINGLE SOURCE CONSULTANT PROCEDURES (QCBS, QBS, LCS, FB, CQ, ETC.) SCHEDULING ASSESS: LEAD TIME ADMINISTRATIVE REQUIREMENTS AND PROCESS CONTRACT PERFORMANCE REVIEW PROCESS DETERMINE CRITICAL PATH DEVELOP SCHEDULE FOR EACH CONTRACT ASSESS STAFF RESOURCES MONITOR PERIODICALLY 11
LARGE WATER PUMPS (PRODUCTION MODEL) LEAD TIME ADM. TIME DELIVERY TIME INSTALLATION ADVERTISE PREP. BID DOCs BANK NO OBJ. ISSUE B.D. EVALUATE BIDS BANK NO OBJ. SIGN CONTRACT ISSUE L/C RECEIVE PERFORM. SECURITY RECEIVE L/C PACKAGE ARRANGE SHIPPING INSURANCE DELIVER TO PORT ARRIVE AT PORT UNLOAD SHIP CLEAR CUSTOMS LOAD TRUCK DELIVER SITE UNLOAD & STORE (Protect) INSTALL TEST ACCEPTANCE WARRANTY PERIOD (12-18 MONTHS) 12
PLANNING: SAMPLE PLAN FOR AIRPORT CONTRACTS: 1. RUNWAYS ICB CONSTRUCTION 2. TERMINAL BUILDING ICB CONSTRUCTION 3. RADAR AND TELECOM MANUFACTURING EQUIPMENT ICB AND INSTALLATION 4. SUPPORT EQUIPMENT DELIVERY & ICB/NCB INSTALLATION 5. ACCESS ROADS NCB CONSTRUCTION PARKING LOT 13