Advancing Postgraduate Education in Africa: ACE Impact Project Procurement Updates

ACE Impact Project 5th ACE Impact Virtual Regional Workshop ACE IMPACT PROJECT PROCUREMENT ARRANGEMENTS Emmanuel B. Ansong Procurement Specialist, ACE Impact Association of African Universities Regional Facilitating Unit 26thMay 2021 ACE Impact Project - advancing the quality, quantity and access of postgraduate education in Africa

1. Follow up on key actions from the October 2020 Virtual Workshop Presentation Presentation Outline Outline 2. Key observations from the review of 2021 Procurement Plans from Centres 3. Guidance notes on DLR 6.4 (Quality of procurement) a. Procurement Performance reporting b. Procurement Documentation

Key Actions Planned for 2021 Updates on Updates on key actions key actions from the from the Virtual Virtual Workshop in Workshop in October 2021 October 2021 1. Procurement Capacity Building Webinars (AAU Procurement Specialist) 2. Assistance to implement high priority procurement packages (AAU Procurement Specialist) 3. Arrange training on WB Procurement Regulations (WB Procurement Specialists) 4. Verification of Procurement and Financial Management results (DLI 6) WB Procurement Specialists, AAU/WB Teams/ACEs

Procurement Survey Results Analysis Above Average Below Average 56% Q12. WB Procurement Regulations 44% 52% Q11. Procurement Post Review 48% 76% Q10. Contract Preparation and Management 24% 88% Q9. Procurement Review and Award 12% 72% Q8. Management & evaluation of submissions 28% 72% Q7. Publication of procurement opportunities 28% 56% Q6. Requirement's definitions 44% 56% Q5. Standard procurement documents 44% 64% Q4. Supplier Management 36% 80% Q3. Procurement Categories 20% 88% Q2. Procurement Roles 12% 75% Q1. Procurement Plans 25% 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100%

Next Steps 1. Using Standard Procurement Documents and templates (Expression of Interest, Request for Proposal, Request for Bids) (2ndQuarter 2021) Areas to focus Areas to focus quarterly quarterly webinars webinars [where above [where above average did not average did not exceed 60%] exceed 60%] 2. Requirement s definition (ToR, BoQ Specifications, Scope of Works) (3rdQuarter 2021) 3. Procurement Post Review (4thQuarter 2021) 4. World Bank Procurement Regulations (1st Quarter 2022)

Implementing high priority procurement packages ACE Impact Project The high priority packages are the high valued equipment and construction works in excess of USD 100,000.00 [DLR 4.3] Seven (7) Centres did not have any such packages No request for assistance received yet Most Centres use the host university procurement systems

Summary 1. Forty-eight (48) Centres submitted their PPs for review following email request of 20th January 2021. 2. All the 48 PPs have been reviewed (some in 2020 ACETEL, ACE-PUTOR) 3. Responses to the reviews were communicated to the Centres through clarification, corrections or approval. 4. The following four (4) Centres are yet to submit their PPs: (i) CCBAD, Cote d'Ivoire; (ii) CEA-MEM, Cote d'Ivoire; (iii) ENSEA, Cote d'Ivoire; (iv) ACEDHARS, Nigeria 5. STEE in the Gambia is using the WB procurement platform STEP and their PP is good to go. Overview: Overview: Review of Review of Procurement Procurement Plans Plans

Procurement Plan Review: Focus & Observations ACE Impact Project Observations Generally, preparation of the PPs were guided by the stipulations of the Centre's approved procurement manuals and the considerations of the country procurement requirements, as necessary. The templates used are the standard ones in general use and the durations of planned procurement activities comply with the guidance indicated therein. Centres whose PPs were corrected were asked to revise and resubmit for our records. Most have complied with few exceptions. Centres who did not need to make any corrections were asked to proceed with implementation and advised to keep a trail of procurement activities and documentary records (both electronic and hard copies) to facilitate post procurement review exercise. Focus Identifying high valued items (procurement of laboratory equipment and construction / rehabilitation of laboratories) relating to DLI 4.3 Matching the procurement methods to the applicable financial thresholds Assessing the feasibility of the key procurement milestones vis- -vis the procurement methods

CLARIFICATIONS Justification for use of direct selection method of procurement instead of open competition especially for the laboratory equipment. Direct Sourcing Responses received were justified by either compatibility of the new equipment with those existing or the specificity of the equipment. For large valued laboratory equipment whether the Centres have the inhouse capacity or whether they will need the services of an Equipment Specialist who will assist a. define the technical specifications for the equipment b. with the evaluation and selection of the supplier c. receive and certify the equipment when they are delivered? If the Centre does not have the inhouse capacity and if the equipment is going to be procured through open competition, then the Centres are advised to include the services of such a Specialist in the PP Equipment For the construction works and where the services of: a) An Environmental and Safeguards Specialist has not been foreseen the Centres are to clarify how they will address this b) A consultant to design and or supervise the construction works have not been foreseen how the Centres will address this Works

Guidance on DLR 6.4 (Quality of Procurement) ACE Impact Project Activity Details Goods, Works and Services a. Total number of procurement activities planned b. Number of activities completed c. Number ongoing i.e., contract signed d. Number at pre-contract stage e. Number to be initiated f. Number of procurement activities cancelled or terminated Procurement Performance Reporting Status of Procurement Activities (numbers) Goods, Works and Services a. Total budget b. Value of contracts completed c. Value of contracts ongoing d. Value of contracts at pre-contract stage e. Value of contracts to be initiated f. Value of contracts cancelled / terminated Procurement Performance Reporting Status of Procurement Activities (amounts)

Guidance on DLR 6.4 (Quality of Procurement) ACE Impact Project Activity Procurement Performance Reporting Summary Details Goods, Works and Services a. Total number of procurement activities planned b. Number of activities completed c. Number ongoing i.e., contract signed d. Number at pre-contract stage e. Number to be initiated f. Number of procurement activities cancelled or terminated Narrative Overall implementation status (Financial and Physical) Challenges and measures to address them High valued items Forecasts for subsequent periods

Guidance on DLR 6.4 (Procurement Documentation) ACE Impact Project Activity National Competitive Bidding Goods and Works (Bidding Stage) Details 1. 2. 3. 4. 5. 6. 7. 8. 9. Copy of the relevant page of the cleared procurement plan No objection to draft bidding document Specific procurement notice in at least one national newspaper Final bidding document issued to bidders Clarifications by bidders and project response Minutes of pre-bid meeting (if applicable) Modifications or addenda to bidding document Minutes of Bid Opening Copies of bids submitted 1. 2. 3. 4. 5. 6. 7. 8. 9. Evidence of composition of Evaluation Committee Bid Evaluation Report Clarifications requested from bidders Confirmation of arithmetic correction of errors (if any). No Objection to award Notification and acceptance by the bidder All documents on complaints, if any Copy of signed contract Publication of award in at least one national newspaper or appropriate media National Competitive Bidding Goods & Works (Bid evaluation and award stage)

Guidance on DLR 6.4 (Procurement Documentation) ACE Impact Project Activity National Competitive Bidding Goods (Contract Management Stage) Details 1. 2. 3. 4. 5. 6. 7. 8. Delivery Papers / Waybills /Stores Receipt certificates Invoices Contract Amendments/Variation Orders (if any) and pertinent documents No objection to contract amendment (if applicable) Acceptance Certificates (Provisional and Final) Copies of Advance Payment, Performance Guarantee and Bid Securities Claims and disputes (liquidated damages if any) All documents on complaints and resolution Contract amendments/Variation Orders (if any) and pertinent document No objection to contract amendment (if applicable) Contract supervision reports Payment Certificates Completion certificates ( partial and final completion) Copies of Bid Securities, advance payment and performance guarantees Claims and Disputes (liquidated damages if any) All documents on complaints and resolution National Competitive Bidding Works (Contract Management Stage)

Guidance on DLR 6.4 (Procurement Documentation) ACE Impact Project Activity Request for Quotation Goods & Works Contracts Details 1. Copy of the relevant page of the cleared procurement plan 2. Solicitation letters with technical specification sent to at least three (3) bidders 3. Quotations received from bidders 4. Quotation Evaluation Report 5. Approval of award 6. Signed Contract or Purchase Order 7. Delivery Receipt or Completion Certificate 8. Inspection Certificate 9. Store Receipt 10.Complaints from bidders (if any) and resolution documents 11.Payment documents

Guidance on DLR 6.4 (Quality of Procurement) ACE Impact Project Activity Direct Selection Goods Details 1. Copy of the relevant page of the cleared procurement plan 2. Note to the file on justification for direct selection 3. Request for quotation letter with technical specification 4. Quotations received from bidders 5. Quotation Evaluation Report 6. Approval of award 7. Signed Contract or Purchase Order 8. Delivery Receipt or Completion Certificate 9. Inspection Certificate 10.Store Receipt 11.Payment documents

Guidance on DLR 6.4 (Quality of Procurement) ACE Impact Project Activity Details a. Draft TOR b. Approval of TOR c. Request for Expression of Interest (open) or shortlist of CVs of at least three Individuals d. Evaluation report of the CVs e. Minutes of contract negotiation f. Contract Agreement g. Evidence of deliverables, according to their schedules h. Certification of quality of deliverables by user department i. Payment documents j. Complaints (if any) and Resolution Documents Consultant Services Individual Consultants (IC)

Verification: Fiduciary Management (DLRs 6.1 6.4) DLR 6.4 Quality of Procurement planning 1. All submissions should be submitted to AAU/WB procurement specialists with copy to reg. team and on M&E portal Approved procurement plans Procurement audits 2. Verification criteria Procurement Performance Reporting Status of Procurement Activities (numbers/amounts) Procurement implementation performance reporting Summary of Procurement Report 3. Deep dive section on verification process during breakout sessions on this afternoon & Thursday Next round of verification planned after Financial audits due date (July September 2021) 17

ACE Impact Project END OF PRESENTATION ACE Impact Project - advancing the quality, quantity and access of postgraduate education in Africa