This document summarizes a workshop on procurement for the Fourth Africa Centers of Excellence (ACE) Project. It outlines the objectives of procurement as delivering activities efficiently and with value for money while adhering to World Bank procedures. It discusses ensuring transparency, accountability, and compliance. The responsibilities of ACEs and the World Bank in procurement are defined. Key considerations for procurement of goods, works, and consultancy services are provided. Requirements and processes for national competitive bidding, individual consultants, and other methodologies are covered. Record keeping and documentation for procurement, auditing, and World Bank supervision are also addressed.

1. FOURTH AFRICA CENTERS OF EXCELLENCE (ACE)
PROJECT WORKSHOP
FIDUCIARY COMPLIANCE – PROCUREMENT
November 17-19, 2015
Cotonou
Presented by : Wole Afuye & Mathias Gogohounga.

2. Overriding Objectives of
Procurement
 The overriding objective is to deliver procurement
activities with due considerations to efficiency and
value for money in the use of public funds, while
adhering to agreed World Bank procedures and
national procurement regulations.
Other Objectives are :
 Effectiveness
 Transparency
 Accountability

3. Procurement Progress/update:
• To discuss on the procurement progress made so far
in relation to the agreed procurement plans.
• To discuss the challenges in procurement since
implementation commenced.
• To emphasize that procurement procedures are based
on the Institution’s procurement manuals which are
subject to the national procurement systems. (Govt.
thresholds, policies and regulations).

4. Responsibilities:
• ACE:
• The responsibility for implementation of the project, award
and administration of contracts, rests with the ACEs.
• World Bank:
• The Bank, for its part, is required by its Articles of
Agreement to “ensure that the proceeds of any loan are
used only for the purposes for which the loan was granted,
with due attention to considerations of economy and
efficiency and without regard to political or other
noneconomic influences or considerations.”

5. Main Considerations Guiding the World Bank’s
Procurement Policies on Goods and Works.
(a) economy and efficiency in the implementation of the project;
(b) giving all eligible bidders from developed and developing
countries the same information and equal opportunity to compete;
(c) encouraging the development of domestic contracting and
manufacturing industries in the borrowing country; and
(d) transparency in the procurement process.

6. Main Considerations Guiding the World Bank’s
Procurement Policies on Consultancy Services.
• (a) high-quality services,
• (b) economy and efficiency,
• (c) give all eligible consultants an opportunity to
compete in providing the services financed by the
Bank,
• (d) encouraging the development and use of national
consultants in its developing member countries, and
• (e) transparency in the selection process.

7. Reminder : Component 1 - DLI approach
• That all expenditures be reimbursed under
the project will be part of the Eligible Expenditure
Program . This would be verified during procurement
audits and Bank’s Post Procurement Reviews (PPRs).
• All expenditures for procurable items in the EEP will
follow the World Bank “Guidelines for Procurement of
Goods, Works and Non-Consulting Services", dated
January 2011 and "Guidelines: Selection and
Employment of Consultants", dated January 2011.

8. Component 2
• Regional Facilitation Unit at AAU, the National
Universities Commission, Nigeria and the
implementation team in The Gambia.
• Make use of World Bank “Guidelines: Procurement
of Goods, Works and Non-Consulting Services",
dated January 2011 or the World Bank.
• "Guidelines: Selection and Employment of
Consultants", dated January 2011, with
procurement plans acceptable to IDA.

9. Component 2.
The RFU at AAU and National Universities Commission,
Nigeria’s Eligible Procurement Activities :
• Goods : Computer equipment and related office equipment.
• Consultancy Services : Simple consultancy contracts
• Works : Not Applicable
The Gambia:
• will procure consultant services only from the other
participating ACEs.
• Procure goods when justified.
• Works contracts : only when cleared by the Bank.

10. Goods & Works
DLI 2: Excellence in education and research capacity and
Development impact.
DLR 2.8: Meeting milestones for improved learning and research
environment specified in the Performance and Funding contracts.
Procurement Activities :
Development of Web Portal
Renovation & Construction of Office Blocks
Procurement of Vehicles.
Procurement of Laboratory Equipment.

11. Consultancy Services
DLI#4. Timely and audited Procurement.
Procurement Activity:
• DLR# 4.1 Timely procurement audit
• Procurement Auditing report to be submitted to World
Bank latest by June 30 – USD 50,000 per year
• DLR#4.2: Timely and Satisfactory Procurement
Progress. – USD50,000 per year.
• Hiring of relevant Technical Assistance.
• Consultants for Preparation of manuals.
• Consultants for specialized reports etc.

12. Two Procurement DLI Performance
criteria :
• (a) Third-party procurement process verification (audit).
Deadline before June 30, 2016.
• (b) Timeliness of procurement progress:
• 25% of all procurement contracts signed by year 1
(Amount);
• 55% of all procurement contracts by year 2
(amount), and
• 100% by year 3 (amount),
• Verification of installation by year 4).

13. Result Based Procurement Planning
• Effective Planning requires:
• By December 2015, all centers should be revising the
current procurement plans in preparation for Year 16,
Annual work plan and procurement plans.
• Goods , Works, consulting services and Non-
Consulting services, Operating Cost, workshop
and training.
• Annual Disbursement Plan/Cashflow plan

14. The Annual Procurement Plan
Work Plan and procurement plan should be
linked to the annual budget.
Activities not completed during the year should
be rolled to the new year procurement plans
Workplans.
All revised Procurement plans would be
submitted to the World Bank for review and No
Objection.

15. The Annual Procurement Plan
Procurement plans reflect a schedule of
activities in order of need/priority.
Workplan and Procurement plan reflect
all transactions to be implemented by the
Center.
Both the Workplan and procurement plan
can be revised during the year. All
revisions should be cleared with the WB.

16. Procurement Methods (Goods & Works)
• ICB - International Competitive Bidding (Large
works and Equipment)
• NCB – National Competitive Bidding (National
Procurement Document).
• IS – International Shopping
• SH – Shopping
• DC – Direct Contracting

17. Consultancy Services Methods
• QCBS – Quality and Cost Based Selection (Firms).
• CQ- Consultants Qualification (Firms)
• IC – Individual Consultants
• SS – Sole Source (Firms/Individuals)

18. Checklists - NCB
• Bidding Process:
• Technical Specifications drawn by technical experts - No
brand names.
• Bidding Documents prepared and issued with Invitation for
Bids (IFB). First package can be shared with WB for
necessary guidance.
• IFB publicly launched in at least one national newspaper.
• Bids are publicly opened and announced. (copy of Bids,
minutes of bids opening and attendance records are well
kept)

19. Checklist - NCB
Bid Evaluation Process:
• Bid Evaluation Committee.
• Bid Evaluation Report should consist of :
• Preliminary Examination: checking the completeness of the bid e.g
Bid Securities.)
• Technical Evaluation – Checking compliance with required
specifications.
• Post Qualification of Bidders.
• Technical Capacity of Bidders (Specified relevant general and
similar experience
• Financial Capacity: Average annual turnover.

20. Works Evaluation
• Emphasis is giving to the following:
• Cash flow requirement
• Access to credit facilities.
• Required Equipment
• Required technical personnel

21. Contract Award Checklist: NCB
• Recommendation & Award:
• Notification of awards.
• Acceptance Letter of Offer.
• Performance Security (PG)
• Advance payment Guarantee (APG)
• Contract Agreement with clear conditions.

22. Implementation Checklist:
• Copies of Delivery/Waybill
• Copies of Payment Invoices
• Payment approvals.
• Payment Vouchers
• Copies of Receipts for payments

23. Contract Management /Records.
 Contract Amendments (if any)
 Goods Inspection Certificate
 Acceptance Certificate
 Delivery Papers /Waybills /Stores Receipt
 Payment Certificates
 Copies of Performance Guarantee and Bid Securities
 Claims and disputes (liquidated damages if any)

24. National Shopping : Goods and Works /
Checklist
 Solicitation letters with technical specification sent to minimum
of three bidders
 Quotations received from Contractors/Suppliers
 Quotations are opened same day.
 Evaluation Committee evaluates the quotations.
 Recommended bidder signed contract or Purchase Order
 Record of Inspection /Delivery of goods, Receipt, waybills.
 Store Receipt
 Completion Certificates are issued.

25. Individual Consultants –
Checklist/filing.
• Terms of Reference
• Request for Expression of Interest/ Invitation of CVs.
• Committee evaluate CVs.
• Interview and Contract Negotiations.
• Contract Agreement.
• Reports/ Deliverables.
• Payment Documents.

26. World Bank Procurement
Supervision Roles.
(a) Continuous Project Implementation
Supervision Missions.
(b) Post Procurement Reviews (PPR).
(c ) Continuous Procurement Trainings.
(d) Hands Holding procurement supports.

27. Procurement
Filling/Documentation.
• All procurement documents should be filed
accordingly for :
• Procurement Audit
• World Bank’s Post Procurement Reviews
• External Financial Audit.
• References.

28. THANK YOU.
Comments & Clarifications