| As such the Procurement Cell of AP State Project Facilitation Unit has to |
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Ensure Action Plan is available for each institution for the current year for Procurement of Goods & Civil Works |
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Obtain and forward 1st NCB document of Goods and All NCB Document for Civil Works of the State to NPIU after due Review at SPFU |
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Ensure funds are released |
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Obtain monthly progress reports on Procurement of Goods & Civil Works |
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Consolidate and send it to NPIU by 10th of every month |
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Monitor progress through visits and monthly meetings with the Institutions |
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Identify bottlenecks and take remedial action |
The procurement of civil Works, goods and services will occur at the institutional level under the Programme Component-I (Institutional Development). The details of requirement including the cost of civil works, goods and services for each institution will be reflected in theProposals of the institutions and will vary from proposal to proposal asper their individual needs in pursuit of excellence
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The participating institutions will, among others, form four working committees namely, Academic Committee, Building and works Committee, Finance Committee and the Procurement committee These Committees will function under the supervision of the BOG of the institution and these Committees will seek approvals on all institutional project related procurements and activities from the BOG.
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The procurement of cilvil works and goods shall be carried out as per the “ Guidelines for procurement under IBRD Loans Credits published by the World Bank in January 1999” with medications as agreed to with GOI and for services “Guidelines for Selection and Employment of Consultants by World Bank Borrowers published by the World Bank in May 2002”. The limits of Procurement of various goods, civil works and consultant services shall be applicable as per the details contained in the legal agreements.
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| Civil Works
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The Programme does not envisage large scale civil works but has provision to meet essential requirements of developmental plans of institutions for acquiring excellence |
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Three types of activities under civil works are envisaged: |
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Construction of buildings as extensions, |
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refurbishing of the existing infrastructure and c) improvement of facilities |
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Each institution will be required to create a special Cell in their institution to undertake the responsibility of civil works comprising of faculty from Civil Engineering Department or hire a consultant for undertaking the civil works in consultation with the SPFU
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Majority of civil works ( construction of buildings) are expected to be below Rs. 15 Million and the same could be undertaken following the recommendations of the Building and works Committee duly approved by the BOG of the institution
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| Procurement of Goods:
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The institutions under the Programme have large-scale procurement of goods for: |
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Modernization of existing facilities like library, multi media, learning resources, hardware and software for computer centers, e-Library, book bank for SC/ST etc; |
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Modernization of existing laboratories and workshops |
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Setting up new labs and workshops for introduction of courses in high and emerging technology areas for graduate, post-graduate and doctoral programmes; |
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Research and development for industry and community, faculty research and national and international collaborative works; |
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Educational technology items such as books, learning resources of various kinds, national and international journals and periodicals, software, simulation exercises, special learning packages, video conferencing set ups; |
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Networking; |
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Communication with other organizations including internet facility etc; and |
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Reprography and documentation, office equipment |
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Student amenities and facilities etc |
| Equipment
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All institutions selected under the Programme will be responsible for procurement of equipment for their projects
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Since the selection of institutions is competitive in nature, the exact requirements of equipment and its value cannot be determined at this stage. The procurement of equipment will be made on the recommendations of the institutional Purchase Committee duly approved by the BOG. NPIU will have a special Procurement Cell supported by Specialists / Consultants whose responsibility will be to advise the selected institutions on procurement related issues. The participating States have experience of procurement through agreed procedures and their capabilities have been recognized and appreciated in the ICR of Tech
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Ed I and II. The NPIU has the experience of guiding procurement in Tech Ed I, II, and III. These capabilities of NPIU and SPFUs will be utilized in carrying out large size procurement if the need arises during the first year of the Program.
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Intensive efforts will be made by NPIU and through other procurement training agencies in the country to train the programme officials at the SPFU and institutional levels to undertake large size procurements
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After one year of implementation of the Programme, the situation would be reviewed to determine the procurement capacities of the institutions and .the need for hiring a Procurement Agency at the National level. The National Steering Committee in this regard will take appropriate decisions.
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| Furniture |
| All institutions, SPFU and NPIU will purchase furniture from local sources and would follow prescribed Procedures. The value per contract will not exceed Rs 2.5 Million. |
| Vehicle |
| All institutions, SPFU and NPIU will purchase vehicle through prescribed procedure and DGS&D Rate Contract where applicable. The value per contract will not exceed Rs 2.5 Million |
| Books and LRs |
Books, journals, books for the book bank for SC/ST students, Learning Resources, Multimedia packages, E-libraries journals and books, software, simulation software etc. will be purchased through prescribed procedure. The value per contract will not exceed Rs 2.5 Million.
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| Training |
The officials dealing with procurement in the Programme institutions and SPFU will be given training on basic procurement procedures by Procurement Cell of NPIU to undertake procurement for immediate requirement of the Programme. Further detailed training programmes for the officials of the institutions, SPFU, and NPIU will be organized through nationally reputed institutions/ organizations.
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| Services |
The Programme is of a special nature wherein support and services of a variety of consultants would be needed in order to achieve the goals of the Programme and the excellence, which the institutions would acquire.
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Several activities under the Programme would be carried out with the help of resource institutions. These would include, training and fellowship programmes, conducting research studies and implementation of several academic activities.
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The Programme envisages appointment of Local and Foreign Consultants (individuals) for the above purposes. The cost of services to be hired by the institutions under Programme Component-I cannot be reflected here. However, the total cost of services for Programme Component-II is estimated at Rs. 57 Million. Both firms if required, and individuals (experts) for various services will be hired on competitive basis
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| Building |
There are circumstances where 1CB would no' be the most economic and efficient method of procurement and where other methods are deemed more appropriate.The particular procurement methods and the categories of goods and works to which they apply are determined by agreement between the Bank and the Borrower, and are specified in the Loan Agreement. The Bank's policies with respect to margins of Preference for domestically manufactured goods and Contractors do not apply to methods of procurement other than ICB. The more common procurement methods which are generally considered in situations where ICB may not be suitable are set forth in this section. Limited International Bidding
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| Limited International Bidding |
Limited International Bidding (LIB) is essentially ICB by direct invitation without open advertisement. It may be an appropriate method of procurement where (i) the contract values are small, or (ii) there is only a limited number of Suppliers, or. (iii) other exceptional reasons may justify departure from full ICB procedures. Under LIB, Borrowers shall seek bids from a list of potential Suppliers broad enough to assure competitive prices, such list to include all Suppliers when there are only a limited number. Domestic preferences are not applicable in the evaluation of bids under LIB. In all respects other than advertisement and preferences, ICB procedures shall apply.
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| National Competitive Bidding |
"National Competitive Bidding (NCB) is the competitive bidding procedure normally used for public procurement in the country of the Borrower, and may be the most efficient and economical way of procuring goods or works which, by their nature or Scope, are unlikely to attract foreign competition. To be acceptable for use in Bank-financed procurement, these procedures shall be reviewed and modified as necessary to assure economy, financy, transparency, and broad consistency with the provisions included in Section 1 of these Guidelines. NCB may be the preferred method of procurement where foreign bidders are not expected to be interested because (i) the contract values are small, (ii) works are scattered geographically or spread over time, (iii) works are labor intensive, or (iv) the goods or works are available locally at prices below the international market. NCB procedures may also be used where the advantages of ICB are clearly outweighed by the administrative or financial burden involved.
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Publication of a General Procurement Notice is not required for NCB, and advertising may be limited to the national press or official gazette. Bidding documents may be in an official language of the country, and local currency is generally used for the purposes of bidding and payment. Adequate response time for preparation and submission of bids shall be provided. The procedures shall provide for adequate competition in order to ensure reasonable prices, and methods used in the evaluation of bids and the award of contracts shall be made known to all bidders and not be applied arbitrarily. If foreign firms wish to participate under these circumstances, they shall be allowed to do so.
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| Shopping (International and National) |
Shopping is a procurement method based on comparing price quotations obtained from several Suppliers, usually at least three, to assure competitive prices, and is an appropriate method for procuring readily available off-the-shelf goods or standard specification commodities that are small in value. Requests for quotations shall indicate the description and quantity of the goods, as well as desired delivery time and place. Quotations may be submitted by telex or facsimile. The evaluation of quotations shall follow sound public or private sector practices of the purchaser. The terms of the accepted offer shall be incorporated in a purchase order.
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International shopping shall solicit quotations from at least three Suppliers in two different countries. National shopping may be used where the desired goods are ordinarily available from more than one source in the country of the Borrower al competitive prices.
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| Direct Contracting |
| Direct contracting without competition (single source) may be an appropriate method under the following circumstances: |
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An existing contract for goods or works, awarded in accordance with procedures acceptable to the Bank, may be extended for additional goods or works of a similar nature." The Bank shall be satisfied in such cases that no advantage could be obtained by further competition and that the prices on the extended contract are reasonable. Provisions for such an extension, if considered likely in advance, shall be included in the original contract. |
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Standardization of equipment or spare parts, to be compatible with existing equipment, may justify additional purchases from the original Supplier. For such purchases to be justified, the original equipment shall be suitable, the number of new items shall generally be less than the existing number, the price shall be reasonable, and the advantages of another make or source of equipment shall have been considered and rejected on grounds acceptable to the Bank.
The required equipment is proprietary and obtainable only from one source. The Contractor responsible for a process design requires the purchase of critical items from a particular Supplier as a condition of a performance guarantee.
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In exceptional cases, such as in response to natural disasters. |
| Force Account |
Force Account, that is, construction by the use of the Borrowers own and equipment may be the only practical method for constructing some kinds of works. The use of force account may be justified where:
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Quantities of work involved cannot be defined in advance; |
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Works are small and scattered or in remote locations for which qualified construction firms are unlikely to bid at reasonable prices; |
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work is required to be carried out without disrupting ongoing operations; |
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Risks of unavoidable work interruption are better borne by the Borrower than by a Contractor; and |
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There are emergencies needing prompt attention. |
| Procurement from United Nations Agencies |
| There may be situations in which procurement from specialized agencies of the United Nations (UN), acting as Suppliers, pursuant to their own procedures, may be the most economical and efficient way of procuring small quantities of off-the-shelf goods, primarily in the fields of education, health, and rural water supply and sanitation. |
