Ensuring that the required funds (including counterpart) for the procurement of works, goods, services and consulting services required under the project are available including funds to cover shipping, customs clearance, delivery to the site, installation and testing and commissioning costs;
(f) Drafting of specific procurement notice; invitation for pre-qualification; arranging for the receipt and evaluation of applications for pre-qualification; establishing lists of pre-qualified contractors, when applicable;
(g) Itemizing and listing all goods required for the project, including specifications, estimated unit and total costs of each item, arranging for the index coding and numbering of each item for identification and inventory with the project facilities and the space for which it is required;
(h) Grouping goods in packages by main product group (package) and sub-product groups (lots within the package) to permit bulk procurement (and ease of evaluation) consistent with sound technical and procurement practices;
(i) Determining the procurement method for works, goods and services to be used based on the size of the package as determined by the grouping of the items for: International Competitive Bidding (ICB), National Competitive Bidding (NCB), and Shopping taking into considerations relevant threshold stipulated in the Legal Agreement for the project;
(j) Drafting bid notices and bidding documents for inviting and receiving bids for works, goods and services under the project; ensuring latest specifications are used;
(k) Establishing procedures and forms for receiving, opening and evaluation of bids, ensuring adherence to the evaluation criteria stipulated in the bidding documents in a professional and timely manner;
(l) Recording the deliberations of all procurement processes; bids openings, evaluations, and decisions of the evaluation committees. Ensuring proper distribution to concerned parties;
(m) Preparing evaluation reports for the procurement of goods and services including recommendation to award;
(n) Preparing contract documents as stipulated in the relevant procurement documents;
(o) Developing/reviewing terms of references for consultancy services under the project making sure that the required scope of work is adequate for the required services;
(p) Determining the appropriate selection method and contract type taking into consideration the type, nature and size of the consultancy service;
(q) Drafting requests for expressions of interest, inviting, receiving and evaluating expressions of interests to establish shortlists;
(r) Drafting of requests for proposals, inviting proposals from shortlisted consultants;
(s) Establishing procedures and forms for receiving, opening and evaluation of technical and financial proposals, ensuring adherence to the evaluation criteria stipulated in the request for proposals documents in a professional and timely manner;
(t) Recording the deliberations for opening of the technical and financial proposals ensuring proper distribution to concerned parties;
(u) Preparing contract documents as stipulated in the relevant request for proposals document;
(w) Monitoring contracts under implementation from commencement till closeout including cost and time overruns; providing adequate support and guidance to the director and contract supervisor;
(x) Initiating and maintaining Client Connection on the World Bank website;
(y) Responding in timely and efficient manner to complaints received from bidders, suppliers, services providers and consultants, both firms and individuals, on accounts of any procurement proceedings and actions. Recording agreements reached and informing the PMT director thereof;
(z) Developing and maintaining well-defined tools to manage and track procurement activities;
(aa) Participating in the preparation of periodic progress reports and Implementation Completion Report.
(bb) Ensuring that all commitments are systematically communicated to the Senior Financial Management Specialist;
(cc) Clarifying to the PIU director any procedural and/or contractual matters, related to contracts to be signed or under implementation;
(dd) Establishing adequate filling system for the proper and efficient documentation of contracts. Maintaining the filing system for seven years after project closeout;
(ee) Providing guidance and training to the administrative assistant for the proper maintenance of procurement files;
(ff) Assisting consultants employed by the World Bank to conduct Independent Procurement Review during and after project implementation;
(gg) Assuring backstopping and on job training of the procurement staff of the AICP-PIU
(hh) Assisting the AICP-PIU in the finalization of the POM of the project and Other Bank financed AI project.
(ii) Performing any other project-related duties requested by PIU Director.
