BANGLADESH Public Procurement Reform Project II (PPRPII) … · 2016. 8. 25. · I. Key Project...

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BANGLADESH

Public Procurement Reform Project II (PPRPII)

16th Implementation Support Mission

(May 29 to June 6, 2016)

Aide Memoire

1. A World Bank team1 conducted 16th implementation support mission of the ongoing Public Procurement

Reform Project II (PPRP II) during May 29 to June 6, 2016. The objective of the mission was to review the status

of project implementation and progress towards achievement of the development objectives, with specific focus

on the electronic government procurement (e-GP), performance monitoring, capacity development, and

behavioral change communication and social accountability.

2. The team acknowledges excellent cooperation received from the Government of Bangladesh (GoB), in

particular the Implementation Monitoring and Evaluation Division-IMED/ Central Procurement Technical Unit-

CPTU, Roads and Highways Department- RHD, Local Government Engineering Department- LGED, Bangladesh

Water Development Board- BWDB, and Bangladesh Rural Electrification Board- BREB. In addition, the team

thanks other stakeholders including the civil society, university, consultants’ team, and bidding community. The

aide memoire (AM) was discussed at a wrap-up meeting on June 6, 2016, chaired by Mr. Farid Uddin Ahmed

Chowdhury, Secretary, IMED. The AM summarizes the mission findings and has 11 Annexes. During the wrap

up meeting, it was agreed to classify the aide memoire as “public document” under the Bank’s Access to

Information policy.

I. Key Project Data

3. The key project data and performance ratings are summarized below:

Key project data Performance ratings

Last Current

Board Approval

- Original Credit

- Additional Financing

07/05/2007

05/09/2013

Development

Objectives

Satisfactory Satisfactory

Effectiveness Date

- Original Credit

- Additional Financing

09/12/2007

07/28/2013

Implementation

Progress


Closing Date 12/31/2016 Project

Management


Total Credit (SDR) 38.3 M Overall fiduciary

rating

Moderately Satisfactory Satisfactory

- Original Credit (SDR) 15.5 M

-Additional Fin. (SDR) 22.8 M

Total Disbursement 76.03%

- Original Credit Disb. 100%

- Additional Fin. Disb. 59.74%

II. Achievement of the Project Development Objective

4. Project Development Objective (PDO): The PDO continues to be rated “satisfactory”. All PDO

indicators have exceeded the targets and have been contributing to bringing about a systemic change in the public

1 Messrs./Mmes. Zafrul Islam (Lead Procurement Specialist & Mission Leader), Zahed Khan (Sr. Urban Specialist), Mohammad Reaz Uddin Chowdhury

(Financial Management Specialist), Ishtiak Siddique (Sr. Procurement Specialist), Masud Mozammel (Sr. Communications Officer), Mehrin A. Mahbub

(Communications Officer), Paul Schapper (e-GP Policy Advisor), ANM Mustafizur Rahman (Sr. Procurement Reform Consultant), Omar. F. Khandaker (Sr. IT Business Information Specialist), and Nafisa Rusmila (Program Assistant).

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procurement environment of Bangladesh in a sustainable manner. Key indicator results include: reducing

procurement delays (about 83% contracts are awarded within the initial bid validity period against the project end

target of 80% in 2016); enhancing transparency with e-GP (under NCB, over 85% bids are invited in e-GP against

the target of 80% in 2016); improving procurement performance (publication of quarterly PROMIS report by four

target agencies- 95% against the target of 90% in 2016); increasing procurement professionalization and capacity

development (about 75% procuring entities have at least one trained/ certified procurement staff against the target

of 70% by end 2016). For better clarity and understanding, as per the agreements of the last mission, the approach

and methodology of calculating the e-GP indicator has now been adjusted to reflect actual percentage of bid

invitations in e-GP against the total actual bid invitations covering both e-GP and non e-GP (manual/ traditional)

in a particular year. Earlier, the calculation was done using an estimated value of a fixed total of 9,350 bid

invitations as stated in the project paper. The M&E function is advancing well with better data analysis. The results

monitoring framework with PDO and intermediate indicators are in Annex 1.

III. Implementation Status

5. With an overall 76% disbursement, the project has been showing tangible result on the ground in

enhancing transparency, efficiency, and good governance at decentralized procurement minimizing inappropriate

bidding practices (bid rigging/ threatening, collusions) with significant reduction in the number of complaints in

e-GP. With proactive and commendable leadership of CPTU, the project is bringing about progressive

improvement with exponential growth of e-GP at the four target agencies (RHD, LGED, BWDB, and BREB),

followed by others, and combined with increased self-sustainability of the system. Likewise, for the 20 additional

agencies, it exceeded the cumulative target of main capacity development program (three-week courses). The

short training courses is also progressing well to meet the project end target. The major focus will be now to

further consolidate the reform actions including enhanced security level feature of the e-GP system, given its

unusual rapid growth recently.

Component 1: Furthering Policy Reform and Institutionalizing Capacity Development

6. Furthering policy reform: Two master bidding document PG3 (Goods) and PW3 (Works) have been updated

and uploaded in CPTU website (February-2015 version). The remaining key documents need to be updated and

uploaded in website as final version: goods international (PG4), works international (PW5), works (national) with

PQ (PW4), PQ document national and international (PQW4 & PQW5), and RFP documents for lump-sum and

time-based (PS7 & PS8). CPTU agrees to publish in website the updated (final version) of (PG4, PW4, PW5,

PQW4, PQW5, PS7, PS8 and EVG & EVW) by August 31, 2016.The list of Key STDs/RFPs status in CPTU’s

website: www.cptu.gov.bd (Annex-9).

7. Procurement compliance training by FINEUROP with local institutes (three-week): Overall, 87%

procuring entities (PEs) of the four target agencies now have at least one trained/ certified procurement staff

(RHD- 76%, LGED- 94%, BWDB- 87%, BREB- 100%), followed by 75% PEs in the 20 additional agencies.

This has significantly reduced the procurement risk associated with staff transfer/ rotation, by providing main

training of three-week course. This course was completed on March 31, 2016 with the achievement of 100% target

covering over 2,700 participants in 90 batches. (remaining 408 from the four target agencies; 1,913 from 20

additional agencies; and 385 from other agencies). FINEUROP completed a total 90 batches (Engineering Staff

College Bangladesh- ESCB: 60 batches; Bangladesh Institute of Management- BIM: 30 batches). Also, CPTU

compiled a complete list of participants in three-week courses in PPRP, PPRPII, and PPRPII AF. Concurrently,

FINEUROP is expected to submit by June 30, 2016 a consolidated list of three-week trainees by entities covering

PPRPII and PPRPII AF. Details of PPRPII AF trainings are in Annex 2.

8. Short-training by FINEUROP: The project conducted short procurement courses/ orientations covering a

wide spectrum of audiences/ stakeholders: policy/ senior/ mid./ junior level civil servants, auditors/ accountants/

estimators, project managers, tax officials, judicial officials, anti-corruption officials, journalists, business

outreach, and Member of Parliaments. As of May 31, 2016, about 70% of short courses are completed for 17 type

audiences covering about 5,600 participants, against a target of about 8,000. Some courses are lagging (policy

http://www.cptu.gov.bd/

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makers: 11%; planning cadre: 12%; Member of Parliament: 0%, etc.). Based on the discussion of issues

concerning such courses poor participation, a revised training plan is agreed by adjusting the proposed number of

participants among other courses, keeping the total target of 8,000 unaltered. The consultant confirmed that it will

deliver the revised courses by December 31, 2016. The revised plan is in Annex 3, with quarterly break up in

Annex-5.

9. Institutionalization and sustainability course (ESCB): ESCB is slowly generating revenues from other

courses as part of the sustainability of training program in Bangladesh. Beyond PPRPII financing, ESCB, with its

own resources, completed 58 procurement short courses for public officials against the target of 42 (5 day duration

or similar), along with 13 courses for the bidders as planned. Concurrently, since October 2013, ESCB provided

another 46 short courses on procurement, mostly 1-3 days duration, of which 25 courses included e-GP. In

addition, ESCB also made arrangements with the Bank’s on-line e-learning program for MOOC. With the

assistance of FINEUROP’s support using international and national consultants, ESCB prepared a provisional

business development plan. The additional courses that ESCB conducted are of ad-hoc type, instead of a well-

structured program from the view point of overall program in a short-medium-long term perspective as where

ESCB would like to position itself in a few year time. From this consideration, the mission recommends that

ESCB makes a plan for the implementation of the business development plan to ensure its future sustainability.

Annex-4 provides a consolidated plan and status of all short and long training courses.

10. Procurement professionalization/ accreditation program (CIPS/UK & BRACU-BIGD): Procurement

professionalization/ accreditation program has taken a new dimension in the country. The CIPS course in

collaboration with BRACU-BIGD has been transforming the quality of procurement professionals, with better

understanding of strategic procurement combined with core competence skills. As of now, 89 participants

achieved full member status in the UK-based Chartered Institute of Purchasing and Supply- MCIPS upon

completing level 4 (diploma), 5 (advance diploma), and 6 (professional diploma). Of them 35 are from PPRPII

under cohort 1 (19) and cohort 2 (16) while 54 are from PPRPII AF under cohort 3 (19), cohort 4 (23), and cohort

5 (12). In PPRPII AF, out of the total target of 125 participants, 54 completed MCIPS while 71 are still to complete,

with various levels of CIPS course (level 5, 6, and 7). Cohort 7 started in May 2016.

11. The CIPS program is becoming increasingly sustainable with intakes also from the private sector. As of now,

in the private sector, 26 completed MCIPS, with another 33 continuing. ESCB is also conducting CIPS courses

currently with 25 participants, and two received MCIPS from there. As part of the exposure visit, participants of

cohorts 3, 4, and 5 completed their visits (Malaysia and Australia) while participants of cohorts 6 and 7 are planned

to visit Australia in June and October 2016. CIPS has an active Bangladesh Chapter network with over 300

members (all levels). In light of the proposed extension of the PPRPII up to June 2017 (paragraph 34), cohort 7

participants will be able to complete level 6 using project finances, and CPTU needs to make necessary

amendments to the CIPS contract in due course.

12. Top-up Masters- procurement and supply management: As of now, 68 participants received top-up

Masters in Procurement and Supply Management from BRACU-BIGD. Beyond the PPRPII project, BRACU-

BIGD has also been continuing the Master’s program since 2013 with its own fund and, as of now 15 completed,

with another 33 continuing.

13. Masters in Sustainable Procurement Management (University of Turin): Out of the total target of 25

candidates, 16 completed Masters in two batches (RHD:3, LGED: 5, BWDB: 4, BREB: 2, CPTU: 2). The third

cohort of 9 participants are at the completion stage of their face-to-face learning of about four months starting in

February 2016. The review team again requested CPTU and the four target agencies to make good use of the

analysis/research work of the first/second batch given their significant operational relevance.

14. Training of national pool of resources (ITC-ILO/ Turin) and expansion of pool: Now Bangladesh has a

pool of 60 resources (TOTs). For the exposure training at ITC-ILO on public-private partnership, advance contract

management (TOTs), sustainable procurement, and procurement of physical services, out of the original pool of

39 national trainers, 30 candidates in four batches has completed, with the remaining to follow in 2016 slots (May/

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June) . Recently, the TOT pool has been expanded with the addition of 21 more resources after completing a

rigorous process of selection by the ITC-ILO. The remaining 10 candidates as will be identified by CPTU from

the eligible candidates and the new trainers’ pool are expected to complete the exposure training by November

2016.

15. Training of target agencies’ staff on e-procurement (ITC-ILO): For this one-week short course, out of

the target of 120 participants, 118 participated and completed the course (LGED: 50, RHD: 30, BWDB: 30, and

BREB: 8). Remaining two candidates of BREB could not participate apparently due to visa issue. These

participants are expected to contribute significantly in carrying forward the e-GP agenda in their respective

organizations. Beyond the above provisions, the three target agencies (RHD, LGED, BWDB) is encouraged to

take advantage of the DLI fund to expand their pool of trainees in e-GP using similar arrangements made by

BREB for e-GP training/ exposure visits with prior endorsement of the Bank.

Component 2: Strengthening Procurement Management at Sector Level & CPTU/IMED

16. Strengthening procurement performance monitoring: All four target agencies met the PROMIS target

for Period 0 (up to June 2013), Period 1 (July-December 2013), Period 2 (Jan-June 2014), Period 3(July 2014 to

June 2015), and partially for Period 4 (July 2015 to December 2016). CPTU has been publishing the quarterly

procurement performance report in its web portal (www.cptu.gov.bd) regularly. In addition, the four target

agencies are also publishing procurement performance indicator report in their respective organization website as

it is being generated from e-PMIS of e-GP system. Previous issue of system access is now resolved; also, the issue

of staffing shortage at desk level of the O&M Firm, GSS Infotech/ Dohatec to help manage the increased level of

tasks combined with 24X7 helpdesk support for e-GP has been addressed by adding 4 helpdesk executives/ junior

programmers. Other related issues are explained in e-GP component.

17. Monitoring and evaluation framework: M&E firm has collected procurement data for 402 procuring

entities of the four target agencies (RHD: 95, LGED: 189, BWDB: 101, and BREB: 17). Based on the data

analysis, they also submitted report on the detailed indicators. The Bank team reviewed the outputs of the initial

report and found them generally consistent, with some observations on couple of indicators that appears to be

inconsistent. The data includes approximately 25% of the sub-district level so that it provides a better framework.

18. Strengthening four target agencies’ procurement management & use of DLI fund: The Bank team

informed the four target agencies that in light of the amended Financing Agreement, the issue of difficulty in

claiming DLI fund is now resolved and one claim has already been replenished. The team also clarified that now

training expenses are eligible under DLI. The Bank team impressed upon a proper planning of DLI expenditure

to utilize the full amount and they confirmed its full utilization. Target Agencies were requested to (i) revise and

share their expenditure plan with IDA by June 30, 2016 in a way that by December 2016 they can fully utilize the

remaining balance under DLI payments; (ii) equip remaining zonal/regional/PE offices by September 29, 2016,

as needed; and (iii) use the services of the consulting firm selected by RHD to support the agencies in

implementing winning bidder’s updated credential, with a link in agencies and CPTU’s own website ensuring

consistency of information/data; (iv) arrange publication of reports by August 31, 2016 in its website on complaint

handling mechanism including resolution and number/percentage of complaints.

19. Strengthening CPTU and IMED: The Bank issued no objection to the proposed shortlist and request for

proposal (RFP) for developing a strategic framework in transforming CPTU into an authority with more

autonomy, and upgrading the e-GP unit of CPTU as a fully operational business service center (public limited

company or similar structure) with full autonomy/ commercialization with acceptable legal and institutional

framework. CPTU is in the process of issuing the RFP to the shortlisted firms. Concurrently, as a transitional

measure to strengthen its IT management capability, per previous agreement, CPTU advertised to hire four

individual experts: e-GP Application Administrator, Database Administrator, System Administrator, and Call

Center Manager. In addition, the existing e-GP advisor is expected to act as e-GP Operations Manager including

the task of Data Center Manager. The Bank team requested CPTU to expedite the process in light of its importance

http://www.cptu.gov.bd/

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and urgency of future preparation for e-GP nationwide expansion. CPTU, by July 10, 2016 will (i) hire the four

IT experts; (ii) (ii) arrange in its website separate consolidated reports for contract award publications and

performance monitoring reports, and at e-procure website the same reports with search functions by time span

and by project.

20. CPTU Building: CPTU is substantially lagging in arranging the building extension up to 3rd floor though

agreed during the last two missions. CPTU has space constraints due to imminent staff increase and the need for

new data center and training facilities with exponential growth of e-GP related activities. Given the current

demand and future needs, CPTU will share with the Bank a time-bound plan by June 30, 2016 along with bidding

documents (with design and technical specifications) maintaining consistency of the existing building.

Component 3: Introducing e-Government Procurement (e-GP)

21. The overall progress of implementation of e-GP is much faster in the last one year and remains promising

as it continues to exceed the set target both for e-GP and procurement performance tracking in PROMIS using e-

GP. Clearly, visible impacts are seen on the ground in improving competition, reducing procurement delays,

minimizing complaints and coercive/ bid rigging practices at local levels, savings of transaction costs. Given its

unusually rapid growth, in going forward, the major focus will be to ensure enhanced security level of the system

with proper vigilance, and ensure smooth migration of the interim and new data center to Bangladesh Computer

Council (BCC) in a collaborative manner where it is expected to be housed as co-location site.

22. Status of e-GP implementation in four target agencies: Currently, procurement in terms of the number of

tenders going through e-GP in the four target agencies is as follows: RHD: 83%; LGED: 93%; BWDB: 97%; and

BREB: 81%. Overall, tender invitations increased by seven times in the last two years (June/2014: about 8,000;

May/2016: about 56,000). Against the project-end e-GP target of about 9,350 bid invitations in national

competitive bidding (NCB or OTM) by December 2016, as of May 2016, a total of 40,933 tenders have been

invited by the four target agencies. Covering all methods (e.g., NCB, limited tendering, etc.), the total bid

invitation is 55,865 (RHD: 8,090; LGED: 32,195; BWDB: 5,534; BREB: 1,377; other agencies: 8,849). Annex 6

provides overall trend of e-GP implementation (bidders, invitations; value of invited bids).

23. Status of DLI target achievements in four target agencies (e-GP): With regard to the DLI for improving

procurement performance by using e-GP in four target agencies, the four target agencies have far exceeded the

target for the DLI period 4 (July 1, 2015- December 31, 2016). For this period, cumulatively for four agencies it

exceeds the target by about 288%, with LGED taking substantial lead over the others (485%), BREB (323%),

BWDB (168%) and RHD (103%). Very fast growth during this period is a demonstration of capacity of the target

agencies to implement e-GP with sustainable pace.

Box 1: e-GP implementation performance by agency: number of bid invitations (NCB) Agency DLI Period 1

(July 1 - Dec. 31,

2013)

DLI Period 2

(Jan. 1 - June 30,

2014)

DLI Period 3

(July 1,2014 - June 30,

2015)

DLI Period 4

(July 1, 2015 – December 31,

2016)

Cumulative

(DLI period

1,2,3 & 4)

Target Achiev

ement

Target Achieve

ment

Target Achieve

ment

Target Achievem

ent

(up to

May,

2016

%

Progres

s

Achievement

(up to May,

2016)

RHD 400 776 1000 899 2400 3044 3200 3302 103% 8021

LGED 400 2612 1000 2222 2400 7768 3200 15526 485% 28128

BWDB 120 279 300 360 720 1525 960 1617 168% 3781

BREB 15 21 40 48 96 520 128 414 323% 1003

Total 935 3688 2340 3529 5616 12857 7488 20859 288% 40933

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24. Status of DLI target achievements in four target agencies (PROMIS): With regard to the other DLI set

target in PROMIS for improving procurement performance monitoring, similar to e-GP, three target agencies

(LGED, BWDB and BREB) have exceeded the target for the DLI Period 4 (July 2015 – December 2016). RHD

is close to achieve the target and is expected to cover it up shortly much before the project end. Agencies will

need to use the indicator results for monitoring the quality of procurement performance (by entity, by project,

overall agency).

Box 2: PROMIS implementation performance by target agencies Agency DLI Period 1

(July 1 - Dec. 31,

2013)

DLI Period 2

(Jan. 1 - June 30,

2014)

DLI Period 3

(July 1,2014 - June

30, 2015)

DLI Period 4

(July 1, 2015 – December 31,

2016)

Cumulative

(DLI

period

1,2,3 & 4)

Target Achiev

ement

Target Achievem

ent

Target Achieve

ment

Target Achievem

ent

(up to

May

,2015

%

Progres

s

Achieveme

nt (up to

October,

2015)

RHD 800 776 1200 899 2800 3044 3600 3302 92% 8021

LGED 800 2612 1200 2222 2800 7768 3600 15526 431% 28128

BWDB 240 279 360 360 840 1525 1080 1617 150% 3781

BREB 30 47 45 48 112 520 144 414 288% 1029

Total 1870 3714 2805 3529 6552 12857 8424 20859 248% 40959

25. e-GP System Audit and implementation constraints: An international independent IT firm has carried

third party audit of the e-GP system and associated applications. Based on the findings, the report recommended

certain steps/actions to mitigate/comply with the IT security issues. In the last six months, CPTU/ O&M firm

resolved a total of 469 application issues where most of them have been categorized as “LOW” considering the

severity level. CPTU’s existing data center has been equipped with high end application and database servers

with adequate storage capacity. The issue of slow response time at local levels is largely now resolved with the

enhanced capacity of the data center and restructuring some applications. The key outstanding issues are in Annex

7.

26. Based on the detailed discussions and analysis of major issues, the following actions were agreed:

i. By June 25, 2016 CPTU will disseminate to the target agencies the post qualified database module that

it has developed recently. It will also provide short orientation to the PMCs/TWGs/e-GP Cell members.

ii. By July 31, 2016 GSS/Dohatec will initiate the process of orderly transition of the system to CPTU.

The transition-out service shall include, as approved by CPTU and shared with the Bank, refreshing of

the system, upgrading of system component to current version, providing source codes and design

documents as developed during its operation.

iii. By July 10, 2016 CPTU will share “resolved status report” to comply with the Third party IT audit

recommendations/ actions.

iv. By July 07, 2016 CPTU will start 24/7 help-desk operation after adding the 4 additional resource

ensuring all logistics for night shift staff and notification to all users.

v. By July 31, 2016, CPTU will host the interim back-up system of existing data center in BCC by resolving

the internal optical fiber connectivity between “CPTU Bhaban and BCC building”.

vi. By September 30, 2016, the new data centre firm (Thakral-Shark) with CPTU’s approval will start

installation and commissioning of the new data centre with mirror site including migration of existing

storage in a way that by October 15, 2016 the system starts full functioning. It is expected that the

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primary site will be at BCC, with the mirror site at CPTU and the DR site (Disaster Recovery) at

Jessore BCC Container-based data centre. CPTU will draw necessary MOU with BCC to make the

proposed arrangement operational by July 15, 2016 by sharing it with the Bank.

vii. By August 15, 2016 GSS/Dohatec will finalize the contract management module to comply with four

target agencies accounts/disburse functionalities.

viii. By August 31, 2016, target agencies will complete one (1) contract in e-contract management module

under the overall rolling out target as follows: RHD: five contracts in five districts (Gopalganj, Natore,

Bogra, Comilla, and Khulna; LGED: four contracts in four districts (Mymenshing, Netrokona,

Gazipur, and Narayanganj); BWDB: four contracts in four districts (Dhaka, Chittagong, Bogra &

Pabna); BREB: two contracts in two zones (Dhaka & Chittagong).

ix. By July 31, CPTU will ensure that the strategy framework development firm is on board to address the

institutional/ policy reforms of CPTU and e-GP system business service provider.

x. By July 30, 2016, CPTU agrees to arrange a workshop under BCCP contract with the higher

management of the leading registered scheduled Banks to ensure engagement of exclusive bank staff

for processing e-GP formalities.

xi. By June 30, GSS Infotech/ Dohatech will ensure that they start fixing the additional technical issues

(Annex-7) as per the time line given in the Annex with skilled staff as may be necessary. GSS may submit

the requirement of necessary additional resources to CPTU by June 15, 2016 which may be agreed

between the parties preferably through amendment of the recent contract signed for 4 helpdesk

executives/ junior programmers by adding additional items.

27. Self-sustainability of the e-GP system: The e-GP system is becoming progressively self-sustainable.

Revenues have demonstrated the potential of the e-GP system to become sustainable within the project period.

IDA is financing the e-GP contract on a declining basis to ensure its self-financing and sustainability within the

project period. As part of the agreements reached with the Government in preparing the PPRPII AF2, GOB

confirmed allocation of adequate fund in the revised TPP for O&M of the e-GP system starting January 2017.

Currently, GoB is providing 40% of the O&M cost. The e-GP system generated revenues are as follows: FY14:

$1.8 million; FY15: $4 million; FY16 (up to May): $ 5 million.

Component 4: Behavioral Change Communication and Social Accountability (BCC & SAc)

28. Overall progress: Since the last mission in November 2015, this component made good progress in several

activities including piloting citizen’s engagement in procurement monitoring, e-GP awareness workshops (53 out

of 64 districts), government-contractors’ forum (42 out of 64 districts), e-GP digital billboard, e-GP theme song,

and workshops on citizen engagement/social accountability at divisions, districts and sub-district levels.

29. From April 2016, the social accountability consultant, BRACU-BIGD, rolled out piloting of a tailor-made

strategy on citizen engagement at the grassroots level. It has four pilots, two in each of Sirajganj and Rangpur

districts, covering three areas: school textbooks, rural roads, and school construction. In the pilot projects BIGD

engaged two local NGOs (ASOD and ESDO) and formed committees with local elites. Concurrently, they are

testing another pilot where the impacted communities will be engaged for monitoring. Based on the lessons learnt

from the pilot exercise, BIGD will suggest a mechanism citizen’s engagement on public procurement that can be

replicated.

30. During this period, the project could deepen engagement with the press that resulted in regular favorable

press coverage. The visits of Secretary and senior government officials to district workshops and Government

Contractor’s Forum meetings also helped raise awareness among the policy makers. Other communication tasks

such as social media, publishing quarterly newsletter capturing results stories, building photo library continued.

31. The mission agreed on the following actions to be undertaken:

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i) Web site: There is significant delay in developing the new website for CPTU. It was agreed that the

firm for developing the website will be on-board by July 15, 2016 and complete the development by

September 30, 2016. Concurrently, CPTU is expected to review and examine the outstanding claim of

Dohatech concerning previous website hoisting bills/ claims.

ii) Billboard: CPTU and World Bank both agreed that the digital website should provide live data.

Currently, data is updated bi-weekly. BCCP will share draft designs by mid-June 2016 and make

necessary adjustments for the new design. Further CPTU will arrange for setting up another e-GP digital

billboard by June 2016.

iii) Seminar with Bankers: BCCP will support CPTU for organizing a high profile seminar with top Bank

management by July 31, 2016. Afterwards, BCCP will conduct three orientation events for banks by

October 31, 2016.

iv) Satisfaction Survey: The mission was concerned with sample representation in the satisfaction survey.

BCCP agreed to make necessary corrections, and adjust analysis to reflect the shortcomings of the

survey. To make corrections, BCCP will undertake another round of quick satisfaction survey by July

2016. Another survey will be in November 2016.

v) Mobile apps for android devise: The task of developing mobile apps for android devise is nearing

completion, but it is also running behind the schedule. BCCP will include advanced search filters to the

Apps by June 30, 2016. BCCP will also devise a communication plan to promote the Apps.

vi) Digital archive: BCCP will assist CPTU to develop a digital archive, and indexing for all

communication materials and photos electronically in a systematic way by August 31, 2016.

vii) Awareness materials: BCCP will develop some Info-graphics about procurement reforms by June 2016.

BCCP will start SMS blast and email marketing, newspaper advertisement, cartoon series publications

with immediate effect.

viii) Awareness Workshops: BCCP will conduct the rest 11 e-GP awareness workshops and 22

Government-Contactors’ Forum by October 31, 2016.

ix) PPSC Meetings: BIGD will hold three PPSC meetings by December 2016, and another two by April

2017. For the latter two, CPTU will arrange necessary extension of the BIGD contract in due course

once the credit is extended.

x) Case Study and Policy Notes: BIGD will share the final three policy notes by June/July/ September

2016; three case studies by June/ August/ November 2016; and two newsletter by June/ October 2016.

The case studies will cover text book, rural road and school building. Policy notes will cover three areas:

e-GP, public service delivery, and citizen engagement mechanism.

xi) National and Regional Workshop: The fourth division–level workshops should be held by July 31, 2016

and national seminar by November 30, 2016.

IV: Other Project Implementation Aspects

Fiduciary Status

32. Overall: The overall fiduciary performance rating of the project is Satisfactory. The overall progress in

procurement is satisfactory, however, there are few issues concerning financial management. The summary of

findings and agreed actions during the implementation support review is provided in Annex-8.

Other Aspects:

33. Procurement post reviews in e-GP: For allowing/ conducting procurement post reviews for contracts that

were processed through the e-GP system, there is a need to create a separate dashboard in the e-GP system where

all imported files will be available in pdf format including bids of the bidders. GSS Infotech/ Dohatec will create

a Procurement Post Review Dashboard by July 31, 2016.

34. Legal covenants and amendments: Most key covenants have been complied with, though with some

substantial delays in few cases. In light of the PPRPII AF2, the existing Financing Agreement of PPRPII is being

9

extended up to June 30, 2017. The PPRPII AF2 is scheduled for approval by the Bank on June 6, 2016, mainly to

finance the new data center and complete the remaining part of MCIPS (level 6).

35. Future supports: Recognizing the exponential growth with high demand of e-GP in the country and its

expansion need with necessary IT knowledge building, the Bank is in consultation with the Government as how

to support the future e-GP expansion program including possible corporatization of e-GP and strengthening of

CPTU with more autonomy. The Bank is waiting for GoB’s letter.

36. Project documentation: Recording of progress reports of various components need to be more systematic

and orderly for easy tracking and knowledge sharing in future. It was agreed that CPTU and all consultants, by

August 31, 2016, will share soft copies of all progress reports/ deliverables with the Bank since inception of the

project PPRPII in 2007 (CPTU, FINEUROP, GSS-Infotech/ Dohatech, BCCP, BRACU-IGD, SRGB, ITC-ILO,

CIPS, etc.).

37. Key implementation timeline and next mission: The key implementation tasks with timeline are

provided in Annex 10. The next project implementation review is expected to take place in November 2016.

Attachments:

Annex 1: Revised results monitoring framework

Annex 2: Status of three-week training

Annex 3: Status of all training courses (three-week & short courses)

Annex 4: List of training courses to be delivered

Annex 5: Revised implementation plan of trainings

Annex 6: Overall implementation trend of e-GP

Annex 7: e-GP- Outstanding technical issues and resolution time

Annex 8: Integrated fiduciary Implementation report

Annex 9: List of STDs

Annex 10: Key Project implementation tasks and timeline

Annex 11: List of key persons met

10

Annex 1

REVISED PROJECT RESULTS FRAMEWORK

Project Development Objective (PDO): Improved performance of public procurement system progressively in Bangladesh, focusing largely on target agencies

PDO Level Results Indicators2

Co

re UOM3

Baseline

Original

Project

Start

(2007)

Progress to

date

(Dec. ‘12)4

Cumulative Target Values5

Comments 2013 2014 2015 2016

(up to

June)

1. Percentage of contracts awarded by 4 target

agencies within initial bid validity period to

reduce procurement delays.

% 10 65 68 73 78 80

Achievement 66 72 81 83

2. Four target agencies publish PROMIS

quarterly report for monitoring of procurement

performance covering 90% of bids invited/

contracts awarded annually

% 0 5 20 50 70 90 Quarterly report of March

2015 published


3. Four target agencies fully introduce electronic

government procurement (e-GP) in all national

competitive bidding procurement

% 0

3

10

35

60 80

In 2016, methods of

calculation adjusted (actual

bid invitations in e-GP vrs.

actual total invitations,

instead of fixed total 9,350) Achievement 20 125 262 85

4. Percentage of procuring entities of each

additional agency with one trained/ certified

procurement staff

% 0 2 10 30 50 70 Total PEs: 768

Total trainees: 1,975


2 Please indicate whether the indicator is a Core Sector Indicator (for additional guidance – please see http://coreindicators). 3 UOM = Unit of Measurement. 4 For new indicators introduced as part of the additional financing, the progress to date column is used to reflect the baseline value. 5 Target values should be entered for the years data will be available, not necessarily annually. Target values should normally be cumulative. If targets refer

to annual values, please indicate this in the indicator name and in the “Comments” column.

http://coreindicators/

11

Intermediate Results and Indicators

Intermediate Results Indicators

Co

re

Unit

of

Meas

ureme

nt

Baseline

Original

Project

Start

(2007)

Progress to

date (Dec.

‘12)

Cumulative Target Values

Comments 2013 2014 2015

(Novemb

er)

2016

Intermediate Result 1: Capacity development program institutionalized locally and target agencies develop skilled procurement

professionals

1. Percentage of procuring entities of 20

additional agencies with one trained/ certified

procurement staff

% 0 10 30 50 70 Total PEs: 768

Total trainees: 1975


2. Number of weeks of procurement training

delivered by Local training institute (ESCB) with

its own fund/resources outside of PPRPII AF

Numb

er 0 2 5 25 45 55

New indicator in PPRPII

AF


Intermediate Result 2: Target agencies manage and monitor their procurement at all levels to improve sectoral objectives

3. Percentage of contract awards published by

four target agencies in CPTU’s website for

awards above PPR specified threshold

% 10 70 75 80 85 90 Revised indicator in

PPRPII AF


4. Percentage of complaints handled satisfactorily

by four target agencies % 5 25 35 45 55 70


5. Four target agencies publish PROMIS

quarterly report covering 90% of bids invited/

contracts awarded annually

% 5 20 50 70 90 Quarterly report of March

2015 published

Achievement 7 50 90 95 Quarterly Report of March

2015 published

12

Intermediate Results and Indicators

Intermediate Results Indicators

Co

re

Unit

of

Meas

ureme

nt

Baseline

Original

Project

Start

(2007)

Progress to

date (Dec.

‘12)

Cumulative Target Values

Comments 2013 2014 2015

(Novemb

er)

2016

Intermediate Result 3: Four target agencies fully introduce electronic government procurement (e-GP) in national competitive bidding (Old- Target agencies at their HQ level pilot electronic government procurement (e-GP) for international procurement.)

6. Percentage of contract/bid invited through e-

GP by four target agencies using NCB in 64

districts

% 0 3 10 35 60 80 In 2016, methods of

calculation adjusted (actual

bid invitations in e-GP vrs.

actual total invitations,

instead of fixed total 9,350) Achievement 20 125 262 85

Intermediate Result 4: Stakeholder engagement in following procurement issues increased

7. Expanding Government-contractors forum to

all districts and holding semi-annual meetings

Numb

er 0 5 10 20 40 64


8. Number of e-GP awareness workshops held in

all districts

Numb

er 0 10 20 45 64

New indicator in PPRPII

AF.


9. Number Public-Private Stakeholders

Committee (PPSC) workshop/ meetings held

Numb

er 0 6 10 14 18 22

Achievement 8 8 8 9

13

Annex 2

Status of Three-week Training of Target and Additional Agencies (May 30, 2016)

Ministry /

Division

Names of

Target Agencies

Target no. of Participants Cumulative Achievement Number of Procurement Entities (PEs)*

During

Project (90

Courses)

Prorata

(90 Courses)

Cumulative

Number (up

to 90 Courses

Cumulative (%),

up to 90 Courses

Project

Target (90

Courses)

Achievement up to (90

Courses)

Number %

Orginal 4

Traget

Agencies

RHD 100 100 49 49 370 282 76

LGED 100 100 135 135 632 593 94

BWDB 120 120 83 69 187 162 87

REB 100 100 141 141 9 9 100

Total from

Original 4 420 420 408 97 1198 1046 87

Ministry of

Education

Directorate

of Technical Education

(DTE)

320 320 300 94 122 97 80

Directorate of Second.

& Higher

Education (DSHE)

400 400 460 115 26 25 96

Education Engineering

Department

(EED)

100 100 28 28 44 22 50

National

Curriculum and

Textbook Board

(NCTB)

12 12 15 125 1 1 100

Total 832 832 803 97 193 145 75

Power

Division

Electricity Generation Co.

Bangladesh

(EGCB)

15 15 16 107 4 4 100

Power Grid

Company of Bangladesh

(PGCB)

49 49 173 353 49 43 88

Bangladesh

Power Development

Board (BPDB)

300 300 241 80 125 89 71

Dhaka Power

Distribution Company

(DPDC)

45 45 81 180 34 32 94

Total 409 409 511 125 212 168 79

Ministry of

Primary and

Mass

Education

Department of

Primary

Education (DPE)

145 145 143 99 127 84 66

Total 145 145 143 99 127 84 66

14

Ministry /

Division

Names of

Target Agencies

Target no. of participants Cumulative Achievement Number of Procurement Entities (PEs)*

During

Project (90

Courses)

Prorata (

90 Courses)

Cumulative

Number up

to 90 Courses

Cumulative (%),

up to 90 courses

Project

Target (90

Courses)

Achievement up to

(80 Courses)

Number %

Energy &

Mineral

Resources

Division

Gas

Transmission

Company Limited (GTCL)

23 23 54 235 1 1 100

Bangladesh Petroleum

Exploration Co.

(BAPEX)

15 15 9 60 1 1 100

Total 38 38 63 166 2 2 100

Ministry of

Health &

Family

Welfare

Central Medical

Stores Depot

(CMSD)

15 15 12 80 1 1 100

Directorate

General for

Family Planning (DGFP)

15 15 19 127 7 7 100

Health

Engineering

Department (HED)

25 25 27 108 21 13 62

Total 55 55 58 105 29 21 72

Local

Government

Division

Department of

Public Health Engineering

(DPHE)

100 100 110 110 72 59 82

Dhaka City Corporation

(North)

15 15 6 40 1 1 100

Dhaka City

Corporation (South)

15 15 9 60 1 1 100

Total 130 130 125 96 74 61 82

Ministry of

Housing and

Public

Works

Public Works

Department

(PWD)

308 308 183 59 121 89 74

National

Housing Authority

(NHA)

20 20 10 50 9 6 1

Rajdhani

Unnayan Kortripokkho

(RAJUK)

38 38 17 45 1 1 1

Total 366 366 210 57 131 96 73

Total of 20 Target Agencies 1975 1,975 1,913 97 768 577 75

Total of 4 target Agencies 420 420 408 97 1198 1046 87

Total of Target and Additional

Target Agencies 2395 2,395 2,321 97 1966 1623 83

Total Other Agencies 305 305 385 126 - - -

TOTAL 2,700 2,700 2706 100 - - -

* The total number of PEs for the four target agencies includes PEs covered in PPRPII and PPRPII additional financing.

15

Annex 3

Status of Three-Week and Short Courses in PPRPII AF based on Targets revised on 31 May 2016

Course ID and Course Names Duration

Indicative

no. of

Courses

Class Size Venue Main Target Audience

Indica

tive

no. of

Traine

es

Achievement up to

28 May 2016

Courses Participants

No. ( % ) No. ( % )

B1/

B2

Training on Procurement of Goods, Works and Services

3 weeks 60 30 ESCB

Target + Additional target

Agencies

1,800 60 100% 1,803 100%

30 30 BIM 900 30 100% 903 100%

Total: 90 - - 2,700 90 100% 2,706 100%

E1/

E2 Junior Level Short Training 5 days

8 30 ESCB Target + Additional target

Agencies

240 8 100% 248 103%

8 30 BIM 240 4 50% 119 50%

Total: 16 - - 480 12 75% 367 76%

F Orientation for Policy-makers ½ day 6 15 IMED

All key Ministries (Additional

Secretaries and above) 90 1 17% 19 21%

G1

Trainings for Entry-level Civil Servants

2 days 6 40 BCSAA

Civil Servants

240 2 33% 79 33%

G1

Trainings for Entry-level Civil

Servants 2 days 4

50X6

=300 BPATC 1,200 3 75% 940 78%

G2

Training for mid-level Civil Servants

1 days 9 25 BPATC Civil Servants 225 7 78% 184 82%

G3

Training for Senior Civil

Servants 1 day 9 25 BPATC Civil Servants 225 5 56% 132 59%

G4 Training for Planning Cadre 5 days 8 20 NILG

Planning Commission, ERD,

IMED, Planning Commission

and Economic Cadre

160 3 38% 31 19%

G5

Training for Administrative

Cadre 2 days 6 40 BCSAA

Entry Level Administration

Cadre Officials 240 2 33% 85 35%

G7

Awareness Workshop for

Municipalities 1 day 40 40 NILG

Chairmen, Members, officials

of Municipalities 1,600 35 88% 1,424 89%

G8 Training for NBR 2 days 5 20

Tax

Academy

Income Tax, VAT and

Customs Officials 100 2 40% 32 32%

I

Procurement Training for

Auditors 3 days 10 30 FIMA

Public Auditors and

Accountants 300 10 100% 304 101%

M1

/

M2

Training for Project

Management 3 days

10 25 ESCB

PDs, Dy. PDs and Project Managers

250 8 80% 180 72%

10 25 BIM 250 5 50% 132 53%

Total: 20 500 13 65% 312 62%

N Orientation for Judicial Staff 1 day 4 40 JATI Judges 150 4 100% 144 96%

16

Course ID and Course Names Duration

Indicative

no. of

Courses

Class Size Venue Main Target Audience

Indica

tive

no. of

Traine

es

Achievement up to

28 May 2016

Courses Participants

No. ( % ) No. ( % )

P Orientation for Journalists 1 day 20 25 PIB

Media (News Papers, TV and

Radio) 500 20 100% 500 100%

Q

Orientation for Anti-Corruption

Officials 1 day 4 25 ESCB Officials of ACC or similar 100 2 50% 49 49%

R1

Orientation for Members of

Parliament 1/2 day 2 15

Parliam

ent

Members of Parliament,

Parliament Secretariat 30 0 0% 0 0%

R2


Parliament 1 day 4 30 120 0 0% 0 0%

S Business Outreach Program 1 day 8 30 ESCB

Business Community, Bidders,

Consultants 240 3 38% 100 42%

T1/

T2 Refresher 1 day

30 30 ESCB

Past 3 Week Course

Participants

900 20 67% 638 71%

20 30 BIM 600 9 45% 261 44%

Total: 50 - - 1,500 29 58% 899 60%

Total for All Courses: 321 - - - 10,700 243 75% 8,307 78%

Total for Short Courses: 231 - - - 8,000 153 65% 5,601 70%

Notes: 1 F: Due to difficulty in arranging 12 courses at Secretary/Additional Secretary level within the short time available, number of courses revised to 6 from 12 and target to 90 (15x6)

from 180 (15x12).

2 G1: Based on trend of implementation of this course in BPATC and their training Calendar, class size is revised to 300 (50x6) from 350 (50x7). In the TOR class size was 200 (4X5).

As a consequence, target revised from 1,400 (350x4) to 1,200 (200x6) as stipulated in the TOR.

3 G2: Based on trend of implementation of this course in BPATC and their training Calendar, the class size is revised to 25 from 30 and the target to 225 (25x9) from 270 (30x9). 4 G3: Based on trend of implementation of this course in BPATC and their training Calendar, the class size is revised to 25 from 30 and the target to 225 (25x9) from 270 (30x9). 5

G4: Due to time lost in the process of changing venue for this course and due to poor response from the target group, class size revised to 20 from 25 and target number to 160 (20x8) from 250 (25x10).

6 G7: At the request from NILG, 200 addition trainees from various municipalites will be trained through 5 addtional courses. The revised target is now 1,600 (40x40) instead of 1,400 (40x35) previously agreed.

7 Orientation of 360 (60x6) MPs in TOR considered unrealistic. In this backdrop, on the basis of consultation with Parliament Secretariat and CPTU, the course is split into two. The

revised target are (a) Orientation for 30 (2x15) MPs and (b) training of 120 (30x4) officials of the Parliament Secretariat.

8 Venues for 4 Courses changed viz. F from BIM to IMED, G4 from NAPD to ESCB- IEB Campus, N from BIM to JATI, P from BCSAA to PIB. 9 All changes made after discussions with the stake holders concerned including the training Institutes and with concurrence from CPTU.

17

List of Training Courses to be delivered (including sustainability courses of ESCB) Annex- 4

Tasks CY 2014 (Calendar Year) CY 2015

Q1 Q2 Q3 Q4 Q5 Q6 Q7 Q8

1. 3 Week Main Course (ESCB & BIM) B1(5), B2(2) B1(9), B2(4) B1(5), B2(3) B1(9),B2(3) B1(7), B2(4) B1(7), B2(2) B1(4), B2(3) B1(9),B2(5)

2. Junior Level Short Training (ESCB & BIM) E1(0),E2(0) E1(0),E2(0) E1(0),E2(0) E1(2),E2(0) E1(2),E2(0) E1(0),E2(1) E1(2),E2(0) E1(2),E2(0)

3. Short Training Programs (Policy Makers, Civil Servants,

planning, Admin. Cadre, Municipalities, NBR, Auditors, Project managers, Judiciary Staff, Journalists, Parliament

Members, Business Outreach, Anti-corruption, Refresher)

F(0), G1(0),

G2(0), G3(0), G4(0), G5(0),

G7(0), G8(0),

I(0), M(0), N(0), P(0), Q(0), R(0),

S(0),T(0)

F(0), G1(0),

G2(0),G3(0), G4(0),G5(0),

G7(0),G8(0),

I(0),M(0), N(0), P(0),

Q(0), R(0),

S(0),T(0)

F(0), G1(0),

G2(0),G3(0), G4(0),G5(0),

G7(0),

G8(0), I(0),M(0),

N(0), P(0),

Q(0), R(0), S(0), T(0)

F(0),G1(0),

G2(0), G3(0), G4(0), G5(0),

G7(0), G8(0),

I(0), M(0), N(0), P(0),

Q(0), R(0),

S(0),T(0)

F(0),G1(0),

G2(0),G3(0),G4(0),G5(0),

G7(0),G8(0),I(

0), M(0), N(0), P(0),

Q(0), R(0),

S(1),T1(1)

F(0),G1(1),

G2(0),G3(0), G4(1),G5(0)

,G7(10),G8(0)

I(1),M1(0), M2(0)

,N(0),P(0),Q(0

),R(0), S(0), T1(1),T2(2),

F(0),G1(0),G

2(2),G3(1), G4(1),G5(0),

G7(10),G8(0

), I(2), M1(3),M2(0)

N(1),

P(4),Q(0),R(0), S(0),

T1(6),T2(0)

F(0),G1(1),G2(

1), G3(1),G4(0),G5

a(2),G5b(1),

G7(7),G8(2),I(3),M1(3),M2(1)

N(1), P(4),Q(0),

,R(0), ,S(0),T1(6),T2(

0)

4. Sustainability at ESCB (any combination of course allowed to meet minimum weeks allowed to meet minimum weeks

mentioned)

X1 (3), BC(1) X1 (10), BC(1)

X1(2), BC(0) X1 (5), BC (6) X1 (5), BC(0) X1(13),BC(1) X1(11), BC (1)

X1(0),BC(1)

Tasks CY 2016

Q9 Q10 Q11 Q12

1. 3 Week Main Course (ESCB & BIM) B1(5),B2(4) B1(0), B2(0) B1(0), B2(0) B1(0), B2(0)

2. Junior Level Short Training (ESCB & BIM) E1(2),E2(1) E1(0)E2(2) E1(0),E2(3) E1(0),E2(1)

3. Short Training Programs (Policy Makers, Civil Servants,

planning, Admin. Cadre, Municipalities, NBR, Auditors, Project managers, Judiciary Staff, Journalists, Parliament

Members, Business Outreach, Anti-corruption, Refresher)

F(1),G1(1),

G2(2), G3(2), G4(0),G5a(0)

G5b(1),

G7(8),G8(0), ,I(3),

M1(0),M2(3)

N(1), P(6),Q(1), R(0),

S(1),T1(2),T2(2)

F(1),G1(1),

G2(2),G3(2), G4(2),

G5a(2),

G5b(1), G7(0),

G8(0),

I(2),M1(2),M2(1), N(1),

P(6),Q(1),

R(0),S(1),T1(6),T2(4)

F(2),G1(0),

G1(1),G2(1), G3(2),

G4(3),G5a(1

), G5b(2), G7(3),

G8(2),

I(0),M1(2),M2(3) N(0),

P(0), Q(1),

R1(1),R2(2),S(2),T1(6),T

2(6)

F(2),G1(0),

G2(1), G3(2), G4(2),

G5a(1),

G5b(1),G7(2), G8(1), I(0),

M1(1),M2(2),

N(0),P(0), Q(1),R1(1),R2

(2)

,S(2),T1(2),T2(5)

4. Sustainability at ESCB (any combination of course allowed

to meet minimum weeks allowed to meet minimum weeks

mentioned)

X1 (2),BC(2) X1(7),BC(1) X1 (2),BC(0) X1 (1), BC(0)

** X1: means one week or 5 working/ training days; BC: means bidding community courses of 1-5 days duration

18

Revised Implementation Plan of Three-week and Short-Training (May 31 2016) Annex-5

Course ID nos. and Course

Names

Cours

e

Durati

on

Venue

No. of Courses

Class Size Total no. of

Trainees

2014 2015 2016

Project Life Annual Break-

downs

Qrt #

01

Qrt #

02

Qrt #

03

Qrt #

04

Qrt #

05

Qrt #

06

Qrt #

07

Qrt #

08

Qrt #

09

Qrt #

10

Qrt #

11

Qrt #

12

TOR Revised 2014 2015 2016 TO

R Revised TOR

Revise

d

B1 Training on

Procurement of

Goods, Works and

Services

3

weeks

ESCB 60 60 28 27 5 30 30 1,800 1,800 5 9 5 9 7 7 4 9 5 0 0 0

B2 BIM 30 30 12 14 4 30 30 900 900 2 4 3 3 4 2 3 5 4 0 0 0

Total 90 90 40 41 9 2,700 2,700 7 1

3 8 12 11 9 7 14 9 0 0 0

E1

Junior Level Short

Training

5 days ESCB 8 8 0 6 2 30 30 240 240 0 0 0 0 2 0 2 2 2 0 0 0

E2 BIM 8 8 0 1 7 30 30 240 240 0 0 0 0 0 1 0 0 1 2 3 1

Total 16 16 0 7 9 480 480 0 0 0 0 2 1 2 2 3 2 3 1

F Orientation for Policy -makers

½ day

IMED 12 6 0 0 12 15 15 180 90 0 0 0 0 0 0 0 0 1 1 2 2

G1 Trainings for entry-

level civil servants 2 days BPATC 6 4 0 1 3

50X

4

=200

50X7

=350 1,200 1,200 0 0 0 0 0 0 0 1 1 1 1 0

G2 Training for mid-

level civil servants 1 days BPATC 16 9 0 3 6 20 30 270 225 0 0 0 0 0 0 2 1 2 2 1 1

G3 Training for senior civil servants

1 days BPATC 8 9 0 2 7 40 30 270 225 0 0 0 0 0 0 1 1 2 1 2 2

Total 30 22 0 5 13 1,740 1,650 0 0 0 0 0 0 3 2 4 3 3 3

G4 Training for Planning Cadre

5 days

ESCB-

IEB

Campus

10 8 0 1 7 25 25 250 160 0 0 0 0 0 1 0 0 0 2 3 2

G5

a. Training for

Administrative

Cadre

2 days BCSAA 12 6 0 2 4 25 40 300 240 0 0 0 0 0 0 0 2 0 2 1 1

b. Foundation Training (G1)

3 days BCSAA 0 6 0 1 5 0 40 0 240 0 0 0 0 0 0 0 1 1 1 2 1

Total 12 0 3 9 300 480 0 0 0 0 0 0 3 1 3 3 2

19

G7

Awareness Workshops for

Municipalities

1 day NILG 30 40 0 27 13 100 40 3,000 1,600 0 0 0 0 0 10 10 7 8 0 3 2

G8 Training for NBR

Staff 2 days

Tax

Academy 5 5 0 2 3 20 20 100 100 0 0 0 0 0 0 0 2 0 0 2 1

I Procurement

Training to Auditors

3

days FIMA 10 10 0 5 5 30 20 300 300 0 0 0 0 0 0 2 3 3 2 0 0

M1

Training for Project

Management

3

days

ESCB 10 10 0 6 4 25 25 250 250 0 0 0 0 0 0 3 3 0 2 1 1

M2 BIM 10 10 0 1 9 25 25 250 250 0 0 0 0 0 0 0 1 3 1 3 2

Total 20 20 0 7 13 500 500 0 0 0 0 0 0 3 4 3 3 4 3

N Orientation for

Judiciary Staff

1

day JATI 10 4 0 2 2 15 40 150 160 0 0 0 0 0 0 1 1 1 1 0 0

P Orientation for Journalists

1 day

PIB 20 20 0 8 12 25 25 500 500 0 0 0 0 0 0 4 4 6 6 0 0

Q

Orientation for

Anti-corruption

Officials

1 day

ESCB 4 4 0 0 4 25 25 100 100 0 0 0 0 0 0 0 0 1 1 1 1

R1


Parliament

1

day Parliament 6 2 0 0 2 60 60 360 30 0 0 0 0 0 0 0 0 0 0 1 1

R2

Training on

Parliament Secretariat

1 day Parliament 0 4 0 0 4 0 120 0 0 0 0 0 0 0 0 0 0 2 2

S Business Outreach

Programme

1

day ESCB 8 8 0 1 7 30 30 240 240 0 0 0 0 1 0 0 0 1 1 3 2

T1

Refresher 1

day

ESCB 30 30 0 14 16 40 30 1,20

0 900 0 0 0 0 1 1 6 6 2 6 6 2

T2 BIM 20 20 0 3 17 40 30 800 600 0 0 0 0 1 2 0 0 2 4 6 5

Total 50 50 0 17 33 2,00

0 1,500 0 0 0 0 2 3 6 6 4 10 12 7

Notes: Class size, no. of Courses and Target no. trainees have been changed in case of courses F,G1, G2, G3, G4,G7and R in consultation with the training Institutes with

concurrence of CPTU.

20

Annex 6

Box 1: Overall e-GP implementation trend Period Number of registered

bidders/ suppliers

Number of bid invitations

(NCB and others)

Value of bid

invitations (US$ M)

June ‘2012 294 14 3

December ‘ 2012 525 144 18

June ‘2013 1067 498 62

December ‘2013 7459 4548 319

June ‘14 9238 8436 713

December '14 12831 15646 1479

June ' 15 15580 26102 2643

May’ 16 21,731 55,865 5842

Number of Registered Tenderer & Tenders

Value of Tenders (in million US$)

0

10000

20000

30000

40000

50000

60000

Number of tenderer Number of tenders

June ‘12

December ‘ 12

June ‘ 13

December ‘ 13

June ‘14

December '14

June '15

May '16

0

1000

2000

3000

4000

5000

6000

7000

Value of tendersinvitations (US$ M)

21

Annex 7

e-GP: Key Outstanding Technical Issues & Resolution Time

M1 = Major Release; M2 = Minor Release; M3 = Bug Fixing

SL. No. Outstanding Issues Type of

Issue Description of Issue Development Status Status

Plan Date for

development

by GSS &

Dohatec

Plan Date for

deployment

production by

CPTU

1

Password Lock and Verification mail:

Password lock is very easy: One can easily lock

the ID of someone else. It may hamper the tender

submission or tender opening time

M2

Will develop according to

the requirement. Developed

Development

Completed and

Testing is

going on

14/01/2016 June 30 , 2016

2

No option for creation of workflow in the

Tender Validity extension Module. PE has to

send file to HOPE directly for approval.

M2

Option to be given so

that concerned official can

get the information

Developed Development

in progress 14/01/2016 June 30 , 2016

3

Provision of number of evaluation committee

member is 3 in e-GP to be made to a maximum

of five (consistent with PPR)

M2 To be done Developed Tested and

Working fine 31/07/2015 June 30 , 2016

4 Provision for time extension of the contract not

consistent with PPR M2

To be made consistent

with PPR Developed

Development

Completed and

Testing is

going on

14/01/2016 June 30 , 2016

SL. No. New Issues Type of


Plan Date for

development

by GSS &

Dohatec

Plan Date for

deployment

production by

CPTU

1

After Approval of the TER by the AA, PE does

not find the additional documents uploaded by

the TEC chairperson with the TER . PE can find

only the TER1, TER2, TER3 & TER4.

M2

PE should find the

documents uploaded by

TEC in the e-GP system

any time.


Completed and

Testing is

going on

14/01/2016 June 30 , 2016

2

The comments given by Approving

Authority(AA) doesn’t show the name of the AA

and

M2

APP and other reports

should contain

“Electronically Signed By

----” in the Bottom Right


Completed and

Testing is

going on

14/01/2016 June 30 , 2016

3

Creation of procurement post review dashboard

to allow conducting procurement post reviews

for contracts processed through the e-GP system

M2

Allow read only access to

auditors for specific

contract documents

requiring audit

Developed Impact analysis

document is

prepared and

shared with

CPTU for

January 31,

2016 July 31, 2016

22

approval

SL. No. New Issues Type of


Plan Date for

development

by GSS &

Dohatec

Plan Date for

deployment

production by

CPTU

5

During Training, trainees punch wrong password

for 3 times, system become lock which is

unlocked by taking help from the CPTU.

M2 Needs adjustment in the

system. To be developed

September

15, 2016

September 30,

2016

6

CMS: In preparing work plan starting time and

ending time of all the items under one group have

to be same as per current e-GP system. In real

contract it never happens.

M2 Needs adjustment in the

system.

To be developed

September

15, 2016

September 30,

2016

7

No Provision for Comparison of item wise

Tenderer’s Quoted Price with item wise official

unit rate (Front Loading cannot be identified for

works tender).

M2

Provision for comparison

can be provided. To

compare with market price

the provision from export

of priced BOQ will be

added in the system

To be developed

September

15, 2016

September 30,

2016

8 Within ToC/TEC formation, only users name

appear, Designation not appear M2

To be developed

September

15, 2016

September 30,

2016

9

Where the field is not applicable (say in day

work), System require to put a figure value within

“value” field. Same thing happens when bidders

fill up the forms, they have to put minimum 1 digit

which is contradictory.

M2

If they don’t have any

litigation, they can skip.

System adjustment required

To be developed September

15, 2016

September 30,

2016

10

While Terminating a Contract the system asks for

the “Reason for Contract Termination” which has

only following options:

Force Majeure

Tenderer Bankruptcy

Non Payment of Bills

Delays

Liquidated damages beyond 10%

Not following STD & Contract Norms

Contractor/Consultant stops the work

Options mentioned in Rule

42(2)(b) and 42(2)(d)should

be included in “Reason for

Contract Termination


15, 2016

September 30,

2016

11

PPR 2008 Rule 98(25) allows TEC to recommend

a tender with reduction in the scope of the

works/goods.

Options should be given so

that TEC can recommend to

reduce the scope of tender

and PE can reduce the

scope and issue NOA with

the reduced value.


15, 2016

September 30,

2016

23

12

Approved Reports/APP doesn’t show the name of

the AA:

All approved APP and

reports should contain the

text “Electronically Signed

By

---------” in the Bottom

Right


15, 2016

September 30,

2016

13

Only the awarded Bidder can see the NOA. No

copy to option in the NOA.

There may be a ‘Copy to’

(BCC) Option to be

available in the System so

that PE can send this

through System to higher

concerned officials.


15, 2016

September 30,

2016

14

After publishing the tender notice, the eligibility

of tenderers section cannot be edited/modified

with Mozilla Firefox browser.

The Edit/Modification

should be available for all

browsers (CPTU Certified

Browsers


15, 2016

September 30,

2016

15

The system allows to release tender security

before contract signing which is not compliant

with Rule 26 (2), PPR 2008.

system should not allow to

release tender security

before contract signing

except of those who are

considered non-responsive


15, 2016

September 30,

2016

16

When a user forgets his/her password or lock

his/her account or when a user is transferred,

system is taking too much time to generate the

password recovery/account unlock/transfer email.

Needs adjustment in the

system. To be developed

September

15, 2016

September 30,

2016

17

Bidders registration form has a Re-Captcha,

which does not work properly. The issue with Re-Captcha

needs to be solved To be developed

September

15, 2016

September 30,

2016

18

In the training server Tender opening time is

reduced manually by taking help from CPTU.

Every time opening time adjustment is

cumbersome for the training and not feasible for

the agencies.

For the training purpose the

compliance of tender

opening time may be

relaxed. The provision need

to be created


15, 2016

September 30,

2016

19

There is no provision or search option for finding

total value invited tender in e-GP over a period of

time or financial year but no of tender can be

searched. In addition total value of awarded

tender is also required.

The provision in advance

search option need be

created so that value of

invited tender and awarded

contract can be pulled from

system for any given period


15, 2016

September 30,

2016

20

Providing information regarding tender

publication in the newspaper need to be

mandatory. In the current system it can be skipped

which may produce wrong KPI for particular

indicator.

System can be designed in

way that before evaluation

PE must enter this

information.


15, 2016

September 30,

2016

24

21

Using search function when project is assigned to

a particular Procuring Entity the “Action Button”

doesn’t work properly. Moreover The provision

for selecting more than one PE is missing

System need to be adjusted To be developed September 15,

2016

September

15, 2016

24

Annex 8

Integrated fiduciary implementation report:

1. Overall: The overall fiduciary performance rating of the project is upgraded to ‘Satisfactory’. The

summary of findings and agreed actions during the implementation support review are provided below.

2. Fiduciary capacity: Fiduciary staffing of the project is adequate with the newly recruited financial

management consultant came on board from April 27, 2016.

3. Planning and budgeting: Mission noted that a number of changes were made in the procurement

plan of PPRP II AF during the appraisal of PPRP II AF2 (e.g. dropping of a number of packages,

insertion of new packages, rationalization of estimated costs etc.). However, the Bank did not receive the

updated procurement plan from CPTU. It was agreed that CPTU will share with the Bank, the updated

procurement plan of PPRP II AF by June 15, 2016.

4. Internal control (including internal audit): Financial records such as cash books and ledgers are

updated. Project is maintaining a fixed asset register, however, physical verification of assets are not done

on a regular basis (at least once in a year). The internal audit firm submitted an inception report to the

project on March 30, 2016. The Bank provided comments on the report highlighting several

inconsistencies in the report. The auditor agreed to submit the revised inception report by June 10, 2016.

5. Oversight and accountability actions/ arrangements: The external audit of the project has been

completed for the year ended June 30, 2015 and the auditor expressed an “unqualified opinion”, meaning

the financial statement provides a ‘true and fair view” of the financial state of the project. The auditor

reported 3 audit observations in the “Management Letter” attached to the auditor’s report for FY15 of which

the Bank found one observation as material which is not yet responded by the project. There are also 3

pending audit observations from previous year’s audit. The mission strongly recommends to resolve all

pending audit observations by June 30, 2016.

6. Fund flow, accounting and financial reporting:

Funds Flow: An amount of US$ 19.10 million has been disbursed to the project as of June 02,

2016. Further, an amount of BDT 206.5 million was advanced to the four target agencies from

CONTASA account with the view to adjust from DLI proceeds.

Accounting and Financial Reporting: Quarterly IUFRs were submitted timely and found

acceptable to the Bank. CPTU recently procured and installed accounting software that helped in

completing its accounting data backlog updating up to March 31, 2016. Three target agencies

(LGED, BREB, and BWDB) have submitted their financial reports on DLI eligible expenses up

to December 31, 2015 on full attainment of target and RHD has submitted its financial report of

DLI expenses on partial attainment up to December 31, 2015.

7. Bidding process and award: CPTU has recently signed the contract of the new data center and

mirror data center (contract package G-53) with a contract price of US$ 8.7 million. Procurement process

to recruit consultants for developing strategic framework for regulatory authority of public procurement

and self-sustainable e-GP operations [contract package S-91(AF2)] and need assessment of e-GP roll-out

and capacity development and its utilization [contract package S-90(AF2)] are ongoing. It was agreed

that both of these contracts will be signed by July 31, 2016.

26

Annex 9 Status of Key STD and RFP

Code STD Name Current

Version

Update and

Finalization

needed

PG4 Preliminary working draft: Standard Tender Document

(International) for Procurement of Goods (for any value above BDT

25 lakh)

Sep 2009 Yes

PW4 Preliminary Working draft: Standard Tender Document (STD) for

National Procurement of Works (National with Prequalification)

Apr 2009 Yes

PQW4

Preliminary Working draft: Standard Pre-qualification Document

(National) for Procurement of Works

Apr 2009 Yes

PW5 Preliminary Working draft: Standard Tender Document for

Procurement of Works (International)

Sep 2009 Yes

PQW5 Preliminary Working draft: Standard Pre-qualification Document

(International) for Procurement of Works

Jan 2010 Yes

PS7 Preliminary Working draft: Standard Request For Proposal

(National) For Selection of Consulting Firm

Feb 2013 Yes

PS8 Preliminary Working draft: Standard Request For Proposal

(National) For Selection of Consulting Firm

Feb 2013 Yes

EVG Evaluation Document for Goods New Yes

EVW Evaluation Document for Works New Yes

26

Annex 10 PPRP II AF: Key Project Implementation Task

Actions/ Activities By Whom By When Status

Component 1: Furthering Policy Reform and

Institutionalizing Capacity Development

1. Update and publish remaining key SBDs final version (PG4,

PW4, PW5, PQW4, PQW5, PS7, PS8, EVG, and EVW)

CPTU August 31, 2016

2. Share with the Bank a consolidated list of three-week

trainees by entities covering both PPRPII and PPRPII AF (both

20 additional agencies and 4 target agencies)

FINEUROP June 30, 2016

3. Deliver remaining short courses as per the revised schedule

(Annex-3)

FINEUROP December 31, 2016

4. Publish in CTU’s website the complete list of three-week

trainees under PPRP, PPRPII, and PPRPIIAF

CPTU July 31, 2016

5. Amend CIPS contract to complete level 6 of cohort 7 and

top-up Masters

CPTU August 31, 2016

6. Nominate 10 remaining candidates of TOTs to ITC-ILO to

complete their exposure training by November 2016

CPTU June 25, 2016

7. Sign MOU to become a participatory institute in the World

Bank’s MOOC Program

ESCB June 30, 2016

Component 2: Strengthening Proc. Management at Sectoral

Level & CPTU/IMED

8. Submit to the CPTU and Bank revised/ updated expenditure

plan for DLI part for the remaining period

RHD/ LGED/ BWDB/

BREB

June 30, 2016

9. Equip remaining zonal/ major district offices with e-GP lab RHD/ LGED/ BWDB/

BREB

September 30, 2016

10. Use the services of the consulting firm that has been

selected by RHD to support other agencies for

implementing winning bidders’ credentials and database

LGED/ BWDB/ BREB July 31, 2016

11. Hire four individual IT consultants (e-GP application

administrator, database administrator, system administrator,

call center manager)

CPTU July 10, 2016

28


12. Arrange in CPTU’s website publication of consolidated

reports on: (i) contract award, and (ii) performance

monitoring

CPTU/ GSS-Infotech August 31, 2016

13. Hire international firm for preparing a detailed strategy

document/ business plan for e-GP system and CPTU

restructuring

CPTU July 31, 2016

14. Submit bidding documents and time-bound plan for

expansion of CPTU office (3rd floor)

CPTU June 30, 2016

Component 3: Introducing Electronic Government

procurement (e-GP):

15. Disseminate post qualification database module with the

target agencies that CPTU developed

CPTU June 25, 2016

16. Make helpdesk fully functional on 24X7 basis with 4

additional resources

CPTU July 7, 2016

17. Host in e-GP website a video tutorial module prepared in

flash

GSS Infotech// Dohatech. July 15, 2016

18. Provide the Bank “resolved status report” in compliance

with third party IT audit recommendations

CPTU July 10, 2016

19. House interim datacenter in BCC by resolving internal

optical fiber connectivity between BCC and CPTU

CPTU July 31, 2016

20. Start installation and commissioning of the new data center

at the expected site BCC after completing and fulfilling all

procedural requirements. CPTU signs MOU with BCC.

CPTU/ Thakral-Shark September 30, 2016

July 15, 2016

21. Withdrawing the current ceiling of Tk. 500 million for

processing tenders in e-GP

IMED/CPTU August 31, 2016

22. Finalize contract management module taking into account

the accounts/ disbursement functionalities of target agencies

GSS-Infotech August 15, 2016

22. Complete piloting of at least one contract in e-contract

management modules (RHD: Gopalganj, Natore, Bogra,

Comilla, Khulna; LGED: Mymenshing, Netrokona, Gazipur,

Narayanganj; BWDB: Dhaka, Chittagong, Bogra, Pabna;

BREB: Dhaka, Chittagong)

RHD/ LGED/ BWDB/

BREB

August 31, 2016

23. Arrange workshop with leading commercial banks higher

management to demonstrate potential of e-GP related business

for the banks (with BCCP’s support)

CPTU/ BCCP July 31, 2016

29


24. Initiate process of orderly transition of the e-GP system to

CPTU.

GSS-Infotech/ Dohatech July 31, 2016

25. Submit proposal to CPTU for additional resources

requirements to fix the technical issues mainly came from the

target agencies (Annex 7) and start fixing them as soon as

possible to resolve all of them by September 30, 2016

GSS-Infotech/ Dohatech Proposal: By June 15,

2016 and fix issues as

per timeline in Annex-7

Component 4: Communication, Behavioral Change, &

Social Accountability

25. Make onboard consultants for CPTU websites update CPTU July 15, 2016

26. Facilitate/ Install second digital billboards CPTU/ BCCP June 30, 2016

27. Arrange three orientation workshops for banks BCCP October 31, 2016

28. Arrange second round of quick satisfaction survey BCCP July 31, 2016

29. Include advance search filters for mobile Apps BCCP June 30, 2016

30. Complete digital archiving by proper indexing of all

documents/ photos/ videos/ news clips

CPTU/ BCCP August 31, 2016

31. Develop Info-graphics about proc reforms and start sms

blast/ email marketing

BCCP June 30, 2016

32. Conduct remaining 11 e-GP awareness and 22 Kroi

Songlap workshops

BCCP October 31, 2016

33. Hold three PPSC Meetings by December 2016 and other

two by April 30, 2017 (subject to credit extension).

BIGD 3: by Dec. 30, 2016

Other 2: by April 30,

2016

34. Complete policy notes/ newsletters/ case studies for citizen

engagement as part of third party monitoring

BIGD Policy notes: June/ Aug/

Nov., 2016

Newsletters: June/ Oct.,

2016

Case studies: June/ Aug/

Sept., 2016

35. Arrange forth division-level workshop for citizen

engagement

BIGD July 31, 2016

36.Hold national workshop/ seminar for citizen engagement BIGD November 30, 2016

Other Project Implementation aspects

30


37. Create procurement post review dashboard GSS Infotech July 31, 2016

38. Share with Bank GOB letter for future supports CPTU June 25, 2016

39. Submit update procurement plan (SEPA) to IDA CPTU June 15, 2016

40. Resolve all pending audit observations CPTU June 30, 2016

41. Make consultants onboard for need assessment of e-GP roll

out and capacity development

CPTU July 31, 2016

42. Share with the Bank all progress reports/ deliverables since

inception of PPRPII in 2007

CPTU/ FINEUROP/

GSS-Infotech/ Dohatech./

BCCP, SRGB ITC-ILO,

CIPS, etc.

August 31, 2016

29

Annex 11 List of Key Persons Met

Implementation Monitoring and Evaluation Division/ CPTU :

Mr. Farid Uddin Ahmed Chowdhury, Secretary, IMED

Mr. Md. Faruque Hossain, Director General (Joint Secretary), CPTU

Ms. Parveen Akhter, Director

Mr. Wahid-un-Nabi Sarker, Director

Mr. Aziz Taher Khan, Director

Mr. Md. Mosharraf Hussein, System Analyst

Mr. Nasimur Sharif, Deputy Director

Mr. AKM Fazlul Karim, Proc. Reform Advisor

Mr. Ashfaqul Islam, e-GP Advisor (Sr. e-GP Management Consultant)

Mr. Shafiul Alam, Communication Consultant

Mr. Ahsanul Haq, DLI Consultant

Mr. Mohammed Salim, Financial Management Consultant

Mr. Taherul Islam, Junior FM Consultant

Divisions, Target Agencies, PMCs & TWG Members of Sectoral Entities:

Mr. Shyama Prosad Adhikari, Chief Engineer, LGED

Major General Moinuddin, Chairman, BREB

Mr. Abul Kashem Bhuiyan Additional Chief Engineer, RHD

Mr. Mahfuzur Rahman, Additional Director General (Planning), BWDB

Mr. Mizanur Rahman, Chief Engineer, BREB

Mr. Muhammed Mahboob-ul-Kabir, Director (Contract & Procurement Cell), PMC, BWDB

Mr. Md. Nurul Islam Bhuiyan, Member, BREB

Mr. Md. Anwar Hossain, Additional Chief Engineer & PMC, LGED

Mr. Abdullahil Baki Md. Ruhunnabi, Programmer, TWG Member, BWDB

Mr. Md. Ahsan habib, XEN & TWG Member, RHD

Ms. Kazi Sayeda Momtaz, Sr. System Analyst & TWG Member, RHD

Mr. Md. Shabbir Hasan Khan, XEN & Core Member, e-GP/PROMIS Cell, RHD

Development Partners/ Universities/ Consultants/ Private Sectors/ NGOs:

Professor Abdul Hannan, Rector, ESCB

Mr. William P Heavin, Team Leader, FINEUROP

Mr. AKM Shamsuddoha, President, Dohatech New Media Ltd.

Dr. Mirza M Hassan, Adjunct Fellow, BRACU-BIGD Mr. Shah Rukh, Corporate Manager, BRACU-BIGD

Dr. Md. Shanawez Hossain, Research Fellow, BRACU-BIGD

Ms. Tanzina Mizan, Training Officer, BRACU-BIGD Ms. Yasmin Khan, Program Director, BCCP

BANGLADESH Public Procurement Reform Project II (PPRPII) … · 2016. 8. 25. · I. Key Project...

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