Procurement Plan São Tomé and Príncipe: Adaptation to Climate Change Project (P111669; GEF PMIS 4018) I. General 1. Project information: The project aims to increase the adaptive capacity of vulnerable coastal communities in S. Tome and Principe to the adverse impacts of climate variability and change. 2. Country: São Tomé and Príncipe 3. Borrower: Democratic Republic of São Tomé and Príncipe 4. Project Name: Adaptation to Climate Change Project 5. Loan/Credit No. P111669/GEF PMIS 4018 6. Project Implementing Agency: Ministry of Public Works and Natural Resources, Directorate General of Environment (through a Project Coordinating Unit, PCU) 7. Bank’s approval Date of the procurement Plan Original: April 25, 2011;Revised: April 27, 2012, April 09 2013; ; July 4, 2013 8. Date of General Procurement Notice: May 16, 2011 9. Period covered by this Procurement Plan: March 2013 to December 31, 2016 II. Goods and Works and non-consulting services. 1. Prior Review Threshold: Procurement Decisions subject to Prior Review by the Bank as stated in Appendix 1 to the Guidelines for Procurement. Thresholds for applicable procurement methods (not limited to the list below) will be determined by the Procurement Specialist /Procurement Accredited Staff based on the assessment of the implementing agency’s capacity. Procurement Method Prior Review Threshold Comments 1. ICB and LIB (Goods) > 250,000 All 2. NCB (Goods) ≥50,000 <250,000 First two contracts 3. Shopping (Goods) < 50,000 Post review 4. ICB (Works) > 500,000.00 All 5. NCB (Works) ≥50,000<500,000 First two activities 6. Three (03) Quotations (Works) <50,000 Post review 2. Prequalification. N/A. 3. Proposed Procedures for CDD Components (as per paragraph. 3.17 of the Guidelines: Pilot adaptation works under Component 2(b) ii, estimated at a cumulative total of US$310,000 would be procured under Community Participation procedures and is detailed in the procurement chapter of the Project Operation Manual. 4. Reference to (if any) Project Operational/Procurement Manual: The Project Operational Manual (including Procurement) was prepared and is being used. The Procurement Chapter of the Manual was conditionally approved by the Bank on September 23, 2011. Procedures related to community participation were approved on January 14, 2013. 5. Any Other Special Procurement Arrangements: N/A 6. Procurement Packages with Methods and Time Schedule 1 2 3 4 5 6 7 Ref. No. Contract Estimated Procurement Review Expected Comments (Description) Cost Method by Bank Bid-Opening (Prior / Post) Date GOODS 06a/PAMCZC/ Mobile phone covers September 2013 250 mobile phone covers G/2013 Shopping Post 07/PAMCZC/G Purchase of fishery 1 Lots ( Lights for Marking Nets, ) /2012 equipments Shopping Post February 2013 Being evaluated 8a/PAMCZC/G Purchase of equipments September 2013 4 lots(150 flares,150 life vests, 150 /2013 to support fisheries Shopping Prior first aid kits, 150 rain coats) 09a/PAMCZC/ GPS Shopping Post September 2013 100 GPS G/2013 10a/PAMCZC/ Radar detectors September 2013 289 radar detectors G/2013 Shopping Post 11/PAMCZC/G Meteorological Marine Prior Review Technical specification, LIB /2012 Station September 2013 qualification, draft contract 12/PAMCZC/G Materials for artisanal 4 rain gauges and river gauges for /2013 early warning system Post pilot communities, and materials for (rain and river gauges) Shopping August 2013 artisanal early warning to be tested at community level 13/PAMCZC/G Studio Equipment for Shopping Post /2013 Preparation and September 2013 Dissemination of Weather Forecasts 14/PAMCZC/G Life saving and search Shopping Post November2013 /2013 and rescue equipment for Autonomous Region of Principe Review Technical specification, 15/PAMCZC/G Lightening Detection selection, qualification, draft contract System LIB October 2013 /2013 Prior 16/PAMCZC/G Computer for pilot the Post /2013 communication system CONPREC sms by frontline sms in Shopping September 2013 fishing communities 01/PAMCZC/G Vehicles Shopping Post Already procured /2012 March 2012 02/PAMCZC/G Office Equipment Shopping Post Already procured /2012 March 2012 03/PAMCZC/G Office Furnishings Shopping Post Already procured /2012 September 2012 04/PAMCZC/G Air conditioner shopping post Already procured 2012 May 2012 05/PAMCZC/G Vehicles MARAPA Shopping Post Already procured 2012 May 2012 06/PAMCZC/G Mobile Phone Covers Already procured /2012 Shopping Post May 2012 4 Lots (, Life Vests, Emergency Prior 08/PAMCZC/G Purchase of equipments Shopping May 2012 Flares, , Rain Coats, First Aid Kits) /2012 to support fisheries Already procured 09/PAMCZC/G GPS Shopping Post Already procured /2012 May 2012 10/PAMCZC/G Radar Detectors Already procured /2012 Shopping Post May 2012 Total 1,049,725 WORKS Coastal Protection NCB Prior august 2013 Review Technical specification, 01/PAMCZC/ Works: Beach protection selection, qualification, draft contract W/2013 and river bed dredging and embankment (Ribeira Afonso) Coastal Protection Review Technical specification, 02/PAMCZC/ Works: selection, qualification, draft contract W/2014 Beach replenishment, NCB Prior January 2014 River bed dredging and embankment stabilization Two lots and drainage: Malanza Coastal Protection Review Technical specification, 03/PAMCZC/ Works: selection, qualification, draft contract W/2013 Beach protection and NCB Prior River bed dredging and embankment and large august 2013 Two lots drainage: (Sta Catarina) River bed dredging, Review Technical specification, landfilling, and possibly NCB Post selection, qualification, draft contract 04/PAMCZC/ beach replenishment: June 2014 Praia Burra W/2014 Total 990,000 III. Selection of Consultants 1. Prior Review Threshold: Selection decisions subject to Prior Review by Bank as stated in Appendix 1 to the Guidelines Selection and Employment of Consultants: Selection Method Prior Review Threshold Comments 1. QCBS (Firms) > 100,000 All 2. Selection Based on Consultants’ Qualification <100,000 First two contracts 3. Least Cost Selection <100,000 First two contracts 3. Single Source (Firms) All 4. Individual Consultants >50,000 All <50,000 Project Unit Staff 5. Individual Consultants (SSS) All 2. Short list comprising entirely of national consultants: Short list of consultants for services, estimated to cost less than $100,000 equivalent per contract, may comprise entirely of national consultants in accordance with the provisions of paragraph 2.7 of the Consultant Guidelines. 3. Any Other Special Selection Arrangements: N/A 4. Consultancy Assignments with Selection Methods and Time Schedule 1 2 3 4 5 6 7 Review Expected Ref. No. Description of Estimated Selection by Bank Proposals Comments Assignment Cost Method (Prior / Submission Post) Date 02a/PAMCZC/C/201 External Audits SSS Prior October 2013 3 04/PAMCZC/C/2011 Procurement SSS Prior September specialist 2013 05/PAMCZC/C/2011 Financial SSS Prior September management 2013 specialist 06a/PAMCZC/C/201 National Expert SSS Prior March 2013 3 for Early Warning and Safety Sea 09a/PAMCZC/C/201 Training and SSS Prior April 2013 2 Sensitization of Target Fishers 11/PAMCZC/C/2013 International IC Post Safety at Sea September Expert 2013 13/PAMCZC/C/2014 Finalization of IC Post Decree on Coastal March 2014 Early Warning System /o 14/PAMCZC/C/2014 Coastal Policy IC Post Expert March 2014 15/PAMCZC/C/2015 Project IC Post November Evaluation 2015 Participatory 16/PAMCZC/C/2015 Evaluation CQS Prior November 2015 17/PAMCZC/C/2013 Study to identify IC Post September area for dredging 2013 sand for beach replenishment 18/PAMCZC/C/2013 Detailed IC Post September Malanza e Praia Burra Engineering 2013 Design of Flood Protection Works 19/PAMCZC/C/2013 Preliminary IC Post August/Septe study for Light mber 2013 Detection System 20/PAMCZC/C/2013 Social Study for IC Post August/Septe Praia Burra mber community Extension of Geomorphologica Single Source contract with 01/PAMCZC/C/2012 l Study to Single April 2012 UNESCO-IHE/DELTARES Malanza and Source Prior Already hired Sundy Already hired 02/PAMCZC/C/2012 External Audits LCS Prior April 2012 04a/PAMCZC/C/201 Procurement IC Prior Already hired 1 Specialist September 2011 04b/PAMCZC/C/201 Procurement SSS Prior September Already hired 1 specialist 2012 Financial Already hired 05a/PAMCZC/C/201 Management IC Prior September 1 Specialist 2011 05b/PAMCZC/C/201 Financial SSS Prior September Already hired 1 management 2012 specialist National Expert 06/PAMCZC/C/2012 for Early Warning IC Prior Already hired and Safety at Sea March 2012 Spatial Planning Already hired 08/PAMCZC/C/2012 Trainer (Coastal) IC Post June 2012 09/PAMCZC/C/2012 Training and Single Prior Single Source contract with Sensitization of Source March 2012 MARAPA Target Fishers Already hired 10/PAMCZC/C/2012 Radar assessment IC Post September Already hired Expert 2012 Detailed IC Prior Already hired 12/PAMCZC/C/2012 Engineering July 2012 Santa Catarina e Ribeira Design of Flood Afonso Protection Works Total 821,004 IV. Implementing Agency Capacity Building Activities with Time Schedule 1. In this section the agreed Capacity Building Activities (some items could be from CPAR recommendation) are listed with time schedule No. Expected outcome / Estimated Estimated Start Date Comments Activity Description Cost Duration Establishment of Local Risk Already done 1 Management Committees 10 months March 2012 – December 2012 1a Establishment of local risk 24 months January 2013 – management committees in five December 2015 communities and sensitization 2 Community Sensitization and 1 week for each March 2013 – Behavioral Change Workshops community April 2015 Specialized Training in 1 month 1 technician, trained at Niamey or Dakar for one 3 Maintenance of Maritime November 2013 month Meteorology Introductory Meeting on Protocol 1 day 30 persons, 1 day workshop 4 for Coastal Early Warning System September 2013 5 Reinforcement of the field visits to 3 Years July 2013 – Members of the Climate Change Committee oversee community activities December 2015 Local Training for Radio 2 months 2 radio journalists in weather reporting at 6 Journalists November/Dece Meteorological Institute for 2 months each mber 2013 Workshop for Development of 30 days 40-50 participants, 3 day workshop 7 Operation Plan of Coastal Early September 2013 Warning System Training in Marine Meteorology 2 observers to be trained in Lisbon (2 persons x 4 8 4 months October 2013 months) On-going Specialized Training in Presentation of Weather Reports 2 months February/March 5 meteorologists x 2 months at Regional 9 over Media 2013 Meteorological Center in Dakar On going Agreement on Monitoring System 30 days 40-50 people workshop, after system prepared by 10 for Safety-at-Sea Incidents May 2013 Safety-at-Sea specialist Assumes study tour by district/village 6 days March 2012 to representatives to pilot sites (ca. 30 people x 1 day, 11 Study Tours to Pilot Sites June 2015 6 cars, fuel and per diem costs and US$1000 per village for reception/organization costs) Lessons Learned Discussion Ca. 40-50 participants, 2x 2-day workshops 12 Workshop 4 days March- December 2013 Preparation of Policy and Legal 4-day workshop for 40-50 participants Framework for Building Climate 4 days April 2013 13 Resilience into Spatial Planning Training on Safeguards for Already done DGE/PCU Staff 1 weeks 2 November 2012 14 phases Quarterly Review Meetings and Quarterly review 1-day workshop meetings for Project Monitoring February/May/A members of steering committee (ca. 30 people) at 15 20 days ugust/November US$1000/day 2013 16 Workshop on Monitoring System 2 days August 2013 Activity to be realized by International Safety-at for Safety-at-Sea Incidents sea specialist 17 Program awareness by media for 24 months September 2013 coastal communities to September 2014 Total 239,400