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PROCUREMENT PLAN 2012 -13 Updated on 27
th March, 2013
Ministry of Education, Science and Technology (MoEST)
Malawi Education Sector Wide Approach - – P114847 – IDA 47530
The revised procurement plan is for the Education Sector Implementation Plan (ESIP). The Programme of
Works (POW) will be financed by the Government and Development Partners in both pooled and non-
pooled financing. The pooled financing partners will initially include Government of Malawi, Department
for International Development (DFID), CIDA, FFW, GTZ, UNICEF and International Development
Association (IDA) of the World Bank. The rules and procedures governing procurement have been agreed
between Government of Malawi and Development Partners in the Joint Financing Agreement (JFA). The
World Bank has been has been appointed by pool partners as the lead in supervision of procurement
activities under the JFA. The World Bank procurement policies and procedures will be used for all
contracts involving international competition when Bank funds are pooled as agreed in the JFA.
1. Approval Date of the Procurement Plan:
2. Date of General Procurement Notice: June 30, 2010
3. Period covered by this procurement plan: July 2012 – June 2013
4. Procurement Strategy
i. Procurement activities in the plan cover the Education Sector across the country. All procurement will
be coordinated by Specialized Procurement Unit (SPU) at the Ministry of Education, Science and
Technology except for operational expenses at district and divisional levels. The Education Infrastructure
Management Unit (EIMU) will lead in the procurement of works and associated consultancy assignments.
ii. Similar goods which are required by the same sub-sector will be packaged together.
iii. Works for the construction of schools and school blocks at existing schools will be packaged per
established Education Divisions. Due to the scattered nature of these works, they will be procured under
National Competitive Bidding even if the overal estimated contracts are above the agreed NCB threshold.
Complete new schools will constitute a contract of their own. Except for primary schools and CDSS, all
other construction will require specific designs and, hence, construction will be preceded by engineering
services
iv. Tenders will be packaged in lots in order to (a) increase interest from bidders, (b) spur competition
from small bidders and (c) improve efficiency in delivery.
v. Textbooks will be packaged to achieve efficient delivery and minimize losses. Where delivery points
are few and delivery is bulk, the supplier will deliver to the site. Where delivery points are numerous, a
separate Agent will be employed to undertake customs clearance, warehousing and delivery to site.
vi. Engineering consultancy services will be required for the design of new schools and quality assurance.
Consultancy services will be packaged per Education Division.
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II Goods and Works and Non-consulting Services
Prior review Threshold: Procurement Decisions subject to Prior Review by the Bank as stated in
Appendix 1 to the Guidelines for Procurement:
No Procurement Method Prior Review Threshold Comments
1 ICB and LIB (Goods) US$500,000 All contracts
2 NCB (Goods) More than US$50,000 and
less than US$500,000 First contract
3 ICB (Works) US$3,000,000 All contracts
4 NCB (Works) More than US$50,000 and
less than US$3,000,000 First contract
5 ICB (Non-consulting
Services) As per goods First contract
6 Direct contracting All contracts above US$1.00 All contracts
1. Prequalification: None
2. Procurement under Direct Support to Schools (DSS) will utilize Community Participation Procedures
and managed at school level. The procedures will be agreed in separate manual
3. Reference to (if any) Project Operational/Procurement Manual:
4. Procurement Packages with Methods and Time Schedule
3
Procurement of Goods
Policy
Agenda
Ref
No
Contract Description Estimated
Cost (US$)
Procurement
Method
Review by
Bank
(Prior/
Post)
Expected
Bid-
Opening
Date (*)
Expected
Completion
Date
Actual
Contract
Amount
Comments
Basic Education
Access &
Equity
Quality &
Relevance
1 Print and deliver 7m
Primary Sch textbooks
for Stds 1 and 2
1,709,302 ICB Prior Jan 13 Aug 13
2 Print and deliver
75,000 school
attendance and
performance registers,
and 222,024 schemes
and records of work
1,863 Shopping Post Jan 13 May 13
3 Supply and delivery
315,537 Primary sch
desks
18,301,146 ICB Prior Jan 13 June 13
4 Supply 1,020,882
Slates, 333,036 chalk
and 296,032 Dusters
550,00 ICB Prior Jan 12 May 13
5 Supply various library
books
330,426 NCB Post Jan 13 Jun 13
6 Supply and delivery of
School Atlases
6,025,267.63
ICB Prior Mar 13 June 13
7 Procurement of Print
overruns for Std 3 and
7 textbooks
456,234.67
Single
Sourcing
Prior Mar 13 June 13
8 Procurement of 15,000
Primary School
Syllabuses
75,000
Single
Sourcing
Prior Apr 13 Aug 13 Budget
commitment
for next FY,
procurement
Process to
commence
4
Policy
Agenda
Ref
No
Contract Description Estimated
Cost (US$)
Procurement
Method
Review by
Bank
(Prior/
Post)
Expected
Bid-
Opening
Date (*)
Expected
Completion
Date
Actual
Contract
Amount
Comments
this FY
9 Supply and delivery of
100 motorcycles for
inspection
193,798.33
NCB Post Apr Oct 13 Budget
commitment
for next FY,
procurement
Process to
commence
Governance
& Mngt
10 Printing and delivery
12,000 copies of PSIP
guidelines
1,843 Shopping Post Feb 13 May 13
CBE
Quality &
Relevance
11 287,600 CBE
Learners' Books
213,178 NCB Post Jul 12 Mar 13 K60,160,195
12 Print and deliver 35,700 Facilitators’
Guides
42,636 Shopping Post Jan 13 Jun 13
13 Supply and deliver 69,120 supplementary
readers books
48,450 Shopping Post Feb 13 Jun 13
Governance
and Mngmt
14 Supply of 4 desktop
computer sets and 4
printers for district
data management
5,969 Shopping Post Aug 12 Jan 13
15 Supply and deliver 60
motorbikes for
supervisors
116,279 NCB Post Nov 12 May 13
Secondary Educ
Quality &
Relevance
16 Supply of 579,500 Sec
School Textbooks
6,798,000 ICB Prior Jan 13 Jun 13
17 Supply of 30,000
Single Desks+30,000
Chairs
1,635,000 ICB Post Jan 13 Jun 13
18 Supply of 15,000 Sch 1,916,700 ICB Prior Dec 12 Jun 13
5
Policy
Agenda
Ref
No
Contract Description Estimated
Cost (US$)
Procurement
Method
Review by
Bank
(Prior/
Post)
Expected
Bid-
Opening
Date (*)
Expected
Completion
Date
Actual
Contract
Amount
Comments
Mattresses
19 Supply and delivery of
10, 000 copies of
secondary School
Syllabus
50,000 Single
Sourcing
Prior Apr 13 Sep 13 Budget
commitment
for next FY,
procurement
Process to
commence
20 Supply and Delivery
of 200 Science Kits
1,500,000 NCB Post Apr 13 Aug 13 Budget
commitment
for next FY,
procurement
Process to
commence
21 Supply and Delivery
of 822,000 Secondary
School textbooks
6,165,000.00
ICB Post Apr 13 Oct 13 Budget
commitment
for next FY,
procurement
Process to
commence
22 Supply and delivery of
school science
chemicals and
equipment
2,500,000 ICB Prior May 13 Feb 14 Budget
commitment
for next FY,
procurement
Process to
commence
23 Supply and delivery of
Starter packs for the
new secondary school
curriculum for form 1
1,541,250 ICB Prior May 13 Feb 14 Budget
commitment
for next FY,
procurement
Process to
commence
24 Supply and delivery of
school equipment for 1,478,000 ICB Prior May 13 Feb 14 Budget
commitment
6
Policy
Agenda
Ref
No
Contract Description Estimated
Cost (US$)
Procurement
Method
Review by
Bank
(Prior/
Post)
Expected
Bid-
Opening
Date (*)
Expected
Completion
Date
Actual
Contract
Amount
Comments
technical subjects for next FY,
procurement
Process to
commence
25 Supply and delivery of
Teaching Aids 1,769,000 ICB Prior May 13 Feb 14 Budget
commitment
for next FY,
procurement
Process to
commence
26 Supply of 50,000
Single Desks+50,000
Chairs
2,725,000.00
ICB Prior May 13 Feb 14 Budget
commitment
for next FY,
procurement
Process to
commence
27 Supply of 50,000 Sch
Mattresses 6,389,000.00
ICB Prior May 13 Feb 14 Budget
commitment
for next FY,
procurement
Process to
commence
Educ Planning
Governance
& Mngt
28 Supply and deliver of
various School
Mapping equipment
and software (GPS and
GIS)
581,395 ICB Prior Jan 13 May 13
Internal Audit
Governance
& Mngt
29 Supply 2No Vehicles 77,519 NCB Post Aug 12 Dec 12
DTED
7
Policy
Agenda
Ref
No
Contract Description Estimated
Cost (US$)
Procurement
Method
Review by
Bank
(Prior/
Post)
Expected
Bid-
Opening
Date (*)
Expected
Completion
Date
Actual
Contract
Amount
Comments
Access &
Equity
30 Printing and delivery
120,000 copies of
IPTE ODL Modules
for cohort 2 & 3 &
201 600 Modules for
cohort 4
252336
NCB Post Jan 13 May 13
31 Supply and delivery of
20 desktop computer
and printers, 6
computer servers
57,632 NCB Post Jan 13 May 13
32 Supply and delivery of
7TV Screens, 7 LCD
Projectors, 7 Video
cameras
26,480 Shopping Post Dec 12 Apr 13
33 Supply and delivery of
1000 tins of paint for
SMASSE INSET
Centres
31,153 Shopping Post Dec 12 Apr 13
34 Supply and delivery of
220 motorcycle
helmets
28,037 Shopping Post Dec 12 Apr 13
SNE
Access &
Equity
35 Supply of various
Special need education
teaching and learning
materials
Lot 1 various Visual
impairment
Lot 2 – Various
Hearing Impairment
519,455 ICB Prior Jan 13 Jun 13
8
Policy
Agenda
Ref
No
Contract Description Estimated
Cost (US$)
Procurement
Method
Review by
Bank
(Prior/
Post)
Expected
Bid-
Opening
Date (*)
Expected
Completion
Date
Actual
Contract
Amount
Comments
Lot 3 – Various
Learning Difficulties
and physically
challenged
36 Printing of secondary
school textbooks qty
1,500
102,804 NCB Post Jan 13 May 13
Phalombe TTC
Access &
Equity
37 Office equipment 600,000 ICB Prior Jan 13 Aug 13
38 Furniture 950,000 ICB Prior Jan 13 Aug 13
39 Textbooks 1,050,000 ICB Prior Jan 13 Aug 13
40 Teaching and learning
materials 1,900,000 ICB Prior Jan 13 Aug 13
41 Sport equipment 545,000 ICB Prior Jan 13 Aug 13
42 Vehicles 4No 250,000 NCB Post Jun 13 Sep 13
Total 62,122,854
9
Procurement of Civil Works
1 2 3 4 5 6 7 8 9 10
Policy
Agenda
Ref
No
Description Estimated Cost
US$
Procur
Method
Review by
Bank
(Prior/Post)
ExpectedBi
d-Opening
Date
Expected
completion
Date
Actual
Contract
Amount
Comments
Basic Educ
Access
&
Equity
1a Completion of 270
classrooms + teachers
houses + WASH started in
2010
3,687,943 NCB Prior n/a Jan 13
2 Completion of 360
classrooms + teachers
houses + WASH in reserve
phase
3 Construction of 1,600
classrooms under Local
Development Fund (LDF) 23,000,000
Community
participation Post N/A Oct 12
Sec Educ
Access
& equity
4 Completion of Girls
hostels 904,255 NCB ongoing ongoing ongoing ongoing
5 Reh of 2 Sec Schools
(BSS & LL Girls) &
MCDE 452,128 NCB Post Dec 12 Oct 13
6 Construction of
Thumbwe Sec Sch
1,054,965
NCB Prior Dec 12 Feb 14
7 Construction of
Machinga Sec Sch NCB Prior Dec 12 Feb 14
8
Reh of 2 Sec Schools
(Dedza & Mzuzu
Government) 452,128 NCB Post Nov 13 Sep 14
Budget
commitment
for next FY,
procurement
Process to
commence
10
1 2 3 4 5 6 7 8 9 10
Policy
Agenda
Ref
No
Description Estimated Cost
US$
Procur
Method
Review by
Bank
(Prior/Post)
ExpectedBi
d-Opening
Date
Expected
completion
Date
Actual
Contract
Amount
Comments
Special Needs
Edu
Access
& equity
8 Construction of SNE
Institute 452,128 NCB Prior Jan 13 Mar 14
DTED
Access
& equity
9
Phalombe TTC 753,546 ICB Prior May 11 Jul 13 MK1.4b
Higher Educ
Access
& equity
10 Construction at
MZUNI and
Polytechnic 301,418 NCB Post Dec 12 Dec 13
Total 31,058,511
11
Procurement of Non Consultancy Services
1 2 3 4 4 5 6 7 8 9
Policy
Agenda
Ref
No
Contract
(Description)
Estimated
Cost US$
Procurement
Method
Reviewby
Bank(Prior
/Post)
Expected
Bid-
Opening
Date
Expected
completion
Date
Actual
Contract
Amount
Comments
Quality &
Relevance
1 Customs clearing,
warehousing and
distribution
services for TLM 556,738 ICB Prior Dec 12 Sep 13
2 Laboratory testing
and Scientific
Inspection of
teaching and
learning materials:
Primary textbooks,
chalk and slates 550,000 ICB Prior Dec 12 Jun 13
Total 1,106,738
12
III. Selection of Consultants
1. Prior Review Threshold: Selection decisions subject to Prior Review by the Bank as stated in Appendix
1 to the Guidelines Selection and Employment of Consultants:
No Selection Method Prior Review Threshold Comments
1 Competitive Methods (Firms) US$200,000 All contracts
2 Single Source (Firms) US$1.00 All contracts
3 Individual Consultants US$100,000 All contracts
2. Short list comprising entirely of national consultants: Short list of consultants for services estimated to
cost less than $200,000 equivalent per contract may comprise entirely of national consultants in
accordance with the provisions of paragraph 2.7 of the Consultant Guidelines.
3. Any Other Special Selection Arrangements: None
4. Consultancy Assignments with Selection Methods and Time Schedule
13
Procurement of Consultancy Services
1 2 3 4 5 6 7 8 9 10 11 12
Policy
Agenda
Ref
No
Contract
Description
Cost Est US$
Selection
Method
Prior
Review
Expected
EOI
issue
date
Expected
RFP
issue
date
Expected
proposal
submission
date
Expected
contract
completion
date
Actual
contract
amount
Comments
CBE
Access &
Equity
1 CBE Services for
Mulanje, Balaka,
Ntcheu and Dowa
districts 971,850 Fixed
Budget Prior Dec 12 Feb 13 Mar 13 Jul 14
2 CBE Services for
Seven Districts
1,600,000 Fixed
Budget
Prior April 13 June 13 Jul 13 Jul 14
Secondary
Education
3 Consultancy
services Reh of 2
Sec Schools (BSS
& LL Girls) 80.000 CQ Post Dec 12 Feb 13 Mar 13 Dec 13
4 Consultancy
services for
Design
+Construction of
Thumbwe Sec
Sch 280,000 QCBS Prior Jun 12 Sep 12 Nov 12 Dec 14
5 Consultancy
services for
Design and
Construction of
Machinga Sec
Sch 280,000 QCBS Prior Dec 12 Feb 13 Mar 13 Jun 14
14
1 2 3 4 5 6 7 8 9 10 11 12
Policy
Agenda
Ref
No
Contract
Description
Cost Est US$
Selection
Method
Prior
Review
Expected
EOI
issue
date
Expected
RFP
issue
date
Expected
proposal
submission
date
Expected
contract
completion
date
Actual
contract
amount
Comments
6 Consultancy
services Reh of 2
Sec Schools
(Dedza & Mzuzu
Government ) 280,000 QCBS Prior May 13 Jul 13 Aug 13 Oct 13
Special Needs
Education
6 Consultancy
services for
Design and
Construction of
SNE Institute 280,000 QCBS Prior Jul 12 Jan 13 Mar 13 Dec 14
Higher
Education
Acess &
Equity
7 Consultancy
services for works
at MZUNI & Poly 53,191 CQS Prior Dec 12 Jan 13 Feb 13 Dec 13
DTED
8 Consultancy
services – to set
up ODL database 31,153 CQS Prior Dec 12 Jan 13 Feb 13 Jun 12
Planning
9 Data collection
for ODL Program
- impact
evaluation 280,000 CQS Prior Jan 13 Mar 13 Apr 13 Aug 13
10 M & E database CQS Prior April 13 June 13 Jul 13 Dec 13
Total
15
1 2 3 4 5 6 7 8 9 10 11 12
Policy
Agenda
Ref
No
Contract
Description
Cost Est US$
Selection
Method
Prior
Review
Expected
EOI
issue
date
Expected
RFP
issue
date
Expected
proposal
submission
date
Expected
contract
completion
date
Actual
contract
amount
Comments
4,056,274.00
16
IV. Implementing Agency Capacity Building Activities with Time Schedule - Fy 2012/13
No Name of
proposed
participa
nts
Position Type of
training
Expected
outcome
Venue
Duratio
n
(weeks)
Expected
Start date
Expected
Finish
date
Tuition Aitticket Perdiem Total
1st Group (11 Directors and 1 procurement officer)
1 11
Directors
and 1
procurem
ent
officer
12 MoEST
Directors
and
procurement
staff (Basic,
Sec, SDS,
ICT, DEP,
DOF, CIA,
Dias, SHN,
EIMU,
SNE)
Procurement
Managemen
t Course for
World
Bank/IDA
funded
projects
MIM,
Lilongwe
2 3/12/12
14/12/1
2 8,809,920 0.00 0.00 8,809,920
2 Kampini Stores
officer
Records
Managemen
t
Improved
records
management
ESAMI
Arusha
Tanzania 4 11/2/13 8/3/13 960,250 250,000 901,800 2,112,050
2nd
Group
3 M.Pitaw
o
Snr
Procurement
officer
Works
Procurement
and
selection of
consultants
Improved
works
procurement
ESAMI,
Mombasa
4 25/3/13 22/3/13 734,800 250,000 661,320 1,646,120
4 C. Banda Chief
Procurement
Officer 4 25/3/13 22/3/13 734,800 250,000 661,320 1,646,120
3rd
Group
5 A.
Kapulula
Deputy
Director
Construction
management
program
ESAMI
Arusha 3 30/4/13 18/5/13 960,250 250,000 901,800 2,112,050
6 P.Shaba Deputy
Director 3 30/4/13 18/5/13 960,250 250,000 901,800 2,112,050
4th
Group
7 V.Patel Chief
Procurement
officer in
SPU
Goods &
Equipment
Procurement
Improvement
on
procurement
skills
ESAMI
Mombasa
3 10/6/13 28/6/13 960,250 250,000 901,800 2,112,050
17
8 Mercy
Nyanda
Procurement
Officer in
SPU
Goods &
Equipment
Procurement
Improvement
on
procurement
skills
ESAMI,
Mombasa
3 10/6/13 28/6/13 960,250 250,000 901,800 2,112,050
MK 22,662,410
