Roles and Responsibilities and Contract Management Information

Roles and responsibilities of various project implementation bodies are detailed below:

PCU: The state PCU will be responsible for the overall procurement planning, implementation, procurement oversight and supervision and responsible for meeting project’s compliance with procurement methods / procedures as agreed between the project and the World Bank. PCU shall have a Procurement Unit with a Procurement Specialist and a Procurement Officer reporting to the head to ensure the proper implementation of the World Bank guidelines and procedures mentioned and agreed upon with the Bank. The Procurement Unit of PCU will procure the goods, services and works for the project planned at the state level and will have prior and post review responsibilities beyond certain ceilings at the PIU level. Its key activities include:

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Roles and responsibilities of various project implementation bodies are detailed below:

PCU: The state PCU will be responsible for the overall procurement planning, implementation, procurement oversight and supervision and responsible for meeting project’s compliance with procurement methods / procedures as agreed between the project and the World Bank. PCU shall have a Procurement Unit with a Procurement Specialist and a Procurement Officer reporting to the head to ensure the proper implementation of the World Bank guidelines and procedures mentioned and agreed upon with the Bank. The Procurement Unit of PCU will procure the goods, services and works for the project planned at the state level and will have prior and post review responsibilities beyond certain ceilings at the PIU level. Its key activities include:

  • Preparation and updating, as required, the procurement manual based on World Bank guidelines for implementation of the project. 
  • Consolidate, Review and approve all procurement plans of all the PIUs and procurement recommendations of PIU established in all the line departments. Support PIUs in undertaking large value procurements.
  • Procure the goods, services and works required at PCU level. 
  • Train the PIUs and other staff in procurement with due diligence. Build the procurement capacity at all levels. 
  • Guide and monitor the process of procurement in PIUs and Community Procurement. 
  • Prior review and clear bid documents and bid evaluation reports for all goods and works procurement planned by PIUs valued above $100,000 per transaction within 7 days of receipt.
  • Prior review and clear, short lists, RFPs and technical and commercial evaluation reports of all services planned by institutions valued above $100,000 per transaction within 7 days of receipt. 
  • Prepare Unit Cost data Base and Item bank detailing & tender specification, names of respective manufacturers, indicative range of machinery / equipment etc.
  • Undertake or commission and manage yearly post review of at least 10% of contracts issued by PIUs and community procurement carried out by beneficiary institutions. 
  • Maintain a Procurement Management Information System (MIS) on all key indicators to be agreed with the Bank and generate and share reports with all stakeholders. A Contract Register will be maintained and updated periodically.
  • Procurement Specialist will be the Member Secretary of the Procurement Committee.

PIUs: At PIU level, there will be one Procurement officer to manage the procurement process. The procurement officer in the PIU would be reporting to the head of the PIU to ensure the proper implementation of the World Bank guidelines and procedures adopted by the institutions.
  • Develop and Consolidate the annual procurement plan for PIU and organization under the PIU.
  • Train the institutional staff in procurement with due diligence. Build the procurement capacity at all levels.
  • Guide and monitor the process of procurement.
  • Prepare and submit all cases for prior review to the PCU and coordinate for clarifications and clearances
  • Undertake yearly post review of at least 10% of contracts issued by institutions under the department.
  • Act as the intermediary between PCU procurement section and institutions.
  • Post review at least 10% of contract issued by community organization.
  • Prior review of first contract for civil works, goods and services issued by community organizations
  • Maintain a Procurement Management Information System (MIS) on all key indicators to be agreed with the Bank and generate and share reports with all stakeholders. A Contract Register will be maintained and updated periodically
  •  Procurement Officer will be the Member Secretary of the Procurement Committee
Community Procurement - Community Organization like Rural Haats, Farmer Common Service Centers for horticultural crops and food grains and identified small ruminant farmer from demonstration unit of Animal Husbandry Department, would be included under the community procurement activity. These organizations would be undertaking procurement on their own. Item activities include (i) Prepare procurement plan and carry out procurement, (ii) Get post review of 10% of contract from the concerned PIU, (iii) Perform the procurement within the World Bank guidelines and procedures.
The assets created by the organization like Rural Haats, FCSCs under Community Procurement will be verified by the Service Provider.
 
Service Providers (SP) - The SP would be finalized by the PIUs for the activities within the sub-components related with the concerned PIUs. Such finalized SP, while preparing bidding documents and bid evaluation reports for works and goods would be required to follow the World Bank procedures for procurement of goods and equipments and Standard Bidding Documents agreed between the Project and the World Bank.
 
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