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PEM 4. IMPLEMENTATION MODULE

PEM 4. IMPLEMENTATION MODULE. Training for Participants Date, Location, Venue . Welcome to PEM 4 Module!. Welcome! . Module Aims and Objectives. Aim:

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PEM 4. IMPLEMENTATION MODULE

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  1. PEM 4. IMPLEMENTATION MODULE Training for Participants Date, Location, Venue Welcome to PEM 4Module! Welcome!

  2. Module Aims and Objectives Aim: • To provide relevant district technical staff and other stakeholders with an understanding of the implementation process in Step 4 of the PEM cycle. Objectives: • To identify the main tasks involved in Step 4: Implementation, including timelines and responsibilities. • To understand the detailed tasks in Step 4.8: Project Implementation,including Preparation, Procurement, Contracting and Contract Management.

  3. Module Overview What is in the PEM 4. Module? District PEM Cycle and Timeline - Recap Overview of Implementation 4.1 Implementation Planning 4.2 & 4.3 Consult with VCs& Establish CMGs 4.4 Project Design 4.5 Cost Estimate, BoQ 4.6 & 4.7 Central level alignment& Submit documentation 4.8 Project Implementation Module Conclusion

  4. Trainer to insert training timetable here

  5. District PEM Cycle and Timeline - Recap Session Objectives: • To recap important points from the PEM Overview Module. • To remind participants of the steps in the PEM cycle, when they take place and who is responsible.

  6. Main activities: • District Profile • Community Consultations • National and Sector priorities Output: 5 year DDF Training Module: PEM 2. Planning e District PEM Cycle Overview • Main activities: • DDF monitoring • Work Plan and Budget monitoring • Consultative forum with VCs • Output:M&E Reports, MIS • Training Module: PEM 5. M&E Step 5. M&E Step 1. Planning Step 2. Budgeting Main activities: • National level guidance • Commence Project Appraisal / Feasibility Studies • Forecast Revenues • Prioritisation of Projects Output:Approved District Budget Training Module: PEM 3. Budgeting and Investment Programming • Main activities: • Design Intervention Plan • Cost estimates and BoQs • Procurement and Contracting • Output:Signed contracts, Completed and functional projects • Training Module: PEM 4. Project Implementation Step 4. Implementation • Main activities: • First selection of priorities for Work Plan • Prepare Work Plan and Budget Allocation • Adopt and disseminate Work Plan • Output:3 year rolling investment programme, Annual Work Plan and Budget (AWPB) • Training Module: PEM 3. Budgeting and Investment Programming Step 3. Investment Programming

  7. AWPB Adopted and Disseminated DDF Approved and Disseminated District Budget Adopted District PEM Timeline – All Years (Somaliland) End Q1 End Q2 End Q3 End Q4 1.1 PEM Start Up/Awareness 1.1 Year 2+ Public meeting on DDF achievements 1.2 District Profile 1.2 1.3 Community Consultations Step 1. Planning 1.3 1.4 Draft DDF 1.4 Year 2+ Update District Profile / Revise DDF 1.5 Validation of Draft DDF 1.5 1.6 Finalise DDF 1.6 Commencement of Project Appraisals/Feasibility Studies process – ongoing 2.1 National guidance 2.1 Year 2+ Project Appraisals/Feasibility Studies process – ongoing as needed 2.2 District PER 2.2 2.3 Forecast Revenues 2.3 Step 2. Budgeting 2.4 Prioritise Projects 2.4 2.5 Initial Budget Review 2.5 2.6 Communicate VCs 2.6 2.7 Final Budget Approval 2.7 3.1 3 year Investment Programme 3.1 3.2 First Selection project priorities 3.2 3.3 3.3 Prepare AWPB Step 3. Investment Programming 3.4 Present AWPB to VCs 3.4 3.5 Adopt AWPB 3.5 3.6 Disseminate AWPB 3.6 4.1 Implementation Plan 4.1 4.2 Consult with VCs 4.2 & 4.3 4.3 Establish CMG Step 4. Implement 4.4 Design Intervention Plan 4.4 & 4.5 4.5 Cost Estimate, BoQ 4.6 & 4.7 4.6 Central level alignment 4.7 Submit documentation 4.8 Preparation and procurement 4.8 Contracting and contract management – ongoing process throughout the year if needed. 4.8 Implement Project 5.1 DDF Monitoring Year 2+5.1 Ongoing DDF monitoring process 5.1 Initial set up of DDF monitoring framework and ongoing data collection. 5.2 AWPB Monitoring Year 2+5.2 Ongoing monitoring process throughout AWP implementation Step 5. M&E 5.3 Joint Monitoring Year 2+5.3 Ongoing monitoring process including progress reports, quarterly reports. 5.4 Consultative Forum Year 2+5.4 5.5 Finance & Administration Monitoring Year 2+5.5 Ongoing monitoring of financial and administrative procedures 5.5Ongoing - includes external monitoring, financial audit and technical audit PEM Cycle Timeline Q1-Q4 7 Solid lines represent processes commencing in Year 1 Dashed lines represent processes commencing or continuing in Year 2+

  8. District PEM Responsibilities Chart (Somaliland)

  9. Overview of Implementation Session Objectives: • To understand the overall process of implementation of a district’s Annual Work Plan and Budget. • To become familiar with the activities involved in implementing an individual project and the requirements for successful implementation.

  10. Step 4. Implementing the Annual Work Plan and Budget 4.1 Implementation Planning 4.2 & 4.3 Consult with VCs and Establish CMGs 4.4 Project Design 4.5 Cost Estimate, BoQ 4.6 & 4.7 Central level alignment and Submit documentation to donors • 4.8 Project Implementation • Preparation • Procurement • Contracting • Contract Management

  11. District Procurement Unit Stakeholders in implementation District Council Department of Public Works / District Engineer / Works Supervisor Private Sector Contractor Community Department of Planning Private Engineer CMGs VCs User Groups

  12. 4.1 Implementation Planning Session Objectives: • To understand the important decisions to be made about project implementation. • To become familiar with a format for an Implementation Plan and what information needs to be included. • To introduce technology choice and labour considerations as two important areas of project implementation.

  13. 4.2 & 4.3 Consult with VCs and Establish CMGs Session Objectives: • To understand the purpose and process of consulting with VCs who will be involved in project implementation. • To understand the role of the Community Monitoring Group in (CMG) project monitoring, how the CMG is established and the links between other project implementation actors and the CMG.

  14. 4.4 Detailed Project Design Session Objectives: • To understand what is involved in the detailed design of each project to be implemented.

  15. Measurement Tools Measurement Pegs Tape Measure Ranging Rods Boning Rods Profile Boards Spirit Level

  16. Units Length = metres (m) and centimetres (cm) Area = square metres (m2) Weight = kilograms (kg) and tonnes (t) Volume = cubic centimetres (cm3) and cubic metres (m3)

  17. Example Drawings - Berket •  See Annex 2b

  18. Example Drawings – Primary School •  See Annex 2b

  19. 4.5 Cost Estimate, BoQ Session Objectives: • To become familiar with the purpose of and the steps involved in preparing a BoQ. • To become familiar with the terms ‘productivity’, ‘task rate’ and ‘worker days’ and understand how they relate to the BoQ.

  20. Example BoQ – Tarmac Road

  21. 4.6 & 4.7 Central level alignment & Submit documentation to donors Session Objectives: • To understand the need to align project design with central level sector ministry requirements. • To understand the process of submitting project documents to the relevant central ministries and donor organisations where required.

  22. 4.8 Implement Projects Session Objectives: • To become familiar with the different elements involved in implementing projects. • To understand the preparation, procurement, contracting and contract management processes needed for project implementation.

  23. Procurement Cycle Contract Management Stage Identify Requirements Contract Evaluation Preparation Stage Procurement Planning Contract Management Contracting Stage Prepare Bid Documents Tender Award Receive and Evaluate Bids Invite Bids Tendering Stage

  24. District Procurement Cycle and Indicative Timeline (Somaliland)

  25. Procurement Principles 6. Integrity 1. Transparency 7. Competition 2. Accountability • 3. Equal treatment / Fairness • 8. Specifications • 9. Quality of Works • 4. Value for Money 10. Separation of Roles 5. Appeal Rights

  26. Main bodies in district procurement Executive Secretary District Tender Committee • Overall responsibility. • Establish the District Tender Committeeand a Procurement Unit. • Chairperson • Secretary • 3 other Heads of Departments or similar. Tender Evaluation Committee • Appointed by the Executive Secretary. • No more than 5 members. Procurement Unit • Headed by Procurement Officer. • Procurement Officer is also Secretary to the District Tender Committee. Bid Opening Committee • Formed as required by the District Tender Committee

  27. Procurement Methods 1. National Competitive Bidding 2. International Competitive Bidding • 3. Restricted Bidding • 4. Request for Quotations (Shopping) 5. Single Source / Direct Contracting

  28. Diagram 8: Flow Chart for Open Competitive Bidding PROCURING ENTITY BIDDERS • Define goods, works & services package contracts, method of procurement NO YES Pre-qualification? Prepare Bidding Documents Prepare Prequalification Documents Advertise & Issue Prequalification Documents Pre-qualification Docs TakesOut Prepare and Approve Tender Notice Form A.1 Prequalification information Evaluate & Select Qualified Bidders Advertise Bid SubmitsInformation Bidding Docs Issue Bidding Documents TakesOut Forms B.1-B.6 Pre-bid Meeting A NO B YES

  29. PROCURING ENTITY BIDDERS A B Receive Requests for Clarification Pre-bid meeting (Pre-bid conference) Attend meeting / Request Clarification Issues Clarifications to all Bidders Clarifications Prepare Bids Form E.2 Form E.1 Form D.1 SubmitBids Receive Bids, Open Bids and Evaluate Bids Bids Form B.7 Award Contract and Sign Accept Award & Sign Form C.1 Form C.3 Signed Contract Signed Contract Form C.2 Contract File Contract File Form C.4 Supervise/Monitor & Accept Deliverables Implement & Deliver

  30. Diagram 8: Overview of District Bidding Documents (Somaliland) Form A.1: Invitation to Bid Form B.1: Instructions to Bidders Form B.2: Form of Tender Form B.3: Appendix to Form of Tender Form B.4: Qualification Information Form B.5: Proposed Programme of Works Form B.6: Letter of Acceptance Form C.2: Conditions of Particular Application Form C.3: Statement of Works Form C.4: Project Completion and Hand Over Form C.1: Form of Agreement •  See District Technical Manual

  31. Diagram 9: Overview of District Bid Opening & Evaluation Documents (Somaliland) Form D.1: Bid Opening Form E.1: Bid Evaluation Form E.2: Bid Evaluation Summary •  See District Technical Manual

  32. Diagram 10: Contracting Process

  33. Diagram 11: Contract Management & Reporting for a 3 month works project Work continues. Second payment instalment after 50% of works completed. Payment Certificate for second payment. Engineer’s Monthly progress report at end of month. 90 day period. Final payment (10%) made on expiry of defects liability period. Certificate of Final Completion (C4.2) for final payment. Contract mobilisation – start up meeting. Initial payment made (40%) on signing of contract. Defects liability period Start up Month 1 Month 2 Month 3 Hand over Work is completed. Third payment (10%) on practical completion of works. Certificate of practical completion (C4.1) for third payment. Work commences. Engineer’s Monthly progress report at end of month. Project Completion and Hand Over. Certificate of Occupancy (C4.3) & Hand Over of Projects (C4.4)

  34. Module Conclusion • Module Summary • Assessment Task • Evaluation • Glossary • Resources

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