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World Bank Office Beijing Procurement Ex-Post Reviewµ ³9c¬©XÒbbs.3c3t.comç2yXöèª

Name of Project:µ ³9c¬©XÒbbs.3c3t.comç2yXöèª
Inner Mongolia Highway Project
Loan/Credit No:µ ³9c¬©XÒbbs.3c3t.comç2yXöèª
L4663-CHA
Task Team Leader: Supee Teravaninthornµ ³9c¬©XÒbbs.3c3t.comç2yXöèª

Reviewer:µ ³9c¬©XÒbbs.3c3t.comç2yXöèª
Hongkun Yang
Review Period:µ ³9c¬©XÒbbs.3c3t.comç2yXöèª
January 2004 ~ May 2005
Date of Review: May 19, 2005
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(a) Prior Review Thresholds

Worksµ ³9c¬©XÒbbs.3c3t.comç2yXöèª

Goodsµ ³9c¬©XÒbbs.3c3t.comç2yXöèª

Consulting Firmsµ ³9c¬©XÒbbs.3c3t.comç2yXöèª

Individualsµ ³9c¬©XÒbbs.3c3t.comç2yXöèª

$2,000,000µ ³9c¬©XÒbbs.3c3t.comç2yXöèª

$200,000µ ³9c¬©XÒbbs.3c3t.comç2yXöèª

$100,000µ ³9c¬©XÒbbs.3c3t.comç2yXöèª

$50,000µ ³9c¬©XÒbbs.3c3t.comç2yXöèª

(b) Procurement Methods
µ ³9c¬©XÒbbs.3c3t.comç2yXöèª	Civil Worksµ ³9c¬©XÒbbs.3c3t.comç2yXöèª µ ³9c¬©XÒbbs.3c3t.comç2yXöèª	Goodsµ ³9c¬©XÒbbs.3c3t.comç2yXöèª µ ³9c¬©XÒbbs.3c3t.comç2yXöèª	µ ³9c¬©XÒbbs.3c3t.comç2yXöèª	Consulting Firmsµ ³9c¬©XÒbbs.3c3t.comç2yXöèª µ ³9c¬©XÒbbs.3c3t.comç2yXöèª
ICBµ ³9c¬©XÒbbs.3c3t.comç2yXöèª	>$10,000,000µ ³9c¬©XÒbbs.3c3t.comç2yXöèª	>$100,000µ ³9c¬©XÒbbs.3c3t.comç2yXöèª	QCBSµ ³9c¬©XÒbbs.3c3t.comç2yXöèª	All cases except as provided belowµ ³9c¬©XÒbbs.3c3t.comç2yXöèª
NCBµ ³9c¬©XÒbbs.3c3t.comç2yXöèª	<$5,000,000µ ³9c¬©XÒbbs.3c3t.comç2yXöèª >$200,000µ ³9c¬©XÒbbs.3c3t.comç2yXöèª	<$µ ³9c¬©XÒbbs.3c3t.comç2yXöèª >$ N/Aµ ³9c¬©XÒbbs.3c3t.comç2yXöèª	QBSµ ³9c¬©XÒbbs.3c3t.comç2yXöèª	<$N/Aµ ³9c¬©XÒbbs.3c3t.comç2yXöèª
NCBµ ³9c¬©XÒbbs.3c3t.comç2yXöèª			CQµ ³9c¬©XÒbbs.3c3t.comç2yXöèª	<$100,000µ ³9c¬©XÒbbs.3c3t.comç2yXöèª
Shoppingµ ³9c¬©XÒbbs.3c3t.comç2yXöèª	<$ N/Aµ ³9c¬©XÒbbs.3c3t.comç2yXöèª	<$100,000µ ³9c¬©XÒbbs.3c3t.comç2yXöèª	SSµ ³9c¬©XÒbbs.3c3t.comç2yXöèª	<$100,000µ ³9c¬©XÒbbs.3c3t.comç2yXöèª
Otherµ ³9c¬©XÒbbs.3c3t.comç2yXöèª	N/Aµ ³9c¬©XÒbbs.3c3t.comç2yXöèª	µ ³9c¬©XÒbbs.3c3t.comç2yXöèª	Otherµ ³9c¬©XÒbbs.3c3t.comç2yXöèª	µ ³9c¬©XÒbbs.3c3t.comç2yXöèª

No. of Contracts in Review Periodµ ³9c¬©XÒbbs.3c3t.comç2yXöèª

No. of Contracts in Representative Sampleµ ³9c¬©XÒbbs.3c3t.comç2yXöèª

Categoryµ ³9c¬©XÒbbs.3c3t.comç2yXöèª

NCBµ ³9c¬©XÒbbs.3c3t.comç2yXöèª

Small Workµ ³9c¬©XÒbbs.3c3t.comç2yXöèª

Shoppingµ ³9c¬©XÒbbs.3c3t.comç2yXöèª

FAµ ³9c¬©XÒbbs.3c3t.comç2yXöèª

Totalµ ³9c¬©XÒbbs.3c3t.comç2yXöèª

NCBµ ³9c¬©XÒbbs.3c3t.comç2yXöèª

Small Workµ ³9c¬©XÒbbs.3c3t.comç2yXöèª

Shoppingµ ³9c¬©XÒbbs.3c3t.comç2yXöèª

FAµ ³9c¬©XÒbbs.3c3t.comç2yXöèª

Totalµ ³9c¬©XÒbbs.3c3t.comç2yXöèª

Worksµ ³9c¬©XÒbbs.3c3t.comç2yXöèª

9µ ³9c¬©XÒbbs.3c3t.comç2yXöèª

18µ ³9c¬©XÒbbs.3c3t.comç2yXöèª

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15µ ³9c¬©XÒbbs.3c3t.comç2yXöèª

42µ ³9c¬©XÒbbs.3c3t.comç2yXöèª

5µ ³9c¬©XÒbbs.3c3t.comç2yXöèª

7µ ³9c¬©XÒbbs.3c3t.comç2yXöèª

µ ³9c¬©XÒbbs.3c3t.comç2yXöèª

5µ ³9c¬©XÒbbs.3c3t.comç2yXöèª

17µ ³9c¬©XÒbbs.3c3t.comç2yXöèª

Goodsµ ³9c¬©XÒbbs.3c3t.comç2yXöèª

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2µ ³9c¬©XÒbbs.3c3t.comç2yXöèª

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An ex-post review mission visited Xinchengzi District PMO and New Agriculture Park PMO, Shengyang on January 16 – 19, 2005, and Cheng’an District PMO, Hebei PMO on January 24 – 26, 2005 respectively. 19 out of the 44 contracts subject to post review have been selected for detailed review focusing on verifying whether the Bank’s procurement procedures and contracting processes being followed properly. The mission is basically satisfied with the performance of the selected three PMOs in conducting the procurement procedures and confirmed that the documentation system are maintained as per required standards. However, there are some deficiencies identified during review, which are presented as below:

Major Findings:

Sheet 01 ~ Sheet 05 for Xinchengzi PMO, Shengyang:

1.
The full payments for these contracts have been verified and paid to the contractors by the District PMO, but not replenished back to the PMO’s account after nearly one year of submitting full application documents. Upon enquiry, the mission was informed that the internal review process at municipal and provincial levels takes a very long time period.

Sheet 08 ~ Sheet 10 for New Agriculture Park PMO

2.
Three contact packages were procured in one bid through NCB procedures. In the bidding document, the required turnover amount and the cash flow amount were the same numbers for all three contracts. It is not appropriate by applying one set of criteria when the contracts have different estimated costs. For the contracts in Sheet 08 and Sheet 09, the required cash flow of 1.5 million is less than the common practice 2 times of the projected monthly production income of the contract. For the contract in sheet 09, the required turnover amount of 20 million appears higher. Similarly, the bid security amounts should not the same for three contracts.
3.
Sheet 08: The lowest bidder withdrew its bid by his written confirmation. But the PMO didn’t forfeit the bidder’s security which was required in the bidding document.
4.

A cash amount of 10% contract price was deposited to the Employer’s account to serve as performance security for all three contracts. The mission was informed that such manner is a common practice for mid & small size construction companies.

Sheet 11 and Sheet 12 for Cheng’an PMO

5.
The numbers for the required annual turnover and the cash flow were not indicated although the criteria basis given in the bidding document.
6.
Similarly to the findings in above paragraph 4, the performance security was provided by the contractors in cash, not in the form of bank guarantee as provided in the bidding document.

Recommendations:

1.
The center PMO and provincial PMO Shengyang shall review the issue concerning over-delay in replenishment of the district PMO’s eligible payments and solve it as soon as possible. Also, the PMOs at different levels should simplify their internal review procedures and ensure timely replenishment in the future.
2.
In case of more packages in one bid, the numbers of the required annual turnover and the cash flow, the bid security amounts, other particulars required in the bidding document should be specified for differences to each contact when their estimated costs are considerably different.
3.
The PMOs should forfeit the bidder’s bid security if the bidder withdraws or modifies his bid after the submission deadline and then move the award to the next ranked bidder.
4.
Under the Bank’s Guidelines, the performance security is required to protect the Borrower in case of breach of contract by the Contractor. This security shall be provided in an appropriate form and amount as specified in the bidding document. Replacing such security by a cash amount would adversely impact on the contractor’s cash flow for the construction.

5.
Under the NCB bidding procedures, the qualification criteria for annual turnover and cash flow should be clearly figured out according to the estimated contract cost and the construction period.

Enclosed: 1)
A draft follow up letter to PMO

2)
Individual Ex-Post Review Reports

Cleared by: Bertrand L. Ah-Sue, Procurement Unit Chief
Date: March 8, 2005

Name of Project: Inner Mongolia Highway Project µ ³9c¬©XÒbbs.3c3t.comç2yXöèª
µ ³9c¬©XÒbbs.3c3t.comç2yXöèª
Loan/Credit No: L4663-CHA
Award Date: February 16, 2004µ ³9c¬©XÒbbs.3c3t.comç2yXöèª
Amount: RMB10,213,221
Contract Number: LJ-8
Contract Description: Building Construction Xinhe Areaµ ³9c¬©XÒbbs.3c3t.comç2yXöèª

Sheet No: 01

Works: _×_ Goods: __

ICB: __
NCB: _×_
International Shopping: __
National Shopping: __
Others (specify)
___

Report variances from accepted Bank or national procurement policies, procedures or SBDs, in reference to Annex B of OD 11.01.
.........

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