Pakistan: Consultant for Development of procurement guidelines

Terms of Reference
Hiring of an Individual Consultant for the Development of
PPAF Procurement Guidelines

Introduction
Pakistan Poverty Alleviation Fund (PPAF) is the lead apex institution for community-driven development in the country. Set up by the Government of Pakistan as an autonomous not-for-profit organization, PPAF enjoys facilitation and support from the Government of Pakistan, The World Bank, International Fund for Agricultural Development (IFAD), KfW Entwicklungsbank (Development Bank of Germany) and other statutory and corporate donors. PPAF aims to be the catalyst for improving the quality of life, broadening the range of opportunities and socio-economic mainstreaming of the poor and disadvantaged, especially women. The core operating units of the PPAF deliver a range of development interventions at the grassroots/community level through a network of more than 125 Partner Organizations across the country. These include social mobilization, support for livelihood, enterprise and employment, access to credit, skills development, infrastructure and energy, health, education and disaster management. Externally commissioned independent studies have demonstrated positive outcomes and impact of PPAF interventions on the lives of benefiting communities related to their economic output, household incomes, assets, agricultural productivity skills and other quality of life indices. For a complete profile, please visit our website at http://www.ppaf.org.pk/

Background
PPAF has taken steps to consolidate procurement function in order to increase efficiency, however, it intends to further synchronize its procurement functions with the market best fit practices with a view to improve the overall legal and regulatory framework to consolidate and simplify processes, increase competition and transparency, and introduce a code of ethics that is fully synchronized to PPAF’s HR regulations and applicable to all procurement of goods, works and consultancy services.

Objectives
The objective of this assignment is to develop PPAF Procurement Guideline. The individual consultant will review the existing procurement rules, regulations, financial rules, manuals, bidding documents and prevailing practices at PPAF, PO and CO level for enhancing fiduciary assurance. Such review will also take various existing government Acts, Ordinances rules, regulations and administrative instructions that impact community driven procurement. The consultant would suggest recommendations for improvement in these areas through Procurement Guidelines which shall be approved and adopted by PPAF.

Scope of work
The Terms of Reference of the Consultant will include but not be limited to the following:
i. The consultant shall study the existing procurement system in various PPAF Units its Partner Organizations and communities impacted by PPAF’s interventions
ii. The study will also include review of the existing Procurement Rules, administrative instructions, donors procurement guidelines and other relevant material concerning the PPAF or its lower tier organizations
iii. Review various existing government Acts, Ordinances rules, legal requirements, regulations and administrative instructions that impact community driven procurement.
iv. Identify strengths and weaknesses of the existing system and propose adjustments/modifications based on the principles set out in the practices and international standards. The new system should be simple, and at the same time promote economy, efficiency and transparency in the procurement process.
v. Describe complete flow of the procurement process including but not limited to:
a. Need identification
b. Planning
c. Sourcing, commercial assessment of potential suppliers, contractors and consultants
d. Decision of appropriate procurement processes
e. Customizing procurement documents
f. Issuance of Solicitations
g. Formation of purchase committees taking into consideration thresholds, expertise of staff and defining their responsibilities
h. Opening and evaluation of bids and proposals
i. Defining of financial powers, award and administration of contracts.
j. Alignment of Code of Ethics
k. Formulation of fiduciary assurance mechanisms for community level procurement

Deliverables
• Inception report
• Draft Procurement Manual
• Final Procurement Manual

Payment Schedule
• 20% upon submission of inception report on basis of desk review and its acceptance by PPAF
• 40% on submission of draft procurement manual
• 40% on submission of final version of procurement manual

Clients (PPAF’s) Responsibility
PPAF shall provide the following assistance/ information to the firm;
• Provide all necessary input and documents
• Meetings with concerned staff at PPAF, PO and CO level

Qualification and Experience Requirements
Individual consultant should have at least 20 years of overall experience and at least fifteen (15) years of experience in Procurement. The Consultant should possess good knowledge of all concepts, principles, corporate law, legal, structural, Taxation Liabilities and approaches required for national / international procurement of Public Procurement Systems. Specialized knowledge and significant documented experience in 2-3 substantive areas/aspects of procurement (e.g. commodities; finished goods; various forms of construction contracts; selection / contracting of consultancy services; preparation of bidding / contract documents for the international procurement of goods, works and services. Public procurement policies; practices, institutions in developed and/ or developing countries. Proven capacity to analyze, plan, think and perceive strategically with experience of procurement operations. Knowledge of procurement of community driven development shall be accorded more weightage.

Time Duration
The assignment is expected to be completed within four (04) months from the date of signing of the contract

Source of Fund
World Bank PPAF-III project

Selection Method
An individual consultant will be selected in accordance with the Individual Consultant method set out in World Bank Procurement Guidelines (October 2006).