1. 1 Administrative Procedures of a QIF Grant World Bank Project Coordination Unit (PCU)

2. 2 Introduction ßThe Project Coordinating Unit (PCU), established by the Ministry of Education to monitor and assist its Projects, will be responsible for Fiduciary Management of the QIF Grants. ßParticipate in workshops for TEIs related to the QIF. ßProvide technical assistance (i.e., information related to financial management, reporting and procurement procedures) to TEIs. ßAssist the QIF Staff in the review of QIF applications prior to their submission to the QIF Board ßProvide technical advice to the QIF Board and attend all of the Board’s meetings ßUpon a QIF Board decision to grant, prepare the grant agreement and oversee the fiduciary aspects of grant implementation. Participate in the review of annual progress reports for QIF recipients ßM & E during implementation phase

3. 3 Background ßTEP Project:US$10 million IDA-World Bank ß Co financing €4.9 million - EC ßQIF Component: US$ 6.28 million IDA ß € 3.92 million – EC ßCommitments from three cycles - under implementation: US$6.35 ßRemaining Cycles: 3 rd cycles to be awarded soon And other 2 cycles to be launched.

4. 4 Procurement Issues - QIF Grants The Principles Applied in WB Financed Projects International Principles FEconomy FEfficiency FOpenness FTransparency FAccountability World Bank Guidelines FICB/NCB FLowest evaluated bid FAdvertisement FPublication FPurpose for which funds are intended FPost review }{ }{ {

5. 5 IBRD Loans and IDA Credits Procurement Guidelines ßGoods, Works And Services (other than consultant services) which applies under the QIF Grant– RED Booklet ßGOODS Like, Machinery, equipment and Furniture ßSERVICES Like transportation, Insurance, Installation, and Training.

6. 6 Selection And Employment of Consultant Guidelines ßGUIDELINES FOR THE USE OF CONSULTANTS (GREEN Booklet) ßIllustrates procedures for selecting any consultancy service (Firms and/or Individual Consultants)

7. 7 Procurement Methods (QIF) A. Selection of Consultants All consultancies under QIF Grants are subject to prior review either by the WB or the PCU according to the following table Most consultancies under QIF grants are individual consultants. Type of consultancy should be considered when estimating the grant life time and consultancy value Selection Methodby the Bankby the PCUComments 1.QCBS – firmsAllNoneIncluding advertisement 2.CQS - firms>= US$ 100,000 All contracts < 100,000 Including shortlist and proposal evaluation report 3.Individual Consultant’s, Section V of the Bank’s Guidelines > US$50,000All contracts < 50,000 Including evaluation report 4.Single Source (Individuals & Firms) AllNoneJustification is required according to paras. 3.9 - 3.13 of Guidelines Prior Review Thresholds

8. 8 B. Procurement of Goods  TEIs should conduct market survey for goods needed in their proposal  TEIs should make benefit from the WB procedures in procurement of goods  i.e When using the shopping method no need to advertise, to request bonds or bank guarantees,…etc. Prior Review Thresholds Procurement Method by the Bankby the PCU Comments 1.Shopping (S)None All contracts > US$ 50,000 and < US$ 100,000 2. National Competitive Bidding (NCB) >US$200,000>US$100,000 3. Direct Contracting (DC) None C. Training Workshops & Study Visits: subject to Prior Review by the PCU > US$10,000

9. 9 Financial Issues: Eligible Expenditure Categories under QIF Grant Equipment & Furniture Scientific journals and books International consultants and visiting scholars from overseas. Local consultants Overseas fellowships and internships. Local fellowships and internships Overseas study tours Local training Operations and maintenance

10. 10 Non eligible Expenditure Categories under QIF Grant Construction or renovation of buildings Paying persons concurrently paid by the government. Remuneration for teaching, administrative staff and support staff. Contributing to the endowment or general fund of a tertiary institution Student financial aid

11. 11 Task-based Budgeting Each task represent a milestone Each task represents a payment Each payment should not exceed 20% of the QIF grant Value

12. 12 How is purpose shown in grants system? Implementation plan focuses on grant objective. Grant objective defined by results. Results achieved through tasks. Tasks defined by activities, responsible parties, schedules. Tasks budgeted in terms of salaries, service delivery, goods and materials, etc.

13. 13 How do we build budget from plan? Step One: List results required to meet grant objective. Step Two:Identify/list tasks required for each result. Step Three:Identify/list all subtasks for each task. Step Four:Organize tasks into logical, best sequence. Step Five:Re-examine and reorganize subtasks after tasks logically organized. Step Six:Develop line-item budget for each task. Step Seven:Total tasks for preliminary total budget.

14. 14 Steps continued … Step Eight:Analyze cost realism on task-by-task and total budget basis. Step Nine:If cost realism review identifies allowability concerns, re-examine and adjust your implementation plan, then revise your budget.

15. 15 DETAILED BUDGET TEI Name: Project Title:Task 1Task 2 Task 3Task 4Task 5Total Financial Management Report for Grant Number:_______ # of Months 0 Task 1 Title: Task 2 Title: Task 3 Title: Task 4 Title: Task 5 Title: Source of Funding and Budget (US$) QIF Contribution by Institution Third Party (Financiers) Total ($US) Activities/Task Unit Cost Unit Unit Type QIF % of Unit Cost Budgeted Amount Amount% % % Task One: Activity 1: a. 0%0 0 b. 0 0 c. 0 0 Activity 2: a. 0 0 b. 0 0 c. 0 0 Activity 3: a. 0 0 b. 0 0 Subtotal 0 0.00 Task Two: …………………………………………………………………………………… etc. 1

16. 16 Annex B, Detailed Budget by Expenditure Category and Source of Funding Tertiary Education Project Quality Improvement Fund Institution:_______________________________________________ Project Title:______________________________________________ Expenditure CategorySource of Funding and Budget (US$) QIFContribution by Institution Financier 1Financier 2Total (US$) Amount% % % % Equipment & Furniture Scientific journals and books International consultants and visiting scholars from overseas. Local consultants Overseas fellowships and internships. Local fellowships and internships Overseas study tours Local training Operations and maintenance Total

17. 17 Special Bank Accounts Beneficiaries will be required to open a Special Bank Account in the name of the grant. Each grant will have its own separate bank account; Grant Account (GA), and there will be two authorized signatories (out of three) to each account. The bank account details are also identified in the text of the GIA. All expenses should be used directly from the special bank account.

18. 18 Main Issues by the TEI when submitting a proposal ßThe maximum, which can be requested for the purchase of equipment by an institution for the duration of the QIF, is 40% of the total budget required from QIF. ßThe maximum, which can be requested for international consultants and visiting scholars from overseas by an institution for the duration of the QIF is 20% of the total budget required from QIF. ßThe Minimum TEI contribution should be 10% of the total budget of the project in the form of in kind contribution. ßProposals for funding may be made for an amount most feasible to accomplish the program’s objectives over the duration of the project. ßInstitutions may submit one different application – individually or as part of a consortium/partnership – per each of the grant categories for each round

19. 19 ßNew version of QIF manual is available on the website : www.tep.pswww.tep.ps