the bid opening proceedings and subsequently reviews the bid evaluation report prepared by the SoA prior to contract award. This is carried out at the SoA offices in the provinces. Also, it has now been agreed with the IDA that procurement of items which do not have adequate bidders at the SoA provincial level may be carried out at the central level through the HSSP2 Secretariat. Also, as agreed with the IDA, in cases where the same type of equipment is required by several SoAs, the quantities are aggregated and procurement is carried out at the central level through the HSSP2 Secretariat. without any objectionable issues being raised. Procurement has been decentralized to SOAs. As on date, most of the planned procurements (as reflected in the updated and approved procurement plan) are completed. Only the following procurement packages are in the implementation pipeline: for Improvement of Water Supply to HCs (ICB tender issued and bid opening on 21 Jan 2015) Works for Improvement of sanitation to HCs (NCB tender issuance date is fixed on 19 January 2015 and bid opening on 17 Feb 2015) RFP for QCBS package for selection of Health Equity Fund Operator for Cluster 23 and Cluster 24 has been scheduled to be issued on 15Jan 2015 with proposal submission deadline of 13 Feb 2015 MEF has communicated that MEDICAM and Medical Association of Cambodia (who are NGO’s) have been mandated to attend Bid Openings and Contract Signing Proceedings. MoH is following this guideline for all NCB and NGO selections/Single Source Selections
3. Evidence that training, workshops, study tours and other similar activities: are in line with project aims and objectives; meet identified needs within the sub-component plans; have budget in line with planned expenditure. Cost guidelines to be established for selected training/workshop activities: venue rental with refreshments/meals; sound and projection equipment hire; stationery/hand-outs ; project-specific training and workshop materials; simultaneous translators; photocopying, reproduction, translation. Define evidence to be submitted by attendees for reimbursement of expenses which may include: proof of attendance for period claimed with signed statement by the workshop, training or study tour organizer or host; of travel by air – ticket stubs, travel agent’s receipt, airline boarding passes; receipted hotel bills (for proof of stay); receipts for incidental traveling expenses; receipted invoices for venue rental, food and beverage, sound/projection equipment, hire of simultaneous translator, stationery Working group comprising MEF, IAs of all projects and IDA. Working group to define evidence and include in directive. MOH to ensure compliance. MOH. MEF to establish working group by August 2008. Issue directive to all projects by October 2008. Directive issued by January 2009. IDA to monitor SOEs with withdrawal applications. IDA to monitor SOEs with withdrawal applications. Pool partners to verify during supervision missions.
Details of Health Equity Fund Grants and Health Service Delivery Grants as they affect recipients. AOPs, and procurement plans excluding cost estimates, identifying contracts to be procured in the next 12 months, nature of each contract, location, method of procurement, means of advertisement, bidding period, location where bidding documents and RFPs can be inspected, expected date of availability, and cost of bidding documents. Consultant long and short lists. Bidding documents and RFPs available for inspection. Bid closing dates, names of bidders and their bid prices at opening. List and detail of contracts awarded, names of losing bidders and, if their bid prices were lower than the winning bidder, the reason for their rejection. Program biannual progress reports Planned and actual disbursements by sub-component. Annual financial statements and opinion. Other specific reports prepared by the Program. Complaint handling and remedies mechanism. Code of ethical conduct signed by all MOH will also raise public awareness of the Program through a workshop at Program launch to which the media will be invited, and newsletters to stakeholders and/or media insertions every six months, explaining the Program content, its benefits to the public and means of participation. MOH Program Director, who will advise pool partners Program launch workshop prior to start Aconnstruction information has been put up on sign boards at all construction sites. Approved AOP is uploaded on MoH website. Annual Progress Report is uploaded on MoH website.
in advance of public awareness activities. of Program activities and newsletters and/or media insertions at six monthly intervals thereafter. Pool partners to monitor. 4 Element 4: Society Role 4a Provide for greater involvement by Society Organizations (CSOs) to enhance transparency. Identify appropriate CSOs to witness selected aspects of Program implementation. Invite representatives to attend selected events as observers, such as: bid openings contract signings information and skill sharing sessions Program progress meetings meetings with the Technical Working Group – Health at central and provincial levels, as part of the partnership arrangements to popularize the Program and obtain feedback on public awareness hand over ceremonies for Program facilities other events as identified and agreed by MOH and pool partners Summarize all major CSO involvement in Program biannual progress reports to pool partners and copied to MEF MOH to select CSOs and obtain MEF concurrence. MOH/pool partners to agree events to be witnessed by CSOs. MOH MEF to provide MOH with concurrence to CSO not later than one month after Effectiveness. Agree list of events one month after Effectiveness. Observation to begin immediately thereafter. Pool partners to monitor CSO involvement through review of quarterly progress reports and supervision missions. Pool partners to verify satisfactory level of involvement of CSOs during supervision missions. SC: Cambodian Medical Association and MEDICAM have been officially nominated. C: Cambodian Medical Association and MEDICAM have been officially nominated. Cambodian Medical Association and MEDICAM reported to have been participated in bids opening (May 2010). Involvement of COS in procurement 2012 is included in Annual Performance Review Report 2012. MEF approved CSOs. MoH involves appropriate CSO in the bidding process as required. Report on progress of CSOs involvement be put in HSSP2 Semi Annual and Annual Progress report in 2010 and for the rest of program time. Involvement of CSO i is included in Annual Progress Report 5 Element 5: Complaint Handling and Remedy Mechanism 5a Formal complaints handling and remedy mechanism covering all aspects of the Program. Design and adopt a mechanism able to address complaints received on all Program components and and propose remedies. MOH with IDA NOL. Design and adopt mechanism by three months after Effectiveness. Pool partners to monitor SC: Complaint mechanism is in and procedure recorded in the bidding and contract documents. Continue complaint handling mechanism which is in place.
Complaints handling procedures regarding procurement to follow process as set out in the SOP/PM. MOH adoption during supervision missions IDA to monitor during prior or post reviews Pool partners to monitor adoption during supervision missions IDA to monitor during prior or post reviews Update 6 Element 6: Code of Ethical Conduct 6a Program staff must to adhere to the Government’s code of ethical conduct for civil servants. MOH to disseminate widely the relevant sections on code of ethical conduct contained in the Common Statute for Servants 1994. MOH with a copy to pool partners. Disseminate by one month after Effectiveness. Pool partners to verify its application during supervision missions. PC: Dissemination to program staff has started and new MOH staff. SC: Code of ethical conduct attached to all signed contracts (May 2010). MOH follows the required procedural steps for code of ethical conduct. MOH will continue to disseminate the code of ethical conduct to new staff. 7 Element 7: Sanctions 7a Need to reinforce the Code of Ethical Conduct with sanctions for fraudulent and corrupt activity by staff of implementing agencies, the Program and contractors, suppliers and consultants. It has been agreed that the sanctions defined in the Civil Service Code of 1994 will be applied to all project staff. Sanctions against contractors, suppliers and consultants will be those defined in Section 3 of the SOP/PM. IDA to sanctions available in its general and project-specific legal agreements, including the WB Group’s Anti-Corruption Guidelines (ACG) and Sanctions Regime issued in October 2006 and as may be updated subsequently. MOH to disseminate sanctions with Code of Ethical Conduct. IDA to provide MOH a copy of its ACG and Sanctions Regime. Disseminate sanctions along with the Code of Ethical Conduct by three months after Effectiveness. IDA provided copy of ACG to MOH during appraisal. IDA may apply sanctions whenever evidence is found. PC: Dissemination to program staff has started and new MOH staff. .
management, administration arrangements and disbursement arrangements, and reporting, monitoring, evaluation and verification arrangements. The Manual will be aligned with the National Health Equity Fund Implementation Guidelines. during Program implementation. 8d Monitoring and physical verification of performance, service, meeting of targets and acceptable quality of all Program deliverables. Employ an experienced firm to undertake an annual independent technical audit, under terms of reference and with expected positions in the team acceptable to the pooling partners to review and assess the scope, location and quality of all activities implemented under the Project, in reference to achievement of the Development Objectives and outputs. The Technical Audit Consultants will report to the pool partners and MOH after each intermittent audit. MOH and the pool partners will review the audit reports and jointly develop an action plan to implement the audit recommendations and follow up their implementation status. MOH will update pool partners on the status of audit recommendation through the quarterly IFRs. Team composition and TOR to be agreed by pool partners and advised to MOH. MOH and pool partners. TOR by August 2008, and Consultants on board by June 2009. Not later than one month after receipt of each audit report. Monitoring of the implementation of audit recommendations on an ongoing basis by MOH and pool partners. S: Drafted TOR for consultation. Negotiate contract with technical auditing firm. Technical audit has been integrated with financial audit for 2010 (November 2010). Signed contract for Technical and Financial in November 2011. See point 2f. Combined technical and financial audit of Q2-2013 have been submitted on Oct 14, 2013. )Nov 12 2013) Combined quarterly technical and financial audit report of 2014 have been submitted to Development Partners on time. MOH to communicate the draft TOR to pool partners by June 15, 2009. Experienced firm will be selected by December 31, 2009. TOR of combined technical and financial audit has been submiited to IPA (November 2010). Combined Technical and Financial consultant started their services in November 2011.(June 2012) Continue good practice of submission combined quarterly technical and financial audit report to development partners on time.