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Project Number: 38417 Grant Number: G0219 March 2013
Nepal: Community Irrigation Project
Project Administration Manual
Contents ABBREVIATIONS IVI. PROJECT DESCRIPTION 1
II. IMPLEMENTATION PLANS 2A. Project Readiness Activities 2B. Overall Project Implementation Plan 3
III. PROJECT MANAGEMENT ARRANGEMENTS 5A. Project Implementation Organizations Roles and Responsibilities 5B. Key Persons Involved in Implementation 6C. Project Organization Structure 8
IV. COSTS AND FINANCING 11A. Detailed Cost Estimates by Expenditure Category 13B. Allocation and Withdrawal of Grant Proceeds 14C. Detailed Cost Estimates by Financier 15D. Detailed Cost Estimates by Outputs/Components 16E. Detailed Cost Estimates by Year 17F. Contract and Disbursement S-curve 18G. Fund Flow Diagram 19
V. FINANCIAL MANAGEMENT 21A. Financial Management Assessment 21B. Disbursement 21C. Accounting 22D. Auditing 22
VI. PROCUREMENT AND CONSULTING SERVICES 23A. Advance Contracting and Retroactive Financing 23B. Procurement of Goods, Works and Consulting Services 23C. Procurement Plan 25D. Consultant's Terms of Reference 25
VII. SAFEGUARDS 26
VIII. GENDER AND SOCIAL DIMENSIONS 26
IX. PERFORMANCE MONITORING, EVALUATION, REPORTING AND COMMUNICATION 27
A. Project Design and Monitoring Framework 28B. Monitoring 32C. Evaluation 34D. Reporting 34E. Stakeholder Communication Strategy 34
X. ANTICORRUPTION POLICY 35
XI. ACCOUNTABILITY MECHANISM 35
XII. RECORD OF PAM CHANGES 35
Project Administration Manual Purpose and Process
The project administration manual (PAM) describes the essential administrative and management requirements to implement the project on time, within budget, and in accordance with Government and Asian Development Bank (ADB) policies and procedures. The PAM should include references to all available templates and instructions either through linkages to relevant URLs or directly incorporated in the PAM. The Ministry of Local Development (MLD) through the Department of Local Infrastructure Development and Agricultural Roads (DOLIDAR), District Development Committees (DDCs) and the Rural Microfinance Development Center (RMDC) are wholly responsible for the implementation of ADB financed projects, as agreed jointly between the recipient and ADB, and in accordance with Government and ADBs policies and procedures. ADB staff is responsible to support implementation including compliance by DOLIDAR, DDCs and RMDC of their obligations and responsibilities for project implementation in accordance with ADBs policies and procedures. At Grant Negotiations the recipient and ADB shall agree to the PAM and ensure consistency with the Grant agreement. Such agreement shall be reflected in the minutes of the Grant Negotiations. In the event of any discrepancy or contradiction between the PAM and the Grant Agreement, the provisions of the Grant Agreement shall prevail.
After ADB Board approval of the project's report and recommendations of the President (RRP) changes in implementation arrangements are subject to agreement and approval pursuant to relevant Government and ADB administrative procedures (including the Project Administration Instructions) and upon such approval they will be subsequently incorporated in the PAM.
ADB = Asian Development Bank AFS = audited financial statement C&P = consultation and participation CIP = Community Irrigation Project DADO = district agriculture development office DDC = district development committee DDF = District Development Fund DDR = due diligence report DICC = district implementation coordination committee DMF = design and monitoring framework DOA = Department of Agriculture DOI = Department of Irrigation DOLIDAR = Department of Local Infrastructure Development and Agricultural Roads DTO = district technical office EARF = environmental assessment and review framework EMP = environmental management plan FAC = Feasibility Approval Committee GAP = Gender Action Plan GDP = gross domestic product GON = Government of Nepal ICB = international competitive bidding IEE = initial environmental examination IP = indigenous peoples JV = joint venture LDO = local development officer MFI = microfinance institutions MLD = Ministry of Local Development NCB = national competitive bidding NGOs = nongovernment organizations PAM = project administration manual PCU = project coordinating unit PICC = Project Implementation Coordination Committee PSC = project steering committee QBS = quality-based selection QCBS = quality- and cost based selection RMDC = Rural Microfinance Development Center RRP = report and recommendation of the President to the Board SOE = statement of expenditure STW = shallow tube wells TOR = terms of reference VBFT = village-based field team WUA = water users association
I. PROJECT DESCRIPTION
A. Project Summary 1. The Community Irrigation Project (the project)1 will develop or improve small-scale irrigation systems in 12 districts in Nepal through a community-driven process targeted to the poor, women, and other disadvantaged groups. Small irrigation systems are defined as systems having less than 25 hectares of irrigation area in the hills and mountains and less than 200 hectares in the Terai plains. The participating districts were selected based on high poverty, food insecurity and irrigation potential, and include Kanchanpur, Kailali, Dang, Kapilvastu in the Terai plains, Doti, Salyan, Rukum, Rolpa, Pyuthan in the hills, and Bajhang, Jumla, Mugu in the mountains. As the first large-scale intervention in small irrigation development, the project will demonstrate participatory irrigation planning and management and build the capacity of all levels of the Government for small-scale irrigation development. Farmers will form or strengthen their water users associations (WUAs) to apply for the project support. The project will provide support to rehabilitate and build new surface water irrigation schemes and to develop groundwater irrigation through shallow tube wells (STW). It will also facilitate access to micro-finance support and provide extension services. For farmers installing STW without access to electrification, the project will provide connection to the electricity network. WUAs will in turn learn to manage water more efficiently and equitably, maintain their systems, and apply improved agricultural practices. B. Impact and Outcome
2. The expected impact of the project is to increase agricultural income of rural poor and socially-disadvantaged groups in Nepal. The project will contribute to Nepal's goal of increasing agriculture GDP per capita and the area under irrigation. 3. The outcome of the project is that poor, women, and other disadvantaged farmers in target communities intensify and diversify (toward higher value crops) agricultural practices. With efficient utilization, more reliable and increased availability of irrigation water, acquired irrigated agricultural skills, and access to required production inputs, crop yields are expected to increase by at least 15% in subprojects within five years of construction. The Project will cover an additional 17,000 ha (4,000 ha in hills and mountains, and 13,000 ha in Terai) of improved and new irrigated area. C. Outputs 4. To achieve the outcome, the project has three expected outputs: (i) WUAs efficiently manage improved irrigation infrastructure; (ii) Participating farmers apply improved agriculture practices and have access to micro-finance; and (iii) Government capacity to plan and coordinate small-scale irrigation projects is enhanced. 5. Improved Irrigation Infrastructure. The project will respond to requests of WUAs to improve or provide new small-scale irrigation infrastructure. These may include (i) the rehabilitation and extension of existing farmer-managed or new surface water irrigation systems, (ii) pond/tank systems with reticulated pipe conveyance and distribution systems, (iii) pumped (or lift) irrigation systems, and (iv) STWs. The project aims to improve water use efficiency and productivity within customary water withdrawal practice through improved conveyance and use
1 A project preparatory technical assistance grant of $700,000 was provided.
of micro-irrigation application and water conservation technologies. The project will strengthen WUAs to represent all stakeholders within the command area and improve their ability to manage their irrigation systems and cope with socio-economic changes. WUAs will be assisted to prepare water management plans to ensure equitable, adequate, and efficient distribution of irrigation water. 6. Improved Agriculture Practices and Access to Micro-Finance. Support will be provided to improve farmers' access to inputs and markets, and enhanced production skills, in order to help farmers achieve their targets in cropping intensity and yields. The project will help facilitate access to micro-credit for agricultural inputs, irrigation equipment, and irrigation infrastructure operation and maintenance by enabling local micro-finance organizations to offer savings and credit services to the project subproject areas. Supplementary capacity development will be targeted toward disadvantaged groups to enable their effective participation and linkages to third party programs relevant for their needs. 7. Government Capacity Building. Although the executing agency is well-experienced in managing rural roads and other local infrastructure projects, and has strong oversight and working relationships with District Development Committees (DDCs) and their district technical offices (DTOs), both the Department of Local Infrastructure Development and Agricultural Roads (DOLIDAR) and the DDCs w