Project Administration Manual - Asian Development Bank ?· Project Administration Manual Purpose and…

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<ul><li><p> Project Number: 38417 Grant Number: G0219 March 2013 </p><p>Nepal: Community Irrigation Project </p><p>Project Administration Manual </p></li><li><p>Contents ABBREVIATIONS IVI. PROJECT DESCRIPTION 1</p><p>II. IMPLEMENTATION PLANS 2A. Project Readiness Activities 2B. Overall Project Implementation Plan 3</p><p>III. PROJECT MANAGEMENT ARRANGEMENTS 5A. Project Implementation Organizations Roles and Responsibilities 5B. Key Persons Involved in Implementation 6C. Project Organization Structure 8</p><p>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</p><p>V. FINANCIAL MANAGEMENT 21A. Financial Management Assessment 21B. Disbursement 21C. Accounting 22D. Auditing 22</p><p>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</p><p>VII. SAFEGUARDS 26</p><p>VIII. GENDER AND SOCIAL DIMENSIONS 26</p><p>IX. PERFORMANCE MONITORING, EVALUATION, REPORTING AND COMMUNICATION 27</p><p>A. Project Design and Monitoring Framework 28B. Monitoring 32C. Evaluation 34D. Reporting 34E. Stakeholder Communication Strategy 34</p><p>X. ANTICORRUPTION POLICY 35</p><p>XI. ACCOUNTABILITY MECHANISM 35</p><p>XII. RECORD OF PAM CHANGES 35</p></li><li><p>Project Administration Manual Purpose and Process </p><p>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. </p><p> 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. </p></li><li><p> Abbreviations </p><p>ADB = Asian Development Bank AFS = audited financial statement C&amp;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 </p></li><li><p>I. PROJECT DESCRIPTION </p><p>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 </p><p> 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 </p><p> 1 A project preparatory technical assistance grant of $700,000 was provided. </p></li><li><p>2 </p><p>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 will be managing small irrigation services for the first time. Capacity development will therefore be a major thrust of the project. The DTOs will acquire new and upgraded skills in small-scale irrigation design and project implementation, and DDCs and community-level leaders will learn how to effectively plan and manage subproject selection and implementation in a transparent manner and targeted to the poor, women, and disadvantaged. </p><p>II. IMPLEMENTATION PLANS </p><p>A. Project Readiness Activities 2010 2011</p><p>Indicative Activities July Aug Sep Oct Nov Dec Jan Feb Mar</p><p>Inclusion of Project in Government Budget, with Highest Development Priority</p><p>EA, GON</p><p>Appointment of Project Coordinator EA</p><p>Grant Agreement Negotiated and PAM Agreed EA</p><p>Recruitment of Individual Procurement Consultant EA</p><p>Invitation for Expressions of Interest EA</p><p>Issuance of Consultant RFP EA</p><p>ADB Board Approval ADB</p><p>Grant Signing ADB, EA</p><p>Grant Effectiveness ADB</p><p>Consultant Contract Negotiations EA (May 2011)</p><p>Consultant Mobilization EA (July 2011)</p><p>Who's responsible</p><p> ADB = Asian Development Bank, EA = Executing Agency; GON = Government of Nepal</p></li><li><p>3 </p><p>B. Overall Project Implementation Plan </p><p>Tasks</p><p>1.1</p><p>1.1.11.1.21.1.3</p><p>1.1.41.1.51.1.6</p><p>1.1.71.1.8</p><p>1.1.9</p><p>1.1.101.1.111.1.12</p><p>1.2</p><p>1.3</p><p>1.4</p><p>2.1</p><p>2.2</p><p>2.3</p><p>2.4</p><p>2.5</p><p>Community Irrigation Project </p><p>Capacity Building of WUAs in construction supervision (Oct 2012 - Feb 2016)</p><p>Feasibility studies /detailed design, WUA agreement and tendering (Mar-Aug 2012)Selection by villages and reconnaissance (Jan-Feb 2012)</p><p>Output 2. Participating farmers apply improved agriculture practices and have access to micro finance </p><p>Selection by villages and reconnaissance (Jan-Feb 2013)</p><p>Batch 4 Subprojects : January 2015- April 2016</p><p>Construction (Nov 2013 to mid-April 2014)</p><p>Selection by villages and reconnaissance ( Jan-Feb 2014)</p><p>Construction (Nov 2014 to mid- April 2015)</p><p>Feasibility studies /detailed design, WUA agreement and tendering (Mar- Aug 2014)</p><p>Batch 3 Subprojects : January 2014- April 2015</p><p>Selection by villages and reconnaissance (Jan-Feb 2015)</p><p>Construction (Nov 2015 to mid-April 2016)</p><p>Establishment of Farmer Field Schools on each Subproject on cereal and high value crops</p><p>Provision of matching grants to WUAs who deposit their first annual non-recurrent maintenance fund contribution in their account at a local MFI</p><p>Training of Trainers (district level) for cereal crop seed selection; vegetable seedling production; nursery management; off season vegetable production; soil management; weed and pest control (2012 -2013)</p><p>Short duration courses and demonstrations on irrigated crop husbandry practices </p><p>Capacity Building of local MFIs to service farmers with input loans. January 2012- December 2015</p><p>Feasibility studies /detailed design, WUA agreement and tendering (Mar-April 2015)</p><p>Capacity Building of WUAs to maintain irrigation infrastructure and manage equitable water distribution and preparation of O&amp;M and water management plans</p><p>Training and associated field demonstrations to farmers in micro irrigation application techniques </p><p>Feasibility studies /detailed design, WUA agreement and tendering (Mar-Aug 2013)</p><p>2014 2017</p><p>Batch 2 Subprojects : January 2013 -April 2014</p><p>6</p><p>Output 1. WUAs efficiently manage improved irrigation infrastructure .A. DMF</p><p>2012</p><p>Batch 1 Subprojects : January 2012 -April 2013</p><p>Construction (Nov 2012 to mid-April 2013)</p><p>Irrigation Infrastructure Improvement </p><p>2016</p><p>4 71</p><p>2015</p><p>5</p><p>20112010</p><p>2</p><p>2013</p><p>3</p></li><li><p> 4 </p><p>Tasks</p><p>3.10</p><p>3.11</p><p>3.12</p><p>3.13</p><p>3.14</p><p>3.15</p><p>3.16</p><p>12345 Recruitment of Project Implementation Consultants (Joint Venture) (by June 2011)678910 Monitoring &amp; Evaluation data collection and reports(Nov 2011- Jul 2017)</p><p>5 6</p><p>Appointment of District Irrigation Engineers at DTOs (by mid September 2011)Mobilization of PIC District Coordinators (November 2011)</p><p>Mobilization of PIC Technical Support Teams (November 2011)</p><p>Recruitment of Individual Procurement Consultant - advance action (Sep 2010 )</p><p>2010 2011</p><p>Appointment of Project Coordinator (by mid August 2010)</p><p>Training for District Agriculture Development Officers on Working in Partnership ( February 2012 and December 2013)</p><p>Mentoring of village leaders and ward citizen groups to nominate subprojects that meet selection criteria (January -February 2012 to 2015) </p><p>Mentoring and support- institutional, technical and agricultural - of WUAs (January 2012 to July 2017)</p><p>B. Management Activities </p><p>7</p><p>2016 2017</p><p>1 2 3 4</p><p>2014 20152012 2013</p><p>Project information dissemination in targeted implementation area wards (annually - December 2011- 2014) </p><p>Output 3. Government capacity to plan and coordinate small-scale irrigation projects is enhanced </p><p>District Rapid Assessments for irrigation potential in areas (ilakas) categorized as disadvantaged (November 2011)</p><p>Mentoring of District Development Council to reach consensus on targeted project implementation areas (December 2011)</p><p>Orientation and refresher training for DTO and PIC engineers on appropriate small irrigation infrastructure design (January 2012 and December 2013)</p><p>Project Effectiveness (March 1, 2011)Project Start (July 16, 2011)</p><p>Mobilization of PIC Village Based Field Teams (November 2011)</p></li><li><p>5 </p><p>III. PROJECT MANAGEMENT ARRANGEMENTS </p><p>A. Project Implementation Organizat...</p></li></ul>

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