sudan emergency assistance to white nile state · 2019-06-29 · white nile state covers an area of...
TRANSCRIPT
AFRICAN DEVELOPMENT BANK
SUDAN
EMERGENCY ASSISTANCE TO WHITE NILE STATE
COSD/RDGE
September 2018
TABLE OF CONTENTS
ACRONYMS ............................................................................................................................................... i
1. BACKGROUND AND JUSTIFICATION FOR EMERGENCY ASSISTANCE ............................. 1
1.1 Background – the Influx of South Sudanese Refugees into White Nile ....................................... 1
1.2 Reactions by Government and International Community ............................................................ 2
2. JUSTIFICATION FOR THE EMERGENCY ASSISTANCE ........................................................... 2
3. PROJECT OBJECTIVES ................................................................................................................... 2
4. THE PROPOSED EMERGENCY HUMANITARIAN ASSISTANCE ............................................ 2
5. IMPLEMENTATION ARRANGEMENTS ....................................................................................... 3
6. IMPLEMENTATION SCHEDULE ................................................................................................... 3
7. COST AND FINANCING .................................................................................................................. 3
8. PROCUREMENT OF GOODS AND SERVICES ............................................................................ 3
9. FINANCIAL MANAGEMENT AND DISBURSEMENT ARRANGEMENTS .............................. 4
10. REPORTING AND SUPERVISION ................................................................................................. 5
11. COMPLIANCE WITH BANK POLICIES ........................................................................................ 5
12. CONCLUSION ................................................................................................................................... 5
ANNEX I: PROCUREMENT ARRANGEMENTS ................................................................................... I
ANNEX II: BREAKDOWN OF THE COST OF EMERGENCY ASSISTANCE ................................. III
ANNEX III: SIMPLIFIED INTERIM FINANCIAL REPORTS ............................................................ IV
ANNEX IV: REQUEST FROM THE GOVERNMENT OF SUDAN ......................................................V
i
ACRONYMS
AfDB African Development Bank
COR Commission of Refugees
COSD Sudan Country Office
GOS Government of Sudan
HAC Humanitarian Aid Commission
LOA Letter of Agreement
IOM International Office for Migration
MSSD Ministry of Security and Social Development
NCB National Competitive Bidding
OCHA Office for the Coordination of Humanitarian Affairs
UNHCR United Nations High Commission for Refugees
UNICEF United National International Children’s Emergency Fund
UN United Nations
WHO World Health Organisation
WNS White Nile State
ii
LOGICAL FRAMEWORK: EMERGENCY ASSISTANCE TO WHITE NILE STATE IN SUDAN
RESULTS CHAIN
PERFORMANCE INDICATORS
MEANS OF
VERIFICATION
RISK/MITIGATION
MEASURES Indicator Baseline Target
IMP
AC
T
Normalcy restored in the
South Sudan Refugees
schools at White Nile state.
Increase in school
attendance.
Current school
classroom
capacity
accommodates
less than 34%
of school age
children
Increase class room
capacity to
accommodate 50%
of school age
children.
Joint monitoring
visits with AfDB
Monthly progress
reports from IDPs
center
OU
TC
OM
ES
Reduction in the risk of poor
sanitation-related diseases
among affected school pupils.
Reduction in the risk of low
school attendance rate and
expansion of classroom
capacity to accommodate
additional 100,000 pupils.
Number of deaths
related to water-
borne diseases and
dysentery.
Enrolment in
affected schools
Current level of
16 deaths.
0
zero deaths
100,000 pupils.
Health reports by
White Nile Ministry
of Health and local
NGOs.
Government and
local NGO’s
reports.
Risk: Further deaths and sickness
as a result of spread of water-
borne diseases
Mitigation: Quick and well-
coordinated action from the state,
WHO and local NGOs.
Risk: Delay in mobilization of
construction teams.
Mitigation: Quick and well-
coordinated action plan.
OU
TP
UT
S
Component 1: Teaching
conditions improved.
Component 2: New schools
constructed and equipped
Quantity of
teaching materials
supplied.
Number of schools
completely
constructed and
classrooms
reconditioned.
0
0
0
2000 text books
2000 exercise books
32 blackboards
480 desks
960 chairs
300 boxes of chalks
278 packets of pens
4 new schools
constructed with 32
classrooms and 8
toilets.
Report produced by
White Nile
government and
local NGOs
Report produced by
White Nile
government and
local NGOs
Risk: Delay in procurement
activities
Mitigation: The experience and
capacity acquired from the
previous Emergency Assistance
to Khartoum and training will
ensure timely procurement.
Risk: Delay in mobilization of
construction teams
Mitigation: Quick and well-
coordinated action plan.
iii
Component 3: Water and
sanitation improved within
affected school premises.
Number of health
centers
rehabilitated
Construction of
water points
0
0
4 health centers
rehabilitated
1007 boxes of
Gloves
96 sets of cleaning
equipment
730 boxes of daily
sanitation and
cleaning materials
Construction of 4
water points
3 boxes of valves
5 sets of pipes
5 boxes of other
related tools
8 reservoirs
Health reports by
White Nile Ministry
of Health and local
NGOs.
Reports produced
by White Nile State
Water Corporation
Risk: Delay in procurement and
mobilization of construction
teams.
Mitigation: The experience and
capacity acquired from the
previous Emergency Assistance
to Khartoum and training will
ensure timely procurement.
KE
Y
AC
TIV
ITIE
S Activity 1: Improvement in teaching conditions
Activity 2: Construction of schools and classroom structures
Activity 3: Improvement in health, water and sanitation
Inputs:
Activity 1: USD 95,000
Activity 2: USD 560,000
Activity 3: USD 345,000
1
1. BACKGROUND AND JUSTIFICATION FOR EMERGENCY ASSISTANCE
1.1 Background – the Influx of South Sudanese Refugees into White Nile
1.1.1 The White Nile State of Sudan ((WNS)) is located in the Southern Eastern corridor of the country,
which is host to over forty different ethnic groups with varied sources of livelihoods. The state lies within
an arid climatic region and normally receives rainfall below the national average. The main economic
activity is agriculture and livestock as well as mineral exploitation which have started to increase recently.
White Nile State covers an area of 30,411 KM2, and has a population 1.8 million people. According to
the Office of the Coordination of Humanitarian Affairs (OCHA), about 400,000 people fled from South
Sudan into the While Nile State of Sudan following a renewal of armed conflict in 2017. The renewal of
conflict witnessed a massive exodus of thousands of people from South Sudan into White Nile and Eastern
Darfur as well as Western Kordofan States in Sudan. According to the 2017 COR records, 78% of the
refugees in White Nile are women and children.
1.1.2 Large scale and widespread life-saving humanitarian action will continue to be required for the
South Sudanese refugees especially the vulnerable women and Children. Levels of vulnerability in the
five main refugee camps in White Nile state have increased as basic supplies have been reduced and
essential services have deteriorated in quality or in some cases became non-existent. This has resulted
from a vicious circle of conflict, insecurity, economic hardship, lack of access to basic services, inadequate
capacity, mixed implementation performance and a large funding gap. The upsurge in the influx of South
Sudanese refugees during the period 2017-2018 and the increasing number of needy people coupled with
a substantial refugee case-load have put considerable pressure on the already dilapidated infrastructure
and social services in white Nile state.
1.1.3 Government assessments and media reports indicate the initiation of rescue efforts but the situation
has been compounded by floods, which claimed over 35 lives and thousands of livestock, in addition to
destroying massive number of homes, crops and other sources of livelihoods. The associated outbreak of
epidemics has also proved catastrophic. Oxfam, reported that some 16 people have already died of
hepatitis E, contracted from drinking contaminated surface water, and there are apprehensions on the part
of Government that the figures could rise in the coming months as some children have already contracted
diarrhea and other water-borne diseases. 1.1.4 The lack of development, especially basic infrastructure also renders the people of these states
extremely vulnerable to artificial and natural disasters, both of which are being experienced in the state.
In addition, the lack of access to information makes it difficult to know the severity of the conditions on
the ground. In the refugee camps (Dabat Bosen, Umsangoor, Khaor Alwaral, Radees, Kilo 4 and Godah),
the limited humanitarian services characterized by significant rowdiness of camps increases the risk of
mortality of children under five. This risk, combined with the prevalence of water borne diseases,
increased the vulnerability of the population and the severity of the situation. Indeed, thousands of people
have since been in urgent need of humanitarian and emergency assistance.
1.1.5 In addition, the continuous restrictions on humanitarian agencies (by armed combatants) and
pressure to transition from humanitarian assistance to recovery and development present a risk that the
urgent humanitarian and protection related needs will be relegated to the background. This project
2
responds to the emergency and humanitarian crisis unfolding in While Nile as a result of the influx of
refugees following the renewal of armed conflict in South Sudan.
1.2 Reactions by Government and International Community
Following the 2013 arrival of South Sudanese refugees, an assessment by the Government of Sudan in
August 2013, along with joint assessment carried out by international organizations within the State, the
United Nations High Commission for Refugees (UNHCR), COR and HAC identified needs related to
water safety and supply, child and maternal health and education. In 2015, a mechanism was put in place
called the Four-Party Agreement (UNHCR, Humanitarian Aid Commission, COR and Sudan Red
Crescent). With donations from the Kuwaiti Government, this mechanism provided basic services to three
refugee camps in Jableen locality to embark on activities consisting mainly of construction of two schools
and two police stations, and provision of two water points.
2. JUSTIFICATION FOR THE EMERGENCY ASSISTANCE
2.1 The current emergency situation in refugee camps in White Nile State is beyond the capacity of the
Government of Sudan (GoS) and its agencies without significant support from the international
community. The 2017 humanitarian planned budget for Sudan stands at USD 1.05 billion. By April 2018,
only 20% of the total planned budget has been mobilized. Uncertainty remains high about the fate of the
severely affected people, mainly women and children.
2.2 The devastating effects of the disaster continue to persist. There are some 12,200 schools pupils in
only 6 schools with 8 classrooms in each school, while more than 60 pupils crowd in each classroom.
Therefore, there is an urgent need for more schools. The emergency requires a rapid response to assist
about 6000 affected children, especially with the provision of food to enable them enroll in school. The
irony is that the host families cannot provide food for these refugee children. The Government of Sudan
seeks to solicit the African Development Bank’s assistance to help construct 4 new schools with 8 latrines,
provide educational materials, restore and improve water facilities, construct 4 new water points,
rehabilitate 4 health centers and provide sanitary facilities to control outbreak of diseases on school
campuses and their homes. In this context, the three key areas targeted by the proposed assistance are: (i)
halting interruptions in the school calendar and educational program, (ii) provision of better health
facilities for school children, and (iii) improvement in the nutritional status of children.
3. PROJECT OBJECTIVES
The main objective of the proposed emergency humanitarian assistance is to meet the urgent and
immediate needs of the South Sudanese Refugee children, women and vulnerable groups and to provide
them with essential services in White Nile State. The camps are overcrowded while the economic situation
has put pressure on scarce social services with refugees bearing the brunt. Specifically, the Bank’s
intervention will entail providing the refugees with a normal life and reinstating their kids in the school
system with full meals while at the same time improving their health status through the provision of health
services.
4. THE PROPOSED EMERGENCY HUMANITARIAN ASSISTANCE
The AfDB emergency and humanitarian assistance will complement work currently being done by the
Government and other donors. The Project components are: (i) construction of 4 schools to avoid
3
overcrowding in classrooms, rehabilitate 4 health centers, and construct 4 new water points); (ii)
rehabilitation of existing and affected school classroom structures such as latrines, electrical cabling, and
water pumps; and (iii) provision of furniture, refurbishment of equipment, reconditioning, and
replacement of academic materials. The total amount of the emergency and humanitarian assistance
required is estimated at USD 1.0 million (One Million US Dollars).
5. IMPLEMENTATION ARRANGEMENTS
5.1 This project will be implemented by the Humanitarian Aid Commission (HAC), which is under the
Ministry of Security and Social Development (MSSD). The HAC has experience in implementing similar
emergency operations and has local knowledge of the affected population. Other agencies such as COR,
Sudan Red Crescent and International Office for Migration (IOM) and UNHCR are already on the ground
and will, therefore, provide useful information for the successful execution of this operation. The HAC,
in collaboration with other public sectors affiliates and private contractors, possesses the technical and
organizational capacity as well as the logistical experience to carry out such rapid response emergency
operations to meet the set objectives and targets.
5.2 The Government has adequate experience and capacity as seen in its successful implementation of
the Emergency Assistance to flooded schools in Khartoum in 2010 and 2012. The additional project
management skills and experience gained over the past six years in successfully implementing previous
projects coupled with the extensive training have acquainted the Government with the AfDB procurement
rules and regulations, auditing and reporting requirements. Therefore, lessons learnt from these completed
operations have informed this Emergency Relief operation in While Nile to ensure its successful
execution.
6. IMPLEMENTATION SCHEDULE
For emergency operations, the Bank usually recommends a short implementation period not exceeding 6
months. However, given that a significant portion of the Special Relief Fund will be used for civil works,
the implementation period will be 12 months.
7. COST AND FINANCING
The amount requested from the AfDB to undertake this operation, excluding taxes and customs duty, is
USD 1.0 Million .The detailed cost of Bank financing is given in Annex 2.
8. PROCUREMENT OF GOODS AND SERVICES
Procurement of goods, works and services necessary for the execution of the project shall be carried out
in accordance with the Procurement Policy for Bank Group Funded Operations dated October 2015 as
amended from time to time using the relevant Standard Solicitation Documents. Consequently, the mode
of procurement will be Limited Competitive Bidding (LCB) for goods and Open Competitive Bidding
(OCB -National) for works (see Annex 1). In case external audit services are procured, the mode of
procurement will be Least Cost Selection.
4
9. FINANCIAL MANAGEMENT AND DISBURSEMENT ARRANGEMENTS
The overall authority and fiduciary responsibility for the Project will rest with the Undersecretary of the
Ministry of Security and Social Development (MSSD). However, the day to day financial management
(FM) functions including budgeting, accounting, banking arrangements, internal controls, financial
reporting and audit arrangements will be handled by the Humanitarian Aid Commission (HAC) of the
MSSD. The project will make use of the Country’s Public financial management systems as provided for
in the Financial and Accounting Act (2007) and the Financial and Accounting Regulations (2011) as well
as the Bank Rules and Procedures. The HAC will prepare a work plan and budget (WP&B) to form a
basis for implementation and monitoring. In addition, the HAC will institute adequate internal controls
to ensure that all financial transactions are duly authorized, properly recorded and maintained in an
accounting system and that expenditures and related supporting documents are properly and physically
archived for supervision and auditing purposes.
Financial Reporting
Project financial statements (PFS) shall be prepared by the HAC in accordance with the National
Accounting Standards. The PFS shall cover the entire period of utilization of the Grant proceeds. In
addition, the IA will provide an update on financial performance of the project as part of the quarterly
progress report as required by the Bank not later than 45 days after the end of the quarter. A simplified
Interim Financial Report (IFR) format (Annex III) shall be used.
External Audit
The Project will be subject to one independent audit conducted by the National Audit Chamber or a
competitively recruited private audit firm, based on the Bank’s Standard Audit Terms of Reference
(TORs). The audited Financial Statements, complete with the management letter, shall be submitted to
the Bank no later than six (6) months after Project Completion.
Disbursement Arrangements
Disbursements under the Grant shall be made in accordance with the Bank’s rules and procedures as set
out in the disbursement handbook, and as amended from time to time, for expenditures made in respect of
the cost of goods and services required for the execution of the Project. The Grant resources will be
disbursed in a single tranche into a Project Special Account (SA) opened by the Government of Sudan.
The SA shall be opened at the Central Bank of Sudan or in a bank acceptable to the Bank, to receive the
funds. The opening of accounts will be an action prior to the disbursement.
CONDITIONS FOR DISBURSEMENT
The Grant resources will be disbursed in one tranche, subject to the following conditions:
Signature of the Protocol of Agreement by Bank and the Republic of The Sudan; and,
Provision of evidence of the opening of a special account and communication by the
Government of Sudan to the Bank of the details of the account into which the grant resources
will be transferred.
5
10. REPORTING AND SUPERVISION
In view of the nature of the operation and the presence of a Country Office in Khartoum, no specific
supervision mission has been proposed. The project will be supervised from the Sudan Country Office
(COSD). The Humanitarian Aid Commission of the Ministry of Security and Social Development will
be responsible for submitting project periodic progress reports as well as a final project completion
report, once all the activities have been completed.
11. COMPLIANCE WITH BANK POLICIES
The proposal is in compliance with the provision of the revised policy Guidelines and Procedures for
Emergency Assistance, and General Regulations of the special relief Fund
(ADB/BD/WF/2008/211/Rev.1).
12. CONCLUSION
12.1 There are some 12,200 schools pupils in only 6 schools with 8 classrooms in each school, while
more than 60 pupils crowed in each classroom. So at least 4 new schools are urgently needed. Therefore,
the emergency situation requires a rapid response to assist about 6000 affected children especially with
the provision of food to enable them enroll in school. The Government of Sudan seeks to solicit the African
Development Bank’s assistance (USD 1 million) to help construct 4 new schools with 4 latrines, provide
educational materials, restore and improve water facilities, construct 4 new water points, rehabilitate 4
health centers and provide sanitary facilities to control outbreak of diseases on school campuses and their
homes.
12.2. Management recommends that the Board of Directors of the Bank approves a grant not exceeding
USD 1 million, from the SRF resources, as emergency assistance to the Republic of The Sudan to help
the country address the immediate and humanitarian needs of South Sudanese refugees in White Nile State
of Sudan.
I
ANNEX 1: PROPOSED PROCUREMENT RRANGEMENTS (LIST OF CONTRACTS
THROUGH NCB/SHOPPING)
Procurement of goods, works and services necessary for the execution of the project shall be carried out
in accordance with the Procurement Policy for Bank Group Funded Operations dated October 2015 as
amended from time to time.
Table 1: Project Procurement Arrangements
Project Categories In US Dollars (‘000) Others Total Cost
Activity NCB
Est Amounts (USD)
Estimated Estimated
Value (USD)
1
1.1
1.2
1.3
1.4
Civil Works
Construction of 4 schools
Construction and equipping 4 water points
Rehabilitation of 4 health centers
Construction of 8 latrines
500
100
175
64
500
100
175
64
Total Civil Works 839 839
2
2.1
2.2
2.3
Goods
Teaching Materials (books, black boards,
tables, chairs, chalk, pens)
Medical Supplies (Gloves, sanitation and
cleaning materials and equipment)
74
70
74
70
Total Goods 144 144
3
3.1 Services
Audit (External – If applicable)
5 5
3.2 Transport and handling of construction
materials
12 12
4 Total Services 17 17
Grand total 983 17 1,000,000
Goods
Contract for goods will be carried out using Limited Competitive Bidding using the Bank’s Procurement
Methods and Procedures. Goods procured under this method, would include teaching materials and
medical supplies for an estimated total amount of USD 144,000. These goods are off-self and available in
the local market.
Civil Works
Each Contract for civil works will be carried out using Open Competitive Bidding (OCB) under the Bank’s
Procurement Methods and Procedures, utilizing available Bank Solicitation Documents. Works procured
under this method, would include construction of four (4) schools, construction of four (8) latrines,
construction of four (4) water points and rehabilitation of four (4) health centers all estimated at a total
amount of USD 839,000.
II
Audit Services: Audit services shall be conducted by the National Audit Chamber or an external
auditor (if necessary) through Least Cost Selection.
Other Costs: Operating costs including transport and office consumables shall be undertaken using the
Recipient’s administrative procedures.
Table 2: Procurement Plan
PROCUREMENT OF WORKS AND GOODS
Country: Sudan
Program Name: Emergency Assistance to White Nile State
Program SAP Identification #: X
Loan Number: X
Executing Agency: Ministry of Security and Social Development
Approval Date of Procurement Plan: X
Date of General Procurement Notice: X
Period Covered by these Proc. Plans: October 2018 to September 2019
Goods: Prior/Post review Threshold
Procurement Method Prior review Threshold
(UA) Post review Threshold (UA) Frequency of Review
1. Works OCB Above UA 200,000
2. Works LCB Above UA 30,000
3. Works Shopping Below UA 30,000
4. Goods (Shopping) Below 30,000 Below 30,000 All
Procurement Packages: Methods and Time Schedule for 5 Years
Package Description Lot
no.
Estimated
Amount in
USD
(000)
Lump
sum or
Unit
Rate
Proc.
Method
Pre or
Post
Qualific
ation
Prior/
Post
Review
SPN
Publication
Date
Contract
Start Date
1.0 Goods
1.1
Teaching Materials (books, black
boards, tables, chairs, chalk, pens)
Works (Expansion of pro-poor
water kiosk)
74 UR SH Post Prior May 2019 Jul 2019
1.2
Medical Supplies (Gloves,
sanitation and cleaning materials
and equipment)
70 UR SH Post Prior May 2019 Jul 2019
2.0 Works
2.1 Construction of 4 Schools
(classrooms and latrines)
500 UR OCB Post Prior Oct 2018 Jan 2019
2.2 Constructions and Equipping (4)
Water points
175 UR OCB Post Prior Oct 2018 Jan 2019
2.3 Rehabilitation of (4) Health Centers 100 UR OCB Post Prior Oct 2018 Jan 2019
2.4 Construction of 8 latrines 64 UR OCB Post Prior Oct 2018 Jan 2019
Total Cost 983
III
ANNEX II: BREAKDOWN OF THE COST OF EMERGENCY ASSISTANCE
Description
Number Estimated
UNIT Cost in
USD
Estimated Total
cost
In USD
% of
Total
Construction of 4 schools
with 8 classrooms in each
8x4=32 class rooms 15,625
500,000 50
Construction of 8 school
latrines
8 8,000
64,000 6.4
Rehabilitate of 4 health
centers
4 43,750 175,000 17.5
Acquisition of teaching
materials
2000 text books
2000 exercise books
32 blackboards
480 desks
960 chairs
300 boxes of chalks
278 packets of pens
10
8
45
30
18
7
10
20,000
16,000
1,440
14,400
17,280
2,100
2,780
7.4
Acquisition of heath
materials
1007 boxes of Gloves
96 sets of cleaning
equipment
730 boxes of daily
sanitation and cleaning
materials
20
200
42
20,140
19,200
30,660
7
Acquisition of water
equipment and materials
for 4 water points
3 boxes of valves
5 sets of pipes
5 boxes of other
related tools
8 reservoirs
10000
5000
2000
4,375
30,000
25,000
10,000
35,000
10
Consultancy cost for:
External Audit
1
5,000
0.5
Transport and handling of
construction materials
12,000 1.2
Total 1,000,000 100%
IV
ANNEX III : SIMPLIFIED INTERIM FINANCIAL REPORTS
Period ended on ……………
Particulars Overall Budget Expenditure
(Current Qtr)
Cumulative
Expenditure
(Previous Qtrs)
Total
Opening balance
Received from the African Development
Bank
Special Account
Total Receipts
Expenditures
Civil Works
1. Construction schools
2. Construction of school latrines
3. Construction and equipment of 8 water
points
4. Construction of health centers
Sub-total
Goods
1. Reacquisition of teaching materials
2. Reacquisition of heath materials
3. Reacquisition of water equipment and
materials
Sub-total
Services
1. External audit
Operating Costs
1.Transport
2.Office Consumables
Sub-total
Total Expenditure
Closing Balance
V
ANNEX IV: REQUEST FROM THE GOVERNMENT OF SUDAN
VI