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Project Administration Manual

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Project Administration Manual Project Administration Manual Project Number: 45432 Grant Number: GXXXX August 2012 Republic of Tajikistan: Central Asia Regional Economic Cooperation Corridor 6 (Ayni-Uzbekistan Border Road) Improvement Project Contents ABBREVIATIONS III I. PROJECT DESCRIPTION 1 II. IMPLEMENTATION PLANS 2 A. Project Readiness Activities 2 B. Overall Project Implementation Plan 3 III. PROJECT MANAGEMENT ARRANGEMENTS 5 A. Project Implementation Organizations – Roles and Responsibilities 5 B. Key Persons Involved in Implementation 7 C. Project Organization Structure 7 IV. COSTS AND FINANCING 9 A. Detailed Cost Estimates by Expenditure Category 9 B. Allocation and Withdrawal of Grant Proceeds 10 C. Detailed Cost Estimates by Financier 11 D. Detailed Cost Estimates by Outputs/Components 12 E. Detailed Cost Estimates by Year 13 F. Contract and Disbursement S-curve 14 G. Fund Flow Diagram 14 V. FINANCIAL MANAGEMENT 15 A. Financial Management Assessment 15 B. Disbursement 16 C. Accounting 17 D. Auditing 17 VI. PROCUREMENT AND CONSULTING SERVICES 18 A. Advance Contracting and Retroactive Financing 18 B. Procurement of Goods, Works and Consulting Services 18 C. Procurement Plan 19 D. Consultant's Terms of Reference 19 VII. SAFEGUARDS 20 VIII. GENDER AND SOCIAL DIMENSIONS 22 IX. PERFORMANCE MONITORING, EVALUATION, REPORTING AND COMMUNICATION 25 A. Project Design and Monitoring Framework 25 B. Monitoring 27 C. Evaluation 28 D. Reporting 29 E. Stakeholder Communication Strategy 29 X. ANTICORRUPTION POLICY 31 XI. ACCOUNTABILITY MECHANISM 32 XII. RECORD OF PAM CHANGES 33 APPENDIXES 34 i 1. PROJECT IMPLEMENTATION SCHEDULE 34 2. PROCUREMENT PLAN AND TENTATIVE CONTRACT PACKAGES 36 3. CONSULTANTS’ OUTLINE TERMS OF REFERENCE 41 4. GENDER ACTION PLAN 67 5. IMPLEMENTATION ARRANGEMENT FOR FEEDER ROADS 71 6. SAMPLE PROJECT PERFORMANCE MANAGEMENT SYSTEM 73 7. PRO FORMA OF THE EXECUTING AGENCY'S MONTHLY PROJECT PROGRESS REPORT 75 8. PRO FORMA OF THE EXECUTING AGENCY'S SEMI-ANNUAL PROJECT PROGRESS REPORT 78 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 Transport (MOT) are wholly responsible for the implementation of ADB financed projects, as agreed jointly between the borrower and ADB, and in accordance with Government and ADB’s policies and procedures. ADB staff is responsible to support implementation including compliance by the executing agency of its obligations and responsibilities for project implementation in accordance with ADB’s policies and procedures. At Grant Negotiations the borrower 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. ii Abbreviations ADB = Asian Development Bank ADF = Asian Development Fund AFS = audited financial statements CAREC = central Asia regional economic cooperation CQS = consultant qualification selection DMF = design and monitoring framework EMP = environmental management plan GACAP = governance and anticorruption action plan GAP = gender action plan GDP = gross domestic product ICB = international competitive bidding IEE = initial environmental examination IPP = indigenous people plan LAR = land acquisition and resettlement MOF = ministry of finance MOT = ministry of transport NCB = national competitive bidding NGOs = nongovernment organizations PAI = project administration instructions PAM = project administration manual PIU = project implementation unit PMC = engineering, supervision and project management consultant PPTA = project preparatory technical assistance QBS = quality based selection QCBS = quality- and cost based selection RFP = request for proposal RRP = report and recommendation of the President to the Board SBD = standard bidding documents SPS = Safeguard Policy Statement SPRSS = summary poverty reduction and social strategy TOR = terms of reference iii I. PROJECT DESCRIPTION 1. The Government of Tajikistan requested the Asian Development Bank (ADB) and the OPEC Fund for International Development (OFID) for assistance for the CAREC Corridor 6 (Ayni-Uzbekistan Border Road) Improvement Project which will reduce Tajikistan’s economic isolation, and support sustainable transport and economic development. 2. Prone to extreme natural events, the Zarafshan Valley 1is an isolated and remote region with the project road being the only access to rest of the country and beyond. Land travel to this high elevation Valley is often restricted, particularly during winter due to poor road conditions, avalanches, and mudflows. Consequently, over 300,000 people living in the region have limited access to markets, educational and medical services, and the region's capacity to develop diverse industries including agriculture, mining and tourism is severely constrained. The project road—part of the historical Silk Road—runs in the east-west direction following the Zarafshan River crossing Panjakent and Ayni districts before ending at the border with Uzbekistan in the west. Through the north-south transport artery—the CAREC Corridor 6 in Tajikistan, the project road goes northeast to Khudjand—the province center, and onward to Uzbekistan; south to Dushanbe, onward to Afghanistan and east–west bound to the Kyrgyz Republic and Uzbekistan respectively through the CAREC Corridor 3 in Tajikistan. As a vital link of the national network, the project road is strategic to the region for providing a trade corridor with Uzbekistan in the long term, particularly for the northern Tajikistan. 3. To support regional cooperation and inclusive economic growth and social development in the region, the project will finance the rehabilitation and reconstruction of a road of approximately 113 km between Ayni-Panjakent and the border with Uzbekistan, the improvement of road safety, the upgrading of Sarazm border post infrastructure and community development including improvement of feeder roads and public facilities and provision of training for local communities. Improvements to this road will improve regional connectivity, cut transport costs, and increase competitiveness. This will also bring impoverished local communities better accessibility to markets and social services, stimulate the development of agriculture, tourism and mining industries that in return create more employment opportunities, and ultimately improve living standards long due for this region. 4. Impact. enhanced regional cooperation and inclusive economic growth in Tajikistan, particularly in the Sughd province. 5. Outcome. improved connectivity and mobility along the CAREC Corridor 6 (Ayni- Uzbekistan Border Road). 6. Outputs: approximately 113 km of rehabilitated and reconstructed road between Ayni- Panjakent and the border with Uzbekistan; improved road safety; and upgraded Sarazm border post infrastructure 2 and improved local communities.3 1 It is located in the north of Tajikistan, comprising districts of Panjakent, Ayni and Kuhistoni Mastchoh and belonging to the Sughd province. The Valley has one of the highest migration rates in Central Asia and is one of the poorest regions with per capita gross domestic product at about 60% of the national average in 2010. 2 Refer to guidelines on border crossing infrastructure and equipment in CAREC cross-border transport agreement (CBTA) Annex 8 (Parts I and II). 3 Refer to Appendixes 4 and 5 for more information 1 II. IMPLEMENTATION PLANS A. Project Readiness Activities 7. At the completion of the fact-finding mission on 13 June 2012, bidding documents for the road civil works and draft safeguards documents (LARP and IEE) have been completed. Invitation for bidding for the ICB package of road civil works was posted on ADB website and advertised in local newspapers on 2 June 2012. Consultant’s selection process for engineering, construction supervision and project management commenced in May 2012 and is expected for completion by November 2012. Overall project readiness activities are in Table 2.1. Table 2.1: Project Readiness Activities 2012 Indicative Activities 6 7 8 9 10 11 12 Who responsible Government counterpart funds √ MOF allocation Completion and approval of the bid √ MOT and ADB documents Completion and disclosure of √ MOT and ADB safeguards documents (LARP, IEE) Final approval of safeguards √ Government, MOT and documents (LARP, IEE) ADB Advance contracting actions A. Engineering, construction supervision and project management MOT and ADB Short listing √ Contract award √ B. Civil Works bidding Invitation for bids for ICB √ MOT and ADB Contract award √ ADB Board approval √ ADB Issuance of corresponding √ government resolution Government Grant signing √ ADB and Government Issuance of legal opinion
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