Flood Emergency Reconstruction and Resilience Project Project
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Flood Emergency Reconstruction and Resilience Project (RRP PAK 49038) Project Administration Manual Project Number: 49038-001 Loan and Technical Assistance Numbers: {LXXXX; TAXXXX} June 2015 Islamic Republic of Pakistan: Flood Emergency Reconstruction and Resilience Project i 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 executing and implementing agencies 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 executing and implementing agencies of their obligations and responsibilities for project implementation in accordance with ADB’s policies and procedures. At Loan Negotiations the borrower and ADB shall agree to the PAM and ensure consistency with the Loan and Project agreements. Such agreement shall be reflected in the minutes of the Loan Negotiations. In the event of any discrepancy or contradiction between the PAM and the Loan and Project Agreements, the provisions of the Loan and Project Agreements 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 AFS = audited financial statements CCC = Climate Change Cell CDR = call-deposit receipt CDWP = Central Development Working Party C&W = Communication and Works Department DDMA = District Disaster Managemetn Authority DFFW = department of forestery, fisheries, and wildlife DMF = design and monitoring framework DRM = disaster risk management EA = executing agency EARF = environmental assessment and review framework EIA = environmental impact assessment ESU = environment and social unit GoPb = Government of Punjab IA = implementing agency ICB = international competitive bidding IEE = initial environmental examination LAR = land acquisition and resettlement LARF = land acquisition and resettlement framework LARP = land acquisition and resettlement plan LIBOR = London interbank offered rate MHVRA = multi-hazard vulnerability and risk assessment NCB = national competitive bidding NDMA = National Disaster Management Authority PAM = project administration manual NDMA = National Disaster Management Authority PCU = project coordination unit P&DD = Planning and Development Department PDMA = Provincial Disaster Management Authority PID = provincial irrigation department, Punjab PIU = project implementation unit PMC = project management consultants PSC = project steering committee QCBS = quality- and cost based selection RRP = report and recommendation of the President to the Board SBD = standard bidding documents SEA = Safety Evaluation Authority SOE = Standard operating procedure SOP = Standard operating procedures SPS = Safeguard Policy Statement SSEMP = site specific environmental management plan SSS = Single Source Selection TOR = terms of reference iii CONTENTS ABBREVIATIONS I. PROJECT DESCRIPTION 1 II. IMPLEMENTATION PLANS 4 A. FERRP Project Readiness Activities 4 B. Overall Project Implementation Plan 5 III. PROJECT MANAGEMENT ARRANGEMENTS 6 A. Project Implementation Organizations–Roles and Responsibilities 6 B. Key Persons Involved inImplementation ExecutingAgencies 11 C. Project Organization Structure 13 IV. COSTS AND FINANCING 19 A. Detailed Cost Estimates by Expenditure Category 19 B. Allocation and Withdrawal of Loan Proceeds 21 C. Detailed Cost Estimates by Financier 22 D. Detailed Cost Estimates by Outputs/Components 24 E. Detailed Cost Estimates by Year 25 F. Contract and Disbursement S-curve 27 G. Fund Flow Diagram 28 V. FINANCIAL MANAGEMENT 29 A. Financial Management Assessment 29 B. Disbursement 31 C. Accounting 32 D. Auditing and Public Disclosure 33 VI. PROCUREMENT AND CONSULTING SERVICES 35 A. Advance Contracting and Retroactive Financing 35 B. Procurement of Goods, Works and Consulting Services 35 C. Procurement Plan 37 D. National Competitive Bidding 42 E. Consultant's Terms of Reference 43 VII. SAFEGUARDS 44 VIII. GENDER AND SOCIAL DIMENSIONS 45 IX. PERFORMANCE MONITORING, EVALUATION, REPORTING AND COMMUNICATION 46 A. Project Design and Monitoring Framework 46 B. Monitoring 48 C. Evaluation 49 D. Reporting 49 E. Stakeholder Communication Strategy 49 X. ANTICORRUPTION POLICY 51 XI. ACCOUNTABILITY MECHANISM 52 XII. RECORD OF PAM CHANGES 53 1 I. PROJECT DESCRIPTION 1. The project will contribute to the economic and social recovery of flood-affected areas in Punjab Province and other flood-affected districts through the rehabilitation and reconstruction of high-priority infrastructure damaged and weakened during the floods in September 2014. The project focuses on the transitional phase of the emergency response for the rehabilitation and reconstruction of priority roads, bridges, irrigation and flood protection infrastructure damaged by the floods. Providing financing for the most urgently needed works, the loan and grant will enable the Government to redirect its own financing to housing and livelihood cash grants for the most vulnerable groups, thus restoring the economic activity essential to their survival. The project will also support ex ante disaster risk management (DRM) capacity building to mainstream resilience in development planning. Reconstruction of damaged and at-risk infrastructure in the flood-affected areas will use appropriate and cost-effective multi-hazard resistant design and construction standards to mitigate the potential impact of future disasters. The Project’s design is based on the findings of the damage assessment reports prepared by the districts of Haveli, Kotli and Poonch and Punjab Planning and Development Departments (P&D) in January 2015 and facilitated by the Asian Development Bank (ADB) and World Bank, in close coordination with the federal government and other donors. 2. The impact of the project is the economic and social recovery from the 2014 floods. The project outcome is the restoration and reconstruction of critical public and social infrastructure to multi-hazard resilience standards. 3. The project will address immediate losses to priority assets and restore capacity and productivity, rather than providing relief or comprehensive reconstruction. The priority infrastructure included in the project scope is a lifeline for livelihoods and socio-economic activity of the affected population before the floods and is critical for sustaining the next flood season The project will adopt a systematic approach to disaster management, by focusing on institutional capacities for disaster vulnerability and risk assessment, mainstreaming DRM in the development planning process and post-conflict reconstruction. This will be achieved in close partnerships with key national and international stakeholders to pool resources and maximize synergies for effective emergency aid. The project outputs include the following: (i) Output 1: Rehabilitation and reconstruction of flood damaged roads and bridges in Punjab and the districtsof Haveli, Kotli and Poonch. The component will focus on rehabilitation/reconstruction of provincial or major arterial roads (or its segments), repair works (to pre-flood standard) of other major roads, reconstruction of damaged district roads, and reconstruction (to improved or pre- flood standard, as applicable) of partially and completely damaged bridges to multi-hazard resistant standards wherever required. The list of roads and bridges schemes is provided in Annex 1. (ii) Output 2: Flood resilient irrigation and flood management infrastructure in Punjab Province. The component will focus on the reconstruction and upgrading of damaged irrigation, drainage and flood protection schemes, including upgrading of priority flood protection schemes in the flood affected districts of Punjab to multi-hazard resilience standards. The list of irrigation and flood management schemes is provided in Annex 2; and 2 (iii) Output 3: Strengthened disaster risk management through: (a) human and institutional capacity development and strengthening DRM interface with the districts (downward) and other mandated institutions; (b) Multi-hazard risk assessment data and system development; and (c) piloting subprojects for mitigation and adaptation. The overall analysis and scope of the DRM component is provided in Annex 3. 4. Selection criteria will guide the final identification of schemes/sub-projects to be financed by the project. The following general criteria would be used in selecting and prioritizing the subprojects: (i) The subproject’s are located within the flood affected area, as identified through meteorological data, inundation maps, and other information recorded by the relevant government departments during the rains and consequent floods; (ii) The subproject is technically feasible and the proposed intervention provides the most cost effective