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Project Administration Manual Appendix 3 Project Administration Manual Project Number: 43405-025 Loan Number: 3078 (Tranche 3) October 2014 Multitranche Financing Facility Georgia: Urban Services Improvement Investment Program – Project 3 Appendix 3 Contents ABBREVIATIONS I. PROJECT DESCRIPTION 1 A. Impact and Outcome 1 B. Outputs 1 II. IMPLEMENTATION PLANS 3 A. Project Readiness Activities 3 B. Overall Project Implementation Plan 4 III. PROJECT MANAGEMENT ARRANGEMENTS 5 A. Project Implementation Organizations – Roles and Responsibilities 5 B. Key Persons Involved in Implementation 6 C. Project Organization Structure 7 IV. COSTS AND FINANCING 8 A. Detailed Cost Estimates by Expenditure Category 8 B. Allocation of Withdrawal of Tranche 3 Loan Proceeds 9 C. Detailed Cost Estimates by Financier 10 D. Detailed Cost Estimates by Outputs/Components 11 E. Detailed Cost Estimates by Year 12 F. Contract and Disbursement S-curve 13 G. Fund Flow Diagram 14 V. FINANCIAL MANAGEMENT 15 A. Financial Management Assessment 15 B. Disbursement 16 C. Accounting 17 D. Auditing and Public Disclosure 17 VI. PROCUREMENT AND CONSULTING SERVICES 19 A. Advance Contracting and Retroactive Financing 19 B. Procurement of Goods, Works and Consulting Services 19 C. Procurement Plan for Tranche 3 20 D. Consultant's Terms of Reference 27 VII. SAFEGUARDS 28 A. Social Safeguards 28 B. Environmental Safeguards 30 VIII. GENDER AND SOCIAL DIMENSIONS 34 IX. PERFORMANCE MONITORING, EVALUATION, REPORTING AND COMMUNICATION 38 A. Project Design and Monitoring Framework 38 B. Monitoring 41 C. Evaluation 41 D. Reporting 41 E. Stakeholder Communication Strategy 41 X. ANTICORRUPTION POLICY 46 XI. ACCOUNTABILITY MECHANISM 47 XII. RECORD OF PAM CHANGES 48 Appendix 3 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 Regional Development and Infrastructure (MRDI) and the United Water Supply Company of Georgia LLC (UWSCG) 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 Ministry of Regional Development and Infrastructure (MRDI) and the United Water Supply Company of Georgia LLC (UWSCG) 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 agreement. 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 Agreement, the provisions of the Loan 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. Appendix 3 Abbreviations ADB = Asian Development Bank ADF = Asian Development Fund AFS = audited financial statements CQS = consultant qualification selection DMF = design and monitoring framework EARF = environmental assessment and review framework EIA = environmental impact assessment EMP = environmental management plan ICB = international competitive bidding IEE = initial environmental examination IPMO = investment program management office IPP = indigenous people plan IPPF = indigenous people planning framework LARP = land acquisition and resettlement plan MRDI = Ministry of Regional Development and Infrastructure NCB = national competitive bidding NGOs = nongovernment organizations PAM = project administration manual QBS = quality-based selection QCBS = quality and cost based selection RF = resettlement framework RRP = report and recommendation of the President SBD = standard bidding documents SOE = statement of expenditure SPS = Safeguard Policy Statement SPRSS = summary poverty reduction and social strategy STP = sewage treatment plant TOR = terms of reference UWSCG = United Water Supply Company of Georgia LLC WSS = water supply and sanitation WEIGHTS AND MEASURES km – kilometer lpcd – liters per capita per day MLD – million liters per day Appendix 3 I. PROJECT DESCRIPTION 1. Improved urban WSS service is a key priority of the Government, as it is essential to improving the quality of life, attracting investment, and raising productivity and competitiveness. Recognizing the need to overcome current problems and constraints, the Government’s urban WSS sector development plan (SDP) for 2011–2020, approved on 31 January 2011, aims to ensure continuous and reliable water supply and safe sanitation services to all urban residents by 2020. The SDP’s policy and institutional reform framework has a strong focus on technical sustainability of WSS services, environmental and natural resource protection, public-private partnerships, tariff rationalization, prudent financial management, and improved sector regulation through an enabling legislative and regulatory frameworks for WSS services. 2. The SDP, which sets forth the road map and policy framework for the WSS sector, fits with ADB’s approach to the WSS sector development in Georgia. A framework financing agreement (FFA) for the multitranche financing facility (the Facility) MFF 0055: Georgia for the Urban Services Improvement Investment Program (the Investment Program) was signed between the Government of Georgia (the Government) and the Asian Development Bank (ADB) on 1 March 2011. Subsequently, on 30 March 2011, ADB's Board of Directors approved the Facility for financing the Investment Program in an amount of $500 million. The Investment Program’s executing agency is the Ministry of Regional development and Infrastructure (MRDI), and implementing agency is the United Water Supply Company of Georgia LLC (UWSCG). 3. Project 3 is designed in line with the policy and development objectives of the Investment Program and that of Projects 1 and 2, comprising of technical sustainability, environmental protection, and institutional and financial sustainability. Project 3 will improve the water supply and sanitation (WSS) services in Ureki town and augment water supply in Kutaisi town, which are covered by the Investment Program. A. Impact and Outcome 4. The impact of Project 3 will be the improved health of residents in the urban centers of Ureki and Kutaisi. The outcome will be the improved water supply and sanitation services in the urban centers of Ureki and improved water supply services in the urban centers of Kutaisi. B. Outputs 5. Project 3 includes the following outputs (i) construction of new water supply and sewerage system in Ureki 1, and improvement in water supply system through rehabilitation, replacement, and expansion of water supply in Kutaisi; (ii) strengthened institutional effectiveness by operationalization of geospatial WSS management system and enhancing management capacity of UWSCG. 1. Component 1: Infrastructure Improvement 6. Under the infrastructure improvement component, the water supply system in Kutaisi town will be augmented through construction of three reservoirs of approximately cumulative 12,000 cum capacity, two pumping stations, and corresponding water transmission mains of approximately 11 km, and distribution network of approximately 158 km. In addition, a new 1 Excluding water supply headwork, pumping station and transmission main, which is proposed to be financed under Projects 1 and 2 as explained above. 2 Appendix 3 water supply and sewerage system for Ureki town is proposed comprising of approximately 30 km of water distribution network, approximately 69 km of sewage collection system, and about 3.2 MLD capacity of sewage treatment plant. A sewer cleaning vehicle, and water quality testing laboratory equipment are proposed to be procured under the project. Project 3 will benefit approximately 21,150 households by the end of the project period. 2. Component 2: Institutional Effectiveness 7. The second component will include (i) GIS mapping of water and sewerage network in about 25 towns, (ii) human resource development through WSS management program in Georgian universities, (iii) Creation of sex-disaggregated consumer database to develop targeted marketing campaigns, and (iv) establishing customer care units in the service centers, which are staffed by at least 30% women that informs, educates, and communicates on water, hygiene, and sanitation, (v) engagement of consultants to support IPMO, and (vi) capacity development and training support to staff including IPMO consultants. Appendix 3 3 II. IMPLEMENTATION PLANS A. Project Readiness Activities Who is Indicative Activities 2013 2014 responsible Sep Oct Nov Dec Jan Feb Mar Apr Advance contracting actions UWSCG Retroactive financing actions UWSCG ADB Management approval ADB Tranche 3 loan signing MRDI and ADB Government legal opinion Ministry of provided Justice Government budget inclusion MRDI Tranche 3 loan effectiveness MRDI ADB = Asian Development Bank, MRDI
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