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NRES Annual Performance Report #1 7May18.Docx NEPAL RECONSTRUCTION ENGINEERING SERVICES Annual Performance Report No. 01 Year 1, April 2017 – March 2018 May 7, 2018 This document was produced for review by the United States Agency for International Development. It was prepared by CDM International Inc. 1 | MONTHLY PROGRESS REPORT USAID.GOV NEPAL RECONSTRUCTION ENGINEERING SERVICES Annual Performance Report No. 01 Year 1, April 2017 – March 2018 Submitted by: Tarek Selim/COP CDM International Inc. 150 Sai Marg KMC Ward No. 3, Bansbari Kathmandu, Nepal 44600 Tel: +977-4372447 Email: [email protected] Submitted to: Muhammad Khan, Deputy Director DR4/TO COR USAID Nepal US Embassy, Maharajgunj Kathmandu, Nepal USAID Program Name: Nepal Reconstruction Engineering Services Project USAID Contract No.: AID-OAA-I-15-00047 USAID Task Order No.: AID-367-TO-17-00001 Report Date: May 7, 2018 This document is made possible by the generous support of the American people through the United States Agency for International Development (USAID). The contents of this document do not necessarily reflect the views of USAID or the United States Government. In Nepali USAID.GOV ANNUAL PERFORMANCE REPORT - YEAR I | 1 CONTENTS ACRONYMS 4 1. BACKGROUND AND REPORT PURPOSE 6 1.1 PURPOSE OF DOCUMENT 6 1.2 DOCUMENT ORGANIZATION 6 2 PROJECT INITIATION AND MANAGEMENT 7 2.1 MOBILIZATION AND ESTABLISHMENT OF OPERATIONS IN NEPAL 7 2.2 STAKEHOLDER ENGAGEMENT 9 2.3 NRES TEAM SUBCONTRACTORS 9 2.4 NRES CORE TEAM AND ORGANIZATION 10 2.5 SHORT TERM TECHNICAL SPECIALISTS 12 2.6 KEY PERSONNEL CHANGES DURING YEAR 1 12 2.7 OTHER CHANGES DURING YEAR 1 12 2.8 PROJECT SCHEDULE AND DELIVERABLES 12 3 KATHMANDU VALLEY / FAST-TRACK TASK ORDER 13 3.1 PRELIMINARY RAPID ANALYSIS 13 3.2 RAPID FIELD ASSESSMENTS 13 3.3 PROJECT PRIORITIZATION AND SELECTION PROCESS 14 3.4 ACTIVITIES WITH THE SELECTED FACILITIES IN THE KATHMANDU VALLEY 15 3.5 SUBCONTRACTOR MOBILIZATION 15 3.6 COMMUNITY ENGAGEMENT 16 3.7 PREDESIGN PLANNING, PREPARATION AND STUDIES 18 3.8 DESIGN PROCESS AND ACTIVITIES 19 3.9 ENVIRONMENTAL REVIEWS AND PLANNING 20 3.10 611(E) ANALYSIS AND REPORTING 21 3.11 PROCUREMENT/TENDERING SUPPORT 21 4 SELECTION OF FOLLOW-ON DISTRICTS 23 4.1 ASSESSMENT GUIDELINES 23 4.2 DISTRICT RANKING 24 5 ACTIVITIES IN SINDHULI AND MAKAWANPUR DISTRICTS 26 5.1 FACILITIES SELECTION 26 5.2 SUBCONTRACTOR MOBILIZATION 30 5.3 COMMUNITY ENGAGEMENT 30 5.4 PREDESIGN PLANNING, PREPARATION AND STUDIES 31 5.5 DESIGN PROCESS AND ACTIVITIES 32 5.6 ENVIRONMENTAL REVIEWS AND PLANNING 32 5.7 611(E) ANALYSIS AND REPORTING 32 6 GRANTS UNDER CONTRACT 33 7 SUPPORT TO GOVERNMENT OF NEPAL 34 8 MONITORING, EVALUATION AND LEARNING 35 9 COMMUNICATION 36 10 EXPENDITURES DURING THE YEAR [Financial report deleted from posted version] 37 2 | ANNUAL PERFORMANCE REPORT – YEAR I USAID.GOV APPENDIX A STAKEHOLDER TABLE APPENDIX B NRES TEAM APPENDIX C SHORT TERM TECHNICAL SPECIALISTS APPENDIX D PROJECT SCHEDULE APPENDIX E DELIVERABLE TRACKER USAID.GOV ANNUAL PERFORMANCE REPORT - YEAR I | 3 ACRONYMS A&E Architect-Engineers AMP Aid Management Platform A-Not A Not Architects CCDN Center for Community Development Nepal CDM Smith CDM International Inc. CEP Community Engagement Plan CFR code of federal regulations CLPIU Central Level Project Implementation Unit CLS Community Liaison Specialist CO Contracting Officer Coffman Coffman Engineers COP Chief of Party COR Contracting Officer’s Representative CoRD Center of Resilient Development CPFF cost plus fixed fee Createers Innovative CreAteers (P) Ltd. DCOP Deputy Chief of Party DDR Design Development Report DLPIU District Level Project Implementation Unit DOC Development Outreach and Communication DOE Department of Education DOHS Department of Health Services DR4 Disaster Risk Reduction, Reconstruction, and Resilience EMMP Environmental Mitigation and Monitoring Plan ERF Environmental Review Form F&A finance and accounting FFP firm fixed price GESI Gender Equality and Social Inclusion GESICIG GESI concerned interest group GIS geographic information system GON Government of Nepal GUC Grants Under Contract HFOMC Health Facility Operation and Management Committee HO home office HP Health Post H&S health and safety IDIQ Indefinite Delivery, Indefinite Quantity IEE Initial Environmental Examination IFB invitation for bid M&E monitoring and evaluation MEL Monitoring, Evaluation and Learning MOE Ministry of Education MOF Ministry of Finance MOH Ministry of Health MRB MRB Associates MVL Macro Vantage Levant NBC Nepali National Building Code NCRP Nepal Community Reconstruction Program NGO non-governmental organization 4 | ANNUAL PERFORMANCE REPORT – YEAR I USAID.GOV NRA National Reconstruction Authority NRES Nepal Reconstruction Engineering Services O&M operation and maintenance PERSUAP Pesticide Evaluation Report and Safe Use Action Plan PHCC Primary Health Care Center PPICD Policy, Planning and International Cooperation Division PQM Project Quality Management Q&A questions and answers QA quality assurance QMP Quality Management Plan RHF Resource Himalayas Foundation ROM rough order of magnitude RRL Reconstruction and Rehabilitation and Livelihoods SILT SILT Consultants SM social mobilizer SMC School Management Committee SOP standard operating procedure SUV sport-utility vehicle TDY temporary duty TLC temporary learning center TRC Technical Review Committee US United States USAID United States Agency for International Development USAID.GOV ANNUAL PERFORMANCE REPORT - YEAR I | 5 1. BACKGROUND AND REPORT PURPOSE This First Annual Performance Report was prepared by CDM International Inc. (CDM Smith) under the United States Agency for International Development (USAID) Architect-Engineers (A&E) Services II Indefinite Delivery, Indefinite Quantity (IDIQ) Contract AID-OAA-I-15-00047 Task Order AID-367-TO-17-00001 titled Nepal Reconstruction Engineering Services (NRES) Project The NRES Project aims to support USAID in its efforts to “build back safer” health and educational facilities in Nepal after the devastating earthquake of April 2015. To accomplish this objective, the project will be implemented through the identification, design, procurement support, and construction supervision of several USAID Nepal Community Reconstruction Program (NCRP) task orders throughout the life of the contract. Each NCRP task order will encompass several education and/or health facilities to be reconstructed, following a prioritization process and USAID’s approval of prioritized districts. USAID executed the NRES contract with CDM Smith on April 24, 2017. 1.1 PURPOSE OF DOCUMENT As per Contract Clause F.5.1 and F.5.3 Task Order Required Reports, CDM Smith is required to prepare and submit an Annual Performance Report at the end of each project year. The purpose of this First Annual Performance Report is to document CDM Smith’s performance during the first year of the project, from inception (April 24, 2017) through March 31, 2018. 1.2 DOCUMENT ORGANIZATION As a convenience, and for ease of reference, the activities undertaken during the first year are presented in this document following the general outline utilized for the NRES Project’s First Annual Workplan dated November 21, 2017; the specific sections in this document are as follows: Project Initiation and Management Fast Track Prioritization for First Task Order (Kathmandu Valley) – Design Approach – Social/Community Liaison – Environmental Management – Procurement Support Selection of Follow-On Districts Activities in Sindhuli and Makawanpur – Design approach – Social/Community Liaison – Environmental Management Grant Under Contract (GUCs) Support to Government of Nepal (GON) Monitoring, Evaluation and Learning (MEL) Communication Expenditures During the Year Throughout these sections, the report will highlight the achievements and deliverables and will provide explanations for any deviations from the activities in the First Annual Work Plan. 6 | ANNUAL PERFORMANCE REPORT – YEAR I USAID.GOV 2 PROJECT INITIATION AND MANAGEMENT This section provides an overview of CDM Smith’s initial mobilization activities, stakeholder engagement, NRES Team and organizational structure, schedule and deliverables. 2.1 MOBILIZATION AND ESTABLISHMENT OF OPERATIONS IN NEPAL USAID executed the NRES contract with CDM Smith on April 24, 2017. On May 1, 2017, the overall contract and deliverables were reviewed in a startup call conducted by the USAID Contracting Officer (CO) and USAID Contracting Officer’s Representative (COR) in Kathmandu. It was confirmed that “in-country” activities would commence in Kathmandu on May 8, 2017. During the startup call, the COR informed CDM Smith that the initial NCRP Task Order would focus on the reconstruction of up to five (three were ultimately selected) schools within an hour’s driving distance of Kathmandu. USAID was targeting the completion of designs for the three schools in preparation for bidding by the end of the 2017. The COR conducted another conference call on May 4, 2017 with several representatives from USAID/Nepal to familiarize the NRES Team with various groups within USAID (e.g., Office of Controller, Disaster Risk Reduction, Reconstruction, and Resilience [DR4] Office, etc.) that they would interact with during implementation. These early interactions and planning meetings with USAID fed into the NRES Project’s First Annual Work Plan, and also initiated the NRES Project Stakeholder Engagement, see Section 2.2. CDM Smith mobilized the core team to Kathmandu and commenced operations in a temporary office facility on May 8, 2017. The mobilized core team members consisted
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