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Download 3.09 MB Second Integrated Road Investment Program Tranche 3 (PFRR SRI 50301-004) Facility Administration Manual Project Numbers: 50301-002/003/004 MFF Number: 0102 Loan Numbers: 3579/3580/3851/xxxx April 2021 Democratic Socialist Republic of Sri Lanka: Second Integrated Road Investment Program ABBREVIATIONS ADB – Asian Development Bank COVID-19 – coronavirus disease CRC – conventional road contract DMF – design and monitoring framework EARF – environmental assessment and review framework EMP – environmental management plan ESDD – Environment and Social Development Division EWCD – elderly, women, children, and disabled FIDIC – International Federation of Consulting Engineers GAP – gender action plan ICB – international competitive bidding IEE – initial environmental examination IPP – indigenous peoples plan IPPF – indigenous peoples planning framework iRoad 2 – Second Integrated Road Investment Program LKR – Sri Lanka rupee MFF – multitranche financing facility MOHW – Ministry of Highways NCB – national competitive bidding PBM – performance-based maintenance PIC – project implementation consultant PIU – project implementation unit PMU – project management unit PPMS – project performance management system RDA – Road Development Authority RRP – report and recommendation of the President SLRs – Sri Lanka rupees CONTENTS I. PROJECT DESCRIPTION 1 II. IMPLEMENTATION PLANS 1 A. Project Readiness Activities 1 B. Overall Project Implementation Plan 3 III. PROJECT MANAGEMENT ARRANGEMENTS 4 A. Project Implementation Organizations: Roles and Responsibilities 4 B. Key Persons Involved in Implementation 5 C. Project Organization Structure 6 IV. COSTS AND FINANCING 12 A. Cost Estimates Preparation and Revisions 13 B. Key Assumptions 14 C. Detailed Cost Estimates by Expenditure Category and Financier – Facility 14 D. Allocation and Withdrawal of Loan Proceeds for Tranches 1, 2, and 3 18 E. Detailed Cost Estimates by Year 20 F. Contract and Disbursement S-Curve 21 G. Fund Flow Diagram 25 V. FINANCIAL MANAGEMENT 26 A. Financial Management Assessment 26 B. Disbursement 28 C. Accounting 29 D. Auditing and Public Disclosure 29 VI. PROCUREMENT AND CONSULTING SERVICES 31 A. Advance Contracting and Retroactive Financing 31 B. Procurement of Goods, Works, and Consulting Services 31 C. Procurement Plan 31 D. Consultants’ Terms of Reference 32 VII. SAFEGUARDS 32 A. Environment 32 B. Involuntary Resettlement 33 C. Indigenous Peoples 34 D. Grievance Redress Mechanism 34 E. Prohibited Investment Activities 35 VIII. GENDER AND SOCIAL DIMENSIONS 35 A. Gender and Development 35 B. HIV/AIDS 37 C. Health 37 D. Labor 37 IX. PERFOMANCE MONITORING, EVALUATION, REPORTING AND COMMUNICATION 37 A. Project Design and Monitoring Framework 37 B. Monitoring 37 C. Evaluation 39 D. Reporting 39 E. Stakeholder Communication Strategy 40 X. ANTICORRUPTION POLICY 40 XI. ACCOUNTABILITY MECHANISM 41 XII. RECORD OF CHANGES TO THE FACILITY ADMINISTRATION MANUAL 41 APPENDIXES A. LIST OF PROJECTS 43 B. LIST OF EQUIPMENT TO BE PROCURED UNDER THE MFF 90 C. DESIGN AND MONITORING FRAMEWORK OF THE MFF 94 D. PROCUREMENT PLAN 99 E. TERMS OF REFERENCE FOR EASTERN PROVINCE 114 F. TERMS OF REFERENCE FOR NORTHERN PROVINCE 130 G. TERMS OF REFERENCE FOR UVA PROVINCE 146 H. TERMS OF REFERENCE FOR WESTERN PROVINCE 162 I. ENHANCEMENT OF RESEARCH AND DEVELOPMENT DIVISION 178 J. MECHANISTIC–EMPIRICAL PAVEMENT DESIGN CONSULTANTS 180 K. OUTLINE TERMS OF REFERENCE FOR INDIVIDUAL CONSULTANTS (ADVISORY SERVICE) 182 L. GENDER ACTION PLAN PROGRESS UPDATE FORMAT 186 M. QUARTERLY MONITORING REPORT TEMPLATE 191 Facility Administration Manual Purpose and Process 1. The facility administration manual (FAM) describes the essential administrative and management requirements to implement the project on time, within budget, and in accordance with the policies and procedures of the Government of the Democratic Socialist Republic of Sri Lanka and the Asian Development Bank (ADB). The FAM should include references to all available templates and instructions either through linkages to relevant URLs or directly incorporated in the FAM. 2. The Ministry of Highways (MOHW) and the Road Development Authority (RDA) are wholly responsible for the implementation of ADB-financed projects, as agreed jointly between the borrower and ADB, and in accordance with the policies and procedures of the government and ADB. ADB staff is responsible for supporting implementation including compliance by the MOHW and the RDA of their obligations and responsibilities for project implementation in accordance with ADB’s policies and procedures. 3. At loan negotiations, the borrower and ADB shall agree to the FAM 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 FAM and the loan agreement, the provisions of the loan agreement shall prevail. 4. 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 FAM. 5. I. PROJECT DESCRIPTION The Second Integrated Road Investment Program for the Democratic Socialist Republic of Sri Lanka will improve the accessibility of the road network in rural areas and thereby increase the involvement of the rural population in nationwide economic and social development. The program, also called iRoad 2, will (i) upgrade and maintain about 3,400 kilometers (km) of rural access roads to all-weather standard; (ii) rehabilitate and maintain in good condition about 340 km of national roads in Eastern, Northern, Uva, and Western provinces; and (iii) improve the capacity of road agencies with respect to safeguards, road safety, road maintenance, research capacity, and road design and construction. Impact and outcome. The impact of the investment program will be improved connectivity between rural communities and socioeconomic centers in Sri Lanka to align with the government strategy. The outcome will be increased transport efficiency on project roads. Outputs. The outputs of the proposed time-slice multitranche financing facility (MFF) will be (i) improved road conditions of about 3,400 km rural roads and 340 km national roads between the selected rural communities and socioeconomic centers, and (ii) enhanced capacity of road agencies. A list of project roads under the MFF is in Appendix A. A list of equipment for research capacity enhancement is in Appendix B. II. IMPLEMENTATION PLANS A. Project Readiness Activities Table 1: Project Readiness Activities Month Loan Processing Project Implementation Year ADB Actions Government Actions ADB Actions Government Actions Apr Cabinet approved the Review bid Finalization of bid 2017 project in January documents documents and 2017 safeguard documents May Fact-finding mission Finalize shortlist and 2017 RFP for consultants and Submission 1 Jun Aide Memoire Review and Advertise bidding 2017 endorsed approval of Submission 1 for consulting packages Jul Management review FFA signing Technical proposal 2017 meeting PFR 1 submitted opening, for consulting contracts Loan negotiations Bid opening and start technical bid evaluation Submit technical bid evaluation to ADB Aug Review and Financial proposal 2017 approval of opening, preparation of Submission 2 for Submission 3 for consulting contracts consulting contracts Review and Financial bid opening approval of technical and evaluation bid evaluation 2 Month Loan Processing Project Implementation Year ADB Actions Government Actions ADB Actions Government Actions Sep Loan approval Review and Preparation of 2017 approval of Submission 4 for Submission 3 for consulting contracts consulting contracts Review and approval of financial bid evaluation Oct Loan signing Review and 2017 approval of Submission 4 for consulting contracts Nov Contract award 2017 (Works contract) Contract award (Consulting contracts) Dec Loan effectiveness 2017 ADB = Asian Development Bank, FFA = framework financing agreement, PFR = periodic financing request, RFP = request for proposal. Source: Asian Development Bank. 3 B. Overall Project Implementation Plan Table 2: Project Implementation Plan EP = Eastern Province, M-E = mechanistic-empirical, NP = Northern Province, PBM = performance-based maintenance, PIC = project implementation consultant, UP = Uva Province, WP = Western Province. Source: Asian Development Bank. 4 III. PROJECT MANAGEMENT ARRANGEMENTS A. Project Implementation Organizations: Roles and Responsibilities Table 3: Project Implementation Organizations Project Stakeholders Management Roles and Responsibilities Executing agency Ministry of Highways (MOHW) • Overall coordination of project implementation • Interagency coordination Implementing agency Road Development Authority (RDA) • Day-to-day project and safeguards management • Consultant recruitment and procurement of works • Preparation and submission of withdrawal applications • Preparation of project progress reports and safeguard monitoring reports • Maintaining project accounts and complete loan financial records National steering committee • Overseeing and monitoring of project Chairperson: Secretary of MOHW implementation as well as the adequacy of overall Members: project funding • Chief secretaries of the provinces under the • Holding meetings as required, at least quarterly,
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