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People's Republic of Bangladesh: Railway Rolling Stock Project

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People's Republic of Bangladesh: Railway Rolling Stock Project Railway Rolling Stock Project (RRP BAN 49094) Project Administration Manual Project Number: 49094-001 Loan Number: {LXXXX} September 2015 People’s Republic of Bangladesh: Railway Rolling Stock Project Contents I. PROJECT DESCRIPTION 1 II. IMPLEMENTATION PLANS 2 A. Project Readiness Activities 2 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 7 A. Cost estimate by Expenditure Category and by Financier 8 B. Cost estimate for goods and services including tax 8 C. Cost estimate by Expenditure Category and Year 9 D. S-Curve 9 E. Allocation and Withdrawal of Loan Proceeds 10 F. Fund Flow Diagram 10 V. FINANCIAL MANAGEMENT 11 A. Financial Management Assessment 11 B. Disbursement 12 C. Accounting 13 D. Auditing 13 VI. PROCUREMENT 14 A. Advance Contracting 14 B. Procurement of Goods 14 C. Procurement Plan 14 VII. SAFEGUARDS 14 VIII. GENDER AND SOCIAL DIMENSIONS 15 IX. PERFORMANCE MONITORING, EVALUATION, REPORTING AND COMMUNICATION 15 A. Project Design and Monitoring Framework 15 B. Monitoring 15 C. Evaluation 16 D. Reporting 16 E. Stakeholder Communication Strategy 16 X. ANTICORRUPTION POLICY 16 XI. ACCOUNTABILITY MECHANISM 17 XII. RECORD OF PAM CHANGES 17 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 of Bangladesh 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 Government and Bangladesh Railway 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 Government and Bangladesh Railway 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 approved the project, 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. Abbreviations ADB = Asian Development Bank ADF = Asian Development Fund AFS = audited financial statements BR = Bangladesh Railway CQS = consultant qualification selection DMF = design and monitoring framework EARF = environmental assessment and review framework EIA = environmental impact assessment EMP = environmental management plan ESMS = environmental and social management system GACAP = governance and anticorruption action plan GDP = gross domestic product ICB = international competitive bidding IEE = initial environmental examination IPP = indigenous people plan IPPF = indigenous people planning framework LAR = land acquisition and resettlement LIBOR = London interbank offered rate NCB = national competitive bidding NGOs = nongovernment organizations PAI = project administration instructions PAM = project administration manual PIU = project implementation unit QBS = quality based selection QCBS = quality- and cost based selection RRP = report and recommendation of the President to the Board SBD = standard bidding documents SGIA = second generation imprest accounts SOE = statement of expenditure SPS = Safeguard Policy Statement SPRSS = summary poverty reduction and social strategy TOR = terms of reference Railway Rolling Stock Project (RRP BAN 49094) I. PROJECT DESCRIPTION 1. Bangladesh Railway (BR) is a department under the Ministry of Railways that manages a rail network of 2,855 route-kilometers (km) and has 26,458 regular employees in June 2012. The network is divided into two zones: east and west, separated by the Jamuna River. In the West Zone, the rail network includes 660 km of broad gauge track, i.e., 1.676 meter wide track and 553 km of meter gauge, i.e., 1.0 meter wide track. The East Zone has 1,277 km of meter gauge track, and 365 km of dual gauge track (catering for both broad gauge and meter gauge trains). Jamuna Multipurpose Bridge, which is part of a dual gauge rail link, provides the only east-west rail link. 2. The proposed Railway Rolling Stock Project (the Project) will improve the railway transport capacity in Bangladesh on key corridors such as the Dhaka–Chittagong, Dhaka– Darsana–Khulna and Dhaka–Rajahi main lines by financing additional rolling stock, i.e. diesel locomotives, passenger carriages and related equipment. The additional rolling stock will be used to schedule additional trains on these key corridors, which will be possible once the new double-track infrastructure financed by ADB and JICA becomes progressively available for operation starting in 2015. The new additional rolling stock will enable Bangladesh Railway to satisfy steadily growing demand and increase its market share. 3. Impact and Outcome. The impact will be efficient and safe railway transport in Bangladesh, aligned with the Sixth Five-Year Plan (2011–2015).1 The outcome will be increased railway transport capacity in the main line network of Bangladesh Railway. 4. Outputs. The project has two outputs. Output 1 comprises the procurement and commissioning of new rolling stock consisting of approximately 264 passenger carriages and 10 diesel electric locomotives for Bangladesh Railway's meter gauge main line network. Output 2 comprises the procurement and commissioning of new equipment consisting of approximately four relief cranes, two train washing plants, and one simulator for loco-master training. 5. This project administration manual (this PAM) is prepared to provide reference for the Government and ADB to facilitate administration of this loan. It also lays down monitoring and control procedures which are to be used to ensure that the intended objectives are realized. 1 Government of Bangladesh, Ministry of Planning, Planning Commission. 2011. Sixth Five-Year Plan: 2011–2015. Dhaka. 1 II. IMPLEMENTATION PLANS A. Project Readiness Activities 6. Project Processing and DPP-approval Schedule. BR targets the following schedules for DPP (Development Project Proforma) preparation and approval: Table 1: Proposed Processing Schedule for DPP Milestones Expected Completion Date Finalizing DPP in BR, approval by MOR 30 April 2015 Submission to Planning Commission 1 May 2015 PEC Meeting June 2015 Approval by ECNEC July 2015 BR = Bangladesh Railway, DPP = Development Project Proforma, ECNEC = Executive Committee of the National Economic Council, MOR = Ministry of Railways, PEC = Project Evaluation Committee. Source: Bangladesh Railway estimates. 7. Based on the processing schedule for the DPP, the following processing schedule for the ADB-loan is proposed to ensure approval of the loan in September 2015: Table 2: Proposed Processing Schedule Milestones Expected Completion Date Fact-Finding Mission May 2015 Interdepartmental review and sector-focused review June 2015 Staff review meeting (SRM) June 2015 Loan negotiations July 2015 Board consideration September 2015 Loan Signing January 2016 Loan effectiveness April 2016 Loan closing June 2021 Source: Asian Development Bank estimates. 8. Bid documents. The bid documents will be prepared by BR based on the existing technical specifications and bid documents for the procurement of Passenger Carriages used under tranche 3 of the Railway Sector Investment Program MFF. Table 3: Proposed Procurement Schedule Milestones Expected Completion Date Completion Draft Bid Document 30 June 2015 ADB review and comments 31 July 2015 Revision of Bid Documents (BR) 15 August 2015 Approval of Bid Documents (ADB) 15 September 2015 Bidding 15 September to 31 October 2015 Technical Evaluation (BR, TEC, TSC) November 2015- January 2016 ADB Review of Technical Bid Evaluation Report February 2016 Financial Bid Evaluation (BR) March 2016 ADB Review of Financial Bid Evaluation Report April 2015 Approval of Contract (CCGP) May 2016 Award of Contract June 2016 Signing of Contract July 2016 Source: Asian Development Bank estimates. 2 B. Overall Project Implementation Plan 2015 2016 2017 2018 2019 2020 Item J F MAM J J A SO ND J F MAM J J A SO ND J F MAM J J A SO ND J F MAM J J A SO ND J F MAM J J A SO ND J F MAM J J A SO ND A. Loan Processing Loan Processing and Approval by ADB Loan Effectiveness B. Procurement of 214 Meter Gauge Passenger Carriages 1. Preparation of Bid Documents 2. Procurement Process 3. Manufacturing, delivery, commission C. Procurement of 50 Broad Gauge Passenger Carriagess 1. Preparation of Bid Documents 2. Procurement Process 3. Manufacturing, delivery, commission D. Procurement of 10 Diesel Locomotives 1. Preparation of Bid Documents 2. Procurement Process 3. Manufacturing, delivery, commission E. Procurement of 4 relief cranes 1. Preparation of Bid Documents 2. Procurement Process 3. Manufacturing, delivery, commission
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