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Project Readiness Financing Project Administration Manual ... Project Administration Manual for Project Readiness Financing: Purpose and Process The project administration manual (PAM)

Feb 28, 2021

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  • Appendix 3

    Project Readiness Financing Project Administration Manual

    Project Number: 53189-001 Loan Number: {PRFXXXX} November 2020

    India: Himachal Pradesh Subtropical Horticulture, Irrigation, and Value Addition Readiness Project

  • CONTENTS

    I. IMPLEMENTATION PLAN 5

    A. Overall Project Readiness Financing Project Implementation Plan 5

    II. PROJECT MANAGEMENT ARRANGEMENTS 8

    A. Project Implementation Organizations: Roles and Responsibilities 8 B. Key Persons Involved in Implementation 11

    III. COSTS AND FINANCING 12

    A. Key Assumptions 13 B. Allocation and Withdrawal of Loan Proceeds 13 C. Detailed Cost Estimates by Expenditure Category and Financier 14 D. Detailed Cost Estimates by Year 15 E. Contract and Disbursement S-Curve 16

    IV. FINANCIAL MANAGEMENT 17

    A. Financial Management Assessment 17 B. Disbursement 19 C. Accounting 21 D. Auditing and Public Disclosure 23

    V. PROCUREMENT AND CONSULTING SERVICES 25

    A. Advance Contracting and Retroactive Financing 25 B. Procurement of Consulting Services 27 C. Procurement of Goods and Civil Works 27 D. Procurement Plan 27 E. Consultant’s Terms of Reference. 28

    VI. SAFEGUARDS 28

    A. Environmental Safeguards 28 B. Social Safeguards 29 C. Gender 32 D. Grievance Redress Mechanism 33

    VII. PERFORMANCE MONITORING, EVALUATION, REPORTING, AND COMMUNICATION 33

    A. Monitoring and Evaluation 33 B. Reporting 34

    VIII. ANTICORRUPTION POLICY 34

    IX. ACCOUNTABILITY MECHANISM 35

    X. RECORD OF CHANGES TO THE PROJECT ADMINISTRATION MANUAL 35

    LIST OF ATTACHMENTS Attachment A. Terms of Reference for Consulting Services Attachment B. Procurement Plan Attachment C. Quarterly Progress Report Template Attachment D. Standard Terms of Reference for the Audit of ADB-assisted Projects Attachment E. Detailed Grievance Redress Mechanism Attachment F. Environment Protection Guidelines Attachment G. Sample Memorandum of Understanding for Donation of Farmers’ Land under the PRF Attachment H. Involuntary Resettlement Impact Categorization Checklist

  • Project Administration Manual for Project Readiness Financing: Purpose and Process

    The project administration manual (PAM) for project readiness financing (PRF) is an abridged version of the regular PAM of the Asian Development Bank (ADB) and describes the essential administrative and management requirements to implement PRF following the policies and procedures of the government and ADB. The PAM should include references to all available templates and instructions either by linking to relevant URLs or directly incorporating them in the PAM. The Department of Horticulture (DOH, executing and implementing agency), and the Department of Irrigation and Public Health (DIPH, implementing agency), are wholly responsible for the implementation of ADB-financed PRF projects, as agreed between the borrower and ADB, and following the policies and procedures of the government and ADB. ADB staff are responsible for supporting implementation, including compliance by DOH and DIPH of their obligations and responsibilities for PRF project implementation following ADB’s policies and procedures. In the event of any discrepancy or contradiction between the PAM and the loan agreement, the provisions of the PRF loan agreement will prevail. After ADB’s approval of the PRF proposal, 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 this PAM.

  • ABBREVIATIONS

    ADB Asian Development Bank CAG Comptroller and Auditor General CDR climate and disaster risk CHPMA Community Horticulture Production and Marketing

    Associations DOF Department of Finance DIPH Department of Irrigation and Public Health DoH Department of Horticulture DOP Department of Planning EA Executing Agency EARF environmental assessment and review framework EC Executive Committee ECOP Environmental Codes of Practice EMP Environmental Management Plan FMA financial management assessment GC Governing Council GoHP Government of Himachal Pradesh GRM Grievance redress mechanism HP Himachal Pradesh HPSHIVA Himachal Pradesh Subtropical Horticulture, Irrigation

    and Value Addition IA implementing agency IP Indigenous People M&E monitoring and evaluation MIS Management Information System O&M operations and maintenance PAM project administration manual PCR project completion review PMU project management unit PY project year PRF Project Readiness Financing Report QCBS Quality and Cost Based Selection RFQ request for quotation SOE statement of expenditures SPS Safeguard Policy Statement

  • 5

    I. IMPLEMENTATION PLAN

    A. Overall Project Readiness Financing Project Implementation Plan

    Table 1: PRF Implementation Plan

    Project year 2020

    (retroactive financing) 2021 2022 Activities Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4

    Implementation Output 1: Irrigation infrastructure and water management systems established (by DIPH) Activity 1.1: Rehabilitate or establish 16 irrigations schemes (DIPH’s pilot activities)a

    1.1.1. Irrigation infrastructure construction designs prepared/due diligence

    1.1.2. Irrigation infrastructure construction contract(s) tendered

    1.1.3. Irrigation infrastructure construction supervision contract awarded

    1.1.4. Irrigation infrastructure construction Activity 1.2: Develop Farmer Water User Association (WUA) and operationalize WUA-based water management

    1.2.1. WUA service provider selected 1.2.2. WUA manual prepared 1.2.3: WUA development facilitated at the site level 1.2.4. Draft WUA Act finalized 1.2.5. WUAs trained in irrigation system management and raised awareness on WUA Act and manual

    1.2.6. Study tour on the WUA (delayed to 2021/22 due to the COVID-19) for DIPH and WUA members

    1.2.7. Water use monitoring system established 1.2.8. Irrigation water distribution managed by WUAs

    Output 2. Subtropical horticulture production technology and marketing systems demonstrated (by DOH) Activity 2.1. Establish 17 irrigated subtropical horticulture production areas (DOH’s pilot activities)

    2.1.1. Prepare land for 17 subtropical plots 2.1.2. Guava, Litchi, Citrus and Pomegranate plants established in the plots

    2.1.3. Subtropical crop inputs supplied 2.1.4. Fencing of 17 plots established

    Activity 2.2. Establish community horticulture production and marketing associations (CHPMAs) 2.2.1. CHPMAs established by 600 participating male and female farmers

    2.2.2. Training of CHPMA on marketing and value chain infrastructure

    2.2.3. Facilitation of CHPMA meetings with private sector market representatives

    2.2.4. CHPMA subtropical horticulture investment plans prepared (to be implemented under the ensuing loan)

    Output 3. Enabling environment, tools and capacity for promoting intensive irrigated subtropical horticulture provided (by DOH and DIPH) Activity 3.1: HP Horticulture Sector Development Strategy and Investment Plan (HSDIP) 2023-2030 (by DOH)

    3.1.1. Consulting firm contracted 3.1.2. Consultation workshops/meetings 3.1.3. Strategy and Investment Plan drafted

    Activity 3.2. DOH capacity building for horticulture sector management (by DOH) 3.2.1. Subtropical horticulture production specialist recruited

    3.2.2. DOH training plans developed by DOH and updated with the support of a consultant (of 3.2.1)

    3.2.3. International horticulture value chain and high- density production study tours (delayed due to the COVID-19)

    3.2.4. National horticulture production study tour (delayed due to the COVID-19)

  • 6

    Project year 2020

    (retroactive financing) 2021 2022 Activities Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4 Q1 Q2 Q3 Q4

    3.2.5. Nursery technical development firm contracted (pending activity depending on the project savings)

    3.2.6. Nursery technical development supported (pending activity depending on the project savings)

    Activity 3.3: Farmer capacity building for climate resilient horticulture practice (by DOH) 3.3.1. Consultant recruitment and university engagement finalized to prepare PoPs

    3.3.1. PoPs for key subtropical horticulture crops (linked to 3.2.1 and 3.2.2)

    3.3.2. CHDMA + DOH staff training of PoPs 3.3.3. PoPs revised based on the PRF implementation experience

    Activity 3.4: DIPH capacity building for WUA-based water use management (by DIPH) 3.4.1 Consulting firm contracted (on climate resilient irrigation, hydrology and natural resource management)

    3.4.2. DIPH staff training plan/materials developed by consultants and DIPH specialists

    3.4.3. DIPH national irrigation innovation study tour (delayed due to the COVID-19)

    3.4.4. DIPH trainings Activity 3.5: Scientific horticulture monitoring (by DOH and DIPH)

    3.5.1. Contracting scientific studies of horticulture cropsb

    3.5.2. Contracting scientific studies of irrigation systems

    3.5.3. PRF monitoringc Output 4. Ensuing investment