World Bank Document · 2016-07-15 · " Managed by the NERC under the Ministry of Finance and Economic (MoFED), Ministry of Health and Sanitation (MoHS) Development Organization (WHO)

The World Bank 1818 H Street N.W (202) 473-1000

INTERNATIONAL BANK FOR RECONSTRUCTION AND DEVELOPMENT Washington, D.C. 20433 Cable Address: INTEAFRADINTERNATIONAL DEVELOPMENT ASSOCIATION

U.S A Cable Address. INDEVAS

10 ,Vou ,2014Honorable Dr. Kaifala MarahMinister of Finance & Economic DevelopmentMinistry of Finance & Economic DevelopmentMinisterial BuildingGeorge StreetFreetownSierra Leone

Re: Republic of Sierra LeoneIDA Financing D007-SL

(Additional Fin-.ncing for Ebola Emergency Response Project)Additional Instructions: DisbursementExcellency:

I refer to the Financing Agrement between the Republic of Sierra Leone (the "Recipient") andthe International Development Association (the "Association") for the above-referenced project, of evendate herewith The Agreement provides that the Association may issue additional instructions regardingthe withdrawal of the proceeds of finncing D007-SL ("Financing"). This letter ("Disbursement Letter"),as revised from time to time, constitul es the additional instructions.

The attached World Bank Disbursement Guidelines for Projects, dated May 1, 2006,("Disbursement Guidelines") (Attacht -ent 1), are an integral part of the Disbursement Letter. The mannerin which the provisions in the Distursement Guidelines apply to the Financing is specified below.Sections and subsections in parenth.eses below refer to the relevant sections and subsections in theDisbursement Guidelines and, unless therwise defined in this letter, the capitalized terms used have themeanings ascribed to them in the Disb irsement Guidelines.

I. Disbursement Arrangements

(i) Disbursement Methods (section 2). The following Disbursement Methods may be used under theFinancing:

* Reimbursement* Advance* Direct Payment* Special Commitment* Advance to Approved UN Bfink Account using the Blanket Commitment form

(ii) Disbursement Deadline Date (subs oction 3.7). The Disbursement Deadline Date is 4 months after theClosing Date specified in the Financi:ig Agreement. Any changes to this date will be notified by theAssociation.

(iii) Disbursement Conditions (subsetion 3.8). Please refer to the Disbursement Condition(s) in theFinancing Agreement.

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II. Withdrawal of Credit Proceed!

(i) Authorized Signatures (subsecaion 3.1). A letter in the Form attached (Attachment 2) should befurnished to the Association at t6e address indicated below providing the name(s) and specimensignature(s) of the official(s) authori Eed to sign Applications:

The World 3ankLoan Depariment13th Floor, Delta CenterMenengai Road, Upper HillP.O. Box 30577-00100Nairobi Kenya -Tel +254 20 2936 000

(ii) Applications (subsections 3.2 - 3.3). Please provide completed and signed applications forwithdrawal, together with supporting documents to the address indicated below:

The World FlankLoan Department13th Floor, Delta CenterMenengai Road, Upper HillP.O. Box 30:77-00100Nairobi Ken a, Tel +254 20 2936 000

(iii) Electronic Delivery (subsection 3.4). The Association may permit the Recipient to electronicallydeliver to the Association Applications (with supporting documents) through the Association's ClientConnection, web-based portal. The option to deliver Applications to the Association by electronic meansmay be effected if: (a) the Recipient lias designated in writing, pursuant to the terms of subparagraph (i)of this Section, its officials who are authorized to sign and deliver Applications and to receive secureidentification credentials ("SIDC") from the Association for the purpose of delivering such Applicationsby electronic means; and (b) all suc officials designated by the Recipient have registered as users ofClient Connection. If the Association tgrees, the Association will provide the Recipient with SIDC for thedesignated officials. Following which. the designated officials may deliver Applications electronically bycompleting Form 2380, which is accessible through Client Connection(https://clientconnection .worldbank.or). The Recipient may continue to exercise the option of preparingand delivering Applications in paper form. The Association reserves the right and may, in its solediscretion, temporarily or permanently disallow the electronic delivery of Applications by the Recipient.(iv) Terms and Conditions of Use ofSIDC to Process Applications. By designating officials to use SDICand by choosing to deliver the Applications electronically, the Recipient confirms through the authorizedsignatory letter its agreement to: (a) a)ide by the Terms and Conditions of Use of Secure IdentificationCredentials in connection with Use of Electronic Means to Process Applications and SupportingDocumentation ("Terms and Conditions of Use of SIDC") provided in Attachment [3]; and (b) to causesuch official to abide by those terms and conditions.

(v) Minimum Value of Applications (subsection 3.5). The Minimum Value of Applications shall be$250,000

(vi) Advances (sections 5 and 6).

Type ofDesignated Accounts (subsection 5.3): Segregated

" Managed by the NERC under the Ministry of Finance and Economic Development(MoFED), Ministry of Health and Sanitation (MoHS) and World HealthOrganization (WHO) to be used for all Categories pursuant to section IV.A.2 ofSchedule 2 of the Financing Agreement excluding Un Advances made undercontracts with Ur Agencies.

o Advances made to any UN Agencies by the Association pursuant to Category Isection IV.A.2 of Schedule 2 of the Financing Agreement will be deposited into anofficial UN Ban.( Account, using the Blanket Commitment form, in accordance withthe provisions o2 the Financial Regulations of the related UN Agency, as revised tothe date of this A greement.

o Currency ofDesignated Accounts (subsection 5.4): US Dollaro Financial Institution at which the Designated Account Will Be Opened(subsection 5.5).

o Sierra Leone Commercial Bank

* Ceilings (subsection 6.1):

o For all categorie:i pursuant to section IV.A.2 of Schedule 2 of the FinancingAgreement exchiding Un Advances made under contracts with Un Agencies., theceiling will be flexible. Advances will be provided to the Designated Account,based on a forecast of expenditures against components and DisbursementCategories for tht first six months. The forecast will be based on the Annual WorkPlan that will be provided to IDA and cleared by the task team leader prior toimplementation.

o For all UN Advalnces under Catepory I of section IV.A.2 of Schedule 2 of theAgreement, a UN Advance account with commitment will be established to facilitatedisbursements tha: are consistent with the Un Agency cash flow requirements. TheCeiling of the UN Advance Account will be the equivalent of 100 percent of thecontract amount.

III. Reporting on Use of Financing Iroceeds

(i) Supporting Documentation (section 4). Supporting documentation should be provided with eachapplication for withdrawal as set out below:

* For requests for Reimb)ursement:

o Interim Financial Report the form attached (Attachment 4); ando List of payments against contracts that are subject to the Association's prior review,in the form attached (Attachment 5)

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For reporting eligible expenditures paid from the Designated Account and the UNAdvance Account:

0 Interim Financid Report the form attached (Attachment 4); ando List of paymen s against contracts that are subject to the Association's prior review,in the form atta hed (Attachment 5)

* For requests for Direct Payment and Special Commitments: records evidencing eligibleexpenditures, e.g., copies of receipts, supplier invoices and documentary evidence of delivery andacceptance of contracted go( ds or service.

(ii) Frequency of Reporting Eligible Expenditures Paid from the Designated Account and the UNAdvance Account:

Quarter for eligible expenditire paid form the Designated AccountSemester for all UN Advanct: Accounts

(iii) Other Supporting Documentation Instructions All other supporting documentation for IFRs shouldbe retained by the project managemcnt or Recipient and must be made available for review by periodicWorld Bank missions and internal and external auditors.

IV. Other Disbursement Instructious

Funds from the Designated Account may be transferred to Transactions Accounts in local currency tomeet eligible expenditures, provided that transactions and balance in these accounts are included in allproject financial reports and in the IFPs referred to in Section III (iii) above.

V. Other Important Information

For additional information on disbursement arrangements, please refer to the DisbursementHandbook available on the World Bank's public website at http://www.worldbank.org and its securewebsite "Client Connection" at http:/clientconnection.worldbank.org. Print copies are available uponrequest.

From the Client Connection we-bsite, you will be able to download Applications, monitor the nearreal-time status of the Financing, and retrieve related policy, financial, and procurement information.

If you have not already done ;o, the Association recommends that you register as a user of theClient Connection website (httpJ/clier tconnection,worldbank.or_). From this website you will be able todownload Applications, monitor the n.:ar real-time status of the Loan/Grant, and retrieve related policy,financial and procurement information. For more information about the website and registrationarrangements, please contact the Worlc Bank by email at <clientconnectioln 04worldbankorg>.

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If you have any queries in relation to the above, please contact Faly Diallo, Finance Officer [email protected] using the ab Pove reference.

Yours sincerely,

Francis ABrownC:untry Manager for Sierra Leone

Attachments1. World Bank Disbursen-t Guidelines for Projects, dated May 1, 20062. Form for Authorized Signatures3. Terms and Conditions of Use of,'ecure Identification Credentials in connection with Use ofElectronic Means to Process App lications and Supporting Documentation, dated March 1, 20134. Form of "Interim Financial Repoit"5. Form of Payments Against Contrtcts Subject to the Bank's Prior Review

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Attachment 2

F:)rm of Authorized Signatory Letter[Letterhead]

Ministry of Finance[Street address][City] [Country]

[DATE]The World Bank1818 H Street, N.W.Washington, D.C. 20433United States of America

Attention: [Country Director]

Re: Republic of Sierra LeoneIDA Financing D007-SL

(Additional Finincing for Ebola Emergency Response Project)

I refer to the Financing A,ireement ("Agreement") between the International DevelopmentAssociation (the "Association") and the Republic of Sierra Leone (the "Recipient"), dated ,providing the above Financing. For Ihe purposes of Section 2.03 of the General Conditions as defined inthe Agreement, any '[one] of the rersons whose authenticated specimen signatures appear below isauthorized on behalf of the Recipien to sign applications for withdrawal [and applications for a specialcommitment] under this Financing.

For the purpose of delivering Applications to the Association, 2[each] of the persons whoseauthenticated specimen signatures appears below is authorized on behalf of the Recipient, acting'[individually] 4U ointly], to deliver Applications, and evidence in support thereof on the terms andconditions specified by the Association.

5[This confirms that the Recipient is authorizing such persons to accept Secure IdentificationCredentials (SIDC) and to deliver the Applications and supporting documents to the Association by

Instruction to the Recipient: Stipulate if -nore than one person needs to sign Applications, and how many oi whichpositions, and if any thresholds apply. Plec,se delete this footnote in final letter that is sent to the Association.2 Instruction to the Recipient: Stipulate if more than one person needs to jointly sign Applications, if so, pleaseindicate the actual number. Please delete t) 'is footnote in final letter that is sent to the Association.

Instruction to the Recipient: Use this bracket if any one of the authorized persons may sign; if this is notapplicable, please delete. Please delete thi footnote in final letter that is sent to the Association.

4 Instruction to the Recipient: Use this bracket only if several individuals must jointly sign each Application; if thisis not applicable, please delete. Please deh te this footnote in final letter that is sent to the Association.

5 Instruction to the Recipient: Add this p.ragraph if the Recipient wishes to authorize the listed persons to acceptSecure Identification Credentials and to dcliver Applications by electronic means; if this is not applicable, Oleasedelete the paragraph. Please delete this fbo note in final letter that is sent to the Association.

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electronic means. In full recognition that the Association shall rely upon such representations andwarranties, including without limitttion, the representations and warranties contained in the Terms andConditions of Use of Secure Ident,fication Credentials in connection with Use of Electronic Means toProcess Applications and Supporting Documentation ("Terms and Conditions of Use of SIDC"), theRecipient represents and warrants o the Association that it will cause such persons to abide by thoseterms and conditions.]

This Authorization replaces and supersedes any Authorization currently in the Associationrecords with respect to this Agreeme nt.

[Name], [position] Specimen Signature:

[Name], [position] Specimen Signature:

[Name], [position] Specimen Signature:

Yours truly,

/ signed /

[Position]

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Attachment 3

Terms and Condii1ions of Use of Secure Identification Credentialsin connection with Use of Electronic Means

to Process Applicationsaild Supporting Documentation

March 1, 2013

The World Bank (Bank) 6 will provide secure identification credentials (SIDC) to permit theBorrower7 to deliver applications for withdrawal and applications for special commitments underthe Agreement(s) and supporting documentation (such applications and supportingdocumentation together referred to in these Terms and Conditions of Use as Applications) to theBank electronically, on the terms and conditions of use specified herein.

SIDC can be either: (a) hardware-based (Physical Token), or (b) software-based (Soft Token).The Bank reserves the right to detcrmine which type of SIDC is most appropriate.

A. Identification of Users

1. The Borrower will be reqired to identify in a completed Authorized Signatory Letter(ASL) duly delivered to and received by the Bank each person who will be authorized todeliver Applications. The Bank will provide SIDC to each person identified in the ASL(Signatory), as provided below. The Borrower shall also immediately notify the Bank if aSignatory is no longer authorized by the Borrower to act as a Signatory.

2. Each Signatory must regisier as a user on the Bank's Client Connection (CC) website(lrttps://clieltconnectionwcrdbank.oro) prior to receipt of his/her SIDC. Registration onCC will require that the Signatory establish a CC password (CC Password). TheSignatory shall not reveal his/her CC Password to anyone or store or record the CCPassword in written or other form. Upon registration as a CC user, the Signatory will beassigned a unique identifying account name.

B. Initialization of SIDC

1. Prior to initialization of SIDC by a Signatory, the Signatory will acknowledge havingread, understood and agreed to be bound by these Terms and Conditions of Use.

6 "Bank" includes IBRD and IDA."Borrower" includes the borrower of an IHRD loan. IDA credit, or Project Preparation Facility advance and tierecipient of a grant.

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2. Where a Physical Token is to be used, promptly upon receipt of the Physical Token, theSignatory will access CC using his/her account name and CC Password and registerhis/her Physical Token and set a personal identification number (PIN) to be used inconnection with the use of his/her Physical Token, after which the Physical Token will beinitialized for use by the Signatory exclusively for purposes of delivering Applications.Where a Soft Token is to be used, the Signatory will access CC using his/her accountname and CC Password and set a personal identification number (PIN) to be used inconnection with the use of his/her Soft Token, after which the Soft Token will beinitialized for use by the Signatory exclusively for purposes of delivering Applications.Upon initialization of the SIDC, the Signatory will be a "SIDC User". The Bank willmaintain in its database i user account (Account) for each SIDC User for purposes ofmanaging the SIDC of the SIDC User. Neither the Borrower nor the SIDC User willhave any access to the Acc.ount.

3. Prior to first use of the SIDC by the SIDC User, the Borrower shall ensure that the SIDCUser has received training materials provided by the Bank in use of the SIDC.

C. Use of SIDC

1. Use of the SIDC is strictly limited to use in the delivery of Applications by the SIDCUser in the manner presci ibed by the Bank in the Agreement(s) and these Terms andConditions. Any other use of the SIDC is prohibited.

2. The Bank assumes no responsibility or liability whatsoever for any misuse of the SIDCby the SIDC User, other representatives of the Borrower, or third parties.

3. The Borrower undertakes to ensure, and represents and warrants to the Bank (suchrepresentation and warrant: being expressly relied upon by the Bank in granting SIDC)that each SIDC User understands and will abide by, these Terms and Conditions of Use,including without limitation the following:

4. Security

4.1. The SIDC User shall nt reveal his/her PIN to anyone or store or record the PIN inwritten or other form.

4.2. The SIDC User shall not allow anyone else to utilize his/her SIDC to deliver anApplication to the Bank.

4.3. The SIDC User shall always logout from CC when not using the system. Failure tologout properly can creite a route into the system that is unprotected.

4.4. If the SIDC User believes a third party has learned his/her PIN or has lost his/herPhysical Token he/she s iall immediately notify clientconnection([email protected].

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4.5. The Borrower shall i nmediately notify the Bank at clientconnection(;iworldlbank.orof any lost, stolen or compromised SIDC, and take other reasonable steps to ensuresuch SIDC are disabled immediately.

5. Reservation of Right to Lisable SIDC

5.1. The Borrower shall reserve the right to revoke the authorization of a SIDC User touse a SIDC for any reason.

5.2. The Bank reserves the right, in its sole discretion, to temporarily or permanentlydisable a SIDC, de-activate a SIDC User's Account or both.

6. Care of Physical Tokens

6.1. Physical Tokens will jemain the property of the Bank.

6.2. The Bank will physicilly deliver a Physical Token to each Signatory designated toreceive one in a mann-r to be determined by and satisfactory to the Bank.

6.3. Physical Tokens conlain delicate and sophisticated instrumentation and thereforeshould be handled witi due care, and should not be immersed in liquids, exposed toextreme temperatures, crushed or bent. Also, Physical Tokens should be kept morethan five (5) cm from devices that generate electromagnetic radiation (EMR), such asmobile phones, phone-enabled PDAs, smart phones and other similar devices.Physical Tokens shou.d be carried and stored separate from any EMR device. Atclose range (less than 5 cm), these devices can output high levels of EMR that caninterfere with the proper operation of electronic equipment, including the PhysicalToken.

6.4. Without derogating from these Terms and Conditions of Use, other technicalinstructions on the proper use and care of Physical Tokens are available athttp://www.rsa.com.

7. Replacement

7.1. Lost, damaged, compromised (in terms of 4.5, above) or destroyed Physical Tokenswill be replaced at the expense of the Borrower.

7.2. The Bank reserves the right, in its sole discretion, not to replace any Physical Tokenin the case of misuse, oi not to reactivate a SIDC User's Account.

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Attachment 4

IFRs

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Attachment 5

Paym ents Made during Reporting PeriodAgainst Contracts Subject to the Bank's Prior Review

Date ofWB's No- %l'B's Share ofObjection Amount Paid Amt Paid toContract Contract Contract to to Supplier SupplierNumber Supplier Date Amount Contract during Period during Period