Terms Of Reference for Implementation of Physical Infrastructure Projects

A) Role of Social Organizer:
Social Organizer will conducted Social feasibility (after receiving Co resolution for PI) which includes Social Organization & Socio-Economic setup of the Co & Village and prioritized needs of the CO.This social feasibility will be a part of PI file.

1. Technical Survey:

Field engineer will conduct the technical survey after provision of social feasibility by the concerned SO.

1. Role of MER:

Cost Benefits analysis of the projects will be prepared by MER.
(IRR must be with in the range of 15 to 20 %)

D) Availability of Project Record:

Following documents should be available,

1) Availability of Project Digest with the F.Engineer & R.Engineer.
The project digest contains project description, drawings, estimate, environmental screening, site plan, location map and CO resolution. Availability of these documents is to be checked with F.Engineer and R.Engineer.

1. T.O.P:

This document is being signed for each scheme during the third dialogue, signed by not less than 75 % of the CO members. On the part of SRSP, the Field Engineer & SO will sign the T.O.P. (RPM or any one from Regional Office or SOU present at the 3rd dialogue will also sign the T.O.P.A copy of the Signed T.O.P should be available with CO, Field Engineer and Regional Engineer. The T.O.P contains the amount of contribution to be made by each partner (Project share, CO share) and names of the members of each of the following committees,
Project committee, audit committee and maintenance committee.

1. CPI Current Account

Separate Current Account should be opened by the CO for PI (Other than the CO Savings Account), Bank Statement of this account must be available with Field Engineer & CO.On completion of project this account will be used for “ O & M”.

1. Disbursement Record:

The request for release of installment of PI is being signed by Social Organizer, Field Engineer, Regional Engineer, Regional Accountant and RPM. This requisition besides the amount to be released also contains amount of previous installment/s released up to that date & %age of the physical progress. Each installment is released through a crossed cheque in the name of the concerned CO & cheque must be delivered in the CO meeting having 75% attendance. Record of each installment, Cheque photocopy & cheque receipt should be available with the Field Engineer.

1. Financial  & Physical Status of PI:

Financial Status Report of each PI must be present in the CPI file showing amount of each installment, Cheque No. & Date, remaining balance of CPI & physical progress.

1. Expenses Vouchers and Muster Rolls:

Each voucher and muster roll should be signed by the project committee and detail bill verified by the Audit Committee and countersigned by the Field Engineer. A copy of these vouchers and detail bill should be available with the CO and Field Engineer. The CO must maintain a PI register & all the income & expenditure details must be there & signed by all the committees.

1.  Surplus Amount:(In case of fluctuation of rates)

Surplus Amount if any should be used for additional work by the CO (To be decided in the General Body Meeting of the CO). In case of shortage of money, CO will be responsible for arranging the money or Labor to complete the Project.
(Vouchers will not be provided to Regional Accountant, which is presently practiced in Peshawar Region)   

1. Project Completion Report:

This report in respect of each individual project should state the satisfactory completion of the project, the estimated and actual quantities under each activity and component of the project. This report must be available with the Field Engineer, R.Engineer and duly signed by F.Engineer, R.Engineer & Social Organizer. (Sample already provided by PPAF). A copy of this will also be provided to Head Office.

1. CO Resolution about completion of the project:

This resolution should be signed by at least 75 % of the CO members including members of the project committee, showing their satisfaction on completion of the project regarding disbursement & quality of the project. This should bear the sign of SO.

1. Project Completion Certificate:

This Certificate will be prepared & signed by the Field Engineer, counter signed by SO & R.Engineer and available with the F.Engineer & CO.

13) Photographs of the Project:(Optional)
Photographs of the Project should be taken during the During 3rd Dialogue, Before the starting of the work, during the work & after completion of the project

1. Co Bank Statements:

Co Bank Statements of PI Account (Current) must be available with Field Engineer. (Provided by concerned SO)

1. Project Implementation:

1. Approval:

Letter of approval from the competent authority is to be checked with F.Engineer & R.Engineer.

1. CO Contribution:

To insure the CO Contribution & avoid any delay in completion of PIs, the CO will deposit 25% of their share (20 % of the total cost) in the PI current before holding of the 3rd dialogue. In the same manner they will deposit 25% of their share upto the fourth installment. Also the details of how the CO collected and contributed the amount of contribution to be checked.

1. Execution:

Such projects are executed by CO members and no contractor or third party is involved. If services of skilled labor are required, the CO could hire such services. CO members should be aware of all the phases of work and the income & expenditure.

1. Design:

All the components will be checked in the design and drawing. (Site plan / layout plan, elevation, section & structural drawings)

1. Quantity and Quality of Work:

The quantity of Physical work is to be checked with the estimate, the dimensions of structures will be clearly those as mentioned in the drawing. The quality of work is also being mentioned in the estimate and drawing. Field Engineer every time must sign the PI & Karawai register with his comments during his visits to the Community.

1. Sign Board

Sign Board soon be erected after the 3rd Dialogue, clearly stating the names of Donor & SRSP, Project contribution, CO contribution, Nature of the scheme, completion time & Estimated cost of the Project.

1. Rehab. Of Govt. schemes.

In case of rehab.of Govt.scheme, NOC must be obtained from the concerned Govt.Deptt.with details of all the components & existing condition of the scheme.

1. Status of Scheme:

Whether a scheme is functional or non-functional, O&M is managed by the CO or not, how the CO manages the O&M and its record, are to be studied.

1. Level of Service:

The service level in respect of beneficiaries H/H of each scheme is mentioned in the project digest, like

1. DWSS:

Drinking water is being provided @ 10 gallons per capita per day to a particular population. The No of beneficiary households is to be checked. Quality of water is also to be checked.

1. Irrigation:

Area irrigated from the project. Quantity of water available, conveyance capacity of channel or distribution system, quantity conveyed after completion of project.

1. Sanitation:

Availability of paved walkways, lined surface drains poundage of wastewater not seen and improved sanitation & disposal of wastewater at the disposal point.

1. Link Roads:

Construction of road according to the proposed dimensions, availability of the facility for the number of house holds as mentioned in the project digest.