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Belize Municipal Development Project (P111928)
Third Implementation Support Mission – April 23 – 27, 2012
Aide-Memoire
I. Introduction
1. A World Bank team comprising Yoonhee Kim, Team Leader, Stephen Brushett, Lead
Transport Specialist, Yingwei Wu, Sr. Procurement Specialist, Afef Haddad, Sr. Country
Officer, Maritza Rodriguez, Sr. Financial Management Specialist, Csilla Horvath, Social
Safeguards Consultant, and Stamatis Kotouzas, Land Analyst Consultant undertook an
implementation support mission of the Project from April 23 to 27, 2012. The mission team
held discussions with Ms. Yvonne Hyde, CEO, Ministry of Finance and Economic
Development, Mr. Godwin Hulse, Minister of Labor, Local Government, Rural Development
and NEM, Ms. Candelaria Saldivar-Morter, CEO MLLGRDNN, Ms. Beverly Castillo, CEO
MNRA, Mr. Wilbert Vallejos, Land Commissioner MNRA, Mr. Crispin Jefferies, Chief
Transport Officer, the newly elected mayors of Belize City, Benque Viejo del Carmen,
Dangriga, Orange Walk, and Punta Gorda as well as the Project Implementation Unit (PIU).
The mission expresses appreciation for the kind support extended to the Bank team during
the mission (A detailed list of people met is provided in Annex 2). A wrap-up meeting was
held with Ms. Hyde and the PIU staff to discuss the key mission findings. The next full
mission is planned for the last quarter of 2012. A technical mission focusing on
environmental safeguards supervision is planned to take place before the end of June 2012.
2. This aide-memoire summarizes the findings, recommendations and agreements reached
during the mission and it is subject to confirmation by World Bank management. The aide-
memoire will be publically disclosed once finalized.
3. Key Project data and Performance Rating
Key Project Data
Key Performance Ratings
Previous
Rating
Current
Rating
Board Approval
Date
September
16, 2010
Progress towards
achievement of Project
Development Objectives
Satisfactory Satisfactory
Effectiveness
Date
January 25,
2011
Overall Implementation
Progress
Satisfactory Moderately
Satisfactory
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Closing Date
November
30, 2015
Disbursed US$ 0.91
million
Loan Amount
US$15
million
% Disbursed 6%
II. Implementation Status Overview
4. Since the last supervision mission in November, 2011, the mission notes that the Project
continues to be on its track to meet the development objectives. The first Phase 1 work
contract for building rehabilitation in Punta Gorda was awarded and actual work began early
April, 2012. The second Phase 1 contract for Dangriga’s town market is expected to be
awarded, subject to the Bank’s review, by May 11, 2012. A bidding process for street works
in the remaining six TCCs is expected to commence shortly and a contract award for the first
batch of street work is planned for the first week of June, 2012. Revenue enhancement TA is
proceeding satisfactorily and demonstrating concrete results and impact on the ground. The
scope of other TA components has also been agreed and a procurement process for the TA
components will commence shortly. However, the mission also notes challenges associated
with keeping the project’s implementation plan and disbursement on target. In particular,
there is a room to improve project management and procurement capacity within the PIU. In
order to address adequately an increasing demand for the project’s engineering review and
procurement process, it was agreed that additional engineer and a procurement officer will be
recruited.
III. Implementation Status by Project Component
Component 1: Municipal Infrastructure Investments
5. Phase 2 Investment The mission discussed the importance of mobilizing Phase 2
investment preparation and starting a consultation process to prioritize municipal investment,
in line with the project cycle outlined in the operations manual, before the end of 2012. It
was agreed that the PIU will engage with the TCCs for investment prioritization shortly after
the procurement process for the first batch of street works (shopping) is completed during the
third quarter of 2012, so that the PSC approval for subprojects could be realized during the
last quarter of 2012. It was also discussed that BSIF will propose to the Bank a revised index
for Phase 2 allocation and updated figures by September, 2012.
6. Review of Street Design and Procurement Process for Works The mission reviewed
Interim Report No. 1 dated April 2012 provided by the design consultant ATA, further to
which the Bank issued its no objection to the recommendations of this report. The mission
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provided recommendations in regard to the packaging and sequencing of the works further to
which BSIF developed the proposal at Annex 4. The proposal provides for a mix of
contracts of interest to small and medium scale contractors through respectively shopping
and NCB procurement. A first round of shopping will start its bidding process by May 4,
2012 (within the revised ceiling of $150,000 per package). There will be two NCB packages
of around $1,300,000 with a further round of shopping. All the street works packages will be
contracted out by early September, 2012. The BSIF will provide a final proposal for the
packaging and sequencing to the Bank for the Bank team’s information. It is recognized that
though this is an efficient and economic solution for the works, it is likely to increase in the
time requirement for supervision services. Based on agreement reached during the mission,
BSIF will present two NCB bid packages to the Bank for procurement prior review by May
21, 2012 and June 4, 2012 respectively.
7. Compliance with eligibility criteria for Phase 2 Investment: The mission observed that
most of TCCs have complied with the eligibility criteria such as sending monthly reports to
the MLG and publishing their budgets or reducing overdraft facility maintained by the TCC.
However, it was also noted that other eligibility criteria such as the adoption of municipal
growth plans or asset management plan and budget may not be feasible considering current
status of the procurement process for the relevant TA consultancy. Hence, the revision of
the criteria may be warranted, for instance, from ‘adoption’ of municipal growth plans, to
‘initiating’ the formulation of municipal growth plans. In addition, it was discussed that the
eligibility criteria related to monthly council meetings should be clarified and modified so
that it is consistent with the existing national law. Finally, it was agreed that the eligibility
criteria for Phase 2 investment will be further reviewed and agreed during the next
supervision mission planned for the last quarter of 2012.
8. Technical review of ongoing works
a. Pilot Works in Belmopan and San Ignacio/Santa Elena (W1/W2 and C1) The
mission carried out a site visit on April 26. The pilot projects have helped to bring
about site specific traffic management improvements and also provided useful lessons
to be applied in the design and contracting of the street improvement works. Specific
note is made of the following: redesign and construction of the vehicle ramps has
been completed to provide a more acceptable gradient based upon the experiences in
Santa Elena; and pending task to redo street marking in Belmopan and San
Ignacio/Santa Elena due to deficiencies in the quality of paint.
b. Punta Gorda Town Hall Building Improvement (C2 and W3) and Dangriga
Town Market Improvement and Expansion (C3 and W5). Work on the
reconstruction of the Punta Gorda town hall and administrative buildings began April
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10 with Coleman Construction Ltd as the contractor. The contractor has raised the
need for increased work on the roof, but this will fall within the current line items and
provisional sum provided in the contract. Agreement has been reached with the
council to vacate the buildings during construction which should help to keep
construction on time schedule. For the rehabilitation and extension of the Dangriga
market, the procurement process is still ongoing (see Procurement section for more).
Since the previous mission the design has been revised and the decision was made to
complete the project in one rather than in several phases with an estimated cost of
BZ$1.47 million.
Component 2: Technical Assistance and Capacity Building for TCCs, MLLGRDN and
MNRA
9. Revenue Enhancement TA The mission was pleased to note an excellent progress in the
implementation of revenue enhancement TA. The mission was informed that revenue
enhancement work plan will be first implemented in Dangriga as a pilot and the same will be
rolled out to the remaining municipalities. Next mission for the international consultant is
planned for the third quarter of 2012. Furthermore, during the meeting with the newly
elected mayors, the mayor of Belize City expressed a keen interest in receiving the Bank’s
support on accessing to local capital market. To continue to support the credit worthiness of
Belize’s TCCs, the Bank team will explore mobilizing additional resources through a Trust
Fund (e.g. PPIAF) by August, 2012.
10. Asset Maintenance Plan The mission reviewed the terms of reference which had previously
been agreed. The mission recommended that the activity be pursued as a two phase process –
a first phase to focus on the institutional and legal dimension in order to properly and fully
identify infrastructure for which the municipalities are responsible and for which national
government is responsible, and also to analyze the existing draft national maintenance plan; a
second phase to carry out the required inventory and estimations. BSIF will submit end of
first week of May the revised TOR and proposed work plan for no Bank objection. There is
no change to the overall budget for the activity.
11. Municipal Growth Plans. The mission was informed that consulting service for
“development of growth plan” under QCBS procedures is pending with finalizing short-
listing report by BSIF, since receiving 16 EOIs on February 9th
, 2012. BSIF will expedite
the process and submit both the report and draft RFP for Bank’s clearance by May 11, 2012.
12. Traffic Management TA. The mission reviewed the status of the proposed TA with BSIF,
Local Government Officer and Chief Transport Officer. Further and final changes to the
TOR were discussed. BSIF are to submit by end of first week of May the revised TOR for
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Bank no objection as well as prepare an EOI notice. It was agreed that public education and
awareness as regards to road safety should be retained. It was also agreed that team
composition should change to better align with the expected outputs of the consultancy, i.e
team leader to be a traffic management specialist transferring some responsibility to a junior
consultant for the production of manuals and guidelines, combine the social communications
and education roles. There is likely to be a reduction in the budget for the activity as a result
of the changes.
13. National Land Use Policy Planning Framework and Urban Boundaries. The Mission
discussed with the MNRA the National Land Use Policy and Integrated Planning
Framework, which was endorsed by the Cabinet in November 2011. The Planning
Framework provided for the establishment of a National Land Use Policy Office and Local
Land Use Planning Committees to draw National and Local Land Use Plans respectively.
The MNRA shared some concerns about the costs and capacity constraints of adopting the
framework in its entirety and further indicated that its Policy Planning unit will outline which
recommendations can be implemented within the existing structures of the MNRA. The
mission was informed that the progress has been made towards the expansion of urban
boundaries in every TCC, other than Belize City and Belmopan. The mission was pleased to
note that the initiative of the MLLGRDNN CEO led to the Physical Planning Section of the
MNRA forwarding the proposed urban boundary maps to the MLLGRDNN for further
submission to the Cabinet.
14. In addition, a cadastral information-sharing Memorandum of Understanding (MoU) between
the MNRA and TCCs is currently being developed. The MoU will delineate the roles and
responsibilities of both the MNRA as well as the TCCs, including the protocol for TCCs
cadastral database requests (especially land registry information) and the frequency of
cadastral updates available. The mission emphasized the pertinence of up-to-date, high-
quality, and efficient cadastral information-sharing for the upcoming urban growth plans as
well as for the TCCs revenue enhancement efforts.
Component 3: Project Management
15. Project Management. In order to ensure an effective project management, the mission
emphasized the importance of better defining the roles and responsibilities between the
Project Coordinator and the Procurement Officer. It was discussed and agreed that the PC
will take a more proactive and leading role in all procurement process, by monitoring on-
going procurement processes and keeping the process on schedule; providing technical input
and cost estimates in each process of compiling the procurement documents; and organizing
and leading the work by Evaluation Committee with PO’s guidance. Similarly, PO is
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responsible for drafting key bidding documents and ensuring overall quality and compliance
with the process/documents. BSIF Executive Director agreed to provide additional and closer
supervision to the overall project implementation in the next few months when work
contracts and consulting services are procured and mobilized.
16. Recruitment of Procurement Officer and Engineer. The mission reviewed the existing
capacity of the PIU to implement the project’s procurement process and found that there is
room to improve procurement capacity especially with the growing procurement workload
within the PIU. As a solution to strengthen the capacity of procurement, it was agreed that
the PIU would recruit additional procurement officer. In addition, the mission noted that
hiring of contract management staff as recommended in PPR report will be completed by end
May, 2012. Similarly, it was agreed that additional engineer (preferably with previous
experiences in environmental management) would be recruited consistent with the original
project’s design. The PIU will send the ToRs for the procurement officer and engineer by
May 4, 2012.
17. Communication Strategy. The mission and BISF discussed developing a communications
strategy for BSIF to better promote and sensitize activities supported under the MDP among
public (direct and indirect beneficiaries of town councils as well as political representatives).
It was agreed that a draft communications strategy will be submitted to the Bank for review
by May 12, 2012. The strategy should outline the overall objectives, identify target
audiences to cover under the strategy, articulate key messages to deliver for different
audiences throughout the communications campaign, and specify a methodology and various
instruments to reach out to target audience. The Bank team will seek and mobilize additional
support to assist BSIF in drafting the communications strategy and also bring an expert to
review and provide a set of recommendations on the implementation of the strategy.
18. Training of Projects’ Staff The Bank team recognizes the potential benefits of providing
off-site training to PIU staff in the areas of project management, advanced procurement,
financial management and other related subjects. The Bank team will inform the PIU of
possible training opportunities in the near future including one that is being planned for
fiduciary staff in the region before the end of June, 2012.
Procurement Management
19. Procurement Plan (PP) The mission reviewed the progress of the procurement plan and
agreed to the proposed updates by BSIF based on the need for the implementation of the
project. The updated PP incorporating the agreements shall be submitted to the Bank for no-
objection and publication by May 4, 2012.
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20. Procurement Progress Report. The progress of each package in the PP should be included
in the Project Monthly Progress Report to be prepared by PC. It was agreed that any
activities to be planned by the PIU before next updates of PP (other than the infrastructure
packages) should be cleared by the TTL via correspondence in terms of procurement method
with cost estimates and included in the monthly report.
21. Procurement Supervision. The mission reviewed the on-going procurement processes and
contracts and detailed summary is provided in Annex 5.
22. Procurement Post-review. The procurement post-review (PPR) was conducted during the
mission in November 2011. NCB contracts of under USD300,000 and all contracts via
shopping will be subject to post review by the Bank.
Financial Management
23. Internal Controls: The mission found the overall financial management of PIU and BSIF
satisfactory. The project’s financial monitoring reports have been submitted to the Bank on
time, reconciled with Client Connection and made public in the BSIF webpage. The mission
reviewed the selected supporting documents and found them adequate, including original
invoices with “paid” stamp and the evidence of reception acknowledged by authorized
officers. The Project’s internal control looks sound and follows the Project Operating
Manual.
24. To further enhance internal control, the mission suggests that the FM staff be included in the
Bid Evaluation Committee, in order to ensure the adequate analysis of bidders’ financial
proposals and other related information in the financial proposal. The mission noted a need
to fully document the project files by inserting the payment and delivery clauses of the
contracts. This task will be retroactively done, to be completed by May 4th
.
25. Disbursement: Withdrawal applications (WAs) are timely submitted, although the
implementation progress measured by disbursement is low. As of March 31st, the Project has
disbursed US$919,531.53 or 6%, excluding commitments and $616,317.51 advanced to the
Designated Account, and commitments. Use of funds by category as of March 31st is
provided in Annexes 7, 9 and 10. E-disbursement / e-signature program is soon to be
implemented, estimated by July 2012 and the Bank team will provide necessary guidance to
set up the e-disbursement/signature program by July, 2012. The mission notes that the
electronic system is faster, safer, and provides enhanced features.
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26. Reporting: Project reporting is on track, using the agreed format and reconciled with Client
Connection. Jointly with the Project FM staff, the mission team developed a template for user
friendly budgetary reports to further enhance monitoring of quarterly, yearly, and life of
Project’s financial information. This will complement the financial reports to be posted on
BSIF website as well for public access.
27. FM IT System: BSIF continues to use QuickBooks for recording Project transactions. It
was agreed to enhance the integrated financial management information system by installing
Quickbooks procurement module and getting an upgraded version. This task is expected to
be completed o/a August 31st. This would allow to record transactions on accounts payable
and to keep records according to International Accounting Standards for the Public Sector.
Furthermore, management would have on-line information on Project commitments. It is a
key to maintain comprehensive information of all aspects of the financial management cycle.
28. External Audit: The Project Audit Report for last period April 2010/March 2011 is already
published on BSIF webpage, and in Bank’s extranet (consistent with the access to
information policy). The mission notes that the PIU adequately implemented
recommendations made by the auditors to enhance the BSIF’s internal control. Currently all
of them resolved and closed. Attached Updated Action Plan for the period as of April
11/March 12.
Social Safeguards
29. Site visits to subprojects in Belmopan and Dangriga and the review of the Corozal Town
subproject confirmed that the subprojects in TCCs have made important progress in
adequately addressing the needs of the affected stakeholders in line with the Bank's
resettlement policy. The BSIF previously presented advanced drafts of the Abbreviated
Resettlement Plans (ARP) for all three subprojects. Accordingly, the ARP for the Corozal
Town subproject is now considered finalized after agreements between the five affected
stakeholders and the new Town Council were signed and submitted to the Bank (dated
03/27/2012). The mission reiterated that none of the vendors will suffer from income loss
during and after their temporarily relocation and they will be provided adequate assistance
during the process.
30. For the Dangriga subproject, the mission reconfirmed that none of the 38 affected vendors
will suffer from income loss due to temporary and/or permanent displacement of their
businesses. 8 people (4 families) who otherwise would have faced loss of income under the
local 'one stall per family' policy, will be provided with one additional stall each. To facilitate
a fair process and address some vendors' concerns about their final stall location in the new
market extension, the Town Council is proposing a lottery process. The Dangriga subproject
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ARP is now considered finalized after all outstanding issues were clarified and the new
Mayor endorsed (dated 04/02/2012) the previously signed agreements between affected
stakeholders and the former mayor. The mission was informed about the new Town
Council's future PR media strategy to regularly inform and consult the general residents
about the subproject, to commence early-mid May. The creation of a local project
monitoring is underway in all town councils while mediation committee is being formulated
in the town councils where the ARPs are being prepared.
31. Affected stakeholders of the Belmopan subproject signed an agreement with the Mayor and
the Chief Transport Officer about overall arrangements of their temporary and permanent
relocation during and after the works. The BSIF agreed to make final revisions on the plan,
specifically: i) to update the actual number and identity of all affected taxi drivers, to be
submitted by May 15, 2012 ii) to carry out a new and complete census of all affected
stakeholders, incl. taxi drivers earlier not listed in the ARP, in order to better understand each
person's income vulnerability. The data would also inform a transparent decision-making
process in selecting which stakeholders need to relocate permanently after the works. Final
data to be submitted by June 1st, 2012.
32. It was agreed that BSIF will work with the Belmopan City Council to ensure an equitable
process in selecting the stakeholders for permanent relocation. To this end, the mission
recommended again to offer stakeholders particular incentives to make a permanent
relocation more attractive. The suggestion is a waiver of accruing annual license fee
payments for a reasonable time period (1-2 years), which BSIF agreed to suggest to the City
Council. The mission also visited three alternative permanent relocation sites for the taxi
drivers in Belmopan to better assess the sites' feasibility for future income restoration. It was
agreed that BSIF will continue to discuss these and other possible options with the City
Council and the drivers as to identify the most feasible long-term alternatives for affected
stakeholders.
33. In order to properly document the ongoing consultation process and facilitate community
participation, BSIF agreed to incorporate stakeholders' concerns and comments in future
meeting reports and share those with all parties involved. It was also agreed that BSIF will
discuss with the TCCs the need for assembling a monitoring and grievance committee with
the key participation of local community members.
34. Environmental Safeguards The Bank team will confirm the timing of next supervision of
environment safeguards by May 11, 2012.
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________________________________ ____________________________
Yvonne S. Hyde Yoonhee Kim
CEO Ministry of Finance and Task Team Leader, World Bank
Economic Development
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Annex 1: Action Plan
Relevant Activities Recommendation/Action Responsible
Agency
Due Date
1 Project
Implementation
Start bidding process for the first
round of shopping for street
works
PIU By May 4,
2012
2 Send to the Bank a final Bid
Evaluation Report for Dangriga
Town Market Works
PIU By May 11,
2012
3 Complete the procurement
process for first batch of street
works (shopping)
PIU By first week
of June, 2012
4 Send to the Bank for no-
objection the two NCB Bid
packages
PIU/WB By May 21,
2012 and
June 4, 2012
respectively
5 Propose to the Bank a revised
Index for Phase 2 Allocation and
updated figures
PIU By
September
12, 2012
6 PSC approval for subproject of
works for Phase 2 Investment
PSC/PIU Last Quarter
of 2012
7 Complete procurement process
for all Phase 1 street works
packages
PIU/WB No later than
September,
2012
8 Propose the revised eligibility
criteria for Phase 2 Investment
for discussion with the WB
PIU Last Quarter
of 2012
9 Revenue
Enhancement
Explore and mobilize additional
resources through a Trust Fund
(e.g. PPIAF)
WB No later than
August, 2012
10 Asset Maintenance
Plan
Submit revised Asset
Maintenance ToR and proposed
work plan for no Bank objection
PIU By May 4,
2012
11 Municipal Growth
Plans
Submit report and draft on
municipal growth plans RFP for
Bank’s clearance
PIU By May 11,
2012
12 Traffic Management Submit Final ToR and EOI
Notice for Traffic Management
TA
PIU/WB By May 4,
2012
13 Project Management Send the ToR for procurement PIU/WB No later than
12
officer and engineer May 4, 2012
14 Complete hiring of procurement
officer and engineer
PIU/WB By end of
August, 2012
15 Complete the hiring of Contract
Management position
PIU/WB No later than
end of May,
2012
16 Communications
Strategy
Submit a draft communications
strategy to the Bank for review
PIU No later than
May 12,
2012
17 Mobilize additional support in
assistance to BSIF
communications strategy
WB By end of
June, 2012
18 Training of Project’s
Staff
Explore possible training
opportunities for PIU staff
WB Ongoing
19 Procurement Submit updated Procurement
Proposals with incorporated
agreements for no-objection
PIU No later than
May 4, 2012
20
Financial
Management
Fully document the Project files,
by inserting the payment and
delivery clauses of the contracts.
PIU No later than
May 4, 2012
21 Implement e-disbursement, e-
signature program
PIU/WB
No later than
end of July,
2012
22 Upgrade and Integrate financial
management information system
–QuickBooks
BSIF On or About
the end of
August, 2012
23 Send a disbursement projection
for the rest of the year
BSIF By May 11,
2012
24 Social Safeguards Update the actual number and
identify all affected taxi drivers
BSIF No later than
May 15,
2012
25 Carry out a new and complete BSIF No later than
13
census of all affected
stakeholders for a review of
income vulnerability
June 1, 2012
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Annex 2: List of People Met
Belize Social Investment Fund
Daniel Cano, Executive Director
Ernest N. Raymond, Project Coordinator
Lemuel Palacio, Procurement Specialist
Christine Lopez-King, Sr. Accounts Officer
Evan Dakers, Social Specialist
Nellie Trench, Finance Unit Coordinator
Lionel Jimenez, Engineer
Clifford King, Local Government Officer
Keisha Rodriguez, Urban Planner
Ministry of Finance and Economic Development
Yvonne Hyde, CEO
Ministry of Labor, Local Government, Rural Development and NEM
Godwin Hulse, Minister
Candelaria Saldivar-Morter, CEO
Ministry of Natural Resources and Agriculture
Beverly Castillo, CEO
Wilbert Vallejos, Land Commissioner
Gina Young, Physical Planning Section (Lands Department)
Ministry of Works and Transport
Crispin Jefferies, Chief Transport Officer
Mayors
Darrell Bradley, Mayor, Belize City
Miguel Velasquez, Mayor, Benque Viejo del Carmen
Gilbert Swaso, Mayor, Dangriga
Anthony Fuentes, Mayor, Punta Gorda
Kevin Bernard, Mayor, Orange Walk
Town Councils
Howard Melendrez, Councilor, Dangriga
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Fedelis Mejia, Works Manager, Dangriga
Miley Garcia, City Administrator, Belmopan
James Robinson, Technical Adviser, Belmopan
Kevin Jones, Municipal Traffic Manager, Belmopan
Michael Moore, Supervisor of Bus Terminals, Belmopan
Candice Burke, City Administrator, Belize City
Alberto Guerra, Town Administrator, Orange Walk
Annex 3: List of site visit locations and dates
Belmopan – April 26, 2012
Santa Elena – April 26, 2012
Dangriga - April 24, 2012
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Annex 4: Suggested Packaging for Street Works
Order of procurementName of packages Procurment Type Name of Streets in Package Estimated Cost of Streets (US$)Timeline
First W4 Shopping Belmopan - Bus 1 way 85865 make long listSend Qual Inf Form Qualification EvaluationInvite bids Evaluate Bids Sign Contract
Belmopan - Bus Parking east 58217 30-Apr 2-May 14-May 16-May 30-May 5-Jun
W6 Shopping San Ignacio - 18th 120937
W7 Shopping Orange Walk - Avilez 56575
Orange Walk - Tangerine 46078
W8 Shopping Corozal - Zuzuc 118766
Develop documentBank review bid doc advertise Start work
Second W9 NCB Benque - Church 186358 7-May 14-May 21-May early-mid aug
Benque - Burns 166856
Benque - Churchill 212251
San Ignacio - Eden 271789
San Ignacio - West 152696
Punta Gorda - Robert Penel 166675
Punta Gorda - Pampano 156272
Third W10 Shopping Orange Walk - San Ignacio 117826 mid juneearly july mid july
Fourth W11 NCB Belmopan - Nim Li Punit 226942
Belmopan - Hummingbird 55295
Belmopan - Racoon 136850
Orange Walk - Santa Familia 312609 Develop documentBank review bid doc advertise start work
Corozal - 1st North 318808 late mayearly june early june early september
Corozal - Punta Gorda 242787
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Annex 5: Detailed Review of Procurement Plan
For Component 1, all packages under Phase 1 have been agreed with confirmed methods for
procurement implementation in the procurement plan. The progresses are supervised and next
step implementation agreed with PIU as following:
C1 Consulting services for design and technical inspection has been extended in accordance with
the amendment of W1/2 contract, with no change in contract conditions and price.
W1/W2 Civil works for two pilot TCCs contract under shopping was signed on Aug 25, 2011
and the scope of work was amended in January 12, 2012 cleared by the Bank at addition of
BZ$10,288.60. Completion of work is rescheduled for May 2012.
C2-3 Consulting services for design and technical inspection for buildings is on-going, with
design completed. The supervision is started, but duration of the contract requires extension for
construction 12 months period for W5 for Dangriga.
W-3 Civil works contract for PG under NCB procedures was signed on March 22, 2012 at
USD212,575, with completion period of 4 months.
W-5 Four bids for the civil works for Dangriga under NCB procedures were received on April 5,
2012. Post qualification for the lowest evaluated bid, which is within the cost estimate, is
expected to be completed by the PIU in mid of May 2012.
For Component 2,
C5-10 For consulting services on design of six TCCs’ street rehabilitation, the no-objection to
signing the contract by the Bank was given on Oct 31, 2011 and the contract was signed on
November 28, 2011. Design has been largely completed by ATA and the consultancy is on
schedule.
C5-10 The selection of consulting services for technical Supervision of six TCCs’ street
rehabilitation was carried out under QCBS. Only 3 firms out of the 6 short listed eventually
submitted proposals. The Bank provided No Objection to the final revised Bid Evaluation
Report on April 26, 2012.
The procurement of computer equipment for pilot TCCs under NCB procedures subject to post-
review has been changed from WB financing to GOB financing. Technical service for installing
and connection for network will start for procurement based on technical preparation. The direct
contracting for quick book is under preparation of contract subject to Bank’s prior review.
Physical asset maintenance consultancy is added to PP under QCBS, for which TOR and cost
estimate should be approved with Bank on the technical side.
For Component 3, contract for two vehicles for PIU site work at US$49,300 under NCB
procedures. The goods have been delivered (used by PIU coordinator and BSIF driver).
18
Annex 6: Status of Audit Recommendations
Issue Audit Recommendation 2011 SIF Response April 2011 – March 2012
1. Accounting treatment
of interest income &
administrative
income needs to
improve.
Debit interest income (not the interest
expense usage account) and credit the
respective bank account when funds are
returned to GoBZ. On subsequent receipt
of the funds from GoBZ, the respective
bank account should be debited and the
administrative income account should be
credited.
Agreed. BSIF prepared journal entries
to make adjustments and now the
accounting records show accurate info
related to interest and administrative
income.
Resolved and closed.
2. Minutes of the WB
PSC and SIF BOD
meetings need to be
signed by designated
signatories.
Minutes be signed in a timely fashion as
evidence of approval of the respective
minutes.
SIF commits to instituting the practice
of having the minutes signed within 2
weeks after confirmation of the minutes
at the subsequent PSC and BOD
meetings.
Resolved and closed – all PSC
meeting minutes have been signed
after approval at subsequent
meeting.
3. Funds reimbursed by
CDB to SIF should
be returned to
Government on a
timely basis.
GoBZ should provide the necessary
funding to SIF in order to allow
reimbursements on a timely basis.
SIF will engage in discussions with the
relevant Ministries to ensure timely
allocation of subvention.
Resolved and closed - GoBZ has
provided the necessary funding to
allow reimbursements on a timely
basis.
4. Monies from
respective funds are
being co-mingled.
Monies from respective funds should not
be co-mingled.
SIF will engage in discussions with the
relevant Ministries to ensure timely
allocation of subvention to avoid the
practice of co-mingling.
Resolved and closed – GOB has
provided necessary subvention to
avoid practice of co-mingling.
5. Formalize its
management of
projects funded
through the
Arrangement between the GoBZ and SIF
be formalized in respect of usage of
funds under the CDI Program.
The CDI program will be concluded
during 2011/2012 financial year. For
remaining projects Caribbean
Development Bank guidelines will be
Resolved and closed – Program has
concluded.
19
Commonwealth Debt
Initiative Program.
used.
6. BNTF Operations
Manual (OM) should
be amended.
Appendix 5.18 “Consultant’s Procedures
Flow Chart” of the BNTF OM be
amended to reflect current practice.
SIF proposes for BNTF OM to be
amended to allow for both evaluation
modalities presently permitted by CDB
BSIF raised it with CDB and BSIF
will follow-up with donor until
amendment is completed.
7. Supporting
documentation not
maintained in
respective sub-project
files.
Each of the steps undertaken by SIF be
documented and maintained in the
respective sub-project files.
The absence of preliminary
assessments from a file indicates
weakness in the filing of documents by
SIF Officers as opposed to a deviation
from the project cycle.
Resolved – TOR for SIF project
officers were amended in 2011 to
address this issue. BMDP has its
own Admin Assistant to ensure
proper doc. filing.
8. Procurement
procedures not
followed.
Procurement procedures should be duly
followed.
World Bank no objection and
Contractor General concurrence were
sought retroactively in one instance.
Resolved and closed – WB no
objection and contractor general
concurrence are received before
contract signing.
9. Updating of SIF’s
website.
SIF should upload the required project
documentation to its website.
SIF website is now operational and
content now being uploaded.
Resolved and closed - all relevant
BMDP information are posted on
BSIF website.
10. Bid Evaluation
Committee not
established per OM,
BMDP.
The same committee from BSIF should
not be used for WB projects.
The Bid Evaluation Committee as
specified in OM is now being adhered
to.
Resolved and closed.
20
Annex 7: Monitoring and Evaluation
Data Collection Matrix
Project /
Intermediate
Outcome
Indicators
Baseli
ne
Target Values Data Collection and Reporting
Comments YR 1 YR 2 YR 3 YR 4 YR 5
Frequen
cy and
Reports
Data
Collection
Instrume
nts
Responsibil
ity for Data
Collection
Number of
beneficiaries with
access to improved
quality of basic
municipal
infrastructure(direct
and indirect project
beneficiaries(numb
er),of which is
female(percentage).
0
Direct Direct Direct Direct Direct
Annual
Sub-
projects
completio
n reports
PIU-BSIF
The data
collected
in year 1 is
for the
two(2)
Pilot
Projects in
Belmopan
and San
Ignacio/Sa
nta Elena
Mal
e
Fema
le
Mal
e
Fema
le
Mal
e
Fema
le
Mal
e
Fema
le
Mal
e
Fema
le
49
% 51%
31,916 - - - -
Indirect Indirect Indirect Indirect Indirect
Mal
e
Fema
le
Mal
e
Fema
le
Mal
e
Fema
le
Mal
e
Fema
le
Mal
e
Fema
le
49
% 51%
146,172 - - - -
Number of towns
successfully
completing
investments in first
and second phases
0 - - - - -
End of
phase 1
and end
of the
project
Project
Completio
n Reports
PIU-BSIF
21
At least four
TCC’s each have
achieved four out
of seven
intermediate
outcome indicators
of component 2
0 - - - - - Annual
Compilati
on of
different
progress
reports
such as
financial
reports
submitted
to
MLLGRDN
N
PIU-BSIF
Intermediate
Outcome
Indicators
Baseli
ne YR 1 YR 2 YR 3 YR 4 YR 5
Frequen
cy and
Reports
Data
Collectio
n
Instrume
nts
Responsibi
lity for
Data
Collection
Km of drainage
financed under the
project
0 - - - - - Semi-
annual
Sub-
projects
completio
n reports
PIU-BSIF
Km of rehabilitated
roads under the
project
0 - - - - - Semi-
annual
Sub-
projects
completio
n reports
PIU-BSIF
Number of
improved
intersections under
the project
0 5 - - - - Semi-
annual
Sub-
projects
completio
n reports
PIU-BSIF
The data
collected
for year 1
reflects
only the
pilot
projects
22
Number of traffic
signs financed
under the project
0 26 - - - - Semi-
annual
Sub-
projects
completio
n reports
PIU-BSIF
The data
collected
for year 1
reflects
only the
pilot
projects
Number of towns
and cities that
comply with terms
and conditions of
subproject
agreement
0 - - - - - Semi-
annual
Sub-
projects
completio
n reports
PIU-BSIF
Number of towns
and cities that have
adopted MGP
0 - - - - - Semi-
annual
Minutes
of Town
Hall
Meetings
MLLGRD
N
Number of towns
increasing own
revenue collection
Local
revenu
e
collect
ed in
2009
- - - - - Semi-
annual
Financial
Reports
submitted
to
MLLGRD
N
MLLGRD
N
Number of towns
with qualified
accountants on staff
0 6 - - - - Semi-
annual
Towns
and
Councils
submit
informatio
n to
MLLGRD
N
MLLGRD
N
Belize
City and
San Pedro
Town
need to be
included
Number of towns
submitting required
financial reports
0 7 - - - - Semi-
annual
Financial
Reports
submitted
to
MLLGRD
N
Belize
City and
San Pedro
Town
23
MLLGRD
N
need to be
included
Number of towns
using a
computerized
financial reporting
system
0 1 - - - - Semi-
annual
Reports
submitted
to PIU PC
MLLGRD
N
Belize
City and
San Pedro
Town
need to be
included
Number of towns
with a physical
asset maintenance
plan and
corresponding
budgets
0 - - - - - Semi-
annual
Financial
Reports
submitted
to
MLLGRD
N
MLLGRD
N
Number of towns
with roads and
safety procedures
0 - - - - - Semi-
annual
Reports
submitted
to PIU PC
Number of towns
and city councils
that have received
training from the
Local Government
and Urban Planning
Officers
0 - - - - - Semi-
annual
Reports
submitted
to PIU PC
MLLGRD
N and
MNRE
Number of TCC’s
provided with
spatial data sets
showing land
parcels
0 7 - - - - Semi-
annual
MNRE
Internal
Reports
MNRE
24
Percentage of
subprojects that
meet BSIF’s
service standards in
accordance with the
OM
0 - - - - - Semi-
annual
BSIF PIU
Internal
reports
PIU-BSIF
Procurement and
FM duties are
executed in
accordance with
national and World
Bank guidelines
0 yes - - - - Semi-
annual
BSIF PIU
Internal
reports/
Financial
Audits
PIU-BSIF
25
Annex 8: Use of Funds by Disbursement Category
Amount % Amount % Amount %
1. CS & Non-CS Serv Part A $45,000.00 $91,436.03 $46,436.03 203% $360,000.00 $161,688.33 ($198,311.67) 45% $1,322,500.00 $183,107.60 ($1,139,392.40) 14%
2. GO and Works Part A $271,150.00 $31,427.41 ($239,722.59) 12% $2,310,650.00 $78,167.17 ($2,232,482.83) 3% $10,120,000.00 $78,167.17 ($10,041,832.83) 1%
3. GO, CS, Non-CS, TRN Part B $177,000.00 $22,864.84 ($154,135.16) 13% $708,000.00 $67,241.54 ($640,758.46) 9% $1,050,000.00 $101,739.49 ($948,260.51) 10%
4. GO,CS, Non-CS, OP, TRN Part C $74,534.17 $114,756.88 $40,222.71 154% $384,160.00 $358,305.58 ($25,854.42) 93% $1,670,000.00 $419,660.38 ($1,250,339.62) 25%
5. PPF Refinancing $800,000.00 $359,842.05 ($440,157.95) 45%
7. Premium for Caps/Collars
8. FEF Front End Fee $37,500.00 $37,500.00 $0.00 100%
TOTAL $567,684.17 $260,485.16 ($307,199.01) 46% $3,762,810.00 $665,402.62 ($3,097,407.38) 18% $15,000,000.00 $1,180,016.69 ($13,819,983.31) 8%$0.18 $0.08
BMDP Counterpart Funding
2.1 Works - GOB Town Councils $4,900.00 $1,978.89 ($2,921.11) 40% $86,850.00 $1,978.89 ($84,871.11) 2% $303,600.00 $1,978.89 ($301,621.11) 1%
4. 1 OP, TRN Part C-counterpart funding$4,218.75 $5,133.00 $914.25 122% $49,405.00 $16,426.13 ($32,978.87) 33% $84,375.00 $16,426.13 ($67,948.87) 19%
Subtotal BMDP Counterpart $9,118.75 $7,111.89 ($2,006.86) 78% $136,255.00 $18,405.02 ($117,849.98) 14% $387,975.00 $18,405.02 ($369,569.98) 5%
GRAND TOTAL $576,802.92 $267,597.05 ($309,205.87) 46% $3,899,065.00 $683,807.64 ($3,215,257.36) 18% $15,387,975.00 $1,198,421.71 ($14,189,553.29) 8%
Life of Project (LOP)
AllocationActual-
Cummulative
Variance
GOVERNMENT OF BELIZE - IBRD
Belize Municipal Development Project (Proj. 79580 BZ)
INTERIM UN-AUDITED FINANCIAL REPORT
USE OF FUNDS BY DISBURSEMENT CATEGORY - Amounts in US'00 -
Actuals for and as of quarter ending March 31st, 2012
Actual- Year
to Date
Variance
Cummulative - Year to Date
CATEGORY
Quarter
Budget - Jan -
Mar 12
Actual - Jan -
Mar 12
Variance Budget - Year
to Date
26
Annex 9: Use of Funds by Category
Amount
Disbursed -
US'00
%
Disbursed
1. CS & Non-CS Serv Part A 1,322,500.00$ 1,139,392.40$ 1,230,828.43$ (91,436.03)$ 91,671.57$ 6.9% Expenditure from Jan - Mar 2012($91,436.03)
2. GO and Works Part A 10,120,000.00$ 10,041,832.83$ 10,073,260.24$ (31,427.41)$ 46,739.76$ 0.5% Expenditure from Jan - Mar 12 ($31,427.41)
3. GO, CS, Non-CS, TRN Part B 1,050,000.00$ 948,260.51$ 971,125.35$ (22,864.84)$ 78,874.65$ 7.5% Expenditure from Jan - Mar 12 ($22,864.84)
4. GO,CS, Non-CS, OP, TRN Part C 1,670,000.00$ 1,250,339.62$ 1,365,096.50$ (114,756.88)$ 304,903.50$ 18.3% Expenditure for Jan - Mar 12 ($114,756.88)
5. PPF Refinancing 800,000.00$ 440,157.95$ 440,157.95$ -$ 359,842.05$ 45.0% Closed 31/1/2011
7. Premium for Caps/Collars 37,500.00$ -$ -$ -$ 37,500.00$ 100.0%
TOTAL 15,000,000.00$ 13,819,983.31$ 14,080,468.47$ (260,485.16)$ 919,531.53$ 6%13,379,825.36$
Advance to Designated Acccount (616,317.51)$
Total undisbursed 13,464,150.96$
Total Disbursed 1,535,849.04$ 10.24%
Disbursement Category Explanations
Client
Connection-
Undisbursed
BSIF's Books-
UndisbursedVariance Allocation
For Quarter ending March 31st, 2012
GOVERNMENT OF BELIZE - IBRD
BELIZE MUNICIPAL DEVELOPMENT PROJECT (IBRD 79580 - BZ)
INTERIM UN-AUDITED FINANCIAL REPORT
USE OF FUNDS BY PROJECT CATEGORY - Amounts in US'00
27
Annex 10: Comparison Graphics
28