Islamic Republic of Afghanistan Ministry of Education Infrastructure Service Department

1. Islamic Republic of Afghanistan Ministry of Education Infrastructure Service Department ISD PRESENTATION TO DONORS ON CIVIL WORKS COMPONENTS UNDER EQUIP I- II AND ADDITIONAL FINANCING Date: 05-Jun-2014

2. Progress Status • EQUIP I-II(NCB,CC) • Additional Financing • Maintenance and Rehabilitation • Construction Supervision strategy • Development of infrastructure design and estimation system • Safeguard and Environment • Third Party Monitoring • IRD • DAARTT • A25 • Policy, Strategy, and Business Process • Key Challenges Contents of the Presentation

3. Progress Status EQUIP I-II (NCB Projects) Asof 01 Jun 2014, out of 305 planned projects, 272 NCB projects are contracted, in which 233 are completed, 19 are ongoing and contract for 20 projects are terminated

4. Additional Finance Detail of 121 CC projects

5. INCOMPLETE COMPONINT OF OLD CC PROJECTS Covered By (DANIDA+WB+O&M budget)

6. 1616 Projects Under Additional Financing

7. Maintenance & Rehabilitation • First batch: 1001 schools planned, surveyed & designed • 886 Projects (13.5 million USD) have been sent to PD • Out of 886 • 582 are incomplete project (Rehabilitation), in which 276 are fully completed, 46 partially completed the remaining are not yet started due to shortage of budget • 304 are maintenance projects, 287 are completed and the remaining 17 are not yet started due to shortage of budget

8. Construction Supervision Strategy • Project monitoring Executed by both PEDs Engineer and Central ISD   • Assigning a monitoring engineer for each project • Spot checking and supervision of projects by ISD Central Monitoring Engineer. • Regular Field visit of ISD Central Evaluation Engineers in 50% and 100% of project completion • Preparing Monitoring plan on provincial level by senior engineer to regularly check the quality and progress of ongoing projects • Preparing monthly monitoring and evaluation plan in central level for spot checking of the project • Conducting Construction Quality Control Training to 68 provincial engineers in central, North and East zones by DAARTT. • To Ensure Quality construction , ISD Has extended the Organizational structures by Hiring additional 247 Engineers since 2012 till 2014.

9. Development of infrastructure designs and Estimation system under additional finance 1. Site Plan Preparation and Design of EQUIP support Projects 2. Development of new 56 typical Designs 3. Development of ISD Master Estimation sheet capable of: • Covering 56 type of BoQ for 56 typical Designs • Preparing Rate analysis for 150 Construction  items identified as common in these 56 typical BoQ • Automated linkage of Material sheet to rate analysis • Revised Rate analysis considering the CPWD Rate analysis system • All the additional line items agreed in Delhi is taken into account • Consideration of Sequential order of Construction Activities • Preparing the Summary sheet

10. Safeguard and Environment: • Prepared A Sample ESMP After Several Meeting With Bank ESS Staff It Was Approved By The Bank • ISD Is Committed To Prepare ESMP For Each Project And Will Submit It To PD Along With Technical Document • A Provisional Lump Sum For Considering The ESMP Requirement Has Been Included In The BoQAnd Outlined In The Contract Document. • Prepared Environmental And Safety Guidelines/Monitoring Checklists With The ESS Framework Of The Bank. • Prepared Environmental And Safety Codes Of Practices For The Designers; • Prepared Environmental And Social Best Practices Guide For School Administration; • Prepared Project Screening Checklist To Collect ESS Related Data For Screening Of School Projects During Site Assessment And Survey;

11. Third Party Monitoring (IRD) • The draft Individualized Project TOR for the Third Party Monitoring for Phase III is already prepared and shared with the WB. • It was concluded that 500 visits to be made by the third party during the third phase. For these visits, the projects are divided into the following categories • Completed under Equip but not visited in earlier phase • Completed after IRD’s visits in previous phases • Equip I and II: under construction buildings • AdditionalFinance- New building • AdditionalFinance – Missing items

12. Projects affected/under natural hazards Beginning of development era and ISD Capacity Current ISD capacity Finding of ISD- 268 schools are located within vicinity of Natural Hazard such as flood, landslide, and, storms and avalanche Request from the Donor Community: The school is located under flood threat and requires special attention in terms of construction of protection wall. ISD has conducted the survey and estimated the cost of the project

13. DAARRT Standardization & Capacity Building of ISD • DAARRT was contracted in order to standardize reporting formats, produce construction manual, do the quality monitoring of ISD and provide training to ISD staff, and prepared a comprehensive estimation format for ISD • During the contract period, DAARRT could not complete the deliverables as agreed upon • Inprevious mission it was decided to extend their contract for two months in order to complete the deliverables • Even after the Extended period DAARTT could not complete the work as per the TOR • Recently they have submitted draft construction manual which is currently under review stage by ISD • Moreover, they still didn’t submitted deliverables such as conducting national lessons learned workshop, three vehicles, M&E tools and a final report • The Estimates prepared by DAARTT were found unsatisfactory during the meeting in Delhi • During their assignment with ISD, they could perform: • Monitoring of 70 projects and evaluation of 20 • Training for site engineers • Workshop for 68 engineers • Provision of site reports

14. Article-25 started working with ISD from 22nd Sep to 10th October 2013 • A-25 faced visa and permission problem and finally the contract period was expired • The extension is now granted through SPC • The payment of second installment is in process and meanwhile, A-25 has submitted their remobilization plan Photo: Problem Analysis with ISD core team Article 25 Capacity Development & Restructuring of ISD

15. 2012 to 2013 onwards: • Where ISD Moving To: • Tashkeel enhanced at Centre & Provinces • Timely project preparation • Centralized database system (still to improve it) • Standard Reporting system • Standardization & harmonization of M&E System & Procedures • Supervision strategy & plan • Inter & Intra coordination & Communication • QC/QA for safe building construction 2010 to 2012: Where ISD was? Weak organizational structure Ad-hoc approach in business at work Absence of proper database and reporting systems Policy & Strategy Adopted - Maintenance strategy introduced & procurement decentralized at provincial level - Project package must include wash facilities , boundary walls & furniture Policy, Strategy & Business Process - Incentives & rewards based on staff performance - Penalty & rewards to bad and good performing contractors: QC laboratory testing facilities still lacking

16. Despite enhanced skills and expertise within ISD, current capacity is not adequate to deliver works efficiently and effectively • Security is still a big obstacle for visiting project sites • In order to improve access to project sites, budget for transportation purpose to monitor the projects is included in the PP • The Government has stopped paying super skill salary to most of the ISD technical Tashkeel staff. If we cannot find ways to compensate for the reduced amount, ISD will certainly face capacity crisis. The matter is already shared with the bank and seeking the ways to overcome the problem Key Challenges

17. QUESTIONS & SUGGESTIONS Where we were Where we want to be Monitoring and Evaluation Deportment/ISD

18. THANK YOU VERY MUCH