14 - 11 mutually agreed and follow the provisions set out in ESMF and LARF. And the Bank task team will revise or
update ISDS as necessary to take into account for the emergency reconstruction work. All activities to be carried out in the emergency response and recovery plan for financing under Component 4
will be subject to a review by safeguards specialists. The screening and environmental management procedures described in the Project Management Manual and in the other safeguard documents will thus apply. In case
the screening step identifies that the emergency response work will likely result in adverse environmental and social impacts that are sensitive, diverse, or unprecedented and the activity would require a detailed EA report
andor LARAP, based on mutually agreement, such activity will be either excluded or the project will be restructured.
Social safeguards
– The project triggers the Involuntary Resettlement Policy OPBP 4.12 safeguard. If there is no need for resettlements e.g. reconstructions will not require temporary or permanent land
acquisition, and there are no impacts involving the loss of land, structures, crops and trees, businesses or income, no social safeguards procedure is required except the need for a confirmation letter from the PMU to
testify that the reconstruction activities will have no impact on landassets acquisition. If the activities under Component 4 have resettlement implications, the rules and procedures of the Project
Ma age e t Ma ual a d i pa ti ula l the p oje t s La d A uisitio a d ‘esettle e t Poli F a e o k ill be applied.
The environmental and social screening will include an assessment of whether or not an activity triggers any of the World Bank safeguard policies. If a policy already envisaged in this project is triggered, an assessment will
need to be prepared accordingly. If as a result of the screening step other safeguards are activated, the project will exclude the activities concerning the locations causing the activation of such safeguards. Otherwise, the
project will be restructured.
14.7.5 Supervision Responsibilities for Mitigation and Monitoring
During the implementation of the activities under Component 4, the related regional dependencies of DGH i.e. Balai Besar Pelaksanaan Jalan Nasional will be responsible for day to day supervision of mitigation compliance
and monitoring activities which have been identified in the Environmental Management and Monitoring Plan EMPs and LARAPs. Additionally, if there are complaints from local project-affected groups, the regional
dependencies should be prepared to send staff in a timely fashion to assess the validity of complaints and take any necessary actions to remedy the situation. Reporting on the implementation of the EMPsLARAPs should
e se t to the Wo ld Ba k as pa t of the p og ess epo ts p io to the Ba k s se i-annual supervision missions.
14.7.6 Documentation and Record Keeping
As per the Bank policy
10
, in rapid response to disaster, emergency andor catastrophic events, while safeguard requirements is to be deferred to project implementation and streamlined, the Bank task team will ensure that
justification for such exemption is recorded in the project documents. The PMU and related regional dependencies are responsible for record keeping of all safeguard related documentation EA, EMPs, LARAPs
carried out under Component 4, the PMU in addition will furnish to the Bank the safeguard instruments implementation as part of the progress implementation report prior to supervision missions.
14.8 NECE““ARY “UPPLEMENT TO THE PROJECT’“ DI“BUR“EMENT AND FINANCIAL MANAGEMENT
PROCEDURES
The objective of this section is to define the policies and procedures governing the use of financial resources for contingency that corresponds to the Component 4 of the project. As indicated above, the objective of this
10
World Bank Safeguard Policies OP 4.01 para 12
.
14 - 12 Component is to provide preparedness and rapid response to disaster, emergency andor catastrophic events,
as needed. This is to be done via a provisional zero-dollar component that will allow for rapid reallocation of loan proceeds during an emergency, without having to restructure the project, under streamlined procurement
and disbursement procedures.
To enable the use of contingency funding, a request must be sent to the World Bank by the PMU indicating that indicating a situation of natural disaster has occurred and that a state of emergency has been declared. This
request would be in writing to make emergency financing available through the Immediate Response Mechanism IRM. The request needs to be supported by basic information, as agreed previously with the
Ba k, o e i g the atu e of the isis o e e ge
, u ge t fi a i g eeds a d the o o e s esponse. By including Component 4 within the project design and by reaching agreements with the World Bank
regarding implementation arrangements, the WINRIP project is eligible for accessing the IRM. The PMU is responsible for ensuring that the financial management and disbursement policies and procedures
governing this project are fully and successfully applied to the management of the financial resources mobilized th ough Dis u se e t Catego Wo ks, goods, No -Co sulti g “e i es, Co sulta ts “e i es a d
I e e tal Ope ati g Costs i suppo t of the ide tified disaste isk espo se a ti ities u de “e tio V of this supplement to the operations manual. These policies and procedures are detailed in Section 8 of the
WINRIP Project Management Manual.
The PMU also needs to make sure to follow the mechanisms regulated by the Ministry of Finance under Permenkeu no. 105PMK.05 2013 regarding mechanism for budget implementation on disaster recovery and
the OPBP 8.00 Rapid Response to Crises and Emergencies.
Disbursement Category 4 has currently no funds allocated to it. It can finance works, goods, non-consulting se i es, o sulta ts se i es a d i e e tal ope ati g osts to p o ide p epa ed ess a d apid espo se to
disaster, emergency andor catastrophic events. If there are new expenditures to be added, the project needs to be restructured.
No withdrawal from Disbursement Category 4 will be made before the fulfillment of the two disbursement conditions outlined in the Loan Agreement, which are:
i The Borrower has declared a disaster, emergency or catastrophic event through the relevant
national, Province or Local Government lever or other authority, and the Bank and the Borrower have agreed to use the proceeds of the loan under Part 4 of the project with respect thereto, and
ii The Bank and the borrower have entered into a written arrangement andor the Borrower has
adopted a supplement to the Project Management Manual, the Environmental and Social Safeguards Management Framework, the Land Acquisition and Resettlement Policy Framework
and the Environmental Codes of Practice and any other documents are required by the Borrower and the Bank, and a supplement to the Project Implementation Plan, in each case satisfactory to
the Bank and the Borrower, which defines the scope, activities, implementation arrangements, environmental and social safeguards arrangement and disbursement arrangements for the
activities under Part 4 of the Project. Before submitting a Withdrawal Application for Component 4, the GoI must have submitted a request to
activate Component 4 following an emergency situation together with the declaration of emergency, and the World Bank must agree in writing to reallocate funds to Component 4 and use the proceeds of the loan under
Part 4 of the project with respect to this emergency. In addition, the World Bank must provide a no-objection to the emergency response and recovery plan to be financed under this project for details see section VI.
Once these steps are completed, the PMU will submit a completed Withdrawal Application requesting the Wo ld Ba k to ad a e the esou es allo ated to Dis u se e t Catego to the p oje t s desig ated a ou t
to finance eligible expenditures as they are incurred. The supporting documents will be provided at a later date. The PMU will ensure that all amounts from Disbursement Category 4 advanced to the designated account
a e a ou ted fo a d thei use epo ted p io to the p oje t s Dis u se e t Deadli e Date. The PMU ill use the financial management reporting processes and procedures as identified in Section 8 of the WINRIP Project
Management Manual.
The amount to be reallocated from other categories to this category 4 cannot be greater than the available loan balance at the moment of the reallocation request, excluding also ongoing commitments.
14 - 13 IFRs may need to be modified to include the information regarding expenses made under the emergency
situation. The Disbursement Letter DL may need to be revised and reissued if there is anything relating to disbursement
arrangements under this contingent component that is not included in the DL previously issued.
14.8.1 Disbursement
Advances to the designated accounts are based on the needs of the project up to a limit that takes into consideration the planned project expenditures, required cash flow, potential delays or difficulties in banking
transfers in complex situations, communication difficulties in working in remote or inaccessible areas, and other risk factors.
14.8.2 Fund withdrawal into the Special Account
Disbursements will be on the basis of withdrawal applications submitted by the PMU. Such requests should contain post-disaster reconstruction expenditure forecasts, including a projection of the quarterly breakdown
of use of the funds. The World Bank will disburse up to 50 percent of the amount for any given year at the time the request for
funds is submitted. In the case of more significant disaster reconstruction requirements, further withdrawal applications can be submitted to access additional funds from the World Bank, in excess of the annual forecast.
Although additional funding can be justified by the emergency and the impact of the disaster, it is important to note that it is by no means guaranteed.
14.8.3 Reporting
Upon completion of the emergency road works andor activities, the PMU will submit a detailed report to the World Bank, containing details of expenditures. If necessary, the World Bank may request for supplementary
information related to the reported expenses, for instance the expenses can be broken down into items, list of approved reconstructions and or supporting documents for a particular expense.
14.9 NECE““ARY “UPPLEMENT“ TO THE PROJECT’“ PROCUREMENT PROCEDURE“
