guidelines for cash-for-work (cfw) projects€¦ · work manual xxiii. environmental and social...

RksYges

dækic© nig hirBaØvtßú

* *

_______________________________________________________________________________________

Emergency Food Assistance Project

Loan Number 2455-CAM, Grant Number 0116-CAM, and TA 7145-CAM

Ministry Of Economy And Finance Royal Government Of Cambodia

Website: www.efap.org.kh

GUIDELINES

FOR CASH-FOR-WORK (CFW)

PROJECTS

(Draft Final)

December 2009

FOREWORD Food security and social safety nets are essential for achieving the Cambodian Millennium Development Goal (CMDG) 1, "Eradicate extreme poverty and hunger" and is an important development priority of the Royal Government of Cambodia (RGC). The National Strategic Development Plan (NSDP) 2006-2010 states that food security and nutrition is a key goal which is "to ensure that poor and food insecure Cambodians, by 2010, have substantially improved physical and economic access to sufficient, safe and nutritious food at all times to meet their dietary needs and food preferences for an active and healthy life". Although Cambodia has been largely food self-sufficient, spiralling staple food prices are a challenge for the access to sufficient and adequate food of poor households in Cambodia, as most of them are net food buyers and on average they spend more than 70 percent of their income on food. Widespread rural poverty still hampers access to adequate food for many households. Cambodia is facing the serious challenge of coping with the second round of shocks created by repercussions from the global financial crisis. These shocks are expectedly generating severe impacts to job opportunities and food security. The Government is now trying to cope with these shocks, focusing on creating job opportunities and in strengthening social safety net programs. The Prime Minister Sam Dach Hun Sen in his speech at the Cambodia Economic Forum on 5 February 2009 emphasized the need for strengthening the social safety net and creating jobs to cope with the hardships caused by the global financial crisis. In this respect and among others, the RGC has launched the Cash-for-Work (CFW) program, a new initiative, under the ADB funded “Emergency Food Assistance Project (EFAP)”. The program seeks to rehabilitate/ improve rural roads and tertiary irrigation canals, and use cash as a means of compensation. As a first step, the Project developed CFW project procedure to carry out the pilot testing of the CFW program. This Procedure was approved by the Executing Agency (Ministry of Economy and Finance) and endorsed by the ADB. After the successful pilot testing of the CFW program, the Project has developed ’The Guidelines’ outlining the detailed operational procedures to implement the CFW program. The proposed guidelines build upon the various guidelines used by WFP and other similar Organisations implementing the Food-for-Work (FFW) and CFW programs. The guidelines also reflect the lessons learnt by the Project during the pilot testing of the CFW program, and have incorporated the comments received from different stakeholders during seminars/workshops held for the discussion and dissemination of the Guidelines. The Guidelines provide the steps for the identification of CFW projects, the implementation, and monitoring and supervision arrangements. Under the procedure, the CFW projects are required to be identified, approved, and monitored by the communities and its local representatives, bottom-up approach. Significant efforts have gone into the preparation of the CFW Guidelines. It is however considered a “living document” which will be updated from time to time based on need and lessons learned. Feedback and suggestions to improve the guidelines is therefore solicited.

Sandap Vong, Deputy Secretary General Project Director, Emergency Food Assistance Project Ministry of Economy and Finance Royal Government of Cambodia

CFW Guidelines

Draft Final

Table of Contents List of Annexes i Abbreviations ii 1. Introduction 1 2. Management and Coordination 1 3. Participation of Contractors 1 4. Responsibilities 2

4.1 Responsibilities of Project Committee (PC) 2 4.2 Responsibilities of the Cooperating Partner (CP) 2 4.3 Responsibilities of the Technical Support Unit (TSU) 3 4.4 Responsibilities of Central Project Management Unit (CPMU) 3

5 Planning 3 5.1 Types of Work in a CFW Programme 3 5.2 Project Identification 4 5.3 CFW Project Procedure 5

6. Design 5 6.1 Roads and Dikes 5 6.2 Irrigation and Drainage Canals (Raised and Dug) 5 6.3 Other Types of Work 5

7. Measurement 5 7.1 Roads and Dikes (Dams) 6 7.2 Irrigation and Drainage Canals (Raised and Dug) 7 7.3 Other Types of Work 7

8. Selection 8 8.1 Selection Process 8 8.2 Project Prioritisation 9

9 Approval 9 9.1 Pre-work Spot Check or Measurement 9 9.2 Unit Rate 10 9.3 Supervision Payment 10 9.4 Maintenance Cost 10 9.5 Force Majeure Situation 10

10 Implementation 10 10.1 Timetable for Projects 10 10.2 Advocacy and Publicity 11 10.3 Formation of the Project Committee (PC) 11 10.4 Allocation of Work and Measurement 12 10.5 Site Supervision 12 10.6 Elimination of Child Labour 13

11. Completion 13 11.1 Post-work Spot Check or Measurement 13

12. Cash Request and Payment Procedure 14 12.1 First Cash Distribution 14 12.2 Final Cash Distribution 14 12.3 Suspension/Cancellation of Projects 15

13. Monitoring and Reporting 16 13.1 Monitoring 16 13.2 Reporting 16 13.3 Finance and Reporting 16

14. Training and Orientation 17

CFW Guidelines

Draft Final

List of Annexes

I. Project Structure II. Flow Chart of Activities

III. Site Book IV. CFW Agreement V. CFW Procedure

VI. Eligibility Criteria for CFW Beneficiaries VII. Proposal Outline

VIII. Sign Board IX. PC Declaration of Oath X. Cash Distribution Procedures

XI. Family Recording Sheet XII. List of Participants

XIII. EFAP Engineer Spot Checks XIV. Measurement Sheets XV. Cash Request Form (CRF)

XVI. Cash Release Note (CRN) XVII. CFW Work List

XVIII. Structure List XIX. Meeting Report XX. Meeting Minutes

XXI. Cash Distribution Report XXII. Work Manual

XXIII. Environmental and Social Clauses

- i - CFW Guidelines

Draft Final

Abbreviations ADB Asian Development Bank Bilat Bilateral Project CC Commune Council CDP Commune DevelopmenCFAMP Community Fisheries Area Management Plan CFW Cash For Work CMDG Cambodian Millennium Development Goals CPMU Central Project Management Unit CP Cooperating Partner CRF Cash Request Form CRN Cash Release Note DIC Department of Investment and Co-operation DIW District Integration WorDP Distribution Point EA Executing Agency EFAP Emergency Food Assist ct FRS Family Recording Sheet GTZ German Technical Co-operation (Gesallschaft fur Zusammenarbett) HHs House Holds LoA Letter of Agreement MEF Ministry of Economy and Finance MoU Memorandum of Under ding MRD Ministry of Rural Development MOWRAM Ministry of Water Resou nd Meteorology NCB National Competitive BidNGO Non Government Organ PC Project Committee PDRD Provincial Department o al Development PDOWRAM Provincial Department of Water Resources and Meteorology Phlong Work Unit (Khmer) PPMU Provincial Project Mana t Unit QPR Quarterly Progress Report TSU Technical Support Unit e relevant Ministries) UXO Unexploded Ordinance VDP Village Development PlWB World Bank WFP World Food Programme

t Plan

kshop

ance Proje

stan

rces ading

isation

f Rur

gemen

(at th

an

- i - CFW Guidelines

Draft Final

1. Introduction This document provides guidance for the smooth coordination, planning and implementation of the Cash-For-Work (CFW) programme for the Emergency Food Assistance Project (“EFAP”) under the Ministry of Economy and Finance (the Executing Agency – “EA”), Royal Government of Cambodia. The respective Ministries and its provincial departments coordinating and managing the CFW Programme are called Technical Support Unit (TSU) and Cooperating Partners (CP) respectively.

2. Management and Coordination The following institutional arrangements will be put in place for the management and coordination of the CFW programme (See: Annex I: Project Structure). Project Level 2.1 A Project Committee (PC) must be formed for each project before its implementation comprising of

3-7 members, including a Chairperson. Members of the PC should be elected through public assembly by project participants. The PC should include teachers, elderly persons, Village Development Committee member (s), member (s) of other grass root level organisations existing in the village, village doctors, village level agriculture/veterinary workers, etc., not only to give it a wider recognition but also to form a multidisciplinary team. Inclusion of 50% women, to the extent possible, in each PC is recommended.

2.2 The Chairperson will submit the names and composition of the PC to the CP. The Chairperson and PC members should not participate in any other PC for projects in another village.

2.3 CFW projects follow a series of steps or activities from start to finish of the project. The sequence of steps in a CFW project is shown in the Flow Chart of Activities. (See Annex II: Flow Chart of Activities)

Provincial Level 2.4 At the provincial level, the CFW programme will be coordinated by Provincial Project Management

Units (PPMUs), and CP representative(s).

2.5 The nominated staff for CP positions will function in accordance with the Letter sent by the EA (MEF) to the concerned Ministries for the implementation of CFW programme under the EFAP.

National Level 2.6 At the national level, the CFW programme will be coordinated and managed by Central Project

Management Unit (CPMU) of the EFAP. The Technical Support Unit (TSU) representative (s) of the respective Ministries will help in the coordination of the programme.

2.7 The nominated staff for Technical Support Unit (TSU) positions will function in accordance with the Letter sent by the EA (MEF) to the concerned Ministries for the implementation of CFW programme under the EFAP.

3. Participation of Contractors

3.1 Participation of contractors in the CFW projects (costing less than US$ 10,000.00 per package) will be need based. Whenever the PC, CP, TSU and EA of the project identifies the need for skilled works such as rehabilitation of small culverts, check structures, etc., they may engage skilled workers or contractors after reaching consensus among them. Preferably contractors or skilled workers from the same village or commune should be given preference for building such structures.

3.2 Participation of contractors in the CFW projects (costing more than US$ 10,000.00 per package) will also be need based. Whenever the PC, CP, TSU and EA of the Project identifies projects which require equipment and skilled labour for the rehabilitation of small bridges, check dams, etc., the EA will adopt National Competitive Bidding (NCB) according to the laid down procedure of the Royal Government of Cambodia.

CFW Guidelines

Draft Final

3.2.1 Contractors will be selected and engaged based on an assessment of their bids, and experience in the proposed contractual works by the Procurement Review Committee (a team of officials from CPMU, TSU, and DIC). The general selection criteria for Contractors will include:

i) Official registration; ii) Sound experience in the said Civil Works projects in the past; iii) Good standing and reputation; iv) A commitment to include, as far as possible, the poorest and vulnerable sections of the

community, and in particular women; and v) Experience in the EFAP targeted area would be an added advantage.

3.2.2 The contractors selected for the said purpose have to abide by the general and special terms and conditions laid down in the contract agreement.

4. Responsibilities

4.1 Responsibilities of Project Committee (PC) i) Select and mobilise the workforce in the project area (See: Annex VI: Eligibility Criteria for CFW

Beneficiaries); ii) Allocate the work units (phlongs) to food insecure households who are willing to participate in

the project; iii) Supervise the work on a daily basis and record progress of works i.e. earthworks, compaction

etc. in the Site Book (See: Annex III: Site Book); iv) Assist and support the CP in pre and post-work measurements and co-sign measurement sheets; v) Assist EFAP Engineer/PPMU/ CPMU in measurement inspections, and spot checking; vi) Seek assistance from the other agencies of Government, commune council, NGOs or other

organizations to provide funding if the CFW project requires laterite, small bridges, culverts etc. (EFAP will try its best to provide them whenever possible);

vii) Request the release of cash by submitting a request for cash to the CP; viii) Receive cash and arrange the cash distribution to participants, with support from the CP and

PPMU; ix) Issue a Family Recording Sheet (FRS) for each participating household and give the FRS to

household representatives before the submission of the Cash Request Form (CRF); and x) Maintain project records during the project and keep copies of records of the project, including

the original Site Book. Individual Households will keep the original FRS.

4.2 Responsibilities of the Cooperating Partner (CP) 4.2.1 The CP is the most important link in the CFW project implementation, and plays the role of a project

manager. The CP’s performance determines the effectiveness of a CFW project.

4.2.2 The CP is responsible for project investigation, design, pre and post-work measurement, problem-

solving and remains in regular contact with the PC. The CP is in control of the project and is therefore held accountable for its success or failure. The following are the list of specific CP responsibilities: i) Select and screen CFW project proposals on the Work List; ii) Sign Project Agreements with the relevant Commune Councils, and send to CPMU through

TSU for signage (See: Annex IV: CFW Agreement); iii) Endorse the formation of the PCs; iv) Organise briefing, orientation and training sessions on project implementation for PC members; v) Ensure all members of PCs fulfill their functions; vi) Supervise appropriate and timely utilisation of resources; vii) Conduct pre-work and post-work measurements with the PC and community representatives; viii) Examine proposals for any change of alignment/design/estimate of the project and forward

comments to the CPMU for clearance/approval; ix) Monitor projects at regular intervals;

CFW Guidelines 2

Draft Final

x) Keep and maintain copies of records provided by CPMU, including the CFW Agreement, Proposal Outline, PC Declaration of Oath, Measurement Sheets (Pre and Post-Work) and CFW Participants List;

xi) Provide copies of the Proposal Outline, CFW Agreement, PC Declaration of Oath and Measurement Sheets (Pre & Post-Work) to the PC;

xii) Issue Family Recording Sheets (FRS) for all participating households to the PC before the submission of the Cash Request Form (CRF), and guarantee all FRS are accepted and agreed by participants before submitting the CRF, to avoid cash return;

xiii) Coordinate and attend all cash distributions organised by the PC; xiv) Receive cash from PPMU and help PC to arrange the cash distribution to participants; xv) Report any irregularities in the CFW programme to the PPMU or CPMU through TSU; xvi) Be responsible and accountable for any cash diversions from the project; and xvii) Collaborate with PPMU, CPMU, ADB Review Missions, and Independent Auditors for site

visits and/or possible check measurements.

4.2.3 The CP is responsible for Full Cost Recovery in the event of irregularities or loss etc. or negligence on the part of cooperating partners or cooperating partner staff. Full-cost recovery can be defined as the complete retrieval of cash and associated costs concerning the implementation of the said projects.

4.3 Responsibilities of the Technical Support Unit (TSU- Ministry of Rural Development “MRD”/ Ministry of Water Resources and Meteorology “MoWRAM”)

i) Provide full support to the CP in the Project Implementation i.e. in project investigation, design, pre and post-work measurement, problem-solving and remain in regular contact with the CP; ii) Cooperate with the EFAP to monitor the project until its completion; iii) Coordinate with the CPMU to solve any project related problems; iv) Investigate the suspension of projects (if any), and take appropriate action, including suspension/dismissal of staff; v) Be responsible for submission of updated CFW Work List and structure list on a monthly basis; and vi) Ensure all reports are sent to the CPMU on time.

4.4 Responsibilities of the Central Project Management Unit -“CPMU” and Provincial Project Management Unit -“PPMU”

i) Provide advice and guidance to the CP and PC; ii) Review and approve project proposals iii) Agree to supply the Cash Commitment for the project; and iv) Monitor the project and provide the cash in accordance with the actual work completed. If the final measurement by CP exceeds the agreed volume, CPMU will only accept a maximum of 10% above the agreed volume.

4.4.1 EFAP reserves the right to delay/stop cash distribution and/or request the CP to refund the cash if it established that fraudulent or corrupt activities and/or irregularities have taken place in the implementation of the project.

5 Planning

5.1 Types of Work in a CFW Programme: 5.1.1 The following types of work can be undertaken under a CFW Programme. The technical and design

specifications for each type of work is detailed in the Work Manual (See: Annex XXII: Work Manual):

CFW Guidelines 3

Draft Final

i) Road and Dike (Dams) - Rehabilitation: The rehabilitation / upgrading / alignment / maintenance of rural roads and dikes built to design specifications in respect to width, height and slope can be undertaken. Only a rural road with a proposed design top width of a minimum 5.4 meters; a road surface width of 5 meters; and height of more than 0.5 meters above the flood level will be considered. Grass turfing on the slopes is required after the completion of the road and dike construction. No new road and dike projects will be considered. (See: Annex XXII: Road and Dike Manual)

ii) Road - Laterite Surfacing:

The spreading of laterite will be supported to increase the durability and adequacy of rehabilitated/improved roads for all weather traffic. Labor will be compensated with CFW for spreading laterite on rehabilitated/improved roads. Only spreading of laterite on the surface of the EFAP-supported roads will be considered. The EFAP may not be able to provide laterite for projects in most circumstances, and would encourage the TSU/CP to seek other sources of funding for laterite procurement, transport and compaction. The thickness of the laterite should conform to the technical specifications of 20 centimeters thickness and a road surface width of 5 meters. Procurement of laterite, excavation/loading; transport/unloading and compaction should be done with appropriate technical support from the TSU/CP. (See: Annex XXII: Road (Laterite) Manual)

iii) Irrigation (Raised and Dug) and Drainage Canals:

Rehabilitation /improvement of both tertiary irrigation and drainage canals built to design specifications based on water availability and an overall water management plan for the catchment will be considered. Rehabilitation of both irrigation and drainage canals should preferably be part of the national irrigation plan. No new irrigation canal projects will be considered. (See: Annex XXII: Irrigation (Raised) Canal Manual, Irrigation (Dug) Canal Manual)

The EFAP encourages the integration of the rehabilitation of irrigation and drainage canals together with the rehabilitation of rural roads to maximize the Project benefits.

iv) Other Types of Work:

Other work may also be considered for CFW on a case-by-case basis. The work-norms/methods will be worked-out jointly between the CP/TSU and PPMU/CPMU.

5.2 Project Identification 5.2.1 The EFAP has identified 200 most food insecure communes in 50 districts of 7 provinces around the

Tonle Sap as target area for the Project. The target communes for the CFW programme are selected to complement the FFW and School Feeding programmes by the WFP, and to ensure the activities implemented in a more integrated manner.

5.2.2 While allocating resources, priority should be given to villages within the commune where the

people are relatively more food insecure (number of female-headed households, families without income earner, families with no access to agricultural land, etc).

5.2.3 Only projects with an estimated cost of less than US $10,000.00 will be considered under CFW.

Projects costing over US $10,000.00 but less than US $100,000.00 will be considered under the Civil Works contract. The Civil Works contract will adopt the National Competitive Bidding (NCB) procedure. The selected contractor will be required to engage the local labour to fulfil the unskilled labour requirements in the project.

5.2.4 It is essential for the CPs operating in mine/unexploded ordinance (UXO) affected areas, to take the

threat of these weapons into consideration when planning CFW projects. The EFAP will not implement CFW projects in the UXO contaminated areas unless the appropriate de-mining authorities can assure that CFW project sites and access routes to the project sites are safe from mines and UXOs. The CPs must provide adequate mine/UXO information to the EFAP staff, including safe routes, dangerous areas, and emergency contact information.

CFW Guidelines 4

Draft Final

5.3 CFW Project Procedure 5.3.1 CFW projects follow a definite procedure from start to finish of the projects. The project goes

through stages or phases which can be monitored to check the progress of the project. The project procedure describes the measures to be undertaken during the project identification, pre-work measurement, project agreement, participant selection, project implementation, post-work measurement, cash distribution, and reporting. The details of each stage are included in the CFW Procedure Annex (See: Annex V: CFW Procedure).

6. Design The design specifications for each type of CFW project are as follows:

6.1 Roads and Dikes (Dams):

i) Roads should have a minimum number of bridges and culverts that will allow flood and cross drainage so that the road does not become a dam. New small bridges and culverts may be provided during rehabilitation of the road. The CP should also search for other sources of funding for building these bridges and culverts.

ii) Borrow pits for earth should not exceed one meter depth and should be at least 1.5 meter from the foot of the planned road embankment or from foundation of houses. Excavating earth from within one and half meter of the foot of the road embankment (on either side) or house foundations is not permitted.

iii) During the investigation, standard embankment width, road width, height of embankment above the existing flood level are to be agreed to by CP/TSU and comply with the EFAP design guidelines. The villagers must also agree that land will be available for both the road and earthworks prior to signing of Agreements and commencement of construction.

iv) All the environmental safeguard and social clauses, if at all applicable, should be followed (See: Annex XXIII: Environmental and Social Clauses).

6.2 Irrigation and Drainage Canals (Raised and Dug):

i) Canals should have a minimum number of bridges and culverts that will allow access across the canal. These bridges and culverts are to be provided/rehabilitated during reconstruction of the canal. The CP should also search for other sources of funding for building these bridges and culverts.

ii) Canals should be designed with appropriate slopes to allow irrigation and drainage flow. iii) Landowners must agree to the canal and raised dike construction at the selected location and

provide the necessary land for the canals and drains. iv) All the environmental safeguard and social clauses, if at all applicable, should be followed (See:

Annex XXIII: Environmental and Social Clauses).

6.3 Other Types of Work:

i) Other work may also be considered for CFW on a case-by-case basis. The work-norms/methods will be worked-out jointly between the CP/TSU and EFAP.

7. Measurement

The “one string method” is used to measure CFW projects. The equipment needed includes:

i) One string, (50 meters long).

ii) Three measuring sticks (1.5 meters long).

iii) One line level or bubble (to make the string exactly horizontal before measuring).

CFW Guidelines 5

Draft Final

iv) One measuring tape - steel (7.5 meters long)

v) One measuring tape - plastic (50 meters long)

The steps followed for measuring each cross section of road or irrigation (dug) canal is as follows:

i) Tie one end of the string to the top of one measuring stick and tie the other end of the string to the top of another measuring stick.

ii) Place the 1st measuring stick at the reference peg on the left side of the road / canal and the 2nd measuring stick at the reference peg on the right side of the road / canal.

iii) Tighten the string between the two measuring sticks so the string is straight and level.

iv) Place the line level or bubble on the string, half way between the two measuring sticks.

v) Move the string line up or down the 2nd measuring stick until the line is level.

At each cross section measure the height of the CFW project at five locations using the 3rd measuring stick, starting at the left hand reference peg. The location of each measurement is as follows:

i) Measure the height at field level at the left hand reference peg. (Reference Peg – Left). The height is measured from the ground to the level string. Record the height in meters (e.g. 0.85 meters) in the measurement sheet.

ii) Measure the height of the top edge of the road on the left side (Top Peg – Left). The height is measured from the top edge of the road to the level string. Record the height in meters (e.g. 0.35 meters) in the measurement sheet

iii) Measure the height of the centre of the road, and highest point on the road (Centre Peg). The height is measured from the top centre of the road to the level string. Record the height in meters (e.g. 0.15 meters) in the measurement sheet

iv) Measure the height of the top edge of the road on the right side (Top Peg – Right). The height is measured from the top edge of the road to the level string. Record the height in meters (e.g. 0.33 meters) in the measurement sheet

v) Measure the height at field level at the right hand reference peg (Reference Peg – Right). The height is measured from the ground to the level string. Record the height in meters (e.g. 0.83 meters) in the measurement sheet.

A diagram showing the location of each of the five measurements is shown below:

The same five measurements are taken for irrigation (dug canal), only depths are measured instead of heights:

7.1 Roads and Dikes (Dams):

i) The design of the road should be based on simple cross-section measurements at every 50-meter interval along the road. Additional cross sections, within the 50m interval, also need to be taken when the height of the road varies dramatically.

HR (m) HL (m)

WT (m)

STRING LINEHC (m)

WB (m) 1.5 m1.5 m

LEFT RIGHT

RPL (m) RPR (m)

CFW Guidelines 6

Draft Final

ii) The cross-section should be measured to the edge of the planned road. The cross-section must have a reference peg at both ends. Pegs are to be at field level (natural ground level) and mark the edge of the planned road on both sides. The reference pegs will be used as a bench mark (fixed level) for the height measurements. For post-work measurements, the pre-work reference pegs will also be used to measure post-work heights. Reference pegs are not allowed to be removed or moved.

iii) Measurements should be made at each cross section to calculate pre-existing and post-work earthwork volumes, so that actual earthwork volumes can be calculated.

iv) The whole length of the road should be divided into household work units (phlongs), and numbered in order from start to finish of the project.

v) Phlong lengths of a standard 10 meters in length, is recommended. The division of work units (phlongs) should be between and within the CP’s measured cross sections and should not cross over into other cross sections.

A standard measurement sheet for roads and dikes has been developed, and the measurement sheet includes diagrams on where to measure. (See: Annex XIV: Measurement Sheet: Roads & Dikes (Dams).

7.2 Irrigation and Drainage Canals (Raised and Dug):

i) Cross-section measurements should be taken at 50m intervals. Additional cross sections, within the 50m interval, also need to be taken when the depth of the canal varies dramatically.

ii) The cross-section should be measured to the edge of the planned canal. The cross-section must have a reference peg at both ends. Pegs are to be at field level (natural ground level) and mark the edge of the planned canal on both sides. The reference pegs will be used as a bench mark (fixed level) for the height measurements. For post-work measurements, the pre-work reference pegs will also be used to measure post-work heights. Reference pegs are not allowed to be removed or moved.

iii) Measurements should be made at each cross section to calculate pre-existing and post-work earthwork volumes, so that actual earthwork volumes can be calculated.

iv) The whole length of the canal should be divided into household work units (phlongs), and numbered in order from start to finish of the project.

v) Phlong lengths of a standard 10 meters in length, is recommended. The division of work units (phlongs) should be between and within the CP’s measured cross sections and should not cross over into other cross sections.

A standard measurement sheet for irrigation and drainage canals has been developed, and the measurement sheet includes diagrams on where to measure. (See: Annex XIV: Measurement Sheets: Irrigation (Raised) Canal, Irrigation (Dug) Canal).

7.3 Other Types of Work:

Other types of CFW can be considered on a case-by-case basis. How to measure these other types of CFW projects will have to be developed by the CP and the EFAP Engineer.

CFW Guidelines 7

Draft Final

8. Selection

8.1 Selection Process:

Submission of consolidated Work List by TSU to CPMU

Approval of Work List by CPMU

Pre-Work survey by CP

Submission of Proposals by CP to TSU with copy to PPMU

Submission of consolidated proposals by TSU to CPMU

Spot Check and endorse by EFAP Engineer

Random checks of about 10% of projects by CPMU

Work Starts

Preparation of Work List by Provincial Departments and submit to TSU

CPMU informs TSU about the approval with copy to PPMU and CP

Approval by the Project Director, EFAP

CFW Guidelines 8

Draft Final

8.2 Project Prioritisation 8.2.1 Projects should have a long-term impact on the community. Therefore, all CFW projects should be

part of the Village Development Plan (VDP)/ Community Fisheries Area Management Plan (CFAMP), compiled in the Commune Development Plan (CDP) and approved at the District Integration Workshop (DIW). CFW proposals are to be prepared by Village Chiefs and endorsed by Commune Councils (See: Annex VII: Proposal Outline).

8.2.2 Projects that have other financiers, e.g. WFP, GTZ, WB, NGOs, etc. and/or have a plan to ensure the

sustainability of the project should receive priority.

9. Approval

9.1 Pre-work Spot Check or Measurement 9.1.1 EFAP Engineer will undertake a pre-work spot-check on projects, using the “Quick and Simple”

Check-list. EFAP Engineer will check improvement and rehabilitation projects1 using the pre-work spot-check. EFAP Engineer will undertake a pre-work spot check within 2 weeks of receiving the pre-work measurement from the CP. (See: Annex XIII: EFAP Engineer Spot Checks)

9.1.2 PPMU/CPMU of EFAP may also independently inspect and cross check pre-work measurements at

least 10% of all rehabilitation/improvement projects in the programme. The projects will be randomly and independently selected by the PPMU/CPMU. The PPMU/CPMU will also check improvement projects in the pre-work stage, whenever possible. (See: Annex XIV: Measurement Sheets)

9.1.3 If there is a significant variation between the CP pre-work earthwork volume and the EFAP

Engineer or PPMU/CPMU volume, then the following will apply:

i) Less than or equal to 10% (over-estimate or under-estimate), the cash approved shall remain unchanged.

ii) More than 10% (under-estimate), the CP must re-measure the project. The following re-measurement error must be less than or equal to 10% of the PPMU/CPMU measurement.

iii) More than 20% (under-estimate), the CP must re-measure the project. The re-measurement error must be less than or equal to 10% of the EFAP Engineer or PPMU/CPMU measurement. If the re-measurement error is more than 20%, the CP must again re-measure the project. EFAP Engineer will do a full measurement of the project independent of the CP (EFAP engineer and CP joint measurements must not be undertaken). If the CP final measurement is still more than 20%, the CPMU will request/recommend the TSU to remove the staff from EFAP CFW Programme. The cash approved will be based on the EFAP Engineer or PPMU/CPMU full measurement. The same rule (removal of staff) can be applied to incorrect measurements by the CP on the same project or in combination with successive projects.

iv) More than 10% (over-estimate), the earthworks volume will be increased to the CPMU measurement.

1 Improvement Projects: Where there are existing works and existing works are < 250 m3 per 1,000 m (Roads, Oxcart

Roads, Raised Canals, and Dug Canals); or existing works are < 750 m3 per 1,000 m (Dikes and Dams) e.g. Approximate: Roads < 0.05 meters above natural surface level (NFL), Ox Cart Roads < 0.05 meters below NFL,

Raised Canals < 0.10 meters above NFL, Dug Canals < 0.10 meters below NFL, Dikes and Dams < 0.20 meters above NFL.

Rehabilitation Projects: Where there are existing works and existing works are > 250 m3 per 1,000 m (Roads, Oxcart

Roads, Raised Canals, and Dug Canals); or existing works are > 750 m3 per 1,000 m (Dikes and Dams) e.g. Approximate: Roads > 0.05 meters above natural surface level (NFL), Ox Cart Roads > 0.05 meters below NFL,

Raised Canals > 0.10 meters above NFL, Dug Canals > 0.10 meters below NFL, Dikes and Dams > 0.20 meters above NFL.

CFW Guidelines 9

Draft Final

9.2 Unit Rates: The work, activity, unit rate and work unit are summarised in the table below. The recommended unit rates should be strictly adhered to in calculating the cash entitlement and payment to the beneficiaries.

Unit Rate2Work Activity

(Khmer Riel) Work Unit

Excavation/fill/compaction 8000.00 m3Roads

Grass turfing 2000.00 m2

Roads - Laterite Surfacing Spreading 1600.00 m3

Excavation/fill/compaction 8000.00 m3Irrigation Canals / Dikes

Grass turfing 2000.00 m2

Other To be decided on a case by case basis

9.3 Supervision Payment: 9.3.1 A payment of 3% of the total cash distributed to participants will be made to the PC for the daily co-

ordination and supervision of the project.

9.4 Maintenance Cost (Pilot): 9.4.1 An extra maintenance cost of 10% of earthworks can be piloted on approved projects for

maintaining, repairing or reshaping CFW projects during a 6-month period following project completion. “Maintenance Inspections” would be first conducted by the CP, 6 months after completion of the project. A Spot Check by EFAP Engineer will then be made to verify the project was properly maintained to the design standards. The payment of the extra 10% would be made to a small “Maintenance Team”, (no more than 10% of participating households), selected from the poorest participating households on the CFW project.

9.5 Force Majeure Situation In the event of damage caused by natural disasters to partially completed/incomplete projects, the PC in co-ordination with the CP & PPMU/ EFAP Engineers should undertake to assess the damage with a view to estimating the quantum of work, which had been completed prior to the disaster. In force majeure situations, the CP/PPMU should immediately report to the CPMU and seek prior approval to pay the labor based on the estimated work accomplished prior to the damage caused by a natural disaster.

10. Implementation

10.1 Timetable for Projects: 10.1.1 The CFW projects must start within one month of the start date in the Agreement and must be

completed within 6 months after the actual start of the project. 10.1.2 Grassing should be started after completion of the earthwork preferably at the end of the dry season

(May - June).

2 Unit Rate: This unit rate is for unskilled labour. The rate may differ for semi-skilled and skilled labour and should

follow the rate fixed by the Government. Generally 4000 Khmer Riels is considered to be equivalent to one US dollar. However, the project will follow the exchange rate at the time of payment.

CFW Guidelines 10

Draft Final

10.1.3 Spreading of laterite should be started one year after completion of the road to allow the road earthworks to settle and compact first.

10.2 Advocacy and Publicity 10.2.1 The CP will display posters provided by EFAP for the CFW project and placed in clearly visible

public places in the village. The CP will also organize at least two (2) public meetings with the beneficiary community, one at the beginning of the project and the other at the end of the project for awareness, dissemination of information, cash distribution planning, and review of the CFW project.

10.2.2 After signing of the Agreement, a Sign Board supplied by EFAP (See: Annex VIII: Sign Board) must be

erected at the beginning of each project, before the project starts, by the CP. (one sign board per project). If there are multiple projects in one village, individual project numbers can be listed on one sign board.

10.2.3 The PPMU/CPMU is responsible for painting the project information on the sign board; ensure the

Government and ADB logo stickers are fixed on the sign board; the delivering the sign board to CP provincial offices; and painting the actual cash distribution on the sign board at final cash distribution. The CP is responsible for transportation of the sign board from the provincial office to the CFW project site and the correct installation of sign board before the project starts.

10.2.4 PPMU/CPMU will check sign boards for correct information, appropriate location, transparency, etc

during post-work measurement or final distribution. Cash distribution is not to proceed until the sign board has been installed, to ensure full transparency on the project.

10.3 Formation of the Project Committee (PC) 10.3.1 A PC must be formed for each project or for village projects before implementation. PC members

should not participate in any other PC for projects in another village. 10.3.2 The PC should comprise of 3-7 members, depending on the size of the project, and must include a

Chairperson. The PC will elect its own Chairperson, who will be responsible for the overall implementation of the project. The PC should include teachers, elderly persons, Village Development Committee member (s), member (s) of other grass root level organisations existing in the village, village doctors, village level agriculture/veterinary workers, etc., not only to give it a wider recognition but also to form a multidisciplinary team. Members of the Project Committee will be elected through public assembly by project participants. Inclusion of 50% women, to the extent possible, in each PC is recommended.

10.3.3 The CP must encourage the women to be on the PC at the public assembly. 10.3.4 The Chairperson or his local delegate will be responsible for the record keeping of the project. 10.3.5 Members of the PC will sign a Declaration of Oath (See: Annex IX: PC Declaration of Oath). 10.3.6 The Chairperson will submit the names and composition of the PC to the CP. The Secretary can

facilitate the formation of the PC if necessary, and will then endorse the PC. 10.3.7 All PCs must be formed within two weeks of project approval. The CP must forward the

composition of the PC and the Declaration of Oath to PPMU/CPMU. If there are no women on the PC, the CP will be asked to report to the PPMU/CPMU the reasons for no women member representation.

10.3.8 Persons who have been sentenced to prison, charged with misappropriation, have cases pending in

Court, or have failed to submit accounts of previous year's CFW projects are not qualified to be a Chairperson or member of a PC.

CFW Guidelines 11

Draft Final

10.3.9 The CP will remove or replace non-active PC members, if reports are received from the Village Chief, PC or participants about non-performing PC members. Non-active PC members will not receive the 3% supervision payment.

10.3.10 Should a PC be dissolved by the CC, the CP will establish a new PC, as soon as possible, following

the same procedure described above. The dissolution of a PC should not have any negative impact on the implementation of the project. In such cases, the dissolved PC will hand over all project documents to the new Project Committee with the assistance of the CP. The CP shall notify the PPMU/CPMU accordingly.

10.4 Allocation of Work and Measurement 10.4.1 Allocation of work will be based on assigning household work units (phlongs) to food insecure

households. The PC will organise the villagers and hold public meetings to select CFW participants and ensure that the work units (phlongs) are assigned fairly among food insecure families. However, households may not be allocated work units worth more than US$ 200 per project. The CP will ensure that there is enough HHs to complete the project.

10.4.2 Measurements will be taken for each work unit (phlong) before the start of work. The actual length

of completed work unit (phlong) per household should be recorded in Site Book. The division of work units (phlongs) should be between and within the CP’s measured cross sections and should not cross over into other cross sections.

10.4.3 Each household must be issued a “Family Recording Sheet” detailing individual household

earthwork volumes and cash entitlement, before the PC submits CRF (See Annex XI: Family Recording Sheet). These will be used to calculate the amount of cash required for payment to each individual household involved in the project. The PC shall record all cash received by CFW participants on the “List of CFW Participants” (See: Annex XII: List of CFW Participants).

10.4.4 The CFW participants will be paid for their earthwork volumes according to the measurements of

each fully completed work unit (phlong). Since the unit rate for CFW is well defined, payment for work should be in proportion to the quantity of work completed.

10.4.5 The CP will use the measurement sheet to record the Pre and Post-Work measurements made jointly

with the PC. The Chairperson of the PC will countersign the measurement sheet. The EFAP Engineer will check the measurement sheets have been completed correctly, accept, sign and date the receipt of the measurement sheet. (See: Annex XIV: Measurement Sheets)

10.4.6 The CP will ensure that existing and proposed structures are clearly identified on both Pre and Post-

Work Measurement sheets, showing their type, size, location (distance) and priority. 10.4.7 Where CFW has not been done in accordance with the EFAP or CP technical standards, neither the

participants nor the PC will be eligible to receive their full entitlement.

10.5 Site Supervision 10.5.1 The PC shall be responsible for site supervision. One or two of the PC members shall be responsible

for ensuring that all the working households receive cash based on earthwork volume completed. One other member of the PC will be designated Secretary (not from the CC) shall record and update the work done by each household in the Site Book. The remaining member(s) of the PC shall focus on quality control and supervision of work undertaken by the household groups. (See: Annex III: Site Book)

CFW Guidelines 12

Draft Final

10.6 Elimination of Child Labour 3 10.6.1 The CP and the PC must ensure children under the age of 14, do not work on CFW projects.

PPMU/CPMU also will spot-check CFW projects during implementation, to check if any participants are under age.

10.6.2 The CP and the PC must respect child’s rights and protect children from doing work that is likely to

be hazardous, interfere with the child’s education, deemed harmful to the child’s physical or mental or spiritual health.

10.6.3 The PC can organize villagers to care for young children under the age of 14 during working time,

but they must also have to ensure that all villagers, especially women, have the opportunity to participate in CFW if they are in a food insecure position.

11. Completion

11.1 Post-work Spot Check or Measurement): 11.1.1 EFAP Engineer will undertake a post-work spot check on all projects using the “Quick and Simple”

Check-list. EFAP Engineer will undertake a post-work spot check within 2 weeks of receiving the post-work measurement from the CP. EFAP Engineer will ensure the sign board is installed by the CP before cash distribution is approved. (See: Annex XIII: EFAP Engineer Spot Checks)

11.1.2 The PPMU/CPMU may undertake post-work measurements on completed projects. The projects

will be randomly and independently selected by the PPMU/CPMU. (See: Annex XIV: Measurement Sheets)

11.1.3 If there is a significant variation between the post-work earthwork volume calculated by the CP and

either the EFAP Engineer or PPMU/CPMU volume, then the following will apply:

i) Less than or equal to 10% (over-estimate), the cash allocated/approved shall remain unchanged. ii) More than 10% but does not exceed 20% (over-estimate), the CP either re-measures the project or

the earthwork volume is reduced to the EFAP Engineer or PPMU/CPMU measurement. iii) More than 20% (over-estimate), the CP must re-measure the project. The following measurement

error must be less than or equal to 10% of the EFAP Engineer or PPMU/CPMU measurement. iv) More than 30% (over-estimate), the CP must re-measure the project. (If necessary EFAP Engineer

will go and re-check their measurements at different sections). The re-measurement error must be less than or equal to 10% of the EFAP Engineer or PPMU/CPMU measurement. If the re-measurement error is more than 30%, the CP must again re-measure the project. EFAP Engineer will do a full measurement of the project independent of the CP (EFAP Engineer and CP joint measurements must not be undertaken). If the final measurement is still more than 30%, the CPMU will request/recommend the TSU to remove the staff from the EFAP CFW programme. The cash approved will be based on the EFAP Engineer full measurement. The same rule (removal of staff) can be applied to incorrect measurements by the CP on the same project or in combination with successive projects.

v) More than 20% (under-estimate), the CP must re-measure the project. If the re-measurement error is more than 20%, the earthworks volume will be increased to the EFAP Engineer or PPMU/CPMU measurement.

11.1.4 If either the CP or EFAP Engineer or the PPMU/CPMU volume is more than 10% above the

Agreement volume, EFAP will only accept a maximum of 10% above the Agreement volume.

3 Cambodia specified a general minimum working age of 14 years. The provisions on child labour in the current labour code are largely in line with the ILO Convention No. 138. These provisions set the minimum age of employment at 14, but allow children aged 12-14 to engage in light work provided that: (i) the work is not hazardous to their health and psychological development; and (ii) the work will not affect their school attendance.

CFW Guidelines 13

Draft Final

12. Cash Request and Payment Procedure: The first and/or final cash distribution is one of the most important stages in the CFW project cycle and directly relates to the benefits for project participants. Therefore, CPs, including the representative(s) of the CP, PPMU, and PC should attend the cash distribution to ensure the distribution of cash to only genuine participants on the CFW project. The EFAP Engineer/CPMU representatives will also be present at some selected distribution points/locations. Each party is obliged to adhere to the following procedures before the cash arrives at the distribution point, during the cash distribution, while completing the cash distribution, and while spot-checking and interviewing participants following the cash distribution. Ideally one off cash distribution should be carried out after the completion of the project. But if situation demands, the distribution may be split into two. The details of the procedures are included in the Cash Distribution Procedures Annex (See: Annex X: Cash Distribution Procedures).

12.1 First Cash Distribution 12.1.1 The CP must arrange a first distribution as soon as possible, if there is an acute food shortage and if

the PC request for it. EFAP will release a first distribution to participants provided that a minimum of 40% total work volume has been completed. The CP informs the PPMU/CPMU of the request. The PPMU/CPMU will verify if the project is at least 40% complete and if there is an acute food shortage.

12.1.2 The CP calculates the cash requested for first distribution on the basis of actual volume of work

completed by each participating household up to a maximum of 60% total planned volume of each participating household (See: Annex XI: Family Recording Sheet).

12.1.3 The first distribution of 40% will only be released to projects with a total cost of more than US$

7,500.00. Projects with a total cost of less than US$ 7,500.00 will be paid on final completion only. 12.1.4 The PC shall issue the Cash Request Form (CRF) (See: Annex XV: Cash Request Form) for the release of

the first distribution up to a maximum of 40% of the cash commitment (planned) for a project after: i) The formation of the PC has been approved; ii) A public assembly has been held to disseminate key project information; iii) A sign board has been erected at the project site; iv) At least 40% of the total work volume of the project has been completed; and v) The dissemination of the Family Recording Sheet to every participating household.

12.1.5 The first distribution received should be recorded by the PC in Family Recording Sheet and List of

Participants (See: Annex XII: List of Participants).

12.2 Final Cash Distribution 12.2.1 The CP calculates the cash requested for final distribution on the basis of actual volume of work

completed for the total project and for each participating household (See: Annex XI: Family Recording Sheet).

12.2.2 The PC shall issue the Cash Request Form (CRF) (See: Annex XV: Cash Request Form) for the release of

the final distribution of the total cash balance for a project after: i) A public assembly has been held to disseminate key project information; ii) A sign board has been erected at the project site; iii) The total work volume of the project has been completed; and iv) The dissemination of the Family Recording Sheet to every participating household.

12.2.3 The CP will verify the validity of the CRF after visiting the project site with a PC representative and

checking PC’s distribution of Family Recording Sheets to every participating household. A supervision fee for the PC of 3% of the total cash entitlement for participants will also be included in the CRF. The CPMU/PPMU will issue a Cash Release Note (CRN) based on the CRF submitted by

CFW Guidelines 14

Draft Final

the CP, and will approve the cash release and after further field verification, if necessary. (See Annex XVI: Cash Release Note)

12.2.4 Following the recommendation from the EFAP Engineer, and corresponding approval by the Project

Director, the CPMU/PPMU will deliver the cash to the CP. The CP must attend the distribution and ensure that PC and participants receive their full cash entitlement.

12.2.5 Payment to the PC and participants of the balance cash will be made if:

i) The sign board has been installed at the project site; ii) 80% of the reference pegs are still in place; iii) There is proper compaction of the earthworks; iv) Adherence to the design and specifications; v) Completion of work; and vi) Agreement between PC and CP on the final work volume.

The final cash release will be made basing on the post-work measurement by the CP, which has been either spot checked/ fully measured by the EFAP Engineer or CPMU/PPMU.

12.2.6 Final cash payment will be based on the final measurements by the CP. Where a CP measurement is

over-estimated by more than 10%, the CP re-measures the project until the measurement error is within 10% of the EFAP Engineer or CPMU/PPMU measurement. Where a CP measurement is under-estimated by more than 20%, the CP must re-measure the project. If the re-measurement error is more than 20%, the cash approved will be increased to confirm to the EFAP Engineer or CPMU/PPMU measurement. The following works are to be completed, prior to the final payment:

i) The CP conducts the post-work measurement on the project with the PC and submits the

measurements to the CPMU/PPMU; ii) Either EFAP Engineer or CPMU/PPMU conducts a post-work spot-check or conducts a post-

work measurement as outlined in Section 11.1 of these Operational Guidelines; iii) Following confirmation of approval of the CP post-work measurements by the EFAP Engineer,

the CP submits the List of Participants and Cash Request Form (CRF) to the CPMU/PPMU; iv) The CPMU/PPMU issues the Cash Release Note (CRN) and re-confirms with the CP the total

cash approved for the project; and v) On receipt of cash the CP signs the CPMU/PPMU Cash Receipt Form.

12.2.7 The final distribution received should be recorded by the PC in Family Recording Sheet and List of

Participants (See: Annex XII: List of Participants).

12.3 Suspension/Cancellation of Projects: 12.3.1 Projects may be suspended/cancelled, if any of the following irregularities occur:

i) Major changes of the alignment or design of the project, without prior approval by the CPMU;

ii) The Formation of the PC is not in accordance with the Guidelines; iii) Under payment/misappropriation of cash; iv) Failure to install the Sign Board, maintain records or hold public meetings; v) Selection of food secure or non-vulnerable participants from outside the project community; vi) Engagement of contract workers; and vii) Use of heavy equipment.

12.3.2 A project may be suspended by the CPMU when it finds out some irregularities or on the

recommendation from PPMU/EFAP Engineer or by the CP. The TSU will immediately be informed of the suspension. The TSU will investigate the case and take the appropriate action, including suspension/dismissal of staff. After the investigation has been completed, the CPMU may allow the project to resume or cancel.

CFW Guidelines 15

Draft Final

13. Monitoring and Reporting

13.1 Monitoring: 13.1.1 The TSU will be responsible for project monitoring and auditing of their projects; 13.1.2 TSU must undertake site visits as and when necessary during the implementation of projects. 13.1.3 The CPMU and TSU should meet once in two month or as and when the need arises, to review work

progress and agree on ways to solve any project related problems. 13.1.4 The CPMU will undertake its own independent monitoring and auditing of the CFW projects, as

required and will check project designs, work progress, work measurements, selection of participants, record keeping and cash distribution.

13.1.5 The CPMU may institute independent internal and external inspections and periodic reviews using

both quantitative and qualitative techniques. The PPMU/CP will facilitate and support such inspections and reviews.

13.1.6 The CPMU will provide monitoring tools and training to support the TSU.

13.2 Reporting: 13.2.1 All reports must be retained by the CP (at provincial level) for a minimum period of 2 years after the

completion of the EFAP. 13.2.2 The CFW Work List is the primary means of project status reporting. The TSU will be responsible for

submission of updated CFW Work List on a monthly basis. (See: Annex XVII: CFW Work List). 13.2.3 The Structure List is the primary means of monitoring the number of permanent structure

renovated/constructed under the project. The TSU will be responsible for submission of the updated Structure List, in consultation with the CP, on a monthly basis. (See: Annex XVIII: Structure List)

13.2.4 The TSU will submit the following reports:

i) Work List will be submitted by the CP to both the PPMU and TSU by the last week of every month.

ii) Work List will be submitted by the TSU to the CPMU in the same week i.e by the last week of every month.

iii) The CPMU will hold a bi-monthly Meeting or meeting as per the need, with the TSU and the CP. The CP personnel are required to make a full progress report for each Province on a standard Meeting Report Form. (See: Annex XIX: Meeting Report).

iv) The CPMU will distribute the Meeting Minutes to the TSU, CP and PPMU one week after the Work List update deadline. (See: Annex XX: Meeting Minutes).

v) Cash Distribution Report will be submitted by the CP to both the PPMU and TSU. The TSU in turn will submit the report to the CPMU following a cash distribution. (See: Annex XXI: Cash Distribution Report)

13.2.5 The TSU will ensure all reports are sent on time. The TSU will be responsible and accountable for the

utilisation of resources (either reported or not reported) in accordance with the sections above.

13.3 Finance and Reporting: 13.3.1 The CP must arrange a first cash distribution as soon as possible, if there is a food shortage and if the

PC request for it. If PPMU is informed participants had a food shortage during the CFW project, and a first distribution was not arranged by the CP, the PPMU must encourage the CP staff to do so.

CFW Guidelines 16

Draft Final

13.3.2 The CP will submit the budget plan to the PPMU for preparing the CFW proposals, monitoring and supervision of the CFW projects, reporting, etc. The PPMU will review the budget sought for and agree and/or return back to the CP to resubmit again. After that the PPMU will submit to the CPMU for approval. The TSU will submit the budget plan for its agreed activity (monitoring and supervision, etc.) to the CPMU for approval.

13.3.3 Upon approval the CP will start implementing the CFW projects. The CP will submit a report

accompanied by actual receipts, by the following day of the mission to the PPMU for payment. The report shall clearly reflect expenditures in US dollars and local currency for each budget line item. The TSU will follow the same procedure mentioned above, and will submit to the CPMU.

13.3.4 The CPMU/PPMU will pay the approved expenditure within 14 days after the submission of their

completed documents/reports. 13.3.5 The PPMU will check the programme expenditure of CP Offices on a monthly basis by keeping an

updated Monthly Financial Summary. The CPMU shall be responsible for the same for TSU Office 13.3.6 The PPMU will submit to the CPMU the Monthly Financial Summary, accompanied by actual

receipts, by the first week of every month for the previous month’s operating expenses. 13.3.7 The PPMU will keep photocopies of complete documentation relating to all expenditure of EFAP

funds according to the terms of this agreement. The financial records will include all documents reflecting fund movements such as a complete set of incentive payments and per diem payment invoices, fuel purchase invoices, fuel disbursement slips, office supply purchase invoices, etc.

14. Training and Orientation 14.1 The CPMU will provide training to the TSU and the CP on the CFW guidelines, management of the

CFW projects, measurement, monitoring and reporting. To improve the quality of the CFW projects, periodic refresher training and/or orientation courses for officials will be organised for those involved in CFW projects. The TSU should identify a focal person who will be responsible for training (at provincial level) to ensure continuity in CP staff training.

14.2 The TSU will organise training courses for Project Committees (PCs), through CPs, as required. The

training will ensure that the project participants are fully aware of the overall objectives, scope of CFW projects and their entitlements (including period of participation) and responsibilities of the PC. The PCs will also be trained in record keeping, cash distribution, and other technical issues related to the project.

14.3 The CPMU will support the TSU in conducting such training through the design and provision of

guidelines and training material.

CFW Guidelines 17

RksYges


* *

ANNEXES

GUIDELINES FOR

CASH-FOR-WORK (CFW) PROJECTS

(Draft Final)

December 2009





Contents

I. Project Structure

II. Flow Chart of Activities III. Site Book IV. CFW Agreement V. CFW Project Procedure

VI. Eligibility Criteria for CFW Beneficiaries VII. Proposal Outline

VIII. Sign Board IX. PC Declaration of Oath X. Cash Distribution Procedures

XI. Family Recording Sheet XII. List of Participants

XIII. EFAP Engineer Spot Checks XIV. Measurement Sheets XV. Cash Request Form (CRF)

XVI. Cash Release Note (CRN) XVII. CFW Work List

XVIII. Structure List XIX. Meeting Report XX. Meeting Minutes

XXI. Cash Distribution Report XXII. Work Manual

XXIII. Environmental and Social Clauses

ANNEX I

PROJECT STRUCTURE AND ORGANISATION

Ministries (Ministry of Rural Development and Ministry of Water

Resources and Meteorology)

Technical Support Unit (TSU) at

Ministries

Cooperating Partner

(CP) at Provinces

Commune Council

(CC)

Project Committee

(PC)

Ministry of Economy

and Finance (Executing Agency)

Central Project

Management Unit (CPMU)

Provincial Project Management Unit

(PPMU)

EFAP Engineer

LINE OF AUTHORITY

LINE OF COOPERATION

LINE OF REPORTING

1 002_Annex_I_Project_Structure

ANNEX II

1 003 Annex II Flow Chart of Activities

Flow Chart of CFW Activities

CP and VC conduct Pre-Work measurement of proposed project.

Project initiated at village and presented to Commune Council (CC) in the VDP.

Cooperating Partner (CP) selects project approved in the DIW and adds the project to the Work List.

CP submits Project Proposal with pre- work measurement and proposed structures.

CP conducts Project Proposal Meeting in village.

CPMU/PPMU checks if proposed project is in target or priority area.

EFAP Engineer conducts Pre-Work Spot Check/ Checks all projects and/or CPMU/PPMU conducts around 10% measurement inspection.

Project Agreement signed by CC, CP, TSU and CPMU.

Project Proposal Approved by CPMU

PC allocates work units (phlongs) to participating HH’s and Project Starts.

PC requests First Distribution of cash if village is suffering from acute food shortage.

CP forms the Project Committee (PC)

PPMU/CPMU conducts a first Distribution Spot Check to verify 40% of work complete.

First Cash Distribution

CFW Project 100% Complete.

EFAP Engineer conducts Post-Work Spot Check/ Checks all projects and/or CPMU/PPMU conducts measurement inspection for around 10% of projects.

CP and PC conduct Post-Work Measurement of completed project.

PC issues Cash Request Form (CRF) for CP certification.

CPMU/ PPMU issues Cash

Release Note (CRN).

Final Cash Distribution

Project Completed

ANNEX III

SITE BOOK

Page 1 S. B

ANNEX III

Introduction PC Diary & Records

The Site Book No. Record

The Site Book is provided to a member of the Project Committee (PC) who is responsible

for supervising the Cash For Work (CFW) project in their village. One person from the PC

will be responsible for keeping and maintaining the records in the Site Book.

It is the responsibility of the PC to keep all records in the Site Book up to date .

The Project Summary, CP Staff & PC Members, PC Diary & Records and Work Unit Summary

sections must be fully completed before cash distribution.

The purpose of the Site Book is to ensure transparency and help the CP, TSU, and EFAP

staff monitor, assess and evaluate the project. All records in the Site Book must be clear

and accurate.The Site Book should be taken to the project site regularly during project construction,

so that participants can see the amount of work which is being recorded for them by the PC.

The Site Book may have to be provided to EFAP staff or auditor either during or at the end

of the project. At the end of the project, EFAP may photocopy the Site Book for future

reference but the original Site Book will be returned immediately to the PC.

Note: If any Participant requests to see the Site Book, the PC should immediately provide

the Site Book for the Participant.

CP staff who delivered the new Site Book to the PC:

Name: .………………....………… Signature: .…………………… Date: .……………………

Page 1 S.B1

ANNEX III

PC Diary & Records Project SummaryNo. Record No. Cash For Work: Summary

1 Cooperating Partner:

Agreement Number:

2 Province: District:

Commune: Village:

3 Project Schedule:

First Meeting Date: (After Agreement Signed)

Total Meeting Participants: Female Meeting Participants:

Agreement: Start Date: Actual: Start Date:

Finish Date: Finish Date:

Pre-Work Survey Date: Post-Work Survey Date:

4 Participants: (Agreement) Participants: (Actual)

Total Households: Total Households:

Female Households: Female Households:

Total Participants: Total Participants:

Female Participants: Female Participants:

5 Total Cash: (Agreement) Total Cash: (Actual)

Earthworks: KHR/US$ .............. Grassing: KHR/US$..............

Earthworks: KHR/US$ .............. Grassing: KHR/US$..............

Construction: KHR/US$.............. Construction: KHR/US$..............

PC supervision (3%): KHR/US$.............. PC supervision (3%): KHR/US$..............

Total Cash: KHR/US$.............. Total Cash: KHR/US$..............

6 Unit Rate: Earthworks: KHR/US$............ /m3 Grassing: KHR/US$ ............. /m2

Construction: KHR/US$............../m2

7 Project Type: ............................ Improv/Rehab.: ................................

Length: .................... m Top Width: ................... m

Bottom Width: ................... m

8 CP Staff Name: Mobile Number: Office Number:

Page 1 S.B2

ANNEX III

CP Staff & PC Members PC Diary & Records (Example)No. Name of CP Staff Sex Title Signature Date No. Record

Date: 17 July 2009

Work Unit No. 10 was incomplete. The family doing this work unit agreed to finish the work, if not, the PC would deduct US$ 2.0.

Mr. Sok Songly, did a Post-Work Measurment of the road.

Actual Volume Planned Volume

No. Name of PC Sex Title Signature Date 2330 m3 2606 m3

Chairperson USD 4660.00 USD5212.00

Secretary Date 17 July 2009

Member The PC did a Post-Work measurement of Ta Lorm Road

Member Date: 30 July 2009

Member EFAP staff checked the Post-work measurements. The participants were:

1. Mr. Sok Sokunthea from CPMU

2. Ms. Khan Sambourn from CPMU

3. Mr. Biranchi Kumar Choudhury from CPMU

4. Mr. Nay Sophan, PPMU, Banteay Meanchey

EFAP staff finished the measurements at 1:00 PM on the same day.

Culverts are constructed at:

No. Name of PC Responsible for Site Book

Sex Title Signature Date 219 m - No.1

864 m - No.2

Secretary

Page 1 S.B3

ANNEX III

PC Diary & Records (Example) PC ResponsibilitiesNo. Record No. Responsibilities

For the Record: 1 Mobilise the workforce in the project area;

* Participants named: Phem Sea, Phon Meng said that if they receive less cash then they will not accept it. They said each family should receive an equal 2 Allocate the work units to food insecure households who are willing to

amount of cash for each Work Unit. participate in the project;

* PC members explained that they will receive an amount of cash based on the actual amount of work done i.e. US$ 2.0/m3 for earthwork and US$ 0.5 /m2 for grassing.

3 Supervise the work on a daily basis and record progress of works

* The two villagers above said that if they receive US$10 less than other families they will not agree. i.e. earthworks, compaction etc. in the Site Book;

* PC members explained the villagers they will receive as per the actual amount of work done. 4 Assist and support the CP in pre and post-work measurements and

Date: 13 July 2009 co-sign measurement sheets;

PC members Mr. San Sina, Piset Long and Yi Sokthirath mobilized the villagers to finish their remaining work. 5 Assist EFAP Engineer/PPMU/CPMU in measurement inspections, and spot checking;

6 Request the release of cash by submitting a request for cash to the CP;

7 Receive cash and arrange the cash distribution to participants, with support from the CP

8 Issue a Family Recording Sheet (FRS) for each participating household;

and give the FRS to household representatives prior before to submission of the

Cash Request Form (CRF); and

9 Maintain project records during the project and keep copies of records of the project,

including the original Site Book. Individual Households will keep the original FRS.

Page 1 S.B4

ANNEX III

Work Unit Summary (Example) Work Unit Summary (Example)Distance Section

LengthExisting Volume

Work Unit No.

Work Unit

Length

Head of Household. Participants Beneficiaries Work Unit Schedule Actual Earthwork Volume

2.0 Actual Grassing Area

0.5 Total Cash

Remarks

(m) (m) (m3) # (m) Total Female Total Female Start Date Finish Date Total (m3)Work

Unit (m3) US$ /m3) Total (m2)Work

Unit (m2) US$ /m2) (US$)

1 2 3 4 5 6 7 8 9 10 11 12 13 14=13/1*4 15=14*2.0 16 17=16/1*4 18=17*0.5 19=15+18 20

0 - 50 50 141 1 8 Pen Phanrith 8-527-745 2 1 5 3 15/07/09 17/08/09 130 21 42 194 31 16 57

2 10 Sok Soreasy 8-527-748 3 1 4 2 15/07/09 17/08/09 26 52 39 19 71

3 12 Sophon Penh 4-844-406 2 2 5 2 15/07/09 17/08/09 31 62 47 23 86

4 14 Khan Nang 4-844-472 2 1 3 3 20/09/06 25/10/06 36 73 54 27 100

5 6 Nin Thoroath 8-527-903 3 1 6 2 17/09/06 24/10/06 16 31 23 12 43

50 - 100 50 130 6 13 Kuck Oun 8-527-748 3 1 5 3 16/09/06 23/10/06 138 36 72 190 50 25 97

7 7 Phan Hen 050-336-128 2 1 4 2 17/09/06 20/10/06 19 39 27 14 52

8 9 Seak Soly 050-337-591 3 1 4 3 15/09/06 25/10/06 25 50 35 17 67

9 11 Hok Hokarin 050-360-058 2 2 3 2 18/09/06 24/10/06 30 61 43 21 82

10 10 Yee Panharin 4-844-287 2 1 4 2 15/09/06 25/10/06 28 55 39 19 75

TOTAL 100 271 100 24 12 43 24 TOTAL 268 268 536 384 388 194 730

Family Book or Other Personal

Documents

Page 1 S.B5

ANNEX III

Work Unit Summary Work Unit Summary Distance Section


Work Unit No.

Work Unit

Length



0.5 Total Cash

Remarks


Unit (m3) (US$/m3) Total (m2)Work

Unit (m2) (US$/m2) (US$)

1 2 3 4 5 6 7 8 9 10 11 12 13 14=13/1*4 15=14*2.0 16 17=16/1*4 18=17*0.5 19=15+18 20

TOTAL TOTAL


Documents

Page 1 S.B6

ANNEX III

Work Unit Summary Work Unit SummaryDistance Section


Work Unit No.

Work Unit

Length



0.5 Total Cash

Remarks




1 2 3 4 5 6 7 8 9 10 11 12 13 14=13/1*4 15=14*2.0 16 17=16/1*4 18=17*0.5 19=15+18 20

TOTAL TOTAL


Documents

Page 1 S.B7

ANNEX III



Work Unit No.

Work Unit

Length



0.5 Total Cash

Remarks

(m) (m) (m3) # (m) Total Female Total Female Start Date Finish DateTotal (m3)

Work Unit (m3) (US$/m3)

Total (m2)

Work Unit (m2) (US$/m2) (US$)

1 2 3 4 5 6 7 8 9 10 11 12 13 14=13/1*4 15=14*2.0 16 17=16/1*4 18=17*0.5 19=15+18 20

TOTAL TOTAL


Documents

Page 1 S.B8

ANNEX III



Work Unit No.

Work Unit

Length



0.5 Total Cash

Remarks




1 2 3 4 5 6 7 8 9 10 11 12 13 14=13/1*4 15=14*2.0 16 17=16/1*4 18=17*0.5 19=15+18 20

TOTAL TOTAL


Documents

Page 1 S.B9

ANNEX IV 1

- 1 -005 Annex IV 1 CFW Agreement

Emergency Food Assistance Project Cash for Work Agreement

(Amount Not Exceeding US$10,000) (Rehabilitation/Improvement Project)

******* Province:……………

District:………………………….

Commune/Sangkat:…………………………………

Project Name: ………………………………………………..

C/S Code:……………………………………

Village: Purpose of the project: …………………………………………………………………..

Length of the project: Contract Duration Start

date………………………. Completion date…………………………..

Contract Details No Description Unit Quantity Unit Price Total

1 Earthworks 2 Grass turfing 3 Construction

Sub-total Project Committee’s Supervision 3% Total Contract Households Participation Number of Households Participation Total Participants Number of female headed HHs Total female participants

Date:…………… Representative of CP

Date:…………….. Representative of CC

Date:…………… Representative of EFAP (CPMU)

Date:………….. Representative of TSU

(MRD/MOWRAM)

ANNEX IV 1

- 2 -005 Annex IV 1 CFW Agreement

Responsibilities of each Party: 1- Cooperating Partner “CP”

The CP will ensure that the beneficiaries are not selected on the basis of political, ideological or ethnic affiliations;

The CP agrees that the proposal is in accordance with EFAP CFW Procedure; The CP agrees to monitor the project on a regular basis; and The CP agrees to update the work list.

2- Commune Council “CC”

The CC agrees to oversee the formation of the Project Committee (PC) in consultation with community;

The CC agrees to support and assist the CP in the implementation of the project in accordance with EFAP CFW Procedure; and

CC agrees to be responsible for maintenance of the completed project. 3- Technical Support Unit “TSU” (Ministry of Rural Development “MRD”/ Ministry of Water

Resources and Meteorology ‘’MOWRAM’’)

TSU agrees to support the CP in the project implementation; and TSU will cooperate with CPMU to monitor the project until its completion.

4- CPMU/PPMU of Emergency Food Assistance Project “EFAP”

EFAP agrees to fund the above project; CPMU/PPMU will monitor the project and deliver the cash in accordance with the actual

work; and If the CPMU/PPMU/EFAP Engineers measure the actual volume and found more than above

agreed volume then EFAP will consider case by case.

ANNEX IV 2

- 1 -006 Annex IV 2 CFW Agreement- CW

Emergency Food Assistance Project Cash for Work Agreement

(Amount Exceeding US$10,000) (Rehabilitation/Improvement Project)

******* Province:……………

District:………………………….

Commune/Sangkat:…………………………………

Project Name: ………………………………………………..

C/S Code:……………………………………

Village: Purpose of the project: …………………………………………………………………..

Length of the project: Contract Duration Start

date………………………. Completion date…………………………..

Contract Details No Description Unit Quantity Unit Price Total

1 Earthworks 2 Grass turfing 3 Construction

Sub-total Total Estimated Cost Households Participation Number of Households Participation Total Participants Number of female headed HHs Total female participants

Date:…………… Representative of CP

Date:…………….. Representative of CC

Date:…………… Representative of EFAP (CPMU)

Date:………….. Representative of TSU

(MRD/MOWRAM)

ANNEX IV 2

- 2 -006 Annex IV 2 CFW Agreement- CW

Responsibilities of each Party: 1- Cooperating Partner “CP”

The CP will ensure that the beneficiaries are not selected on the basis of political, ideological or ethnic affiliations;

The CP agrees that the proposal is in accordance with EFAP CFW Procedure; The CP agrees to monitor the project on a regular basis; and The CP agrees to update the work list.

2- Commune Council “CC”

The CC agrees to oversee the formation of the Project Committee (PC) in consultation with community;

The CC agrees to support and assist the CP in the implementation of the project in accordance with EFAP CFW Procedure; and

CC agrees to be responsible for maintenance of the completed project. 3- Technical Support Unit “TSU” (Ministry of Rural Development “MRD”/ Ministry of Water

Resources and Meteorology ‘’MOWRAM’’)

TSU agrees to support the CP in the project monitoring and supervision; and TSU will cooperate with CPMU to monitor the project until its completion.

4- CPMU/PPMU of Emergency Food Assistance Project “EFAP”

EFAP agrees to fund the above project in accordance with the contract; and CPMU/PPMU will monitor the project and deliver the cash in accordance with the actual

work.

ANNEX V

CFW Procedure 1

RksYges


*

PROCEDURES FOR CASH FOR WORK AND CIVIL WORK CONTRACT

I- For Work To be Implemented by Cooperating Partner and Village Labor Project Identification 1. Village leader identifies the projects in consultation with villagers and presents the project to Commune

Council (CC). 2. The CC selects and incorporates in to Commune Development Plan (CDP) in consultation with the

villagers. 3. The Cooperating Partner (CP)1 selects projects from the approved projects. 4. The CP screens the project, and if feasible, records it on CFW work list. 5. The CP undertakes a pre-work measurement with the Village Chief (VC). 6. All partners involved in the pre-work measurement sign the pre-work measurement sheets. 7. The CP then prepares a project proposal submit to the TSU from MRD/MOWRAM. 8. The TSU from MRD/MOWRAM reviews the project proposal and submits feasible projects to CPMU. 9. CPMU (engineer) spot checks or does a complete measurement of the CP pre-work measurement.

Environmental safeguard measures are also been looked in to (if applicable). 10. CPMU (engineer) approves CP pre-work measurement or advises CP to re-measure. 11. CPMU agrees with the project proposal and sends to ADB for endorsement. Project Agreement 1. CP prepares Project Agreement based on the approved project. 2. The Agreement is signed by CPMU, TSU from MRD/MOWRAM, CP, and Commune Council. 3. CPMU informs PPMU about the project agreement, and advises it to provide support as well as for

monitoring the projects. 4. PPMU provides a CFW sign board to CP for each approved project. 5. CP installs CFW sign boards at the location where people can see most frequently. Local Labor Participation /Selection 1. The PC forms a village meeting and select poor households based on the agreed criteria to participate in the

project. 2. The public meeting is to be held in the village where the project is going to be implemented and priority

should be given to people from that village. 3. If the project needs more participants and there are not enough villagers available, participants can be

recruited from nearby villages, but not from the other commune. If the village has enough participants, additional participants from outside the village shall not be permitted.

4. The PC chairperson is responsible for organizing the public meeting. 5. The PC secretary records the minutes of the meeting in the Site Book. 1The Cooperating Partner is from relevant department (Provincial Department of Rural Development or Provincial Department of Water Resource and Meteorology) and Project Committee (PC).

Ministry of Economy and Finance

*

Kingdom of Cambodia Nation Religion King


ANNEX V Project Implementation and Management 1. The CP is responsible and accountable for the success and failure of the project, while the PC is responsible

for site supervision and recording participant work volumes in the site book. 2. Each member of the PC is given individual responsibilities for project supervision, project quality control,

record keeping, and cash payment. 3. The CP field officer must ensure the PC members supervise the work on a daily basis. During project

implementation, the CP field officer should go to the project site at least three times, check the Site Book, make suggestions and provide advice to the PC.

4. PPMU provides its support, and monitors the project implementation. Post-work measurement 1. The CP undertakes the post work measurements with PC, according to the project guidelines, after the

completion of the project. 2. CP field officer and the PC Chairperson co-sign the measurement sheets as being accurate. 3. The CP submits the measurement sheet to PPMU. 4. PPMU spot checks and does a complete measurement checks on the CP post-work measurement with the

help of CPMU engineer. 5. PPMU agrees CP post-work measurement or advises CP to re-measure Cash Payment 1. Request is raised by PC. 2. PC with support from CP prepares Family Recording Sheets and Participant Lists. 3. The CP submits a Cash Request Report to PPMU for approved cash payment. 4. PPMU reviews and approves the Cash Request Report. 5. PC informs all participants of the distribution place and date. 6. The CP field officer, PC, CC staff, PPMU staff must be present at the cash distribution. 7. CP field officer takes overall responsibilities over the cash to the project site. 8. The CP arranges the distribution of cash through the PC at the distribution point. Each member of the PC

is given individual responsibilities to ensure the cash will be delivered to the CFW participants. 9. CP and PC collect thumb prints from participants after verifying they are CFW participants. If family

members of registered participants wish to claim the cash, the CP and PC records the recipients name and relationship against the registered participant with his/her thumb print.

10. CP field officer completes and signs Cash Payment Report and submits it to PPMU. Reporting 1. CP updates the CFW work list in consultation with PPMU and submits the updated list to CPMU on a

monthly basis. 2. CPMU consolidates the updated work lists from all provinces under their responsibility and submits the

consolidated work list to ADB on a quarterly basis. 3. CP submits the Project Final Report to the CPMU within 2 weeks of project completion.

CFW Procedure 2

ANNEX V

II- For Work To be Implemented by Contractor (for Civil Work Contract) Project Identification 1. Village leader identifies the projects in consultation with villagers and presents the project to Commune

Council (CC). 2. The CC selects and incorporates in to Commune Development Plan (CDP) in consultation with the villagers. 3. The Cooperating Partner (CP) selects projects from the approved projects. 4. The CP screens the project, and if feasible, records it on CFW work list. 5. The CP undertakes a pre-work measurement with the Village Chief (VC), using the pre-work measurement

sheets prepare the project drawing and bill of quantity. 6. The CP prepares a project proposal submit to the TSU from MRD/MOWRAM. 7. The TSU from MRD/MOWRAM reviews the project proposal and submits feasible projects to CPMU. 8. CPMU (with engineer) reviews the project proposal for contracting (using NCB procedure) and sends to ADB

for endorsement. Procurement Process 1. Establish procurement committee (PRC of CPMU and TSU from MRD/MOWRAM). 2. Select contractor through the procurement procedure using the simplified bidding document establish by

CPMU. 3. CPMU to submit the bid evaluation report and draft agreement to ADB for endorsement Project Agreement 1. The Agreement is signed by CPMU, TSU from MRD/MOWRAM and Contractor. 2. The Agreement enforces the Contractor to employ local labor (selected through agreed criteria from project

target villages). 3. CPMU informs PPMU about the project agreement, and advises it to provide its support. Project Implementation and Management 1. The Contractor is responsible and accountable for the success and failure of the project. 2. The CP field officer must supervise the work on a daily basis. During project implementation, the CPMU

(engineer) should spot check, and make suggestions and provide advice to the Contractor. 3. PPMU provides its support in the project implementation. Payment 1. CP will approve on the contractor progress report and invoice based on the contract conditions and actual

works. 2. CP will submit the approved invoice to CPMU through the TSU from MRD/MOWRAM. 3. CPMU will review and make the payment. Reporting 1. CP prepares the quarterly progress report and submits to CPMU through TSU from MRD/ MOWRAM. 2. CPMU reflects the progress in its quarterly progress report. 3. CP submits the Project Final Report to the CPMU within 2 weeks of project completion.

CFW Procedure 3

ANNEX VI

ELIGIBILITY CRITERIA FOR CASH FOR WORK (CFW) PROGRAM BENEFICIARY

A. Screening Process 1. Target groups will be households and individuals from selected communes and villages in the respective project provinces (Banteay Meanchey, Odor Meanchey, Battambang, Kampong Chhnang, Kampong Thom, Pursat, and Siem Reap). The screening process will be conducted by the village chiefs and respective Project Committees (PCs) and approved by the commune councils. Project beneficiaries will be selected through a participatory process using criteria set by the project. B. Eligibility Criteria for Cash-for-Work (CFW) Program Target households will be selected from among the permanent residents living in the Project communes with one or more than one of the following backgrounds:

(i) Households with ID poor card1; (ii) Landless households (i.e. Households with no land and/or no income sources);

(iii) Poor households having old-age dependants (>65 years of age);

(iv) Poor households having children dependants (with family size of larger than

four persons);

(v) Female-headed households;

(vi) Widow-headed households;

(vii) Poor households having the handicapped (physical and chronic illnesses like TB and HIV/AIDS);

(viii) Daily casual laborers;

(ix) Small/marginal farmers;

(x) Family scale fishermen;

(xi) Ethnic minority groups; and (xii) Migrant families.

1 As ID poor data may not be available for all the selected seven (7) targeted provinces, the Project Committees (PCs),

Commune Councils (CCs), and Cooperating Partner (CP) should follow the below laid out criteria to identify the eligible project beneficiaries. But if ID poor data is available, then the Project strongly encourages the PCs, CCs, and CP to follow the ID poor data.

Eligibility Criteria

ANNEX VII

1 009 Annex VII Proposal Outline

PROPOSAL OUTLINE

1. PROJECT TYPE, SIZE AND LOCATION: Description of the project, including the type of project, project size and project location (Province, District, Commune and Village) and confirms whether the project is in the Village/Commune Development Plan. Village Chief agrees to provide a temporary working team to help during Pre-Work measurement. Please attach a sketch showing location of the project! 2. NAME OF IMPLEMENTING PARTNER, COMMUNE CHIEF & VILLAGE CHIEF: What is the full name of the cooperating partner, address in Cambodia, name and mobile no. of contact person? What is the full name of the Commune chief and mobile no (If he/she has one)? What is the full name of the village chief and mobile no (If he/she has one)? 3. PROJECT DESCRIPTION: Brief description of the project, purpose of the project, (including its history, problems faced by the village), proposed activities, and planned start and finish dates. Identify proposed structures such as culverts, irrigation structures etc. Is the village in the EFAP Target Commune on the Work List? 4. PARTICIPANTS/BENEFICIARIES: How many households (HH) in the village? How many households (HH) will participate in the project? How many households are headed by women? How many people will participate in the project? How many houses are in the village? How many houses have grass roofs? What is the percentage of houses with grass roofs? 5. TRAINING AND TOOLS: Is any training required to undertake the project? Are any tools or equipment needed to undertake the project? 6. CASH REQUIREMENT: What is the average amount of cash spent on food each day by a household (US$/HH/day)? Between which months do households run out of food in a normal year (months)? How many households (HH) run out of food during a normal year (%)? What is the total COST of food needed by the village in US$? 7. REASON FOR FOOD AID: Why is cash needed instead of food?

ANNEX VIII

1 010 Annex VIII Sign Board

Project Sign Board (Sample Size = 0.8 m X 0.55 m)

CASH FOR WORK

Emergency Food Assistance Project (EFAP)

1. Cooperating Partner (CP): 2. EA: Ministry of Economy and Finance (MEF)

3. Type of Project:

5. Project Cost: Cash Committed: US$......................... Cash Distributed: US$.........................

4. Project Information: Length: …….. m Width: ……… m Earthwork: ……..….. m3 / Earthwork: US$ ......... per m3

Grassing: ……..….. m2 / Grassing: US$….……per m2

Structure: …….… numbers / Structure: US$……….per m2

6. Village: Commune: District: Province:

7. Total Number of HHs Participants: ….........…… Number of Participants: …………………………….

8. Start Date:……..………………………….................Finish Date:......................................................

Project/Agreement No:

ANNEX IX

1 011 Annex IX PC Declaration of Oath

PC Declaration of Oath

Name of Project: ______________ Agreement Number: __________

Approved Earthworks: ______________ m3 Approved Grassing: __________m2

Approved Cash: US$______________ We, the undersigned chairperson and members of the Project Committee, constituted by the Commune Council and endorsed by the Cooperating Partner (CP), jointly and individually do hereby undertake to execute the work as per the regulations of the CFW Guidelines, and receive and distribute the cash to the participants in accordance with the following terms and conditions:

1. We shall engage the necessary participants as detailed by the CP.

2. We shall complete project on or before ______________ as per agreement.

3. Upon receipt of cash from EFAP, we will distribute the cash to the participants according to the final measurements by the CP and distribute the cash in presence of CP officials, PPMU staff/CPMU representative and the participants.

4. If the completed work is not built according to the plan or guidelines, the

CP/EFAP representatives may suspend/cancel the work. 5. The CP will remove or replace non-active PC members. Non-active PC

members will not receive the 3% supervision cost.

6. We understand that we are obligated to complete the following documents and records: Family Recording Sheet, List of Participants, Site Book, Cash Request Form (CRF), sign the Measurement Sheets etc.

7. We will present all documents whenever required by Government officials,

PPMU/CPMU of EFAP, CP or Independent Auditors. 8. We will submit all documents to the CP, to make copies of the originals, within

30 days of completion of work. We will then store the original documents in a safe place.

9. The CP may terminate this agreement with 7 days notice, if in his/her opinion

the work is not progressing satisfactorily; or the work is not according to the specifications; or for any other reason considered appropriate. In such an event he/she will call upon the PC to surrender all cash balance (if any- e.g. after the

ANNEX IX

2 011 Annex IX PC Declaration of Oath

first distribution) and submit work records up to the termination date. We shall comply with this requirement within 10 days of the termination date.

10. We shall be obliged to refund any amount of cash to the EFAP as determined

by the CP/EFAP as per the CFW guidelines. Signature:

Name Sex Title Signature Date Chairperson

Secretary

Member

Member

Member

Member

Member

ANNEX X

Cash Distribution Procedures

Cash distribution is an important part of CFW and directly relates to the benefits of project beneficiaries. Therefore, all parties, including the representative(s) of the PPMU, CP and PC should attend the cash distribution to ensure the cash distribution to only genuine participants on the CFW project. Each party is obliged to adhere to the following procedures: I. Preparation before the Cash Distribution: 1. After the CP is informed by the PPMU/CPMU of the amount of cash approved and arrange for the date of distribution for the project, the CP should inform project participants and make copies of the List of CFW Participants and distribute to group leaders. 2. The CP prepares Cash Entitlement, basing on the List of CFW Participants, put inside an envelope and distributes to the group leaders at the distribution point. The front of envelope must indicate the total amount cash for the corresponding work done, and must be clear to the participants. 3. The PC shall organize all the eligible participants to sit in groups and in line behind the group leader. The PC must then inform participants: the objective of cash distribution (only CFW participants are eligible); cash entitlement; source of the cash (i.e. MEF is the EA, MRD/MOWRAM is the IA, ADB is the donor etc.); how cash is to be distributed etc. 4. The PC, with the support of the CP, shall be responsible for the verification on each group. The PC will:

• Ask the group if they recognize anyone in the group who did not participate in the CFW project; • Call each person and ask for their name, identity card and check off the name against the Participant

Lists; • Randomly ask anyone how much work s/he has done in terms of work volume and how much cash

s/he will receive; • Check if names, work volume and cash entitlements correspond with the Participants List and ask

participants to thumbprint the List of CFW Participants; • An envelop indicating the total amount of cash (corresponding to the work done by the group), is

given to the group leader who will then be responsible for distributing the cash among the group members;

• If fake names are found on the list, cross out the name and subtract the amount of cash to be received for that group;

• If names of participants are missing from the list, add the full name, fill in all the required information relating to the participant on the List of CFW Participants, and ask him/her to thumbprint the Participants List. To ensure that the missing participant is a genuine participant, the PC must note and sign for the missing participant on the back of the List and the CP Officer must co-sign. The PC and CP must ensure that the agreed amount of cash is the correct amount for the missing participant.

• In case a participant can not be present at the distribution, they may ask relative or friend to collect his/her cash, if the actual participant’s identification is shown to and verified by the PC.

II. Cash Distribution: 1. Upon receipt of the Cash, the CP shall check the total amount of cash and tally against the total amount of cash calculated as per the work done. 2. The PC will deliver the correct envelop carrying the calculation of total amount of work done and corresponding cash entitlement to each group. 3. Cash distribution shall be carried after participant and group verification is completed.

Cash Distribution Procedure 1

• Group leader shall be present and receive the cash entitlement on behalf of the group.

ANNEX X

• Group leader shall distribute the cash among its group member and shall take the signature or thumb print of the members on the List of CFW Participants.

• CP Officer shall count the total cash payment and check the amount of cash against the List of CFW Participants.

4. The CP and PC, under PPMU supervision, should do random check of the cash receipt by the CFW participants and make sure each participant received the correct amount of cash as per the work done. If they found any irregularity, they should suspend the cash distribution temporarily and solve the problem before starting the distribution again. III. Completing the Cash Distribution: 1. If the cash distribution goes smoothly:

a) Check if any error has been committed by verifying the amount of cash distributed to the Cash Entitlement calculated,

b) CP Officer shall sign on the Cash Distribution sheet. 2. If there is a cash balance after cash distribution is complete:

a) Cash remains because of unknown/fake participants: • The CP Field Officer writes on the Cash Distribution sheet, the amount of cash received in the

column Cash Entitlement; the amount of cash distributed in the column Total Receipt; and the amount of cash returned in Receipt Remarks.

IV. Spot Check/ Interviewing:

• Try to find out if there are any fake/unknown participants present; • Observe how cash is divided among group members (how comfortable people feel with the cash

division system, whether people are happy with their cash entitlement, etc.); • Observe any unusual behaviour or problems; and • Leave the distribution point when the whole distribution process is finished.

Cash Distribution Procedure 2

ANNEX XI

Agreement Number

Name Head of HH : ............................................................................................. Total Family Members : .................................... Female : ...............................................

Province : ......................................... District : .....................................................................Commune : ......................................... Village : ............................................

Details of CFW Activities

Type of Activities Actual Work Volume Completed1

Serial Number of Work Unit (Phlong)

Length of Work Unit (Phlong)

Start Date Finish Date Cash Entitlement First Cash Distribution Final Cash Distribution

US$/ KHR Date Cash (US$/KHR) Date Cash (US$/KHR)

1 2 3 4 5 6 7 8 9 10 11 = (2 x 7) - 9

A.

B.

C.

D.

TOTAL (Maximum US$ 200.00 per family)

1. Complete after CP measurments agreed by EFAP; and BEFORE submission of the Cash Request Form (CRF). Total Must be Calculated Total Must be Calculated

Representative of PC: ........................................................................................ Signature: ……………………….. Date:

Representative of CP: ........................................................................................ Signature: ……………………….. Date:

Note: Only One Family per Sheet. Include all phlongs completed by One Family on One Sheet. The holder of this sheet is a CFW participant and it should be brought to All CFW Cash Distributions. The Maximum Family Cash Entitlement

should be US$ 200.00 per project.

Family Book No.

or Other Personal Documents

Family Recording Sheet

Names of Participants Total Number of Participants

Number of Female

1 Family Recording Sheet

ANNEX XII

Agreement Number

Distribution point : ………………………. Province : ……………………….. District : ……………………….. Commune : ……………………….. Village : ………………………..

Project location ……………………….Province : ……………………….. District : ……………………….. Commune : ……………………….. Village : ………………………..

Date of 1st Distribution: ………./….….../….… Date of Final Distribution: ………./….….../….…...

No. Name of Head Sex Village Family Book No. CFW Volume* First Cash Distribution Signature or Thumb Print CFW Volume* Final Cash Distribution Signature or Thumb

Print

Participating Household or Other Personal

DocumentsTotal Female Total Female m3 m2 Structu

re (m2)

Total US $ KHR*m3 m2 Structur

e (m2)

Total US$ KHR*

1 1 2 1 2

2

3 3 4 3 4

4

5 5 6 5 6

6

7 7 8 7 8

8

9 9 10 9 10

10

* CFW Volume : earthwork volume, grassing area, number of structure constructed, …Note: Maximum Family Cash entitlement is US$ 200 per project. * KHR: Khmer Riels

Chairperson of PC: ……………………….. Signature: ……………………….. Date:

Cooperating Partner: ……………………….. Signature: ……………………….. Date:

Participants Beneficiaries

LIST OF PARTICIPANTS

Family Groups or Project Committee

1 List of CFW Participants

ANNEX XIII

6 & 7. RPs & EPs (cont) REFERENCE & EDGE PEG COUNTING (Questions No.20 - 23)

0123456789

1011121314151617181920212223242526272829303132

33

34353637383940414243444546474849505152535455565758596061626364656667686970

Total "Yes" (þ)Total (Left + Right)Total "Sections x 2"

Left Right Left Right

7. Edge Pegs (Improv & Rehab) Notes

Field Level & Buffalo? Y/N Missing? Y/N Field Level ? Y/N Missing? Y/N

Section Chainage 6. Reference Pegs (Improv & Rehab.)

No. m Left Right Left Right

2 EFAP Engineer Spot Check- Pre Work

ANNEX XIII

8. Measurements Question 24: MEASUREMENT OF 3 REPRESENTATIVE SECTIONS

Chainage Height Chainage Height Chainage Height Chainage Height Chainage Height Chainage Height Chainage Height

1st section

2nd section

3rd section

Calculations Distance WT (m) WB (m) HL (m) HCL (m) HCR (m) HR (m) WAV (m) HAV (m) Area (m2) CPEFAP% Error

2. Near the Middle CPEFAP% Error

3. Near the End CPEFAP% ErrorCPEFAP% Error

Chainage Height Chainage Height Chainage Height Chainage Height Chainage Height Chainage Height Chainage Height1st section2nd section3rd section

Calculations Distance WT (m) WB (m) HL (m) HC (m) HR (m) WAV (m) HAV (m) Area (m2) CPEFAP% Error



(Left Bank) Chainage Height Chainage Height Chainage Height Chainage Height Chainage Height1st section2nd section3rd section

(Right Bank) Chainage Height Chainage Height Chainage Height Chainage Height Chainage Height1st section2nd section3rd section

DistanceWT (m) WB (m) HL (m) HR (m) WT (m) WB (m) HL (m) HR (m) WAV (m) HAV (m) Area (m2)

CPEFAP% ErrorCPEFAP% Error


Total

Top Peg (Left) Top Peg (Right) Edge Peg (Right)

Reference Peg (Right)Top Peg (Right) Edge Peg (Right)

Left Bank Right Bank

Reference Peg (Right)

SUMMARY (Average)

1. Near the Beginning

Reference Peg (Left) Edge Peg (Left) Bottom Peg (Left) Centre Peg Bottom Peg (Right) Edge Peg (Right) Reference Peg (Right)

Top Peg (Left) Centre Peg Top Peg (Right) Edge Peg (Right)

Reference Peg (Left) Edge Peg (Left)


2. Near the Middle

Edge Peg (Left) Top Peg (Left)

RAISED CANAL

Reference Peg (Left) Edge Peg (Left)


SUMMARY (Average)

DUG CANAL

SUMMARY (Average)

Calculations

ROAD/DIKE

3 EFAP Engineer Spot Check- Pre Work

ANNEX XIII

EFAP CFW (QUICK & SIMPLE) FIRST DISTRIBUTION SPOT CHECKI. PROJECTAgreement No: Date of Visit:Cooperating Partner (CP): Type of Project:CP Staff Name: Improv. or Rehab.:

II. LOCATION1Province 2.District3Commune 4.Village

III. CFW1. CP Project Documentation % Complete5Was written/verbal notification given by CP to EFAP confirming % Complete?Yes/No %

IV. SITE VISIT2. Interview with Village Chief (VC), Deputy Village Chief (DVC), or Project Committee (PC)VC or PC Khmer / English6Ask the VC, DVC or PC (not the CC) to show you the project location & 0 chainage Yes/No Name /

VC/DVC/PC EFAP7What are the unit rates for earthwork and grassing for this project?Earth.&Grass.- $/m3- $/m2Earth.&Grass.- $/m3- $/m2

VC/DVC/PCAgreementEFAP8What is the Total Length of this project?Metres Metres Metres

VC/DVC/PCAgreement% Error9What is the Total Cash Requirement for this project?$ $ %

VC/DVC/PCA copy given?10Do you have a copy of the CFW Agreement? (If "No" please give a copy)Yes/No Yes/No

Family Recording SheetsSite Book11Did you receive Family Recording Sheets and a Site Book from CP?Yes/No Yes/No

12Do the villagers want a First Distribution?Yes/No

3. Reference Pegs (RPs) 100% >80% <80%13Are the RPs at Field Level and BUFFALO Pegs? (Visual Estimate)Yes/No Yes/No Yes/No

4. Work Progress % Completed14What is the Total Length of Completed Work?Metres %

15What is the Estimate of % Completed Earthworks?%

V. MEASUREMENT ASSESSMENT100% >80% <80% Based on Reference Pegs (Q.13) Very GoodGood Poor

VI. RECOMMENDATIONBased on Work Progress (Q.15) and Reference Pegs(Q.13)1st Instalment APPROVED1st instalment NOT APPROVED

Work >40% (Q.15) or RPs >80% (Q.13) Work <40% (Q.15) or RPs <80% (Q.13)

VII. FOLLOW-UP ACTIONComplete Work to more than 40%Yes If Work <40% (Q.15)

CP- Re-Peg at Field Level with Red BUFFALO PegsYes If RP's < 80% (Q.13)

Any other key issuesAction to be Taken (What?)Responsibilty (Who?)Deadline (When?)

VIII. APPROVALEFAP Staff Member: Signature:

Title: oEngineer / oPPMU / o CPMU Date:

1 EFAP Engineer Spot Check- First Distribution

ANNEX XIIII. PROJECTAgreement No: Date of Visit:Cooperating Partner (CP): Type of Project:CP Staff Name: Improv. or Rehab.:

II. LOCATION1 Province 2. District3 Commune 4. Village

III. SITE VISIT

1. Interview with Village Chief (VC), Deputy Village Chief (DVC), or Project Committee (PC) Khmer / English5 Ask the VC, DVC or PC (not the CC) to show you the project location & 0 chainage Yes/No Name /

Total Female members % female6 How many members does the PC have? Among them, how many are female? No. No. %

Actual Start Date Actual Finish Date7 When did the project actually start? When did the project actually finish? [Verify from Sitebook] dd/mmm/yy dd/mmm/yy

CP post-work survey date Delay8 When did CP do the Post-Work measurement? dd/mmm/yy Days

VC/DVC/PC EFAP9 What are the unit rates for earthwork and grassing for this project? Earth.&Grass. - $/m3 - $/m2 Earth.&Grass. - $/m3 - $/m2

VC/DVC/PC Agreement EFAP10 What is the total length of this project? (Measure the length by motorbike or pacing) Metres Metres Metres

VC/DVC/PC Agreement % Error11 What is the total Cash Requirement planned for this project? $ $ %

A copy given?12 Do you have a copy of the CFW Agreement? (If "No" please give a copy) Yes/No Yes/No

13 Do you have a sign board for this project in the village? Where is it located? Yes/No LocationParticipating Village All Villages

14 How many households actually participated in this project? How many households in the village? Households Households Households

15 Where is your preferred Cash Distribution Point for the final distribution? Location

2. Structures VC/DVC/PC VC/DVC/PC Measurement Sheet?16 Do you need any culverts/structures? How Many? Are they on the Measurement Sheet? Yes/No Number Yes/No

3. Impact Assessment - Baseline17 Does your village want to do a CFW project again? What Type of project? Which Month? Yes/No Type Month

18 Which has this project helped reduce more: Poverty (long-term) or Hunger (short-term) ? Poverty Hunger

19 Why has this project helped reduce Poverty / Hunger more ? Reasons

4. Reference Pegs (RPs)-Improv &Rehab.20 What percentage of RPs are at FIELD LEVEL and BUFFALO pegs? (Count) Number %

21 What should be the total number of Reference Pegs? Number [Number of CP-measured sections x 2]

22 Are most of the RPs painted RED? Yes/No

5. CP Measurement Error % Error23 What is the measurement error of the project? % (From Page 3.)

IV. MEASUREMENT ASSESSMENT Error <5% Error <10% Error >10% Based on 3 Section Measurement (Q.23) Very Good Good Poor

V. RECOMMENDATIONBased on Measurement Accuracy (Q.23), Ref. Pegs (Q.20), Transparency (Q.11 & 13) APPROVED NOT APPROVED

Error <10% (Q.23), RP's >80% (Q.20) and Error <10% (Q.11 & 13) Error >10% (Q.23), RP's <80% (Q.20) and Error >10% (Q.11 & 13)

VI. FOLLOW-UP ACTIONCP to Install Sign Board Yes If No Sign Board (Q.13)

CP to Re-Measure Yes If Error >10% (Q.23) or RP's <80% (Q.20)

CPMU to request removal of CP staff Yes If Error > 30% (Over estimation) (Q.23)

Post Work Measurement by EFAP Engineer/ PPMU/CPMU Yes If Error >30% after 2nd measurement (Q.23)

VII. APPROVALEFAP Staff Member: Signature:


EFAP CFW (QUICK & SIMPLE) POST-WORK MEASUREMENT SPOT CHECK

Any other key issues Action to be Taken (What?) Responsibilty (Who?) Deadline (When?)

1 EFAP Engineer Spot Check-Post Work

ANNEX XIII4. Reference Pegs (cont) REFERENCE & EDGE PEG COUNTING (Questions No.20 - 22)

0123456789

10111213141516171819202122232425262728293031323334353637383940414243444546474849505152535455565758596061626364656667686970

Total "Yes" (þ)Total (Left + Right)Total "Sections x 2"

Section Chainage 4. Reference Pegs (Improv & Rehab.) Edge Pegs Notes

Field Level & Buffalo? Y/N Missing? Y/N Field Level ? Y/N Missing? Y/N

No. m Left Right Left Right Left Right Left Right


ANNEX XIII6. Measurements Question 23: MEASUREMENT OF 3 REPRESENTATIVE SECTIONS

Reference Peg (Left) Edge Peg (Left) Top Peg (Left) Centre Peg Top Peg (Right) Edge Peg (Right) Reference Peg (Right)


1st section

2nd section

3rd section

Calculations Distance WT (m) WB (m) HL (m) HCL (m) HCR (m) HR (m) WAV (m) HAV (m) Area (m2)

1. Near the Beginning CPEFAP% Error


3. Near the End CPEFAP% Error

SUMMARY (Average) CPEFAP% Error

Reference Peg (Left) Edge Peg (Left) Bottom Peg (Left) Centre Peg Bottom Peg (Right) Edge Peg (Right) Reference Peg (Right)


1st section

2nd section

3rd section

Calculations Distance WT (m) WB (m) HL (m) HC (m) HR (m) WAV (m) HAV (m) Area (m2)





Reference Peg (Left) Edge Peg (Left) Top Peg (Left) Top Peg (Right) Edge Peg (Right)

(Left Bank) Chainage Height Chainage Height Chainage Height Chainage Height Chainage Height

1st section

2nd section

3rd section

(Right Bank) Edge Peg (Left) Top Peg (Left) Top Peg (Right) Edge Peg (Right) Reference Peg (Right)

Chainage Height Chainage Height Chainage Height Chainage Height Chainage Height

1st section

2nd section

3rd section

Calculations Distance Left Bank Right Bank Total

WT (m) WB (m) HL (m) HR (m) WT (m) WB (m) HL (m) HR (m) WAV (m) HAV (m) Area (m2)





ROAD/DIKE

DUG CANAL

RAISED CANAL


ANNEX XIIIEFAP CFW (QUICK & SIMPLE) CASH DISTRIBUTION MONITORING

I. PROJECTAgreement No: Date of Final Distribution:Cooperating Partner (CP): Type of Project:CP Staff Name: Improv. or Rehab:

Date of 1st Distribution:II. LOCATION

1 Province 2. District3 Commune 4. Village

III. DOCUMENTATION (PRE-DISTRIB.) Participant List Family Recording Sheets5 Did CP prepare the Necessary Documents before the Cash Distribution started? Yes/No Yes/No

Participant List CP CRF EFAP CRN6 What are the total cash shown on the Participant List, CRF, and CRN? $

Participant List CP CRF7 What are the Number of Total Participants on the Participant List and CRF? Households Households

Participant List CP CRF

8 What are the Number of Female-Headed participants on the Participant List and CRF? F-Headed HH F-Headed HH

Participant List CP CRF

9What are the Number of Garment Workers (GW)/ Migrant Workers (MW) on the Participant List and CRF? GW/ MW …./…. GW/ MW …./….

IV. FOOD DISTRIBUTION Start10 What was the Planned Start Time of Cash Distribution? Time

Start Finish11 What was the Actual Start and Finish Time of the Cash Distribution? Time Time

Start Finish12 What were the Reasons for the Delay in Start or Finish? Reason/ N/A

CP VC/PC EFAP Engineer / PPMU / CPMU13 Are CP / VC / PC / EFAP Engineer / PPMU / CPMU present at the Cash Distribution? Yes/No Yes/No Yes/No

Payment/Delivered Missing (Q.6-Q.14)14 Was the cash payment same as on the CRF/ CRN? Yes/No $ $

Distributed Balance % Error (Q.6/Q.15)15 Amount of Cash Distributed to Participants: $ $

16 Number of Households who actually Received Cash: Households

17 Number of Female-headed Households/GW/MW who actually Received Cash: Households …../…./……

18 Number of "ineligible participants" in Participant List: Households

19 Number of "eligible participants" missing from Participant List: Households

20 Number of Households who received more than $ 200: HouseholdsYes No Comments

21 Did Participants know their cash entitlements? [Check at least 5 participants] Households Yes No Comments

22 Was the cash entitlements accepted by the Participants? [Check at least 5 participants] HouseholdsYes No

23 Will you still have debts after having the distributed cash? [Check with >5 households] Households% [Refer: Record in CFW worklist % of "Yes"]

V. DOCUMENTATION (POST-DISTRIB.)24 Did CP Sign the CRF/ CRN? Yes/No

CP EFAP25 Did CP and EFAP receive a copy of Signed CRF/CRN? Yes/No Yes/No

VI. FOLLOW-UP ACTIONKey issues Action to be Taken (What?) Responsibilty (Who?) Deadline (When?)

VII. FOOD DISTRIBUTION ASSESSMENTVery Good Good Poor

VIII. APPROVALEFAP Staff Member: Signature:


1 EFAP Engineer Spot Check- Cash Distribution

ANNEX XIII

I. PROJECTAgreement No: Time: Start: Finish:Cooperating Partner (CP): Date of Visit:

Type of Project:Improv. or Rehab.:

II. LOCATIONProvince DistrictCommune Village

III. PROJECT COMMITTEE: (Respondent - VC or PC) Start Finish Weeks1 When did you actually start and finish the earthworks of the CFW project? dd/mmm/yy dd/mmm/yy

Start Finish Weeks2 When did you plan to start and finish the earthworks of the CFW project? (Agreement) dd/mmm/yy dd/mmm/yy

3 Why was there a delay in the (start and/or finish) of the project ? Start FinishV1 V2 V3 Total

4 How many households actually worked on the project (HH) ? Actual Planned Village

5 Why was there (more or less) households working on the project ? Reasons

6 How many people were on the PC? How many women are on the PC ? Members Women % Women

7 Why were there not more women on the PC? How can you encourage more women on the PC? WhyHow

IV. PROJECT PLANNING: (Respondent - VC or PC) Actual Planned8 What was the actual and planned volume of earthworks for the project ? m3 m3

Actual Planned9 What was the actual and planned length of the project ? m m

Actual Planned Actual vs Planned10 What was the actual and planned cash requirement for the project ? $ $ %

11 Why is the project smaller or bigger than planned ? Reasons

V. FOOD GAP: (Respondent - Women, VC & PC)12 What is the average amount of cash a household spend on food each day ($/day) ? $/day/HH $/month/HH (30 days per month)

13 Between which months do households face food shortage in a normal year (months) ? From To MonthsA B C

14 How many households face food shortage during a normal year (%) ? Hungry HHs V1 HHs %A B

15 What is the planned cost of the project & how many HHs will benefit from the project(% of HHs)? Actual $ %

VI. COPPING STRATEGIES: (Respondents - Women, PC & Men) Fish Pork Beef Chicken Veg. / Fruit16 What else do you eat apart from rice (type of food)? (eg. fish(fresh/dry),pork,beef,chicken,vegetables,fruit etc)

17 What do you eat if you run out of rice (type of food) ? Type of FoodLocal Labour Small Business Migrate Borrow Sell Assets

18 What do people do to get food if they run out of rice? Strategy Money / Food

Local Labour Small Business Migrate Borrow Sell Assets19 How many of the Hungry HHs (Local Labour/ Small Business/ Migrate/ Borrow/ Sell Assets) ? HHs Money / Food

%Country Province

20 Where do HHs migrate to (Country or Provinces & HHs) ? WhereHHs

%

21 Between which months do Hungry HHs leave and return to the village (months) ? From To Months

22 Between which month do you harvest rice (months) ? From To Months

23 How many Hungry HHs would not migrate if CFW provided enough cash to buy food (%) ? HHs Migrate HHs (No. 19) %

24 What interest do Hungry HHs pay per month if they borrow money or food (%) ? Money (%/ m) NGO Food (%/ m)Money (%/ m) Market Season (m)

VII. FUTURE PROJECTS: (Respondent - Participants & PC)

25 Is the unit rate of $2.0/m3 of earthwork Fair or Not Fair ? Fair / Not Fair Proposed

26 Is the 3% supervision payment to PC Fair or Not Fair ? Fair / Not Fair Proposed

27 Does your village want to do a CFW project again? What Type of project? Which Month? Yes/No Type Month

VIII. BENEFIT OF CFW PROJECT: (Respondent - VC or PC) Schools Health Centre Markets Other Villages Farms/Irrigation28 How has this project helped this village (No. of beneficiaries/HHs; Improvement) ? HH's/Students

Improvement

EFAP CFW ASSESSMENT (More than 4 Months after Completion)

1 EFAP Engineer Spot Check-CFW Assessment

ANNEX XIII29 Are there any extra benefits you have gained from this project ? Extra Benefits

30 Does this CFW project connect to any other NGO or UN agency or Government project ? Start Middle End

IX. SUMMARY: (Respondent - VC or PC)31 Which has this project helped reduce more: Poverty (long-term) or Hunger (short-term) ? Poverty Hunger

33 Why has this project helped reduce Poverty / Hunger more ? Reasons

X. ASSESSMENTEFAP Staff Member: Signature:


2 EFAP Engineer Spot Check-CFW Assessment

ANNEX XIII 1

Pre or Post Work Field Data Sheet - Road / Dike Pre or Post Work Field Data Sheet - Road / Dike

Section Notes (Existing)Distance Length

Existing Road - Dike

Section Notes (Final)Distance Length

Planned / Final Road - Dike Reference Peg (Left) Edge Peg (Left) Top Peg (Left) Centre Peg Top Peg (Right) Edge Peg (Right) Reference Peg (Right) Reference Peg (Left) Edge Peg (Left) Top Peg (Left) Centre Peg Top Peg (Right) Edge Peg (Right) Reference Peg (Right)Chainage Height Chainage Height Chainage Height Chainage Height Chainage Height Chainage Height Chainage Height Chainage Height Chainage Height Chainage Height Chainage Height Chainage Height Chainage Height Chainage Height

(m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m)

0 0 0 01 12 23 34 45 56 67 78 89 9

10 1011 1112 1213 1314 1415 1516 1617 1718 1819 1920 2021 2122 2223 2324 2425 2526 2627 2728 2829 2930 3031 3132 3233 3334 3435 3536 3637 3738 3839 3940 4041 4142 4243 4344 4445 4546 4647 4748 4849 4950 5051 5152 5253 5354 5455 5556 5657 5758 5859 5960 6061 6162 6263 6364 6465 6566 6667 6768 6869 6970 7071 7172 7273 7374 7475 7576 7677 7778 7879 791 Road -Dike Field Data Sheet

ANNEX XIII 1

80 80Average Average

Length (m) 0 Length (m) 0

Agreement No. GPS

Measured by CP: VC: X1 Y1

Signature CP: VC: X2 Y2

Measuring Date X3 Y3

Spreadsheet Date

Village

Commune

District

Province EFAP Engineer PLANNED ACTUAL Received/ Date

Start Date NameFinish Date Sign / Accept

HR (m)HL (m)

WT (m)

HC (m)

WB (m) 1.5 m1.5 m

STRING LINE

HCL (m) HCR (m)

Grass Turfing Grass Turfing

SR (m)SL (m)

Camber 20cm

2 Road -Dike Field Data Sheet

ANNEX XIV 1

Pre or Post Work Measurement Sheet - Road / Dike Pre or Post Work Measurement Sheet - Road / Dike

Section Note (Existing)

Distance Length


Section Note (Final)

Distance Length

Planned / Final Road - Dike Area of Grassing TOTALHeight of

LeftHeight of

Right WT WB HL HCL HCR HR Hav Area VolumeHeight of

LeftHeight of

Right WT WB HL HCL HCR HR Hav Area Volume Volume - Existing

Cash Entitlement per metre

Length of slopes Area of Grassing


Cash Entitlement per metreR.P R.P R.P R.P SL SR

(m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m²) (m3) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m²) (m3) (m3) (US$ / m) (m) (m) (m²) (US$ / m) (US$ / m)

0 0 0 01 12 23 34 45 56 67 78 89 910 1011 1112 1213 1314 1415 1516 1617 1718 1819 1920 2021 2122 2223 2324 2425 2526 2627 2728 2829 2930 3031 3132 3233 3334 3435 3536 3637 3738 3839 3940 4041 4142 4243 4344 4445 4546 4647 4748 4849 4950 5051 5152 5253 5354 5455 5556 5657 5758 5859 5960 6061 6162 6263 6364 6465 6566 6667 6768 6869 6970 7071 7172 7273 7374 7475 7576 7677 7778 7879 7980 80

Average Average

1 Road-Dike Field Measurement

ANNEX XIV 1

Length (m) 0 Existing Earthworks (m³) 0 Length (m) 0 Total Earthworks (m³) 0 Total Grassing (m2) 0Actual Earthworks (m³) 0

Agreement No.

Measured by CP: VC:

Signature CP: VC:

Measuring Date

Spreadsheet Date Type of Activity Cash Entitlement Actual Work Total Cash Cash per meter

Village Units US$/m3 m3 US$ US$/1m

Commune Earthwork 2.0 0 0.00District Grassing 0.5 0 0.00Province Sub-Total

PLANNED ACTUAL PC Supervision (3%)

Start Date Total Cash Entitlement

Finish Date

ROAD DIKE Improv. or Rehabilitation

Note: RP is "+ve" if higher than the ground level at HL or HR. GPS EFAP Engineer

X1 Y1 Received/ Date

RP is "-ve" if lower than the ground level at HL or HR. X2 Y2 Name

X3 Y3 Sign / Accept

HR (m)HL (m)

WT (m)

HC (m)

WB (m) 1.5 m1.5 m

STRING LINE

HCL (m) HCR (m)

Grass Turfing

Grass Turfing

SR

(m)

SL (m

)

Camber 20cm

2Road-Dike Field Measurement

ANNEX XIV 1

Pre or Post Work Field Data Sheet - Road / Dike Pre or Post Work Field Data Sheet - Road / Dike

Section Notes (Existing)Distance Length


Section Notes (Final)Distance Length

Planned / Final Road - Dike Reference Peg

(Left) Edge Peg (Left) Top Peg (Left) Centre Peg Top Peg (Right) Edge Peg (Right) Reference Peg (Right) Reference Peg (Left) Edge Peg (Left) Top Peg (Left) Centre Peg Top Peg (Right) Edge Peg (Right) Reference Peg (Right)

Chainage Height Chainage Height Chainage Height Chainage Height Chainage Height Chainage Height Chainage Height Chainage Height Chainage Height Chainage Height Chainage Height Chainage Height Chainage Height Chainage Height(m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m)

0 T-cross section with a village road 0 0.0 0.22 2.2 0.38 2.6 0.86 3.5 0.87 4.4 0.78 4.9 0.35 7.2 0.36 0 T-cross section with a village road 0 0.0 0.85 0.1 0.80 0.9 0.39 3.1 0.18 5.2 0.55 6.2 0.93 6.5 0.95

1 51 51 0.0 0.07 1.5 0.06 2.4 0.23 3.6 0.32 4.4 0.29 5.5 0.20 6.9 0.30 1 51 51 0.0 0.90 1.7 0.89 2.4 0.72 4.2 0.56 6.6 0.78 7.3 0.92 7.5 0.95

2 Structure@ 124m (Dia. 800mm x 1): Priority 3 124 73 0.0 0.04 1.4 0.08 2.5 0.47 4.2 0.46 5.5 0.43 6.0 0.37 7.2 0.27 2 Structure @ 124m (Dia. 800mm x

1): Priority 3 124 73 0.0 1.08 2.3 1.05 3.4 0.57 5.2 0.30 7.6 0.52 8.6 0.82 9.0 0.85

3 224 100 3 174 50 0.0 0.75 1.0 0.76 2.0 0.44 4.0 0.28 6.2 0.57 7.2 0.92 8.0 0.95

4 Structure @ 238m (Bridget 4m x 6m): Priority 1 324 100 0.0 0.50 1.5 0.31 2.7 0.43 3.4 0.48 4.4 0.48 5.5 0.50 7.1 0.64 4 Structure @ 238m (Bridget 4m x

6m): Priority 1 238 64 0.0 0.75 0.0 0.80 1.2 0.37 3.0 0.25 5.2 0.52 6.4 1.40 7.0 1.43

5 424 100 0.0 0.05 1.3 0.06 2.0 0.36 3.5 0.41 4.8 0.35 5.3 0.09 6.8 0.50 5 324 86 0.0 0.80 0.0 0.82 0.8 0.39 2.9 0.20 4.9 0.43 5.6 0.64 6.0 0.686 Rice field 450 26 6 Rice field 374 50 0.0 0.80 0.0 0.82 1.0 0.38 3.2 0.15 5.1 0.45 5.9 0.61 6.0 0.65

7 Structure @ 480m (Dia.800mm x 2) Priority 2 470 20 7 Structure @ 480m (Dia.800mm x

2) Priority 2 424 50 0.0 0.80 0.0 0.82 1.4 0.35 3.3 0.19 5.6 0.35 6.6 1.08 7.0 1.05

8 Rice field 520 50 0.0 0.39 1.3 0.04 2.1 0.25 3.0 0.35 4.0 0.40 4.4 0.22 6.4 0.19 8 Rice field 470 46 0.0 0.80 0.0 0.82 0.9 0.54 3.2 0.36 5.0 0.63 6.5 1.05 7.0 1.009 Rice field 570 50 9 Rice field 520 50 0.0 0.80 0.0 0.82 1.3 0.40 3.0 0.20 5.0 0.46 5.9 0.90 6.0 0.90

10 620 50 0.0 0.30 1.5 0.16 2.6 0.72 3.5 0.85 4.4 0.86 5.3 0.35 6.8 0.18 10 570 50 0.0 0.80 0.0 0.82 0.9 0.30 3.0 0.08 5.1 0.38 6.0 0.92 6.0 0.95

11 T-cross section with a proposed CFW road 655 35 11 T-cross section with a proposed

CFW road 655 85 0.0 0.80 0.0 0.82 0.9 0.54 2.9 0.41 5.0 0.59 5.7 0.89 6.0 0.90

12 1213 1314 1415 1516 1617 1718 1819 1920 2021 2122 2223 2324 2425 2526 2627 2728 2829 2930 3031 3132 3233 3334 3435 3536 3637 3738 3839 3940 4041 4142 4243 4344 4445 4546 4647 4748 4849 4950 5051 5152 5253 5354 5455 5556 5657 5758 5859 5960 6061 6162 6263 6364 6465 6566 6667 6768 6869 6970 7071 7172 7273 7374 7475 7576 7677 7778 7879 79

1 Road- Dike Field Data (Example)

ANNEX XIV 1

80 80Average Average

Length (m) 655 Length 655

Agreement No. KCH/09/001/1 GPS

Measured by CP: Kem Kimleang VC: Sok San X1 123456 Y1 654321

Signature CP: VC: X2 654321 Y2 123456

Measuring Date 25-Aug-09 X3 098765 Y3 567890Spreadsheet Date 26-Aug-09Village ChorCommune PrasnebDistrict Rolea B'ierProvince Kampong Chhnang EFAP Engineer

PLANNED ACTUAL Received/ Date 28-Aug-09Start Date 01-May-09 15-Jul-09 Name SantapheapFinish Date 15-Jun-09 20-Aug-09 Sign / Accept

HR (m)HL (m)

WT (m)

HC (m)

WB (m) 1.5 m1.5 m

STRING LINE

HCL (m) HCR (m)

Grass Turfing Grass Turfing

SR (m)SL (m)

Camber 20cm

2 Road- Dike Field Data (Example)

Pre or Post Work Measurement Sheet - Road / Dike ANNEX XIV 1Pre or Post Work Measurement Sheet - Road / Dike

Section Note (Existing)Distance Length


Section Note (Final)Distance Length

Planned / Final Road - Dike Area of Grassing TOTALHeight of

LeftHeight of

Right WT WB HL HCL HCR HR Hav Area VolumeHeight of

LeftHeight of

Right WT WB HL HCL HCR HR Hav Area Volume Volume - Existing

Cash Entitlementper metre

Length of

slopes Area of Grassing


Cash Entitlement per metreR.P R.P R.P R.P SL SR

(m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m²) (m3) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m) (m²) (m3) (m3) (US$ / m) (m) (m) (m²) (US$ / m) (US$ / m)

0 T-cross section with a village road 0 0.16 -0.01 1.8 2.7 -0.64 -0.65 -0.51 -0.42 -0.56 -1.26 0 T-cross section with a

village road 0 -0.05 -0.02 4.3 6.1 0.46 0.67 0.77 0.40 0.58 2.89 1.0 1.0

1 51 51 -0.01 -0.10 2.0 4.0 -0.16 -0.25 -0.02 0.01 -0.11 -0.23 -38 1 51 51 -0.01 -0.03 4.2 5.6 0.18 0.34 0.39 0.17 0.27 1.27 106 144 0.7 0.7 88

2 Structure @ 124m (Dia. 800mm x 1): Priority 3 124 73 0.04 0.10 3.0 4.6 -0.43 -0.42 -0.19 -0.16 -0.30 -1.25 -54 2 Structure @ 124m (Dia.

800mm x 1): Priority 3 124 73 -0.03 -0.03 4.2 6.3 0.51 0.78 0.55 0.33 0.54 2.73 146 200 1.2 1.1 135

3 224 100 -63 3 224 50 0.01 -0.03 4.2 6.2 0.31 0.47 0.67 0.38 0.46 2.28 125 188 1.0 1.1 110

4Structure @ 238m (Bridget 4m x 6m): 324 100 -0.19 -0.14 1.7 4.0 0.07 0.02 0.16 0.16 0.10 0.50 25 4

Structure @ 238m (Bridget 4m x 6m): 324 64 0.05 -0.03 4.0 6.4 0.38 0.50 1.18 0.91 0.74 3.79 194 169 1.3 1.5 156

Priority 15 424 100 0.01 -0.41 2.8 4.0 -0.31 -0.36 0.09 0.15 -0.11 -0.30 10

Priority 15 424 86 0.02 -0.04 4.1 5.6 0.41 0.60 0.48 0.25 0.44 2.05 251 240 0.9 0.8 190

6 Rice field 450 26 -4 6 Rice field 450 50 0.02 -0.04 4.1 5.9 0.42 0.65 0.50 0.20 0.44 2.13 104 108 1.0 0.9 89

7Structure @ 480m (Dia.800mm x 2) Priority 2

470 20 7Structure @ 480m (Dia.800mm x 2) Priority 2

470 50 0.02 0.03 4.2 6.6 0.45 0.61 0.86 0.70 0.66 3.41 138 138 1.3 1.4 115

8 Rice field 520 50 -0.35 0.03 1.9 3.1 0.14 0.04 -0.16 -0.21 -0.05 0.05 1 8 Rice field 520 46 0.02 0.05 4.1 6.5 0.26 0.44 0.64 0.37 0.43 2.09 126 125 1.2 1.3 1199 Rice field 570 50 1 9 Rice field 570 50 0.02 3.7 5.9 0.40 0.60 0.70 0.44 0.54 2.43 113 112 1.2 1.2 121

10 620 50 -0.14 0.17 1.8 3.8 -0.42 -0.55 -0.67 -0.68 -0.58 -1.58 -40 10 620 50 0.02 -0.03 4.2 6.0 0.50 0.72 0.87 0.57 0.67 3.28 143 182 1.0 1.1 111

11 T-cross section with a proposed CFW road 655 35 -28 11 T-cross section with a

proposed CFW road 655 85 0.02 -0.01 4.1 5.7 0.26 0.39 0.49 0.31 0.36 1.71 212 240 0.8 0.9 161

12 1213 1314 1415 1516 1617 1718 1819 1920 2021 2122 2223 2324 2425 2526 2627 2728 2829 2930 3031 3132 3233 3334 3435 3536 3637 3738 3839 3940 4041 4142 4243 4344 4445 4546 4647 4748 4849 4950 5051 5152 5253 5354 5455 5556 5657 5758 5859 5960 6061 6162 6263 6364 6465 6566 6667 6768 68

1 Road Dike Measurement (Example)

69 ANNEX XIV 16970 7071 7172 7273 7374 7475 7576 7677 7778 7879 7980 80

Average 1.25 2.18 -0.15 -0.10 -0.13 Average 4.12 6.07 0.38 0.42 0.51 10

Length (m) 655 Existing Earth Works (m3)- -188 Length (m) 655 Total Earthworks (m³) 1,658 Total Grassin 1,395

Actual Earthworks (m³) 1,847

Agreement No. KCH/09/001/1Measured by CP: Kem Kimleang VC: Sok San

Signature CP: VC:

Measuring Date 25-Aug-09Spreadsheet Date 26-Aug-09 Type of Activity Cash Entitlement Actual Work Total Cash Cash per meterVillage Chor Units Us$/m3 m3 US$ US$/1m

Commune Prasneb Earthwork 2.0 1,847 3694.00District Rolea B'ier Grassing 0.5 1,395 697.50Province Kampong Chhnang Sub-Total

PLANNED ACTUAL PC Supervision (3%)

Start Date 01-May-09 15-Jul-09 Total Cash Entitlement

Finish Date 15-Jul-09 20-Aug-09

ROAD DIKE Improv. or Rehabilitation Rehabilitation Improvement/New

Note: RP is "+ve" if higher than the ground level at HL or HR. GPS EFAP Engineer

X1 123456 Y1 654321 Received/ Date 28-Aug-09

RP is "-ve" if lower than the ground level at HL or HR. X2 654321 Y2 123456 Name Santapheap

X3 098765 Y3 567890 Sign / Accept

HR (m)HL (m)

WT (m)

HC (m)

WB (m) 1.5 m1.5 m

STRING LINE

HCL (m) HCR (m)

Grass Turfing

Grass Turfing

SR (m)SL (m)

Camber 20cm

2 Road Dike Measurement (Example)

ANNEX XIV 2

D=(Q / (1/n x S1/2))3/8 x (w + 2(z2 + 1)1/2)1/4 x (w + z)-5/8

Top width including free board

Volume filling on right and

left

Volume of Excavation

Max Min Max Min Max Min Max Min Max Min Max Min on Right

on Left On right

Bed On left Bed Water Embankment

Fill on right

Cut Bed Fill on left

On right On left Total

Start m l/s/ha l/s/ha ha m³/s m m m m m m² m² m m m/sec m/sec m/sec m/sec m/sec m m m m m m m m m m m² m² m² m³ m³ m² m² m²0+000 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 9.578 9.089 9.495 8.500 9.210 9.610 0.39 2.43 0.47 0.06 0.210+050 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 9.177 9.025 9.075 8.485 9.195 9.595 0.86 1.80 0.99 67.74 105.86 0.75 0.94 48.860+100 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 9.155 8.963 9.113 8.470 9.180 9.580 0.93 1.80 0.98 93.98 90.15 0.77 0.84 82.440+150 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 9.090 9.215 9.063 8.455 9.165 9.565 0.67 1.92 0.70 81.86 93.03 0.86 0.90 84.190+200 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 9.080 8.871 9.084 8.440 9.150 9.550 1.07 1.74 1.06 87.43 91.47 0.85 0.84 86.180+250 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 9.010 9.094 8.854 8.425 9.135 9.535 0.83 1.72 1.03 99.93 86.56 0.95 1.23 96.500+300 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 8.974 8.819 8.974 8.410 9.120 9.520 1.21 1.64 1.21 106.92 84.15 0.98 0.98 103.530+350 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 8.839 8.777 8.844 8.395 9.105 9.505 1.43 1.52 1.42 131.36 79.12 1.20 1.19 108.980+400 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 9.026 8.731 9.127 8.380 9.090 9.490 1.17 1.76 1.03 126.16 81.95 0.84 0.65 97.040+450 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 9.037 9.041 9.151 8.365 9.075 9.475 0.72 2.01 0.59 87.97 94.15 0.79 0.58 71.570+500 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 8.944 8.849 9.041 8.350 9.060 9.460 1.04 1.78 0.91 81.65 94.74 0.93 0.75 76.440+550 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 8.851 8.759 8.756 8.335 9.045 9.445 1.25 1.56 1.40 115.02 83.48 1.07 1.24 99.920+600 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 8.871 8.731 8.856 8.320 9.030 9.430 1.22 1.62 1.24 127.87 79.57 1.01 1.03 108.850+650 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 8.710 8.669 8.697 8.305 9.015 9.415 1.51 1.47 1.53 137.87 77.47 1.27 1.29 115.160+700 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 8.597 8.579 8.612 8.290 9.000 9.400 1.80 1.39 1.77 165.60 71.63 1.45 1.42 135.800+750 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 8.460 8.537 8.482 8.275 8.985 9.385 2.06 1.32 2.02 191.59 67.79 1.67 1.63 154.050+800 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 8.685 8.515 8.645 8.260 8.970 9.370 1.66 1.44 1.73 186.82 69.01 1.23 1.31 145.890+850 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 9.015 8.863 9.305 8.245 8.955 9.355 0.68 2.25 0.38 110.99 92.20 0.61 0.09 81.080+900 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 8.533 8.363 8.523 7.800 8.510 8.910 0.78 1.93 0.79 65.78 104.45 0.68 0.70 51.970+950 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 8.421 8.250 8.428 7.785 8.495 8.895 1.03 1.76 1.02 90.57 92.16 0.85 0.84 76.801+000 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 8.423 8.378 9.415 7.770 8.480 8.880 0.82 2.66 -0.02 71.38 110.36 0.82 -0.96 38.851+050 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 8.323 8.276 8.358 7.755 8.465 8.865 1.04 1.73 1.00 71.25 109.62 0.98 0.91 43.721+100 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 8.526 8.389 8.190 7.740 8.450 8.850 0.62 1.84 1.03 92.42 89.23 0.58 1.19 91.581+150 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 8.320 8.294 8.272 7.725 8.435 8.835 0.95 1.74 1.01 90.21 89.50 0.93 1.01 92.891+200 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 8.190 8.168 8.253 7.710 8.420 8.820 1.26 1.62 1.17 109.42 83.84 1.14 1.02 102.491+250 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 8.146 8.080 8.068 7.695 8.405 8.805 1.41 1.49 1.53 134.10 77.73 1.19 1.33 116.821+300 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 8.121 8.114 8.124 7.680 8.390 8.790 1.35 1.54 1.35 140.93 75.84 1.21 1.20 123.041+350 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 8.158 8.140 8.123 7.665 8.375 8.775 1.21 1.59 1.26 129.32 78.22 1.11 1.17 117.321+400 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 7.977 7.974 7.979 7.650 8.360 8.760 1.71 1.41 1.70 147.19 74.97 1.41 1.41 127.641+450 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 8.134 8.139 8.134 7.635 8.345 8.745 1.16 1.63 1.16 143.42 75.90 1.10 1.10 125.521+500 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 7.824 7.844 7.839 7.300 8.010 8.410 1.07 1.68 1.05 111.31 82.66 1.06 1.03 107.181+550 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 7.824 7.140 7.824 7.285 7.995 8.395 2.16 1.40 2.16 161.27 76.89 1.03 1.03 103.571+600 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 7.832 7.824 7.839 7.270 7.980 8.380 1.01 1.72 1.00 158.31 77.96 0.99 0.97 100.511+650 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 7.984 7.922 7.980 7.255 7.965 8.365 0.67 2.00 0.67 83.61 93.07 0.69 0.69 83.561+700 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 7.749 7.340 7.780 7.240 7.950 8.350 1.78 1.47 1.73 121.00 86.75 1.08 1.03 87.261+750 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 7.741 7.736 8.068 7.225 7.935 8.335 1.13 1.83 0.71 133.67 82.57 1.07 0.48 91.541+800 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 7.613 7.616 7.591 7.210 7.920 8.320 1.45 1.49 1.49 119.51 82.97 1.27 1.31 103.481+850 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 7.796 7.801 7.806 7.195 7.905 8.305 0.89 1.80 0.88 117.65 82.17 0.92 0.90 110.111+900 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 7.814 7.797 7.807 7.180 7.890 8.290 0.84 1.84 0.84 86.24 90.97 0.86 0.87 88.611+950 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 7.830 7.827 7.832 7.165 7.875 8.275 0.75 1.91 0.74 79.21 93.76 0.80 0.80 83.202+000 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 7.615 7.613 7.618 6.800 7.510 7.910 0.43 2.25 0.42 58.47 104.00 0.53 0.53 66.442+050 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 7.649 7.653 7.658 6.785 7.495 7.895 0.33 2.38 0.33 37.73 115.70 0.44 0.43 48.182+100 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 7.386 7.383 7.388 6.770 7.480 7.880 0.86 1.82 0.86 59.55 104.99 0.89 0.89 66.172+150 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 7.552 7.549 7.544 6.755 7.465 7.865 0.46 2.19 0.47 66.41 100.32 0.56 0.58 72.972+200 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 7.377 7.384 7.379 6.740 7.450 7.850 0.80 1.86 0.80 63.24 101.46 0.85 0.85 71.082+250 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 7.387 7.389 7.394 6.725 7.435 7.835 0.75 1.91 0.74 77.02 94.44 0.81 0.79 82.572+300 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 7.294 7.289 7.299 6.710 7.420 7.820 0.95 1.76 0.94 84.29 91.87 0.95 0.94 87.212+350 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 7.425 7.430 7.429 6.695 7.405 7.805 0.59 2.06 0.59 76.61 95.44 0.68 0.68 81.222+400 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 7.310 7.320 7.315 6.680 7.390 7.790 0.81 1.85 0.81 69.92 97.77 0.86 0.86 77.072+450 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 7.241 7.235 7.243 6.665 7.375 7.775 0.97 1.75 0.97 88.87 90.01 0.96 0.96 91.042+500 50 2.20 0.35 221.00 0.49 0.08 0.0003 1.10 0.025 1.500 0.71 0.36 0.78 1.25 3.38 1.64 0.54 3.81 2.53 0.43 0.21 0.30 0.40 0.29 0.25 0.44 0.40 4.58 1.00 1.00 6.915 6.920 6.908 6.650 7.360 7.760 1.91 1.35 1.92 144.01 77.50 1.52 1.54 124.49

Total 5284.65 4427.39 4632.59

Bed width

b

Mean bed

width b

Ratio Bed width / Water Depth

W

Roughness coefficient n

Side slope

Z

Hydraulic depth D

Table Calculation of Design Canals and Drains

No Particulars of item and details of

works

Code No Chainage Length Irrigation Requirment . q

Comment Area

Canal or drainage discharge Q

Gradiant

1 Tertiary Canal

Area of Cut and fill Wet Top

width T

Section A Wetted perimeter p Hydraulic radius R

Mean Velocity

Vm

Velocity Vca

Grassing on side slope Silt Velocity

Vs

Min Velocity

Vmin

Critical Velocity

V0

Free board

Proposed Top embankment

Existing Level Proposed Level

1 Raised and Dug Canal

ANNEX XV

6. Commune/Village Code 7. Requested Cash Delivery Date

8. First Cash Distribution Yes No 9. Final Cash Distributi Yes No

10. a) CP (PDRD/PDoRAM)

ACHIEVEMENT OF OUTPUT

Total Female Total Female Total Female Total Female

13. Special Instructions (if any)

22 b) Signature 23 Signature 24 Signature

22 c) Date 22 d) Stamp 23 date 23 Stamp 24 Date 24 Stamp

CASH REQUEST FORM (CRF)

10. b) Name and title of authorized CP Staff 10. c) Name and title of authorized PC Staff

11. a) Project Code

22 a) Requested by (Name of PC staff and Title )

23 Certified by (Name of CP staff and Title)

24 Approved by (PD/ EFAP Representative)

5. Village

TYPE OF BENEFICIARIES

TOTAL CASH DISTRIBUTED DURING THE PROJECT AND CASH REQUESTED (US$)

1. Agreement No 2. Province

12 c) - Beneficiaries 12 d) - Project Committees

3. District

11. b) Activities

4. Commune

14 a) Cash Distributed during First Distribution (US$):

14 b) - Requested Cash for Final Distribution (US$):

12. CFW 12 a) - Participating Household/Family

12 b) - Participants

1 Cash Request Form

ANNEX XVI

CASH RELEASE NOTE (CRN)1. Agreement No/Ref No: 2. Project No: 3. Distribution No: 4. Requested Cash delivery date:

5. Province: 6. District: 7. Commune: 8. Village:

9. Activity: 10a. Cooperating Partner and/or Implementing Partner:

10b. Name and title of authorized CP staff: 10c. Name and title of authorized PC staff:

11. Special Instructions (if any):

12. CASH APPROVAL DETAILS12a. No 12b. Requested (US$) 12c. Approved (US$)

1

2

3

4

5

13a. Prepared by (Name): Sok Soreasey 14a Certified by (Name):Sok Sokunthea 15a. Approved for release by (Name):Vong Sandap

13b. Title: 14b. Title: 15b. Title:

13c. Signature: 14c. Signature: 15c. Signature:

13d. Date: 14d. Date: 15d. Date: 15e. Stamp:

14. TRANSACTION DETAILS14 a). CHEQUE NO.: 14 b). DATE: 14 c). DESPATCH DATE:

15. CASH RECEIPT CERTIFICATION15a. Issued by (Name): Sok Sokunthea 16. Stamp: 17a. Received by(Name): Piseth

15b.Title: 17b. Title:

15c. Signature: 17c. Signature:

16. OBSERVATIONS

1 Cash Release Note

ANNEX XVII

a

CFW WORK LIST

Serial Agreement No. Cash For Work (CFW) CP Comments EFAP Engineer Comments CP Office Province District Commune Village Village CodeVillage Poverty

Planned Cash

Name of the EFAP Representative

(Engineer)

Name of the CP Representative Size

EFAP Target

Pre-work

Survey CP

Post-work

Survey CP

Pre-work

PPMU/CPMU

Post-work

PPMU/CPMU

Pre-work Spot

Check EFAP

Engineer

Post-work Spot

Check EFAP

Engineer

Agreement CP Pre-Work surveys

TypeImprovement

/Rehabilitation

% Complete Status Approved Status Estimated length

Signed LengthCommitm

ent of Cash

Particip. HHs

Cash per HH

Date Surveyed

Structure Need?

No. of Structur

e

Existing Volume

Planned Volume

No. Legend Legend % Legend (What) EFAP Engineer Legend (Why or Next Action) No. % US$ m Yes/No Yes/No Yes/No Yes/No Yes/No Yes/No Yes/No dd-mmm-yy m US$ HH US$/HH dd-mmm-yy Yes/No # M³ M³1 Kampong Chhnang Office

TOTAL 0 0 0 0 0 0 0 0 0 0 0 0 0 #DIV/0! 0 0 0 0Average #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0!

LEGEND: IMPORTANT LEGEND: LEGEND: LEGEND: Structure Needed

CP Proposed by CC CP Pre-Work Required Yes 0 YesPPMU/CPMU Pre-work Complete Prepare Agreement No 0 No

EFAP Engineer Agreement Complete Commence Work Drought

TO BE FILLED Missing Data Cancelled Ist Installment Required Flood

CHECKED Data Checked Project discontinued No ParticipantIst Installment Complete CP Post-work RequiredPost-work Complete Final Distribution RequiredFinal Distribution Complete EFAP Engineer spot-check required

CP to remeasure

SUMMARYProjects: Type Improv/Reh Unit Rate Unit

# Dike Projects # Road Projects # Dug Canal Projects

# Raised Canal

Projects# Other Projects TOTAL Road Improv

0 0 0 0 0 0 Road RehabWork Approved: Canal (Raised) Improv

Approved projects (#)

Output: Length (m) Canal (Raised) Rehab

0 0 Canal (Dug) ImprovCash Summary: Canal (Dug) Rehab

Planned Amount of Cash (US$)

Pre-Work variation (US$)

Commited (US$)

1st Install. (US$) Post-Work variation (US$) Required

(US$) Dike Improv

0 0 0 0 0 0 Dike Rehab

Final Distribution:Total

distributed (US$)

Participat. HHs Bene.

#REF! 0 0

1 CFW Work List

ANNEX XVII

CFW WORK LIST

PPMU/CPMU Pre-Work surveys Pre-Work Variation EFAP Engineer Pre-Work Spot Check

(Results of 1st Spot-Check) 1st Installment CP Post-Work Surveys PPMU/CPMU Post-Work Surveys Post-Work Variation EFAP Engineer Post-Work Spot Check

(Results of 1st Spot-Check) Final Distribution

Actual Volume

Requested Cash

Date Inspected

Existing Volume

Required Cash

Variation Variation Action Needed Date Checked

Ref. Pegs Measure. Error

Action Needed Date 1st Install.

Cash Particip. HHs

Date Measured

Start (Actual)

Finish (Actual)

Actual Length

Actual Volume

Requested Cash

Date Measured

Actual Volume

Required Cash

Variation Variation Action Needed Date Checked

Female PCmember

Sign Board

Ref. Pegs Measure. Error

Action Needed Date Cash Particip. HHs

Female headed

HH over US$ 200

Total Cash Cash per HH

M³ (US$) dd-mmm-yy M³ US$ M³ % Legend dd-mmm-yy % % Approved dd-mmm-yy US$ HH dd-mmm-yy dd-mmm-yy dd-mmm-yy m M³ US$ dd-mmm-yy M³ US$ M³ % Legend dd-mmm-yy % Yes/No % % Legend dd-mmm-yy US$ HH HH HH US$ US$/ HH

0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 #REF! #REF!#DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0!

LEGEND: Approved LEGEND: Approved LEGEND: Approved Sign LEGEND: ApprovedAccept PPMU/CPMU Accept PPMU/CPMU Accept PPMU/CPMU Yes 0 Yes Accept PPMU/CPMURe-measure Reduce Project Re-measure No 0 No Sign BoardRe-peg & Re-measure Re-peg Re-measureRe-design Re-measure Warning

Warning

2 CFW Work List

ANNEX XVII

n

a e

CFW WORK LIST

Serial Agreement No. Cash For Work (CFW) CP Comments EFAP Engineer Comments CP Office Province District Commune Village Village CodeVillage Poverty

Planned Cash

Name of the EFAP Representative

(Engineer)

Name of the CP Representative Size

EFAP Target

Pre-work

Survey CP

Post-work

Survey CP

Pre-work

PPMU/CPMU

Post-work

PPMU/CPMU

Pre-work Spot

Check EFAP

Engineer

Post-work Spot

Check EFAP

Engineer

Agreement CP Pre-Work surveys

TypeImprovement

/Rehabilitation

% Complete Status Approved Status Estimated length

Signed LengthCommitm

ent of Cash

Particip. HHs

Cash per HH

Date Surveyed

Structure Need?

No. of Structur

e

Existing Volume

Planned Volume

Actual Volume

Requested Cash

No. Legend Legend % Legend (What) EFAP Engineer Legend (Why or Next Action) No. % US$ m Yes/No Yes/No Yes/No Yes/No Yes/No Yes/No Yes/No dd-mmm-yy m US$ HH US$/HH dd-mmm-yy Yes/No # M³ M³ M³ (US$)1 Kampong Chhnang Office2 KCH/07/001.1 Road Rehabilitatio 100% Final Distribution Complete Approved PDRD KCH Kampong Chhnang Rolea B'ier Prasneb Chor 5120514 88% 8500.00 Santapheap Luck Chengvi 827 Yes Yes Yes Yes Yes Yes 29-May-09 827 8500.00 171 80 14-May-09 Yes 3 622 3,655 3,033 8500.00

3 KCH/07/002.1 Road Improvement 100% Final Distribution Complete Approved PDRD KCH Kampong Chhnang Rolea B'ier Prasneb Chor 5120509 89% 8800.00 Santapheap Luck Chengvi 850 Yes Yes Yes Yes No Yes Yes 08-May-09 850 8800.00 150 75 27-Apr-09 Yes 1 -474 4,027 4,501 8800.00

TOTAL 2 17,300 1,677 2 2 2 1 2 2 2 1,677 17,300 321 103,160 2 4 148 7,682 7,534 17,300Average 100% 89% 8650.00 839 839 8650.00 161 78 74 3,841 3,767 8650.00

LEGEND: IMPORTANT LEGEND: LEGEND: LEGEND: Structure Needed

CP Proposed by CC CP Pre-Work Required Yes 2 YesPPMU/CPMU Pre-work Complete Prepare Agreement No 0 No

EFAP Engineer Agreement Complete Commence Work Drought

TO BE FILLED Missing Data Cancelled Ist Installment Required Flood

CHECKED Data Checked Project discontinued No ParticipantIst Installment Complete CP Post-work RequiredPost-work Complete Final Distribution RequiredFinal Distribution Complete EFAP Engineer spot-check required

CP to remeasure

SUMMARYProjects: Type Improv/Reh Unit Rat Unit

# Dike Projects # Road Projects # Dug Canal Projects

# Raised Canal

Projects# Other Projects TOTAL Road Improv

0 2 0 0 0 2 Road RehabWork Approved: Canal (Raised) Improv

Approved projects (#)

Output: Length (m) Canal (Raised) Rehab

2 1,677 Canal (Dug) ImprovCash Summary: Canal (Dug) Rehab

Planned Amount of Cash (US$)

Pre-Work variation (US$)

Commited (US$)

1st Install. (US$) Post-Work variation (US$) Required

(US$) Dike Improv

17,300 17,300 17,300 0 8,250 15,164 Dike Rehab

Final Distribution:Total

distributed (US$)

Participat. HHs Bene.

#REF! 296 1,480

1 CFW Work List- Example

ANNEX XVIII

No. Agreement No. Structure EFAP Engineer Comments CP Sub-Office

Province District Commune Village Contractor Project Length

Chainage VC Priority

Type Gate CFW Type Status Company Contact

Legend Legend Legend Legend # m m #1 Kampong Chhnang Office KCH23456789101112131415161718192021222324252627282930313233343536373839404142434445464748495051

Blank53 TOTAL 0 0 0 0 054 Average #DIV/0! #DIV/0!

LEGEND: TO BE FILLED LEGEND: CancelledEFAP Engineer Final Update

PostponedSection 1Section 2Section 3Section 4

SUMMARY

Box culvert Pipe culvert#REF! #REF!

Total No. of Projects (#)

Total Estimate Cost, $

#REF! #REF!

STRUCTURE LISTNumber of Structures

1 Structure List

ANNEX XVIII

Size EFAP Engineer

Unit Cost Contract

Variation Cost

Total Cost Contract

Paid Completion Date

Handover Letter

Defects Check

Variation Comments

Length Width/ Span

Depth Diameter

m m m mm # $ $ $ $ Yes Yes Yes Yes $ dd/mmm/yy dd/mmm/yy dd/mmm/yy Legend

0 0 0 0 0 0 0 0 0#DIV/0!

LEGEND: Variation no.1Variation no.2

STRUCTURE LISTCompleted Payment

RequestNumber

of Pipes or Boxes

Location & Design Check

Started

2 Structure List

ANNEX XVIIINo. Agreement No. Structure EFAP Engineer Comments CP Sub-

OfficeProvince District Commune Village Contractor Project

LengthChainage VC

Priority Si

Type Gate CFW Type Status Company Contact Length Width/ Span

Legend Legend Legend Legend # m m # m m1 Kampong Chhnang Office KCH2 KCH/06/003.1 Pipe Culvert Rehabilitation PDRD KCH Kampong Chhnang Rolea Bíer Prasneb Chor 1 650 305 2 5.03 KCH/06/032.1 Pipe Culvert Improvement Final Updated PDRD KCH Kampong Chhnang Rolea Bíer Prasneb Chor 1 1,390 7 1 5.04 KCH/06/032.1 Pipe Culvert Improvement Final Updated PDRD KCH Kampong Chhnang Rolea Bíer Prasneb Chor 1 1,390 404 5 5.056789

101112131415161718192021222324252627282930313233343536373839404142434445464748495051

Blank53 TOTAL 3 0 3,430 716 8 1554 Average 1,143 239 5

LEGEND: TO BE FILLED LEGEND: CancelledEFAP Engineer Final Update

PostponedSection 1Section 2Section 3Section 4

SUMMARY

Box culvert Pipe culvert#REF! #REF!

Total No. of Projects (#)

Total Estimate Cost, $

#REF! #REF!

Number of Structures

1 Structure List- Example

ANNEX XVIIIize EFAP Engineer

Unit Cost Contract

Variation Cost

Total Cost Contract

Paid Completion Date

Handover Letter

Defects Check

Variation Comments

Depth Diameter

m mm # $ $ $ $ Yes Yes Yes Yes $ dd/mmm/yy dd/mmm/yy dd/mmm/yy Legend

600 1 Yes600 2 Yes600 1 Yes

0 0 0 0 3 0 0 0

LEGEND: Variation no.1Variation no.2

Completed Payment Request

Number of Pipes or Boxes

Location & Design Check

Started

2 Structure List- Example

ANNEX XVIII

STRUCTURE SUMMARY(PDRD)

No. Provinces Quantity (Unit) Total Price (US$) Comments

1 KAMPONG CHHNANGa Pipe Culvertb Box Culvert

SUB-TOTAL:2 PURSAT

a Pipe Culvertb Box Culvert

SUB-TOTAL:3 BATTAMBANG


SUB-TOTAL:4 BANTEAY MEAN CHEY


SUB-TOTAL:5 OTDAR MEANCHEY


SUB-TOTAL:6 SIEM REAP


SUB-TOTAL:7 KAMPONG THOM


SUB-TOTAL:SUMMARY


GRAND TOTALS:

1 Structure Summary

ANNEX XIX

1 Meeting Report

Meeting Report

………..Day/……Month/…….Year

I. Province: ……………………… Cash For Work Progress Report: Project No.: US$ ...…….. No …… Work List: US$ ...…….. No …… ……% Pre-work: US$ ...…….. No …… ……% Agreement: US$ ...…….. No …… ……% Cancelled/Delayed: US$ ...…….. No …… ……% Construction Started US$ ...…….. No …… ……% 100% complete: US$ ...…….. No …… ……% Post-work: US$ ...…….. No …… ……% Distribution: US$ ...…….. No …… ……%

1. Suggestions and Ideas: 2. Other Priorities :

II. Summary and Recommendations III. Next Meeting Date

ANNEX XX

2 023 Annex XX Meeting Minutes

III. Province Targets (till August) Started 100% 100% Complete 90% Post-Work Surveys 90% Final Distributions 75%

IV. PDRDs’ reports on overall problems and requests • The following issues were raised by PDRD Team Leaders for further advice from CPMU:

Issues Discussion/Follow-up actions Requests for motorbikes (Kampong Chhnang, Banteay Meanchey) • CPMU will follow up the progress with the

procurement section.

Interruption by heavy rain and rice transplanting (Kampong Chhnang, Banteay Meanchey) • CPMU emphasized the importance of better

planning.

V. Follow –Up Priorities PDRDs:

- By the end of September, all CFW activities need to be completed. PPMU:

- PPMU, Kampong Chhnang will temporarily lend one motorcycle to PDRD, Kampong Chhnang to expedite implementation of CFW in this province.

CPMU:

- Purchase of 1 motorcycle for each PDRD will be completed by 31 October 2009. - CFW Guidelines will be finalized by 15 October 2009. - CFW training will be conducted in the first half of November 2009 for PPMU and CP staff.

3. PD’s Remark and Conclusion • Use of PPMU computer sets/Motorbikes: • CFW Guidelines training in November 2009: PD announced that CPMU is planning to conduct

training on CFW Operational Guidelines, CFW measurement and the measurement sheets in November 2009.

• New management structure: • Updating Worklists: • Next meeting: The next meeting is to be held on 25 November 2009 at 8:30 a.m. Minutes prepared by: Meeting Secretary 15-Sep-09 Approved by : Chairman of Meeting

ANNEX XXI

CASH DISTRIBUTION REPORT

Project/ Agreement Number: CP:

Distribution Point Province: ........................................ Distribution Date

District: ...........................................

Commune: ........................................

Village: .............................................Cash For Work (CFW) Start Time

Name of PC Finish Time

Name of CP Distribution (Cycle)

1st Final

Participating HHs/ Participants Figures Additional InformationParticipating Households Participants Fake Beneficiaries

Total Female Total Female

# In Cash Request Form# Actual receiving cash

# Not present at distribution

Cash DistributionCash Security Problems

US$ KHR Fighting

CRN No. Banditry

Cash Distributed Mines

Balance None

Other Information (if any)

1 Cash Distribution Report

RksYges


* *

WORK MANUAL

FOR CASH-FOR-WORK (CFW)

PROJECTS

(Draft Final)

December 2009





Contents

1. Road/Dike Manual 2. Road (Laterite) Manual 3. Irrigation (Raised) Canal Manual 4. Irrigation (Dug) Canal Manual

ANNEX XXII 1

1 026 Annex XXII 1 Road & Dike Manual

Road/Dike (Dam) Work Manual 1. The Purpose: The purpose of improving or rehabilitating a road is to improve access to markets, main roads, sources of water and firewood, schools, health centres, and this will improve the living conditions of rural villagers. 2. Selection and Design: EFAP will only consider small/tertiary rural roads for the CFW program (<US$ 10,000). These roads typically join one village with another, or join a village with a larger road to the market or a national road. These roads are generally less than 2 kilometres long and will not be used for heavy traffic. They will be used by mostly bicycles, motorcycles, ox carts and small cars (less than 1.5 tons), but not by trucks or tractors. The basic criteria for EFAP to assist in road improvement or rehabilitation are: - Soil types and depth of soil must be suitable in the work area (e.g. sand, clay, sandy clays, silt, gravely soils, etc.). Local sources of laterite should also be located for surfacing the road. - Whenever possible, a layer of laterite, at a minimum thickness of 20 centimetres after compaction, should be used to surface roads made of clay or sandy soils. Otherwise the road gets soft, when the clay gets wet and carts, bicycles, motorcycles or cars can get stuck on the road. - If the road is made of either clay or sandy soils it is necessary to surface the road with laterite to provide a hard but smooth surface, protect the road from wear and tear in the dry season, shed rainwater better in the wet season, prevent ditches/pot holes being created during wet season and increase the life of the road. - If the road needs laterite, culverts or small bridges, villagers should seek assistance from other agencies of Government or other organizations to provide these for the project. Side Roads for Animals and Oxcart Crossings: Build side roads and entrances for animals and oxcart crossings to the same height as the road for a length for at least 2 meters and then slope the side road down to field level. Camber: A camber makes the centre of the road at least 20 cm higher than the edge and helps drain rainwater off the road. The camber is the slope from the centre line of the road towards the edge of the road. The slope is usually given as a percentage. Example:

0.15m-0.2m laterite (before compacting)

1.5m

20 cm200 cm

1.5m

10% Slope = 20 cm Height over 2 meter Length.

ANNEX XXII 1


The correct slope of the camber is very important. If the camber is too steep, water will flow off the road too fast and erode the road surface; and the surface becomes rutted and dangerous for traffic. If the camber is not steep enough, rainwater will pool on the road, making the road surface soft in places and creating potholes in wet weather; and potholes become dangerous for traffic. It is important that each road is constructed with the right camber and the camber is maintained after construction. Regular maintenance will keep the strength and durability of the road. Earthen roads should have a 10% camber after construction. Allowance for compaction is required during and following construction. Traffic will also wear and compact the centre of the road and reduce the camber over time. A camber of 10% with before compaction will compact down and reduce the slope to 7%. IMPORTANT: The camber must be built accurately during construction, because it is more difficult to correct the camber after the road has been constructed. You will then waste time and money re-building the camber to the correct shape. Clearing the Road Top, Side Slopes and Borrow Areas: The first step in rehabilitating a road is to clear grass and other plants growing on the existing road and side slopes before new earth is placed on the road (clearing vegetation is the responsibility of the community). If the vegetation is not removed the road can not be well compacted or strong. Grass, plants or rice stubble left over from the harvest should be cleared from the borrow areas, i.e. areas next to the road where the earth was or will be taken to build the road. These plants must be removed or the road will not be well compacted or strong. Leveling the Road Top and Side Slopes: The next step in road rehabilitation is levelling the top of the existing road to make it smooth and flat. This requires filling in holes or ruts caused by oxcarts and regular traffic. The earth put into the holes should be moist and well compacted with a rammer (“elephant foot”) tool. The side slopes should also be levelled and made smooth. 3. Size and Shape: The top width of a rural road is usually 5.4 meters wide. The height of the road will generally be about 1.0 meter high. The height of the road depends on if the road will be used as a dike to collect water. If the road will also act as a dike, the road must be 0.5 meters higher than the highest water level during the wet season. The road should have drainage ditches on both sides to collect rainwater and allow it to drain away. Be careful roads don’t act like dams and block water or flood flows. IMPORTANT: Try not to build the road higher than 1.0 meters, especially in villages. Slope of Road: Standard side slopes of roads are 1:1.0 to 1: 1.5 (vertical: horizontal). Remember that the smaller the slope, the better the protection from waves, soil erosion and any other damage during the wet season.

Height of Road Top Width of Road (Slope 1:1.0) 3.0 metres 3.5 metres 4.0 metres 4.5 metres 5.4 metres

0.5 metres 4.0 4.5 5.0 5.5 6.4 1.0 metres 5.0 5.5 6.0 6.5 7.4 1.5 metres 6.0 6.5 7.0 7.5 8.4 2.0 metres 7.0 7.5 8.0 8.5 9.4 2.5 metres 8.0 8.5 9.0 9.5 10.4

Toe (Bottom) Width of Road (metres)

ANNEX XXII 1


IMPORTANT: Remember that the toe (bottom) width is related to the height of the road. A flat road over undulating ground creates a road with different heights and bottom widths along its length. Avoid having a fixed bottom width and varying side slopes. The table above shows the size of the road for different heights. 4. Excavation: Excavation from borrow pits at the side of the road should be at least 1.5 meter from the edge (toe) of the road to prevent the road eroding and collapsing into the borrow pit. Borrow pits should not deeper than 1.0 meter to make the roads safer in case of road accidents. Road acting as a Dam (Dike): In cases where the road acts as a dam (dike), the standard side slope for the road should be greater or equal to 1:2 (Vertical: Horizontal).

Height of Dam Top Width of Dam (Dike) 3.0 metres 3.5 metres 4.0 metres 4.5 metres 5.4 metres

1.0 metres 7.0 7.5 8.0 8.5 9.4 1.5 metres 9.0 9.5 10.0 10.5 11.4 2.0 metres 11.0 11.5 12.0 12.5 13.4 2.5 metres 13.0 13.5 14.0 14.5 15.4 3.0 metres 15.0 15.5 16.0 16.5 17.4 3.5 metres 17.0 17.5 18.0 18.5 19.4

Toe (Bottom) Width of Dam (metres) Grassing is also essential to protect the dam (dike) from erosion during the wet season and wave action. Borrow pits of dams (dikes) should be at least 2.0 meters away from the edge (toe) of the dam (dike). The dam (dike) should also have a 10% camber, like a road, to allow rainwater to runoff the dam. The centre of the dam should be at least 20 cm higher than the edge of the dam. Measurement sections need to be pegged every 50.0 meters along the dam. However, if the dam is less than 250 meters long and the ground level beneath the dam varies a lot, sections may need to be pegged every 25.0 meters. 5. Compaction: Proper compaction of the soil in the road can be achieved if the, earth is spread in 10 cm layers, breaking up any soil lumps with the head of the hoe head, wetting the earth and then compact each layer of soil with a rammer ("elephant foot") tool. Compaction is essential for a strong and durable road. 6. Grassing: Roads which are made of earth, like irrigation canals and dikes, can be eroded easily by rainwater runoff. Grass will protect the slopes from erosion. The best way to grass slopes is to cut grass turf nearby. You can use grass seed on slopes but if the road is made of clay or laterite you must first have to place "top soil" (good soil) on the slopes before planting the grass seed and keep the soil well watered until the grass is established. 7. Water Drainage: Roads can stop water from flowing. Roads are not meant to store water against them like a dam, unless the road is designed as a dam (dike). Poor water flow across a road can result in the road being washed away during the wet season. Water can also flood the road causing the road to be impassable. Flood waters can be forced by the road towards areas where it is not wanted. Proper water drainage requires the correct size culvert (concrete pipe or box), small bridge or concrete causeway to let the water pass under/across the road. IMPORTANT: Make sure the size of the crossing has enough capacity to carry annual flooding under/across the road. A field visit is required by a qualified road engineer to decide on the type, size and cost of a culvert, bridge or causeway before road construction starts.

ANNEX XXII 1


The most cost effective culverts and bridges are those which are the right size and in the right location. Selecting the right location of a road and culvert may help reduce potential flooding of a village or area. Make sure the sizes of culverts and bridges have enough capacity to carry the volume of water passing under the road. If the water flows beside the road, ditches along sides of the road should be dug at least 1.5 meter away from the edge (toe) of the road (refer drawing in page 1) for safety reasons and to collect rainwater and allow it to drain away. 8. Measurements: Measurements of pre and post work should be done to determine the volume of existing and actual work completed. The pre-work measurement calculates the volume of the existing road and the post measurement calculates the volume of actual work completed. Two factors should be taken into consideration to improve the accuracy of work measurements, work volumes and cost calculations. The first factor is the distance of each cross section measurement along the road. The cross sections should be measured every 50 meters. Extra cross sections should be measured where there is a big change in ground level. The second factor is the height measurement of the road. Height measurements are taken at each cross section. Height measurements are taken from the field level at the edge (toe) of the road on both sides. These points are marked with red reference pegs, which must not be removed until after the post-work measurement by EFAP Engineer/ PPMU/CPMU is completed. The following measurements are taken at each cross section:

• Distance of the cross section from the start of the road. (Chainage) • Top width, (WT) • Bottom width, (WB) • Height – Left of road (HL) • Height – Centre of road (HC) • Height – Right of road (HR)

The pre-work or post-work measurements are then recorded on the “Measurement Sheets”. Annex XIII of the CFW Guidelines. IMPORTANT: The field level at each cross section must be marked with red pegs on both sides of the road (pre and post-work). The reference pegs are not to be removed until after the spot-check or post-work measurement by EFAP Engineer/PPMU/CPMU. If these reference pegs are removed, the project should be cancelled (No pegs – No project). Post-work measurements are taken when the road is finished. The post-work measurements and pre-work measurements must be done at the same cross sections and from the same reference pegs. The pre and post-work measurements are then recorded in the “Measurement Sheets”. Annex XIII of the CFW Guidelines.

Long Section

50m 50m 50m 50m 50m 50m 50m >50m

<50m <50m

Extra Cross

Sections

ANNEX XXII 1


ocation of Pegs at Cross Sections (Pre and Post-work)L

oad – Type 1

x Cart Road – Type 2

R

Pre-work

Post-work Same Peg Same Peg

O

Pre-work

Post-work Same Peg Same Peg

ANNEX XXII 1


Road Widening– Type 3

Post-work

Pre-work

Same Peg Same Peg

ANNEX XXII 2

2 Road (Laterite) Manual

An easy way to find out the proportions of the types of soil in a sample is to do a ‘settling test’. The sample is put in a glass jar. Fill half the jar with the sample. Add water till the jar is three-quarters full. Add some salt, as this will improve the settling of the very fine silt. Shake the jar, and let the soil settle in the jar. The gravel and course sand will settle immediately to the bottom. The finer sand and course silt will settle more slowly. The clay and fine silt will remain in suspension for some time before they settle. You can then see the proportion of soil type in layers in the jar. Water: A good water source is also important. When the laterite hauling commences, water haulage equipment needs to be available on site, such as a water tank, water pump and water spreader. Make sure this equipment is available and in good working condition before laterite works start. 3. Size and Shape: The top width of a rural road is usually 5.4 meters wide. The laterite or the carriage way is usually 5.0 meters wide, 200mm meter deep and a 10% camber after construction. The road should also have drainage ditches on both sides to collect rainwater and allow rainwater it to drain away from the road.

Camber: The camber is the slope from the centre line of the road to the shoulder of the road. The slope is usually given as a percentage. The correct slope for the camber is very important. If the camber is too steep water will flow off the road too fast and erode the road surface; and the surface becomes rutted and dangerous for traffic. If the camber is not steep enough, rainwater will pool on the road, making the road surface soft in places and creating potholes in wet weather; and potholes then become dangerous for traffic. Earthen roads should have a 10% camber after compaction. Allowance for compaction is required during and following construction. Traffic will also wear and compact the centre of the road and reduce the camber over time. A camber of 10% before compaction will compact down and reduce the slope to 7%. IMPORTANT: Each road should be constructed with the right camber and the camber should be 10% after construction. Regular maintenance will keep the strength and durability of the road. The camber must be built accurately during construction, because it is more difficult to correct the camber after the road has been constructed. You will then waste time and money re-building the camber to the correct shape. 4. Work Procedure: Before carrying out any laterite works, first check that the earthworks have been properly carried out and levelled to exact standards and requirements. Set up profile boards once and again to ensure that all levels and camber are correct. Placing the laterite, involves four activities: un-loading, spreading, watering and compaction. These activities need to be fine-tuned with each other, so a good balance between labour and equipment is achieved. 5. Unloading: Drivers should be instructed to dump the entire load in a fixed area, which is clearly marked with pegs and string lines. To make spreading easier, instruct the drivers to move forward slowly while dumping, so the laterite is evenly spread over the length and width of the road.

0.15m-0.2m laterite (before compaction)

Grassing

Slope of road: 1:1.0 to 1:1.5

ANNEX XXII 2


The area set out for each load of laterite depends on: 1) Area of the laterite surface and 2) Average load each truck is carrying. In order to get the correct thickness of laterite; the set area needs to be carefully calculated by the site supervisor. Example: If the desired thickness of the gravel is 20cm, then a one meter length of the road will need: (5.0m x 0.2m) x 1m = 1.0 m3, If the average load of a truck is 4.0m3, this load will cover a length of road section of: 4.0m3 / 1.0m3 per m = 4.0 m 6. Spreading: Once the laterite is unloaded, you can start the spreading. Take care to spread the laterite immediately to make use of the natural soil moisture content of the laterite and before natural compaction can take place. If the laterite is stockpiled along the road for several days before spreading and compaction, it will dry out and then it will require additional water for compaction. The participants should use special spreading rakes or hoes to spread the laterite evenly over the road base. Work from the centre line towards the shoulder, and spread one side of the centre line at the time. Oversize

ieces of gravel or rock should be removed or crushed using sledgehammers. p 7. Watering: When the layer has been spread evenly, compaction of the laterite can be done, Make sure that you have sufficient water for optimal moisture content in the laterite during compaction. If the laterite is spread immediately after excavation, it will contain natural moisture which is very close to the optimal moisture content, thereby reducing the need for extra watering. Optimal Moisture Content: Soil and laterite before excavation consists of solid particles, water and air. Air does not add strength or stability to the soil. Air actually reduces the stability of a soil. Optimum water content (between 8 to 20%, depending on the soil type) allows proper compaction and adds strength and stability to the soil. The water lubricates the soil particles and allows them to settle and compact into a dense mass. If the soil contains too much water and is too wet, the soil particles are separated by the water and it turns into mud. If the soil is too wet when you try to compact it, it will not compress but the soil will flow out sideways. Experience shows that if soil is taken from side ditches or borrow-pits and spread and compacted immediately, the natural moisture content is sufficient for good compaction. However, soil which comes from a dry stockpile usually needs extra water. 8. Compaction: Compaction reduces the volume of soil. Compaction forces soil particles closer together so that the soil becomes stronger. Compaction strengthens the road and allows the road to better withstand planned traffic loads and natural erosion. Compaction of laterite is best done by a mechanical roller. 9. Control of Works: When the laterite has been spread and compacted, erect profile boards along the centre line and road shoulders. A traveller can be used to check the road surface is at the design level, smooth and the correct camber has been achieved along the full length of the road.

ANNEX XXII 2


10. Work Plan: A proper work-plan for laterite is extremely important. The plan should record inputs (number of participants and equipment), productivity, outputs and timing of the work. Stock-piling: During laterite placing, it may be necessary to stock-pile laterite along the road for future routine maintenance. This laterite can be used later for repairing any damage to the road surface, i.e. patching potholes, filling ruts etc. Ideally, a load of 10 m3 of laterite should be stock-piled every 500 meters along the road. 11. Reporting: A good reporting system is essential to keep track of inputs (labour, tools, materials, equipment and fuel) and outputs (volume of laterite delivered and compacted, and length of road completed). When reporting the output of a laterite project, volumes should be recorded for each road section where the laterite was spread, levelled, watered and compacted and report if the required standards were met. 12. Measurements: Measurements of post-work should be done to determine the volume of actual work completed. The post-work measurement calculates the volume of actual work completed. Two factors should be taken into consideration to improve the accuracy of work measurements, work volumes and cash calculations. The first factor is the distance between each cross section measurement along the road. The cross sections should be measured at every 50 meters. The second factor is the depth measurement of the laterite. Depth measurements are taken at each cross section using a small post hole digging tool. These cross sections should be marked with red reference pegs, which must not be removed until after the spot check or post-work measurement by EFAP Engineer/PPMU/CPMU is completed. The following measurements are taken at each cross section:

• Width – Laterite (WLAT)

• Depth – Left of road (DL)

• Depth – Centre or road (DC)

• Depth – Right of road (DR)

IMPORTANT: The reference pegs are not to be removed until after the spot check or post-work measurement by EFAP Engineer/PPMU/CPMU. If these reference pegs are removed, the project should be cancelled (No pegs – No project). The post-work spot check or post-work measurement by EFAP Engineer/PPMU/CPMU must be done at the same cross sections and from the same reference pegs. The post-work measurements are then recorded in the “Measurement Sheets”. Annex XIII of the CFW Guidelines.

ANNEX XXII 2


Long Section:

Extra Cross

Sections

50m 50m 50m 50m 50m 50m 50m

>50m <50m <50m

Location of Pegs at Cross Sections (Pre and Post-work) Road – Type 1

Pre-work

Same Peg

Post-work

Same Peg DC DRDL

ANNEX XXII 3

1 028 Annex XXII 3 Irrigation (Raised) Canal Manual

Raised Canal Work Manual 1. The Purpose: The objective of improving or rehabilitating irrigation raised canals is to provide water for irrigation in order to increase rice production. Canals bring water from a river or reservoir to the agricultural fields. The water can be used to irrigate rice fields during the wet season or the dry season, and also for watering vegetables and for animal production. 2. Selection and Design: EFAP will only consider small scale tertiary irrigation systems for CFW program (<US$ 10,000). These irrigation systems can belong to one or two villages, and water generally comes from a local stream, dam or pond. These irrigation systems are generally less than 2 kilometres long and irrigate an area of less than 300 hectares. The irrigation system is used by local farmers from the community. The basic criteria for EFAP to assist in irrigation system improvement or rehabilitation are: • Soil types and depth of soil must be suitable for an irrigation area (e.g. clay, sandy clays, loam or

alluvial). • Since canals need to be strong, it is important the correct type of soil is used to construct the raised

canals. If the earth is too sandy the canal will leak. Clay or Loam soils are best for irrigation canals. • If the irrigation area is in sandy soils, it is necessary to surface the inside of the irrigation canal with clay

or concrete to prevent leakage. • If the irrigation system needs regulators, culverts or bridges, villagers should seek assistance from other

agencies of government or other organizations to provide these for the project. 3. Size and Shape: The side slopes of the banks are important in the design of a raised canal. The side slope should be based on type of earth and it ranges from 1:1 to 1:2. The top of the canal bank should also have a slight camber so rainwater does not collect on the top of the bank and yet level enough so it can be used as a footpath. The extra compaction on the footpath will make the canal bank stronger and less likely to leak. The actual size of an irrigation canal depends on: how much water is stored behind the dam; and the volume of water needed to irrigate the rice or crop area. The size of the canal should be calculated by an irrigation engineer. Bed Slope: The bed slope of the canal determines how fast the water will flow in the canal. The bed slope can vary from 1:2,000 to 1:2,500 e.g. for a bed slope of 1:2,500, a canal will fall 1 meter over a length of 2,500 meters. If the bed of the canal is too steep, the water will run faster and erode the bed of the canal. If the bed slope is not steep enough, the bed of the canal will silt up, fill with sediment and the canal will not be able to flow properly. 4. Clearing and Levelling: Grass or other plants growing on top of the existing canal bank must be removed before the suitable material for the canal bank is placed on top. If vegetation is not removed, the bank will not be compacted properly, and is more likely to leak. Keep any top soil from the excavation and use it later as top soil for grassing the embankment. 5. Excavation: Excavation from borrow pits beside and outside of the canal banks should be at least 0.5 meters from the edge (toe) of the banks to prevent the bank eroding and collapsing into the borrow pit.

ANNEX XXII 3


6. Compaction: Compaction of the soil in the canal banks is important. Soil should be compacted in 10 cm layers. If the soil is too dry, each layer can be wetted and then compacted with a wooden implement known as a rammer (elephant’s foot) for better compaction. EFAP insists on proper compaction for new and rehabilitated canals. IMPORTANT: Proper supervision of the workers is required to avoid poor quality work. The lack of compaction is often the reason for the failure of raised canals. 7. Grassing: Rainwater runoff can erode canal banks. Canal banks must have grass planted on the slopes of the banks. You can seed grass onto canal banks. However, since the canal banks are usually made of clay, "top soil," (good soil) must be placed on the slopes first before planting the grass seed. Grassing has to be done during the wet season when grass can be established easily. Cash entitlements are to be provided for grassing. 8. Water Control Structures: Irrigation structures may also be required along the irrigation canal to: divert water to other canals, distribute water to the field, or provide access across the canal. Therefore, concrete structures may be required between the reservoir and main canal or main canal and secondary canals. EFAP may not be able to fund for new structures, so villagers should seek assistance from the other government agencies or other organizations to provide these for the project. However EFAP will assist in the repair of existing structures, provided villagers agree to repair and maintain the structures in the future. IMPORTANT: An irrigation system, including structures, will require operation and maintenance. It is important to assess the capability of the village to operate and maintain the irrigation system. 9. Work Volume: The work volume of each irrigation canal bank (left and right bank) can be calculated using the following method. Raised canals generally have two canal banks on either side of the irrigation canal: Work Volume in m3 is: (WT + WB) x H x L 2 Where: WT = Top Width WB= Bottom Width H = Height of canal L = Length of canal Calculating work volumes for rehabilitating an existing irrigation canal is more difficult. Calculate the work volume for the new canal bank and subtract the volume for the existing irrigation canal bank. 10. Cash Entitlement: The unit rate for raised canal improvement and rehabilitation are as follows: Excavation, filling and compaction--------- US$ 2.0 per m3 of earthworks. Grassing slopes ---------- US$ 0.5 per m2 of grassing. IMPORTANT: Refer the cash entitlement mentioned in the CFW Operational Guidelines. 11. Project Proposals: All project proposals for irrigation projects should have the following information: • A level survey (levels should be no further than 50 meters apart);

ANNEX XXII 3


• A cross-section levels or drawings (pegged and measured from natural field level); • A map of the local area (photocopy of a topographic map purchased in the market – at least A4

size); • An irrigation layout drawing (map of the irrigation system to show how the system will work - at

least A4 size).

The proposal should include additional information relating to the history of the system for planning, repairs and rehabilitation work, such as: • When was the system built? • Who built it? • How well did the system work in the past? • When did the system stop functioning? • Why did the system stop functioning? • How many hectares were irrigated? • How many hectares are planned to be irrigated? • What measures will be taken to avoid the system failing in the future?

12. Measurements: Work volume measurements need to be taken before work starts and after the work is completed (pre and post work) to calculate how much cash should be distributed. The pre-work measurement is to calculate the existing volume of irrigation canal banks and the post measurement is to calculate the actual volume of the new irrigation canal banks. Two things need to be taken into consideration, so the volume calculations are accurate.

1) Spacing or distance between cross section measurements. Cross sections at every 50 meters will provide accurate measurements. Extra cross sections may be needed at places where there is a large change in either height or width of the canal bank.

2) Accurate height measurements of the canal bank. A series of height measurements must be taken at

each cross section. Heights must be measured from the natural field level at each cross section. Reference pegs must be hammered in firmly at the end of each cross section: at natural field level; and at the foot of the planned canal bank. Heights of the existing (pre-work) and new (post-work) canal bank must be measured from the same reference pegs. It is very important that the reference pegs are not removed or moved by villagers until after the post-work measurements by EFAP Engineer/PPMU/CPMU are completed. Participants must be informed that if the pegs are removed or moved the project could be cancelled (No pegs – No project). The accuracy and reliability of the work volume measurements largely depends on these reference pegs. The following measurements are taken at each cross section and for each canal bank (left and right banks): • Top width (WT), • Bottom width (WB), • Height - Left side (HL) • Height - Right side (HR)

IMPORTANT: The field level at each cross section must be marked with red pegs on both sides of the irrigation canal (pre and post-work). The reference pegs are not to be removed until after the spot check or post-work measurement by EFAP Engineer/PPMU/CPMU. If these reference pegs are removed, the project should be cancelled (No pegs – No project). Pre-work measurements are taken before work starts and Post-work measurements are taken when the canal is finished. The pre-work and post-work measurements must be done at the same cross sections; and from the same reference pegs. The pre and post-work measurements are then recorded in the “Measurement Sheets”. Annex XIII of the CFW Guidelines.

ANNEX XXII 3


Long Section

Plan View

FLOW

50m 50m 50m 50m

50m 50m

50m 50m 50m 50m 50m

Extra Cross

Sections

>50m <50m <50m

>50m <50m <50m

LEFT BANK

Extra Cross

Sections

ANNEX XXII 3


Cross Section - Peg Locations (Pre and Post-Work)

Same Peg Same Peg

Pre-Work

Post-Work

Reference Peg Reference Peg

Edge Peg Edge Peg

ANNEX XXII 4

Dug Canal Work Manual 1. The Purpose: The purpose of improving or rehabilitating irrigation canals is to provide water for irrigation in order to increase rice production. Irrigation canals bring water from a river or reservoir to the agricultural fields. The water can be used to irrigate rice during the wet season or the dry season; water vegetables; and provide water for animal production. 2. Selection and Design: EFAP will only consider small scale tertiary irrigation systems for CFW program (<US$ 10,000). These irrigation systems can belong to one or two villages, and water generally comes from a local stream, dam or pond. These irrigation systems are generally less than 2 kilometres long and irrigate an area of less than 300 hectares. The irrigation system is used by local farmers from the community. The basic criteria for EFAP to assist in irrigation system building or rehabilitation are: • Soil types and depth of soil must be suitable for an irrigation area (e.g. clay, sandy clays, loam or alluvial). • Since canal banks need to be strong, it is important the correct type of soil is used to construct the canal

banks. If the earth is too sandy the canal will leak. Clay or Loam soils are best for irrigation canals. • If the irrigation area is in sandy soils, it is necessary to surface the inside of the irrigation canal with clay or

concrete to prevent leakage. • If the irrigation system needs regulators, culverts or bridges, villagers should seek assistance from the

other government agencies or other organizations to provide these for the project. 3. Size and Shape: Small scale irrigation canals carry water from a seasonal water source to an irrigation area of less than 300 hectares (ha). The size and shape of an irrigation canal depends on the volume of water required to irrigate the rice/crop and the type of soil. The size of the canal should be calculated by a skilled irrigation engineer. The ranges of sizes of a canal are: Top width (WT) < 4. 75 meters Bottom width (B) = 0.5 to 1.0 meters Depth - Left side (HL) < 1.25 meters Depth - Centre (Hc) < 1.50 meters Depth - Right side (HR) < 1.25 meters Side Slope for loam (M) = 1 : 1.5 Side Slope for clay (M) = 1 : 1 Bed Slope Canal (S) = 1 : 2,000 – 1 : 2,500 Irrigation canals have sloping sides so that soil does not erode and silt up the canal. The excavated soil from the canal is used to form canal banks or a road on the sides of the canal. The earth from the canal should be placed at least 0.5 meters away the top edge of the canals. Bed Slope: The bed slope of the canal determines how fast the water will flow in the canal. The bed slope can vary from 1:2,000 to 1:2,500 e.g. for a bed slope of 1:2,500, a canal will fall 1 meter over a length of 2,500 meters. If the bed of the canal is too steep, the water will run faster and erode the bed of the canal. If the bed slope is not steep enough, the bed of the canal will silt up, fill with sediment and the canal will not be able to flow properly. 4. Clearing and Levelling:

1 029 Annex XXII 4 Irrigation (Dug) Canal Manual

Grass or other plants growing on top of the existing canal bank must be removed before the new soil for the canal banks are placed on top. If vegetation is not removed the bank will not be strong and are more likely to leak. Keep any top soil from the excavation and use it later as top soil for grassing the canal bank.

ANNEX XXII 4

5. Excavation: The excavated soil should form well shaped banks beside the canal with the same side slopes as the inside of the canal, and they should be placed at least 0.5 metres away the edge of the canal so that soil is not washed back into the canal. The 0.5 metre step between the canal and the canal banks helps: reduce the possibility of soil washing into the new canal; and provides water users with easy access beside the canal. The 0.5 metre step is also the most practical location for reference pegs for the Pre and Post-Work measurements. 6. Compaction: Compaction of the soil in the canal banks is important. Soil should be compacted in 10 cm layers. If the soil is too dry, each layer can be wetted and then compacted with a wooden implement known as an elephant’s foot for better compaction. EFAP insists on proper compaction for new and rehabilitated canals. IMPORTANT: Proper supervision of the workers is required to avoid poor quality work. The lack of compaction is often the reason for the failure of dug canals. 7. Grassing: Rainwater runoff can erode canal banks. Canal banks must have grass planted on the slopes of the banks. You can seed grass onto canal banks. However, since the canal banks are usually made of clay, "top soil," (good soil) must be placed on the slopes first before planting the grass seed. Grassing has to be done during the wet season when grass can be established easily. Cash entitlements are to be provided for grassing. 8. Water Control Structures: Irrigation structures may also be required along the irrigation canal to divert water to other canals, distribute water to the field, or provide access across the canal. Therefore, concrete structures may be required between the reservoir and main canal or main canal and secondary canals. EFAP may not have funding for new structures, so villagers should seek assistance from other government agencies or other organizations to provide these for the project. However EFAP may be able to assist in the repair of existing structures, provided villagers agree to repair and maintain the structures in the future. IMPORTANT: An irrigation system, including structures, will require operation and maintenance. It is important to assess the capability of the village to operate and maintain the irrigation system. 9. Work Volume: The work volume of an irrigation canal can be calculated using the following method. The excavated soil from irrigation canal can be used for either two canal banks on either side or a road on one side: Work Volume in m3 is: (WT + WB) x H x L 2 Where: WT = Width Top WB= Width Bottom H = Depth of canal L = Length of canal Calculating work volumes for rehabilitating an existing irrigation canal is more difficult. Calculate the work volume for the new canal and subtract the volume for the existing irrigation canal. 10. Cash Entitlements: The unit rate for an irrigation canal improvement and rehabilitation are as follows: Excavation, filling and compaction US$2.0 per m3


Grassing slopes US$ 0.5 per m2.

ANNEX XXII 4

IMPORTANT: Refer to the cash entitlements mentioned in CFW Operational Guidelines. 11. Project Proposals: All project proposals for irrigation projects should have the following information: • A level survey (levels should be no further than 50 meters apart); • A cross-section levels or drawings (pegged and measured from natural field level); • A map of the local area (photocopy of a topographic map purchased in the market – at least A4 size); • An irrigation layout drawing (map of the irrigation system to show how the system will work - at least

A4 size). The proposal should include additional information relating to the history of the system for planning, repairs and rehabilitation work, such as: • When was the system built? • Who built it? • How well did the system work in the past? • When did the system stop functioning? • Why did the system stop functioning? • How many hectares were irrigated? • How many hectares are planned to be irrigated? • What measures will be taken to avoid the system failing in the future?

12. Measurements: Work volume measurements need to be taken before work starts and after the work is completed (pre and post work) to calculate how much food should be distributed. The pre-work measurement is to calculate the existing volume of an irrigation canal and the post measurement is to calculate the actual volume of the new irrigation canal. Two things need to be taken into consideration, so the volume calculations are accurate.

1) Spacing or distance between cross section measurements. Cross sections at every 50 meters will provide accurate measurements. Extra cross sections may be needed at places where there is a large change in either depth or width of the canal.

2) Accurate depth measurements of the canal. A series of depth measurements must be taken at each

cross section. Depths must be measured from the natural field level at each cross section. Reference pegs must be hammered in firmly at the end of each cross section: at natural field level; and at the edge of the planned canal. Depths of the existing (pre-work) and new (post-work) canal must be measured from the same reference pegs. It is very important that the reference pegs are not removed or moved by villagers until after the post-work measurements by EFAP Engineer/PPMU/CPMU are completed. Participants must be informed that if the pegs are removed or moved the project could be cancelled (No pegs – No project). The accuracy and reliability of the work volume measurements largely depends on these reference pegs. The following measurements are taken at each cross section: • Top width (WT), • Bottom width (WB), • Depth - Left side (HL) • Depth - Centre (HC) • Depth - Right side (HR)


IMPORTANT: The field level at each cross section must be marked with red pegs on both sides of the irrigation canal (pre and post-work). The reference pegs are not to be removed until after the spot check or post-work measurement by EFAP Engineer/PPMU/CPMU. If these reference pegs are removed, the project should be cancelled (No pegs – No project). Pre-work measurements are taken before work starts and Post-work measurements are taken when the road is finished. The pre-work and post-work measurements must be done at the same cross sections; and from the same reference pegs. The pre and post-work measurements are then recorded in the “Measurement Sheets”. Annex XIII of the CFW Guidelines.

ANNEX XXII 4

Long Section

Plan View

Cross Section - Peg Locations (Pre and Post-Work)

TOP of BANK

FLOW50m 50m 50m <50m >50m <50m

BED of CANAL

50m

50m

50m

Extra Cross

Sections

50m 50m 50m 50m 50m

FLOW

>50m <50m <50m

LEFT BANK

Pre-Work

Same Same

Post-WorkReference Peg Reference Peg


ANNEX XXIII 1

ENVIRONMENTAL AND SOCIAL CLAUSES FOR INCLUSION IN CONSTRUCTION CONTRACT TENDER DOCUMENTS

Use of Land for Construction Purposes The contractor will obtain prior approval from landowners for temporary use of land for labor camp and construction yard, and before occupation agree on price, intended use and duration, amount of clearing and excavation, and final waste disposal and reclamation. The contractor will not encroach upon or damage forests, wildlife or fisheries in the project area, and will provide a plan for preventing fires and possession of instruments or poisonous substances for killing or capturing fish or wildlife. Temporary use of land will be promptly restored or improved in its pre-project conditions at no cost to the affected peoples. For the contractor working space, to the extent possible, only unused land will be used to avoid disruption to households and business establishments. Use of residential land will not involve any impacts on houses and structures and will not disrupt access to households. Machinery, equipment, structures, contaminated earth and waste or unused materials shall be removed and disposed of properly. Fuel, oil, or parts cleaning fluids shall be spilled, wasted or disposed of at the appropriate site in accordance with the local environmental regulations.

Site Conditions, Quarries and Haul Routes The contractor will provide a plan for development of haul roads that minimize interference with ongoing activity in the area. Haul routes shall be approved by the Local Administration Unit (LAU). Haul roads for unclassified fill in the project area shall be kept as close as possible to areas to be excavated. The contractor will prepare and include in the bidding documents relevant management plans including a safety plan for accident prevention and response, environmental management at work camps, and overall waste management. Specific quantities of facilities such as drinking water supplies, toilet facilities, waste disposal bins, etc. should be estimated as much as possible. Selection of quarry sites and haul routes shall minimize noise and air pollution in the quarry vicinity; visual impacts in inhabited areas; impacts on land use, air, soil erosion and noise emissions along haul routes; and congestion in populated areas. Quarry locations and haul routes will be approved in advance by the Site Engineer and LAUs. Dust, noise and odors produced from nearby construction will be suppressed with various measures including watering haul roads regularly and operation of vehicles during restricted hours in village limits and other congested, or residential, areas. The Contractor is required to post flagmen at intersections of transit paths for construction vehicles and local traffic.

1 Environmental and Social Clauses

ANNEX XXIII 1

Forms of interference that would disadvantage women and children in daily activity need to be avoided and specific safeguards put into place.

Archeological and Cultural Relics The Contractor must halt construction upon discovery of foreign objects of non-recent origin on the ground or below grade. Contractor must notify the Site Engineer and LAUs, who will contact the Provincial Department of Culture and Fine Arts to investigate and undertake recovery. Work must remain halted at the specific location until recovery is complete.

De-watering and Disposal Areas excavated for fill may need to be de-watered. The contractor is responsible for arriving at a plan to reduce sediment load in local drainage courses due to the discharge of water from excavations. The Site Engineer must approve the plan prior to start of excavation. Final discharges to local streams should contain TSS no greater than 300 mg/L.

Mines and UXO The Contractor shall work closely with the LAU and local authorities and de-mining agencies to identify areas potentially contaminated with mines and UXO in and around the project. Areas within the active zone of construction shall be cleared of mines prior to start of work. The contractor shall educate workers on the hazards of mines and UXO, and post clear warnings at the boundaries of fields or forests in the vicinity of the project that are potentially contaminated with mines or UXO.

2 Environmental and Social Clauses

ANNEX XXIII 2

Emergency Food Assistance Project (EFAP) Environmental Impact1 Checklist

(To be filled in discussing with various stakeholders of the proposed project, and submitted along with the proposals of CFW projects and Civil Works Contracts)

CFW Project/ Civil Works Contract Province Commune District Project Code Name of Project

Date of participatory environmental checklist preparation

Name of official responsible for preparing the checklist

Place of doing the checklist

How many local people took part in the preparation of the checklist (attach a list)

Checklist

Sl. No.

Impact Severity Explanation: 1) Is the impact during construction or operation? 2) What causes the impact? 3) What is the “acceptable level” 2 of the impact?

Impacts on Natural Resources Significant impact Temporary impact

1 Impact on natural trees (from cutting trees at project site to clear space for the project or access road to site, etc.)

No impact

Significant impact Temporary impact

2 Impact on agricultural land (from moving soil, loss of agricultural land, etc) No impact


3 Impact on fish stocks (damage to fish habitat, change of water flow, etc) No impact

1 Impact may be significant/ temporary or there will be no impact.

- Significant Impact: means that there will be permanent problems. The problem will be big enough to demand changes in the project to reduce the impact.

- Temporary Impact: means that the impact is not significant. 2 The CP need to consult people at a participatory meeting to decide what is an ‘acceptable level’ for an impact. This

will affect how much mitigation is needed for environmental impacts. All impacts should be mitigated to an acceptable level. An acceptable level will vary according to the impact. For example it may be acceptable to destroy 10 trees to rehabilitate a road, but not acceptable to destroy 100 trees. The CP should complete this checklist and then discuss it with people that are going to be affected by the impacts.

1 Environmental Impact Checklist

ANNEX XXIII 2

Sl. No.



4 Impact on soil erosion (from removing vegetation or changing slopes etc) No impact


5 Impact on water bodies (from eroded soil, solid waste, etc. in lakes, streams, ponds) No impact


6 Impact on flooding (on houses, crop land, etc. from changes to waterways, bridges, culverts, roads etc)

No impact


7 Impact on wild life (from removing /changing animal habitats, removing vegetation, etc)

No impact


8 Impact on other natural resources

No impact

Impacts on People and Health


9 Impact on drinking water (pollution of drinking wells or streams from oil, wastewater, solid waste, etc)

No impact


10 Dust (from vehicles, machinery, waste, etc) No impact


11 Noise (from vehicles, machinery, etc)

No impact


12 Conflicts (with farmers to move soil, use their land for road rehabilitation or improvement, etc)

No impact


13 Impact on cultural sites (construction near ancient temple, etc) No impact


14 Infrastructure/Road Damage (from vehicles transporting materials to the site) No impact


15 Impact on road safety (from construction vehicles, or increased speed of motor bikes, cars, etc)

No impact


ANNEX XXIII 2

Sl. No.



16 Impact on in-migration (people coming to use water, natural resources, roads, etc) No impact

Yes 17 Are landmines suspected to be at the proposed site or access road to the site? No

Other Impacts on Natural Resources, People or Villages Significant impact Temporary impact

18 Other problem (describe)

No impact

Describe any good impact of the project on the environment:

List of participants (involved in the preparation of Environmental Checklist)

Date:…………………………..

Sl. No.

Name Village Sex Age Occupation


ANNEX XXIII 2

Environmental Monitoring Plan3

In preparation on the Environmental Monitoring Plan, the CP needs to decide: − What needs to be monitored? For example cutting of trees − Where will the monitoring happen? For example, on the project site − How will monitoring happen? For example, ask villagers about wind/dust. − When will monitoring happen? For example, once a month for a big project. − Who will do the monitoring? This may be the CP.

What Where How When Who Sl.

No. What will be monitored?

Place for monitoring?

How will it be monitored?

Times when monitoring will be done?

Who will be responsible for

monitoring?

Environmental Reporting to Central Project Management Unit Environmental monitoring results will be recorded during the project construction (if necessary) or implementation and when the project is operational. The CP should report any unanticipated environmental impacts to the PPMU. The PPMU and CP should quickly propose mitigation measures to CPMU, and mitigate significant impacts.

3 Based on Environmental Checklist, CP shall prepare an Environmental Monitoring Plan in order to ensure that all measures required to reduce the impact to an acceptable level are properly implemented, and especially to ensure that no significant impact will be occurred during and after contract implementation. This activity can be a part of the general monitoring of the progress of the project which will be undertaken to check, how the project implementation is going on.


ANNEX XXIII 2

Recommendation

No Descriptions 1 If the project is implemented following the existing design, there will not be any

unacceptable impacts on the environment.

2 The project can have unacceptable impacts on the environment. However, if the recommendations are followed, there will not be any unacceptable impacts.

3 The project will cause unacceptable impacts on the environment.

Date:…………….…..

CP Representative


ANNEX XXIII 3

Model of Disclosure on Land User’s Rights a) Description of project (Fill in a brief description of the project here) b) who is an affected land user? For any land that will be used by the project, any person who owns the land, or uses the land for residence, business or agriculture at present (even if they do not have a land title) is an affected land user. c) Land User’s right to information All land users who will be affected by the proposed project have the right to be fully informed about the project proposal, and about proposed compensation for loss or damage. All land users have the right to know about grievance procedures and to use the grievance procedures without any cost to themselves. d) Voluntary contribution of land to the project The Commune Council may ask land users to make voluntary contributions of small amounts of land to the project. The Commune Council must not ask any land user to contribute more than 5% of the land owned or used by that land user. The Commune Council must not ask any land user to contribute other assets with a value of more than 400,000 riels. The land user has the right to refuse to make a voluntary contribution. The Commune Council may not take any contribution of land unless the land user has signed to show that he or she agrees to make the contribution. If a land user contributes land voluntarily, the land user will not be asked to make a money contribution to the cost of the project. e) Right to compensation If the Commune Council takes any land for the project, except small voluntary contributions, the Commune council must compensate the land user for loss of the land and assets on the land. The Commune Council does not have any right to take land if this will cause a house where people live to be moved or destroyed, or a building used for business to be moved or destroyed. Agricultural land must be compensated by other land of equal value, or else the value of the land and the assets on the land, in money. If compensation is in money, the amount must be the full cost of buying land of the same area and quality (taking into account location, fertility and any other relevant factors) as the land that is lost. The full compensation amount must be paid to the land user with no deductions for taxes, fees or administrative costs of any kind. If there are seasonal crops growing on the land, the land user has the right to harvest the crops before construction of the project begins. If crops are destroyed the Commune Council must pay the value of the crops to the land user. If trees are destroyed, the Commune Council must pay the land user the value of the trees.

Temporary loss of land: No land may be taken temporarily during construction except by voluntary arrangement between the landowner and the contractor. The contractor will be responsible to repair any damage to the land before giving it back to the land user.

Land Right Disclosure 1

ANNEX XXIII 3

Loss of other assets:

Where fixed assets other than land (such as fencing) will be lost, replacement of these should be negotiated with the owner and should then form part of the contract for construction of the subproject.

Grievance procedures: Any land user who feels that he or she has not been treated fairly or given enough compensation for the loss of his or her land or assets, may complain verbally or in writing to the C/S Chief. If this does not solve the problem, the land user may complain verbally or in writing to the Provincial Governor. The governor shall solve this issue.

Land Right Disclosure 1

ANNEX XXIII 4

Land Acquisition Table

Number of trees that will be destroyed Map

Code Name of owner Land Area lost

Total land owned by this land user

% of land that will be lost

Annual crops on land

Harvest date Crop trees Forest trees

Other assets that will be lost

Value of assets that will be lost

1 Land Acquisition Table

ANNEX XXIII 5

Land Acquisition Agreement Form

Name of land user: ID Card Number: Sex: Age: Occupation: Address: .

Area affected: Description of land that will be taken by the project:

Map Code:

Annual crops growing on the land now:

Next harvesting date:

Trees that will be destroyed Type

Number

Fruit trees Trees used for other economic or household purposes

Sugar palm trees Mature forest trees

Describe any other assets that will be lost or must be moved to implement the project:

Describe any temporary impacts of construction of the project:

Area: Land that will be provided in compensation:

Present Owner:

Map code:

Date on which ownership of the compensation land will be transferred to the landowner:

Other type of compensation that will be provided before construction of the project begins

Work that will be carried out by the construction contractor to compensate for damage to existing property

Land User’s Declaration: Sign one of the following two statements I understand fully about my rights to compensation for loss of my land taken by the proposed project. I accept that the compensation offered is adequate Signature:

Date:

I do not accept that the compensation offered is adequate. I understand that the Provincial Governor will review the Land Acquisition Report and may agree to increase (but not reduce) the amount of compensation offered. Signature

Date

Land Acquisition Agreement Form 1