sudan emergency assistance to white nile state · 2019-06-29 · white nile state covers an area of...

AFRICAN DEVELOPMENT BANK

SUDAN

EMERGENCY ASSISTANCE TO WHITE NILE STATE

COSD/RDGE

September 2018

TABLE OF CONTENTS

ACRONYMS ............................................................................................................................................... i

1. BACKGROUND AND JUSTIFICATION FOR EMERGENCY ASSISTANCE ............................. 1

1.1 Background – the Influx of South Sudanese Refugees into White Nile ....................................... 1

1.2 Reactions by Government and International Community ............................................................ 2

2. JUSTIFICATION FOR THE EMERGENCY ASSISTANCE ........................................................... 2

3. PROJECT OBJECTIVES ................................................................................................................... 2

4. THE PROPOSED EMERGENCY HUMANITARIAN ASSISTANCE ............................................ 2

5. IMPLEMENTATION ARRANGEMENTS ....................................................................................... 3

6. IMPLEMENTATION SCHEDULE ................................................................................................... 3

7. COST AND FINANCING .................................................................................................................. 3

8. PROCUREMENT OF GOODS AND SERVICES ............................................................................ 3

9. FINANCIAL MANAGEMENT AND DISBURSEMENT ARRANGEMENTS .............................. 4

10. REPORTING AND SUPERVISION ................................................................................................. 5

11. COMPLIANCE WITH BANK POLICIES ........................................................................................ 5

12. CONCLUSION ................................................................................................................................... 5

ANNEX I: PROCUREMENT ARRANGEMENTS ................................................................................... I

ANNEX II: BREAKDOWN OF THE COST OF EMERGENCY ASSISTANCE ................................. III

ANNEX III: SIMPLIFIED INTERIM FINANCIAL REPORTS ............................................................ IV

ANNEX IV: REQUEST FROM THE GOVERNMENT OF SUDAN ......................................................V

i

ACRONYMS

AfDB African Development Bank

COR Commission of Refugees

COSD Sudan Country Office

GOS Government of Sudan

HAC Humanitarian Aid Commission

LOA Letter of Agreement

IOM International Office for Migration

MSSD Ministry of Security and Social Development

NCB National Competitive Bidding

OCHA Office for the Coordination of Humanitarian Affairs

UNHCR United Nations High Commission for Refugees

UNICEF United National International Children’s Emergency Fund

UN United Nations

WHO World Health Organisation

WNS White Nile State

ii

LOGICAL FRAMEWORK: EMERGENCY ASSISTANCE TO WHITE NILE STATE IN SUDAN

RESULTS CHAIN

PERFORMANCE INDICATORS

MEANS OF

VERIFICATION

RISK/MITIGATION

MEASURES Indicator Baseline Target

IMP

AC

T

Normalcy restored in the

South Sudan Refugees

schools at White Nile state.

Increase in school

attendance.

Current school

classroom

capacity

accommodates

less than 34%

of school age

children

Increase class room

capacity to

accommodate 50%

of school age

children.

Joint monitoring

visits with AfDB

Monthly progress

reports from IDPs

center

OU

TC

OM

ES

Reduction in the risk of poor

sanitation-related diseases

among affected school pupils.

Reduction in the risk of low

school attendance rate and

expansion of classroom

capacity to accommodate

additional 100,000 pupils.

Number of deaths

related to water-

borne diseases and

dysentery.

Enrolment in

affected schools

Current level of

16 deaths.

0

zero deaths

100,000 pupils.

Health reports by

White Nile Ministry

of Health and local

NGOs.

Government and

local NGO’s

reports.

Risk: Further deaths and sickness

as a result of spread of water-

borne diseases

Mitigation: Quick and well-

coordinated action from the state,

WHO and local NGOs.

Risk: Delay in mobilization of

construction teams.


coordinated action plan.

OU

TP

UT

S

Component 1: Teaching

conditions improved.

Component 2: New schools

constructed and equipped

Quantity of

teaching materials

supplied.

Number of schools

completely

constructed and

classrooms

reconditioned.

0

0

0

2000 text books

2000 exercise books

32 blackboards

480 desks

960 chairs

300 boxes of chalks

278 packets of pens

4 new schools

constructed with 32

classrooms and 8

toilets.

Report produced by

White Nile

government and

local NGOs

Report produced by

White Nile

government and

local NGOs

Risk: Delay in procurement

activities

Mitigation: The experience and

capacity acquired from the

previous Emergency Assistance

to Khartoum and training will

ensure timely procurement.

Risk: Delay in mobilization of

construction teams


coordinated action plan.

iii

Component 3: Water and

sanitation improved within

affected school premises.

Number of health

centers

rehabilitated

Construction of

water points

0

0

4 health centers

rehabilitated

1007 boxes of

Gloves

96 sets of cleaning

equipment

730 boxes of daily

sanitation and

cleaning materials

Construction of 4

water points

3 boxes of valves

5 sets of pipes

5 boxes of other

related tools

8 reservoirs

Health reports by

White Nile Ministry

of Health and local

NGOs.

Reports produced

by White Nile State

Water Corporation

Risk: Delay in procurement and

mobilization of construction

teams.

Mitigation: The experience and

capacity acquired from the

previous Emergency Assistance

to Khartoum and training will

ensure timely procurement.

KE

Y

AC

TIV

ITIE

S Activity 1: Improvement in teaching conditions

Activity 2: Construction of schools and classroom structures

Activity 3: Improvement in health, water and sanitation

Inputs:

Activity 1: USD 95,000



1

1. BACKGROUND AND JUSTIFICATION FOR EMERGENCY ASSISTANCE

1.1 Background – the Influx of South Sudanese Refugees into White Nile

1.1.1 The White Nile State of Sudan ((WNS)) is located in the Southern Eastern corridor of the country,

which is host to over forty different ethnic groups with varied sources of livelihoods. The state lies within

an arid climatic region and normally receives rainfall below the national average. The main economic

activity is agriculture and livestock as well as mineral exploitation which have started to increase recently.

White Nile State covers an area of 30,411 KM2, and has a population 1.8 million people. According to

the Office of the Coordination of Humanitarian Affairs (OCHA), about 400,000 people fled from South

Sudan into the While Nile State of Sudan following a renewal of armed conflict in 2017. The renewal of

conflict witnessed a massive exodus of thousands of people from South Sudan into White Nile and Eastern

Darfur as well as Western Kordofan States in Sudan. According to the 2017 COR records, 78% of the

refugees in White Nile are women and children.

1.1.2 Large scale and widespread life-saving humanitarian action will continue to be required for the

South Sudanese refugees especially the vulnerable women and Children. Levels of vulnerability in the

five main refugee camps in White Nile state have increased as basic supplies have been reduced and

essential services have deteriorated in quality or in some cases became non-existent. This has resulted

from a vicious circle of conflict, insecurity, economic hardship, lack of access to basic services, inadequate

capacity, mixed implementation performance and a large funding gap. The upsurge in the influx of South

Sudanese refugees during the period 2017-2018 and the increasing number of needy people coupled with

a substantial refugee case-load have put considerable pressure on the already dilapidated infrastructure

and social services in white Nile state.

1.1.3 Government assessments and media reports indicate the initiation of rescue efforts but the situation

has been compounded by floods, which claimed over 35 lives and thousands of livestock, in addition to

destroying massive number of homes, crops and other sources of livelihoods. The associated outbreak of

epidemics has also proved catastrophic. Oxfam, reported that some 16 people have already died of

hepatitis E, contracted from drinking contaminated surface water, and there are apprehensions on the part

of Government that the figures could rise in the coming months as some children have already contracted

diarrhea and other water-borne diseases. 1.1.4 The lack of development, especially basic infrastructure also renders the people of these states

extremely vulnerable to artificial and natural disasters, both of which are being experienced in the state.

In addition, the lack of access to information makes it difficult to know the severity of the conditions on

the ground. In the refugee camps (Dabat Bosen, Umsangoor, Khaor Alwaral, Radees, Kilo 4 and Godah),

the limited humanitarian services characterized by significant rowdiness of camps increases the risk of

mortality of children under five. This risk, combined with the prevalence of water borne diseases,

increased the vulnerability of the population and the severity of the situation. Indeed, thousands of people

have since been in urgent need of humanitarian and emergency assistance.

1.1.5 In addition, the continuous restrictions on humanitarian agencies (by armed combatants) and

pressure to transition from humanitarian assistance to recovery and development present a risk that the

urgent humanitarian and protection related needs will be relegated to the background. This project

2

responds to the emergency and humanitarian crisis unfolding in While Nile as a result of the influx of

refugees following the renewal of armed conflict in South Sudan.

1.2 Reactions by Government and International Community

Following the 2013 arrival of South Sudanese refugees, an assessment by the Government of Sudan in

August 2013, along with joint assessment carried out by international organizations within the State, the

United Nations High Commission for Refugees (UNHCR), COR and HAC identified needs related to

water safety and supply, child and maternal health and education. In 2015, a mechanism was put in place

called the Four-Party Agreement (UNHCR, Humanitarian Aid Commission, COR and Sudan Red

Crescent). With donations from the Kuwaiti Government, this mechanism provided basic services to three

refugee camps in Jableen locality to embark on activities consisting mainly of construction of two schools

and two police stations, and provision of two water points.

2. JUSTIFICATION FOR THE EMERGENCY ASSISTANCE

2.1 The current emergency situation in refugee camps in White Nile State is beyond the capacity of the

Government of Sudan (GoS) and its agencies without significant support from the international

community. The 2017 humanitarian planned budget for Sudan stands at USD 1.05 billion. By April 2018,

only 20% of the total planned budget has been mobilized. Uncertainty remains high about the fate of the

severely affected people, mainly women and children.

2.2 The devastating effects of the disaster continue to persist. There are some 12,200 schools pupils in

only 6 schools with 8 classrooms in each school, while more than 60 pupils crowd in each classroom.

Therefore, there is an urgent need for more schools. The emergency requires a rapid response to assist

about 6000 affected children, especially with the provision of food to enable them enroll in school. The

irony is that the host families cannot provide food for these refugee children. The Government of Sudan

seeks to solicit the African Development Bank’s assistance to help construct 4 new schools with 8 latrines,

provide educational materials, restore and improve water facilities, construct 4 new water points,

rehabilitate 4 health centers and provide sanitary facilities to control outbreak of diseases on school

campuses and their homes. In this context, the three key areas targeted by the proposed assistance are: (i)

halting interruptions in the school calendar and educational program, (ii) provision of better health

facilities for school children, and (iii) improvement in the nutritional status of children.

3. PROJECT OBJECTIVES

The main objective of the proposed emergency humanitarian assistance is to meet the urgent and

immediate needs of the South Sudanese Refugee children, women and vulnerable groups and to provide

them with essential services in White Nile State. The camps are overcrowded while the economic situation

has put pressure on scarce social services with refugees bearing the brunt. Specifically, the Bank’s

intervention will entail providing the refugees with a normal life and reinstating their kids in the school

system with full meals while at the same time improving their health status through the provision of health

services.

4. THE PROPOSED EMERGENCY HUMANITARIAN ASSISTANCE

The AfDB emergency and humanitarian assistance will complement work currently being done by the

Government and other donors. The Project components are: (i) construction of 4 schools to avoid

3

overcrowding in classrooms, rehabilitate 4 health centers, and construct 4 new water points); (ii)

rehabilitation of existing and affected school classroom structures such as latrines, electrical cabling, and

water pumps; and (iii) provision of furniture, refurbishment of equipment, reconditioning, and

replacement of academic materials. The total amount of the emergency and humanitarian assistance

required is estimated at USD 1.0 million (One Million US Dollars).

5. IMPLEMENTATION ARRANGEMENTS

5.1 This project will be implemented by the Humanitarian Aid Commission (HAC), which is under the

Ministry of Security and Social Development (MSSD). The HAC has experience in implementing similar

emergency operations and has local knowledge of the affected population. Other agencies such as COR,

Sudan Red Crescent and International Office for Migration (IOM) and UNHCR are already on the ground

and will, therefore, provide useful information for the successful execution of this operation. The HAC,

in collaboration with other public sectors affiliates and private contractors, possesses the technical and

organizational capacity as well as the logistical experience to carry out such rapid response emergency

operations to meet the set objectives and targets.

5.2 The Government has adequate experience and capacity as seen in its successful implementation of

the Emergency Assistance to flooded schools in Khartoum in 2010 and 2012. The additional project

management skills and experience gained over the past six years in successfully implementing previous

projects coupled with the extensive training have acquainted the Government with the AfDB procurement

rules and regulations, auditing and reporting requirements. Therefore, lessons learnt from these completed

operations have informed this Emergency Relief operation in While Nile to ensure its successful

execution.

6. IMPLEMENTATION SCHEDULE

For emergency operations, the Bank usually recommends a short implementation period not exceeding 6

months. However, given that a significant portion of the Special Relief Fund will be used for civil works,

the implementation period will be 12 months.

7. COST AND FINANCING

The amount requested from the AfDB to undertake this operation, excluding taxes and customs duty, is

USD 1.0 Million .The detailed cost of Bank financing is given in Annex 2.

8. PROCUREMENT OF GOODS AND SERVICES

Procurement of goods, works and services necessary for the execution of the project shall be carried out

in accordance with the Procurement Policy for Bank Group Funded Operations dated October 2015 as

amended from time to time using the relevant Standard Solicitation Documents. Consequently, the mode

of procurement will be Limited Competitive Bidding (LCB) for goods and Open Competitive Bidding

(OCB -National) for works (see Annex 1). In case external audit services are procured, the mode of

procurement will be Least Cost Selection.

4

9. FINANCIAL MANAGEMENT AND DISBURSEMENT ARRANGEMENTS

The overall authority and fiduciary responsibility for the Project will rest with the Undersecretary of the

Ministry of Security and Social Development (MSSD). However, the day to day financial management

(FM) functions including budgeting, accounting, banking arrangements, internal controls, financial

reporting and audit arrangements will be handled by the Humanitarian Aid Commission (HAC) of the

MSSD. The project will make use of the Country’s Public financial management systems as provided for

in the Financial and Accounting Act (2007) and the Financial and Accounting Regulations (2011) as well

as the Bank Rules and Procedures. The HAC will prepare a work plan and budget (WP&B) to form a

basis for implementation and monitoring. In addition, the HAC will institute adequate internal controls

to ensure that all financial transactions are duly authorized, properly recorded and maintained in an

accounting system and that expenditures and related supporting documents are properly and physically

archived for supervision and auditing purposes.

Financial Reporting

Project financial statements (PFS) shall be prepared by the HAC in accordance with the National

Accounting Standards. The PFS shall cover the entire period of utilization of the Grant proceeds. In

addition, the IA will provide an update on financial performance of the project as part of the quarterly

progress report as required by the Bank not later than 45 days after the end of the quarter. A simplified

Interim Financial Report (IFR) format (Annex III) shall be used.

External Audit

The Project will be subject to one independent audit conducted by the National Audit Chamber or a

competitively recruited private audit firm, based on the Bank’s Standard Audit Terms of Reference

(TORs). The audited Financial Statements, complete with the management letter, shall be submitted to

the Bank no later than six (6) months after Project Completion.

Disbursement Arrangements

Disbursements under the Grant shall be made in accordance with the Bank’s rules and procedures as set

out in the disbursement handbook, and as amended from time to time, for expenditures made in respect of

the cost of goods and services required for the execution of the Project. The Grant resources will be

disbursed in a single tranche into a Project Special Account (SA) opened by the Government of Sudan.

The SA shall be opened at the Central Bank of Sudan or in a bank acceptable to the Bank, to receive the

funds. The opening of accounts will be an action prior to the disbursement.

CONDITIONS FOR DISBURSEMENT

The Grant resources will be disbursed in one tranche, subject to the following conditions:

Signature of the Protocol of Agreement by Bank and the Republic of The Sudan; and,

Provision of evidence of the opening of a special account and communication by the

Government of Sudan to the Bank of the details of the account into which the grant resources

will be transferred.

5

10. REPORTING AND SUPERVISION

In view of the nature of the operation and the presence of a Country Office in Khartoum, no specific

supervision mission has been proposed. The project will be supervised from the Sudan Country Office

(COSD). The Humanitarian Aid Commission of the Ministry of Security and Social Development will

be responsible for submitting project periodic progress reports as well as a final project completion

report, once all the activities have been completed.

11. COMPLIANCE WITH BANK POLICIES

The proposal is in compliance with the provision of the revised policy Guidelines and Procedures for

Emergency Assistance, and General Regulations of the special relief Fund

(ADB/BD/WF/2008/211/Rev.1).

12. CONCLUSION

12.1 There are some 12,200 schools pupils in only 6 schools with 8 classrooms in each school, while

more than 60 pupils crowed in each classroom. So at least 4 new schools are urgently needed. Therefore,

the emergency situation requires a rapid response to assist about 6000 affected children especially with

the provision of food to enable them enroll in school. The Government of Sudan seeks to solicit the African

Development Bank’s assistance (USD 1 million) to help construct 4 new schools with 4 latrines, provide

educational materials, restore and improve water facilities, construct 4 new water points, rehabilitate 4

health centers and provide sanitary facilities to control outbreak of diseases on school campuses and their

homes.

12.2. Management recommends that the Board of Directors of the Bank approves a grant not exceeding

USD 1 million, from the SRF resources, as emergency assistance to the Republic of The Sudan to help

the country address the immediate and humanitarian needs of South Sudanese refugees in White Nile State

of Sudan.

I

ANNEX 1: PROPOSED PROCUREMENT RRANGEMENTS (LIST OF CONTRACTS

THROUGH NCB/SHOPPING)

Procurement of goods, works and services necessary for the execution of the project shall be carried out

in accordance with the Procurement Policy for Bank Group Funded Operations dated October 2015 as

amended from time to time.

Table 1: Project Procurement Arrangements

Project Categories In US Dollars (‘000) Others Total Cost

Activity NCB

Est Amounts (USD)

Estimated Estimated

Value (USD)

1

1.1

1.2

1.3

1.4

Civil Works

Construction of 4 schools

Construction and equipping 4 water points

Rehabilitation of 4 health centers

Construction of 8 latrines

500

100

175

64

500

100

175

64

Total Civil Works 839 839

2

2.1

2.2

2.3

Goods

Teaching Materials (books, black boards,

tables, chairs, chalk, pens)

Medical Supplies (Gloves, sanitation and

cleaning materials and equipment)

74

70

74

70

Total Goods 144 144

3

3.1 Services

Audit (External – If applicable)

5 5

3.2 Transport and handling of construction

materials

12 12

4 Total Services 17 17

Grand total 983 17 1,000,000

Goods

Contract for goods will be carried out using Limited Competitive Bidding using the Bank’s Procurement

Methods and Procedures. Goods procured under this method, would include teaching materials and

medical supplies for an estimated total amount of USD 144,000. These goods are off-self and available in

the local market.

Civil Works

Each Contract for civil works will be carried out using Open Competitive Bidding (OCB) under the Bank’s

Procurement Methods and Procedures, utilizing available Bank Solicitation Documents. Works procured

under this method, would include construction of four (4) schools, construction of four (8) latrines,

construction of four (4) water points and rehabilitation of four (4) health centers all estimated at a total

amount of USD 839,000.

II

Audit Services: Audit services shall be conducted by the National Audit Chamber or an external

auditor (if necessary) through Least Cost Selection.

Other Costs: Operating costs including transport and office consumables shall be undertaken using the

Recipient’s administrative procedures.

Table 2: Procurement Plan

PROCUREMENT OF WORKS AND GOODS

Country: Sudan

Program Name: Emergency Assistance to White Nile State

Program SAP Identification #: X

Loan Number: X

Executing Agency: Ministry of Security and Social Development

Approval Date of Procurement Plan: X

Date of General Procurement Notice: X

Period Covered by these Proc. Plans: October 2018 to September 2019

Goods: Prior/Post review Threshold

Procurement Method Prior review Threshold

(UA) Post review Threshold (UA) Frequency of Review

1. Works OCB Above UA 200,000

2. Works LCB Above UA 30,000

3. Works Shopping Below UA 30,000

4. Goods (Shopping) Below 30,000 Below 30,000 All

Procurement Packages: Methods and Time Schedule for 5 Years

Package Description Lot

no.

Estimated

Amount in

USD

(000)

Lump

sum or

Unit

Rate

Proc.

Method

Pre or

Post

Qualific

ation

Prior/

Post

Review

SPN

Publication

Date

Contract

Start Date

1.0 Goods

1.1

Teaching Materials (books, black

boards, tables, chairs, chalk, pens)

Works (Expansion of pro-poor

water kiosk)

74 UR SH Post Prior May 2019 Jul 2019

1.2

Medical Supplies (Gloves,

sanitation and cleaning materials

and equipment)

70 UR SH Post Prior May 2019 Jul 2019

2.0 Works

2.1 Construction of 4 Schools

(classrooms and latrines)

500 UR OCB Post Prior Oct 2018 Jan 2019

2.2 Constructions and Equipping (4)

Water points

175 UR OCB Post Prior Oct 2018 Jan 2019

2.3 Rehabilitation of (4) Health Centers 100 UR OCB Post Prior Oct 2018 Jan 2019

2.4 Construction of 8 latrines 64 UR OCB Post Prior Oct 2018 Jan 2019

Total Cost 983

III

ANNEX II: BREAKDOWN OF THE COST OF EMERGENCY ASSISTANCE

Description

Number Estimated

UNIT Cost in

USD

Estimated Total

cost

In USD

% of

Total

Construction of 4 schools

with 8 classrooms in each

8x4=32 class rooms 15,625

500,000 50

Construction of 8 school

latrines

8 8,000

64,000 6.4

Rehabilitate of 4 health

centers

4 43,750 175,000 17.5

Acquisition of teaching

materials

2000 text books

2000 exercise books

32 blackboards

480 desks

960 chairs

300 boxes of chalks

278 packets of pens

10

8

45

30

18

7

10

20,000

16,000

1,440

14,400

17,280

2,100

2,780

7.4

Acquisition of heath

materials

1007 boxes of Gloves

96 sets of cleaning

equipment

730 boxes of daily

sanitation and cleaning

materials

20

200

42

20,140

19,200

30,660

7

Acquisition of water

equipment and materials

for 4 water points

3 boxes of valves

5 sets of pipes

5 boxes of other

related tools

8 reservoirs

10000

5000

2000

4,375

30,000

25,000

10,000

35,000

10

Consultancy cost for:

External Audit

1

5,000

0.5

Transport and handling of

construction materials

12,000 1.2

Total 1,000,000 100%

IV

ANNEX III : SIMPLIFIED INTERIM FINANCIAL REPORTS

Period ended on ……………

Particulars Overall Budget Expenditure

(Current Qtr)

Cumulative

Expenditure

(Previous Qtrs)

Total

Opening balance

Received from the African Development

Bank

Special Account

Total Receipts

Expenditures

Civil Works

1. Construction schools

2. Construction of school latrines

3. Construction and equipment of 8 water

points

4. Construction of health centers

Sub-total

Goods

1. Reacquisition of teaching materials

2. Reacquisition of heath materials

3. Reacquisition of water equipment and

materials

Sub-total

Services

1. External audit

Operating Costs

1.Transport

2.Office Consumables

Sub-total

Total Expenditure

Closing Balance

V

ANNEX IV: REQUEST FROM THE GOVERNMENT OF SUDAN