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Transcript of PROJECT: SATELLITE AND WEATHER INFORMATION PROJECT … · PROJECT: SATELLITE AND WEATHER...
PROJECT: SATELLITE AND WEATHER INFORMATION PROJECT FOR
DISASTER RESILIENCE IN WEST AFRICA (SAWIDRA-WA)
COUNTRY: AFRICA- MULTINATIONAL
PROJECT APPRAISAL REPORT
OSAN DEPARTMENT
June 2016
Translated Document
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TABLE OF CONTENTS
ACRONYMS AND ABBREVIATIONS ........................................................................................................ i APPLICATION FOR FUNDING .................................................................................................................. iii SUMMARY ................................................................................................................................................... iv
1. CONTEXT ................................................................................................................................................. 1
1.1 PROJECT BACKGROUND ........................................................................................................................... 1 1.2 PRIORITY SECTORS .................................................................................................................................. 2 1.3 PROBLEMS ............................................................................................................................................... 3 1.4 BENEFICIARIES AND STAKEHOLDERS ....................................................................................................... 4 1.5 RATIONALE FOR CDSF SUPPORT ............................................................................................................. 4
2. PROJECT .................................................................................................................................................. 5
2.1 PROJECT OBJECTIVES ............................................................................................................................... 5 2.2 IMPACT .................................................................................................................................................... 5 2.3 OUTCOMES .............................................................................................................................................. 6 2.4 EXPECTED OUTCOMES ............................................................................................................................. 6 2.5 ACTIVITIES .............................................................................................................................................. 6 2.6 RISKS ....................................................................................................................................................... 9 2.7 COST AND FINANCING PLAN .................................................................................................................. 10
3. PROJECT IMPLEMENTATION ......................................................................................................... 10
3.1 BENEFICIARIES....................................................................................................................................... 10 3.2 PROJECT ORGANIZATION AND INSTITUTIONAL ANALYSIS ..................................................................... 11 3.3 PROJECT COORDINATION ....................................................................................................................... 11 3.4 PROJECT IMPLEMENTATION PLAN .......................................................................................................... 12 3.5 PROCUREMENT AND AWARD OF CONTRACTS ........................................................................................ 12 3.6 DISBURSEMENT ARRANGEMENTS AND EXPENDITURE SCHEDULE.......................................................... 13
3.7 FINANCIAL MANAGEMENT, REPORTING AND AUDITING CAPACITIES……………………………. 13
3.8 MONITORING, EVALUATION, SUPERVISION AND REPORTING ................................................................. 15
4. PROJECT BENEFITS ........................................................................................................................... 16
4.1 THE PROJECT'S BENEFITS WILL CONSIST IN: ...................................................................................... 16 4.2 EFFECTIVENESS AND EFFICIENCY, INCLUDING VALUE FOR MONEY ....................................................... 16 4.3 SUSTAINABILITY .................................................................................................................................... 17
5. LEGAL INSTRUMENT ......................................................................................................................... 18
5.1 LEGAL FRAMEWORK………………………………………………………………………………..18
5.2 CONDITIONS FOR BANK INTERVENTION………………………………………………………..18
6. CONCLUSION AND RECOMMENDATION……………………………………………………...18
6.1 CONCLUSION………………………………………………………………………………………….18
6.2 RECOMMENDATION…………………………………………………………………………………18
ANNEXES
ANNEX 1 : MAP OF GEOGRAPHICAL COVERAGE
ANNEX 2: PROJECT LOGICAL FRAMEWORK
ANNEX 3 : SAWIDRA-WA PROJECT DETAILED BUDGET
ANNEX 4 : ESTIMATED PROJECT COSTS BY CATEGORY AND COMPONENT
ANNEX 5 : DRAFT IMPLEMENTATION PLAN
ANNEX 6 : FINANCIAL MANAGEMENT
ANNEX 7: FINANCIAL MANAGEMENT METHOD
ANNEX 8: ORGANIZATION CHART OF AGRHYMET REGIONAL CENTRE
ANNEX 9: ONGOING PROJECTS AT AGRHYMET REGIONAL CENTRE
i
ACRONYMS AND ABBREVIATIONS
ACCIC
Project to Support Adaptation to Climate Change in West Africa by Improving
Climate Information
ACMAD African Center of Meteorological Application for Development
ACP-EC Africa, Caribbean, Pacific - European Union
ADB African Development Bank
AFD French Development Agency
AGRHYMET
Regional Centre for Training and Applications in Agricultural Meteorology and
Hydrology
ARC AGRHYMET Regional Centre
AUC African Union Commission
AWPB Annual Work Programme and Budget
CDSF ClimDev Special Fund
CILSS Permanent Inter-State Committee for Drought Control in the Sahel
ClimDev Climate for Development
DRM Disaster Risk Management
DRMA Disaster Risk Management Agency
DRR Disaster Risk Reduction
DWF Digital Weather Forecast
ECMWF European Centre for Medium-Range Weather Forecasts
ECOAGRIS ECOWAS Agriculture Regional Information System
ECOWAS Economic Community of West African States
EUMETCast EUMETSAT's Multicast Distribution System
EUMETSAT European Organization for Exploitation of Meteorological Satellites
EWS Early Warning System
FMR Financial Monitoring Report
FTP File Transfer Protocol
GCSF Global Climate Services Framework
GFDRR Global Facility for Disaster Reduction and Recovery
GFS Global Forecast System
HPC High Performance Computer
ICPAC IGAD Climate Prediction and Applications Centre
IMIS Integrated Management Information System
IPCC Intergovernmental Panel on Climate Change
ISACIP Institutional Support for African Climate Institutions Project
M&E Monitoring & Evaluation
MDG Millennium Development Goals
MESA Monitoring of Environment for Security in Africa
MEU Monitoring and Evaluation Unit
MTR Mid-Term Review
NFSC National Food Security Council
NGO Non-Governmental organization
NMHS National Meteorological and Hydrological Services
NMS National Meteorological Services
NOAA National Oceanic and Atmospheric Administration
ii
RARS Regional ATOVS Retransmission Services
RCC Regional Climate Centre
SADC-CSC Southern African Development Community - Climate Services Centre
SAWIDRA-
WA Satellite and Weather Information for Disaster Resilience in West Africa
UNISDR United Nations Office for Disaster Risk Reduction
VFM Value for Money
WA West Africa
WAEMU West African Economic and Monetary Union
WMO World Meteorological Organization
WRF Weather Research and Forecasting
iii
APPLICATION FOR FUNDING
1. Call for Proposal
Reference
ClimDev Special Fund (CDSF)
2. Project Name
Satellite and Weather Information for Disaster Resilience in
West Africa (SAWIDRA-WA).
3. Institution's Name and
Address
AGRHYMET Regional Centre (ARC)
425, boulevard de l'Université rive droite
P.O. Box: 11011 Niamey - Niger
e-mail: [email protected]
Tel: (00227) 20 31 54 36/ 20 31 53 16
Fax: (00227) 20 31 54 35
Web-site: www.agrhymet.ne
4. Legal Status An international public institution with a civil status and
financial autonomy
5. Names and Addresses
of Financial Partners
N/A
6. Project Financing
Total Project Amount (Euro) 3, 899, 500
Project Funding Application to CDSF(Euro) 3, 899, 500
7. Project Duration 36 months
8. CDSF Area of
Intervention
Production, wide dissemination and use of reliable, high-quality
information (100%)
Capacity building for policymakers and increased support for
policy institutions through generation of high-quality analyses
and evidence of climate change (0%)
Implementation of pilot adaptation policies that show the value
of climate information and its mainstreaming into development
planning (0%)
9. Project Area The seventeen (17) countries of CILSS/ECOWAS space:
Benin, Burkina Faso, Cape-Verde, Côte d'Ivoire, Gambia,
Ghana, Guinea, Guinea-Bissau, Liberia, Mali, Niger, Nigeria,
Senegal, Sierra Leone, Togo, Mauritania and Chad (Map in
Annex 1).
iv
SUMMARY
Sub-Saharan Africa is one of the world's most vulnerable regions given its already critical
exposure to the negative impacts of climate variability and climate change. This situation is
expected to deteriorate further as a result of climate change. The Fifth Assessment Report
(AR5) of the Intergovernmental Panel on Climate Change (IPCC) highlighted the potential
sector impacts of climate change, and the areas likely to be hardest hit are agriculture and
food security, water resources, health and infrastructure. The report states that by the end of
the 21st century there will be a drop in rainfall over much of Africa and an increase in the
frequency and severity of extreme climate conditions and induced events such as flooding,
droughts, desertification, sand and dust storms, plagues of migratory locusts and water
shortages.
The lack of relevant weather/climate information on appropriate scales is often mentioned as a
major obstacle to addressing the challenge of climate variability and climate change in West
Africa. While considerable efforts and many existing operations are aimed at implementing
adaptation projects in the field, they fail to improve the climate institutions responsible for
producing the required information to support development and adaptation efforts. This has
led to calls by African policymakers and development partners to urgently improve the supply
of appropriate climate/weather information in order to reduce disaster risks. AGRHYMET, a
specialized institution of the Permanent Inter-State Committee for Drought Control in the
Sahel (CILSS) whose mission is to train professionals in the different countries and produce
information on climate, agro-meteorology, hydrology, the environment, food and nutrition
security to enhance decision-making, will help to narrow the gap between the Global Climate
Centres and National Meteorological and Hydrological Services (NMHS). AGRHYMET staff
are currently participating in several international initiatives on climate change, food security
and environmental monitoring. This will ensure that they are informed of the best available
technologies and methods. They will also contribute to knowledge building on these issues.
The expected long-term objective of this project for Satellite and Weather Information for
Disaster Resilience in West Africa (SAWIDRA-WA) is to build the capacities of
AGRHYMET and NMHS to allow them to address the needs of DRR agencies and socio-
economic sectors in order to ensure efficient use of meteorological and climate services and
early warning systems in real time. As the future RCC of West Africa, AGRHYMET
proposes to receive ACMAD's digital weather forecast (DWF) data, to analyze, process,
downscale it accordingly, and retransmit the modified products and information to the
NHMS.
In order to address this challenge of producing appropriate disaster risk reduction information
for West Africa, AGRHYMET requires funding from the ClimDev Special Fund.
1
1. CONTEXT
1.1 Project background
In November 2013, the European Commission approved the ACP-EU's disaster risk reduction
programme entitled: "Building Disaster Resilience to Natural Hazards in Sub-Sahara African
Regions, Countries, and Communities”. The overall objective of this resilience programme is
to provide an analytical base and accelerate the establishment of an African disaster risk
reduction and disaster risk management (DRR and DRM) framework. The Programme is
implemented by four institutions: the African Union Commission (AUC), the United Nations
Office for Disaster Risk Reduction (UNISDR), the Global Facility for Disaster Reduction and
Recovery (GFDRR) and the African Development Bank (ADB) through the ClimDev-Africa
Special Fund.
Result Area #3 of this ACP-EU programme is formulated as follows: "Core capacities of the
specialized National and Regional Climate Centres (RCCs) are improved, to meet the
needs of DRM agencies and socio-economic sectors for effective use of weather and
climate services and community-focused and real-time early warning systems". More
specifically, this result aims to improve the capacities of Regional Climate Centres (RCC) and
National Meteorological Services (NMS) to prepare forecasts and products that will allow
them to provide appropriate inputs to the DRR agencies for early warnings.
At a workshop in June 2014, in the presence of representatives of ADB, AUC, European
Commission, World Meteorological Organization (WMO) and EUMETSAT (European
Organization for the Exploitation of Meteorological Satellites), the African participants met
and defined the following approach for the implementation of Result Area # 3:
a continent-wide project to create or build the capacities of specialized
continental institutions (infrastructure and know-how) in the area of medium-
range weather forecasting which will benefit all African regions and countries,
and to coordinate activities with regional and continental stakeholders;
four regional projects (one project for each region in Sub-Saharan Africa: East,
West, Central and Southern) to improve the capacities of regional and national
institutions by using the outputs of weather forecast models to prepare early
warning products in close collaboration with the disaster risk management
agencies.
AGRHYMET was then included among the eligible institutions that had submitted an
application for funding to the ClimDev Special Fund (ClimDev).
The project's objectives are in keeping with AGRHYMET's mission which may be
summarized as follows: information and training on food security, combating desertification,
and water management in the Sahel and West Africa.
These objectives are fully consistent with that of the CDSF aimed at addressing the challenges
relating to climate information and data to support climate adaptation policies and strategies
in Africa.
This project complements: (i) the Institutional Support Project for African Climate
Institutions (ISACIP) which aims to build the capacities of four (4) specialized institutions,
(ii) the MESA (Monitoring of Environment for Security in Africa) project whose overall
objective is to improve the capacities of regional and national structures involved in
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environmental management, climate and food security in order to use earth observation
information in decision-making and planning, (iii) the Climate Change Support Project in
West Africa through improvement of Climate Information (ACCIC) aimed at supporting
climate change adaptation strategies in West Africa with high quality scientific data, and (iv)
the ECOAGRIS (ECOWAS Agriculture Regional Information System) project whose overall
goal is to strengthen information systems at various local, national and regional levels to meet
information needs for monitoring food and nutrition situations, vulnerability assessment, and
decision-making assistance in order to anticipate food and nutrition crises and select and
target operations.
At regional level, the project is consistent with CILSS Vision 2020 for natural resources
management and development and building climate change adaptation capacities. The project
is designed to ensure close cooperation with ACMAD and AGRHYMET Regional Centre
which: (i) will receive data from the ACMAD continental model with a 10-km resolution; (ii)
will process and produce Digital Weather Forecast (DWF) data with a 4-km resolution; and
(iii) will disseminate DWF data to NMHS which, in turn, will prepare suitable disaster risk
reduction products.
Digital Weather Forecasting entails forecasting weather through atmospheric mathematical
modeling.
1.2 Priority sectors
The project is fully consistent with the CILSS countries sustainable development objectives
and refers to the Bank's Climate Risk Management and Adaptation Strategy and its Climate
Change Action Plan. The project's priority sectors are the same areas of intervention as those
of the ClimDev Special Fund (CDSF), which aims to contribute to wide dissemination and
use of reliable information.
Under its mandate, AGRHYMET regional centre collects, processes and disseminates
information on food security, water management and the fight against desertification. It also
provides technical capacity building services for countries through training and the transfer of
tools, methods and skills in the areas of climatology, agrometeorology, hydrology,
information technology, plant protection, geomantics and telecommunications.
Under its mandate, and through the SAWIDRA-WA project, AGRHYMET intends to focus
on the production of weather and satellite information for meteorological services and disaster
risk management agencies for early warning systems (EWS). AGRHYMET will be required
to downscale Digital Weather Forecast (DWF) data using the outputs of the ACMAD
continental model or the GFS of the NOAA or ECMWF with the WRF.
The WRF model is already used on an experimental basis at AGRHYMET for high resolution
DWF in quasi-real time. However, it is still necessary to evaluate the information produced,
assimilate additional data (satellite, ground measurements, etc.), and establish appropriate
infrastructure and equipment (HPC and data storage capacity). The Project will therefore rely
on existing capacities at AGRHYMET on the one hand, and, on the other, those of personnel
who will either be seconded or assigned for action learning by the NMHS. The project will
provide AGRHYMET and NMHS with adequate facilities and tools for the receipt,
processing and generation of DWF products and information for dissemination to the risk and
disaster management agencies at regional and national levels.
3
The AGRHYMET Regional Centre also intends to strengthen collaboration with partner
institutions (Global Forecasting Centres, Regional Climate Centres, ACMAD, NMHS, etc.)
for the receipt of input data, validation, experience and technology sharing in order to foster
stronger commitment from NMHS and DRMA in the countries.
1.3 Problems
Africa, in general, and West Africa, in particular, faces many difficulties linked to climatic
variability and climate change. These difficulties include extreme climate conditions and
induced events such as flooding, droughts, desertification, sand and dust storms, plagues of
migratory locusts, and water shortages. The fifth IPCC Assessment Report forecasts an
increase in the frequency and severity of these hazards.
Considering that adaptation strategies to address the negative impacts of climate change have
been developed and measures taken at regional and local levels, it is essential that information
on weather-related disaster risks be treated as a priority issue to be mainstreamed into
decision-making. Since meteorological and climatic processes cover a wide range of spatial
and temporal scales, it is necessary to establish a mechanism that will effectively generate and
provide information on meteorology and climate in all the relevant scales.
The lack of relevant information on weather/climate on appropriate scales is often mentioned
as a major obstacle to addressing the challenge of climate variability and climate change in
West Africa. While considerable efforts and many existing operations are aimed at
implementing adaptation projects in the field, they fail to improve the climate institutions
responsible for producing the required information to support development and adaptation
efforts. This has led to calls by African policymakers and development partners to urgently
improve the supply of appropriate climate/weather information in order to reduce disaster
risks.
To narrow the gap between the Global Climate Centres and NMHS, as a future RCC of West
Africa responsible for operational climate monitoring, data management and training,
AGRHYMET proposes to receive ACMAD's DWF data, process and downscale it
accordingly, and retransmit the adjusted results and information to the NHMS of the countries
in CILSS/ECOWAS space.
The AGRHYMET centre needs to build the capacities of NHMS and students in modeling, as
well as analysis and forecasting of severe weather phenomena so as to reduce the risks of
disasters.
In order to achieve the objectives and outcomes of this project at AGRHYMET and in the
countries, the needs identified are:
DWF data reception, processing and visual display terminals at AGRHYMET
Regional Centre;
High performance and high capacity computers and servers and tools to run
and store the model's outputs;
Highly qualified staff to implement the project. The staff will generate and
disseminate DWF data using the boundary conditions of the Global Forecasting
Centres of WMO, ACMAD, etc.;
4
A hub for experience sharing and exchanges between AGRHYMET and
NMHS on the one hand, and between NMHS and disaster risk management
agencies on the other - example of the user interface of the Global Framework
for Climate Services (GFCS).
1.4 Beneficiaries and stakeholders
The project's direct beneficiaries will be:
The West Africa Regional Climate Centre, which will receive equipment and
qualified personnel for data processing and generation of meteorological
products and information for the NMHS of the 17 countries in
CILSS/ECOWAS space. Under the project, it will benefit from capacity
building to produce useful DWF for decision making in order to reduce disaster
risks.
The NMHS responsible for coordination and harmonization of national
meteorological policy and observing atmospheric behaviour will benefit from
capacity building in terms of equipment and staff training which will contribute
to the use of DWF at national level.
The National Disaster Management Agencies, which receive weather
information for early warning to taking appropriate decisions that would
mitigate the negative impacts of extreme phenomena.
The most vulnerable segments of the population, particularly in the Sahel
(women, young people, and stockbreeders) whose living conditions are linked
to natural resources and exposed to weather hazards. They will benefit from
actions to prevent the impacts of disasters through early warning information
produced by the NMHS and used by the Risk Management and Reduction
Agency (RMRA).
Indirect Beneficiaries:
These are institutions and groups which receive the project results. They include ECOWAS,
CILSS and WAEMU member States through early warning and crisis management
structures, actors in the field (NGOs and smallholder organizations), national technical
services, multidisciplinary working groups responsible for monitoring the crop year, local
communities, national disaster management hubs, private operators (service providers and
economic operators) and the technical and financial partners for decision-taking. At country
level, the technical services will interact with community users (NGOs, private operators,
communities, etc.) through the media and multi-actor hubs. Those who are provided with this
information will benefit from the different opportunities in the area of weather-related disaster
risk management.
1.5 Rationale for CDSF support
The WMO reports that Africa has the lowest density of weather monitoring stations in the
world, with one station per 26 000 km2. This ratio is undoubtedly lower in West Africa.
Because of the low density of the observation network in West Africa, rainfall and other
weather data are not adequately measured. This requires the use of a statistical rainfall and
water resource availability estimation algorithm. It is therefore necessary to create high
resolution, grid point models for weather forecasts. Although these outputs from models are
not very useful for climate monitoring, they do, however allow for real time monitoring of
weather phenomena.
5
According to daily, weekly, decadal and monthly weather estimates for West Africa, the
analysis and monitoring of climate and water resources based on weather forecasts requires
further improvement. However, it is essential to monitor weather and climate phenomena in
the region. The phenomena which need to be monitored include drought, flooding, extreme
temperatures, cyclones and organized pluviogenic systems. A system will be established to
monitor and forecast rain/storm systems that could cause damage in West Africa. A daily
product will be produced and disseminated to inform users and help them take the appropriate
decisions. This product will be disseminated to interested parties by e-mail, through web-
sites, a hub, FTP, drop box, etc.
In order to successfully implement this Project for Satellite and Weather Information for
Disaster Resilience in West Africa, it is urgent to:
strengthen the climate variability and climate change data and information
collection system with a modern, reliable system,
provide reliable information from ground observation stations, essential for
disaster risk management. With CDSF support, AGRHYMET will, on at least
a daily basis, provide national meteorological services with digital weather
forecasts in quasi-real time.
2. THE PROJECT
2.1 Project objectives
The overall project goal is to reduce disaster risks in West Africa and Chad through Digital
Weather Forecasts (DWF). The project's specific objectives are to:
Provide information derived from the models used in designing disaster risk
mitigation plans;
Produce and use DWF for disaster risk management; and
Strengthen synergy among regional and national institutions in the ownership
of new weather information technologies.
This project's objective is to build the capacities of the West Africa Regional Climate Centre
(RCC-WA) and National Meteorological and Hydrological Services (NMHS) to enable them
produce and disseminate DWF so as to reduce weather-related disaster risks.
This objective is consistent with the mission of AGRHYMET and the ClimDev Special Fund
(CDSF) which is to contribute to the production, wide dissemination and use of high-quality
reliable information (CDSF core priority area of intervention).
2.2 Impact
The project will help to reduce weather-related disaster risks in the 17 countries of
CILSS/ECOWAS space using Digital Weather Forecasts (DWF). Over time, it will contribute
to the development of disaster detection strategies and more effectively equip disaster risk
agencies to mitigate the negative impacts of extreme weather events. This will help to ensure
the security of people and property through weather monitoring.
6
2.3 Outcomes
The project will provide information from the DWF models for use in the design of disaster
risk mitigation plans in CILSS/ECOWAS space. The DWF produced will be used and
disseminated by NMHS for disaster risk management. Synergy among the regional and
national institutions will be strengthened in terms of ownership of new weather information
technologies.
The main outcomes of the project implementation are described as follows:
Information derived from the models used in the design of disaster risk
mitigation plans is available; and
DWF are produced and used in disaster risk management.
2.4 Expected outcomes
The main expected outcomes by project component are:
Component1: Digital Weather Forecast for West African Region and Chad
the system for receipt and processing of ACMAD DWF products is available
and operational at AGRHYMET; and
the regional DWF is produced and disseminated by AGRHYMET and used in
real time by the NMHS of West Africa and Chad.
Component 2: Support to NMHS for use of RDW in disaster risk reduction.
The capacities of NMHS in the use of DWF outputs in disaster risk
management are built up through action-learning and qualifying training in
operational hydrology.
Bulletins from the use of DWF are prepared at national and regional levels, and
disseminated.
Component 3: Support for Seasonal Forecasts for West Africa and Chad (RCOF)
Seasonal forecasts for West African countries and Chad are prepared and
disseminated after forums; and
DRMA participation in forums on seasonal weather forecasts with a view to
their use for disaster risk reduction is effective.
2.5 Activities
In order to achieve the expected project outcomes of Satellite and Weather Information for
Disaster Resilience in West Africa, the planned activities are organized into four (4)
components:
7
Component 1
Digital Weather Forecast for the West African Region and Chad
OUTPUTS ACTIVITIES DESCRIPTION
The system for receipt
and processing of
ACMAD DWF products
is available and
operational at
AGRHYMET
Procure and install
ACMAD data reception
and processing equipment
Interconnect
AGRHYMET and
ACMAD with the local
loop system
Train ARC personnel in
equipment installation,
configuration and
maintenance.
Collect and validate in-
situ and continental model
data
Component 1 will focus on the availability and
operationality of a Digital Weather Forecast (DWF)
system on a regional scale. To that end, an ACMAD
DWF product reception and processing system will be
available and operational at AGRHYMET. It will be
necessary to procure and install ACMAD data receipt
and processing equipment, interconnect AGRHYMET
and ACMAD through a Local Radio Loop system, and
build the capacities of AGRHYMET in the installation,
configuration and maintenance of High Performance
Computer (HPC) equipment.
The in-situ and continental model data necessary for
the production of regional DWF will be collected and
validated in real time. Closely linked to this action,
sensitization meetings for the managers of West Africa
and Chad weather services will be organized annually
to revitalize data collection in the field. A database of
synoptic data on West African countries will be
established at AGRHYMET.
At regional level, DWF will be produced by
AGRHYMET and disseminated in real time to NMHS
in West Africa and Chad. This stage will be
implemented through the processing of observation
data for the assimilation and validation of DWF,
improvement of internet connection in the countries,
and establishment of a hub for the dissemination of
data and products (Website /FTP, e-mail, drop box,
etc.). These DWFs will be used by the NMHS for the
production of disaster risk management information at
national level.
This component will also help to build AGRHYMET's
capacity to produce and disseminate regional DWF for
use by NMHS in the preparation of national bulletins
(ordinary and warning bulletins).
In order to improve continental and regional DWF a
feedback system will be established on DWF products
through a PNT help desk, questionnaires on the use of
regional DWF and feedback from AGRHYMET to
ACMAD.
AGRHYMET DWF
production capacities are
built up
Collect and validate in-
situ and continental model
data
Have regional DWF
produced by
AGRHYMET
In-situ and continental
model data necessary for
the preparation of
regional DWF are
collected and validated
in real time
Organize meetings of
managers of West Africa
and Chad weather
services to revitalize data
collection in the field.
Establish a database of
synoptic data at
AGRHYMET.
The regional DWF is
produced by
AGRHYMET and
disseminated in real time
to NMHS in West Africa
and Chad
Establish a hub for data
dissemination
(Website/FTP, e-mail,
drop box, etc.).
A feedback system on
ACMAD and
AGRHYMET DWF
products is established
Establish and run a
regional DWF help desk.
8
Component 2
Support to NMHS for use of RDW to reduce disaster risks.
OUTPUTS ACTIVITIES DESCRIPTION
The capacities of NMHS
in the use of DWF
outputs in disaster risk
management are built up
through action-learning.
Train NMHS
professionals in the use of
DWF for disaster risk
management
Component 2 aims to build the capacities of national
meteorological and hydrological services in order to
improve the production of useful information for
disaster reduction agencies. Action-learning sessions (4
weeks) for NMHS professionals focused on the
production and use of DGW, as well as long-term
training (2 years) of advanced technicians in
operational hydrology will be organized at
AGRHYMET.
The aim of these capacity building activities is to train
professionals who are competent in the production and
dissemination of bulletins from the use of DWF at
national and regional level. A specimen early warning
bulletin using DWF products will be prepared at
regional level and proposed to NMHS in the countries
to meet their requirements. A regional synthesis will
also be produced of national forecasts.
The capacities of NMHS
in the use of DWF
outputs in disaster risk
management are built up
through action-learning
and qualifying training
in operational
hydrology.
Train advanced
technicians in hydrology
through qualifying
training
Bulletins from the use of
DWF are prepared at
national and regional
levels and disseminated
Produce bulletins using
DWF at country level and
disseminate them
Prepare and disseminate
seasonal forecasts for
West Africa and Chad at
regional forums
Component 3
Support for Forecasts for West Africa and Chad (RCOF)
PRODUCTS ACTIVITIES DESCRIPTION
Seasonal forecasts for
West African countries
and Chad are prepared
and disseminated after
forums.
Prepare and disseminate
seasonal forecasts for
West Africa and Chad at
regional forums.
Prepare and disseminate
seasonal forecasts for the
Gulf of Guinea countries
at regional forums.
The objective of Component 3 is to enhance the
preparation of seasonal forecasts for West African
countries and Chad through workshops and forums.
These meetings are forums for the production of
cumulative seasonal rainfall, dates for the start and end
of the season, length of dry sequences, stream flows in
the major river basins of West Africa, and advice and
guidance to users. They bring together agro-
meteorologists, meteorologists and hydrologists of 7
countries and basin organizations. During these
workshops, each participant prepares forecasts for
his/her country which will be used to supplement the
consensual regional forecasts. Two forums are planned
each year (one for West African countries and Chad
and another for the Gulf of Guinea countries). These
forums will be enhanced by the participation of disaster
risk management agencies so as to use their outcomes
to reduce disaster risks.
9
Component 4
Coordination OUTPUTS ACTIVITIES DESCRIPTION
Establishment of project
team and infrastructure
Recruit project team
Procure work equipment
Component 4 concerns the establishment of the
project team through the recruitment of personnel
and procurement of work equipment.
The coordination unit will provide project
management, operational planning and routine
activity monitoring. It will see to the sound
financial management of resources allocated to
the project. It will also be responsible for
strengthening institutional relations, organizing
steering committee meetings and project audit
missions. A communication strategy will be
prepared in order to improve dissemination of the
project's outputs.
Project Management Plan and monitor activities
Carry out financial
management and auditing
Organize Steering Committee
meetings
2.6 Risks
The risks that could affect the implementation and success of the project have been identified,
as well as the mitigation measures to be taken to reduce their negative impacts on the
achievement of the project's expected outcomes:
Identified Risks Mitigation Measures
Political and social instability /weak commitment of
NMHS/ resource allocation delays
Problem of uninterrupted power supply/ Difficulty in
procuring specific equipment for DWF and limited
number of specialized suppliers of HPC equipment,
Weak stakeholder commitment (regional institutions,
NMHS, DRMA) at local and regional levels
Extension of period for procurement of specific DWF
equipment
Difficulty in transmitting ACMAD continental DWF
data in real time
Unavailability of internet in the countries
Financial and logistics support to NMHS/
cooperation agreements at national and
regional levels
Purchase of an electric generator and an
inverter / contact manufacturers of DWF and
HPC equipment directly for procurements
Sensitization campaigns will be organized
with all the stakeholders
Different stakeholders will be governed by
cooperation agreements at national and
regional levels
Ensure implementation of ToRs for the
recruitment of participants
Technical and financial support for training
sessions
Establishment of an RARS data reception
mechanism at AGRHYMET
Establishment of internet systems in the
institutions concerned
10
2.7 Cost and financing plan
The estimated project cost, including physical and financial contingencies, is EUR 3,899,500
excluding taxes and customs duties, and is entirely financed by CDSF. The detailed costs are
presented in Annex 3. The project's financial cost by component is presented as follows:
Table 1
Project Financial Cost by Component Components Amount in
Euros
Percentage
Component 1 : Digital Weather Forecast (DWF) for West Africa Region
and Chad
1 106 860 28.38
Component 2 : Support to NMHS for use of the regional DWF in reducing
disaster risks
1 427 400 36.60
Component 3 : Support for Seasonal Forecasts for West Africa (RCOF)
and Chad
392 400 10.06
Component 4 : Coordination 777 840 19.95
Contingencies 195 000 5.00
TOTAL 3 899 500 100.00
The cost estimates by expenditure category are as follows:
Table 2 : Cost Estimates by Expenditure Category
Category Amount %
Personnel 774 000 19.85
Goods 564 300 14.47
Services 2 030 660 52.07
Operating costs 335 540 8.60
CONTINGENCIES 195 000 5.00
TOTAL 3 899 500 100.00
The detailed financing cost by activity is presented in Table 2, Annex 4.
3. PROJECT IMPLEMENTATION
3.1 Grant recipient
The grant recipient will be the AGRHYMET Regional Centre. AGRHYMET, a specialized
institution of the Permanent Interstate Committee for Drought Control in the Sahel (CILSS),
was established in 1974 in the wake of severe droughts that affected that region. Its mandate
was to: (i) train personnel; (ii) provide adequate equipment for the meteorological and
hydrological station networks in the countries; and (iii) monitor meteorological and
hydrological conditions, the status of crops and pasturelands during the rainy season, and
inform the different users in order to improve decision-making. After 40 years of existence,
AGRHYMET's activities will now extend beyond the geographical borders of CILSS member
countries and encompass all of Africa as a result of several initiatives it is implementing on
behalf of the Economic Community of West African States (ECOWAS) in the areas of food
security and environmental issues. Over the years, AGRHYMET has developed, in
collaboration with international research stations, models and methodologies based on
observations at ground level and by satellite to monitor the trend of climatic conditions, the
degree of satisfaction of water requirement for food crops, the development of plant cover and
its seasonal and inter-annual variations.
11
It thus has facilities comprising an estate of 71 hectares, over 100 offices, classrooms and
laboratories, including a telecommunications room with database servers and satellite image
reception stations (EUMETCast).
Since its establishment, the centre has trained about 12,000 officers in agro-meteorology,
hydrology, equipment maintenance, and plant protection, and over 6,000 professionals in
subjects relating to food security, climate change, and sustainable natural resource
management (land and water).
3.2 Project organization and institutional analysis
As regards human resources, the Centre has over fifty experts and highly qualified
professionals responsible for information production and management activities, as well as
training. These include about ten, who are specialized in climatology, meteorology, agro-
meteorology, and hydrology. AGRHYMET is currently involved in several international
initiatives on climate change, food security and environmental monitoring, which keeps them
updated on the best available technologies and methods, and also contributes to knowledge
building on these issues. The activities of AGRHYMET Regional Centre's experts and
assistants are organized in accordance with the organization chart (See Annex 8). There are
currently several ongoing projects at AGRHYMET Regional Centre that cover all of West
Africa (Annex 9).
3.3 Project coordination
At regional level:
Under the authority of the Director-General of AGRHYMET, a Coordinator recruited by
AGRHYMET will be responsible for overall project management. He/she will work with a
specialized team in areas relating to the project theme. The team comprises a Weather
Forecasts Expert, a Meteorological Modeling Expert, a Weather Forecasts Assistant, and a
Project Assistant. It will receive support from other AGRHYMET experts and assistants. The
technical team that will be responsible for the project's implementation has already been
established.
The main duties of the Project Coordinator will be:
liaise with ADB on financial and contractual issues;
carry out project management and coordination;
monitor project activities;
prepare project reports; and
participate in steering committee meetings at regional level and, if necessary, at
national level.
The project regional steering committee will be responsible for the smooth implementation of
project tasks in order to encourage the widest possible use of project data and products and to
obtain political support at the highest level. This Steering Committee will be composed of the
Director-General of AGRHYMET Regional Centre, Directors of national meteorological
services (national focal points), representatives of partner institutions (ACMAD,
EUMETSAT, ADB), and representatives of the beneficiaries.
12
At national level
The national component will be organized around a national information network
(information users and producers) headed by the National Coordination with meteorological
services as the project's national focal point. This structure's responsibilities will include:
coordination of the network of national users;
monitoring of national structures;
technical support and quality control of data and products developed by the
national network; and
organization of national steering committee meetings.
The national steering committee will comprise meteorological services and disaster
management agencies. The committee will meet once per year, and will be responsible for
regular monitoring of activities at national level.
3.4 Project implementation plan
The detailed project implementation plan is presented in Annex 5.
3.5 Procurement arrangements
In view of AGRHYMET's status as an international public establishment, the procurement of
goods and works and the selection of consultancy services will be conducted in accordance
with the Bank's "Rules and Procedures for Procurement of Goods and Works", (May 2008
Edition, Revised July 2012), and the Bank's "Rules and Procedures for the Use of
Consultants", (May 2008 Edition, Revised July 2012), using the Bank's relevant standard
bidding documents, as well as the provisions set out in the financing agreement.
AGRHYMET, the grant recipient, will be responsible for procurement. The mission
conducted an assessment of the executing agency's capacity to carry out procurement
activities for the project. This assessment concerned the organizational structure for the
project's implementation and interaction among personnel responsible for procurement
activities under the project, and the competent services of AGRHYMET, in particular the
Finance and Accounting Unit. It also assessed the Centre’s human and material resources, its
structural organization, as well as its functioning and institutional environment. The
resources, capacities, expertise and experiences of the Executing Agency were analyzed and
considered to be fairly satisfactory to carry out the required procurement activities under the
project. The Executing Agency has an Administration, Finance and Accounting Unit
responsible for implementing all the procurement activities planned under the different
AGRHYMET projects. This unit has a Procurement Specialist as well as solid experience in
implementing projects financed by several multilateral and bilateral donors, including the
Bank under the Regional Food Security, Anti-Desertification, Population and Development
Support Programme and the Regional Water Management Support Programmes. However, its
capacities must be built up through the establishment of a capacity building programme to be
based on training sessions on the Bank's procurement rules and procedures at project
launching and during project supervision missions.
Procurement methods and an assessment of the executing agency's capacity will be presented
in detail in Annex B.5 of the project appraisal report.
13
3.6 Disbursement arrangements and expenditure schedule
Project resources will be disbursed using three (3) disbursement methods, namely the special
account method, the direct payment method, and the repayment method.
The direct payment method will be used to finance the goods and services categories.
The special account method will be used to finance operating activities and project staff
allowances.
Opening of the special account by AGRHYMET will constitute a condition precedent to first
disbursement.
For the special account method, an initial advance will be paid into the special account and
the amount of this advance will be determined on the basis of the activity programme for the
following six (6) months. The special account will be replenished on the same basis following
justification of at least 50% of the previous advance.
3.7 Financial management, reporting and auditing capacity
Budget Management: AGRHYMET's budget process has several stages. It begins with an
expression of the needs of departments and units. There then follow a series of internal trade-
offs resulting in a consolidated draft for submission to the CILSS Management
Administration, Finance and Accounting Unit and later for approval by the CILSS Council of
Ministers. AGRHYMET's approved budget is then entered and executed in the CILSS-IMIS
(Integrated Management Information System) multi-project system. This budget procedure
will be applied to the Project, which will be required to prepare an annual work programme
and budget (AWPB) for the project. This budget procedure will be maintained throughout the
project's life.
Accounting Procedures and Organization, including the Information System: The
existing accounting system is a multi-project system. It ensures regular production of
AGRHYMET's account statements and joint account statements for projects implemented at
AGRHYMET. The account statements for 2013 and 2014 have been prepared. This system
will be used to prepare the annual financial statements (balance sheet, statements of source
and expenditure of funds for the period and cumulative statements, explanatory notes, special
account reconciliation statements, fixed assets inventory) and the quarterly production of
financial monitoring reports (FMR), examples of which will be presented to AGRHYMET at
project launching.
Internal Control System: AGRHYMET's internal control is structured around an
organization chart, financial regulations and administrative, financial and accounting
procedures manual setting out the applicable procedures in the various management cycles.
These are mainly procedures concerning expenditure management cycles relating to the
procurement of goods and services, property management (fixed assets, stocks), cash flow
management (authorization to pay, disbursement, cash flow monitoring and control),
personnel management, etc. These procedures will be used in the project implementation and
will be supplemented, from a financial management standpoint, by the Bank's Disbursement
Rules and Procedures which will be applied to the mobilization and use of resources allocated
under this project and which will be presented at the project launching.
Cash Flow Management (including flows of funds and disbursement): Since the funds
allocated to the project must be managed in accordance with the rules and procedures of the
Bank's disbursement handbook, and given the nature of the envisaged procurements of goods
and services, project disbursements will be released in accordance with the direct payment
14
method (for the procurement of goods and services and other expenditure with fairly high
costs) and the special account method (mainly for operating expenditure and minor items of
expenditure). AGRHYMET will, for that purpose and on behalf of the project and in
accordance with its financial regulations, open a special account in a bank considered
acceptable by the Bank.
Financial Information and Financial Monitoring Reports (FMR): The existing CILSS
IMIS (Integrated Management Information System) allows AGRHYMET to monitor
execution of its annual budget and prepare its financial statements (AGRHYMET's “account
statements’’ and “joint account statements’’ for projects implemented at AGRHYMET). This
system will be used during the project implementation to provide financial information in two
ways: (i) quarterly, with the preparation of financial monitoring reports (FMR), which will be
annexed to activity reports that AGRHYMET will be required to submit to the Bank no later
than 45 days after the end of each quarter; and (ii) annually, with the preparation of annual
financial statements (statements of source and expenditure of funds for the period and
cumulative statements, explanatory notes, special account reconciliation statement, fixed
assets inventory). Specimens of these reports will be presented at project launching.
External Auditing: AGRHYMET annual accounts are required to be audited. These are
account statements which are its own as well as those consolidated with the agreements and
projects implemented within it. For three years, these account statements have been audited
by ERNST & YOUNG. The 2014 audit was planned to start on 11 August 2015. The delay
taken in this activity is due to the late start-up of the process to recruit a new auditor since
ERNST & Young's contract ended with the 2013 audit. This mechanism will be used for the
project. The auditor will audit the financial statements listed above in compliance with the
Bank's terms of reference. The project must submit its audit report to the Bank no later than
six (6) months after the closing date of the audited financial year.
Financial Management Action Plan: In light of the foregoing, it is recommended that the
following action plan be implemented within the stipulated timeframe. The plan concerns
concrete actions and recommendations aimed at mitigating the project's fiduciary risk
identified during the project appraisal mission.
Table 3
Financial Management Action Plan
Actions to be Taken Timeline Responsibility
Open a special account with a commercial bank
acceptable to the Bank Prior to first disbursement AGRHYMET
Build the financial management and disbursement
capacities of AGRHYMET personnel Launching mission
AGRHYMET
ADB
Prepare the external audit terms of reference Launching mission AGRHYMET, ADB
Disbursement Action Plan: In order to mitigate the fiduciary risks identified during this
appraisal, it was also recommended to implement the following action plan as soon as
possible.
15
Table 4
Disbursement Action Plan
Actions to be Taken Timeline Responsibility
Submit to the Bank specimen signatures of people
authorized to withdraw funds At the latest, along with the first
disbursement request. AGRHYMET
3.8 Monitoring, evaluation, supervision and reporting
The project will apply the Bank's rules for monitoring, evaluation and production of reports.
Furthermore, the SAWIDRA-WA monitoring and evaluation (M&E) system will be fully
integrated into the overall CILSS/AGRHYMET monitoring and evaluation system to allow
the institution to capitalize on all the data emanating from the 17 CILSS/ECOWAS space
countries concerned by the Project.
There are two types of reports in the CILSS system, the activity report and the results report:
the activity report is half-yearly and aims to provide information on activities
implemented and outputs achieved during the period; and
the results report is annual, and aims to provide information on the
achievement of the results and objectives of the operations plan and progress
towards the results and objectives of the five-year multi-year programme.
In order to meet ADB's specific needs, quarterly and six-monthly progress reports will be
prepared. They will describe the progress made in implementing financial management and
procurement-related activities.
Project M&E will be based on the measurable performance indicators of each component as
indicated in the results-based logical framework and on the basis of the implementation work
plan.
ADB will monitor all aspects of project implementation, the conduct of periodic performance
evaluation and preparation of the different reports (quarterly, six-monthly, mid-term review
MTR and Annual reports). Joint supervision and mid-term review missions will be
undertaken by the Bank during the project implementation.
AGRHYMET's Monitoring and Evaluation Unit will monitor the activities carried out and
confirm that they correspond to the operational work plans as periodically defined. The
monitoring tools will, in addition to the data and information gathered during the management
of activities, be the drafting of six-monthly and annual reports for submission to
AGRHYMET and ADB. These periodic reports will, if necessary, be supplemented by
periodic reports prepared in response to specific requirements.
Two (2) supervisions missions will be undertaken each year with the project team. The
supervision reports will be prepared and submitted to Senior Management of the CDSF and
the Bank.
Each country will produce a regular report on its activities based on the planning and logical
framework for submission to AGRHYMET M&E Unit.
16
4. PROJECT BENEFITS
4.1 The project benefits will consists in:
Building the technical and human capacities of the existing institution,
mandated by the Heads of State of the sub-region to find solutions to the
problems caused by climate variability and climate change, i.e. disastrous
droughts and floods which are now occurring and causing enormous economic
and human resource losses;
Building the capacities of NMHS in ECOWAS and West Africa region
through the RCC in order to provide appropriate products and information for
the production of good weather services for policymakers and other national
users of these services;
Reducing the vulnerability of populations in the West African Region to
weather and climate-related disasters through the relevant climatic services
provided by operational RCC and competent NMHS.
4.2 Effectiveness and efficiency, including Value for Money
Operationalization of an RCC in West Africa will make it possible to adapt the products of
the global centres for testing in the problems of the sub-region and will more closely meet the
needs of policymakers and communities.
It is recognized that the value for money approach is essential to ensure that optimal use is
made of resources to achieve the desired outcomes. Resource optimization principles
(economy, efficiency, effectiveness and equity) are mainstreamed in the project design,
implementation and monitoring approach.
Economy will be achieved by applying normal procurement standards and through
knowledge of local prices and context - AGRHYMET Regional Centre which has already had
great experience over more than 40 years of cooperation with structures in the CILSS and
West African countries. Financial management rules and procedures will be established on
the basis of those of ADB and CILSS and assume responsibility for overall control of budget
spending.
Efficiency will be achieved through continuous monitoring of activity costs in relation to
original budget estimates and in line with the expectations of other similar projects. The
partners (NMHS, AGRC, and ACMAD) are experts in their respective areas. The project
components were designed on the basis of experience of what is successful elsewhere. The
proposed project components have not been evaluated, so a highly sophisticated risk and
monitoring-evaluation process will be established.
Effectiveness will be monitored by a robust M&E system to monitor changes in results over
clearly defined periods. The VFM for each project component can be evaluated on the basis
of achievements in line with expectations based on experiences from other projects or
elsewhere. However, it is expected that a multi-dimensional approach will produce the
expected benefits, and it will be assessed in the final evaluation.
Equity will be achieved by monitoring the project objectives and targets. The project has
already identified the regional and national beneficiaries.
17
4.3 Sustainability
AGRHYMET Regional Centre is a specialized institution of the Permanent Interstate
Committee for Drought Control in the Sahel (CILSS). It was established in 1974 in the wake
of a series of severe droughts which affected that region in the 1970s. Its mission was to train
personnel of member countries, produce and disseminate information to policymakers,
provide adequate equipment for the networks of meteorological and hydrological stations, and
set up regional and national multi-disciplinary working groups to monitor meteorological and
hydrological, crop and pastureland conditions during the rainy season. The scope and
activities of AGRHYMET have now expanded to cover all West African countries as a result
of several initiatives being implemented by it on behalf of the Economic Community of West
African States (ECOWAS) on food security and environmental issues, including climate
change. AGRHYMET has developed models and methodologies based on observations on the
ground and by satellite for monitoring rainfall, meeting water requirements of food crops,
potential yields, expansion of plant coverage and its seasonal and inter-annual variations.
The ongoing closer relationship with ECOWAS has since 2006 provided opportunities for
some support and expansion of CILSS activities to the countries of the Gulf of Guinea.
All this constitutes a solid base for this project's development in cooperation with the
countries.
Capacity building, establishment of information systems, and strengthening of
cooperation between regional institutions and the countries and between the
countries' national technical services. This is one of the core objectives for
sustainability of the project's system.
Equipment, capacity building and cooperation agreements at both regional and
national levels will assist the institutions in implementing sustainable activities
during and after the project life cycle. The outcomes and areas of achievement
will encourage States either to allocate their own resources or provide constant
support through international cooperation agreements to operationalize this
assistance and decision-making tool.
The sustainable aspects of the project will be taken into account by an analysis
of the level of achievement of the objective set at start-up and control of the
quality of the available results and their sustainable impact. Sustainability of
the SAWIDRA-WA project will also be ensured by:
Implementation of SAWIDRA-WA at AGRHYMET Regional Centre
established by the member countries. This institution, specialized in the
production and dissemination of meteorological, agro-meteorological,
hydrological and environmental information, will provide a coordinated
response to reduction of weather-related disaster risks.
The project's multinational approach will make it possible to capitalize on
successful experiences.
18
5. LEGAL INSTRUMENT
5.1 Legal framework
The legal framework will be governed by the signing of a Grant Agreement between the Bank
and AGRHYMET Regional Centre.
5.2 Conditions for Bank intervention
Effectiveness of the Grant Agreement: The Grant Agreement shall become effective on its
date of signature between the Bank and the Grant recipient.
Condition precedent to first disbursement: The Bank's obligation to release the first
disbursement shall be subject to effectiveness and fulfilment, in form and substance, of the
following condition by the Grant recipient:
Provide evidence of the opening of two (2) special accounts, one of which shall be in foreign
currency (Euro) and the other in local currency (CFAF), in a bank acceptable to ADB for the
payment of the grant funds.
6. CONCLUSION AND RECOMMENDATION
6.1 Conclusion
The project implementation will improve technical capacities at both regional and national
levels by using the outputs of Digital Weather Forecast (DWF) models to prepare early
warning products in close cooperation with the disaster risk management agencies.
6.2 Recommendation
It is recommended that the Board of Directors should approve a grant not exceeding
3,899,500 Euros to finance the project, subject to the conditions defined in this report.
I
ANNEX 1: MAP OF GEOGRAPHICAL COVERAGE
The project will cover all the countries of CILSS/ECOWAS space as shown in the map
below. The countries are Benin, Burkina Faso, Cape-Verde, Côte d'Ivoire, Gambia, Ghana,
Guinea, Guinea-Bissau, Liberia, Mali, Niger, Nigeria, Senegal, Sierra Leone, Togo,
Mauritania, and Chad.
II
ANNEX 2: PROJECT LOGICAL FRAMEWORK
Project Name: Satellite and Weather Information for Disaster Resilience in West Africa (SAWIDRA-WA)
Goal: Reduce the risks of disasters in West Africa and Chad through the use of Digital Weather Forecasts (DWF)
RESULTS CHAIN PERFORMANCE INDICATORS MEANS OF
VERIFICATION
RISKS/MITIGATION MEASURES
(MM)
Indicator Baseline
Situation
Final Target
Impact
The impacts of weather-related
disasters in West Africa are
reduced by the use of information
from in-situ and satellite data.
Percentage of
weather-related
disasters for which
early warnings are
given
0 70%
SAWIDRA-WA project
activity reports
NMHS Activity Reports
Early warning bulletins
Risks :
Political and social instability /
Lack of NMHS commitment/ delays
in resource allocation
Mitigation Measures:
Financial and logistics support to
NMHS/ national and regional
cooperation agreements
Outc
om
es
1. Information is available from
the models used in designing
disaster risk reduction plans.
Number of DWF
systems available
0 1 System acceptance
report Risks:
Problem of uninterrupted power
supply / Difficulty in procurement
of specific DWF equipment
Mitigation Measure:
Purchase of an electric generator
and an inverter / contact DWF
equipment manufacturers directly
for procurements.
Number of outputs
from models 0 900
SAWIDRA-WA project
activity reports
Number of
countries using
DWF products
0 12 NMHS Activity Reports
Early warning bulletins
2. DWF are produced and used
for disaster risk management
Number of DWF
produced by
AGRHYMET
0 900 Activity Reports Risks:
Having unqualified people
attending the training courses
Mitigation Measure:
Ensure the ToRs are applied for the
Number of NMHS
using the regional
DWF
0 12
Monitoring and
Evaluation Unit Survey
Reports
III
Number of
bulletins produced 0 900 Bulletins produced
recruitment of participants
3. Synergy between regional
and national institutions is
strengthened in the
ownership of new
meteorological information
technologies.
Number of
countries with
consultation
frameworks for
the use of the DWF
0 17 Minutes/Reports/opinio
ns of meetings
Risks:
Weak stakeholder commitment
(regional institutions, NMHS,
DRMA) at national and regional
levels
Number of
countries with
operational
consultation
frameworks using
DWF
0 6 Minutes/Reports/opinio
ns of meetings
Number of
operational
consultation
frameworks at
regional level
using DWF
0 2 Minutes/Reports/opinio
ns of meetings
Outp
uts
Output 1.1 : The ACMAD DWF
product reception and processing
system is available and
operational at AGRHYMET
Number of items
and type of
equipment installed
0
1 local radio
loop
1 HPC
1 UPS
1 electric
generator
1 storage bay
Acceptance reports
Installation reports
Risks:
Power supply interruptions
Extension of deadline for the
procurement of specific DWF
equipment
Limited number of specialized
suppliers of HPC equipment.
Mitigation Measure:
Purchase of an electric generator
and an inverter/contact HPC
equipment manufacturers directly
for procurements
IV
Number of
AGRHYMET
officers trained in
the installation,
configuration and
maintenance of
HPC equipment
0 4 Mission Report
Training Report
Output 1.2: AGRHYMET's DWF
capacities are built.
Number of ARC
thematicians
trained in DWF
production
0 5
Mission Report
Training Report
Number of
regional DWF
models established
0 1 Project Activity Report
Output 1.3: In-situ and
continental model data required
for preparing the regional DWF
are collected and validated in real
time.
Number of
synoptic stations
transmitting data
used to validate the
model
0 238 SAWIDRA Project
Activity Report
Risk :
Weak NMHS commitment
Difficulty in transmitting data in
real time
Number of
continental model
outputs received
for preparation of
the regional DWF
0
900 (for the
project
duration)
SAWIDRA Project
Activity Report
Output 1.4: The Regional DWF
is produced by AGRHYMET and
disseminated in real time to
NMHS in West Africa and Chad.
Number of NMHS
receiving DWF in
real time
0 12
Feed-Back from
countries through
questionnaires
Survey Report
Risk:
Lack of feedback from countries
MM :
Conduct interviews in certain
countries
V
Output 1.5: The regional DWF is
used by NMHS for the
production of disaster risk
management information at
national level.
Number of
countries whose
NMHS produce
disaster risk
management
bulletins
0 12
Early warning bulletins
SAWIDRA Project
Activity Report
Risk:
Unavailability of Internet
Output 1.6: A feedback system is
on ACMAD and AGRHYMET
DWF products is established and
operational.
Amount of
feedback from
countries to
AGRHYMET
0 72 SAWIDRA Project
Activity Report
Risk:
Unavailability of internet in the
countries
Amount of
feedback from
AGRHYMET to
ACMAD
0 6 SAWIDRA Project
Activity Report
Number of help
desks available 0 1
AGRHYMET Website
Project Activity Report
Output 2.1: The capacities of
NMHS in the use of DWF
outputs for disaster risk
management are built through
action-learning.
Number of NMHS
professionals
trained in the use
of DWF for
disaster risk
management
0 51
Training Report
Attendance list
Output 2.2: NMHS operational
hydrology capacities are built
through qualifying training
Number of
advanced
technicians trained
in hydrology
139 (ATs
trained
since
1974)
159 Directory of students
trained at the Centre
VI
Output 2.3: Bulletins based on
the use of DWF are prepared at
national and regional levels, and
disseminated.
Number of
countries with a
prototype model
for the preparation
of early warning
bulletins using
DWF
0
12
Models
Report Risk:
Unavailability of internet in the
countries
Number of
bulletins (ordinary
and special) using
DWF prepared and
disseminated by
the countries
0
900 (each
daily DWF
produced by
AGRHYME
T is used by
at least one
country)
Bulletins
Project activity report
Output 3.1: Seasonal forecasts
are prepared for West African
countries and Chad, and
disseminated after the forums.
Number of
seasonal forecasts
prepared and
disseminated
21 27 Workshop Reports Risk:
Weak political commitment of
countries
Number of DRMA
officials
participating in
seasonal forecast
forums
0 75
Attendance list
Workshop reports
VII
3.
COMPONENT 1 : Digital Weather Forecast for West African Region
(i) Procure and install ACMAD data reception and processing equipment,
(ii) Collect and validate in-situ and continental model data
(iii) Build DWF production and dissemination capacities of AGRHYMET staff
COMPONENT 2: Support to NMHS for the use of regional DWF in reducing disaster risks
(i) Build the capacities of NMHS and AGRC in the use of DWF for disaster risk reduction
(ii) At country level produce and disseminate bulleting using the DWF
COMPONENT 3 : Support for seasonal forecasts for West Africa (RCOF)
(i) Prepare and disseminate seasonal forecasts in West Africa and Chad
(ii) Prepare and disseminate seasonal forecasts in Gulf of Guinea countries
INPUTS
SAWIDRA-WA
Component 1: EUR 1,106,860
Component 2: EUR 1, 427,400
Component 3: EUR 392,400
Component 4: EUR 777,840
Contingencies: EUR 195,000
TOTAL SAWIDRA-AO : EUR 3 899 500
VIII
ANNEX 3: DETAILED BUDGET OF SAWIDRA-WA PROJECT
Components Cost Category Item Type Quantity Unit Price Total
COMPONENT 1: Digital
Weather Forecast (DWF) for
West African Region
Personnel
Weather Forecasts Expert Month 36 5 000 180 000
Modeling Expert Month 36 5 000 180 000
Weather Forecasts Assistant Month 36 3 500 126 000
Goods
HPC+ storage bay Package 1 252 500 252 500
Training of ARC staff in the
installation, configuration and
maintenance of HPC equipment
Lumpsum (3
experts for 15
days) 3 6 500 19 500
Portable computers +cradle Number 4 3 000 12 000
Animation system (LCD screen,
beamer+interactive whiteboard)
Package 1 6 000 6 000
Electrical protection (Electric generator
+UPS)
Package 1 105 000 105 000
Telecommunications equipment (radio
waves) between ACMAD and
AGRHYMET
Lot
1 6 000 6 000
Services
Training of thematicians in DWF
centres
Lumpsum (3
thematicians for
15 days) 45 300 13 500
Supervision trips Voyage (1
supervision
mission per
country)
17 1 000 17 000
Ticket for thematicians' training Lumpsum 3 2 000 6 000
Perdiem Day
(supervision) 112 180 20 160
Monitoring of DWF facilities Person/Month 48 1 000 48 000
Telecom/internet/Communication/web Month
36 2 700
97 200
Operating costs Consumables Month 36 500 18 000
IX
COMPONENT 2 : Support to
NMHS for use of the regional
DWF in reducing disaster risks
Personnel N/A
Goods
Computer/work station for NMHS and
AGRC
Number 34 2 000 68 000
Portable computer for focal point Number 17 2 500 42 500
Services
Telecom/Local internet Per country/Yr 51 2 400 122 400
Train (4-week training-learning
session) NMHS professionals in the use
of DWF for disaster risk management
Persons/Country/
Yr 51 3 000 153 000
Train advanced technicians in
hydrology through qualifying training
Lumpsum 1 432 000 432 000
Regional meeting of NMHS and
AGRC directors, steering committee
and launching workshop (travel) at
AGRHYMET
Travel 60 1 000
60 000
Regional meeting of NMHS and AGRC
directors, steering committee and
launching workshop (per diem) at
AGRHYMET
Day 60 150
9 000
Organization of NMHS and AGRC
directors' meetings
Meeting 3 10 000 30 000
Travel (Project Closure Workshop) Travel 20 1 000 20 000
Per diem (Project Closure Workshop) Day 120 150 18 000
Travel (Project Steering Committee) Travel -
Per diem (Project Steering Committee) Day 180 150 27 000
Organization of launching and closure
workshops
Workshop 2 7 500 15 000
Organization of steering committees Committee 3 7 500 22 500
National workshops/meetings Yr/country 51 3 000 153 000
Focal points' assumption of
responsibility for the process of DWF
for DRR
Country 17 8 500
144 500
Communication for the dissemination Yr/country 34 1 000 34 000
X
of DWF on TV, radio, etc.
Operating costs
Local consumables Yr/country 51 1 500 76 500
COMPONEN
T 3: Support
for forecasts
for West
Africa
(RCOF)
Prepare and
disseminate
seasonal
forecasts in
West Africa
and Chad at
regional
forums
Personnel N/A
Goods N/A
Services
Prepare and disseminate seasonal
forecasts in West Africa and Chad at
regional forums
Representative/c
ountry 51 2 000 102 000
Travel Travel 9 1 000 9 000
Perdiem Day 90 180 16 200
Operating costs N/A -
Prepare and
disseminate
seasonal
forecasts in
Gulf of Guinea
countries at
regional
forums
Personnel N/A -
Goods N/A -
Services
Prepare and disseminate seasonal
forecasts for West Africa and Chad at
regional forums
Representative/c
ountry 24 2 000 48 000
Travel Travel 9 1 000 9 000
Perdiem Day 90 180 16 200
Operating costs N/A -
Ensure the
participation
of DRMAs in
forums on
seasonal
forecasts with
a view to using
them to reduce
disaster risks
Personnel N/A -
Goods N/A -
Services
Ensure the participation of DRMAs in
forums on seasonal forecasts with a
view to using them to reduce disaster
risks
Lumpsum/Repre
sentative/country
including ticket
and perdiem
75 2 000 150 000
Operating costs Organization of forums Forums/yr 6 7 000 42 000
COMPONENT 4:
Coordination Personnel
Coordinator Month 36 5 200 187 200
Assistant Coordinator Month 36 2 800 100 800
XI
Goods
Laptop computers Number 2 1 500 3 000
Desktop computers Number 2 1 200 2 400
Multifunction printer Number 2 1 200 2 400
Vehicle Number 1 45 000 45 000
Services
Regional Forum Package 50 2 000 100 000
Vehicle maintenance Lumpsum/Yr 3 2 000 6 000
Travel Travel/Yr 45 1 000 45 000
Per diem (5 day missions) Day/Yr 180 150 27 000
Monitoring & evaluation activities Lumpsum/Yr 3 5 000 15 000
Financial audit Yr 3 15 000 45 000
Operation
Fuel Month 36 800 28 800
Electricity Month 36 2 000 72 000
Water Month 36 900 32 400
Consumables Month 36 830 29 840
Security guard services Month 36 1 000 36 000
CONTINGENCIES 195 000
TOTAL 3 899 500
XII
ANNEX 4: PROJECT COST ESTIMATES BY CATEGORY AND COMPONENT
The total project cost is estimated at 3,899,500 Euros. It is also estimated by component and by category in the table below.
Table 1: Cost Estimates by Component
COMPONENT 1: Digital Weather Forecast (DWF) for West African
Region
1 106 860 28.38%
COMPONENT 2 : Support to NMHS for use of the regional DWF in
reducing disaster risks
1 427 400 36.60%
COMPONENT 3: Support for forecasts for West Africa (RCOF) 392 400 10.06%
COMPONENT 4: Coordination 777 840 19.95%
CONTINGENCIES 195 000 5.00%
3 899 500 100.00%
Table 2: Financing Cost by Activity
N° Components Outputs Activities
Cost in Euros
1
COMPONENT 1: Digital
Weather Forecast (DWF) for
the West Africa Region
Output 1.1: The ACMAD DWF
product reception and processing
system is available and operational at
AGRHYMET
A.1.1.1 Procure and install ACMAD data
reception and processing equipment 357 500
2 A.1.1.2 Interconnect AGRHYMET and
ACMAD with the local loop system 6 000
3
A.1.1.3 Train ARC personnel in
equipment installation, configuration and
maintenance
19 500
4 Output 1.2: AGRHYMET's DWF
capacities are built
A.1.2.1 Have regional DWF produced by
AGRHYMET 626 660
5 Output 1.3: In-situ and continental
model data required for preparing the
regional DWF are collected and
validated in real time.
A.1.3.1 Organize meetings of weather
service directors from West Africa and
Chad so as to boost data collection in the
field
99 000
6 A.1.3.2. Establish a database of synoptic
data at AGRHYMET PM
XIII
7 A.1.3.3 Collect and validate in-situ and
continental model data PM
8
Output 1.4: The Regional DWF is
produced by AGRHYMET and
disseminated in real time to NMHS in
West Africa and Chad.
A.1.4.4 Establish a data dissemination
hub (Website/FTP, e-mail, drop box, etc.) 97 200
9
Output 1.5: Output 1.6: A feedback
system on ACMAD and AGRHYMET
DWF products is established and
operational.
A.1.5.1 Establish and run a regional DWF
helpdesk Not available
10
COMPONENT 2 : Support to
NMHS for use of regional
DWF in reducing disaster risks
Output 2.1: The capacities of NMHS in
the use of DWF outputs for disaster
risk management are built through
training- learning
A.2.1.1 Train NMHS professionals in the
use of DWF for disaster risk management
297 500
11
Output 2.2 : NMHS operational
hydrology capacities are built through
qualifying training
A.2.2.1 Train advanced technicians in
hydrology through qualifying training
432 000
12
Output 2.3: Bulletins based on the use
of DWF are prepared at national and
regional levels, and disseminated.
A.2.3.3 Produce bulletins using the DWF
at country level and disseminate them
496 400
13
Support for Seasonal Forecasts
for West Africa (RCOF) Output 3.1: Seasonal forecasts are
prepared for West African countries
and Chad, and disseminated after the
forums.
A.3.1.1 Prepare and disseminate seasonal
forecast for West Africa and Chad at
regional forums
127 200
14
A.3.1.2 Prepare and disseminate seasonal
forecast for the Gulf of Guinea countries
at regional forums
265 200
15 COMPONENT 4 :
Coordination
Output 4.1 Establishment of the project
team and infrastructure
A.4.1.1 Recruit the project team 288 000
16 A.4.1.2 Procure work equipment 257 840
XIV
17 Output 4.2 Project management A.4.2.1 Plan and monitor the activities 15 000
18 A.4.2.2 Carry out financial management
and auditing
45 000
19 A.4.2.3 Organize steering committee
meetings
274 500
20 CONTINGENCIES 195 000
21 Total 3 899 500
XV
ANNEX A5: DRAFT WORK PLAN
No. Outcome Activity Year 1 Year 2 Year 3
Q
1
Q
2
Q
3
Q
4
Q
1
Q
2
Q
3
Q
4
Q
1
Q
2
Q
3
Q
4
1
Digital weather
forecast for West
African Region
A.1.1.1 Procure and install ACMAD data reception and processing
equipment
A.1.1.2 Interconnect AGRHYMET and ACMAD with the local loop
system
A.1.1.3 Train ARC personnel in equipment installation, configuration
and maintenance
A.1.2.1 Have regional DWF produced by AGRHYMET
A.1.2.2 NMHS use the regional DWF
A.1.2.3 Produce bulletins at national level
A.1.3.1 Organize meetings of weather service directors from West
Africa and Chad in order to boost data collection in the field
A.1.3.2. Create a database of synoptic data at AGRHYMET
XVI
A.1.3.3 Collect and validate in-situ and continental model data
A.1.4.1 Process observation data for assimilation and validation of
DWF
A.1.4.2 Improve internet connection in the country
A.1.4.3 Establish a hub for dissemination of data (Website/FTP, e-mail,
drop box, etc.)
A.1.4.4 Prepare a regional synthesis of national forecasts
A.1.5.1 Prepare disaster risk management products on the basis of the
DWF and evaluate them
A.1.6.1 Establish and run a regional DWF help desk
A.1.6.2. Prepare and administer a questionnaire on the use of Regional
DWF
A.1.6.3 Send feedback from AGRHYMET to ACMAD to improve the
DWF
XVII
2
Support to NMHS for
use of regional DWF
in disaster risk
reduction
A.2.1.1 Train NMHS professionals in the use of DWF for disaster risk
management
A.2.2.1 Train advanced technicians in hydrology through qualifying
training
A.2.3.1 Produce a regional model prototype for the preparation of early
warning bulletins using DWF for the countries
A.2.3.2 Have the model bulletin adopted by each country
A.2.3.3 Produce bulletins using DWF at country level and disseminate
them
A.2.3.4 Prepare a regional synthesis of national forecasts
3 Support for forecasts
for West Africa
(RCOF)
A.3.1.1 Prepare and disseminate seasonal forecasts for West Africa and
Chad at regional forums
A.3.1.2 Prepare and disseminate seasonal forecast for the Gulf of
Guinea countries at regional forums
A.3.1.3 Ensure DRMA participation in forums on seasonal forecasts
with a view to using them for disaster risk reduction
XVIII
4 Coordination
A.4.1.1 Recruit the project team
A.4.1.2 Procure work equipment
A.4.2.1 Plan and monitor the activities
A.4.2.2 Carry out financial management and auditing
A.4.2.3 Organize steering committee meetings
A.4.2.4 Organize steering committee meetings
A.4.2.5 Organize project launch and closing workshops
XIX
ANNEX B5: PROCUREMENT ARRANGEMENTS
B.5.1 National Procedures and Regulations
Use of National Procurement Systems
The Project Executing Agency is AGRHYMET (ARC) Regional Centre, a specialized
institution of the Permanent Inter-State Committee for Drought Control in the Sahel
(CILSS). It is an international public establishment with a civil status and financial
autonomy, giving it a supranational modus operandi relying on its own internal
mechanisms. In order to ensure overall consistency in implementing the project as well as in
subsequent control and audits, all procurements of goods, works and services will be made
in compliance with the Bank's Procurement Rules and Procedures.
Eligibility
The eligibility rules applicable to Bank financing will be those contained in the Bank's Rules
and Procedures for the Procurement of Goods and Works, May 2008 Revised Edition July
2012. In this regard, the Borrower will ensure that a bidder does not appear on the list of
suppliers debarred by the Bank or one of the other four Multilateral Development Banks that
signed the Agreement for Mutual Enforcement of Debarment Decisions on 9 April 2010 prior
to awarding a contract. The list of bidders that are cross-debarred may be consulted in the
following link:
http://www.afdb.org/fileadmin/uploads/afdb/Documents/Project-related-
Procurement/Internet_Cross-Debarred.pdf
B5.2 Procurement Methods
Procurements of goods and the selection of consultancy services will be conducted in
accordance with the Bank's "Rules and Procedures for the Procurement of Goods and Works",
(May 2008 Edition, Revised July 2012), and the Bank's "Rules and Procedures for the Use of
Consultants", (May 2008 Edition, Revised July 2012), using the Bank's relevant standard
bidding documents, as well as the provisions set out in the Grant Agreement. AGRHYMET
Regional Centre, the Grant recipient, will be responsible for the procurements.
Table B5.1 below presents an overview of the different headings for the different expenditure
categories and the related procurement methods, as well as procurements that will be made
using the Bank's Rules and Procedures. For each contract to be financed by ClimDev Special
Fund resources, the different procurement methods or different consultant selection methods,
the estimated costs, requirements in terms of prior review and implmentation schedules will
be agreed upon by the Borrower and the Bank's project team, and presented in the
Procurement Plan (see Section B 5.5).
XX
Table B.5.1
Overview of Procurement Methods
Project Expenditure Categories In million Euros
Use of NPP Use of Bank Rules
and Procedures
Contracts not
Financed by the
Bank
Total
1.GOODS
IT equipment (Calculators)
High Performance Computer
0.2900 (0.2900) 0.2900 (0.2900)
Electricity Protection Equipment 0.1050 (0.1050) 0.1050 (0.1050)
Telecommunications Equipment 0.0040 (0.0040) 0.0040 (0.0040)
Purchase of Vehicles 0.0450 (0.045) 0.0450 (0.045)
IT Materials and Equipment 0.0996 (0.0996) 0.0996 (0.0996)
3. PROVISION OF SERVICES
Telecom/Internet/Communication 0.2196 (0.2196) 0.2196 (0.2196)
3. SERVICES
Auditing of Accounts 0. 0450 (0.0450) 0. 0450 (0.0450)
Advanced Training of Technicians in
Hydrology 0.4320 (0.4320) 0.4320 (0.4320)
Training-Learning (4 weeks) 0.1530 (0.1530) 0.1530 (0.1530)
Miscellaneous travel 0.1060 (0.1060) 0.1060 (0.1060)
4. Operating costs
Personnel Digital Weather Forecast (DWF) 0.4860 (0.4860) 0.4860 (0.4860)
PCU Personnel 0.3030 (0.3030) 0.3030 (0.3030)
Misc. Operating Costs 0.2949 (0.2949) 0.2949 (0.2949)
Training of Thematicians in DWF Centres 0.0330 (0.0330) 0.0330 (0.0330)
Regional and National Meetings, Forums and
Workshops 1.0875 (1.0875) 1.0875 (1.0875)
5. Contingencies 0.1950 (0.1950)
0.1950 (0.1950)
Total 3.8985 (3.8985) 3.8985 (3.8985)
NB: ( ) The figures in brackets concern amounts financed by the Bank
The procurement of specialized IT equipment (Calculators) (290 000 Euros) will be made
through limited international competitive bidding (LICB) using the Banks standard bidding
documents (SBD). This procurement method is justified in view of the specificity of the
equipment and the limited number of manufacturers. The procurement of electrical protection
equipment (105,000 Euros) and IT materials and equipment (99 600 Euros) will be made
through national competitive bidding (NCB) using the Bank's standard bidding documents
(SBD). The procurement of telecommunications (4,000 Euros), transport equipment (45 000
Euros) will be made by shopping from suppliers. These procurement methods are justified by
the presence of sufficient numbers of national suppliers and representatives of qualified
foreign suppliers to guarantee competitive prices and goods are generally available on the
national market. Telecommunication, internet and communication services (219 600 Euros)
will be acquired through direct negotiations with a Niger-based telecommunications operator.
XXI
The acquisition of consulting services (firms) for the audit of the project accounts (45 000
Euros) will be made in accordance with the shortlisting procedure for the selection of
consulting firms and the least cost selection (LCS) method.
Training activities (585,000 Euros) concerning highly targeted themes will be carried out by
training institutes identified and on the basis of a training plan approved by the Bank. Study
trips (106 000 Euros) will be arranged by different sub-regional organizations. The PCU shall
prepare an annual training plan with clearly identified training institutes with confirmed
expertise in the different training areas. This plan will be submitted for the Bank's no-
objection opinion prior to its implementation.
Shortlists for consultancy services, at an estimated cost not exceeding UA 200,000 per
contract, may comprise entirely national consultants in accordance with the provisions of
Paragraph 2.7 of the Bank's Rules and Procedures for the Use of Consultants (May 2008
Edition, Revised July 2012). If the contract amount does not exceed UA 200,000, the
Borrower may also limit the publication of requests for expressions of interest to national and
regional newspapers. However, any eligible consultant who may be a national of a regional
member country or not, may express interest in being considered for the shortlist.
Operation: Payment of: (i) miscellaneous operating costs (294 900 Euros), (ii) personnel
allowances (789 000 Euros); (iii) training costs for 3 thematicians in the Digital Weather
Forecast Centres with agreements with AGRHYMET (Météo France, NOAA-NCEP, UK-Met
office) (travel and living expenses (33 000 Euros)); and (iv) regional and national meetings,
forums and workshops (1 087 500 Euros) will be made in accordance with the provisions in
AGRHYMET's administrative, financial and accounting procedures manual, which would
have been submitted to the Bank prior approval.
B5.3 Executive Agency Assessment
The AGRHYMET Regional Centre which will host the Project Coordination Unit (PMU),
will be responsible for the procurement of goods and works, as well as consultancy services.
Project procurements will be made by the PCU, which will have technical staff recruited on a
competitive basis through a call for applications; the staff must have the required
qualifications for managing the project and their curricula vitae should be submitted to the
Bank for prior approval. The staff will comprise: a Project Coordinator, a Forecasts Expert, a
Modeling Expert, a Forecasts Assistant, and a Project Assistant. The team will be assisted by
other AGRHYMET experts, particularly the Procurement Expert from the Administration,
Finance and Accounting Unit.
The Bank has conducted an Executing Agency Procurement Assessment to evaluate the
agency's ability to carry out the project's procurement activities. The assessment concerned
the organizational structure for the project's implementation and the interaction between staff
responsible for procurement activities under the project and the competent services of
AGRHYMED, particularly the Administration, Finance and Accounting Unit. The Bank
assessed the agency’s human and material resources, its structural organization, its operating
arrangements, as well as its institutional environment. The resources, capacities, expertise and
experience of the Executing Agency were analyzed, and deemed fairly adequate to implement
the procurement activities required under the project. The Executing Agency has an
Administration, Finance and Accounting Unit which is responsible for implementing all the
procurement activities planned under the different AGRHYMED projects. The unit has a
Procurement Expert with considerable experience in the implementation of projects financed
by several multilateral and bilateral donors, including the Bank for the Regional Food
XXII
Security Support Programme, the Fight against Desertification, Population and Development
and the Regional Water Management Programme. However, its capacities need to be
developed through a capacity building programme based on training in the Bank's
Procurement Rules and Procedures at the project's launching and during project supervision
missions.
In order to improve the quality of internal control, AGRHYMED's administrative financial
and accounting procedures manual will be updated following approval of the project to take
into account the project's specificities. It will define the internal organization and
responsibilities of the PCU members, as well as establish procedures that will govern
procurement in compliance with the Bank's Rules and Procedures. The PCU will ensure
adequate archiving of procurement files, and maintain a procurement register as well as
physical and electronic filing with its back up system for project procurement files, so as to
facilitate audit missions and post-review of procurement documents. An archiving guide, to
be prepared by the Bank, will be given to the PCU. The Administrative, Financial and
Accounting Procedures Manual, in addition to procurement procedures, will cover the SBD to
be used for each procurement method, as well as standard contracts for goods, works and
services to be procured.
Most of the problems and risks linked to the project's procurement component have been
identified, and corrective measures and recommendations proposed, as summarized in the
Table below:
Table B.5.2
Procurement Problems and Action Plan
Problems Identified Actions Retained Responsibility Implementation Period
Insufficient procurement capacity
of Executing Agency
Implement a capacity building
programme for the PIU based
on procurement training
Bank The first year of the project
and throughout the project
implementation
Internal Control Update the Administrative,
Financial and Accounting
Procedures Manual
PCU At project start-up
Archiving Provide a guide on
procurement documents
archiving
ADB At project start-up
B5.4 General Procurement Notice: The text of the General Procurement Notice will be
adopted with the Grant recipient, and will be published in the United Nations Development
Business Online and on the ADB Website, following approval of the Grant.
B5.5 Procurement Plan: During project appraisal, the Grant recipient prepared a
procurement plan which forms the basis of the procurement methods used in the project. The
plan was agreed upon between the Recipient and the Bank's project team, and is available in
the project database and on the Bank's external website. The Bank will review the
procurement measures taken by the Recipient in the plan to determine their compliance with
the financing agreement. The procurement plan will cover an initial period of at least 18
months. The Recipient will update the plan on an annual basis or as required, but within the
next 19 months during the project implementation. All proposals to revise the procurement
plan will be submitted to the Bank for prior approval on a lapse-of-time basis. The Recipient
will implement the procurement plan as agreed upon with the Bank.
XXIII
B.5.5.1 Thresholds for the Procurement of Goods, Works and Services other than
Consultancy Services
Prior Review Procedures: The following documents will be submitted to the Bank for review
and approval before publication: General Procurement Notice, Request for Expression
of Interest, Specific Procurement Notice, Bidding Documents or Requests for Proposals
to Consultants, Request for Quotation, Suppliers' bid evaluation report, including
recommendations on contract award, Evaluation report on consultants' technical proposals,
Proposals for the award of contracts, as well as the report on the negotiations, and
Initialed copy of the negotiated contract.
Prior Review Thresholds: Decisions on procurement subject to prior review by the Bank as
stipulated in Appendix 1 of the Bank's Rules and Procedures for the Procurement of Goods
and Works:
No. Procurement Method Prior Review
Thresholds (in UA)
Post Review
Thresholds (in UA) Frequency of Reviews
1. ICB (goods) above 200, 000 - All contracts
2. NCB (Goods) - Below 200 000 All contracts
3. SS Below 50 000 All contracts
B.5.5.2 Thresholds for the Selection of Consultants
Prior Review Thresholds: Decisions on procurement subject to prior review by the Bank as
stipulated in Appendix 1 of the Bank's Rules and Procedures for the Use of Consultants:
No Selection Method Prior Review
Thresholds (in UA)
Post-Review
Thresholds (in UA) Frequency of Reviews
1. Competitive Procedure
(firms) Above 200 000
All contracts
2. Competitive Procedure
(individuals) Above 50 000
All contracts
3. Single source (firms /
individuals)
Irrespective of the
amount All contracts
4. Competitive Procedure
(firms)
Below 200 000
All contracts
5. Competitive Procedure
(individuals)
<= 50 000
All contracts
5.6 Frequency of Procurement Post-Evaluation Missions
In addition to the Bank's periodic supervision missions, the Executing Agency Capacity
Assessment recommended an annual project procurement supervision mission in order to
perform a post evaluation of procurement activities. All procurement documents, including
requests for quotations, bid evaluations, and proposals for contract award will be retained by
the Project Management Unit for periodic review by the Bank's supervision missions. The
Bank reserves the right to carry out post-review of these documents at any time during the
project implementation. The review will determine modifications and improvements to be
made in the procurement arrangements.
XXIV
ANNEX 6: FINANCIAL MANAGEMENT
The project will be supervised using a risk-based approach. With a risk level considered
moderate, the financial management supervision mission will be undertaken annually as part
of the sector supervision mission. If necessary, and in coordination with the Bank's sector
division, the fiduciary team could conduct financial supervision independently from the sector
supervisions. The financial management support plan will be based on risks, and particularly
on the audit report of the annual financial statements, the internal control report (Management
Letter), as well as on the appropriate monitoring of issues raised during the project
supervision missions.
Period Focus Required
Skills
Estimated
Resources
Partners’
Roles
The first
12
months
Establish the financial management
mechanisms identified during the
appraisal mission.
Identification of implementation
issues at project start-up.
Training of the Unit's staff.
1 FMS 1x 1 week
field visit N/A
12 - 36
months
Verify the functioning of the
financial management systems 1 FMS
2 weeks and 2
field visits
N/A
XXV
ANNEX 7: FINANCIAL MANAGEMENT SYSTEM
The aim of this annex prepared as part of the project for Satellite and Weather Information for
Disaster Resilience in West Africa (SAWIDRA-WA) is to confirm that the financial
management system of the executing agency, AGRHYMETH (Regional Centre for Training
and Applications in Agricultural Meteorology and Hydrology) Regional Centre is capable of
guaranteeing transparency and Traceability of funds, as well as adequate presentation of the
project accounts. This assessment, carried out on the basis of discussions with
AGRHYMETH officials, comprises the following sections: (i) Executive Summary; (ii)
Project Description; (iii) Financial Management System; (iv) Description of the Executing
Agency; (v) Financial Management Modalities; (vi) Summary of the Fiduciary Risk Analysis
and (vii) Flows of Funds.
1. Executive Summary
The financial management capacity assessment of AGRHYMETH recommended that the
project be anchored at the Information and Research Department (DIR). The project will be
implemented under the financial responsibility of the Director-General of AGRHYMETH and
will use its financial management system.
The project's budget procedure will be aligned on that of AGRHYMETH and will therefore
receive technical support from the structures of the Administration, Finance and Accounting
Unit (AFAU), especially from its Finance Service. Budget execution and monitoring will use
the already installed multi-project system, CILSS IMIS (Integrated Management Information
System). The project will benefit from AGRHYMETH, based on financial rules, an
organization chart and an administrative, financial and accounting procedures manual setting
out the applicable procedures in the different management cycles. Disbursements at the Bank
will be made using the special accounts methods (mainly for operating expenditure or low
amounts) and the direct procurement method (for the procurement of goods and services and
other items of expenditure with relatively high costs). AGRHYMETH will therefore, on
behalf of the project and in compliance with its financial regulations, open a special account
with a commercial bank deemed acceptable by the Bank.
The AFAU's accounting service will maintain the project accounts in three modules: budget,
cost, and general, and will comply with the requirements of quality and deadline for
presentation of the accounts of Bank-financed projects. Its integrated management system
will produce quarterly financial management reports (FMR) and annual financial statements.
AGRHYMETH's external auditor of accounts on the basis of terms of reference (ToRs)
approved by the Bank will conduct a specific annual audit of the project's financial statements
and internal control system. AGRHYMETH must submit the audit report to the Bank no later
than six months after closure of the audited period. The audit of the first year (or the closing
audit) may cover the first eighteen (18) months if the first disbursement is made during the
second half (after 30 June) of the year.
Comprising inherent risk and control-related risk, the overall financial management risk is
deemed moderate.
XXVI
2. Project Description
SAWIDRA-WA's goal is to build the capacities of West African RCC and NMHS to produce
and disseminate information in order to reduce climate risks. It is therefore intended to: (i)
establish infrastructure and procure operational equipment for the reception of data from the
ACMAD continental model and for NMHS adapted products and equipment; (ii) generate, on
the basis of ACMAD continental model, data and satellite derivatives, and digital weather
forecast products; (iii) train NMHS staff in the analysis, interpretation, production and
dissemination of information (forecasting of weather phenomena) intended for disaster
management agencies; and (iv) strengthen the seasonal forecasts system by including a
session on DRR and cooperation at national and regional levels.
3. Financial Management System
AGRHYMET Regional Centre is a specialized institution of the Permanent Interstate
Committee for Drought Control in the Sahel (CILSS). Its mission is to: (i) train the personnel
of member countries, (ii) produce and disseminate information to policymakers, (iii) provide
adequate equipment for meteorological and hydrological station networks, and (iv) establish
regional and national multidisciplinary working groups to monitor meteorology, hydrology,
crops and pastureland conditions during the rainy season. AGRHYMET regional centre is an
inter-State public establishment with a legal status and financial autonomy. It enjoys
international status and has its own financial system conferred upon it by CILSS member
States.
4. Harmonization with Other Technical and Financial Partners
Since no other TFPs are participating in the financing of this project, problems relating to
harmonization of financial management mechanisms have not been raised in this project.
5. Description of Executing Agency
The Project Executing Agency is AGRHYMET Regional Centre. In addition to the Office of
the Director-General which includes the Scientific Coordination Unit (SCU) and Technical
Assistance (TA), it comprises: (i) three technical departments (Training and Research
Department (DFR), Information and Research Department (DIR), and Technical Support
Department (DAT)); and (ii) four Management Units (Administration, Finance and
Accounting Unit (AFAU), Information, Communication and Documentation Unit (ICDU),
Monitoring and Evaluation Unit (MEU), and Human Resources Management Unit (HRMU)).
In addition to its Unit Head, the AFAU comprises an Accounting Manager, a Financial
Manager, an Accounting Officer, and an Administrative and Financial Assistant.
AGRHYMETH is currently implementing a component of the Institutional Support to African
Climate Institutions Project (ISACIP) financed by the Bank and has already implemented
projects financed by other donors (European Union and World Bank). The financial system
constitutes the reference framework for financial operations. AGRHYMETH has an
organization chart which defines the responsibilities of each position and an Administrative,
Financial and Accounting Procedures Manual which serves as basis for its internal control
system. In order to optimize the financial resources allocated and in light of the financial
management mechanisms established, it was recommended that this project be anchored at
AGRHYMETH and implemented using the existing internal structures.
XXVII
6. Financial Management Arrangements
Budget Management: AGRHYMET's budget process has several stages. It begins with an
expression of the needs of departments and units. There then follow a series of internal trade-
offs resulting in a consolidated project for submission to CILSS Management Administration,
Finance and Accounting Unit and later for approval by the CILSS Council of Ministers.
AGRHYMET's approved budget is then entered and executed in the CILSS-IMIS (Integrated
Management Information System) multi-project system. This budget procedure will be
applied to the Project, which will be required to prepare an annual work programme and
budget (AWPB) for the project. This budget procedure will be maintained throughout the
project's life.
Accounting Procedures and Organization, including the Information System: The
existing accounting system is a multi-project system. It ensures regular production of
AGRHYMET's account statements and joint account statements for projects implemented at
AGRHYMET. The account statements for 2013 and 2014 have been prepared.
This system will be used to prepare the annual financial statements (balance sheet, statements
of source and expenditure of funds for the period and cumulative statements, explanatory
notes, special account reconciliation statement, and fixed assets inventory) and the quarterly
financial monitoring reports (FMR), examples of which will be presented to AGRHYMET at
project launching.
Internal Control System: AGRHYMET's internal control is structured around an
organization chart, financial regulations and administrative, financial and accounting
procedures manual setting out the applicable procedures in the different management cycles.
These are mainly procedures concerning the procurement of goods and services, property
management (fixed assets, stocks), cash flow management (authorization to pay,
disbursement, cash flow monitoring and control), personnel management, etc.
The procedures will be used in the project implementation and will be supplemented, from a
financial management standpoint, by the Bank's Disbursement Rules and Procedures, which
will be applied to the mobilization and use of resources allocated under this project and which
will be presented at the project launching.
Cash Flow Management (including flows of funds and disbursement) : Since the funds
allocated to the project must be managed in accordance with the rules and procedures of the
Bank's disbursement handbook, and given the nature of the envisaged procurements of goods
and services, project disbursements will be released in accordance with the direct payment
method (for the procurement of goods and services and other expenditure with fairly high
costs) and the special account method (mainly for operating expenditure and minor items of
expenditure). AGRHYMET will, for that purpose and on behalf of the project and in
accordance with its financial regulations, open a special account in a bank considered
acceptable by the Bank.
Financial information and financial monitoring reports (FMR): The existing CILSS IMIS
(Integrated Management Information System) allows AGRHYMET to monitor the execution
of its annual budget and prepare its financial statements (AGRHYMET's “account
statements” and “joint account statements” for projects implemented at AGRHYMET).
This system will be used in project implementation to provide financial information in two
ways: (i) quarterly, with the preparation of financial monitoring reports (FMR), which will be
appended to activity reports that AGRHYMET will be required to submit to the Bank no
later than 45 days after the end of each quarter; (ii) annually, with the preparation of annual
XXVIII
financial statements (statements of source and expenditure of funds for the period and
cumulative statements, explanatory notes, special account reconciliation statement, and fixed
assets inventory). Specimens of these reports will be presented at project launching.
External Auditing: AGRHYMET annual accounts are required to be audited. These are
account statements which are its own, as well as those consolidated with the agreements and
projects implemented within it. For three years, these account statements have been audited
by ERNST & YOUNG. The 2014 audit was intended to start on 11 August 2015. The delay
taken in this activity is due to the late start-up of the process to recruit a new auditor, since
ERNST & Young's contract ended with the 2013 audit.
This mechanism will be used for the project. The auditor will audit the financial statements
listed above in compliance with the Bank's terms of reference. The project must submit its
audit report to the Bank no later than six (6) months after the closing date of the audited
financial year.
Financial Management Action Plan: In light of the foregoing, it is recommended that the
following action plan be implemented within the stipulated timeframe. The plan concerns
concrete actions and recommendations aimed at mitigating the project's fiduciary risk
identified during the project appraisal mission.
Actions to be Taken Timeline Responsibility
Open a special account with a commercial
bank acceptable to the Bank Prior to first
disbursement AGRHYMET
Build the financial management and
disbursement capacities of AGRHYMET
personnel
Launching mission AGRHYMET
ADB
Prepare the external audit terms of reference Launching mission AGRHYMET, ADB
Disbursement Action Plan: In order to mitigate the fiduciary risks identified during this
appraisal, it was also recommended to implement the following action plan as soon as
possible.
Actions to be Taken Timeline Responsibility
Submit specimen signatures of people
authorized to withdraw funds to the Bank At the latest, along with the
first disbursement request. AGRHYMET
Supervision Action Plan
The project will be supervised using a risk-based approach. With a risk level deemed
moderate, the financial management supervision mission will be undertaken on a yearly basis
as part of the sector supervision mission. If necessary, and in coordination with the Bank's
sector division, the fiduciary team could carry out financial supervision independently from
the sector supervisions. The financial management support plan will be based on risks,
particularly on the audit report of the annual financial statements, the internal control report
(letter to management), as well as on the appropriate monitoring of issues raised during the
project supervision missions.
XXIX
Period Focus Required
Skills
Estimated
Resources
Partners’
Roles
The first
12
months
Establish the financial management
mechanisms identified during the
appraisal mission.
Identify implementation issues at
project start-up.
Training of the Unit's staff.
1 FMS 1x 1 week
field visit N/A
12 - 36
months
Verify the functioning of the
financial management systems 1 FMS
2 weeks and 2
field visits
N/A
7. Fiduciary Risk Assessment Summary
The following table identifies the main project management risks that could affect the
achievement of its objectives. It defines the mitigation measures associated with the risks
identified.
Risk Type Initial Risk
Rating
Risk Mitigation Measures
Incorporated in the Project
Design
Implementatio
n Period
Condition
s
Precedent
Inherent Risk
Country Risk S Outside project scope N/A No
Executing Agency:
Delay in appointment of
project technical staff.
M Appointment of a project
technical manager
Prior to signing of
grant agreement Yes
Project
Actors unfamiliar with
financial management of
Bank projects
M
AGRHYMETH is currently
implementing one Bank project
(ISACIP) and projects financed
by other donors
N/A
No
Control-related risk
Budget
Delays in preparation of
integrated management
system for the project
M Effective parameterization of
module in the system
Prior to 1st
disbursement. No
Cash -Flow management
and Flow of Funds
Lack of familiarity with
disbursement rules and
procedures
M
Retraining of AFAU personnel in
the Bank's disbursement rules and
procedures.
During the
launching
mission.
No
Accounting
Inability to maintain
accounts and therefore
produce acceptable
financial statements
M
Retraining of AFAU personnel in
the Bank's financial management
and accounting rules and
procedures.
During the 1st
year of the project
No
XXX
Risk Type Initial Risk
Rating
Risk Mitigation Measures
Incorporated in the Project
Design
Implementatio
n Period
Condition
s
Precedent
Inherent Risk
Internal Controls
Inappropriate use of
Funds, lack of
transparency and
traceability
M
Effective implementation of
Financial Rules and
Administrative, Financial
Accounting Procedures Manual.
No later than 3
months after first
Disbursement
No
Financial Reports
Unreliable and delays in
preparation
M
Agreement on the format and
frequency of financial reports
during the launching phase.
Continuous support of Bank's
fiduciary teams.
Launching
Mission
Continuous
No
External Audit
Presentation of accounts
non-compliant with the
Bank's requirements
and/or time-barred
M
Selection of an external auditing
firm on a competitive basis no
later than three months before the
end of the accounting period
Submission of auditing terms of
reference for the Bank's prior
approval.
No later than 6
months after 1 st
disbursement
Continuous
No
Overall Risk: Moderate
Legend: H - High S - Substantial M - Moderate L – Low
XXXI
8. Financial Flows and Disbursements
The following figure shows the flow of project funds.
African Development Bank
Suppliers, Consultants, (Goods and services) and Third parties
Spécial Account
Rev
olv
ing F
un
d
Dir
ect
paie
men
ts
XXXIII
ANNEX 9: ONGOING PROJECTS AT AGRHYMET REGIONAL CENTRE
Applicant's Name: CILSS
Project Name: FSTP 2 Sector
Location Project
Cost
(EUR)
Role in
Project:
Coordinator,
Co-Applicant
Affiliated
Entity
Project
Donors
(name)1
Amount of
Donor's
Contribution
Dates (from
dd/mm/yyyy
to
dd/mm/yyyy)
CILSS/ECOWAS
member countries
7 000 000 Affiliated
Entity
EU 7 000 000 2011 – 2014
Project Objectives and Outcomes
Overall Objective (s): Food security of the poorest and most vulnerable groups in ECOWAS
member countries, Mauritania and Chad is improved and the countries are supported in
achieving the first MDG.
Specific Objective: Effective food security decisions and strategies are implemented by
strengthening regional and national actors responsible for the collection, analysis and use of
food security-related information.
Applicant's Name: CILSS
Project Name: GCCA Sector
Location Project
Cost
(EUR)
Role in
Project:
Coordinator,
Co-
Applicant
Affiliated
Entity
Project
Donors
(name)2
Amount of
Donor's
Contribution
Dates (from
dd/mm/yyyy
to
dd/mm/yyyy)
CILSS/ECOWAS
member countries
4 000 000 coordinator EU 4 000 000 2011 – 2014
Project Objectives and Outcomes
Overall Objective Help countries in CILSS and ECOWAS to address climate change with a view to achieving
the Millennium Development Goals (MDG).
Specific Objective Build the capacities of West African countries and regional stakeholders in order to help them
formulate and implement policies and strategies that mainstream climate change into
development plans and programmes
Applicant's Name: ECOWAS/CILSS
XXXIV
Project Name: PASANAO Sector
Location Project
Cost
(EUR)
Role in
Project:
Coordinator,
Co-Applicant
Affiliated
Entity
Project
Donors
(name)3
Amount of
Donor's
Contribution
Dates (from
dd/mm/yyyy
to
dd/mm/yyyy)
CILSS/ECOWAS
member countries
3 575 000 Affiliated
entity
AFD,
ECOWAS
3 575 000 2011 - 2015
Project Objectives and Outcomes
Overall Objective: Strengthen information systems and training opportunities with respect
to food security in WA (component No. 1)
Specific Objectives:
Support development of the harmonized framework;
Improve tools for monitoring markets, malnutrition and the household economy;
Develop medium and short-term training on food security and nutrition; and
Train CNSA staff.
Applicant's Name: ACMAD, AGRHYMET ICPAD, SADC-CSC
Project Name:
PAIIAC/ISACIP
Sector
Location Project
Cost
(EUR)
Role in
Project:
Coordinator
, Co-
Applicant
Affiliated
Entity
Project
Donors
(name)4
Amount of
Donor's
Contributio
n
Dates (from
dd/mm/yyyy
to
dd/mm/yyyy
)
CILSS/ECOWA
S member
countries
6 223 15
0 UC
Affiliated
Entity
African
Developmen
t Bank
UA
6, 223,150 2012 - 2015
Project Objectives and Outcomes
Specific Objectives Operationalize CLIMAT information system;
Build the capacities of 4 regional centres to provide services relating to their climate
change mandate;
Develop tools and services for users; and
Downscale climatic scenarios, scientific training, gender and communication.
XXXV
Applicant's Name: AGRHYMET
Project Name: MESA Sector
Location Project
Cost
(EUR)
Role in
Project:
Coordinator,
Co-
Applicant
Affiliated
Entity
Project Donors
(name)5
Amount of
Donor's Contribution
Dates (from
dd/mm/yyy
y to dd/mm/yyyy)
CILSS/ECOWA
S member
countries
2 500
000
Coordinator Intra-ACP
envelope under
EDF-11, regional
envelopes under
EDF-10 RIP for
SADC,
ECOWAS/WAEM
U, CEMAC and
ESA-OI
2 500 000 2014-2017
Project Objectives and Outcomes
Specific Objectives :
Provide improved and sustainable access of African stakeholders to earth observation data
and information at regional and national levels;
Strengthen policy and development frameworks to ensure active and lasting participation of
African stakeholders in initiatives concerning earth observation for the environment and
security; and
Build up knowledge of African stakeholders in information relating to earth observation
(sources, uses, limitations, and implications) with a view to obtaining long-term benefits;
Three services will be developed:
- “crops” service;
- “pastoral farming” service; and
- “bushfire” service.