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Ministry of Local Government and Provincial Councils

Pura Neguma
Local Government Enhancement Sector Project

Sub-Project Selection and


Approval
Reference Manual for
Project Staff

Project Management Unit


Local Government Enhancement Sector Project
27/2, Rosmead Place, Colombo 07, Sri Lanka

Pura Neguma (Local Government Enhancement Sector Project)


Simplified Sub-Project Selection and Approval Manual for Project Staff
Procedure

Responsibility

Step 1
a) Collect the list of Sub-Projects recommended by the PPTA consultants and
the pre-feasibility reports of PPTA consultants form PMU.
b) Simultaneously go through the Project Documents PAM / RRP / Main Report
- PPTA consultant and related documents in the Project Website
www.puraneguma.lk for understanding project procedures.
c) If the present list of sub-projects is changed / differs from the one given by
PPTA Consultants, please obtain / present the justification and send it PMU
for obtaining clearance of the revised list from ADB. Please ensure that the
revised list is as per Eligible Criteria (Annexure 1 - Eligibility Criteria)

SPCUs

d) Finalize the Pre-feasibility report in accordance with the final list.


e) Finalize the Reform plan for the Pradeshiya Sabha (PS) with the Local
Authority (copy of an example reform plan forwarded to SPCUs )
f) Get the Solid Waste Management Action Plan approved by the Pradeshiya
Sabha (Solid Waste Management Action Plan is being prepared by
NSWMSC Please obtain a copy from NSWMSC)
g) Obtain the initial forecast of the Local Authority Finance .

Step 2
Coordinate with the Pradeshiya Sabha to pass a resolution on accepting to
implement the priority sub projects and apply for financial assistance from
LGESP. The resolution attached to request / application will need to indicate:
1. Priority list of sub projects.
2. Commitment to implement the reform plan and Solid Waste
management Action Plan along with copy of the Plans
3. Initial forecast of local authority finance
4. Request for Technical Assistance for preparation of DPR and other
necessary documents for implementation of the Project.

LA
(Coordination
by SPCUs)

( Annexure 2 - format of Resolution 1 of PS)

Step 3
SPCU will review the above resolution and request for assistance under
LGESP of PS together with the copies of above documents and confirm the
coherence with provincial Physical development plan and submit to PMU
through the Chief Secretary after obtaining the sanction from Provincial
Steering Committee along with the Check list for the Reform Plan.
( Annexure 3 - Format of the SPCU letter to PMU)
(Annexure 4 Format of Check List for Reform Plan)

SPCU

Step 4
PMU will review the request in regard to conformity with the agreed criteria

PMU

(PMU/SPCU staff shall visits LAs, if required to confirm the appropriateness)

Step 5
The PMU will provide its recommendation to the Ministerial Committee for
principal approval of (i) subprojects along with relevant funding; (ii) Reform
Plan of the PS; and (iii) Solid Waste Management Action Plan and for
clearance to proceed with feasibility study and detailed design after screening
the appropriateness of the sub projects

PMU

Step 6
The Ministerial Committee, after review, will provide the necessary approvals
for the recommendations of PMU for above documents.

Ministerial Committee

Step 7
PMU will confirm the grant to the respective Pradeshiya Sabha subject to the
special terms and conditions to be agreed by the Pradeshiya Sabha council
with a copy to SPCU.
(Annexure 5 - Format of PMU sanction letter including
conditions)

PMU

terms and

Step 8
SPCU will then instruct the DSC to prepare the Feasibility Report and if the
Project is feasible, prepare the Detailed Project Report (DPR) with detailed
engineering design, Bill of Quantities, Structural Drawings of sub projects and
bid documents. The SPCU would review these after preparation and would
prepare certain checklists to confirm review.

DSC/SPCU

(Annexure 6 Check lists for (i) Feasibility Report; (ii) Sector Specific
issues and (iii) Check Lists for Detailed Design)

Step 9
If DPR is satisfactorily prepared, SPCU shall send a request to the respective
Pradeshiya Sabha to endorse the project through council resolution.

LA/SPCU

( Annexure 7- Format for 2nd Resolution of Pradeshiya Sabha)

Step 10
SPCU will obtain the sanction of PSC and request the PMU with the extract of
the above resolution and entire sets of following documents
For final endorsement.
1. (a) Detailed feasibility and detailed design (Feasibility: Technical,
Economical and financial including updated financial forecast, sub
project safeguards, and output of consultation and participation for this
stage of work)
(b) cost estimate including bill of quantities

SPCU

2. Bid documents
3. Recommendation of Provincial Steering committee and procurement
committee
4. Council Resolution approving DPR and agreeing to terms and
conditions of grant.
5. Statutory approvals required
6. Various checklists as provided vide Annexure 6
(Annexure 8. Format of the letter from SPCU to PMU on approval of DPR
and Bid Documents )

Step 11
PMU will review the submissions of the SPCU as per Annexure 8 and after
finalization recommend the approval to the Ministerial Committee. The
Ministerial Committee review the recommendations of PMU and approve the
DPR and Bid Documents

PMU / Ministerial
Committee

Step 12
PMU will issue the letter of sanction to implement the subprojects along with
costs to the Pradeshiya Sabha through the SPCUs.
(Annexure 9 Sanction Letter of the PMU to Pradeshiya Sabha)

Annexure 10 - The Flow chart of the entire procedure


General Points to be considered:
Note1: It should be ensured that the Sub-project selected for implementation to be proposed in the town
identified of the respective Pradeshiya Sabha.
Note 2:The Consultation and Participation Plan as given in Appendix 5 of the Project Administrative
Memorandum of the project (published in Project Website www.puraneguma.lk) to be followed
while identifying, Finalizing the Projects and Designs. Attached as Annexure 11 to this manual
Note 3: In case of Land Acquisition, proper resettlement plan to be prepared and got approved by ADB
before bidding for works.
Note 4: The Gender Action Plan as given in the Project Administration Manual is followed.
Note 5: Safegaurd documents and reports to be prepared as required
Note 6 Standard Bidding Documents to be used for the Project are published in the website and they
may be used. The Project has decided to adopt the procedure of Single Stage Two Envelope
Procedure for bidding of Civil Works and Goods.
Note 7: Any additional information would be given along with additional circulars / letters and the same to
be followed and appended with this Manual.
Note 8: This manual will not shortcut any other procedures required to be followed and the SPCUs to
follow all the required procedures for example obtaining of Procurement Committee approvals
etc.
Note 9: This manual is a dynamic document would be updated regularly as and when required.

Note 10: Most of the circulars / instructions would be provided in the website and the project staff should
be viewing the website regularly
Note 11: Procurement Details
1. Project Procurement Thresholds

1.

Except as the Asian Development Bank (ADB) may otherwise agree, the following process
thresholds shall apply to procurement of goods and works.
Procurement of Goods and Works
Method

Threshold

International Competitive Bidding (ICB) for Works

$3,000,000 and above

International Competitive Bidding for Goods

$500,000 and above

National Competitive Bidding (NCB) for Works

Below $ 3,000,000

National Competitive Bidding for Goods

Below $ 500,000

Shopping for Works

Below $100,000

Shopping for Goods

Below $100,000

2. ADB Prior or Post Review

2.

Except as ADB may otherwise agree, the following prior or post review requirements apply to the
various procurement and consultant recruitment methods used for the project.
Procurement Method

Prior or Post

Comments

Procurement of Goods and Works


ICB Works

Prior

ICB Goods

Prior

NCB Works

Post

NCB Goods

Post

Shopping for Works

Post

Shopping for Goods

Post

Prior review for first two


subprojects
in
each
subsector

Recruitment of Consulting Firms


Quality- and Cost-Based Selection (QCBS)

Prior

Quality-Based Selection (QBS)

Prior

Other selection methods: Consultants Qualifications


(CQS), Least-Cost Selection (LCS), Fixed Budget (FBS),
and Single Source (SSS)

Prior

Recruitment of Individual Consultants


Individual Consultants

Prior

Note 12: Coding System to be used in the Project.


For uniformity the nomenclature and for easy understanding of all Project Stake holders, the Project has
developed coding system for Pradeshiya Sabhas, Provinces, Sectors and Package and Bid Invitation
Numbers.

The codes proposed to be used for the Local Authorities are given vide Annexure 13
The codes proposed to be used for Provinces and Sectors are provided in Annexure 14
The coding procedures for package numbers and Bid Invitation Numbers are provided in Annexure 15
This procedure manual covers the main points and not necessarily exhaustive. It is required that
the Project Staff would study the Project Documents like PAM / RRP, Main Report of PPTA
consultants, Loan Agreement Conditions with ADB and other relevant documents for following
the Project Procedures.
Abbreviations
PAM

- Project Administration Memorandum

RRP

- Report on Recommendations to the President (ADB)

PPTA Main Report

- PPTA consultants main report.

DSC

- Design and Supervision Consultants

PS

- Pradeshiya Sabha

LA

- Local Authority

DPR

- Detailed Project Report

FS

- Feasibility Report

SPCU

- Sub Project Coordination Unit

PMU

- Project Management Unit

PSC

- Provincial Steering Committee

LGESP

- Local Government Enhancement Sector Project

ADB

- Asian Development Bank

Annexure 1
Eligible Sub-Projects Pura Neguma (Local Government Enhancement Sector Project)
The eligible subsectors of the Project are as follows:
(i)
(ii)
(iii)
(iv)

Environmental infrastructure water supply and sanitation (including sewerage),


drainage, and solid waste management
Economic infrastructure roads and bridges, including suspension bridges
Public health infrastructure maternity and health-care centers
Other local authority facilities public markets

To strengthen the focus of the project, other facilities under the responsibility of local authorities,
such as local authority office buildings, libraries, and crematoriums, will be approved only under
special circumstances and if clearly justified.
Some Guidelines
1. Please select sustainable subprojects
2. Subproject with less negative environmental and social impacts
3. Try to avoid subprojects which involves resettlement
4. Some Terms :
a. Commitment to reform actions. Priority action should be to improve waste
management services and in streamlining taxation systems.
b. Demonstrate financial capacity towards O&M of the facility/ infrastructure created
c. Economic returns greater than 12% or returns greater than opportunity cost of
capital
d. Approved project costs with resources committed for activities such as
resettlement if any.
e. Discourage building construction subprojects
f. Select roads and bridges based on the priority (usage, condition etc) Selected
roads to be rehabilitated entirely. No pieces and small portions.
g. Pola Can select Weekly Pola not commercial complex nor super markets
h. Discourage procurement of machineries (if selected, provide proper justification)
i. Ensure ownership of all the asset to be created and ownership of the proposed
lands is with the PS
5. Water, Sanitation, Drains and Solid Waste Management
a. LA must have a SWM action plan in order to obtain fund
b. Select Water & Sanitation subprojects based on number of beneficiary,
availability of sustainable source and the capital cost ensure the capacity of the
LA to operate and maintain

Annexure 2
(Specimen format of Resolution No. 1 to be adopted by Pradeshiya Sabha in respect of
obtaining grants for implementing subprojects under Pura Neguma (LGESP))
Adoption of the resolution to decide on the implementation of the sub projects identified under
the Local Government Enhancement Sector Project (Pura Neguma) (LGESP) ,financed by the
Asian development Bank , at ..Pradeshiya Sabha.
By virtue of the power conferred by the Pradeshiya Sabhas act No. 15 of 1987; the council
hereby resolves to implement the Priority sub projects as given in the following schedule.
Proposed sub projects

Estimated allocation of funds (Rs)

The Pradeshiya sabha hereby requests Ministry of Local Government and Provincial Council to
allocate a grant of Rs.million to implement the priority sub projects in
accordance with the policy of the LGESP.
The Pradeshiya Sabha agrees that any expenditure over the allocated project funds needed to
complete the sub-projects will be met by the Pradeshiya Sabha and If the subproject award cost
exceeds the allocated funds, Pradeshiya Sabha will meet the excess amount first before
releasing the grants of the Project.
The council commits to initiate reform actions in as identified in the approved Reform Plan and
endeavor to achieve all the performance targets.
The council also commits to implement Solid Waste Management Action plan approved by its
council.
The council agrees that if the council changes the subprojects after passing the resolution or
after issuing the letter, they will have to pay the cost incurred in the design (all designs survey,
architectural, structural etc.) and preparation of bidding documents.
The council commits to allocate resources for operation and maintenance of the facility created
under the project and the council requests the project (PMU) to provide assistance through
appropriate consultancy services for design of the sub project; advisory support in achieving
reform targets and in financial performance enhancement measures.
Attachments
1. A. Priority sub projects with concept plan
2. Reform plan agreed
3. Solid Waste Management Action Plan agreed
4. Local authority financial forecast.

Annexure 3
(After obtaining the Council resolution 1, SPCU shall send the following recommendation
with the sanction of the Provincial Steering Committee through Chief Secretary.)
To,
Project director
LGESP Project

Date:

Sub: SPCU recommendation for granting financial assistance for sub projects for ______
Pradeshiya Sabha
SPCU has reviewed and assessed the request made by ................................Pradeshiya Sabha with the
resolution passed on............................to implement the sub projects in the territory and confirms that the
sub projects are in accordance with the agreed criteria and that this Pradeshiya Sabha has agreed to
support O&M of assets created and recommend approval of grants for the following subprojects
Category

Name of the sub project

Grant Allocation
Recommended.

1. Environmental
infrastructureWater
supply
and
sanitation(Including Sewerage),
drainage
and solid
waste
management
2. Economic
infrastructure-Road
and
bridges,
including
suspension bridges
3. Public
health
infrastructureMaternity and health care
centers
4. Other local authority facilities
Total Grant Recommended
The SPCU will review as a minimum on a quarterly basis, the progress on reform actions.
The following documents are submitted herewith for approval and confirmation for the reform plan by
ministerial committee.
1.
2.
3.
4.
5.

Council resolution with necessary attachments


Accepted reform plan
Accepted Solid Waste Management Action Plan
Pre-feasibility Report
Financial forecast of the Sabha.

PMU is requested to get the Grant of Rs. ___ Mn approved by the Ministerial Committee

Provincial Project Director.


______Province

Annexure 4
Reform Checks (see sample reform plans for detailed actions, base line and time line) To be submitted by SPCUs
Sample Activities
I, Improving Service Delivery
Solid Waste Management
1
IEC program implementation for
source segregation and promotion of
recycling

Install a waste recycling and recovery


facility (identification of suitable site)

Promotion
of
household
or
community
level
composting
(tons/day of waste composted)

Door-to-door collection in township


areas
(Percentage
population
covered)
Project proposal

Water Supply and Sanitation


Introduction/ revision of water tariff to
at least cover full cost of operation
and maintenance

Minimum
Requirements

Actions/ Checks

Commitment
of Does the report cover
funding
for Overall plan
commencement of IEC plan,
activities
agreement with CLG and
means of financing
Initiation of solid Does the plan include:
waste
Improvement in source
management
segregation
improvement
Improvement of collection
and transportation
Treatment system
Construct a residual landfill
Does the report conclude
its feasibility? If Yes Action
Plan including means of
financing
Commence
door-to-door
collection in high density
areas.
Linked to Action plan (1)
above

Procurement of
Compactor truck

Distribution of compost
bins to selected areas
Clear
demonstration of
sustainability
of
tariff
(if
water

Tariff proposal in place


Bye law to be notified

Ye
s

No

Remarks

Communities
covered

Reporting

Semi Annual

Semi Annual Increased


collection area
quantum
of
waste recycled
Households
covered
Compost plant in
operation
Semi Annual

check
%
population
covered
Improved
collection areas

Annual
Report on activity /
facility performance
LA will seek funds from
other sources

Source
level
segregation
in
streamline

Appropriate level
of tariff
established.

One time Bye law on


tariff notification
Annual

statement

of

Sample Activities

Minimum
Requirements

Actions/ Checks

Ye
s

No

Remarks

supply is operated
by local authority)
2

Periodic testing of water quality


(times/day, month)

Has the agreement been


signed with PHI/ private
agency on testing

Improvement of collection efficiency


(Percentage of bills collected)

Plan/ actions to improve


billing including
computerization of data
base
Issue By-Law to include
mandatory installation of
septic tank/ soak pits to
avail of water connections.
Sub project reports present
Construction of toilets in

Pola markets

Multi purpose
buildings and

terminals?
Does
IEC
for
SWM
includes general sanitation
aspects as well as health
and hygiene?

Development of public sanitation


facilities that take account of the
needs of women, children, and
disabled

Health and
programs in
schools

hygiene education
communities and/or

Roads and bridges


Improvement of roads system

Improvements
/
new formations to
serve markets and
facilities.

Does
feasibility
report
reflect
priorities
and
connect
markets/
facilities ?
Medium
term
task
preparation
of
road
inventory initiated ?

Daily
at
the
treatment plant
and monthly at
taps

Reporting
water accounts as part
of budget.
Consolidated monthly
into Semi Annual
Annual tariff collection
and balance statement
presented as part of
budget.
One time
bye law
notified and annual
installation
of
new
septic tanks

Functional toilets
constructed

Report on completion
of works

Annual

Roads- prioritized
baseline
information

Annual

***
beneficiary
population
Baseline of travel
time to facilities

Local authority facilities


Improvement of public
facilities

market

Design and
construction of the
market improvement
Operation of the
markets

Improved polas

Semi Annual

Notification
of
completion and
O&M
O&M plan in

Subproject is proposed
for support under the
project.

Sample Activities

Minimum
Requirements

Actions/ Checks

Social services
Improvement of health,
computer services etc

library,

Develop revenue and


O&M plan

Design
proposals
for
facilities in place
Do they reflect gender
priorities?

(ii) Streamlining taxation, licensing, and approval systems and processes:


Revenue management
Development of fiscal database of
Is the approval from PMU
assessment, licenses and trade
for support for this
establishments, and introduction of
activity place ?
computerised billing system
Has the LA nominated a
nodal officer for this
activity.
Action plan for completion
fiscal database of
assessment, licenses
and trade
establishments, and
introduction of
computerised billing
system in place?
Revenue enhancement in the medium-term
A series of measures to increase the Putting in place Is the action Plan for
revenue from assessment tax (e.g. measures
for assessment tax in place?
expand or declare built areas, medium-term
Check if time includes
increase assessment rate, and/or revenue
actions for
valuation of property by the Valuation enhancement

land survey
Department) (collected assessment
Notification of built up
tax)
areas and requests for
valuation

Demand and
collection targets for
next three years
Measures to increase revenue from
Action Plan// activities in
other sources (rentals, licenses, court
place
to
Introduce
fines, etc)
Business Tax

Ye
s

No

Remarks
place
resource
allocated

Reporting
and

New library
Office and
and auditorium in
operation

Completion report and


end user surveys by
PMU.

Completion
databases

of

Action Plan and annual


progress report

Increase the own


source revenue
by **% annually.

Presentation
of
Demand
Collection
Balance Statement as
part of Annual Budget

Target
Collection

**%

Confirmation
by
Valuation Department

Trade
license
and Business tax
revenue of SLR

Annual (Revenues) and


List
of
additional
establishments in the

Sample Activities

Preparation of financial projections


for both revenue and expenditure for
the next 5 years

Process re-engineering
Review of the tax, licensing and
approval procedures and simplifying
the procedures

Minimum
Requirements

Actions/ Checks

Is the plan to decide on


rents for the Pola to be
constructed under LGESP?
Attach council resolution
and
Bye
law
on
annual
revisions of rent
Demonstration
Financial forecast in place
that
the
total
and assumptions are
revenues
will
reasonable?
cover the total
expenditures
in Provisioning
for
O&M
the medium-term
reflected in the forecast?

Commitment to implement
the process re-engineering
measures
council resolution and
nomination of nodal
officer
(iii) Ensuring the effective management of infrastructure/facilities
O&M Plan
O&M plan to effectively manage the
O&M plan that
As part of Report check
assets of local authority (Percentage
demonstrates a
for
facility
operation
allocated for O&M out of total
mechanism
to
actions and O&M plan
expenditure)
ensure adequate
including cost estimate
budget allocation
for
O&M
of
Annual budget allocation
infrastructure and
for O&M as part of
facilities,
forecast
including
those
In place
proposed by the
local authority
Establishment of a separate unit to
Outline of an
Subject to sub projects
operate the system (e.g. water
institutional
proposed and need.
supply)
arrangement for
O&M
Is the plan to establish
separate units including
recruitment plan for

Ye
s

No

Remarks

Reporting

**

tax net

Bye law on rents


and increases

Annual
Performance
and bye law

Achieve
***%
annual increase

Revenue
will
exceed
expenditures.

Clear commitment
to simplify the
procedures

Annual Forecast VS
actual

Council
Resolution
passed.
Await guidance from
PMU on schedule of
program
implementation

* % of total
expenditure
allocated
for
O&M

Annual

Units
established and
operational

Annual- establishment
of unit and necessary
orders appended.

Sample Activities

Minimum
Requirements

Actions/ Checks

Ye
s

No

Remarks

Reporting

Water supply
SWM- composting in
place.
Is the time schedule
reasonable?
1

1
2
3

Staff capacity
Development of staff recruitment and
human resources development plan
(iv) Improving systems and management
Accounting
Establishment
of
automated
accounts
Separate presentation of water
accounts as part of the budget
Completion of audit of accounts by
June of subsequent year

Preparation
of
final account for
2010

Organizational structure
Proposal for establishing functional
organisational structure
Inclusive and participatory planning
Preparation of development plan and Demonstration of
medium term development plan participatory
through participatory process
planning
processes through
minutes
of
meetings,
committee
representation etc.

See above
Request to CLG for

Appointment
notification

Nominate
Staff
for
coordination
Prepare
separate
statements for water supply
activity.
Certificate of completion of
accounts and audit

Annual

Action
Plan
and
commitments form CLG for
support.
Do the consultation plans
reflect
the
process
requirements?

Annual report on water


supply operations
Submission
of
final
audited
account by June
of
subsequent
year

Annual

Structure change
and appointment
of qualified staff

Annual

Development
plan prepared

Copy of NotificationSubject to Amendment


to the Pradeshiya
Sabhas Act.

A representative in
all committees

Annual reporting on
participation, especially
of women in planning

Council resolution in place


on inclusivity in committee
as per GAP?

Administration
1

Enhancement of citizens (including


women) participation in local
authority
committees
(finance,

Appoint
a
womens
representative in all the
committees
of
the

Sample Activities
environment)
members)
2

Minimum
Requirements
(Percentage

of

Development of a grievance redress


mechanism
Office computerization
Commitment to computerizing office
functions,
including
separating
consumer services and basic office
function.

Actions/ Checks

Ye
s

No

Remarks

pradeshiya sabhas
Appoint
a
responsible officer

Notification of citizens
charter in the PS
Action plan and
request to MLGPC for
support attached?

Reporting
meetings.

Officer appointed

Complete activity

Define schedule in
consultation with PMU.

Nodal officer nominated?


2

Establishment of a zonal office.

Project report and plan


reflects needs of zones?

Communicate decision
as part of annual
reform plan monitoring.

Annexure 5
(Format of Letter Sanctioning Grants under Pura Neguma)
Dated**/**/****.
Chairperson,
Pradeshiya Sabha
Province
Through SPCU ............... Province
Dear Sir / Madam,
Sub: Sanction of Grants under LGESP
Ref:
Please refer to your application / letter / resolution and the subsequent correspondence in regard
for financial assistance under Pura Neguma (Local Government Sector Enhancement Project)
for SLR ........... Million.
The PMU is pleased to inform the approval of the MLGPC, to provide to your sabha the following
financial assistance:
Grant amount from LGESP project: SLR.................................Million for implementation of the
following projects.
Sl.
N
o

Name of the Project

Grant Allocation

The Grant is subject to the terms and conditions as detailed below:


Terms and Conditions of Grant:
1) The Pradeshiya Sabha (PS) shall implement the Project within the overall project grant of SLR
___ Million (the Project Cost) and in accordance with the financing plan (the Project financing
plan) both as agreed to between The PS and GoSL (PMU/SPCU).
2) GOSL shall have the right to conduct a review of the Project anytime during and after the
implementation of the Project.
3) The PS shall obtain all the necessary statutory approvals from its council and pollution
clearance and other clearances from the Government.
4) Necessary arrangements for tying up the additional finances for implementation of the project
shall be made by the sabha as necessary.
5) The PS shall undertake to make all necessary arrangements for shifting of services/utilities to
the satisfaction of GoSL before the disbursement of the grants.
6) The PS shall obtain approvals for detailed design from ADB/GOSL and other statutory
authorities before the commencement of work as required.

7) The PS shall contribute additional costs / cost over runs / excess award cost / excess cost due
to variation, delay in implementation and increase in prices and other reasons if any to ensure
completion i.e. The Pradeshiya Sabha shall agree that any expenditure over the allocated
project funds needed to complete the sub-projects will be met by the Pradeshiya Sabha and If
the subproject award cost exceeds the allocated cost, Pradeshiya Sabha will meet the excess
amount first before releasing the grants of the Project.
8) The PS undertakes to provide progress reports on Reforms and financial performance during
the implementation of the project in the format specified.
9) GoSL or its representatives and ADB would reserve the right to inspect the implementation of
the project any time during the construction stage and subsequent also and provide
suggestions for incorporation in the scope of the project, if deemed fit.
10) The PS shall implement the project according to the Environmental and Social safeguard
guidelines prescribed under the .Resettlement Framework (RF) indegeneous Peoples Planning
Framework(IPPF) for this project and Environmental Assessment and Review Framework
(EARF)
11) Gender Action Plan to be implemented and Consultation and Participation Plan at all stages of
sub project identification, design, implementation, monitoring and operation and monitoring to
be assured.
You are requested to submit the Feasibility Report, Detailed Design Report and Bidding Documents along
with the resolution on accepting the terms and conditions of the grant as detailed above.

Yours faithfully,
Project Director

Annexure 6
I. Checklist for Feasibility Report to be submitted by SPCUs
i.
ii.

Check conformity with pre-feasibility studies


The designs shall conform to relevant/ latest applicable National Standards and CEA requirements. Wherever such
standards are not available, appropriate standards shall be followed in discussion with the PMU and indicated in the report.
Theme/ Aspect

i.
a.
b.

d.

Chec
k
Yes

Remarks
No

Subprojects identified are as per eligible Sectors

Please see Appendix on Criteria for additional


clarifications Sub projects in these category will be
approved under special circumstances if need and
justified

Environmental infrastructure water supply and sanitation (including


sewerage), drainage, and solid waste management
Economic infrastructure roads and bridges, including suspension
bridges
Public health infrastructure maternity and health-care centers
Other local authority facilities public markets, Multi Purpose Building,
Development of weekly fair and Pola including sanitation

ii.
iii.

Resolution confirms acceptance to Reform Plan and


financial forecast?
Does the project reflect community priorities/
Development plan priorities

Has LA completed agreement with CLG on the SWM


plan, priority actions and statement of means of
financing?
v.
For each Sub project- feasibility report Includes
a. Existing situation assessment
b. Demand assessment and need
c. Design horizon- as per national standards
d. Technical feasibility

Ascertained through on-site consultations with


communities in accordance with the consultation
and participation plan developed for the project,
and other participatory tools such as rapid
appraisal and participatory learning and action,
which allow rapid assessment of community needs
and priorities.
Check for each category of sub projects and
summary reports of consultation to reflect
priorities/ views and how they have been
addressed in design
Check if key reform actions listed in SWM and
check list match.

iv.

See I&III below for additional checks

e.

i.

topographical

survey

with

reference

to

Theme/ Aspect

i.
a.
b.

d.

Subprojects identified are as per eligible Sectors

Environmental infrastructure water supply and sanitation (including


sewerage), drainage, and solid waste management
Economic infrastructure roads and bridges, including suspension
bridges
Public health infrastructure maternity and health-care centers
Other local authority facilities public markets, Multi Purpose Building,
Development of weekly fair and Pola including sanitation

ii.

Resolution confirms acceptance to Reform Plan and


financial forecast?
Does the project reflect community priorities/
Development plan priorities

iii.

f.

including least cost solution alternative, taking into


consideration the need to meet reasonable increases in
demand
The equipment, material, and other resources as required
can be acquired in or transferred to, the subproject
location without unreasonable obstruction or delay.
Financial state of local authority

Chec
k
Yes

Remarks
No
Please see Appendix on Criteria for additional
clarifications Sub projects in these category will be
approved under special circumstances if need and
justified

Ascertained through on-site consultations with


communities in accordance with the consultation
and participation plan developed for the project,
and other participatory tools such as rapid
appraisal and participatory learning and action,
which allow rapid assessment of community needs
and priorities.
Check for each category of sub projects and
summary reports of consultation to reflect
priorities/ views and how they have been
addressed in design
specified datum as required for the service up
gradation;
ii.
Analysis of choice of technology for the sub
projects
iii.
social impact assessments of proposed
development including land acquisition and its
financial implication,
iv.
Environmental assessment baseline reports
Finance of LA: Check if growth rates of forecast
realistic, factors revenue enhancement measures
as agreed to from subprojects (see Reform Plan
(ii)
and provides for O&M of new assets
The LA forecast will be the basis for monitoring of
performance

Theme/ Aspect

i.
a.
b.

d.

Subprojects identified are as per eligible Sectors

Environmental infrastructure water supply and sanitation (including


sewerage), drainage, and solid waste management
Economic infrastructure roads and bridges, including suspension
bridges
Public health infrastructure maternity and health-care centers
Other local authority facilities public markets, Multi Purpose Building,
Development of weekly fair and Pola including sanitation

ii.
iii.

Resolution confirms acceptance to Reform Plan and


financial forecast?
Does the project reflect community priorities/
Development plan priorities

g. Adequate budgetary allocation for O&M made in the


forecast ?
h. Economic and financial returns..

Chec
k
Yes

Remarks
No
Please see Appendix on Criteria for additional
clarifications Sub projects in these category will be
approved under special circumstances if need and
justified

Ascertained through on-site consultations with


communities in accordance with the consultation
and participation plan developed for the project,
and other participatory tools such as rapid
appraisal and participatory learning and action,
which allow rapid assessment of community needs
and priorities.
Check for each category of sub projects and
summary reports of consultation to reflect
priorities/ views and how they have been
addressed in design
Check if confirms with ADB guidelines
Check provision in financial forecast as outlined
above and ensure this aspect reflected as an
action inn the Reform Plan
A return of at least 12% quantifying benefits clarify
sector where required. Economic analysis will be
required for subprojects such as Water supply,
Sanitation, Drainage, Roads and Bridges, Bus
Terminals. It would not be required for office
complexes/ community facilities.
Financial; Analysis, if it is a water supply sub
project or a Pola a financial analysis of sub project
will be necessary.
Ensure confirmation with ADB guidelines

Theme/ Aspect

i.
a.
b.

d.

Subprojects identified are as per eligible Sectors

Environmental infrastructure water supply and sanitation (including


sewerage), drainage, and solid waste management
Economic infrastructure roads and bridges, including suspension
bridges
Public health infrastructure maternity and health-care centers
Other local authority facilities public markets, Multi Purpose Building,
Development of weekly fair and Pola including sanitation

ii.

Resolution confirms acceptance to Reform Plan and


financial forecast?
Does the project reflect community priorities/
Development plan priorities

iii.

i.

Chec
k
Yes

Remarks
No
Please see Appendix on Criteria for additional
clarifications Sub projects in these category will be
approved under special circumstances if need and
justified

Ascertained through on-site consultations with


communities in accordance with the consultation
and participation plan developed for the project,
and other participatory tools such as rapid
appraisal and participatory learning and action,
which allow rapid assessment of community needs
and priorities.
Check for each category of sub projects and
summary reports of consultation to reflect
priorities/ views and how they have been
addressed in design

Safeguards1
Involuntary Resettlement.
Has the initial screening completed
Do subprojects assessed to have significant
resettlement impacts

1 Indigenous peoples. SPCUs and local authorities will screen indigenous peoples impacts of proposed subprojects. Subprojects
assessed to have significant impacts on indigenous peoples will not be undertaken. Subprojects having indigenous impacts which: (i)
involve commercial development of the cultural resources and knowledge of indigenous peoples, (ii) physical displacement from
traditional or customary lands, and (iii) commercial development of natural resources within customary lands under use that would
impact the livelihoods or the cultural, ceremonial, or spiritual uses that define the identity and community of indigenous peoples will
not be undertaken. For subprojects having indigenous peoples impacts, an indigenous peoples plan will be prepared following the
indigenous peoples planning framework agreed upon between ADB and the government

Theme/ Aspect

i.
a.
b.

d.

Subprojects identified are as per eligible Sectors

Environmental infrastructure water supply and sanitation (including


sewerage), drainage, and solid waste management
Economic infrastructure roads and bridges, including suspension
bridges
Public health infrastructure maternity and health-care centers
Other local authority facilities public markets, Multi Purpose Building,
Development of weekly fair and Pola including sanitation

ii.
iii.

Resolution confirms acceptance to Reform Plan and


financial forecast?
Does the project reflect community priorities/
Development plan priorities

If no, Is the land ownership confirmed

Chec
k
Yes

Remarks
No
Please see Appendix on Criteria for additional
clarifications Sub projects in these category will be
approved under special circumstances if need and
justified

Ascertained through on-site consultations with


communities in accordance with the consultation
and participation plan developed for the project,
and other participatory tools such as rapid
appraisal and participatory learning and action,
which allow rapid assessment of community needs
and priorities.
Check for each category of sub projects and
summary reports of consultation to reflect
priorities/ views and how they have been
addressed in design
i.
ii.
iii.

If yes, are there any affected population requiring


involuntary resettlement?.

iv.

Check if ownership certificate appended


to PFR/DFR if own land
If voluntary donation, ensure completion
of documents as in the RF (Appendix 2)
Check for necessary orders from the
department/ provincial government if
transferred from other agencies
If required, prepare Resettlement Plan as
per RF:
Initial screening (Appendix 4 of RF)
Based on design assess affected people
Census survey (Guidelines Appendix 5 of
RF)
Matrix for Consultation, Participation, and

Theme/ Aspect

i.
a.
b.

d.

Subprojects identified are as per eligible Sectors

Environmental infrastructure water supply and sanitation (including


sewerage), drainage, and solid waste management
Economic infrastructure roads and bridges, including suspension
bridges
Public health infrastructure maternity and health-care centers
Other local authority facilities public markets, Multi Purpose Building,
Development of weekly fair and Pola including sanitation

ii.
iii.

Resolution confirms acceptance to Reform Plan and


financial forecast?
Does the project reflect community priorities/
Development plan priorities

Environmental
a. Environmental
assessment
undertaken
for
all
subprojects?
b. Do the sub projects have adverse impacts?
c. For subprojects having environmental impacts is the EIA
and EMP complete?

Chec
k
Yes

Remarks
No
Please see Appendix on Criteria for additional
clarifications Sub projects in these category will be
approved under special circumstances if need and
justified

Ascertained through on-site consultations with


communities in accordance with the consultation
and participation plan developed for the project,
and other participatory tools such as rapid
appraisal and participatory learning and action,
which allow rapid assessment of community needs
and priorities.
Check for each category of sub projects and
summary reports of consultation to reflect
priorities/ views and how they have been
addressed in design
Disclosure (RF Table 3):
Prepare Resettlement Plan
Check IEE and compliance with project EARF ,
Check if environmental assessment report has
been appended and in compliance with EARF and
CEA requirements.

Theme/ Aspect

i.
a.
b.

d.

Subprojects identified are as per eligible Sectors

Environmental infrastructure water supply and sanitation (including


sewerage), drainage, and solid waste management
Economic infrastructure roads and bridges, including suspension
bridges
Public health infrastructure maternity and health-care centers
Other local authority facilities public markets, Multi Purpose Building,
Development of weekly fair and Pola including sanitation

ii.
iii.

Resolution confirms acceptance to Reform Plan and


financial forecast?
Does the project reflect community priorities/
Development plan priorities

Sample checks
d. Proposed facilities are not in watershed areas or along
the flood plain
e.Water supply sources is not in the buffer zones of reserves
f. Appended list of trees to be cut and the variety and
alternative measures to ensure additional plantations as
per law.
g. Does this involve any rock blast, excessive earth work
ensure permissions required at listed and safeguards
ensured as part of contract.

Chec
k
Yes

Remarks
No
Please see Appendix on Criteria for additional
clarifications Sub projects in these category will be
approved under special circumstances if need and
justified

Ascertained through on-site consultations with


communities in accordance with the consultation
and participation plan developed for the project,
and other participatory tools such as rapid
appraisal and participatory learning and action,
which allow rapid assessment of community needs
and priorities.
Check for each category of sub projects and
summary reports of consultation to reflect
priorities/ views and how they have been
addressed in design
If No, check EIA

If yes, then will require CEA clearance


Check attachments
Check for attached permissions and EIA

Theme/ Aspect

i.
a.
b.

d.

Subprojects identified are as per eligible Sectors

Environmental infrastructure water supply and sanitation (including


sewerage), drainage, and solid waste management
Economic infrastructure roads and bridges, including suspension
bridges
Public health infrastructure maternity and health-care centers
Other local authority facilities public markets, Multi Purpose Building,
Development of weekly fair and Pola including sanitation

ii.
iii.

Resolution confirms acceptance to Reform Plan and


financial forecast?
Does the project reflect community priorities/
Development plan priorities

Gender
a. Does the CPP reflect participation of women, especially
those from poor/low-income households, in communityb. Does the implementation gender-equal responsibility in
construction and O&M;
c. Design reflects women's time and space constraints
and/or requirements;
d. Gender awareness program completed for LA officials?
vi.
Feasibility Report inclusive of
a. basic designs2,

Chec
k
Yes

Remarks
No
Please see Appendix on Criteria for additional
clarifications Sub projects in these category will be
approved under special circumstances if need and
justified

Ascertained through on-site consultations with


communities in accordance with the consultation
and participation plan developed for the project,
and other participatory tools such as rapid
appraisal and participatory learning and action,
which allow rapid assessment of community needs
and priorities.
Check for each category of sub projects and
summary reports of consultation to reflect
priorities/ views and how they have been
addressed in design

Attach program summary


Using the latest schedule of rates

2 The consultants have freedom to choose the type of sub structure and superstructure, provided National code specifications are met. The drawings and designs
shall include a general arrangement drawing and a detailed longitudinal section drawing of all components in size A1 or A2. The level of detailing shall be such so
as to enable check of conformance with code provisions, including detailed construction drawings and bar bending schedules.

Theme/ Aspect

i.
a.
b.

d.

Subprojects identified are as per eligible Sectors

Environmental infrastructure water supply and sanitation (including


sewerage), drainage, and solid waste management
Economic infrastructure roads and bridges, including suspension
bridges
Public health infrastructure maternity and health-care centers
Other local authority facilities public markets, Multi Purpose Building,
Development of weekly fair and Pola including sanitation

ii.
iii.

Resolution confirms acceptance to Reform Plan and


financial forecast?
Does the project reflect community priorities/
Development plan priorities

Chec
k
Yes

Remarks
No
Please see Appendix on Criteria for additional
clarifications Sub projects in these category will be
approved under special circumstances if need and
justified

Ascertained through on-site consultations with


communities in accordance with the consultation
and participation plan developed for the project,
and other participatory tools such as rapid
appraisal and participatory learning and action,
which allow rapid assessment of community needs
and priorities.
Check for each category of sub projects and
summary reports of consultation to reflect
priorities/ views and how they have been
addressed in design

b. cost estimates that reflect associated costs such


as3:
road restoration charges;
shifting of utilities;
resettlement costs including temporary

3 Note:

There should not be any lump sum items in the bill of quantities;
for items not covered under schedule of rates, market rates to be assessed and the overall costs including should be kept within the SLR 50 million budget
including contingencies and
Check if design has been resized accordingly. If beyond SLR 50 million, ensure a resolution from the council regarding acceptance to meet additional costs and
the sources of such funds.

Theme/ Aspect

i.
a.
b.

d.

Subprojects identified are as per eligible Sectors

Environmental infrastructure water supply and sanitation (including


sewerage), drainage, and solid waste management
Economic infrastructure roads and bridges, including suspension
bridges
Public health infrastructure maternity and health-care centers
Other local authority facilities public markets, Multi Purpose Building,
Development of weekly fair and Pola including sanitation

ii.
iii.

vii.
viii.

Resolution confirms acceptance to Reform Plan and


financial forecast?
Does the project reflect community priorities/
Development plan priorities

accommodation / facilities for affected


persons as per the Resettlement
Framework;
costs of environmental mitigation if any
and
adequate
physical
and
price
contingencies.
Project budget with monthly targets, network analysis
such as Critical Path Matrix/ Program Evaluation and
Review Technique (CPM / PERT)
Quality control- Does the sub project present a list of
quality of work and processes as well as Quality control
techniques suggested by the local authorities during
subproject design, construction, supervision, and
operation?

Chec
k
Yes

Remarks
No
Please see Appendix on Criteria for additional
clarifications Sub projects in these category will be
approved under special circumstances if need and
justified

Ascertained through on-site consultations with


communities in accordance with the consultation
and participation plan developed for the project,
and other participatory tools such as rapid
appraisal and participatory learning and action,
which allow rapid assessment of community needs
and priorities.
Check for each category of sub projects and
summary reports of consultation to reflect
priorities/ views and how they have been
addressed in design

Attach checks to supervision consultants TOR

Theme/ Aspect

i.
a.
b.

d.

Subprojects identified are as per eligible Sectors

Environmental infrastructure water supply and sanitation (including


sewerage), drainage, and solid waste management
Economic infrastructure roads and bridges, including suspension
bridges
Public health infrastructure maternity and health-care centers
Other local authority facilities public markets, Multi Purpose Building,
Development of weekly fair and Pola including sanitation

ii.
iii.

ix.
x.
xi.
xii.
xiii.
xiv.

Resolution confirms acceptance to Reform Plan and


financial forecast?
Does the project reflect community priorities/
Development plan priorities

Project implementation schedule for execution and


contract packaging plan;
Procurement packages in consultation with LA, SPCU
and PMU;
Implementation schedule and management plan covering
all stages of the implementation process for each
component;
Community development and public awareness programs
if any , and identify training requirements
Consultation and participation plan outputs as in the CPP
Attached
Is O&M Plan including staffing and capacity building in
place ?

Chec
k
Yes

Remarks
No
Please see Appendix on Criteria for additional
clarifications Sub projects in these category will be
approved under special circumstances if need and
justified

Ascertained through on-site consultations with


communities in accordance with the consultation
and participation plan developed for the project,
and other participatory tools such as rapid
appraisal and participatory learning and action,
which allow rapid assessment of community needs
and priorities.
Check for each category of sub projects and
summary reports of consultation to reflect
priorities/ views and how they have been
addressed in design

As per IV Below
Check with Reform Plan

IISector Specific checklists for Subprojects to be submitted by SPCUs


These checks are besides the financial appraisal as mentioned above. Financial appraisal of the Pradeshiya Sabha is to ensure a
positive cash flow and allocation for O&M and revenue enhancement measures.
Components
Yes No
Remarks
A. Infrastructure
I Water Supply
i. Is it a priority under the regional / provincial plan
ii. Is it an augmentation of existing schemes
iii. Source reliability and test results are appended
iv. Is the scheme part of any proposed NWSDB project or town to
be covered by NWSDB
v. Is i augmentation / new project or rehabilitation?
vi. Do they address efficiency improvement?
vii. Do the investigations confirm that potable water of sufficient
quantity and quality is available, and the abstraction of water
would not create adverse impacts to existing water users or the
groundwater table, in both the short and long term
viii. Have specific measures have been proposed to mitigate
adverse environmental impacts to be caused by additional
amount of wastewater generated by the subprojects
ix. Does IEE reflect impacts and mitigation measures
x. Connection costs and water tariff proposed cover at least the
full cost of O&M by taking into account the affordability of
beneficiaries.
xi. Preparatory steps to ensure presentation of water supply
performance as part of annual budget in place?.
xii. Economic returns on investments greater than 12%
xiii. The design of public sanitation facilities suits the requirements
of women, children, and disabled.
xiv. Will NWSDB be required to implement the scheme
xv. Do the drains have adequate outfall for rain water and
treatment if it includes sullage
II. Roads, and Bridges
(i)
Are the roads priority raods that would serve
agricultural or fisheries activities that link villages to
nearby market centers and townships,

Reference the plan.


If yes, attach relevant orders
List measures and costs
Attach test results, check IEE for mitigation measures
if and mechanisms to address waste water issues

Provide reference
Recheck targets with Reform Plan in terms of council
actions
Check Reform Plan time line

Attach assessment of implementation capacity

i.
(ii)

Are they as identified by the communities?

Indicate reference

Components
ii. Is it part of the provincial regional development plan?
iii. Target beneficiaries identified and estimate of proportion benefiting in
place
iv. Does the design minimize land acquisition ?
v. Bridges have the required clearance from CEA if they are to be
expanded.
vi. O&M Plan in place for the proposed facilities?
vii. Sub project has an EIRR of greater than 12%
III.Drainage Improvements
i.
Drains along RDA roads have the required permission
ii.
Activities promote public awareness of the population on
household management of solid waste.
iii.
Target beneficiaries for drainage identified and estimate of
proportion benefiting in place
iv. Have the sites been selected based on community priorities?
v.
Do the drains have adequate outfall for rain water and
treatment
if it includes sullage
vi. O&M Plan in place for the proposed facilities?
vii. Sub project has an EIRR of greater than 12%
I. IVBus Terminals
i. Is the proposal in conformity with the development plan of UDA?
ii.
Is the demand for facility/ expansion based on the following
aspects on traffic volumes and trip information appended?
a.No of originating trips
b.No. of busses using the facility/ day
c. Parking charges/ bus
d.Number of shops
e.Rent/ shop/ month
f. Deposit/ shop
g.Current rent rates
h. An arrangement about the use of facilities, including collection
of fees and other charges, has been agreed upon with
operators or their associations.
i. Council resolutions on deposits, rental and annual increments
are in place for various services in the terminal area including
financial sustainability of the facility?
j. Is the O&M plan in place for various facilities including waste
management?

Yes

No

Remarks

Attach a copy of RDA order


Check SWM IEC

Check consultation plan outputs.


Check outfall and treatment
Check financial forecast.

Check for Byelaw and consultation plan report on


willingness and acceptance of tariffs.

Components
V Solid Waste Management
i. Proposals are in compliance with SWM plan
ii. Is the means of financing of the action plan in place?
iii.
iv.
v.
vi.
vii.
viii.
ix.

xi.
xii.
xiii.
II.

i.
ii.
iii.
iv.

Target beneficiaries identified and estimate of proportion


benefiting in place
Does the plan include separate actions for collection, transport,
treatment and disposal?
Action plan includes activities such as IEC (focused on reduce,
recycle and reuse), door to door collection , drainage
management and community involvement?
Does the plan focus on reduce, recycle and reuse activities
such as organic composting?
Does the feasibility includes a market analysis for compost?
Does the design of a final disposal site, (construction/
improvement) proposed under the project, meets the technical
guidelines set out by the Central Environmental Authority
do sub project a ctivities demonstrate community involvement in
selection of sites for safe disposal of solid waste, including
acceptance of the site for disposal.

x.
O&M plan for vehicles including staff induction
Is the land for disposal owned by the local authority or GOSL?
Sub project has an EIRR of greater than 12%
VI Pola/ Buildings
i.
Is the proposal in conformity with the development plan?
ii.
Is the demand for facility/ expansion based on demand and
consultation ?
Ownership of Pola land
Notification on pola day
List of current vendors
Details of permanent building, size and usage
v.
Details of semi-permanent/ temporary buildings (including
temporary sheds and huts)
vi.
Proposed land use including parking arrangement and traffic
arrangements especially along major transport corridor

Yes

No

Remarks
Copy of plan attached with PFR/ Feasibility and
agreement signed with the CLG
Check if statement of means of financing and action
plan attached.
Check percentage population benefitted.

Check if common treatment is possible


Check for clearance from CEA
Check with consultation plan outputs.

If no check for involuntary resettlement actions above

Results of survey/ consultations


Attach Survey and ownership Records
Attach Bye Law
Attach list of vendors

Components
Separate sanitation facilities for differentially abled, women and
men in place ?
viii.
Alternative arrangement for affected vendors during
construction
ix.
Availability of power and electricity
x.
Safe disposal of Pola waste- arrangements to collect waste and
compost as per the SWM plan.
xi.
By laws for auction of lease and revision of rentals in place
i.
Notification on revision of pola rents/ lease on an annual basis.
ii.
O&M plan in place for the facility
III. VII Sanitation Public Toilets
i. Site Owned by LA
a.Current usage specified
b.Demand assessment reflects needs
c. Check Type of toilet proposed
i. Is it septic tank with soakage pit,

Yes

No

Remarks

vii.

ii. Does LA have a gully sucker facility to scavenge the septic


tanks and details of the dumping site (treated/ untreated etc)
iii. Is toilet functioning as of now?
d. Check design numbers for male and female sections and for
differentially-abled
i. squatting pans
ii. commodes
iii. urinals
iv. wash basins
v. bathing place
vi. Is the O&M plan in place
vii. IS the bye law in place if it is proposed as a pay and use facility?
IV. VIII Office Buildings/ Other Utility Buildings
Office Buildings
i.
Does the plan reflect an overview of staffing and need?
ii.
The plan indicate the means of financing of furnitures and
other fixtures?
Multipurpose Buildings
iii.
Land use and floor area distribution statement includes
a. facilities for women

Recheck with Resettlement Plan


Check with SWM Plan
Attach by law
Attach by laws
Ownership certificate/ survey records
Check assessments
check information of drinking surface/ground water
sources in close proximity
If it is a functioning toilet, current frequency of gully
scavenging

Cross check with reform plance

Design may include commercial facilities but cost and


appraisal should exclude these costs. Design should
ensure that shops are not in the ground floor of the

Components
b. Provision for maternity and child care
c. Creche and play facilities for children ?
iv.
For health care coordination mechanism in place for health
centres and its staffing and other resources ?
v.
The plan indicate the means of financing of furnitures and
other fixtures for Montessori/ preschool?
a. Does the building have any PS related activity?

Yes

No

Remarks
design.

If any PSs activities such as current office or other


function exist report should indicate alternative
arrangement to continue the function during the
construction period

III Checklist for Detailed Design


i.
ii.

Check conformity with pre-feasibility studies


The designs shall conform to relevant/ latest applicable National Standards and CEA requirements. Wherever such
standards are not available, appropriate standards shall be followed in discussion with the PMU and indicated in the report.
Theme/ Aspect

i.

Detailed Project Report (DPR) inclusive of


a. detailed designs4,
b. cost estimates and reflect associated costs such
as5:
road restoration charges;
shifting of utilities;
resettlement costs including temporary
accommodation / facilities for affected
persons as per the Resettlement
Framework;
costs of environmental mitigation if any
and
adequate
physical
and
price
contingencies.

Chec
k
Yes

Remarks
No
Using the latest schedule of rates

4 The consultants have freedom to choose the type of sub structure and superstructure, provided National code specifications are met. The drawings and designs
shall include a general arrangement drawing and a detailed longitudinal section drawing of all components in size A1 or A2. The level of detailing shall be such so
as to enable check of conformance with code provisions, including detailed construction drawings and bar bending schedules.

5 Note:

There should not be any lump sum items in the bill of quantities;
for items not covered under schedule of rates, market rates to be assessed and the overall costs including should be kept within the SLR 50 million budget
including contingencies and
Check if design has been resized accordingly. If beyond SLR 50 million, ensure a resolution from the council regarding acceptance to meet additional costs and
the sources of such funds.

Theme/ Aspect
ii.
iii.
iv.
v.
vi.

Tender documents based on the standard bidding


documents as formulated by the PMU and approved by
ADB;
Project budget with monthly targets, network analysis
such as Critical Path Matrix/ Program Evaluation and
Review Technique (CPM / PERT)
Project implementation schedule for execution and
contract packaging plan;
Procurement packages in consultation with LA, SPCU
and PMU;
Implementation schedule and management plan covering
all stages of the implementation process for each
component;

Chec
k
Yes

Remarks
No

Annexure 7
(Format of LA Resolution No. 2 for the confirmation of Feasibility and Design report and
accepting the terms and conditions of the Grant)
Reference to the resolution adopted to accept the implementation of the sub projects identified
under the Local Government Enhancement Sector Project (Pura Neguma) (LGESP) at the
meeting held on...................................and the letter of approval granted by the PMU
dated.................,, , the Sabha hereby resolves the confirmation and approval of the Feasibility
Report including Detailed Project Report.
The Sabha requests SPCU to invite bids on behalf of PS and award the contracts and assist in
implementation.
The Sabha agrees to the following terms and conditions set by the PMU in regard to the release
of Grants.
1) The Pradeshiya Sabha (PS) shall implement the Project within the overall project grant of SLR
___ Million (the Project Cost) and in accordance with the financing plan (the Project financing
plan) both as agreed to between The PS and GoSL (PMU/SPCU).
2) GOSL shall have the right to conduct a review of the Project anytime during and after the
implementation of the Project.
3) The PS shall obtain all the necessary statutory approvals from its council and pollution
clearance and other clearances from the Government.
4) Necessary arrangements for tying up the additional finances for implementation of the project
shall be made by the sabha as necessary.
5) The PS shall undertake to make all necessary arrangements for shifting of services/utilities to
the satisfaction of GoSL before the disbursement of the grants.
6) The PS shall obtain approvals for detailed design from ADB/GOSL and other statutory
authorities before the commencement of work as required.
7) The PS shall contribute additional costs / cost over runs / excess award cost / excess cost due
to variation, delay in implementation and increase in prices and other reasons if any to ensure
completion i.e. The Pradeshiya Sabha shall agree that any expenditure over the allocated
project funds needed to complete the sub-projects will be met by the Pradeshiya Sabha and If
the subproject award cost exceeds the allocated cost, Pradeshiya Sabha will meet the excess
amount first before releasing the grants of the Project.
8) The PS undertakes to provide progress reports on Reforms and financial performance during
the implementation of the project in the format specified.
9) GoSL or its representatives and ADB would reserve the right to inspect the implementation of
the project any time during the construction stage and subsequent also and provide
suggestions for incorporation in the scope of the project, if deemed fit.
10) The PS shall implement the project according to the Environmental and Social safeguard
guidelines prescribed under the .Resettlement Framework (RF) indegeneous Peoples Planning

Framework(IPPF) for this project and Environmental Assessment and Review Framework
(EARF)
11) Gender Action Plan to be implemented and Consultation and Participation Plan at all stages of
sub project identification, design, implementation, monitoring and operation and monitoring to
be assured.

(Certified extract of this resolution shall be sent to PMU with other relevant documents)

Annexure 8

(Letter from SPCU with 2nd Resolution along with Approval of PSC)
Project Director
PMU-LGESP
Submission of detailed and checked project documents
Further to recommendations of the sub project coordinating unit (SPCU) of.........................
(Province) ,the provincial steering committee (PSC) has approved the feasibility report, the
engineering design report and bid documents of the sub project................................( Name and
ref. Of the sub project) at ..........................................pradeshiya sabha.
The review was based on the requirement for feasibility and design report at this stage and bid
documents are based on the standard bidding documents issued by the PMU.
Relevant items in following check lists have been completed by relevant officers.
1. Check list for feasibility report by engineers and the accountant and Social safeguard
and Gender Manager
2. Check list for detailed design by Senior engineer
3. Check list for sector specific points by Senior engineer and Social safeguard and Gender
Manager
The sub projects are eligible and confirm to the sub project selection criteria and other stipulated
requirements
It is hereby confirmed that the reform plan of the local authority has been endorsed earlier.
.....(Name)...........................................Pradeshiya
engineering design and the bid documents.

Sabha

already

endorsed

the

detailed

PMU is requested to approve the documents and give clearance for invitation of bids.
Provincial Project Director
.....................Province.
Cc. Chairman
....................................Pradeshiya Sabha.
Attachments:
(i) Feasibility Report; (ii) Detailed Project Report; (iii) Check lists for (a) Feasibility Studies; (b)
Sector Specific issues; (c) Detailed Project Report; (vi) Bidding Documents and other
documents as necessary including statutory approvals as required; (v) PS council resolution;
(vi) PSC / Chief Secretary approvals
Annexure 9

(Format of Letter of PMU on Approval of Detailed Designs and Bid Documents)


Date.......................
Chairman
.......................................Pradeshiya Sabha
Through SPCU...................................(Province)
Dear Sir/Madam,
Sub: Approval of Detailed Designs and Bid documents
Ref: Your council Resolutions dated _________________
Reference to the submission with regard to the following sub project(s)
Sl.No
.

Name of the Project

Approved Amount for bidding

The PMU here by accords approval of the reports / reports with the following observations.(If
any)
The Terms of approval of the Grant need to be followed and reform plans and solid waste
management action plans to be implemented as planned.
The SPCU /Pradeshiya Sabha is requested to proceed with the bidding process and
communicate to the PMU the time schedule for associate tasks.
Your faithfully
Project Director.
Pura Neguma

Annexure 10
FLOW CHART

Annexure 11
APPENDIX 5: CONSULTATION AND PARTICIPATION PLAN
Introduction
In the recent past the participation of all the stakeholders including the beneficiaries of
development initiatives has become an integral component and essential aspect of projects
and programs. In other words, to work effectively and development projects to be successful,
civic engagement in governance is crucial. The incorporation of planning practices in the Local
Authorities and incorporation of this activity as part of project process is a change from the
ongoing project supported by ADB for local authorities. The scope of the process is in terms of
involvement of all stakeholders such as groups or individuals who are either benefited or
affected by a policy / project or those groups or individuals who can affect the policy / project.
Stakeholders can be individuals, communities, social groups, organizations, etc. Generally the
poor and the marginalized (women, children, elderly, disabled, orphans, landless laborers) are
often ignored either because they are unaware and not consulted or because they do not have
a forum to express their views.
Identifying and consulting all stakeholders, especially the marginalized / vulnerable is important
to ensure that a project meets the need of all sections of the people. Further, consultations open
up the line of communication between the various stakeholders and the project implementing
authorities, thereby aiding the process of resolving conflicts at early stages of the project rather
than letting it escalate into conflicts resulting in implementation delays and cost overrun.
Participation of the local community in decision- making will help in prioritizing projects and
identifying cost effective measures in mitigating adverse impacts and evolve ownership to the
assets created through the interventions. There are also needs and possibilities of participation
beyond implementation.
Consultation and Participation Strategy and Plan
Consultations for sample subprojects were held during the PPTA stage with affected
households, beneficiaries of subprojects, elected representatives and other stakeholders.
Further, consultations were held during the socio-economic surveys undertaken in sample subproject towns and census surveys undertaken to assess the magnitude of involuntary
resettlement in each sub-project. The projects proposed by Pradeshiya Sabhas for assistance
from ADB aim at improving access to growth and social services, environmentally sound health
and sanitation practices and contribute to overall development of the local authority.
Improving provision for water supply, sanitation and other essential forms of infrastructure and
services must be based on an understanding of the needs and priorities of those who, within
households, are responsible for water collection, sanitation, disposing of solid waste and other
daily necessities. In most instances these responsibilities fall on women who are rarely
consulted. Further, the poor who do not have a forum to express their needs are often not
consulted in projects and schemes that aim at improving their standard of living. Keeping this in
mind, the government as part of the Project, has developed a consultation and participation plan
from the sub-project identification stage through the implementation stage (Table 1) and
possible options of participation in operation and maintenance (O&M) of localized facilities.
While the project identification will be on an inclusive basis, in line with the proposed
amendment to legislation, the government intends to mainstream participation by women and
youth. Besides improved planning, the project would also enhance planning by participatory
methods which would possibly extend to O&M.

Consultation and Participation Plan Pura Neguma (LGESP)


Project Cycle
Planning
Stage

Sub-project
identification
stage

Target Group
Beneficiaries

including women,
youth, and
marginalized social
groups
Elected

representatives /
leaders of Local
Authorities (Las)
Civil Society

OrganizationsWomens society/
youth`
associations,
Others as identified
Local registered

NGOs
Traders

association
Academic

institutions
Elected

representatives /
leaders of Local
Authorities (Las)

Consultation
Tools
Focus group
discussions

Council level
meetings and
presentations

Consultation and Participation


Topics

Indicators

Sources of
Verification

Responsibilit
y

Overview of the proposed


project and interventions
Definition of issues and
constraints in access to
services and resources
List of needs and initial
prioritization
Reform Plan

Number of
consultation
sessions carried
out for various
stakeholder groups
including number of
participants
Number of
comments/suggesti
ons received and
converted into
actions/ projects
Base line indicators
in relation to select
DMF targets
At least 15%
participation by
women (target)

Summary of
consultations
with each group.

Local Authority
(Assisted by
PMU, SPCU,
DSC)

Orientation/training of local
authorities leaders in
participatory approaches,
decision making and M&E

Number of leaders
of Las trained

Summary of
Orientation.

Overview of service
requirements
Sub-project selection criteria
Reason for prioritizing the
sub-project
improvements / benefits
envisaged
User contribution
requirements
Implementation schedules

Number of
consultation
sessions carried
out for various
stakeholder groups
including number of
participants

Note on Views
received and
incorporated into
the selection of
sub-projects

Key informant
interviews with
leaders

Focus group
discussions
Focus group
discussions
Focus group
discussions
Class room
discussions for
orientation and
training

Beneficiaries
Focus group
including women,
discussions
youth, and
Information leaflets
marginalized social
about subgroups
project and
benefits
Newspaper articles
seeking
feedback
Open house
meetings

Baseline
indicators in
relation to select
DMF targets

Local Authority
(assisted by
PMU, SPCU
DSC)

Project Cycle

Target Group
Elected
representatives /
leaders of Las

Consultation
Tools

Civil Society
OrganizationsWomens society/
youth
associations ,
Others as identified
Local registered
NGOs

Traders
association

Academic
institutions

Sub-project
design stage

Beneficiaries
including
women, youth,
and
marginalized
social groups
Elected
representatives /

Key informant
interviews
Information
leaflets about
sub-project
and benefits
Open house
meetings
Information
leaflets about
sub-project
and benefits
Open house
meetings
Information
leaflets about
sub-project
and benefits
Open house
meetings
Information
leaflets about
sub-project
and benefits
Open house
meetings
Information
leaflets about
sub-project
and benefits
Open house
meetings
Focus group
discussions
Newspaper
articles
seeking
feedback
Open house
meetings

Consultation and Participation


Topics

Indicators

Sources of
Verification

Responsibilit
y

and arrangements
Willingness to pay
assessments
Possibility of community
participation in O&M

Summary of reports
(DPR/IEE/RP/IPP)
Design criteria
alternatives considered
project components
involving land acquisition
mitigation measures
environmental impacts and

Number of
consultation
sessions carried
out for various
stakeholder groups
including number of
participants
Agreement on

Note on
Views of
participants
No. of
objections/
suggestions
received and
action taken

Local Authority
(assisted by
PMU, SPCU
DSC)

Project Cycle

Target Group
Leaders of Las

Affected
households

Consultation
Tools

Elected
representatives /
Leaders of Las
Interest groups
including
womens groups
and vulnerable
groups
Civil Society
OrganizationsWomens
society/ youth
associations ,
Others as
identified
Local registered
NGOs
Traders
association

Indicators

Sources of
Verification

Household
questionnaire

mitigation measures
cost of the project likely
charges, if any
Specific arrangements for
involvement of communities in
O&M, if appropriate

O&M arrangements

Baseline
indicators in
relation to
select DMF
targets
Draft
agreement
documents

Focus group
discussions
Household
questionnaire

Summary of reports
(DPR/IEE/RP/IPP)
Design criteria
alternatives considered
Extent of land acquisition
and mitigation measures
Proposed resettlement and
rehabilitation measures, if
any

No of consultations
held

Focus group
discussions
Monitoring
surveys
Periodic open
house
meetings
Newspaper
articles
Display of
project details
on site.

Progress of implementation
Temporary impacts / discomfort
to public
advance communication
about civil work schedule
Quality and adequacy of
environmental and social
mitigation measures
undertaken
Share design changes, if any
reason for the same
alternatives considered
Efficacy of the grievance
Tedressal system
Labor standards and safety
measures
Awareness measures
Sanitation and water
conservation

Number of
consultation
sessions carried
out for various
stakeholder groups
including number of
participants

Views of
participants
No of
objections/
suggestions
received and
action taken
Feedback on
rehabilitation
and
restoration
measures
Views of
participants /
grievances
received and
action taken
report.

Sub-project
implementatio
n stage

Consultation and Participation


Topics

Responsibilit
y

Local Authority
Contractor
PMU / SPCU
DSC

Project Cycle

Target Group

Consultation
Tools

Academic
institutions

Post Project
Implementatio
n

Consultation and Participation


Topics

Indicators

HIV AIDS and other


communicable diseases
Formulation of user/community
groups responsible for O&M
Grievance Tedressal
mechanisms
Temporary impacts review

Affected
households

Focus group
discussions

User Group

Focus group
discussions

Beneficiary
Communities

Structured
meetings
Focus group
discussions
Individual
interviews

O&M issues / Management by


user/community groups- in
small / localized community
infrastructure and Polas
Satisfaction levels
Performance in relation to DMF
targets

O&M issues, structure of


arrangement and
agreements .

Consultations
held

Formulation of
necessary
committees and
selection of key
staff
No of project/
activities
transferred
Performance in
terms of efficiency
of O&M

Sources of
Verification

Responsibilit
y

Report on
grievance
Tedressal
and actions
on temporary
impacts.
Minutes of
consultation
Agreements
on O&M
arrangements

Notes on
Local Authority
Beneficiaries
and
Community/

perception of
User Groups
project
benefits

Feedback
Reports
Community
satisfaction
Monitoring and Beneficiary
Individual
Participation in evaluation:
Numbers of local
Note/ report
LA in
Evaluation
Facility
consultation
Communities
interviews
feedback to the Local Authority
leaders who
with
User groups
Focus group
on benefits
participated in M&E
specific
beneficiary

Monitoring
service
delivery
activities
performance
Elected
discussions
communities
Progress on
Impacts on women and
representatives /
and user
reforms
Leaders of Las
vulnerable amongst the
groups

Impacts
on
beneficiaries / user groups
Progress on Reform Plan
women and
vulnerable
Comparison with DMF Targets
groups
DMF= design and monitoring framework, DSC = design and supervision consultant, DPR = detailed project report, IEE = initial environmental examination, IPP =
Indigenous Peoples Plan, LA = local authority, M&E = monitoring and evaluation, O&M = operation and maintenance, PMU = project management unit, PPTA =
project preparatory technical assistance, RP = resettlement plan, SPCU = subproject coordination units.

Annexure 12
GENDER ACTION PLAN PURA NEGUMA
Activity/Measures

Indicators/Targets

Responsibility

Output 1: Improved local infrastructure and service delivery


(a) Addressing needs and priorities of women and socially marginalized groups in selecting infrastructure
subprojects of: (i) water supply and sanitation (including sewerage), (ii) roads and bridges, (iii) solid waste
management, (iv) public health-care facilities, and (v) other infrastructure and facilities including public markets.
1. Make the community
Consultations are undertaken to pay adequate PMU/SPCU/local
consultation/facilitation process
attention to gender issues. (Target: 50% of authorities
gender sensitive and socially
participating local authorities)
inclusive
Ensure that at least 15% attendance of women is
recorded in CCM conduced in each local
authority. (Target: 50% of participating local
authorities)
Planning committee of local authorities has a
woman representative as a member. (Target:
50% of participating local authorities)
Mid-wife/Public Health Nurse, and Public Health
Inspectors are consulted as key informants to
identify subprojects which are gender-responsive
and socially inclusive.

2.

Take affirmative action to


ensure that the local authorities
address womens needs in
infrastructure and public
services

3.

Ensure wage parity during the


implementation of infrastructure
sub-projects

4.

Gender-sensitive facilities to be
constructed

Provide opportunities for the inclusion of widows,


female-heads of households, elderly women,
women in the poorest of the poor families, and
women in ethnic minorities into the CCM in order
to represent and address their needs.
Local
authorities
implement
subprojects
particularly benefiting women (such as maternity
health related subprojects).
Water supply subprojects take account of
womens views in the design of subprojects.
(Target: 80% of water supply subprojects)
Women are given equal pay for work of equal
value. This provision is included in the
contractual agreements. (Target: 100% of
contracts)
Separate toilets for women and men are built in
public health-care centers, public markets, etc.
financed by the project. (Target: 100% of
facilities have separate toilets)

PMU/SPCU/local
authorities

PMU/SPCU

PMU/SPCU

(b): Making local authorities gender-responsive and socially inclusive


1.

Conducting gender sensitization


and training programs for local
authority
members
and
technical and management staff

Local authorities receive gender sensitization


training. (Target: 100% of local authorities)
All relevant local authority personnel (local
authority chairman, members and the technical
staff) have participated in gender sensitization
programs. (Target: 50% of participating local
authorities)
Local authorities establish and maintain a sexdisaggregated database on project activities.

PMU
and
SPCU
(gender
and
social
safeguards
managers)/DSCs

Activity/Measures

Indicators/Targets

Responsibility

Output 3: Project management and administration supported


Creating an environment conducive to the representation of and participation by women and
other socially marginalized groups in the project scope
1.

Employing a well-qualified
gender and social development
specialist

2.

Creating and maintaining


gender sensitive and women
friendly environment in the
project office

A social safeguard and gender manager


employed in the PMU and SPCUs during the
project period. (Target: gender and social
safeguards manager in PMU and all SPCUs)
Physical facilities provided for men and women
in the project office are appropriate and
equitable.

PMU/SPCUs

PMU
(Safeguards
Specialist)/
SPCU
(gender
and
social
safeguards manager)

All the project staff have participated in gender


and social inclusion training workshops.
The staff is made aware of ADB and government
policies and provisions on gender equality.
3.

Gender sensitive monitoring


and evaluation system

Sex-disaggregated data pertaining to project


activities, and results are appropriately and duly
reflected in PPMS.

PMU/PMC/SPCU/DSC

The progress in gender mainstreaming (and


social inclusion) is reported in the project
progress and completion reports.
The achievements/shortcomings are duly
communicated to the project staff by the gender
and
social
safeguards
managers
for
improvements and adjustments to reach goals
and targets.

ADB = Asian Development Bank, CCM= community consultative meeting, DSC = design and supervision
consultants, PMC = project management consultant, PMU = project management unit, PPMS = project
performance management system, SPCU = subproject coordination unit.

Annexure 13
Codes to be used for Pradeshiya Sabhas
Cod
e
AGA

Inde
x

Pradeshiya
Sabha
Agalawatta

Cod
e
IMB

Ind
ex

37

Pradeshiya
Sabha
Imbulpe

2
3
4

Akuressa
Alawwa
Ambagamuwa

AKU
ALA
AM
G
AMB

38
39
40

Ipalogama
Kahawatta
Kalpitiya

IPA
KAH
KAL

74
75
76

7
8

Ambanganga
Korale
Arachchikattuw
a
Aranayaka
Athuraliya

41

KAM

ARA

42

Kamburupiti
ya
Kandaketiya

ARN
ATH

43
44

9
10

Ayagama
Badalkumbura

AYA
BAD

45
46

11
12

Badulla
Balangoda

BDL
BAL

47
48

13

Bandarawela

BAN

49

14
15
16

BIN
BIY
BUL

50
51
52

17
18

Bingiriya
Biyagama
Bulathkohupitiy
a
Chilaw
Dambulla

53
54

19

Dehiovita

CHI
DA
M
DEH

20
21
22

Deraniyagala
Dimbulagala
Divulapitiya

DER
DIM
DIV

23

Dodangoda

24

Embilipitiya

25

Galenbindunuw
ewa
Galigamuwa
Galnewa

Inde
x

26
27

Code

77

Pradeshiya
Sabha
Palindanuwar
a
Panvila
Pasgoda
Pathahewahe
ta
Pelmadulla

KAN

78

Pitabeddara

PIT

Karandeniya
Katharagam
a
Katuwana
Kebithigolle
wa
Kegalla
Kirinda
Puhulwella
Kolonna

KAR
KTG

79
80

Polpithigama
Rajanganaya

POL
RAJ

KAT
KEB

81
82

Rambewa
Ratnapura

RAM
RTP

KEG
KIR

83
84

Rattota
Rideegama

RAT
RID

KOL

85

RDM

Kotapola
Kuliyapitiya
LaggalaPallegama
Lankapura
Lunugala

KOT
KUL
LAG

86
87
88

LAN
LNG

89
90

Rideemaliyad
da
Ruwanwella
Seethawaka
Siyambaland
uwa
Sooriyawewa
Thanamalvila

LUN

91

Thawalama

TWM

56
57
58

Lunugamveh
era
Madulla
Madurawala
Malimbada

MDL
MAD
MAL

92
93
94

THG
THI
TMR

DO
D
EMB

59

Mathugama

MAT

95

Thihagoda
Thirappane
Thissamahara
ma
Thumpane

60

MAW

96

Udadumbara

UDA

GAL

61

MED

97

Udapalatha

UPT

GLG
GLN

62
63

Mawathaga
ma
Medadumba
ra
Medagama
Meegahakiv
ula

MDB
MEE

98
99

Udubaddawa
Uva
Paranagama

UDU
UVA

55

73

PAL
PAN
PAS
PAT
PEL

RUW
SEE
SIY
SOO
THA

THU

28
29
30
31
32

Gangawata
Korale
Giribawa
Hakmana
Haldummulla
Hambantota

GAN

64

Minipe

MIN

100

33

Haputale

GIR
HAK
HAL
HA
M
HAP

34
35
36

Harispattuwa
Horowpathana
Imaduwa

HAR
HOR
IMA

VAN

105

Vanathavilluw
a
Walallawita
Walapane
Welikanda
WelivitiyaDivithura
Wellawaya

65
66
67
68

Mirigama
Mulatiyana
Nagoda
Naula

MIR
MUL
NAG
NAU

101
102
103
104

69

NAW

70
71
72

Nawagatteg
ama
Neluwa
Padaviya
Palagala

NEL
PAD
PGL

106
107
108

Wilgamuwa
Yatawatta
Yatiyanthota

WIL
YTW
YAT

WLP
WAL
WKD
WEL
WLW

Annexure 14
Codes for Provinces
Index

Province

Code

Central

CP

North Central

NCP

North Western

NWP

Sabaragamuwa

SAB

South

SP

Uva

UVA

Western

WP

Codes for Sector


Index

Sector

Code

Water Supply

WS

Sewerage

SE

Drainage

DR

Roads

RD

Equipment

EQ

Vehicles

VE

LA Facilities
Solid Waste
Management

LF

SW

Annexure 15
Numbering System for Bid Invitations
Examples for Bid Invitation Numbers
Third Bid invitation for Sabaragamuwa Province
SAB 03
First Invitation one for Western Province
WP 01
Tenth bid invitation of the PMU
PMU - 10

Numbering System for Packages


Examples for package numbers
Package number for third package (sector Roads) in Kolonna Pradeshiya Sabha and twentieth
in Sabaragamuwa Province is:
SAB KOL(3) RD 20
Package number for second package (sector LA facility) in Akuressa Pradeshiya Sabha and fifth
in Southern Province is:
SP AKU(3) LF 05
Package number for Third package (sector Vehicle and Equipment) in Badulla Pradeshiya
Sabha and tenth in Uva Province is:

UVA BDL(3) VE EQ 10
Package number for Third package (sector Solid Waste Management) in PMU is:
PMU SW 03
PMC / PMU may be consulted for further details on this and for getting package numbers.

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fhdacs; Wm jHdmD;Ska

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%;smdok
re( ,shk

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fuu jHdmD;sfha m%;sm;a;s u; m%uqL;d Wm jHdmD;Ska l%shd;aul lsrSug my; i|yka
uqo,a m%;smdokh lrk f,i b,a,d isug yd th ms,s.ekSug iNdj fuhska tl f'
Wm jHdmD;s i|yd b,a,d isk uq uqo, re-----------------------Wm jHdmD;s wjika lsrSug by;ska b,a,d isk wruqo,a j,g wu;rj jeh jk lsish uqo,la f k
th iNdj u.ska oerSugo tl f' m%odkh lrk ,o Wm jHdmD;sfha msrsjeh m%;smdokh lrk
,o wruqo, blaujd hkafka k tu w;srsla;h jHdmD;s wruqo,a ksoyia lsrSug m%:u imdokh
lr.kq we;'
fuhg hd fldg we;s m%;sixOdk ie,iqu u.ska y|qkdf.k we;s mrsos wod, l%shdldrl
b,lalhka lrd fufyhug;a uq,H mqfrdal:khka ,d lr .ekSug l%shd lsrSug;a iNdj wkqu; lr
we;s mrsos >K jH l<uKdlrk ie,eiau l%shd;aul lsrSug;a iNdj j.lSfuka ne|S is'
fuu jHdmD;sh u.ska cks; lrk j;al i|yd fufyhq yd kv;a;= ho jdIslj m%;smdokh
lsrSug lghq;= lrk w;r Wm jHdmD;s ie,iq lsrSu i|yd wjYH WmfoaYk fiajd ,nd fok f,i;a"
m%;sixOdk ie,eiau l%shd;aul lsrSug yd uQ,H b,lal <dlr .ekSug Wmldr lrk f,i
;joqrg;a jHdmD;sfhka b,a,d isug;a iNdj tl f' wuqKd we;s ,sh,s (
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m%uqL;d Wm jHdmD;s f,aLKh yd ixl,am ie,eiau


tl jQ m%;sixOdk ie,eiau
tl jQ >K jH l<uKdlrk ie,eiau
wdh;kfha uQ,H mqfrdal:kh

^fuu fhdackdf iy;sl lrk ,o msgm;a wod, ,sh,s iu. Wm jHdmD;s ldhd,h u.ska
jHdmD;s l<uKdlrK tallh fj; th hq;=h'&

weuqKqu 5
wkqu; lsrSf ,smsh ^isxy, mrsj;kh&
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iNdm;s ---------------------------------------------------------------- m%dfoaYSh iNdj
------------------------------m<d;'
Wm jHdmD;s inkalrK tallh ^SPCU&

oskh

m<d; u.ska

ldrKh ( uQ,H wdOdr i|yd lrk ,o b,a,Su


re( oY ,laI
l wdOdr uqo,la mqr ke.=u jHdmD;sfhka ,nd .ekSu i|yd Tn
iNdj u.ska lr we;s b,a,Su yd jrska jr Tn yd Tnf.a ksfhdacs;hka iu. lrk ,o idlPd yd
,sms .KqfoKq u.ska nei .;a ks.ukhka mrsos my; i|yka wdOdr uqo, ,nd oSug m<d;a
md,k yd m<d;a iNd wud;HdxYh wkqu; lr we;s nj jHdmD;s l<uKdlrk tallh u.ska i;=ka
oekq fokq ,ef'
wdOdr uq uqo, remsh,a oY ,laI ----------------------------la ,nd oS we;s wdldrh fufiah'
wxlh

Wm jHdmD;s kduh

wdOdr uqo,

fuu wdOdr uqo, ,nd fokq ,nkafka my; i|yka fldkafoais yd j.ka;Skag hg;ajh'
fldkafoais yd j.ka;Ska
1. m%dfoaYSh iNdj" fok ,o uq wdOdr uqo, jk remsh,a oY,laI
^jHdmD;s msrsjeh& ;=, m%dfoaYSh iNdj yd Y%S ,xld wdKavqj tl jQ wdldrhg
yd .siq.; wdldrhg uQ,H ie,eiaug wkql+,j jHdmD;sh l%shdjg kexh hq;=h'

2. jHdmD;sh l%shdjg kxjk ld,h ;=, yd$fyda


thg miq kEu gl jHdmD;sh
iudf,dapkh lsrSug Y%S ,xld wdKavqjg whs;sh we;'
3. mrsir oQIK yd fjk;a ksYaldIKhka wdKavqj fj;skao wjYH jHjia:duh wkque;Ska iNdj
fj;skao m%dfoaYSh iNdj u.ska ,nd .; hq;=h'
4. jHdmD;sfha jev lrf.k hdu i|yd wjYH jk wu;r msrsjeh i|yd iNdj odhl h hq;=h'
5. wdOdr uqo, uqod yerSug m%:u i;=gqodhl f,i Wmfhda.s;d$ fiajd ndOl bj;alr
.ekSug iqoqiq l%shd ud. .ekSug iNdj iQodk h hq;=h'
6. jev wdrN lsrSug m%:u ia;rd;aul jHdmD;s ie,iq i|yd wkque;sh wdishdkq
ixjOk nexl=j$ Y%S ,xld rch u.ska ,nd .ekSug iNdj l%shd l< hq;=h'
7. Wm jHdmD;sh l%shd;aul lsrSf m%udoh" < .Kka by, hdu" p,kh u; msrsjeh
by, hdu" m%;smdos; wruqo, blaujk msrsjeh wdoS l=uk fya;=la ksid fyda we;s
jk wu;r msrsjeh oerSug iNdj tl h hq;=h' tk Wm jHdmD;sh yudr lsrSug m
%;smdos; uqo, blaujd hk msrsjeh iNdj u.ska oersh hq;=h' tjeks msrsjehla f k
th jHdmD;sfhka uqo,a uqod yerSug m%:u iNdj u.ska imdokh lr.; hq;=h'
8. jHdmD;sh l%shd;aul lrk ld,h ;=, m%;sixOdk ie,eiaf yd uQ,H mqfrdal:kfha m
%.;s jd;d fokq ,nk wdlD;s u.ska ,nd osh hq;=h'
9. Y%S ,xld wdKavqjg yd wdishdkq ixjOk nexl=jg iqoqiq hehs yefkafka k tu
wdh;k ksfhdacs;hka ,jd jHdmD;s ld,h ;=, kEu gl tys l%shd;aul Ndjh mrSlaId
lsrSug yd jHdmD;sfha Ih m:hg we;=<;a lsrS lsrSug whs;sh we;'
10.fuu jHdmD;sfha kej; mosx lsrSf rduqj ^RF& yd mrsirh we.hq yd iudf,dapk
rduqj ^EARF& u.ska ia;r lr we;s mrsir yd iudcuh u fmka wkqj m%dfoaYSh
iNdj u.ska jHdmD;sh l%shdjg kexh hq;=h'
11.Wm jHdmD;s ykd.ekSf " ie,iq lsrSf" l%shd;aul lsrSf yd mrSlaIdf l=uk
wjia:djloS jqjo iyNd.s;aj yd WmfoaYk ie,iq yd ia;%S mqreI iyNd.S;ajh ikaO l
%shdldrS ie,eiau idlaId;a h hq;=h'
fuf,i wdOdr uqo,a ,eug tl jkafka k Wm jHdmD;s i|yd YLH;d jd;d "ia;rd;aul
bxcsfkare ie,iq yd ,xiq i|yd jQ ,sms f,aLK" wdOdr uqo, i|yd jq fldkafoais
ms,s.kakd njg iu; lr.;a iNd fhdackdf msgm;la iu. ,eug i,iajk f,i fuhska b,a,d
iskq ,ef'
jHdmD;s wOHlaI

weuqKqu 7
fhdackdj 2 ^isxy, mrsj;kh&
^bxcsfkare ie,iq jd;dj yd Wm jHdmD;s YLH;d jd;dj yd wdOdr i|yd jq fldkafoais yd
j.ka;s ms<sf.k iar lsrSf fhdackd iuq;sfha wdlD;sh&
m<d;a md,k wdh;k m%jOkh lsrSf wdxYsl jHdmD;sh ^mqr ke.=u& hgf;a
^iNd kduh& g ,nd fok ykd.;a jHdmD;s ms<s.eksSu yd l%shd;aul lsrSu i|yd
osk iNd iu; lr.;a fhdackdj yd ta i|yd uQ,H wdOdr wkqu; lrka iNdj fj; tjk ,o
od;u
orK ,smshg wjOdkh fhduq lrka"
^jHdmD;s kduh& m%uqL;d jHdmD;sh i|yd
ms<sfh, lrk ,o YLH;d jd;dj yd bxcsfkareuh ie,eiau we;= ia;rd;aul jHdmD;s jd;dj
iNdj iska ms<s.kakd w;r wkqu; ,smsh iu. olajd is my; i|yka j.ka;s yd fldkafoais j,g
tl jk njgo fhdackd iu; lr.kq ,ef'
fldkafoais yd j.ka;Ska
1. m%dfoaYSh iNdj" fok ,o uq wdOdr uqo, jk remsh,a oY,laI
^jHdmD;s msrsjeh& ;=, m%dfoaYSh iNdj yd Y%S ,xld wdKavqj tl jQ wdldrhg
yd .siq.; wdldrhg uQ,H ie,eiaug wkql+,j jHdmD;sh l%shdjg kxjk nj"
2. jHdmD;sh l%shdjg kxjk ld,h ;=, yd$fyda
thg miq kEu gl jHdmD;sh
iudf,dapkh lsrSug Y%S ,xld wdKavqjg whs;sh we;s nj
3. mrsir oQIK yd fjk;a ksYaldIKhka wdKavqj fj;skao wjYH jHjia:duh wkque;Ska iNdj
fj;skao m%dfoaYSh iNdj u.ska ,nd .kakd nj"
4. jHdmD;sfha jev lrf.k hdu i|yd wjYH jk wu;r msrsjeh i|yd iNdj odhl jk nj

5. wdOdr uqo, uqod yerSug m%:u i;=gqodhl f,i Wmfhda.s;d$ fiajd ndOl bj;alr
.ekSug iqoqiq l%shd ud. .ekSug iNdj iQodk nj
6. jev wdrN lsrSug m%:u ia;rd;aul jHdmD;s ie,iq i|yd wkque;sh wdishdkq
ixjOk nexl=j$ Y%S ,xld rch u.ska ,nd .ekSug iNdj l%shd lrk nj
7. Wm jHdmD;sh l%shd;aul lsrSf m%udoh" < .Kka by, hdu" p,kh u; msrsjeh
bym hdu" m%;smdos; wruqo, blaujk msrsjeh wdoS l=uk fya;=la ksid fyda
we;s jk wu;r msrsjeh oerSug iNdj tl jk nj' tk Wm jHdmD;sh yudr lsrSug m
%;smdos; uqo, blaujd hk msrsjeh iNdj u.ska orK w;r tjeks msrsjehla f k th
jHdmD;sfhka uqo,a uqod yerSug m%:u iNdj u.ska imdokh lr.kq ,ef'
8. jHdmD;sh l%shd;aul lrk ld,h ;=, m%;sixOdk ie,eiaf yd uQ,H mqfrdal:kfha m
%.;s jd;d fokq ,nk wdlD;s u.ska ,nd fok nj
9. Y%S ,xld wdKavqjg yd wdishdkq ixjOk nexl=jg iqoqiq hehs yefkafka k tu
wdh;k ksfhdacs;hka ,jd jHdmD;s ld,h ;=, kEu gl tys l%shd;aul Ndjh mrSlaId
lsrSug yd jHdmD;sfha Ih m:hg we;=<;a lsrS lsrSug whs;sh we;s nj
10.fuu jHdmD;sfha kej; mosx lsrSf rduqj ^RF& yd mrsirh we.hq yd iudf,dapk
rduqj ^EARF& u.ska ia;r lr we;s mrsir yd iudcuh u fmka wkqj m%dfoaYSh
iNdj u.ska jHdmD;sh l%shdjg kxjk nj
11.Wm jHdmD;s ykd.ekSf " ie,iq lsrSf" l%shd;aul lsrSf yd mrSlaIdf l=uk
wjia:djloS jqjo iyNd.s;aj yd WmfoaYk ie,iq yd ia;%S mqreI iyNd.S;ajh inkaO l
%shdldrS ie,eiau idlaId;a h hq;=h'
^fuu fhdackdf iy;sl l< msgm;a iNd iu; jQ oskho iys;j Wm jHdmD;s ldhd,h u.ska
jHdmD;s l<uKdlrk tallh fj; th hq;=h'&

weuqKqu 9
^,xiq ,sh,s yd ia;rd;au ie,iq wkqu; lsrSf ,smsfha wdlD;sh& - issssxy,
mrsj;kh
oskh #iNdm;s
m%dfoaYSh iNdj
u.ska "
Wm jHdmD;s inkalrK tallh-

m<d;

uy;dfKks"
,xiq ,sh,s yd ia;rd;aul jHdmD;s ie,iq wkqu; lsrSu

my; i|yka Wm jHdmD;Ska i|yd bossrsm;a lrk ,o fhduq lsrS j,g wjOdkh fhduq lrkq ,ef'
wxlh

jHdmD;s kduh

,xiq i|yd wkqu; .Kk


yd
^uqo, re#&

jHdmD;s l<uKdlrk tallh Tn iska ,nd fok ,o jd;d yd ,sh,s i|yd $fuhska wkque;sh
fokq ,ef'$ my; i|yka uYkhla lrkq ,ef ^hula f k&
;jo" ie,iq.; mrsos iNdj iska >K jH l<uKdlrk ie,eiau yd m%;sixOdk ie,eiau l%shdjg
kxjk f,io" yd wdOdr u; jQ fldkafoais yd j.ka;s ms<smeoSug lghq;= lrk f,io" Wm
jHdmD;s inkalrK tallh$ m%dfoaYSh iNdj iska ,xiq l%shdj,sh wdrN lrk f,i yd ta wdY
%s; ld, ie,eiau jHdmD;s l<uKdlrk tallh fj; okajd isk f,io fuhska b,a,d iskq ,ef'
jHdmD;s wOHlaI