(

Thi
sDocumenti
sthePr
oper
tyoft
heGov
ernmentoft
heRepubl
icofZambi
a)

REPUBLI
COFZAMBI
A

MI
NISTRYOFNATI
ONALDEVELOPMENTPLANNI
NG

ZAMBI
AINTEGRATEDFORESTLANDSCAPE
PROJECT

Subpr
oject
sManual

June2020
 MESSAGETOTHEUSER
Thismanualhasbeendev elopedbyt heMi nist
ryofNat ionalDev elopmentPl anni ng
topr ov idegener alguidancet oel i
gibleor ganisati
onst hatar econsi deringapplyingor
areact uall
yappl yingf orWor l
dBanksponsor edMat chi ngGr antsundert heZambi a
Integrat edFor estLandscapePr oject( ZIFLP) .Themanuali sdesi gnedt o clarif
y
procedur alissues and enhance t he el igi
ble appli
cant ’
s chances ofmaki ng a
wat ertight and conv inci ng pr oposalf or f unding under t he Mat ching Gr ants
Componentoft heZambi aI ntegratedFor estlandscapePr oject.
TheManualbegi nsbygi v i
ngsomebackgr oundoft heZambi aI ntegratedFor est
LandscapePr oject ,i
tsgoalandobj ecti
ves.I talsogi vesabr iefdescr i
pt i
onoft he
variouscomponent soft heZI FLP,t het argetbenef i
ciariesandt hecat chmentar eas
i
nwhi cht hepr ojectisbei ngi mpl ement ed.Thesect ionst hatf oll
ow descr i
bet he
speci f
icr equir
ement sf orel igibil
it
yandt hemi ni
mum r equirement sint heappli
cat ion
process.TheManualal sodescr i
best heev aluati
onandsel ecti
onpr ocessesoft he
appl i
cant s.
Theappl i
cantsar eencour agedt or eadt hr oughthesegui deli
nesandseekaddi tional
clari
ficat i
onsfrom t hePr ojectDi stri
ctFocal PointPersonsbef oremaki nganat tempt
toappl yfortheMat chingGr ant s.

i
|Page
Cont
ent
s
1.
0 Pr
ojectdescr
ipt
ion 1
1.
1Backgr
ound 1
1.
2 ZI
FLPComponent
s 2
1.
2.1Component1:
Enabl
i
ngenv
ironment 2
1.
2.2 Component2:
Liv
eli
hoodandl
ow-
car
boni
nvest
ment
s 2
1.
2.3 Component3:
Proj
ectManagement 3
1.
2.4 Component4:
Cont
ingentemer
gencyr
esponse 4
2.
0Ty
peoff
inanci
ngandt
het
hreshol
ds 4
2.
1 Smal
lGr
ant
s(US$10,
000–US$50,
000) 4
2.
2 Medi
um Gr
ant
s(US$50,
001–US$100,
000)
. 4
2.
3 Lar
geGr
ant
s(US$100,
001–US$150,
000)
. 4
3.
0Dur
ati
onoft
hePr
ojectandSub-
proj
ect
s 4
4.
0El
igi
bil
it
y 5
5.
0Det
ail
edI
nvest
ment
sImpl
ement
ati
onPr
ocedur
es 6
5.
1 Sub-
proj
ectPr
epar
ati
on 6
5.
1.1 Capaci
tybui
l
dingofst
akehol
der
s 6
5.
1.2 Submi
ssi
onofCompl
etedAppl
i
cat
ionCont
ent 8
5.
1.3 Scr
eeni
ngf
orCompl
eteness 8
5.
1.4 Fi
eldAppr
aisal 9
5.
1.5 Appr
oval 10
5.
1.6 Di
sbur
sementt
osubpr
oject 10
5.
1.7. Sub-
Proj
ectSt
artup 11
5.
1.8. Pr
ojectI
mpl
ement
ati
onPl
an 12
5.
1.9. Si
gnSub-
GrantAgr
eement 12
5.
1.10. Tr
aini
ngt
hePr
ojectManagementCommi
tt
ees 12
6.
0Fi
nanci
alManagementPr
ocedur
esandPol
ici
es 13
7.
0Act
ualI
mpl
ement
ati
onofSubpr
oject
s 14
7.
1. Repor
ti
ngonPr
ogr
ess 15
o 15
7.
2.Sub-
proj
ect
smoni
tor
ingar
rangement 16
7.
1 FeedbackandGr
iev
anceRedr
essMechani
sm 17
7.
2 Cl
oseoutandRet
ent
ionofRecor
ds 17
7.
3 Requestf
orCont
inuat
ionofFundi
ng 18
7.
4 Ter
minat
ionoft
heGr
antAgr
eement 18

i
i|Page
Annex1:Appl
icantEl
igi
bil
it
yFor
m 19
Annex2:Pr
ojectPr
oposal
For
m 19
Annex3:Zambi
aInt
egr
atedLandscapePr
oject
:Sub-
Proj
ectPer
for
manceFr
amewor
k
Templat
e 26
Annex4:BudgetDet
ail
s 27
Annex5:Env
ironment
alandSoci
alManagementCheckl
istForZi
fl
pSub-
Proj
ect
s 28
Annex6.Subpr
ojectmont
hlyr
epor
ttempl
ate 30

i
i
i|Page
i
v|Page
ACRONYS
AWPB Annual Wor kPl an&Budget
Bi
oCF Bio-Car bonFund
CBO Communi tyBasedOr gani zati
ons
EMP Env i
r onment al ManagementPl an
ESMF Env i
r onment al andSoci al ManagementFr amewor
k
ESI
A Env i
r onment al andSoci al ImpactAssessment
FMS Fi
nanci al ManagementSy stem
FMR Fi
nanci al Moni toringRepor t
FNDP Fi
ft hNat i
onal Dev elopmentPl an
GC Grant sCommi ttee
GEF Global Env ironment al Faci li
ty
GRZ Gov er nmentoft heRepubl i
cofZambi a
I
CR I
mpl ement at ionCompl et i
onRepor t
I
DA I
nt ernat ional Dev elopmentAssoci ati
on
M&E Moni toringandEv aluat ion
MDG Millenni um Dev elopmentGoal
MNDP Mini stryofNat ional Dev elopmentPl anning
MOU Memor andum ofUnder standi ng
NGO Non- Gov ernment al Or gani zation
NPM Nat i
onal Pr ojectManager
NPIU Nat i
onal Pr ojectI mpl ement at
ionUni t
PAD ProjectAppr ai sal Document
PDO ProjectDev elopmentObj ective
PPIU Prov inci al Pr ojectI mpl ement ationUnit
PSU Procur ementandSuppl iesUni t
PSC ProjectSt eer ingCommi ttee
REDD+ Reduci ngdef or estat i
onandf orestdegr adat
ion
SNDP Sev ent hNat ional Dev elopmentPl an

v|Page
DA
GEF
DEFINITIONSOFTERMS
Appl
i
cant Anor gani
sati
onapplyingfortheMatchi
ngGrant
Appl
i
cati
on Thepackageofal lnecessarydocumentsanddat a
submi t
ted by applicant incl
udi
ng the project
proposal
Benefi
ciar
y therecipi
entofgoodsorser vi
ces
CatchmentAr
ea thegeographicareasinwhi chtheproj
ectshal
lbe
i
mpl emented
Gr
ant
Pr
imar
yCont
act
: Memberoft heGr antReci pientor ganisationwho
servesast hemai npoi ntofcont actbet weent he
MinistryofNat i
onalDev elopmentPl anni ng and
thatorganisati
on
Gr
antCommi
tt
ee TheGr antCommi tt
eei saTechni calCommi tt
ee
constit
utedatt hePr ov i
nciallev el
.Iti
scomposed
ofexper t
sint heagricultur
e, f
or estr
y,l
ivestockand
Wildli
fesect orandst akeholder sint hei ndustry.
Themai npur poseoft heGr antCommi tteei sto
revi
ew,sel ectand r ecommend sub- projectsfor
funding.TheGr antCommi tteesshal lbegui dedby
specifi
cgui deli
nesandcodeofconductt owhi ch
allmember sar erequiredtoadher eto.

v
i|Page
v
ii|
Page
1.
0Pr
ojectdescr
ipt
ion
1.
1Background

Zambi a’s naturalr esource base i s under i mmense pr essur ef r

om v ari
ous
development alsect or s,including mi ni
ng,ener gy,infr
astructure and agr i
culture.
Some oft he mai n dr i
vers ofdef orestati
on emanat ef rom t hese sect ors.The
mechani sm forr educingdef or estationandf orestdegradati
on( REDD+)pr esent san
opportunit
yf orZambi at oaddr essdef orestati
oni nacompr ehensi veandi ntegrated
mannerbyi nvolvingi dentif
iedsect orsandkeyact ors.Assuch,Zambi adev eloped
theNat i
onalREDD+St rategyf ocusi ngont acklingdiff
erentdriversofdef orestat i
onin
botht heforestryandot herident ifi
edkeysect orsinparti
cular,agr icul
ture,ener gy,
miningandi nfrastructure.TheVi si
onoft hisStrategyistocont ri
but etoapr osper ous
cli
mat echanger esi l
ienteconomyby2030, anchoreduponsust ainablemanagement
andut il
i
zati
onoft henat ion’
snat uralresourcest owardsimpr ovedl iveli
hoods.

To f acili
tat
et he i
mplement at
ion oft he Nat ionalREDD+ st r
ategy,and ov eral
l
transi t
ionalar r
angementsf r
om REDD+Readi nesst oi mplementat
ion,Government
dev elopedt heZambi aInt
egratedFor estLandscapePr oject(
ZIFLP)wi t
h$32. 08m
fundi ng int he Easter
n Pr ovince.ZI FLP i ncludes financi
ng from t he Global
Env ironment alFacil
it
y(GEF)( US$8.05M) ,I
DA( US$17M)andBi oCF( US$8M).ZIFLP
aimst oachi eve,onav er
ageemi ssionr educt i
onsof3. 5mi l
li
ont CO2e/year( 35
mi l
liont CO2ei nt ot
al)i
naddi ti
ont ootherco- benefi
ts.ZIFLPbenefit
sfrom REDD+
readi nessact i
viti
esinpl
aceatt hecount ry-
levelthatwer esupport
edbyt heUN- REDD
Init
iat i
ve.

In East ern Pr ovince the mai n dri

vers ofdef orestation hav e been i dent if
ied as
agriculturalexpansi on,f uel
woodex t
racti
onandl ateanduncont roll
edf orestf i
res.
Def orestat i
oni sdr i
venmai nl
ybysmal lscalef ar
mer st hroughagr i
culturalexpansi on
forsmal l-scalesubsi stenceandcashcr opfarming, agriculturalexpansi on, fuelwood
extraction,andf orestf i
reshav eadirectimpactont hequal i
tyoft hef orestest ate
acrossEast ernPr ovinceandl eadst owi despreadf orestdegr adat ion.Fuel wood
extraction, whi chincludesf ir
ewoodandchar coalproduct i
oni scarriedoutbot hona
part-ti
mebasi sbysomef armersandasanexcl usi
v eact i
v i
tybyseasonedchar coal
producer s.Whi l
ef ir
ewoodhar vesti
ngiscar riedoutbybot hf ar
m househol dsand
commer cialbr ewer i
esandot herindustri
esr unningboi l
ers.Atl east156, 000haof
forestswer eestimat edt ohav ebeenlostintheEast ernPr ov i
ncebet ween2000and
2014,pr imar il
yduet oagr i
cult
uralexpansion.Fuelwoodext racti
onwasest imat edt o
hav eaf fect ed16, 000ha/ yearby2016,whi lewi ldf i
reswer eest i
mat edt oaf fect
appr oximat ely678,000haoff orest
spery earbetween2000and2014.

ZIFLPhasidenti
fi
edinter
venti
onst hatprev
entdefor
estati
onandf orestdegradation,
such as:improved l
and-use planning,scal
i
ng-up ofcl i
mat e smartagr icult
ure,
renewabl
eenergyaccess,and,poli
cies,l
awsandregulat
ionsthatprotectf
orest sand
wildl
i
fe.Thei
ntervent
ionthusservesasascal abl
epilotprogram thatcanber oll
ed

1|Page
outonapr ovi
nci
albasisinaccor dancewi t
ht he7NDP,andwi thsectorgr
owt h
tar
getsal
ignedwithZambia’
sVi si
on2030.ZI FLPcov erstheent
ir
eEaster
nProv i
nce
withadev el
opmentobjecti
veofi mpr ovi
ngl andscapemanagementandi ncrease
envi
ronmentalandeconomicbenefitsfortar
get edruralcommunit
iesi
ntheEastern
Provi
nce and toimprovet he Government’s capacitytorespond pr
omptlyand
eff
ecti
vel
ytoanEligi
bleCri
sisorEmer gency”
.

TheProj
ecthasbeendesi gnedinani ntegr
atedandhol i
sti
capproachaddr
essi
ng
var
ioussect
ors;f
orestr
y,wildl
i
fe,agr
icultur
e,planni
nginor dert
oensuregreat
er
i
mpacts,r
educedupl
icat
ionandharmoni sedappr
oacht odevel
opment.

1.
2ZI
FLPComponent
s
1.
2.1Component1:Enabl
ingenv
ironment

Thisfirstcomponentwi l
lcr eat
econdi tionst
hatwi llal
lowt heli
v el
ihoodi nv estment s
ofComponent2 t o be successf ull
yi mpl
ement ed and pr eparet he count ryf or
emission reductions pur chases.The componentwi l
li ncl
ude suppor tf ort wo
subcomponent s(a)Di st
ri
ctandl ocalpl anni
ng,whi chwillsuppor tintegrateddi st
rict
developmentandl ocalpl anningincludinglanduseandact ionpl anningt hrough
parti
cipatoryprocesses;and( b)Emi ssionsr educti
onf ramewor k,whi chwi l
lhel p
establi
sh the instrument s needed f ora f uture Emission Reduct ion Pur chase
Agreement( ERPA).Enabl i
ng envi
r onmenti nterventi
onswi l
lbef inancedt hrough
grantsuppor tf
rom t heBioCFI SFL.
1.
2.2 Component2:Li
vel
ihoodandl
ow-
car
boni
nvest
ment
s

Component2wi l
lf i
nanceon-the-
groundact i
vit
iesthatimprover ur
alli
veli
hoods,
conserve ecosy
stems and r educe GHG emi ssi
ons.Ithas two subcomponent s:
Agri
cultureandforestr
ymanagement ,
andWi ldli
femanagement .Theseacti
vit
ieswi l
l
befinancedbyI DA,Bi oCFISFL,andGEFr esources.Alt
hought hesubcomponent s
aresect or
alinnature,thecross-
sectoralandl andscapeapproachoft heplanning
acti
vi
tiesthatwi
llunder l
i
etheacti
vit
ieswillensurealandscapeapproachisretai
ned.

A.Subcomponent2.
1:Agr
icul
tur
eandFor
est
ryManagement

Theobjecti
veoft hissubcomponenti st oprov
idefinancingforinterventionst hat
i
ncreaseagr i
cul
turalproduct
ivi
ty,enhanceagroandf orestecosystem r esil
ience,
reduceGHG emi ssions,andsequestercarbonusingal andscapeappr oach.Thi s
subcomponentwi l
lcoverthefol
lowingacti
vi
ti
es:(a)scali
ngupofCSApr actices;(b)
communi t
yf orest
r y management ;and (c) land tenure and r esource r ights
regul
ari
zati
on.

CSA:Int
erv
enti
onsunderCSAwi l
lapplyatr
ain-
the-t
rainer
sapproachtoi
ntroduce(
a)
Conserv
ati
onAgr i
cult
ure(CA)practi
cesandIntegratedSoilFerti
l
ityManagement
(I
SFM),(b)agrofor
estry
,and (
c)enhanced mar ketaccessf orsmall
holdersand
pri
vat
esectorengagement.I
naddit
ion,t
heproj
ectwi l
lsuppor
tcommuni t
ygrantsf
or

2|Page
l
ivel
ihood inter
ventions,incl
udi
ng CSA and smal lruminants orpoult
ry,and f
or
supporti
ng mar ketaccess t hrough agro-
processi
ng.Interv
enti
ons willaim at
enhancing the income and liv
elihood ofthe communi t
ies and f
armerf ami
li
es
thr
oughi ncome-gener at
ingandvalue-
addedacti
vit
iesi
ntheEP.

Communi tyf orestrymanagement .Theobj ect iveoff orestrymanagementi st o

assistlocalcommuni t
iesandt heirorgani zat
ionst oimprov ethemanagementand
conserv ationoft hei
rnat uralresources,cr eatei ncomeoppor t
unities,andgener ate
carbon benef it
s.Thi s willbe accompl ished by dev el
opi ng and i mplement ing
parti
cipat orylandandr esour ceusepl anningandmanagementi ncludingf i
recontr ol
andpr ev enti
onandpr ov i
dingspeci al
izedt echnical assi
stanceandt rai
ningtoident ify
viableinv estment sfrom thesust ai
nabl eproduct ionoft imberandnon- ti
mberf orest
product s.Activi
tiestobesuppor t
edwi llbeconsi stentwitht helandandr esour
ceuse
plansdev elopedatt hev il
lageanddi str
ictlev els.Thesubcomponentwi llf
inance
speciali
zed t echnicaland ext ensions ser vices,smal lwor ks and equi pment ,
operationalcost s,andnon- consult
antser v i
ces( forexampl e,wor kshopsandst udy
tours).

Regularization ofl and and r esour ce ri

ghts.The subcomponentwi llprovi
de
analyti
calandTAsuppor tt oexpandpastandongoi ngef fortsatdocument ingl
and
ri
ghtst hatcoul dunder pinadopt ionofsust ainablel ow-carbonl andmanagement
practi
cesandpr ivatesect orengagement .Acti
viti
eswi l
lfeedi ntot heNat i
onalLand
Titl
i
ng Pr ogr am and wi llcompr i
se:( a)dev el
oping cost -
effective sy stems t o
sustainablymanage i nformation on l and ri
ght s and l i
nking itt ol and use;( b)
i
dent i
fyi
ngnewpossi bil
it
iesofpr i
v atesectorengagementbasedonanassessment
oftheext entandi mpactofexi stingar r
angement s;( c)document ingdi fferentty
pes
ofl and rightsi n way st hatar e suppor ted by localst akeholder s and pr ovi
de
i
ncent i
vesf oradoptionofCSA,sust ai
nablelanduse,andi ntensi f
ication;and( d)
l
inkinglandr i
ght
st okeypar ameter soflanduse( cropcov er,soilmoi sture,andsoil
carbon)usi ngremot elysensedimager y.

B.Subcomponent2.
2:Wi
ldl
if
emanagement

Thi
ssubcomponentwi
l
lhav
ethr
eemaj
orf
ocusar
eas:

Supportforthenationalpr otectedareasy st
em.TheZI FLPwillcontr
ibuter esources
toseveralspeci
fici
niti
ati
v esatanat ionallev
eltohelpensuremor esust ai
nabili
tyfor
theEP pr otect
ed areai nv estmentsbyst r
engtheni
ng theov eral
lsy stem.These
i
nvestment swil
lhelpstrengt henthepr ot
ectedareasystem andt hedev elopmentof
moresust ai
nablewildl
i
fe-basednat ionaltour
ism.

Communitymanagementofwi ldl
i
fe.Underthi
spartoft
hepr oject
,theZI
FLPseeks
topromotepract
iceswhichwi
llmaximizeopport
uni
ti
esforruralcommunitiesf
rom
adj
acentwil
dli
fer
esourceswhi
chwi l
lbeposi
tiv
eforbi
odi
versi
tyconservat
ion.

Managementofprotectedareas,
withafocusontwokeypr
otectedar
easoft
heEP.
Thi
sincl
udesLukusuziNati
onalPark(LNP)andLuambeNat
ional
Park.

3|Page
1.
2.3 Component3:Pr
ojectManagement

Thiscomponentwi l
lfinanceacti
vi
tiesrel
atedtonat i
onalandpr ovi
nciall
evelproj
ect
coordinat
ion and management ,incl
uding annualwor k pl
anning and budgeti
ng;
fi
duciary aspects( fi
nancialmanagement and pr ocurement);human r esource
management ;safeguards compli
ance moni t
oring;M&E and i mpactassessment
studies;and communi cati
on str
ategy and citi
zen engagement .Ther e ar
et wo
subcomponent s,onef ortheNat i
onalPr oj
ectImplement ati
onUnit(NPIU)andone
fortheProvinci
alProjectImplementati
onUnit(PPIU).
1.
2.4 Component4:Cont
ingentemer
gencyr
esponse

Thisisaz er
o-budgetcomponentwhi
chisincludedt
of aci
li
tat
etheuseofI
DAf unds
i
nt heev entofadisasterandt
obeabletorespondquickl
ytoapotent
ial
Gover
nment
requestt oreall
ocatesomef undi
ngfrom existi
ngWor l
dBankpr oj
ect
stoprov i
de
emer gencyreli
ef.
2.
0Ty
peoff
inanci
ngandt
het
hreshol
ds

The Zambi aI nt egrated ForestLandscape Pr oj

ect( ZIFLP)has t hree (3)grant
faci
li
tiestowhi chel igibl
ebenefici
ariescanapply.Thet hree( 3)grantsfacil
it
iesare
namedanddi stinguishedbyt het ypeandnatureoft hesuppor toract i
vit
iestheyare
designedt of i
nance.Thegr antf oreachsubpr oj
ectwi l
lr angef r
om US$10, 000t o
US$150, 000andbel owi showt heywi l
lbecategor
ized
2.1Smal lGrants( US$10, 000–US$50, 000)

Thi
scategorywouldbeforcommuni t
ygroups/organi
zati
onswhoint
endtostar
t-
upaninvestmentsubpr
oject
.Forexample,agroupthathasnev
erimplement
eda
beekeepi
ngv ent
urebuthavepl
ansofundertaki
ngsuchasubpr oj
ect
.
2.
2Medium Grants(
US$50,001–US$100, 000).

Thi
s categorywould caterforboth start
-ups and exist
ing subproj
ect
s.The
communi t
ygroups/organi
zat
ionsshouldhav eshownacer tainlev
elofexper
ti
se
tosuccessful
l
yi mplementtheproposedsubpr oj
ect
.Theyshoul dalsoaimto
combineproducti
onwi t
hacertai
nlevelofprocessi
ngi
nt ofi
nishedproduct
s.
2.
3Lar
geGr ants(US$100,001–US$150,000).

Thiscategorywoul dtargetcommuni t
ygroupsandor ganizat
ionswi thexi
sti
ng
subpr oj
ects.Forexampl e,onealr
eadyrunningabeekeepi ngprojectandhave
plansofscal ing up t
hesub pr oj
ectbyi ncreasing producti
onand pr ocuri
ng
appropri
atepi ecesofequi pmentforsorti
ng,pr ocessingandpackagi ng.The
group/organizati
onshouldev enhavethecapacitytorunanout -gr
owerscheme
forrawmat eri
als.

3.
0Dur
ati
onoft
hePr
ojectandSub-
proj
ect
s

TheZambiaI
ntegrat
edForestLandscapePr
ojecti
sschedul
edtorunf
oraperi
odof
upto5y ear
s( 2018-
2022)subjecttothetermsandconditi
onsofthefi
nanci
ng

4|Page
agreementsbetweentheGover
nmentoft heRepubl
i
cofZambi
aandt
heBi
oCFpl
us
Ini
ti
ati
veforSustai
nabl
eFor
estLandscapes,I
DAandGEF.

Thesub- pr
oject
sf i
nancedunderthethree(3)Mat
chi
nggr
ant
sfaci
l
iti
esshallbe
expectedtor unfortheMi ni
mum durat
ionofsi
x(6)mont
hsandtoamaxi mum
durat
ionofTwent y
-Four(24)Mont
hs.
4.
0El
igi
bil
it
y

In gener althe Matching gr antf acil

it
ies underthe Zambi aI ntegrated Forest
LandscapePr ojectar
etar getedatv ar
ioustypesofinvestmentssuchassuppor ttree
nurser i
es,tr
eepl ant
ingact ivi
ti
es,suppor ttocommuni t
yi ni
ti
ati
vest hatpromot e
naturalregenerat
ionforests,on-far
m agr of
orestr
yactiv
iti
es,wil
dli
feandot hert
ypes
ofinv estmentsthataimt or educecar bonexposurewithi
npor t
foli
osi nt heEastern
Province.Themi nimum el i
gibil
it
ycr i
teri
aforallthethree(3)grantf acil
iti
esareas
fol
lows:

i
. Thepr
oposedsubpr
ojectshoul
dbenef
itt
het
argetbenef
ici
ari
es.

i
i
. Thepr
oposedsubpr
ojectshoul
daddr
esst
heneedsoft
hecommuni
tyi
n
ter
msofpri
ori
ty.

i
i
i. Theproposedsubpr
ojectshouldhavebeeni
dent
if
iedfori
mplement
ati
on
thr
oughacommuni typarti
cipat
oryappr
oachi
nAgr i
cul
tur
e,For
est
ryand
Wil
dli
fe.

i
v. Thepr oposedsub-pr oj
ectsmustdemonst rateclearcommuni t
ynat ural
resourcev alueincreasepot ent
ial
,reducedegradati
on,i
ncreasedfor est
cov er
,climateresil
ienceandadapt at
ionco-benefi
tsandnotcont r
ibut e
potential
lytomal adaptati
on( e.
g.haveshortterm benef
it
s,butincr
ease
vulnerabil
it
yoverthelong-ter
m) .

v
. Dueconsiderat
ionshouldbegi vent olocati
ng,desi
gning,implementi
ng,
andoperati
ngthesubprojecti
nor dertomi ni
mizeanyadverseimpactson
theenvi
ronment.Sui
tablemi t
igat
ionmeasur esshouldbei ncor
porat
edin
theProj
ectdecisi
onthatcoul dbeunder takenwit
hinthecapaci t
yofthe
community.

v
i. The communit
yshould demonstr
ate adequate capaci
tyto execute or
super
viset
hepr oj
ect
.Ifnot,acceptablearr
angement sshouldexistt o
appoi
ntacapabl
equali
fi
edserv
iceprovider
.

v
ii
. The communit
y shoul
d indi
cat
e wi
l
li
ngness t
o cont
ri
but
ein ki
nd
cont
ri
but
ion,
suchasl
abor.

v
ii
i. Thechair
person,oritsnomi natedrepr
esent
ati
ve,shoul
dbeauthori
zed
l
egal
lytosignacont ractforpr ocur
ementpurposesandshoul
df ol
low
appr
ovedprocurementprocedures.

5|Page
 i
x. Ar eal
ist
ici
mplement
ati
onpl
anshoul
dbepr
epar
edandappr
ovedbyal
l
concer
nedpart
ies.

x. Thepr oj
ectwil
lworkwit
hal r
eadyexisti
ngcommunityst
ruct
urest hathave
beenf or
mallyest
abli
shed.Insituat
ionswherethesestr
ucturesar enon-
exist
enceornon-f
uncti
onal,theproj
ectwil
lsuppor
tthei
restabli
shmentor
functi
oni
ng.

xi. Thecommuni tyshould bear ecogni zed entit

ywhi ch i sr egi
stered as
provi
dedf ori nthelawsofZambi a,par t
icular
lyint heSoci eti
esAct ,the
NGO Actandt heCompani esAct .(
i.
e.asanassoci ation,cooper ativeor
company ).
Thesear ethegener alpri
ncipl
esthatwillguidet heGr antCommi tt
eei narri
vingat
thedecisiontorecommendpr oposedi
nv estment sforfi
nanci ng.Howev erduet o
thefactthatthepr ojecti
soper ati
ngonal imitedandpr edeter minedbudget ,the
fundi
ngdeci sionswi l
lbeul t
imatelybedet ermi nedbyt her esourceenv elope
avail
ableinapar t
icularfi
scalyear.

5.
0Detai
ledInvest
mentsImpl
ementati
onProcedures
Thesub-proj
ectcy
clet
akesthef
oll
owingstages:

1. Communi
tyawar
enessr
aisi
ngandsensi
ti
zat
ioni
nthet
argetar
eat
oinf
ormt
he
targetbenef iciariesofapl annedact i
v i
tyonneedsassessmentt oensur eas
manycommuni t
ymember saspossi bl
ear eabl et opar ti
cipate;
2. Pa rti
cipatoryassessmentoft hel ocaldev elopmentneedsandv ulnerabil
it
ies,
i
ncl udingmappi ngofl ocalasset sandpubl i
cf acil
ities(roads,boreholes,cli
nics,
bridges,et cetera)wi t
h par t
ici
pation ofa wi de r ange ofmember si ncl
uding
vulnerablegr oups–f acil
it
atedbypar t
nerNGOs;
3. Identifi
cation of pr i
orit
y soci o-economi c i nfrastructural subprojects f or
communi ties,war ds,and di stri
cts,as wel las l i
veli
hoods act i
vit
ies att he
communi tyl ev el(ifav ai
lableandf easible,thepr ojectt oal sosupportpriori
ti
esi n
theirlocal dev elopmentpl ans);
4. Prepar ati
on and submi ssion ofa sub- grantpr oposalby each benef i
ciary
group/ war d/dist r
icttoadesi gnatedfocal point/sub- commi tt
ee;
5. Onc eappr ov ed, impl ement ati
onandmoni toringofsub- projects;
and
6. Compl eti
onandev aluati
onoft hesub- projectswi thoper ati
onandmai ntenance
arrangement s.

5.
1Sub-
proj
ectPr
epar
ati
on
5.1.1 Capaci t
ybui ldingofst akehol ders
Benef i
ciarycommuni tiesar ei nformedoft heoppor t
unit
iesav ail
abl
et othem byt he
sensiti
zationprogrammes, i
nfor mationdissemi nati
on,andthepar ti
cipat
oryplanni
ng
process.For mal“ Callsf orPr oposal s”wouldal sobemadet hroughadv er
ti
sement s
placedbyt heDi strictPl anni ngOf fi
cersatt hev ari
ousdi stri
ctsint heProv i
nce.
Proposed sub- projects mustaddr ess a pri
or it
yneed and cont r
ibuteto cli
mat e
adaptationandmeetel igibil
i
tycr it
eria.
Thef acili
tat
ors,NGOorDi st
rictPlanni ngOffi
cemayassi stcommuni t
iestofi
lli
nt he
ProjectPr oposalFor m,ensur ingt hatthegr oupunder standseachsect i
onoft he

6|Page
proposalf
orm, andisabletopr ovi
det heinformat i
onaskedfor,andunderstandwhy
theinf
ormationisimportant.Theappl icantreferstotheGuidel
i
nes, whicharegi
ven
withtheappl i
cat
ionform.Oncet heappl icantcompletesthedev el
opmentoft heir
proposal
s,theysubmitthem wi threquireddocument stothedistri
ctplanningof
fice
andkeepsonecopy .Themi nutesofal lrelevantmeeti
ngsar eat t
achedt othe
proposal
.Pr oj
ectproposalf or
mswi llbeav ail
ableatthedistri
ctplanningoff
ice.
Checksampl eoftheProjectproposalfor minAnnex2.

Theappl icati
oncont enti sapackageconsi st
ingofr el
ateddocument st hatwhen
read togethergi vest heGr antCommi t
teeand theTechni calRev i
ewersa cl ear
understandingoft heappl icant-
,whattheywanttouti
l
isether equest
edr esourcesfor,
thei
rcapaci tytoi mpl ementt heplannedactiv
iti
esandut il
i
set heresourcesi nthe
way s i ntended. The appl i
cati
on package shal l cont ain the f ol
lowing
forms/document s:
? Eligibil
it
yf orm
? Pr ojectPr oposalFor
m
? Per formanceFr amework
? Budgett empl ate
? Pr ocurementPl an
? Env ironment alandSocialManagementchecklist
? Decl arationform

Thesedocument
stogetherconsti
tutetheappl
i
cat
ioncont
entwhi
chal
lappl
i
cant
s
mustaddr
essinor
dertobeconsideredbytheGr
antAppl
i
cati
onCommi
tt
ee.

5.
1.1.
1 El
igi
bil
it
yFor
m

TheEl i
gibi
l
ityformi sthepre-requi
sitefor
mt hatmustbef i
l
ledinbef
oretheappl
icant
evendev el
opst hepr oposal
.Itprovidesproofthattheappli
cantisel
i
gibl
etoapplyfor
ther esour
ces.I tout l
i
nest heel i
gibi
li
tycrit
eri
aandr equi
resappli
cant
st oprovide
evidenceoftheireli
gibil
it
y.Thesampl eoftheeli
gibil
i
tyformisprovi
dedinAnnex1
5.1.1.2 ProjectProposal

Theconceptpaperi sthemaindocumenti ntheappli

cati
oncontent.Itgi vesthe
applicantanoppor t
unit
ytoart
icul
atet
heirideasonhowt heywishtoapplyt hefunds
beingr equest ed.Theappli
canthasanoppor t
unitytoprov
ideadescr i
ptionoft he
i
nterv ent
iont heywi shtoundert
akeandt heex pectedr
esul
ts.TheStructureoft he
ProjectPr oposalFor misat
tachedinAnnex2

5.
1.1.
3 Per
for
manceFr
amewor
k

Theperfor
manceframeworkisthematri
xt hatsummar i
sestheGoal s,obj
ecti
ves,
acti
vi
ti
es,i
mpactsout
comesandoutputsfortheproposedint
erventi
ons.Itwi
llal
so
showthegener
alover
viewofthepr
oposedact i
vi
ti
esandthetargetstobeachieved.
SeeAnnex3perfor
manceframeworktemplate.

5.
1.1.
4 Budgett
empl
ate

7|Page
The budgett emplat
e provi
des the appl
i
cantwi tht he oppor
tuni
tyto costt he
proposedi nterv
enti
ons.Theappl i
cantshallensurethatthecosti ncl
udedi nthe
budgett empl at
ear eel
igibl
eandwi l
limpactont hei nt
endedbenef i
ciar
ies.The
appli
cantshoul dalsoclearl
yidenti
fyandindicat
et hosecostsinthebudgett hey
shallco-
finance.SeeAnnex4Budgett emplate.

5.
1.1.
5 Pr
ocur
ementPl
an

Thepr ocurementpl an isthelist

ing ofallmajorprocurementst hathavebeen
pl
anned dur i
ng the li
fe oft he int
erventi
ons.Itprovides an overvi
ew oft he
procur
ementact i
viti
est hatwi
llbeunder t
akenduringthelif
eoft heint
ervent
ion.I
t
i
ncorporatesthedescripti
onofthei t
ems,quantit
iesandspecifi
ct i
met heit
em wil
l
berequir
edandv alue.

5.
1.1.
6 Envi
ronment
alandSoci
alManagementCheckl
ist

Thi
si st hedocumentdesigned t
o assi
sttheappl
icantt
o assessand address
pot
entialant
ici
patedenvi
ronment
alandsociali
mpactsoftheproposedactiv
iti
es
andproposemitigat
ionmeasuret
oreduceadver
sei
mpactonthenaturalandsocial
envi
ronment.

SeeAnnex5Env i
ronment alandSoci alManagementCheckl ist
.
Thepr oj
ectsundert heZIFLPhav ebeenscr eenedandassi gnedanEACat egoryBas
theymayr esultinpotenti
aladv er
seenv ironmentalimpactsonhumanpopul ati
onsor
env i
ronmentall
yimpor t
antar eas( i
ncludingwet l
ands,for
ests,grassl
ands,andot her
naturalhabitat
s).Thesei mpactsar esi t
e-speci
fi
cand can be easi l
yaddr essed
throughmi t
igatorymeasur es. Thi st hereforerequi
rest hatthegrantsr eci
pients
ensur et
hattheirproj
ectsarei mplement edinanenv i
ronment al
l
ysoundmanner .

Technicalguidancewillbepr ovidedtotherecipientstoensur ethatallenvi

ronmental
and socialconcer ns aret horoughlyconsider ed fr
om t he startoft he pl
anni
ng
processandt hroughoutpr ojectimplementation.Tof aci
li
tatethis,acheckl i
ston
Envir
onment aland Soci alManagementFr amewor k( ESMF)i s annexed. The
checkli
stwillassiststakeholders,proponent
sorr eci
pientswi t
ht heidenti
fi
cati
onof
potenti
alimpactsbasedonav ail
ableknowledgeandf ieldinvesti
gations.

Pr
ocedures out
li
ned i
nt he ESMF wi
llbe f
oll
owed to pl
an f
ormi ni
misat
ion or
mi
tigati
onofimpact
s.Thesemayincl
udeasit
e-speci
fi
cEnvi
ronment
alManagement
Pl
an( EMP)
.

5.
1.1.
7 Decl
arat
ionf
orm

Thedeclar
ati
onfor
misthestat
ementbytheappl
i
cantdecl
ari
ngt
hatt
hei
nfor
mat
ion
thathasbeenpr
ovi
dedi
strueandaccur
ate.
5.
1.2 Submi
ssi
onofCompl
etedAppl
i
cat
ionCont
ent

Thecompl
etedappli
cat
ionfor
msandt hesuppor
tingdocument
s(i
.e.cer
ti
fi
edcopi
es
oft
heCert
if
icat
eofRegistr
ati
on)shal
lbesubmit
tedbythestat
eddeadli
nedayi
nthe
Cal
lforpr
oposals.Thecompl et
edappli
cati
onf ormsandsupporti
ngdocuments

8|Page
mustbesubmi tt
edtothedesi
gnat
edOf fi
cer(Usual
lyDist
ri
ctPl
anni
ngOffi
cer)atthe
Council
.Al lappli
cant
swhosubmi ttheirappli
cati
onformsmustensuret hatthey
recor
ddet ail
sintheAppli
cant
sRegistertobeprovidedattheDi
str
ictOf
fi
cesoft he
LocalAuthorit
y.
5.
1.3 Scr
eeni
ngf
orCompl
eteness

Thef irstpar toft herev i

ewpr ocessi sundertakenbyt heDistr
ictMul t
isector
alTeam
(DMT)oft hedi stri
ctinwhi chtheappl i
cati
onshav ebeensubmi tt
ed.TheFocalPoi nt
Personshal lrevi
ewal lthesubmi t
tedapplicationst oensur ethatallthesect i
onsof
the appl icat i
on package hav e been compl et ed and t he requir
ed suppor t
ing
document at i
oni sattached.
Alldocument swhi char enotcompl eteandlackt herelevantsuppor t
ingdocument s
shallf alloutoft hesel ect
ion processatt hisst age.TheDMT shal lprov idea
summar yr eportoft henumberoft heappl i
cat ionsr eceived,thenumber srejected
andt hosef orwardedt ot hePIU.Foral lt
heAppl icat i
onsdeemedi ncompl etetheDMT
shallpr ovi
det hedet ailsofwhati smi ssi
ngint heappl icat
ionpackagei nt her
epor tto
thePI U.
5.1.4 Fi el
dAppr aisal
Theobj ectiveoft hef iel
d appr ai
sali st o det erminet het echnicaland f i
nanci al
feasibil
ityoft hepr oposedsub- project.Thef ieldappr aisalachi evest hef oll
owi ng
results:-
i. Checkst hatt heinformat i
oncont ainedi nt heappl i
cationi scor rectandt hati t
meet sal l t
heel i
gibi
li
tycrit
eria,part
icul
ar l
ywi thregardst oadapt at ionbenef its.
Ifagi vencr i
teri
ai snotmet ,butt hepr oposali sf oundt ohav emer it
,t he
appraisal t
eam justif
ieswhyi trecommendsi tforappr oval;
i
i. Ensur est hatt heProjectManagementCommi tt
ee( PMC)f orev erysub- project
hast her equisit
emember sandf emaler epr esentat i
on,andt hatt heappl icant
hasbeenr egi st
eredaspr ov i
dedf orint hel awsofZambi a,par t
icularlyint he
SocietiesAct ,t
heNGO Actandt heCompani esAct .ThePMC canei ther
compr i
seexecut ivemember soft heappl icant( i
.e.forsmal lgr oupings)or
nomi nat ed member st o spear head subpr ojectrelated act ivi
ties,i n cases
wheret hemember shipinsuchanappl icanti sbig.

Currentl
y,gov ernment has suspended t he f ormat ion of War d Dev el
opment
Commi t
tees.Hencet her ewi l
lbeadi r
ectl i
nkbet weent heDi str
ictMul ti
-Sectoral
Teams ( DMSTs) and i ndivi
dualcommuni ty pr ojects( subpr oj
ect s)
.As such,
dependingonsubpr ojectt ype,sectorl eadsi nt heDMSTsshal lbeassi gnedand
providetechnical backstoppi ngtoapar t
icularsubpr oject .
i
ii. Ensur esthatt hepr oposedpr ojecti st echni callyv i
ableandassi st
s,ifneeded,
incompl etingt heneededt echnicaldesi gns;
i
v . Appl iesast andar denv i
ronment alandsoci alscr eeningdat asheetf r
om oft he
ESMF,hel ps ident i
fy adequat e mi t
igat ion measur es,and agr ees on t he
safeguar dmi ti
gat i
onpl anwi t
ht hebenef i
ciarygr oup;
v . Appr ov est hescopeofact i
vit
ies,cost s, andact i
onpl an( ti
mel i
ne);
vi. Comet oanunder standingont heout put s,andasi mpl emoni tori
ngpl anwi t
h
thebenef iciar
iessot hattheresultscanbemeasur edbyt hem; and
v
ii. Ensur esthatt hepr oj
ectpr ovi
dessust ainablebenef its,sustainedoper at
ions,
sustained mai ntenance and sust ai ned benef i
ciary dev elopment and

9|Page
 empower
ment
.

Thepr oposalsshal lbesubmi tt

edt otheDi stri
ctPl anningOf fice.Basedont he
subjectmat teroft hesubpr ojectr eceiv
ed,t heDPO f acili
tatesf orameet i
ngwi th
sectorspeci fi
cr epr esentatives tor evi
ew each pr oposaland pl an f ort he fi
eld
appraisal.Forpr oposal sthatcompl ywitht heel i
gibil
itycriteri
aabov e,themeet ing
i
nfor mst hebenef iciarygroupsoft hedat eofaf ieldappr ai
sal.Dependi ngont he
natureandcompl exityoft hesubmi t
tedpr oposals,theDPO mayr equestt hatthe
ProjectManagerorhi sr epr esentativet o attend the f ield appr aisal.The f i
eld
appraisalisexpect edt otakeut most10day si nwhi cht hef ir
st2day swi l
lfocuson
revi
ewi ngthepr oposal sandpl anningf orthef i
eldtrip.Thenext5day swi l
lfocuson
theact ualfiel
dappr aisaltophy si
cal l
yv eri
fyandv ali
dat et hatt hepr oposalsmeet
100%t herequirement si ntheel i
gibili
tycrit
eriawhi l
et hel ast3day sshal lfocuson
reportwr i
ti
ngandsubmi ssiont ot hePr ojectManager .Dur ingthef ieldappr ai
sal,i
f
thepr oposalfailst ocompl ywi ththecr iter
ia,theappl icanti srequest edt opr ov
ide
themi ssi
ngi nformat i
ont oal low t hepr oposalt omeett her equirement soft he
eli
gibil
itycri
ter
ia.

Duri
ngt hemeet i
ngt orevi
ew subproj
ectproposalsreceivedandpl anf orthef i
eld
appraisal,smal lgrantsofupt oUS$50, 000mayber ecommendedf orgr ant
ing
provi
dedt heymeett heel
igi
bil
it
ycrit
eri
awi t
houtsubjecti
ngt hem tof i
eldappr ai
sal.
Meanwhi l
e,fi
eldappr ai
salshal
lonlybedonef ormedium andl argegrantcat egori
es
dependi ngont henat ur
eandcompl exi
tyofthesubprojectproposal.Afiel
dappr aisal
shal
lconsi stofut mostt hreeteam member swhoar eknowl edgeabl eandhav e
experiencei nthesubj ectmat t
ercontai
nedi nthesubpr ojectproposal.ThePPI U
shal
l providelogist
icalandfi
nancial
supportforsubpr
ojectappraisalacti
vit
ies.
5.1.5 Approval
The compl eted projectpr oposal s wi l
lbe pr esented t othe PPIUf oronwar d
submi ssi
ontot hePr ovinci
alPlanni ngSub-Commi tteef orappr
oval
.Thiswillbedone
atleastonceeachmont h.Forlar gesubpr ojectsthatmayr equi
regovernmentpoli
cy
direct
ion,the provincialsub- commi t
tee wi l
lr efert hem tot he nati
onalproj
ect
steeri
ngcommi tt
eef orappr oval.ThePr ovincialPlanningSub-Commi tt
eeand/orthe
Steeri
ngCommi t
teewi lldeli
ber at
eont heshor tli
sted appli
cant
sand Awar dthe
grantsaccordingly.TheAwar doft hegrantbyt heSt eer
ingCommi tt
eecancome
withconditi
onsorwi thoutcondi tions.

ThePPI U appliest heeligi

bil
it
ycrit
eri
adi scussedabov e.Itensur est hatthecost
esti
mat eisr easonablef ortheactivi
ti
esenv i
sagedandr epor t
ingandmoni t
ori
ng
mechani smsar ecl earl
ydef i
nedi nthepr oposal.Ithast o beassur ed t
hatthe
communi t
y’scapaci t
ytomanagesub- projectsi ssustained.Ital soexami nesthe
benefi
ciarycont r
ibuti
ont othesub- pr
ojectcost .Thepr ojectalsocheckst hatthe
expectedenv i
ronment alandsocial
screeningandt heproposedmi ti
gati
onmeasur es,
i
fany ,
areadequat et osendtoZEMAf orfurt
herr evi
ewandappr ov al.

Theprojectmayr ej
ectormodi f
yasub-projectproposali fthesit
uat
ionhaschanged
dramati
call
ysincethepr oposalwasmadeori fsubst antialti
mehasel apsedsince
thedesignandcost i
ng.Changest othescopeandcomponent smaybesuggest ed
andsubsequentlyagreedwiththebenefi
ciary.Theproj ectrevi
ewstheav ai
labi
l
ityof
resour
ces,taki
ngi ntoaccountt heon-goingsub- projects,andcur r
entannualor

10|Page
quar
ter
lypl
ans.

5.1.
6 Di sbur sementt osubpr oject
Onceappr ov ed,t hesub- projectdossi eri scommuni catedt ot hePPI U.Thepr oject
thengener at esappr ovallettersandt heNat ionalPr
oj ectManagershal lsignt hegr ant
agreementonbehal fofGRZ.TheNPI Ur epor t
sapprov edsub- pr
oj ectstot heNat ional
Techni calAdv isoryCommi tt
eecompr isingofDi rect orsf rom l ineMi nistr
ies.The
approv alissentt othebenef i
ciarygr oupwi thcopi est ot heDPO andPPI U.The
noti
ficationl ettershal lalsocommuni catet henextst epsi nt hePr ocessandset
ti
mel i
neswhent hosest epsmustbecompl eted.Ther eafter,t
hef i
rstdisbur sement
(advance)shal lbeaut horizeddi rect
lyint othebankaccountoft hebenef iciarygr oup.
Thedi sbur sementoft hesef undsshal lbedonei nt hr ee( 3)batchesasst i
pul at
edi n
thegr antagr eement .

ThePPIUshallinthesamev ai
ninformthoseappli
cantswhower eshortl
istedand
werenotsuccessfuloftheProvi
ncialPl
anningSub-Commit
tee’sdeci
sion.Incases
wheretheProvi
ncialPl
anningSub-Committee’
sgiv
esaCondi t
ionalAward,theDMT
shal
lworkwiththeapplicanttoaddressthecondit
ional
i
typri
ortograntsigningor
duri
ngi
mplement ati
on.

Fi
gur
e1:Asummar
yofZI
FLPsubpr
ojectgr
ant
ingpr
ocess

5.
1.7.Sub-
Proj
ectSt
artup

Thecommencementoft hesub- projectwilldependont hescal eoft hesub- proj

ect .
Forlargesub- pr oject
st heDPOwi ththePPI Umayor gani zeandf acili
tateapr oject
star
tup meet i
ng wher ekeyst akeholderssuch ast radi ti
onall eader s,civi
cand
poli
ti
call eader s,f aci
lit
ators and par t
ici
pati
ng NGOs,r elevantl i
ne depar tment
governmentst af fandt echnicalassistancewoul dbeinvited.
Thebenef ici
arygr oupisremi ndedaboutf undinganddisbur sementschedul es;roles
andr esponsibili
tiesofdi ff
erentst akeholdersduringimpl ement ati
on;env ir
onment al
andsoci almitigat i
onmeasur es;reporti
ngandsuper vi
sionpr ocedures;andhowand
wheret ogof ort echnicalassistance.Forsmal lsub-
pr oject s,thi
sbr i
ef i
ngmaybe

11|Page
combi
nedwi
tht
hepr
ojectappr
aisal
.

TheSubPr oj
ectSt ar
tUpmeet i
nghi ghlight sthef ol
lowing:-
 Conf i
rmsandagr eest hatt hesub- projectact i
viti
esremainapr i
ori
tyand
thatthecommuni tyhascont ribut edt ot heact i
vit
iesasagreed;
 Rolesandr esponsi bil
it
iesofPI U, facilit
ators,andbenefici
ari
es;
 Thepr oject’
scondi ti
onsandobl igations;
 Responsi bi
li
tiesoft hebenef iciarygr oupf or(a)sub-pr
ojecti
mplementat
ion,
(b)moni tor
ingpr ocess, and( c)mai ntenance;
 Sub-projectImplement at ionpl ani ncl udingt i
melines;
 Traini
ng benef i
ciary gr oups on pr oj
ectmanagement ,operati
ons and
technicaldetail
sst art
s;and
 Expect edoutcomesandi ndicat orsbywhi cht heprogr
essandper f
ormance
ofthesub- grantwi ll
bemoni toredar er eit
eratedandagr eed.

Thecomposi tionoft heSub- ProjectManagementCommi tt

eemayber econf irmed,
i
fneeded, duringt hemeet i
ng.ThePMChast hedel egat edaut hori
tytoor ganize, pl
an,
i
mplement ,accountf orfunds, manageandsust ai
nt hepr oj
ects.Inparticul
ar: -
 Pr ojectpl anni ngandpr epar ati
on;
 Management and super visi
on of pr oject i mplement at
ion i ncl udi
ng
managementofcont r
actors;
 I nform al lsub- pr oj
ectbenef i
ciari
es aboutpr ojectpr ogress and f inancial
status;
 Managementofpr ojectfunds;
 Pr ocur ementofgoodsandser vi
ces;
 Pr epar ationoff inancialandmont hl
yprogressr epor ts;
 Ensur el ongt er m managementandmai nt
enancei ssuesar eaddr essed; and
 Ensur esust ai
nabi lit
yofoper ati
onsandmanagement .

The sub proj

ectmanagementcommi t
tee may choose t
o desi
gnat
e speci
fi
c
benef
ici
ary member
st o be r
esponsi
bleforadaptati
on pl
anni
ng,as wellas
maint
enance.

5.
1.8.Pr
ojectI
mpl
ement
ati
onPl
an

Theprojectimplementat
ionplanmayber ei
ter
ated.Theaveragedur at
ionofsub-
proj
ect
sislikelyt
obeappr ox
imatel
yeight
een(18)months.Somei nfr
astr
uctur
esub-
proj
ect
smayt akeaboutt
wo( 2)y
ears,whi
lecommunity-
lev
elli
vel
ihoodssub-pr
oject
s
shoul
dtakelessthansix(
6)months(oraseason)
.

5.
1.9.Si
gnSub-
GrantAgr
eement

TheProj
ectManagersi gnsonbehal foft
heproj
ectandtheeitherthechai
rper
sonor
anominatedrepr
esent at
ivesi
gnonbehal foft
hesubprojectgroup.Threecopi
esof
theSub-
GrantAgreementar esi
gned.
1copyf orthebenefi
ciar
ygroup
1copyf orPPIU

12|Page
 1copyf
orDPO.

5.
1.10. Tr
aini
ngt
hePr
ojectManagementCommi
tt
ees

The PPI U and t he Di stri

ctFaci l
itation team ensur et hatthe PMC member s
understand theirr oles,and t he basi cs ofpr ojectmanagement .Financialand
procurementmanagementar ediscussed.
Thetrainingschedul emayi nclude:-
 Openi ngandmanagi ngabankaccount ;
 Di sbursementoff undsandhowt oaccountf orf unds;
 Howt omai ntai
naCashbook;
 Howt omanaget hebudget ;
 Pr ocurement– how t o car r
youtshoppi ng,mai ntai
ninvoi
ces/recei
pts,
etcet
era;
 Howt ohi reskilledl abourandunski ll
edlabour ;
 Speci f
ict echnical traini
ngr elevanttothesub- pr
oj ect;
 Moni toringandEv aluationandRepor ti
ngobl igations;and
 Si mpleRecor dkeepi ng.

Allappr
ovedsub- proj
ect
sshoul dhaveapubl i
cboar dshowingthedat eandamount
of the approved sub-grant and the name of t he benefi
ciaries.In addi
ti
on,
benefi
ciar
ieswoul dbeencouragedt oaccountforexpensesandr esult
sinapubli
cly
accessi
blesit
e( f
orexampl e,
blackboar
d).

6.
0Fi
nanci
alManagementPr
ocedur
esandPol
ici
es

Att hetimeofsub- pr ojectappr oval,t hePMCopensanon- interest

-beari
ngcur r
ent
bankaccount .Thebankaccountwi llbesol elyf ortheuseoft hesub-project.There
shallbef i
ve( 5)si gnat ories:PI U-Pr ojectManager( solelyf orthepur poseofcl osing
theaccounti nt heev entofapr oblem)andf ourmember soft hePMC.Ther emustbe
twosi gnaturesoneachcheque,i ncludingt heChai rpersonand/ orSecr et
aryand/ or
Treasurer. The second si gnature on each cheque may be any oft he other
commi t
teesignat ories.
Fundsshal lbedi sbur seddi rectl
ybyt hepr ojectt osub- projectbankaccount sin
tranches accor ding t o what i s cont ai
ned i nt he Sub- Gr ant Agreement and
commensur ate wi t
ht he pr ogress of t he sub- pr oj
ect s.The f i
rst tranche of
disbursement si st ransf erredt othebenef iciar
ies’commi tteebankaccountatt he
ti
meofSub- GrantAgr eementsi gnat ure.TheDi st r
ictCounci lFinanceDepar t
menti s
responsiblef ort hef inanci almanagementoft hesub- projectsatdi str
ictlevel.For
othercommuni tysub-pr ojects,t hePMC i sr esponsi blef ort hemanagementof
projectfundst hrought heel ect edtreasur er
.

Formostsub-proj
ects,f
undingt ot
hesub-proj
ectismadei ntwoort hreet r
anches.
ThePPIUdisbur
sest heagreedpercent
ageofthesub-proj
ectbudgetadv ancetothe
sub-
proj
ectbankaccountoncet hesub-
proj
ectbankaccountisopenedandacopyof
thesub-
GrantAgreement,signedbyallpar
ti
esconcerned,hasbeenr eceivedbythe

13|Page
project
.
Disbursements of subsequent t r
anches are made agai nst agreed physical
accompl i
shments,unlesstherearesomeot hercompell
ingreasonst odev i
atefr
om
thisarrangement.Themoni t
ori
ngteamsdet erminewhethert heachi ev
ementsof
resultspresent
st hebestv alueformoney ,andwi l
lrecommend( ornot)furt
her
disbursements. Thus,theseconddi sbur
sementcouldber educedoraccel er
ated
basedont heobservedpr ogr
ess.

Projectcommi tteesshoul dnot i

fythePI U(thr
ought heDPO)t hatt heyrequirefurther
disbur sement sbef orethef undsf r
om t hepr evi
ousal l
ocat i
on aref ini
shed.The
application forf urtherdisbur sementshoul d be accompani ed bya si mpler eport
templ ate( i
ncludedi ntheor i
ginalsub-grantagreement)showingt hephy si
calstatusof
the sub- proj
ect,t he targets achi eved on the indicat
ors ofpr ogress,and t he
expendi turesi ncur red.Detail
sofex pendi
ture( i
ncl
udingcopi esofbankst at
ement ,
receiptsandet cet era)shouldbek eptwiththecommi tt
ee’str
easur erforpotenti
alaudit
purposesandi nter nalcommuni t
yf i
duciar
ycontrol.

I
fthePI Umonitor
ingteam issati
sfi
edt hattheex pectedresultshavebeenachi ev
ed,
physi
calprogr
essissati
sfactor
yandt hatt hef
iduciaryandsaf eguardguidel
ineshave
beenfoll
owed,thePIUrecommendst ot heSecr et
ar i
atthatthenex tdisbur
sementbe
made.Wher enecessary
,thePIUand/ ort heDistr
ictmoni t
oringteam wi l
lestimat
ea
fi
nalall
ocati
on so thatthecor r
ectamountt o compl etet hesub- proj
ectmaybe
di
sbursed.

Benefi
ciarycommuni ti
es( wardandcommuni tygroups)f ol
lowt hesi mpleaccount i
ng
guidel
inespr esentedinf i
nanci
almanagementpr ocedures.Thef i
nancialrecordsmay
i
nclude,asr elevant:pettycashbal ancer eport
;cashbook;bankst at
ement sand
reconcil
iat
ion;pai dchequest ubs;pay mentv ouchers;or i
ginalr ecei
pts;cashsal es
signedbyt hesuppl i
ers;quotationsandpr o-f
ormai nvoices( i
fapplicable)
;del i
very
andgoodsr eceivednot es;andst or
esmanagementr ecords( ifappli
cable).TheWar d
andCommuni tygroupPMCmai ntai
nt hesef i
nancialrecor dsinternall
yandr eport
theset othebenef i
ciar
iesi nat ransparentmanner .Thef inancialrecordsar ealso
avail
ablefori nspecti
onbymoni tori
ngt eams.

Distr
ictsi
mplement i
ngsub- projectsfol
lownormaldi str
ictaccountingproceduresand
recordallfi
nancialtransacti
onsf orauditpurposesi nthenor malway .Thepr oject
organisesrandomi sedandi ndependentt echnicalandf inancialaudit
sofDi strict
,
War dandcommuni tysub-projectaccountsonar egul
arbasi s(atl
eastyearly
).These
technicalaudit
s wi llbe used t o updatet echnicalgui del
ines and oper ational
proceduresbasedonl essonsl earnt
.Auditi
ngmayal sobeunder t
akenbyext ernal
auditorsappoi
ntedbyt heAudi torGener al
.

7.
0Act
ualI
mpl
ement
ati
onofSubpr
oject
s

TheSub-ProjectManagementCommi t
teeimplementst hesub-pr oj
ectfoll
owingthe
agreementsmadei ntheGr antAgr
eementbet weenthebenef iciar
ygr oupandt he
Secret
ari
at.TheGr antAgreementcov er
st heconditi
onsr el
at ed to purchaseof
goods,serv
ices,andcommuni t
ycontr
ibuti
on.Sub-pr
oject
sar eimpl ementedbyt he

14|Page
PMC ei therusi ng di r
ecti mpl ement ation,wher et he benef iciar ygr oup pr ocur es
materi
alsandhi resownorspeci aliz edl abor ,or ,formor ecompl exsub- pr oject s,
usi
ngcont ract or s.
Thefol
lowi ngt asksmaybei nv olv edwi thsub- proj ectimpl ement ation: -
Hi ring ofTechni calExper ts and/ orSki lled Labor– Techni calexper t
s or
super visor smaybecont r act edbyt hePPI U’ spr ocur ementuni tt obeav ailable
on si te when necessar y . For sof t adapt ation sub- project s such as
conser v ationagr icultur et raining,t echni calexper tsmaybeengagedf ort he
traini ngandext ensi on.TheTechni calEx per t
sar er esponsi blef ort heov erall
execut ionoft hesub- proj ectact iv i
tiesi nconj unct i
onwi tht hePMC,ensur i
ng
thet echni calsoundnessoft hesub- pr oject .Incaseswher eitmaybedi fficult
forabenef iciarycommuni tyt oi dent ifyr elev antt echni calexper tise,orwher e
thesamet echni calexper ti
sei sr equi r edf ormor et hanonesub- pr ojecti nt he
samel ocal ity,t heymayr equestt hePI Ut oassi stt hem i ni dent ifyingand
cont ract ingt her elev antt echni calexper tiseusi ngaccept ablepr ocur ement
pr ocedur es.Gov ernmentci vilser vant sand/ ormember soft heNGOdi r
ect ly
assi st ing t hecommuni tycannotbepai d undersub- pr ojects,ast heyar e
fundedt hr oughsepar atesour ces.
Pur chasi ngofmat erials– t hePMC shoul del ectf rom i t smember shi pt wo
per sonsr esponsi blef orpur chasi ngmat erials,obt ainingquot at i
onsf ollowi ng
shoppi ng pr ocur ementpr ocedur es ( atl eastt hr ee ( 3)quot ations) . For
mat er i
al sorequi pmentwher el ocalsuppl yi sl i
mi ted,ormat erialsofsmal l
v alueof f-the-shel fpur chasi ngcoul dbeused,buti nal lcasest hePMCshoul d
ensur et heyar eget tingt hebestv al uef ormoney ,andav oidmi sappr opr iat i
on
off unds.Thet y pesofmat erial spr ocur eddependuponl ocalav ailabi li
ty,
di stancesandcapaci tyoft hebenef iciary .Incaseswher ei tmaybedi fficult
fort hebenef i
ciar ycommuni tyt opur chasespeci alizedequi pment ,theymay
requestassi st ancef rom t hePI Ust af forf rom t heFaci l
itator s.
Tr anspor t–t hePMCmaychar get r
anspor tcost st ot hesub- proj ect,incl udi ng
hi ri
ngv ehi clesorboat st ot ranspor tmat er i
als,andbus/ boatf aresandmeal s
forPMCmember st opur chasemat er ialsorcar ryoutbankt ransf er s. The
PMC t akesi nt oaccountt heav ailabi li
tyoft ranspor t
,di stances,numberof
trips,v ol umeofmat er i
alspert rip,compar i
sonofcostpert onperkm,and
makesappr opr i
at edeci sions.
Pay ment sf orl abor– t hePMC can hi rebot h unski l
led and ski ll
ed l abor .
Unski l
ledl aborf rom wi thi nt hecommuni tyorbenef iciar ygr oupshoul dbe
v alueaddedandpai datt hepr ev ailingr ate.
Meet ings–si tti
ngal lowanceswoul dnotbeel i
gibleexpendi t
ur e.Howev er ,the
sub- proj ect smayr eimbur separ tici pant st hecosti ncur redont ranspor tand
meal s.
Fi nanci alManagement– t he t reasur eri st rained i n keepi ng al lr ecor ds
incl udi ngt hecashbook,pet tycashr ecor ds,laborschedul es,andf i
nanci al
repor tingt oj ustifyexpendi tur eandaccesst henextal l
ocat i
on.

Management of t echni
cali ssues – t he trai
ned PMC i nv
olved int he
implement
ati
on and monitor i
ng ofsub- pr
oject
s ensur
et hatproj
ects are
carr
iedoutaccordingtogi
v engov ernmentandst andar
dspeci fi
cat
ionsand
desi
gns.
Envi
ronmental and Social Saf eguards - Safeguard issues should be

15|Page
 mainstreamed i nt he pr ojectpr ocesses and f aci
lit
ated by t he trained
faci
lit
atorsorbyt hesaf eguar dsexperti nt hePI U.Benef i
ciari
eswoul dbe
trai
nedatf ieldappraisalandagai natSubPr ojectStartonenv ir
onment aland
socialsafeguardsandmi ti
gationmeasur es.Thecommuni tywouldi mplement
theenv ir
onment alandsoci almi ti
gati
onpl anasagr eedi ntheSub- Proj ect
Agreement .ThePI USaf eguardsSpeci al
istwillmoni t
ort heimplementationof
theEnv i
ronment alandSoci alMi t
igat
ionPlan.
Reporti
ng–t hePMCcompi lesamont hl
yr eporttopr esenttot hebenef iciary
group.Themont hlyr eportcontainsbotht hephy si
calandf i
nancialprogr ess.
Annex6showsagui deli
neoft hemont hl
ysubpr oj
ectrepor tf
ormat .

7.
1. Repor
ti
ngonPr
ogr
ess

I
tis mandatorythatal lsub-project s submi tr egularpr ogress r
eport
s on t
he
i
mplementat
ionoftheplannedact i
v i
ties.Thepr ogr essr eport
sshallbeinanagr
eed
f
ormat(Annex6)andshallcommuni catet hefoll
owi ng:
? Achievedtargetsv spl annedt arget
s
? Reasonsf ordev i
ation/vari
ancebet weenpl annedvs.whathas
beenachieved
? Chall
engesexper i
enceddur i
ngi mpl ementation
? IncomeandExpendi turestatement
? BankReconci l
iations
? Paidandunpai dbal ances

7.
2.Sub-
proj
ect
smoni
tor
ingar
rangement

Moni
tor
ingar
rangement
swi
l
lbeputi
npl
aceatdi
ff
erentl
evel
s:-

Communi tylevel :communi ty/war dlevel,sub-commi t

teeswi l
lroutinel yconduct
par ti
cipator ymoni toring,andwi l
lsubmi tasi mplemoni t
or i
ngf ormt ot he
Di str
ictPl anningSub- Commi ttee;
Dist ri
ct-
lev el
:Di stri
ct Pl anning Sub- Commi tt
ees,consi sti
ng of t echnical
of fi
cersf rom linemi nistri
es,wi llr
ev i
ewt hecommuni tymoni tori
ngf ormsand
conductquar ter l
ysi tev i
sitst ov eri
fysubpr ojectspr ogress,f iduci aryand
saf eguar dscompl iance;
Prov i
nciall evel:The Pr ovincialPr ojectI mplement ing Uni twi l
lr eview and
consol idat ethedi strict-l
evelr eports,andwi l
lber esponsiblef ort rackingkey
resul t
si ndicator sineachpr ovince;
ThirdPar tyMoni toring.Thepr ojectwi l
lappl ythird-
partymoni t
oringt oensur e
thepr oject’sv ariousi nvestment sar et echnicall
y,financiall
y,soci all
y,and
env ir
onment allycompl i
ant.Thi swillinpar t
icul
arbedonet hroughongoi ng:(i
)
financial audits, and( i
i)technical audits.

ThePI U,NGOs,andtheDi
str
ictPlanni
ngOf
fi
ce( wi
threl
evantt
echni
calst
aff
)are
responsi
blef
ormonit
ori
ngsub-pr
oject
s.Moni
tor
ingtr
acksthepr
ogressoft
hesub-

16|Page
projectinachi evingt heexpect edr esul t
s,identifi
esimpl ement ati
onpr obl
emsand
agreedsol uti
ons.Moni toringmot iv
at esbenef i
ci
ar i
esandpr ov i
dest heopportunit
y
forl earning by doi ng and i dentifying r equir
ement sf ort echnicalassist
ance,
i
nfor mationandanyf ur t
hert raining.
Theobj ectivesofmoni toringar e:-
 Tor ev i
ew t hecont ri
butionoft hesub- projecttot hei ncreasedadaptation
capaci ty,av ailablei nformat ion and deci sion maki ng pr ocesses oft he
benef ici
arygr oups;
 Tomoni torpr ogr essi nachi ev ingt heexpect edr esult
s,includingimpacton
womenbenef i
ci aries;
 Tor evi
ewpr ojector ganizat i
onandi mpl ement ati
on;
 Toassessphy sical progressandqual it
y;
 To assi stt he benef ici
ar y group t o sol
v ei mplement ati
on pr obl
ems and
const raints;and
 Topr ovideOnt heJobTr aini
ngandt oagr eeanyf urthertrai
ningneedsint he
benef ici
arygr oup.

Dependi
ngoni tssize,eachsub- pr
ojectshouldbemoni tor
edatl east2-3times,
coi
ncidi
ng witht hepaymentt r
anches:ati nit
ialapprai
sal/
approval
,int
ermediary
out
putandcompl et
ionstages,ei
therbytheDPSC,DPOorPI U.ThePI Uwil
lprepare
anannualact i
vit
ypl anandbudgetf ort heSecr et
ari
at’
sapproval,agai
nstwhi ch
monthly( and l
aterquarterl
y)disbursement s ar
e made t o coverthe costs of
monitor
ing.Thefoll
owingitemsaremoni tored:-

i
.Immedi ateand/ orl i
kelyf utur ei mpacton cl i
mat eadapt ation capaci tyand
pr ocesses
i
i.
Sub- projectachi ev ement sv i
s-à-v i
st he agr eed t ar gets,ev aluated t hrough
par ti
cipat oryscor ecar ds;
i
ii
.Per cent age phy sicalcompl eti
on atcr i
ti
calpr ojectdel i
v ery stages,and
financi al complet i
on( %f undsdi sbursed) ;
i
v.Techni calqualityofsub- project–ensur ingthedesi gnsandspeci ficat i
onsf or
thepr ojectandsect ornor msar ebei ngadher edto;
v.
Qual i
tyofconsul tantorf acili
tators’i nputs( wher er elevant )and t echnical
super vi
si on;
vi
.Anyr equi r
edr ev i
sionst osub- proj
ectcomponent sanddesi gn,changest o
cont ract s;
vi
i
.Pr ojectcommi tteeor gani zation, commi t
ment ,participationandcont ributi
on;
vi
i
i.Saf eguar dscompl i
ance–ensur et hatt heagr eedenv ironment alandsoci al
managementpl ansar ebei ngi mpl ement edandmoni tored;
i
x.Fi nanci al management ;and
x.
Pr ocur ementmanagementandadher encet ogui deli
nes( i.e.nopr ocur ementof
pr ohibitedpest icides).
xi
.Numberandt ypesofcompl ai
nt srecei vedandr esol ved.Adr af
tst and-alone
FGRM hasbeendev elopedt hatber eferred.TheESMFcont ainsadescr ipti
on
oft hePr ojectFGRM.

Att
heendoft
hev
isi
t,t
hePPIUwil
lprepar
eandsubmitcomprehensi
ver
eport
stothe
NPI
UThePMCshould,int
urn,di
scusssub-pr
ojecti
mplementat
ionwi
ththedir
ect

17|Page
benefi
ciar
iesonaregularbasis,andkeepagr eedrecordsontheimpactachieved,
numberandt ypesofbenef i
ciar
ies,phy si
calcomplet
ionofthesub-proj
ect,f
unds
recei
vedandexpended,andt hebal anceoffundsremaini
ng.Thei
nformationmust
bedispl
ayedinanappropri
atesit
ef orwiderpubli
cconsumpti
onandscruti
ny.
7.
1FeedbackandGr
iev
anceRedr
essMechani
sm

Itisar equir
ementbyt heWor ldBankt hatallproj
ectsfundedbyt hebankhav ea
FeedbackGr i
evanceRedr essMechani sm (FGRM)orcompl ai
nthandl ingpoli
cyin
place.FeedbackGr ievanceRedr essMechani smsar eessenti
alfort hesuccessful
i
mpl ement at
ionofpr oj
ects.TheFGRM wi l
lensurethatcommuni t
ymember sorany
stakeholdersareabl et oraisetheirconcernsregardingproj
ect-r
elatedactiv
iti
es,
i
ncluding the appli
cation ofrelevantsocialand env ir
onmentalsaf eguar
ds and
mi t
igat
ionmeasur es.Fordetail
srefert
ot heZIFLPFGRM manual .

7.
2Cl
oseoutandRet
ent
ionofRecor
ds

AtcloseoutoftheGr antagr eementtheGr anteeisexpectedt oprovideaGr ant

completi
onReportandaCl oseoutPl
anthatwilldescr
ibethecloseoutacti
vi
ti
esand
thedi
sposalofassets.Thepl anshal
lberevi
ewandappr ovedbythePIUandi tshal
l
for
mt hebasi
softhecl oseout.

Aft
erthe Cl
ose outofthe Gr
antt he Grant
ee shal
lbe expect
ed t
oret
urnt
he
i
mplementat
iondocument
sandrel
atedrecordsforupt
othr
ee( 3)y
ear
s.

7.
3Requestf
orCont
inuat
ionofFundi
ng

Allpr
oj ectsthathaveaper for
mancer at
ingofAshal lhaveanoppor tuni t
ytoapplyfor
thecont inuati
onoff undi
ngatt heendofimpl ementationperi
od.Thi si sdesi
gnedt o
givetheoppor tuni
tytoGranteeswhosei ni
tiati
veshav ehadasi gnificantimpacton
thetargetpopul ati
onanoppor tuni
tytoscaleup.Ther equestforfundi ngshallf
oll
ow
thesamegr antcycl
east henewgr antexceptthatPIUshallnotconductani n-depth
organisationalCapacityAssessmentasi nthecaseofnewappl i
cant s.TheRequest
forCont inuationofFundi ngshallbemadeonsepar ateanddi fferentf or
msf rom
thoseofnewappl i
cants.

7.
4Ter
minat
ionoft
heGr
antAgr
eement

I
nt hecourseofimplementati
on,theEast er
nPr ovi
nceAdmi ni
str
ati
oncanter
mi nate
theGrantAgreementift
heGr anteeisjudgedt ohavebreachedanyoft
heprovisions
oftheAgreement.TheGranteemayber equir
edt oref
undallorpar
toft
hefundst hey
haverecei
vedfrom t
heZambi aIntegr
atedFor estLandscapeProj
ect
.

18|Page
Annex1:Appl
icantEl
i
gibi
li
tyFor
m

SECTI
ONA:GENERALI
NFORMATI
ONABOUTTHEAPPLI
CANT

Appl
icantName:

Di
str
ict
(s)ofOper
ati
on:

Pri
nci
pleCont
act
’sName&
Detai
ls:
Name:
……………………………………………………………

Desi
gnat
ion/
Posi
ti
on:
……………………………………………….

PhoneNo………………………………………………………………

Emai
l
:…………………………………………………………………….

Busi
nessAddr
ess:
………………………………………………………….
.

……………………………………………………………………………….
.

Number of □Empl
oyees_
___
___
___
___□Member
s__
___
___
___
Empl
oyees/
Member
shi
p

Organi
sati
on Ty pe ( ti
ck □Pr
ivat
eCompany□Non-Gover
nmental
Organi
sat
ion(NGO)
t
hatwhi ch bestdescr
ibes
youror
ganisati
on) □Communit
yBasedOrganisat
ion(
CBO)□Coll
ege/Uni
ver
sit
y

□Cooper
ati
ve/
Far
mer
sGr
oup

Cer
ti
fi
cate ofRegist
rat
ion
Number(a certi
fi
ed copy
mustbeatt
ached):

I
ssuing Gov
ernment
Agency(e.
g.PACRA/RoS):

Dat
eofI
ssue:

Pl
aceofI
ssue:

SECTI
ONB:TYPEOFI
NVESTMENTANDCO-
FINANCE

19|Page
 Ti
tle of Pr
oposed
I
ntervent
ion:

Categor
y/Grant f
aci
li
ty □Smal
lGr
antFaci
l
ity
Appli
edfor:
□Medi
um Gr
antFaci
l
ity

□Lar
geGr
antFaci
l
ity

CatchmentAreas forthe
ProposedI
nter
vent
ion:

Tot
alCostoft
hePr
oposed
I
nvest
ment:

Target
ed Pr
imar
y
Benefi
ciar
ies:
ZMK_
___
___
___
___
___
___
___
___
___
_

Proposed Co-
Financi
ng
(Matchi
ngFunds)
:
ZMK_
___
___
___
___
___
___
___
___
___
_

Per
centage of Pr
oposed
Co-
Financi
ng:
_
___
___
___
_%

Nat
ure of Co- f
inanci
ng □Bui
ldingMater
ial
s□Cash□HumanResour ces
(
ti
ckappr
opr
iat
e):
□Equipment
/Machiner
y□Ot
her
(speci
fy)
___
_____
___
___
___
___
___

Annex2:Pr
ojectPr
oposalFor
m

Fi
lli
nt hi
sf orm onlyafteryouhav ereadtheProjectguidelines,andsubpr oj
ecteligi
bil
i
tyguidel
ines.
Youareal sostronglyadv i
sedtoconsulttheDistr
ictPlanningOf fi
ce,atthedistr
ict
/munici
palcouncil
orthePr ojectI
mpl ement at
ionUnitatthePr ov
incialPlanningUni t
.Pl easefil
linthi
sf or
m withthe
assi
stanceofDi str
ictPlanningSub-Commi t
tee,
asappl i
cable.Sendt hecompl et
edformt otheDistr
ict
Councilwithacopyt othePr oj
ectImplementati
onUni t.TheCommuni tyshouldkeepacopyoft his
proj
ectproposal f
orfuturerefer
ence.

FI
LLI
NGINOFTHI
SFORM I
NNOWAYGUARANTEESTHATYOURPROJECTPROPOSALWI
LLBE
FUNDED.

Sect
ionA:Backgr
oundI
nfor
mat
ion

1. Dat
eofPr
oposal
:……………………………………………………………………………………….
2. NameofPr
oject
:…………………………………………………………………….
..
..
..
..
..
..
..
..
..
..
..
..
..
3. Pr
ojectTy
pe(
Sof
t/har
d)…………………………………………………………………………….
.
4. NameofCommuni
tymaki
ngPr
oposal
:……………………………………………………………

20|Page
 a. NameandPosi
ti
onofCont
actPer
son:
………………………………………………….
..

i
. Addr
ess:
……………………………….
.Cont
actPhoneNumber
:…………………….
5. Locat
ion:
Vil
l
age…………………Zone:
…………………War
d:……………………Di
str
ict
:………………………………

6. Pr
ojectsi
ze(
Hect
are/
Kil
omet
er/
Number
):………………………………………………………….
.

7. Di
rectBenef
ici
ari
es(
Tot
al)

No.ofPeopl
e:………………………No.ofHousehol
ds:
………………………………………….

No.Femal
eHeadedhousehol
ds……….
No.ot
herv
ulner
abl
eHousehol
ds………….

No.ofMal
es:
………………………. .
No.ofFemal
es:
…………………………

Sect
ionB

Howwi
l
lthei
ntendedact
ivi
ti
espr
omot
ethePr
ojectDev
elopmentObj
ect
ive?

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………………

…………………………………………………………………………………………………

Sect
ionC.Exi
sti
ngCommuni
tyOr
gani
zat
ions

Ar
ether
eexi
sti
ngcommuni
tyor
gani
zat
ionsi
nvol
vedi
nsi
mil
aract
ivi
ti
esast
hePr
oposedSubpr
oject
?
Yes/
No
2. I
fyes,
li
stt
heseor
gani
zat
ionsandt
hei
rfocus:

S/
N NameofOr
gani
zat
ion Ar
eaofFocus

21|Page
Sect
ionD.Soci
alEconomi
cinf
ormat
ion
1. Howmanypeopl
eint
hiscommuni
tyear
nlesst
han10kwachapermont
h?

Numberofpeopl
e……………………….
.
2. Namet
hemai
nsour
cesofi
ncomeav
ail
abl
etot
hiscommuni
ty?

I
. …………………………………………………………
I
I. …………………………………………………………
I
II
. …………………………………………………………
I
V. …………………………………………………………
V. …………………………………………………………

Sect
ionE:Pr
ojectPr
oposalPl
anni
ngPr
ocess

Hast
hecommuni
tyhel
dmeet
ingst
odi
scusst
hispr
oposal No[1]
?Yes/

I
fyes,
summar
izet
hemeet
ingst
hatwer
ehel
dtodi
scusst
hispr
oposali
nthet
abl
ebel
owandat
tach
mi
nut
esf
ort
hesemeet
ingsandsi
gnedat
tendancel
i
sts.

Dat
e Name of Pur
poseofMeet
ing At
tendance
Faci
li
tat
or

Men Women

Sect
ionF.Summar
yofPr
oposedPr
oject

22|Page
I
nthet
abl
ebel
ow,descr
ibeexact
lywhatact
ionst
hecommuni
tyi
ntendst
ounder
taket
oreduce
Car
bonemi
ssi
ons.Thi
siswhatwi
l
lbecomet
hepr
oject
.Li
stt
hedi
ff
erentact
ivi
ti
est
hatwi
l
lbe
pr
ovi
dedbyt
hepr
ojectandf
oreachact
ivi
ty/
ser
vice.

Pr
oposed Act
ivi
ti
es t
o be Expect
ed Benef
it
sto be Expect
ed benef
it
s f
or
Pr
oject suppor
tedbypr
oposed pr
ovi
dedbyt
heact
ivi
ti
es v
ulner
abl
egr
oups.
pr
oject
. f
ort
hecommuni
ty.

Sect
ionG.Pr
ojectLocat
ionandDesi
gn

1. I
sthel
ocat
ionoft
heact
ivi
ti
esal
way
saccessi
ble?
………………………………………………………………………………………………………………………………………………………………………
……………………………………………………………

2. I
fnot
,whi
chmont
hsoft
hey
eari
sthel
ocat
ionnotaccessi
ble?
………………………………………………………………………………………………………………………………………………………………………
………………………………………………………………………………………………………………………………

3. St
ateanyspeci
alconsi
der
ati
onsorr
equi
rement
sforr
eachi
ngt
hel
ocat
ion.
………………………………………………………………………………………………………………………………………………………………………
…………………………………………………………………………………………………………………………….
..
.

4. Addamapand/
orschemeshowi
ngt
hel
ocat
ionandt
echni
cal
desi
gnoft
hepr
oposedact
ivi
ty.
(
Thi
scanbedr
awnbyhanddur
ingf
aci
l
itat
ionorcanbecompl
eteddur
ingt
hef
iel
dappr
aisal
wi
thsuppor
tfr
om aGI
Sof
fi
ceri
nthedi
str
ict
)

Sect
ionH.Pr
eli
minar
yEnv
ironment
alandSoci
alScr
eeni
ng

Thepr
e-appr
oved Scr
eeni
ng Checkl
i
sti
nAnnex5 f
rom t
heESMFwi
l
lbeused t
o under
takea
pr
eli
minar
yEnv
ironment
alandSoci
alscr
eeni
ng.

23|Page
Sect
ionI
.Sust
ainabi
li
tyofBenef
it
s
1. Descr
ibehowt
hecommuni
tywi
l
lensur
ethatt
heact
ivi
ti
esandser
vicespr
ovi
dedbyt
he
pr
ojectpr
oposedwi
l
lcont
inueandbemanagedaf
tert
heact
ivi
ti
esar
ecompl
eted
…………………………………………………………………………………………………………………………………………………………………
……………………………………………………………………………………………………………
2. Descr
ibet
hemeasur
est
hatt
hecommuni
tywi
l
l/hasi
nputi
npl
acet
oensur
ethatt
he
i
ntendedbenef
it
s(out
come)oft
hepr
ojectwi
l
lbemai
ntai
ned?
…………………………………………………………………………………………………………………………………………………………………
……………………………………………………………………………………………………………
3. I
sther
eamanagementormai
ntenancecommi
tt
eeest
abl
i No[2]
shed?Yes/
4. Ar
eanyuserf
eest
obecol
l
ect
edbyt
hecommuni
ty?Yes/
No.

I
fyes,
whatar
etheuserf
eest
obeusedf
or?
…………………………………………………………………………………………………………………………………………………………………
…………………

Sect
ionJ.Ful
lNamesandSi
gnat
uresofel
ect
edPr
ojectCommi
tt
eer
epr
esent
ingt
heCommuni
ty
appl
yi
ngf
ort
hePr
oject

We,t
hebenef
ici
ari
esoft
heabov
e-ment
ionedsub-
proj
ect
,doher
ebyagr
eeandcommi
tthatwewi
l
l
under
taket
her
egul
arr
epai
randmai
ntenancewor
ksaf
tert
hecompl
eti
onoft
hesub-
proj
ect

Posi
ti
on Names M F SI
GNATURE

Chai
rper
sonofCommi
tt
ee

Deput
yChai
rper
son

Secr
etar
yofCommi
tt
ee

Deput
ySecr
etar
y

24|Page
Tr
easur
erofCommi
tt
ee

Deput
yTr
easur
er

Commi
tt
ee Member
s (
4)

Sect
ionK.NamesandSi
gnat
uresoft
heMai
ntenanceCommi
tt
ee

NAMES M F SI
GNATURE

Chai
rper
son of
Commi
tt
ee

Secr
etar
yofCommi
tt
ee

Tr
easur
erofCommi
tt
ee

Commi
tt
eeMember
s(4)

25|Page
Annex3:Zambi
aInt
egr
atedLandscapePr
oject
:Sub-
Proj
ectPer
for
manceFr
amewor
kTempl
ate

Di
str
ict  

Appl
i
cant
'sName  

Gr
ant  
Wi
ndow/
Faci
l
ity

Pr
ojectGoal
,Obj
ect
ive,
Impact
s,Out
comes,
Out
put
sandAct
ivi
ti
es

1. Goal
:

2. Obj
ect
ives:

3. I
mpactI
ndi
cat
ors

26|Page
  

4. Out
comeI
ndi
cat
ors

      (
if Tar
get
sforYear1 Tar
get
sforYear2  
appli
cab
le)

No Acti
v i
ty Indi
cat Baseli
ne Q1 Q2 Q3 Qu4 Q5 Q6 Q7 Q8 Com
. Descr
ipti
on or Value ment
Formul s
ati
on

1                        

2                        

3                        

4                        

5                        

6                        

7                        

27|Page
Annex4:BudgetDet
ail
s

28|Page
Annex5:Env
ironment
alandSoci
alManagementCheckl
istForZi
fl
pSub-
Proj
ect
s

Sub-
Proj
ectTi
tl
e

Sub-
Proj
ectl
ocat
ion

Communi
tyRepr
esent
ati
veName&Addr
ess

Di
str
ictRepr
esent
ati
vesName&Addr
ess

Pr
oposedSi
teSel
ect
ion:

Ratethesensi
tiv
ityoftheproposedsit
einthefol
l
owingtableaccor
dingtothegiv
encrit
eri
a.Hi
gherrat
ingsdo
notnecessari
l
ymeant hatasiteisunsui
tabl
e.Theydoi ndi
catear ealr
iskofcausi
ngundesir
ableadver
se
envir
onmentalandsoci aleff
ects,andthatmoresubstanti
alenvi
ronmentaland/orsoci
alpl
anningmaybe
requi
redt
oadequat el
yav oi
d,mit
igat
eormanagepotent
ialeff
ects

I
ssues Si
teSensi
ti
vi
ty Rat
ing

Low Medi
um Hi
gh

Natural No natur
al No criti
calnat
ural Cr
iti
cal nat
ural habi
tat
s
habit
ats habi
tat
s present habit
ats; other pr
esent
ofanyki
nd natur
al habi tats
occur

Wat erquali
ty Wat er fl
ows Medi um i ntensi
ty Intensi
v e wat er use;
and wat er exceed any of wat er use; mul ti
ple wat er user s;
resource exi
st i
ng demand; mul t
ipl
e water pot ent
ialf orconfli
ctsis
availabi
l
ity l
ow i ntensit
y of users;waterquali
ty high;wat erqualit
yissues
anduse water use; i
ssues are arei mportant
potential wat er i
mpor t
ant
use confli
cts
expect ed t o be
l
ow;no pot enti
al
water quali
ty
i
ssues

Nat ur
al Flat terrain; no Medium sl
opes; Mountai
noust err
ain;steep
hazards potenti
al some er
osion sl
opes;unst
ablesoi l
s;high
vulnerabil
it
y, stabil
it
y/erosion potent
ial
; medium erosionpotential
;volcanic,
fl
oods, soi l problems; no ri
sks fr
om seismicorfloodrisks
stabil
ity
/ known vol
canic/
seismic/
erosion volcani
c/sei smi
c/ fl
ood/hurri
canes
fl
oodr i
sks

Cul
tur
al No known or Suspected cult
ural Known heri
tage si
tes i
n
pr
opert
y suspect
ed heri
tage si
tes; pr
ojectar
ea

29|Page
 cul
tur
al her
it
age known heri
tage
si
tes si
tes in br oader
areaofi
nfl
uence

I
nvol
unt
ary Low popul ati
on Medium populati
on High popul at
ion density;
r
eset
tl
ement density; densi
ty; mixed majort ownsandv il
l
ages;
dispersed ownershi
pandl and l
ow- i
ncome famili
es
population; l
egal tenur
e;well
-defi
ned and/orill
egalownershipof
tenure i s wel l
- waterri
ght
s l
and; communal
defined; well
- propert
ies;unclear water
defined water ri
ghts
ri
ght s

Yes NO ESMF
Gui
dance

Ty
peofact
ivi
ty–Wi
llt
hesub-
proj
ect
s:

1 I
nvol
vef
oodpr
ocessi
ng?

2 Bui
l
dorr
ehabi
l
itat
eanyst
ruct
uresorbui
l
dings?

3 Suppor
tagr
icul
tur
alact
ivi
ti
es?

4 Belocat
edi
nornearanareawherether
eisani
mpor
tanthi
stor
ical
,
ar
chaeol
ogi
cal
orcul
tur
alher
it
agesi
te?

5 Be locat
ed withi
n oradjacentto anyar eas thatar e ormaybe
prot
ectedbygov er
nment( e.
g.nati
onalpark,for
estr eser
ve,wor
ldor
nati
onalher
itagesite)orlocalt
radit
ion,orthatmi ghtbeanat ur
al
habi
tat?

I
ftheanswert
oanyofquest
ions1-5i
s“Yes”,
pleaseusethei
ndi
catedResour
ceSheet
sorsect
ions(
s)oft
he
ESMFforgui
danceonhowtoavoidormini
mizetypi
cali
mpactsandrisks

Yes NO ESMF
Gui
dance

Env
ironment–Wi
l
lthesub-
proj
ect
s:

6 Ri
skcausi
ngt
hecont
ami
nat
ionofdr
inki
ngwat
er?

7 Causepoorwaterdr
ainageandincreaset
her
iskofwat
er-
rel
ated
di
seasessuchasmal
ari
aorbil
har
zia?

8 Harvestorexpl
oitasi
gni
fi
cantamountofnat
uralr
esour
cessuchas
t
rees,soi
lorwater?

9 Bel ocat
ed wi
thin ornear
byenvi
ronmentall
ysensit
ivear
eas( e.
g.
i
ntactnatur
alf
orests,
mangrov
es,
wetlands)orthr
eat
enedspeci
es?

10 Cr
eat
ear
iskofi
ncr
easedsoi
ldegr
adat
ionorer
osi
on?

30|Page
11 Pr
oduce,orincreaset
heproducti
onof,sol
idorli
qui
dwast
es(
e.g.
wat
er,medi
cal,domest
icorconst
ruct
ionwast
es)
?

12 Af
fectthequanti
tyorqual
i
t yofsurfacewat
ers(
e.g.r
iver
s,st
reams,
wet
lands)
,orgroundwat
er(e.g.wel
l
s) ?

13 Resulti
ntheproduct
ionofsol
id orli
quidwaste,orresul
tinan
i
ncreasei
nwast
eproducti
on,
dur
ingconst
ruct
ionoroper
ati
on?

I
ftheanswertoanyofquesti
ons6-
13i
s“Yes”
,pl
easeincludeanEnvir
onment
aland
Soci
alManagementPlan(ESMP)wi
tht
hesub-
proj
ect
s’ appli
cat
ion.

Yes NO ESMF
Gui
dance

C Landacqui
sit
ionandaccesst
oresour
ces–Wi
llt
hesub-
proj
ect
s:

14 Requi
rethatl
and (
publi
c orpr
ivat
e)be acqui
red (
tempor
ari
l
yor
per
manentl
y)f
ori
tsdevel
opment
?

15 Uselandt
hatiscurrentl
yoccupi
edorr egul
arl
yusedf
orproduct
ive
pur
poses(
e.g.gar
dening,f
armi
ng,past
ure,fi
shi
ngl
ocat
ions,
for
est
s)

16 Di
spl
acei
ndi
vi
dual
s,f
ami
l
iesorbusi
nesses?

17 Resultinthetemporaryorpermanentlossofcrops,f
ruittreesor
householdinf
rast
ructur
e such as gr
anari
es,outsi
de toil
ets and
ki
tchens?

18 Resul
tinthei
nvol
unt
aryrestr
ict
ionofaccessbypeopl
etol
egal
l
y
desi
gnat
edpar
ksandprot
ectedareas?

I
ttheanswert
oanyoft
hequest
ions14-
18i
s“Yes”
,pr
epar
eaReset
tl
ementAct
ionPl
an(
RAP)

Yes NO ESMF
Gui
dance

D Pest
ici
desandagr
icul
tur
alchemi
cal
s–Wi
llt
hesub-
proj
ect
s:

19 I
nvolvethe use ofpest
ici
des orot
heragr
icul
tur
alchemi
cal
s,or
i
ncreaseexi
sti
nguse?

I
ftheanswert
oquest
ion19i
s“Yes”
,pl
easeconsul
ttheESMFandPMP.

31|Page
 Annex6.Subpr
ojectmont
hlyr
epor
ttempl
ate

MI
NISTRYOFNATI ONALDEVELOPMENTPLANNI NG
ZAMBIAI NTEGRATEDFORESTLANDSCAPEPROJECT
GrantRecipi
entName: ProjectTit
le: Tr
anhce
No: Reporti
ngper iod:
Quant if
iabl
e Financi
al Pr ocurement
i
ndi cators moni t
ori
ng moni tori
ng Reas
Was on(s) Recomme
Mai n
St Key i
ndic for ndati
ons
En Act item(
ar Per for at or Funds Funds Main devia (What
Acti
v d ual s)
N t mance achi al loca spent i
tem t
ion couldbe
it
ies da Sta expe
o da Indicat ev ed t ed ( Act ual s fr
om done
te tus cted
te or (
Yes, ( Budg ex pend proc plan di ff
erentl
y
t obe
(
Del iver No, et ed) i t
ur e) ured (If /better
)
proc
abl e) Par t
i Any )
ured
al
ly)

Pr
epar
edby : Dat
eSubmi t
ted:
Tobefil
ledindupli
catebythePri
nci
palCont
actfortheSubpr
oject
.Ahar
dcopytobefi
ledbyt
he
PMCwhi leanothercopyshal
lbesubmit
tedtotheDist
ri
ctPlanni
ngOf
fi
ceratt
heendofever
y
Month.

32|Page
7.
4.1.
1FOROFFI
CIALUSEONLY

DeskAppr
aisalbyRev
iewAut
hor
it
y:

Compl
etenessofSub-
proj
ect
sAppl
icat
ion:

Doest
hesub-
proj
ectappl
i
cat
iondocumentcont
ain,
asappr
opr
iat
e,t
hef
oll
owi
ngi
nfor
mat
ion?

Yes No N/
A

1. Descr
ipt
ionoft
hepr
oposedpr
ojectandwher
eiti
slocat
ed

2. Reasonsf
orpr
oposi
ngt
hepr
oject

3. Theest
imat
edcostofconst
ruct
ionandoper
ati
on

4. Informat ionabouthowt hesitewaschosen, andwhat

alt
er nativeswer econsi dered
5. Amapordr awingshowi ngthel ocationandboundar yoft he
projectincl udinganyl andr equi redt emporari
lyduring
const ruction
6. Thepl anf oranyphy si
cal wor ks( e.g.lay
out,bui
ldings,other
structures, const r
uctionmat erials)
7. Anynewaccessar rangement sorchangest oex isti
ngroad
l
ay outs
8. Anyl andt hatneedst obeacqui red, aswellaswhoownsi t,
l
ivesoni torhasr ightst ousei t
9. Awor kpr ogr am forconst ruction, operati
onand
decommi ssi oni
ngt hephy sical wor ks,aswellasanysi te
restorationneededaf terwards
10.Const ruct i
onmet hods

11.Resourcesusedinconstructi
onandoper ati
on(e.g.mater
ials,
water,energy
)
12.I
nformat i
onaboutmeasur esincl
udedinthesub-proj
ectsplan
toavoidormi ni
mizeadverseenv i
ronmentalandsocial
i
mpact s
13.Detai
lsofanyper mi
tsrequir
edf orthepr
oject

The sub-
projectcan be consi
dered forapproval
. The appl
icat
ion i
s complet
e,al
lsigni
fi
cant
env
ironmentalandsoci
ali
ssuesareresolv
ed,andnofur
thersub-
proj
ectpl
anningi
srequi
red.

CERTI
FICATI
ON

Wecer t
if
ythatwehav ethoroughlyexaminedal
lthepot
enti
aladv
erseeffect
softhi
ssub-pr
ojects.To
thebestofourknowledge,t
hesub- proj
ectspl
anasdescri
bedintheappl
icat
ionandassoci
ated
planni
ngrepor
ts(e.
g.ESMP, RAP,PMP) ,i
fany,
will
beadequatet
oav oi
dormi ni
mizeal
ladverse
envir
onmentalandsociali
mpact s.

Communi
tyr
epr
esent
ati
ve(
signat
ure)
:………………………………………….
……………

Ext
ensi
ont
eam r
epr
esent
ati
ve(
signat
ure)
:……………………………………………………

Dat
e:…………………………………………………

33|Page