Republic of the Philippines BANGSAMORO AUTONOMOUS REGION IN MUSLIM MINDANAO OFFICE OF THE CHIEF MINISTER ts Vl, Cotabato Cy 9600 ‘Governor Gute onary MEMORANDUM CIRCULAR No.0 0 3p Series of 2020 TO : HEADS OF CONCERNED MINISTRIES, LINE AGENCIES, AND OFFICES BANGSAMORO AUTONOMOUS REGION IN MUSLIM MINDANAO SUBJECT : GUIDELINES ON THE IMPLEMENTATION OF THE BARMM- MARAWI REHABILITATION PROGRAM (BARMM-MRP) DATE : 20 0CTOBER 2020 1. BACKGROUND The Law Enforcement Operations (LEO) by the military against the Maute/ISIS Group in Marawi City that began on 23 May 2017 had resulted to displacement of people, loss of lives, and damage to properties. Efforts to rehabilitate and reconstruct Marawi City has been ‘ongoing for the past three (3) years through the Task Force Bangon Marawi (TFBM) under the Inter-Agency Task Force for Reconstruction, Recovery and Rehabilitation of Marawi City and other affected areas as created by Administrative Order No. 03 series of 2017 and later amended by Administrative Order No. 7 series of 2017. Despite the ongoing efforts, various sectors, particularly the affected families in Marawi City, clamor for a speedy rehabilitation of Marawi City. Cognizant of this, the Bangsamoro Government has committed, as part of its 12-point priority agenda, to support the ongoing recovery, reconstruction, and rehabilitation of Marawi City. It was also included as one of the development priorities of the first Bangsamoro Development Plan 2020-2022. The Bangsamoro Parliament, meanwhile, created a Special Committee on Marawi (SCM) tasked to submit a Report on the status of the Marawi recovery, reconstruction, and rehabilitation efforts and submit recommendations to the Bangsamoro Government as it undertakes to do its share in getting Marawi City and its displaced residents back on their feet by supporting the ongoing Marawi rehabilitation efforts. The 2020 Bangsamoro Budget Act (BBA) also included a Marawi Rehabilitation Fund (MRF) of Five Hundred Million Pesos (P500,000,000.00) which, in the speech of the Chief Minister during the opening of the Parliament's Second Regular Session, is to be programmed according to the SCM’s report. In line with this, the Bangsamoro Government is implementing the BARMM Marawi Rehabilitation Program or "BARMM-MRP". The BARMM-MRP encompasses all BARMM- funded and BARMM-initiated projects and activities for the benefit of the people and localities affected by the Marawi siege. It is designed to be the main mechanism by which the Bangsamoro Government will operationalize the commitment in the 12-point Priority Agenda of the Chief Minister duly guided by the result of the processes of the SCM.OBJECTIVES These Guidelines outline the rules and procedures governing the implementation, fund utilization and management, and monitoring of the BARMM-MRP and the Marawi Rehabilitation Fund. Specifically, the guideline aims to: a) define the scope and coverage of the initiatives, projects, and activities for the individuals or sectors to be covered by the BARMM-MRP; b) describe the implementation strategies, processes, and mechanisms for smooth program implementation, including the procedures through which projects and activities are identified, approved, and adopted; ©) specify the procedures in the allocation, release, fund management, and the monitoring, and evaluation of projects and activities; 4) ensure transparency and accountability in the delivery, management, and utilization of the Marawi Rehabilitation Fund; and e) institutionalize the consolidation, availability, accessibility, and dissemination of information on the Bangsamoro Government initiatives, projects, and activities on Marawi City and any other data in relation to the Marawi rehabilitation that should be accessible to the public. 2. SCOPE AND COVERAGE 2.1Scope of Interventions ‘The BARMM-MRP shall cover projects and activities that respond or are relevant to the issues and concerns, and that correspond to the recommendations identified and expounded in the SCM Report as approved by the Parliament. This shall include, but are not limited to: a. enhancement of available data on the profile of the internally displaced as well as their other concerns; b. strengthening food security; c. delivery of basic necessities such as water and sanitation, health and nutrition, education, and electricity; 4d, introduction and improvement of socio-economic opportunities; and, e. installation of infrastructure pursuant to the above purposes. 2.2Sectoral Coverage The BARMM-MRP shall cater to communities, families, and individuals affected by the Marawi Siege, particularly those who were forced to abandon their houses and livelihood and the internally displaced persons (IDPs) still housed in the evacuation centers and elsewhere. 3, IMPLEMENTATION MECHANISM 3.1 Program Steering Committee For the effective management of the program and for the successful implementation of its strategies, a Program Steering Committee (PSC) is hereby organized to serve as the policy-making and oversight body of the program. Specifically, the PSC is tasked to:(@) formulate policy guidelines and provide inputs on the overall strategic directions of the BARMM-MRP; (b) evaluate and approve project proposals submitted by implementing Ministries and agencies for funding under the BARMM-MRP, including the beneficiaries thereof; (©) review, evaluate, and approve project work plans and, if warranted, recommend any deviations therefrom; (d) oversee and monitor the progress of the implementation of all approved projects under the BARMM-MRP; (e) ensure that the program meets its goals and objectives within the time frame, the budget, and that services are delivered to the identified beneficiaries; (0 provide inputs as may be necessary to ensure the continued relevance and effectiveness to achieve the program's intended results; and (g) provide advice on solutions towards addressing bottlenecks and challenges in project implementation. The PSC shall serve as the central unit for the consolidation of information on such other efforts of the Bangsamoro Government that respond to the needs of the internally- displaced for which financing is outside of the MRF. For this reason, the PSC may call upon other ministries, offices, and agencies to request for an update of their respective interventions. 3.2Composition and Structure of the PSC ‘The BARM-MRP PSC shall be composed of the following: Chair: Deputy Chief Minister Aleem Ali Solaiman Vice-Chair: Minister Hamid Aminoddin Barra, Ministry of Human Settlements and Development Members: 1, Executive Secretary Abdulraof Macacua, Office of the Chief Minister 2. Cabinet Secretary Mohd Asnin Pendatun, Office of the Chief Minister 3. Deputy Minister Atty. Ubaida Pacasem, Ministry of Finance, and Budget and Management 4, Member of Parliament Abdullah Macapaar from the Special Committee on Marawi, 5. Member of Parliament Anna Tarhata Basman from the Special Committee on Marawi; and 6, Member of Parliament Marjanie Macasalong from the Special Committee on Marawi. PSC Head of Secretariat: Director General Engr. Mohajirin T. Ali, BPDA Structurally, the PSC shall be placed under the Office of the Chief Minister (OCM). The PSC shall directly and regularly report to the Chief Minister, without prejudice to the exercise of authority of the Chief Minister over the other officials within and under the PSC. In support to the work of the PSC, a temporary office in Marawi City shall be established with support personnel from the members of PSC and BPDA. The Secretariat shall be responsible for the administrative and operational requirements of the PSC. It shall provide project management, quality assurance, public relations, and other support services according to the needs of the BARMM-MRP.‘The BPDA shall assign qualified personnel at the temporary office to perform day-to-day administrative functions. Members of the PSC may likewise assign personnel at the temporary office for coordination purposes. 3.3 Roles of Ministries, Line Agencies and Offices and LGUs 1. Office of the Chief Minister a. Receives regular reports on the work of the PSC; b, Ensures that the disbursement of funds is in accordance with existing Commission on Audit (COA) rules and regulations, specifically COA Circular Nos. 94-013 and 2012- 001; and, ¢. Monitors and evaluates progress of implementation with the PSC, assisted by the BPDA. 2, Ministry of Finance, and Budget and Management a) Reviews and evaluates the financial and budgetary elements of the projects and activities submitted for the advice and adoption of the PSC; b) Facilitates the timely transfer of funds to all the concerned BARMM implementing agencies; and ©) Ensures that the disbursement of funds is in accordance with existing Commission on Audit (COA) rules and regulations, specifically COA Circular Nos. 94-013 and 2012- 001 3. Implementing Ministries, Line Agencies, and Offices a) Prepares and submits such technical or preparatory documents such as the project profiles, Detailed Engineering Design (DED), Program of Works (POW) and Work and Financial Plan (WFP) duly signed by the head of office as may be required by the PSC; b) Ensures that pre-implementation requirements such as land deed of donation and other requirements are completed and submitted; ©) Conducts proper validation to ensure project viability; 4) Designates a focal point person within their office to handle the day-to-day operation of approved agency projects under the BARMM-MRP; ¢) Implements the project in accordance with the WEP, Project Profile, DED and POW approved by the PSC; f) Ensures proper coordination with the relevant LGUs at the barangay, municipal, city, and/or provincial levels; g) Ensures that disbursement of funds is in accordance with existing COA rules and regulations, specifically COA Circular Nos. 94-013 and 2012-001; h) Maintains agency database of beneficiaries and data information of agency projects; i) Facilitates procurement of materials and supplies and ensures that all procurement abide with the government procurement law; j) Conducts regular monitoring and evaluation of agency projects and activities; and, k) Submits periodic physical and financial report on the status of project implementation to the PSC. 4, Director General, Bangsamoro Planning and Development Agency a) As head of the PSC Secretariat, leads in the provision of administrative and other technical secretariat services to the PSC; b) Supports the PSC Chair or the Vice Chair, when warranted, in ensuring the smooth functioning of the PSC;©) Ensures the maintenance of effective records and administration of the PSC, including assisting in the Committee's communications and correspondence; 4) Guides the Secretariat in establishing and managing the database of all data and information about the program, including the consolidated monitoring, evaluation, and progress documentation, and the documented lessons learned and success stories relative to project implementation; e) Assists the PSC in the conduct of monitoring and evaluation of projects implemented in the area; f) Assists the PSC in the conduct of review and evaluation of project work plans and other related documents; 8) Upon the direction of the Chair or by a majority of the PSC members, leads in calling and organizing the PSC meetings; h) Whenever necessary and upon direction of the Chair, directs the coordination and provision of technical assistance to the project implementing partners; and, i) Performs such other functions as may be determined by the PSC or its Chair. 5. Local Government Units a) Assist in the conduct of monitoring and supervision of projects and activities implemented in the area; b) Assist the implementing agencies or the PSC with the project requirements such as land deed of donation and others; ©) Elevate any issues/concerns to implementing agencies and the BARMM-MRP PSC for appropriate action; and d) Assist in the coordination with law enforcement agencies and other LGUs for the security of workers during project implementation and monitoring activities. PROGRAM ALLOCATION, FUND RELEASES AND UTILIZATION 4.1Program Allocation The BARMM-MRP shall have a total allocation of Five Hundred Million pesos (Php500,000,000.00). Such funds shall be utilized in accordance with an approved Work and Financial Plan (WFP) and project proposals to be submitted by the implementing ministries, line agencies and offices. The PSC shall utilize the equivalent of a maximum of 3.5 percent of the total allocation to cover administrative, maintenance, and other operational expenses and to support coordination, supervision, and monitoring activities, subject to availability of funds. The latter shall be charged to the available funds of the OCM. 4.2Fund Releases and Utilization ‘The MFBM in close coordination with the OCM and PSC shall facilitate the fund releases to implementing ministries, line agencies and offices. The mode of release shall be in tranches as follows: 50% of the total agency allocation for the 1* tranche, forty percent for the second tranche, and 10 percent retention for the third tranche to be released upon completion of the project. The funds shall be treated as cash advance subject to existing liquidation procedures. Request for fund releases shall be supported by necessary supporting documents. Request for the 1* tranche shall be accompanied by a letter request duly signed by the head of office, the project profile, WFP, as well as the deed of donation (DOD) and Program of Works (POW), when applicable. Subsequent releases will only require a letterof request, accomplishment report/status of works accomplished, and as supporting documents. juidation report All fund releases shall be subject to liquidation and its utilization shall observe existing accounting and auditing rules and regulations. The implementing agencies may implement the projects or enter into partnerships, contracts, or undertakings with LGUs or contractors subject to existing government accounting and auditing rules and regulations, PROJECT IMPLEMENTATION STRATEGY AND PROCESSES The approach to implementation shall be based on the principles of transparency, participation, consultation, and accountability. In this regard, and in recognition of the processes already undertaken by the SCM or other BARMM agencies, the SCM Report, among others, shall serve as reference document for the identification of projects and activities following the recommendations therein. For the same purpose, the recommendations of other government agencies or instrumentalities including local government units and the Task Force Bangon Marawi shall be reviewed and consulted. This review and consultative work shall inform the preparation of the project proposal and WFP for possible funding support, which the BARMM individual agencies or ministries shall submit to the PSC for approval. Specifically, the implementation of the BARMM-MRP shall undergo the following processes: 5.1 Identification of Projects and Preparation of Project Proposals The PSC, in close coordination with implementing agencies and BPDA, shall review the SCM Report and other reference materials such as the Bangon Marawi Comprehensive Reconstruction and Rehabilitation Plan (BMCRRP), the 1% Bangsamoro Development Plan 2020-2022, the outputs of the provincial consultations, the Marawi City Comprehensive Development Plan, and the Barangay Development Plans. The implementing agencies may also consult with their potential counterpart and local partner organizations on prospective projects eligible for funding under the program. The implementing agencies may similarly accommodate requests from LGUs for the repair of damaged structures or other similar intervention that will help improve access to and mobility of goods and services as well as proposals that will have greater impact at the community level. Following these, the individual Ministry or agency shall prepare the project proposals and WFP and submit the same to the PSC for approval and funding support. The PSC may likewise recommend to any Ministry or agency project proposals and WFPs on initiatives that the former deems proper for implementation under the BARMM-MRP, 5.2Project Site Assessment and Validation In preparing project proposals and work plans for submission to the PSC, implementing Ministries and agencies, in coordination with concerned LGUs, shall conduct validation visits to proposed project sites to assess project feasibility and avoid duplication of interventions.5.3Social preparation and databasing of beneficiaries Once the project is approved by the PSC, social preparation shall be conducted by the concerned implementing Ministries and agencies. This shall include conduct of program orientation to all identified project beneficiaries and other stakeholders including local government units to ensure program awareness and to generate support and commitment from the partners. As part of the social preparation, there is also a need to conduct community profiling and community needs assessment to serve as the benchmark data in evaluating impact of project implementation and future programming activities. A master list of beneficiaries and the appropriate intervention to be extended shall be submitted to the PSC. 5.4Procurement of goods and services Procurement of goods and services shall be governed by the provisions of Republic Act. No. 9184 or The Government Procurement Law. The OCM Bids and Awards Committee shall conduct procurement activities for the PSC, upon written instruction of the latter. 5.5 Project Execution and Sustainability Mechanism Project implementation shall be undertaken by the concerned implementing Ministries and agencies in coordination with their local counterparts. Each implementing Ministry and agency shall assign an agency focal person to oversee and carry-out the implementation of the project. ‘As necessary, the BARMM implementing Ministries and agencies shall ensure the sustainability of the projects through the conduct of regular project inspection and supervision as well as close coordination with the recipient LGU and partner agencies. Necessary capacity development trainings for the beneficiaries shall be conducted. As applicable, the agency shall closely record and monitor return of investment of livelihood assistance provided to the beneficiaries. The BARMM implementing agencies shall require their beneficiaries or local counterparts, when applicable and when necessary, to submit a project sustainability plan to ensure that the assistance provided is sustained even after the project life. 5.6Monitoring and Evaluation The individual Ministries and agencies shall conduct their own monitoring and evaluation of the projects implemented in close coordination with the PSC. Toward this end, the Ministries and agencies shall periodically submit progress reports to the PSC detailing such issues and concerns in the implementation of the project. The PSC shall, in turn, formulate recommendations and/or remedial actions to address them. The PSC shall also convene on a quarterly basis or as often as necessary depending on the need. The Bangsamoro Regional Project Monitoring and Evaluation Committee (BRPMEC) under the Bangsamoro Economic and Development Council (BEDC) may also conduct its separate monitoring and evaluation visits and shall serve as an adjunct oversight monitoring body.Project report is the key instrument of monitoring which gives decision makers a sense of what is happening with the project in terms of meeting its objectives. Therefore, reports are expected to be timely, objective and realistic. As such, the implementing Ministries and agencies shall prepare periodic reports to be submitted to the PSC. Preparation of the narrative report shall conform to the standard template prescribed by the PSC, which shall be submitted on or before the 30" day of the third month of every quarter or oftener as may be required by the PSC. The Narrative Report to be prepared by implementing Ministries and agencies should contain the following: a) Background - includes setting, context, purpose, scope or reference to previous work or reports; b) Main accomplishments - highlight achievements/results, beneficiaries, quantified wherever possible (eg., male/female, age) especially against work plan objectives; ©) Activities carried out - specific actions taken to reach objectives, either in procurement, hiring, facilitating, training or capacity building (necessary, sufficient to produce the results at least cost); d) Challenges/problems faced and _recommendations/actions taken - implementation and operational problems in the field (strategic) including mitigation steps; €) Lessons learned - solutions to problems that may be replicated and best practices during project implementation. This is without prejudice to the monitoring activities that individual members of the PSC may conduct including site visits, ocular inspections, and the like. 5.7 Project Turnover, Acceptance and Post Evaluation When applicable, completed and authorized projects shall be turned over to the beneficiaries or local counterparts for their acceptance. Thereafter, a completion report shall be submitted by the implementing Ministries and agencies to the PSC. A beneficiary or project evaluation shall be conducted after completion of each project activity 6. GRIEVANCE MECHANISM The PSC shall set-up a Grievance, Redress, and Feedback System (GRFS) as venue for receiving feedbacks and providing remedial actions on issues/concerns relative to the implementation of the programs/projects. This mechanism aims to promote good governance through increased transparency and accountability in the implementation of projects; and ensure that issues and concerns on program/project implementation are addressed timely and appropriately. 7. PROJECT TIMELINE ‘The BARMM-MRP shall be implemented for a period of one (1) year from issuance of this Guidelines, subject to extension upon the recommendation of the PSC and the approval by the Office of the Chief Minister.8. AMENDMENT CLAUSE Any amendment and/or revision of these Guidelines may be proposed with the concurrence of the majority of the members of the Project Steering Committee, without prejudice to the authority of the Chief Minister to amend or revise the same at any time when necessary. 9. EFFECTIVITY CLAUSE This Memorandum Circular shall take effect immediately and will remain in effect throughout the duration of the BARMM-MRP unless earlier revoked by the Chief Minister or any competent authority. Signed this 21st day of October 2020. (OCM-BARMM RD-AMS win , OFFICE OF THE CHIEF MINISTER Records Division, AMS RELEASED ey CC OCT 22 2020 ATE TIME : 10204 RECEIVED FOR ROUTING rb tn