INRASTRUCTURE RENOVATION AND IMPROVEMENT PROGRAMMES 2011 _______________________________________________________________________

Project Title: hospital infrastructure renovation and improvement projects Project Location: Yagaum Rural Hospital, Madang Province Originating organization: Yagaum Rural Hospital, Lutheran Health Services Contact Name and Address: Mr. Daniel Gigil Marme –Hospital Administrator Yagaum Rural Hospital P O Box 107, MADANG Papua New Guinea Phone: 422 2363 Fax: 422 0929 Email Address: Not Available

SUMMARY DESCRIPTION OF THE PROJECT Yagaum Rural Hospital was built by the Lutheran Women’s Missionary of America on 22nd July 1950. The current hospital infrastructures were built at this time and have been operating for 61 year now. Therefore, the hospital is frequently experiencing operational problems with the current facilities and is costly to operate. Our goal is to improve the quality of health care services provided to the rural population and urban disadvantaged. Thus, our objective is to increase access to quality health services for the rural majority and the urban disadvantaged and hereby improve the health of rural population. The final output is to renovate and maintain the existing infrastructure as well as purchasing new essential medical equipment, water supply motors and pump, solar system for the wards and new Southern Cross for the hospital. This project is part of the ongoing hospital renovation performed in 2010.

How long do you estimate it will take to complete the project? 12 months

Summary Estimate Project Cost Personnel K88,000.00 Equipment’s K 82,757.00 Training K0.00 Capital Works K14,699.30 Others (Contingencies) K14,543.70 TOTAL K 200,000.00 Proposed Project Funding Source External Source (PIP) K200,000.00 Prov’l. Infrastructure Grant District Support Grant LLG Support Grant TOTAL K 2000,000.00

1. Development Objectives: 1.1. Describe how the project is in line with the district, provincial, sectoral strategies and

or plans or National Development priorities? (Please relevant reference to the plan and attach a photocopy of the relevant page/s) The water supply upgrade and improvement program is in line with the National Health Plan 2010 -2020, Key Result Area 7: Promote Healthy Life style, • • Objective 7.2: reduce the number of outbreaks of food and water borne diseases Strategies 7.2.2 – ensures all health facilities have access to running water, and effective waste disposal and sanitation 1.2. What is the overall Development Goal of the project? (link to MTDS or sector Plan)

The overall development goal of this project is to improve the quality of health services provided to the rural majority and urban disadvantaged.

1.3. What is the objective or primary purpose of the project (must contribute to the goal).

The primary purpose of this project is to promote healthy lifestyle through accessing adequate / sufficient clean water supply to the hospital

2. Project Description: 2.1. How was the project identified and designed? Who was consulted (numbers & types of beneficiaries. Land owners and others?).

This project was identified as a priority project in the five year hospital improvement programme for 2011 – 2015 by the hospital management team and hospital board.

2.2. What is the problem development opportunity or sector priority (ies) that the project seeks to address?


2.3. Identify the stakeholders who may share this problem/challenge that you may need to consult? Stakeholder Analysis Table Stakeholder Community LLG Provincial Government Health Division Importance 5 3 1 2 Influence 1 3 5 4


What have you (or others) done already to try and address this problem/opportunity?

The national member for Madang Open has funded one million kina last year for the renovation of the hospital wards

2.5. How will the project address the problem/opportunity to achieve its objectives?

By improving quality of life through continuous supply of adequate water to the hospital to serve the patients, staff and those accessing health services at the hospital.

3. Project Benefits: 3.1. Who will benefit from the project? (e.g. number of women, men, youth organization

etc). How they will benefit (e.g. social, economic, environment benefits, employment, business opportunities etc.). How and when were these beneficiaries consulted?

The Southern Cross project will directly benefit the 22554 population of Transgogol and Ambenob LLG catchment areas that accessed health services at Yagaum rural hospital. They will directly benefit from the quality of health care provided by the hospital.
Total Population 22554 <1 year 721 1-4 years 2977 7 years 676 13 yrs 541 5-14 yrs Female 6202 >15 years 4961 > 15 516yrs 2458 5-16 Female 338 1524yrs 1431 15-24 Female 10797 Est. no births 2933

Female 10194

Table 2: Catchment population (2000 census)

4. Technical Aspects:

4.1. Where alternative approaches considered to achieve the objective? Why this current approach being suggested in this project and best approach to address the problem/opportunity?

The alternative approach considered is to buy and install water tanks to all the staff houses and the wards for cooking and drinking only. However, the current approach to construct two additional 9000 litres is the best approach as it caters for all domestic needs and makes life easier for staff and patients.

5. Project Sustainability: 5.1. What are the risks to the project? (How will the risk be overcome or managed?

(Please attach a risk management table). RISK MANAGEMENT TABLE Risk Economic risk • Inflation Medium Likely Risk level L/M/H High Likelihood of event Certainty Mitigation strategy Allocate funds for

unforeseen costs Maintain effective with

Contractual risk • Contractor problem • Delays


supplier and contractor

Financial risk • • Funding sources Taxation impacts



Maintain funding

effective with & & sources


allow for unforeseen costs in prices taxation

Procurement Contractual risk • Client

& High


Sign proper MOA before contract assigning

commitment • Contractor performance • Delays -weather & Medium Unlikely

Construction Maintenance risk • Contractor capability • • Equipment Design documentation

Engage contractors with capacity to implement project

Engage reputable contractor


5.2. How will recurrent cost such as staff cost or maintenance and repair cost be met, both during and after the project is completed.

The recurrent cost will be funded from the hospital operational maintenance and renovation budget/cost during and after the completion of the project.

5.3. What will the originating organization or local community contribute to the project?

The originating organization will contribute skilled labour (plumber) and meet other administrative cost like telephone bills and stationery while the local community will contribute unskilled labour and gravels.

5.4. Have any land owner issues been resolved? (If necessary attach land agreement).

The current hospital site is owned by the Lutheran Church when the hospital was constructed in 1950. Thus, the project will be constructed within the hospital premises/ land.


Who will own and/or be responsible for infrastructure, equipment and the materials

that come out of the project?

Yagaum rural hospital and Lutheran Health Services (LHS) will be solely responsible for the infrastructure, equipment and materials that come out of the project.

6. Cross-Cutting Issues: 6.1. What positive, negative or neutral impacts will the project have on the environment? Please describe? Is an environmental assessment necessary? (Discuss with the office of Environment and Conservation). What negative impact will the project have on women? For example, how women benefits? Will any steps be taken to encourage the participation of women and men? Will the project impact on other minority groups such as ethnic or religious groups?

This project will have no negative impacts on the environment and women as it will be established within the hospital land area. Thus, it will positively improve the health of women and children admitted to the hospital wards.

6.2. How will the project impact on the spread and control of HIV/AIDS (e.g. people travelling to new areas, transportation access being created)? Is there an opportunity to include HIV/AIDS awareness in the project? (Discuss strategies with the National or Provincial HIV/AIDS coordinator). Clean water supply to the hospital also helps to improve the health of HIV/AIDS patients admitted and seeking help at the hospital. The quality of health care provided at the hospital can encourage or motivate patients to seek medical help and advice.

7. Institutional Capacity and Implementing Agency: 7.1. Who will implement the project? Will it be implemented in association with other organizations including non-government organizations and the community groups?

This project will be coordinated and implemented by the Yagaum Rural Hospital Management team in association with the Lutheran Health Services Project Officer based in Madang office. Furthermore, Fege building repair and maintenance will be engaged as a contractor to construct the water tanks.

7.2. Explain why you believe the implementing agency or agencies will be able to successfully carry out the project? Describe the staffing being provided to the project (e.g. Identify project manager, project management committee). Qualifications of each staff. Similar projects carried out previously by the agency and the persons involved?

The implementing agency has the capacity to successfully carry out the project due to the performance of the management team with previous projects. See below the project management and organization interfaces.

Roles and Responsibilities Participants Mr. Fua Singin Roles LHS Project Officer Responsibilities Oversee project implementation and reporting. Has vast experience in Mr. Joe Pege Contractor project management Responsible for the construction of the two southern cross tanks. Has certificate of compliance to construct Mr. Marme Daniel Gigil Project Manager & supply water tanks Responsible for the implementation, monitoring and supervision of project at the project site. Has vast experience in project design and planning and


8. Monitoring & Evaluation: 8.1. Drawing from implementation schedule, show summary of key timelines and milestone for monitoring. Attachment – Project Implementation Schedule


All required materials on project site Tank foundation completed Tank stand completed Southern cross erected Water supply connected to tanks







***** **** **** ****

8.2. How will outputs and outcomes be monitored and reported upon?

A work breakdown structure showing how the outcomes and outputs will be monitored and reported upon.

8.3. Who will be responsible for monitoring and evaluations?

The Project Manager will be responsible for the monitoring and evaluations of the project during the implementation phase and completion of the project.

8.4. How will monitoring information be used. E.g. To address delays. The monitoring information will useful for managerial decisions and address possible constraints and risk that will affect the effective implementation of the project.

The following attachments are required for appraisal of the PFD.
• Attachment 1: Log frame

Objectives Activities Goal (Impact)

& Indicators


of Assumptions Less law & order problems • Improved population

verification Reduce morbidity • Improve services health and mortality


Adequate clean water Continuous supply to the hospital

growth water Funding is approved

supply to the hospital Weather is favorable Improved order Funding available law &


Two erected


litres Materials transported Cross to project site


Activities • • • Project design

Means • of • Meetings Travel Transport Purchasing

Costs K159,980.70 say K160,000.00

Pre - conditions • • • Schedules Budgets Resources

Site preparation • Collection gravels local materials – •

• • •

Tank construction Pipe connection Commissioning

Attachment 2: Risk Management table


Risk level Likelihood of event L/M/H

Mitigation strategy

Economic risk • Inflation






unforeseen costs Medium Likely Maintain supplier contractor effective with and

Contractual risk • Contractor problem


Delays Medium Likely Maintain funding effective with & & sources

Financial risk • • Funding sources Taxation impacts


allow for unforeseen costs in prices taxation

Procurement & Contractual High risk • • • Client commitment Contractor performance Delays -weather


Sign proper MOA before contract assigning

Construction & Maintenance Medium risk • • • Contractor capability Equipment Design & documentation


Engage contractors capacity with to

implement project • Engage reputable contractor

Attachment 3: Implementation table

Please see attachment

Attachment 4: Cost schedule






1) Equipment & Material 1. Southern cross x 2 tanks 2) cost 2.1)Office (phone, stationery) 2.2) Labour cost 2.3) Dump truck hire 2.4) Transport – Wharf to Project site 2.5) Gravel cost Trip Load 1,500.00 100.00 2 12 3,000.00 1,200.00 Trip 80.00 10 800.00 Administrative





Monthly Contract

700.00 1,800.00

6 3

4,200.00 5,400.00

2) Contractors Fees 3) Contingency 4.1) Unforeseen & rise in cost @ 10% 4) Total Cost Project




K159,892.70 Approx:K160,000.00

Attachment 5: Quotations from supplier - Southern Cross PNG and Fege builders & repair maintenance