PROJECT: SATELLITE AND WEATHER INFORMATION PROJECT … · PROJECT: SATELLITE AND WEATHER...

PROJECT: SATELLITE AND WEATHER INFORMATION PROJECT FOR

DISASTER RESILIENCE IN WEST AFRICA (SAWIDRA-WA)

COUNTRY: AFRICA- MULTINATIONAL

PROJECT APPRAISAL REPORT

OSAN DEPARTMENT

June 2016

Translated Document

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TABLE OF CONTENTS

ACRONYMS AND ABBREVIATIONS ........................................................................................................ i APPLICATION FOR FUNDING .................................................................................................................. iii SUMMARY ................................................................................................................................................... iv

1. CONTEXT ................................................................................................................................................. 1

1.1 PROJECT BACKGROUND ........................................................................................................................... 1 1.2 PRIORITY SECTORS .................................................................................................................................. 2 1.3 PROBLEMS ............................................................................................................................................... 3 1.4 BENEFICIARIES AND STAKEHOLDERS ....................................................................................................... 4 1.5 RATIONALE FOR CDSF SUPPORT ............................................................................................................. 4

2. PROJECT .................................................................................................................................................. 5

2.1 PROJECT OBJECTIVES ............................................................................................................................... 5 2.2 IMPACT .................................................................................................................................................... 5 2.3 OUTCOMES .............................................................................................................................................. 6 2.4 EXPECTED OUTCOMES ............................................................................................................................. 6 2.5 ACTIVITIES .............................................................................................................................................. 6 2.6 RISKS ....................................................................................................................................................... 9 2.7 COST AND FINANCING PLAN .................................................................................................................. 10

3. PROJECT IMPLEMENTATION ......................................................................................................... 10

3.1 BENEFICIARIES....................................................................................................................................... 10 3.2 PROJECT ORGANIZATION AND INSTITUTIONAL ANALYSIS ..................................................................... 11 3.3 PROJECT COORDINATION ....................................................................................................................... 11 3.4 PROJECT IMPLEMENTATION PLAN .......................................................................................................... 12 3.5 PROCUREMENT AND AWARD OF CONTRACTS ........................................................................................ 12 3.6 DISBURSEMENT ARRANGEMENTS AND EXPENDITURE SCHEDULE.......................................................... 13

3.7 FINANCIAL MANAGEMENT, REPORTING AND AUDITING CAPACITIES……………………………. 13

3.8 MONITORING, EVALUATION, SUPERVISION AND REPORTING ................................................................. 15

4. PROJECT BENEFITS ........................................................................................................................... 16

4.1 THE PROJECT'S BENEFITS WILL CONSIST IN: ...................................................................................... 16 4.2 EFFECTIVENESS AND EFFICIENCY, INCLUDING VALUE FOR MONEY ....................................................... 16 4.3 SUSTAINABILITY .................................................................................................................................... 17

5. LEGAL INSTRUMENT ......................................................................................................................... 18

5.1 LEGAL FRAMEWORK………………………………………………………………………………..18

5.2 CONDITIONS FOR BANK INTERVENTION………………………………………………………..18

6. CONCLUSION AND RECOMMENDATION……………………………………………………...18

6.1 CONCLUSION………………………………………………………………………………………….18

6.2 RECOMMENDATION…………………………………………………………………………………18

ANNEXES

ANNEX 1 : MAP OF GEOGRAPHICAL COVERAGE

ANNEX 2: PROJECT LOGICAL FRAMEWORK

ANNEX 3 : SAWIDRA-WA PROJECT DETAILED BUDGET

ANNEX 4 : ESTIMATED PROJECT COSTS BY CATEGORY AND COMPONENT

ANNEX 5 : DRAFT IMPLEMENTATION PLAN

ANNEX 6 : FINANCIAL MANAGEMENT

ANNEX 7: FINANCIAL MANAGEMENT METHOD

ANNEX 8: ORGANIZATION CHART OF AGRHYMET REGIONAL CENTRE

ANNEX 9: ONGOING PROJECTS AT AGRHYMET REGIONAL CENTRE

i

ACRONYMS AND ABBREVIATIONS

ACCIC

Project to Support Adaptation to Climate Change in West Africa by Improving

Climate Information

ACMAD African Center of Meteorological Application for Development

ACP-EC Africa, Caribbean, Pacific - European Union

ADB African Development Bank

AFD French Development Agency

AGRHYMET

Regional Centre for Training and Applications in Agricultural Meteorology and

Hydrology

ARC AGRHYMET Regional Centre

AUC African Union Commission

AWPB Annual Work Programme and Budget

CDSF ClimDev Special Fund

CILSS Permanent Inter-State Committee for Drought Control in the Sahel

ClimDev Climate for Development

DRM Disaster Risk Management

DRMA Disaster Risk Management Agency

DRR Disaster Risk Reduction

DWF Digital Weather Forecast

ECMWF European Centre for Medium-Range Weather Forecasts

ECOAGRIS ECOWAS Agriculture Regional Information System

ECOWAS Economic Community of West African States

EUMETCast EUMETSAT's Multicast Distribution System

EUMETSAT European Organization for Exploitation of Meteorological Satellites

EWS Early Warning System

FMR Financial Monitoring Report

FTP File Transfer Protocol

GCSF Global Climate Services Framework

GFDRR Global Facility for Disaster Reduction and Recovery

GFS Global Forecast System

HPC High Performance Computer

ICPAC IGAD Climate Prediction and Applications Centre

IMIS Integrated Management Information System

IPCC Intergovernmental Panel on Climate Change

ISACIP Institutional Support for African Climate Institutions Project

M&E Monitoring & Evaluation

MDG Millennium Development Goals

MESA Monitoring of Environment for Security in Africa

MEU Monitoring and Evaluation Unit

MTR Mid-Term Review

NFSC National Food Security Council

NGO Non-Governmental organization

NMHS National Meteorological and Hydrological Services

NMS National Meteorological Services

NOAA National Oceanic and Atmospheric Administration

ii

RARS Regional ATOVS Retransmission Services

RCC Regional Climate Centre

SADC-CSC Southern African Development Community - Climate Services Centre

SAWIDRA-

WA Satellite and Weather Information for Disaster Resilience in West Africa

UNISDR United Nations Office for Disaster Risk Reduction

VFM Value for Money

WA West Africa

WAEMU West African Economic and Monetary Union

WMO World Meteorological Organization

WRF Weather Research and Forecasting

iii

APPLICATION FOR FUNDING

1. Call for Proposal

Reference

ClimDev Special Fund (CDSF)

2. Project Name

Satellite and Weather Information for Disaster Resilience in

West Africa (SAWIDRA-WA).

3. Institution's Name and

Address

AGRHYMET Regional Centre (ARC)

425, boulevard de l'Université rive droite

P.O. Box: 11011 Niamey - Niger

e-mail: [email protected]

Tel: (00227) 20 31 54 36/ 20 31 53 16

Fax: (00227) 20 31 54 35

Web-site: www.agrhymet.ne

4. Legal Status An international public institution with a civil status and

financial autonomy

5. Names and Addresses

of Financial Partners

N/A

6. Project Financing

Total Project Amount (Euro) 3, 899, 500

Project Funding Application to CDSF(Euro) 3, 899, 500

7. Project Duration 36 months

8. CDSF Area of

Intervention

Production, wide dissemination and use of reliable, high-quality

information (100%)

Capacity building for policymakers and increased support for

policy institutions through generation of high-quality analyses

and evidence of climate change (0%)

Implementation of pilot adaptation policies that show the value

of climate information and its mainstreaming into development

planning (0%)

9. Project Area The seventeen (17) countries of CILSS/ECOWAS space:

Benin, Burkina Faso, Cape-Verde, Côte d'Ivoire, Gambia,

Ghana, Guinea, Guinea-Bissau, Liberia, Mali, Niger, Nigeria,

Senegal, Sierra Leone, Togo, Mauritania and Chad (Map in

Annex 1).

http://www.agrhymet.ne/

iv

SUMMARY

Sub-Saharan Africa is one of the world's most vulnerable regions given its already critical

exposure to the negative impacts of climate variability and climate change. This situation is

expected to deteriorate further as a result of climate change. The Fifth Assessment Report

(AR5) of the Intergovernmental Panel on Climate Change (IPCC) highlighted the potential

sector impacts of climate change, and the areas likely to be hardest hit are agriculture and

food security, water resources, health and infrastructure. The report states that by the end of

the 21st century there will be a drop in rainfall over much of Africa and an increase in the

frequency and severity of extreme climate conditions and induced events such as flooding,

droughts, desertification, sand and dust storms, plagues of migratory locusts and water

shortages.

The lack of relevant weather/climate information on appropriate scales is often mentioned as a

major obstacle to addressing the challenge of climate variability and climate change in West

Africa. While considerable efforts and many existing operations are aimed at implementing

adaptation projects in the field, they fail to improve the climate institutions responsible for

producing the required information to support development and adaptation efforts. This has

led to calls by African policymakers and development partners to urgently improve the supply

of appropriate climate/weather information in order to reduce disaster risks. AGRHYMET, a

specialized institution of the Permanent Inter-State Committee for Drought Control in the

Sahel (CILSS) whose mission is to train professionals in the different countries and produce

information on climate, agro-meteorology, hydrology, the environment, food and nutrition

security to enhance decision-making, will help to narrow the gap between the Global Climate

Centres and National Meteorological and Hydrological Services (NMHS). AGRHYMET staff

are currently participating in several international initiatives on climate change, food security

and environmental monitoring. This will ensure that they are informed of the best available

technologies and methods. They will also contribute to knowledge building on these issues.

The expected long-term objective of this project for Satellite and Weather Information for

Disaster Resilience in West Africa (SAWIDRA-WA) is to build the capacities of

AGRHYMET and NMHS to allow them to address the needs of DRR agencies and socio-

economic sectors in order to ensure efficient use of meteorological and climate services and

early warning systems in real time. As the future RCC of West Africa, AGRHYMET

proposes to receive ACMAD's digital weather forecast (DWF) data, to analyze, process,

downscale it accordingly, and retransmit the modified products and information to the

NHMS.

In order to address this challenge of producing appropriate disaster risk reduction information

for West Africa, AGRHYMET requires funding from the ClimDev Special Fund.

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1. CONTEXT

1.1 Project background

In November 2013, the European Commission approved the ACP-EU's disaster risk reduction

programme entitled: "Building Disaster Resilience to Natural Hazards in Sub-Sahara African

Regions, Countries, and Communities”. The overall objective of this resilience programme is

to provide an analytical base and accelerate the establishment of an African disaster risk

reduction and disaster risk management (DRR and DRM) framework. The Programme is

implemented by four institutions: the African Union Commission (AUC), the United Nations

Office for Disaster Risk Reduction (UNISDR), the Global Facility for Disaster Reduction and

Recovery (GFDRR) and the African Development Bank (ADB) through the ClimDev-Africa

Special Fund.

Result Area #3 of this ACP-EU programme is formulated as follows: "Core capacities of the

specialized National and Regional Climate Centres (RCCs) are improved, to meet the

needs of DRM agencies and socio-economic sectors for effective use of weather and

climate services and community-focused and real-time early warning systems". More

specifically, this result aims to improve the capacities of Regional Climate Centres (RCC) and

National Meteorological Services (NMS) to prepare forecasts and products that will allow

them to provide appropriate inputs to the DRR agencies for early warnings.

At a workshop in June 2014, in the presence of representatives of ADB, AUC, European

Commission, World Meteorological Organization (WMO) and EUMETSAT (European

Organization for the Exploitation of Meteorological Satellites), the African participants met

and defined the following approach for the implementation of Result Area # 3:

a continent-wide project to create or build the capacities of specialized

continental institutions (infrastructure and know-how) in the area of medium-

range weather forecasting which will benefit all African regions and countries,

and to coordinate activities with regional and continental stakeholders;

four regional projects (one project for each region in Sub-Saharan Africa: East,

West, Central and Southern) to improve the capacities of regional and national

institutions by using the outputs of weather forecast models to prepare early

warning products in close collaboration with the disaster risk management

agencies.

AGRHYMET was then included among the eligible institutions that had submitted an

application for funding to the ClimDev Special Fund (ClimDev).

The project's objectives are in keeping with AGRHYMET's mission which may be

summarized as follows: information and training on food security, combating desertification,

and water management in the Sahel and West Africa.

These objectives are fully consistent with that of the CDSF aimed at addressing the challenges

relating to climate information and data to support climate adaptation policies and strategies

in Africa.

This project complements: (i) the Institutional Support Project for African Climate

Institutions (ISACIP) which aims to build the capacities of four (4) specialized institutions,

(ii) the MESA (Monitoring of Environment for Security in Africa) project whose overall

objective is to improve the capacities of regional and national structures involved in

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environmental management, climate and food security in order to use earth observation

information in decision-making and planning, (iii) the Climate Change Support Project in

West Africa through improvement of Climate Information (ACCIC) aimed at supporting

climate change adaptation strategies in West Africa with high quality scientific data, and (iv)

the ECOAGRIS (ECOWAS Agriculture Regional Information System) project whose overall

goal is to strengthen information systems at various local, national and regional levels to meet

information needs for monitoring food and nutrition situations, vulnerability assessment, and

decision-making assistance in order to anticipate food and nutrition crises and select and

target operations.

At regional level, the project is consistent with CILSS Vision 2020 for natural resources

management and development and building climate change adaptation capacities. The project

is designed to ensure close cooperation with ACMAD and AGRHYMET Regional Centre

which: (i) will receive data from the ACMAD continental model with a 10-km resolution; (ii)

will process and produce Digital Weather Forecast (DWF) data with a 4-km resolution; and

(iii) will disseminate DWF data to NMHS which, in turn, will prepare suitable disaster risk

reduction products.

Digital Weather Forecasting entails forecasting weather through atmospheric mathematical

modeling.

1.2 Priority sectors

The project is fully consistent with the CILSS countries sustainable development objectives

and refers to the Bank's Climate Risk Management and Adaptation Strategy and its Climate

Change Action Plan. The project's priority sectors are the same areas of intervention as those

of the ClimDev Special Fund (CDSF), which aims to contribute to wide dissemination and

use of reliable information.

Under its mandate, AGRHYMET regional centre collects, processes and disseminates

information on food security, water management and the fight against desertification. It also

provides technical capacity building services for countries through training and the transfer of

tools, methods and skills in the areas of climatology, agrometeorology, hydrology,

information technology, plant protection, geomantics and telecommunications.

Under its mandate, and through the SAWIDRA-WA project, AGRHYMET intends to focus

on the production of weather and satellite information for meteorological services and disaster

risk management agencies for early warning systems (EWS). AGRHYMET will be required

to downscale Digital Weather Forecast (DWF) data using the outputs of the ACMAD

continental model or the GFS of the NOAA or ECMWF with the WRF.

The WRF model is already used on an experimental basis at AGRHYMET for high resolution

DWF in quasi-real time. However, it is still necessary to evaluate the information produced,

assimilate additional data (satellite, ground measurements, etc.), and establish appropriate

infrastructure and equipment (HPC and data storage capacity). The Project will therefore rely

on existing capacities at AGRHYMET on the one hand, and, on the other, those of personnel

who will either be seconded or assigned for action learning by the NMHS. The project will

provide AGRHYMET and NMHS with adequate facilities and tools for the receipt,

processing and generation of DWF products and information for dissemination to the risk and

disaster management agencies at regional and national levels.

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The AGRHYMET Regional Centre also intends to strengthen collaboration with partner

institutions (Global Forecasting Centres, Regional Climate Centres, ACMAD, NMHS, etc.)

for the receipt of input data, validation, experience and technology sharing in order to foster

stronger commitment from NMHS and DRMA in the countries.

1.3 Problems

Africa, in general, and West Africa, in particular, faces many difficulties linked to climatic

variability and climate change. These difficulties include extreme climate conditions and

induced events such as flooding, droughts, desertification, sand and dust storms, plagues of

migratory locusts, and water shortages. The fifth IPCC Assessment Report forecasts an

increase in the frequency and severity of these hazards.

Considering that adaptation strategies to address the negative impacts of climate change have

been developed and measures taken at regional and local levels, it is essential that information

on weather-related disaster risks be treated as a priority issue to be mainstreamed into

decision-making. Since meteorological and climatic processes cover a wide range of spatial

and temporal scales, it is necessary to establish a mechanism that will effectively generate and

provide information on meteorology and climate in all the relevant scales.

The lack of relevant information on weather/climate on appropriate scales is often mentioned

as a major obstacle to addressing the challenge of climate variability and climate change in

West Africa. While considerable efforts and many existing operations are aimed at

implementing adaptation projects in the field, they fail to improve the climate institutions

responsible for producing the required information to support development and adaptation

efforts. This has led to calls by African policymakers and development partners to urgently

improve the supply of appropriate climate/weather information in order to reduce disaster

risks.

To narrow the gap between the Global Climate Centres and NMHS, as a future RCC of West

Africa responsible for operational climate monitoring, data management and training,

AGRHYMET proposes to receive ACMAD's DWF data, process and downscale it

accordingly, and retransmit the adjusted results and information to the NHMS of the countries

in CILSS/ECOWAS space.

The AGRHYMET centre needs to build the capacities of NHMS and students in modeling, as

well as analysis and forecasting of severe weather phenomena so as to reduce the risks of

disasters.

In order to achieve the objectives and outcomes of this project at AGRHYMET and in the

countries, the needs identified are:

DWF data reception, processing and visual display terminals at AGRHYMET

Regional Centre;

High performance and high capacity computers and servers and tools to run

and store the model's outputs;

Highly qualified staff to implement the project. The staff will generate and

disseminate DWF data using the boundary conditions of the Global Forecasting

Centres of WMO, ACMAD, etc.;

4

A hub for experience sharing and exchanges between AGRHYMET and

NMHS on the one hand, and between NMHS and disaster risk management

agencies on the other - example of the user interface of the Global Framework

for Climate Services (GFCS).

1.4 Beneficiaries and stakeholders

The project's direct beneficiaries will be:

The West Africa Regional Climate Centre, which will receive equipment and

qualified personnel for data processing and generation of meteorological

products and information for the NMHS of the 17 countries in

CILSS/ECOWAS space. Under the project, it will benefit from capacity

building to produce useful DWF for decision making in order to reduce disaster

risks.

The NMHS responsible for coordination and harmonization of national

meteorological policy and observing atmospheric behaviour will benefit from

capacity building in terms of equipment and staff training which will contribute

to the use of DWF at national level.

The National Disaster Management Agencies, which receive weather

information for early warning to taking appropriate decisions that would

mitigate the negative impacts of extreme phenomena.

The most vulnerable segments of the population, particularly in the Sahel

(women, young people, and stockbreeders) whose living conditions are linked

to natural resources and exposed to weather hazards. They will benefit from

actions to prevent the impacts of disasters through early warning information

produced by the NMHS and used by the Risk Management and Reduction

Agency (RMRA).

Indirect Beneficiaries:

These are institutions and groups which receive the project results. They include ECOWAS,

CILSS and WAEMU member States through early warning and crisis management

structures, actors in the field (NGOs and smallholder organizations), national technical

services, multidisciplinary working groups responsible for monitoring the crop year, local

communities, national disaster management hubs, private operators (service providers and

economic operators) and the technical and financial partners for decision-taking. At country

level, the technical services will interact with community users (NGOs, private operators,

communities, etc.) through the media and multi-actor hubs. Those who are provided with this

information will benefit from the different opportunities in the area of weather-related disaster

risk management.

1.5 Rationale for CDSF support

The WMO reports that Africa has the lowest density of weather monitoring stations in the

world, with one station per 26 000 km2. This ratio is undoubtedly lower in West Africa.

Because of the low density of the observation network in West Africa, rainfall and other

weather data are not adequately measured. This requires the use of a statistical rainfall and

water resource availability estimation algorithm. It is therefore necessary to create high

resolution, grid point models for weather forecasts. Although these outputs from models are

not very useful for climate monitoring, they do, however allow for real time monitoring of

weather phenomena.

5

According to daily, weekly, decadal and monthly weather estimates for West Africa, the

analysis and monitoring of climate and water resources based on weather forecasts requires

further improvement. However, it is essential to monitor weather and climate phenomena in

the region. The phenomena which need to be monitored include drought, flooding, extreme

temperatures, cyclones and organized pluviogenic systems. A system will be established to

monitor and forecast rain/storm systems that could cause damage in West Africa. A daily

product will be produced and disseminated to inform users and help them take the appropriate

decisions. This product will be disseminated to interested parties by e-mail, through web-

sites, a hub, FTP, drop box, etc.

In order to successfully implement this Project for Satellite and Weather Information for

Disaster Resilience in West Africa, it is urgent to:

strengthen the climate variability and climate change data and information

collection system with a modern, reliable system,

provide reliable information from ground observation stations, essential for

disaster risk management. With CDSF support, AGRHYMET will, on at least

a daily basis, provide national meteorological services with digital weather

forecasts in quasi-real time.

2. THE PROJECT

2.1 Project objectives

The overall project goal is to reduce disaster risks in West Africa and Chad through Digital

Weather Forecasts (DWF). The project's specific objectives are to:

Provide information derived from the models used in designing disaster risk

mitigation plans;

Produce and use DWF for disaster risk management; and

Strengthen synergy among regional and national institutions in the ownership

of new weather information technologies.

This project's objective is to build the capacities of the West Africa Regional Climate Centre

(RCC-WA) and National Meteorological and Hydrological Services (NMHS) to enable them

produce and disseminate DWF so as to reduce weather-related disaster risks.

This objective is consistent with the mission of AGRHYMET and the ClimDev Special Fund

(CDSF) which is to contribute to the production, wide dissemination and use of high-quality

reliable information (CDSF core priority area of intervention).

2.2 Impact

The project will help to reduce weather-related disaster risks in the 17 countries of

CILSS/ECOWAS space using Digital Weather Forecasts (DWF). Over time, it will contribute

to the development of disaster detection strategies and more effectively equip disaster risk

agencies to mitigate the negative impacts of extreme weather events. This will help to ensure

the security of people and property through weather monitoring.

6

2.3 Outcomes

The project will provide information from the DWF models for use in the design of disaster

risk mitigation plans in CILSS/ECOWAS space. The DWF produced will be used and

disseminated by NMHS for disaster risk management. Synergy among the regional and

national institutions will be strengthened in terms of ownership of new weather information

technologies.

The main outcomes of the project implementation are described as follows:

Information derived from the models used in the design of disaster risk

mitigation plans is available; and

DWF are produced and used in disaster risk management.

2.4 Expected outcomes

The main expected outcomes by project component are:

Component1: Digital Weather Forecast for West African Region and Chad

the system for receipt and processing of ACMAD DWF products is available

and operational at AGRHYMET; and

the regional DWF is produced and disseminated by AGRHYMET and used in

real time by the NMHS of West Africa and Chad.

Component 2: Support to NMHS for use of RDW in disaster risk reduction.

The capacities of NMHS in the use of DWF outputs in disaster risk

management are built up through action-learning and qualifying training in

operational hydrology.

Bulletins from the use of DWF are prepared at national and regional levels, and

disseminated.

Component 3: Support for Seasonal Forecasts for West Africa and Chad (RCOF)

Seasonal forecasts for West African countries and Chad are prepared and

disseminated after forums; and

DRMA participation in forums on seasonal weather forecasts with a view to

their use for disaster risk reduction is effective.

2.5 Activities

In order to achieve the expected project outcomes of Satellite and Weather Information for

Disaster Resilience in West Africa, the planned activities are organized into four (4)

components:

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Component 1

Digital Weather Forecast for the West African Region and Chad

OUTPUTS ACTIVITIES DESCRIPTION

The system for receipt

and processing of

ACMAD DWF products

is available and

operational at

AGRHYMET

Procure and install

ACMAD data reception

and processing equipment

Interconnect

AGRHYMET and

ACMAD with the local

loop system

Train ARC personnel in

equipment installation,

configuration and

maintenance.

Collect and validate in-

situ and continental model

data

Component 1 will focus on the availability and

operationality of a Digital Weather Forecast (DWF)

system on a regional scale. To that end, an ACMAD

DWF product reception and processing system will be

available and operational at AGRHYMET. It will be

necessary to procure and install ACMAD data receipt

and processing equipment, interconnect AGRHYMET

and ACMAD through a Local Radio Loop system, and

build the capacities of AGRHYMET in the installation,

configuration and maintenance of High Performance

Computer (HPC) equipment.

The in-situ and continental model data necessary for

the production of regional DWF will be collected and

validated in real time. Closely linked to this action,

sensitization meetings for the managers of West Africa

and Chad weather services will be organized annually

to revitalize data collection in the field. A database of

synoptic data on West African countries will be

established at AGRHYMET.

At regional level, DWF will be produced by

AGRHYMET and disseminated in real time to NMHS

in West Africa and Chad. This stage will be

implemented through the processing of observation

data for the assimilation and validation of DWF,

improvement of internet connection in the countries,

and establishment of a hub for the dissemination of

data and products (Website /FTP, e-mail, drop box,

etc.). These DWFs will be used by the NMHS for the

production of disaster risk management information at

national level.

This component will also help to build AGRHYMET's

capacity to produce and disseminate regional DWF for

use by NMHS in the preparation of national bulletins

(ordinary and warning bulletins).

In order to improve continental and regional DWF a

feedback system will be established on DWF products

through a PNT help desk, questionnaires on the use of

regional DWF and feedback from AGRHYMET to

ACMAD.

AGRHYMET DWF

production capacities are

built up

Collect and validate in-

situ and continental model

data

Have regional DWF

produced by

AGRHYMET

In-situ and continental

model data necessary for

the preparation of

regional DWF are

collected and validated

in real time

Organize meetings of

managers of West Africa

and Chad weather

services to revitalize data

collection in the field.

Establish a database of

synoptic data at

AGRHYMET.

The regional DWF is

produced by

AGRHYMET and

disseminated in real time

to NMHS in West Africa

and Chad

Establish a hub for data

dissemination

(Website/FTP, e-mail,

drop box, etc.).

A feedback system on

ACMAD and

AGRHYMET DWF

products is established

Establish and run a

regional DWF help desk.

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Component 2

Support to NMHS for use of RDW to reduce disaster risks.

OUTPUTS ACTIVITIES DESCRIPTION

The capacities of NMHS

in the use of DWF

outputs in disaster risk

management are built up

through action-learning.

Train NMHS

professionals in the use of

DWF for disaster risk

management

Component 2 aims to build the capacities of national

meteorological and hydrological services in order to

improve the production of useful information for

disaster reduction agencies. Action-learning sessions (4

weeks) for NMHS professionals focused on the

production and use of DGW, as well as long-term

training (2 years) of advanced technicians in

operational hydrology will be organized at

AGRHYMET.

The aim of these capacity building activities is to train

professionals who are competent in the production and

dissemination of bulletins from the use of DWF at

national and regional level. A specimen early warning

bulletin using DWF products will be prepared at

regional level and proposed to NMHS in the countries

to meet their requirements. A regional synthesis will

also be produced of national forecasts.

The capacities of NMHS

in the use of DWF

outputs in disaster risk

management are built up

through action-learning

and qualifying training

in operational

hydrology.

Train advanced

technicians in hydrology

through qualifying

training

Bulletins from the use of

DWF are prepared at

national and regional

levels and disseminated

Produce bulletins using

DWF at country level and

disseminate them

Prepare and disseminate

seasonal forecasts for

West Africa and Chad at

regional forums

Component 3

Support for Forecasts for West Africa and Chad (RCOF)

PRODUCTS ACTIVITIES DESCRIPTION

Seasonal forecasts for

West African countries

and Chad are prepared

and disseminated after

forums.


seasonal forecasts for

West Africa and Chad at

regional forums.


seasonal forecasts for the

Gulf of Guinea countries

at regional forums.

The objective of Component 3 is to enhance the

preparation of seasonal forecasts for West African

countries and Chad through workshops and forums.

These meetings are forums for the production of

cumulative seasonal rainfall, dates for the start and end

of the season, length of dry sequences, stream flows in

the major river basins of West Africa, and advice and

guidance to users. They bring together agro-

meteorologists, meteorologists and hydrologists of 7

countries and basin organizations. During these

workshops, each participant prepares forecasts for

his/her country which will be used to supplement the

consensual regional forecasts. Two forums are planned

each year (one for West African countries and Chad

and another for the Gulf of Guinea countries). These

forums will be enhanced by the participation of disaster

risk management agencies so as to use their outcomes

to reduce disaster risks.

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Component 4

Coordination OUTPUTS ACTIVITIES DESCRIPTION

Establishment of project

team and infrastructure

Recruit project team

Procure work equipment

Component 4 concerns the establishment of the

project team through the recruitment of personnel

and procurement of work equipment.

The coordination unit will provide project

management, operational planning and routine

activity monitoring. It will see to the sound

financial management of resources allocated to

the project. It will also be responsible for

strengthening institutional relations, organizing

steering committee meetings and project audit

missions. A communication strategy will be

prepared in order to improve dissemination of the

project's outputs.

Project Management Plan and monitor activities

Carry out financial

management and auditing

Organize Steering Committee

meetings

2.6 Risks

The risks that could affect the implementation and success of the project have been identified,

as well as the mitigation measures to be taken to reduce their negative impacts on the

achievement of the project's expected outcomes:

Identified Risks Mitigation Measures

Political and social instability /weak commitment of

NMHS/ resource allocation delays

Problem of uninterrupted power supply/ Difficulty in

procuring specific equipment for DWF and limited

number of specialized suppliers of HPC equipment,

Weak stakeholder commitment (regional institutions,

NMHS, DRMA) at local and regional levels

Extension of period for procurement of specific DWF

equipment

Difficulty in transmitting ACMAD continental DWF

data in real time

Unavailability of internet in the countries

Financial and logistics support to NMHS/

cooperation agreements at national and

regional levels

Purchase of an electric generator and an

inverter / contact manufacturers of DWF and

HPC equipment directly for procurements

Sensitization campaigns will be organized

with all the stakeholders

Different stakeholders will be governed by

cooperation agreements at national and

regional levels

Ensure implementation of ToRs for the

recruitment of participants

Technical and financial support for training

sessions

Establishment of an RARS data reception

mechanism at AGRHYMET

Establishment of internet systems in the

institutions concerned

10

2.7 Cost and financing plan

The estimated project cost, including physical and financial contingencies, is EUR 3,899,500

excluding taxes and customs duties, and is entirely financed by CDSF. The detailed costs are

presented in Annex 3. The project's financial cost by component is presented as follows:

Table 1

Project Financial Cost by Component Components Amount in

Euros

Percentage

Component 1 : Digital Weather Forecast (DWF) for West Africa Region

and Chad

1 106 860 28.38

Component 2 : Support to NMHS for use of the regional DWF in reducing

disaster risks

1 427 400 36.60

Component 3 : Support for Seasonal Forecasts for West Africa (RCOF)

and Chad

392 400 10.06

Component 4 : Coordination 777 840 19.95

Contingencies 195 000 5.00

TOTAL 3 899 500 100.00

The cost estimates by expenditure category are as follows:

Table 2 : Cost Estimates by Expenditure Category

Category Amount %

Personnel 774 000 19.85

Goods 564 300 14.47

Services 2 030 660 52.07

Operating costs 335 540 8.60

CONTINGENCIES 195 000 5.00

TOTAL 3 899 500 100.00

The detailed financing cost by activity is presented in Table 2, Annex 4.

3. PROJECT IMPLEMENTATION

3.1 Grant recipient

The grant recipient will be the AGRHYMET Regional Centre. AGRHYMET, a specialized

institution of the Permanent Interstate Committee for Drought Control in the Sahel (CILSS),

was established in 1974 in the wake of severe droughts that affected that region. Its mandate

was to: (i) train personnel; (ii) provide adequate equipment for the meteorological and

hydrological station networks in the countries; and (iii) monitor meteorological and

hydrological conditions, the status of crops and pasturelands during the rainy season, and

inform the different users in order to improve decision-making. After 40 years of existence,

AGRHYMET's activities will now extend beyond the geographical borders of CILSS member

countries and encompass all of Africa as a result of several initiatives it is implementing on

behalf of the Economic Community of West African States (ECOWAS) in the areas of food

security and environmental issues. Over the years, AGRHYMET has developed, in

collaboration with international research stations, models and methodologies based on

observations at ground level and by satellite to monitor the trend of climatic conditions, the

degree of satisfaction of water requirement for food crops, the development of plant cover and

its seasonal and inter-annual variations.

11

It thus has facilities comprising an estate of 71 hectares, over 100 offices, classrooms and

laboratories, including a telecommunications room with database servers and satellite image

reception stations (EUMETCast).

Since its establishment, the centre has trained about 12,000 officers in agro-meteorology,

hydrology, equipment maintenance, and plant protection, and over 6,000 professionals in

subjects relating to food security, climate change, and sustainable natural resource

management (land and water).

3.2 Project organization and institutional analysis

As regards human resources, the Centre has over fifty experts and highly qualified

professionals responsible for information production and management activities, as well as

training. These include about ten, who are specialized in climatology, meteorology, agro-

meteorology, and hydrology. AGRHYMET is currently involved in several international

initiatives on climate change, food security and environmental monitoring, which keeps them

updated on the best available technologies and methods, and also contributes to knowledge

building on these issues. The activities of AGRHYMET Regional Centre's experts and

assistants are organized in accordance with the organization chart (See Annex 8). There are

currently several ongoing projects at AGRHYMET Regional Centre that cover all of West

Africa (Annex 9).

3.3 Project coordination

At regional level:

Under the authority of the Director-General of AGRHYMET, a Coordinator recruited by

AGRHYMET will be responsible for overall project management. He/she will work with a

specialized team in areas relating to the project theme. The team comprises a Weather

Forecasts Expert, a Meteorological Modeling Expert, a Weather Forecasts Assistant, and a

Project Assistant. It will receive support from other AGRHYMET experts and assistants. The

technical team that will be responsible for the project's implementation has already been

established.

The main duties of the Project Coordinator will be:

liaise with ADB on financial and contractual issues;

carry out project management and coordination;

monitor project activities;

prepare project reports; and

participate in steering committee meetings at regional level and, if necessary, at

national level.

The project regional steering committee will be responsible for the smooth implementation of

project tasks in order to encourage the widest possible use of project data and products and to

obtain political support at the highest level. This Steering Committee will be composed of the

Director-General of AGRHYMET Regional Centre, Directors of national meteorological

services (national focal points), representatives of partner institutions (ACMAD,

EUMETSAT, ADB), and representatives of the beneficiaries.

12

At national level

The national component will be organized around a national information network

(information users and producers) headed by the National Coordination with meteorological

services as the project's national focal point. This structure's responsibilities will include:

coordination of the network of national users;

monitoring of national structures;

technical support and quality control of data and products developed by the

national network; and

organization of national steering committee meetings.

The national steering committee will comprise meteorological services and disaster

management agencies. The committee will meet once per year, and will be responsible for

regular monitoring of activities at national level.

3.4 Project implementation plan

The detailed project implementation plan is presented in Annex 5.

3.5 Procurement arrangements

In view of AGRHYMET's status as an international public establishment, the procurement of

goods and works and the selection of consultancy services will be conducted in accordance

with the Bank's "Rules and Procedures for Procurement of Goods and Works", (May 2008

Edition, Revised July 2012), and the Bank's "Rules and Procedures for the Use of

Consultants", (May 2008 Edition, Revised July 2012), using the Bank's relevant standard

bidding documents, as well as the provisions set out in the financing agreement.

AGRHYMET, the grant recipient, will be responsible for procurement. The mission

conducted an assessment of the executing agency's capacity to carry out procurement

activities for the project. This assessment concerned the organizational structure for the

project's implementation and interaction among personnel responsible for procurement

activities under the project, and the competent services of AGRHYMET, in particular the

Finance and Accounting Unit. It also assessed the Centre’s human and material resources, its

structural organization, as well as its functioning and institutional environment. The

resources, capacities, expertise and experiences of the Executing Agency were analyzed and

considered to be fairly satisfactory to carry out the required procurement activities under the

project. The Executing Agency has an Administration, Finance and Accounting Unit

responsible for implementing all the procurement activities planned under the different

AGRHYMET projects. This unit has a Procurement Specialist as well as solid experience in

implementing projects financed by several multilateral and bilateral donors, including the

Bank under the Regional Food Security, Anti-Desertification, Population and Development

Support Programme and the Regional Water Management Support Programmes. However, its

capacities must be built up through the establishment of a capacity building programme to be

based on training sessions on the Bank's procurement rules and procedures at project

launching and during project supervision missions.

Procurement methods and an assessment of the executing agency's capacity will be presented

in detail in Annex B.5 of the project appraisal report.

13

3.6 Disbursement arrangements and expenditure schedule

Project resources will be disbursed using three (3) disbursement methods, namely the special

account method, the direct payment method, and the repayment method.

The direct payment method will be used to finance the goods and services categories.

The special account method will be used to finance operating activities and project staff

allowances.

Opening of the special account by AGRHYMET will constitute a condition precedent to first

disbursement.

For the special account method, an initial advance will be paid into the special account and

the amount of this advance will be determined on the basis of the activity programme for the

following six (6) months. The special account will be replenished on the same basis following

justification of at least 50% of the previous advance.

3.7 Financial management, reporting and auditing capacity

Budget Management: AGRHYMET's budget process has several stages. It begins with an

expression of the needs of departments and units. There then follow a series of internal trade-

offs resulting in a consolidated draft for submission to the CILSS Management

Administration, Finance and Accounting Unit and later for approval by the CILSS Council of

Ministers. AGRHYMET's approved budget is then entered and executed in the CILSS-IMIS

(Integrated Management Information System) multi-project system. This budget procedure

will be applied to the Project, which will be required to prepare an annual work programme

and budget (AWPB) for the project. This budget procedure will be maintained throughout the

project's life.

Accounting Procedures and Organization, including the Information System: The

existing accounting system is a multi-project system. It ensures regular production of

AGRHYMET's account statements and joint account statements for projects implemented at

AGRHYMET. The account statements for 2013 and 2014 have been prepared. This system

will be used to prepare the annual financial statements (balance sheet, statements of source

and expenditure of funds for the period and cumulative statements, explanatory notes, special

account reconciliation statements, fixed assets inventory) and the quarterly production of

financial monitoring reports (FMR), examples of which will be presented to AGRHYMET at

project launching.

Internal Control System: AGRHYMET's internal control is structured around an

organization chart, financial regulations and administrative, financial and accounting

procedures manual setting out the applicable procedures in the various management cycles.

These are mainly procedures concerning expenditure management cycles relating to the

procurement of goods and services, property management (fixed assets, stocks), cash flow

management (authorization to pay, disbursement, cash flow monitoring and control),

personnel management, etc. These procedures will be used in the project implementation and

will be supplemented, from a financial management standpoint, by the Bank's Disbursement

Rules and Procedures which will be applied to the mobilization and use of resources allocated

under this project and which will be presented at the project launching.

Cash Flow Management (including flows of funds and disbursement): Since the funds

allocated to the project must be managed in accordance with the rules and procedures of the

Bank's disbursement handbook, and given the nature of the envisaged procurements of goods

and services, project disbursements will be released in accordance with the direct payment

14

method (for the procurement of goods and services and other expenditure with fairly high

costs) and the special account method (mainly for operating expenditure and minor items of

expenditure). AGRHYMET will, for that purpose and on behalf of the project and in

accordance with its financial regulations, open a special account in a bank considered

acceptable by the Bank.

Financial Information and Financial Monitoring Reports (FMR): The existing CILSS

IMIS (Integrated Management Information System) allows AGRHYMET to monitor

execution of its annual budget and prepare its financial statements (AGRHYMET's “account

statements’’ and “joint account statements’’ for projects implemented at AGRHYMET). This

system will be used during the project implementation to provide financial information in two

ways: (i) quarterly, with the preparation of financial monitoring reports (FMR), which will be

annexed to activity reports that AGRHYMET will be required to submit to the Bank no later

than 45 days after the end of each quarter; and (ii) annually, with the preparation of annual

financial statements (statements of source and expenditure of funds for the period and

cumulative statements, explanatory notes, special account reconciliation statement, fixed

assets inventory). Specimens of these reports will be presented at project launching.

External Auditing: AGRHYMET annual accounts are required to be audited. These are

account statements which are its own as well as those consolidated with the agreements and

projects implemented within it. For three years, these account statements have been audited

by ERNST & YOUNG. The 2014 audit was planned to start on 11 August 2015. The delay

taken in this activity is due to the late start-up of the process to recruit a new auditor since

ERNST & Young's contract ended with the 2013 audit. This mechanism will be used for the

project. The auditor will audit the financial statements listed above in compliance with the

Bank's terms of reference. The project must submit its audit report to the Bank no later than

six (6) months after the closing date of the audited financial year.

Financial Management Action Plan: In light of the foregoing, it is recommended that the

following action plan be implemented within the stipulated timeframe. The plan concerns

concrete actions and recommendations aimed at mitigating the project's fiduciary risk

identified during the project appraisal mission.

Table 3

Financial Management Action Plan

Actions to be Taken Timeline Responsibility

Open a special account with a commercial bank

acceptable to the Bank Prior to first disbursement AGRHYMET

Build the financial management and disbursement

capacities of AGRHYMET personnel Launching mission

AGRHYMET

ADB

Prepare the external audit terms of reference Launching mission AGRHYMET, ADB

Disbursement Action Plan: In order to mitigate the fiduciary risks identified during this

appraisal, it was also recommended to implement the following action plan as soon as

possible.

15

Table 4

Disbursement Action Plan


Submit to the Bank specimen signatures of people

authorized to withdraw funds At the latest, along with the first

disbursement request. AGRHYMET

3.8 Monitoring, evaluation, supervision and reporting

The project will apply the Bank's rules for monitoring, evaluation and production of reports.

Furthermore, the SAWIDRA-WA monitoring and evaluation (M&E) system will be fully

integrated into the overall CILSS/AGRHYMET monitoring and evaluation system to allow

the institution to capitalize on all the data emanating from the 17 CILSS/ECOWAS space

countries concerned by the Project.

There are two types of reports in the CILSS system, the activity report and the results report:

the activity report is half-yearly and aims to provide information on activities

implemented and outputs achieved during the period; and

the results report is annual, and aims to provide information on the

achievement of the results and objectives of the operations plan and progress

towards the results and objectives of the five-year multi-year programme.

In order to meet ADB's specific needs, quarterly and six-monthly progress reports will be

prepared. They will describe the progress made in implementing financial management and

procurement-related activities.

Project M&E will be based on the measurable performance indicators of each component as

indicated in the results-based logical framework and on the basis of the implementation work

plan.

ADB will monitor all aspects of project implementation, the conduct of periodic performance

evaluation and preparation of the different reports (quarterly, six-monthly, mid-term review

MTR and Annual reports). Joint supervision and mid-term review missions will be

undertaken by the Bank during the project implementation.

AGRHYMET's Monitoring and Evaluation Unit will monitor the activities carried out and

confirm that they correspond to the operational work plans as periodically defined. The

monitoring tools will, in addition to the data and information gathered during the management

of activities, be the drafting of six-monthly and annual reports for submission to

AGRHYMET and ADB. These periodic reports will, if necessary, be supplemented by

periodic reports prepared in response to specific requirements.

Two (2) supervisions missions will be undertaken each year with the project team. The

supervision reports will be prepared and submitted to Senior Management of the CDSF and

the Bank.

Each country will produce a regular report on its activities based on the planning and logical

framework for submission to AGRHYMET M&E Unit.

16

4. PROJECT BENEFITS

4.1 The project benefits will consists in:

Building the technical and human capacities of the existing institution,

mandated by the Heads of State of the sub-region to find solutions to the

problems caused by climate variability and climate change, i.e. disastrous

droughts and floods which are now occurring and causing enormous economic

and human resource losses;

Building the capacities of NMHS in ECOWAS and West Africa region

through the RCC in order to provide appropriate products and information for

the production of good weather services for policymakers and other national

users of these services;

Reducing the vulnerability of populations in the West African Region to

weather and climate-related disasters through the relevant climatic services

provided by operational RCC and competent NMHS.

4.2 Effectiveness and efficiency, including Value for Money

Operationalization of an RCC in West Africa will make it possible to adapt the products of

the global centres for testing in the problems of the sub-region and will more closely meet the

needs of policymakers and communities.

It is recognized that the value for money approach is essential to ensure that optimal use is

made of resources to achieve the desired outcomes. Resource optimization principles

(economy, efficiency, effectiveness and equity) are mainstreamed in the project design,

implementation and monitoring approach.

Economy will be achieved by applying normal procurement standards and through

knowledge of local prices and context - AGRHYMET Regional Centre which has already had

great experience over more than 40 years of cooperation with structures in the CILSS and

West African countries. Financial management rules and procedures will be established on

the basis of those of ADB and CILSS and assume responsibility for overall control of budget

spending.

Efficiency will be achieved through continuous monitoring of activity costs in relation to

original budget estimates and in line with the expectations of other similar projects. The

partners (NMHS, AGRC, and ACMAD) are experts in their respective areas. The project

components were designed on the basis of experience of what is successful elsewhere. The

proposed project components have not been evaluated, so a highly sophisticated risk and

monitoring-evaluation process will be established.

Effectiveness will be monitored by a robust M&E system to monitor changes in results over

clearly defined periods. The VFM for each project component can be evaluated on the basis

of achievements in line with expectations based on experiences from other projects or

elsewhere. However, it is expected that a multi-dimensional approach will produce the

expected benefits, and it will be assessed in the final evaluation.

Equity will be achieved by monitoring the project objectives and targets. The project has

already identified the regional and national beneficiaries.

17

4.3 Sustainability

AGRHYMET Regional Centre is a specialized institution of the Permanent Interstate

Committee for Drought Control in the Sahel (CILSS). It was established in 1974 in the wake

of a series of severe droughts which affected that region in the 1970s. Its mission was to train

personnel of member countries, produce and disseminate information to policymakers,

provide adequate equipment for the networks of meteorological and hydrological stations, and

set up regional and national multi-disciplinary working groups to monitor meteorological and

hydrological, crop and pastureland conditions during the rainy season. The scope and

activities of AGRHYMET have now expanded to cover all West African countries as a result

of several initiatives being implemented by it on behalf of the Economic Community of West

African States (ECOWAS) on food security and environmental issues, including climate

change. AGRHYMET has developed models and methodologies based on observations on the

ground and by satellite for monitoring rainfall, meeting water requirements of food crops,

potential yields, expansion of plant coverage and its seasonal and inter-annual variations.

The ongoing closer relationship with ECOWAS has since 2006 provided opportunities for

some support and expansion of CILSS activities to the countries of the Gulf of Guinea.

All this constitutes a solid base for this project's development in cooperation with the

countries.

Capacity building, establishment of information systems, and strengthening of

cooperation between regional institutions and the countries and between the

countries' national technical services. This is one of the core objectives for

sustainability of the project's system.

Equipment, capacity building and cooperation agreements at both regional and

national levels will assist the institutions in implementing sustainable activities

during and after the project life cycle. The outcomes and areas of achievement

will encourage States either to allocate their own resources or provide constant

support through international cooperation agreements to operationalize this

assistance and decision-making tool.

The sustainable aspects of the project will be taken into account by an analysis

of the level of achievement of the objective set at start-up and control of the

quality of the available results and their sustainable impact. Sustainability of

the SAWIDRA-WA project will also be ensured by:

Implementation of SAWIDRA-WA at AGRHYMET Regional Centre

established by the member countries. This institution, specialized in the

production and dissemination of meteorological, agro-meteorological,

hydrological and environmental information, will provide a coordinated

response to reduction of weather-related disaster risks.

The project's multinational approach will make it possible to capitalize on

successful experiences.

18

5. LEGAL INSTRUMENT

5.1 Legal framework

The legal framework will be governed by the signing of a Grant Agreement between the Bank

and AGRHYMET Regional Centre.

5.2 Conditions for Bank intervention

Effectiveness of the Grant Agreement: The Grant Agreement shall become effective on its

date of signature between the Bank and the Grant recipient.

Condition precedent to first disbursement: The Bank's obligation to release the first

disbursement shall be subject to effectiveness and fulfilment, in form and substance, of the

following condition by the Grant recipient:

Provide evidence of the opening of two (2) special accounts, one of which shall be in foreign

currency (Euro) and the other in local currency (CFAF), in a bank acceptable to ADB for the

payment of the grant funds.

6. CONCLUSION AND RECOMMENDATION

6.1 Conclusion

The project implementation will improve technical capacities at both regional and national

levels by using the outputs of Digital Weather Forecast (DWF) models to prepare early

warning products in close cooperation with the disaster risk management agencies.

6.2 Recommendation

It is recommended that the Board of Directors should approve a grant not exceeding

3,899,500 Euros to finance the project, subject to the conditions defined in this report.

I

ANNEX 1: MAP OF GEOGRAPHICAL COVERAGE

The project will cover all the countries of CILSS/ECOWAS space as shown in the map

below. The countries are Benin, Burkina Faso, Cape-Verde, Côte d'Ivoire, Gambia, Ghana,

Guinea, Guinea-Bissau, Liberia, Mali, Niger, Nigeria, Senegal, Sierra Leone, Togo,

Mauritania, and Chad.

II

ANNEX 2: PROJECT LOGICAL FRAMEWORK

Project Name: Satellite and Weather Information for Disaster Resilience in West Africa (SAWIDRA-WA)

Goal: Reduce the risks of disasters in West Africa and Chad through the use of Digital Weather Forecasts (DWF)

RESULTS CHAIN PERFORMANCE INDICATORS MEANS OF

VERIFICATION

RISKS/MITIGATION MEASURES

(MM)

Indicator Baseline

Situation

Final Target

Impact

The impacts of weather-related

disasters in West Africa are

reduced by the use of information

from in-situ and satellite data.

Percentage of

weather-related

disasters for which

early warnings are

given

0 70%

SAWIDRA-WA project

activity reports

NMHS Activity Reports

Early warning bulletins

Risks :

Political and social instability /

Lack of NMHS commitment/ delays

in resource allocation

Mitigation Measures:

Financial and logistics support to

NMHS/ national and regional

cooperation agreements

Outc

om

es

1. Information is available from

the models used in designing

disaster risk reduction plans.

Number of DWF

systems available

0 1 System acceptance

report Risks:

Problem of uninterrupted power

supply / Difficulty in procurement

of specific DWF equipment

Mitigation Measure:

Purchase of an electric generator

and an inverter / contact DWF

equipment manufacturers directly

for procurements.

Number of outputs

from models 0 900

SAWIDRA-WA project

activity reports

Number of

countries using

DWF products

0 12 NMHS Activity Reports


2. DWF are produced and used

for disaster risk management

Number of DWF

produced by

AGRHYMET

0 900 Activity Reports Risks:

Having unqualified people

attending the training courses

Mitigation Measure:

Ensure the ToRs are applied for the

Number of NMHS

using the regional

DWF

0 12

Monitoring and

Evaluation Unit Survey

Reports

III

Number of

bulletins produced 0 900 Bulletins produced

recruitment of participants

3. Synergy between regional

and national institutions is

strengthened in the

ownership of new

meteorological information

technologies.

Number of

countries with

consultation

frameworks for

the use of the DWF

0 17 Minutes/Reports/opinio

ns of meetings

Risks:

Weak stakeholder commitment

(regional institutions, NMHS,

DRMA) at national and regional

levels

Number of

countries with

operational

consultation

frameworks using

DWF


ns of meetings

Number of

operational

consultation

frameworks at

regional level

using DWF


ns of meetings

Outp

uts

Output 1.1 : The ACMAD DWF

product reception and processing

system is available and

operational at AGRHYMET

Number of items

and type of

equipment installed

0

1 local radio

loop

1 HPC

1 UPS

1 electric

generator

1 storage bay

Acceptance reports

Installation reports

Risks:

Power supply interruptions

Extension of deadline for the

procurement of specific DWF

equipment

Limited number of specialized

suppliers of HPC equipment.

Mitigation Measure:

Purchase of an electric generator

and an inverter/contact HPC

equipment manufacturers directly

for procurements

IV

Number of

AGRHYMET

officers trained in

the installation,

configuration and

maintenance of

HPC equipment

0 4 Mission Report

Training Report

Output 1.2: AGRHYMET's DWF

capacities are built.

Number of ARC

thematicians

trained in DWF

production

0 5

Mission Report

Training Report

Number of

regional DWF

models established

0 1 Project Activity Report

Output 1.3: In-situ and

continental model data required

for preparing the regional DWF

are collected and validated in real

time.

Number of

synoptic stations

transmitting data

used to validate the

model

0 238 SAWIDRA Project

Activity Report

Risk :

Weak NMHS commitment

Difficulty in transmitting data in

real time

Number of

continental model

outputs received

for preparation of

the regional DWF

0

900 (for the

project

duration)

SAWIDRA Project

Activity Report

Output 1.4: The Regional DWF

is produced by AGRHYMET and

disseminated in real time to

NMHS in West Africa and Chad.

Number of NMHS

receiving DWF in

real time

0 12

Feed-Back from

countries through

questionnaires

Survey Report

Risk:

Lack of feedback from countries

MM :

Conduct interviews in certain

countries

V

Output 1.5: The regional DWF is

used by NMHS for the

production of disaster risk

management information at

national level.

Number of

countries whose

NMHS produce

disaster risk

management

bulletins

0 12


SAWIDRA Project

Activity Report

Risk:

Unavailability of Internet

Output 1.6: A feedback system is

on ACMAD and AGRHYMET

DWF products is established and

operational.

Amount of

feedback from

countries to

AGRHYMET

0 72 SAWIDRA Project

Activity Report

Risk:

Unavailability of internet in the

countries

Amount of

feedback from

AGRHYMET to

ACMAD

0 6 SAWIDRA Project

Activity Report

Number of help

desks available 0 1

AGRHYMET Website

Project Activity Report

Output 2.1: The capacities of

NMHS in the use of DWF

outputs for disaster risk

management are built through

action-learning.

Number of NMHS

professionals

trained in the use

of DWF for

disaster risk

management

0 51

Training Report

Attendance list

Output 2.2: NMHS operational

hydrology capacities are built

through qualifying training

Number of

advanced

technicians trained

in hydrology

139 (ATs

trained

since

1974)

159 Directory of students

trained at the Centre

VI

Output 2.3: Bulletins based on

the use of DWF are prepared at

national and regional levels, and

disseminated.

Number of

countries with a

prototype model

for the preparation

of early warning

bulletins using

DWF

0

12

Models

Report Risk:

Unavailability of internet in the

countries

Number of

bulletins (ordinary

and special) using

DWF prepared and

disseminated by

the countries

0

900 (each

daily DWF

produced by

AGRHYME

T is used by

at least one

country)

Bulletins

Project activity report

Output 3.1: Seasonal forecasts

are prepared for West African

countries and Chad, and

disseminated after the forums.

Number of

seasonal forecasts

prepared and

disseminated

21 27 Workshop Reports Risk:

Weak political commitment of

countries

Number of DRMA

officials

participating in

seasonal forecast

forums

0 75

Attendance list

Workshop reports

VII

3.

COMPONENT 1 : Digital Weather Forecast for West African Region

(i) Procure and install ACMAD data reception and processing equipment,

(ii) Collect and validate in-situ and continental model data

(iii) Build DWF production and dissemination capacities of AGRHYMET staff

COMPONENT 2: Support to NMHS for the use of regional DWF in reducing disaster risks

(i) Build the capacities of NMHS and AGRC in the use of DWF for disaster risk reduction

(ii) At country level produce and disseminate bulleting using the DWF

COMPONENT 3 : Support for seasonal forecasts for West Africa (RCOF)

(i) Prepare and disseminate seasonal forecasts in West Africa and Chad

(ii) Prepare and disseminate seasonal forecasts in Gulf of Guinea countries

INPUTS

SAWIDRA-WA

Component 1: EUR 1,106,860

Component 2: EUR 1, 427,400

Component 3: EUR 392,400

Component 4: EUR 777,840

Contingencies: EUR 195,000

TOTAL SAWIDRA-AO : EUR 3 899 500

VIII

ANNEX 3: DETAILED BUDGET OF SAWIDRA-WA PROJECT

Components Cost Category Item Type Quantity Unit Price Total

COMPONENT 1: Digital

Weather Forecast (DWF) for

West African Region

Personnel

Weather Forecasts Expert Month 36 5 000 180 000

Modeling Expert Month 36 5 000 180 000

Weather Forecasts Assistant Month 36 3 500 126 000

Goods

HPC+ storage bay Package 1 252 500 252 500

Training of ARC staff in the

installation, configuration and

maintenance of HPC equipment

Lumpsum (3

experts for 15

days) 3 6 500 19 500

Portable computers +cradle Number 4 3 000 12 000

Animation system (LCD screen,

beamer+interactive whiteboard)

Package 1 6 000 6 000

Electrical protection (Electric generator

+UPS)

Package 1 105 000 105 000

Telecommunications equipment (radio

waves) between ACMAD and

AGRHYMET

Lot

1 6 000 6 000

Services

Training of thematicians in DWF

centres

Lumpsum (3

thematicians for

15 days) 45 300 13 500

Supervision trips Voyage (1

supervision

mission per

country)

17 1 000 17 000

Ticket for thematicians' training Lumpsum 3 2 000 6 000

Perdiem Day

(supervision) 112 180 20 160

Monitoring of DWF facilities Person/Month 48 1 000 48 000

Telecom/internet/Communication/web Month

36 2 700

97 200

Operating costs Consumables Month 36 500 18 000

IX

COMPONENT 2 : Support to

NMHS for use of the regional

DWF in reducing disaster risks

Personnel N/A

Goods

Computer/work station for NMHS and

AGRC

Number 34 2 000 68 000

Portable computer for focal point Number 17 2 500 42 500

Services

Telecom/Local internet Per country/Yr 51 2 400 122 400

Train (4-week training-learning

session) NMHS professionals in the use

of DWF for disaster risk management

Persons/Country/

Yr 51 3 000 153 000

Train advanced technicians in

hydrology through qualifying training

Lumpsum 1 432 000 432 000

Regional meeting of NMHS and

AGRC directors, steering committee

and launching workshop (travel) at

AGRHYMET

Travel 60 1 000

60 000

Regional meeting of NMHS and AGRC

directors, steering committee and

launching workshop (per diem) at

AGRHYMET

Day 60 150

9 000

Organization of NMHS and AGRC

directors' meetings

Meeting 3 10 000 30 000

Travel (Project Closure Workshop) Travel 20 1 000 20 000

Per diem (Project Closure Workshop) Day 120 150 18 000

Travel (Project Steering Committee) Travel -

Per diem (Project Steering Committee) Day 180 150 27 000

Organization of launching and closure

workshops

Workshop 2 7 500 15 000

Organization of steering committees Committee 3 7 500 22 500

National workshops/meetings Yr/country 51 3 000 153 000

Focal points' assumption of

responsibility for the process of DWF

for DRR

Country 17 8 500

144 500

Communication for the dissemination Yr/country 34 1 000 34 000

X

of DWF on TV, radio, etc.

Operating costs

Local consumables Yr/country 51 1 500 76 500

COMPONEN

T 3: Support

for forecasts

for West

Africa

(RCOF)

Prepare and

disseminate

seasonal

forecasts in

West Africa

and Chad at

regional

forums

Personnel N/A

Goods N/A

Services

Prepare and disseminate seasonal

forecasts in West Africa and Chad at

regional forums

Representative/c

ountry 51 2 000 102 000

Travel Travel 9 1 000 9 000

Perdiem Day 90 180 16 200

Operating costs N/A -

Prepare and

disseminate

seasonal

forecasts in

Gulf of Guinea

countries at

regional

forums

Personnel N/A -

Goods N/A -

Services

Prepare and disseminate seasonal

forecasts for West Africa and Chad at

regional forums

Representative/c

ountry 24 2 000 48 000

Travel Travel 9 1 000 9 000

Perdiem Day 90 180 16 200

Operating costs N/A -

Ensure the

participation

of DRMAs in

forums on

seasonal

forecasts with

a view to using

them to reduce

disaster risks

Personnel N/A -

Goods N/A -

Services

Ensure the participation of DRMAs in

forums on seasonal forecasts with a

view to using them to reduce disaster

risks

Lumpsum/Repre

sentative/country

including ticket

and perdiem

75 2 000 150 000

Operating costs Organization of forums Forums/yr 6 7 000 42 000

COMPONENT 4:

Coordination Personnel

Coordinator Month 36 5 200 187 200

Assistant Coordinator Month 36 2 800 100 800

XI

Goods

Laptop computers Number 2 1 500 3 000

Desktop computers Number 2 1 200 2 400

Multifunction printer Number 2 1 200 2 400

Vehicle Number 1 45 000 45 000

Services

Regional Forum Package 50 2 000 100 000

Vehicle maintenance Lumpsum/Yr 3 2 000 6 000

Travel Travel/Yr 45 1 000 45 000

Per diem (5 day missions) Day/Yr 180 150 27 000

Monitoring & evaluation activities Lumpsum/Yr 3 5 000 15 000

Financial audit Yr 3 15 000 45 000

Operation

Fuel Month 36 800 28 800

Electricity Month 36 2 000 72 000

Water Month 36 900 32 400

Consumables Month 36 830 29 840

Security guard services Month 36 1 000 36 000

CONTINGENCIES 195 000

TOTAL 3 899 500

XII

ANNEX 4: PROJECT COST ESTIMATES BY CATEGORY AND COMPONENT

The total project cost is estimated at 3,899,500 Euros. It is also estimated by component and by category in the table below.

Table 1: Cost Estimates by Component

COMPONENT 1: Digital Weather Forecast (DWF) for West African

Region

1 106 860 28.38%

COMPONENT 2 : Support to NMHS for use of the regional DWF in

reducing disaster risks

1 427 400 36.60%

COMPONENT 3: Support for forecasts for West Africa (RCOF) 392 400 10.06%

COMPONENT 4: Coordination 777 840 19.95%

CONTINGENCIES 195 000 5.00%

3 899 500 100.00%

Table 2: Financing Cost by Activity

N° Components Outputs Activities

Cost in Euros

1

COMPONENT 1: Digital

Weather Forecast (DWF) for

the West Africa Region

Output 1.1: The ACMAD DWF

product reception and processing

system is available and operational at

AGRHYMET

A.1.1.1 Procure and install ACMAD data

reception and processing equipment 357 500

2 A.1.1.2 Interconnect AGRHYMET and

ACMAD with the local loop system 6 000

3

A.1.1.3 Train ARC personnel in

equipment installation, configuration and

maintenance

19 500

4 Output 1.2: AGRHYMET's DWF

capacities are built

A.1.2.1 Have regional DWF produced by

AGRHYMET 626 660

5 Output 1.3: In-situ and continental

model data required for preparing the

regional DWF are collected and

validated in real time.

A.1.3.1 Organize meetings of weather

service directors from West Africa and

Chad so as to boost data collection in the

field

99 000

6 A.1.3.2. Establish a database of synoptic

data at AGRHYMET PM

XIII

7 A.1.3.3 Collect and validate in-situ and

continental model data PM

8

Output 1.4: The Regional DWF is

produced by AGRHYMET and

disseminated in real time to NMHS in

West Africa and Chad.

A.1.4.4 Establish a data dissemination

hub (Website/FTP, e-mail, drop box, etc.) 97 200

9

Output 1.5: Output 1.6: A feedback

system on ACMAD and AGRHYMET

DWF products is established and

operational.

A.1.5.1 Establish and run a regional DWF

helpdesk Not available

10

COMPONENT 2 : Support to

NMHS for use of regional

DWF in reducing disaster risks

Output 2.1: The capacities of NMHS in

the use of DWF outputs for disaster

risk management are built through

training- learning

A.2.1.1 Train NMHS professionals in the

use of DWF for disaster risk management

297 500

11

Output 2.2 : NMHS operational

hydrology capacities are built through

qualifying training

A.2.2.1 Train advanced technicians in

hydrology through qualifying training

432 000

12

Output 2.3: Bulletins based on the use

of DWF are prepared at national and

regional levels, and disseminated.

A.2.3.3 Produce bulletins using the DWF

at country level and disseminate them

496 400

13

Support for Seasonal Forecasts

for West Africa (RCOF) Output 3.1: Seasonal forecasts are

prepared for West African countries

and Chad, and disseminated after the

forums.

A.3.1.1 Prepare and disseminate seasonal

forecast for West Africa and Chad at

regional forums

127 200

14

A.3.1.2 Prepare and disseminate seasonal

forecast for the Gulf of Guinea countries

at regional forums

265 200

15 COMPONENT 4 :

Coordination

Output 4.1 Establishment of the project

team and infrastructure

A.4.1.1 Recruit the project team 288 000

16 A.4.1.2 Procure work equipment 257 840

XIV

17 Output 4.2 Project management A.4.2.1 Plan and monitor the activities 15 000

18 A.4.2.2 Carry out financial management

and auditing

45 000

19 A.4.2.3 Organize steering committee

meetings

274 500

20 CONTINGENCIES 195 000

21 Total 3 899 500

XV

ANNEX A5: DRAFT WORK PLAN

No. Outcome Activity Year 1 Year 2 Year 3

Q

1

Q

2

Q

3

Q

4

Q

1

Q

2

Q

3

Q

4

Q

1

Q

2

Q

3

Q

4

1

Digital weather

forecast for West

African Region

A.1.1.1 Procure and install ACMAD data reception and processing

equipment

A.1.1.2 Interconnect AGRHYMET and ACMAD with the local loop

system

A.1.1.3 Train ARC personnel in equipment installation, configuration

and maintenance

A.1.2.1 Have regional DWF produced by AGRHYMET

A.1.2.2 NMHS use the regional DWF

A.1.2.3 Produce bulletins at national level

A.1.3.1 Organize meetings of weather service directors from West

Africa and Chad in order to boost data collection in the field

A.1.3.2. Create a database of synoptic data at AGRHYMET

XVI

A.1.3.3 Collect and validate in-situ and continental model data

A.1.4.1 Process observation data for assimilation and validation of

DWF

A.1.4.2 Improve internet connection in the country

A.1.4.3 Establish a hub for dissemination of data (Website/FTP, e-mail,

drop box, etc.)

A.1.4.4 Prepare a regional synthesis of national forecasts

A.1.5.1 Prepare disaster risk management products on the basis of the

DWF and evaluate them

A.1.6.1 Establish and run a regional DWF help desk

A.1.6.2. Prepare and administer a questionnaire on the use of Regional

DWF

A.1.6.3 Send feedback from AGRHYMET to ACMAD to improve the

DWF

XVII

2

Support to NMHS for

use of regional DWF

in disaster risk

reduction

A.2.1.1 Train NMHS professionals in the use of DWF for disaster risk

management

A.2.2.1 Train advanced technicians in hydrology through qualifying

training

A.2.3.1 Produce a regional model prototype for the preparation of early

warning bulletins using DWF for the countries

A.2.3.2 Have the model bulletin adopted by each country

A.2.3.3 Produce bulletins using DWF at country level and disseminate

them

A.2.3.4 Prepare a regional synthesis of national forecasts

3 Support for forecasts

for West Africa

(RCOF)

A.3.1.1 Prepare and disseminate seasonal forecasts for West Africa and

Chad at regional forums

A.3.1.2 Prepare and disseminate seasonal forecast for the Gulf of

Guinea countries at regional forums

A.3.1.3 Ensure DRMA participation in forums on seasonal forecasts

with a view to using them for disaster risk reduction

XVIII

4 Coordination

A.4.1.1 Recruit the project team

A.4.1.2 Procure work equipment

A.4.2.1 Plan and monitor the activities

A.4.2.2 Carry out financial management and auditing

A.4.2.3 Organize steering committee meetings

A.4.2.4 Organize steering committee meetings

A.4.2.5 Organize project launch and closing workshops

XIX

ANNEX B5: PROCUREMENT ARRANGEMENTS

B.5.1 National Procedures and Regulations

Use of National Procurement Systems

The Project Executing Agency is AGRHYMET (ARC) Regional Centre, a specialized

institution of the Permanent Inter-State Committee for Drought Control in the Sahel

(CILSS). It is an international public establishment with a civil status and financial

autonomy, giving it a supranational modus operandi relying on its own internal

mechanisms. In order to ensure overall consistency in implementing the project as well as in

subsequent control and audits, all procurements of goods, works and services will be made

in compliance with the Bank's Procurement Rules and Procedures.

Eligibility

The eligibility rules applicable to Bank financing will be those contained in the Bank's Rules

and Procedures for the Procurement of Goods and Works, May 2008 Revised Edition July

2012. In this regard, the Borrower will ensure that a bidder does not appear on the list of

suppliers debarred by the Bank or one of the other four Multilateral Development Banks that

signed the Agreement for Mutual Enforcement of Debarment Decisions on 9 April 2010 prior

to awarding a contract. The list of bidders that are cross-debarred may be consulted in the

following link:

http://www.afdb.org/fileadmin/uploads/afdb/Documents/Project-related-

Procurement/Internet_Cross-Debarred.pdf

B5.2 Procurement Methods

Procurements of goods and the selection of consultancy services will be conducted in

accordance with the Bank's "Rules and Procedures for the Procurement of Goods and Works",

(May 2008 Edition, Revised July 2012), and the Bank's "Rules and Procedures for the Use of

Consultants", (May 2008 Edition, Revised July 2012), using the Bank's relevant standard

bidding documents, as well as the provisions set out in the Grant Agreement. AGRHYMET

Regional Centre, the Grant recipient, will be responsible for the procurements.

Table B5.1 below presents an overview of the different headings for the different expenditure

categories and the related procurement methods, as well as procurements that will be made

using the Bank's Rules and Procedures. For each contract to be financed by ClimDev Special

Fund resources, the different procurement methods or different consultant selection methods,

the estimated costs, requirements in terms of prior review and implmentation schedules will

be agreed upon by the Borrower and the Bank's project team, and presented in the

Procurement Plan (see Section B 5.5).

http://www.afdb.org/fileadmin/uploads/afdb/Documents/Project-related-Procurement/Internet_Cross-Debarred.pdf

http://www.afdb.org/fileadmin/uploads/afdb/Documents/Project-related-Procurement/Internet_Cross-Debarred.pdf

XX

Table B.5.1

Overview of Procurement Methods

Project Expenditure Categories In million Euros

Use of NPP Use of Bank Rules

and Procedures

Contracts not

Financed by the

Bank

Total

1.GOODS

IT equipment (Calculators)

High Performance Computer

0.2900 (0.2900) 0.2900 (0.2900)

Electricity Protection Equipment 0.1050 (0.1050) 0.1050 (0.1050)

Telecommunications Equipment 0.0040 (0.0040) 0.0040 (0.0040)

Purchase of Vehicles 0.0450 (0.045) 0.0450 (0.045)

IT Materials and Equipment 0.0996 (0.0996) 0.0996 (0.0996)

3. PROVISION OF SERVICES

Telecom/Internet/Communication 0.2196 (0.2196) 0.2196 (0.2196)

3. SERVICES

Auditing of Accounts 0. 0450 (0.0450) 0. 0450 (0.0450)

Advanced Training of Technicians in

Hydrology 0.4320 (0.4320) 0.4320 (0.4320)

Training-Learning (4 weeks) 0.1530 (0.1530) 0.1530 (0.1530)

Miscellaneous travel 0.1060 (0.1060) 0.1060 (0.1060)

4. Operating costs

Personnel Digital Weather Forecast (DWF) 0.4860 (0.4860) 0.4860 (0.4860)

PCU Personnel 0.3030 (0.3030) 0.3030 (0.3030)

Misc. Operating Costs 0.2949 (0.2949) 0.2949 (0.2949)

Training of Thematicians in DWF Centres 0.0330 (0.0330) 0.0330 (0.0330)

Regional and National Meetings, Forums and

Workshops 1.0875 (1.0875) 1.0875 (1.0875)

5. Contingencies 0.1950 (0.1950)

0.1950 (0.1950)

Total 3.8985 (3.8985) 3.8985 (3.8985)

NB: ( ) The figures in brackets concern amounts financed by the Bank

The procurement of specialized IT equipment (Calculators) (290 000 Euros) will be made

through limited international competitive bidding (LICB) using the Banks standard bidding

documents (SBD). This procurement method is justified in view of the specificity of the

equipment and the limited number of manufacturers. The procurement of electrical protection

equipment (105,000 Euros) and IT materials and equipment (99 600 Euros) will be made

through national competitive bidding (NCB) using the Bank's standard bidding documents

(SBD). The procurement of telecommunications (4,000 Euros), transport equipment (45 000

Euros) will be made by shopping from suppliers. These procurement methods are justified by

the presence of sufficient numbers of national suppliers and representatives of qualified

foreign suppliers to guarantee competitive prices and goods are generally available on the

national market. Telecommunication, internet and communication services (219 600 Euros)

will be acquired through direct negotiations with a Niger-based telecommunications operator.

XXI

The acquisition of consulting services (firms) for the audit of the project accounts (45 000

Euros) will be made in accordance with the shortlisting procedure for the selection of

consulting firms and the least cost selection (LCS) method.

Training activities (585,000 Euros) concerning highly targeted themes will be carried out by

training institutes identified and on the basis of a training plan approved by the Bank. Study

trips (106 000 Euros) will be arranged by different sub-regional organizations. The PCU shall

prepare an annual training plan with clearly identified training institutes with confirmed

expertise in the different training areas. This plan will be submitted for the Bank's no-

objection opinion prior to its implementation.

Shortlists for consultancy services, at an estimated cost not exceeding UA 200,000 per

contract, may comprise entirely national consultants in accordance with the provisions of

Paragraph 2.7 of the Bank's Rules and Procedures for the Use of Consultants (May 2008

Edition, Revised July 2012). If the contract amount does not exceed UA 200,000, the

Borrower may also limit the publication of requests for expressions of interest to national and

regional newspapers. However, any eligible consultant who may be a national of a regional

member country or not, may express interest in being considered for the shortlist.

Operation: Payment of: (i) miscellaneous operating costs (294 900 Euros), (ii) personnel

allowances (789 000 Euros); (iii) training costs for 3 thematicians in the Digital Weather

Forecast Centres with agreements with AGRHYMET (Météo France, NOAA-NCEP, UK-Met

office) (travel and living expenses (33 000 Euros)); and (iv) regional and national meetings,

forums and workshops (1 087 500 Euros) will be made in accordance with the provisions in

AGRHYMET's administrative, financial and accounting procedures manual, which would

have been submitted to the Bank prior approval.

B5.3 Executive Agency Assessment

The AGRHYMET Regional Centre which will host the Project Coordination Unit (PMU),

will be responsible for the procurement of goods and works, as well as consultancy services.

Project procurements will be made by the PCU, which will have technical staff recruited on a

competitive basis through a call for applications; the staff must have the required

qualifications for managing the project and their curricula vitae should be submitted to the

Bank for prior approval. The staff will comprise: a Project Coordinator, a Forecasts Expert, a

Modeling Expert, a Forecasts Assistant, and a Project Assistant. The team will be assisted by

other AGRHYMET experts, particularly the Procurement Expert from the Administration,

Finance and Accounting Unit.

The Bank has conducted an Executing Agency Procurement Assessment to evaluate the

agency's ability to carry out the project's procurement activities. The assessment concerned

the organizational structure for the project's implementation and the interaction between staff

responsible for procurement activities under the project and the competent services of

AGRHYMED, particularly the Administration, Finance and Accounting Unit. The Bank

assessed the agency’s human and material resources, its structural organization, its operating

arrangements, as well as its institutional environment. The resources, capacities, expertise and

experience of the Executing Agency were analyzed, and deemed fairly adequate to implement

the procurement activities required under the project. The Executing Agency has an

Administration, Finance and Accounting Unit which is responsible for implementing all the

procurement activities planned under the different AGRHYMED projects. The unit has a

Procurement Expert with considerable experience in the implementation of projects financed

by several multilateral and bilateral donors, including the Bank for the Regional Food

XXII

Security Support Programme, the Fight against Desertification, Population and Development

and the Regional Water Management Programme. However, its capacities need to be

developed through a capacity building programme based on training in the Bank's

Procurement Rules and Procedures at the project's launching and during project supervision

missions.

In order to improve the quality of internal control, AGRHYMED's administrative financial

and accounting procedures manual will be updated following approval of the project to take

into account the project's specificities. It will define the internal organization and

responsibilities of the PCU members, as well as establish procedures that will govern

procurement in compliance with the Bank's Rules and Procedures. The PCU will ensure

adequate archiving of procurement files, and maintain a procurement register as well as

physical and electronic filing with its back up system for project procurement files, so as to

facilitate audit missions and post-review of procurement documents. An archiving guide, to

be prepared by the Bank, will be given to the PCU. The Administrative, Financial and

Accounting Procedures Manual, in addition to procurement procedures, will cover the SBD to

be used for each procurement method, as well as standard contracts for goods, works and

services to be procured.

Most of the problems and risks linked to the project's procurement component have been

identified, and corrective measures and recommendations proposed, as summarized in the

Table below:

Table B.5.2

Procurement Problems and Action Plan

Problems Identified Actions Retained Responsibility Implementation Period

Insufficient procurement capacity

of Executing Agency

Implement a capacity building

programme for the PIU based

on procurement training

Bank The first year of the project

and throughout the project

implementation

Internal Control Update the Administrative,

Financial and Accounting

Procedures Manual

PCU At project start-up

Archiving Provide a guide on

procurement documents

archiving

ADB At project start-up

B5.4 General Procurement Notice: The text of the General Procurement Notice will be

adopted with the Grant recipient, and will be published in the United Nations Development

Business Online and on the ADB Website, following approval of the Grant.

B5.5 Procurement Plan: During project appraisal, the Grant recipient prepared a

procurement plan which forms the basis of the procurement methods used in the project. The

plan was agreed upon between the Recipient and the Bank's project team, and is available in

the project database and on the Bank's external website. The Bank will review the

procurement measures taken by the Recipient in the plan to determine their compliance with

the financing agreement. The procurement plan will cover an initial period of at least 18

months. The Recipient will update the plan on an annual basis or as required, but within the

next 19 months during the project implementation. All proposals to revise the procurement

plan will be submitted to the Bank for prior approval on a lapse-of-time basis. The Recipient

will implement the procurement plan as agreed upon with the Bank.

XXIII

B.5.5.1 Thresholds for the Procurement of Goods, Works and Services other than

Consultancy Services

Prior Review Procedures: The following documents will be submitted to the Bank for review

and approval before publication: General Procurement Notice, Request for Expression

of Interest, Specific Procurement Notice, Bidding Documents or Requests for Proposals

to Consultants, Request for Quotation, Suppliers' bid evaluation report, including

recommendations on contract award, Evaluation report on consultants' technical proposals,

Proposals for the award of contracts, as well as the report on the negotiations, and

Initialed copy of the negotiated contract.

Prior Review Thresholds: Decisions on procurement subject to prior review by the Bank as

stipulated in Appendix 1 of the Bank's Rules and Procedures for the Procurement of Goods

and Works:

No. Procurement Method Prior Review

Thresholds (in UA)

Post Review

Thresholds (in UA) Frequency of Reviews

1. ICB (goods) above 200, 000 - All contracts

2. NCB (Goods) - Below 200 000 All contracts

3. SS Below 50 000 All contracts

B.5.5.2 Thresholds for the Selection of Consultants

Prior Review Thresholds: Decisions on procurement subject to prior review by the Bank as

stipulated in Appendix 1 of the Bank's Rules and Procedures for the Use of Consultants:

No Selection Method Prior Review

Thresholds (in UA)

Post-Review

Thresholds (in UA) Frequency of Reviews

1. Competitive Procedure

(firms) Above 200 000

All contracts


(individuals) Above 50 000

All contracts

3. Single source (firms /

individuals)

Irrespective of the

amount All contracts


(firms)

Below 200 000

All contracts


(individuals)

<= 50 000

All contracts

5.6 Frequency of Procurement Post-Evaluation Missions

In addition to the Bank's periodic supervision missions, the Executing Agency Capacity

Assessment recommended an annual project procurement supervision mission in order to

perform a post evaluation of procurement activities. All procurement documents, including

requests for quotations, bid evaluations, and proposals for contract award will be retained by

the Project Management Unit for periodic review by the Bank's supervision missions. The

Bank reserves the right to carry out post-review of these documents at any time during the

project implementation. The review will determine modifications and improvements to be

made in the procurement arrangements.

XXIV

ANNEX 6: FINANCIAL MANAGEMENT

The project will be supervised using a risk-based approach. With a risk level considered

moderate, the financial management supervision mission will be undertaken annually as part

of the sector supervision mission. If necessary, and in coordination with the Bank's sector

division, the fiduciary team could conduct financial supervision independently from the sector

supervisions. The financial management support plan will be based on risks, and particularly

on the audit report of the annual financial statements, the internal control report (Management

Letter), as well as on the appropriate monitoring of issues raised during the project

supervision missions.

Period Focus Required

Skills

Estimated

Resources

Partners’

Roles

The first

12

months

Establish the financial management

mechanisms identified during the

appraisal mission.

Identification of implementation

issues at project start-up.

Training of the Unit's staff.

1 FMS 1x 1 week

field visit N/A

12 - 36

months

Verify the functioning of the

financial management systems 1 FMS

2 weeks and 2

field visits

N/A

XXV

ANNEX 7: FINANCIAL MANAGEMENT SYSTEM

The aim of this annex prepared as part of the project for Satellite and Weather Information for

Disaster Resilience in West Africa (SAWIDRA-WA) is to confirm that the financial

management system of the executing agency, AGRHYMETH (Regional Centre for Training

and Applications in Agricultural Meteorology and Hydrology) Regional Centre is capable of

guaranteeing transparency and Traceability of funds, as well as adequate presentation of the

project accounts. This assessment, carried out on the basis of discussions with

AGRHYMETH officials, comprises the following sections: (i) Executive Summary; (ii)

Project Description; (iii) Financial Management System; (iv) Description of the Executing

Agency; (v) Financial Management Modalities; (vi) Summary of the Fiduciary Risk Analysis

and (vii) Flows of Funds.

1. Executive Summary

The financial management capacity assessment of AGRHYMETH recommended that the

project be anchored at the Information and Research Department (DIR). The project will be

implemented under the financial responsibility of the Director-General of AGRHYMETH and

will use its financial management system.

The project's budget procedure will be aligned on that of AGRHYMETH and will therefore

receive technical support from the structures of the Administration, Finance and Accounting

Unit (AFAU), especially from its Finance Service. Budget execution and monitoring will use

the already installed multi-project system, CILSS IMIS (Integrated Management Information

System). The project will benefit from AGRHYMETH, based on financial rules, an

organization chart and an administrative, financial and accounting procedures manual setting

out the applicable procedures in the different management cycles. Disbursements at the Bank

will be made using the special accounts methods (mainly for operating expenditure or low

amounts) and the direct procurement method (for the procurement of goods and services and

other items of expenditure with relatively high costs). AGRHYMETH will therefore, on

behalf of the project and in compliance with its financial regulations, open a special account

with a commercial bank deemed acceptable by the Bank.

The AFAU's accounting service will maintain the project accounts in three modules: budget,

cost, and general, and will comply with the requirements of quality and deadline for

presentation of the accounts of Bank-financed projects. Its integrated management system

will produce quarterly financial management reports (FMR) and annual financial statements.

AGRHYMETH's external auditor of accounts on the basis of terms of reference (ToRs)

approved by the Bank will conduct a specific annual audit of the project's financial statements

and internal control system. AGRHYMETH must submit the audit report to the Bank no later

than six months after closure of the audited period. The audit of the first year (or the closing

audit) may cover the first eighteen (18) months if the first disbursement is made during the

second half (after 30 June) of the year.

Comprising inherent risk and control-related risk, the overall financial management risk is

deemed moderate.

XXVI

2. Project Description

SAWIDRA-WA's goal is to build the capacities of West African RCC and NMHS to produce

and disseminate information in order to reduce climate risks. It is therefore intended to: (i)

establish infrastructure and procure operational equipment for the reception of data from the

ACMAD continental model and for NMHS adapted products and equipment; (ii) generate, on

the basis of ACMAD continental model, data and satellite derivatives, and digital weather

forecast products; (iii) train NMHS staff in the analysis, interpretation, production and

dissemination of information (forecasting of weather phenomena) intended for disaster

management agencies; and (iv) strengthen the seasonal forecasts system by including a

session on DRR and cooperation at national and regional levels.

3. Financial Management System

AGRHYMET Regional Centre is a specialized institution of the Permanent Interstate

Committee for Drought Control in the Sahel (CILSS). Its mission is to: (i) train the personnel

of member countries, (ii) produce and disseminate information to policymakers, (iii) provide

adequate equipment for meteorological and hydrological station networks, and (iv) establish

regional and national multidisciplinary working groups to monitor meteorology, hydrology,

crops and pastureland conditions during the rainy season. AGRHYMET regional centre is an

inter-State public establishment with a legal status and financial autonomy. It enjoys

international status and has its own financial system conferred upon it by CILSS member

States.

4. Harmonization with Other Technical and Financial Partners

Since no other TFPs are participating in the financing of this project, problems relating to

harmonization of financial management mechanisms have not been raised in this project.

5. Description of Executing Agency

The Project Executing Agency is AGRHYMET Regional Centre. In addition to the Office of

the Director-General which includes the Scientific Coordination Unit (SCU) and Technical

Assistance (TA), it comprises: (i) three technical departments (Training and Research

Department (DFR), Information and Research Department (DIR), and Technical Support

Department (DAT)); and (ii) four Management Units (Administration, Finance and

Accounting Unit (AFAU), Information, Communication and Documentation Unit (ICDU),

Monitoring and Evaluation Unit (MEU), and Human Resources Management Unit (HRMU)).

In addition to its Unit Head, the AFAU comprises an Accounting Manager, a Financial

Manager, an Accounting Officer, and an Administrative and Financial Assistant.

AGRHYMETH is currently implementing a component of the Institutional Support to African

Climate Institutions Project (ISACIP) financed by the Bank and has already implemented

projects financed by other donors (European Union and World Bank). The financial system

constitutes the reference framework for financial operations. AGRHYMETH has an

organization chart which defines the responsibilities of each position and an Administrative,

Financial and Accounting Procedures Manual which serves as basis for its internal control

system. In order to optimize the financial resources allocated and in light of the financial

management mechanisms established, it was recommended that this project be anchored at

AGRHYMETH and implemented using the existing internal structures.

XXVII

6. Financial Management Arrangements

Budget Management: AGRHYMET's budget process has several stages. It begins with an

expression of the needs of departments and units. There then follow a series of internal trade-

offs resulting in a consolidated project for submission to CILSS Management Administration,

Finance and Accounting Unit and later for approval by the CILSS Council of Ministers.

AGRHYMET's approved budget is then entered and executed in the CILSS-IMIS (Integrated

Management Information System) multi-project system. This budget procedure will be

applied to the Project, which will be required to prepare an annual work programme and

budget (AWPB) for the project. This budget procedure will be maintained throughout the

project's life.

Accounting Procedures and Organization, including the Information System: The

existing accounting system is a multi-project system. It ensures regular production of

AGRHYMET's account statements and joint account statements for projects implemented at

AGRHYMET. The account statements for 2013 and 2014 have been prepared.

This system will be used to prepare the annual financial statements (balance sheet, statements

of source and expenditure of funds for the period and cumulative statements, explanatory

notes, special account reconciliation statement, and fixed assets inventory) and the quarterly

financial monitoring reports (FMR), examples of which will be presented to AGRHYMET at

project launching.

Internal Control System: AGRHYMET's internal control is structured around an

organization chart, financial regulations and administrative, financial and accounting

procedures manual setting out the applicable procedures in the different management cycles.

These are mainly procedures concerning the procurement of goods and services, property

management (fixed assets, stocks), cash flow management (authorization to pay,

disbursement, cash flow monitoring and control), personnel management, etc.

The procedures will be used in the project implementation and will be supplemented, from a

financial management standpoint, by the Bank's Disbursement Rules and Procedures, which

will be applied to the mobilization and use of resources allocated under this project and which

will be presented at the project launching.

Cash Flow Management (including flows of funds and disbursement) : Since the funds

allocated to the project must be managed in accordance with the rules and procedures of the

Bank's disbursement handbook, and given the nature of the envisaged procurements of goods

and services, project disbursements will be released in accordance with the direct payment

method (for the procurement of goods and services and other expenditure with fairly high

costs) and the special account method (mainly for operating expenditure and minor items of

expenditure). AGRHYMET will, for that purpose and on behalf of the project and in

accordance with its financial regulations, open a special account in a bank considered

acceptable by the Bank.

Financial information and financial monitoring reports (FMR): The existing CILSS IMIS

(Integrated Management Information System) allows AGRHYMET to monitor the execution

of its annual budget and prepare its financial statements (AGRHYMET's “account

statements” and “joint account statements” for projects implemented at AGRHYMET).

This system will be used in project implementation to provide financial information in two

ways: (i) quarterly, with the preparation of financial monitoring reports (FMR), which will be

appended to activity reports that AGRHYMET will be required to submit to the Bank no

later than 45 days after the end of each quarter; (ii) annually, with the preparation of annual

XXVIII

financial statements (statements of source and expenditure of funds for the period and

cumulative statements, explanatory notes, special account reconciliation statement, and fixed

assets inventory). Specimens of these reports will be presented at project launching.

External Auditing: AGRHYMET annual accounts are required to be audited. These are

account statements which are its own, as well as those consolidated with the agreements and

projects implemented within it. For three years, these account statements have been audited

by ERNST & YOUNG. The 2014 audit was intended to start on 11 August 2015. The delay

taken in this activity is due to the late start-up of the process to recruit a new auditor, since

ERNST & Young's contract ended with the 2013 audit.

This mechanism will be used for the project. The auditor will audit the financial statements

listed above in compliance with the Bank's terms of reference. The project must submit its

audit report to the Bank no later than six (6) months after the closing date of the audited

financial year.

Financial Management Action Plan: In light of the foregoing, it is recommended that the

following action plan be implemented within the stipulated timeframe. The plan concerns

concrete actions and recommendations aimed at mitigating the project's fiduciary risk

identified during the project appraisal mission.


Open a special account with a commercial

bank acceptable to the Bank Prior to first

disbursement AGRHYMET

Build the financial management and

disbursement capacities of AGRHYMET

personnel

Launching mission AGRHYMET

ADB

Prepare the external audit terms of reference Launching mission AGRHYMET, ADB

Disbursement Action Plan: In order to mitigate the fiduciary risks identified during this

appraisal, it was also recommended to implement the following action plan as soon as

possible.


Submit specimen signatures of people

authorized to withdraw funds to the Bank At the latest, along with the

first disbursement request. AGRHYMET

Supervision Action Plan

The project will be supervised using a risk-based approach. With a risk level deemed

moderate, the financial management supervision mission will be undertaken on a yearly basis

as part of the sector supervision mission. If necessary, and in coordination with the Bank's

sector division, the fiduciary team could carry out financial supervision independently from

the sector supervisions. The financial management support plan will be based on risks,

particularly on the audit report of the annual financial statements, the internal control report

(letter to management), as well as on the appropriate monitoring of issues raised during the

project supervision missions.

XXIX

Period Focus Required

Skills

Estimated

Resources

Partners’

Roles

The first

12

months

Establish the financial management

mechanisms identified during the

appraisal mission.

Identify implementation issues at

project start-up.

Training of the Unit's staff.

1 FMS 1x 1 week

field visit N/A

12 - 36

months

Verify the functioning of the

financial management systems 1 FMS

2 weeks and 2

field visits

N/A

7. Fiduciary Risk Assessment Summary

The following table identifies the main project management risks that could affect the

achievement of its objectives. It defines the mitigation measures associated with the risks

identified.

Risk Type Initial Risk

Rating

Risk Mitigation Measures

Incorporated in the Project

Design

Implementatio

n Period

Condition

s

Precedent

Inherent Risk

Country Risk S Outside project scope N/A No

Executing Agency:

Delay in appointment of

project technical staff.

M Appointment of a project

technical manager

Prior to signing of

grant agreement Yes

Project

Actors unfamiliar with

financial management of

Bank projects

M

AGRHYMETH is currently

implementing one Bank project

(ISACIP) and projects financed

by other donors

N/A

No

Control-related risk

Budget

Delays in preparation of

integrated management

system for the project

M Effective parameterization of

module in the system

Prior to 1st

disbursement. No

Cash -Flow management

and Flow of Funds

Lack of familiarity with

disbursement rules and

procedures

M

Retraining of AFAU personnel in

the Bank's disbursement rules and

procedures.

During the

launching

mission.

No

Accounting

Inability to maintain

accounts and therefore

produce acceptable

financial statements

M

Retraining of AFAU personnel in

the Bank's financial management

and accounting rules and

procedures.

During the 1st

year of the project

No

XXX

Risk Type Initial Risk

Rating

Risk Mitigation Measures

Incorporated in the Project

Design

Implementatio

n Period

Condition

s

Precedent

Inherent Risk

Internal Controls

Inappropriate use of

Funds, lack of

transparency and

traceability

M

Effective implementation of

Financial Rules and

Administrative, Financial

Accounting Procedures Manual.

No later than 3

months after first

Disbursement

No

Financial Reports

Unreliable and delays in

preparation

M

Agreement on the format and

frequency of financial reports

during the launching phase.

Continuous support of Bank's

fiduciary teams.

Launching

Mission

Continuous

No

External Audit

Presentation of accounts

non-compliant with the

Bank's requirements

and/or time-barred

M

Selection of an external auditing

firm on a competitive basis no

later than three months before the

end of the accounting period

Submission of auditing terms of

reference for the Bank's prior

approval.

No later than 6

months after 1 st

disbursement

Continuous

No

Overall Risk: Moderate

Legend: H - High S - Substantial M - Moderate L – Low

XXXI

8. Financial Flows and Disbursements

The following figure shows the flow of project funds.

African Development Bank

Suppliers, Consultants, (Goods and services) and Third parties

Spécial Account

Rev

olv

ing F

un

d

Dir

ect

paie

men

ts

XXXII

ANNEX 8: ORGANIZATION CHART OF AGRHYMET REGIONAL

CENTRE

XXXIII

ANNEX 9: ONGOING PROJECTS AT AGRHYMET REGIONAL CENTRE

Applicant's Name: CILSS

Project Name: FSTP 2 Sector

Location Project

Cost

(EUR)

Role in

Project:

Coordinator,

Co-Applicant

Affiliated

Entity

Project

Donors

(name)1

Amount of

Donor's

Contribution

Dates (from

dd/mm/yyyy

to

dd/mm/yyyy)

CILSS/ECOWAS

member countries

7 000 000 Affiliated

Entity

EU 7 000 000 2011 – 2014

Project Objectives and Outcomes

Overall Objective (s): Food security of the poorest and most vulnerable groups in ECOWAS

member countries, Mauritania and Chad is improved and the countries are supported in

achieving the first MDG.

Specific Objective: Effective food security decisions and strategies are implemented by

strengthening regional and national actors responsible for the collection, analysis and use of

food security-related information.

Applicant's Name: CILSS

Project Name: GCCA Sector

Location Project

Cost

(EUR)

Role in

Project:

Coordinator,

Co-

Applicant

Affiliated

Entity

Project

Donors

(name)2

Amount of

Donor's

Contribution

Dates (from

dd/mm/yyyy

to

dd/mm/yyyy)

CILSS/ECOWAS

member countries

4 000 000 coordinator EU 4 000 000 2011 – 2014


Overall Objective Help countries in CILSS and ECOWAS to address climate change with a view to achieving

the Millennium Development Goals (MDG).

Specific Objective Build the capacities of West African countries and regional stakeholders in order to help them

formulate and implement policies and strategies that mainstream climate change into

development plans and programmes

Applicant's Name: ECOWAS/CILSS

XXXIV

Project Name: PASANAO Sector

Location Project

Cost

(EUR)

Role in

Project:

Coordinator,

Co-Applicant

Affiliated

Entity

Project

Donors

(name)3

Amount of

Donor's

Contribution

Dates (from

dd/mm/yyyy

to

dd/mm/yyyy)

CILSS/ECOWAS

member countries

3 575 000 Affiliated

entity

AFD,

ECOWAS

3 575 000 2011 - 2015


Overall Objective: Strengthen information systems and training opportunities with respect

to food security in WA (component No. 1)

Specific Objectives:

Support development of the harmonized framework;

Improve tools for monitoring markets, malnutrition and the household economy;

Develop medium and short-term training on food security and nutrition; and

Train CNSA staff.

Applicant's Name: ACMAD, AGRHYMET ICPAD, SADC-CSC

Project Name:

PAIIAC/ISACIP

Sector

Location Project

Cost

(EUR)

Role in

Project:

Coordinator

, Co-

Applicant

Affiliated

Entity

Project

Donors

(name)4

Amount of

Donor's

Contributio

n

Dates (from

dd/mm/yyyy

to

dd/mm/yyyy

)

CILSS/ECOWA

S member

countries

6 223 15

0 UC

Affiliated

Entity

African

Developmen

t Bank

UA

6, 223,150 2012 - 2015


Specific Objectives Operationalize CLIMAT information system;

Build the capacities of 4 regional centres to provide services relating to their climate

change mandate;

Develop tools and services for users; and

Downscale climatic scenarios, scientific training, gender and communication.

XXXV

Applicant's Name: AGRHYMET

Project Name: MESA Sector

Location Project

Cost

(EUR)

Role in

Project:

Coordinator,

Co-

Applicant

Affiliated

Entity

Project Donors

(name)5

Amount of

Donor's Contribution

Dates (from

dd/mm/yyy

y to dd/mm/yyyy)

CILSS/ECOWA

S member

countries

2 500

000

Coordinator Intra-ACP

envelope under

EDF-11, regional

envelopes under

EDF-10 RIP for

SADC,

ECOWAS/WAEM

U, CEMAC and

ESA-OI

2 500 000 2014-2017


Specific Objectives :

Provide improved and sustainable access of African stakeholders to earth observation data

and information at regional and national levels;

Strengthen policy and development frameworks to ensure active and lasting participation of

African stakeholders in initiatives concerning earth observation for the environment and

security; and

Build up knowledge of African stakeholders in information relating to earth observation

(sources, uses, limitations, and implications) with a view to obtaining long-term benefits;

Three services will be developed:

- “crops” service;

- “pastoral farming” service; and

- “bushfire” service.

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