Managing Design Phase Tasks for Climate Change Adaptation Projects - Session 12 Managing Project Preparation for Climate Change Adaptation
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The document outlines the USAID Adapt Asia-Pacific training program focused on managing design phase tasks for climate change adaptation projects. It details the project cycle responsibilities, including project design, appraisal, implementation, and monitoring, with a specific case study on urban water supply and wastewater management in Fiji. Key components covered include the formation of a design team, economic and environmental analyses, and the importance of robust terms of reference for consultants.
Managing Design Phase Tasks for Climate Change Adaptation Projects - Session 12 Managing Project Preparation for Climate Change Adaptation
- 1. USAID Climate Change Adaptation Project Preparation Facility for Asia and the Pacific (USAID Adapt Asia-Pacific) Session 12: Managing Design Phase Tasks for Climate Change Adaptation Projects January 19, 2017
- 2. USAID Adapt Asia-Pacific Course Overview • Day 1: Project Presentations, Climate Finance, and Climate Impacts • Day 2: Planning, Risk Management, and “Bounding” the Project • Day 3: Economic Analysis, Safeguards, and Project Logic • Day 4: Public-Private Partnerships, Blended Finance, & Managing Project Design • Day 5: Monitoring & Evaluation and Final Presentations
- 3. USAID Adapt Asia-Pacific Orientation to Process Project Concept Recruit Design Team Project design & Management framework Economic, Social & Env’t Analyses Project Appraisal Project Approval • Project need has been identified • Develop Terms of Reference (TOR) • Recruit design team • Design team conducts feasibility study • Government appraises feasibility study • Approved feasibility incorporates appraisal findings • Project document for financial approval and implementation Project Design
- 4. USAID Adapt Asia-Pacific Project Cycle Responsibilities Project Cycle Step Who’s Responsible? Managerial Responsibilities 1. Climate policy & strategy Government Be informed and alert 2. Project design Financier, lead agency, contractor (design team) Project concept, TOR for design, supervision of contractors 3. Project appraisal Financier, lead agency, contractor Verify quality, feedback. Yes/no 4. Project implementation Implementing entity Supervision, reports 5. Monitoring & evaluation Implementing entity Supervision
- 5. USAID Adapt Asia-Pacific PREPARING FOR PROJECT DESIGN 5
- 6. USAID Adapt Asia-Pacific Revisiting the Project Cycle RESULTS Policy & Strategy Project Design Implementation Appraisal/ Approval • Project Concept • Recruit Design Team • Project Design & Management Framework • Economic, Social, and Environmental Analyses
- 7. USAID Adapt Asia-Pacific Project Concept: Urban Water Supply and Wastewater Management in Fiji Project Concept Recruit Design Team Project design & Management framework Economic, Social & Env’t Analyses Project Appraisal Project Approval • ADB and Fiji agree on the project concept • TA Report is prepared to obtain funds for project preparation. It covers: • (i) Issues • (ii) Impact and Outcome • (iii) Methodology and Key Activities • (iv) Cost and Financing • (v) Implementation Project Design
- 8. USAID Adapt Asia-Pacific Terms of Reference: Urban Water Supply and Wastewater Management in Fiji Project Concept Recruit Design Team Project design & Management framework Economic, Social & Env’t Analyses Project Appraisal Project Approval • Attached to the TA report discussed in the previous slide is a Design and Monitoring Framework, Cost Estimate and Financing Plan and outline TOR • The TOR sets out the following: • (i) Overview • (ii) Scope of Work • (iii) Reporting and Schedule Project Design
- 9. USAID Adapt Asia-Pacific Design Team Recruited for: Urban Water Supply and Wastewater Management in Fiji • Following the approval of the TA report that sets out the project concept, scope of work, TOR, cost and financing, implementation arrangements and reporting schedule, a design team can be recruited to undertake the Feasibility Study • Allow about 8-10 weeks for bids by shortlisted consulting firms, evaluation of bids and award of contract. Then the FS team is fielded and starts work This Module discusses your role in recruiting the design team and supervising the project design process Project Design Project Concept Recruit Design Team Project design & Management framework Economic, Social & Env’t Analyses Project Appraisal Project Approval
- 10. USAID Adapt Asia-Pacific Economic, Social, & Environmental Analysis Timeline Inception Report: 1 Month • Coordinate meetings & review of inception report • Agree with design team on details in final inception report Draft Feasibility Study: 4 Months • Coordinate meetings & review draft feasibility report • Appraise project: Yes/No decision • Provide revisions for final feasibility report Final Feasibility Study: 1 Month • Coordinate with design team • Review and approve final feasibility report Design & Management Framework. Economic, social, environmental analyses Comply with requirements of financier Draft Feasibility Study Address gov’t & financier appraisal edits and revisions final feasibility report & project document Design Team Responsibilities (CONDUCT) Management Team Responsibilities (SUPERVISE) Consultations with government, preliminary visits, develop work plan, budgetinception report Final Project Document
- 11. USAID Adapt Asia-Pacific Session 12 Objectives 121.A. Identify key principles associated with organizing and structuring a government management team. 12.1.B. Describe necessary components for a Terms of Reference and will apply best practices to the development of their own TORs. 12.1.C. Describe key considerations and milestones associated with consultant selection. 12.1.D. Explain key considerations for negotiating a consulting agreement. 12.1.E. Describe management team responsibilities related to logistics, setup, and orientation once the design team is recruited.
- 12. USAID Adapt Asia-Pacific The Manager’s Task: ENSURE QUALITY • Be aware and beware of “consultant bias”! • Bear in mind political and social feasibility issues for potential project activities • Assess the capabilities of the implementing entities or agencies
- 13. USAID Adapt Asia-Pacific Enabling Effective Project Design Management Team Terms of Reference Consultant Selection & Negotiating Agreement Logistics & Orientation
- 14. USAID Adapt Asia-Pacific Your Management Team • Primary function: support and oversee the design team • Identify the most relevant institutional partners & clarify responsibilities • Identify and liaise with key stakeholders • Ensure allocation of sufficient resources • Avoid interagency politics
- 15. USAID Adapt Asia-Pacific ADB Considerations for Consultants • Need for high-quality services • Need for economy and efficiency • Need to give all qualified consultants an opportunity to compete in providing the services financed by ADB • ADB’s interest in encouraging the development and use of national consultants from developing member countries • Need for transparency in selection process • Need for increasing focus on anticorruption and observance of ethics
- 16. USAID Adapt Asia-Pacific Terms of Reference (TOR) I. Introduction II. Objectives III. Deliverables IV. Team composition & time V. Background & stakeholders VI. Issues to address, SOW, mid- term review VII. Qualifications & experience VIII.Duration & reporting IX. Implementation arrangements X. Information details & references XI. Budget & implementation schedule The quality of TORs and the budget available to undertake project preparation can significantly affect the quality of the project proposal!
- 17. USAID Adapt Asia-Pacific Typical Team Composition • Team leader • Gender & social inclusion • Technical specialists depending on sector • Economic & financial analyst(s) • Environment specialist • Climate specialist • Other specialists depending on circumstances (e.g. legal, governance, institutions)
- 18. USAID Adapt Asia-Pacific Consultant selection • Shortlisting • Request for proposals (RFP) • Bids • Bid evaluation Know your country’s rules and procedures!
- 19. USAID Adapt Asia-Pacific Negotiating a Consulting Agreement • Explicit discussion of all aspects of the TOR • Follow procedures required by project financier • Supervision of consultants • Clear channels of communication Clarity up front helps to ensure quality results! How to drive away good professionals (or “how to fail”) • Cheapest = best • Nepotism, favoritism • Inadequate budget or time • Lack of support/confidence
- 20. USAID Adapt Asia-Pacific Logistics & Orientation • Office logistics • Transport services • Secretarial & banking • Arrange orientation visits • Facilitate contacts with stakeholders Don’t be a “gatekeeper”
- 21. USAID Adapt Asia-Pacific Session 12 Question 1 What types of experts will be required on your project design team, and how much time will be required for each expert?
- 22. USAID Adapt Asia-Pacific Session 12 Question 2 Does your country have specific guidelines for the hiring of consultants? If so, have you familiarized yourself with these procedures? Where should you go if you have questions about these procedures?
- 23. USAID Adapt Asia-Pacific Resources for Session 12 • General Procedures for Selecting and Engaging Consultants. ADB 2014. • Guidelines on the Use of Consultants by ADB & its Borrowers. ADB 2013. • Guidelines for Selection and Employment of Consultants by World Bank Borrowers. World Bank 1997.