Third Rural Transport Project Consultancy Services for Technical Assistance for Project Preparation Environmental Framework Model 3 THE SOCIALIST REPUBLIC OF VIETNAM MINISTRY OF TRANSPORT PROJECT MANAGEMENT UNIT No 5 (PMU 5) Third Rural Transport Project (RTP3) E1193 Volume 2 Volume 2: ENVIRONMENTAL FRAMEWORK FOR MODEL 3 (full SWAP approach) Prepared by ROUGHTON INTERNATIONAL JUNE 2005 Rural Transport Project 3 30/06/2005 Page t of 29 Third Rural Transport Project Consultancy Services for Technical Assistance for Project Preparation Environmental Framework Model 3 TABLE OF CONTENTS 1. EXECUTIVE SUMMARY ..................................................... 4 2. PROJECT DESCRIPTION ..................................................... 5 2.1 Role of RT3 in Rural Transport ..................................................... 5 2.2 Financing Models used in RT3 ..................................................... 6 2.2.1 SWAP Model ..................................................... 6 3. RURAL ROAD SECTOR STRATEGIES AND INSTITUTIONS .............................................. 8 3.1 Background ..................................................... 8 3.1.2 Institutions ..................................................... 9 3.1.3 Environment Sector ..................................................... 9 3.1.4 Review of Regulations ..................................................... 11 4. WORLD BANK SAFEGUARD POLICIES ............................................. 12 4.1 Operational Directives ..................................................... 14 4.2 Comparison of GoV and World Bank Environmental Safeguards . ........................................ 14 4.3 Proposed Harmonisation M easures ..................................................... 18 4.3.1 SWAp will build on RT3 Models I and 2 .................... ................................. 18 4.3.2 Harmonising Legislation ..................................................... 18 4.3.3 Harmonising Institutions ...................................................... 18 4.3.4 Harmonising Physical Support Requirements ..................................................... 19 5. RT3 ENVIRONMENTAL ASSESSMENT AND APPROVAL PROCESS SWAp .19 5.1 Sub-project Screening .22 5.2 Environmental Assessment ....................... 22 5.3 Tendering and Contract Bidding .23 5.4 Construction Monitoring .24 6. INSTITUTIONAL ARRANGEMENTS FOR RT3 .24 6.1 Central Level .24 6.2 Provincial Level .24 7. CAPACITY BUILDING TRAINING AND PROCUREMENT REQUIREMENTS .25 7.1 Training Requirements at Provincial Level ..25 7.1.1 Training in RT3 Environmental Procedures ............................................ 25 7.2 Training in Environmental Monitoring ............................................. 26 7.3 Procurement Requirements ............................................ 27 7.3.1 At Central Level ............................................ 27 7.3.2 At PDoT level ............................................ 27 7.3.3 Procurement Requirements in Other Institutions ............................................ 28 8. MONITORING OF SWAp ............................................ 28 8.1 Institutional Requirements for Monitoring ............................................ 28 8.1.1 PMU5 ............................................ 28 8.1.2 Performance Indicators ............................................ 28 Rural Transport Project 3 30/06/2005 Page 2 of 29 Third Rural Transport Project Consultancy Services for Technical Assistance for Project Preparation Environmental Framework Model 3 ANNEXES Annex A Appendix 10.2 A and 10.2 B - Screening of roads and bridges Annex B Not Issued as a part of SWAp Annex C Annex 10.3 A and B - EA Process for roads and bridges Annex D Annex 10.4 - EMP Annex E Technical Guidelines: Division 5 Environmental Activities Annex F Public Disclosure Document Annex G Contractor's Environmental Conditions Statement Annex H Contractor's Acknowledgement of Environmental Compliance Annex I Construction Site Memorandum Annex J ToR for PID1 Environmental Officer Annex K ToR for PPMU Technical Specialist - Environment Annex L ToR for PPMU Site Engineer - Environmental Inclusions Annex M ToR for PMU5 Project Monitoring and Evaluation Specialist - Environmental Inclusions Rural Transport Project 3 30/06/2005 Page 3 of 29 Third Rural Transport Project Consultancy Services for Technical Assistance for Project Preparation Environmental Framework Model 3 1. EXECUTIVE SUMMARY The RT3 project will progressively introduce a Sector Wide Approach (SWAp) strategy in the 33 provinces that are part of RT3. Ultimately the SWAp approach will be applied throughout Vietnam by developing a common set of procedures that will be applicable to all stakeholders, donors and the GoV in the rural road sector. RT3 is being implemented in 33 provinces in the northern and central areas of Vietnam to rehabilitate about 4,500 km of rural roads. The project will rehabilitate and maintain rural roads in provinces where physical and social infrastructure is weak and significant levels of poverty exist. The project will be implemented by the Ministry of Transport via its Project Management Unit No 5 (PMU5) and PID1 which is responsible for donor funded programs. At the provincial level SWAp will be implemented by the Provincial Department of Transport (PDoT). The SWAp approach will be progressively implemented as a third stage of RT3 and will build capacity into existing legislation, institutions and management structures that have been strengthened during RT3 implementation. SWAp will be a progressive approach and will only be implemented where provinces have demonstrated that they have the capacity to undertake it. SWAp will apply to all project functions including the implementation of environmental safeguards which depends on strengthened EA functions and harmonisation of procedures. Institutionally SWAp will not be carried out in a project style situation and instead all responsibilities will be transferred to PDoT structures. The main implementation area for SWAp will remain at the provincial level and an Environmental Management Unit will be needed to support the environmental and social programs. There are three main areas where GoV and WB procedures do not harmonise which creates unacceptable risk in applying environmental safeguards. These include the need for public consultation, public disclosure and the development of an environmental management plan. Delegation of approval to PDoT would also assist SWAp and increase environmental responsibility within PDoT. Central in addressing these issues will be the continuation of the RT3 environmental training program. Other areas that will need to be addressed so as to reduce risk include changes to legislation to accommodate the harmonisation requirements, developing institutional structures and procurement. Significant changes will be required in GoV environmental legislation to achieve harmonisation and as this will be re-issued later this year it is hoped that this will strengthen and clarify environmental procedures and institutions. The consequences of having a centralisation of environmental management and responsibilities within MONRE and its provincial organisation DONRE has been to limit the development of environmental responsibility and awareness in other line ministries where environmental matters are normally given little attention. This is also the case within PDoT where little overall environmental capacity has been developed despite several of the provinces having already been exposed to WB requirements during RT1 and RT2. The EA process that has been developed for SWAP situation is very similar to and has evolved from the RT3 process. The main area of difference is the recognition that rural road rehabilitation have very few impacts associated with it. These mainly result from poorly managed contractor's activities at off-site areas where borrow pits and quarries have been opened for construction and maintenance activities. Under RT3, PDoT had limited environmental approval but under SWAp this will again be ramped up so that PDoT have approval for all road rehabilitation projects in Category II situations. Where rehabilitation is required in environmentally sensitive areas (Cat I area) PDoT will continue to seek approval from DONRE or MONRE. Also included in the EA process and carried through from RT3 is; public disclosure, public consultation and the development of an EMP. Similar to RT3 the focus remains on addressing construction derived impacts by requiring contractors to obtain approval licences for opening and closing borrow pits and quarries. As in RT3, contractors will also be required to directly address the EMP and the environmental technical specifications that are Rural Transport Project 3 30/06/2005 Page 4 of 29 Third Rural Transport Project Consultancy Services for Technical Assistance for Project Preparation Environmental Framework Model 3 included within the contract document as a condition of submitting a bid. This is required for both road construction and maintenance activities. SwAp will continue an active environmental training program that has been initiated by RT3 which will provide support for the adoption and implementation of environmental safeguards by providing two training projects in environmental assessment and another in environmental monitoring. These will be coordinated within the PID1/PMU5 structure. A monitoring and evaluation program has also been developed. The total cost of capacity building for RT3 is $628,400. This cost will need to be carried through as a separate project TA cost. All costs associated with the environmental management programs are included as project costs and are to be addressed as contractor costs. There are no other costs associated with any other programs. 2. PROJECT DESCRIPTION 2.1 Role of RT3 in Rural Transport RT3 is the third rural transport' project to be funded in Vietnam. It builds on two other projects, RT1 and RT2 which have rehabilitated about 6,800 km of Basic Access Roads that mainly provide links between commune and district centres. The projects have supported improved planning, management, maintenance and execution of rural transport at the local and national level. They have also created a conducive environment for private contracting companies to compete for rural roads contracts. However, maintenance of rural roads continues to be a major concem. Both RT1 and RT2 were designed to improve access in poor rural areas, by building low cost, mainly gravel roads. Construction was prioritised as (i) construction of Basic Access Roads (BAR) to provide all weather 4-wheel links between commune and district roads and (ii) rehabilitation and upgrading of commune and district roads. RT2 was designed to continue the RT1 program but was given added emphasis on completing the BAR program so as to connect as many communes as possible that had no road connection. RT2 roads mainly constructed gravel pavements and where required, bridges were also constructed. RT3 differs from RT2 in that while RT3 continues with BAR requirements it will have a significantly larger civil works component so as to address concerns that have arisen with low maintenance standards for RT1 and RT2 roads. Additionally many of the RT1 and RT2 gravel roads that have high traffic volumes or are located in urban areas may be resurfaced with bitumen so as to reduce periodic maintenance requirements. The RT3 programme will rehabilitate 4,500km of rural roads in 33 provinces over 4 years. During the first year of RT3 project preparation, the TA will identify 1,500km of rural roads for rehabilitation in 33 provinces. During RT3 project preparation the TA will design and compile the tender documents for 100km of rural road in 4 pilot provinces or approximately 25km of road per province. This will be part of the 1,500 km. The remaining 1,400km will be planned in 16 provinces in the first year of the project while the remaining 3,000km of road will be planned over the following 3 years in all 33 provinces. The project will be implemented over a four year period commencing at the end of 2005. Funds available for RT3 are $125m which is made up of $100m from the World Bank and $25m from DFID. Of this $90m will be spent on road rehabilitation and $25m on road maintenance, in addition to technical assistance and capacity building consultancies of $10m. This is in addition to on-going official development assistance projects and GoV funding at national and provincial level for road construction and maintenance. 1 Rural transport is defined as "the movement of people and goods within the Districts and Communes". MoT, 2000, Rural Transport Strategy Study, facilitated by DFID. Rural Transport Project 3 30/06/2005 Page 5 of 29 Third Rural Transport Project Consultancy Services for Technical Assistance for Project P'reparation Environmental Framework Model 3 The project will be located within the Ministry of Transport (MoT) managed through its Project Management Unit No. 5 (PMU5). The project will be initially implemented at the provincial level by Provincial Project Management Units (PPMU's) that are established within the Provincial Departments of Transport (PDoT's) for undertaking project work. A further component of RT3 is the development of a sector wide approach (SWAp) to rural roads so that in future all investments in the rural road sector can follow a common policy. This will eliminate the need for a specialised PPMU and full implementation responsibility will be transferred to PDoT's. 2.2 Financing Models used in RT3 Three financing models are proposed for RT3 so that provinces may progressively change their funding approach away from a project based system to a sectoral based funding system as proposed for the SWAp model. This will also allow existing institutions to be used rather than setting up separate project institutions to manage the project. The three stages are: a) Centrally managed implementation with all payments made through PMU5 but as many implementation functions decentralised to the provincial level as possible. The project is managed by a separate unit - the PPMU. b) Decentralised implementation (partial SWAp operation) with all payments made through the state treasury system but donor funds identified as a separate line item. All implementation functions will be managed by the province. The project continues to be managed by a separate unit - the PPMU. c) Full budget support or full SWAp where donor funds are not separately identified from state budget items. Full decentralised implementation with all project functions integrated within existing institutions. All of these frameworks require different institutional and management arrangements with differing capacity requirements so as to ultimately meet the goal of SWAp. 2.2.1 SWAP Model This framework addresses model 3 the SWAp approach which sees the project implemented within strengthened GoV systems and no longer requires a separate project structure to implement the project. SWAp is a staged approach during which time capacity building is strengthened together with harmonised GoV and other stakeholders procedures. The benefit of SWAp is that once the procedure is in place it is sufficiently robust so that it can be used by other organisation and GoV for rural road projects. There are also significant budget savings by integrating the project within the government structure. Providing the funds are dispersed correctly this will result in better use of donor funds which translates into greater possible road length being constructed using SWAp than before by using Models 1 and 2. The SWAP approach is shown diagrammatically in Figure 1. Rural Transport Project 3 30/0612005 Page 6 of 29 Third Rural Transport Project Consultancy Services for Technical Assistance for Project Preparation Environmental Framework Model 3 Figure 1: General Sectoral Approach to SWAp in RT3 Gradual decentralisation of responsibilities to provinces, districts and communes. Strengthening functions and promotion of private sector participation. Strengthening of national level Economic benefits; functions and systems(policies, increased investment strategies, information impact and gradual phase databases, stakeholder out of donor systems coordination, monitoring, allocations etc. Harmonisation of rural transport development among stakeholders SWAp is2: i) An evolution from traditional project based interventions ii) Is a staged process and fits with gradual decentralisation of responsibilities to the provinces iii) promotes integration of GoV and donor activities iv) promotes the increased use of GoV structures and procedures, rather than separate project systems that are set up by donors within GoV systems v) requires harmonisation of the sectors structures and procedures vi) reduces cost of providing support for interventions With regard to applying SWAp to the environmental program this will require the following to be in place. i) Environmental safeguards must be sufficiently robust so that risks are reduced. ii) Increased environmental awareness and responsibility for applying environmental systems must be well established within staff at central and provincial level. iii) Staff are well trained in environmental matters and are available at central and provincial levels in sufficient numbers and that replacement staff are also of similar standard. iv) An environmental assessment system is available that can be applied to all rural roads throughout Vietnam. v) The EA system is acceptable at both central and provincial level. 2 From RT3 Interim Report, March 2005. Section 2.4 Rural Transport Project 3 30/06/2005 Page 7 of 29 Third Rural Transport Project Consultancy Services for Technical Assistance for Project Preparation Environmental Framework Model 3 vi) The EA system is compatible with GoV and other donor requirements. vii) Sufficient physical resources are in place to continue to support these systems such as offices, office equipment and transport. viii) All of the above requirements must be self sustaining. 3. RURAL ROAD SECTOR STRATEGIES AND INSTITUTIONS 3.1 Background Vietnam has an extensive rural transport network of 213,400 km of roads. The network serves 75 percent of the total population which includes 90 percent of the nation's poor households. District and commune roads are mainly earth or gravel surfaces which are poorly maintained. It is estimated that over three quarters of rural roads are in poor condition3. Many are impassable to motorised transport during the wet season. Most passengers and goods in rural areas move by road, mainly by bicycle, or motorcycle, while Cong Nongs4 are used for heavier items. Poor transport conditions represent a major constraint to rural populations and hinder social and economic growth. Studies have shown that improvements in rural roads provide recognisably strong benefits in reducing poverty, while improved access increases school enrolments and use of public health facilities. Social responses to improvements in rural transport are greatest in poor provinces. 3.1.1.1 RT Development Strategy, Institutions and Policies Rural transport (RT) is recognised as an important component of the transport sector and is addressed by the following; i) The National Transport Strategy was developed by MoT in early 2000 as a requirement of its planning mandate. The National Transport Strategy looks at the whole transport sector of Vietnam which includes roads, railways, air and sea transport. In such a broad strategy rural transport is not a detailed component of the national transport sector strategy. The National Transport Strategy is to be periodically updated. The strategy is published in Vietnamese. ii) A Rural Transport Strategy Study was completed in 2000 under a DFID grant to the MoT. The study was nationally focussed and reviewed rural transport as a vehicle to address poverty concerns. The study looked at ways of increasing local level management and participation in planning and maintenance since communities make a major contribution of resources to rural roads for their construction and maintenance. project. The strategy proposed that the way forward for an effective rural road system was the need for the system to be organised on a sectoral basis rather than as series of discrete but often sometimes poorly coordinated projects5. The strategy is presently being reviewed by MoT. iii) Vietnam Integrated Transport Strategy Study (VITRANSS), 2000. The objective of VITRANSS was to propose strategies across the sector and to define policies, procedures and responsibilities of the agencies concerned. This strategy is published in Vietnamese. iv) Rural transport is also addressed within the Public Investment Programme for 2000 - 2005 which proposes that investment in rural transport be increased so as to support agriculture and rural development. v) The Comprehensive Poverty Reduction and Growth Strategy proposes that budget allocations for rural transport be increased so as to initially complete all Basic Access Roads, followed by increasing the proportion of roads with all-weather access. National strategies are addressed by development plans and programmes at both national and local levels. At the local level, Provincial Master Plans are prepared that includes rural 3 Much of the material in this section has been drawn from the Project Concept Note for RT3. 4 Cong nongs are a locally produced light trucks. They are slow and are mainly powered by a two cylinder diesel engine. Cong nongs typically have a 1-2 t capacity and are the favourite choice for short distance haulage of bulky items. 5 This has been developed as the SWAp approach or as funding model 3 and is to be applied in RT3. Rural Transport Project 3 30/06/2005 Page 8 of 29 Third Rural Transport Project Consultancy Services for Technical Assistance for Project Preparation Environmental Framework Model 3 transport development. The Master Plan goals are addressed by the various provincial organisations to develop Annual Work Plans. Rural transport Annual Work Plans are prepared by PDoT for each years activities. Annual Work Plans are approved by the Provincial People's Committee. 3.1.2 Institutions The Ministry of Transport (MoT) is the central body that is responsible for planning and development of transport within Vietnam. Rural transport is treated as one of the sectors of the master plan that the MOT is required to use as its planning basis. Rural transport is organised within MoT by the Rural Transport Unit (RTU). PMU 5 is one of several Project Management Units that has been established for project management by the MoT. PMU 5 is headed by a General Director with four sectional Vice Directors. PID1 (Project Implementation Division 1) is located within PMU 5. PID1 is responsible for implementing overseas development projects while PID2 is responsible for implementing domestically funded roads. PID1 is headed by a Chief and consists of several technical staff including the Environmental Officer who will be responsible for overseeing the environmental implementation arrangements for RT3. PDoT. At provincial level PDoT is the decentralised arm of MoT and undertakes the planning and implementation of transport activities. Rural transport is included as part of PDoT's activities. PDoT structure varies by province. In the RT3 structure PDoT will be headed by a Director with two Vice Directors who are responsible for (i) Transport and Industry and (ii) Construction and Maintenance. PPMU Projects are implemented via a Provincial Project Management Unit (PPMU) that is attached to PDoT. In the RT3 structure the PPMU reports to the Vice Director of the Construction and Maintenance Section. The PPMU consists of a Director, who oversees three groups; (i) the Technical Group (ii) Land Acquisition, Environment and Social Group (LAE&S group), and (iii) an Administration Group. The Technical Group normally consists of 3 Construction Supervision Engineers, one Maintenance Engineer and 2-3 Technical Planning staff. In some situations construction supervision may be outsourced to a locally hired consultant. Environmental (one position) and land acquisition (one position) is undertaken within the LAE&S group. In many cases though this staff may not be present and the PPMU technical staff often share these responsibilities with other project duties. In the RT3 structure the PPMU communicates via the responsible PDoT Vice Director to PID1. 3.1.3 Environment Sector 3.1.3.1 Policies and Strategies In 1988 the GoV approved the National Conservation Strategy which framed the basis for the first National Strategy on Environment and Development 1991-2000. The National Action Plan for the Environment and Sustainable Development was prepared by the National Committee for Science with the assistance of the United Nations Development Programme (UNDP), the International Union for the Conservation of Nature (IUCN) and other organizations and approved by the Prime Minister in 1991. The National Action Plan was presented at the Rio Conference in 1992. The National Strateav for Environmental Protection, 2001-2010 was prepared in 1998 by the National Environment Agency to address problems in the earlier National Conservation Strategy. The strategy states that sustainable development is the basis for development of the country and that development has to be underpinned by the overall improvement in socio- economic conditions or environmental protection will fail. This concept was incorporated as part of the "Strateav of Socio-economic Development from 2001 to 2010" which states that economic growth should be compatible with social development and environmental protection. Rural Transport Project 3 30/0612005 Page 9 of 29 Third Rural Transport Project Consultancy Services for Technical Assistance for Project Preparation Environmental Framework Model 3 In 2003 MONRE issued the National Environmental Protection Strategy as an integral part of Vietnam's Socio-economic Development Strategy. This strategy developed plans to 2010 with a vision for 2020 and proposes a series of cross-sectoral programs to implement the strategy. The strategy was approved by the Prime Minister in December 2003 and reaffirms the concept that economic growth must be harmonised with social development and environmental protection. The strategy is used to establish a set of environmental goals that are to be achieved by 2020, to reduce environmental pollution, provide access to safe water, improve the conservation and quality of natural resources and meet environmental labelling and standards so as to improve the peoples' quality of life while ensuring sustainable development. 3.1.3.2 Regulations Vietnam has enacted one environmental law which is supported by several decrees, directives, circulars and instructions. The National Law on Environment Protection (NLEP) was passed in 1993 which frames environmental protection and established the Ministry of Science, Technology and Environment (MOSTE6) as the mandated agency for the management of environmental protection. The legislation: - Identifies the responsibility of the state, provinces, organizations and individuals to prevent and remedy environmental deterioration and pollution and carry out specified environmental protection functions; - Provides for the development of environmental criteria (standards) and submission of environmental impact assessment reports on new and existing facilities; - Provides for responsible parties to pay compensation for environmental damage; - Establishes the right of individuals and organizations to petition for enforcement of environmental regulations; - Calls for civil and criminal penalties for violations; and - Encourages international environmental cooperation. The National Law on the Environment is currently being reviewed and a new law is expected to be approved at the end of 2005. Decree 175/CP. Decree 175/CP was promulgated in October 1994 to guide implementation of NLEP and provides broad guidelines for: - Division of responsibility among Ministries; - Environmental Impact Assessment; - Pollution prevention and disaster control; - Financial sources; and - Environmental inspections and standards. Decree 175/CP stipulates that any project invested, financed, loaned or joint invested by foreign or international individuals or organizations on Vietnam territory are subject to its requirements. As noted, RT3 will be undertaken with the support of the World Bank and, as such, requires environmental assessment pursuant to NLEP. Vietnamese Standard of Environment. Environmental standards for environmental parameters were issued by the (then) Ministry of Science, Technology and Environment (MOSTE) in 1995. Standards were prepared for; air quality, water quality and noise. Decree 143/2004/ND-CP was issued on 12 July 2004 by Government for modification and supplementation of Article 14 Decree 175/CP dated 18 October 1994. The Decree allocates the right of assessing and ratifying environment impact assessment for all kinds of projects. Circular 490/1998 is the main decree that applies to environmental assessment and was issued on 29 April 1998 by MOSTE. Circular 490/1998 provides guidance for the preparation of project- 6 In 2002 MOSTE was superseded by MONRE (the Ministry of Natural Resources and Environment). Rural Transport Project 3 30/06/2005 Page 10 of 29 Third Rural Transport Project Consultancy Services for Technical Assistance for Project Preparation Environmental Framework Model 3 level environmental assessments required for investment projects to comply with Decree 1 75/CP. Two categories of investment projects are recognized: a) Cateaorv I proiects includes all projects which may cause major environmental impacts. Category I projects require a full environmental impact assessment. Appendix I of Circular 490 shows that if a road is located in any of the following areas an EIA report is required; Projects to be developed in or adjacent to environmentally sensitive areas, wildlife reservation parks, tourist areas, and historical and cultural relics of national and international significance. b) Category II proiects includes all other investment projects not considered Category I. These require the submission of a Registration of Meeting Environmental Standards (RMES) to the provincial environmental authority (now DONRE). The RMES is not an EIA and its required content differs substantially from that of an EIA. The RMES requires only a baseline assessment of existing conditions and does not require any detailed assessment of potential impacts. An RMES is an application to DONRE to approve an existing or proposed project with regard to a brief environmental statement agreeing to meet environmental standards. Appendix IlIl provides an outline for submitting an RMES which shows that the structure for an RMES is designed for industries that may require pollution control rather than roads. The required outline includes: 1. Description of the land site 2. Description of production technology 3. Sources of pollution 4. Measures to mitigate pollution 5. Environment monitoring program 6. Undertaking to meet environmental standards Based on this assessment all rural roads that do not meet Category I requirements will be classed as Category II and require an RMES to be submitted to DONRE. Chapter III of Circular 490/1998 outlines responsibilities for the appraisal of Category I and 11 projects. Thus; Clause 5 specifies 60 days for appraising an EIA Report, while, Clause 6 specifies that the time period for considering an RMES shall not exceed 20 days. 3.1.4 Review of Regulations New environmental legislation is expected at the end of 2005. It is not known what this legislation may contain. Issues in regulations that have relevance for RT3 include the following. a) While Circular 490/1998 provides a good screening basis for projects based on their location with regard to environmentally sensitive areas, Category II projects require an RMES. The RMES contains poorly expressed conditions since the intention of the RMES appears to apply to polluting industries, not to road projects. b) The RMES was intended as a self-registration of the industry/project. As such it does not provide a license to operate but rather a declaration of the project/industry which DONRE can then address with regard to providing operating conditions. Hence as the RMES is the only vehicle to hang the RT3 EMP and EA assessment conditions on, it is an administratively weak link. Despite these inherent weaknesses the RMES will need to be applied by RT3 to meet EA approval requirements that will be needed by the WB. Rural Transport Project 3 30/06/2005 Page 11 of 29 Third Rural Transport Project Consultancy Services for Technical Assistance for Project Preparation Environmental Framework Model 3 3.1.4.1 Institutions a) Central Level: The Ministry of Natural Resources and Environment (MONRE) is the ministry that is charged with the responsibility for overseeing the implementation of the NLEP. MONRE exercises responsibility by approving, licensing, and control of projects with regard to; land, water resources, minerals the environment, meteorology and hydrology, and surveying and mapping. MONRE is responsible for the approval of Category I projects which require an EIA. b) At the provincial level MONRE is represented by DONRE which issues and approves RMES applications. As RT3 operates at provincial level and as the majority RT3 roads will meet Category II standards as defined by Circular 490/1998, DONRE will be the responsible agency to approve the RMES for RT3 roads. At provincial level DONRE are often a small organisation with few staff and many activities to manage. Approval of the rehabilitation of rural roads is often not seen as a major RMES requirement by DONRE as this does not meet the intention of what the RMES was supposed to do which was intended as self-registration of the project or industry. During RT2 DONRE have frequently delayed RMES approvals since they neither considered that issuing an RMES was warranted nor did they have the manpower or time to check the roads so as to verify the road for issuing an RMES. It is recommended later in the Framework that to avoid this problem that PDoT be delegated some of the approval responsibility. 4. WORLD BANK SAFEGUARD POLICIES The operations of the World Bank are guided by a comprehensive set of policies and procedures, dealing with the Bank's core development objectives and goals. These are set out in Operational Policies (OPs) and Operational Directives (ODs) which are short, focused statements that follow from the Bank's Articles of Agreement, general conditions and from policies specifically approved by the Board. Within the overall set of Operational Policies, Bank management has identified ten key policies that are critical to ensuring that potentially adverse environmental and social consequences are identified, minimized, and mitigated. The ten policies collectively form the Bank's safeguard policies and receive particular attention during the project preparation and approval process. The ten safeguard policies are summarised in Table 1 Table 1: Environmental Safeguard Policies of the World Bank Ref Name Objectives OP 4.01 Environmental This OP is triggered by RT3. See detailed summary below Assessment OP 4.04 NHabitats This OP is triggered by RT3. See detailed summary below. Op 4.09 Pest * Minimise environmental and health hazards arising as a Management consequence of pesticide use. * Ensure that pest management activities follow an [PM approach. * Develop a national capacity to implement IPM. * Effectively monitor the distribution and use of pesticides. OP 4.1 CuProperatly This OP is triggered by RT3. See detailed summary below OD 4.20 Indigenous Ensure that indigenous peoples (or ethnic minorities) that may be Peoples/Ethnic affected by the project: I * Receive full respect for their dignity, human rights and cultural Rural Transport Project 3 30/06/2005 Page 12 of 29 Third Rural Transport Project Consultancy Services for Technical Assistance for Project Preparation Environmental Framework Model 3 Minorities uniqueness. * Do not suffer adverse effects. * Receive culturally compatible social and economic benefits. * Benefit through prior consultation and informed participation. OD 4.30 Involuntary * Avoid or minimise involuntary resettlement and related economic Resettlement disruption, including loss of livelihood. * Provide transparent compensation procedures for involuntary acquisition of land and other assets. * Resettle people in a manner which provides them with sufficient investment resources and opportunities to share in the project benefits. * Restore or improve living standards of project affected peoples. * Compensate PAP's at full replacement costs. * Resettlement planning and mitigation measures are undertaken in consultation with PAP's via a participatory approach. OP 4.36 Forestry * Reduce deforestation * Enhance the environmental contribution of forested areas. * Promote forestation and thereby reduce poverty and encourage economic development. * Reduce forest encroachment * Protect communities traditional use of forested areas OP 4.37 Safety of * New dam construction projects Dams * Projects which may be affected by the safety or performance of an existing dam or dams under construction * Consider: dam height, reservoir capacity, suitability of dam safety .__________ _ standards. OP 7.50 Projects on * Ensures that projects will neither affect the efficient utilisation and International protection of international waterways, nor adversely affect Waterways relations between the Bank and it's Borrowers, and between riparian states. OP 7.60 Projects in Ensures that territorial disputes that may affect a project are identified Disputed at the earliest possible stage so as: Areas * Not to prejudice the position of either the Bank or the countries concerned. * Not to affect relations between the Bank and Member Countries. * Not to affect the relations between the Borrower and neighbouring countries. (Source: World Bank Environmental Safeguard Policies, Technical Guidelines for the Transport and Agriculture and Rural Development Sectors, The World Bank in Vietnam, Ministry of Planning and Investment). The following section discusses the three relevant World Bank OPs that are relevant to the RT3 project. OP-4.01: Environmental Assessment The requirements of World Bank OP 4.01 apply to RT3. RT3 has been screened and classified using OP4.01 as a Category B project, i.e., a project whose "impacts are site-specific; few if any of them are irreversible; and in most cases mitigatory measures can be more readily designed than for Category A projects..... The scope of EA for a Category B project may vary from project to project and is narrower than a Category A project. The EA for Category B projects examines the project's potential negative and positive environmental impacts and recommends any measures needed to prevent, minimize, mitigate, or compensate for adverse impacts and improve environmental performance." Footnote 11 for Category B projects states; Category B projects that are not in environmentally sensitive areas and that present well defined and well understood issues of narrow scope, the Rural Transport Project 3 30/06/2005 Page 13 of 29 Third Rural Transport Project Consultancy Services for Technical Assistance for Project Preparation Environmental Framework Model 3 Bank may accept altemative approaches for meeting EA requirements: for example, . environmentally sound operating procedures for road rehabilitation projects. Op 4.01 details requirements to be met for Sector Investment Lending (SIL) which would also apply to RT3 since RT3 is a sector based loan and is also intending to introduce SWAp procedures. Footnote 12 defines SILS as follows; SILs normally involve the preparation of and implementation of annual investment plans or subprojects as time slice activities over the course of the project.... Furthermore the implementing institution carries out appropriate EA according to country requirements and the requirements of this policy. OP 4.01 requires the Institutional Capacity of the borrower to be assessed. If required a capacity building component will be included in the project loan. OP 4.01 requires Public Consultation to be carried out during the EA for all Category A and B projects. The borrower is required to consult project affected groups and NGO's and to take their views into account. The consultation is to be done as early as possible. OP 4.01 requires Disclosure of the relevant material in a timely manner so that meaningful consultations may be held between the borrower and project-affected groups. Category B project EAs are made available through the World Bank InfoShop. During Implementation OP 4.01 requires the borrower to report on (a) compliance with measures agreed with the Bank, including implementation of any EMP; (b) status of mitigation measures; and (c) findings of monitoring programs. OP 4.04 Natural Habitats The Bank requires the conservation of natural habitats and expects borrowers to apply a precautionary approach to natural resource management. The Bank does not support projects that involve significant conversion or degradation of critical natural habitats. The policy applies to subprojects under sectoral loans. OP 4.11 Management of Cultural Propertv in Bank Financed Proiects "Cultural property" includes archaeological, paleontological, historical, religious and places with unique natural environmental values such as canyons and waterfalls. Under OP 4.11 the Bank will not finance projects that cause significant damage to non-replicable cultural property. 4.1 Operational Directives Operational Directives (ODs) that are applicable to RT3 but are not directly part of the ambit of this section include: * OD 4.20 Indigenous People, and * OD 4.30 Involuntary Resettlements These are discussed in the Resettlement Action Plan and Ethnic Minority Development Plan which are presented in a separate report. 4.2 Comparison of GoV and World Bank Environmental Safeguards Circular 490/1998 is the most relevant GoV document for RT3 as it categorises the RT3 sub- projects as Category II projects, which allows these to be approved at provincial level. Provincial approval is seen as a benefit as this integrates environmental approval with the project's overall aims of decentralising approval, design and implementation activities to PPMU level. The following activities are required in the EA system and this is shown in Table 2. In the event that Vietnamese laws and policies are inconsistent with World Bank Operational Policies and/or Directives concerning this Project, the normal solution is that the more stringent shall apply. Rural Transport Project 3 30/0612005 Page 14 of 29 Third Rural Transport Project Consultancy Services for Technical Assistance for Project Preparation Environmental Framework Model 3 Table 2 shows that there are three main areas of difference between the GoV EA process and the WB process. These are: * Need for an adequate and robust Environmental Management Plan. * Need for Public Consultation. * Need for Public Disclosure. To meet WB standards these differences will need to be resolved and included within the EA procedures to be adopted for RT3, these differences will need to be resolved so that harmonisation can be achieved between GoV and WB procedures. For SWAp this will require the development of one set of procedures. Rural Transport Project 3 30/06/2005 Page 15 of 29 Third Rural Transport Project Consultancy Services for Technical Assistance for Project Preparation Environmental Framework Model 3 Table 2: Review of GoV and World Bank Environmental Processes. EA process GoV World Bank Differences 1. Project and sub- Circ 490/1998 separates projects into OP 4.01 categorises projects as No large differences. GoV screening l project Screening Category I (req. EIA) or Category II projects Cat A, B, C or Fl projects. RT3 requirements should be acceptable (req. RMES). RT3 will mainly require RMES. meets Category B criteria. RT3 to WB. Should RT3 consider approving a road in a will require EA but with a narrower If SEA is required this would have to protected area, historic or cultural site, scope than Cat A projects. be done to Bank standards. classified scenic area OR the road extends For sector loans an SEA may be into two provinces, or has bridges longer than needed. 1000 m then Cat I EA assessment is required. (Decree 143/2004) SEA is not required as part of the EA process. 2. Preparation of EA While not directly specified it would be ToR is required for both Cat A and No large differences between GoV ToR expected that a ToR would be required for a B projects. The ToR for Cat A and WB procedures. Cat I project. Public discussion to frame the projects would also be established ToR is not required. by public discussion. This is not a For Cat II projects a ToR would not be requirement for Cat B projects. expected as it involves providing answers to an established set of procedures contained in the RMES. (Circular 490/1998 Appendix ll). 3. Contents of EA Stipulated for Cat I projects by Article 11 of The WB have well documented GoV requirements are vague and for report Decree 175/1994, whereby a preliminary and procedures and source books to RT3 the contents of the RMES would detailed EIA are prepared. undertake comprehensive EA need to be improved to (a) give it a For Cat II projects the contents of the RMES preparation. road focus and (b) ensure that an report are given in Appendix IlIl of Circular EMP and Env Monitoring adequate EMP and monitoring 490/1998. Programs are directly specified as program is included. This is required EMPs and Env. Monitoring Programs are not a requirement for both Cat A and so that it may be carried through to specifically mentioned as a requirement, B projects. the contract specifications, be though under current understanding of EA addressed by the contract bidding preparation they would be expected to be document, be appraised at the time included. of awarding the contract and be instituted at implementation (construction). Rural Transport Project 3 30/06/2005 Page 16 of 29 Third Rural Transport Project Consultancy Services for Technical Assistance for Project Preparation Environmental Framework Model 3 Table 2 continued 4. Public consultation Not required. Required for both Cat A and B Major difference and is required in projects. RT3 preparation. 5. Public Disclosure Not required. Required for both Cat A and B Major difference and is required in projects. RT3 preparation. 6. Implementation Responsibility of the authority that either WB clearly states that it requires Though institutional responsibilities monitoring appraise Cat I projects (MONRE) or who the borrower to report on for supervising monitoring are issue the decision for Cat II projects compliance measures, status and determined as either MONRE or (DONRE). Circular 490/1998, Chap IlIl, Clause findings of the monitoring DONRE, the actual requirements for 3. program. undertaking implementation monitoring i.e. what, how, who, when and cost, must be detailed as part of the EMP. Needs to be strengthened l______________________________________________________fr for RT3. Rural Transport Project 3 30/06/2005 Page 17 of 29 Third Rural Transport Project Consultancy Services for Technical Assistance for Project Preparation Environmental Framework Model 3 4.3 Proposed Harmonisation Measures Harmonisation will need to be achieved between GoV and WB procedures in the areas of legislation and procedures. However, without an adequate skills base being developed within PPMU and PID1 this will not be achievable. Staff capacity building is therefore central to applying SWAp. 4.3.1 SWAp will build on RT3 Models 1 and 2 In designing RT3 models 1 and 2, lack of environmental awareness and environmental assessment skills was identified as a major limitation for an effective environmental program at PPMU level. This was addressed by a series of training programs that are intended to familiarise staff with the use of the RT3 EA procedures and the strengthening of environmental procedures during construction. A monitoring system has also been developed so as to complement the training program. Also associated with this is the staged delegation of responsibility to the PPMU and PDoT for environmental approval of initial screening of the AWP roads and limited approval of the EA document. Both the training and the limited delegation given to the PPMU staff will benefit and can be further built on and developed for the SWAp model. For Model 3 these procedures will need to be again ramped up so that PDoT (not PPMU) is now responsible for the EA and approval of rural road rehabilitation projects. The consequences of this with regard to environmental safeguards must be considered. 4.3.2 Harmonising Legislation As shown in Table 2 there are three areas of difference between WB OP's and GoV legislation. While these have been addressed by inserting them into the Model 1 and 2 frameworks these areas will now need formalisation by a legal process. GoV has drafted new environmental legislation which is expected to be approved at then end of 2005. While the basis of the new legislation is not known it would hopefully be based on internationally acceptable procedures that would include the following so as to harmonise GoV legislation and WB requirements. * public consultation, * public disclosure, * requirement for an EMP, and * delegation of environmental responsibility to other line ministries. While it is not possible to predict the outcome of this, the fall back position with regard to this would be an MOU that would establish the principles between GoV and donors. This is not a satisfactory SWAp outcome. Harmonisation of these differences will need to be evaluated after the new GoV environmental legislation is approved. 4.3.3 Harmonising Institutions 4.3.3.1 Harmonising Institutions at the Central Level At the central level PMU5 would be retained for project management and to provide a link with WB. While RT3 is being implemented within the 33 provinces, PMU5 would receive copies of the Annex 2A and 2B at Initial Screening and Annex 10.3 and Annex 10.4 after EA Assessment. PMU5 would arrange to copy these as required to WB. PMU5 would have the overall responsibility of approving the transfer of PDoTs to SWAp. This would be based on performance indicators that includes not only having the environmental procedures and capacity in place but also financial, managerial and technical support capabilities. Rural Transport Project 3 30/06/2005 Page 18 of 29 Third Rural Transport Project Consultancy Services for Technical Assistance for Project Preparation Environmental Framework Model 3 4.3.3.2 Harmonising Institutions at Provincial Level During SWAp those PPMU's that are identified by PMU 5 as having built up their capacity to safely perform their environmental, financial, management and technical roles are disbanded and all rural road activities are taken over by PDoT. PDoT will now be responsible for undertaking and approving all Initial Screening, EA and construction monitoring as required. The handover of SWAp to PDots will be a gradual phased approach. It is possible that not all PDoTs will achieve SWAp during RT3. During Models 1 and 2 the PPMU's have been strengthened with environmental training programs so as to lift the PPMU's environmental abilities which are evaluated against a set of performance indicators that are shown in Section 1.8. These staff are located within and are a part of PDoT in which case no additional staff are required. PDoT will need to ensure though that a Environmental and Social Unit is created within PDoT to carry out functions which were previously undertaken by PPMU. Staff training will still be required to continue exposure to EA capacity building requirements. Under SWAp there are no differences in the way the EA would be carried out in comparison to Models 1 and 2. 4.3.4 Harmonising Physical Support Requirements No particular differences are noted at either provincial or central level. While SwAp may not be implemented in all PDoT's simultaneously it would be necessary to review the available physical support capacity (transport, office equipment etc) prior to the PDoT taking over the SWAp role and providing additional support as needed at this time. 5. RT3 ENVIRONMENTAL ASSESSMENT AND APPROVAL PROCESS SWAP For SWAp to be effectively implemented sufficient capacity must have been developed within the PPMU to undertake the implementation of the environmental safeguard requirements, both in terms of human resources and skills. The SWAp EA process that is described here is predicated on these skills having been developed within the PPMU. The PPMU can only be disbanded and duties handed over to the PDoT after PMU5 have evaluated the PPMU's capacity. Thus the take up of SWAp will require a phased approach so as to reduce environmental risks that will be introduced if SWAp is implemented before capacity is developed. The environmental assessment process that is proposed for SWAp is shown in Figure 2. This assumes that the following has been achieved: i) that sufficient environmental capacity has been built up within the PPMU ii) that Public Consultation has been created as a part of the EA process by new GoV environmental legislation, iii) that Public Disclosure has been created as a part of the new GoV environmental legislation, iv) that an EMP has been created as a part of the new GoV environmental legislation, v) that PDoT has been delegated authority to approve the EA as a part of the new GoV environmental legislation. These items are included in the EA procedure shown in Figure 2. The procedure that is proposed for SWAp is divided into two main areas. i) Environmental screening of candidate roads selected for the Annual Work Plan ii) Environmental assessment and approval of individual roads. Rural Transport Project 3 30/06/2005 Page 19 of 29 Third Rural Transport Project Consultancy Services for Technical Assistance for Project Preparation Environmental Framework Model 3 The procedures that are described are based at provincial level and will be used by PDoT. PDoT will undertake all approvals for both screening and the EA. PIDI within PMU5 will review and check the EA approvals and copy documents to the WB as requested. Rural Transport Project 3 30/06/2005 Page 20 of 29 Third Rural Transport Project Consultancy Services for Technical Assistance for Project Preparation Environmental Framework Model 3 Figure 2: RT3 Environmental Assessment Approval Process SWAp Model <-.-- Project Screening (Applied to candidate - Sub-project EA and Approval Process roads in Provincial Annual Work Plan ) (EA undertaken for individual road or bridge) Annex 2B copied to DONRE 0 Public 0 advise X Copied to . Consultation PMU5/ WB Cosltto | rcs M5WB uigE (0~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~ ~~~0 ~~ mcMn CD -u 00 c 0.~~~~~~~~~~~~~~~~~~~~~~D- (PDoT)~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~Po r Initial Screening No review and 1l l Isroadin Catl 11 il 0 l apo 12 0 environmentally RMES 3 / PD 2 (0~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~~0 CD i3 0.0 = Yes 8 C Cati PD~~~~~m noTarrange aL Public Disclosure = 0 ~~~~~~~~~~~~~~~of EA Document C) EIA - at Commune (20 2 Required ~~~~~~~~~~~~~~~~~~~PDot arrange days) Public advise Copied to Consultation _________CPied/ to Consultation process PUIBduring EA (PDoT) Operations Annex Annex Annex Annex FAnnex Annex Div 5 Tech Manual Section 10.2A 10.213 T 10.6A 10.3 I10.613 10.7 Guidelines I ~~~~~~~~~~~and and Env Section _ _ _ _ _ _ _ _ _ _ _ _ _ _ 1 ~~~~~~~ ~ ~ ~ ~ ~ ~ ~ ~ ~~~~~~~~10.4 1 _ _ _ _ 10.8 Rural Transport Project 3 3010612005 Page 21 of 29 Third Rural Transport Project Consultancy Services for Technical Assistance for Project Preparation Environmental Framework Model 3 5.1 Sub-project Screening Following Public Consultation a list of candidate roads is prepared by PDoT which are contained in the Initial AWP. Roads in the Initial AWP are screened for location within environmentally critical areas. Screening is carried out by the Technical Specialist Environment (TSE) within the Environmental and Social Unit (ESU) that will be formed in PDoT and each road is screened according to the steps shown in Annex 1 0.2A7. (Attached as Annex A). The majority of roads are expected to be simple road rehabilitation projects that are located in non-environmentally sensitive areas8. Any roads which are located in environmentally sensitive areas will answer "Yes" in the Annex 10.2A procedure and will become Category I projects. To proceed any further these roads will require an EIA to be completed and approval is issued either by DONRE or MONRE. Following screening, the TSE summarises the results in the List of Screened Roads (Annex 1 0.2B) and returns Annex 1 0.2B together with the individual Annex 1 0.2A forms attached, to the PDoT Planner. (Copies of Annex 10.2A and 10.2B are included in Annex A). The PDoT Planner approves the screening and includes the roads in the Draft AWP. Two activities occur at this time. i) A List of Screened Roads (Annex F.1) is placed on public display to meet disclosure requirements and ii) at the same time Annex A is copied to DONRE for their information. Public Disclosure: The PPMU Planner prepares a List of Screened Roads (Annex F.1) which is disclosed at the Provincial Office for 20 days. The List of Screened Roads includes the following (i) a complete list of all the roads that have been approved by the screening process and (ii) identifies the person in the PDoT together with his/her contact details who can be contacted with regard to any public comments that may be made about the AWP. Public comments must be received within 7 days of the Draft AWP going on display. Comments are directed to the PDoT and copied to DONRE. Comments received by PDoT/DONRE must be responded to. At the conclusion of the public display period Annex F.1 is certified by the provincial office stating that the list of screened roads has complied with the public display requirements. Annex F.1 is returned to PDoT, and copied to the PPC. Following Public Display the Draft Annual Work Plan together with the List of Screened Roads (Annex 10.2B) and the Public Display certification Annex F.1 is submitted to the PPC. Following approval by the PPC the Draft AWP becomes the Final AWP. 5.2 Environmental Assessment During environmental assessment (EA) every road and bridge within the Final AWP is subjected to environmental assessment to comply with approvals delegated to PDoT for review and approval of rural road rehabilitation projects. The process is shown on the right hand side of Figure 2. The EA of all roads and bridges that have been screened and included in the AWP are subject to EA using Annex 10.3A (Annex C). 7 Annex 10 refers to the title of the forms which are included within Chapter 10 of the Operations Manual (OM). The forms are attached in their OM format so that confusion with the OM is avoided. In this document the Framework Annexes which are attached to this document are shown in Bold e.g. Annex A = Annex 10.2B in the Operations Manual. 8 Environmentally sensitive areas are defined by Circular 490/1998 and include projects in; designated protected areas, registered cultural and historic sites and licensed scenic areas. Rural Transport Project 3 30/06/2005 Page 22 of 29 Third Rural Transport Project Consultancy Services for Technical Assistance for Project Preparation Environmental Framework Model 3 a) The EA is carried out after the AWP has been approved by the PPC. b) The TSE in the PDoT ESU prepares the EA using Annex 10. 3A for roads and follows the procedure that is shown on the front on Annex 10.3A. (Annex 10.3A is attached as Annex C). c) Public consultation is undertaken at the time of preparing the EA. Details of Public Consultation are shown in Section 7 Annex 10.3A. d) When the EA is completed, Annex 10.4 the EMP (Annex D) is attached to the EA to form the EA Document. e) The EA Document is reviewed and if satisfactory, approved by the PDoT Planner. PDoT should complete the approval within 20 days. f) Public Disclosure: At the same time that the EA Document is submitted to PDoT, PDoT also send the Public Disclosure Document (Annex F.2) to the relevant Commune offices9 where it is placed on public display for 20 days for public review and comment. The contact details of the person in the PDoT together with his/her contact details are also provided. Comments on the EA Document must be received within 7 days and directed to the PDoT and copied to DONRE. Comments received by PDoT/DONRE must be responded to. g) At the end of the Public Disclosure period the Chairman of Commune Office certifies that Public Disclosure has been completed (Annex F.2). h) After 20 days have elapsed and no comments have been received the EMP conditions regarding mitigation measures and monitoring requirements are included as part of the Contract Documents and the contract advertised. 5.3 Tendering and Contract Bidding The following actions are undertaken during construction and maintenance. Contract Specifications. The EMP is attached to the contract specifications and forms that part of the contract that specifies the environmental compliance conditions. The Bidder will also need to obtain a copy of the requirements of Division 5, Technical Guidelines (Annex E). Contract Bidding. At the time of bidding the Contractor acknowledges having read and understood the following; (i) the EMP, and (ii) Division 5 of the Technical Guidelines. These conditions are carried into the Bid Document by the Bidder preparing an Environmental Conditions Statement (ECS). The ECS is attached to the Bid Document and states that all of the EMP and Division 5 of the Technical Guideline are understood and are costed in the bid price. The Contractor is to nominate a contact person who will be responsible for supervising the environmental work. The ECS must be attached to the bid document and forms part of the Contractor's bid. Contract Appraisal. The ECS is sited at the time of evaluating the bid. If the bid does not contain an ECS the bid will not be considered by the Contract Review Committee. Award of Contract. At the time of awarding the contract, the Contractor signs the Acknowledgement of Environmental Compliance (AEC) which forms a condition of the contract. 9 Relevant Commune Offices is the commune in which the road/bridge that is to be rehabilitated or constructed is located. Rural Transport Project 3 30/06/2005 Page 23 of 29 Third Rural Transport Project Consultancy Services for Technical Assistance for Project Preparation Environmental Framework Model 3 The AEC acknowledges that the Contractor is aware of the environmental conditions contained in the EMP and Division 5 of the Technical Guidelines and that these will be complied with. A sample of the ECS and the AEC is attached as Annex G and H. 5.4 Construction Monitoring Where a Contractor is employed either during construction or maintenance the Contractor will be responsible for the daily organization and supervision of the work which includes monitoring the work for compliance with the requirements of the EMP and Division 5 of the Technical Guidelines. The Supervising Engineer (SE) will be responsible for overseeing the Contractor's work and checking the work for compliance with the EMP and Division 5 of the Technical Guidelines. For any shortcomings in the environmental program work the SE will issue a Construction Site Memorandum (CSM). (Annex I). The Contractor or his appointed representative will sign that he has received the CSM and is aware of it's contents. This work is to be carried out immediately to rectify the defect. A copy of the CSM is to forwarded to PDoT. DONRE is responsible for issuing licenses for borrow pits and quarries and will monitor activities within these areas. 6. INSTITUTIONAL ARRANGEMENTS FOR RT3 The main responsibility for implementing SWAp remains at the provincial level at the PDoT. At the central level PDoT is overseen by PID1 within PMU5. 6.1 Central Level At Central level the Environmental Officer in PID1 will be responsible for supporting PDoT environmental programs. This person will have a dual role of supporting the EA work carried out by PDoT as well as arranging the training programs that are required to continue strengthening the EA procedures that have already been undertaken during Model 1 and 2. The ToR for the PID1 Environmentalist is attached as Annex J. 6.2 Provincial Level At provincial level PDoT will be responsible for undertaking the EA process for both screening and EA assessment. The TSE's responsibilities within the PPMU would be transferred to the Environmental and Social Unit. (ESU). The ESU would be located as a unit under the Construction and Maintenance Office as shown in Figure 3. The ToR for the PDoT Technical Specialist Environment is attached as Annex K. During construction monitoring will be carried out on as required basis by the Contractor while the PDoT Supervision Engineer will monitor the Contractor's work. The Contractor's monitoring requirements are specified within the RMES, EMP and Technical Guidelines. The ToR for the PDoT Supervision Engineer is attached as Annex L. Rural Transport Project 3 30/06/2005 Page 24 of 29 -k 2;~~~~~~~~~~~~~~~~~~~~~~~ Third Rural Transport Project Consultancy Services for Technical Assistance for Project Preparation Environmental Framework Model 3 Figure 3: Organisation Structure of PDoT Office with ESU. DIRECTOR Vice Director Vice Director Transport & Industry Construction & Maintenance Construction & Maintenance Office |Environmental & Social Unit (From Interim Report Attachment 8.1-2) 7. CAPACITY BUILDING TRAINING AND PROCUREMENT REQUIREMENTS The Interim Report (Section 3.1) states that training program components should: a) Be designed as a continuation of the RT2 capacity building activities. b) Maximise the use of local resources. c) Adopt or develop existing training materials and references. d) Promote the five Regional Support Centres established during RT2. e) Adopt the approach of training the trainers, as was used in RT2, as the most appropriate training method. 7.1 Training Requirements at Provincial Level As the EA process is provincially based the focus of the training program is development of skills at this level. All of the following programs are provincial based. 7.1.1 Training in RT3 Environmental Procedures Obiective: To build on the training that has already been established in environmental assessment practices for RT3 so as to maintain and elevate environmental awareness within PDoT. While SWAp will not introduce any new EA processes, the impetus that has been built up under Models 1 and 2 needs to be continued so that environmental safeguard processes are well established within PDoT so as to reduce risk. Training requirements will be similar to Models 1 and 2 and includes: L[ The EA process both screening and EA, Public Consultation, ] Public Disclosure and [ the EMP. All of these process and procedures will need a separate training program to be developed for so as to reinforce them with PDoT staff. Rural Transport Project 3 30/06/2005 Page 25 of 29 Third Rural Transport Project Consultancy Services for Technical Assistance for Project Preparation Environmental Framework Model 3 Target: PDoT Section Directors, Site Engineers, Technical Specialists Environment and Sociology (4 staff) in all 33 provinces. Length of Course: L; WB and GoV legislative requirements, (1 day). . EA process (2 days) - Public Consultation, (1 day) E Public Disclosure (1 day) the EMP (2 days) To minimise costs some of these courses may be combined e.g. the WB and GoV legislation which may be new material may be able to be combined with the course on EA process, etc. Number of Courses: Each PDoT should send new staff twice, while more experienced staff may be sent once to the course. The first course needs to be held as soon as the province moves to SWAp, should there be several new and inexperienced staff in the ESU. A repeat course with new material may be held about 12 months later or as required. Already trained staff may attend as required and could be used to organise refreshed courses in their own PDoTs. Training arranged by: PIDI will have the overall task of arranging the training program in coordination with the PDoTs. MoT have a training section within their personnel section and the EA training component should be integrated with this section. The training modules may need revision from Models 1 and 2 so as to inject more challenging material into the course for the more experienced staff. Otherwise the original content of Models 1 and 2 could be used for the inexperienced staff. MONRE may be required to update the legislative requirements. Training would be carried out by experienced PDoT staff who are familiar with the EA process and who have a thorough understanding of the course requirements. The training may be arranged to be held in the regional centres that have been established under RT2. Cost of Course: US$ Preparation of training materials 12,000 Costs of trainers (fees, travel and per diems) 20,000 Costs for attendees 184,800 TOTAL COST $216,80 The course could be included as a component of the TA for Capacity Building Support that is proposed as an item in Section 3.4.3 of the RT3 Interim Report. 7.2 Training in Environmental Monitoring Obiective: To establish and build on the training of PDoT technical staff and contractors in environmental monitoring requirements for SWAp during construction and maintenance. SWAp will continue with the established procedures which includes: the EMP r Environmental requirements within Contract Documents L Environmental Activities within the Technical Guidelines Environmental monitoring requirements in the Operations Manual. Depending on the experience of the staff assigned to these courses the courses may be graded from introductory course to refresher courses for experienced personnel. Target: PDoT Section Directors, Engineers, Technical Specialists Environment and Sociology (4 staff), and contractors (3 staff) in all 33 provinces. Rural Transport Project 3 30/06/2005 Page 26 of 29 Third Rural Transport Project Consultancy Services for Technical Assistance for Project Preparation Environmental Framework Model 3 Length of Course: n The EMP and environmental requirements of the Contract Documents, explanation of the Technical Guidelines, (1 day). E Establishing the Contract Document and environmental monitoring procedures ( 2 days) Number of Courses: Each PDoT should send staff at least twice to the course for both the an initial introduction and later for a reintroduction to the process. For inexperienced staff the first course needs to be held before SWAp commences and the second course about 12 months later or as required. For experienced staff, a single refresher course could be held as required. This course could be held at the PDoT Training arranged by: PID1 will have the overall task of arranging the training program. The training modules would be prepared by consultants who have worked on preparing the EA process for RT3. The actual training would be carried out by the consultants who have prepared the materials together with experienced PDoT staff. The training would be arranged to be held in the five Regional Centres that have been established under RT2. Cost of Course: US$ Preparation of training materials 10,000 Costs of trainers (fees, travel and per diems) 18,000 Costs for attendees 138,600 TOTAL COST 166,600 The course could be included as a component of the TA for Capacity Building Support that is proposed as an item in Section 3.4.3 of the RT3 Interim Report. The total cost for all training programs is $383,400. Costs are shown in Table 3. 7.3 Procurement Requirements Procurement requirements for capacity building are expected to be modest as most offices would have been upgraded during earlier stages of RT3. However, some of this equipment may now need to be upgraded. 7.3.1 At Central Level PID1 has one Environmental Officer. Allowance should be made for a new computer with software and a printer. Estimated cost is $5,000. Total cost at central level is $5,000. 7.3.2 At PDoT level As 14 PDOTs were equipped under the earlier phase of RT3 the other 19 offices may now need equipment upgrading . Estimated cost to provide new office equipment for 19 PDoTs and for 5 other offices with office equipment is $240,000. No transport costs have been included as the Site Engineer who will be responsible for monitoring normally stays on site and does not commute back and forth from the PDoT to the work site. Should the monitoring be done by a consultant Site Engineer, transport costs would be included in the cost of hiring the consultant. Procurement costs are shown in Table 3. Care will need to be taken to check that these costs have not already been included in other project capacity building costs. Rural Transport Project 3 30/0612005 Page 27 of 29 Third Rural Transport Project Consultancy Services for Technical Assistance for Project Preparation Environmental Framework Model 3 7.3.3 Procurement Requirements in Other Institutions As SWAp is a provincial focussed initiative no other institutions either inside or outside the PDoT have been identified that may need to be included in procurement capacity building. Table 3: Training and Capacity Building Costs Capacity Building Training Central Province Total $383,400 $5,000 $240,000 $628,400 8. MONITORING OF SWAP Four areas need to be monitored to evaluate the implementation of the SWAp environmental program. These are: i) Adoption of EA process under SWAp ii) Adoption of environmental conditions in Contract Documents iii) Adoption of Contract conditions by the Contractor iv) Training These programs are shown in Table 4. 8.1 Institutional Requirements for Monitoring 8.1.1 PMU5 The project M&E Specialist located within PMU5 and will have the overall responsibility for coordinating the environmental program as part of his duties. A ToR for this person is attached as Annex M. 8.1.2 Performance Indicators SWAp will need a high level of environmental safeguard awareness to be established at the provincial level. These are incorporated within the M&E indicators and are shown in the column under Verifiable Indicators. It is essential that only those provinces that meet these indicators proceed to SWAp otherwise environmental safeguards will be jeopardised. Rural Transport Project 3 30/06/2005 Page 28 of 29 Third Rural Transport Project Consultancy Services for Technical Assistance for Project Preparation Environmental Framework Model 3 Table 4: Monitoring Program for SWAp Implementation Parameter Verifiable Indicator Criteria Verified By: Target Location Frequency Responsibility 1. PDoTs established EA processes being Annexes 10.2A and B; Annexes Number of PPMU/PDOT no longer PPMU 6 months M & E Specialist to move to SWAp completed satisfactorily 3A/B, 10.4 and 7.1 and 7.2 required to submit Annex 2B to PMU5 during PPMU stage completed and used correctly. DONRE for desk review. 2. Continued use of EA Screening process Completed correctly and No incorrect inclusions of Cat I PDoT 6 months M & E Specialist EA process at PDoT completed correctly at understood: Annex 10.2; projects in Cat II screening. PMU5 PDoT EA assessment process Completed correctly and All documents being used correctly. PDoT 6 months M & E Specialist completed correctly at understood: Annex 10.3 A/B; Annex PMU5 PDoT 10.4; Public Disclosure Document 3. Adoption of Contract Document Completed correctly: Annex 10.4 All contracts PDoT 6 months M & E Specialist environmental and CES included in bid and PMU5 conditions in Contract evaluated as part of contract document. 4. Adoption of Site records Completed: Specified in Contract All contractors operate with PDoT 6 months M & E Specialist Contract Conditions and acknowledged by CAEC. knowledge of environmental PMU5 by Contractor Verified by CSM's and that work has monitoring requirements for been corrected. construction and maintenance. 5. Training Training program in E Programs held (no) All 33 provinces. PID1 6 months M & E Specialist procedures ~Persons trained by each program PU procedures ~~~(no). PU PDoTs that have acquired skills to approve (i) Annex 2B (no) and (ii) Annex 3A (no). Training program in Programs held (no) All 33 provinces. PID1 6 months M & E Specialist Environmental Persons trained by each program PU Eonvitronmeta (no) PU Monitoring Contractors trained (no) EA, environmental assessment; RMES, Registration for Meeting Environmental Standards; DONRE, Department of Natural Resources and Environment; CES, Contractor's Environmental Statement; CAEC, Contractor's Acknowledgement of Environmental Compliance; CSM, Contractor's Site Memorandum. Rural Transport Project 3 30/06/2005 Page 29 of 29 i i i i I i i i i I ANNEX A (ANNEX 10.2 Operations Manual) INITIAL ENVIRONMENTAL SCREENING PROCEDURE Introduction: This procedure is to be used for undertaking the initial environmental screening of individual roads that have been identified for inclusion in the provincial AWP. The procedure satisfies the requirements of World Bank O.P. 4.04 and O.P. 4.11 and the GoV Circular 490 which is used to provide an initial screening and separation of roads into either Cat I or Cat II projects. It is expected that the majority of rural roads will meet Cat II requirements i.e. projects that are required to complete an RMES (Registration for Meeting Environmental Standards). Any roads which answer "Yes" in the procedure will become Category I projects and to proceed any further these roads will require an EIA to be completed. DONRE will advise about requirements for undertaking an EIA. Two forms are used: i. Annex 10.2A, Initial Environmental Screening, which is used for screening each road and ii. Annex 10.2B, the List of Screened Roads, which summarises and collates the results of the roads screened in Annex 1 0.2A. Required for: Each road that has been selected for inclusion in the AWP is to be screened using Annex 10.2A. At this stage each road has been provided with an identification code Process and Responsibilities: The screening is carried out after an initial list of roads has been provided by the community road identification process. This is the Initial List of AWP roads. i. The Environmental Specialist (ES) undertakes the screening of roads included in the Initial List of AWP roads using Annex 1 0.2A. ii. Following screening, the ES summarises the results in Annex 10.2B List of Screened Roads and returns Annex 10.2B together with the individual AnnexlO.2A forms attached to the PPMU Planner. iii. The PDoT Planner approves the List of Screened Roads and includes the roads in the Draft AWP. iv. The List of Screened Roads is placed on public disclosure at the Provincial and Office for 20 days and is open for public comment for 7 days. At the end of 20 days the Provincial Office certifies that the List of Screened Roads has been on display. v. The List of Screened Roads with the completed Public Display Certification is attached to the Draft AWP and submitted to the PPC for approval. Following approval the Draft AWP becomes the Final AWP. vi. The Draft AWP and the List of Screened Roads with the completed Public Certification statement is copied to PMU-5, who forward this to the World Bank Office in Hanoi. ANNEX A Screening 10.2 A-B.doc 30/06/2005 Page I of 3 Road or Bridge ANNEX 10.2 A: Code: INITIAL ENVIRONMENTAL SCREENING PROCEDURE Annual Work Plan: ............. (year) Identify whether this is: (i) Road project (District or commune road): (ii) Bridge construction project (Cross out one of these) Class or type of road: .. or bridge: Name of Province: ........... Name of District: . Road: Name of Commune where road: Starts ................Finishes.................. Bridge: Name of Commune where bridge is located: .................... Road Bridge Length of road to be rehabilitated km Length of bridge m Road rehabilitated to class Name of stream: ENVIRONMENTAL SCREENING Is the road or bridge located within any of the following areas. Answer "Yes" or "No" Road or bridge located in No Yes Name of feature 1 Protected area ? 2 Registered cultural/historic site ? 3 Zoned scenic area ? 4 Critical natural habitat 5 Cross provincial boundary ? 6 Forest area ? 7 Wetland? = If "No" is answered to all questions the road or bridge will require an RMES to be issued after the AWP has been approved by the PPC. Annex 10.3A Roads or Annex 10.3B Bridges is used to complete the Environmental Assessment (EA) of the road or bridge for the RMES. If "Yes" has been indicated an EIA will be required. At this stage an alternative to the location for the road or bridge should be considered so as to avoid these areas. If a decision to proceed with the road or bridge is made the DENR will provide instructions on how to undertake the EIA. Screened by: ........... Name: . Position in PDoT: ..... ...... Date:. ANNEX A Screening 10.2 A-B.doc 30/06/2005 Page 2 of 3 ANNEX 10.2 B LIST OF SCREENED ROADS Province: ........................ Annual Work Plan: ............. (year) 1. ROADS No. Road Length Road to be Name Name of Result of Screening Remarks Code (km) rehabilitated of Commune to Class District Start Finish Cat I EIA Cat II RMES 1 2 4 5 BRIDGES 2. BRIDGES No. Bridge Length Name of Name of Name of Result of Screening Remarks Code (mn) Stream Distict Commune Cat I Cat II EIA RMES 1 2 In the Remarks column provide supporting details. For example explain why a road or bridge that is located an environmentally sensitive area and classified as Cat I is required in this location. Copied to: PMU 5 who forward a copy as required to World Bank Office Hanoi. ANNEX A Screening 10.2 A-B.doc 30/06/2005 Page 3 of 3 I i I I i i i I t I I i ANNEX C: (ANNEX 10.3 Operations Manual) ENVIRONMENTAL ASSESSMENT: 10.3 A: RURAL ROAD REHABILITATION 10.3 B: BRIDGE CONSTRUCTION Introduction: Two Environmental Assessment (EA) Annexes have been prepared for the following; i. Annex 10.3 A: Rural road rehabilitation and ii. Annex 10.3 B: Assessment of bridge construction. The EA consists of a series of questions that provide information to evaluate environmental issues with regard to the design and location of the road or bridge. Issues that will arise from construction are addressed separately by Annex 10.4 the Environmental Management Plan (EMP). Annex 10.3A/B also evaluates the environmental risks for each road or bridge and includes questions on public consultation and certifies that public disclosure has been undertaken. Required for: All roads and bridges that are included in the Final AWP and have been screened and approved by the screening process established in Annex 10.2A. Process and Responsibilities: i. Annex 10.3A or Annex 10.3B together with Annex 10.4 (The Environmental Management Plan) are prepared by PDoT. These are combined and make up the EA Document. ii. PDoT arrange the Public Disclosure of the EA Document at the relevant Commune. The document is placed on display for 10 days during which time the public may comment on the document. At he completion of the Public Disclosure period the Commune Chairman certifies that the document has been on public display. iii. On siting the Public Disclosure Certificate PDoT approve the road or bridge. iv. The PDoT arrange for the conditions of the EMP to be attached to the Contract Document for bidding so that the contractor is aware of these conditions. v. Contracts are awarded based on these conditions and construction commences. vi. Construction monitoring is carried out as required. ANNEX C 10.3 EA Process.doc 30/06/2005 Page I of 9 Road Code ANNEX 10.3 A ROADS: ENVIRONMENTAL ASSESSMENT: RURAL ROAD REHABILITATION 1. Road Approval This road has been approved in the Final AWP i. AWP year: ii. The road is identified in the AWP as road: 2. Road Location Details i. Province: ii. District: iii. Type of road (District or Commune road): iv. Road starts at Commune: (name) v. Road finishes at Commune: 3. Need for Road i. Briefly justify why the road is required: ii. Provide population details for each of the communes that the road will service. Name of Commune Population 3 4 iii. The year that population data refers to is: . iv. State how many days in the year (on average) that the road is impassable due to; (a) mud ......... no. of months:(b) flooding ........... no. of days; (c) other problems (identify what these are) ......... no. of days. 4. New Road Alignment: i. Do any sections of the road require a new alignment? Yes or No If "Yes" specify location (km + m): (i) From (ii) To: ii. Does the new alignment pass through any of the environmentally critical areas listed in Annex 10.2A i.e. protected areas, etc?. Yes or No. If "Yes" explain. If "No" detail the type of land use that the new alignment will pass through. ANNEX C 10.3 EA Process.doc 30/06/2005 Page 2 of 9 Road Code 5. Road Design Details: Item Unit Specification Details or Remarks or Quantity 5.1 Class of road class 5.2.4 Total road length km 5.2.1 Total road lengthl: < 3% km 5.2.2 Total road length: 3 -10 % km 5.2.3 Total road length > 10 % km 5.4.1 Design width ( = pavement m width + side drains) 5.4.2 Length of existing road that km meets design width. 5.4.2 Length of existing road that km does not meet design width (urban areas) av. width (m) 5.4.3 Length of existing road that km does not meet design width (all other areas) av. width (m) 5.4.4 Design pavement width m 5.5.1 Existing pavement material (a) type (b) km 5.5.2 Proposed pavement material (a) type (i) (b)km 5.5.3 Proposed pavement material (a) type (ii) (b) km 5.6 Volume of material to be m i. Specify location where the material excavated and disposed of is to be disposed. away from road site. ii. Address in EMP. 5.7 Volume of fill required for m3 i. Specify location of borrow pit: roadbed. ii. New or existing borrow pit? ii. Address in EMP. 5.8 Volume of crushed rock m3 i. Specify location of quarry: required for pavement. ii. New or existing quarry ? I _______________________ ____________ iii. A ddress in EM P. 5.9.1 Volume of bitumen required kgs for pavement 5.9.2 Type of bitumen to be used. i. emulsion or i. If emulsion type, specify method to ii. non clean and dispose of drums. emulsion ii. Address in EMP. 6. Services: When the road is widened will any of the following services require relocation? This includes substantial and not easily moved services such as concrete power poles that may be inside the existing road alignment. (Installations which can be easily moved e.g bamboo supported power lines are not included). 1 Length of road. The total road length is to be separated into these three categories. Any sections less than 30 m may be disregarded and included in the previous category. ANNEX C 10.3 EA Process.doc 30/06/2005 Page 3 of 9 Road Code Service Yes No Detail by section (km + m) 6.1 Electricity 6.2 Water pipelines 6.3 Telephone 6.4 Irrigation channels 6.5 Drainage channels 6.6 Other 7. Public Consultation Provide a separate statement of details of meetings that have been held with the local community that includes the following; i. Date: ii. number of persons attending: iii. name of commune that they live in: iv. purpose of meeting: v. points discussed: vi. main concerns expressed by the local community and: vii. how were these concerns resolved: Repeat for each meeting that has been held for project information. The minimum number of meetings are two and include a formal meeting held at the time of road identification, while a series of formal or informal meetings may be held with the local community during project data gathering. 8. Certification by PDoT: i. I certify that the information given above is correct and. ii. The road is/is not located in any environmentally critical area as specified in Circular 490/1998, O.P.4.04 or O.P. 4.11. If it is located in an environmentally critical area an EIA will need to be arranged and approved by DONRE. iii. Public consultation has been completed as shown in Item 6. I certify that Public Display has been arrange at the Commune Office as follows. i. Name of Commune where displayed:. ii. Place where displayed in the Commune:. iii. Dates of display Commune: From: ......... To:...............T iv. I further certify that comments were/were not received while the EA document was on public display. (If comments were received details of the comments and the response must be attached to this document). Signed: .. Date:. ANNEX C 10.3 EA Process.doc 30/06/2005 Page 4 of 9 Road Code Name: .. Position in PDoT: . Copy forwarded to PMU5 PMU5 to forward copy to WB if required. ANNEX C 10.3 EA Process.doc 30/06/2005 Page 5 of 9 ANNEX 10.3B ENVIRONMENTAL ASSESSMENT: 10.3 A: RURAL ROAD REHABILITATION 10.3 B: BRIDGE CONSTRUCTION Introduction: Two Environmental Assessment (EA) Annexes have been prepared for the following; iii. Annex 10.3 A: Rural road rehabilitation and iv. Annex 10.3 B: Assessment of bridge construction. The EA consists of a series of questions that provide information to evaluate environmental issues with regard to the design and location of the road or bridge. Issues that will arise from construction are addressed separately by Annex 10.4 the Environmental Management Plan (EMP). Annex 10.3A/B also evaluates the environmental risks for each road or bridge and includes questions on public consultation and certifies that public disclosure has been undertaken. Required for: All roads and bridges that are included in the Final AWP and have been screened and approved by the screening process established in Annex 10.2A. Process and Responsibilities: i. Annex 10.3A or Annex 10.3B together with Annex 10.4 (The Environmental Management Plan) are prepared by PDoT. These are combined and make up the EA Document. ii. PDoT arrange the Public Disclosure of the EA Document at the relevant Commune. The document is placed on display for 10 days during which time the public may comment on the document. At he completion of the Public Disclosure period the Commune Chairman certifies that the document has been on public display. The certification is sent to PDoT. iii. On siting the Public Disclosure Certificate PDoT approve the road. iv. PDoT arranges for the conditions of the EMP to be attached to the Contract Document for bidding so that the contractor is aware of these conditions. v. Contracts are awarded based on these conditions and construction commences. vi. Construction monitoring is carried out as required. ANNEX C 10.3 EA Process.doc 30/06/2005 Page 6 of 9 Bridge Code ANNEX 10.3 B ENVIRONMENTAL ASSESSMENT: BRIDGES 1. Bridge Approval This bridge has been approved in the Final AWP i. AWP year:............... ii. The road is identified in the AWP as road: . 2. Bridge Location Details i. Name of Province: . ii. Name of District: . iii. Name of Commune: . iv. Name of water course:. v. Bridge is located at: ........ .... (km + m from start of road) 3. Need for Bridge i. Briefly state why the bridge is required: ii. Provide population details for each of the communes that the bridge will service. Name of Commune Population 1IT 2 3 4 5 _ _ iii. The year that population data refers to is: . iv. State how many days in the year that the road crossing where the bridge is to be located is impassable due to:(a) flooding .no. of days; (b) other problems (identify what these are) . no. of days v. Is the water course used by boats? Yes or No. If "yes" explain the various uses that the water course provides for boats: .......................................................................................... ANNEX C 10.3 EA Process.doc 30/06/2005 Page 7 of 9 Bridge Code 4. Bridge Design Details: Item Unit Name, Details or Remarks Specification _or Quantity 4.1 Name of water course name 4.2 Catchment Area mz 4.3 Width of channel at bridge site m 4,4 Length of bridge m 4.5.1 No of spans no 4.5.2 Length of span m 4.5.3 Width of bridge m 4.6 Bridge loading capacity tonnes 4.7 Is bridge required to provide Yes or clearance for boats? No 4.7.1 Clearance required for boats m 4.7.2 Bridge clearance normal water m level 4.7.3 Bridge clearance at design m flood 4.8.1 Bridge substructure: i. concrete ii. wood 4.8.2 Bridge superstructure: i. concrete ii. wood 4.9 Type of abutment protection: Show (i) Concrete, (ii) Grouted rock type: (iii) wire basket type (iv) other or (v) none 5. Bridge Approach Road: i. Do any sections of the bridge approach road require a new alignment? Yes or No If "Yes" specify location (km+m): (i) From (ii) To: ii. Does the new alignment pass through any of the environmentally critical areas listed in Annex 10.2A i.e. protected areas, etc?. Yes or No. If "Yes" explain. If "No" describe the type of land use that the new alignment will pass through. e.g. irrigated rice paddy, dryland rice area etc. ANNEX C 10.3 EA Process.doc 30/06/2005 Page 8 of 9 Bridge Code 6. Public Consultation Provide a separate statement of details of meetings that have been held with the local community that includes the following; i. Date: ii. number of persons attending: iii. name of commune that they live in: iv. purpose of meeting: v. points discussed: vi. main concerns expressed by the local community and: vii. how were these concerns resolved: Repeat for each meeting that has been held for project information. The minimum number of meetings are two and include a formal meeting held at the time of the bridge identification, while a series of informal meetings may be held with the local community during project data gathering. 7. Certification by PDoT: i. I certify that the information given above is correct and ii. the bridge is/is not located in any environmentally critical areas as described in Circular 490/1998 or O.P. 4.04 or O.P. 4.1 1. If it is located in an environmentally critical area an EIA will need to be arranged and approved by DONRE. iii. Public consultation has been completed as shown in Item 6. I certify that Public Display at the Commune Office has been completed as follows. iv. Name of Commune where displayed:. v. Place where displayed in the Commune:. vi. Dates of display Commune: From: ........ To:................. vii. I further certify that comments were/were not received while the EA document was on public display. (If comments were received details of the comments and the response must be attached to this document). Signed: ... Date:. Name: ... Position in PDoT:. Copy to PMU 5; copied to WB as required ANNEX C 10.3 EA Process.doc 30/06/2005 Page 9 of 9 i i i Road ID ANNEX D (ANNEX 10.4 Operations Manual): ENVIRONMENTAL MANAGEMENT PLAN The Environmental Management Plan (EMP) has been prepared as a general document that is intended to be applied to construction and maintenance activities for road and bridge situations in RT3. The EMP addresses specific impacts identified in Annex 3A and B and is supplemented by Activities that the Contractorl must address which are included in Division 5 - Environmental Activities of the Technical Guidelines. While the EMP has been prepared as a document to cover probable impacts that may result from construction or maintenance activities it is possible that other impacts may be identified that are not covered by this EMP. Should this happen the EMP must be extended to address the missing impact. The EMP is to be attached to the Contract Document and forms the contract's environmental conditions. Where an RMES has been issued by DONRE this is also attached to the Contract Document and forms part of the contract's environmental conditions.. The Engineer2 has overall responsibility for ensuring that the Contractor carries out the work stated in the EMP and RMES so as to satisfy the contract conditions. Should the work not be carried out to a state that is approved by the Engineer, the Engineer will arrange for the work to be completed and the costs of re-instating the work to the approved standard will be recovered from the Contractor's final payment. Work must be carried out to meet strict environmental requirements and should issues arise between the Contractor and the Engineer these may be referred to the PDoT and/or DONRE who may in turn inspect the works and instruct the Engineer as required. All instructions to the Contractor are given via the Engineer, similarly the Contractor must first direct all issues to the Engineer. If the Engineer is unable to resolve these issues then the Engineer may direct these to PDoT and/or DONRE as required for their resolution. A. Conditions of the EMP A.1 Site Revegetation Description: See Technical Guideline Activity 35 EN "Site Revegetation". Applies to the revegetation of all disturbed areas where suitable conditions exist for re-establishing vegetal cover. 'The Contractor is the person who has been awarded the contract for the works. 2 The Engineer means the Director of the Provincial Department of Transport of the province in which the contract is let. This person is responsible for arranging the technical supervision of the contract and the Contractor. ANNEX D 10.4.doc 30/06/2005 Page 1 of 6 Mitigation Procedure: Specified in "Procedures" in the relevant Activity Sheet3. Clearances and Approvals Needed: Soil nutrient sampling may be required as well as advice on grass, shrub and tree species from the provincial office of MARD. Monitoring Required: Monitoring of the Contractor's work is required. Person Responsible for Monitoring: Specified in the relevant Activity Sheet. The contractor is responsible for the daily supervision of work. The Engineer will inspect and approve the revegetation work as required. Monitoring Criteria: Revegetation must be successful over at least 75 percent of the area 2 weeks after using planting materials or 1 month after seeding. A.2 Disposal of Excavated Material Description: See Technical Guideline Activity 36 EN "Off-site Disposal of Excavated Material". Applies to the off-site disposal of excavated earth and rock materials that cannot be re-used in the road formation. Mitigation Procedure: Specified in "Procedures" in the relevant Activity Sheet. Clearances and Approvals Needed: Specified in the relevant Activity Sheet. Approval must be obtained from owner's of sites where material is disposed. All sites must be approved by the Engineer. Monitoring Required: Monitoring of the Contractor's work is required. Person Responsible for Monitoring: Specified in the relevant Activity Sheet. The contractor is responsible for the daily supervision of work. The Engineer will inspect and approve as required and when the off-site disposal area is no longer required. Monitoring Criteria: Specified in the relevant Activity Sheet in Construction Methods. A.3 Site Clean up and Disposal of Waste Description: See Technical Guideline Activity 37 EN "Site Clean up and Disposal of Waste". Applies to areas where waste material remain from the Contractor's activities. These could be construction sites, camp sites or other areas that the Contractor has occupied. These areas require clearing and closing. Mitigation Procedure: Specified in "Procedures" in the relevant Activity Sheet Clearances and Approvals Needed: Specified the relevant Activity Sheet. All sites must be approved by the Engineer. Monitoring Required: Monitoring of the Contractor's work is required. Person Responsible for Monitoring: Specified in the relevant Activity Sheet. The Contractor is responsible for the clean up of work areas and closing sites. The Engineer will inspect and approve the Contractor's clearing and closing of sites. Monitoring Criteria: As specified in Construction Methods for this Activity. A4. Rehabilitation of Borrow Pits Description: See Technical Guideline Activity 38 EN "Use and Closure of Borrow Pits". Applies to off-site areas that are excavated for materials for the road formation. These areas are termed borrow pits. Mitigation Procedure: Specified in "Procedures" in the relevant Activity Sheet Clearances and Approvals Needed: Specified in the relevant Activity Sheet. All sites must be approved by the Engineer. 3The relevant Activity Sheet refers to the Activity Sheet in the Technical Guidelines that describes the activity. ANNEX D 10.4.doc 30/06/2005 Page 2 of 6 Monitoring Required: Monitoring of the Contractor's work is required. Person Responsible for Monitoring: Specified in the relevant Activity Sheet. The Contractor is responsible for the daily supervision of work. The Engineer will inspect and approve the Contractor's operations in the borrow pit and when the borrow pit is closed. Monitoring Criteria: As specified in Construction Methods for this Activity. A.5 Rehabilitation of Quarries Description: See Technical Guideline Activity 39 EN "Use and Closure of Quarries". Applies to off-site areas that are excavated for rock materials. These areas are termed quarries. Mitigation Procedure: Specified in "Procedures" in the relevant Activity Sheet Clearances and Approvals Needed: Specified in the relevant Activity Sheet. All sites must be approved by the Engineer. Monitoring Required: Monitoring of the Contractor's work is required. Person Responsible for Monitoring: Specified in the relevant Activity Sheet. The Contractor is responsible for the daily supervision of work. The Engineer will inspect and approve the Contractor's operations in the quarry and when the quarry is closed. Monitoring Criteria: As specified in Construction Methods for this Activity. A.6 Removal and Reinstatement of Services Description: See Technical Guideline Activity 40 EN "Removal and Re- instatement of Services". Applies to those services that the Contractor can safely relocate where the road requires widening. Mitigation Procedure: Removal and relocation of services that can be safely relocated by Contractor. Clearances and Approvals Needed: Specified in the relevant Activity Sheet. Removal of any services must be approved by the Engineer. Monitoring Required: Monitoring of the Contractor's work is required. Person Responsible for Monitoring: Specified in the relevant Activity Sheet. The Contractor is responsible for the daily supervision of work. The Engineer will inspect and approve the Contractor's operations. Monitoring Criteria: The re-instatement of the removed service in working condition. A.7 Dust Control Description: See Technical Guideline Activity 41 EN "Dust Control". Applies to areas where dust generated from the Contractor's activities becomes a nuisance to the surrounding community or workers in a work place situation. Mitigation Procedure: Specified in "Mitigation Methods" in the relevant Activity Sheet. Monitoring Required: Monitoring of the Contractor's work is required. Person Responsible for Monitoring: Specified in the relevant Activity Sheet. The Contractor is responsible for the daily supervision of work. The Engineer will inspect and approve the Contractor's operations. Monitoring Criteria: Community and worker satisfaction with Contractor's dust control procedures. A.8 Noise and Vibration Control ANNEX D 10.4.doc 30/06/2005 Page 3 of 6 Description: See Technical Guideline Activity 42 EN "Noise and Vibration Control". Applies to areas where noise and vibration generated by the Contractor's activities becomes a nuisance and a hazard to the surrounding community or workers in a work place situation. Mitigation Procedure: Specified in "Mitigation Methods" in the relevant Activity Sheet. Monitoring Required: Monitoring of the Contractor's work is required. Person Responsible for Monitoring: Specified in the relevant Activity Sheet. The Contractor is responsible for the daily supervision of work. The Engineer will inspect and approve the Contractor's operations. Monitoring Criteria: Community and worker satisfaction with Contractor's noise and vibration control procedures. A.9 Handling of Fuel, Lubricants and Bitumen Description: See Technical Guideline Activity 43 EN "Handling of Fuel, Lubricants and Bitumen". Applies to the safe handling of fuel, lubricants and bitumen so as to avoid contamination of the surrounding environment. Mitigation Procedure: Specified in "Mitigation Methods" in the relevant Activity Sheet. Monitoring Required: Monitoring of the Contractor's work is required. Person Responsible for Monitoring: Specified in the relevant Activity Sheet. The Contractor is responsible for the daily supervision of the handling of fuel, lubricants and bitumen. The Engineer will inspect and approve the Contractor's operations. Monitoring Criteria: Fuel, oil and bitumen spills cleaned up and removed. No pollution occurrences of soil and/or water resources. A.10 Employment of Unskilled Workers Description: See Technical Guideline Activity 44 EN "Employment of Unskilled Workers". Applies to the recruitment, housing, welfare and site management of facilities that are required for unskilled labour. Mitigation Procedure: Specified in "Mitigation Methods" in the relevant Activity Sheet. Monitoring Required: Monitoring of the Contractor's work is required. Person Responsible for Monitoring: Specified in the relevant Activity Sheet. The Contractor is responsible for the daily supervision of unskilled labour and their facilities. The Engineer will approve the Contractor's labour recruitment scheme and approve and inspect facilities for unskilled labour. Monitoring Criteria: Community and worker satisfaction with the Contractor's procedures. A.11 Worker Health and Safety Issues Description: See Technical Guideline Activity 45 EN "Worker Health and Safety Issues". Applies to the provision of workplace safety procedures. Mitigation Procedure: Specified in "Mitigation Methods" in the relevant Activity Sheet. Monitoring Required: Monitoring of the Contractor's work is required. Person Responsible for Monitoring: Specified in the relevant Activity Sheet. The Contractor is responsible for the daily supervision of unskilled labour and their ANNEX D 10.4.doc 30/06/2005 Page 4 of 6 facilities. The Engineer will approve and inspect the Contractor's workplace safety procedures. Monitoring Criteria: Work place accident record. A.12 AIDS and HIV Awareness Description: See Technical Guideline Activity 46 EN "AIDS and HIV Awareness". Applies to the need to raise worker awareness of AIDS and HIV. Mitigation Procedure: Specified in "Mitigation Methods" in the relevant Activity Sheet. Monitoring Required: Monitoring of the Contractor's awareness program is required. Person Responsible for Monitoring: Specified in the relevant Activity Sheet. The Contractor is responsible for implementing the program which has been identified by the Engineer. Monitoring Criteria: Existence of an AIDS/HIV awareness program, records of the number of awareness raising visits and attendance records. A. 13 Discovery of Cultural Artefacts Description: See Technical Guideline Activity 47 EN "Discovery of Cultural Artefacts". Applies to the unexpected finding of rare antiquities. Mitigation Procedure: Specified in "Procedure" in the relevant Activity Sheet. Monitoring Reguired: Monitoring of excavation activity is required. Person Responsible for Monitoring: Specified in the relevant Activity Sheet. The Contractor is responsible for the daily supervision of excavated areas and is to report any discoveries to the Engineer. Monitoring Criteria: Safe removal and transfer of any unexpected discoveries of antiquities to the Ministry of Culture. A.14 Use of Wood Fuel Description: See Technical Guideline Activity 48 EN "Use of Wood Fuel". Applies to harvesting and use of wood for heating for bitumen heating and in worker camps for cooking and heating. This Activity regulates the unsustainable harvesting of wood in wood deficient areas. Mitigation Procedure: Specified in "Mitigation Methods" in the relevant Activity Sheet. Monitoring Reguired: Monitoring of the Contractor's work is required. Person Responsible for Monitoring: Specified in the relevant Activity Sheet. The Contractor is responsible monitoring wood fuel requirements. The Engineer will approve the Contractor's fuel needs and approve and inspect these as required. Monitoring Criteria: Community satisfaction with the Contractor's wood fuel use and gathering activities. A.15 Road Safety Description: See Technical Guideline Activity 49 EN "Road Safety". Applies to road safety issues that arise during construction and operation of the road. This Activity is designed to reduce road accidents and hazards. Mitigation Procedure: Specified in "Mitigation Methods" in the relevant Activity Sheet. Monitoring Required: During construction the Contractor's work practices are monitored. During operation road accidents are monitored. ANNEX D 10.4.doc 30/06/2005 Page 5 of 6 Person Responsible for Monitoring: Specified in the relevant Activity Sheet. During construction the Contractor is responsible for monitoring construction practices for road safety hazards. The Engineer will also monitor the Contractor's practices. During operation PDoT monitors road safety conditions. Monitoring Criteria: Road accidents that occur during (i) construction and (ii) operation. ANNEX D 10.4.doc 30/06/2005 Page 6 of 6 ANNEX E: TECHNICAL GUIDELINES: DIVISION 5 ENVIRONMENTAL ACTIVITIES The following activities are included in this section: 35 EN Site Revegetation 36 EN Off-site Disposal of Excavated Material 37 EN Site Clean up and Disposal of Waste 38 EN Use and Closure of Borrow Pits 39 EN Use and Closure of Quarries 40 EN Removal and Re-instatement of Services 41 EN Dust Control 42 EN Noise and Vibration Control 43 EN Handling of Fuel and Lubricants 44 EN Employment of Unskilled Labour 45 EN Worker Health and Safety Issues 46 EN AIDS/HIV Awareness 47 EN Discovery of Cultural Artefacts 48 EN Use of Fuel Wood 49 EN Road Safety Several of the activities may support other activities and these inter-relationships are noted for each activity under the heading SUPPORTING ACTIVITIES. Annex E Tech GL Div 5-Env.doc 6/30/2005 Page I of 22 1.1 ACTIVITY No 35 EN SITE REVEGETATION 1.1.1 DESCRIPTION This work comprises methods of revegetating excavated or disturbed areas by the use of; (i) re-seeding, (ii) vegetative cuttings . (iii) grass sods or (iv) trees or shrubs. Planting of these materials is used to provide a seasonally stable vegetative covering so as to reduce erosion and stabilise the site on which it is planted. Revegetation will be required on large excavated areas and to a lesser extent on smaller excavated areas. 1.1.2 SUPPORTING ACTIVITIES This activity may be used in conjunction with any of the following activities. 36 EN Off-site Disposal of Excavated Material 37 EN Site Clean up and Disposal of Waste 38 EN Use and Closure of Borrow Pits 39 EN Use and Closure of Quarries 41 EN Dust Control 42 EN Noise and Vibration Control 43 EN Handling of Fuel and Lubricants 44 EN Employment of Unskilled Workers 45 EN Worker Health and Safety Issues 47 EN Discovery of Cultural Artefacts MATERIALS The vegetative material used shall be suitable for the area where it will not become an invasive or noxious species to livestock or agricultural activities. It shall be free of disease and other noxious and invasive weeds, deep-rooted and able to spread rapidly over the planted area to give complete cover. The material to be planted is to be approved by either the Provincial Agricultural or the Provincial Forestry Officer for grasses and for shrub and tree species respectively. An "excavated area" is an area that has had topsoil removed from it so that nutrient deficient subsoils are exposed. Soils which have become compacted will need to be ripped to promote plant growth. A "disturbed area" is an area that has been substantially affected so that the pre- existing vegetation has been removed by construction activities. A disturbed area may or may not have topsoil available. Soils which have become compacted will need to be ripped to promote plant growth. Fertiliser includes lime or mixtures of plant nutrients or both. If the local site conditions are not well understood soil tests will be required to establish the correct application rates for lime or plant nutrients. The Provincial Agricultural Officer will need to be consulted to establish the suitable mixes and application rates. Care must be taken during application of fertilisers to prevent excessive quantities being washed into watercourses. 1.1.3 CONSTRUCTION METHODS Where directed by the Engineer or as shown in the drawings excavated areas are to have topsoil spread over them. Where this has been stockpiled or is available this is to be spread over the excavated areas to a depth of at least 5cm so that a suitable seed bed is formed. Disturbed areas may require ripping to loosen the soil so as to promote plant growth. Annex E Tech GL Div 5-Env.doc 6/30/2005 Page 2 of 22 Re-seeding includes the sowing of seeds (normally grass seeds) over the excavated or disturbed area so as to provide a quickly established ground cover. Seeds are hand broadcast over the area and then raked in with the appropriate fertiliser mix. Cuttings are short sections of a self-propagating grass, shrub or tree species that grow from a node that has been pushed into the ground. The contractor is to discuss how these are to be obtained with the Engineer who will approve the method and inspect the material to ensure that it is viable. Any non viable material will be rejected and the contractor will be required to replace this will viable planting material. Grass sodding is done by excavating shallow holes and placing recently dug sods of grass with soil still attached around its roots in the holes. The sod is then tamped in and packed around with moist earth. Sods may be held in position by inserting small wooden stakes to pin them to the earth face. The contractor will be required to source a supply of grass sods. The Engineer will approve the source and the viability of grass sods. Any non viable material will be rejected. Trees and shrubs shall be provided in rooting tubes. Shallow holes are dug in moist soil, the plastic is removed from the roots and the tree or shrub immediately planted in the hole. Material is tamped in around the plant so that good contact is made between the roots and moist earth. The Engineer will approve the source of the plant material and will inspect it on arrival at the site. Any non viable material will be rejected and the Contractor will be required to replace this. The Engineer will advise which revegetation method is to be used for a particular site and situation. Revegetation shall be undertaken at such a time and the work shall be done in such a way that at the time of the final construction inspection all areas to be revegetated are substantially covered with healthy, well established, firmly rooted grass or trees and the planted area is free from erosion channels. The Contractor shall be responsible for the satisfactory establishment of the ground cover and shall water and fertilise the plant materials until the completed works have been accepted. The area will be inspected after 2 weeks where established planting materials have been used and 1 month after seeding. Where vegetation has failed to establish over 25 percent of the area, this will not be approved by the Engineer and will require re-treatment. At the completion of work all waste materials including bags and plastic is to be removed from the site and disposed of so as to meet DONRE standards. The Engineer will approve the site clean up and that the material has been disposed of so as to meet environmental requirements. 1.1.4 CONSTRUCTION EQUIPMENT Revegetation work is labour intensive. Hand tools will be used to spread and smooth the topsoil, spread fertilisers, dig holes and plant grass sods and to tamp the planted cuttings, trees or shrubs into place. Transportation of planting materials between the points of excavation is likely to be in light vehicles or by hand. 1.1.5 MEASUREMENT The quantity measured for payment shall be the number of square metres of surface that has been revegetated whether horizontal or sloping. This work measured as provided above shall be paid for at the Contract unit price per square metre. The payment will be full compensation for furnishing all materials, labour, equipment, tools and incidentals necessary to complete the work to the satisfaction of the Engineer. Final payment to the Contractor may be withheld until the revegetation work has been successfully completed. Pay items shall be: Unit Seeding Use of Cuttings m2 Grass sods m2 Tree and shrub planting m2 Topsoil m3 Annex E Tech GL Div 5-Env.doc 6/30/2005 Page 3 of 22 Fertilizer kg Annex E Tech GL Div 5-Env.doc 6/30/2005 Page 4 of 22 1.2 ACTIVITY No 36EN OFF-SITE DISPOSAL OF EXCAVATED MATERIALS 1.2.1 DESCRIPTION Excavation may result in earth and rock materials that need to be disposed of off-site. This Activity deals with how to dispose of material that requires off-site disposal. 1.2.2 MATERIALS This includes all materials resulting from excavation that cannot be re-used on-site. 1.2.3 PROCEDURES All excavated material to be disposed of can only be disposed of in an approved site. If this is on private land the Contractor is to obtain approval from the occupier. If the site is on public land approval must be obtained from the government organisation that is responsible for overseeing the site. This may be the PPC or DPC. For disposal on public property the Contractor must obtain a copy of the site approval which is issued by the relevant governmental agency. A copy of the approval is be handed to the Engineer and retained for his records. For disposal either on private or public land the Engineer is required to approve the site. 1.2.4 SUPPORTING ACTIVITIES This activity may be associated with any of the following activities. 35 EN Site Revegetation 37 EN Site Clean up and Disposal of Waste 38 EN Use and Closure of Borrow Pits 39 EN Use and Closure of Quarries 41 EN Dust Control 42 EN Noise and Vibration Control 43 EN Handling of Fuel and Lubricants 44 EN Employment of Unskilled Workers 45 EN Worker Health and Safety Issues 47 EN Discovery of Cultural Artefacts 1.2.5 CONSTRUCTION METHODS When all material is removed, the disposal area must be suitably shaped and finished so that the disposed site is stable and will not erode. This will normally require levelling and smoothing the heaped material so that an acceptable finish is achieved that allows the site to drain correctly. Where the site will not have any immediate alternative use e.g. as a building site, the Engineer will direct the Contractor to revegetate the site as described by Activity 9D. 1.2.6 CONSTRUCTION EQUIPMENT The Contractor may use hand labour or machinery to level and smooth the site. Hand labour will be required for revegetation work. 1.2.7 MEASUREMENT AND PAYMENT Removal, disposal and stabilisation of excavated waste to an off-site area is the Contractor's responsibility and is not costed separately. The cost is to be included as part of the activity that generates the excavated waste material. Final payment to the Contractor may be withheld until the waste disposal sites have been stabilised. Annex E Tech GL Div 5-Env.doc 6/30/2005 Page 5 of 22 1.3 ACTIVITY No 37 EN SITE CLEAN UP AND DISPOSAL OF WASTE 1.3.1 DESCRIPTION When any construction activity is completed the site is to be cleaned up and all waste removed. This applies to both large and small work items. Waste may include rock and soil, plastic bags, cardboard, cement bags, reinforcing steel off-cuts, unused or spilt mortar and concrete, bitumen and fuel drums, abandoned machinery and equipment etc. The site is to be cleaned and re-instated and all of these materials and items removed and disposed of in a proper fashion. This Activity deals with how to clean up the site and dispose of material so that the site is left clean. 1.3.2 MATERIALS This includes all items and materials that remain on site when a construction activity is completed. 1.3.3 PROCEDURES Where material cannot be recycled or collected by scrap dealers all material that is to be disposed of can only be disposed of to an approved site. If this is on private land the Contractor is to obtain approval from the occupier. If the site is on public land approval must be obtained from the government organisation that is responsible for overseeing the site. This may be the PPC or DPC. For disposal on public property the Contractor must obtain a copy of the site approval which is issued by the relevant governmental agency. A copy of the approval is be handed to the Engineer and retained for his records. For disposal either on private or public land the Engineer is required to approve the site. 1.3.4 SUPPORTING ACTIVITIES This activity may be associated with any of the following activities. 35 EN Site Revegetation 36 EN Off-site Disposal of Excavated Material 38 EN Use and Closure of Borrow Pits 39 EN Use and Closure of Quarries 41 EN Dust Control 42 EN Noise and Vibration Control 43 EN Handling of Fuel and Lubricants 44EN Employment of Unskilled Workers 45 EN Worker Health and Safety Issues 47 EN Discovery of Cultural Artefacts 1.3.5 CONSTRUCTION METHODS The site must be cleared of all material that has been brought on-site by the Contractor. This includes the removal of all loose material and material that has bonded with the earth e.g. concrete and mortar, and fuel and lubricant spills (contaminated areas). All areas are to be cleaned or contaminated areas dug up and the soil removed. The site is to be left in a stable and non-erodible condition. Where required the site may require smoothing so that an acceptable finish is achieved that re-establishes the site drainage. Where the site is extensively disturbed the Engineer will direct the Contractor to revegetate the site as described by Activity 9D. The Engineer will inspect and approve that the site has been cleaned and cleared of all materials to his satisfaction. All waste material that cannot be recycled is to be removed and disposed of at a suitable waste site. The Engineer will approve the site where the waste material is to be dumped. Annex E Tech GL Div 5-Env.doc 6/30/2005 Page 6 of 22 1.3.6 CONSTRUCTION EQUIPMENT Site clean up is suitable for hand labour. 1.3.7 MEASUREMENT AND PAYMENT Clean up and removal, disposal and stabilisation of work areas is the Contractor's responsibility and is not costed separately. The cost is to be included as part of the activity that requires clean up and disposal of waste material. Final payment to the Contractor may be withheld until all sites have been cleaned and waste disposed of. Annex E Tech GL Div 5-Env.doc 6/30/2005 Page 7 of 22 1.4 ACTIVITY No 38 EN USE AND CLOSURE OF BORROW PITS 1.4.1 DESCRIPTION Borrow pits will be a source of material for road base material. This Activity deals with procedures required to open and use borrow pits and is to be used in conjunction with Activity 3E Earth Fill in Roadway. Where borrow pits are privately owned and the Contractor buys material from the borrow pit this Activity does not apply and Contractor is not required to rehabilitate these areas. The Contractor however is still obliged to show that the owner has the necessary DONRE approvals for operating the borrow pit. 1.4.2 CLEARANCES REQUIRED The Contractor is to only use material from borrow pits that have been approved by DONRE. The Contractor is required to provide copies of the necessary approval licenses for the borrow pit and to give these to the Engineer for his records. The Engineer will approve the location of the borrow pit and inspect the Contractor's activities in the borrow pit so that it is worked safely. Borrow pits should be at least 500 m from residential areas so as to reduce dust and noise from these sites. Dust in borrow pits can be a concern especially to workers. The Contractor will need to apply dust suppression in any borrow pit where the Contractor employs labour. In dusty conditions the Contractor will need to provide workers with face masks. 1.4.3 SUPPORTING ACTIVITIES This activity may be associated with any of the following activities. 35 EN Site Revegetation 36 EN Off-site Disposal of Excavated Material 37 EN Site Clean up and Disposal of Waste 41 EN Dust Control 42 EN Noise and Vibration Control 43 EN Handling of Fuel and Lubricants 44 EN Employment of Unskilled Workers 45 EN Worker Health and Safety Issues 47 EN Discovery of Cultural Artefacts 1.4.4 CONSTRUCTION METHODS Where a borrow pit is opened for the contract the Contractor is to strip and remove topsoil to a suitable site so that it is available for re-use when the site is to be closed and the area rehabilitated. Where slopes are excessive and topsoils have not formed the Engineer will waive this requirement. The Contractor is to plan his work in the borrow pit so that the opened area is minimised by being progressively rehabilitated. Rehabilitation includes the reshaping of the excavated area so that it drains and does not allow pools of water to accumulate in the bottom of the borrow pit. Topsoil is then respread over these areas and the area revegetated as described in Activity 50. Long slopes that will be susceptible to erosion will need to have small level bunds constructed across the slope to break up and redirect runoff away from the re- establishment area. Should the area not stabilise the Contractor will be required to repair the damage. The Engineer will inspect and approve the rehabilitation of the borrow pit when the Contractor has finished using it. 1.4.5 CONSTRUCTION EQUIPMENT The site may be levelled with machinery while rehabilitation work may be carried out with hand labour. Annex E Tech GL Div 5-Env.doc 6/30/2005 Page 8 of 22 1.4.6 MEASUREMENT AND PAYMENT Closing and rehabilitation of the borrow pit is not a separate cost item and is to be included in the costing of excavating material from the borrow pit. Failure to re-instate any borrow pit areas to the required standard by the Contractor, may result in the Engineer undertaking the work using other resources and any payments made will be deducted from the Contractor. Annex E Tech GL Div 5-Env.doc 6/30/2005 Page 9 of 22 1.5 ACTIVITY No 39 EN USE AND CLOSURE OF QUARRIES 1.5.1 DESCRIPTION Quarries will be required as a source of rock material for road surfacing or for use in other activities such as rock paving, rock walling and as mattress material. This Activity deals with procedures required to open, use and close quarries that the Contractor opens. Where quarries are privately owned and the Contractor buys material from the quarry this Activity does not apply and Contractor is not required to rehabilitate these areas. The Contractor however is still obliged to show that the owner has the necessary DONRE approvals for operating the quarry. 1.5.2 CLEARANCES REQUIRED The Contractor is to only to draw rock from quarries that have been approved by DONRE. The Contractor is required to provide copies of the necessary approval licenses for the quarry and to give these to the Engineer for his records. The Engineer will approve the location of the quarry and where the Contractor opens and works the quarry by himself the Engineer will also inspect the Contractor's activities in the quarry so that it is worked safely. Quarries should be at least 500 m from residential areas so as to reduce dust and noise from these sites. Dust in quarries can be a concern especially to workers. The Contractor will need to apply dust suppression in any quarry where the Contractor employs labour. In dusty conditions the Contractor will need to provide workers with face masks. If the Contractor uses explosives the person handling the explosives must be licensed. The Engineer is to be given a copy of the explosives license together with a copy of the holder's ID. 1.5.3 SUPPORTING ACTIVITIES This activity may be associated with any of the following activities. 35 EN Site Revegetation 36 EN Off-site Disposal of Excavated Material 37 EN Site Clean up and Disposal of Waste 41 EN Dust Control 42 EN Noise and Vibration Control 43 EN Handling of Fuel and Lubricants 44 EN Employment of Unskilled Workers 45 EN Worker Health and Safety Issues 47 EN Discovery of Cultural Artefacts 1.5.4 CONSTRUCTION METHODS Where a quarry is opened by the Contractor, the Contractor is required to strip and remove topsoil to a suitable site so that it is available for re-use when the quarry is to be closed and the area rehabilitated. Where slopes are excessive and topsoils have not formed the Engineer will waive this requirement. The Contractor is to work the quarry so that the open area is minimised by progressively rehabilitating the disturbed areas. Rehabilitation includes the reshaping of the excavated area so that it drains and does not allow pools of water to accumulate in the bottom of the quarry. Topsoil is then respread over these areas and the area revegetated with trees so that the disturbed area will eventually develop as a forest. The Provincial Department of Forests will advise on suitable tree species. Revegetation is carried out as described in Activity 50 E. Long slopes that will be susceptible to erosion will need to have small level bunds Annex E Tech GL Div 5-Env.doc 6/30/2005 Page 10 of 22 constructed across the slope to break up and redirect runoff away from the re- establishment area. Should the area not stabilise the Contractor will be required to repair the damage. The Engineer will inspect and approve the rehabilitation of the quarry when the Contractor has finished using it. 1.5.5 CONSTRUCTION EQUIPMENT The site may be levelled with machinery while rehabilitation work may be carried out with hand labour. 1.5.6 MEASUREMENT AND PAYMENT Closing and rehabilitation of the quarry pit is not a separate cost item and is to be included in the cost of material drawn from the quarry. Failure to reinstate any quarry areas to the required standard by the Contractor, may result in the Engineer undertaking the work using other resources and any payment made will be deducted from the Contractor. Annex E Tech GL Div 5-Env.doc 6/30/2005 Page 11 of 22 1.6 ACTIVITY No 40 EN RELOCATION OF SERVICES 1.6.1 DESCRIPTION Services that may need to be removed and relocated electricity lines, water, telephone, irrigation channels, drains and any other installations along the road that may need to be moved and reinstated during road widening 1.6.2 CLEARANCES REQUIRED In the event that services will need to be removed for road widening or other activities, the Contractor is to advise the Engineer of the services to be moved. The Engineer will advise and arrange this with the owner of the service. 1.6.3 SUPPORTING ACTIVITIES This activity may be associated with any of the following activities. 37 EN Site Clean up and Disposal of Waste 41 EN Dust Control 42 EN Noise and Vibration Control 43 EN Handling of Fuel and Lubricants 44 EN Employment of Unskilled Workers 45 EN Worker Health and Safety Issues 48 EN Use of Fuel Wood 1.6.4 CONSTRUCTION METHODS Relocation of services shall be undertaken by the appropriate statutory authority. In the event that any services are damaged by the Contractor, the Contractor is to (i) report this to the Engineer and (ii) where safety is not an issue the Contractor is carry out repairs to the damaged services as an immediate task. The owner will advise the Engineer when the service has been adequately repaired. Should the service be unable to be immediately re-instated the Contractor may be required to replace the lost services with other means and at the Contractor's cost. 1.6.5 CONSTRUCTION EQUIPMENT Not applicable. 1.6.6 MEASUREMENT AND PAYMENT Payment for relocation of services is not made under the contract. All costs associated with the relocation of services incurred by the Contractor are deemed to be included in the rates. Annex E Tech GL Div 5-Env.doc 6/30/2005 Page 12 of 22 1.7 ACTIVITY No 41 EN DUST CONTROL 1.7.1 DESCRIPTION Dust in residential areas can be a health problem and a nuisance to people living close to roads. Women and children who live in houses close to the road are most at risk. The Contractor is to suppress dust when it becomes a problem by regularly spraying water on the roads during construction. This is particularly important where the construction is being done within village areas or where the Contractor's vehicles are using unsealed roads through villages as haul roads. Dust in work areas such as borrow pits and quarries can be a concern especially to workers. The Contractor will need to apply dust suppression in any borrow pit or quarry where the Contractor employs labour. 1.7.2 MITIGATION METHODS Water tankers shall be used to spray water to control dust in roads and work places. In dusty work place conditions the Contractor will need to provide workers with face masks. 1.7.3 SUPPORTING ACTIVITIES This activity may be associated with any of the following activities. 35 EN Site Revegetation 36 EN Off-site Disposal of Excavated Material 37 EN Site Clean up and Disposal of Waste 38 EN Use and Closure of Borrow Pits 39 EN Use and Closure of Quarries 42 EN Noise and Vibration Control 43 EN Handling of Fuel and Lubricants 44 EN Employment of Unskilled Workers 45 EN Worker Health and Safety Issues 1.7.4 MONITORING Monitoring of dust and dust suppression activities is the responsibility of the Contractor and shall be carried out to the required standard with regard to the communities interests. Should this not appear to be satisfactory, the Engineer can instruct the Contractor to spray water to suppress dust. 1.7.5 MEASUREMENT AND PAYMENT Dust suppression is not a separate cost item and is to be included in the cost of road works. Annex E Tech GL Div 5-Env.doc 6/30/2005 Page 13 of 22 1.8 ACTIVITY No 42 EN NOISE AND VIBRATION CONTROL 1.8.1 DESCRIPTION Noise and vibration from construction equipment is a particular nuisance for people who are living close to the road. This includes; houses, work and business areas, schools, medical centres etc. 1.8.2 MITIGATION METHODS Noise. The Contractor is to maintain silencers on all equipment to the manufacturers standard. The Contractor is not to work between the hours of 22.00 and 07.00 within 500 m of houses or other permanent places where people live. The Contractor is required to provide suitable protective ear mufflers to workers who operate excessively noisy equipment. Vibration. The Contractor is to seek the approval of the Engineer if vibratory equipment is to be used within 50 m of a building. The Contractor will be responsible for the repair of any damage to buildings that may arise from the use of vibratory equipment. 1.8.3 SUPPORTING ACTIVITIES This activity may be associated with any of the following activities. 35 EN Site Revegetation 36 EN Off-site Disposal of Excavated Material 37 EN Site Clean up and Disposal of Waste 38 EN Use and Closure of Borrow Pits 39 EN Use and Closure of Quarries 40 EN Removal and Re-instatement of Services 41 EN Dust Control 44 EN Employment of Unskilled Workers 45 EN Worker Health and Safety Issues 1.8.4 MONITORING Monitoring of machinery for noise and vibration is the responsibility of the Contractor and is monitored with regard to the communities interests. 1.8.5 MEASUREMENT AND PAYMENT Noise and vibration suppression is not a separate cost item and is to be included in the cost of road works. Annex E Tech GL Div 5-Env.doc 6/30/2005 Page 14 of 22 e e 1.9 ACTIVITY No 43 EN HANDLING OF FUEL, LUBRICANTS AND BITUMEN 1.9.1 DESCRIPTION Fuel, lubricant and bitumen spills can contaminate soil and water resources. 1.9.2 MITIGATION METHODS Fuel, lubricants and bitumen are to be stored in approved containers. No refuelling is allowed on farmland or close to water courses where spillage may contaminate soil and water resources. All waste oil is to be collected and disposed of according to oil industry standards. Any spillage of fuel, lubricants and bitumen is to be cleaned up and contaminated soil removed and disposed of in a suitable place. Serious spillages are to be reported to the Engineer. After cleaning, the wash down waste from bitumen heaters and bitumen drums are not to be disposed of in water courses where this may pollute the environment. Bitumen heater and bitumen drum wash down waste may be disposed of in deep trenches and covered over. The Engineer is to approve the location and siting of waste trenches. 1.9.3 SUPPORTING ACTIVITIES This activity may be associated with any of the following activities. 35 EN Site Revegetation 36 EN Off-site Disposal of Excavated Material 37 EN Site Clean up and Disposal of Waste 38 EN Use and Closure of Borrow Pits 39 EN Use and Closure of Quarries 44 EN Employment of Unskilled Workers 45 EN Worker Health and Safety Issues 1.9.4 MONITORING Monitoring of fuel, lubricant and bitumen storage and handling is the responsibility of the Contractor. The Engineer will inspect and approve the Contractor's fuel, oil and bitumen handling procedures as needed. 1.9.5 MEASUREMENT AND PAYMENT Handling and storage of fuel, lubricants and bitumen is not a separate cost item. Fuel and lubricant costs are to be included in the cost of operating machinery while bitumen costs are to be included in road construction costs. Annex E Tech GL Div 5-Env.doc 6/30/2005 Page 15 of 22 1.10 ACTIVITY No 44 EN EMPLOYMENT OF UNSKILLED WORKERS 1.10.1 DESCRIPTION Large numbers of unskilled workers employed from outside the local community and brought into the community may create several adverse social issues with the local community, including gambling, drinking and sexual activities. This may lead to conflict with the local community. Furthermore if the local community have not been consulted and given the opportunities for employment that the immigrant workers enjoy this may also be an area of tension between the local community and immigrant labour. 1.10.2 MITIGATION METHODS Preference for hiring unskilled workers shall be given to the surrounding community. In the event that unskilled workers will be hired by the Contractor, the Contractor will need to first discuss this with the Engineer who will advise the Contractor on this issue. If issues will arise they should not be accommodated within the community and camps should be located well away from the community. The Contractor will be required to provide the workers with: suitable accommodation, potable water, cooking facilities, an energy source for cooking (gas or kerosene if wood is short in the area), sanitation facilities and solid and liquid waste collection and disposal facilities. When the worker accommodation site is no longer required the Contractor will be responsible for closing and cleaning the campsite. 1.10.3 SUPPORTING ACTIVITIES This activity may be associated with any of the following activities. 35 EN Site Revegetation 36 EN Off-site Disposal of Excavated Material 37 EN Site Clean up and Disposal of Waste 38 EN Use and Closure of Borrow Pits 39 EN Use and Closure of Quarries 41 EN Dust Control 42 EN Noise and Vibration Control 43 EN Handling of Fuel and Lubricants 45 EN Worker Health and Safety Issues 46 EN AIDS/HIV Awareness 48 EN Use of Fuel Wood 1.10.4 MONITORING The Contractor will discuss worker hiring arrangements and accommodation sites with the Engineer who will approve the arrangements with regard to the location of the accommodation and the provision of facilities for the workers. When camps are closed the Engineer will be responsible for inspecting and approving the closed site. 1.10.5 MEASUREMENT AND PAYMENT Labour accommodation and welfare costs are not a separate cost item and are to be included in the cost of employing labour. Annex E Tech GL Div 5-Env.doc 6/30/2005 Page 16 of 22 1.11 ACTIVITY No 45 EN WORKER HEALTH AND SAFETY 1.11.1 DESCRIPTION The Contractor has a duty of care to ensure that safe and healthy work place conditions are provided for workers. Workers may be exposed to a range of adverse workplace conditions that includes, dust and smoke particles, noise, material handling and hazardous chemicals. 1.11.2 MITIGATION METHODS Where required the Contractor is to provide workers with approved safety and protective equipment. This may include; safety helmets, dust masks, ear protection, eye protection and gloves for handling materials and hazardous chemicals. 1.11.3 SUPPORTING ACTIVITIES ThiS activity may be associated with any of the following activities. 35 EN Site Revegetation 36 EN Off-site Disposal of Excavated Material 37 EN Site Clean up and Disposal of Waste 38 EN Use and Closure of Borrow Pits 39 EN Use and Closure of Quarries 40 EN Removal and Re-instatement of Services 41 EN Dust Control 42 EN Noise and Vibration Control 43 EN Handling of Fuel and Lubricants 46 EN AIDS/HIV Awareness 47 EN Discovery of Cultural Artefacts 48 EN Use of Fuel Wood 1.11.4 MONITORING The Contractor has the prime responsibility of monitoring worker and workplace health and safety conditions in accordance with the relative laws and standards. 1.11.5 MEASUREMENT AND PAYMENT The cost of workplace health and safety equipment is not a separate cost item and is to be included in the cost of hiring labour. Annex E Tech GL Div 5-Env.doc 6/30/2005 Page 17 of 22 1.12 ACTIVITY No 46 EN AIDS AND HIV AWARENESS 1.12.1 DESCRIPTION AIDS and HIV infection is increasing within Vietnam. Staff and workers that are employed by the Contractor may be knowingly or unknowingly infected and may pass the disease on to the community. This is more of a concern where itinerant staff and workers may be accommodated within the community and may pass the disease on to the community by unsafe sex practices. 1.12.2 MITIGATION METHODS The Contractor shall ensure that his workforce is aware of HIV/AIDS. Several methods are available and in small rural road projects awareness can be raised by the use of posters that can be placed in campsites and by formal discussion sessions with health workers from surrounding health centres. The Contractor shall ensure that such methods are employed. 1.12.3 SUPPORTING ACTIVITIES This activity may be associated with any of the following activities. 44 EN Employment of Unskilled Labour 45 EN Worker Health and Safety Issues 1.12.4 MONITORING The Contractor is required to monitor worker awareness and submit awareness programs for approval by the Engineer. 1.12.5 PAYMENT The cost of AIDS/HIV awareness programs are not a separate cost item and are included in the cost of hiring labour. Annex E Tech GL Div 5-Env.doc 6/30/2005 Page 18 of 22 1.13 ACTIVITY No 47 EN DISCOVERY OF CULTURAL ARTEFACTS 1.13.1 DESCRIPTION Excavation activities may uncover artefacts that are part of the nation's heritage and may be of particular interest to museums. If artefacts are discovered the law states that finds must be reported to the nearest office of the Ministry of Cultural Affairs. 1.13.2 PROCEDURE If cultural artefacts are uncovered the Contractor must stop work at the site, secure the site and inform the Engineer. The Engineer will inform the provincial representative of the Ministry of Cultural Affairs who will inspect the discovery and advise the Engineer as to what action is to be taken. Following a discovery and after securing the site the Contractor should arrange with the Engineer to move his activities to another site. 1.13.3 SUPPORTING ACTIVITIES This activity may be associated with any of the following activities. 35 EN Site Revegetation 36 EN Off-site Disposal of Excavated Material 37 EN Site Clean up and Disposal of Waste 38 EN Use and Closure of Borrow Pits 39 EN Use and Closure of Quarries 40 EN Removal and Re-instatement of Services 44 EN Employment of Unskilled Workers 1.13.4 MONITORING The Contractor has the prime responsibility of supervising excavation works. Should a discovery be made the Contractor is to cease work at that site and advise the Engineer. 1.13.5 PAYMENT Any costs associated with the discovery whereby the Contractor is delayed or is unable to complete the work may be negotiated with the Engineer. Annex E Tech GL Div 5-Env.doc 6/30/2005 Page 19 of 22 1.14 ACTIVITY No 48 EN USE OF WOOD FUEL 1.14.1 DESCRIPTION If wood resources are scarce in an area other methods for heating bitumen and work camp cooking and heating should be considered. Where wood is in short supply, excessive use of wood will impact most on the poorest members of the community who have the least ability to substitute alternatives for cooking and heating. The use of wood in such situations needs to be carefully considered as otherwise social hardship and unsustainable extraction of this resource may occur. 1.14.2 PROCEDURE Where the Contractor proposes to use wood for road construction or worker camp activities the Engineer is to approve its use. Before approving its use the Engineer will verify with the local community that this will not create an excessive use on the surrounding forest resources to the detriment of the supply that is available for the local community's use. 1.14.3 SUPPORTING ACTIVITIES This activity may be associated with any of the following activities. 44 EN Employment of Unskilled Workers 1.14.4 MITIGATION METHODS Where wood is in short supply the Engineer will instruct the Contractor to use an alternative heating and cooking source such as kerosene or gas. The Contractor is to site all bitumen boilers downwind of buildings that are used for human habitation. 1.14.5 MONITORING The Engineer will monitor the Contractor's compliance with this requirement. 1.14.6 PAYMENT Any costs associated with the use of an alternative fuel to wood will be the Contractor's responsibility. Annex E Tech GL Div 5-Env.doc 6/30/2005 Page 20 of 22 1.15 ACTIVITY No 49 EN ROAD SAFETY 1.15.1 DESCRIPTION Road safety concerns can arise during construction from construction activities and following construction when the road conditions may be altered. Construction activities may create a series of hazards to road users by altering road conditions while Contractor's vehicles will increase the volume of traffic travelling through urban areas. Following construction where the road conditions have been changed this will increase the traffic volume and vehicle speed. This will create road safety concerns which may become a particular concern in semi-urban and urban areas. School areas and school children who use the road are at particular risk. 1.15.2 PROCEDURE The Engineer will identify areas of road safety concern and determine suitable methods for reducing the road hazard to the users during and after construction. This may include the erection of warning signs, traffic calming road measures, pull over areas, and road safety awareness campaigns that are conducted at schools. Driver education and enforcement methods may also need to be considered. The Engineer will determine the level of risk and instruct the Contractor to erect safety fencing and warning signs during construction. Where road conditions will be changed after construction the Engineer will arrange to discuss the various road safety methods that are proposed with the local community. Following this the Engineer will instruct the Contractor which methods are to be used and arrange with the Contractor where signs are to be erected and changes that will be required in the pavement conditions to reduce the hazards. During construction the Contractor will arrange for temporary road signage and safety fencing. Where road construction has been completed road signs shall be progressively erected within these sections. 1.15.3 SUPPORTING ACTIVITIES This activity may be associated with any of the following activities. 36 EN Off-site Disposal of Excavated Material 37 EN Site Clean up and Disposal of Waste 38 EN Use and Closure of Borrow Pits 39 EN Use and Closure of Quarries 40 EN Removal and Re-instatement of Services 41 EN Dust Control 42 EN Noise and Vibration Control 43 EN Handling of Fuel and Lubricants 44 EN Employment of Unskilled Workers 1.15.4 MONITORING The Contractor shall provide and erect permanent road signs in accordance with the Contract Document and drawings and/or as instructed by the Engineer. 1.15.5 PAYMENT During construction the Contractor will meet all costs associated with traffic control and road safety. For permanent traffic safety measures payment for these will be arranged with the Engineer as follows. Pay items shall be: Unit Erection of road signs No. Annex E Tech GL Div 5-Env.doc 6/30/2005 Page 21 of 22 Construction of traffic calming measures No. Annex E Tech GL Div 5-Env.doc 6/30/2005 Page 22 of 22 ANNEX F (1) PUBLIC DISCLOSURE DOCUMENT: ANNUAL WORK PLAN The following roads and bridges have been selected for rehabilitation in the Annual Work Plan of: .Province for .... ... year No. Road Length Road to be Name of Commune ID (km) surfaced District where road: Remarks Code with: Starts Finishes 1 2 3 4 6 1 0 __ _ _ _ _ _ _ _ _ =_ _ _ _ _ _ _ _ _ _ _ _ 2. BRIDGES No. Bridge Length Name of Bridge located in Remarks ID Code (in) stream District -Commune 2 3 1. The public are invited to make any comments with regard to the selection of roads and bridges in this document. Any comments must be made within seven (7) days after the date that this document is placed on display. The document will remain on public display for 20 days. Further details on any of the roads and bridges may be obtained from the Contact Person. 2. Document placed on display in: ........................ Province 3. Date document placed on display: ........................... 4. Date document removed from display: ...................... 5. Direct any comments to: Name of Contact Person: . .............. ..... Position: . Address: ................................................................................................................ Contact details: Telephone: ................... Fax: .Email: . Certification I certify that this document has been on public display in the location and for the dates shown. I further certify that there were/were no concerns expressed by the public about the roads and bridges shown in this document. Signed by: ..... Name:. Position: ..... Date: . . ........................................................... Province ANNEX F Public Disclosure.doc 6/30/2005 Page I of 2 ANNEX F (2) PUBLIC DISCLOSURE DOCUMENT AT COMMUNE Environmental Assessment has been completed on the following road or bridge for rehabilitation or construction in the Annual Work Plan of: ......................... Province for .(year). No. Road Length Road to be Name of Commune ID (km) surfaced District where road: Remarks Code with: Starts Finishes 2 4 5 2. BRIDGES No. Bridge Length Name of Bridge located in Remarks 1 ID Code (m) stream District Commune 1. No serious environmental or social impacts have been identified for the rehabilitation of the roads or construction of the bridges. All of the impacts can be satisfactorily addressed by the Environmental Management Plan that has been developed for each road or bridge. Following Public Display, work will commence as soon as possible on the roads and/or bridges. 2. The public are invited to make any comments with regard to possible concerns that they may have with regard to the construction of roads and bridges shown above. Any comments must be made within seven (7) days after the date that this document is placed on display. The document will remain on public display for 20 days. Further details on any of the roads and bridges may be obtained from the Contact Person. 2. Document placed on display in: .................................. Commune 3. Date document placed on display: ........................... 4. Date document removed from display: ...................... 5. Direct any comments to: Name of Contact Person: ............................ Position: ............... Address: ................................................................................................................ Contact details: Telephone: ...................... Fax: ...........Em ail: .............. Certification I certify that this document has been on public display in the location and for the dates shown. I further certify that there were/were no concerns expressed by the public about the roads and bridges shown in this document. Signed by: ........................ Name:..................... P osition: ...... . . . . . . . . . . . . . . . . . . . . D ate: . . . . . . . . . . . . . . . . . . . . ......................................................... . . C om m une Copy to PMU 5; copied to WB as required ANNEX F Public Disclosure.doc 6/30/2005 Page 2 of 2 ANNEX G (ANNEX A: Contractor's Conditions) CONTRACTORS ENVIRONMENTAL CONDITIONS STATEMENT I hereby acknowledge that I have read and understood the requirements of the Environmental Management Plan (EMP) which is attached to the Contract Bid Document and is supported by the conditions stated in Division 5 of the Technical Guidelines. I am also aware of the conditions of the Registration for Meeting Environmental Standards (RMES) which is attached to the Contract Bid Document. (Include this only if an RMES is attached to the Bid Document). Any costs for meeting the EMP requirements are included in my bid price. I will appoint Mr xxxxxx my Site Engineer as the person who is responsible for ensuring that the environmental conditions are met. This person is familiar with the conditions of the EMP and RMES and has previously supervised environmental compliance requirements on other road construction and maintenance projects. This person will also be responsible for monitoring environmental compliance. This person may be contacted on Tel: xxxxx. Signed: ... Date:. Name: ... Position in Company: . Contract Bidding Document: Env 30/06/2005 Page 1 of 3 ANNEX H (ANNEX B: Contractor's Conditions) CONTRACTOR'S ACKNOWLEDGEMENT OF ENVIRONMENTAL COMPLIANCE Company's Name and address I acknowledge that following the award of the Contract xxxx for xxxx road construction/maintenance or xxx bridge to my company I am aware of the environmental conditions and requirements that are contained in the Contract. These have been addressed in my Environmental Conditions Statement that was issued by me at the time of bidding. I confirm my ability to undertake and comply with these conditions. I confirm that Mr xxxxxx my xxx (nominate position) has been instructed to ensure that the environmental conditions are met. Mr xxxxx is familiar with the conditions of the EMP and RMES and will also be responsible for monitoring environmental compliance. This person may be contacted on Tel: I also acknowledge that any non-compliance with these conditions may result in penalties being awarded against my company. Signed: ... Date: . Name: ... Position in company: Managing Director Contract Bidding Document: Env 30/06/2005 Page 2 of 3 * (S hu ANNEX I (ANNEX C: Contractor's Conditions) CONSTRUCTION SITE MEMORANDUM Memorandum Reference: ........Date:..........D Issue that is being addressed: .............................. Location: ........................................... Description of Issue or Problem: ............................................................... Work Required by Contractor to Address Issue: ....................... ....................................................................................................... Date and Reference of any Previous Memo/s: ............................................... Name of person preparing Memorandum: ................................. Signed: ................. Date: . Date copy of Memorandum handed to Contractor: ................................ Received by Contractor (Signed): .................................................. Status of Contractor's Action: Work completed satisfactorily (date): ....................... Name of person approving work: ........................ If work is unfinished by end of reporting period give reason why work is still pending: ........................................................................................................ ........................................................................................................ Contract Bidding Document: Env 30/06/2005 Page 3 of 3 --- ANNEX J: PID1 Environmental Officer: Terms Of Reference Reports To: PID1 Director Supports/Guides PPMU Technical Specialist Environment Activities of: Duties: The PID1 Environmental Officer acts as an information and management facilitator between the PPMUs and PID1 for implementation of the RT3 environmental safeguard components. Specific duties include: i. Implementation of Project-level environmental safeguards at PDoT level. ii. Ensure PDOTs understand and follow the EA safeguards procedures shown in the Operations Manual for screening, environmental assessment, construction, monitoring and operation. iii. Ensure all relevant PDoTs provide regular environmental safeguards reports to PID1. iv. Review and comment on the EA safeguards reports provided by the PDoTs. v. Manage a library of environmental safeguards reports such that they can be forwarded to WB and other organizations as required. vi. Ensure that the capacity building and training plan is implemented as described in the Environmental Framework. vii. Ensure that PDoTs fully understand their role on how to integrate environmental considerations into the Screening process viii. Ensure that PDoTs fully understand their role on how to integrate environmental considerations into the Environmental Assessment process. ix. Ensure that PDoTs fully understand their role on how to integrate environmental considerations into the Contract Document process. x. Ensure that PDoTs fully understand their role on how to monitor environmental considerations of the Contract Document during construction and maintenance. xi. Reviews training program outputs as advised by M&E Specialist and approves those PDoTs who may now undertake their own independent screening and approval of minor road-works. ANNEX J,K,L,M TOR.doc 6/30/2005 Page 1 of 4 ANNEX K: PDoT Technical Specialist Environmental: Terms Of Reference Reports To: PDoT Director; iiaises with PID1 Environmental Officer as required Supports/Guides PDoT Technical Staff, Site Engineer Activities of: Duties: The PDoT Technical Specialist Environment implements the environmental safeguard programs at PDOT level for the RT3 project. Specific duties include: i. Responsible for undertaking RT3 SWAp environmental assessment procedures to meet RT3 SWAp environmental safeguard requirements. ii. Understands and carries out the EA safeguards procedures as shown in the Operations Manual for screening, environmental assessment, contract bidding, construction, monitoring and operation. iii. Provides EA safeguards reports to PDoT. iv. Prepares EA documents required for contract bidding. v. Arranges Public consultation meetings. vi. Arranges for Public Disclosure of the EA document. vii. Attends evaluation of Contract Bids with regard to contractor evaluation. viii. Works with, instructs and advises the Supervising Engineer with regard to environmental monitoring compliance. ix. Maintains a system of records at PDoT for ensuring that the environmental safeguards program functions properly. x. Attends training programs as required. ANNEX J,K,L,M TOR.doc 6/30/2005 Page 2 of 4 ANNEX L: PDoT Supervising Engineer: Inclusion of Environmental Requirements in Terms Of Reference for Environmental Monitoring Reports To: PDoT Director and PDoT Technical Specialist Environment Supports/Guides Contractor Activities of: Duties: The Supervising Engineer has the primary responsibility of instructing the Contractor during construction and maintenance activities. All directions to the Contractor are to be directed through the Supervising Engineer. Apart from civil works programs that are the direct responsibility of the Supervising Engineer the Supervising Engineer has an important role in monitoring the Contractor's work with regard to environmental compliance. Specific monitoring duties include: i. Responsible for the daily supervision of the Contractor and ensuring his compliance with the RMES, the EMP and Division 5 of the Technical Guidelines for construction and maintenance. ii. Issues Construction Site Memorandums to the Contractor for any breaches of the environmental specifications. iii. Reports to and briefs the Technical Specialist Environment in the PDoT with regard to any issues that may arise in implementing the environmental conditions in the Contract Document. iv. Attends training programs in environmental assessment and safeguards as required. ANNEX J,K,L,M TOR.doc 6/30/2005 Page 3 of 4 ANNEX M: PMU5 Monitoring and Evaluation Specialist: Inclusion of Environmental Requirements in Terms Of Reference for Environmental Monitoring Reports To: PDoT Director and liaises with PID1 Environmental Officer Supports/Guides PDoT Technical Specialist Environment Activities of: Duties: The Project M&E Specialist has the primary responsibility of collecting data for evaluating the performance of the SWAp environmental safeguards program as outlined in the Framework for Model 3. Specific environmental monitoring duties include: i. Responsible for the collection and analysis of SWAp project environmental program data as shown in the Monitoring Program (Table 4) in the SWAp Environmental Safeguards Framework. ii. Prepares six monthly reports on the achievements of the SWAp Environmental Safeguards program to Director PDoT, PID1 and the WB. iii. Attends training programs as an instructor in environmental assessment and safeguards as required. iv. Advises PDoT Technical Specialist Environment and the Environmental Officer in PIDI in progress of training programs and advancement of environmental skills in the PDoT's. ANNEX J,K,L,M TORdoc 6/30/2005 Page 4 of 4