OFFICIAL IDOCUMENTS The World Bank 1818 H Street N.W. (202) 473-1000 INTERNATIONAL BANK FOR RECONSTRUCTION AND DEVELOPMENT Washington, D.C. 20433 Cable Address: INTBAFRAD INTERNATIONAL DEVELOPMENT ASSOCIATION U.S.A. Cable Address: INDEVAS ,2013 The Secretary to the Government of Pakistan Economic Affairs Division Ministry of Economic Affairs and Statistics Islamabad, Pakistan Excellency: Re: KP / FATA / Balochistan Multi-Donor Trust Fund Grant No. TF013560-PK (Pakistan: Khyber Pakhtunkhwa Southern Area Development Project) Additional Instructions: Disbursement I refer to the Khyber-Pakhtunkhwa (KP) / Federally Administered Tribal Areas (FATA) / Balochistan Multi-Donor Trust Fund (KFB MDTF) Grant Agreement between the Islamic Republic of Pakistan (the "Recipient") and the International Bank for Reconstruction and Development / International Development Association (collectively, the "World Bank"), acting as administrator of the KFB MDTF, for the above-referenced project, dated ke br 3 C , Io 3 . The Agreement provides that the World Bank may issue additional instructions regarding the withdrawal of the proceeds of Grant No. TF013560- PK ("Grant"). This letter ("Disbursement Letter"), as revised from time to time, constitutes the additional instructions. The attached World Bank Disbursement Guidelines for Projects, dated May 1, 2006, ("Disbursement Guidelines") (Attachment 1), are an integral part of the Disbursement Letter. The manner in which the provisions in the Disbursement Guidelines apply to the Grant is specified below. Sections and subsections in parentheses below refer to the relevant sections and subsections in the Disbursement Guidelines and, unless otherwise defined in this letter, the capitalized terms used have the meanings ascribed to them in the Disbursement Guidelines. I. Disbursement Arrangements (i) Disbursement Methods (section 2). The following Disbursement Methods may be used under the Grant: * Reimbursement * Advance * Direct Payment * Special Commitment (ii) Disbursement Deadline Date (subsection 3.7). The Disbursement Deadline Date is four (4) months after the Closing Date specified in the Grant Agreement. Any changes to this date will be notified by the World Bank. II. Withdrawal of Grant Proceeds (i) Authorized Signatures (subsection 3.1). An authorized signatory letter in the Form attached (Attachment 2) should be furnished to the World Bank at the address indicated below providing the name(s) and specimen signature(s) of the official(s) authorized to sign Applications: The World Bank Office in Islamabad 20 A, Shahrah-e-Jamhuriat Ramna 5, Sector G-5/1 Islamabad, Pakistan Attention: Rachid Benmessaoud Country Director, Pakistan (ii) Applications (subsections 3.2 - 3.3). Please provide completed and signed (a) applications for withdrawal, together with supporting documents, and (b) applications for special commitments, together with a copy of the commercial bank letter of credit, to the address indicated below: The World Bank Office in Islamabad 20 A, Shahrah-e-Jamhuriat Ramna 5, Sector G-5/1 Islamabad, Pakistan Attention: Disbursement Management Unit Anwar Ali Bhatti (iii) Electronic Delivery (subsection 3.4) The World Bank may permit the Recipient to electronically deliver to the World Bank Applications (with supporting documents) through the World Bank's Client Connection, web-based portal. The option to deliver Applications to the World Bank by electronic means may be effected if: (a) the Recipient has designated in writing, pursuant to the terms of subparagraph (i) of this Section, its officials who are authorized to sign and deliver Applications and to receive secure identification devices ("Tokens") from the World Bank for the purpose of delivering such Applications by electronic means; and (b) all such officials designated by the Recipient have registered as users of Client Connection. If the World Bank agrees, the World Bank will provide the Recipient with Tokens for the designated officials. Following which, the designated officials may deliver Applications electronically by completing Form 2380, which is accessible through Client Connection (https://clientconnection.worldbank.org). The Recipient may continue to exercise the option of preparing and delivering Applications in paper form. The World Bank reserves the right and may, in its sole discretion, temporarily or permanently disallow the electronic delivery of Applications by the Recipient. (iv) Terms and Conditions of Use of Tokens to Process Applications. By designating officials to accept Tokens and by choosing to deliver the Applications electronically, the Recipient confirms through the authorized signatory letter its agreement to: (a) abide by the Terms and Conditions of Use of Secure Identification Devices in connection with Use of Electronic Means to Process Applications and Supporting Documentation ("Terms and Conditions of Use of Tokens") provided in Attachment 3; and (b) to deliver the Terms and Conditions of Use of Tokens to each such official and to cause such official to abide by those terms and conditions. (v) Minimum Value of Applications (subsection 3.5). The Minimum Value of Applications for reimbursement, direct payment and special commitment is USD300,000. 2 (vi) Advances (sections 5 and 6). * Type of Designated Account (subsection 5.3): Segregated. One segregated designated account will be established for the project and managed by the Project Management Unit of the Local Government, Elections, and Rural Development Department of the Government of KP. * Currency ofDesignated Account (subsection 5.4): US$. * Financial Institution at which the Designated Account Will Be Opened (subsection 5.5): National Bank of Pakistan. * Ceiling (subsection 6.1): Forecast for 2 quarters as provided in the quarterly Interim Financial Report. III. Reporting on Use of Grant Proceeds (i) Supporting Documentation (section 4). Supporting documentation should be provided with each application for withdrawal as set out below: * For requests for Reimbursement and for reporting eligible expenditures paid from the Designated Account: 0 Interim Financial Report in the form attached (Attachment 4) * For requests for Direct Payment: Records evidencing eligible expenditures, e.g., copies of receipts, supplier invoices, etc. (ii) Frequency of Reporting Eligible Expenditures Paid from the Designated Account (subsection 6.3). The period set out in the Grant Agreement for provision of Interim Financial Reports, i.e. quarterly. (iii) Other Supporting Documentation Instructions: A copy of bank statement of the designated account should be attached to withdrawal application for replenishment of designated account. IV. Other Disbursement Instructions: (i) In the case of the first request for withdrawal submitted to the World Bank before any withdrawal has been made, i.e. request for initial advances to the designated account, the Recipient shall submit to the World Bank only a statement with the projected sources and applications of funds for the Project for the six-month period following the date of such request. (ii) Further advance from the designated account to another account of the project is allowed, as long as such further advances are accounted for within reasonable period of time or not to exceed 90 days. V. Other Important Information For additional information on disbursement arrangements, please refer to the Disbursement Handbook available on the World Bank's public website at https://www.worldbank.org and its secure website "Client Connection" at https://clientconnection.worldbank.org. Print copies are available upon request. 3 If you have not already done so, the World Bank recommends that you register as a user of the Client Connection website (https://clientconnection.worldbank.org). From this website you will be able to download Applications, monitor the near real-time status of the Grant, and retrieve related policy, financial, and procurement information. All Recipient officials authorized to sign and deliver Applications by electronic means are required to register with Client Connection before electronic delivery can be effected. For more information about the website and registration arrangements, please contact the World Bank by email at . If you have any queries in relation to the above, please contact Chau-Ching Shen, Senior Finance Officer at loasar@worldbank.org, or Anwar Ali Bhatti at the Bank's office in Islamabad, using the above reference. Yours sincerely, achid Ben essao d Country Director Pakistan Attachments 1. World Ban Disbursement Guidelines for Projects, dated May 1, 2006 2. Form for Authorized Signatures 3. Terms and Conditions of Use of Secure Identification Devices in connection with Use of Electronic Means to Process Applications and Supporting Documentation, dated January 20, 2010 4. Form of "Interim Financial Report" Cc: Mr. Faiz Muhammad Khan Project Director Local Government, Elections, and Rural Development Department Government of Khyber Pakhtunkhwa Peshawar Khyber Pakhtunkhwa Facsimile: 92-91-921-1450 Mr. Saleem Khan Secretary Planning and Development Department Government of Khyber Pakhtunkhwa Peshawar Khyber Pakhtunkhwa Facsimile: 92-91-921-4025 4 Attachment 2 Form of Authorized Signatory Letter Economic Affairs Division Ministry of Economic Affairs and Statistics Islamabad, Pakistan [DATE] The World Bank Office in Islamabad 20 A, Shahrah-e-Jamhuriat Ramma 5, G5/ Islamabad Pakistan Attention: Rachid Benmessaoud Dear Mr. Benmessaoud: Re: KP / FATA / Balochistan Multi-Donor Trust Fund Grant No. TF013560-PK (Pakistan: KP Southern Area Development Project) I refer to the Khyber-Pakhtunkhwa (KP) / Federally Administered Tribal Areas (FATA) / Balochistan Multi-Donor Trust Fund (KFB MDTF) Grant Agreement ("Agreement") between the Islamic Republic of Pakistan (the "Recipient") and the International Bank for Reconstruction and Development / International Development Association (collectively, the "World Bank"), acting as administrator of the KFB MDTF"), dated , providing the above Grant. For the purposes of Section 3.04 (b) of the Standard Conditions, as defined in the Agreement, any ['one] of the persons whose authenticated specimen signatures appear below is authorized on behalf of the Recipient to sign applications for withdrawal and applications for a special commitment under this Grant. For the purpose of delivering Applications to the World Bank, 2[each] of the persons whose authenticated specimen signatures appears below is authorized on behalf of the Recipient, acting '[individually] 4 ointly], to deliver Applications, and evidence in support thereof on the terms and conditions specified by the World Bank. 5[This confirms that the Recipient is authorizing such persons to accept Tokens and to deliver the Applications and supporting documents to the World Bank by electronic means. In full recognition that Instruction to the Recipient when sending this letter to the World Bank: Stipulate if more than one person needs to sign Applications, and how many or which positions, and if any thresholds apply. Please delete this footnote in final letter that is sent to the World Bank 2 Instruction to the Recipient: Stipulate if more than one person needs to jointly sign Applications, if so, please indicate the actual number. Please delete this footnote in final letter that is sent to the World Bank Instruction to the Recipient: Use this bracket if any one of the authorized persons may sign; if this is not applicable, please delete. Please delete this footnote in final letter that is sent to the World Bank 4 Instruction to the Recipient: Use this bracket only if several individuals must jointly sign each Application; if this is not applicable, please delete. Please delete this footnote in final letter that is sent to the World Bank 5 the World Bank shall rely upon such representations and warranties, including without limitation, the representations and warranties contained in the Terms and Conditions of Use of Secure Identification Devices in connection with Use of Electronic Means to Process Applications and Supporting Documentation ("Terms and Conditions of Use of Tokens"), the Recipient represents and warrants to the World Bank that it will deliver to each such person a copy of the Terms and Conditions of Use of Tokens and will cause such persons to abide by those terms and conditions.] This Authorization replaces and supersedes any Authorization currently in the World Bank records with respect to this Agreement. [Name], [position] Specimen Signature: [Name], [position] Specimen Signature: [Name], [position] Specimen Signature: Yours truly, /signed/ [Position] Instruction to the Recipient: Add this paragraph if the Recipient wishes to authorize the listed persons to accept Tokens and to deliver Applications by electronic means; if this is not applicable, please delete the paragraph. Please delete this footnote in final letter that is sent to the World Bank. 6 Attachment 3 Terms and Conditions of Use of Secure Identification Devices in connection with Use of Electronic Means to Process Applications and Supporting Documentation January 20, 2010 The World Bank (Bank)' will provide secure identification devices (Tokens) to permit the Borrower2 to deliver applications for withdrawal and applications for special commitments under the Agreement(s) and supporting documentation (such applications and supporting documentation together referred to in these Terms and Conditions of Use as Applications) to the Bank electronically, on the terms and conditions of use specified herein. A. Identification of Users. 1. The Borrower will be required to identify in a completed Authorized Signatory Letter (ASL) duly delivered to and received by the Bank each person who will be authorized to deliver Applications. The Bank will provide Tokens to each person identified in the ASL (Signatory), as provided below. The Borrower shall also immediately notify the Bank if a Signatory is no longer authorized by the Borrower to act as a Signatory. 2. Each Signatory must register as a user on the Bank's Client Connection (CC) website (https://clientconnection.worldbank.org ) prior to delivery of Tokens. Registration on CC will require that the Signatory establish a CC password (CC Password). The Signatory shall not reveal his/her CC Password to anyone or store or record the CC Password in written or other form. Upon registration as a CC user, the Signatory will be assigned a unique identifying account name. B. Distribution, Initialization and Return of Tokens. 1. The Bank will physically deliver a Token to each Signatory in a manner to be determined by and satisfactory to the Bank. 2. At the time of delivery of a Token to a Signatory, the Signatory will receive a copy of these Terms and Conditions of Use for purposes of initializing the Token. 3. The Bank will verify that the Token, Temporary Password and Terms and Conditions of Use have been duly delivered to and received by the CC User. 4. Promptly upon receipt of the Token and Terms and Conditions of Use, the Signatory will access CC using his/her account name and CC Password and register his/her Token and set a personal identification number (PIN) to be used in connection with the use of his/her Token, after which the Token will be initialized for use by the Signatory exclusively for purposes of delivering "Bank" includes IBRD and IDA. 2 "Borrower" includes the borrower of an IBRD loan, IDA credit, or Project Preparation Facility advance and the recipient of a grant. 7 Applications. Upon initialization of the Token, the Signatory will be a "Token User". The Bank will maintain in its database a user account (Account) for each Token User for purposes of managing the Token of the Token User. Neither the Borrower nor the Token User will have any access to the Account. 5. Prior to first use of the Token by the Token User for delivering Applications, the Borrower shall ensure that the Token User has received training materials provided by the Bank in use of the Token. 6. Tokens shall be promptly returned to the Bank upon request of the Bank. C. Management of Tokens. 1. Tokens will remain the property of the Bank. 2. Use of the Token is strictly limited to use in the delivery of Applications by the Token User in the manner prescribed by the Bank in the Agreement(s) and these Terms and Conditions. Any other use of the Token is prohibited. 3. The Bank assumes no responsibility or liability whatsoever for any misuse of the Token by the Token User, other representatives of the Borrower, or third parties. 4. The Borrower undertakes to ensure, and represents and warrants to the Bank (such representation and warranty being expressly relied upon by the Bank in delivery of a Token to each Token User) that each Token User is provided, understands and will abide by, these Terms and Conditions of Use, including without limitation the following: Security 4.1. The Token User shall not reveal his/her PIN to anyone or store or record the PIN in written or other form. 4.2. The Token User shall not allow anyone else to utilize a Token to deliver an Application to the Bank. 4.3. The Token User shall always logout from CC when not using the system. Failure to logout properly can create a route into the system that is unprotected. 4.4. If the Token User believes a third party has learned his/her PIN or has lost his/her Token he/she shall immediately notify clientconnectiongworldbank.org. 4.5. The Borrower shall immediately notify the Bank at clientconnectionkworldbank.org of any lost, stolen or compromised Tokens, and take other reasonable steps to ensure such Tokens are disabled immediately. Care of Tokens 4.6. Tokens contain delicate and sophisticated instrumentation and therefore should be handled with due care, and should not be immersed in liquids, exposed to extreme temperatures, 8 crushed or bent. Also, Tokens should be kept more than five (5) cm from devices that generate electromagnetic radiation (EMR), such as mobile phones, phone-enabled PDAs, smart phones and other similar devices. Tokens should be carried and stored separate from any EMR device. At close range (less than 5 cm), these devices can output high levels of EMR that can interfere with the proper operation of electronic equipment, including the Token. 4.7 Without derogating from these Terms and Conditions of Use, other technical instructions on the proper use and care Tokens are available at http://www.rsa.com. 5. Replacement 5.1. Lost, damaged, compromised (in terms of 4.5, above) or destroyed Tokens will be replaced at the expense of the Borrower. 5.2. The Bank reserves the right, in its sole discretion, not to replace any Token in the case of misuse, or not to reactivate a Token User's Account 6. Reservation of Right to disable Token 6.1. The Borrower shall reserve the right to revoke the authorization of a Token User to use a Token for any reason. 6.2. The Bank reserves the right, in its sole discretion, to temporarily or permanently disable a Token, de-activate a Token User's Account or both. 9 For Internal Distribution Only Prepared by: Joan Toledo / Tony Shen (CTRLN) Cleared by and bcc: Sameena Dost (LEGES) Tahira Syed (SASDA) 10 Pakistan: Khyber Pakhtunkhwa Southern Area Development Project KP / FATA / Balochistan MDTF Grant No. TF013560-PK Project Management Unit, Department of Local Govt. & Rural Development, Government of Khyber Pakhtunkhwa Interim Financial Reports for the quarter ended mmm-dd-yyyy STATEMENT OF SOURCES AND USES OF FUNDS For the Inception to Year to Date Quarter Date Pak Rs. Pak Rs. Pak Rs. SOURCES OF FUNDS Designated Account - Receipt x x x Total Receipts xx xx xx USES OF FUNDS Component 1Community Development Support Consultant's Services x x x Non-Consulting Services x x x Training and Workshops x x x Incremental Operating Cost x x x x x x Component 2: Community Driven Investment Grants x x x Component 3: Project Implementation Support Consultant's Services X x x Non-Consulting Services X x x Goods x x x Training and Workshops x X x x x x Incremental Operating Cost X X X X X X Total Expenditure xx xx xx SURPLUS / (DEFICIT) x x x OPENING BALANCE x x / CLOSING BALANCE x x Breakup of Opening and Closing Cash Balance: Opening Closing Balance Balance dd-mmm-yy dd-mmm-yy Designated Account Balance - MDTF Advances with EDOs CDD Cash in Hand at PMU Total Pakistan: Khyber Pakhtunkhwa Southern Area Development Project KP / FATA / Balochistan MDTF Grant No. TF013560-PK Project Management Unit, Department of Local Govt. & Rural Development, Government of Khyber Pakhtunkhwa Interim Financial Reports for the quarter ended mmm-dd-yyyy VARIANCE ANALYSIS OF USE OF FUNDS Quarter Cumulative for the Year Cumulative - Inception to Date Planned Actual Variance Planned Actual Variance Planned Actual Variance Component 1:Community Development Support Consultant's Services Non-Consulting Services Training and Workshops Incremental Operating Cost Component 2: Community Driven Investment Grants Component 3: Project Implementation Support Consultant's Services Non-Consulting Services Goods Training and Workshops Incremental Operating Cost Note: Reasons for variance in excess of 10% should be explained as notes Pakistan: Khyber Pakhtunkhwa Southern Area Development Project KP / FATA / Balochistan MDTF Grant No. TF013560-PK Project Management Unit, Department of Local Govt. & Rural Development, Government of Khyber Pakhtunkhwa Interim Financial Reports for the quarter ended mmm-dd-yyyy CASH FORECAST FOR THE 6 MONTHS ENDING MMM-DD-YYYY Cash Requirements Quarter ended Quarter ended Cash Requirements for Next mmm-dd-yyyy mmm-dd-yyyy Six Months Pak Rs. Pak Rs. Pak Rs. USD Component 1:Community Development Support Consultant's Services x x x x Non-Consulting Services x x x x Training and Workshops x x x x Incremental Operating Cost x x x x Component 2: Community Driven Investment Grants x x x x Component 3: Project Implementation Support Consultant's Services x x x x Non-Consulting Services x x x x Goods X x x X Training and Workshops x x X X Incremental Operating Cost X x x x xx xx xx xx NOTE: Forecast will be used for determining the amount of advances to be made. Necessary workings to support the forecast should be attached. Pakistan: Khyber Pakhtunkhwa Southern Area Development Project KP / FATA / Balochistan MDTF Grant No. TF013560-PK Project Management Unit, Department of Local Govt. & Rural Development, Government of Khyber Pakhtunkhwa Interim Financial Reports for the quarter ended mmm-dd-yyyy DESIGNATED ACCOUNT ACTIVITY STATEMENT Note US$ US$ 1. Cumulative Advances to the end of current quarter x 2. Cumulative Expenditure to the end of last quarter x 3. Outstanding Advances to be accounted for (Line I minus Line 2) x 4. DA balance at beginning of quarter x 5. Add/Subtract: Cumulative Adjustments (if any) I x 6. Advances from MDTF during the quarter x 7. Sub total of Advances and Adjustments x 8. Outstanding Advances to be accounted for (Line 4 plus Line 7) x 9. DA balance at end of quarter x 10. Add/Subtract: Cumulative Adjustments (if any) 2 x 11. Expenditure for current reporting period 12. Sub total of Adjustments and Expenditure x 13. Advances accounted for (Add Line 9 and Line 12) x 14. Difference if any (Line 8 minus Line 13) x 15. Total forecasted amount to be paid by MDTF x 16. Less: Closing DA balance x 17. Forecasted Direct Payments x 18. Sub total of closing DA balance and forecasted payments (Line 16 plus Line 17) x 19. Cash requirement from IDA for the next reporting period (Line 15 minus Line 18) x Note 1: Cumulative Adjustments - Line 5 Advances with EDOs CDD at dd-mmm-yy x Cash in Hand with PMU at dd-mmm-yy x x Note 2: Cumulative Adjustments - Line 10 Advances with EDOs CDD at dd-mmm-yy x Cash in Hand with PMU at dd-mmm-yy x x Note: Bank reconciliation statement and copy of the bank statement for the period should be attached Pakistan: Khyber Pakhtunkhwa Southern Area Development Project KP / FATA / Balochistan MDTF Grant No. TF013560-PK Project Management Unit, Department of Local Govt. & Rural Development, Government of Khyber Pakhtunkhwa Interim Financial Report for the quarter ended mmm-dd-yyyy Designated Account Expenditures for Contracts Subject to Prior Review Name & Invoiced %a Amount Eligible MDTF Share Contract Contract Contract forvoDTFdf Amoun Address of Amounts to the Financed for MDTF of Amount Balance Expenditure Type No. and Currency close of quarter by Financing Paid till close Supplier / coeoqurr byCarried Consultant Date and Value (by currency) MDTF (In contract of the quarter currency) (US Dollar) Consultant's Services Non-Consulting Services Goods Training and Workshops Incremental Operating Cost Pakistan: Khyber Pakhtunkhwa Southern Area Development Project KP / FATA / Balochistan MDTF Grant No. TF013560-PK Project Management Unit, Department of Local Govt. & Rural Development, Government of Khyber Pakhtunkhwa Interim Financial Report for the quarter ended mmm-dd-yyyy Designated Account Expenditures for Contracts NOT Subject to Prior Review Invoiced Amounts to Eligible for MDTF Share Paid from Contract Currency Expenditure Type C na ue the close of quarter MDTF Financing Designated Account (by currency) (%age) (US Dollar) Grants Consultant's Services Non-Consulting Services Goods Training and Workshops Incremental Operating Cost Pakistan: Khyber Pakhtunkhwa Southern Area Development Project KP / FATA / Balochistan MDTF Grant No. TF013560-PK Project Management Unit, Department of Local Govt. & Rural Development, Government of Khyber Pakhtunkhwa Interim Financial Report for the quarter ended mmm-dd-yyyy EIGs Receipts & Payments Summary - Dera Ismail Khan Funds Funds Payments Bank Account Opening received ayen Closing Number Balance during the mae uring Balance _____________ ________ Quater the quarter Quarter Rupees Rupees Rupees Rupees Note: Attach the copy of the summary report provided by the commercial bank for all EIGs of the district. Pakistan: Khyber Pakhtunkhwa Southern Area Development Project KP / FATA / Balochistan MDTF Grant No. TF013560-PK Project Management Unit, Department of Local Govt. & Rural Development, Government of Khyber Pakhtunkhwa Interim Financial Report for the quarter ended mmm-dd-yyyy EIGs Receipts & Payments Summary - Lakki Marwat Funds Payments S. No. EIG Name Bank Account Opening received made during Closing Number Balance during the Balance _____ _______________Quater the quarter Quarter Rupees Rupees Rupees Rupees Note: Attach the copy of the summary report provided by the commercial bank for all EIGs of the district. Pakistan: Khyber Pakhtunkhwa Southern Area Development Project KP / FATA / Balochistan MDTF Grant No. TF013560-PK Project Management Unit, Department of Local Govt. & Rural Development, Government of Khyber Pakhtunkhwa Interim Financial Report for the quarter ended mmm-dd-yyyy EIGs Receipts & Payments Summary - Lakki Marwat Funds Payments S. No. EIG Name Bank Account Opening received made during Closing Number Balance during the Balance _______________ _________ Quater the quarter Quarter Rupees Rupees Rupees Rupees Note: Attach the copy of the summary report provided by the commercial bank for all EIGs of the district.