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 May 24, 2012 Kathleen M. Kozar Director, Sponsored Projects Administration DOCUMEN ,U2 Tulane University 7029A Freret St. New Orleans, LA 70118 (i2 Re: Grant No. TFO 11053 Global Facility for Disaster Reduction and Recovery Grant (GFDRR) for: Capacity Building for Disaster Resilient Leadership Project Additional Instructions: Disbursement Letter Dear Ms. Kozar I refer to the Letter Agreement ("Agreement") between the International Bank for Reconstruction and Development/International Development Association ("World Bank"), acting as administrator of grant funds provided under the GFDRR Multi-Donor Trust Fund, and the Administrators of the Tulane Educational Fund (the "Recipient") for the above-referenced project, of even date. The Agreement provides that the World Bank may issue additional instructions regarding the withdrawal of the proceeds of Grant No. TF01 1053 ("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 (ii) Disbursement Deadline Date (subsection 3.7). The Disbursement Deadline Date is the Closing Date specified in the Grant Agreement. Any changes to this date will be notified by the World Bank. (iii) Disbursement Conditions (subsection 3.8). Please refer to the Withdrawal Condition(s) in Section 3.02 of the Grant Agreement. II. Withdrawal of Grant Proceeds (i) Authorized Signatures (subsection 3.1). A 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 submit Applications: The World Bank 1818 H Street, N.W. Washington, DC 20433 United States of America Attention: Francis Ghesquiere, GFDRR Manager Mail stop - U3 307, GFDRR Secretariat (ii) Applications (subsections 3.2). Please provide completed and signed applications for withdrawal, together with supporting documents, to the following address: The World Bank 1818 H Street, NW Washington, DC 20433 United States of America Attention: Judy Ka-Yuk Lai Mail stop - U3 307, GFDRR Secretariat (iii) Electronic Delivery (subsection 3.4) 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.or ). 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 Reimbursements are USD $70,000. 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: o Interim Financial Reports in the form attached (Attachment 4), with supporting documentation evidencing eligible expenditures (e.g., copies of receipts, supplier invoices), in accordance with Attachment 5; and o List of payments against contracts that are subject to the World Bank's prior review, in the form attached (Attachment 6). VI. 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.orz and its secure website "Client Connection" at https://clientconnection.worldbank.org. Print copies are available upon request. 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 affected. 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 LOA-TF by sending an email to loa-tf@worldbank.org and using the trust fund number as a reference. Sincerely, Zoubida Allaoua Director Finance, Economics and Urban Development Department Sustainable Development Network Attachment 121 [Letterhead] Tulane University 7029A Freret St. New Orleans, LA 70118 [date] The World Bank 1818 H Street, N.W. Washington, D.C. 20433 United States of America Attention: Zoubida Allaoua, Director, FEU Dear Ms. Allaoua, Re: Grant No. TF011053(P129284 Project) I refer to the Grant Agreement ("Agreement") between the [International Bank for Reconstruction and Development/International Development Association] ("World Bank")], acting as [administrator of name of the trust fund], and [name of recipient] (the "Recipient"), 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 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 3[individually] 4[jointly], to deliver Applications, and evidence in support thereof on the terms and conditions specified by the World Bank. IInstruction 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. [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 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] 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. Attachment [31 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)5 will provide secure identification devices (Tokens) to permit the Borrower6 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. s "Bank" includes IBRD and IDA. 6 "Borrower" includes the borrower of an IBRD loan, IDA credit, or Project Preparation Facility advance and the recipient of a grant. 6 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 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 clientconnection@worldbank.org. 4.5. The Borrower shall immediately notify the Bank at clientconnection@worldbank.org of any lost, stolen or compromised Tokens, and take other reasonable steps to ensure such Tokens are disabled immediately. 7 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, 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. 8 Attachment 4 Interim Financial Report (IFR) Tulane University: Capacity Building for Disaster Resilient Leadership Academy Report for the Period Ending (Month, Day & Year) Total GFDRR approved Quarter 1 Quarter 2 Quarter 3 Quarter 4 Remarks Budget Pmect Activities funds schedule Category 1 Consultant Services S127,50000 Subcontracts $168.000.00 Training/Workshops $184.800.00 Audit Fee $1,000.00 Sub TotalofCatgory I penditures (a) SubotolGFDARapprovedbudgetforCotegoryl, $40,30000 Category 2 40000 StaffCost/Fee $81612.00 Staff Travel $4 '500.00 Project Supervision and Management $51.241.00 Sub Total ofltegory K2enditures (b) Sub TotalGFDepprovtdgeufor CTtegory $179,353.00 Total Exenditure of GFDRR Grant c = a+b rotWGFDRR bud provedfor*pr o fi seon ex ewse) 0 Co-Finance Expected 1, 634N0.00 Total C-Financers 644,960.00 Total Actual Costs for the Project includng Co financing Toad Proect budget Including Co financing $2,30,53.0o Prepared by Authorized Signatory Signature 9 Attachment 5 Indicative Schedule of Supporting Documentation for Reimbursement The Recipient's requests for withdrawal of Grant proceeds shall be made in accordance with the schedule set forth below, subject to the World Bank's receipt of the relevant application and supporting documentation, satisfactory to the World Bank. The supporting documentation for all Reimbursements shall include an Interim Financial Report, and copies of any corresponding deliverables, that cover the activities, results and deliverables. Expenditure Reimbursement Supporting Documents for Application Amount USD Supported by IFR After: * Identifying Key faculty and staff. $164,913 * Finalization of curriculum for the potential creation of 6-9 short courses, which includes: working with the 3 regional centers and 27 partner universities to identify and develop their program core competencies, reviewing findings from key informant questionnaires, and develop their short course academic program in Leadership in Disaster Risk Management). Supported by IFR After receipt of: * First regional delivery of 3 short courses by local faculty $98,948 and the global network, with course completion certificate for first participant cohort, with total enrollment per region of up to 50 participants. * Application for the expenditure. * Project Report and Interim Financial Report that cover the expenditures. Supported by IFR After: * Developing post-test evaluation tools, such as written $72,562 evaluations and practitioner interview assessments, at the DRLA, and administers it amongst faculty workshops. * Working with 27 partner universities and 3 regional partners to establish a regional level network of up to 300 local and regional stakeholders, chosen based on partner recommendations, to inform the content and direction of the educational program. Supported by IFR After: * Producing analysis report on findings from post-test $131,931 evaluation of short course Completion Report and audited Financial Statements. * Holding regional stakeholder group meeting to revise short course curriculum, Producing Curriculum v.2. 10 Supported by IFR After: * Second regional delivery of 3 short courses delivered with $98,948 course completion certificate for second participant cohort of up to 50 individuals per region. Final Reimbursement After the Recipient's completion of the activities financed under this Grant and the receipt and acceptance of: $102,351 * Administering second post-test evaluation tool (including written evaluations, student portfolio assessments and practitioner interview assessments). * Revision of curriculum to produce version 3, which includes: holding 2 stakeholder conferences. * Completion Report and Audited Financial Statement. 11 Attachment 6 Payments Made during Reporting Period Against Contracts Subject to the World Bank's Prior Review Date of WB's Noif WB s bareof .C Objectior Amount åi o Amt Paid to Ct to Supgplie r Suiper during Numle Supplier Date ' ' mount ContractI ¯ Period Period 12 ＿…／ ／薇 /& .＇、 / &, &/ && \ \ ·＼× × \ \ × × 、 、