Islamic Republic of Afghanistan

Ministry of Education of Afghanistan

Proposal for financing 415 incomplete Schools

Date: 10-Sep-2017

Kart-e- Char opposite of Ministry of Higher Education Telephone No: 0202500348 - 49

 I. Background:

Decades of continues war in Afghanistan has adversely affected the countrys

infrastructure including the education sector which is considered as important
pillar of the government. In addition to this, insecurity, rapid population growth,
sharp increase of migrants returning back to country, insufficient budget for
construction, operation and maintenance of schools are some other factors
hindering the progress of school infrastructure development.

The Ministry of Education (MoE) with the support of international community

aims to provide quality and equity Education for all Afghans on the base of
approvable laws and regulation of Afghanistan. In order to response to the
requirements and criteria of International standard, Ministry of Education is in
the process of implementing Education Quality Improvement Program (EQUIP)
with the fund provided by the World Bank (WB). The objective of the project is
to improve the quality of educational inputs and processes as a foundation for a
long term strategy to enhance the quality of educational outcomes.

The support of the world bank to MoE is multidimensional and one to the
important part is its support to the infrastructure part, construction of building
for educational facilities i.e. schools, teacher training centers, administration
building, hostels and etc.

EQUIP has provided support to construction of schools facilities in Phase I,II

from 2004 to 2012. The EQUIP phase II were further Provided with Additional
finance budget to include Missing items of the EQUIP I&II CC Buildings and to
include New school construction under various categories such as Pilot projects,
NCB School Buildings, New CC Projects and its corresponding annexes.
Initially the EQUIP II additional finance phase were started in October 2012
and is supposed to be completed in December 2017.

II. Current situation:

Under EQUIP Phase I,II from 2004 to 2012, a total of 1347 community
contracts were planned out of which for 415 community contracts Buildings are
completed but there related contracted components ( water well, latrines, and
furnitures) remained incomplete.

Initially in 2012, the number of schools with incomplete components were 926
Project ,however the ministry of education through government financing and
off budget donor contribution has managed to provide incomplete components
to 511 schools and for the balance 415 schools , the incomplete components are
still to be provided. It worth mentioning that amongst 415 schools, 309 are girls
and 106 are boys schools. The issue of providing incomplete components and
finding funding source were brought up to the notice of H.E the president of
Afghanistan where the president has ordered a thorough technical investigation
and assigned a committee comprised of Policy Coordination Unit of the
presidents office, the Ministry of Education along with representatives of the
Ministries of Public Works, Urban Development, Ministry of Rural
Rehabilitation and Ministry of Economy to review the existing status of the 415
incomplete CC School projects , the required budget for completion and the
reasons for their incompletion. The committee found the reasons for
incompletion as bellow:

Kart-e- Char opposite of Ministry of Higher Education Telephone No: 0202500348 - 49

 III. Reasons for incompletion:

a. Design Problem:

The committee has identified that the civil works quantities were under
estimated and there has been discrepancies in bill of quantities and drawing.
Moreover the site specific Designs were not adopted and the terrain conditions
were not assessed properly resulting in more excavation and extra work in
construction activities. Since it was lump sum contract with fix celling, the
community were not paid for the additional work performed. Hence the
community could only complete the building with the available money and the
contracted components remained incomplete.
The committee assessed the variation in terms of extra work by re-calculating
the quantities from the drawings to figure out the difference between
Contracted BoQ and Drawings and physically surveying the site and reported
the actual work performed versus contracted quantities.

Variation in cost due to design problem for 415 CC incomplete Schools

amounts to 822,788 USD. For a typical 8 classroom I beam building, the
difference are as bellow:

b. Under estimates of construction material price:

The unit cost were not derived from Site Specific Construction Material Rates,
No rate analysis has been performed and the transportation cost to the site were
not considered. In fact the same contract amount were paid to the communities
across Afghanistan irrespective of considering geographical and climatic
conditions. In EQUIP I (2004-2008), a lump sum amount of 32000 USD has
been paid to the communities across Afghanistan and in EQUIP II (2008-2012) ,
a lump sum amount of 64000 USD has been paid to communities.

Kart-e- Char opposite of Ministry of Higher Education Telephone No: 0202500348 - 49

 To assess the variation in terms of construction material prices, the committee
considered a typical 8 classroom for Kabul province as base cost and the
difference in cost of other provinces were figured out. The variation in cost due
to construction material price for 415 CC stopped Schools amounts to 1,565,751
USD.

c. Inflation due to delays in implementation:

Initially the completion period were considered 6 month however the

implementation of these projects took 3 to 4 years for completion due to the fact
that installments were paid once or twice in a year. Moreover there was no price
adjustment to the contract price, the inflation within this period resulted in
reducing the purchasing power of acquiring construction materials and the
construction material prices raised sharply. The inflation rates were as bellow:
Inflation in 1385~2006 (5.1%) ;inflation in 1386 ~2007 (13%) ;inflation in 1387
~ 2008 (26.8%), inflation in 1388~ 2009 (10%) ;inflation in 1389~ 2010
(2.18%) ;inflation in 1390 ~2011 (11.8%), inflation in 1391~ 2012 (6.44%).
The committee has assessed the effect of variation and the variation in cost for
415 CC incomplete schools due to delay in implementation amounts to
1,518,568 USD.

d. Lack of Community Contributions:

Community were supposed to pay 10% of contract budget, however due to

weak economic condition, the community could not contribute except providing
the land in some project, which is anyway not included in the Project Cost.
Variation in cost due to social contribution problem for 415 CC incomplete
Schools amounts to 1,250,433 USD.

e. Missing items:

The boundary walls and electricity system was not part of the contract with
community and they were missed from the original contract, however the
provision of these components are important for the schools hence it is
suggested to include these items along with incomplete items. The estimated
price for missing items amounts to 1,616,430 USD.

IV. Strategy for completion:

a. Preparing technical Drawings and Price Estimates for incomplete items:

The MoE-ISD Engineers conducted survey of each school and identified the
incomplete items and prepare the site plan on the basis of which the design
drawing and price estimates were prepared for completion of these items.
Outmost care were taken to consider site specific design and construction
material rates. The committee has reviewed and approved the technical
documents which were again cross checked by World Bank civil work
consultant.

Kart-e- Char opposite of Ministry of Higher Education Telephone No: 0202500348 - 49

 b. Required Budget:

The total estimated budget for completion of 415 incomplete schools is

6,773,970 USD.

c. Completion period:

The schools will require 12 months for completion including procurement

process once the financing is made available.

d. Project Delivery method:

Option 1:

The incomplete items will be provided by contractors , The projects will be

arranged into Lots and packages considering the geographical location of the
schools and the centralized National competitive bidding method will be used
for selecting the contractor.

Option 2:

The incomplete items under the same packages and Lots will be provided by
contractors, however the funds will be transferred to provinces and the
provincial procurement department will carry out the National competitive
bidding method for selecting the contractor.

e. Construction Supervision Mechanism:

The Provincial education department and infrastructure service department of

Ministry of education will be supervising the Projects both at central and
provincial level to Ensure Projects are completed within timeline, Budget , and
approved specification(Quality).
The MoE- ISD Central Monitoring and Evaluation Department will be
responsible for the following activities:
Prepare the initial planning , programming, and set up of the awarded
projects
Reviewing contractor work plan, issuing work permit letter and assigning a
monitor engineer
Conduct spot quality control checking in regional level to monitor the
process and the compliance of the contract
Keep on overall watch on the working of all the technical and non-technical
staff and getting the maximum output from them
Attend programs meetings, conference meetings, seminars
The engineering unit within the PED structure are responsible for the
followings:
Supervise contractors quality management plan, works program, method
statements, material sources, manpower and equipment deployment

Kart-e- Char opposite of Ministry of Higher Education Telephone No: 0202500348 - 49

 visit the project site during the projects implementation period i.e. at the
beginning, 25%, 50%, 75% and completion stages
Provide monthly progress report and highlight the construction quality,
materials used and workmanship.
Review the proposed variation orders, verify the case and the request
for change, determination of rates of works and advise on any alternatives
Review the time extension requests of contractors and certify contractors
justification for legitimacy of the claim.
Certify work volume and the amount of money
The supervision and reporting procedure for these Projects are shown in the
figure bellow:

Project
Monitoring plan
Central/Provincial

Spot checking/ Routine monitoring

verification of and
installment/ evaluation supervision/reports
visit (50 to 70 visit per analyzed by Senior
month) engineer

report analyzed by
Regional Managers/
instructions provided to Technical committee
Contractor and Senior
Engineers

report submitted to
database and relevant
departments

Kart-e- Char opposite of Ministry of Higher Education Telephone No: 0202500348 - 49

 V. Recommendations:

The leadership of Ministry of Education values the partnership with the international
development partners and requests for providing financial support of a total amount of
6,773,970 USD to cover the difference indicated in the reasons of incompletion in order
to create safe access and learning environment for the school children of Afghanistan.
As one can gather from the reasons which left 415 schools incomplete and which is
continuously causing an anti-social environment for the school going children of
Afghanistan and is ultimately impairing the project objectives of the Education Quality
Improvement we request all the stakeholders to join hands and let the schools be
completed first and thereafter go for the causes which were responsible for such a huge
negligence. we request the international development partners to come forward, as one
time special favor, and make sure that their funded schools are put in proper usable
condition to serve the ultimate goal of the project.

Kart-e- Char opposite of Ministry of Higher Education Telephone No: 0202500348 - 49