The World Bank New Delhi Office Phone : +911141479301/+911149247601 INTERNATIONAL BANK FOR RECONSTRUCTION AND DEVELOPMENT 70 Lodi Estate Mailing Address: P.O. Box 416 INTERNATIONAL DEVELOPMENT ASSOCIATION New Delhi - 110 003 India ~A~___ ,2014 Mr. S. G. Dastidar Controller of Aid Accounts and Audit Department of Economic Affairs, Ministry of Finance 5th Floor, 'B' Wing Janpath Bhawan, Janpath New Delhi, India 110 001 Dear Sir, Re: IBRD Loan No. 8301-IN (National Highways Interconnectivity Improvement Project) Additional Instructions: Disbursement I refer to the Loan Agreement between the International Bank for Reconstruction and Development (the "Bank") and India (the "Borrower") for the above-referenced project, dated , .The Agreement provides that the Bank may issue additional instructions i'gaPding the withdrawal of the proceeds of Loan No. 8301-IN ("Loan"). 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 Loan 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 Loan: * Reimbursement (ii) Disbursement Deadline Date (subsection 3.7). The Disbursement Deadline Date is 4 months after the Closing Date specified in the Loan Agreement. Any changes to this date will be notified by the Bank. (iii) Disbursement Conditions (subsection 3.8). Please refer to the Disbursement Condition(s) in the Loan Agreement, if any. II. Withdrawal of Loan Proceeds (i) Authorized Signatures (subsection 3.1). An authorized signatory letter in the Form attached (Attachment 2) should be furnished to the 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 P.O. Box 416 New Delhi 110 001, India Attention: Mr. Onno Ruhl, Country Director, India (ii) Applications (subsections 3.2 - 3.3). Please provide completed and signed applications for withdrawal, together with supporting documents, to the address indicated below: The World Bank No. 11, Taramani Main Road Taramani, Chennai - 600 113 India Attention: Ms. Samvita R. Aritkatla, Finance Officer (iii) Electronic Delivery (subsection 3.4) The Bank may permit the Borrower to electronically deliver to the Bank Applications (with supporting documents) through the Bank's Client Connection, web-based portal. The option to deliver Applications to the Bank by electronic means may be effected if: (a) the Borrower 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 credentials ("SIDC") from the Bank for the purpose of delivering such Applications by electronic means; and (b) all such officials designated by the Borrower have registered as users of Client Connection. If the Bank agrees, the Bank will provide the Borrower with SIDC 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 Borrower may continue to exercise the option of preparing and delivering Applications in paper form. The Bank reserves the right and may, in its sole discretion, temporarily or permanently disallow the electronic delivery of Applications by the Borrower. (iv) Terms and Conditions of Use of SIDC to Process Applications. By designating officials to use SIDC and by choosing to deliver the Applications electronically, the Borrower confirms through the authorized signatory letter its agreement to: (a) abide by the Terms and Conditions of Use of Secure Identification Credentials in connection with Use of Electronic Means to Process Applications and Supporting Documentation ("Terms and Conditions of Use of Secure Identification Credentials") provided in Attachment 3; and (b) to cause such official to abide by those terms and conditions. -2- (v) Minimum Value ofApplications (subsection 3.5). Not applicable (vi) Advances (sections 5 and 6). The advancing of Loan proceeds into a designated account is not a Disbursement Method currently available under this Loan. As such, applications only in support of the Disbursement Methods listed in subsection I (i) of this letter may be sent. III. Reporting on Use of Loan Proceeds (i) Supporting Documentation (section 4). Supporting documentation should be provided with each application for withdrawal as set out below: * For Reimbursement: o Interim Unaudited Financial Report submitted on quarterly basis, in the form attached (Attachment 4); (ii) Frequency of Interim Financial Reports: The period set out in the Loan Agreement for provision of Interim Financial Reports, which is quarterly. IV. Other Important Information For additional information on disbursement arrangements, please refer to the Disbursement Handbook available on the 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. From the Client Connection website, you will be able to prepare and deliver Applications, monitor the near real-time status of the Loan, and retrieve related policy, financial, and procurement information. If you have any queries in relation to the above, please contact Mr. Junxue Chu, Senior Finance Officer or another member of the Controllers Department team in Chennai at CTRLN chennai@worldbank.org using the above reference. Yours sincerely, By Authorized Representative -3- Attachments 1. World Bank Disbursement Guidelines for Projects, dated May 1, 2006 2. Form for Authorized Signatures 3. Terms and Conditions of Use of Secure Identification Credentials in connection with Use of Electronic Means to Process Applications and Supporting Documentation ("Terms and Conditions of Use of Secure Identification Credentials"), dated March 1, 2013 4. Interim Unaudited Financial Report -4- Attachment 2 Form of Authorized Signatory Letter [Letterhead] Ministry of Finance [Street address] [DATE] The World Bank 1818 H Street, N.W. Washington, D.C. 20433 United States of America Attention: Mr. Onno Ruhl, Country Director, India Re: Loan No. 8301-IN (National Highways Interconnectivity Improvement Project) I refer to the Loan Agreement ("Agreement") between the International Bank for Reconstruction and Development (the "Bank") and India (the "Borrower"), dated _. providing the above Loan. For the purposes of Section 2.03 of the General Conditions as defined in the Agreement, any 1[one] of the persons whose authenticated specimen signatures appear below is authorized on behalf of the Borrower to sign applications for withdrawal [and applications for a special commitment] under this Loan. For the purpose of delivering Applications to the Bank, 2[each] of the persons whose authenticated specimen signatures appears below is authorized on behalf of the Borrower, acting 3[individually] 4[jointly], to deliver Applications, and evidence in support thereof on the terms and conditions specified by the Bank. 5[This confirms that the Borrower is authorizing such persons to accept Secure Identification Credentials (SIDC) and to deliver the Applications and supporting documents to the Bank by electronic means. In full recognition that the Bank shall rely upon such representations and warranties, including without limitation, the representations and ' Instruction to the Borrower: 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 Bank. 2 Instruction to the Borrower: Stipulate if more than one person needs tojointly sign Applications, if so, please indicate the actual number. Please delete this footnote in final letter that is sent to the Bank. Instruction to the Borrower: 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 Bank. 4 Instruction to the Borrower: 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 Bank. Instruction to the Borrower: Add this paragraph if the Borrower wishes to authorize the listed persons to accept Secure Identification Credentials 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 Bank. 5 warranties contained in the Terms and Conditions of Use of Secure Identification Credentials in connection with Use of Electronic Means to Process Applications and Supporting Documentation ("Terms and Conditions of Use of SIDC"), the Borrower represents and warrants to the Bank that it will cause such persons to abide by those terms and conditions.] This Authorization replaces and supersedes any Authorization currently in the Bank records with respect to this Agreement. [Name], [position] Specimen Signature: [Name], [position] Specimen Signature: [Name], [position] Specimen Signature: Yours truly, / signed / [Position] 6 Attachment 3 Terms and Conditions of Use of Secure Identification Credentials in connection with Use of Electronic Means to Process Applications and Supporting Documentation March 1, 2013 The World Bank (Bank)1 will provide secure identification credentials (SIDC) 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. SIDC can be either: (a) hardware-based (Physical Token), or (b) software-based (Soft Token). The Bank reserves the right to determine which type of SIDC is most appropriate. 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 SIDC 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 receipt of his/her SIDC. 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. Initialization of SIDC. 1. Prior to initialization of SIDC by a Signatory, the Signatory will acknowledge having read, understood and agreed to be bound by these Terms and Conditions of Use. '"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 2. Where a Physical Token is to be used, promptly upon receipt of the Physical Token, the Signatory will access CC using his/her account name and CC Password and register his/her Physical Token and set a personal identification number (PIN) to be used in connection with the use of his/her Physical Token, after which the Physical Token will be initialized for use by the Signatory exclusively for purposes of delivering Applications. Where a Soft Token is to be used, the Signatory will access CC using his/her account name and CC Password and set a personal identification number (PIN) to be used in connection with the use of his/her Soft Token, after which the Soft Token will be initialized for use by the Signatory exclusively for purposes of delivering Applications. Upon initialization of the SIDC, the Signatory will be a "SIDC User". The Bank will maintain in its database a user account (Account) for each SIDC User for purposes of managing the SIDC of the SIDC User. Neither the Borrower nor the SIDC User will have any access to the Account. 3. Prior to first use of the SIDC by the SIDC User, the Borrower shall ensure that the SIDC User has received training materials provided by the Bank in use of the SIDC. C. Use of SIDC. 1. Use of the SIDC is strictly limited to use in the delivery of Applications by the SIDC User in the manner prescribed by the Bank in the Agreement(s) and these Terms and Conditions. Any other use of the SIDC is prohibited. 2. The Bank assumes no responsibility or liability whatsoever for any misuse of the SIDC by the SIDC User, other representatives of the Borrower, or third parties. 3. The Borrower undertakes to ensure, and represents and warrants to the Bank (such representation and warranty being expressly relied upon by the Bank in granting SIDC) that each SIDC User understands and will abide by, these Terms and Conditions of Use, including without limitation the following: 4. Security 4.1. The SIDC User shall not reveal his/her PIN to anyone or store or record the PIN in written or other form. 4.2. The SIDC User shall not allow anyone else to utilize his/her SIDC to deliver an Application to the Bank. 4.3. The SIDC 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 SIDC User believes a third party has learned his/her PIN or has lost his/her Physical Token he/she shall immediately notify clientconnection@worldbank.org. 8 4.5. The Borrower shall immediately notify the Bank at clientconnection@,worldbank.org of any lost, stolen or compromised SIDC, an( take other reasonable steps to ensure such SIDC are disabled immediately. 5. Reservation of Right to Disable SIDC 5.1. The Borrower shall reserve the right to revoke the authorization of a SIDC User to use a SIDC for any reason. 5.2. The Bank reserves the right, in its sole discretion, to temporarily or permanently disable a SIDC, de-activate a SIDC User's Account or both. 6. Care of Physical Tokens 6.1. Physical Tokens will remain the property of the Bank. 6.2. The Bank will physically deliver a Physical Token to each Signatory designated to receive one in a manner to be determined by and satisfactory to the Bank. 6.3. Physical 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, Physical 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. Physical 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 Physical Token. 6.4. Without derogating from these Terms and Conditions of Use, other technical instructions on the proper use and care of Physical Tokens are available at http://www.rsa.com. 7. Replacement 7.1. Lost, damaged, compromised (in terms of 4.5, above) or destroyed Physical Tokens will be replaced at the expense of the Borrower. 7.2. The Bank reserves the right, in its sole discretion, not to replace any Physical Token in the case of misuse, or not to reactivate a SIDC User's Account. 9 Attachment 4 Form of Interim Financial Report (Separately attached) 10 National Highways Interconnectivity Improvement Project Statement of Uses, Disbursment by Categories, Reconciliation with CAAA website - IFR1 Interim Unaudited Financial Report for Period IBRD Loan No. EXPENDITURE - Source, Column 16 and 17 from IFR 2 Amounts in INR Component / Sub-components For the Quarter Disb %age Bank share Year to date Disb %age Bank share Cumulative (sinc Disb %age Bank share Component A: Road improvement and Maintenance Component 0 0 0 0 0 0 1) Civil Works through Item-rate contracts 50% 0 50% 0 50% 0 2) Civil Works through EPC contracts 50% 0 50% 0 50% 0 3) Maintenance of sub-project roads for 5 years 0 0 0 0 0 0 4) Supervision during construction period 80% 0 80% 0 80% 0 5) Supervision during 5-year maintenance period 0 0 0 0 0 0 6) Other costs (including Agency Charges) 0 0 0 0 0 0 Component B: Institutional Development 0 0 0 0 0 0 1) Process improvements 80% 0 80% 0 80% 0 2) Network monitoring and management 80% 0 80% 0 80% 0 3) Financing Strategy 80% 0 80% 0 80% 0 4) Governance 80% 0 80% 0 80% 0 5) Training 80% 0 80% 0 80% 0 Component C: Road Safety 0 0 0 0 0 0 1) IRC Codes Revision 80% 0 80% 0 80% 0 2) Implementation of RADMS in project states 80% 0 80% 0 80% 0 3) Strengthening RS capacity at central level 80% 0 80% 0 80% 0 4) Road safety in project areas 80% 0 80% 0 80% 0 Totals 0 1 0 0 0 01 0 Disbursment Categories (1) Works under Component A 1 and A 2 of the Project 0 50% 0 0 50% 0 0 50% 0 (2) Goods, non-consulting services, consultants' services, and Training under Component A4, Component B and Component C of the Project. O 80% 0 0 80% 0 0 80% 0 Reconciliation with CAAA website - Cummulative expenditure till last quarter 0 Signed - Amount released as per CAAA website Project Director, EAP Cell Difference (provide reasons) National Highways lnterconnectivity Improvement Project Contract Wise Progress Report - IFR2 Interim Unaudited Financial Report for Pertod Sourc for prepanng th- FR forms AttachmentI1 Mapp~n of column nmbers ar p,ovded belom- IBRD Loan No. 17 12 11 4.5,6..8 9,10 14 AMOUNT ELI^LE FOR BANK CONTRACT GROSSEXPENDITURE gc g ADVANCESS STATUTORY DEDUCTIONS SECURTY DEPOSIETENSION MONE NET AMOUNT PAID FINANC4NG CoNTRACT ONTRACT ERTFE CERTIFIED- . A ..U.TE CUMLA-E Ta-.e. Du- oale {EANDL RELEAED) WRRe CUIRECYO AMOUTl AMENDMENTS PRicEVARIATio 0ALUE DURINGTHEQTR CUMMULATIVE D0R'0GTMor Rya4iestQT (CUMMULAIvE) 040010 REESD)OTEQT CUMMULATNE DURINGTHEQT CUMMULATNE11 DURINTHEQT 018 MMULAT10vE 1 2 3 4=1+2+3 5 6 7 8 9 10 11 12 13 14=5-78-10- 12 15=6-+-11-13 16=14+10 17-15+11 1 #Vicl W~rk throug %~~wt cnra )An-hbad - Auran-a s eon o 9- 1 N4) A,~habd - Aurnabd seo o NH98- Slie 2 N aparha - Bang1ound section of0N217 N-) Prata W,arh- Pd &eto of NH113 3) LI0ot -l0araui secto f NH11B 20 CM0.W)rks 4throulf000 EPC0conSracts 4vl Sheha -8Narhsectio o0N104-9Sl-2 v) Shohar- Nrh sectio o1NH-104 - Si,e 3 li) ,x^001pu - B1fl0ur sectio of1NH 100 ) F0h - B"rh seto0 fNH30A (x4) Bholpur-0hatabar4sectio of0N200 4, Navranpu - Koksara setion0of N H201 xu) Madhun0 -0P,re section0ofNH234 - Sl'c 1 4 a.hu.i Borr o fH23 - 2 x)Pur-l -cak_.=scio=f H0 Ip I II_ 4,) ProOOect Mana0emen Consultant 00.01 C -=iant frmleeatoof RAP |4) Goveani ¯5) Tra,n,j 1),) 40RC C 0des Rev1lon 2)Ipemnaxi fRodAc ~e~DaaMnaeetS~.em(RADMS),-~poec tae -. 4- --1 - - - - -T-thn- -S-a-c-y--1enra-lve- 4 Road safety0 01n801pro 1014800ct01 ar004ea18 National Highways Interconnectivity Improvement Project Reconciliation of expenditure as per Budget Heads in COMPACTIE-Lekha and amount reported in Annex 1 - IFR 3 Interim Unaudited Financial Report for Period IBRD Loan No. For Quarter Amounts in INR AS PER COMPACT/E-LEKHA, Attach 2 Component Budget Head Amount of Expenditure* Expenditure as per Attach 1, column 17 Difference Remarks Component Al, A2 5054-xx-xxx-xx-xx-53 Component A4, B, C 5054-xx-xxx-xx-xx-xx Component A3, A5, A6 5054-xx-xxx-xx-xx-xx * As per compact and E-lekha Cummulative Amounts in INR AS PER COMPACT/E-LEKHA, Attach 2 Component Budget Head Amount of Expenditure* Expenditure as per Attach 1, column 18 Difference Remarks Component Al, A2 5054-xx-xxx-xx-xx-53 Component A4, B, C 5054-xx-x-xx-xx-xx Component A3, AS, A6 5054-xx-xxx-xx-o-xx * As per compact and E-lekha National Highways Interconnectivity Improvement Project Job Register/Expenditure Control Register - Attachment 1 Interim Unaudited Financial Report for Period IBRD Loan No. a) Name of Division Head of Account b) Name of Contractor Date of Start c) Name of Work Time for completion d) Job No Actual Date of Completion e) Sanctioned Estimate f) Tender Amount a SUM of col =Co 'I -cO g) Budget Allocation 4 to 12 13 Gross Amoint of Bill Advance Expenditure includig Agency Surcharge on Surcharge on Security Payment Agency Total Net Amount DD/Cheque Voucher No. dueng the Progressive S No Bill No. & Date Charges Income Tax inome Tax Sales Tax sales tax Royaty Depooit Misc. Deposit /Adjustment Charges Recoveries Payable No and Date Date year Exenditure Signature Remarks 1 2 3 4 5 6 7 8 9 1t 11 12 13 14 15 16 17 18 19 20 Copy of Job Register/Expenditure Control Register maintained by office of RO, for each contract listed in IFR2 Note Similar formats may be adopted for consultany and goods contracts also National Highways Interconnectivity Improvement Project Compact/E-Lekha Report with expenditure during the period and to date - Attachment 2 Interim Unaudited Financial Report for Period IBRD Loan No. Steps for IFR preprat on 1 Collect copy of Attachment 1 (for each contract) to be prepared at RO and other offices 2 Collect Attachment 2 3 Prepare IFR 2 from Attachment 1 4 Prepare IFR 1 from IFR2 5 Prepare IFR 3 from IFR2 and Attachment 2