Islamic Republic of Afghanistan

Ministry of Education of Afghanistan

Detail Report on 110 Stopped Schools

Date: 19-Feb-2017

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

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 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 110 community contracts Buildings and
some of their related contracted components ( water well, latrines, and
furnitures) remains incomplete and currently stopped.

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 110 stopped 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

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 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.

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.

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%).

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.

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

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

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 suggested to include these items along with incomplete items. The estimated
price for missing items amounts to 588,874USD.

f. Money with shura accout:

There are Money in shura Account (220,717 USD) for some schools which has
not been spent so far.

IV. Detail of these projects:

The projects are summarized as bellow provincial wise

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

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S# Province Number of Estimated amount Physical Number of Financial Reasons for incompletion of projects # of write- Reasons for
Non-write-off for completion progress projects progress off projects dropping
projects (USD)
Badakhshan 9 521,493 14 % 1 100% 1. Design problem ( Extra work)
2. Under estimates of construction material price
3. for 1 project, construction materials
49.4 % 1 100% transportation vehicle falls in kokcha river which
65%- 7 100% included cement bag, other materials
84.8%
4. Inflation due to delays in implementation

5. Lack of Community Contributions

6.Missing items not part of the contract with

community

balkh 3 62,226 64.89% 1 100% 1. Design problem ( Extra work)

90.91% 1 100% 2. Under estimates of construction material price
100% 1 100%
3. Inflation due to delays in implementation

4. Lack of Community Contributions

5.Missing items not part of the contract with

community

bamyan 6 194,866 54.12%- 6 100% 1. Design problem ( Extra work)

86.92% 2. Under estimates of construction material price

3. Inflation due to delays in implementation

4. Lack of Community Contributions

5.Missing items not part of the contract with

community
Daikundi 9 433, 361 29.52 %- 5 100% 1. Design problem ( Extra work)
47.06% 2. Under estimates of construction material price
53.48 %- 4 100%
69.31% 3. Inflation due to delays in implementation

4. Lack of Community Contributions

5.Missing items not part of the contract with

community
I. Detail of write off projects:

There are 27 projects which will be write- off due to different reasons:

A. Balkh Province: there are 2 projects in balkh province which was write-off and the relevant information is presented in bellow
table:
S# Project name District Physical progress Financial Reasons for MoE Actions
progress write-off
1 Surkh Koch charkint 60% 100% Due to security Will be
school challenges , it is completed once
not possible to the security
complete the condition gets
remaining works better
2 Sayed Qasim Zari 45% 100% Due to security Will be
Mohamadi challenges , it is completed once
School not possible to the security
complete the condition gets
remaining works better

B. Daikundi Province: there are 1 project in Daikundi province which was write-off and the relevant information is presented in
bellow table:

S# Project name District Physical progress Financial Reasons for MoE Actions
progress write-off
1 Sardara Khodi khadeer 10% 50% Located in flood Will be
High school plain area, completed once
security issues the security
and community condition gets
problems better
 C. Ghazni Province: there are 1 project in Ghazni province which was write-off and the relevant information is presented in bellow
table:

S# Project name District Physical progress Financial Reasons for MoE Actions
progress write-off
1 Deh Yak Primary Dehyek 0% 25% Security issue, Will be
School construction completed once
material the security
purchased but condition gets
insurgents not better
allowing shura to
work

D. Helmand Province: there are 1 project in Helmand province which was write-off and the relevant information is presented in
bellow table:

S# Project name District Physical progress Financial Reasons for MoE Actions
progress write-off
1 Nawmish Baghran 50% 50% Security issue Will be
Baghran School completed once
the security
condition gets
better
 D. Nuristan Province: there are 11 project in Nuristan province which was write-off and the relevant information is presented in
bellow table:

S# Project name District Physical progress Financial Reasons for MoE Actions
progress write-off
1 Nilab Primary Dooab 51.65% 75% Security issue, in Shura has ()
School addition to this AFS in there
the existing account, MoE
construction is working on
poor quality , not collecting the
recommended to money back
complete the from these
remaining works shura, Will be
but to build a completed once
new school for the security
which the condition gets
security does not better
permit
Piyar Girls
School
Palagal School
Jonia School
Shokoor Zada
School
Karach School
Mandool School
Linar School
Pashagar Girls
School
Mandeel / Malil
School
Masawi School
II. 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.

b. Required Budget:

The total estimated budget for completion of 110 incomplete schools excluding write-off projects is 2,704,572USD.

c. Completion period:

The schools will require 12 months for completion including procurement process.

d. Project Delivery method:

The incomplete items will be provided by contractors, The projects has been 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. The
technical designs for these projects are completed and submitted to procurement department on 25-march-2017

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
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