REPUBLIC OF ZAMBIA

MINISTRY OF LOCAL GOVERNMENT AND HOUSING

(Map)

GUIDELINES FOR THE MANAGEMENT AND UTILIZATION OF THE

CONSTITUENCY DEVELOPMENT FUND (CDF)

Department of Local Government Administration

Ministry of Local Government and Housing
Church Road,
P O Box 50027
Lusaka,
ZAMBIA

December, 2016
(3rd Edition)
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Contents
1. INTRODUCTION ............................................................................................................................. 6
1.1 Purpose of the Guidelines ............................................. Error! Bookmark not defined.
1.2 Structure of the CDF Guidelines ................................ Error! Bookmark not defined.
2. BACKGROUND ................................................................................................................................... 6
3.1 Types of CDF Projects ........................................................................................................ 7
3.2 Negative List of projects ................................................................................................. 10
3.3 Criteria for projects funded under CDF .................................................................... 10
4. INSTITUTIONAL FRAMEWORK .............................................................................................. 11
4.1 The Community ................................................................................................................... 11
4.2 Maintenance Committee ................................................................................................. 11
4.3 The Constituency Development Fund Committee (CDFC) .............................. 11
4.5 The Council ............................................................................................................................ 14
5. CDF PROJECT CYCLE ................................................................................................................. 14
5.1 Sensitisation ......................................................................................................................... 14
5.2 Project Identification and Application ....................................................................... 15
5.3 Project Selection ................................................................................................................. 15
5.4 Project Field Appraisal ...................................................................................................... 15
5.5 Approval by DDCC and Council .................................................................................... 15
6. PROJECT IMPLEMENTATION .................................................................................................. 16
6.1 Procurement ....................................................................................................................... 16
6.2 Project Supervision ......................................................................................................... 17
6.3 Monitoring ................................................................................................................................... 17
7. DISBURSEMENT OF CONSTITUENCY DEVELOPMENT FUNDS ................................ 18
8. BANK ACCOUNTS AND SIGNATORIES .............................................................................. 18
9. RELEASE OF FUNDS FOR APPROVED PROJECTS ( WORKS AND GOODS) ..... 18
10. ACCOUNTABILITY AND TRANSPARENCY ...................................................................... 20
11. PENALTY ....................................................................................................................................... 20
12. MINUTES ...................................................................................................................................... 21
13. ADMINISTRATIVE COSTS .................................................................................................... 21
14. FINAL PROJECT EVALUATION ............................................................................................ 21
15. ANNUAL REPORT ON THE CONSTITUENCY DEVELOPMENT FUND ................... 22
FIELD APPRAISAL FORM ................................................................................................................. 30
PROJECT TITLE: .................................................................................................................................. 30
PROJECT LOCATION: ........................................................................................................................ 30

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PROVINCE: DISTRICT: CONSTITUENCY:......................................................................... 30
Location: Rural, Urban or Peri urban ...................................................................................................... 30
DATE of DESK APPRAISAL: .............................................................................................................. 30
DATE of FIELD APPRAISAL:............................................................................................................. 30
STEPS OF FIELD APPRAISAL........................................................................................................... 30
Section A: ASSESS NEEDS and PRIORITIES of COMMUNITY ............................................. 30
Section B: APPRAISAL of EXISTING SITUATION the BEFORE Situation ..................... 31
Attendance of Meetings: ......................................................................................................................... 31
Section B: APPRAISAL OF EXISTING SITUATION THE BEFORE SITUATION ............. 32
Section C: APPRAISAL OF MAINTENANCE .............................................................................. 32
Make general comments on state of infrastructure. ................................................................................. 32
When was the Committee formed? ............................................................................................................ 32
What have they agreed to contribute? ........................................................................................................ 32
How does the community raise funds for maintenance? ........................................................................... 32
When was the account opened? .................................................................................................................. 32
Section D: APPRAISAL OF SELF-HELP CONTRIBUTION ..................................................... 33
IF ANY - what has the community contributed towards this project? ................................................... 33
List the items and the quantities in table below. Make comments on the quality, ........................ 33
Section E: APPRAISAL OF COMMUNITY ORGANISATION ................................................ 33
Comment on the organisation of the community. .................................................................................... 33
Is there an elected project committee?...................................................................................................... 33
Are there any women on the committee? ................................................................................................. 33
How and when was the committee elected? ............................................................................................. 33
Are the minutes available? ........................................................................................................................ 33
Do the community appear to support their committee? .......................................................................... 33
Comment on the mood of the community. ............................................................................................... 33
Section F: ASSESS COMMUNITY CAPACITY ........................................................................... 34
Is skilled labour available? ........................................................................................................................ 34
Where? ........................................................................................................................................................ 34
AVAILABLE TRANSPORT ................................................................................................................. 34
How far is source of supply of water, sand and stones? .......................................................................... 34
How far is the proposed project from District centre? ............................................................................ 35
What is main source of transport? (Council, Private, Local). ................................................................. 35
Indicate any special transport requirements - eg boat, plane etc. ........................................................... 35
ELECTED PROJECT COMMITTEE MEMBERS .......................................................................... 36
MAINTENANCE COMMITTEE ......................................................................................................... 36
Water Projects ........................................................................................................................................... 37
Number existing ..................................................................................................................................... 38
Physical condition .................................................................................................................................. 38
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Education Projects .................................................................................................................................... 39
Physical condition .................................................................................................................................. 40

ANNEXES

Annex 1 –
Annex 2 –

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Acronyms and Abbreviations

CDF Constituency Development Fund

CDFC Constituency Development Fund Committee
DDCC District Development Coordinating Committee
MoF Ministry of Finance
MLGH Ministry of Local Government and Housing
WDC Ward Development Committees
PSC Planning Sub-Committee

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1. INTRODUCTION

This document provides Constituency Development Fund (CDF) Guidelines to be

used by the Constituency Development Fund Committees, Project Management
Committees, Local Authorities and other stakeholders involved in the
management and utilization of CDF in Zambia. The document contains information
on the management of CDF disbursed to each constituency annually by the
Zambian Government. The CDF is intended to finance Community Based Projects
in infrastructure development, wealth creation and poverty reduction.

These Guidelines are a result of consultations with stakeholders and have been
reviewed and approved by the Minister responsible for Local Government. The
Guidelines set out procedures to be complied with in the identification and
implementation of CDF Projects.

In applying these guidelines, national statutes in Public Financial Management and

Procurement must be complied with. CDF Projects are subject to audit by the
office of the Auditor General and Contracts require clearance of the office of the
Attorney General.

This document includes general background information, objectives and criteria

for funding activities, CDF Project Cycle and defines the roles and responsibilities
of various players in the cycle.

The document shall be taken as a living document that will be refined using
lessons learnt during implementation of projects. The Guidelines will be reviewed
as and when need arises.

2. BACKGROUND

The appropriation of CDF was initially approved by Parliament in 1995 to finance micro -
community based projects that contribute to infrastructure development, wealth creation
and poverty reduction at Constituency level. The Fund has now grown to support larger
community based projects.

The goal of the CDF is “to encourage local community participation in decision-making
processes in developmental projects aimed at poverty reduction and improved service
delivery.”

The purpose of the CDF is to provide a sustainable and transparent financing mechanism
to fund community based projects.

The specific objectives of CDF are to:

 Encourage community participation in decision making in project

implementation at local level;
 Support community driven projects;

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  Support planning and management of development projects at Constituency
level; and
 Provide resources according to priority development needs in Constituencies.

The Ministry of Finance has been disbursing CDF to Constituencies as grants. The
Ministry of Local Government and Housing provides an oversight Management and
Utilization of CDF.

As part of their annual capital programmes, each Council is mandated to include CDF for
community based projects in the Capital Budgets. The Council is required to account for
the funds in accordance with the Public Finance Act and other relevant laws.

Due to passage of time adherence to the 2006 CDF guidelines has been weak coupled
with weak compliance hence the Ministry decided to invite stakeholders to strengthen
community participation, adherence as well as compliance. Further the revision of
relevant legislation has also necessitated the review of the guidelines to make them in
line with the revised laws.

3. TYPES OF PROJECTS

The type of projects to be financed under CDF shall be developmental projects

i.e. projects providing a public good in nature and beneficial to the wider
community.

3.1 Types of CDF Projects

The projects that shall be financed under CDF are listed below:

Table 1: Constituency Development Fund Projects

Sector Types of Projects Expected Sector

Outcomes
Water  Construction and rehabilitation  Reduction in
travel time and
Supply and of lined and other improved
distance to
Sanitation wells services (water
supply)
 Construction and rehabilitation
especially for
of small scale dams women ;
 Reduced water-
 Construction and rehabilitation
borne disease
of boreholes prevalence in
communities
 Piped water supply systems

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  Construction and rehabilitation
of ventilated improved pit
latrines, toilets or Construction
and rehabilitation of water
borne sanitation
 Construction and rehabilitation
of drainage systems
 Construction of rain water
harvesting infrastructure.
Roads  Construction, rehabilitation  Reduction in
travel time and
and maintenance of roads
distance to
(feeder and Community roads services, areas of
production and
), using
markets.
engineered labor-based
methods
 Foot/ Access bridge
construction and maintenance
 Culvert installation
 Causeway construction
 Canals, waterways,
embankments
Solid Waste  Setting up communal refuse  Reduced
Disposal bays outbreaks of
 community solid waste epidemics and
management systems potential
nuisances
 Reduced
unplanned
disposal of
commercial and
residential solid
waste
Sector Types of Projects Expected Sector
Outcomes
Health and  Rehabilitation and expansion of  Increased numbers
Education existing facilities, rarely new accessing
Facilities construction unless operational specialised
health services
costs are assured; and increased

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  Construction of laboratory, attendance for
maternity wing and mother to women, children;
child health facility, TB units  Increase in
numbers of
and mortuary facilities; women assisted
provision of equipment in childbirth;
 Rehabilitation of Health  Increase in trained
staff;
facilities (Primary Health)  Improved services
– immunisation,
 Construction of Health drug availability,
family planning,
facilities and related reproductive
facilities. health education
and HIV/AIDS
 Rehabilitation of Education awareness and
facilities, desks inclusive(Pre- counselling.
Schools and Community  Increased access
Schools and skills training to education
centres) facilities
 Rehabilitation and  Improved
Construction of Sports availability of
Facilities social services
 Construction of sports centres  Provide
alternative
catering for various indoor and activities for
outdoor sports disciplines (e.g. youths away from
vices
table tennis, basketball,
netball and football).
Community Halls, and
gardens
 Recreational facilities, e. g
parks, playgrounds, play fields

Markets, Bus  Construction and rehabilitation  Improved trading

places
shelters and of markets
 Enhanced travel
security  Construction and rehabilitation facilities and
revenue raising
infrastructure of bus shelters
 Construction of community
police posts

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 Agriculture  Small-scale irrigation systems  Increased
productivity
Projects  Community Dip tanks
 Improved animal
 Small Dam/weir health
 Sustainable
 Community Storage facilities
irrigation

3.2 Negative List of projects

Projects under the CDF in “non-development areas” like consumables classified

as recurrent expenditures such as stationery, drugs, sports/church attires and
equipment etc. will NOT be eligible for funding. The CDF should be only used to
fund development activities that are key priority areas within the community as
detailed in their application.

Other projects that will not be eligible for funding under the CDF include the
following:-

 Projects that require the use of land that is encumbered in any way. Any
land to be used must either already belong to the community or it must be
known that legal ownership can and will be transferred to the community
prior to commencement of the intended project
 Projects that have detrimental environmental impacts but for which
mitigation measures are not assured. Local Authorities will be required to
conduct an environmental impact assessment on all projects to be financed
prior to approving the projects.
3.3 Criteria for projects funded under CDF

The criteria to be met for projects to qualify for CDF support include:

 Projects will benefit the community.

 The community is encouraged where relevant, make contributions in kind
in form of labour (both skilled and unskilled) and materials such as stone,
sand etc.
 Project must be identified by the community and included in the approved
District Plan;
 Production of assessment report that demonstrates the long term benefits
will be sustained by sustainable operations, sustainable management and
sustainable maintenance (e.g. line ministry committing staff and
equipment);
 Project should not have negative impact on the environment;
 The project should use standard government designs.

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4. INSTITUTIONAL FRAMEWORK

The CDF will be implemented through an institutional framework designed to

promote coordination, collaboration and effective functional linkages among
stakeholders. The relevant institutions and actors are discussed below as it
relates to the CDF.
4.1 The Community

The ‘community’ includes all those who are interested and involved in the projects,
who are prepared to participate and who will benefit from the services provided by
the project.

The community should actively participate in the identification of the project as

well as implementation of the approved projects. Wherever possible the
community should make contributions in form of labour (both skilled and
unskilled) and materials such as stones, sand etc. Their focus is thus to exert
social and public accountability for quality, service delivery and maintenance. The
community must be available to assist the Monitoring and Evaluation team to
ensure that the project is meeting its objective. The community should be given
all relevant information on project plans, budgets and expenditure by the
contractor and local authorities.

4.2 Maintenance Committee

The community where appropriate will elect a Maintenance Committee (MC) and
the elected committee will be appointed by the council or line institution. The
appointed members should preferably have skills and abilities in the area of
maintaining a particular type of an asset and community mobilisation. It is
important to form this committee at inception stage in the project so that the
committee is well aware that maintenance does not start when a project is
complete but must be done throughout the project cycle. The role of the MC may
include educating the larger community on how to look after the assets and
ensuring that maintenance works are carried out.

4.3 The Constituency Development Fund Committee (CDFC)

a) Membership

There shall be in each Council a Constituency Development Fund Committee

(CDFC) with a membership of nine (9) established.
The membership of the CDFC shall be:

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 Number Committee Membership
a) 1 Area Member of Parliament for the respective
Constituency
b) 1 A female representative elected by all Women
Groups in the Constituency

c) 1 Chiefs’ representative nominated by Chiefs in

the Constituency (Other than the one sitting in
the Council). Where not applicable, a member of
the community shall be nominated instead.

d) 1 Director of Works in the case of a District Council

or Director of Engineering Services in the case
of Municipal and City Council

e) 4 Community Representatives from Faith Based

Organisations (FBOs) i.e. Churches and
Community Based Organizations (CBOs) elected
by member organization within the Constituency
from different wards. The representation shall
not be more than two members from each
community organization. The four (4) will
comprise of two women and two men. The
election of the Community Representatives will
be facilitated by the Council.

g) 1 The District Planning Officer shall be the

Secretary of the Committee with no voting
rights.
h) 1 A representation from the WDC’S

The Council shall review the Curriculum Vitae and record of participation in
community development work of the proposed Elected Community
Representatives of the CDFC. The Council shall approve the names of the above
elected persons in consultation with the office of the PLGO. The approved names
of the members of the CDFC shall be forwarded to the Minister of Local
Government and Housing for confirmation. The Minister shall confirm the
approved membership within 30 days of receipt. The CDFC will be confirmed “on
absence of objection” at the expiry of 30 days following receipt by the Minister of
the proposed CDFC from the Council.

b) Procedure of Meetings
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 The Constituency Development Fund Committee (CDFC) will elect a
Chairperson and the Vice Chairperson at the first meeting limited to two and
half years (2½). In order for a meeting to proceed, the quorum shall be four
members at each sitting.

The Director of Works, Director of Engineering and ex-officios shall not be

eligible to be the Chairperson, Deputy Chairperson or Secretary to the
CDFC. In the absence of the Chairperson, the Vice Chairperson shall preside
over the meeting of the CDFC. However, in the absence of both, the
members present shall elect amongst themselves a person to preside over
that particular meeting.

The District Planning Officer who is the Secretary of the committee shall
prepare the notices and minutes of the CDFC proceedings. These shall be
submitted on quarterly basis to the Provincial Local Government Officer and
to the Ministry.

c) Tenure

The tenure of office for the members of the CDFC shall be two and half
years, for a maximum period of two terms, unless removed by the Council
in consultation with the Provincial Local Government Officer.

d) Functions of the CDFC

The functions of the CDFC shall be to:

a) Consider project proposals submitted from various Wards or CBOs or any

other recognised community represented body in accordance with the
criteria set in these guidelines. The CDFC will then recommend the proposals
to the Planning Sub-Committee of the DDCC for appraisal
b) To ensure effective management of funds and efficient implementation of
projects through monitoring.
c) to ensure the compilation of records, returns and reports from the project
d) to receive and share progress reports from projects with the council and
communities
e) to receive and address any challenges and take appropriate action
f) to perform such other duties as the Council may deem necessary from time
to time for the proper management of the CDF

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Where any issues of policy arise in the course of the performance of its
functions, the CDFC shall refer such to Council.
4.5 The Council

The authority to decide on the utilization of the CDF shall be vested in the Council
in accordance with the Public Finance Act.

The Council shall provide financial management in the utilization of the CDF.
All procurements on the CDF shall follow the PROVISIONS of the Public
Procurement Act (No.12 of 2008) and shall be administered by the Council
Procurement Unit.

All payments on CDF shall be paid by Bank Cheques in the name of the approved
contractor and/ or Supplier and no payments in cash shall be allowed.

5. CDF PROJECT CYCLE

The CDF project cycle presents a stage by stage process of how the projects will
be carried out; showing what will be done, and describes roles and responsibilities.

The main stages of the project cycle are Sensitisation, Project Identification and
Selection; Desk Appraisal and inclusion in the District Plan. Other stages are Field
Appraisal; Approval by the Council; Launch Workshop; Disbursement of Funds;
Implementation; Monitoring, Reporting and Supervision and Completion and
Evaluation.

5.1 Sensitisation
The Council in commencing CDF activities will sensitize various stakeholders using
different types of media. The stakeholders will be provided with sufficient and
relevant information on the operations of the CDF. The information to
stakeholders will cover the general CDF activities and objectives, types of projects
that may be funded, selection criteria and basically project cycle management
processes.

The Council shall invite project proposals from the communities in January of
every year for implementation in the following year by way of advertisements,
open meetings, through community radio stations and fixing of posters in
conspicuous locations such as Notice Boards of the council, schools, clinics, and
churches including notifications through letters to Chiefs.

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5.2 Project Identification and Application

During Project Identification, members of the community will meet to discuss their
needs systematically, objectively, prioritise the analysed needs and estimated
resource requirement before taking a course of action or applying for CDF support.
Among other things, they will specifically have considered the following:

 Evidence of community commitment to the project;

 Benefits are assured, recurrent budgets for service delivery budgeted
for;
 Proposal will be within the CDF budget guidelines;
 Design will be appropriate to the capacity of those implementing the
project; and
 Maintenance and operations are planned for.

Communities shall prepare proposals for submission to the CDFC through WDCs
for harmonizing and prioritizing. The closing date for receipt of project proposals
shall be 30th April of each year. The Project Proposals shall be submitted using
the Project Proposal Application Form shown in Appendix A.

5.3 Project Selection

The CDFC shall within two weeks short-list project proposals and forward
them to the PSC for Appraisal.

5.4 Project Field Appraisal

The primary objective of the field appraisal is to determine implementation

feasibility of the proposed project and to assess the community’s capacity and
readiness to implement the project. Consultations will be made with appropriate
line ministries to assure sustainability. The PSC will use the Field Appraisal Form.
The field appraisal will be carried out to cross check the information contained in
the Application Form and confirm the commitment to the proposed activity.

The field appraisal process ensures that the project is a priority for the community.
The likelihood of sustained operations and maintenance are also evaluated.

In the next four weeks of receipt of these project proposals, the

PSC shall prepare detailed project proposals with cost estimates
and prepare an appraisal report for recommendation to the DDCC.

5.5 Approval by DDCC and Council

Within 60 days of receipt of the appraisal report, the DDCC shall recommend to
council the priority projects for approval.

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The Council shall within 28 days of receipt of recommended priority projects
convene the meeting to approve the same.

Only projects which have been appraised and approved by the Council shall be
funded. The Town Clerk/Council Secretary shall notify the CDFC in writing on
which projects have been approved/not approved by the Council for funding and
implementation. The CDFC shall notify the applicants of the outcome of their
applications with reasons in writing.

Once funds are allocated for a particular project, they shall remain so for that
project and may only be varied for any other purposes during the financial year
with the approval of the Council.

6. PROJECT IMPLEMENTATION

Upon receipt of the notification of the approved projects from the council,
the relevant sector department shall commence project implementation and
follow the procedures stated below.

Implementation of Projects shall be completed within one year, from the

date of commencement of the project.

6.1 Procurement

The guiding principles underpinning public procurement will be: value for money;
transparency, efficiency and economy; accountability; fair opportunity to all
bidders; prevention of fraud; corruption and other malpractices; and promotion
of local capacity.

Procurement of goods, works and services using funds provided under the CDF
will be in accordance with Public Procurement Act and it’s supporting Regulations.

The responsibility of all the procurement activities for CDF will be vested in the
Council Procurement Unit. Approval for all CDF procurements will be done by the
Controlling Officers (i.e. Council Secretary/Town Clerk) and the procurement
committee depending on the value of the procurement. The Controlling Officers
are accountable for procurement in accordance with the PPA and any other
regulations, laws and instructions applicable in Zambia.

The sector department shall request the procurement unit to:

(a) Prepare procurement plan for CDF procurements.

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 (b) Prepare tender documents and invite bids. (Stating the date and time
of closing and opening of bids.)
(c) Receive and open the bids in public.

(d) All bids shall be received through a Tender box for the depository of
bid documents. Furthermore the Town Clerk/Council Secretary shall
appoint a committee of relevant experts for the purpose of evaluating
the bids and recommend to the procurement committee the best
evaluated bidder.The procurement committee shall review the
evaluation report and make a decision.

All draft contracts must be cleared by the Office of the Attorney General.

After clearance by the Office of the Attorney General, the Town Clerks/Council
Secretaries shall sign the contract on behalf of the employer and witnessed by the
Chairperson of the CDFC and the winning Bidder shall sign with his/her witness.
All contracts shall be in writing and sealed.

All interested stakeholders will have the right to access the above stated
information within the confines of the law.

There will be strict adherence to procurement laws and regulations for all CDF
contracts. Non adherence will attract the necessary legal sanctions.

6.2 Project Supervision

The Council in liaison with the relevant Sector Departments shall supervise the
contract with the assistance from CDFC members. This supervision team shall
prepare and submit monthly progress reports to council stating amounts of work
done and related expenditure.

6.3 Monitoring

The objective of monitoring and supervision is to ensure better planning,

targeting and feedback to relevant stakeholders and timely decision making in
order to improve service delivery.

The council through the Director of works/Director of Engineering Services or

District Planning Officer/Director of Social Economic Planning Offices from relevant
Government Line Department and the beneficiary Community shall monitor the
project implementation monthly or as often as necessary depending on the nature
and stage of the project. The monitoring team shall prepare quarterly progress
reports on behalf of the community supported by updated financial statements.
The quarterly reports shall be submitted through the Provincial Local Government
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Officer to the Minister of Local Government and Housing who shall analyze the
reports and advise the Government on progress achieved in the implementation
of community projects and programs in constituencies. Monitoring reports shall
be made available to all interested stakeholders on written requests.

7. DISBURSEMENT OF CONSTITUENCY DEVELOPMENT FUNDS

The Ministry of Finance (MoF) will disburse CDF to Councils. The Ministry of Local
Government and Housing (MLGH) shall advise Ministry of Finance on disbursements to
the CDF Accounts maintained by Councils accompanied by a list of beneficiary
Constituencies and reflecting the allocation to each Constituency in the District.

8. BANK ACCOUNTS AND SIGNATORIES

The Council shall open special Bank Accounts in the name of each
Constituency and shall immediately inform CDFC.

There shall be four signatories to the Constituency Development Fund

Bank Account. The following shall form the panel of bank signatories on the
CDF Account:

Panel A

i) The Town Clerk/ District Council Secretary

ii) The Director of Finance/District Treasurer
Panel B

i) Chairperson of the CDFC

ii) One member of the CDFC who should not be member of the Council.

A cheque drawn on the CDF Account or any instructions to the bank shall
be signed by two (2) bank signatories comprising one signatory from panel
(A) and one from panel (B).

*(The councils are here by prohibited from pre-signing cheques)

9. RELEASE OF FUNDS FOR APPROVED PROJECTS ( WORKS AND

GOODS)

(a) Payments

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 Payments shall be done for only approved and satisfactory project
works and goods.

(b) Advance Payment

The advance payment shall be maximum of 15% of the contract sum

and shall be paid against the bank guarantee or insurance bond
provided by a contractor or supplier. However, for advance payment
above 15% should require approval by the procurement committee.

(b) Mode of Payment

Payment for certified works shall be in Zambian Kwacha only. The

client shall pay the contractor the certified sum within 30 days of
receipt of the Interim Payment Certificate (IPC) by the Council’s
Works Department. The measurement shall take place at the end of
each month by both the contractor and council. However, the
minimum claim for any interim payment certificate by the contractor
shall be set at 10% of the contract sum.

(c) Retention

The 10% of the contract sum as retention shall be paid out after the
defects liability period has expired as per contract. Final payment shall
be made to the contractor after final satisfactory and certified
inspection is done. Any unsatisfactory works will not be paid for.

(d) Liquidated Damages

In the event of the contract not being completed by the completion

date, liquidated damages shall be applied up to a maximum of 15%
of the contract sum. This shall be deducted from the final amount. If
the overrun is due to unforeseeable or unpredictable events beyond
the control of the contractor, then a reasonable extension of time may
be granted on application by the contractor.

(e) Valuation of Works Done

At the time of valuation for Interim Payment Certificate claims, the

percentage of each activity completed is to be assessed by the
supervisor/council and the contractor. The supervisor should submit
the recommendation report which will accompany the Interim
Payment Certificate to the council Internal Audit Unit for verification.
This percentage shall be used to calculate the amount due for that
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 activity. If Liquidated Damages are due, then these should be
deducted from the total sum.

All payments due shall be sanctioned by the Town Clerk/ Council

Secretary and shall be payable by cheques in the name of the
authorized contractor or supplier and not a third party or individual.

10. ACCOUNTABILITY AND TRANSPARENCY

In accordance with the Public Finance Act and Local Government Act Cap
281 of the Laws of Zambia and the Local Authorities Financial Regulations
(Statutory Instrument No. 125 of 1992). Auditing of CDF shall be carried
out regularly by the Local Government Auditors of the Ministry of Local
Government and Housing.

The District Treasurer/Director of Finance of the council shall maintain

separate books of accounts for the CDF in each district. They shall prepare
monthly receipts and payments accounts supported by the Bank
Reconciliation statements for each account to be submitted to the office of
the Provincial Local Government Officer with copies to the Permanent
Secretary, Ministry of Local Government and Housing.

The annual audit reports and monthly receipts and payment accounts will be made
available to interested stakeholders on written requests.

11. PENALTY

Any abuse of the funds under the CDF by the council in the event that the
council participated in making decisions that lead to misappropriation shall
result in the suspension of the Council or forfeiture of the Council grants
until the reimbursement of the affected Constituency Development Fund is
effected. Any abuse of CDF by any member of the CDFC shall result in legal
action against the culprit. Any Council Official involved in abusing,
mismanaging, defrauding or stealing any money from the CDF shall be
prosecuted.

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12. MINUTES

The Council shall cause to be maintained records of the proceedings of all

CDF meetings prepared by the District Planning Officer from the District
Planning Unit of the Council who shall be secretary of the CDFC. Quarterly
reports including minutes shall be submitted to the Ministry of Local
Government and Housing through the office of the PLGO without fail and
progress reports shall be availed to the community. These reports shall be
consolidated into an executive summary by Council.

13. ADMINISTRATIVE COSTS

The administrative cost shall cater for monitoring and evaluation of projects.
These costs will include transport, stationery, per-diem to cover food and
accommodation for the technical staff and committee Members. The
administrative cost SHALL NOT INCLUDE payment of sitting allowance,
while per-diem shall be paid at the existing Government rate.

Administrative Costs shall be up to 5% of the annual CDF allocation for

Urban Constituencies and 10% for Rural Constituencies.

14. FINAL PROJECT EVALUATION

An evaluation of the projects implemented will be conducted 12 months after the project is
completed.

The evaluation of the projects shall be carried out by the PSC, Director of
Works/Director of Engineering Services, CDFC and officers from the
appropriate Government Line Departments. The Evaluation team shall
prepare a report for submission to the DDCC and Council for action. This
report will provide a description of the status of the works and outline any
issues pertinent to the maintenance and sustainability of the project. The
results of this evaluation will feed into the fine-tuning of the design and
appraisal of subsequent projects. The evaluation will collect information
from the completed project so as to compare with the “before” data
collected at appraisal with the “after” and in order to establish the outcomes
of the project and how these have contributed to achieving the objectives
identified

The evaluation report will cover the following details:

a) Technical performance: The extent to which the constructed asset or

equipment functions satisfactorily;
b) Utilisation: The extent of use of the facility or service;

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 c) Beneficiaries: Analysis of the number and composition of the people
benefiting from the project and the beneficiaries’ own assessment of the
value of the asset and the return on their investment;
d) Beneficiary obligation: The degree to which the beneficiary has met
its obligations to manage, maintain the structures;
e) Skills developed during the course of implementation; and
f) Overall assessment of impact: which will capture lessons learned
and propose future actions.

The report will be made available to any interested stakeholders on written

request.

15. ANNUAL REPORT ON THE CONSTITUENCY DEVELOPMENT FUND

The Ministry of Local Government and Housing shall carry-out regular audit
inspections in accordance with the Local Government Act Chapter 281 of
the Laws of Zambia, guidelines on the Management and Utilization of CDF
and physical verification of completed projects in all constituencies in
Zambia. This is for production of an Annual Report on the performance of
the Constituency Development Fund for the submission to Cabinet Office
and Parliament.

The report will also be made available to members of the public.

Subsequently funding of CDF shall be withheld for

CONSTITUENCIES, which do not comply with these guidelines.

Page 22 of 41
 “Appendix A”

CONSTITUENCY DEVELOPMENT FUND (CDF)

PROJECT PROPOSAL/APPLICATION FORM

It is important to read the guideline on the Channeling and Utilization of the

Constituency Development Fund before filling in this proposal/application form.
You are also advised to consult appropriate District Staff for support, assistance
and guidance.

Filled-in Application Form should be sent to the Constituency Development

Committee. However, the applicant should keep at least one copy of the fill-in
form.

SECTION A: GENERAL PROPOSAL DETAILS

1. Name of Constituency:
2. Name of Ward:
3. Name of Project:
4. Sector of Project:
5. Name of Community/Organisation/Agency/Group making the
proposal:
6. Contact Person and Address:
7. Brief description of project:
(A more detailed description or background may be supplied as part
of additional information, not more than a page.)

SECTION B: PROJECT CONTEXT

8. (a) Brief description of existing services (eg. Health Centres, Water

and Sanitation, Schools, etc) in the project area. Include the distance
to these services.

(b) Brief description of similar services in the project area Include the
distance to these services.
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 9. Institutional arrangements: Who will implement the project? Has a
special committee been set up?

10. Has funding for this/component been sought from other Government
or Non Government support programmes? If YES indicate the present
status.

11. Has the applicant received previous funding under the Constituency
Development Fund? If YES, please give details.

SECTION C: PROJECT FRAMEWORK AND PLANNING

12. Using the table below describe the activity/activities for which you are
applying. State clearly what you are applying for.

Proposed Benefits to be Direct Other likely

Project to be provided by the Beneficiaries beneficiaries
funded project

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 13. What is the particular problem to be tackled and why was this
particular one selected?

14. How was this project identified and selected?

15. Has the applicant held meetings to discuss this proposal? If YES,
summarise the meetings which were held to discuss this proposal
using the table below.

Date Purpose of Attendance

Meeting
Men Women Youths Persons
with
Disabilities

Attach signed Minutes of the Meetings and Attendance

16. What is the expected involvement of women and men in this project?

17. Are there any specific measures taken to ensure that the Women are
reached and will benefit from the project? If YES, please specify.

18. Using the table below, state the inputs required for the proposed
activities, and the proposed source of these inputs.

Proposed Target Inputs Source of Inputs

Page 25 of 41
 19. Outline the stages of the project implementation:

(a).

(b).

(c).

(d).

20. Proposed date of commencement:

21. Time scale for implementation:

SECTION D: PROJECT FRAMEWORK AND PLANNING

22. Indicate how the project benefits and/or activities will be sustained.

23. How will the capacity of Women and men be strengthened to ensure
sustainability of benefits and/ or activities?

SECTION E: PROJECT FRAMEWORK AND PLANNING

24. Will people move into the area as a result of this project?

25. Are there people who are likely to be displaced or removed as a result
of the project?

26. Indicate below how the project is likely to affect the areas listed in the
table:

Area Yes or No Possible effects Action to be

(positive or taken to reduce
negative) the effects
Schools

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Health Centre

Water and Sanitation

Markets and Shopping Centres

Roads

Health of Men
People Women Commented [M1]: en
Children Commented [M2]: en
Disabled
Health of Domestic Animals
Soil

Trees

Wild Life

SECTION F: PROJECT FRAMEWORK AND PLANNING

27. Complete the budget summary below. Where items or services are
supplied in kind, please indicate the estimated value based on current
local costs.

Item Local input Amount Sought Total Cost

Materials

Equipment

Skilled Labour

Semi Skilled
Labour

Running costs

Administrative
Costs

Other (specify)

TOTAL

Page 27 of 41
SECTION G: REPRESENTATIVES OR GROUP, AGENCY OR
ASSOCIATION APPLYING

28. Full names and signature of the Committee representing the agency,
group or association applying.

We declare that the details contained in this application are correct

and we undertake to provide any additional information which may
be required in support of the application.

Position Names Gender Signature

(If Youth also
indicate)

For Official use only

Page 28 of 41
SECTION H: CONSTITUENCY DEVELOPMENT FUND COMMITTEE
(CDFC) PROPOSAL REVIEW

29. Is the proposal recommended for submission to the planning sub-

committee?

30. Comments of the Constituency Development Fund Committee (Not

more than a page)

31. Indicate below the agreed follow up action

Follow up action By who By when

32. Constituency Development Fund Committee present at review

meeting.

Name Position Date Signature

SECTION I: PLANNING SUB COMMITTEE DESK APPRAISAL SUMMARY

REPORT

33. Desk appraisal criteria check list

Criteria Yes No

Does the project comply with National and District Policy?

Is the project representing a priority for the District?

Is the project within District and National Policy objective?

Are the benefits significant to the intended beneficiaries?

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 Is the project simple enough for the community to
implement in the proposed period?
Is the proposal implementable?

34. RECOMMENDATION (give observations, reasons, etc)

35. Indicate below the agreed follow up action

Follow up action By who By when

36. Desk Appraisal Team

Full Name Position Signature

CONSTITUENCY DEVELOPMENT FUND (CDF)

FIELD APPRAISAL FORM

PROJECT TITLE:

PROJECT LOCATION:

PROVINCE: DISTRICT: CONSTITUENCY:

Location: Rural, Urban or Peri urban

Main Contact Name: Position:

Address:
Tel No:

DATE of APPLICATION:

DATE of DESK APPRAISAL:

DATE of FIELD APPRAISAL:

STEPS OF FIELD APPRAISAL

Section A: ASSESS NEEDS and PRIORITIES of COMMUNITY

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 Section B: APPRAISAL of EXISTING SITUATION the BEFORE Situation

Section C: APPRAISE MAINTENANCE

Section D: APPRAISE SELF HELP

Section E : APPRAISE of COMMUNITY ORGANISATION

Section F: ASSESS COMMUNITY CAPACITY

Section A: ASSESS NEEDS and PRIORITIES of COMMUNITY

Social Needs Assessment: Facilitate community workshop which priorities the problems
facing men, women and youth in the community. The objective of the workshop is to ensure
that the project applied for is a priority for the majority of the community and that all community
groups are consulted and given an opportunity to participate in the decision making.

Report on the Workshop WHAT PROBLEMS ARE FACED BY THE COMMUNITY? Put
problems in order of PRIORITY for both men and women and report what the community has already
done to solve these problems.

Problem Priority Number What has community done to solve this

problem
Men Women Youth

Compare these problems with the problems that the proposed project will address.
If the project applied for is not a priority, what next?

How many meetings have the community held to discuss the project and what was the
attendance?

Attendance of Meetings:
Meeting Attendance Minutes
No Men Women Available
THIS APPRAISAL MEETING Yes/No

Page 31 of 41
Section B: APPRAISAL OF EXISTING SITUATION THE BEFORE
SITUATION

Section C: APPRAISAL OF MAINTENANCE

Make general comments on state of infrastructure.

Infrastructure Maintenance Done When Who Source of

Funds

26. Is there an elected Maintenance Committee?

When was the Committee formed?

27. What plans have the community made for the maintenance of the project?

28. Has the community agreed to contribute to maintenance?

What have they agreed to contribute?

How much? How often?

29. Is there a maintenance fund?

How does the community raise funds for maintenance?

30. Is there a separate bank account for maintenance?

When was the account opened?

What is the Balance in the account? (Attach recent bank statement).

31. How much money has been spent on maintenance over the last 6 months?

32. List the maintenance tasks done over the last 6 months

32
33. Who actually did the work?

34 What special skills are needed to do routine maintenance?

Where are they available?

35. If the existing infrastructure is in a poor state, WHY?

Section D: APPRAISAL OF SELF-HELP CONTRIBUTION

IF ANY - what has the community contributed towards this project?

List the items and the quantities in table below. Make comments on the quality,

Items Quantities Comments

Describe any self help projects either completed in the last two years or ongoing at the
time of appraisal.

Section E: APPRAISAL OF COMMUNITY ORGANISATION

Comment on the organisation of the community.

Is there an elected project committee?

Are there any women on the committee?

How and when was the committee elected?

Are the minutes available?

Do the community appear to support their committee?

Comment on the mood of the community.

33
Section F: ASSESS COMMUNITY CAPACITY
The community and District have agreed that the project applied for will indeed solve a
priority problem (education, health, water, road, environment etc) for the majority of the
community. If the project does not answer a priority need, then the community should be
encouraged to reapply for the project that would solve a priority problem.

The extent of the problem to be addressed by this project proposal is discussed and the
solutions identified. The appraisal team and community should consider the following:
 Rehabilitation or new construction? Completion or demolition? How many
trained staff need houses? Well or borehole? Waterborne toilet or pit latrine?
Handpump, electric pump or windlass?
 Is the solution financially and technically viable? Is it worth the money?
 Are there any seasonal factors to take into account? Accessibility, hunger,
farming, money availability?
 Is the project simple enough for the community to complete in one year?
 Should the project be phased?

Summarise findings below:

Is skilled labour available?

Where?

Will a contractor be involved?

AVAILABLE TRANSPORT
Where will the community procure materials, what are the distances and what are the
costs? Summarise below:

Materials Location Available Distance Cost of Vehicle

local, district, province, Trip capacity
out of province

How far is source of supply of water, sand and stones?

34
How far is the proposed project from District centre?

What is main source of transport? (Council, Private, Local).

Indicate any special transport requirements - eg boat, plane etc.

Does the appraisal team envisage any problems with implementation? Specify

35
ELECTED PROJECT COMMITTEE MEMBERS

Position Name Signature

Chairperson

Vice Chairperson

Secretary

Vice Secretary

Treasurer

Vice Treasurer

Committee Members

MAINTENANCE COMMITTEE
Position Name Signature
Chairperson

Vice Chairperson

Secretary

Vice Secretary

Treasurer

Vice Treasurer

Committee Members

36
 Appraisal of Infrastructure by Sector
APPRAISAL OF EXISTING INFRASTRUCTURE
Water Projects
Facility Number Physical Condition
G F P
Unprotected Shallow wells
Protected Well with
Windlass
Boreholes with hand pump
Borehole Reticulated
Service Provider Mains
Protected Well with Hand
pump
Ablution blocks – nos of
toilets
Latrines
Septic Tanks
Sewers Ponds
Sewerage Company Supply

37
Health Projects Infrastructure
Functional space or Number Physical
building
existing condition
G F P
Registry/Records room
Screening rooms
Male ward
Male ward – isolation
Female ward
Female ward – isolation
Children’s ward
Children’s ward – isolation
Delivery Room
Post natal room
Solar equipment storeroom
Waiting room
Treatment room

X-ray room
Theatre
Administration Block
Offices
Meeting room
Laboratory
Store rooms
Waste Disposal
Lighting
Communication
telephone/radio
Mortuary
Relatives shelter
Staff houses:
Water and Sanitation
Supply: Use form above

38
Equipment and Furniture Existing Condition
number
Diagnostic set
Stethoscope
Resuscitator
Incubator
Microscope
Scales
Hospital bed with mattress
Delivery bed with mattress
Cots
Wheelchair
Examination bed
Stretcher
Screens

Education Projects
Infrastructure Number Physical
Type Condition
Classrooms

Offices

Domestic science room

Industrial arts room

Vocational Training
Facilities

Dormitories

Pre School
Lighting
Teachers Houses
Offices
Store rooms:
Playing Field
Communication

39
Other infrastructure:
Water and Sanitation
Use W and S form

Furniture: Use
Furniture inventory
Form
Blackboards

Market Projects Infrastructure

Number
Infrastructure Type Physical condition
Open ground level
Open air stands
Covered Stalls
Closed lockable shops
Waste Disposal
Water and Sanitation use
W and S form
Lighting
Electricity
Guard Room
Office
Storeroom

Appraisal of Existing Transport Infrastructure

Material General Physical
Infrastructure Dimensions
Type Condition
Road
Track
Trail
Footpath
Embankment
Bridge
Foot bridge
Culvert
Causeway
Drift
Ford
Mitre Drains
Air strip
Canal

40
RECOMMENDATION (give observations, reasons, etc)

Persons involved in Project Field Appraisal:

Name Position Signature Date

41