PROP Summary Progress Report 2021: January-June

PROP Summary Progress Report 2021: January-June

Executive Summary

In 2021, MIMRA PROP experienced significant progress in the first semester as the PMU had worked tirelessly with respective components both Oceanic and Coastal anticipating the project closure in September. The PMU had grown to an additional of two staff with the recruitment of Project Coordinator and a Project Assistant in March and also fare welling the Procurement Specialist as reaching the end of his term of assignment by early June, 2021. 

Despite substantial challenges as a result of the COVID-19 pandemic, including extensive domestic and international travel restrictions, there were still an accelerated implementation of activities. The disbursement significantly increased by approximately 70% in December 2020 to 83.9% by end of June 2021.

The World Bank Project Implementation Support Team had assessed in their recent mission, the likelihood of the project achieving its Project Development Objective by the new closing date of September 30th 2021, by reviewing implementation progress and the results framework.

 

(1.) Overall Implementation Progress

Eventually, all established packages both supply and consulting services under PROP have been signed and contracted.  Implementation work will go on till around August to early September, 2021. However, there are some small tasks under Incremental Operating costs that will be procured and eventuate until nearing the end of the project life cycle like conference, trainings and small individual consultancy. It is about 95% of total PROP operation work has been completed and about 98% of data uploading in STEP has been completed.  The Pacific Islands Forum Fisheries Agency (FFA) and MIMRA had finally signed the termination agreement and finalized the regional collaboration and engagement portion of the project. The Project’s second restructuring exercise was approved by the World Bank on September 7, 2020. The restructuring included a 12-month, no cost extension of the IDA grant closing date to September 30, 2021. This extension is expected to ensure that the project has sufficient time to deliver all remaining programmed activities as well as successfully achieve the PDO and deliver forecasted outcomes.

 

(2.)  Progress with Component Implementation

Project implementation has accelerated significantly for all components in Oceanic, Coastal and the project management unit, with important progress made in key areas such as below;

 

2.1 Component 1: (Oceanic Fisheries)

Due to on-going global pandemic, travel restrictions are still in place. However, the MIMRA Legal Advisor and the Legal Counsel were still able to deliver workshops. Particularly, the Legal Advisor facilitated a workshop on United Nation Convention on Law of the Sea (UNCLOS) to internal coastal division officers. Following this, the Legal Counsel presented international fisheries laws in an RMI context in relation to the national, regional and international fisheries initiatives to MIMRA coastal division officers too. The Legal Advisor also conducted a half day workshop on Port State measures along with other various trainings relating to fish processing and export regulation. MIMRA continues to successfully involve in all recent Regional Organizations (PNA, WCPFC, SPC, FFA) meetings, training and negotiations conducted virtually. There was a refresher training for Observers and Sea safety.  Adopting the MIMRA’s strategic and functional review focus on improvements to human resource management, the consultancy for HR Advisor was successfully recruited and is under implementation. Additionally, the three consultancies undergoing implementation for Competent Authority are on their final stages of finalizing reports for contract closure. The PMU had successfully received the second lot of MIMRA Staff uniforms. Subsequently, the PMU and Oceanic Chief Fisheries Officer are start receiving port monitoring equipment and other procured items and are following up closely with suppliers to receive the rest before project closure. The project funded some of the events as outreach and awareness on World Tuna Day that was led by the Oceanic Team.

 

2.2 Component 2: (Coastal Fisheries)

There was continuous progress under this activity from the last reporting period. The Protected Area Network (PAN) office is in place and had been launched. The Reimaanlok documentary for Bikar and Bokak has been completed and uploaded in the MIMRA website. The short-term consultant, Chief Scientist, had successfully started and is still implementing her scope of works in providing technical assistance with Reimaanlok and other PAN works to complete the requirements within the results framework.
The Resource Management Plan for Maloelap and Mili were drafted. MIMRA is planning to develop legal mechanisms to identify Bikar and Bokak as a special Protected Management Area (National Monument). Key Highlights of progress of national management measures within the Coastal Fisheries are as follows;

  • Eleven (11) coastal communities actively managing their targeted fisheries area, measured through implementation of an agreed coastal fisheries area management plan
  • Twenty-one (21) marine surveys and twelve (12) socio-economic surveys to inform preparation of the management plans have also been completed
  • Seven (7) management plans are completed and formally endorsed by local government; four (4) are in final review and further ten (10) are in draft awaiting endorsement

Formal endorsement of management plans by local government to allow full implementation at the Reimaanlok sites continues to be a key  challenge but has been planned to be done during the National Ocean Symposium conference from September 7th -9th, 2021.

The Marine Pollution Study consultancy has been successfully completed. The Safeguard Specialist and the MIMRA Team are working together in developing a Risk Assessment and Management Plan based on the findings from the study and planning on way forward to conduct awareness and workshops.

The construction of Woja hatchery raceway tanks and pipe installation have been completed. The existing Aquaculture program is utilizing their cost-saving under this activity to purchase equipment and small items for the Majuro facility (e.g. aerator tanks, filter bags). Simultaneously, there was a trip to Likiep to promote giant clam farming by the Aquaculture Team.

The PMU was informed by the Communication equipment supplier that the equipment had arrived in Majuro awaiting clearance from the Port and will be delivered once it has been cleared by the customs.

The Community Marine Monitoring Toolkit had started conducting workshops remotely given the travel ban still in place for RMI. This activity is progressing well with the workshops and developing of the resources for the community.

The boat distribution to the outer islands continues to be a challenge given the weather conditions however, first delivery to Jaluit has been targeted to be after the training from 30th August - 7th September, 2021. The remaining outer islands have been targeted to be delivered using the Public Works vessel following suit.

Fish Aggregate Device (FAD) has been procured and successfully deployed to the first three targeted atolls (Maloelap, Ailuk, Kili) and the remaining atoll, Namdrik, is scheduled for July. The associated training to communities has been delivered too.

 2.3. Component 4: (Project Management)

The Project Management Unit (PMU) welcomes the additional staff on board which are the Project Coordinator and the Project Assistant in early March. With additional capacity support, there was a boost in progressing activities in a short span of time.   The following consultancies had been successfully completed; (i) GEF, (ii) POM Update. MIMRA also farewell the Procurement Specialist upon completion of his term of appointment in early June. The ICR Consultancy is expected to start around mid-July and work consecutively for 20 days as per contract.   

2.3 Project with the Agreed Action Plan

The next implementation support mission is planned for late August 2021. Attached are the tabled for Agreed Action from the last mission in March, 2021.

2.4.a Financial Monitoring

The Financial Management of PROP is working well to capture all financial transactions, however, there was an unexpected delay from the external auditors in providing the reports on time and the World Bank Team were informed accordingly.

2.4.b Procurement Status

All packages both supply and consulting services under PROP have been signed and contracted. Implementation work will now go on until the contract ends before project closure.

2.5 Monitoring Project Key Indicators (as measured against results framework)

The last mission in March assessed the progress the project has achieved towards meeting its Project Development Objective (PDO) by the closing date of September 30th, 2021.  The mission confirmed that important progress has been made toward achievement of the PDO and that the project is on track to achieve its PDO and Intermediate Results Indicator targets and deliver on the expected outcomes by closure. Attached are the updated Project Results Framework

2.6 Work Program for the next 3 months

The main bulk of work program that PMU will concentrate on in the remaining months for the project are to ensures that;

  1. reports are collected and saved in the shared drive
  2. successful end of contracts for consultancies
  3. uploading of remaining data in STEP
  4. All payments are done and cleared within or before close of business on January 30th, 2022.
  5. Finalize the Implementation Completion Report with consultant
  6. Finalize and Submit Project Closure Report to MIMRA

- The PMU together with MIMRA are more focused and working closely with Suppliers and consultants ensuring the completion of consultancies, receipt of procured goods and completing the remaining activities in each respective component.

2.7 Annexes

Annex 1 - Status of Agreed Action Plan

Annex 2 - Expenditure Report (unaudited)

Annex 3 - Procurement Status Report

Annex 4 - Progress against Results Framework and key Indicator

Annex 1: Status of Agreed Action Plan

 

#

Action

Agency

Due Date

Status - 6/30/21

1

Advertise:

 

 

 

 

 

 

MIMRA

31-Mar-21

 

·         Project Coordinator - completed

 

Done

·         POM consultant (to be issued in March 30, 2021)

 

Done

·         Procurement Assistant (completed

 

Done

·         GEF completion note/ICR consultant (completed and continuation for ICR)

 

Done

·         HR Advisor (March 30)

 

Done

·         Legal Advisor (completed)

 

Done

 

 

 

2

Identify alternative means to deliver the Community Marine Monitoring Toolkit 

MIMRA

31-Mar-21

Done; Virtual Training

3

Determine whether coastal communications equipment procurement package will be dropped or packaged for MIMRA infrastructure installation.

MIMRA

31-Mar-21

Packaged

4

Terminate service agreement with FFA.

MIMRA/FFA

30-Apr-21

Done

5

Advertise port monitoring equipment package (6 established packages – 5 packages issued; 1 sole source)

MIMRA

31-Mar-21

Done

 6

Identify alternative means to deliver remote training modules for the coastal MCS officer program

MIMRA

31-Mar-21

Done

7

Prepare proposal for expanded FAD program for World Bank consideration.

MIMRA

31-Mar-21

Done

8

Complete POM update.

MIMRA

30-May-21

Done

9

Submit project progress reports for July 2019 to June 2020

MIMRA

30-Apr-21

Done

10

Complete MIMRA data sharing policy.

MIMRA

30-Apr-21

Done

11

WB to provide Transparency ToRs and Coastal EOI to MIMRA

WB

31-Mar-21

Done

12

Update STEP with outstanding 2020 contract procurement activities

MIMRA

30-Apr-21

Done

13

Single source justifications for weigh scales and calipers submitted to WB for no objection

MIMRA

31-Mar-21

Done

14

Next mission

WB/MIMRA

30-Aug-21

 

 

Annex 2:   Expenditure Report for the Period: Jan – June, 2021

 

Annex 3: Progress Report of PROP procurement operations

(Packages from 2019 to June 30th, 2021)

  1. The status of operations.

 (1)    Procurement Plan under PROP:   

-          All packages both supply and consulting services under PROP have been signed and contracted.

 Implementation work will go on till around August, 2021.

(2)      To be procured:

  1. small tasks under incremental cost (conference, training, small individual consultants, etc.  around 20 tasks).
  2. Reallocated activities; 2 additional packages

(3)      To sum up, above  95% of the total PROP operations work has been completed and above 97% data uploaded in STEP with  few newly finished packages to completed.

  1.         The work affected by and related to COVID-19:

MIMRA’s analysis on COVID-19 related effects:

(1)      Our rough calculation is 70-80% consulting services work is affected to a different extent from 6- 8 months by COVID-19).

(2)             Other work affected: (already submitted to WB)

-          Procurement related:                             

less interests from the market; more time needed for bid preparation; late delivery;

shipping services changes; more costs of transportation; installation services affected;

banking service affected;

-          Implementation related:                        

delay due to travel suspension; delay due to manufacture.   delay due to shipment changes.

III.              The work next -- brief summary of work to be continued:

 

(1)             Implementation work:  to follow up for delivery.

(2)             The small tasks under incremental cost:

- training / workshop packages / small tasks;

(3)             PROP project conclusion:

-          ICR to be completed. (this is the last package under PROP)

-          Follow World Bank guidance for conclusion.

 Contracts signed and completed  (in 2019 and before):

 

 Packages

 Amount (implemented)

 Progress and what to do next.

 

Coastal Division

USD

 

1

MIMRA82403

Water Lab.

$39,449

 

-   completed.

 

2

MIMRA Trailer

$6,200

- completed.

 3

MIMRA Portable PA system

$150

-   completed.

4

MIMRA Water Pump

$1,899

-   completed.

 

5

MIMRA82824

UPS (one sub-package in this total package)

$253,966

-   Implementation. (Finalising remaining work before Sept 30th)

 

 

6

MIMRA82845

Mid term Review Consultant

$20,000

-   completed.

 

 

7

MH-MIMRA-82844

Deputy Project Coordinator

$xx    (main contract)

$xx    (Amendment No.1)

$xx    (Amendment No.2)

$xx    (Amendment No.3)

$xx    (Amendment No.4)

$xx    (Amendment No.5)

$xx    (Amendment No.6)

Subtotal: $xx

 (started June 2019; the main contract plus 6 amendments)

- completed

 

 

8

MH-MIMRA-125449

Vessel rental for maritime study

 $XX  (to be filled up)

-   contract amendment

 

9

MH-MIMRA-82833

Vessel specification advisor

 $40,000

-   completed

 

Notes:    (1) a few procurement packages were conducted before STEP was established in MIMRA PROP, so these few packages need

 to be added according to the WB advice.

               (2) package MH-MIMRA-82844 Deputy Project Coordinator:  there are 6 amendments under the main contract and the total costs

 need to be finalized later according to the final settlement.

Contracts signed,  completed  and implemented (in  2020):

 

Packages

 Amount

Status

 

Component 1 Oceanic Division

USD

 

 

1

MIMRA82374 Uniform

(one lot for observers)

$49,575

(Lot 1 of package)

completed

 

2

MIMRA82381

Safety equipment (one lot)

$27,273

(one lot of package)

completed

 

Component 2 Coastal Division

 

 

3

MIMRA82597

IT equipment  (Coastal)

$67,132.08

completed

 

4

MIMRA130124

FAD equipment  (Coastal)

$158,000

 

completed

 

5

 

MIMRA163967

Maintenance Equipment

(package 1)

GEF funding

$ 581,908.40

(5 contracts)

 

Completed (5 contracts)

 Lot 1: LENTNIR, LANTOK, JEBRO and TIMUR

             (Vessel Navigation System)

Lot 2:   JOLOK  (Vessel Navigation System)

Lot 3:   COMMUNITY  BOAT

             (Outboard Engine  21 pcs

              and FRP Boat  15 pcs)

Lot 4:   ICE MAKING MACHINE IN ARNO

             (Ice Making Machine and Equipment)

Lot 5:   SAFETY EQUIPMENT  (Safety Equipment)

 

 

6

MIMRA163967

Value Adding

Equipment

(package 2)

GEF funding

$233,940

(5 contracts)

 

completed  (5 contracts)

 Lot 2:     Value Adding Equipment

Lot 3:     Cooler Box

Lot 4:     Value Adding Appliance and Machinery

Lot 5:     Sorting and Storage

Lot 6:     Rear Cart

 

7

MIMRA130120

Marine Pollution Study

$800,000

(signed amount:

$414,028 )

(other part is arrangement with national organization)

- completed (Received Risk Assessment Matrix from Garry – Safeguard Specialist)

8

MIMRA169236

Ajeltake MICS consultancy

$100,000

- implementation. (Contract end on Aug 15th)

 

9

MIMRA82833Vessel specs expert

$40,000

-   completed.

 

10

MIMRA125449

Marine survey

(vessel rental No.I and No.II )

$175,000

$153,000

 

-   completed.

-   Under discussion for expanding with a contract variation.

11

Marine Monitoring

Tool kit (incremental cost)

$11,500

 

-   Implementation

 

Contracts signed,  completed  and implemented (in  2021):

 

 Packages

 Amount (USD)

 Status

 

Component 1 Oceanic Division

 

 

 1

MIMRA82374 Uniform (lot 2)

$46,867.46

-   completed

2

MIMRA169237

CA – Fish regulation

$22,445

 

- completed

3

MIMRA169238

CA – Lab scoping

$36,650

 

- completed

 

4

MIMRA169239

CA – Food safety training

$88,461

 

- completed

 

5

MIMRA163705

Legal Advisor

$93,600

 

- implementation. (Contract end Sept 23rd)

6

MIMRA82829 HR advisor

$70,800

 

- implementation. (Contract end Sept 23rd)

7

MH-MIMRA-204850-CS-INDV POM consultant

$15,000

- completed

 

8

MH-MIMRA-224264-CS-CDS

Chief Scientist consultant

$30,000

- implementation. (Contract end Sept 23rd)

 

 9

MH-MIMRA-226548-GO-DIR

Cartridge (Safety equipment)

$3,387.38

- implementation. (Shipped – ETA Majuro mid Aug)

 

10

MH-MIMRA-224402-GO-DIR

Calipers

$29,860.63

- implementation. (Shipped-ETA Majuro Mid Aug.)

11

MH-MIMRA-222243-GO-RFQ

Wireless crane scale

$63,627

 

- implementation. (Second shipment ETA Majuro mid Aug)

 

12

MH-MIMRA-222238-GO-RFQ

Boarding boats

$268,580

 

- implementation (Shipment issue may be delay until Oct-Nov.

 

13

MH-MIMRA-222239-GO-RFQ

Jib Crane

$81,558.36

 

- implementation. (Shipped-ETA Before Aug 31)

 

14

MH-MIMRA-222242-GO-RFQ

Two types of jackets (life and weather)

$6,408

 

- Completed

 

15

MH-MIMRA-222244-GO-RFQ

Man lift machine

$44,128.27

 

- implementation. (Shipped-ETA Sept 3rd)

 

16

MH-MIMRA-222240-GO-RFQ

Rugged Tablet.

$36,442.35

 

- Completed

 

17

MH-MIMRA-224265-GO-RFQ

3 Vehicles

$74,150

- completed

 

MH-MIMRA-82826-CS-INDV

UPS Installation

$63,000

Implementation

 

 

Component 2 Coastal Division

 

 

 

18

MIMRA82382

Communication equipment  (Coastal)

$107,800

 

- implementation.

 

 Component 4

 

 

 19

MH-MIMRA-204849-CS-INDV

GEF consultant

$15,000

- completed

20

MH-MIMRA-224412-CS-CDS

ICR consultant

$15,000

- implementation.

21

MIMRA164983 Project Coordinator

$60,000

 

- implementation.

22

MH-MIMRA-204851-CS-INDV Project Assistant

$35,000

 

- implementation.

Reallocation Packages (July 2021):

 

 Packages

 Amount (USD)

 Status

2

MH-MIMRA-245681-GO-DIR

ICT EQUIPMENT

$125,000.00

-implementation

3

MH-MIMRA-245683-GO-DIR

VEHICLES

$25,000.00

-implementation

(worked out on 30th June., 2021)

Annex 4: Attachment 1: RMI PROP Revised Project Results Framework

Results framework

COUNTRY: Marshall Islands

Pacific Islands Regional Oceanscape Program - Republic of the Marshall Islands

 

 

Project Development Objective Indicators by Objectives/ Outcomes

 

PDO Indicators 

Actual fishing days in the RMI territory as a percentage of agreed annual VDS allocation (Percentage) 

 

Baseline 

Actual (Current) 

Actual (Current) 

End Target 

Value 

100.00 

100% 

100% 

100.00 

Date 

15-Feb-2015 

31-Jan-2020 

30-Jun-2021 

30-Sep-2021 

Comments

 100% of purse seine days encompassed within the VDS.

Coastal communities in RMI that are managing targeted fisheries areas (Number) 

 

Baseline 

Actual (Previous) 

Actual (Current) 

End Target 

Value 

0.00 

11 

20.00 

Date 

15-Feb-2015 

31-Jan-2020 

30-Jun-2021

30-Sep-2021 

 Comments: 

11 coastal communities are currently managing targeted fisheries areas, measured through implementation of an agreed coastal fisheries area management plan.  

Source: MIMRA reporting (revised Reimaanlok table shared November 4, 2020) 

 

Intermediate Results Indicators by Components 

Component 1: Sustainable Management of Oceanic Fisheries 

Purse seine fishing days sold annually as a percent of annual allocation (Percentage) 

 

Baseline 

Actual (Current) 

Actual (Current) 

End Target 

Value 

100.00 

100% 

98.9% 

100.00 

Date 

15-Feb-2015 

31-Jan-2020 

30-Jun-2021

30-Sep-2021 

Comments:               98.9% of RMI Party Allowable Effort of 3,165 days sold as of 30 June 2021.

Key fishing data produced and made publicly available (Yes/No) 

 

Baseline 

Actual (Previous) 

Actual (Current) 

End Target 

Value 

No 

Yes 

Yes 

Yes 

Date 

15-Feb-2015 

31-Jan-2020 

30-Jun-2021

30-Sep-2021 

Comments

 Recent catch and transshipment data will available on MIMRA’s website and in MIMRA annual reports.

 

Component 2: Sustainable Management of Coastal Fisheries 

Coastal fish resources assessed as the basis for improved management (Number) 

 

Baseline 

Actual (Previous) 

Actual (Current) 

End Target 

Value 

0.00 

19 

21 

24.00 

Date 

15-Feb-2015 

31-Jan-2020 

30-Jun-2021 

30-Sep-2021 

 

 

 

Comments

21 coastal fish resource sites (areas) have been assessed – this means gathering and analysis of various natural and social resource data parameters that may include a baseline marine survey, and household surveys on local use of resources and socio-economic data. The data and analysis are used to help develop management plans. 

 

Source: MIMRA reporting (revised Reimaanlok table shared November 4, 2020) 

Targeted coastal fisheries areas management plans developed in RMI (Number, Custom) 

 

Baseline 

Actual (Previous) 

Actual (Current) 

End Target 

Value 

0.00 

15 

19 

20.00 

Date 

15-Feb-2015 

31-Jan-2020 

30-Jun-2021

30-Sep-2021 

 

 

Comments: 

 Seven management plans are completed and formally endorsed by local government and a further 14 are in draft awaiting endorsement 

Source: MIMRA reporting (revised Reimaanlok table shared March 5, 2021) 

 

Component 4: Regional Coordination, Implementation Support, Training and Monitoring and Evaluation 

Grievances registered related to delivery of project benefits that are addressed (Percentage, Custom) 

 

Baseline 

Actual (Previous) 

Actual (Current) 

End Target 

Value 

0.00 

0.00 

75.00 

Date 

30 June 2018 

31-Jan-2020 

30-Jun-2021

30-Sep-2021 

 

Comments

No grievances have been registered to date. Baseline is the date of restructuring as that is when this indicator was introduced. Target is 75% of grievances registered related to delivery of project benefits that are addressed. 

 

Refer here for downloadable report.