IX)CUMitum. The World Bank 1818 H Street N.W. (202) 473-1000 INTERNATIONI I tANK FOR RECONSTRUCTION AND DE/ELOPM ENT Washington, D.C. 20433 Cable Address: INTBAFRAD INTERNATIONW1 )EVELOPMENT ASSOCIATION U.S.A. Cable Address: INDEVAS J}eitA ~2013 Mr Tom K. Alweendo Dircctor General Nafional Planning Comriission Government Office Park Lutier Street Private Bag 13356 Wi-idhoek Nanibia Dear Mr. Alweendo: Re: Global Enviro iment Facility Grant Number TF013706 Additional Financing for Nam ibian Coast Conservation and Management Project Additional Instructions: Disbursement I refer to the Leiter Agreemnt (" Agreement") between the International Bank for Reconstruction and Development/International De,,elop nent Association ("World Bank"), acting as an implementing agency of the Global Environmeptil FIcility and the Republic of Namibia (the "Recipient") for the above-referenced project, dated &--c ?27. 2X. The Agreement provides that the World Bank may issue additional instructions regardirg thc withdrawal of the proceeds of Grant TF013706 ("Grant"). This letter ("Disbursement Letter"), as revised from time to time, constitutes the additional instructions. The attached World Ban,, Divbursement Guidelines for Projects, dated May 1, 2006, ("D sbursement Guidelines") (Attachme lt 1), are an integral part of the Disbursement Letter. The manner in which the provisions in :he Disbursement Guidelines apply to the Grant is specified below. Seciions and subsections in parenthese below refer to the relevant sections and subsections in the Disbursement Guidelines and, unles; oth rwise defined in this letter, the capitalized terms used have the meanings ascribed to them in the Di, burs.-ment Guidelines. I. Disbursement Arrangements (i) Disbursement Meth,qds (section 2). The following Disbursement Methods may be used under the Grant: * Reimbursement * Advance * Direct Payment * Special Commitment (ii) Disbursement Deadfine Date (subse tion 3.7). The Disbursement Deadline Date is four months after the Closing Date specified in the Grant A greement. Any changes to this date will be notified by the World Bank. 2 (iii, Disbursement Contlitions (subvecti n 3.8). Please refer to the Disbursement Condition(s) in the Gr.i Agreement. II. iN ithdrawal of Grant Proceeds (i). uthorized Signatures (subsecti6n 3.1). A elter in the Form attached (AttLchmnt 2) should be furnished to the World Bank at the address ind_ted below providing the nam(s) Lmd specimen signature(s) of the official(s) authorized to sign Ap.lications: The World Bank 1818 H Stre t, N Washington DC 20433 Attention: Coun ry Director (ii) Applications (subsections 3.2 - 3.31. Please provide completed and signed (a) applications for withdrawal, together wilh supporting doc uments, and (b) applications for special commitments, together with a copy of the commercial bank etter of credit, to the address indicated below: The World Bank Regional Di burs ement Centre 4 Fricker R(ad Illovo 2196 Johannesbuig, S< uth Africa Attention: Loan Department (iii) Electronic Delivery (subsectioa 3.4) The World Bank may permit the Recipient to electronically deliver to the World Bank Applications (with supporting documents) through the World Bank's Client Connection, web-based )ortal. The optio i to deliver Applications to the World Bank by electronic means may be effected if: (a) the Recipieni has designated in writing, pursuant to the terms of subparagraph (i) of this Section, its officials who ar- aut iorized to sign and deliver Applications and to receive secure identification devices ("Tokens") frcm th World Bank for the purpose of delivering such Applications by electronic means; and (b) all such oiicia s designated by the Recipient have registered as users of Client Connection. If the World Bank agrces, t ie World Bank will provide the Recipient with Tokens for the designated officials. Following which, th designated officials may deliver Applications electronically by completing Form 2380, whi :h is accessible through Client Connection (htips://clientconnection.worldbank.or). The Recipient may continue to exercise the option of preparing and delivering Applications in pap -r fo m. The World Bank reserves the right and may, in its sole discretion, temporarily cr permanently di: allow the electronic delivery of Applications by the Recipient. (iv) Terms and Conditions of Use of' To) ens to Process Applications. By designating officials to accept Tokens and by choosin, to deliver the Applications electronically, the Recipient confirms through the authorized signatory letter its agrecmen to: (a) abide by the Terms and Conditions of Use of Secure Identification Devices in connectin vith Use of Electronic Means to Process Applications and Supporting Documentat,on ("Terms and Donditions of Use of Tokens") provided in Attachment ; and (b) to deliver the Terms and Conditions of t Ise of Tokens to each such official and to cause such official to abice by those terms and conditions. (v) iinimum Value of Applications (sul section 3.5). The Minimum Value of Applications is for Direct Pai 'Vent is Namibia Dollar (NAD) 3 40,00 (vi) 4 dvances (sections .5 and 6). * Type of Designated Accoi nt[s (subsection 5.3): Segregated * Currency oflDesignatedAccoun t/s] (subsection 5.4): Namibia Dollar * Financial Institution at which the Designated Account/s] Will Be Opened (subsection 5.5): Bank of Namibia * Ceiling (subsection 6.1). 1AE 1,700,000 III. Reporting on Use of Grant Prceeds (i) Supporting Documentation (section 4). Supporting documentation should be provided with each application for withdraNNal as set out belo v: * For requests Jor Reimbur .eme it: o Interim Financial Repo t in the form attached (Attachment 5); and o List of payments E gain ;t contracts that are subject to the World Bank's prior review, in the fom attached Atta :hment 4) * For reporting eligible exp?ndi ures paid from the Designated Account: o Interim Financial IRepo I in the form attached (Attachment 5); and o List of payments .gain t contracts that are subject to the World Bank's prior review, in the fo -n attached Atta :hment 4) * For requests for Direct Payment: records evidencing eligible expenditures, e.g., copies of receipts, supplier invoices (ii) Frequency of Repoiling Eligibl! Exyenditures Paid from the Designated Account (subsection 6.3): Qu3rterly IV. Other Important Information For additional information on lisbursement arrangements, please refer to the Disbursement Haidbook available on the World 3anl<'s public website at https://www.worldbank.org and its secure we.site "Client Connection" at httrs://c ientconnection.worldbank.org. Print copies are available upon reqUest. From the Client Connection web! ite, you will be able to download Applications, monitor the near real -time status of the Grant, and retrieve related policy, financial, and procurement information. 4 If you have not already don,- so, the World Bank recommends that you register as a user of the Cli:,rt Connection website (https:/.'c.ient onnection.worldbank.ore). From this website you will be able to kwnload Applications, monitor the iear real-time status of the Grant, and retrieve related policy, finaicial, and procurement information. All Recipient officials authorized to sign and deliver Ap:lications by electrcnic means ire jequired to register with Client Connection before electronic del i:ry can be effected. For more infoi mation about the website and registration arrangements, please cor lact the World Bank by email at --cliej itconnection@worldbank.org>. If you have any queries in relai ion to the above, please contact Jose Janeiro, Senior Finance Oflicer at iianeirogwordbank.ore using he above reference. Yours sincerely, 444444L Asad Alam Coi ntry Director for Namibia Africa Region Attachments f- 3 World Bank Disbursement Guideline for Projects, dated May 1, 2006 2. Form for Authorized Signatures 3. Terms and Conditio,s of Use of Secu. -e Identification Devices in connection with Use ofElectronic Means to Process Applications cnd S ipporting Documentation, dated January 20, 2010 4. Form of Payments Against Cont -acts Subject to the World Bank's Prior Review 5. Form of "Interim Financial Repcrt" Cc with copies: Mr. Teofilus Nghitila Environment Commissioner Department of Environmental Af 'airs Ministry of Environment and Tot rism FGI Building, Private Bag 1 3346 Windhoek, Narr ibia Mr. Rod Braby Coordinator NACOMA Proj ,ct San Nujoma Av., Standard ]3ank Building, 1st floor, room 8 P.O. Box 7018, Swakopmund, N;imibia 5 Attachment 2 of the Disbursement Letter ILetterhead] Ministry of Finance [Street address] ICityl (Country] [DATE] The World Bank 1818 H Street, N.W. Washington, D.C. 20433 Unked States of America Att ntion: [Country Director] Dear [Country Directorl: Re: Global Enviroiment Facility Grant Number TF013706 Additional Financing for Namibian Coast Conservation and Management Project I refer to the Grant Agreement (" kgreement") between the International Bank for Reconstruction and Development/Interrational Development Association ("World Bank"), acting as an implementing agency of the Global Environmertal 7acility, and Republic of Namibia (the "Recipient"), dated , providing the above Grant. For the purposes of Section 3.04 (b) of the Standard Conditions, as defined in the Agreme it, any ['one] of the persons whose authenticated specimen signatures appear below is authorized on behalf of the Recipient to sign applications for withdrawal [and applications for a specia commitment] ur der this Grant. For the purpose of deliveri ig A pplications to the World Bank, 2[each] of the persons whose autienticated specimen signatures appears below is authorized on behalf of the Recipient, acting 3[irdividually] 4Uointly], to delive- Ap)lications, and evidence in support thereof on the terms and corditions specified by the World 3a.nk. 5[This confirms that the Rec pien. is authorizing such persons to accept Tokens and to deliver the Applications and supporting documents 1 the World Bank by electronic means. In full recognition that the World Bank shall rely upon su-,h re presentations and warranties, including without limitation, the representations and warranties cont ninec in the Terms and Conditions of Use of Secure Identification 1 Ins1ruction to the Recipient when sending this let er to the World Bank: Stipulate if more than one person needs to sign Aprlications, and how many or which positions, at d if any thresholds apply. Please delete this footnote in final letter that is sent to the World Bank. 2 Instruction to the Recipient: Stipulate if more th n one person needs to jointly sign Applications, if so, please indicate the actual number. Please delete this foc inote infinalh ltter ti at is sent to the World Bank. Irstruction to the Recipient. Use this bracket if a ty one of the authorized persons may sign; if this is not applicable, please delet. Please delete this footnote in final lei ter th,,t is sent to the World Bank. 4 Irstruction to the Recipient Use this bracket onl if several individuals must jointly sign each Application; if this is not app icable, please delete. PIe 7se delete this, botno e in final letter that is sent to the World Bank. 5 rrtruction to the Recipient Add this paragraph if the Recipient wishes to authorize the listed persons to accept Tokens and to deliver Applications by electr)nic means; if ihis is -ot applicable, please delete the paragraph. Please delete this footnote in final letter that is sent to the Worla Bank. 6 De )Fes in connection with Use of lectronic Means to Process Applications and Supporting Do.:imentation ("Terms and Conditions )f Use of Tokens"), the Recipient represents and warrants to the Wi ld Bank that it will deliver to ea-h su -h person a copy of the Terms and Conditions of Use of Tokens anc will cause such persns to abide by tf ose terms and conditions.] This Authorization replace. anc supersedes any Authorization currently in the World Bank rec :rds with respect to this Agreeme it. [Name], [positicn] Spec men Signature: [Name], [positicn] Spec men Signature: [Name], [positicn] Spec men Signature: Yours truly, / signed / Position 7 Attachment 3 of the Disbursement Letter Terms and Conditions of Use of Secure Identification Devices in con iecti )n with Use of Electronic Means t ) Process Applications -ind Iupporting Documentation January 20, 2010 The World Bank (Bank 6 will provide se-ure identification devices (Tokens) to permit the Borrower7 to del ver applications for withdrawal and al plications for special commitments under the Agreement(s) and supporting documentation (such applicat ons and supporting documentation together referred to in these Terms and Conditions of Use as Ap)lica ions) to the Bank electronically, on the terms and conditions of use ;pecified herein. A. Identification of Users. 1. The Borrower x ill be requird to identify in a completed Authorized Signatory Letter (ASL) duly delivered to and received by the Lank each person who will be authorized to deliver Applications. The Bank will orovide Tokens o each person identified in the ASL (Signatory), as provided below. The B:rrower shall al,o immediately notify the Bank if a Signatory is no longer authorized by the Borrower lo ac as a Signatory. 2. Each Signatory must regi:ster is a user on the Bank's Client Connection (CC) website (https://clientconnection.woildbaik.org ) prior to delivery of Tokens. Registration on CC will require that the Signatory cstab ish a CC password (CC Password). The Signatory shall not reveal his/her CC Password to znyone or store or record the CC Password in written or other form. Upon registration as a CC iser, the Signatory will be assigned a unique identifying account name. B. Distribution, Ir itialization and Return of Tokens. 1. The Bank will physically deliver a Token to each Signatory in a manner to be determined by and satisfactory to the Bank. 2. At the time of delivery of i To cen to a Signatory, the Signatory will receive a copy of these Terms and Conditions of Us, for purposes of initializing the Token. 3. The Bank will verify that thc Token, Temporary Password and Terms and Conditions of Use have been duly delivered to and rcceiv d by the CC User. 4. Promptly upon receipt of th, Tol en and Terms and Conditions of Use, the Signatory will access CC using his/her account name ;nd CC Password and register his/her Token and set a personal identification number (PIN) to be used in connection with the use of his/her Token, after which the Token will be initialized fo - use by the Signatory exclusively for purposes of delivering 6 "Bank" includes IBRD and IDA. "BDrrower" includes the )orrower ofai IBF D loan, IDA credit, or Project Preparation Facility advance and the rec pient of a grant. 8 Applications. Lpon initializatior of the Token, the Signatory will be a "Token User". The Bank will maintain in its database a iser account (Account) for each Token User for purposes of managing the Token of the "oke- User. Neither the Borrower nor the Token User will have any access to the Ac-ount. 5. Prior to first use of the Token by the Token User for delivering Applications, the Borrower shall ensure that the Token User has -eceived training materials provided by the Bank in use of the Token. 6. Tokens shall be promptly relurne Ito the Bank upon request of the Bank. C. Management of Tokens. 1 . Tokens will remain the prcp,-rty (f the Bank. 2. Use of the Tokei is strictly limitcd to use in the delivery of Applications by the Token User in the manner prescribed by the BAnk ii the Agreement(s) and these Terms and Conditions. Any other use of the Token is prohibited. 3. The Bank assumes no respcnsib lity or liability whatsoever for any misuse of the Token by the Token User, other representtive( of the Borrower, or third parties. 4. The Borrower undertakes to ensure, and represents and warrants to the Bank (such representation and warranty being expressli reli,:d upon by the Bank in delivery of a Token to each Token User) that each Token User is pro iidec, understands and will abide by, these Terms and Conditions of Use, including without limitation the following: Security 4.1. The Token User shall n )t reveal his/her PIN to anyone or store or record the PIN in written or other form. 4.2. The Token User shE 11 nc allow anyone else to utilize a Token to deliver an Application to the Bank. 4.3. The Token User shall a ways logout from CC when not using the system. Failure to logout properly oan create a route into the system that is unprotected. 4.4. If the Token User b,liev,s a third party has learned his/her PIN or has lost his/her Token he/she shall immediately nolify c ientconnectiongworldbank.or . 4.5. The BoTower shall imrr ediately notify the Bank at clientconnectionaworldbank.or2 of any lost, stolen or comprorr ised Tokens, and take other reasonable steps to ensure such Tokens are disabled immediately. 9 Care of Tokens 4.6. Tokens contain de icatc and sophisticated instrumentation and therefore should be handled with due care, and :hould not be immersed in liquids, exposed to extreme temperatures, crushed or bent. Also, Tokens s iould be kept more than five (5) cm from devices that generate electromagnetic radiation (EMR , such as mobile phones, phone-enabled PDAs, smart phones and other similar devices. Toker s should be carried and stored separate from any EMR device. At close range (less than 5 -m), these devices can output high levels of EMR that can interfere with the proper operation of elect -onic equipment, including the Token. 4.7 Without derogating 'rom these Terms and Conditions of Use, other technical instructions on the proper us- anc care Tokens are available at http://www.rsa.com. 5. Replacement 5.1. Lost, damaged, coripro nised (in terms of 4.5, above) or destroyed Tokens will be replaced at the expense of th. Bo rower. 5.2. The Bank reserves t ie rij,ht, in its sole discretion, not to replace any Token in the case of misuse, or not to reactivate a Tok m User's Account 6. Reservation of Right to disable T oken 6.1. The Borrower shall reser ve the right to revoke the authorization of a Token User to use a Token for any reason. 6.2. The Bank reserves t ie rij ht, in its sole discretion, to temporarily or permanently disable a Token, de-activate a Token User's Account or both. Attachment 4 Fur-ii of Payments Against Contracts Subject to the World Bank's Pi-Kr Review Govrnmetl of Namibi, NACOMA Profect World Bank / GEF Gr,nt No...... Procurement~ Monitoring Tables - for the Quarter Endmgt ... .. Goods (including non Consultang Serics raclNo Desc'p Esnma NS Preom't T-me Schodulo Corc Amlunt Supper/Contrcto Mhd I NS Str:D. Prep Ad~ris B.d niain B,d C~ng Evlan Contrac S,ge mlDbr c-plet Consultant. Ser ruce, Conat No ~¯ Deon Es NS Se Advert-sc Sti RFP Doc Sendout RFP Tchm, Prop Tech, Fmal Evlua.,u Contrac T Comple-c Contract Consul/Fr M,tching Grnts Contrc No Depio Est-a. NS Selec-oo Advertise Proposal Techme Evaluatio Proposal Contrct Complet Grat Amont NS Applhatna Method sobmoon Evaluon sgned a.ssgent Conrt No Descnpton Estomat NS Solecton Ad, rosc Sart RFP DOc Sod o RIP Tehme, Prop Techme Fmol Evlono1.- Contn~c Complete Colont Cosl/Firm name Method Prep openbg Evaluaton complte sgned ass,g ,n Aon NS Operting Co.t. Contract No Desenpo~ Estimae NS Seldton Advortse Star RFP Doc Send ou, RFP Techmc Pro Techme Fm.l EvaluatIon Conra Complete Contract Coosul/Form namo Method Prep openog Evaluai on coplote sogncd assgnment Ao,nt N$ Opemng Attachment 5 Forn of "Interim Financial Report" Govi rnm nt of Namibia NACOMA Project Wor Id Bank / GEF Grant No. ... Sources and Uses of Funds and Cash Forecast - for the Quarter Ending (in N$ 000 s) Forecast next 3 Cumulative Months Op:ning Balance Quiart r IBRD Special Account GRN Counterpart Account Prcject Account Tolal Source of Funds IBRD Special Account GRN Counterpart Account Prcject Account TOTAL FINANCING Foreign Exchange Diffe-ence Tolal Use of Funds Goods (including Non Coisulting Services) Coisultants' Services Training Matching Grants Operating Costs Unallocated Toial Closing Balance IBRD Special Account GRN Counterpart Account PrcJ ect Account TOTAL CLOSING BALANCE Notes: The following rates were used fo: conversion a) Opening Balance of I3RD Specia. Account in Quarter-------------------=N$ b) 3RD funds received and expended c< nverted at the rate of exchange ruling on the date of the transaction c) Closing balance of the IBRD Special / ccount in Quarter --------------- = N$ 12 G vernment of Namibia NACOMA Project World Bank/GEF Grant No.... Stat unent o Expenditure (SOE) Withdrawals Summary to date Apph iii Applicatio Category per GA Total Amount Amount Differenc Explanatio nGoods Consultm Matclin ramn Operatmn PD Initial Applicatio Approve Receive e n No Date (including g Services g Gr nts g F Deposi mount d Non Costst Amn Consultan 8 Sers ices) 13 Governmcnt of Namibia NACOMA Project Worl i Ba ik / GEF Grant No. Special Account Reconciliat on Statement As at Quarter Ending Account No. ----------- with ...... Commercial Bank (in NAD 000 s) Anount Advanced by World Bank Le ; total amount recovered by Wor d Ba tk Eiials Present Outstanding Amount Adv inced to Special Account Amount in Special Account at ----------per bank stalement (copy attachec.) Add: Amount of Eligible Expenditures dc cumented in attached Aprlication (No-------) AdJ: Amounts claimed in previous applications not yet credited at the dat. of Bank Statement: Application No Amount Subtotal of previous applications Not yet credited 7 Equals Total Advance AccoLnted for 8 Explanation of any ciscrepancy betw en total appearing on line3 3 and 7 above. 9 DATE --------------------- SIGNATURE Project Procurement / Accounting Officer Project Co-ordinator