PROJECT IMPLEMENTATION GUIDE for CY 2014 and Beyond

CBFM-CARP (Fund 158)

Rationale:

The philosophy behind implementing Community Based Forest Management (CBFM) –

Comprehensive Agrarian Reform Program (CARP) projects starting in 2007 is basically to
address hunger mitigation. Poverty reduction and environmental protection are also in the
equation but much emphasis has been on hunger mitigation. The three (3) pillars: social,
economic and environmental are equal importance in any development activity. Major outputs
and gains have been achieved by the project, thus far. However, projects gains and income
growth have to be sustainable.

Breaking away from the traditional and subsistence level philosophy towards poverty
reduction is the essence of scaling up CBFM-CARP implementation. Hence, while hunger
mitigation will still be the main focus, it will provide resources and interventions to projects that
will assure multiplier effects and productivity. Of equal concern in any development activity is
environmental protection. Agro-forestry farms and plantation development are good carbon
pools to help deal climate changes. In order to assure the smooth implementation of CBFM-
CARP, the guide is hereby issued:

A. BASIC QUALIFICATIONS OF CBFM-CARP BENEFICIARY

1. Holder of CBFM Agreement

2. With updated/good standing PO Registration status
3. With updated/affirmed CRMF
4. Willing to participate in CBFM-CARP Project implementation

B. PRIORITY PROJECTS AND ITS COMPONENTS

1. PRIORITY 1 - CBFMA areas which have not been included in any CBFM/CARP projects (since
CY 2007) or any on-going DENR-funded projects. This should involve development
activities within the CBFMA area.

1.1 Eligible Components - Development of all or combination of the following activities

in area not exceeding 50 hectares:

1.1.1 Nursery rehabilitation/establishment (if needed);

1.1.2 Agroforestry;
1.1.3 Forest tree plantation;
1.1.4 Backyard farming (cash crops only);
1.1.5 Enrichment planting;
1.1.6 Stream bank rehabilitation; and
1.1.7 Start-up ENR based livelihood development of existing resources

2. PRIORITY 2 – Existing CBFM/CARP projects requiring support for expansion

of area development to ensure sustainability of raw materials of existing
livelihood/enterprise projects. To be selected based on submitted
accomplishment and validation reports. Eligible Components include
development of additional area/plantation to sustain raw materials

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 requirements of existing livelihood/enterprise projects (not to exceed 50
hectares).

3. PRIORITY 3 – CBFM areas of Peoples Organizations (POs) who have received assistance and
already engaged in the processing and marketing activities using available resources
within (should not involve extraction of naturally growing trees). The choice of project
components and its products should consider sustainability of raw material resources,
product marketability and profitability, preferably located within convergence areas.

3.1 Eligible Components:

3.1.1 Purchase of simple tools and materials

3.1.2 Plantation development not to exceed 50 hectares to ensure

sustainability of raw materials.

CBFM-CARP POs under Priority 2 and 3 may also avail of support from the National
Greening Program (NGP) either for the development of additional areas relative to the
purpose of sustainability of raw materials for existing enterprise (Priority 2) or to engage
in other NGP activities such as for seedling production and area
preparation/maintenance and protection for additional capital (Priority 3). However, in
Priority 2 project with NGP, there should be no overlapping of areas which should be
clearly delineated on the ground and indicated in the GIS generated map.

C. SUPPORT ACTIVITIES TO PROJECT IMPLEMENTATION

The following activities shall be facilitated/coordinated/conducted by the DENR

simultaneously with project implementation in all types of priority projects, depending on the
actual requirements of each project.
1. Capability building and IEC activities on Environment and Natural Resources (ENR)
community-based enterprise development;
2. Updating of CBFM Project Profile;
3. Conduct of Socio- Economic and Environmental Baselining;
4. Impact Assessment Study; and
5. Map preparation (GIS based) of the proposed project/area for development vis-à-vis
whole CBFM area, following the prescribed standards.

D. PROJECT PROPOSAL PREPARATION, ASSESSMENT AND APPROVAL

1. PROJECT PROPOSAL PREPARATION

1.1 The preparation of project proposal shall be jointly undertaken by the

Provincial/Community Environment and Natural Resources Office (P/CENRO) CBFM
Coordinator and the PO, through actual site assessment and consultation. However,
POs capable of developing their own project proposal shall be encouraged.

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 1.2 Proposed projects shall require a proposal to be written based on prescribed format
(Annex A), with the following attachments:
1.1.1 Work and Financial Plan (WFP) showing the details of the proposed project,
including the assumptions used;
1.1.2 Planting design/scheme of the proposed area for development;
1.1.3 Map showing the relative location of the proposed area for development;
1.1.4 PO resolution expressing their commitment to implement and sustain the
Project;
1.1.5 PO’s certification of good standing from registering agencies (to be submitted
upon project approval)
1.2 In case the proposed project necessitates purchase of tools, equipment, working
animals and the like, such requirements should first be consulted with the
concerned Commission on Audit (COA).

2 . ASSESSMENT AND VALIDATION OF SUBMITTED PROJECT PROPOSALS

2.1 Formulated/completed project proposals shall be endorsed by the CENRO,

through channels, to the Regional Executive Director (RED).

2.1 To ensure compliance with the above procedures, criteria and requirements, duly
submitted project proposals shall be subjected to paper review/ assessment and site
validation to be conducted by the Regional CBFM Office prior to its formal
endorsement by the RED to the Central Office.

3 . APPROVAL OF PROJECT PROPOSAL

3.1 Submitted proposals by the Regional Offices shall be further reviewed by the Forest
Management Bureau (FMB), through the CBFM Division, and the DENR CARP
National Coordinating Office.
3.2 The FMB shall then forward the list of recommended projects for funding under
CBFM-CARP to the DENR-CARP National Executive Officer, thru the DENR-CARP
National Coordinating Office for final approval.
3.3 The RED shall be informed of the approved projects through a Memorandum from
the DENR Central Office. Likewise, the status of submitted project proposals that
have not been included in the list of approved projects shall also be forwarded to
the RED.
3.4 The memorandum of approved projects shall be the basis of the preparation of
DENR-WFP and fund releases by the Central Office to the Regional Office.
E. FINALIZATION OF THE MOA
Upon approval of CBFM-CARP projects, the MOA between the concerned PO and
DENR shall be perfected as soon as possible. A copy of the approved MOA shall be
forwarded to the FMB. It should indicate, among others, the responsibilities of both
parties, the activities to be undertaken and its corresponding mode of payments, and
the time frame for project implementation and completion. Likewise, conditions such
as: 1) labor as PO counterpart, 2) formulation by the PO of an internal policy on the
project’s sustainability measures, and 3) submission of a quarterly report by the PO to

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 the CENRO, should also be an integral part of the MOA. To ensure project sustainability
beyond CBFM-CARP assistance, the MOA should also specify sustainability mechanisms
to be employed in the project.

F. PROJECT IMPLEMENTATION
1. The CBFM coordinators shall provide guidance in the implementation of approved
project by the Peoples Organization (PO).
2. All PO activities defined in the approve Work and Financial Plan (WFP) shall be done by
the PO including the purchase of inputs.
3. Only POs planning to undergo seedling production shall be allowed to propose for
nursery establishment/ rehabilitation. Proposed nursery establishment/improvements
must be supported by a detailed bill of materials and design (Attach photographs of the
existing condition of the nursery). Labor for establishment and/or repair and
maintenance of nursery is PO counterpart.
4. The PO may opt to procure the required planting materials (not necessarily from outside
sources). Seedlings to be procured shall be based on standard specifications as follows:
Forest trees
Height : at least 30 cm.
Diameter : at least 0.5 cm

Asexually propagated seedlings (budded; grafted; marcotted; etc.)

Height : at least 50 cm
Diameter : at least 1 cm

Seedlings to be produced may be inclusive of 20% mortality allowance for both forest
and fruit trees while seedlings purchased may be inclusive of 10% mortality allowance.

5. To develop sense of ownership, the labor in the establishment, maintenance and

protection of plantation/farms shall be PO counterpart. Maintenance and protection
activities shall continue even after project completion including the replanting of dead
seedlings,

6. The PO shall formulate and issue internal policy supported by a PO resolution promoting
sustainability and accountability measures, to wit:
a) Distribution and use of planting materials, tools/implements, facilities and other
farm/livelihood inputs;
b) Sharing scheme among PO members for any benefit resulting in project
implementation; and
c) Monitoring and recording of recipients of project inputs and profit/income
generated from the project.
7. Monitoring and inspection prior to payment shall be undertaken by an Inspection and
Acceptance Committee (IAC) which is composed of representatives from the Regional
CBFM Office, CARP and ERDS and the PENRO/CENRO coordinators. A representative
from Finance unit may also participate in the conduct of the activity. To facilitate release

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 of payments, monitoring and inspection should be done within one week, after
submission of the PO’s billing.

8. Mobilization fund shall be at 15% of project direct cost and shall be recouped on the
first and second billings.

9. Progress billing shall be applied based on the MOA. The last payment which is 10% of
the project direct cost shall be withheld and be released to the PO only upon project
completion.

10. The PO shall be the recipients of payments. It shall be deposited in a bank under the
account of the PO. The PO chairman and the treasurer, who shall be the signatory of all
financial transactions, shall be properly designated by virtue of a PO resolution.

11. The Central Office shall be informed, through a memorandum, of the minor changes in
the WFP such as changes of species to be planted. Such changes shall be allowed as long
as such changes shall not affect the target and budget intended for the purpose.

G. PROJECT MANAGEMENT AND SUPERVISION

1. The Regional/field offices shall provide extension/support services to POs specifically in

project implementation and management related to the application of technologies,
species-site suitability, product marketability, profitability and environmental protection,
among others. Capacity building programs and interventions shall be related to
community enterprise development, processing and product development.

2. The regional/field offices shall conduct regular monitoring of projects or as the need
arises.

3. The PO shall submit a quarterly progress report (physical and financial: Annex B) to the
CENRO.

4. The CENRO/PENRO shall consolidate and submit the quarterly progress report to the
Regional Office (RO) while the Region shall submit a quarterly (5th day of succeeding
month), mid and year-end reports (including electronic copies) of progress and
accomplishments to the Central Office (CO). The Central Office shall then consolidate the
same for submission to the PARC Secretariat and concerned agencies.

Likewise, upon completion of projects, the RO shall submit a completion report per
project to the CO using the format earlier prescribed. Photographs of before and after
situation of project site as well as the map showing the area developed for the year and
the remaining areas for development if any should be included.

5. The CO shall conduct a semi-annual/annual monitoring/validation of the over-all CBFM-

CARP implementation, including progress of project proposal preparation. Corresponding
monitoring/validation report shall be submitted a week after field visit/ validation.

6. The ERDS shall spearhead the conduct of socio-economic and environmental baselining
(SEEB), including the supervision of data gathering by the concerned CBFM personnel
and the consolidation, analysis and preparation of reports at the project and regional
levels. The ERDB shall consolidate, analyze and prepare report on the national level. The
conduct of Impact Assessment Study, including report preparation shall be in accordance
with the existing guidelines/arrangements.

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H. FINANCIAL MANAGEMENT

1. Eighty percent (80%) of the total project cost shall be the direct cost for the project to be
implemented by the POs. The remaining 20% shall be allocated as follows:

Project Management and Supervision – 10 %

Extension Services – 10 %, broken down as follows:
- 30 % SEEB (c/o ERDS)
- 70% Capacity Building/enhancement (c/o FMS)

2. The downloading of cash allocations/NTAs from Central to Region shall be based on

monthly cash program, consistent with the programmed work schedules in the approved
WFP.

3. In view of the common fund scheme, downloaded cash allocations (NTAs) shall be
mutually utilized by both the LMS and FMS

4. Consistent with the guidelines set forth, the CENRO/PENRO and Region shall be jointly
held accountable for the physical and financial accomplishments of CBFM-CARP projects
under its jurisdiction.

I. SUSTAINABILITY OF QUALITY PROJECT PROPOSALS

1. It should be understood that the preparation of project proposal is a continuing activity.

Henceforth, the series of activities attached to project proposal preparation i.e.
consultation with the PO, site assessment, writing of capsule proposal and WFP
preparation should be done a semester/year ahead of actual project approval and
implementation.

2. To foster objective evaluation of project proposals, the DENR field offices and concerned
POs are enjoined to comply with the time and output schedules as reflected in the
attached table/matrix (Annex C).

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 Annex A

PROJECT PROPOSAL OUTLINE

CBFM-CARP PROJECT (Fund 158)

I. BACKGROUND
PROJECT TITLE:
PROJECT TYPE:
PROJECT LOCATION:
AREA:
PROPONENT ORGANIZATION:
CONTACT PERSON:
PROJECT PERIOD:
PROJECT BENEFICIARIES:
TOTAL PROJECT FUNDS:
II. PROJECT RATIONALE
III. BENEFICIARIES DESCRIPTION
IV. DESCRIPTION OF CBFM PO PROPONENT
V. PROJECT DESCRIPTION
GENERAL OBJECTIVES:
SPECIFIC OBJECTIVES:
RESULTS:
A. OUTPUT
B. OUTCOME
C. IMPACT
STRATEGIES AND ACTIVITIES:
 Nursery establishment
 Agroforestry
 Livelihood/enterprise development
PLANTATION ESTABLISHMENT:
 ANR/Enrichment planting
 Streambank rehabilibation
 Backyard farming
MAINTENANCE AND PROTECTION:
IMPLEMENTING STRUCTURE
VI. RISK MANAGEMENT AND SUSTAINABILITY PLAN
VII. WORK AND FINANCIAL PLAN (see separate sheet)
VIII. ANNEXES

i. Planting design/scheme of the proposed area for development;

ii. Map showing the relative location of the proposed area for development;
iii. PO resolution expressing their commitment to implement and sustain the Project;

Assisted by:
Prepared By: ________________________ ___________________________
(PO) CBFM Coordinator

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 Annex B

Project Title:____________________________________________________
Location:_______________________________________________________
PO beneficiary: _________________________________________________
Year of Implementation: _________________________________________
No. of Project Beneficiary:________________________________________

CBFM-CARP Project (Fund 158)

Accomplishment Report
As of ___________________

Activities Target Accomplishment Remarks

1. Nursery Rehab/Establishment (if any)
2. Agroforestry/Plantation Development (No. and Area [Ha])
Species and no. of seedlings
1. __________
2. __________
3. etc
3. Agricrops
Species, quantity, and area
1. __________
2. __________
3. etc
4. Livelihood Activities (Type and production capacity)
1. ___________
2. ___________
3. etc
5. List of other activities undertaken (e.g.)
1. __________
2. __________
3. etc

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 Annex C
CBFM-CARP Project (Fund 158)
Activity, Time and Output Schedule

Docs/ref Expected Responsible

Activities Procedure Time Schedule
required Output Person
1. Site selection Secondary data gathering FIS-CBFM; List of target PO P/CENRO CBFM January to March
maps; CRMF; beneficiary Coordinator of year prior to
5Y-WP; PO implementation
registration
2. Preparation of Actual site assessment and PO and site Project proposal P/CENRO CBFM March to
project proposal PO consultation; proposal data/info with complete Coordinator; PO September
writing attachments
3. Assessment and Paper review and site Submitted Refined project Regional CBFM April to October
validation of validation project proposal Coordinator
project proposal proposal
4. Endorsement of Memo by the RED to the Project RED April to October
project proposals Central Office proposals
to the central assessed and
Office initially
approved by
the CBFM
Coordinator
5. Final approval of Review by the FMB thru Endorsed List of project DENR Central October to
project proposal the CBFM division proposals by proposals Office November
the RED endorsed to the
DENR-CARP NEO
for approval;
Memo to the
RED re: approval
6. Release of fund Fund releases thru SAA List of SAA to Regional DENR-CARP; FMB- January
allocations to the approved Offices CBFMD
Regional/Field projects
Offices
7. Finalization of Signing by both parties Memo to the Perfected MOA PO; DENR January
MOA RED re: Authorized
approved representative (as
proposals signatory);
P/CENRO CBFM
coordinator
st
8. Release of 1 billing Approved Region/PENRO January
mobilization MOA
fund
9. Procurement of Approved Materials/ inputs PO; CBFM February to
inputs (nursery WFP for project coordinator as October
materials to facilitator
fertilizers?
10. Nursery Labor is PO counterpart Approved Nursery building PO; CBFM February
establishment Specs per coordinator as
WFP facilitator
11. Seedling Seedling procurement Approved Planting PO; CBFM February to July
Production WFP materials coordinator as
facilitator
12. Site preparation Brushing; hole digging; etc. Planting PO February to July
Labor is PO counterpart design
13. Planting Labor is PO counterpart Planting PO July to November
design
14. Maintenance Brushing; weeding; PO During and

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 replanting Labor is PO beyond project
counterpart life
Release of payment By tranche; subject to Inspection Check payments Inspection and Within project life
to the PO/beneficiary result of inspection and report by the in the name of Acceptance
validation validating the PO Committee
team Regional/
PENRO Office
Provision of support Based on actual need of Support P/CENRO and Continuing
activities the PO and the project activities such as Regional CBFM
trainings and Coordinator
coaching
andfacilitation
st
Conduct of SEEB Field interview and FGD Baseline Study of P/CENRO CBFM Within 1 year of
the Project Coordinators as project
enumerators; implementation
ERDS as lead in
the analysis and
report writing
PMS Regular/periodic/as the Monitoring Continuing
need arises reports

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