RECORD OF DISCUSSIONS

ON

[TITLE OF THE PROJECT]

IN

[RECIPIENT COUNTRY]

AGREED UPON BETWEEN

[NAME OF IMPLEMENTING AGENCY]

AND

JAPAN INTERNATIONAL COOPERATION AGENCY

[name of the city], [date]

[Representative of JICA] [Representative of implementing
agency]

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1

In response to the official request of the Government of [recipient country]
(hereinafter referred to as [abbreviation of the government of recipient
country]) to the Government of Japan, the Japan International Cooperation
Agency (hereinafter referred to as JICA) held a series of discussions with
[name of the implementing agency] of [abbreviation of the government of
recipient country] (hereinafter referred to as [abbreviation of the implementing
agency]) and relevant organizations to develop a detailed plan of the [title of
the project] (hereinafter referred to as the Project).

2

Based on the minutes of meetings on the
concerning Preparatory Survey the
Detailed Planning Survey on the [title of the project] (hereinafter referred to as
the Project) signed on [date] between [name of the implementing agency]
(hereinafter referred to as [abbreviation of the implementing agency]) and the
Japan International Cooperation Agency (hereinafter referred to as JICA),
JICA held a series of discussions with [abbreviation of the implementing
agency] and relevant organizations to develop a detailed plan of the Project.

12
1
Both parties agreed the details of the Project and the main points discussed as
described in the Appendix 1 and the Appendix 2 respectively.

2 R/D
Both parties agreed the details of the Project and main points discussed as
described in the Appendix 1 and the Appendix 2, respectively, and to request
their respective governments to proceed with the necessary procedures for
implementation of the Project.

Both parties also agreed that [abbreviation of the implementing agency], the
counterpart to JICA, will be responsible for the implementation of the Project in
cooperation with JICA, coordinate with other relevant organizations and ensure
that the self-reliant operation of the Project is sustained during and after the
implementation period in order to contribute toward social and economic
development of [recipient country].

The Project will be implemented within the framework of the

Agreement on Technical Cooperation signed on [date] (hereinafter referred to
as the Agreement) and the Colombo Plan Technical Cooperation Scheme
and the Note Verbales to be exchangedexchanged
on [date]between the Government of Japan (hereinafter referred to as GOJ)
and [abbreviation of the government of recipient country].

R/D
2

The effectiveness of the record of discussions is subject to
the exchange of the Note Verbales the
approval of JICA .

Appendix 1: Project Description

Appendix 2: Main Points Discussed
Appendix 3: Minutes of Meetings on [name of survey, etc.]

3
 Appendix 1

PROJECT DESCRIPTION

Both parties confirmed that there is no change in the Project Description agreed
on in the minutes of meetings on the concerning Preparatory Survey on the
Project signed on [date] (Appendix 3).

I.BACKGROUND
JICA

II.OUTLINE OF THE PROJECT

1 Project Design
Matrix: PDM 1.6.
62
Details of the Project are described in the Logical Framework (Project
Design Matrix: PDM) (Annex X) and the tentative Plan of Operation (Annex X).

1. Title of the Project

2. Overall Goal

3. Project Purpose

4. Outputs

5. Activities

1. Title of the Project

2. Expected Goals which will be attained after the Project Completion

(1) Goal of the Proposed Plan

(2) Goal which will be attained by utilizing the Proposed Plan

3. Outputs

4. Activities

6. Input
(1) Input by JICA
4


JICA will take, at its own expense, the following measures according to the
normal procedures under the Colombo Plan Technical Cooperation:

(a) Dispatch of Experts
[Assignment of expert]
(b) Training
[Subject]
(c) Machinery and Equipment



In case of importation, the machinery, equipment and other materials
under II-6 (1) (c) above will become the property of the [abbreviation of
the government of recipient country] upon being delivered C.I.F. (cost,
insurance and freight) to the [recipient country] authorities concerned at
the ports and/or airports of disembarkation.

(a) Dispatch of Mission
[Assignment of member of mission]

Input other than indicated above will be determined through mutual

consultations between JICA and [abbreviation of the implementing agency]
during the implementation of the Project, as necessary.

(2) Input by [abbreviation of the implementing agency]

[Abbreviation of the implementing agency] will take necessary measures to

provide at its own expense:
(a) Services of [abbreviation of the implementing agency]s counterpart
personnel and administrative personnel as referred to in II-7;
(b) Suitable office space with necessary equipment;
(c) Supply or replacement of machinery, equipment, instruments, vehicles,
tools, spare parts and any other materials necessary for the
implementation of the Project other than the equipment provided by
JICA;
(d) Means of transport and travel allowances for the

5
 JICA expertsmembers of the JICA missions for official travel within
[recipient country];
(e) Suitable furnished accommodation for the JICA
expertsmembers of the JICA missions and their families;
(f) Information as well as support in obtaining medical service;
(g) Credentials or identification cards;
(h) Available data (including maps and photographs) and information
related to the Project;
(i) Running expenses necessary for the implementation of the Project;
(j) Expenses necessary for transportation within [recipient country] of the
equipment referred to in II-6 (1) as well as for the installation, operation
and maintenance thereof; and
(k) Necessary facilities to the JICA experts
members of the JICA missions for the remittance as well as utilization
of the funds introduced into [recipient country] from Japan in connection
with the implementation of the Project

7. Implementation Structure
JICA

The Project organization chart is given in the Annex X. The roles and
assignments of relevant organizations are as follows:

(1) [Abbreviation of the implementing agency]

(a) [Assignment of personnel Project Director]
Vice Chairman will be responsible for overall administration and
implementation of the Project.
(b) [Assignment of personnel]

(2) [Name of relevant organization]

(a) [Assignment of personnel]

(3) JICA Experts

The JICA experts will give necessary technical guidance, advice and
recommendations to [abbreviation of the implementing agency] on any
matters pertaining to the implementation of the Project.

(4) Joint Coordinating Committee

Joint Coordinating Committee (hereinafter referred to as JCC) will be
established in order to facilitate inter-organizational coordination. JCC will
be held at least once a year and whenever deems it necessary. JCC will
approve an annual work plan, review overall progress, conduct monitoring
and evaluation of the Project, and exchange opinions on major issues that
arise during the implementation of the Project. A list of proposed members
of JCCis shown in the Annex X.

Joint Coordinating Committee (hereinafter referred to as JCC) will be
6
 established in order to facilitate inter-organizational coordination. JCC will
be held whenever deems it necessary. A list of proposed members of JCC
is shown in the Annex X.

8. Project Site(s) and Beneficiaries

9. Duration

10. Reports

JICA will prepare and submit the following reports to the [abbreviation of the
implementing agency] in [name of language].
(1) X copies of Inception Report at the commencement of the first work
period in [recipient country]
(2) X copies of Interim Report at the time about X months after the
commencement of the first work period in [recipient country]
(3) X copies of Progress Report at the time of X months after the
commencement of the first work period in [recipient country]
(4) X copies of Draft Final Report at the end of the last work period in
[recipient country]
(5) X copies of Final Report within one (1) month after the receipt of the
comments on the Draft Final Report

11. Environmental and Social Considerations

2010 4 2011 2

(1) [Abbreviation of the implementing agency] agreed to abide by JICA

Guidelines for Environmental and Social Considerations in order to
ensure that appropriate considerations will be made for the
environmental and social impacts of the Project.
A B 24

(2) Environmental Checklist

The environmental and social considerations including major impacts and
mitigation measures for the Project are summarized in the Environmental
Checklist attached as Annex X.

(3) Monitoring for Environmental and Social Considerations

Monitoring for environmental and social considerations will be conducted
by [abbreviation of the implementing agency] in accordance with the
7
 Monitoring Plan for the Project described in the Preparatory Survey
Report / Environmental Impact Assessment (EIA) Report / Environmental
Management Plan (EMP) / Resettlement Action Plan (RAP) / Indigenous
People Plan (IPP).
The results of monitoring will be provided to JICA by filling in the
Monitoring Form attached as Annex X, as part of progress reports during
the construction phase, and [quarterly, half-yearly or annually] for X years
after completion of the Project. [Abbreviation of the implementing agency]
agreed to make the results of monitoring available to local project
stakeholders during the same period of progress report submission to
JICA.

(4) Disclosure of Monitoring Result on the Website

[abbreviation of the implementing agency] agreed that JICA may disclose
the results of monitoring as shown in Annex X
conducted by [abbreviation of the implementing agency]
on JICAs website to the extent that those are made public in their country.

III. UNDERTAKINGS OF [abbreviation of the implementing agency] (

AND [abbreviation of the government of recipient country])

1.[abbreviation of the implementing agency] and [abbreviation

of the government of recipient country] will take necessary measures to:

(1) ensure that the technologies and knowledge acquired by the [recipient
country] nationals as a result of Japanese technical cooperation
contributes to the economic and social development of [recipient country],
and that the knowledge and experience acquired by the personnel of
[recipient country] from technical training as well as the equipment
provided by JICA will be utilized effectively in the implementation of the
Project; and

(2) grant privileges, exemptions and benefits to the

JICA experts members of the JICA missions referred to in II-6 (1)
above and their families, which are no less favorable than those granted
to experts and members of the missions and their families of third
countries or international organizations performing similar missions in
[recipient country].

2
(2) grant privileges, exemptions and benefits to the
JICA experts members of the JICA missions referred to in II-6 (1)
above and their families, which are no less favorable than those granted
to experts of third countries performing similar missions in [recipient
country] under the Colombo Plan Technical Cooperation Scheme.

23
2253

8



212
2353

23

2.[abbreviation of the implementing agency]and [abbreviation of

the government of recipient country] will take necessary measures to:

(1) provide security-related information as well as measures to ensure the

safety of the JICA expertsmembers of the JICA
missions;
(2) permit the JICA expertsmembers of the JICA
missions to enter, leave and sojourn in [recipient country] for the duration
of their assignments therein and exempt them from foreign registration
requirements and consular fees.
(3) exempt the JICA expertsmembers of the JICA
missions from taxes and any other charges on the equipment, machinery
and other material necessary for the implementation of the Project;
(4) exempt the JICA expertsmembers of the JICA
missions from income tax and charges of any kind imposed on or in
connection with any emoluments or allowances paid to them and/or
remitted to them from abroad for their services in connection with the
implementation of the Project; and
(5) meet taxes and any other charges on the equipment, machinery and other
material, referred to in II-7 above, necessary for the implementation of the
Project.

3.[abbreviation of the implementing agency] [abbreviation of the

government of recipient country] will bear claims, if any arises, against
the JICA experts members of the JICA missions
resulting from, occurring in the course of, or otherwise connected with, the
discharge of their duties in the implementation of the Project, except when
such claims arise from gross negligence or willful misconduct on the part of
the JICA expertsmembers of the JICA missions.

IV. EVALUATION

JICA and the [abbreviation of the implementing agency] will jointly conduct the
following evaluations and reviews.

1. Mid-term review at the middle of the cooperation term

2. Terminal evaluation during the last six (6) months of the cooperation
termupon completion

9
JICA will conduct the following evaluations and surveys to mainly verify
sustainability and impact of the Project and draw lessons. The [abbreviation of
the implementing agency] is required to provide necessary support for them.

1. Ex-post evaluation three (3) years after the project completion, in principle
2. Follow-up surveys on necessity basis

V. PROMOTION OF PUBLIC SUPPORT

For the purpose of promoting support for the Project, [abbreviation of the
implementing agency] will take appropriate measures to make the Project
widely known to the people of [recipient country].

VI. MUTUAL CONSULTATION

JICA and [abbreviation of the implementing agency] will consult each other
whenever any major issues arise in the course of Project implementation.

VII. AMENDMENTS
The record of discussions may be amended by the minutes of meetings
between JICA and [abbreviation of the implementing agency].
The minutes of meetings will be signed by authorized persons of each side who
may be different from the signers of the record of discussions.

Annex X Logical Framework (Project Design Matrix:PDM)

Annex X Tentative Plan of Operation
Annex X Project Organization Chart

Annex X Monitoring Form AB

Annex X Environmental Checklist
A B
Annex X A List of Proposed Members of Joint Coordinating Committee/
Steering Committee
TOR

10
 Appendix 2

MAIN POINTS DISCUSSED

JICA
JICA
Appendix 1



The Project is expected to contribute to mitigation of and/or adaptation to
climate change.

11