Government of the People’s Republic of Bangladesh
Local Government
Engineering Department
Participatory Small Scale Water
Resources Sector Project
Agargaon, Sher-e-Bangla Nagar
Dhaka-1207, Bangladesh
Memo No. LGED/PSSW/PD/F-09(Part-1)/2014/1740 Dated: 29-04-2015
Request for
Expression of Interest (REOI)
for
NGO for Operation and Maintenance (O&M)
and General Facilitators
under
Participatory
Small Scale Water Resources Sector Project (PSSWRSP)
Contract No.: S-NGO/02
1.
The
People’s Republic of Bangladesh has received a loan from Special Fund of Asian
Development Bank under Loan No. 2542 BAN (SF) toward the cost of Participatory Small-Scale Water Resources Sector
Project (PSSWRSP) and
intends to apply a portion of the proceeds of this loan to eligible payments under this contract. The terms and
conditions of the contract and payments by the Asian Development Bank will be
subject to the terms and conditions of the loan, including the Guidelines on
the Use of Consultants by Asian Development Bank and It’s
Borrowers. Except as ADB may specifically otherwise agree, no party other than the
Borrower shall derive any rights from the loan or have any claim to the
proceeds of the loan. Local Government Engineering Department (LGED) under the Ministry
of Local Government, Rural Development and Cooperatives (MoLGRDC)
is the Executing Agency of the Project.
2.
LGED
has planned under the project for recruitment of Non Government Organization
(NGO) for Providing Services of Operation and Maintenance (O&M) and General Facilitators for duration of 24 months
tentatively starting from 1 January 2016.
3. An NGO shall be recruited following Fixed
Budget Selection (FBS) method in accordance with the Guidelines on the Use of
Consultants by ADB and Its Borrowers (March 2013 or amended from time to time).
4. The EOI notice along with the
Terms of Reference (TOR), indicative Cost Estimate and other relevant
information are available in ADB’s web site for Consulting Services Recruitment
Notice (http://csrn.adb.org). The advertisement is also available in LGED (www.lged.gov.bd) website.
5. Interested eligible NGOs from ADB member
countries having adequate similar experience in relevant fields are hereby
invited to submit EOI in the EOI template available in ADB’s website. LGED will
not accept EOI that is not in the ADB’s standard EOI template. Offline is an
option. LGED will evaluate all EOIs submitted.
6. The
EOI shall only be submitted through ADB’s
Consultants Management System (http://cms.adb.org).
Hard copies of the EOIs shall also be accepted. Hard copies of the EOIs in
sealed envelope shall be delivered to the
Project Director, PSSWRSP, RDEC Bhaban (Level-5),
LGED HQ, Agargaon, Sher-e-Bangla
Nagar, Dhaka-1207, Bangladesh
on or before 05:00 PM Bangladesh local time on 30 May 2015.
7. EA reserves
the right to accept or reject any or all of EOIs at any stage without assigning
any reason whatsoever and without incurring any liability to the affected
participants(s).
|
|
(Md. Shahidul Haque) Project Director Participatory
Small Scale Water Resources
Sartor Project (PSSWRSP) Level-5, RDEC Bhaban, LGED Agargaon,
Dhaka-1207, Bangladesh Tel: Land +880-2-9127411 Mob:+8801713066071 Fax: +880-2-9123169 E-mail: pd.psswrsp@lged.gov.bd |
Appendix A –
Terms of Reference and
Reporting Requirements
1.
Background and Introduction
Participatory Small Scale Water
Resources Sector Project (PSSWRSP) builds on lessons from previous SSW-1 and
SSW-2 projects implemented from 1996 to 2010 and developed 580 subprojects in
61 districts of the country. Local Government Engineering Department (LGED) is
the implementing agency of PSSWRSP and the project has a mandate to develop 270
new subprojects and performance enhancement of another 150 subprojects
completed during SSW-1 and SSW-2. PSSWRSP will support the development of inclusive
Water Management Cooperative Associations (WMCAs) that include landowners, land
operators, women, fishers and other vulnerable groups. Within an enabling
institutional framework, they will be capable to maximize their collective
potential to increase agricultural production in the subproject areas. Each
subproject is designed to improve water management - irrigation, flood
management, and/or drainage improvement and command area development (CAD) in
an area of up to 1,000 ha for the purpose of increasing production in
agricultural and fishery sectors, employment income, and to contribute to
overall reduction of poverty.
2.
Objectives
a) The overall objective of the PSSWRSP
is to reduce poverty through the increase of sustainable agricultural and fishery
production. The specific objective of the project is to develop sustainable
stakeholder-driven small-scale water resources management systems with special
attention to the poorer section of the population.
b) The objectives of the project will be
achieved through (a) development of improved means of beneficiary participation
in the selection, design, implementation and O&M of small-scale water
resources management systems; (b) rehabilitation and construction of
small-scale water resource management infrastructures with appropriate
agricultural extension, fisheries extension,
and aquaculture development;
(c) development of
effective management of environmental and social
impacts of subprojects, including those engaged
in practicing floodplain capture
fisheries; and (d)
development of institutional capacity
of relevant government and stakeholder
organizations (WMCA) to ensure adequate support for small-scale water resources
development.
c) Services are required to assist PSSWRSP,
LGED by establishing and nurturing Water Management Cooperative Associations
(WMCAs) at subproject locations where technical feasibility has been
established.
d) Local
stakeholders generally identify
the subprojects and their input is sought throughout the feasibility process. When
the feasibility of a subproject is confirmed, the local stakeholders require
the assistance of experienced and capable facilitators to be provided by NGO to
organize them so that they qualify to become registered under the Cooperative Act 2001.
e) Following
registration, the WMCAs
require further assistance
in increasing their membership, increasing their capital
resource base, managing their
affairs, in organizing operation and
maintenance (O&M) of the infrastructure that will be provided, and in
collecting contributions (3% of earthwork and 1.5% of civil construction works)
which is equivalent to one year of O&M.
During this period, the local stakeholders will also be consulted on the
detailed engineering designs of the proposed subproject infrastructure.
f) During construction of the infrastructure, the WMCA has
the right and the responsibility to observe the construction and to intervene
(through defined procedures) where quality is being compromised. The project design emphasized
the need for
local stakeholder's involvement
during the subproject identification phase by stipulating that local people
will propose potential subprojects to Upazila
Engineer through concerned Union Praised and subsequently the proposal need to
be included in the Upazila Development Plan following
the process. The NGO and the staff they
have fielded will support the WMCAs and the Upazila
LGED office in this activity by ensuring that the procedures are properly
followed. The work of strengthening the
WMCAs will continue through the construction period.
g) Following construction, the NGO and the staff they have
fielded will assist the WMCAs in undertaking O&M of the completed infrastructure
for one year period. Within one year
of construction completion, formal user right of subproject infrastructure is
to be transferred to the WMCA.
h) A subproject development cycle is
being followed as chronological approach
in implementing subprojects as was mentioned in the Project
Administrative Memorandum (PAM). Each subproject goes through three distinct
stages: Stage 1- identification and feasibility, Stage 2- institution building
and detailed design and Stage 3- tendering, construction and first year
operation and maintenance. This is one of the
important sequential processes to institutionalize the participation of local
stakeholders in subproject planning, implementation and monitoring. The role of
the Facilitators is to ensure that this sequential processes
is followed as per design in subproject development.
i) Gender and development concepts are reflected in
Project activities at all stages of sub-project development: planning,
implementation and first year's operation and maintenance. However, gender and
other social factors influence Project success. So attention is needed how and
why to hire field level staff and deploy female staff that will improve gender
equity in LGED and in the subprojects. Definite responsibilities and duties
have been fixed for the NGO Facilitators which includes women's participation
in all stages of project implementation is to be ensured: for example, in
subproject preparation, implementation (including earthworks), and after
construction (plantation, care-taking and operation and maintenance). NGO
Facilitators would be primary responsible person to ensure women's active
participation in WMCAs; to collect gender-sensitive data according to specific
MIS formats; to ensure equal wages for men and women of LCS including suitable
toilet facilities to be provided at work sites; and all Project activities must
be monitored regularly from a gender equity point of view.
3.
Scope of Services, Tasks, (Components) and
Expected deliverables
The NGO services
are to be provided in support of executing the project. The principal
activities of this support services are given in the "Terms of
Reference" stated below. In general, the Scope of Services include, but
will not necessarily be limited to, forming, establishing, and nurturing
functional WMCAs, ensuring stakeholder participation in all stages of the
subproject development cycle. The Scope of Services also include targeting
employment benefits to local landless poor by assisting in conducting training
to, and assisting Labour Contracting Societies (LCSs)
in sub-projects to make the LCSs capable of implementing the required
earthwork, tree plantation and its caretaking. To assist them in generating
more sustainable incomes, the NGO will also assist the LCS participants in
conducting activities in accordance with the Poverty Alleviation Plan that will
be prepared jointly by the WMCA and the facilitators (General/CA, Agriculture,
Fisheries and O&M).
The NGO is responsible, on
behalf of PSSWRSP, LGED, for assisting the local stakeholders to organize
themselves into functional and sustainable water management organizations. The
contract with the NGO will be time-bound and performance-based. The performance
of the NGO for any given subproject will be judged against the following major
areas amongst other issues. These milestones are
(a) By-Law Approved,
First Management Committee
Formed and Registration Application in Process: 4
(four) months time will be allowed for this milestone
from date of fielding of General Facilitator. Achievement of this milestone
involves completion of (1) conducting an information and awareness campaign in
accordance with guidelines provided by the Project; (2) drafting By-Laws in
accordance with Project Guidelines; (3) preparation of a list of total
households within the subproject area; (4) preparation of a list of direct
beneficiaries of the proposed subproject; (5) approval of By-Laws in a general
meeting; (6) formation of the First Management Committee; (7) processing of
registration of WMCA for registration; and (8) registering at least 33% of the
direct beneficiaries as members with an average of Tk. 50 per member as shares
and savings combined.
(b) Institutional Development Progress. This
milestone will be achieved within 12 (twelve) months from the date of fielding
the General Facilitator. Achievement of this milestone involves completion of
(1) registering at least 70% of the direct beneficiaries as members with an average of Tk.150 per member as shares and savings
combined; (2) an established office of the WMCA and an employee to manage the
affairs of the office; (3) notice for audit, Annual General Meeting, and
Election served in due time as per cooperative procedure; (4) collection of
beneficiary contribution exceeding 80% of required amount; (5) regular weekly
meetings have been held for the preceding three months : (6) regular monthly
management committee meetings have been held and maintained meeting proceedings
for the preceding eight months; and (8) poverty alleviation plan prepared.
(c) Implementation Agreement Signed: Total
9 (nine) month's time will be available for this
milestone from the date of fielding of the General Facilitator. But the General
Facilitator will make sure that all the formalities regarding Implementation
Agreement are in place and the WMCA is ready to sign the agreement within the
tenure of his/her assignment in this particular WMCA. Achievement of this
milestone involves completion of (1) audit, Annual General Meeting, and
Election held; (2) full beneficiary contribution; (3) registered 70% of the
direct beneficiaries of the subproject; (4) at least one-third of the members
of the Managing Committee should be women; and (5) regular monthly meetings and
weekly meetings have continued.
(d) Subproject Turnover: 12 (twelve) month's time will be allowed for this milestone from date
of declaring completion of construction works of subproject. Achievement of this milestone involves
ensuring that membership criteria are fulfilled, the water management
association has a sound financial base, an operation and maintenance plan is in
place including funds, an elected Management Committee is in place and Annual
General Meetings are being held in a timely manner.
During
the period when infrastructure is being constructed (after signing the
implementation agreement), the Facilitators (GF, O&M) will be responsible
for the following:
(a)
Monitoring the Poverty
Alleviation Plan implementation.
(b)
Assisting the WMCAs in
preparing fisheries and agricultural development plans
(c)
Providing general
support to the WMCAs to strengthen the capacity of their institution. This will
include conflict resolution, assistance to promote income generating activities
for the WMCA's members including women and disadvantaged, and so on.
(d)
Assist the project in
forming Labor Contracting Societies, provide training, and monitor the work of
and payment to these groups.
(e)
Assist WMCAs to
develop their capacities in order to make liaison with other line agencies to
ensure the availability of services for their betterment
4.
Team Composition & Qualification Requirements for the Key Experts
The selected NGO shall
provide the services through its team of Facilitators, who will be placed as
follow. One General Facilitator in each subproject, whereby, in each district
one facilitator for O&M. Except as the Employer may otherwise desire, no
change shall be made in the Facilitators' team. If or any reason beyond the
reasonable control of the selected NGO, it becomes necessary to replace any
Facilitator, the NGO shall forthwith provide, as a replacement, a person of the
least equivalent qualification and relevant experience acceptable to the
Employer. In the event that any of the Facilitators is found to be incompetent
in performing his/her assigned duties, the Employer may request the NGO to
make a replacement with a person of at least equivalent qualification and
relevant experience acceptable to the Employer and the NGO shall comply forthwith.
The O&M Facilitators
will work in the Office of the Executive Engineer, LGED, in the project areas
(districts) under supervision of the concerned Executive Engineer, LGED and
General' Facilitators will be based at subproject level and will work under the
supervision of the Upazila Engineer, LGED.
The NGO
shall engage/earmark one of its key staffs having proven capabilities as
coordinator to assist and monitor the performance of the Facilitators,
maintaining liaison with LGED's Executive Engineers of respective districts and
PMO. The main responsibility of the coordinator will be to coordinate the
activities of different Facilitators so that all activities are moving in
accordance with the provision made within the framework of this TOR. The other
important task of the coordinator will be to contribute in preparing all
reports required for this assignment highlighting the issues mentioned in this
TOR. Services under the Assignment will be the services of the NGO consisting of the
services of the Facilitators and supervising staff.
Coordinator cum Team
Leader (1 person for 24 pm)
The required qualification
of the Coordinator will be Masters Degree preferably in
Social Science and have 15 years of general
experience and 10 years project related experience in Social Mobilization and
Group formation including strengthening and will functioning of informal
farmers cooperatives. The coordinator should have substantial experience in
working with Water Management Organization. The main responsibilities of the
coordinator will include but not be limited to:
(i)
Assist and monitor the
performance of the facilitators maintaining liaison with LGED's Executive
Engineers of respective districts and PMO.
(ii)
Coordinate the activities of
different facilitators so that all activities are moving in accordance with the
provision made within framework of this TOR.
(iii)
In collaboration with his/her
organization, the coordinator will make all arrangements so that, all logistics
and other necessary supports are in place in order to ensure satisfactory
discharge the responsibilities of all the facilitators.
(iv)
Coordinate with other
relevant agencies (DAE, DOC, DOF, UP, BWDB etc.) in order to provide the
services of the facilitators in an effective manner.
(v)
Make all necessary arrangements in order to
prepare and submit all reports in a timely manner.
(vi)
Perform any other job
required/assigned by the appropriate authorities.
General Facilitators (60
person for 1440 pm)
The required qualifications
of the General Facilitator will be that they have a bachelor degree and
preferably seven years of experience working with water resources management
activities. The main job of the General Facilitator is to facilitate
participation of local stakeholders at every stage of the specific subproject
development cycle and assist in institutionalizing people's participation in a
water management cooperative association. Each General Facilitator will be
responsible for one/two subprojects at a time. He will stay in the respective
subproject area under supervision of the concerned Upazila
Engineer, LGED. The assignment of the General Facilitator can be divided into
several components that culminate in a sustainable water management system and
a viable water management association. The components are as follows:
(1)
Motivational
Campaign: Facilitating a mass level
motivational campaign at the proposed subproject area on subproject concept,
strategies and its probable impact on the livelihood of the local people.
(2)
Establishing the Water Management Cooperative
Association: Organizing the beneficiaries, women, project affected
persons and cross section of people living within the subproject
into a Water Management Cooperative Association (WMCA)
and assisting the beneficiaries
to establish a
sound management system
within the cooperative in a
reasonable time frame.
(3)
Facilitating
Quality Control during Construction: Facilitating
the WMCA to sign an implementation agreement with LGED and assisting in
ensuring quality construction of subproject structures.
(4)
Socio-Economic
Development and Poverty Alleviation: Assisting
the WMCA in identifying and
implementing measures that promote socio-economic development
amongst the local stakeholders and that reduce poverty.
(5)
Post Project
Sustainability: Assisting to implement an operation and Maintenance O&M
system to assume responsibility of O&M of sub-project infrastructure by the
local community.
Operation &
Maintenance (O&M) Facilitator ((35 person for 840 pm)
The O&M Facilitator should
have a Bachelors Degree preferably in civil or Water
Resources Engineering with general experience of preferably 7 years and have preferably
3 years experience in O&M of water resources
projects or 5 years experience in case Diploma in
civil or water Resources Engineering .The O&M facilitator will be district
based.
The O&M facilitator will be
posted in LGED District offices. They will report to the District XEN Each
district has around 5-15 completed subprojects and the O&M Facilitator will be
mainly responsible to monitor and maintenance
activities. Their detailed responsibilities include but not limited
to.
(i) Monitor
the following activities performed by Upazila level
staff, ensure their timeliness and quality, and provide support as needed:
a. Preparation of Maintenance Strategy and
approval by WMCA
b. Walkthroughs and reports
c. Preparation of annual maintenance plan
& budget
d. Implementation of maintenance work
e. Preparation of Operation Strategy and
approval by WMCA
(i)
Obtain and review
yearly O&M plan from the respective WMCAs :
(ii)
Monitor the quality of
infrastructure maintenance by WMCAs;
(iii)
Assist the AE
(O&M) at central level in managing the different GOB funds related to
maintenance (Rectification Fund, Matching Fund, Emergency Fund) and prepare the
required annual budgets for fund support;
(v) Assist in the review of the subproject
Monitoring & Evaluation Grading exercise;
(vi) Regularly visit WMCAs to observe O&M status of infrastructure and resolve
issues;
(vii) Monitor the on-site O&M mentoring
provided by LGED Upazila level staff
(viii) Ensure that the required training is
provided to new O&M Committees
(ix) Extend support for technical audits of
WMCAs;
(x) Review
O&M data received from the field and forward to Regional level and IWRMU
for MIS entry (database of hydraulic structures constructed by LGED);
(xi) Perform any other duty assigned by me
District XEN.
(xii) Monitoring the progress of O&M fund
collection by WMCA.
(xiii) Work as resources person in the
Construction Observation Training for WMCA.
5. Reporting
Requirements and Time Schedule for Deliverables
The
NGO shall prepare and submit 3 (Three) copies of each of the following reports
to PMO:
Inception Report within
15 (fifteen) days of mobilization. It will
focus on the mobilization, staff deployment, equipment and logistics, problems
(if any) and recommendations and work plan for fulfilling the tasks and
responsibilities to be accomplished within the first year of implementation.
Monthly Progress Report not
later than 7th day of each month, which will present summaries of
all personnel, cash
flow status, and progress of activities
iii brief structured format. Brief description of contractual and technical
problems or any other significant issues encountered with recommendations to
overcome those, and follow-up actions taken against those issues or
recommendations included in the previous monthly report.
Annual Report will summarize all activities, physical and financial
progress including cash flow status, contract variations and change orders,
utilization of resources over the year showing targets and achievements. It
shall include comprehensive comparative. Recommendations, follow-up actions or shortcomings,
if any, with overall recommendations for resolving
the outstanding issues and work plan for the next year.
Other
Reports; In the events of the situation that the project need any reports other
than the reports mentioned above related to the job assigned to the NGO , then
the NGO will be liable to provide such reports as per requirements of the
project with their own arrangements.
Reporting
Requirements and Time Schedule for Deliverables
The
complete reporting schedule are as follows:
1. Draft Inception Report month 1(10 copies )
2. Final Inception Report month 2 (30
reports,20 copies)
3. Submission of Quarterly Report each quarter - (10 copies)
4. Submission of Mid
term Report 1 year -(10copies).
5. Submission of Draft Final Report month 21 (30 reports,20 copies)
6 Submission of Final Report month 24 (30 reports,20
copies)
Duration of Assignment
The
Project commenced in January 2016 and is planned for completion in December
2017. This contract will be for the project implementation period and provision
for total man months required for this assignment has been planned in the cost
estimation but actual requirements of different Facilitators will be on the
basis of subproject requirements and deployment of any facilitators will
require prior approval from the project authority.
6. Client’s Input Counterpart Personal and
Location of Services
LGED will provide the followings facilities to the
consultant:
(i)
Project related information from the previous
SSWRDSP-1 & SSWRDSP-2 Projects.
(ii)
Project related MIS report.
The
counterpart support and information shown above would be provided by the
Government in kind and would be free of charge to the Consultant.
(a) Consultant shall provide Services at the
following location(s):
(b) Services,
facilities and property to be made available to the Consultant by the Client: none
(c)Ensure
that the Consultant has access to wherever it is required for the performance
of the Services at the location(s) mentioned above.
(d) Professional and support counterpart
personnel to be assigned by the Client to the Consultant’s team:
1.
Sr. Socio-Economist,PSSWRSP, LGED, HQ will
work with Coordinator.
2. District Socio-Economist, PSSWRSP,
LGED and Community Organizer, LGED
will work with General Facilitator / O&M Facilitator
.
(e) The authorized representative of the Client
during the implementation of this Contract is:
Name: Md. Shahidul
Haque,
Project Director,
PSSWRSP, LGED.