Terms of Reference for Support Organizations (SOs)

Transcription

1 Terms of Reference for Support Organizations (SOs) For Batch II September, 2018 SO Support for Community Mobilization, Capacity Building, Engineering &Technical Guidance, Handholding& Mentoring of Selected Rural Communities and the Respective Gram Panchayats for Implementation of Neer Nirmal Pariyojana (RWSSP-LIS) STATE PROJECT MANAGEMENT UNIT STATE WATER & SANITATION MISSION DEPARTMENT OF RURAL DEVELOPMENT GOVERNMENT OF UTTAR PRADESH 1

2 I. Background The National Rural Drinking Water Programme (NRDWP) guidelines that came into effect from April 2009, emphasize upon the involvement of Panchayati Raj Institutions and communities in planning, implementing and managing drinking water supply schemes. States are incentivized to hand over management of their schemes to PRIs. Funds for sustainability of schemes are provided on a 100% Central share basis. A separate component of support activities to fund IEC, HRD, MIS, Water Quality Monitoring and Surveillance and other support activities has been introduced. Recently, as part of the NRDWP, the MoDWS has prepared its long term strategic plan ( ) for ensuring drinking water security to all rural households. The strategic plan aims to cover 90% of households with piped water and at least 80% of households with tap connections during this period. This forward looking strategy supports the creation of an enabling environment for the Panchayati Raj Institutions and local communities to manage rural drinking water sources and systems. The strategy emphasizes achieving water security through decentralized governance with oversight and regulation, participatory planning and implementation of sources and schemes. Capacity building programs will be required for communities to monitor and prudently use their water resources. Sustainable service delivery mechanisms are a central feature of the program, with State institutions or Zilla Panchayats implementing and managing large multi-village schemes, delivering bulk water to villages in water stressed areas, and GPs implementing and managing in-village and intra-panchayat schemes. The strategy highlights source sustainability measures, water quality safety, monitoring and surveillance, service agreements with operators, convergence of different development programs, and building professional capacity at all levels. The lagging States in terms of piped water coverage, viz. Assam, Bihar, Jharkhand, and Uttar Pradesh also face constraints in institutional and technical capacity at the State, district, block and GP levels for implementing sustainable rural water supply projects. The constraints are in terms of institutional capacity for involving community and Panchayats in planning, implementing and managing their own drinking water supply schemes, and technical capacity of the State Rural Water Supply Departments for supporting and implementing the decentralization program. Also, operations and maintenance of existing schemes is not satisfactory, resulting in non-functionality of many schemes. Further, the States face issues of water quality affected habitations that require supply of water from distant safe sources. II. Specific Context The Ministry of Drinking Water Supply & Sanitation (MoDWS), Government of India (GoI) and the World Bank are currently engaged in implementing a Rural Water Supply and Sanitation Project for Low Income States (RWSSP- LIS), with Phase I Program for USD 1 billion (USD 500 million IDA and USD 500 million GoI counterpart funding). The key objective of the proposed program is to improve piped water coverage integrated with sanitation services through decentralized service delivery systems. This program would be implemented through a special window of assistance under the National Rural Drinking Water Program (NRDWP). Four States (Bihar, UP, Jharkhand, and Assam) are being taken up as part of the Phase I Program. Key Elements of the RWSS Program for Lagging States are; The program will be a separate component of NRDWP focusing on lagging states with different allocation criteria and funding components, but implemented within the framework of NRDWP, supporting the following key elements of the reform program: Placing GPs and communities in the central role, supported by higher levels of PRIs, the State government and the local non-governmental and private sector, for facilitating, planning, implementing, monitoring and providing a range of O&M back-up services. Using sustainable, community or local government managed models for intra-gp RWSS schemes and using State- PRI partnership models for multi-gp schemes. Putting water resources security as a core theme of the new model, including increased community management of scarce resources. Moving the RWSS sector to recovery of at least 50% O&M and replacement costs and initiating contribution to capital costs keeping affordability and inclusiveness in mind. 2

3 Moving towards metered household connections, with 24/7 water supply where feasible, as a basic level of service. Promoting professionalized service provision management models, and/or back-up support functions, for the different market segments (single habitation scheme in GP/single GP Scheme/small multi GP schemes; large multi GP schemes). Integrating water supply and sanitation, with effective sanitation promotion programs for achieving clean Gram Panchayat. Establishing M&E systems with independent reviews and social audits. III. Purpose The proposed intervention aims at creating water and sanitation assets at the community level in selected panchayats of 11 districts in Batch II (Allahabad, Bahraich, Ballia, Fatehpur, Ghazipur, Gonda, Kushinagar, Sant Kabir Nagar. Siddharthnagar, Sonbhadra and Varanasi). A State Project Management Unit (SPMU) has been created under State Water & Sanitation Mission, Department of Rural Development, GoUP for the effective implementation of the proposed RWSSP. Sticking to the project principle of making it community based and demand driven, SPMU intends to engage Support Organizations selected through a transparent process to support District Project Management Units (DPMU), Gram Panchayats, GPWSCs and MVWSCs. This Terms of Reference has been developed for hiring of Support Organizations (SOs) services for fulfilment of the objectives listed below as per the Scope of Work suggested in the following pages. IV. Objective The specific objectives of Support Organisation (SO) Intervention in the allotted gram panchayats has been categorised according to phase (Pre-Planning Phase (PPP), Planning Phase (PP), Implementation Phase (IP), Operation & Maintenance Phase (O&M)/scheme cycle and are provided in the table below, listing tasks and outputs: V. Scope of Work Task Output of Task Phase PPP/PP (02 months) IP (10 months) O&MP (04months) 1. GP resolution GPWSC formed and Copy PPP recognizing GPWSC of resolution obtained 2. GP Agree to do Resolution for taking up water supply, water quality, household & environmental sanitation and personal hygiene schemes. Resolution passed. Copy to be obtained PPP Baseline Survey of Households, Habitations, Institutions and GPs Data collection on tablet/ Revalidation of Baseline data collected by agency 100% Upfront activity during PPP

4 Task Output of Task Phase PPP/PP (02 months) IP (10 months) O&MP (04months) 4. Community sensitization and mobilization IEC for water and sanitation planned and implemented: wall writings in each GP wall writings in each GP wall writings in each GP o Wall writing 2. 1 visits in each 2. 1 visits in each 2. 1 visits in each o Inter personal Habitations per month Habitations per Habitations per communication covering all HHs in the month covering all month covering all campaigns (IPC) o Household visits Habitation HHs in the HHs in the o Tola/ Mohalla Habitation Habitation. meetings of men, 3. Meeting with women women and prabhatpheri of children in (25-30females/meeting) - 40 meetings Meeting/ habitation/month 3. Meeting with women (25-30 Habitations with women (25-30 females/meeting) - 100% Community 4. Gram Sabha meeting females/meeting) 32 meetings/gp contribution collected in with participation of at the first nine months/ least 3 GPWSC 4. Gram Sabha 4. Gram Sabha GPWSC bank account pass book reflecting members (Male + meeting with meeting with CAPEX collection Women) - 2 participation of at participation of at available to verify CC. Social Audit Committee identified, trained and meetings/gp 5. 2 Prabhat Pheries/GP least 3 GPWSC members( Male + Women)- 10 least 3 GPWSC members (Male + Women)- 04 social audits conducted with School Children as per ICDS guidelines. covering whole of GP meetings/gp meetings/gp 6. Demonstration of Hand Washing to children in schools 8/GP demonstrations Village Immersion Programmes (VIP)/GP SO Teams Staying with community in GPs/habitations 8. 50% Community Contributions Mobilized/Collected 9. Social Audit Committee Formed in each GP and Trained Social Audit Meetings/Exercises Conducted Prabhat Pheries with School Children in whole of GP 6. Demonstration of Hand Washing to children in schools 20 demonstrations Village Immersion Programmes (VIP) SO Teams Staying with community in GPs/habitations % Community Contributions Mobilized/Collecte d in the first 2 months 9. 1 Social Audit Meetings/Exercises Conducted Village Cleanliness Drive covering all habitations 5. Prabhat Pheries with School Children- 04/GP 6. Village Immersion Programmes (VIP) SO Teams Staying with community-02/gp 7. Social Audit Meetings/Exercises Conducted- 01/GP/Month 8. Village Cleanliness Drive covering all habitations-02/gp 9. School Cleanliness and other Institutional Cleanliness Drives- 02/GP 4

5 Task Output of Task Phase PPP/PP (02 months) IP (10 months) O&MP (04months) School Cleanliness and other Institutional Cleanliness Drives. 5. Form Gram Panchayat Water & Sanitation Committee (GPWSC) and opening of Bank Accounts GPWSC formed, recognized by GP and made functional/ Monthly Meetings held regularly Details of Bank Accounts submitted to DPMU 1. In the first month 2. Updating of Bank Pass Book and Submission in DPMU I each month Updating of Bank Pass Book and Submission in DPMU I each month Form Multi Village Water & Sanitation Committee (MVWSC) if applicable 7. Support ensured from the GP to plan and implement the Project MVWSC formed recognized by GP/BP/ZP and made functional/ Monthly Meetings held regularly Meeting of Gram Sabha evidenced through Minutes of meeting 60% of Gram Sabha members participate in the Gram Sabha and adopt a resolution to implement NNP in the GP Resolution passed by GP to implement Project Resolution of the individual Gram Sabhas for making the village/habitation ODF in a stipulated time period, along with a detailed action plan. 8. Training Trainings conducted as per plan prepared by SPMU focusing on households, community, GPWSC MVWSC and PRI Members Facilitate to form MVWSC within 2 months 01 Gram Sabha Meeting organised and minutes submitted to DPMUs - CAP on Different Components with Documentation (Supported by Still photography) and Reports of Each Training Conducted - Community Mobilization and Community Mobilization - Social Audit Exercises - Construction Monitoring and Monthly meeting held regularly 1 Gram Sabha Meeting organised and minutes submitted to DPMUs - Social Audit Exercises - Construction Monitoring and Surveillance - Accounting and Book Keeping - Orientation of GPWSC Members in entire habitations for Construction Supervision Monthly meeting held regularly 01 Gram Sabha Meeting organised and minutes submitted to DPMUs - Scheme Running & Maintenance. - Sustainability of schemes etc. 5

6 Task Output of Task Phase PPP/PP (02 months) IP (10 months) O&MP (04months) Surveillance 9. Documentation Facilitation in Preparation/Development of various Documents 10. Community Contribution Collection (SHGs can be involved to facilitate Community Contribution) (Receipt Book to be made available to the Pradhan of the GP by DPMU within 15 days of agreement with SO) 11. Monitoring and Reporting 12. With active support from UPJN & DPMU Training on water quality monitoring & surveillance (FTK to be Facilitate in Collection of Community Contribution and deposit in Bank Account by Gram Pradhan/ Secretary. Copy of Pass Book to be given as evidence of CC Monthly Progress Reports (MPRs) on the software Community monitoring group formed and made functional No. of Community Monitoring Reports No. of persons trained in water quality testing using FTK Documentation of Progress and on Project Components such as; 1. GPWSC Minutes Preparation and sharing with DPMU 2. Receipt Book 3. CAPEX Collection Register 4. Visitor's Register 5. Inspection of Work Register 6. Complaint and Redressal Register 7. Community Meeting Register. - All the said documents & registers would be inspected by SPMU/DPMU team members from time to time. Documentation of Progress and on Project Components such as; 1. GPWSC Minutes Preparation and sharing with DPMU. 2. Receipt Book 3. CAPEX Collection Register 4. Visitor's Register 5. Inspection of Work Register 6. Complaint and Redressal Register 7. Community Meeting Register 8. OPEX Collection Register. - All the said documents & registers would be inspected by SPMU/DPMU team members from time to time. 50% Collection Balance 50% (within 2 months) Documentation of Progress and on Project Components such as; 1. GPWSC Minutes Preparation and sharing with DPMU. 2. Receipt Book 3. Visitor's Register 4. Complaint and Redressal Register 5. Community Meeting Register 6. OPEX Collection Register. - All the said documents & registers would be inspected by SPMU/DPMU team members from time to time. During the entire contract period, all reports to be fed into the software either using a Tablet or the website; No payment to SOs unless all reports are filled in regularly for every month 1. Community Based Monitoring of Construction Work 2. Formation of Community Based Monitoring Team comprising of 50% women 3. Finalisation of Community based Monitoring Indicators with Frequencies 4. Community based Monitoring of Collection of Data and Analysis 5. Conduction of Social Audit Exercises and Reporting 6. Discussion of Monitoring Data with Community Training of at least 05 persons in each GP Facilitate GPWSC for Monthly Testing of residual chlorine at farthest end and beginning (minimum 2 places in each 6

7 Task Output of Task Phase PPP/PP (02 months) IP (10 months) O&MP (04months) habitation) supplied by DPMU/ UPJN) 13. Facilitate construction of the Water Supply Schemes as per DPR. 14. To support Panchayati Raj Deptt in construction of household latrines so as to make the GPs ODF. 15. Conduct community level stakeholders meetings with specific target audience to trigger behaviour and attitudinal changes amongst them on issues related to water supply, water quality, environmental sanitation & personal hygiene. Participation of ANM, Asha, Anganwadi Worker, Teachers, key opinion leaders to be ensured 16. Facilitate the taking over of water supply assets by GPWSC/MVWSC. 17. Facilitate signing of tripartite service agreement for O&M, if required by GPWSC No. of Water Supply Schemes constructed and households given PWS connection (Report to be made available on the software ) 1. No. of IHHLs constructed and made functional (Report) 2. No. of Latrines used by all members of the HH.(Report) 3. List of the habitations/ villages/ panchayats made Open Defecation Free (ODF) duly certified by DPRO. No. of persons attending orientation programme. Report/ Certification on the completion of construction of assets and handing over the same to the GPWSC/ MVWSC. Tripartite service agreement for O&M signed and made available to DPMU if required by GPWSC To Support UPJN in Identification of availability of land for Water works etc. - Making the list of IHHL to DPMUs - Meeting with community and GPWSC to trigger for importance of WASH in particular water quality, construction and use of toilets, hand washing etc. using various tools and innovative processes - Providing of HH list for Water Connections - Identification and training of a person from GPs as Pump Operator-cum-Tariff Collector Facilitating and Capacity building support to GPs for taking over of assets created existing and new. - Entry in GP Property Register - Documentation of Records - Making the community and GPWSC aware of usage, operation and maintenance of toilets. Meeting with community and GPWSC to trigger for importance of WASH in particular water quality, construction and use of toilets, hand washing etc. using various tools and innovative processes Facilitate water supply scheme handing over to GPWSC. -SOs supporting the outsourced water and sanitation assets for O&M, if required - Provide support for technical guidance from concerned departments Meeting with community and GPWSC to trigger for importance of WASH in particular water quality, construction and use of toilets, hand washing etc. using various tools and innovative processes - Opening of OPEX Bank Account for GPWSC - Development and operationalisation of O&M OPEX collection 7

8 Task Output of Task Phase PPP/PP (02 months) IP (10 months) O&MP (04months) Amount of OPEX collected & deposited in GPWSC bank account as per OPEX Collection register GPWSC Pass book 18. Facilitate effective O&M of water supply & SLWM assets by GPWSC and facilitate preparation and maintenance of requisite registers 19. Documentation of Good practices reflecting OPEX collection. Receipt Book for OPEX collection Maintenance Expenditure Register Annual O&M Budget List of good practices including MSC- Most Significant Change Stories identified and communicated in writing to DPMU All the said documents and registers would be inspected by SPMU/DPMU team members from time to time. Registers and O&M Passbooks are maintained regularly Documentation audio and video, of good practices are done regularly Documentation of good practices are done regularly The total period for the proposed intervention would be of 23 months only from the starting date of agreement. VI. Sl. No Team Composition: Post Qualification & Experience Key Staff: 1 Team Leader Graduate/Post Graduate 2 Project Coordinator Graduate/Post Graduate Documentation of good practices are done regularly Experience No. Man Month Input Required (for one cluster of 5 GPs or more) Pre- Planning & Planning Implementa tion Phase O&M Phase (4 Total Man Months Phase (2 (10 M0nths) Months) Required Months) 3-5 Yrs. (Rural/ Community Developme nt. Preference to experience in Water & Sanitation) 3-5 Yrs. (Rural/ Community Developme nt and Water & Sanitation) Support Staff: 1 Accountant B.Com Data Entry Operator 3 Community Workers (2 Per GP) VII. Graduate Intermediate Consultant s Reporting Obligations: Consultants Reporting Obligations are linked with the payments during the assignment period in different phases. (Details as per Annexure C ) 8

9 VIII. Schedule of Payments: Schedule of Payment No. Payments Payment Schedule Amount Percentage of Contract Value 1 Pre-Planning & Planning Phase activities xxxxxx 10% of the total contract value (against Bank Guarantee) 1 st Payment: Within 15 days from signing of agreement and completion of General reporting obligation of Annexure - C 2 nd. Payment: After 01 months of signing of contract & completion of activities of General and Specific reporting obligation for payment-2 of Annex. C. xxxxxx 12% of total contract value (for the remaining GPs after dropping of GPs, if any). 3rd.Payment: After 02 months of signing of contract & completion of pre-planning & Planning phase activities of general & specific reporting obligation for payment-3 of Annex. C. Xxxxxx 10% or balance total contract value (for the remaining GPs after dropping of GPs, if any). 2 Implementati on Phase activities 1 st Payment: After 2.5 months of start of Implementation Phase &Finalization of Pre-Planning & Planning Phase activities and settlement of Planning Phase. Also completion of activities of general & specific reporting obligation of Implementation Phase Payment-1 of Annexure - C 2 nd Payment: After 5.0 months of start of Implementation Phase and subject to completion of activities of general & specific reporting obligation of Implementation phase payment-2 of Annexure - C 3 rd Payment: After 7.5 months of start of Implementation Phase and subject to completion of activities of general & specific reporting obligation of Implementation phase payment-3 of Annexure - C 4 th Payment: After 10 months of start of the Implementation Phase activities and subject to completion of activities of general & specific reporting obligation for Implementation Phase payment-4 of Annexure - C Xxxxxx Xxxxxx Xxxxxx xxxxxx 10% of total contract value. 15% of total contract value. 15% of total contract value. 08% or Balance of the Implementation Phase Cost 9

10 3 Operation & Maintenance Phase activities 1 st Payment: After 02 months of start of O&M phase, Finalisation of Implementation Phase activities and settlement of Implementation Phase payments. Also completion of activities of general & specific reporting obligation for O&M phase payment-1 of Annexure-C. Xxxxxxxx 8% of total contract value. 2 nd Payment: After 04 months of start of O&M phase and completion of O&M phase, but subject to completion of general & specific reporting obligation for O&M Phase payment-2 of Annexure-C. xxxxxxxx Total xxxxxxx 100% 12% or balance of the O&M Phase cost, and settlement of the assignment and contract. Note: 1. The District Project Manager (DPM) DPMU may consider exceptions to the above schedule of payment on merits. These payments have a component of 'overhead'. The SO shall transfer this overhead amount in advance, on pro-rata basis after each payment to its non-project accounts. But the final adjustment shall be subject to the actual expenditure against the total payment and submission of utilization certificate against overheads by the SO. The DPM, DPMU due to the dropping of GP (s) or lesser achievement will modify the above amounts in any specified activity & pay accordingly to SO. 2. The SO is required to submit a security against Mobilization Advance, which could be in form of Bank Guarantee, Cumulative Deposit Receipt, Fixed Deposit, National Saving Certificate, pledged in favor of the District Project Manager, DPMU. The amount of the security shall not be less than the amount of 10% (Mobilization Advance) of agreement cost and the validity of such security shall be for a period of 24 months from the date of effectiveness IX. Award of Contract: Method of selection of consultant (Support Organization-SO) will be as per Fixed Budget System of World Bank Procurement Guidelines. X. Review Committee: Contract of assignment of support organization (SO) will be reviewed by the District Project Manager with the help of consultants of the concern DPMU of the Project District. XI. SO Selection Process 1. Issue of advertisement inviting Expression of Interest (EOI) at DPMUs from Support Organization (SOs) for short listing under fixed criteria. 2. SOs will be short listed at project districts (DPMUs). 3. Selection of Gram Panchayats by UP Jal Nigam on the basis of GP selection criteria for water supply schemes and no objection from NPMU. 4. Submission of district wise list of selected GPs to the DPMUs for formation of Clusters (Group of 5 GPs in each cluster). 10

11 5. Issue of standard RFP document (with Bank approved TOR) to the short listed SOs in the project districts inviting tech. & financial offers within 30 days from the date of issue under Fixed Budget procurement Method. 6. Evaluation of technical proposals of SOs by the committee formed at DPMU level (in Bank evaluation Format) on the basis of criteria given in the RFP document. 7. Inviting SOs who secured minimum tech. score for opening of Financial Offers. 8. Negotiation of financial offer with the SO in reference to the activities in ToR, who has secured highest tech. score. 9. Signing of agreement with the SO who has secured highest tech. score and the negotiations have been successful. 11

12 SOs (Consultant s) Reporting Obligations Annex C: 1. For Pre Planning & Planning Phase (PPP/PP- 02 Months) - 1 st payment (Optional) A. General Reporting i. SO has submitted satisfactory document(s) duly verified by the Team Leader as proof of appointment of the staff specified in Description of Activities (DOA) and their emoluments. ii. The SO opens Separate Bank Account as per the agreement. iii. The SO has submitted security or bank guarantee to obtain Mobilization Advance for the specified amount for a period of 17 months from date of effectiveness. iv. The SO has submitted the certificate of bank charges, if any. v. A formal request for payment on prescribed Format is received by the District Implementing Agency (DIA). B. Specific Reporting Nil. 2. For Pre Planning & Planning Phase 2 nd Payment (after 01 Month of agreement): A. General Reporting i. A certificate from Team Leader that all project staff has attended the trainings conducted by the DIA/SPMU. ii. Statement of expenditure for 80% of the 1 st payment on prescribed Format. is received by the DIA, if taken. iii. iv. The SO has regularly submitted the satisfactory Monthly Progress Reports (MPRs). Proof of payment of salary to SO staff by cheque or through direct transfer to staff s bank account. B. Specific Reporting i. GPWSC formed, made functional and copy of GP resolution recognizing GPWSC obtained in each GP & submitted to DPMU. Monthly meetings GPWSC held regularly & minutes of meeting submitted to DPMU. ii. iii. iv. In case of SMVS, facilitate to form MVWSC & recognized by GP/BP/ZP and made functional. Monthly meeting held regularly and minutes of meeting submitted to DPMU. GP Agree to do Resolution for taking up water supply, water quality, house hold & environmental sanitation and personal hygiene schemes in each GP. At least 60% of Gram Sabha members participate in the Gram Sabha and adopt a resolution to implement NNP in the GP. Data collection on tablet/revalidation of Baseline data collected by agency in each GP. v. IEC for water & sanitation planned & implemented: (a) 24 wall writings in each GP (b) 01 visits in each habitations per month covering all HHs in habitation. (c) Meeting with women (25-30 females/meeting) (20 meeting). (d) Gram Sabha meeting per month with participation of at least 3 GPWSC members (Male+ women) (02 meetings in each GP). 12

13 (e) 02 Prabhat Pheries in each GP with school children covering whole of GP. (f) Demonstrations of hand washing to children in schools - (04 demonstration in each GP). (g) Village Immersion Program (VIP) SO team Staying with community in GP/habitations- (01 VIP in each GP). (h) GPWSC Bank account for CAPEX opened in first month. (i) 20% Community contribution Collected in each GP. CAPEX collection updated pass book obtained and submitted to DPMU every month. (j) Social Audit Committee Formed in each GP and Trained. Vi. Monthly Progress Reports (MPRs) for the Pre Planning & Planning Phase on the software. Vii. IEC and CAPEX collection Plan are prepared. 3. For Pre-Planning & Planning Phase - 3rd Payment (after 02 months of agreement). A. General Reporting: i. A certificate from Team Leader that all SOs staff has attended the trainings conducted by the DIA/SPMU. ii. Statement of expenditure for 100% of the 1 st & 2 nd payment on prescribed Format. is received by the DIA. iii. Proof of payment of salary to SO staff by cheque or through direct transfer to staff s bank account. B. Specific Reporting: i. Monthly meetings of GPWSC held regularly & minutes of meeting submitted to ii. DPMU. In case of SMVS, Monthly meeting of MVWSC held regularly and minutes of meeting submitted to DPMU. iii. IEC for water & sanitation planned & implemented: (a) 01 visits in each habitations per month covering all HHs in habitation. (b) Meeting with women (25-30 females/meeting (Total 40 meetings in PP Phase). (c) Gram Sabha meeting per month with participation of at least 3 GPWSC members (Male+ women) (02 meetings in each GP). (d) 02 Prabhat Pheries in each GP (one per month) with school children covering whole of GP. (e) Demonstrations of hand washing to children in schools - (04 demonstration in each GP/Month). (f) Village Immersion Program (VIP) SO team Staying with community in GP/habitations- (01 VIP in each GP/Month). iv. 50% Community contribution Collected in each GP. CAPEX collection updated pass book obtained and submitted to DPMU every month. v. Social Audit Meeting/Exercises Conducted in each GP. vi. Resolution of the individual Gram Sabha for making the village/habitation ODF in a stipulated time period. Gram Sabha Meeting organized and minutes submitted to DPMU. 13

14 vii. Documentation of Progress on Project components would be inspected by DPMU/SPMU team from time to time such as; (i). GPWSC minutes preparation and sharing with DPMU. (ii). Receipt Book (iii). CAPEX collection register. (iv). Visitor s register. (v). Complaint and redressal register. (vii). Community meeting register. viii. Making the list of IHHL available to DPMU. ix. Meeting with community and GPWSC to trigger community for importance of WASH in particular water quality, construction and use of toilets, hand washing etc. using various tools and innovative processes. x. List of good practices including Most Significant Changes (MSC) identified and communicated in writing to DPMU regularly. 4. For Implementation Phase (IP-10 Months) - 1 st payment (after 2.5 months of IP): A. General Reporting i. A certificate from Team Leader that all SOs staff has attended the trainings conducted by the DIA/SPMU. ii. Statement of expenditure for 100% of 1 st to 3 rd payment on prescribed Format in respect of Pre- Planning & Planning Phase payments are received by the DIA. iii. The SO has submitted all the Monthly Progress Reports (MPRs) for the Pre- iv. Planning & Planning Phase on software. Proof of payment of salary to SO staff by cheque or through direct transfer to staff s bank account. B. Specific Reporting i. SO has submitted proof of deposit of Community Contribution (CAPEX) in GP s Bank Account up to 70% of the total households in the Gram panchayat. CAPEX collection updated pass book obtained and submitted to DPMU every month. ii. Copy of the GPWSC bank account pass book reflecting CAPEX collection every month to DPMU. iii. IEC for water & sanitation planned and implemented: (a) 24 wall writings in each GP. (b) 01 visits in each habitations per month covering all HHs in habitation. (c) 01 Meeting/Habitation/Month with women (25-30 females/meeting. (d) Gram Sabha meeting per month with participation of at least 3 GPWSC members (Male+ women) (01 meetings/ GP/Month). (e) 01Prabhat Pheries / GP/Month with school children covering whole of GP. (f) Demonstrations of hand washing to children in schools - (02 demonstration/ GP/Month). iv. OPEX Collection Plan to be prepared and OPEX collected as per plan in each GP. v. Gram Sabha Meeting organized for making GP/habitation ODF in each GP and minutes submitted to DPMU. 14

15 vi. School Cleanliness and other Institutional Cleanliness drive (02 Cleanliness drive/05 Month). vii. Village Cleanliness drive covering all habitations (01 Cleanliness drive/05 Month). viii. Documentation of Progress on Project components would be inspected by DPMU/SPMU team from time to time such as; (a) GPWSC minutes preparation and sharing with DPMU. (b) Receipt Book (c) CAPEX collection register. (d) Visitor s register. (e) Inspection of works register. (f) Complaint and redressal register. (g) Community meeting register. (h) OPEX collection register. ix. Making the list of IHHL available to DPMU. x. Providing list of those HHs for water connection who has paid community contribution. xi. Documentation of good practices including Most Significant Changes (MSC) stories identified and communicated in writing to DPMU regularly. 5. For Implementation Phase (IP-10 Months) 2nd payment (after 05 months of start of IP): (A) General Reporting i. A certificate from Team Leader that all project staff has attended the trainings conducted by the DIA/SPMU. ii. Statement of expenditure for 80% of 1 st payment of Implementation Phase on prescribed Format is receive by the DIA/DPMU. iii. The SO has submitted all the Monthly Progress Reports (MPRs) for the Implementation Phase on software. iv. Proof of payment of salary to SO staff by cheque or through direct transfer to staff s bank account. B. Specific Reporting i. IEC for water & sanitation planned and implemented: (a) 01 visits in each habitations per month covering all HHs in habitation. (b) 01 Meeting/Habitation/Month with women (25-30 females/meeting. (c) Gram Sabha meeting with participation of at least 3 GPWSC members (Male+ women) (01 meeting/ GP/Month). (d) 01Prabhat Pheries / GP/Month with school children covering whole of GP. (e) Demonstrations of hand washing to children in schools - (02 demonstration/ GP/Month). (f) Village Immersion Program (VIP) SO team Staying with community in GP/habitations- (01 VIP / GP/05 Month). ii. 80% Community contribution Collected in each GP. CAPEX collection updated pass book obtained and submitted to DPMU every month. iii. School Cleanliness and other Institutional Cleanliness drive (02 Cleanliness drive/05 Month). iv. Village Cleanliness drive covering all habitations (01 Cleanliness drive/05 Month). 15

16 v. OPEX collected as per plan in each GP and copy of OPEX bank pass book is submitted to DPMU every month. vi. Gram Sabha Meeting organized for making GP/habitation ODF in each GP and minutes submitted to DPMU. vii. Social Audit exercises with documentation (supported by still photography) and Report of training Conducted. viii. Documentation of Progress on Project components would be inspected by DPMU/SPMU team from time to time such as; a. GPWSC minutes preparation and sharing with DPMU. b. Receipt Book c. CAPEX collection register. d. Visitor s register. e. Complaint and redressal register. f. Community meeting register. g. OPEX collection register. ix. Making the list of IHHL available to DPMU. x. Providing list of those HHs for water connection who has paid community contribution. xi. Identification and training of a person from GPs as Pump Operator-cum-Tariff Collector. xii. Training on accounting and Book Keeping. xiii. Meeting with community and GPWSC to trigger for importance of WASH in particular water quality, construction and use of toilets, hand washing etc. using various tools and innovative processes. xiv. Documentation of good practices including Most Significant Changes (MSC) stories identified and communicated in writing to DPMU regularly. 6. For Implementation Phase (IP-10 Months) 3rd payment (after 7.5 months of start of IP): (A) General Reporting i. A certificate from Team Leader that all project staff has attended the trainings conducted by the DIA/SPMU. ii. Statement of expenditure for 80% of 2 nd payment of Implementation Phase on prescribed Format is receive by the DIA/DPMU. iii. The SO has submitted all the Monthly Progress Reports (MPRs) for the Implementation Phase on software. iv. Proof of payment of salary to SO staff by cheque or through direct transfer to staff s bank account. B. Specific Reporting I. IEC for water & sanitation planned and implemented: (a) 01 visits in each habitations per month covering all HHs in habitation. (b) 01 Meeting/Habitation/Month with women (25-30 females/meeting). (c) Gram Sabha meeting with participation of at least 3 GPWSC members (Male+ women) (01 meeting/ GP/Month). (d) 01Prabhat Pheries / GP/Month with school children covering whole of GP. 16

17 II. (e) Demonstrations of hand washing to children in schools - (02 demonstration/ GP/Month). (f) Village Immersion Program (VIP) SO team Staying with community in GP/habitations- (01 VIP / GP/05 Month). 90% Community contribution Collected in each GP. CAPEX collection updated pass book obtained and submitted to DPMU every month. III. School Cleanliness and other Institutional Cleanliness drive (02 Cleanliness drive/05 Month). IV. Village Cleanliness drive covering all habitations (01 Cleanliness drive/05 Month). V. OPEX collected as per OPEX Plan and OPEX collection updated pass book obtained and submitted to DPMU every month. VI. Social Audit Meeting/Exercises Conducted. VII. Gram Sabha Meeting organized for making GP/habitation ODF in each GP and minutes submitted to DPMU. VIII. Social Audit exercises with documentation (supported by still photography). IX. Documentation of Progress on Project components would be inspected by DPMU/SPMU team from time to time such as; a. GPWSC minutes preparation and sharing with DPMU. b. Receipt Book c. CAPEX collection register. d. Visitor s register. e. Inspection of works register. f. Complaint and redressal register. g. Community meeting register. h. OPEX collection register. X. Making the list of IHHL available to DPMU. XI. Providing list of those HHs for water connection who has paid community contribution. XII. Training of a person from GPs as Pump Operator-cum-Tariff Collector. XIII. Training on accounting & Book Keeping XIV. Meeting with community and GPWSC to trigger for importance of WASH in particular water quality, construction and use of toilets, hand washing etc. using various tools and innovative processes. XV. Facilitate handing over of schemes to DPMU &GPWSC. XVI. Provide support to GPWSC/MVSC for Technical guidance from concerned departments. XVII. Documentation of good practices including Most Significant Changes (MSC) stories (audio and video) identified and communicated in writing to DPMU regularly. 7. For Implementation Phase (IP-10 Months) 4th payment (after 10th months of start of IP): (A) General Reporting 17

18 a. A certificate from Team Leader that all SOs Staff has attended the trainings conducted by the DIA/SPMU. b. Statement of expenditure for 100% for 1 st to 3rd payments of Implementation Phase on prescribed Format is receive by the DIA/DPMU. c. The SO has submitted all the Monthly Progress Reports (MPRs) for the Implementation Phase on software. d. Proof of payment of salary to SO staff by cheque or through direct transfer to staff s bank account. B. Specific Reporting i. IEC for water & sanitation planned and implemented: a. 01 visits in each habitations per month covering all HHs in habitation. b. 01 Meeting/Habitation/Month with women (25-30 females/meeting. c. Gram Sabha meeting with participation of at least 3 GPWSC members (Male+ women) (01 meeting/ GP/Month). d. 01Prabhat Pheries / GP/Month with school children covering whole of GP. e. Demonstrations of hand washing to children in schools - (02 demonstration/ GP/Month). f. Village Immersion Program (VIP) SO team Staying with community in GP/habitations- (01 VIP / GP/05 Month). ii. 100% Community contribution Collected in each GP. CAPEX collection updated pass book obtained and submitted to DPMU every month. iii. School Cleanliness and other Institutional Cleanliness drive (02 Cleanliness drive/05 Month). iv. Village Cleanliness drive covering all habitations (01 Cleanliness drive/05 Month). v. OPEX collected as per OPEX Plan and OPEX collection updated pass book obtained and submitted to DPMU every month. vi. Village cleanliness drive covering all habitations. vii. School Cleanliness and other Institutional Cleanliness drive. viii. Gram Sabha Meeting organized for making GP/habitation ODF in each GP and minutes submitted to DPMU. ix. Training on accounting & Book Keeping. x. Documentation of Progress on Project components would be inspected by DPMU/SPMU team from time to time such as; a. GPWSC minutes preparation and sharing with DPMU. b. Receipt Book c. CAPEX collection register. d. Visitor s register. e. Inspection of works register. f. Complaint and redressal register. g. Community meeting register. h. OPEX collection register. 18

19 xi. xii. xiii. xiv. xv. xvi. Making the list of IHHL available to DPMU. Providing list of those HHs for water connection who has paid community contribution. Meeting with community and GPWSC to trigger the community for importance of WASH in particular water quality, construction and use of toilets, hand washing etc. using various tools and innovative processes. Facilitate the handing over of schemes to DPMU &GPWSC. Provide support to GPWSC/MVWSC for Technical guidance from concerned departments. Documentation of good practices including Most Significant Changes (MSC) stories (audio and video) identified and communicated in writing to DPMU regularly 8. For Operation and Maintenance (O&M) Phase (04 Months) 1 st payment (after 02 months from start of O&M Phase): A. General Reporting: a. A certificate from Team Leader that all project staff has attended the trainings conducted by the DIA/SPMU. b. Statement of expenditure for 100% of 1 st to 4 th payments of Implementation Phase on prescribed format is received by the DIA. c. The SO has regularly submitted the satisfactory Monthly Progress Reports (MPRs). d. Proof of payment of salary to SO staff by cheque or through direct transfer to staff s bank account. B. Specific Reporting: i. IEC for water & sanitation planned and implemented: a. 24 wall writings in each GP. b. 01 visit in each habitation per month covering all habitations. c. Meeting with women (25-30 females/meeting) (8 Meetings/Month). d. Gram Sabha meeting with participation of at least 3 GPWSC members (Male + Women) (01 Meetings/GP/Month). e. 01 Prabhat Phery/GP/Month with School Children. f. 01 Village Immersion Programme (VIP)/GP/02 Months SO team staying with community in GPs/habitations. ii. 01 Social Audit meeting/ Exercises conducted/gp. iii. 01 Village Cleanliness drive/gp/02 Months. iv. 01 School Cleanliness and other Institutional Cleanliness drive/gp/02 Months. v. OPEX collected as per OPEX Plan and OPEX bank pass book obtained & submitted to DPMU every month. vi. Gram Sabha meeting organized and minutes submitted to DPMUs. vii. Training for Scheme running & maintenance conducted with GPWSC members. viii. Training on sustainability of schemes etc. be conducted with GPWSC members. ix. Documentation of Progress on Project components would be inspected by DPMU/SPMU team from time to time such as; a. GPWSC minutes preparation and sharing with DPMU. b. Receipt Book 19

20 c. Visitor s register. d. Complaint and redressal register. e. Community meeting register. f. OPEX collection register. g. CAPEX collection register x. Facilitate GPWSC for monthly testing of residual chlorine at farthest end and beginning (minimum 2 places in each habitation. xi. Facilitating and Capacity building support to GPs for taking over of assets created existing and new. (1) Entry in GP Property Register (2) Documentation of Records. xii. Making the community and GPWSC aware of usage, operation and maintenance of toilets. xiii. Making the community and GPWSC aware of usage, operation and maintenance of SLWN assets. Facilitating and Capacity building support to GPs for taking over of assets created- existing and new. -(1) Entry in GP Property Register (2) Documentation of Records. xiv. Meeting with community and GPWSC to trigger for importance of WASH in particular water quality, construction and use of toilets, hand washing etc. using various tools and innovative processes. xv. Documentation audio and video of good practices are done regularly. All the said documents and registers would be inspected by SPMU/DPMU team members from time to time. Registers and O & M pass books are maintained regularly and submitted to DPMU. 9. For Operation and Maintenance (O&M) Phase 2nd payment (after 04 months from start of O&M Phase): A. General Reporting: a. A certificate from Team Leader that all project staff has attended the trainings conducted by the DIA/SPMU. b. Statement of expenditure for 100% of 1 st to 4 th payments of Implementation Phase on prescribed format is received by the DIA. c. The SO has regularly submitted the satisfactory Monthly Progress Reports (MPRs). d. Proof of payment of salary to SO staff by cheque or through direct transfer to staff s bank account. B. Specific Reporting: i. IEC for water & sanitation planned and implemented: a. 24 wall writings in each GP. b. 01 visit in each habitation per month covering all habitations. c. Meeting with women (25-30 females/meeting) (8 Meetings/Month). d. Gram Sabha meeting with participation of at least 3 GPWSC members (Male + Women) (01 Meetings/GP/Month). e. 01 Prabhat Phery/GP/Month with School Children. f. 01 Village Immersion Programme (VIP)/GP/02 Months SO team staying with community in GPs/habitations. 20

21 ii. 01 Social Audit meeting/ Exercises conducted/gp. iii. 01 Village Cleanliness drive/gp/02 Months. iv. 01 School Cleanliness and other Institutional Cleanliness drive/gp/02 Months. v. OPEX collected as per OPEX Plan and OPEX bank pass book obtained & submitted to DPMU every month. vi. Gram Sabha meeting organized and minutes submitted to DPMUs. vii. Training for Scheme running & maintenance conducted with GPWSC members. viii. Training on sustainability of schemes etc. be conducted with GPWSC members. ix. Documentation of Progress on Project components would be inspected by DPMU/SPMU team from time to time such as; a. GPWSC minutes preparation and sharing with DPMU. b. Receipt Book c. Visitor s register. d. Complaint and redressal register. e. Community meeting register. f. OPEX collection register. g. CAPEX collection register x. Facilitate GPWSC for monthly testing of residual chlorine at farthest end and beginning (minimum 2 places in each habitation. xi. Facilitating and Capacity building support to GPs for taking over of assets created existing and new. (1) Entry in GP Property Register (2) Documentation of Records. xii. Making the community and GPWSC aware of usage, operation and maintenance of toilets. xiii. Making the community and GPWSC aware of usage, operation and maintenance of SLWN assets. Facilitating and Capacity building support to GPs for taking over of assets created- existing and new. -(1) Entry in GP Property Register (2) Documentation of Records. xiv. Meeting with community and GPWSC to trigger for importance of WASH in particular water quality, construction and use of toilets, hand washing etc. using various tools and innovative processes. xv. Documentation audio and video of good practices are done regularly. All the said documents and registers would be inspected by SPMU/DPMU team members from time to time. Registers and O & M pass books are maintained regularly and submitted to DPMU. xxxxxxxxxxxxx 21

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