ENGAGING A FIRM TO STAFF AND MANAGE A PROJECT PREPARATION CELL AT THE MINISTRY OF ENVIRONMENT & FORESTS. Terms of Reference

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1 CAPACITY-BUILDING FOR INDUSTRIAL POLLUTION MANAGEMENT PROJECT ENGAGING A FIRM TO STAFF AND MANAGE A PROJECT PREPARATION CELL AT THE MINISTRY OF ENVIRONMENT & FORESTS Terms of Reference Background: The Ministry of Environment and Forests (MoEF) has requested the assistance of the World Bank is working on a project titled, Capacity Building for Industrial Pollution Management Project (CBIPMP). The overall objective of the CBIPM Project is to strengthen the capacity of national and state level institutions, improved enforcement for pollution prevention and improved industrial compliance. The objective of the project will be achieved through a combination of targeted capacity building interventions and demonstrative investments that would enhance the implementation capacity of responsible agencies. Based on current discussions the project support will include technical assistance and investments to support two key areas: Strengthening environment institutions through learning by doing : This could include technical assistance for strengthening the planning, monitoring and enforcement capacity of SPCBs and / or the Departments of Environment (DOE) in selected states including those where investments in area-based demonstration projects to address local pollution problems will be carried out. Specifically, the project will provide technical assistance support for the development of a National Plan for Rehabilitation of Polluted Sites. It would facilitate the knowledge sharing and dissemination of best practices with the aim to build capacity for addressing serious pollution problems. Investments in integrated pollution management: This could include demonstrative investments to specifically : (i) support for remediation of hazardous waste sites; (ii) promote voluntary compliance and self-regulatory measures to improve performance and competitiveness of selected industrial clusters; (iii) Innovative models in municipal solid waste management, which may include remediation of dump sites and establishing sanitary disposal facilities; (iv) promote technologies for water recovery/minimization, recycling of waste, and efficient resource management; (iv) support upgradation of common environmental infrastructure, and (v) support laboratory monitoring and analysis. The project has committed financial resources, part of which has been received from the World Bank under Project Preparation Facility (PPF) to support project preparation. The project will be implemented in two phases (i) Preparation Phase, which includes: conducting preparation studies for needs assessment and project design, project appraisal and developing an implementation framework, preparation of environmental assessment and consultations, and project negotiation, and (ii) Implementation phase.

2 The Assignment: In order to accomplish various tasks listed above, the MoEF wishes to hire services of a competent local firm/organization that can support establishment of a Project Preparation Cell (PPC) to be housed at the MoEF. Specifically, The selected firm/organization will be expected to provide relevant staff resources with skill and qualification as defined in the section below. The PPC staff consultants will work under the guidance of Joint Secretary (PA-I) (and/or the designated Director) with inputs from core technical units. The project coordinator will be responsible for coordination guidance monitoring, supervision and final delivery of project that can be appraised and negotiated with the World Bank. The services of the selected organization, particularly the selected staff consultant, would be required for a period of about 15 months subject to satisfactory progress in the preparatory activities identified under the project, including assistance in the procurement of consulting services for the pre-feasibility studies. The firm will also be expected to provide/procure materials needed, stationery, etc. for smooth functioning of the PPC. The selection of the organization would be based on qualification and experience of the core staff consultant available to work in PP Cell on the project continuously for a period of 15 months. These consultant staff should be committed to work exclusively and full time on the CBIPM project activities outlined below. The selected firm/organization while undertaking full ownership of the performance of staff consultants would also be requested to confirm that these core staff consultants would only be replaced, if at all required, in cases when their performance is found to be unsatisfactory with staff consultant of similar of better qualification and experience. The PPC staff consultants stationed at MOEF will provide full coordination and support during the project preparation, including satisfactory accomplishment of services outlined below. Scope of Services The proposed engagement of PPC staff is expected to lead to project appraisal and potentially an agreement between the World Bank and the Government of India. The staff consultants, titled the Project Coordinator and the Deputy Project Coordinator, will work closely with the MoEF core technical team, the World Bank, CPCB & SPCBs, various project consultants, financial institutions, other relevant government organization at the state level and NGOs to ensure sufficient collective understanding of various project components. Prior to starting assignments, the Project Coordinator will be expected to develop a detailed work programme with a time schedule for Project Preparation Activities. More specifically the Project coordinator (PC) will coordinate the project preparation, including coordination with consultants preparing the preparation studies in terms of their planning, procurement, budgeting, implementation and dissemination of their outputs for technical comments, so that the full complementarities of the various activities contributing to project preparation are captured at each stage of the PPF implementation.

3 For communication on project issues in the domain of MOF and DEA oversight, the PPC will coordinate with the respective division of MOEF. The specific task will include (but not limited to): (i) (ii) (iii) (iv) (v) Coordinate the work and activities of PPC office and develop and implement a modus operandi for the various project consultants/organizations involved in the project related activities. Coordinate the work plans of the project consultants and prepare master work plan in consultation with MoEF for the project preparation activities. Organize peer review of PPF outputs as needed. Also organize the preparation and delivery of PPF audit report. Organization and participation in workshops for review of PPF outputs. This includes the optional project processing workshops where the consultants will have to be present to present their findings to, and receive feedback from, the other consultants, Bank staff and other project stakeholders. Ensure outputs which are used across a number of preparation tasks are available in a timely manner and have been developed with input from all relevant parties (vi) Act as facilitator to ensure project consultants are aware of relevant activities being undertaken by other consultants hired by MOEF/CPCB or states which might be relevant to project preparation. Also ensure the quality and consistency of project outputs so that the final result appears as a single coordinated output. (vii) Participate in and coordinate MOEF, CPCB and State inputs to Bank project missions (viii) Prepare Project Implementation Plan (PIP) during Project appraisal and facilitate the processing of Project related documentations within GOI during preparation, appraisal, negotiations, signing and after Board approval. (ix) Organize meetings for internal and external consultations at periodic intervals on issues of the project. The Deputy Project Coordinator who would also have good knowledge of budget and financial accounting of international/ World Bank projects besides general coordinating skills. The Dy. Coordinator will interact between project consultants and various stake holders MoEF, CPCB, SPCB, DOE, ULB, IDCs, etc., and financial institutions. This will include both written and face-to-face interaction. Besides coordination, the other specific tasks will include (but not limited to): (i) (ii) (iii) (iv) (v) Development and monitoring of PPF Budget and expenditure as well as consolidated PPF implementation and fortnightly/monthly reports. Prepare all materials in draft to procure PPF consultants in accordance with the Bank procurement guidelines. Organize consultation groups and dissemination for each PPF deliverable. Organization and participation in workshops of review of PPF outputs and record of meeting proceedings.. Coordinate and monitor overall project preparation and prepare periodic project reports for MoEF and feedback. (vi) Contribute to the preparation of Project Implementation Plan for project appraisal. (vii) Organize the preparation and delivery of PPF audit report. (viii) Coordination with Project Management Consultants to ensure timely delivery of outputs and payment to consultants. (ix) (x) (xi) Act as facilitator to ensure project consultants are aware of relevant activities being undertaken by other consultants hired by MoEF/CPCB or states which might be relevant to project preparation. Collect and update project database and information on a regular basis. Coordination support in preparing and providing financial information to selected project development consultants and for special purpose vehicles, etc.

4 The PPC staff consultants will be responsible for coordination which includes (but is not limited to) the following. a) Coordination with MoEF team, other agencies of Central Government and State Governments of 12 identified pilot states viz. Maharasthra, Tamil Nadu, Gujarat, West Bengal, Himachal Pradesh, Delhi, Rajasthan, Karnataka, Uttaranchal, Uttar Pradesh, Meghalaya, Andhra Pradesh on project requirements; preparing and finalizing terms of reference; organizing regular consultation meeting, preparing meeting briefs; moving internal proposals to seek internal clearances from appropriate authority etc, where capacity building efforts are going to be initiated. In addition, there will be selected smaller number of States where pilot implementation would be planned. The coordinator is expected to coordinate and obtain consent and authorization from State government agencies and their agreements. The coordinator will also work with various partners and develop project implementation arrangements. This may require undertaking field visits to the States and ascertain how key preparatory issues are being addressed. This will include: Identification of pilot sites and discussions with owners Monitoring of various state level clearances; and Holding discussions with the SPCB staff, industry association, consultants, forests department, local communities and other stakeholders and guide them in addressing concerns as well as participating in Bank mission. b) Coordination with project management consultant. Coordination support in preparing and providing financial information to selected project development consultant or Special purpose vehicle etc. This will include ensuring that these financial information/reports are prepared. c) Coordination with external consultants. The project preparation phase will commission four studies. In addition the PPC will organize as needed consulting services to the state where investment activities will be envisaged. The reports of the consultants will be made available and there will be a need to review and clear it to develop budget estimates. Clearances include respective technical reviews from MOEF and Bank team comments. Based on these reviews: (a) identify deviations, if any, in planning and implementing; (b) suggest improvements, if any. Deliverables The project coordinator would have the overall responsibility for the final delivery and quality of the key outputs, which includes (but not limited to) the following: Consolidated work plan, budget and coordination arrangements. Periodic progress reports Regular statements of expenditure. Stakeholders workshop(s) in Delhi and selected cities to apprise and finalize the implementation road map. Draft reports, commented by key stakeholders and Bank team, which are of high quality and are consistent between each other so as to be viewed as a complementary set of documents contributing to project preparation. Final reports of agreed preparation studies based on comments PIP prior to project negotiations

5 Delivery of PPF audit report. Interaction closely with the World Bank office. Completion of residual work and auditing/submission of accounts in all respects to be completed during the last three months before project effectiveness. Timeline/ budget The overall work plan and timetable for various project preparation activity is presented in the table below. A total of 15 months are expected to be sufficient for delivery of the final PPF outputs and last three months for the final report based on the comments, delivery of PPF audit report, if not completed and completion of residual work particularly in respect of auditing / submission of accounts in all respects to be completed. Activity Preparation of consolidated budget, work plan and modus operandi Monitoring, facilitation and coordination of PPF activities Preparation of Environmental Assessment report Preparation workshops/consultations Preparation of PIP Progress reports/final report Delivery PPF Audit Completion of residual work and auditing/submission of accounts Essential Qualification of the Staff Consultants The firm/organization is expected to commit approximately 15 months for PPC team, which budget provisions have been in the PPF. The Project Coordinator should be an individual having good understanding of issues related to Solid and Hazardous Waste Management and capacity building of identified institutions. The prospective candidate will have a Masters degree (in Environmental Policy and/or Science, Chemistry, Ecology) or a Bachelors Degree in Engineering (Environmental, Chemical or Civil), preferably with an M.B.A.

6 He/She is required to have at least, 8 years of experience out of which 5 years should be in project management preferably on projects supported by organization like the World Bank, ADB, GEF, bilateral funding agencies, financial institutions, Government of India Organizations or other development organization etc. He/she is required to have good knowledge of general procedures including (financial accounting) of Central Government, State Governments, and International Financial Institutions like World Bank, GEF. Further, he / she should have demonstrated experience and knowledge of working of Central/State Pollution Control Boards with particular expertise in understanding of enforcement and compliance issues. The prospective candidate will have good interpersonal skills and excellent command of written and speaking English. The Dy. Project Coordinator, will support the Project Coordinator, and will have, Masters Degree in (Public Sector Management, Chemistry, Environment Sciences) or Bachelors Degree in Engineering (Environmental, Chemical or Civil), with additional qualification in accountancy/finance, or an MBA. He/she is required to have good knowledge of contracting and financial accounting procedures of Government and International funding agencies like World Bank and should have a total of at least 6 years experience out of which 3 years should be in projects, preferably with funding organization like World Bank ADB, GEF, bilateral funding agencies, financial institutions or other development organization etc. Further, he / she should have good understanding of core functions and operation of Central/State Pollution Control Boards with particular expertise in understanding of enforcement and compliance issues. The prospective candidate will have good interpersonal skills and excellent command of written and speaking English. Private Secretary/Stenographer will support the PP Cell. He/she is required to have proficiency in English stenography, basic knowledge of computers and record keeping of documents, engagement diaries, files, etc. Two Assistants, to support the PP Cell for general administrative assistance in matters related to the Project. They are required to be graduate and should be conversant in noting/drafting, prepare summary of meetings/discussions, etc. related to this Project. They are expected to facilitate processing of Project related documentations and for collection and updating of Project data base. Helper will support the PP Cell for general and miscellaneous tasks to assist the PPC. He/ she is required to be 10 th pass and should be conversant with the routine work in Hindi/ English.

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