Assignment Title: Selection of Support Organisations for Dumka District of Jharkhand

REQUEST FOR EXPRESSIONS OF INTEREST (SUPPORT ORGANISATIONS - JHARKHAND) COUNTRY INDIA NAME OF PROJECT - Rural Water Supply and Sanitation Project- Low Income State (RWSSP- Assignment Title: Selection of Support Organisations for Dumka District of Jharkhand Reference No. (as per Procurement Plan): JSWSMS/01/2014 Page 1

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Terms of Reference for Support Organizations (SO) Objective of the Support Organization (SO):- The MoDWS and World Bank have envisaged the RWSS-LIS Project for sustainable coverage of Rural Water and Sanitation facilities in Dumka district of Jharkhand with a demand responsive approach. The States have also identified a few districts including Dumka where the Project will be implemented through a District wide approach. In order to support the implementation of the Project, a National Project Management Unit (NPMU) is being established at the MoDWS and State Project Management Units (SPMU) and District Project Management Units (DPMU) at Dumka District. It is envisaged to engage Support Organizations (SOs) to undertake Capacity Building and provide necessary handholding support to the GPWSC/GP/Community in Dumka area. The SO will also undertake Information Education Communications (IEC)/ Behavioural Change Communication (BCC) activities for Rural Water and Sanitation in the assigned area. The SO will be engaged by DPMC under the guidance of JSWSMS/SPMU/DWSC/DPMU and as per pre-defined the evaluation and selection criteria of SO. Number of SOs to be hired by DPMC would be decided under the guidance of JSWSMS/ SPMU/DWSC/for the district depending upon the coverage of population and intensity of the schemes. The SO is expected to have key staff in place with necessary skills and proven experiences in the areas of Community Mobilization, Capacity building, Technical Support in Water and Sanitation, Procurement, Finance, Social and Environmental aspects as stated below: Educational Qualification for the SO Staff 1. Team Leader (TL) The Team Leader should be a Post Graduate in Social Sciences (preferably Social Work / Sociology /Economics / Psychology) with a minimum of 3 years experience of working on community based development projects, preferably related to rural drinking water supply & sanitation issues. The candidate should have experience of working on MS Office, (especially MS Word, Excel & Power Point) and Internet. Qualified women candidates should get a preference. Coordinate work at GP level, liaison with DPMU/DPMC, Managing over all activities in the project GPs, co-ordinate and manage relevant trainings, overall responsibility for the deliverables and managing Books of accounts at the SO level and timely submission of reports as per the prescribed format. 2. IEC/Capacity Building Coordinator Page 3

The IEC/ CB Coordinator should be a graduate in Social Sciences and should have a minimum of 3 years experience of community based development projects, preferably related to rural water supply & sanitation issues Or SHG or community development programme with women. The candidate should have experience of working on MS Office, (especially MS Word, Excel & Power Point) and Internet. Qualified women candidates should get a preference. Development of IEC tools with local context, organizing and conducting Capacity Building activities, meetings, rallies, conducting BCC activities relating to hygiene and sanitation, conducting session related with CLAWS, SLAWS, display of signboards and key messages and other innovations related with IEC/BCC. 3. Procurement Coordinator The procurement Coordinator should be a graduate in Commerce and should have a minimum of 2 years experience in marketing. The candidate should have experience of working on MS Office, (especially MS Word, Excel & Power Point) and Internet. Qualified women candidates should get a preference. Ensure all community level procurement process to be completed in liasioning with procurement person of State, District and DPMC as per the Procurement manual of the project. Support VWSC in ensuring proper tendering process at the community level, orient the GPWSC members on the e- tendering process, as well as acquire Digital Signature Certificate (DSC) from NIC/authorized agency if required. Help and facilitate GP/VWSC in preparation and uploading of bid documents, opening & evaluation of technical bid (Part A) of the tender document, opening & evaluation of financial bid (Part B) of the tender document, and award & signing of contract with the qualified bidder. 4. Assistant Engineer (Technical and Sanitation) The Assistant Engineer needs to be a civil engineering graduate with a minimum of 3 years of experience, preferably of working in rural drinking water supply & sanitation projects. Qualified women candidates should get a preference. With assistance from Technical specialist from SPMU/ DPMU/DPMC, Assistant Engineer would help community in preparation, submission and approval of DPRs, finalizing the Scheme area, Hand holding during scheme implementation, Preparation of Sanitation plan, disclosure of the scheme technology, etc. 5. Junior Engineer (Technical and Sanitation) The Junior Engineer needs to be a diploma in civil engineering with a minimum of 3 years of experience, preferably of working in rural drinking water supply & sanitation projects. Qualified women candidates should get a preference. Page 4

With assistance from Technical specialist from SPMU/ DPMU/DPMC, AE, Junior Engineer would help community in preparation, submission and approval of DPRs, finalizing the Scheme area, Hand holding during scheme implementation, Preparation of Sanitation plan, disclosure of the scheme technology, etc. 6. Finance and Accounts personnel The Finance and Accounts personnel in the SO team should be a Commerce Graduate with a minimum of 2 years of experience of working on computer based accounting software (Tally), MS Office and Internet. Qualified women candidates should get a preference. Facilitating the maintenance of Books, records, documents, financial transactions and accounts at the VWSC and SO level. 7. Data Entry Operator The Data Entry Operator should be a Diploma in Computer Applications, preferably a DOEACC certificate holder with at least 1 year experience of working in MS Office, (especially MS Word, Excel & Power Point) and Internet. Qualified women candidates should get a preference. Entry all data and maintain all MIS of the project GPs and schemes. 8. Community Organizer There will be 1 Community Organizer in each intervening panchayat preferably female and from the related Panchayat only. CO should be minimum 18 years of age and should have the minimum qualification up till 12 th standard and 3 years of experience. Jal Sahiya will be given preference in selection as community organizer and the selection of the community organizer among the jalsahiya working in that particular GP will be finalized at Gram Panchayat meeting. Community Organizer will be responsible for Community mobilization, formation of VWSC, Planning and implementation at the community level, ensuring community contribution, organizing community meetings, VIPs, rallies, demonstration mela, maintaining Accounts at community level and demand generation of the individual HH, onsite monitoring and preparation of village/gp level reports in prescribed format. SO will exit from the scheme cycle but will continue to support in sustainability related activities of the schemes/project villages till the continuation of the RWSPL-LIS i.e. up to six years from the effectiveness of the project. Page 5

The specific objectives of SO s intervention in the allotted gram panchayats is to mobilize community, build their capacity, provide engineering and technical guidance, hand hold and mentoring of PRI members and community based institutions12 for implementation of RWSS project. The SO will also ensure environmental and social safeguard compliances including Tribal Development Plan for Jharkhand in all phases of the project. Seeing tribal dominance in the state and decentralization being the key principle of the project, the activities of SO activities would focus on involvement of PRIs and traditional local leaders13 at all phases of project. As an important aspect of the project, SO will involve women in all project activities. If needed 50 % of the meeting will be organized only for the women to encourage their participation in decision making process. To get the effective output of the capacity building session women will be encouraged to participate as a trainee and capacitate them to become a trainer/resource person. Functions of the Support Organisation (SO) The SO will be responsible for all activities required to be executed on a day-to-day basis for building the capacity of the community so that the same can be mobilized to implement rural water schemes (Single Habitation Scheme, Single GP (multi-habitation) Schemes, intra village components of Multi Village Schemes). The SO will provide necessary handholding support to the VWSC/MVS-WSC during the Scheme Cycle. The SO will also undertake IEC/ BCC activities for Rural Water and Sanitation in the assigned area. Supervision and monitoring will be carried out by DPMC, Dumka in close coordination of DPMU. The SO will be required to maintain and provide records and accounts, other reports and information to DPMC and DPMU as required from time to time. This Terms of Reference has been developed for hiring of SO services for fulfilment of the objectives listed below as per the scope of work suggested in the following pages. Purpose of Hiring SO The proposed intervention aims at creating water and sanitation assets at the community level in selected panchayats of 6 districts17 of Jharkhand. A State Project Management Unit (SPMU) has been created under Jharkhand State Water & Sanitation Mission Society, Drinking Water and Sanitation Department, GoJ for the effective implementation of the proposed RWSSP while District PMU will be located within District Water Sanitation Mission (DWSM). The project will promote decentralized service delivery arrangements with increased participation by the PRIs and communities and enhanced accountability at all levels. The decentralization of RWSS service delivery will lead to entrusting responsibility to the DWSM and concerned institution/ PRI for Multi Village Schemes (MVSs) and to the Village Water and Sanitation committee (VWSC) for Single Village Schemes (SVSs) and the intra-village component of the MVSs. Page 6

The proposed project requires intensive planning, community mobilization, communication, capacity building, engineering, infrastructure development, monitoring and administrative support, especially at grassroots levels for effective implementation sustainability of the project outcomes. It is therefore proposed that JSWSMS/ SPMU appoint the District Project Management Consultants (DPMCs) with expertise in undertaking support activities in planning, community mobilization, communication, capacity building, engineering, infrastructure development, monitoring and administrative support to water supply and sanitation schemes at village and panchayat level. DPMC will work closely with the DWSC through the District Project Management Unit (DPMU). The SPMU/DPMU will oversee the work of DPMC and provide necessary guidance to them. The DPMC will have specialists with expertise in community mobilization, technical (water and sanitation), social and environment, communications, procurement, financial management, etc. DPMC will work as the field arm of DPMU and coordinate with DPMUs at the district headquarters. DPMC will also, as a part of its own team, engage Support Organizations (SO) at GP level to mobilize community for the project implementation. Selection of Support Organization would be through a transparent process with support and guidance from SPMU/DPMU. The Project will adopt an integrated approach to water supply, household and institutional sanitation and community-wide environmental sanitation. : An integrated scheme cycle approach will be adopted for planning, implementing and managing the water supply and sanitation schemes. While the SHS/ SGSs and MVSs will provide piped water supplies, the sanitation interventions in convergence with NBA will include household toilets, institutional sanitation, environmental sanitation and IEC/BCC activities for demand creation and strengthening linkages to improving nutrition, health and hygiene practices. SO will take up both water supply and sanitation activities at habitation level. This Terms of Reference has been developed for hiring of SO services for fulfillment of the objectives listed below as per the Scope of Work suggested in the following pages. Phase wise activities and scope of work. Phases of scheme implementation: SGS/SHS SMVS/LMVS Phase Time Phase Time duration Pre-planning duration 3 months* Pre-planning 3 months* Planning 4 months * Planning 6 months * Implementation 10 months* Implementation 24 months* O&M phase/post 7months * O&M phase/post 3 months* Implementation phase Implementation phase * The duration shown above is indicative only and if feasible each phase has to be completed earlier. Page 7

SCOPE OF WORK PRE-PLANNING PHASE Task #1: Baseline Survey The Support Organization (SO) will have to conduct a Baseline Survey in all the villages/habitations of the allotted gram panchayats using both qualitative & quantitative survey techniques in 11(eleven) clusters of villages as detailed below: Name of Scheme Block Name of Gram Panchayat Name of Village Phitkoria Dumka Rajbandh Phitkoria Ghatghagra Dumka Kairabani Ghatghagra Uparmurgathali Dumka Golbur Uparmurgathali Pataithan Dumka Malbhandro Pataithan Gando Dumka Bartali Gando Dumuhani Dumka Murbhanga Dumuhani Dhamna Dumka Ghasipur Dhamna Bhurkunda Dumka Bhurkunda Bhurkunda Sonuadangal Dumka Sonuadangal Sonuadangal Lakardewani Jama Palasi Lakardewani Makuni Jama Makuni Makuni Babukadali Jama Semra Babukadali 1 Simra Jama Simra Simra Khatangi Jama Khatangi Khatangi Kurmatarn/Rohanpur Jama Bediya Kurmatarn/Rohanpur Krumtanr Jama Bediya Krumtanr Bhutokoriya Jama Bhutokoriya Bhutokoriya Dudhani Jama Bhutokoriya Dudhani Bediya Jama Bediya Bediya Lagwan Jama Sarsabad Lagwan Bichkora Jama Khatangi Bichkora Nischitpur Jama Chalapathar Nischitpur Nawadih Jama Chalapathar Nawadih 2 Jhilwa Jarmundi Banbara Jhilwa Raja Simria Jarmundi Raja Simria Raja Simria Pharidih Jarmundi Pharidih Pharidih Pindraleto Jarmundi Hathnama Pindraleto Latapakar Jarmundi Haripur Latapakar Kanjia Jarmundi Haripur Kanjia Kolharia Jarmundi Singhani Kolharia 3 Page 8

Taratikar Jarmundi Kushmaha Taratikar Raikanali Jarmundi Raikanali Raikanali Jonka Jarmundi Jonka Jonka Banwara Jarmundi Banwara Banwara Sahara Jarmundi Sahara Sahara Bagjhopa Jama Tapsi Bagjhopa Tapsi Jama Tapsi Tapsi Ghoribad Jama Asanjore Ghoribad Simardumma Jama Nawadih Simardumma Palasi Jama Palasi Palasi Kaladumaria Jarmundi Kaladumaria Kaladumaria Mohulbana Jarmundi Raja Simria Mohulbana Beltikry Jarmundi Petsar Beltikry Nonihat Jarmundi Nonihat Nonihat Nonigram Jarmundi Nonihat Nonigram Madhuban Jarmundi Raja Simria Madhuban Burijhilua Ramgarh Amarpur Burijhilua 4 Kanthaldih Ramgarh Mahubana Kanthaldih Chitbesra Ramgarh Kanjo Chitbesra Gamharia Ramgarh Bhalsumar Gamharia Bhalsumar Ramgarh Bhalsumar Bhalsumar Delipathar Ramgarh Bhalsumar Delipathar Marpa Ramgarh Latberba Marpa Barapagar Ramgarh Siltha A Barapagar Surigamhariya Ramgarh Ganbara Surigamhariya Bariranbahiyar Ramgarh Bariranbahiyar Bariranbahiyar Jogiya Ramgarh Dhawa Jogiya Bagbindha Ramgarh Bariranbahiyar Bagbindha 5 Harokha Saraihaat Chandubathan Harokha Baniyara Saraihaat Baniyara Baniyara Sariyabasti Saraihaat Sariya Sariyabasti Roundhia Saraihaat Raksa Roundhia Karudih Saraihaat Saljorbandri Karudih Kachua Saraihaat Kordaha Kachua Chorajor Saraihaat Kakni Chorajor Titmoh Saraihaat Nawadih Titmoh Dighi Saraihaat Dighi Dighi Hansdiha Saraihaat Hansdiha Hansdiha 6 Page 9

Mujirabari Gopikhander Kushchira Mujirabari Karipahari Gopikhander Surjudih Karipahari Bartala Kathikhund Bartala Bartala Daldali Kathikhund Kalajhor Daldali Surjudih Gopikhander Surjudih Surjudih Dundua Gopikhander Kharonibajar Dundua Telyachak Kathikhund Telyachakbajar Telyachak Bhalsungiya Kathikhund Dhawadangal Bhalsungiya Bichhiya pahari Kathikhund Bichhiya pahari Bichhiya pahari KalaJhar Kathikhund KalaJhar KalaJhar Kolha Kathikhund Padanpahari Kolha Lakraghati Raneshwar Rangalia Lakraghati Gosaipahari Shikaripara Hirapur Gosaipahari Shidhachater Shikaripara Bankijor Shidhachater Dharampur Shikaripara Sonabhad Dharampur Kalipathar Shikaripara Pindergaria Kalipathar Shivtala Shikaripara Shivtala Shivtala Pratappur Shikaripara Kharukadma Pratappur Dhanbhasa Raneshwar Dhanbhasa Dhanbhasa Mohulbona Raneshwar Mohulbona Mohulbona Shikaripara Shikaripara Shikaripara Shikaripara Raneshwar Raneshwar Pathra Raneshwar 7 8 Bagdumi Masalia Nayadih Bagdumi Amba Masalia Gumro Amba Bhalka Masalia Kolarkonda Bhalka Rampur Masalia Hatiyapathar Rampur Chuhadaha Masalia Dalahi Chuhadaha Rangatanr Masalia Jhutojori Rangatanr Lakhibad Masalia Dalahi Lakhibad Dumdumi Masalia Kusumghata Dumdumi PuratanTasria Masalia Sanpchala PuratanTasria Ghamari Masalia Ranighaghar Ghamari Masalia Masalia Ranga Masalia Dalahi Masalia Dalahi Dalahi Makrachapar Kathikhund Pateliyacherbazar Makrachapar Jhikra Kathikhund Jhikra Jhikra Kathikund Kathikhund Kathikund Kathikund Teliachak bazar Kathikhund Teliachak bazar Teliachak bazar Siltha-B Ramgarh Siltha-B Siltha-B Bhaturiya B Ramgarh Bhaturiya B Bhaturiya B 9 10 Page 10

Karamkitta Tarni Jarmundi Petsar and Bhalki Petsar,Sukhjora, Kuramkitta Tarni, Kankatta, Ashwari, Kordiha, Beltikri, Kunjbona, Baiganthara in Petsar Gram Panchayat and Rampur, Shyampur, Kairo, Mahua, Sedhudih, Dhengadih and Mohlikitta In Bhalki Gram Panchayat. 11 An information gathering form, detailed questionnaire and other survey tools would be developed and provided by State Project Management Unit (SPMU). The SO team would also be imparted a training for the purpose. If Jal Sahiya s will be given responsibility of conducting household survey or other relevant project activities they would be remunerated as per the letter issued by the state( letter No- 173/2010-1337/SWSM dated 27.7.2013) Post baseline, SO would be required to feed in the data from the field in a customized software developed and provided by SPMU. SO would be required to provide DPMU/SPMU with soft copy of the data in the suggested format. Besides, SO would also be required to provide and Environmental Assessment Report on a prescribed format based on the primary data from the field. Task #2: Community Engagement Interventions Each phase of project implementation would have a series of activities to engage community members and initiate with them a dialogue on the project principles and activities. The Pre Planning Phase would focus on activities aimed at sensitizing community members on the need and importance of the pipe water supply and sanitation services at the house hold level. Following activities would be carried out by the SOs at the village level to engage the community in a dialogue: i. House hold visits The SO Workers would be required to visit individual house hold in each habitation of the allotted Gram Panchayats every week to deliver the customized messages to the adult members of the family, using dissemination and distribution material provided by SPMU/DPMU. List of the houses visited would be maintained date wise for monitoring & reporting purpose. ii. Inception meeting with PRI members and traditional leaders at the GP level For initiation of the project the SO workers would require to take into confidence the local traditional leaders and PRI members at appropriate level. SO would organize one meeting for PRI representative at appropriate level where all the local traditional leaders and PRI members would Page 11

be invited. In the presence of community members the outline of project, its features, provision for tribal as per Tribal Development Plan and decentralized mode of project implementation would be discussed. Involvement of PRI members and traditional leaders at the entry point would help SO in getting acceptance in community and this activity would also help to involve the existing institutions in the community like VWSC, SHG, Primary health centres, anganwadi centres. iii. Mike announcement with slogans on Project concept For wider dissemination of project concept with slogans on water and sanitation would be made through Mike announcement in local languages. This activity would be conducted at habitation level and key messages would be disseminated at habitation level. iv. VWSC Meetings The SO team would be required to conduct a series of VWSC meetings with different target audience for different purposes like project designs concept, principles, need, approach, strategies using participatory methods and IEC tools. SO would hold meetings at different levels involving PRI members, traditional leaders, villagers and different community institutions (VWSC/MVW-WSC) for the project purpose. In all the meetings SO would ensure representation of at least 50% women. v. Rallies with school children with placards and slogans on project concept School children would be engaged as change agents in order to spread the word on WASH issues, raise community consciousness and encourage collective decision making at the community level. 1 rally would be conducted by the children mobilized by SO team in each habitation during the Pre Planning Phase. In the rally school boys and girls from the habitation will walk around the village singing songs and raising slogans on Water and Sanitation issues. Participants of the rally will also carry placards carrying slogans and pictures and key messages on the project issues and concept. The rally must be targeted at the time of traditional local festival like karma, tusu, sohrai and sarhul In addition to this certain innovative methods to inculcate the thrust issues into the children programme such as karo aur sikho, quiz competition, slogan writing competition, painting competition, best boy and best girl will be organized and the winners of these will be awarded vi. Wall Writings In order to ensure reinforcement of messages to the community, apart from house hold visits by SO team members, attractive wall writing and wall paintings would be created at different public places such as bus stops, railway station, panchyat bhawan, community hall, schools in each habitation in the Pre Planning Phase. The content, design and color scheme for the wall writings/paintings would be provided by SPMU/DPMU. Task #3: Hand Holding & Mentoring Page 12

A major task that SO team would be constant hand holding and mentoring of the Panchayat Raj Institutions (PRI) and other community based organizations. The SO would be required to constitute the VWSC/MVSWSC where it is not formed- as per the directives from the state government (letter no 1082 dated 19.3.2010, office order 185 dated 24.8.11; letter no- 43/2013-4003 dated 20.9.13 respectively) mobilize it and capacitate its members to perform the desired roles. SO would also ensure 50% representation of women/sc/st/marginalized and vulnerable sections of community in the VWSC/ MVS-WSC. SO would take up the following activities for institutional development: SO would ensure formation of VWSC/MVS-WSC where it is not formed and strengthen or restructure the existing institutions through various capacity building inputs. SO would facilitate opening up of bank account of the institution. PLANNING PHASE Like Pre-Planning Phase, Planning Phase will also require constant sensitization and mobilization of community members on the Water and Sanitation related issues. The focus of the activities would shift from conceptual issues to operation & behavioural aspects. The SO would be required to carry out various specific activities at the village level to sensitize and mobilize the community. In the implementation phase also, SO team would continue holding community meetings with specific target audiences as per the scheduled frequency for SVS/SHS/MVS implementation and in OPERATION AND MAINTENANCE PHASE will also focus more on an exit strategy, so as to ensure smooth transfer of watsan assets to the community. Glossary of Terms CAP CAPEX CLAWS CMG COB DDWS DPMU DPR DSC DWSC EOI ESP FTK GoJ GOI GPs GPWSC HRD Community Action Plan Capital Expenditure Community Led Action for Water & Sanitation Community Monitoring Group Close of Business Department of Drinking Water and Sanitation District Project Management Units Detailed Project Report Digital Signature Certificate District Water and Sanitation Committee Expression of Interest Environmental Sanitation Plan Field Test Kit Government of Jharkhand Government of India Gram Panchayat Gram Panchayat Water & Sanitation Committee Human Resources Development Page 13

IEC M&E MIS MoDWS MPRs MSC MVS-WSC NBA NIC NRDWP O&M ODF OPEX PBD PHED PLA PLD PRIs. PWS. RWSSP- LIS SARAR SLAWS SLWM SO SPMU ISSD SSD USD VCD VWSC WASH WB WSP Information, Education and Communication Monitoring and Evaluation Management Information System Ministry of Drinking Water Supply & Sanitation Monthly Progress Reports Most Significant Change Multi Village Scheme- Water and Sanitation Committee Nirmal Bharat Abhiyan National Informatics Centre National Rural Drinking Water Programme Operation and Maintenance Open Defecation Free Operational Expenditure Payment Based Deliverables Public Health Engineering Department Participatory Learning Action Payment Linked Deliverables Panchayati Raj Institutions Pipe Water Supply Rural Water Supply and Sanitation Project for Low Income States Self-esteem, Associative strength, Resourcefulness, Action planning and Responsibility School Led Action for Water & Sanitation Solid and Liquid Waste Management Support Organization State Project Management Unit Institution School Sanitation Drive School Sanitation Drives US Dollar Village Cleanliness Drive Village Water and Sanitation Committee Water, Sanitation and Hygiene World Bank Water Security Plan Page 14