iczm roject west bengal · the cbos in order to have both social and financial inclusion. capacity...
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ICZM
PROJECT:
WEST
BENGAL
Page 1 of 17
The Integrated Coastal Zone Management Project (ICZMP) is being implemented in West
Bengal as a pilot investment project to protect the coastal areas from the vagaries of
nature and also to contain the detrimental effects of the same on the life and livelihood
of the people residing along the coastal stretches coupled with conservation of
biodiversity of that area. One component of the Integrated Coastal Zone Management
Project (ICZMP) is “CBO (Community Based Organization) Coordinated Livelihood
Improvement & Market Access” programme which aims to address the critical area of
livelihood opportunities by exploring the livelihood options that can be sustained in a
calibrated manner. As a pilot investment the programme has been taken up for
implementation at Sagar block, in South 24 Parganas district of West Bengal. The project
component is being implemented and monitored by the State Project Management Unit
(SPMU) of ICZMP, West Bengal in conjunction with 6 consultant Non-Government
Organizations (NGO). The area of operation of 6 consultant NGOs operating in 9 Gram
Panchayats of Sagar Block who were selected through Consultants Qualification method
of the World Bank‟s procurement guidelines is shown below (fig A).
Fig: A
Page 2 of 17
The "CBO Coordinated Livelihood Improvement & Market Access” project component
comprises of three main sub-components for the coastal communities‟ of Sagar Block i.e.
Capacity Building: As the targeted CBOS were found to be socially downtrodden
and economically backward and consequently to be deficient in knowledge on
modern techniques of livelihood development as well as procedures (including
that of bookkeeping and fund management) for taking up works on their own
including in a profitable and sustainable manner, several capacity building
exercises were mooted and implemented for strengthening and mobilization of
the CBOs in order to have both social and financial inclusion. Capacity Building of
the targeted groups was taken up by the SPMU through the 6 consultant NGOs as
well as institutes of repute. One of the primary objectives of the capacity building
of the CBOs is to make them comfortable to handle the fund provided to them
directly by the SPMU through NEFT so that they can take up the works related to
Entry Point Activities as well as Income Generation Activities for enhancement
and diversification of their livelihood options in a sustained manner.
Construction of Micro – Coastal Infrastructures as part of Entry Point Activities
and
Promotion of various trade specific livelihood options through Income Generation
Activities
Both the Entry Point Activities and Income Generation Activities are to be directly
financed from SPMU to the CBOs whose members are mostly in an economically
disadvantageous position. Construction of Micro – Coastal Infrastructures as part of
Entry Point Activity is an attempt to thaw the process and also to accelerate the enabling
provisions for livelihood enhancement.
In this context a number of entry-point activities have been identified after initial
interactions, meetings and Participatory Rural Appraisal Exercises with the coastal
communities coupled with deliberations involving the elected people‟s representatives of
Sagar Block. ICZMP plans to create some micro- coastal infrastructures through Entry
Point Activities (EPA) in every Gram Panchayats of Sagar Block as part of community
mobilization process to get more and more participation of the community in the
livelihood component. ICZMP intends to act as an interface between the SPMU and the
coastal communities at large through the implementation of Entry Point Activities - an
„ice breaking‟ approach to win the trust and confidence of the local populace. The set of
Entry Point Activities as envisaged arouse interest among the coastal communities about
the programme and united them for collective action. Entry Point Activities are primarily
suggested by the coastal communities themselves and for which they offer local
contribution mainly in the form of land, supplementary materials, and unskilled labour.
Community contribution not only supplements funds that are being transferred to the
Page 3 of 17
CBOs for execution of Entry Point Activities from State Project Management Unit (SPMU)
– ICZMP, West Bengal but also generates a sense of ownership and support service that
needs to be nurtured and cultivated for sustaining the developmental approach in
harmony with the eco-system.
Entry Point Activities are being implemented as per the terms of tripartite contracts
signed amongst the Community Based Organizations (CBO), Consultant NGO and the
State Project Management Unit – ICZMP, West Bengal. Tripartite contracts are nothing
but legal covenants of the duly approved technical and financial proposals that the CBOs
have prepared after due consultation with its mentor NGO, Gram Panchayat and the
community at large. Works of Entry Point Activities provide a unique opportunity to the
coastal communities to be part of the process of addressing their long felt need which
can be put to immediate use from project conceptualization to implementation of the
work component. Gram Panchayats are not only part of the consultative process but also
had issued No Objection Certificate (NOC) in favour of the contracted CBO. NOCs
categorically stated that the elected body has no objection about the said Entry Point
Activity which will be implemented in the said Gram Panchayat and also the annual
developmental plan of the Gram Panchayat doesn‟t include the said Entry Point Activity.
This exercise eliminates duplication of work and mobilizes resources for other prioritized
assignments. Implementation of the Entry Point Activities in this manner is a classic
example of bottom up approach of socio-economic development.
The number of Entry Point Activities contracted for execution under ICZMP is 207 and
they primarily include sinking of hand-pumps with raised platforms, construction of brick
paved roads, culverts, pay and use toilet and pond re-excavation. Sinking of hand-
pumps and construction of brick paved roads and culverts are addressing the issue of
availability of safe drinking water near the locality and rural connectivity respectively. On
successful fructification of the work components many of the communities now neither
have to trek far to access drinking water nor paddle through the muddy roads especially
during the monsoon season.
Execution of Entry Point Activities have in some way capacitated the CBOs to utilize the
capacity building sessions that they have undergone in terms of preparation of techno-
commercial proposals, floating and evaluation of bid/tender documents, evaluation of
bids and consequent awarding of work / purchase order to the successful bidder,
contract management, banking transactions of varied nature (as the funds are directly
transferred to CBO‟s bank account through NEFT from SPMU‟s end), record keeping and
reconciliation of books of accounts. The quality of work and transparency in the process
of implementation leads to increased trust of the coastal communities in the programme.
Apart from the field staffs of the consultant NGOs the work components are being
monitored by the members of the Social Audit Committees and Beneficiary Committees
Page 4 of 17
respectively – which comprises of the local coastal inhabitants who are also the
beneficiaries at the granular level.
Upon the completion of the Entry Point Activities, the same is being owned and managed
by the local community with the aid of Beneficiary Committees. Beneficiary Committees
are entrusted with the ways and means of managing the asset created through Entry
Point Activity in a sustainable manner. Maintenance of the assets is the responsibility of
the community itself based on the deliberations of the Beneficiary Committees so that
the burden on the public exchequer for the maintenance of the assets created under
ICZMP is eschewed to a certain level. Till date fund has been transferred to 101 no. of
tripartite contracts for execution of Entry Point Activities. Physical works related to 27
EPAs was completed. Physical works are going on for 45 EPAs and for 29 no. of EPAs
processes have been initiated or will be initiated soon. Total amount of fund transferred
to CBOs on account of EPAs is Rs 222.23 Lakhs.
Page 5 of 17
Snapshot of Physical and Financial Progress of EPA’s in Sagar Block
Type of
the EPA
Total
no: of
type of
contract
ed EPAs
Total
contract
value
(Rs. In
Lakhs)
Number
of type of
EPAs in
executio
n stage
Aggregate
amount of
contract
value per
EPA type
in
execution
stage (Rs.
In Lakhs)
Aggregate
amount of
fund
disbursed
to the
CBOS per
EPA type
(Rs. In
Lakhs)
Physical Achievement
Completed On-
going
Process
initiated/will
be initiated
Brick Road
Constructio
n
92 720
Tube Well
with raised
platform/
construction
of raised
platform
109 233
Concrete
culvert 4 7
Pay and use
toilet 1 9
Pond re-
excavation 1 5
Total 207 974
Blank cells to be filled up by SPMU
Page 6 of 17
Segregation of Entry Point Activities on Gram Panchyat and NGO
wise based on the release to contracted CBOs
Name of the Gram
Panchayat
Name of the
mentor NGO
Tube-well
with raised
platform/
construction
of raised
platform
Brick
road
Pay
and
Use
Toilet
Culvert Pond re-
excavation
Total
Rudranagar SEED
Muriganga I SEED
Muriganga II TSRD
Dablat TSRD
Dasparasumatinagar I PUPA
Dasparasumatinagar II Sabuj Sangha
Ghoramara Sabuj Sangha
Ramkarchar NEWS
Gangasagar VIB
Total
Blank cells to be filled up by SPMU
Page 7 of 17
Constructing Micro- Coastal Infrastructures
through CBOs in ……………Gram Panchayat
[NGOs are required to author a brief introductory note on the
selection and implementation process of the EPAs (Construction
of Micro- Coastal Infrastructures) in its entirety including
how their usage will address some immediate concerns of the
community at large in the Gram Panchayat. The note should also
highlight the uniqueness of this component, its social
acceptability, challenges, merits; constraints and tuning that
it require for harnessing a futuristic developmental approach.
Further to add the note should also ink geographic features,
demographic distribution, no of households, occupational
pattern and livelihood options of the Gram Panchayat including
that of vulnerabilities and opportunities that may be explored
for the betterment of the community.]
[Insert the map of the Gram Panchayat-
to be done by the NGO]
Page 8 of 17
Snapshot of Physical and Financial
Progress of EPA’s in ……………Gram
Panchayat
Type of the
EPA
Total
no: of
type of
contrac
ted
EPAs
Total
contract
value
(Rs. In
Lakhs)
Number
of type of
EPAs in
executio
n stage
Aggregate
amount of
contract
value per
EPA type
in
execution
stage (Rs.
In Lakhs)
Aggregate
amount of
fund
disbursed
to the
CBOS per
EPA type
(Rs. In
Lakhs)
Physical Achievement
Completed On-
going
Process
initiated/will
be initiated
Brick Road
Construction
Tube Well
with raised
platform/
construction
of raised
platform
Concrete
culvert
Pay and use
toilet
Pond re-
excavation
Total
Blank cells to be filled up by the NGO
Page 9 of 17
Segregation of Entry Point Activities (Gram Panchayat and NGO wise) based on the
fund release to contracted CBOs
Name of
the
Revenue
Village
Name of
the
Sansad
Name of
the
contract
ed CBO
Type
of
EPA
Estimat
ed
Budget
Community
Contribution
*
Fund
received
from
SPMU
Actual
expen
diture
Surplus/
Deficit
from the
Estimated
Budget
Physical
Progress
Completed/
On-going/
Process
initiated/Pr
ocess will
be initiated
Remark
Total
Blank cells to be filled up by the NGO Community Contribution* includes land, unskilled labour, raw material, fuel and foodstuffs provided to the hired labourers
Documentation of each EPA needs to done by the mentor NGOs in order to have a broader understanding of the issues related
to idea incubation, social cohesion, micro-management of issues and developmental approaches to be adopted rather a clichéd
workflow process. The documentation should detail out the sequence of events that unfolded from the ideation to successful
accomplishment of all the assigned tasks involving all the stakeholders under each and every contracted Entry Point Activities.
State Project Management Unit – ICZMP, West Bengal came up with a framework of case study that the consultant NGOs are
required to act upon in terms of collection, collation and interpretation of data for each contracted EPA which are in execution
mode. The aforesaid framework has been delineated in the following page.
Page 10 of 17
[Mention the type of Entry Point Activity in
conjunction with the neighborhood- hamlet located
in……….revenue village]
[Insert the picture of the Entry Point Activity with community]
[NGOs are required to write an essay and introductory note
mentioning name of the contracted CBO and the type of EPA with
approximate cost that will be constructed. Further to add the
note should also script the neighborhood geographic features,
demographic distribution, no. of households, occupational
pattern and livelihood options of in and around the area of
the EPA site including that of vulnerabilities and
opportunities that may be explored for the betterment of the
community.]
Need Assessment of the community and identification of the CBO
Desk Appraisal of the targeted Community and CBOs on the basis of geographical
features, access to physical infrastructure, demographic distribution, no. of
households, occupational pattern and livelihood options (refer the documents that
the NGO has perused and considered)
Field Appraisal
Rapid community appraisal / PRA/ any other techniques that the NGO had
employed for identification and prioritization of a need of the community along
with the contracted CBO for implementation of EPA. State how granular level
competitive interests were addressed
Insert appropriate pictures of the PRA/village meeting or any other with date if
possible which the NGO may deem appropriate
CBO mobilization, preparation and submission of application for
execution of EPA Determination of contracted CBO specific information by the consultant NGO:-
Brief socio-economic profile of the contracted CBO. Mention the date of formation
of the group and the main signatories of the CBO.
Organizational capacity of the contracted CBO. Is there prior experience in
managing community projects by the CBO with the aid of NGOs, local
Page 11 of 17
government bodies and govt. extension activities? Is interaction and joint action
possible? Does the contracted CBO represent community interests?
What is the present set of activities that the members of the group act upon
either individually or in collective manner?
Financial and accounting skills. What is the volume of savings, internal loan and
external loan, interest payments for external loans and internal interest earnings
in aggregate terms along with the quantum of monthly subscriptions and interest
rate of the members of the CBO for the last two years before the CBO is being
contracted. State the how much of the fund accumulated is used for consumption
smoothening or promotion of trade and business.
Cost-benefit analysis. What are the costs of involving the CBO? What are the
additional risks? What are the likely benefits of involving communities and the
contracted CBO? Will such involvement result in more effective use, operating
and maintenance of facility? Is cost-sharing possible?
Delineate the level of interactions that the contracted CBO had within itself as
well as other with other stakeholders e.g. NGO staffs, Panchayat members, local
public opinion makers etc.
Beneficiary contribution. Can communities contribute? If so, how?
Insert appropriate pictures of the CBO meetings and its deliberations with other
stakeholders e.g. NGO staffs, Panchayat members, local public opinion makers
etc
Project Planning and Preparation
Technical Appraisal by NGO and the contracted CBO with local engineer
Environmental issues factored in as delineated in the EPA checklist
Brief technical description of the EPA submitted to SPMU for approval
What was the total estimate time and budget of the EPA?
How much community contribution was needed? (Cash/in kind (land, labour, raw
material, fuel, foodstuff)
How much fund that the CBO would require from SPMU based on the approval of
the EPA?
Mention the details of bank in which the CBO maintained its account
Insert appropriate pictures of site inspection and technical appraisal
Page 12 of 17
Approval of EPA, Pre-launch training to CBO, Signing of tripartite contract and other associated activities including that transfer of
tranches
Process of intimating the CBO about the approval of the EPA.
Consequent set of activities that the NGO and the CBO have to do in order to
maintain the time frame for signing of the contract.
Demarcation of the set of responsibilities amongst the NGO staffs and CBO
members with respect to accounting and book keeping, store-keeping and
negotiation with the potential bidders.
Capacity building exercises of the CBO members for execution of the EPA
Explain the process of transferring of tranches to CBO‟s account
Describe the spate of activities that ensue for physical implementation of the EPA
after the fund transfer from SPMU end to CBO‟s account had taken place. If there
is a time lag for not starting the aforementioned activity- then specify the reason.
Formation of Purchase Committee, Social Audit Committee and Beneficiary
Committee. Elucidate their composition and responsibilities. Mention name of the
important members and their designations of the aforesaid committees.
Insert appropriate pictures of CBO‟s capacity building and meetings with different
stakeholders.
Procurement
Was a procurement plan developed? By whom?
State the process of preparing the indent and floating of the tenders and the
procurement method followed. Specify the types of goods and services that were
tendered and procured including that of tender opening, bid evaluation, name of
the competing parties, issue of work/ purchase order, delivery period, EMD
and/or Performance Security taken or not and etc. Here services include
engagement of skilled and unskilled labor.
Detail out the wage rate for skilled and unskilled labor, period and time of
engagement, no. of man-days generated, mode of payment to the skilled and
unskilled labor, document maintained with respect to labor component.
How the inventorization of the goods procured was done.
Risks associated with the procurement process i.e. anthropogenic or adverse
environmental factors
Insert appropriate pictures of inventorization of raw materials
Page 13 of 17
Suppliers/Contractors
Did the goods and services are provided/ delivered in time? Are there any
time lags from that of stipulated time in work/purchase order?
Briefly describe the scope of work of the Suppliers/Contractors
How and also to what extent Suppliers/Contractors have executed it?
State the process of quality control on the services and goods that were
provided by the Suppliers/Contractors. Mention any case of return of
goods and services to the Suppliers/Contractors.
Briefly state the payment process and schedules to the
Suppliers/Contractors
Physical implementation & Supervision
State the time frame of the physical execution of the work component
Who have supervised/monitored the work component? Monitoring includes fund
management, procurement and physical work component. Detail out the process
for reporting on physical achievements, monitoring day to day progress of the
work component.
Did community have technical skills to supervise? If not, was someone hired to
supervise?
Is there joint assessment of progress and quality of work by the consultant NGO
and panchayat members?
Point out how does the certification of payments being done on the progress of
work so that the successive tranches may be released. Role of Social Audit
committee, engineer and NGO staffs .Preparation of master role and
measurement book
State the problems that were accosted during the construction phase and how it
was resolved
Were any revision needed with respect to original engineering design of the
component and if yes, how it was sorted out
Were there any extension work required to be done
Briefly state the post completion services required if any
Were post completion services adequate?
Was there a warranty clause on the entire work done by the Supplier and
Contractor?
State the process of handing over the Asset to the community at large and to the
Maintenance/ Beneficiary Committee in particular.
Page 14 of 17
Whether the EMD/ Performance security has returned to the contractor on
successful completion. Is there any case of forfeiture of EMD/ Performance
security?
Insert Appropriate pictures of the physical execution of the work component
Sustainability
Processes to ensure quality and sustainability of the asset that has been created.
Detail out the asset management plan developed by the community
Operations and maintenance. Who has the responsibility (detail out the
composition and activities including fund generation for the maintenance of the
asset by the Beneficiary Committee). Also state the no. of members who are part
of the Beneficiary Committee and beneficiary management committee. List out
the no. of households who are indirectly part of the beneficiary group and
beneficiary management committee.
Briefly state the functioning of the beneficiary committee with respect to-
No. of meetings per month (month or year) will be held by the beneficiary
group and beneficiary management committee on an average
Adherence to the uniform business conduct rules formed by itself or by the
mentor NGO
Creation fund for maintenance of the asset created through EPA. How it is
being managed and utilized. What is the quantum of fund collection per
month or any other prescribed period in aggregate terms? What is the
subscription rate for the members of the Beneficiary Committee/ Group?
How much fund has been collected and utilized till date?
The opportunities and challenges that the beneficiary groups have to
accost with. Insert appropriate pictures of the activities of the beneficiary
committee
Banking, Finance and Auditing Issues
Detail out the accounting process followed by the contracted CBO with aid of the
mentor NGO
Types of documents that are being maintained by the contracted CBO
CBO‟s interface with Audit function for financial supervision of the utilization of
the fund
Is there any departure from other govt. aided schemes?
Page 15 of 17
Volume of banking transactions before and during the course of execution of EPA
by the contracted CBO
Tranche system of funding-benefits/constraints
Bottlenecks (if any) for carrying out banking transactions
Social Issues
Perceptions about community contracting.
Degree of community participation(accountability, transparency issues)
Perceptions about the different committees (Purchase Committee, Social Audit
Committee and Beneficiary Committee). How were they chosen?
Degree of community‟s participation in original idea and in design
Degree of financial contribution and non-financial contribution
Degree of ownership and control of facility. Whether social cohesion is there or
disintegration in thought process still remains?
Communication from NGO to the members of the CBO, Social Audit
Committee and Beneficiary Committee
Communication flows- who talks to whom? Document the process of 1) earning
the trust of and prove the NGO‟s credibility to the community and CBO in
particular; 2) tackling the delicate issues of confidentiality and privacy, 3) dealing
cultural sensitivities when interacting with community members 4) Innovative
approaches employed by the NGOs to understand and respond with compassion
to the feelings and concerns of community members.
How the implemented activity has been canvassed to the public at large
Intervention of Local Government officials/ Gram Panchayat members
Level of involvement in the project – elaborate how they have facilitated the pace of
work including that of conflict resolution amongst the competing stakeholders
Inauguration/investiture ceremony with pictures
Explicate with photographs the Inauguration/investiture ceremony (mention
dates) of the Entry Point Activity by the dignitaries including their valued opinion
coupled with feeling of the local public at large.
Page 16 of 17
Visit of the Government/NPMU/SPMU/World Bank Officials
Briefly state when and also the purpose of Government/NPMU/SPMU/World Bank
Officials visit to the work site and the deliberations that they had with the
consultant NGO and CBO respectively. Elucidate with pictures.
Benefits & Impediments
Benefits (Direct, Indirect and Induced) of the implementation of the Entry Point
Activity, major constraints in implementing the work, lessons learned and
recommendations.
Whether the implementation of the EPA has been at a reduced costs or it is cost
neutral?
Whether the implementation of the EPA has become a catalyst for wider social,
environmental and commercial benefits? Explain in detail.
What does the members of the contracted CBO gained in particular?
Whether the members of the contracted CBO were capacitated in other trade
specific skill base? If yes then specify
Whether the CBO has been contracted for Income Generation Activity?
Whether the CBO has been facilitated by the NGO in the preparation of Business
Development Plan which has been submitted to financial institutions
Whether the CBO has been facilitated by the NGO in the establishment of linkages
with Banks/Financial Institutions/ Govt. Depts.
[NGOs are required to author a concluding note based on the
implementation of the contracted EPAs by way of highlighting
the following points:-
The nature of participation in community managed projects. Who participates? Does participation increase
ownership?
Capacity-building- Does it build capacity and diversify the skill base of the community or does it create elite?
Social Capital- Does managing a project build trust and social capital within the community?
Or do communities with high social capital succeed are managing projects?
Is there more community ownership if a project is implemented by the community? Does it increase
sustainability?
Type of employment generation and enhancement of retail/wholesale trade of building materials and hardware
components i.e. pipes, fixtures and etc.
Page 17 of 17
How this fund injection has helped the rural economy from a macro –perspective. Does it have any multiplier impact?
Whether the activities are capital or labor intensive?
Value for money: are resources used effectively and efficiently, without waste and in a way that optimizes
the public benefit?
Fairness and integrity: In what way the mentor NGO has facilitated in the execution of the EPA by way of
adhering to norms of public finance and accountability.
Draw a schematic diagrams of the entire work- flow processes of the type of EPAs]
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