SECTION 1 INVITATION FOR PROPOSALS IMPLEMENTATION OF CHILDREN FOREST PROGRAMME UNDER UP-PFMPAP

Transcription

1 SECTION 1 PROJECT MANAGEMENT UNIT Uttar Pradesh Participatory Forest Management and Poverty Alleviation Project (UP-PFMPAP) Aranaya Sadan, Shisham Bagh, Sector-19 Indira Nagar, Lucknow, UP Phone: (0522) ~05 Fax: (0522) jbicup@gmail.com INVITATION FOR PROPOSALS IMPLEMENTATION OF CHILDREN FOREST PROGRAMME UNDER UP-PFMPAP Project Management Unit (PMU) of the Uttar Pradesh Participatory Forest Management and Poverty Alleviation Project (hereinafter referred to as "the Project") invites interested NGOs to submit proposals for Children Forest Programme (CFP) to be implemented in five districts of the state, namely, Lucknow, Kanpur, Varanasi, Allahabad and Agra. The project requires 5 NGOs to work in the above said districts in the state of Uttar Pradesh. This is a fixed cost contract amounting Rs. 67,83,600 only (Rs. Sixty-seven Lakh Eighty-three Thousand Six Hundred Only for 100 (one Hundred School for a period of five years). Interested NGOs which meet all the following criteria may submit proposals in the prescribed formats: (1) NGOs must have annual turnover of Rs. 15 Lacs or more in each of the three previous fiscal years ( , and ). (2) NGOs must have sufficient experience in the field of school programmes/projects and environmental awareness programmes/projects in the last 5 years. Bid/ Proposal documents stipulating details of the above-captioned projects, terms of reference, evaluation method, and proposal formats can be down loaded from official project website The proposals must accompany a bank draft of Rs1000/- Rs One Thousan Only ) drawn in favour of Chief Project Director, UP-PFMPAP payable at Lucknow. Date Schedule of Activities a) 05 th April 2010 to 14 th May 2010: Issuance of Proposal Documents b) 1700 hrs on 17 th May 2010: Deadline for submission of Proposal The PMU of UP-PFMPAP reserves the right to accept or reject any proposals, to annul the proposal evaluation process, and to reject all proposals at any time prior to award, without thereby incurring any liability to the affected applicant or applicants. Chief Project Director, Project Management Unit Uttar Pradesh Participatory Forest Management And Poverty Alleviation Project, Lucknow, UP 1

2 Section 2 INSTRUCTION TO NGOs 1. Introduction 1.1 The Uttar Pradesh Participatory Forest Management and Poverty Alleviation Project (UPPFMPAP) intends to appoint 5 NGOs for implementation of Children Forest Programme in five districts of the state, namely, Lucknow, Kanpur, Varanasi, Allahabad and Agra. Children's Forest Programme (CFP) is a campaign to grow mini forest in schools with participation of students, teachers and community members. It is one of effective approaches to promote reforestation and to understand the important functions of forest and role in the context of global ecology balance. Also the programme places the children at the centre and acts as an educator on the environment. 1.2 JICA requires the NGOs as well as the Employer, under contracts funded with JICA ODA Loans and other Japanese ODA to observe the highest standard of ethics during the procurement and execution of such contracts. In pursuance of this policy, Project Management Unit (PMU) (a) will reject a proposal if it determines that concerned NGO has engaged in corrupt or fraudulent practices in any of its previous assignments. (b) will terminate a contract with a NGO if it determines that concerned NGO has engaged in corrupt or fraudulent practices. (c) will intimate to JICA to recognize a NGO as ineligible, for a period determined by JICA, to be awarded a contract funded with JICA ODA Loans if, at any times, it determines that the NGO has engaged in corrupt or fraudulent practices in competing for, or in executing, another contract funded with JICA ODA Loans or other Japanese ODA. 1.3 The proposals shall be prepared following the instructions in this section and using forms in Section 6 for Proposal. In providing the documentary evidences of the completed or on-going projects, you may include the photocopy of the contract, completion certificate or documents of similar nature that can prove the completion of the respective assignment in Annex. On the cover of Annex, the list of attached documents shall be indicated as per the form provided in Section 6B. 1.4 The amount of contract is fixed to Rs. 67,83,600 only (Rs. Sixty-seven Lakh Eighty-three Thousand Six Hundred Only for 100 (one Hundred School for a period of five years).. Its details are given in Appendix D-1 of draft contract (Section 7) 1.5 The emphasis of the evaluation shall be placed upon the organisational management capacity, previous experience in implementing the similar programme working with schools, and the qualification and experiences of proposed staff members. The evaluation method and distribution of marks are prescribed in Section The NGOs with the presence and previous working experiences in the state of Uttar Pradesh may be given the preference. 1.7 The NGOs will procure all licenses and permits needed to carry out the services, and make available relevant project data and reports to the Employer. 1.8 Please note that the costs of preparing the proposal and of negotiating the contract, including a visit to the Employer, have to be borne by NGO themselves. 2

3 1.8 Pre proposal conference may be held on a suitable date. All the interested NGOs may attend. However, applicant NGOs should make individual enquiry in writing or via which will be responded by PMU in writing. 1.9 At any time before the submission of proposals, the Employer may modify the Proposal documents by amendment. The amendment, therein if any, will be notified through web-site or any other means. 2. Preparation of Proposal 2.1 The interested NGOs are requested to submit a Proposal in English or in Hindi for the services mentioned in detail under Section 3 (Terms of Reference). 2.2 The Proposal should be submitted in the format prescribed in Section 6 of the Proposal Documents. While preparing the Proposal, NGOs are expected to examine the documents comprising this Proposal Documents in detail. Material deficiencies in providing the information requested will result in rejection of the Proposal. 2.3 While preparing the Proposal, the NGOs must give particular attention to the following: (i) (ii) (iii) The target area and number of schools to be covered by is given below. The applicant NGO is required to clearly mention in the proposal in which divisions that they propose to work in the proposal form attached as Section 6. One NGO can submit only one proposal. That means one NGO can apply for one district only. The principle is one NGO-One district. Any NGOs currently engaged in undertakings of UPPFMPAP may also apply. Sl. No of Districts No. of schools Districts 1 Lucknow Varanasi Allahabad Kanpur Agra 100 Total 500 (iv) Signed Curriculum Vitae with pasted photograph of each team member should be attached to the proposal. (The format is given in Section 6A.) 2.4 The applicant NGO is requested to propose a team of 3 (Coordinator-1, Co-Coordinators -2 ) specialists as per 10 in Section 3 - Terms of Reference. 2.5 The proposal should be prepared in A4 size pages. The preferred font size is Times New Roman 12 for English or Krutidev 010 for Hindi. The format for proposal is given in Section 6. The format for CVs of the specialists is given in Section 6A 2.6 Please note that only relevant documents should be attached with proposal. 2.7 The proposals not complying with the above instructions shall be rejected. 3

4 3. Submission and Receipt of Proposals 3.1 The original proposal should contain no alterations or overwriting, except as necessary to correct errors made by the NGO itself. Any such corrections must be initialled by the person or persons who sign(s) the Proposals. 3.2 An authorized signatory of the NGO shall sign initial on all pages of the proposal. 3.3 One original and one (1) copy of the Proposal is to be clearly marked Original or Copy as well as the contents of each envelop. If there are any discrepancies between the original and the copies of the Proposal, the original copy will govern. 3.4 Late submission shall be returned unopened. 4. Evaluation of the Proposal 4.1 The proposal shall be screened and evaluated as per the criteria and methods prescribed in Section 4. The Evaluation of the proposal is conducted on the basis of quality of the proposal and subsequent interviews. 4.2 From the time the proposals are opened to the time the contract is awarded, any effort by the NGOs to influence the Employer in the Employer s Proposal evaluation, Proposal comparison or contract award decisions shall result in the rejection of the proposal submitted by such NGO and the employer s decision in this regard will be final. To assist in the evaluation, comparison or contract award decision, the Employer may, at its discretion, ask the applicant NGO for a clarification / presentation of its Proposal. All expenses in this regard will be borne by the applicant NGO itself. The request for clarification and the response shall be in writing. 4.3 All the proposals will be ranked according to their total score and their list will be prepared. The applicant NGO getting the highest score will be ranked first and similarly, others will be ranked according to their total score. 5. Negotiation 5.1 The NGOs will be called for contract negotiation according to their rank 5.2 If during the contract negotiation the Employer and the NGO fail to reach an agreement on the contract within a reasonable time, the employer shall terminate the negotiations with that organisation. 5.3 Negotiations will include a discussion of the proposal, members proposed and any suggestions made by the NGO to improve the Terms of Reference. The employer and the organisation will then work out agreed final Terms of Reference, bar charts indicating activities (work plan), staffing, staff-months, and logistics and reporting. 6. Validity of the Proposal Proposals shall remain valid for 60 days from the date of submission of proposals. During this period, NGOs are expected to keep available the professional staff proposed for the assignment. The Employer will make its best effort to complete negotiations within this period. Should a need arise, the Proposal validity period may be extended by the Employer with approval by the competent authority. However, the NGOs have the right not to maintain their proposals in such a case. 4

5 7. Award of Contract The contract for each district will be awarded following negotiation with the successful NGO. After negotiations are successfully completed, the Employer will promptly notify other NGOs that they were unsuccessful. 8. Confidentiality Information relating to evaluation of proposals and recommendations concerning awards shall not be disclosed to the NGOs who submitted the proposals or to other persons not officially concerned with the process, until the award of contract is notified to the successful NGO. 5

6 Section 3 Terms of Reference(TOR) 1. Introduction The Uttar Pradesh Participatory Forest Management and Poverty Alleviation Project (UP-PFMPAP) funded by Japan international Cooperation Agency (JICA) is being implemented by Project Management Unit (PMU)/ Uttar Pradesh Forest Department with the goal to manage forests with participation of forest dependent community and their poverty alleviation. This project is implemented in 14 district of Uttar Pradesh covering Terai, Vindhyan and Bundelkhand region. Children s Forest Programme (CFP) is one of the activities of UP-PFMPAP to be implemented by NGOs in five districts of the state, namely Lucknow, Kanpur, Varanasi, Allahabad and Agra. Aside from the five districts, a Japanese NGO named OISCA is implementing CFP in areas of Noida and Great Noida of district Gautam Budh Nagar. The CFP is a campaign to grow mini forest in schools with participation of students, teachers and community members. It is one of effective approaches to promote reforestation and forest protection locally because schools are common facility and could be termed as treasurer for community. Thus, schools are one of the best places to spread awareness on forest and environment and ensure participation of community members in collective forest activities. The important features of CFP is to develop a sense of voluntary tree planting amongst children and make them understand the important role a forest plays in the context of global ecological balance. The CFP is an experiential environment- learning program through which participants of CFP not only learn about complex interaction in nature but also could feel proud in making positive and concrete contributions to their communities. 2. Objectives of CFP The CFP has multiple effects for reforestation, environment and livelihood improvement with the main objectives as below: a) To grow mini forest by planting various suitable tree species in areas designated by the school and maintain for long-term. b) To educate and sensitize students and their families on the importance of forest to maintain our environment, and to encourage them to protect and preserve it. c) To promote a sense of affection towards nature and vegetation. d) To motivate the students to initiate networking, and mobilize community to undertake activities for environment protection and ecological conservation. e) To use incomes generated from mini forest for improving school facility and/or enhancing the school meal program. 3. Activities and Benefits of CFP The CFP shall provide various concrete benefits of forest in the form of fruits, medicines, shelter, shade and visual comfort to the participating schools. While the children maintaining the trees, they will observe the growth of trees day by day, and make a sense of ownership and pride such as My Tree and Our Forest. This is the starting point for children to appreciate the value of environment. 6

7 CFP trees represent fine example of both community participation, where parents join in the tree planting and nurturing as volunteers and internationalism, as the beneficiaries of the emergent groves include not only the local people but also humanity at large. Under the CFP, a child is expected to nurture a single tree in the mini-forest attached to the school. At every step the onus of its proper maintenance and growth lies with the child, who is encouraged to take complete responsibility for it. At any point of time, if the tree begins to wither, the child is expected to analyze the causes and attempt to rectify the damage or replant a new tree, closely keeping in mind previous mistakes and areas of neglect. Through this process, the attachment and respect of the child greatly increase, towards the tree, besides attaining an invaluable, hands-on experience. The long-term benefits of this action will be the creation of a generation of environmentally conscious citizens, who will influence and lead others by example. The CFP has employed innovative social marketing activities, including organizing environmental education plays or performances at local schools.active participation and audience is drawn from the local school and community. 4. Target Participants The target participants are students of primary and secondary schools, teachers, parents and community members of the districts illustrated above. Students from class 5 to 10 will be mainly trained for planting activities and sapling distribution. 5. Target Area and number of schools to be covered by CFP The CFP to be contracted out to local NGOs shall be implemented in the following districts: Districts Number of School Remarks 1 Lucknow 100 To be contracted out to one NGO 2 Varanasi ditto - 3 Allahabad ditto - 4 Kanpur ditto - 5 Agra ditto - Total 500 The implementation of CFP in five (5) districts will be contracted out to five (5) NGO teams having enough capacity and capability to manage the CFP. A NGO team will handle one district. The duration of the programme is for five year in a district. 6. Scope of Work The CFP under UP-PFMPAP will implement not only tree planting but also various activities of environment education. The followings are the outline of the activities to be implemented and promoted by NGO: 1) To plant suitable species of trees at places determined by the schools where children themselves do the planting and maintain to create a mini forest 7

8 2) To organize environmental awareness program as inter-school painting, debate, street plays or lectures and discussions 3) To transmit ecological messages directly by way of pictures stories and posters 4) To organize nature study tours 5) To organize training and seminars for teachers 6) To promote environment campaign like say no to plastics and trees should not be nailed, through creating CFP CODES for schools explained in point 9 of the TOR 7. Tasks of NGO Major scope of work of NGO is as follow: b) To organize orientations for students and teachers on CFP c) To procure of seedlings/saplings (from UPFD) d) To provide equipments for plantation activities e) To provide technical advice and guidance f) To organize Environment Awareness programs g) To arrange regular meeting with schools h) To organize training for teachers in participating schools i) To provide IEC materials 1 on tree planting and environment education j) To organize contest, exhibition, study tour etc. related with CFP k) To establish linkage with schools and communities l) To monitor the activities of CFP with the help of Uttar Pradesh Forest Department (UPFD) m) To submit necessary reports to UP-PFMPAP 8. Brief Description of Activities of CFP The detailed activities to be completed by each NGO in the district assigned are as follows. These activities need to be taken-up following the seven steps spelt out in point 9 of the TOR. 8.1 Identification of target schools for CFP: Each NGO will identify the target schools for CFP in respective district with the help of UPFD and Education Department. The students of class 5 to 10 can participate in these activities (refer Step-1 of section 8). The selection of the schools should be based on the criteria, such as available area for planting/ creating mini-forest, willingness of school to participate in CFP, appointment of teacher in-charge etc. A total of 100 schools will be selected for CFP in each district. The selected schools will be divided into 3 batches (A, B and C). A total of 35 schools will be selected in the first year (Batch A) and second year (Batch B), and the rest of 30 schools in the third year (Batch C). It has to be ensured that the selected schools have even geographical spread across the district/ working areas. 8.2 Orientation Program to teachers and children: NGO shall organize orientations on CFP for the selected schools. The objective of the CFP including the schedule, importance of the forest, the role of participants, planting 1 IEC: Information, Education and Communication materials. 8

9 preparation, maintenance of the mini-forest and other related activities shall be explained to every selected school. From each school, teacher(s) will be selected as coordinator and will be trained/ oriented accordingly. Students will also be mobilized and motivated to join CFP and undertake tree planting and other activities of the program every year. 8.3 Tree planting (Creating mini-forest): This is the main activity of CFP. NGO shall provide technical training to students, advice to schools on land identification for creating mini-forest, preparation of planting area, provision of saplings, compost making, maintenance of trees and replanting. Each school shall plant approximately 100 saplings in or around the school compound. Saplings of suitable species shall be procured from UPFD nurseries in the region on cost. Mortality replacement shall be done in the following year till the end of the project. 8.4 Distribution of Saplings: As an outreach programme to the communities, saplings will also be distributed to the selected students (those who are willing to plant and maintain and also has some space to plant the saplings within or nearby their respective home) of CFP participating schools. NGO shall facilitate transportation of saplings to the schools, and provide technical advice to the students on CFP. Regular monitoring shall be done by NGO, Employer and UPFD. 8.5 Procurement and distribution of equipment for planting 8.6 Nature Tours: Necessary equipments for planting will be provided and distributed to the selected schools by the NGO. Each school will receive the 5 sets of equipment. One set of equipment includes: Items Unit 1 Pipe Meters 2 Gloves Set 3 Plastic fourtain Pcs 4 Khurpi Pcs 5 Tasla Pcs 6 Cutter Pcs 7 Plastic Bucket Pcs One day study tour/ field visit to Wild Life Sanctuary and forests mutually agreed by NGO and UPFD shall be organized for students to enhance their knowledge on the biodiversity and ecology. One study tour will be conducted in each participating school of CFP. Each school will select around 70 students and two or more accompanying teachers for study tour (refer Step-1 of point 9). A total of 7,000 students and minimum of 200 teachers will join the tours in a district. 9

10 No of schools to be covered per year per district (Unit: School) Batch Year 1 Year 2 Year 3 Year 4 Year 5 Total A B C Total Implementation of environment education and programs: Plantation activity is one of the good ways to mobilize students, teachers and community members. Aside from plantation activity, programs such as painting contest, quizzes, debate, drama performed by children, rally and inter school exhibition shall be organized. These programs would provide an opportunity to increase awareness on environment protection, and to develop attitudes, skills and abilities of participates. A total of six (6) environmental education program will be organized as inter school activities for each batch. 8.8 Educational Aids: No of programmes to be conducted (Unit: Program) Batch Year 1 Year 2 Year 3 Year 4 Year 5 Total A B C To promote environmental awareness amongst the students and teachers, educational aids will be distributed to each school by NGO. Posters, environmental calendar, books and brochures of CFP, including T-shirts and caps to be used during various occasions and rally/ tour. This material shall be procured and distributed to each school through NGO. 8.9 Training program for teachers: Teachers would play an important role to sustain CFP in schools and thus their capacity building is crucial. NGO will conduct trainings for teachers by batch prior to initiating plantation activity. A total of 200 teachers will be trained by this activity in a district at the rate of two teachers per school. Topic of the training will cover CFP management, functions of forest, wildlife conservation, waste management and other environmental education topics Selection of Model School: During the last 2 years of the CFP implementation, NGOs shall identify model schools per batch out of the schools that participated in CFP. The students and teachers from other schools may visit such model schools for their future implementation of similar program. During the implementation of the CFP, strategy has to be evolved by NGO in consultation with key stakeholders/ PMU to sustain the efforts involving school management and district administration/ Education Department. The selection of Model School will be done on the basis of criteria and indicators in consultation with PMU. 10

11 9. Process for Undertaking CFP Following steps should be followed to achieve CFP and make the school CFP-School. The Seven Steps are: 1. Establish an CFP-Action Team 2. Perform an Environmental Review 3. Develop an CFP-Action Plan 4. Monitor and Evaluate Progress 5. Link to Educational Curriculum 6. Involve the Entire School and Larger Community 7. Create an "CFP-Code," or a Mission Statement Step 1 CFP-Action Team The CFP-Action Team (CFPA Team) should be the driving force behind the CFP-Schools process that would be responsible for CFP. Establishing a CFPA team is the first step to take towards becoming an CFP-School and taking-up CFP. Who should be represented on the CFP-Action Team? Students from 5 th to 10 th grade in the school Administrative staff Teachers Non-teaching staff Parents or grandparents Representatives from the local community Resource professionals from local environmental or conservation organizations Steps to form the CFP Action-Team and its involvement in CFP School-wide announcement for students to become a part of CFP-Action Team Allot time during school assemblies for prospective representatives to explain to the whole school why they are campaigning for a position on the CFP-Action Team Publish information about CFP-Schools activities and CFP Review results on the school's website/ notice board (or create a dedicated CFP-Schools website) and add regular updates Post information about the CFP-Schools program in a visible location inside the school (such as the office or library) and update it regularly Hold school-wide surveys to gather information about the state of the school's environment Utilize regular assemblies to launch CFP-Schools activities and to communicate any progress made For assemblies and other events, encourage students to experiment with diverse presentation methods (drama, music, presentation software) to make their communication more effective Hold a school-wide competition for the wording and design of the school's CFP-Code Organize a yearly CFP-Schools celebration event during which the whole school can celebrate the success achieved during the year 11

12 Step 2 - CFP Review The CFP Review is an essential tool for understanding the current environmental situation and highlight potential for undertaking CFP in the school. It will provide the basis for the CFP-Action Plan. How to do CFP Review? Before you can begin to make improvements to the school and implement CFP, school may need to know what the current situation to help CFPA team to identify action areas for creating a mini forest in or around the school premise. For example, the review will help to determine how much waste the school sends to the landfill and/or how much (if any) is recycled. The results of the CFP Review will serve as input for the school to prepare CFP-Action Plan. Step 3 - CFP-Action Plan The CFP-Action Plan follows from the results of the CFP Review and sets forth a series of goals and a structured timetable for achieving CFP together with environmental improvements. What should the CFP-Action Plan include? Goals should be achievable and provide realistic targets and deadlines to implement CFP and to improve the environmental quality of the school. Wherever possible, quantifiable targets should be set, such as maintaining plantation with over 90% survivability rate or a 30% reduction in waste over a period of six months. Start with small actions and don't be too ambitious. Instead, strive to ensure success, increase confidence, and build enthusiasm for further work. It is crucial to determine how you will monitor and evaluate the progress, and this should be integrated into the CFP-Action Plan as well. CFP-Action Plan should be linked to the curriculum and should involve students as much as possible as spelt out in section 6 and 7 of the TOR. What are the steps to create a successful CFP-Action Plan? 1. Gather results from the CFP Review. Pick out topics that you want to tackle, such as creating mini-forest, energy consumption or cafeteria waste. Decide what kinds of actions you can take to improve the school's performance. 12

13 2. Decide how you will measure success in achieving the objectives; for example plantation survival percentage more than 90% etc. 3. Negotiate a time frame for each action item. Is the target action to be achieved in the short, medium or long term? 4. Decide who is to be responsible for each action. Students should take as much responsibility as possible. 5. Include a section for monitoring any financial costs you may incur or save based on the activities. 6. Make the CFP-Action Plan accessible to the whole school community through the website or post it in a visible location, such as the school office or library. (Suggestive Implementation Schedule is given in Section 5 of the RFP) Step 4 - Monitor and Evaluate Monitoring and evaluation are important tools to help you check the progress, adjust the plan for greater success, and provide credibility to the program. This procedure for monitoring and evaluation should be developed in parallel with the development of the CFP-Action Plan. Monitoring will allow you to gather quantifiable data on the progress. This data can then be used to evaluate success and make any necessary modifications. It will also allow you to determine how long it has taken to achieve the goals. Involving students in the process provides them with a sense of ownership and a new set of tools and skills. Monitoring also develops other skills such as problem-solving, critical thinking and team work. Evaluation follows from monitoring. Evaluating the success of the activities will allow you to make changes to the Action Plan if required. Step 5 - Link to Curriculum The CFP-Schools program offers excellent opportunities to link to the existing curriculum in a wide range of subject areas and at many different grade levels. 13

14 It is important that the CFP-Schools program through implementation of CFP become an integrated part of the overall curriculum and not another "add on" to an already-busy schedule. The principle behind CFP-Schools is that the topics you are studying in the classroom should have an influence on how the school environment operates. What are the benefits of linking the CFP-Schools to the existing school curriculum? Achieve required learning outcomes Enhance students' learning experience Develop informed attitudes Develop core skills Transfer skills across curricular areas Step 6 - Involve the Community Involving a diversity of people in the CFP-Schools program will provide access to valuable sources of advice, information, financial support and all kinds of practical help. Often teachers and students are the core group of individuals that comprise any school program. But other school staff can be a significant help. Maintenance staff, food personnel, office and administrative staff are all excellent resources and should be engaged in the program. Local community (parents, local businesses, resource specialists, local authorities, etc.) offers an even wider range of benefits for the CFP-Schools program. By expanding the classroom to include these individuals, you will strengthen the program and enhance its effectiveness. At the same time, you will raise the profile of the school in the community and help educate others beyond the school walls. The following are some ideas of for incorporating the whole school and the local community into the program. Involving the local community: Invite resource specialists from the community to give talks at the school or offer help with particular tasks Submit press releases publicizing CFP-Schools activities, research results and achievements Conduct community-wide surveys to gather information about environmental issues/ CFP that are most relevant to residents 14

15 Disseminate the school's CFP-Code within the community Invite people from the community to attend the CFP-Schools celebration event Distribution of Saplings for the community Step 7 - Create the CFP-Code The CFP-Code states the school's environmental values in a memorable way for both students and members of the greater community. This activity will be a part of the environmental awareness campaign. The CFP-Code is a mission statement for the school and should be reflective of both the CFP-Action Plan and the curriculum. It should demonstrate, in a clear and imaginative way, the school's commitment to improving its environmental performance. It should be memorable, familiar and agreed upon by the whole school community. It is crucial that students play a key role in the development of the CFP-Code, as this will give them a greater sense of responsibility toward the values the CFP-Code represents. The content of the CFP-Code should be reviewed by UPFD/Education Department on a regular basis to ensure that it continues to reflect the school's aims and targets. How the CFP-Code is formatted is entirely up to the school. It could be a list of statements, a song or rap, or a poem. The format should be appropriate for the ages and abilities of the students. The CFP-Code should be prominently displayed throughout the school. For instance, post it on the CFP-Schools notice board and website, in every classroom, in communal areas, and in the staff room. The CFP-Code should also be presented to the local community through the press or at events related to the CFP-Schools program. Sample CFP-Code P.A.P.E.R Paper will not be wasted; All pages in copy will be filled; Photocopies will be on both sides; Every box, paper and cardboard will be reused, recycled and therefore reduced; Reduction of paper is our aim. 15

16 9. Work Schedule The program is to be implemented for five years. The selection of the schools will be done in three batches. Indicative implementation schedule with year wise activities are shown in Section 5. The activities of CFP should be scheduled taking into account of planting seasons and school calendar. Required input and technical guidance will be provided by PMU. 10. Team Composition and Job Description The applicant NGO is requested to propose a team of 3 specialists to execute the above stipulated activities. The composition of the team is as bellow. Members Qualification/experiences Job Description Coordinator (Full Time/ 1 Position) Co-Coordinators (Full Time/ 2 position) He/She must be a graduate in any discipline. The persons having following qualifications/ experience will be in an advantageous position. those who have a bachelor degree in any stream of social sciences preference to those having some experience with education programmes at elementary and secondary schools those who have good skills in facilitation of students and participatory methods those who have experience with tree planting programmes He/She must be a graduate in any discipline. The persons having following qualifications/ experience will be in an advantageous position. those who have a bachelor degree in any stream of social sciences Having ability to perform as a resource person in similar kind of Program preference to those having some experience with to work education programmes at elementary and secondary schools A team having a woman member may gain an advantage. To monitor the progress of the field activities To attend to the problems faced in the field To report to the PMU of the progress To coordinate the work to be done by the 2 co- coordinators To carry out the activities as designated by the Coordinator To coordinate with other team members Uttar Pradesh Forest department,education department and other field functionaries 16

17 11. Reports The NGOs are required to submit the Employer the following reports and materials in the formats provided by the Employer to demonstrate its performance and achievements. - Monthly Reports (12 reports/year) - Quarterly Progress Reports (4 reports/year) - Annual reports (one report/year) - Final Report - Others (as requested by the Employer) 17

18 Section 4 Evaluation Method PROPOSED SELECTION PROCEDURE of NGOs for Children s Forest Programme UTTAR PRADESH PARTICIPATORY FOREST MANAGEMENT AND POVERTY ALLEVIATION 1. Screening of Proposals PROJECT PMU will screen the proposals on the basis whether the proposal fulfils following conditions: i) The NGO is registered on or before ii) iii) iv) The attested copy of NGO registration is attached. The NGO s annual turnover in is Rs. 15 lacs or more. The NGO s annual turnover in is Rs. 15 lacs or more. v) The NGO s annual turnover in is Rs. 15 lacs or more. vi) vii) viii) ix) The audited Balance sheet for is attached. The audited Balance sheet for is attached. The audited Balance sheet for is attached. The signed C.V. with signed photograph of Coordinator is attached (CV format is given in section 6A.) x) The Coordinator is a graduate. xi) xii) The signed C.V. with signed photograph of Co-Coordinators are attached (CV format is given in section 6A.) The Co -Coordinators are graduates. xiii) The proposal is given in the format given in section 6. xiv) Relevant documentary evidence for assignments mentioned in section 6 and points 6-9 in Section 6 of proposal is given. Note: If a proposal does not fulfil any of the above conditions, it will be rejected at the screening stage. The results of the screening shall be recorded in the prefixed format. 2. Evaluation Committee Evaluation Committee will consist of the Executive committee of PMU. Project management consultant will assist the executive committee to evaluate the proposal 3. Evaluation: By reviewing the proposal, the following points will be assessed. Each criterion will be assessed based on the information given in the proposal. In addition to the above, the members of the evaluation committee may conduct interviews with all or short listed NGOs to ascertain their credentials. In the case of the latter, PMU will prepare the short list. 18

19 Evaluation Criteria and mark distribution Evaluation Criteria (Maximum score) Description of sub-criteria Notes for scoring Minimum score 1; Management capacity of the NGO (30) 2; Previous experience in implementing the similar activities with schools (40) Understanding of the roles and responsibilities of the organization in executing the assignment. Proposed strategies in implementing CFP and for ensuring accountability Experience/ capacity of NGO in school/ student educational programme Experience/ capacity of NGO in environmental awareness programmes/ projects Experience working with other NGOs Experience of working in UP The Better the understanding of the tasks, the higher the marks to be given. The clear identification of stakeholders involved in the process and explanation of how to coordinate with them, the higher the marks. The clearer the understanding of the potential problems and counter measures, the higher the scores. The more the number of programmes conducted with the schools/ children, higher the score. The clearer explanation of strategies to work with school children and teachers, higher the marks. The higher the number of experience jointly done by other NGOs, the higher the scores to be given The higher the number of years working in UP, the higher the score. 3; Qualification and experience of the proposed coordinators (30) 4; Gender composition of the proposed team Total(100) Qualification and experience of the coordinator Qualification and experience of the first Co- Coordinator Qualification and experience of the second Co-Coordinator Team having at least one woman member The clear understanding of the local context, higher the score. The closer to the preferred qualification, higher the scores to be given. The closer to the preferred qualification, higher the scores to be given. The closer to the preferred qualification, higher the scores to be given. If the team is having at least one woman member, five marks will be given. In each of above three criteria if applicant NGO fails to receive the qualifying score, the proposal will be rejected out of total 100 points The proposing NGOs will be ranked according to the total score given. The NGO getting the highest score will be ranked first and similarly, others will be ranked accordingly. Note: If a proposal does not fulfil any of the above conditions, it will be rejected at the screening stage. 19

20 Section 5 Work Schedule Year 1 Year 2 Year 3 Year 4 Year 5 SI No. Work Item Batch Apr-Jun Jul-Sep Oct-Dec Jan-Mar Apr-Jun Jul-Sep Oct-Dec Jan-Mar Apr-Jun Jul-Sep Oct-Dec Jan-Mar Apr-Jun Jul-Sep Oct-Dec Jan-Mar Apr-Jun Jul-Sep Oct-Dec Jan-Mar A Selection of target schools for CFP Orientation Program to teachers and children Tree planting (new planting) B C A B C A B C A 4 Mortality Replacement B Distribution of saplings Environmental Awareness programme Nature tours Procurement and distribution of C A B C A B C A B C A B equipment for planting C A Distribution of Educational aids Training program for teachers Selection of model school B C A B C A B C 20

21 NGO Proposal No: SECTION 6 PROPOSAL FORM (to be given the Employer/PMU) 1. Name of the district for which you are proposing to work? Sl. No of Divisions Districts 1 Lucknow 2 Varanasi 3 Allahabad 4 Kanpur 5 Agra 2. Name of the NGO: Write YES where you intend to work (only in One box) 3. Registration (Attach attested copy of registration.) Type of Registration: Registration Number: Date of Registration: 4. Address for Communication Phone Number: Fax: 5. Describe briefly objectives and activities or your organisation. 6. Financial Capacity (Attach audited balance sheet for all three years.) Year: Annual Turn Over (All Receipts in a Financial Year)

22 Details of proposed experts ( Attach CV of each member in format given in Section 6A) Position Name Address

23 8. Please give the details of 3 best projects that your organisation has conducted in the past 5 years in the area of school/ student education programmes and environmental awareness programmes (Attach relevant documentary evidence for each assignment.) Nature of Name of the Duration (Year Major Tasks Location Funding source Contract amount assignment assignment commenced (In Rs.) ended) 9. Please give the details of 3 projects that your organisation has undertaken in Uttar Pradesh.In the area of School /Student Education Program and environmental awareness program (Attach relevant documentary evidence for each assignment.) Nature of Name of the Duration (Year Major Tasks Location Funding source Contract assignment assignment commenced amount (in Rs.) ended) 23

24 10. Management of this assignment 10.1 What is your understanding about your roles and responsibilities of this assignment? (This section shall not exceed 300 words.) 10.2 Please describe your proposed strategies in implementing this assignment.(this section shall not exceed 250 words ) 10.3 How will you manage the assignment and ensure accountability? (This section shall not exceed 250 works.) 24

25 11. Technical Capacity (This section shall be limited to 500 words.) 11.1 Please give strengths and weaknesses of your organisation in the following area and how you will intend to overcome the weakness. Children Forest Programmes Strength Weakness How do you intend to over come your weakness? Environmental awareness programmes Strength Weakness How do you intend to over come your weakness? 25

26 SECTION 6 A Curriculum Vitae for the proposed staffs Proposed position: Name: Date of Birth: Key qualification: (Highlight your relevant experiences in short to implementation of the tasks specified in TOR.) Please attach a recent signed photograph of the expert. Academic Qualification from higher secondary onwards: Name of the institution/ University Period attended Degree obtained Subjects Employment record: Name of the organisation/ firm Period employment of Main tasks Signature of the expert: Date: 26

27 Section 6 B Cover to the Annex Please attach the documents in the following order and attach this page just before the annexure. Document Type of document Page No. 1 Attested copy of registration 2 Audited balance sheet for Audited balance sheet for Audited balance sheet for Signed CV of the Coordinator 7 Signed CV of the Co- Coordinator (1) and (2) 8 Documentary Evidence for assignment mentioned in point no. 8 of section 6 of Proposal form 9 Documentary Evidence for assignments mentioned in 9 of section 6 of Proposal form 10 Other documentary Evidence mentioned in Section 6 of the proposal form Note: Proposals not submitted in the given format may be rejected. 27

28 Section 7 Draft Form of Contract FOR CHILDREN FOREST PROGRAMME UTTAR PRADESH PARTICIPATORY FOREST MANAGEMENT AND POVERTY ALLEVIATION PROJECT (UP-PFMPAP) BETWEEN PROJECT MANAGEMENT UNIT UTTAR PRADESH PARTICIPATORY FOREST MANAGEMENT AND POVERTY ALLEVIATION PROJECT AND Name of the NGO: [ ] Dated:,

29 CONTRACT AGREEMENT This CONTRACT (hereinafter called the Contract ) is made on, 2010 between, on the one hand, Project Management Unit, Uttar Pradesh Participatory Forest Management and Poverty Alleviation Project (hereinafter called the Employer ) having its office at Aranya Sadan, Shisam Bagh, Sector 19, Indira Nagar, Lucknow Uttar Pradesh, India and, on the other hand, [Insert Name of the NGO] (hereinafter called the NGO ) having its registered office at [Insert physical address of the NGO: ]. WHEREAS (a) the Employer has requested the NGO to provide certain services as defined in Description of Services attached to this Contract (hereinafter called the Services ) in the geographical area defined as (area description) (b) The NGO having represented to the Employer that they have the required professional skills, and personnel and technical resources, have agreed to provide the Services on the terms and conditions set forth in this Contract; (c) the cost of the services will be financed out of the proceeds of the ODA Loan extended by Japan Bank for International Cooperation (hereinafter referred to as JICA.), NOW THEREFORE the aforesaid parties hereby agree as follows. The following documents attached hereto shall be deemed to form an integral part of this Contract: Appendix A: Conditions of Contract Appendix B: Description of the Services Appendix C: Reporting Requirements Appendix D: Cost Estimates and payment terms The mutual rights and obligations of the Employer and the NGO shall be as set forth in the Contract, in particular: 29

30 (a) The NGO shall carry out the Services in accordance with the provisions of the Contract; and (b) the Employer shall make payments to the NGO in accordance with the provisions of the Contract. IN WITNESS WHEREOF, the Parties hereto have caused this Contract to be signed in their respective names as of the day and year first above written. For and on behalf of DMU For and on behalf of Witnesses: 1... (Name and Address) 2... (Name and Address) (Name and Address) 30

31 Appendix A Conditions of Contract 1. Definitions Unless the context otherwise requires, the following terms whenever used in this Contract have the following meanings: (a) Applicable Law means the laws and any other instruments having the force of law in Uttar Pradesh, India, as they may be issued and in force from time to time; (b) JICA means Japan International Cooperation Agency (JICA); (c) Contract means the Contract signed by the Parties. (d) Effective Date means the date on which this Contract comes into force and becomes effective ; (e) "Party means the Employer or the NGO, as the case may be, and Parties means both of them; (f) Personnel means persons hired by the NGO as employees and assigned to the performance of the Services or any part thereof; (g) Services means the work to be performed by the NGO pursuant to this Contract, as described in Appendix- B hereto; 2. Relation between the Parties 3. Law Governing Contract Nothing contained herein shall be construed as establishing a relation of master and servant or of principal and agent as between the Employer and the NGO. The NGO, subject to this Contract, have complete charge of Personnel, if any, performing the Services and shall be fully responsible for the Services performed by them. This Contract, its meaning and interpretation, and the relation between the Parties shall be governed by the Applicable Law of India. 4. Notices 4.1- Any notice, request or consent required or permitted to be given or made pursuant to this Contract shall be in writing. Any such notice, request or consent shall be deemed to have been given or made when delivered in person to an authorized representative of the Party to whom the communication is addressed, or when sent by registered mail, telex, telegram or facsimile to such Party at the specified address 4.2- A Party may change its address by giving the other Party prior 31

32 information. 5 Monitoring by JICA Without assuming the responsibilities of the Employer or the NGO, JICA may monitor the Services as necessary in order to satisfy itself that it is being carried out in accordance with appropriate standards and is based on acceptable data. As appropriate, JICA may take part in discussions between the Employer and the NGO. However, JICA shall not be liable in any way for the performance of the Services by reason of such monitoring or participation in discussions. Neither the Employer nor the NGO shall be released from any responsibility of this Contract by reason of JICA s monitoring or participation in discussion. 6. Effectiveness of Contract 7. Termination of Contract for Failure to Become Effective 8. Commencement of Services This Contract shall come into force and effect on the date (the Effective Date ) of the Employer s notice to the NGO instructing for carrying out the Services. If this Contract has not become effective within one month's time period after the date of the signing of the contract by both the Parties, either Party may, by not less than four (4) weeks written notice to the other Party, declare this Contract to be null and void. The NGO shall begin carrying out the Services within 15 days time period after the Effective Date. 9. Modification Modification of the terms and conditions of this Contract, including any modification of the scope of the Services, may only be made by written agreement between the Parties. In the case of change in the assignment schedule or proposed staffs, the NGO must have concurrence from PMU before making such changes. Considering the situation, PMU may reserve rights to reject any such proposal. 10. Termination of Contract 11. Standard of Performance No compromises in quantity and quality of items to be procured under this contract will be allowed. A party may terminate the contract by giving one month's notice if the other party is not fulfilling its contractual obligations and failure to meet the standard of performance as stipulated in clause 11. The regular performance monitoring and annual assessment shall be conducted by the employer. The NGO shall perform the Services and carry out their obligations hereunder with all due diligence, efficiency and economy, in accordance with the guidance from and in consultation with the Employer and its subordinate operation units. The NGO shall deploy generally accepted professional techniques and practices, 32