Terms of Reference for conducting Training Need Assessment, Development of Training Module and Training Materials for EWR

under MoPR, GoI-UNDP CDLG Project.

2011

Project Title:- Training Need Assessment, Training Module Development and Training Materials for Elected Women Representatives Background The 28th state of the Indian Union was brought into existence by the Bihar reorganization Act on November 15, 2000- the birth anniversary of the legendary Birsa Munda. Jharkhand is famous for its rich mineral resources like Uranium, Mica, Bauxite, Granite, Gold, Silver, Graphite, Magnetite, Dolomite, Fireclay, Quartz, Fieldspar, Coal (32% of India), Iron, Copper (25%of India) etc. Forests and woodlands occupy more than 29% of the state which is amongst the highest in India. With an area of 79,714 sq.kms 24 districts and 32,620 revenue villages, accounts for 2.4 per cent of the total geographical area of the country. With a population of 2.69 crore, the State accounts for 2.6 per cent of the total population of the country. The rural and urban population of the State accounts for 77.7 per cent and 22.3 per cent, respectively of the total population, as per 2001 census. In spite of rich mineral and natural resources as well as many government schemes / programs including on-going Tribal Sub-Plan and Watershed Mission, the challenges remain and hence, the large proportion of the population are still poor, particularly among STs and STs. The poverty ratio among STs and SCs in rural areas is, in fact 54% and 57.5% respectively, and is higher than all India level. Jharkhand continues to remain a home to a number of tribal communities. Some of the districts have predominantly tribal population. Apart from the dominant tribal groups like Santhal, Oraon, Munda, Ho etc., Jharkhand has 32 primitive tribal groups. These are Asur, Baiga, Banjara, Bathudi, Bedia, Binjhia, Birhor, Birjia, Chero, Chick-Baraik, Gond, Gorait, Ho, Karmali, Kharwar, Khond, Kisan, Kora, Korwa, Lohra, Mahli, Mal-Paharia, Munda, Oraon, Parhaiya, Santal, Sauria-Paharia, Savar, Bhumij, Kol and Kanwar. The tribal communities are a majority in three districts (Gumla, Lohardagga and West Singhbhum), though

Terms of Reference for conducting Training Need Assessment, Development of Training Module and Training Materials for EWR under MoPR, GoI-UNDP CDLG Project.

2011

they are widely dispersed over all districts of the state. More than half of the state (134 out of 259 blocks) is under Tribal Sub-plan Area. An important component of the social capital is the presence of people who are able and willing to guide the community in various aspects. Socially oriented best-practitioners of various occupations can provide good guidance to others in terms of improving governance at the grassroots. Dispersed community leadership, aware of several possibilities of cooperation among the community, can become fulcrum in motivating others towards collective action. Such leadership is also crucial in building and nurturing the confidence of the community members in various collective systems and adhering to the rules involved therein The 73rd and 74th Amendments of the Constitution of India (1992) gave constitutional status to the third tier of government at the sub state level, thus creating the opportunities for local self rule or Panchayat Raj for bringing about greater decentralization, increasing the involvement of the community in planning and implementing schemes and hence increasing accountability and transparency. Panchayati Raj Institutions play a crucial role in improving service delivery by keeping a tab on their functioning in their respective areas. The eleventh five year plan envisages the need for preparing a comprehensive capacity building strategy, accompanied by intense monitoring. Decentralization is seen by government of Jharkhand as one of the main mechanisms for empowering rural people and improving service delivery. Panchayat Elections were held in the state recently and 24 Zilla Parishad, 259 Block Samiti and 4423 Panchayats were constituted as per the provisions of Jharkhand Panchayati Raj Act. Provision of a minimum of 50% women reservation was applied in recently held elections, hence more than 50% women candidates were elected in the three tier Panchayati Raj Institutions. To support Local Governance institution and processes, there is a need of Capacity Building initiatives for Elected Women Representatives of Panchayati Raj Institutions so that they can perform their duties in an efficacious way.

Terms of Reference for conducting Training Need Assessment, Development of Training Module and Training Materials for EWR under MoPR, GoI-UNDP CDLG Project.

2011

The UNDP -GOI project on Capacity Building for Local Governance has been formulated with the objective of strengthening of institutions, mechanism and process to enhance capacities of elected representatives and functionaries for human development oriented, inclusive planning, implementation and improved accountability in local governance. This project is being implemented in 7 States of India. The project is operational in the state of Jharkhand in partnership with Department of Panchayati Raj and NREP (Special Division), since September 2009. A. Objective a) To assess specific training needs as per the role and responsibilities of Elected Women Representatives of Panchayati Raj Institutions. b) To Design, Develop Training Module and Training Materials for providing training to Elected Women Representatives.

B. Approach 1. The Director, Directorate of Panchayati Raj or Secretary, Department of Panchayati Raj and NREP (Special Division) will provide a briefing to the consultant/s with regard to working of Panchayati Raj and Training Institutions and state vision. 2. The Jharkhand Capacity Development for Local Governance project team will provide briefing to the consultant/s to ensure a common understanding, perspectives and expectations. 3. The Consultant/s will undertake meeting and visits as required, to undertake their TORs and meet with Persons associated with Training Institutes. 4. The Consultant/s may need to refer documents of Training Institute, Training Material and other related material as per the requirement of the assignment to understand the situation.

Terms of Reference for conducting Training Need Assessment, Development of Training Module and Training Materials for EWR under MoPR, GoI-UNDP CDLG Project.

2011

C. Scope of Work 1. Training Need Assessment Training need assessment must be carried out to assess the need of the Elected Women Representatives (Equal Distribution shall be made between PESA and Non PESA Area) and accordingly Training Modules and Training Materials be developed:i. District Level:1. Zilla Parishad Adhyaksha- All Women Adhyaksha. 2. Zilla Parishad Members- minimum 20. ii. Block Level:1. Panchayat Samiti Pramukh- minimum 40. 2. Panchayat Samiti Members- minimum 150. iii. Gram Panchayat Level:1. Gram Panchayat Mukhia- minimum 200. 2. Gram Panchayat Members- minimum 200. For doing an effective Training Need Assessment, a TNA plan shall be developed and this shall include the TNA methodology, which shall be pretested in the field, then only collection of data, Analysis and reporting shall be done. 2. Draft Report Presentation in a workshop (as per report frame given as annex) Participants:1. Elected Women Representatives. 2. Trainers. 3. Officials of Panchayati Raj Department 3. Final Report Presentation and Submission 4. Pre-Development stage of Training Module and Training Materials: i. Discuss the training concept and training plans with Trainers and Officials of Panchayati Raj Department and Directorate. ii. Design Training Module.

Terms of Reference for conducting Training Need Assessment, Development of Training Module and Training Materials for EWR under MoPR, GoI-UNDP CDLG Project.

2011

iii. Developing the outline of the training Module, general training package. iv. Identify content for Training Materials 5. Actual Training Development stage: i. ii. Developing training manual for trainers of training (TOT). Developing specific modules and Training materials on three levels of trainees i.e; Zila Parishad, Panchayat Samiti and Gram Panchayat on their roles and responsibility. iii. iv. v. vi. i. ii. Developing training guidelines and aids for trainers of training institutes. Developing TOT (Training of Trainers) -package for trainers of training institutes. Field-testing training Module and Material on functionaries and elected women representatives. Finalizing training Modules. Trainings. Follow up with Training Institutes for Training and Capacity building of Elected Representatives and Functionaries (On Demand and payment basis). D. Deliverables and Timeframe for the Assignment: 1. Draft Training Need Assessment report in Hindi language must be produced for discussion by completion of 8th Week of the Contract. 2. Final Training Need Assessment report in Hindi language must be produced for discussion by completion of 10th Week of the Contract. 3. Final Training Module for Master Trainers and Trainees in Hindi language must be developed by completion of 11th Week of the Contract. 4. Draft Training Material for Master Trainers and Trainees in Hindi language must be developed by completion of 13th Week of the Contract. a. Training Material for Master Trainers shall be in the form of a book having all training guidelines and examples with pictorials. 6. Post-Development

Terms of Reference for conducting Training Need Assessment, Development of Training Module and Training Materials for EWR under MoPR, GoI-UNDP CDLG Project.

2011

b. Training Material for Trainees shall be in the form of a book i. One set in reading material form filled with examples in pictorials presentations ii. Another set shall be in comic book form. 5. Field testing of training Module and Material must be carried out by 15 week of the Contract. 6. Final Training Module and Material (Printable Version) for three tiers must be submitted by 17 week of the Contract along with one colour print copy each. E. Key Skills Required 1. Extensive knowledge, experience and understanding of the functioning and roles of the Panchayati Raj institutions. 2. Proven experience in conducting and delivering capacity-building/awareness training module development (Adult Learning) for functionaries and elected representatives. 3. Proven experience in capacity building for aforesaid thematic areas. 4. Experience of conducting Training of Trainers(Adult Learning) courses for undertaking capacity-building training of Women functionaries, Women elected representatives at the community-level. 5. Good experience in mentoring and coaching to development professionals in capacity building. 6. Good understanding and knowledge of gender and equity issues and social inclusion principles in a rural context. 7. Good Hindi spoken and writing, language skills is a must. 8. Excellent in-house content development facility. 9. Excellent drafting, communication and interpersonal skills and team working will be required.

Terms of Reference for conducting Training Need Assessment, Development of Training Module and Training Materials for EWR under MoPR, GoI-UNDP CDLG Project.

2011

F. Information and Instructions for Submitting Proposal Format of Your Proposal You are expected to examine all instructions, terms, specifications, schedule of requirements, etc. in this document. Failure to furnish all necessary information as required by this document or submission of a bid not substantially responsive to all the aspects of this document shall be at the own risk and may be liable for rejection. Your proposal should be submitted in English or Hindi and be set out in two main parts Part A - Executive Summary and Technical Proposal Part B Financial Proposal Part A and B must be bound separately to enable technical and financial proposal to be evaluated independently. Please don't include any price information in Part A. Proforma for various sections of Part A and Part B are provided below: 1.1 Part A Executive Summary Technical Proposal Your Part A should be structured in 8 sections: Sections Section 1 Content expected Preferred No. of Pages Executive Summary: This should be a brief overview of your 3-4 pages proposal covering how you intend to achieve the outputs and your assessment of the resources (Non Financial) required. Qualifications / Comments to Terms of Reference Technical Response (including method of implementation and your proposed (quality assurance mechanisms) Team, Names & CVs of personnel to work on this assignment for the entire period of consultancy Personnel Inputs include person days without any reference to fees Previous Experience and credential of the organization or company (only relevant experiences, May Attach a copy of Modules and materials developed) Weekly plan for deliverables Matters not appropriate in any other appendix, e.g. Joint Ventures, Disclosures, Conflict of Interest, etc ( 1 page) (3-4 pages) NA

Section 2 Section 3 Section 4:

Section 5 Section 6 Section 7 Section 8

NA 4-5 pages NA NA

Terms of Reference for conducting Training Need Assessment, Development of Training Module and Training Materials for EWR under MoPR, GoI-UNDP CDLG Project.

2011

1.2 Part B Financial Proposal All prices should be for the duration of the contract. Your financial proposal should be structured in four Sections. 1. Section 1 Confirmation of acceptance of Conditions of Contract 2. Section 2 Pricing on a milestone basis inclusive of Taxes (i.e; TNA Draft Report Submission, TNA Final Report Submission, Draft of Training Module Submission and Final Print version Training Module Submission ) 3. Section 3 List of the names and designation of all professionals proposed to work on this assignment. ( Include organization name if bidding in a consortium) 4. Section 4 Matters not appropriate in any other appendix, e.g. Financial Aspects of Joint Venture Company, Parent Company Guarantees etc. The financial proposal shall submitted indicating the final bid price in Indian Rupees. The final price should include taxes and duties. No change will be allowed in bid price after submission of bids. 1.3 Nominated Personnel You must: 1. confirm that all personnel will be available to provide the required services for the duration of the contract 2. give the name of their employer or state if self-employed, if any of the personnel is not a member of the Organization's of Company's staff 1.4 Alterations to Proposal Any manuscript or other alteration to the proposal must be countersigned and dated by the person submitting the proposal. 1.5 Letters and Declaration to Accompany Proposals Your proposal must be accompanied by a letter on Organization or Company Letter headed paper showing the full registered and trading name(s), trading and registered office address of the organization or company and, in the case of a

Terms of Reference for conducting Training Need Assessment, Development of Training Module and Training Materials for EWR under MoPR, GoI-UNDP CDLG Project.

2011

Company, the place of incorporation. It should be signed by a person of suitable authority to commit the organization or company to a binding contract. You must quote the Contract Title and include the following declarations:

We have examined the information provided in your terms of reference (TOR) and offer to undertake the work described in accordance with requirements as set out in the TOR. This proposal is valid for acceptance for 6 months and we confirm that this proposal will remain binding upon us and may be accepted by you at any time before this expiry date. 1. (If applicable) this proposal is a Joint Venture/ consortium with [ ]. A copy of the agreement is enclosed. 2. The proposal (Technical & Financial) has been arrived at independently and without consultation, communication, agreement or understanding (for the purpose of restricting competition) with any other supplier invited to submit proposal for this contract. 3. We confirm that the enclosed electronic versions of the technical proposal are true and complete copies of these documents. 4. We confirm that we have clarified the roles and responsibilities of all our sub-contractors in our Technical proposal 5. We confirm that all personnel and/consortium partners named in the proposal will be available to undertake the services. 6. We confirm that there are no personal, financial and business activities that will, or might, give rise to a conflict of interest, if we were awarded this contract. This includes our subcontractors. Secretary, Department of Panchayati Raj and NREP (Special Division) reserves the right to reject any Proposal which, in its opinion, gives rise, or could potentially give rise to, a conflict of interest. 7. We confirm that the organization or company or its sub-contractors a) Are not or have not been the subject of any proceedings or other arrangements relating to bankruptcy, insolvency or financial standing. b) Has not been convicted of any offence concerning professional misconduct.

Terms of Reference for conducting Training Need Assessment, Development of Training Module and Training Materials for EWR under MoPR, GoI-UNDP CDLG Project.

2011

c) Have not been convicted of corruption including the offence of bribery 8. We agree to bear all costs incurred by us in connection with the preparation and submission of this proposal and to bear any further pre-contract costs. 9. I confirm that I have the authority of [name of organization/consortium] to submit proposal and to clarify any details on its behalf. 1.6 Packaging and Delivery of Proposals Proposals must be delivered in a sealed envelope clearly labeled with the following: 1. Contract Title 2. Proposal Due Date 3. Organization's or Company's Name and should be addressed to, The Director, Directorate of Panchayati Raj, (see how to apply). Please also submit an electronic version of your proposal in a CD (Only Technical Proposal) along with one hard copy, one for the technical and another for the financial proposal. These should each contain a single file, in PDF format. Each CD should be included with the respective envelope for Part A and Part B. Directorate of Panchayati Raj, Department of Panchayati Raj and NREP (Special Division) accepts no responsibility for the premature opening of any incorrectly marked Proposals. Proposals must be received at Directorate of Panchayati Raj, Department of Panchayati Raj and NREP (Special Division) at Ranchi by 1700 hours on the due date (see how to apply). Late Proposal will not be accepted in any circumstance and will be returned unopened. No special pleadings will be accepted. 1.7 Joint Venture (or other form of association) Proposal Where the proposal is submitted by the Organization or company in conjunction with one or more associates then, in 1. The absence of a Joint venture agreement the Associate shall be deemed to

Terms of Reference for conducting Training Need Assessment, Development of Training Module and Training Materials for EWR under MoPR, GoI-UNDP CDLG Project.

2011

be a sub-contractor to the Organization or company and shall not be a party to the contract. Proposals submitted by potential Joint Venture partnerships must include in the proposal a Letter of Intent to form a Joint Venture in the event of being successful and: a. Be signed by a duly authorized representative of each partner with details of each signatory provided in print below each signature b. Include an express provision that each partner is jointly and severally liable in respect of the Organization or company obligations c. Provide details of the name of the partner nominated to act as manager of the Joint Venture and who is authorized to act for the Joint Venture in terms of committing it to any obligations and liabilities and to receive and act upon instructions from Directorate of Panchayati Raj, Department of Panchayati Raj and NREP (Special Division) and to make and receive payments d. State full details of the proposed structure; the division of technical responsibilities between the partners and intended capitalization. G. Clarifications Clarification can be sought from the office of Directorate of Panchayati Raj, Department of Panchayati Raj and NREP (Special Division) during working hours through email as mention in the TOR (see how to apply) H. Evaluation Your proposals will be evaluated on the following criteria: Part A: Executive Summary and Technical Proposal will have a weightage of 80%. This would be further divided as under: 1. Experience of the Organization or Company in Conducting TNA and Developing Training Modules and Materials (In Use) for Panchayati Raj Institutions 30% 2. Quality of the proposed team and Team Leader 30% 3. Quality of the plan proposed with mile stones 20% Part B: Financial Proposal will have a weightage of 20%. Marking against the financial proposal will be against the estimated cost for the assignment agreed

Terms of Reference for conducting Training Need Assessment, Development of Training Module and Training Materials for EWR under MoPR, GoI-UNDP CDLG Project.

2011

by the competent authority. Firms scoring at least 50 % of the total technical marks will be considered technically short-listed. Financial bids of only technically short-listed firms will be opened and they may be also called for a presentation.

I. Competent Authority Principal Secretary/Secretary, Department of Panchayati Raj and NREP (Special Division), Government of Jharkhand, will be the competent authority for this contract. The rights of the Competent Authority will be as under: 1. Amend bid documents during the proposal evaluation process. Any amendments will be conveyed to the short-listed firms 2. May modify, scope of work, at the time of the awarding the contract. Such modifications will be discussed and agreed with the preferred vendor. 3. At discretion during evaluation of bids, request an Organization or Company for clarification on its proposal. This request will be in writing and the Organization or Company should respond in writing. No change in price or substance of the bid shall be sought, offered or permitted at this stage. 4. Accept any bid; or to reject any or all bids J. General liabilities 1. The assignment will be carried out in consultation with Director, Department of Panchayati Raj and NREP (Special Division), Government of Jharkhand. 2. During the development of the training materials continues attention should be given to ensure that the training package is gender sensitive and includes principles of social inclusion. 3. Department of Panchayati Raj and NREP (Special Division), Government of Jharkhand reserves the right to publish and distribute the training materials developed. The developers cannot use them without prior

Terms of Reference for conducting Training Need Assessment, Development of Training Module and Training Materials for EWR under MoPR, GoI-UNDP CDLG Project.

2011

authorization from Department of Panchayati Raj and NREP (Special Division), Government of Jharkhand.

K. How to Apply: The organization/s or company have to submit their technical and financial proposal separately to the office of the undersigned within 15 days from the date of advertisement through registered post/ courier to Director, Directorate of Panchayati Raj, Department of Panchayati Raj and NREP (Special Division), 2nd Floor, FFP Building, Dhurwa, Ranchi-834004, Jharkhand. Technical proposal along with Executive Summary may be submitted by email (cdlgjharkhand@gmail.com). The financial proposal will be accepted only in a sealed envelope super scribing on the top Training Need Assessment, Development of Training Module and Training Materials for Elected Women Representatives". Only few technically competent agencies will be shortlisted for further presentation and final selection by the committee constituted by the competent authority.

Terms of Reference for conducting Training Need Assessment, Development of Training Module and Training Materials for EWR under MoPR, GoI-UNDP CDLG Project.

2011

Annexure- A- Framework for Training Need Assessment Report

1 2 3 4 3 4 5 Title of the Study Executive Summary Content Abbreviation Used Training Need Assessment Plan Training Need Assessment Methodology Analysis -inference drawn (well supported by data collected, collated and tabulated) with Graphical representation and profiling of Groups. 6 The report must spell out the following at all level of Elected Women Representatives a) Gap/s in knowledge for desired performance b) Gap/s in skill for desired performance c) Gap/s in Attitude for desired performance 7 Strategy for reducing gaps a) Short Term for 1-2 years b) Medium term for 2-5 years c) Long Term for 5-10 Years 1.Gram Panchayat Ward member Level 2. Gram Panchayat Mukhia Level 3. Panchayat Samiti Pramukh Level 4. PanchayatiSamit Member Level 1. Gram Panchayat Ward member Level 2. Gram Panchayat Mukhia Level 3. Panchayat Samiti Pramukh Level 4. PanchayatiSamit Member Level 5. Zilla parishad Adhyaksha Level 6. Zilla Parishad member level As per requirement As per requirement As per requirement As per requirement As per requirement 1 Page Max 4 Page 1 Page

Terms of Reference for conducting Training Need Assessment, Development of Training Module and Training Materials for EWR under MoPR, GoI-UNDP CDLG Project.

2011

5. Zilla parishad Adhyaksha Level 6. Zilla Parishad member level

Action Plan for enhancing Capacity of EWRs a) b) Short Term for 1-2 years Medium term for 2-5 years 1. Gram Panchayat Level 2. Panchayat Samiti Level 3. Zilla Parishad Level

As per requirement

Recommendation and Suggestion

As per requirement As per requirement

10 List of EWRs training need assessed-Level wise