Reform Action Plan in Uttar Pradesh

SCOPE OF WORK

In order to meet the objectives of the assignments, the consultants will give particular attention to the following: (Scope of work for Agra is different)

Assessment of current situation of each ULB
1. Overview of the city in terms of its area, population, households, demographic profile, growth rate, etc.
2. Analysis of financial situation of the ULB in terms of trends in income (tax, non-tax, grants, SFC awards, others) and expenditure (O&M of assets, core and non-core municipal services, administrative costs, others)
3. Analysis of organizational capacity of the ULB in terms of key units/ departments, number and skill sets of employees, extent of computerization
4. Assessment of any reform initiatives already taken by the ULB in terms of the results, possible improvements and lessons learnt
Conduct citizen survey to capture “voice of citizens” in each ULB. Citizen survey would be conducted for 1000 household respondents for each ULB. The objective of the survey would be to:
1. Assess existing standard of municipal service delivery by the ULB
2. Determine need for higher standards and willingness of citizens to pay for the services and higher standards
3. Assess willingness of citizens to associate to self-manage certain services
4. Highlight concerns and perceptions of citizens
5. Use output of the survey to help ULB focus on key areas for improvements and serve as a reference point for pricing of services
Facilitate work of the Reform Team for each ULB. This would involve the following:
1. Facilitate in formation of the Reform Team comprising Mayor/ Municipal Commissioner, Councillors, key staff of ULB and PIA, other relevant departments/ Units, and prominent citizens
2. Conduct sensitization meetings/ workshops with the Reform Team on reforms carried out by other ULBs in India (a compilation of reform initiatives is available with PMC for use by the consultants), possible areas for reforms and potential benefits from the same
3. Facilitate the Reform Team in taking decisions regarding key areas to be addresses as a part of RAP, prioritization & time-frames for specific reform initiatives to be taken, and reform initiatives to be proposed for funding through the Reform Fund under YAP-II
4. Facilitate preparation of actionable RAP as per Reform Team’s approval so that it can be submitted to the State-level Committee for approval and further funding support by Steering Committee at NRCD level
5. Coordinate and record minutes of all key meetings and workshops
Involving staff of ULB:
1. Conduct sensitization meetings/ workshops with the ULB staff on reforms carried out by other ULBs in India (a compilation of reform initiatives is available with PMC for use by the consultants), possible areas for reforms and potential benefits from the same
2. Seek inputs and suggestions of the ULB staff and management on key issues and possible reform measures
3. Seek inputs and suggestions of the ULB staff and management on the RAP
4. Coordinate and record minutes of all key meetings and workshops
Identify key issues facing each ULB, based on the analysis of current situation, citizen survey and consultation with various stakeholders. This would cover the following:
1. Issues concerning financial sustainability of the ULB
2. Issues concerning services being provided by the ULB in terms of coverage and quality
3. Issues concerning sustainable O&M of assets created under YAP-I when these are taken over by ULB
4. Issues concerning technical and managerial capacity of the ULB to undertake reform initiatives
5. Other issues relevant to the context of the reforms
Identify reform initiatives for each ULB. This would cover the following:
1. Identify reform initiatives based on the key issues confronting the ULB
2. Analyze root cause for each key issue and reform initiatives/ actions required to address the issue
3. Develop strategy and time-based action plan for the initiatives including role of various stakeholders
4. Estimate costs of implementation and potential benefits of the initiatives
Prioritise reform initiatives for each ULB in consultation with the stakeholders. Prioritisation would need to consider the following:
1. Criticality of the issue being addressed by the proposed initiative
2. Time frame required for implementation
3. Estimated costs and benefits of the initiative
4. Assistance and expertise required for implementing the initiative
5. Time frame for impact of the initiative to be felt by the ULB viz. in short-term or after long period of time
6. Visibility or impact of the initiative to be felt by the citizens in terms of coverage, quality and timeliness of the municipal services
7. Views of the stakeholders including the Reform Team
Develop implementation plan for all reform initiatives for each ULB. This would cover the following:
1. Prioritization and sequencing of initiatives with associated time-frames
2. Financing plan including assessment of funds requirement and sources of funds for implementing the initiatives (including access to the Reform Fund under YAP-II, where required)
3. Assessment of risks and possible mitigation measures for implementation of initiatives
4. Monitoring and review mechanism
Develop specific project proposals within RAP for funding through the Reform Fund available under YAP-II. This would cover the following:
1. Identification and short-listing of specific project proposals/ initiatives proposed for funding through the Reform Fund
2. Rationale for funding the proposed initiatives
3. Estimation of costs, benefits and time-frame for implementing the proposed initiatives
Conduct workshops for ensuring stakeholder participation. This would cover the following:
1. Two workshops at each ULB level involving all relevant stakeholders at the city level
2. One workshop at the State level involving all relevant stakeholders at the State level
3. Coordinate and record minutes of all workshops·
Develop Request for Proposal (RFP) and Terms of Reference (TOR) for selection of consultants for implementing the identified reform initiatives through the Reform Fund. RFP and TOR should be as per latest JBIC “Guidelines for Employment of Consultants under JBIC ODA Loans”.
A detailed RAP should be framed for reforms till Nov 2009 and a directional RAP should be developed for the ULBs that indicate the work to be undertaken after Dec 2009. Since the project period till Nov 2009 is divided into 2 (two) phases i.e. Equity Phase Period and Incentive Phase Period. The consultant shall priorities and formulates the project for each period.

Scope of Work for Agra

In case of Agra, Reform Action Plan was developed during YAP-I and parts of the reform action plan have also been implemented. In view of the progress made by Agra, the scope of work under this contract for Agra only will be as follows:

Undertake quick discussions with Agra ULB with a view to identifying the priority areas of reform (from within the RAP earlier developed)
Prepare brief concept papers on the identified priority areas detailing the role of ULBs, role of other stakeholders and the role of consultants to be hired to assist the ULBs in implementation of the priority areas; discuss these concept papers and obtain approval from ULB
Prepare EOI/TORs and RFP documents for selection of consultants for each of the priority reform areas within one week of revalidation of RFP.
Prepare the monitoring and evaluation plan to be used by the ULB to monitor the reform implementation over the next 3-4 years as also to evaluate the reform implementation (mid term and end of term)
The appointed consultant shall have to undertake the above mentioned work within one month so that the reform gaps identified on priority basis should be taken up for implementation by another set of consultants so as to maintain continuity of the reform initiatives within Agra.
To review and validate the reform action plan
To review the implementation carried on basis of the reform action plan
To develop the second generation reform action plan (as compared to other seven towns) for Agra
To facilitate Agra Municipal Corporation in seeking State-level approval for validated RAP and funding support under the Reform Fund of YAP-II for implementing specific reform initiatives.

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