Request for Empanelment

1TERMS OF REFRENCE

  1. BACKGROUND
  2. At the National Conclave of Ministers and Secretaries held on 03rd July 2014; a National Declaration on “Urban Governance and Housing for All” has emphasised the need for reforms and capacity building of Urban Local Bodies (ULBs).Capacity building of ULBs is an imperative especially after the launch of the new Missions namely; (i) Atal Mission for Rejuvenation and Urban Transformation (AMRUT); (ii) Smart Cities Mission; (iii) Swachh Bharat Mission; and(iv) HRIDAY. The Capacity Building programmes of the Ministry of Urban Development (MoUD) have been realigned and consist of two strategic interventions - Individual Capacity Building and Institutional Capacity Building.

1.2The purpose of individual capacity building is to enhance functional knowledge, improve the job related skills and bring about a positive change in the attitude of municipal functionaries through need based focused training and visits to the best practices. Training will be imparted to municipal functionaries in training institutes (classroom) followed by its application at their work place. Additionally, they will be mentored and provided coaching services at their work place during the one-year training period. The Training Needs Assessment (TNA)[1] conducted under the Capacity Building for Urban Development (CBUD) Project will form the basis of the individual training programmes.

1.3This Terms of Reference is meant to empanel a number of training institutions/agencies for rolling out of realigned capacity building strategy of capacity building of ULB functionaries - both appointed and elected representatives by empanelled training entities (e.g. training institutions, agencies, academic institutes and other not-for-profit organisations), who will conduct the training.

1.4The training agencies shall be empanelled subject area wise (as described below).

1.5The training Entity is required to send their application in the prescribed format as given in Appendix 1-4.The Application shall be submitted in maximum 100 pages.

1.6For empanelment,applications will be accepted from training entities by MoUD.

1.7The applications may be received online at or at the address belowon or before the last date i.e08May 2017at 17:00 hrs.

Director (SC III) on behalf of CBUD

Ministry of Urban Development, Government of India

Room No 202-C, NirmanBhawan,Maulana Azad Road, New Delhi 110001

The applications received after due date and time shall not be considered for empanelment.

  1. OBJECTIVES OF THE ASSIGNMENT
  2. The objective of this individual capacity building is to enhance knowledge and skills of appointed and elected functionaries of the ULB and also to bring about a positive change in their attitudes for achieving the strategic outcome of the MoUD Missions.
  3. TRAINING STRATEGY
  4. The ULBs will plan to train at least 30 functionaries from the four departments mentioned in para 4 every year and all the elected representatives. The elected representatives will be imparted training only once at the training institutes, which will include a site-visit to learn from best practices in India. As regards municipal appointed functionaries, officials from ULBs having a population of greater than one lakh will be trained every year, initially. The training will consist of three capsules spread over each year. Each capsule will consist of three days’ training in the training institute followed by four months during which the trained appointed functionaries will work in their respective departments for transfer of learning in their actual work situation. During a period of one year, therefore, a municipal functionary will be imparted training for nine (9) days in the training institute. There are several retired officers from Central, State and Municipal services who are settled in the ULBs areas. During the four months when the trainees return to their work place, such retired officers can work as mentors. For this the training entities will match mentors to the municipal functionaries undergoing the year-long training. Supervisors of the trained staff will overview the working of the trained staff working under them.
  5. The National Institute of Urban Affairs (NIUA) will be the strategic partner of the MoUD in capacity building and will provide single window services to the MoUD/States/ULBs. NIUA will be involved in disseminating information on training modules, monitoring the progress of training, and, most important, evaluating the impact of training in the next four months after completion of the training. This evaluation will be done with respect to each capsule for all the individual municipal functionaries over the one-year long training period and results will be shared with the training entities to make them review their training methods and modules, if necessary, to make the training more appropriate and relevant for the municipal functionaries.
  6. SCOPE OF WORK
  7. The scope of the Individual capacity building strategy will focus on functionaries from four departments in the ULBs mentioned below:
  • Finance & Revenue
  • Revenue
  • Accounts department
  • Finance department
  • Market/ Tax department
  • Engineering & Public Health
  • Public works/ Water works/ Street lighting
  • Public health & Sanitation, Horticulture & gardens department
  • Town Planning
  • Town planning
  • Buildings and town survey
  • Encroachment & License
  • Administration
  • Administration
  • Establishment department
  • Law department
  • Lease department
  • Public relation
  • Record room
  • Computers department
  • This is an indicative list and the States/ ULBs can make appropriate changes as per their local situation.
  • Elected Representatives of ULBs will also undergo sensitization/training.
  1. DESCRIPTION OF THE TASK

The empanelled training entities will perform the following tasks:

5.1To conduct training courses according the training strategy detailed out in para 3 of this Terms of Reference (ToR).

5.2Each ULB functionary in the four departments mentioned in para.4.1 will participate in the training courses for three days in each training capsule.

5.3Training courses to be conducted will be aligned to the Training Needs Assessment and Strategic Training Plan conducted already under the CBUD Project of MoUD(can be accessed at: www.jnnurm.nic.in).

5.4To impart training to the Elected representatives only once in a training institute

5.5To conduct regional/state level workshops on identified topics

5.6Training courses will be conducted in batches of 30 participants for each training course.

5.7Before rolling out the first capsule for a target group, the empanelled Training entities will ensure that the present level of knowledge and skills of the participant trainees are assessed through a process of self-assessment by the participants themselves. For this purpose the questionnaire used in the Training Needs Assessment referred to above will be used by the training entities. A copy of this questionnaire will be made available to empanelled training entities.

The data obtained through this process will be used for designing relevant training modules that will need to be reviewed and, if there is a need, to make changes in it to suit learning needs of the target group of participants.

Individual training needs thus assessed will be aligned to the training needs identified in the TNA study Report mentioned in para 5.3 (available at

The data will also be used as the base line data for assessing ‘positive change’ after each capsule and also to measure over-all impact of each training course.

5.8The empanelled training entities will ensure that at the end of each capsule, the participants evaluate training design, training methods used and also the faculty for training by using questionnaire to be provided to empanelled training entities.Based on the evaluation of training and faculty by the participants, the training entity will suitable make adjustment in the training course and the faculty.

5.9The empanelled training entities will ensure that each participant after completing first capsule of training and working in the department for four months will self-assess his knowledge and skill for the next capsule.

5.10To get from the supervisors of the participants, assessment report of the trainees working under him for comprehending incremental change in knowledge and skill and positive changes brought about by training.

5.11To assign a coach to each target group of training between each capsule for sharpening job specific knowledge and skills of the trainees. The Coach to be assigned will be a member of the faculty used for the training capsule who will interact with the trainees once in each month.

5.12In addition to making available a coach, the empanelled training entities will also assign a Mentor to each target group who will be identified from amongst the retired central, state or from the municipal services. The Mentors will provide overall guidance to the assigned group of ULB staff that will be related to job specific knowledge and skills as well as personal development and career path.

5.13To take the participants, after completion of three training capsules, on study visit of best practices currently under implementation in a ULB or implemented already by a ULB that is relevant to the job and expertise. For this, a choice of location of best practices will be given to the trainees.

5.14Working with NIUA, the training entities will assess the impact of training after four months of completion of training by the participant as per the format which will be made available to empanelled training entities.

5.15In case the training impact study does not indicate any positive change in the knowledge and skill of the trainees, training entities will conduct a fourth capsule by making changes in training modules, training methods and trainers. The cost of the fourth capsule will be borne by the training entity.

5.16The training entities will also be identifying International best practices on urban management in other countries for suggesting and finalizing the international study tours program. Every International study visit will have an element of class room training/briefings in the countries to be visited. For this the training entity will have collaboration with an organisation of repute having expertise in the relevant sector in the countries to be visited.

  1. DELIVERABLES

Deliverables for the first year by the training entity are mentioned below. These will be repeated every year.

S. No. / OUTPUT / TIME PERIOD
1 / Annual Training Plan including state/regional workshops – Number of target groups, number of programmes, themes for each capsule for each target groups. Proposed dates / Within one month of signing of contract
2 / Training modules (adopted/modified) for each target group and capsule / Within one month of signing of contract
3 / Capsule 1 & Baseline of KSA (Knowledge Skill and Attitude) & Trainee evaluation / Within 2nd month
4 / Capsule 2 &2nd KSA assessment & Trainee evaluation / Within 6th month
5 / Capsule 3& 3rd KSA Trainee evaluation and impact evaluation / Within 10 month
6 / Exposure visit / Within 11 month
7 / Capsule 4 (If necessary based on Impact Evaluation) / Within 12 month
8 / Contact programme by the coach / Every month after the first capsule
  1. FINANCIAL NORMS
  2. Financial norms for funding of the training programmes, national exposure visits and workshops will be as per admissible rates under the Toolkit for Comprehensive Capacity Building Programme (CCBP) 2013, MoUD. Some norms are given below:

a)Training Programmes

S. No. / Costs / RESIDENTIAL (Rs.) / NON-RESIDENTIAL (Rs.)
ERs & Senior ULB Officials / Other ULB Staff / ERs & Senior ULB Officials / Other ULB Staff
1 / Lodging and/or Boarding per person/day / 2700 / 1700 / 300 / 300
2 / Reading material and training kit per person / 700 / 700 / 700 / 700
3 / Honorarium per session / 1100 / 1100 / 1100 / 1100
4 / TA for Guest faculty / 13750 / 13750 / 13750 / 13750
5 / Training hall charges per day / 5000 / 5000 / 5000 / 5000
6 / Site visit/local transportation / 10000 / 10000 / 10000 / 10000
7 / Institutional charges per day / 5500 / 5500 / 5500 / 5500
8 / Copier, documentation and internet charges per day / 3300 / 3300 / 3300 / 3300
9 / Administrative charge 10% of total

Source: Toolkit for Comprehensive Capacity Building Programme, April 2013, p.11 & 18 (can also be accessed at: jnnurm.nic.in)

Cost for different types of training courses: For a three-day capsule for 30 participants the maximum allowable costs under Toolkit for CCBP, 2013 are as follows:

S. No. / TYPE OF PROGRAMME / TYPEOF PARTICIPANTS
Elected Representatives & Senior ULB Officials / Other ULB Staff
1 / Residential / 3,80,215 / 2,81,215
2 / Non-residential / 1,42,615 / 1,42,615

b)Coaching

The cost of coaches will be covered by cost of training capsules.

c)National Exposure Visits

  1. The travel costs as per State Government TA/DA Rules + lump sum allowance per day as decided by the Programme Oversight Committee under the chairpersonship of the State Government Secretary concerned.
  2. The costs associated with exposure visits, to the organizing institute will be borne by the respective state government.

d)Workshops/Seminars/Consultations

  1. The maximum support for this activity is as follows:
  2. National WorkshopRs 5. Lakh per event
  3. Regional WorkshopRs 3 Lakh per event
  4. State level WorkshopRs 2 Lakh per event
  5. External Resource Persons/Experts: A maximum of Rs 50,000/- per workshop including travel costs, boarding & lodging and honorarium. For States in the North East Region and special category states would be Rs75,000/-.
  6. The Payment for International Study Tour shall be paid based on specific proposal for each study tour and approved by MoUD.
  1. EMPANELMENT OF TRAINING ENTITIES
  2. There are 500 cities under the Mission. These cities are located in different States and Union Territories.
  3. The selection of Training Entities for particular state will be done by the State Government based on the technical Proposal to be invited by the State Government.
  1. ELIGIBILITY CRITERIA

The training entity should have

  1. Three years of experience in conducting training and exposure programme related to urban development, preferably for appointed functionaries and Elected Representatives of ULBs;
  2. Professional expertise on capacity building and urban development aspects related to ULB functions i.e must have 5 full time faculty members with experience of developing modules and conducting training programmes for ULBs and para- statal agencies;
  3. Successfully conducted atleast 5 (Five) residential training programmes/ workshops for 25 or above number pf participants on topics on urban development aspectsin in the last three years.
  1. PAYMENT TERMS

S. No. / DELIVERABLE / AMOUNT PAYABLE*
1 / On completion of capsule 1 and baseline assessment of KSA and Trainee evaluation / 30%
2 / On completion of capsule 2 and 2nd KSA assessment and Trainee evaluation / 30%
3 / On completion of capsule 3; 3rd KSA assessment and Trainee evaluation and Final Impact Evaluation of training and Exposure Visit (capsule 4, if necessary) / 40%

* - The % will be as per the total approved amount to conduct training programmes in one year

  1. Working and Reporting Arrangements
  2. The empanelment of the Training entities will be done by the Ministry of Urban Development (MoUD), Government of Indiaunder World Bank assisted Capacity Building for Urban Development Project and NIUA.
  3. The training entities will enter in to a contract with the respective state government(s) and approved by MoUD. The contract will be initially for a period of one year, which may be extended, based on satisfactory performance as evidenced by the impact evaluation of the training programmes by NIUA.
  4. The training entity will report to the respective state government for administrative purposes (scheduling of programmes, venue etc.) and to NIUAfor technical aspects (such as designing of programmes and modules, evaluation of training programmes).

Appendix 1: Format for Letter of Application

[On the Letter head of the Entity]

Date:

To

Director, CBUD

Ministry of Urban Development

Government of India

Room No. 202C, NirmanBhawan

Maulana Azad Road

New Delhi – 110001

Ref: Training Entities for Rolling out Training Programmes and Exposure Visits

Dear Sir,

Being duly authorized to represent and act on behalf of …………………… ……………. (Hereinafter referred to as “the Entity”), and having gone through and fully understood all of the eligibility and qualification requirements and information provided, the undersigned hereby apply for Empanelment for the captioned project.

We are enclosing our Application for Qualification in one (1) original, with the details as per the requirements of the RFE Document, for your evaluation.

Yours faithfully,

______

(Signature of Authorised Signatory)

(Name, Title and Address)

Appendix 2: Format for Details of Entity

Name of Entity with full address / :
Tel. No. / :
Fax No. / :
Email / :
Year of Incorporation. / :
Years in Operation / :
Type of Institution (Government of India supported/funded/ Autonomous/academic Institution/ Non-for-Profit organization) / :
Name and address of the person holding the Power of Attorney. / :
Details of Offices/ Branches in India: / :
Name and details (Tel / Mobile / E mail) of contact persons / :
Institutional Structure (Provide in Tree Form)

Appendix 3: Format for Experience of the Entity

Category No. / Criteria / Details
1 / Experience in conducting training and exposure programme related to urban development, preferably for appointed functionaries and Elected Representatives of ULBs; (Provide Details in 3A) / Number of Trainings/ exposure Programme
2 / Professional expertise on capacity building and urban development aspects related to ULB functions
(Provide Details in 3B) / No of full time faculty members as per 2 (ii) Criteria for Evaluation
2A / No of full time faculty members for Finance and Revenue
2B / No of full time faculty members for Engineering and Public Health
2C / No of full time faculty members for Town Planning
2D / No of full time faculty members for Administration
3 / Successfully conducted atleast 5 (Five) residential training programmes/ workshops for 25 or above number pf participants on topics on urban development aspects n last three years.
(Provide Details in 3A) / Number of residential training programmes/ workshops

Appendix 3A: Format of Assignment Details of the Entity

Details of National Level training and exposure programme related to urban development in last Three financial years (2014-15, 2015-16 and 2016-17)as above

(Provide details of 5 assignments for each Financial Year)

S.No. / Name of Assignment / Residential/ Non Residential / Category
Finance and Revenue/ Engineering and Public Health/ Town Planning/ Administration / No of Personnel Trained / Brief Description (not more than 25 words for each)
For Financial Year 2014-15
1
2
3
4
5
For Financial Year 2015-16
1
2
3
4
5
For Financial Year 2016-17
1
2
3
4
5

Details of International Level training and exposure programme related to urban development in last Three years as above