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United Nations Development Programme

UNDP – Strengthening Rule of Law Programme CFP/UNDP/SRLP/2015/01

Engagement of Civil Society Organizations for Implementation of Community Policing Interventions in Seven Districts of

Malakand Division of Khyber Pakhtunkhwa

Date: August 20, 2015

BACKGROUND AND OBJECTIVES -----------------------------------------------------------------------------

1. Background

UNDP’s Strengthening Rule of Law Programme in Khyber Pakhtunkhwa draws from the result of the Post-Crisis Needs Assessment (PCNA) conducted in 2010 and has an overarching goal of supporting sustainable peace through improved access to justice with a focus on vulnerable categories. It also seeks a justice system which is more accountable and service oriented to instill a greater degree of confidence in the communities that it serves. To do so, since 2011 the program partnered with the Judiciary, Police Department, Prosecution and engaged with the existing alternative dispute resolution mechanisms (ADR) as well as the Bar Associations and NGOs active in this field of work. Parallel streams of activities where developed in 10 districts of Khyber Pakhtunkhwa to build the capacity of the Justice Institutions and increase citizen’s trust in the system. A baseline survey supported by the project in 2011 highlighted a low degree of trust between Citizens and Police and on this basis, a decision was made to allocate efforts and resources to strengthening Community Policing work in three selected districts of Malakand Division. Pilot interventions were launched in 10 selected Police Stations of Swat, Buner and Dir Lower. To provide a reference framework for present and future work in this field, the programme supported the drafting of a Community Policing Strategy for Khyber Pakhtunkhwa which was adopted on February 12, 2015. With the same goal in mind, training manuals on ‘Attitude and Behavior for Moharrirs’ and ‘Concept and Methodology for Police Personnel and Community Policing Forums’ were prepared. An initial training on this subject was delivered. Attention was given also to the development of awareness materials to be disseminated at the community level during activities. Print and Electronic media outlets were also used for dissemination of legal awareness and education on the concept of Community Policing. The objective of the Community Policing is to bridge trust deficit between Police and Community, to create an environment of peace and mutual co-existence and to make the police more responsive and answerable to the citizens.

2. Objectives

The selected Non-Government Organizations will support the program in achieving the activity Result “Enhanced mutual trust and confidence between Citizens and Police” by supporting the implementation of the Community Police Strategy in the 07 districts of Khyber Pakhtunkhwa i.e. Malakand, Buner, Swat, Shangla, Dir Upper, Dir Lower and Chitral. The services provided should be functional to: creating an environment of peace and mutual coexistence; initiating dialogues and interactions between the communities and police; raising awareness of the local communities and police on laws, civic duties and legal rights; and making police more responsive and answerable to the citizens.

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SCOPE OF WORK, DELIVERABLES, TIME FRAME AND MINIMUM REQUIREMENTS OF INSTITUTION

----------------------------------------------------------------------------- 1. Scope of Work and Expected Outputs:

UNDP under Strengthening Rule of Law Programme requires the services of non-government organization that has considerable filed level experience in the community policing. The organization will be required to perform the following tasks: The assignment has been clustered in following Three Lots:

S.# Districts No. of Police

Stations Name of Police Stations

Lot-1:

1 Malakand 4 Skhakot, Allahdand, Dargai, Thana

2 Buner 3 Pir Baba, Nawagai, Tootali

3 Swat 5 Matta, Khwazakhela, Kalam, Charbagh, Kabal

4 Shangla 2 Alpuri, Aloch

- Sub-Total (Lot-1) 14 -

Lot-2:

5 Dir Lower 3 Chakdara, Lal Qilla, Samar Bagh

6 Dir Upper 3 Dir, Wari, Shiringal

7 Chitral 3 Darosh, Ayun, Shoghor

- Sub-Total (Lot-2) 9 -

- Grand Total 23 -

Note: For each Lot a separate proposal shall be submitted.

2. Scope of the Implementation:

UNDP will: • Provide technical support to CSOs in implementing the project; • Give regular inputs over the course of different stages of the assignment; • Participate in consultation workshops with legislators, public sector institutions,

sector experts, CSOs and relevant stakeholders; • Supervise and monitor the CSOs activities; • Approve the methodology, implementation strategy, content developed and ensure

UN quality standards. NGOs/CSOs will:

Submit proposals for the assignment

Coordinate/liaise with all relevant stakeholders on Community Policing interventions and integrate their inputs in the interventions;

Review and improvise the community policing strategy in light of lessons learnt from the field;

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To review and improvise Community Policing Strategy - developed by UNDP in consultation with Khyber Pakhtunkhwa Police based on lessons learnt and in light of national and international best practice;

Raise awareness of the principles enshrined in the Community Policing Strategy within the local communities and police counterparts;

Sub-contract consultants/experts on community policing;

Organize workshop, seminars and meetings on Community Policing;

Involve citizens of target villages by encouraging them to proactively engage in community policing activities;

Develop training and awareness materials;

Train community and police personnel on the concept and practices of community policing;

Develop work plans for the implementation of the Community Policing strategy;

Support the establishment and enhancement of an effective community-police complaint and response system;

Establish linkages between the community policing and other rule of law interventions in the field; and

Facilitate and organize community activities that could foster cooperation and good relationship between police and the community.

3. Deliverables:

3.1 For Lot-1 (4 Districts i.e. Malakand, Buner, Swat & Shangla)

S. # Activity Description of

Unit Number of Units

1 Formation of Community Policing forums (CPF)

1.1 District level community policing launching ceremonies in all districts.

Ceremony (1 event per

district)

4

1.2 Mobilization of citizen from all target villages and Formation meetings of general citizens/notables held at each police station level. 15-20 members will be elected/ nominated as CPF member. Election of Coordinators and Deputy Coordinators of Police Station Level CPF.

Event

(1 event per Police Station)

14

2 Capacity Building of Stakeholders

2.1 One-day Orientation session for police officials of each target police station on concept and functioning of community policing.

Event (1 event per

district)

4

2.2 One-day Orientation session for members of Community Policing Forums (CPF) on the concept and functioning of Community Policing.

Event (1 event per

Police Station)

14

3 Coordination and Support under Community Policing Initiatives

3.1 Development of Quarterly Work plans of each police station level CPF.

Meeting (1 meeting per Qtr

14

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per PS)

3.2 Conduct police-public forums at target police station level to highlight public issues. Hold Coordination meetings between PS level CPF and Police Station Officials at target police station on follow up and status of public issues.

Community Policing Forum –

CPF (1 CPF per Qtr per

PS)

14

3.3 Hold district level Coordination meetings of District Community Policing Forum (DCPF) between DPO Office, Police Station's and CPF office bearers on follow up and status of community policing initiatives

Meeting with District Police

Officials (1 meetings per

quarter per district)

4

3.4 Hold Regional level Coordination meetings of Regional Community Policing Forum (RCPF) between DIG (Police), District Police Officer (DPO) and Coordinators of Community Policing Forum (CPF) on follow up and status of community policing initiatives.

Meeting with Senior Police

Officials

(2 meetings per Year with DIG

Malakand)

1

3.5 Conducting Social Activities Showcasing Police Community Relations. (Making clusters of police station.)

Event (2 events Per Year

Per District)

4

3.6 Support awards ceremony for recognition of good policing practices and community engagement of the year (police and public awards)

Event (1 event Per Year

Per District)

4

4 Media and Communication

4.1 Awareness campaigns using print and electronic media.

Campaigns (1 Campaign Per Year Per District)

4

3.2 For Lot-2 (3 Districts i.e. Dir Lower, Dir Upper & Chitral)

S. # Activity Description of

Unit Number of Units


1.1 District level community policing launching ceremonies in all districts.

Ceremony (1 event per

district)

3

1.2 Mobilization of citizen from all target villages and Formation meetings of general citizens/notables held at each police station level. 15-20 members will be elected/ nominated as CPF member. Election of Coordinators and Deputy Coordinators of Police Station Level CPF.

Event

(1 event per Police Station)

9


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2.1 One-day Orientation session for police officials of each target police station on concept and functioning of community policing.

Event (1 event per

district)

3

2.2 One-day Orientation session for members of Community Policing Forums (CPF) on the concept and functioning of Community Policing.

Event (1 event per

Police Station)

9


3.1 Development of Quarterly Work plans of each police station level CPF.

Meeting (1 meeting per Qtr

per PS)

9

3.2 Conduct police-public forums at target police station level to highlight public issues. Hold Coordination meetings between PS level CPF and Police Station Officials at target police station on follow up and status of public issues.

Community Policing Forum –

CPF (1 CPF per Qtr per

PS)

9

3.3 Hold district level Coordination meetings of District Community Policing Forum (DCPF) between DPO Office, Police Station's and CPF office bearers on follow up and status of community policing initiatives

Meeting with District Police

Officials (1 meetings per

quarter per district)

3

3.4 Hold Regional level Coordination meetings of Regional Community Policing Forum (RCPF) between DIG (Police), District Police Officer (DPO) and Coordinators of Community Policing Forum (CPF) on follow up and status of community policing initiatives.

Meeting with Senior Police

Officials

(2 meetings per Year with DIG

Malakand)

1

3.5 Conducting Social Activities Showcasing Police Community Relations. (Making clusters of police station.)

Event (2 events Per Year

Per District)

3

3.6 Support awards ceremony for recognition of good policing practices and community engagement of the year (police and public awards)

Event (1 event Per Year

Per District)

3


4.1 Awareness campaigns using print and electronic media.

Campaigns (1 Campaign Per Year Per District)

3

4. Duration and Timing

Duration of assignment shall not exceed more than Four Months starting from September-2015 to December-2015. The Final Report of the assignment shall have to be submitted by completion of assignment(s).

5. Geographical Scope

Geographical focus of assignment will be the following 23 Police Stations (PS) of 07

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Districts of Malakand Division of Khyber Pakhtunkhwa (i.e. Malakand, Buner, Swat, Shangla, Dir Lower, Dir Upper and Chitral. The assignment has been clustered in following Two Lots:

Lots Districts No. of PS Name of Police Stations (PS)

1

Malakand 4 Skhakot, Allahdand, Dargai, Thana (Levey thana)

Buner 3 Pir Baba, Nawagai, Tootali

Swat 5 Matta, Khwazakhela, Kalam, Charbagh, Kabal

Shangla 2 Alpuri, Aloch

2

Dir Lower 3 Chakdara, Lal Qilla, Samar Bagh

Dir Upper 3 Dir, Wari, Shiringal

Chitral 3 Darosh, Ayun, Shoghor

- Total 2-Lots, 07-Districts, 23 Police Stations

6. Expected Funding:

Following is the breakup of Lot-Wise Grant:

Lots No. of

Districts Name of Districts

No. of Police Stations

Grant in US$ (Approx.)

1 4 Malakand, Bunner,Swat, Shangla 14 48,458/-

2 3 Dir Lower, Dir Upper, Chitral 9 31,151/-

Note :

The selected NGOs/CSOs will undergo the Internal Capacity Assessment or HACT Micro Capacity Assessment depending upon the grant amount.

It is pertinent to mention that if the proposed MCGAs will be successfully implemented, the UNDP/SRLP may sign additional MCGAs with selected organizations for another period in future keeping in view the fund availability & and performance of the Organizations.

An NGO/CSO may receive multiple grants provided the cumulative grant does not exceed US$ 300,000/- within the same project or country programme period.

In Malakand District, Levey post/thana to be read as police station.

To receive a second grant, the recipient organization must have satisfactorily completed and produced the results agreed to the prior agreement.

7. Proposal Cost:

It is in the applicant's interest to provide a realistic and cost-effective budget and all proposed costs are subject to UNDP’s review and adjustment. Organizations are required to open a dedicated bank account and to use this bank account for all financial transactions related to the project. This account shall be subject to project audit.

8. Eligibility of Applications

The Call for Proposal is open to national CSOs and CBOs. The CSOs applying for this

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grant should meet the following conditions:

a. The CSO has been established as a non-profit organization; b. The CSO has been incorporated under the relevant government law, e.g. the

Companies Ordinance 1984, the Societies Act 1860, Cooperative Societies Act 1925, and Voluntary Social Welfare Agencies' Ordinance 1961; (Please submit documentary proofs)

c. The CSO has been registered with the relevant government authority; which is the Economic Affairs Division (EAD) for international NGOs and the Securities and Exchange Commission of Pakistan (SECP) for national NGOs under the Government of Pakistan’s, “Policy for Regulation of Organizations Receiving Foreign Contributions;”3

d. The aim of the CSO is to promote development, welfare, research and/or advocacy;

e. The CSO has been registered for at least three years at the time of the MCGA or CPS;

f. The cumulative expenditure managed by the CSO in the last three years is equal to or greater than the proposed amount of MCGA or the CPS;

g. The organization, board of directors and/or management are not blacklisted by the Government of Pakistan;

h. The CSO, its board of directors and/or management do not appear in the list established and maintained by the 1267 Committee of the United Nations Security Council (http://www.un.org/sc/committees/1267/aq_sanctions_list.shtml);

i. List/detail of funding received from UNDP since 2013 to date

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GENERAL PROVISIONS, SPECIFIC PROVISIONS & AMENDMENT OF PROPOSALS ------------------------------------------------------------------------------------------------------------- . 1. General Provisions: 1.1 UNDP hereby solicits Proposals in response to this Call for Proposal (CFP). Proposers must

strictly adhere to all the requirements of this CFP and the appended ToRs. No changes, substitutions or other alterations to the rules and provisions stipulated in this CFP may be made or assumed unless it is instructed or approved in writing by UNDP in the form of Supplemental Information to the CFP.

1.2 Submission of a Proposal shall be deemed as an acknowledgement by the Proposer that all obligations stipulated by this CFP will be met and, unless specified otherwise, the Proposer has read, understood and agreed to all the instructions in this CFP.

1.3 Any Proposal submitted will be regarded as an offer by the Proposer and does not constitute or imply the acceptance of any Proposal by UNDP. UNDP is under no obligation to award a contract to any Proposer as a result of this CFP.

1.4 UNDP implements a policy of zero tolerance on proscribed practices, including fraud, corruption, collusion, unethical practices, and obstruction. UNDP is committed to preventing, identifying and addressing all acts of fraud and corrupt practices against UNDP as well as third parties involved in UNDP activities. (See http://www.undp.org/content/dam/undp/library/corporate/Transparency/ UNDP_Anti_Fraud_Policy_English_FINAL_june_2011.pdf and http://www.undp.org/content/undp/en/home/operations/procurement/pr otestandsanctions/ for full description of the policies)

1.5 In responding to this CFP, UNDP requires all Proposers to conduct themselves in a professional, objective and impartial manner, and they must at all times hold UNDP’s interests paramount. Proposers must strictly avoid conflicts with other assignments or their own interests, and act without consideration for future work. All Proposers found to have a conflict of interest shall be disqualified. Without limitation on the generality of the above, Proposers, and any of their affiliates, shall be considered to have a conflict of interest with one or more parties in this solicitation process, if they:

1.5.1 Are or have been associated in the past, with a firm or any of its affiliates which

have been engaged by UNDP to provide services for the preparation of the design, specifications, Terms of Reference, cost analysis/estimation, and other documents to be used for the procurement of the goods and services in this selection process;

1.5.2 Were involved in the preparation and/or design of the programme/project related to the services requested under this CFP; or

1.5.3 Are found to be in conflict for any other reason, as may be established by, or at

the discretion of, UNDP.

In the event of any uncertainty in the interpretation of what is potentially a conflict of

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interest, proposers must disclose the condition to UNDP and seek UNDP’s confirmation on whether or not such conflict exists.

1.6 Similarly, the Proposers must disclose in their proposal their knowledge of the following:

1.6.1 That they are owners, part-owners, officers, directors, controlling shareholders, or they have key personnel who are family of UNDP staff involved in the procurement functions and/or the Government of the country or any Implementing Partner receiving services under this CFP and;

1.6.2 All other circumstances that could potentially lead to actual or perceived conflict of interest, collusion or unfair competition practices.

Failure of such disclosure may result in the rejection of the proposal or proposals affected by the non-disclosure.

1.7 The eligibility of Proposers that are wholly or partly owned by the Government shall be

subject to UNDP’s further evaluation and review of various factors such as being registered as an independent entity, the extent of Government ownership/share, receipt of subsidies, mandate, access to information in relation to this CFP, and others that may lead to undue advantage against other Proposers, and the eventual rejection of the Proposal.

1.8 All Proposers must adhere to the UNDP Supplier Code of Conduct, which may be found

at this link: http://www.un.org/depts/ptd/pdf/conduct_english.pdf 2. Specific provisions

2.1 Clarification of Proposal 2.1.1 Proposers may request clarifications of any of the CFP documents no

later than the date indicated in the CFP prior to the proposal submission date. Any request for clarification must be sent in writing via courier or through electronic means to the UNDP address indicated in the CFP document below. UNDP will respond in writing, transmitted by electronic means and will transmit copies of the response (including an explanation of the query but without identifying the source of inquiry) to all Proposers who have provided confirmation of their intention to submit a Proposal.

2.1.2 UNDP shall endeavor to provide such responses to clarifications in an expeditious manner, but any delay in such response shall not cause an obligation on the part of UNDP to extend the submission date of the Proposals, unless UNDP deems that such an extension is justified and necessary.

3. Amendment of Proposals

3.1 At any time prior to the deadline of Proposal submission, UNDP may for any reason, such as in response to a clarification requested by a Proposer, modify the CFP in the form of a Supplemental Information to the CFP. All prospective

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Proposers will be notified in writing of all changes/amendments and additional instructions.

3.2 In order to afford prospective Proposers reasonable time to consider the amendments in preparing their Proposals, UNDP may, at its discretion, extend the deadline for submission of Proposals, if the nature of the amendment to the RFP justifies such an extension.

PROJECT PROGRESS MONITORING -----------------------------------------------------------------------------

1. Monitoring Plan, Evaluation, Reporting, and Facilitation of Process

A Monitoring and Evaluation Framework should be developed including activities, SMART indicators, tools and means of data collection and verification, frequency of data collection, and other relevant details.

GUIDELINES FOR PROPOSAL DEVELOPMENT

----------------------------------------------------------------------------- 1. Mechanism for the Submission of Proposal

All organizations that wish to participate in the process are requested to submit all the required documentation by 3 September, 2015. The submitted information will be analyzed and used to access the robustness of the project proposal presented by each NGO/CSO’s in addition to the capacity of the submitting organization to carry out the project within the stated budget and timeframe. Kindly note that this request for proposals is not a contract or a financial obligation by UNDP to the submitting NGO/CSOs. UNDP reserves the right to cancel the entire process without any obligation to inform the NGO/CSOs the reason for its actions. Submitting organizations should send the completed formats for Section 1 and 2 (and copies of any required supporting documents) to the following address no later than 3pm on the 3 September, 2015.

Community Policing Officer

Strengthening Rule of Law Programme United Nations Development Programme - Sub-Office Peshawar

08-C Railway Road, University Town Peshawar - Pakistan

Tel: 091-5845077, 5845079 Fax: 091-5845078

Please write on upper portion of envelop “Call for Proposal - Community Policing”

Please note that applications received after the above deadline will not be considered.

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Any requests for clarification on the application process shall be sent to the email address at [email protected]. Answers to questions/inquiries will be shared with all organizations invited to participate. Please mention “Call for Proposal - Community Policing SRLP” in the subject line of all your email communications. While UNDP would endeavor to provide response/clarification expeditiously, any delay in providing such information will not be considered a reason for extending the submission date of application for prequalification. Completion of the both sections 1 and 2 and submission of relevant documentation is compulsory. Applications with incomplete submissions shall be disregarded.

2. Application costs: The Applicant shall bear all costs associated with the preparation and submission of its application. UNDP will in no case be responsible or liable for those costs, regardless of the conduct or outcome of this request for project proposals.

3. Language of Application: The Application prepared by the Applicant and all correspondence and documents relating to the Application exchanged by the Application and the procuring UNDP entity shall be in the English Language.

4. Required documents: All organizations should submit following attachments:

Project Proposal (as per Annex-I template) Budget formats (as per Annex-II template) Completed copy of the Capacity Assessment Form (as per Annex-III template) or

copy of the micro-assessment carried out previously by a UN Agency) Organization Profile Registration Certificate Relevant work experience proof CVs of the proposed technical staff Work Plan Copy of previous NOCs to work in the said 10 Project Districts Any other relevant supported documents

5. General Information:

Applicants should keep strictly to the format of the application and fill in the paragraphs and the pages in order.

Please complete the application form carefully and as clearly as possible so that it can be assessed properly.

Any major inconsistency in the application form may lead to the rejection of the proposal.

Clarifications will only be requested when information provided is unclear.

Hand-written applications will not be accepted.

Please note that responding to this call for project proposal does not carry any expectation of final project award.

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As part of the monitoring mechanisms the Recipient’s must submit a work plan, monthly technical and financial progress reports and a project completion report.

6. Criteria for Screening of Proposal

The Committee will examine the Proposals to determine whether they are complete, whether any computational errors have been made, whether the documents have been properly signed and whether the Proposals are generally in order.

The technical proposal is evaluated on the basis of its responsiveness to the Terms of Reference (TOR) and technical quality of the proposal

Organizational capacity and experience to implement similar projects

Realistic project approach.

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6. Evaluation criteria:

Summary of Technical Proposal Evaluation Forms Points

Obtainable

1

Technical and Financial Capacity of NGOs/CSOs (Results of previous similar projects, previous coordination with UN Agencies and international donors, strength of the Project Management Support, established offices in the proposed districts, demonstrated monitoring and reporting procedures, etc.)

25

2

Experience working in proposed districts & similar area of interventions (Previous projects completed in areas of governance, community empowerment, community policing, gender responsive policing, Alternate Dispute Resolutions etc. preferably in the proposed districts, demonstrated knowledge of the local reality, coordination with local authorities)

25

3 Strength of management structure & key personnel (Expertise & experience of the proposed staff in relevant field & sector)

20

4

Quality of the project proposal (Incorporation of the elements like gender, innovation, sustainability, environment, local economic development, communication strategy, coordination structure)

10

5 Financial proposal (Realistic and cost-effective budget preparation)

10

6 Proposed monitoring & evaluation plan (Realistic and effective M&E Plan for quality assurance)

10

- Total Marks 100

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ANNEXES -----------------------------------------------------------------------------

Annex-I: Outline for Project Proposal

Project Title

Insert a project title (formulate a project title including a clear reference to the Lot & geographical area where the project is supposed to be implemented

SRLP Objectives/Strategic Outputs:

SRLP Output: The criminal justice system is enhanced through improved police service to local communities and office of prosecution. Proposed Activities Results: Support the implementation of community policing through regular public consultation on local security & justice issues, facilitation of public events, provide immediate response to local concerns as feasible and feed into policy making at Divisional and Central Police Office level, including reporting on public consultations and participation for provincial policy dialogues

Project Expected Output: (Those that will result from the project)

State the main expected outputs and targets

Implementing Partner: Insert Name of Organization

Project Budget: Insert amount in Pak Rs. (both in numbers and words)

Project duration: Insert # of months and specify which months

Contact information: Name/title: e-mail address Phone number/ address

Project manager/project officer

Head of the Organization

Address of the Head Office Inset address

Address of the Operating Office Insert address of office operating in the area of project implementation

Brief Description & Rational: Please Provide a brief description of the background of the proposed project, the issues that are proposed to be addressed, and potential linkages with other institutions, programmes and recovery projects. (1-4 paragraphs) Situation Analysis: State the problem to be addressed by the project with reference to the overall situation. This will include the causes of conflict and weak rule of law situations.

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Strategy: Provide an overview of the proposed activities, expected outputs and deliverables, timelines, and involvement of community in various activities (maximum 2-pages). Implementation Strategy: Describe arrangement of coordination and partnerships and linkages with stakeholders/ beneficiaries role & participation (2-3 paragraphs) Please describe how your organization intends to ensure sustainability of the interventions. Propose intuitional mechanism to ensure sustainability Monitoring and Evaluation Arrangements (3-4 paragraphs). This will include how participatory mechanisms will be instituted in the project, the consultation and reporting procedures and internal monitoring procedures to ensure desired outcomes/impacts will be achieved through effective and efficient project implementation. Please elaborate how to monitor the said outcomes/impacts with performance indicators. Results and Resources Framework (one-page matrix)

Project Title:

Desired Outcomes/ Impacts:

Outputs Indicative Activities

Performance Indicators

Inputs Indicative Timeframe

Project Oversight: Please briefly describe how your organization is structured to ensure that project oversight function is carried by indicating whether you have mechanisms such as a project board and/or a project assurance practice. Risk Analysis: Identify and describe the main risks that may constrain the effective implementation of the project and the achievement of the desired outputs, and how such risks will be managed by project implementers (2 – 3 paragraphs) Security Plan: NOTE: Note that the responsibility for the safety and security of the implementing partner and its personnel and property, and of property in the implementing partner’s custody, rests with the implementing partner. Accordingly, the implementing partner shall put in place an appropriate security plan and maintain the security plan, taking into account the security situation in the locations where the project is being carried out.

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Annex-II: Financial Proposal Template (All amounts should be in Pak Rs.) 1. For Lot-1 (4 Districts i.e. Malakand, Buner, Swat & Shangla)

S. # Description Unit

Description Units

Required Total Price in

PKR


1.1

District level community policing launching ceremonies to be held in all districts. (Participants including Police Officials (DPOs, DSPs, SHOs, etc.), Notables, local NGOs, Press and Bar (one ceremony in each Police Station). Details • Total Number of participants in each event = 100 per District) • Duration: 1-day per event • Lunch per event: Two main dishes with salad and desserts • Tea per event: One time tea with cookies/snacks per event • Stationery: flip charts, markers, folder, writing pad, pen etc., must be provided • At District Level in a suitable place • Visibility: 2 Banner (8’ x 4’ ft) and standard standees (2) in each event

Ceremonies (1 Per

District Per Year)

4

1.2

Mobilization of citizen and Formation Meetings of general citizens/notables will be held at each police station level. 15-20 members will be elected/ nominated as CPF member. Election of Coordinators and Deputy Coordinators of Police Station Level CPF Details • Total Number of participants in each event=100 (community & local Police officials) • Duration: 1-day (3 hours) per event • Tea: One time tea with cookies/snacks • Venue: Police Station premises or Community common places • Visibility: 28 Banners (6 x 4) – 2 Banner per Events

Events (one each

PS Per Year) 14


2.1

One day Orientation session for police officials of each target police station on concept and functioning of community policing. Details • Participants Local Police officials • Duration: 1-day (5 hours) per event • Lunch: Three main dishes with salad and desserts • Tea: Two time tea with cookies/snacks • Venue: Preferably in Local Police Station

Events (one Event per district

once)

4

2.2

One day Orientation session for members of Community Policing Forums (CPF) on the concept and functioning of Community Policing. Details • Total Number of participants in each event=15 (Community Police Forum Members)

Events (one event per PS Per

Year)

14

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• Duration: 1-day (0900 – 1500 hours) per event • Lunch: Three main dishes with salad and desserts • Tea: Two time tea with cookies/snacks • Venue: Preferably Local Police Station Premises. • Stationery: flip charts, markers, folder, writing pad, pen etc., must be provided


3.1

Development of Quarterly Work plans of each police station level CPF Details • Total Number of participants in each event=15 (Community Police Forum Members and Police Officials) • Duration: 1-day (3 hours) per event • Tea: One time tea with cookies/snacks • Venue: Local Police Station Premises

Meetings (1 Meeting

per Quarter Per PS)

14

3.2

· Conduct police-public forums at target police station level to highlight public issues. • Hold Coordination meetings between PS level CPF and Police Station Officials at target police station on follow up and status of public issues. (Note: This activity will be held an a hour earlier the public-police forums) Details • Total Number of participants in each event=100 (Community member and Police officials) • Duration: 1-day (3 hours) per event • Tea: One time tea with cookies/snacks • Venue: Preferably Local Police Station Premises. • Visibility: 36 Banners (8’x 4’) / 1 Banner per event

Community Policing Forums

(1 CPF per Quarter Per

PS)

14

3.3

Hold district level Coordination meetings of District Community Policing Forum (DCPF) between DPO Office, Police Station's and CPF office bearers on follow up and status of community policing initiatives Details • Total Number of participants in each event=Average 30 ( Two police officials from each PS, two office bearers from each CPF and 6 officials from DPO office will participate in each meeting). • Duration: 1-day per event • Tea: One time tea with cookies/snacks • Venue: DPO Offices • Visibility: 3 Banners (6 x 4) – 1 Banner for each meeting

Meetings with District

Police Officials

(1 meeting per quarter per district)

4

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3.4

Hold Regional level Coordination meetings of Regional Community Policing Forum (RCPF) between DGIP, DPO and Coordinators of PSCPF on follow up and status of community policing initiatives Details • Total Number of participants in each event=50 participants (1 DGIP, 4 DPO’s, 19 Coordinators of CPF and 7 notables/officials) will participate in each meeting. All meetings will be held at regional level and preferably within the DGIP office. • Duration: 1-day per event • Lunch: Three main dishes with salad and desserts • Tea: One time tea with cookies/snacks • Travel Allowance: @ Rs. 15 per KM • Daily Allowance: Rs. 4,000 per night. • Visibility: 5 Banners (10 x 6)

Meetings with Senior

Police Officials

(2 meetings pe Year with

DIG Malakand)

1

3.5

Conducting Social Activities Showcasing Police Community Relations. (Making clusters of police station.) Details • Nature: sports events, debate competition, celebrating international days etc.) • Spectators of each event = Around 100 including the participants • Duration: Depending on nature of event • Venue: Local Police Station Premises or Common Community Premises • Shields / trophy for 1st, 2nd and 3rd team /individuals • Visibility: 32 Banners (6’ x 4’) – 4 Banners per event

Events (2 Events

per District Per district)

4

3.6

Conducting Social Activities Showcasing Police Community Relations at District Level. Details • Spectators of each event = Around 500 including the participants • Duration: Depending on nature of event • Venue: Local Police Station Premises or Common Community Premises • Sport kits for top 3 best / winning teams members • Shields / trophy for 1st, 2nd and 3rd team /individuals • Visibility: 4 Banners (6 x 4) per event

Events (1 Event per District Per

Year)

4


4.1

Awareness campaigns using print and electronic media (e.g. Develop and disseminate 1,500 copies per district, 4 color Brochures/Pamphlets (A4 size), ½ page Regional Newspapers Advertisement in at-least 3 local newspaper on quarterly basis) and 30 Seconds public message on at-least 1 local FM Radios to be broad-casted twice a week. Details: The bidder in consultation with UNDP Communication Officer(s) and subject to content approval from UNDP, will undertake media awareness campaigns. Generally the campaign will focus on project interventions and community policing initiatives targeting minimum of 40,000 people. The

Campaigns (1 Campaign per Year Per

District)

4

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campaign will focus on project interventions and importance of community policing, message of mutual corporation, etc.

Total Price (Pak Rs.) - -

2. For Lot-2 (3 Districts i.e. Dir Lower, Dir Upper & Chitral)

S. # Description Unit

Description Units

Required Total Price in

PKR


1.1

District level community policing launching ceremonies to be held in all districts. (Participants including Police Officials (DPOs, DSPs, SHOs, etc.), Notables, local NGOs, Press and Bar (one ceremony in each Police Station). Details • Total Number of participants in each event = 100 per District) • Duration: 1-day per event • Lunch per event: Two main dishes with salad and desserts • Tea per event: One time tea with cookies/snacks per event • Stationery: flip charts, markers, folder, writing pad, pen etc., must be provided • At District Level in a suitable place • Visibility: 2 Banner (8’ x 4’ ft) and standard standees (2) in each event

Ceremonies (1 Per

District Per Year)

3

1.2

Mobilization of citizen and Formation Meetings of general citizens/notables will be held at each police station level. 15-20 members will be elected/ nominated as CPF member. Election of Coordinators and Deputy Coordinators of Police Station Level CPF Details • Total Number of participants in each event=100 (community & local Police officials) • Duration: 1-day (3 hours) per event • Tea: One time tea with cookies/snacks • Venue: Police Station premises or Community common places • Visibility: 28 Banners (6 x 4) – 2 Banner per Events

Events (one each

PS Per Year) 9


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2.1

One day Orientation session for police officials of each target police station on concept and functioning of community policing. Details • Participants Local Police officials • Duration: 1-day (5 hours) per event • Lunch: Three main dishes with salad and desserts • Tea: Two time tea with cookies/snacks • Venue: Preferably in Local Police Station

Events (one Event per district

once)

3

2.2

One day Orientation session for members of Community Policing Forums (CPF) on the concept and functioning of Community Policing. Details • Total Number of participants in each event=15 (Community Police Forum Members) • Duration: 1-day (0900 – 1500 hours) per event • Lunch: Three main dishes with salad and desserts • Tea: Two time tea with cookies/snacks • Venue: Preferably Local Police Station Premises. • Stationery: flip charts, markers, folder, writing pad, pen etc., must be provided

Events (one event per PS Per

Year)

9


3.1

Development of Quarterly Work plans of each police station level CPF Details • Total Number of participants in each event=15 (Community Police Forum Members and Police Officials) • Duration: 1-day (3 hours) per event • Tea: One time tea with cookies/snacks • Venue: Local Police Station Premises

Meetings (1 Meeting

per Quarter Per PS)

9

3.2

· Conduct police-public forums at target police station level to highlight public issues. • Hold Coordination meetings between PS level CPF and Police Station Officials at target police station on follow up and status of public issues. (Note: This activity will be held an a hour earlier the public-police forums) Details • Total Number of participants in each event=100 (Community member and Police officials) • Duration: 1-day (3 hours) per event • Tea: One time tea with cookies/snacks • Venue: Preferably Local Police Station Premises. • Visibility: 36 Banners (8’x 4’) / 1 Banner per event

Community Policing Forums

(1 CPF per Quarter Per

PS)

9

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3.3

Hold district level Coordination meetings of District Community Policing Forum (DCPF) between DPO Office, Police Station's and CPF office bearers on follow up and status of community policing initiatives Details • Total Number of participants in each event=Average 30 ( Two police officials from each PS, two office bearers from each CPF and 6 officials from DPO office will participate in each meeting). • Duration: 1-day per event • Tea: One time tea with cookies/snacks • Venue: DPO Offices • Visibility: 3 Banners (6 x 4) – 1 Banner for each meeting

Meetings with District

Police Officials

(1 meeting per quarter per district)

3

3.4

Hold Regional level Coordination meetings of Regional Community Policing Forum (RCPF) between DGIP, DPO and Coordinators of PSCPF on follow up and status of community policing initiatives Details • Total Number of participants in each event=50 participants (1 DGIP, 4 DPO’s, 19 Coordinators of CPF and 7 notables/officials) will participate in each meeting. All meetings will be held at regional level and preferably within the DGIP office. • Duration: 1-day per event • Lunch: Three main dishes with salad and desserts • Tea: One time tea with cookies/snacks • Travel Allowance: @ Rs. 15 per KM • Daily Allowance: Rs. 4,000 per night. • Visibility: 5 Banners (10 x 6)

Meetings with Senior

Police Officials

(2 meetings pe Year with

DIG Malakand)

1

3.5

Conducting Social Activities Showcasing Police Community Relations. (Making clusters of police station.) Details • Nature: sports events, debate competition, celebrating international days etc.) • Spectators of each event = Around 100 including the participants • Duration: Depending on nature of event • Venue: Local Police Station Premises or Common Community Premises • Shields / trophy for 1st, 2nd and 3rd team /individuals • Visibility: 32 Banners (6’ x 4’) – 4 Banners per event

Events (2 Events

per District Per district)

3

3.6

Conducting Social Activities Showcasing Police Community Relations at District Level. Details • Spectators of each event = Around 500 including the participants • Duration: Depending on nature of event • Venue: Local Police Station Premises or Common Community Premises • Sport kits for top 3 best / winning teams members • Shields / trophy for 1st, 2nd and 3rd team /individuals • Visibility: 4 Banners (6 x 4) per event

Events (1 Event per District Per

Year)

3

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4.1

Awareness campaigns using print and electronic media (e.g. Develop and disseminate 1,500 copies per district, 4 color Brochures/Pamphlets (A4 size), ½ page Regional Newspapers Advertisement in at-least 3 local newspaper on quarterly basis) and 30 Seconds public message on at-least 1 local FM Radios to be broad-casted twice a week. Details: The bidder in consultation with UNDP Communication Officer(s) and subject to content approval from UNDP, will undertake media awareness campaigns. Generally the campaign will focus on project interventions and community policing initiatives targeting minimum of 40,000 people. The campaign will focus on project interventions and importance of community policing, message of mutual corporation, etc.

Campaigns (1 Campaign per Year Per

District)

3

Total Price (Pak Rs.) - -

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Annex-III: CSO CAPACITY ASSESSMENT TOOL Part-1: Assessing CSO commitment to the UNDP principles of participatory human

development and democratic governance

1.1 Legal status and history

Degree of legal articulation and biographical indications

INDICATOR AREAS FOR ASSESSMENT APPLICABLE DOCUMENTS/TOOLS

1.1.1 Legal status Is the CSO legally established? Does the CSO comply with all legal requirements of its legal identity and registration?

Name and name of officers Registration with government or umbrella CSO Legal incorporation documents

1.1.2 History Date of creation and length in existence Reasons and circumstances for the creation of the CSO Has the CSO evolved in terms of scope and operational activity?

Annual reports Biographical note on CSO; Media kit; Website

1.2 Mandate, policies and governance

Compatibility between the goals of the CSO with those of UNDP and a sound governance structure


1.2.1 CSO mandate and policies

Does the CSO share UNDP principles of human development? Does the CSO share similar service lines to UNDP? Is it clear on its role?

Mission statement/Charter document Annual report Policy statements

1.2.2 Governance Who makes up the governing body and what is it charged with? How does the independent governing body exert proper oversight? Does the CSO have a clear and communicated organizational structure?

Reports on the meetings of the governing body Profile of board members/trustees Copies of rules and procedures Minutes of management or decision-making meeting Code of Conduct CSO organizational chart

1.3 Constituency and external support

Ability to build collaborative relationships and a reputable standing with other sectors


1.3.1 Constituency

Does the CSO have a clear constituency? Is the organization membership based? Is there a long-term community development vision? Does the CSO have regular and participatory links to its constituency? Are constituents informed and supportive about the CSO and its activities?

Mission-statement-goal Webpage/web forum Newsletter Report of field visits Media coverage Resource center or public assembly space

1.3.2 CSO local and global linkages

Does the CSO belong to other CSO organizations and/or CSO networks in its own sector? Does the CSO have strong links within the CSO community and to other social institutions?

Membership / affiliation in a CSO umbrella Letters of reference Participation in regional / national / international CSO meetings and conferences Partnerships agreements with other

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CSOs

1.3.3 Other partnerships , networks and external relations

Does the CSO have partnerships with government / UN agencies / private sector / foundations / others? Are these partnerships a source of funding?

Partnerships agreements and/or MoUs Records of funding and list of references Reports on technical external support from national and/or international agencies Minutes of partnership interactions

Part-2: Assessing CSO Capacity for Project Management

2.1 Technical Capacity Ability to implement a project


2.1.1 Specialization

Does the CSO have the technical skills required? Does the CSO collect baseline information about its constituency? Does the CSO have the knowledge needed? Does the CSO keep informed about the latest techniques/ competencies/policies/trends in its area of expertise? Does the CSO have the skills and competencies that complement those of UNDP?

Publications on activities, specific issues, analytical articles, policies Reports from participation in international, regional, national or local meetings Tools and methodologies Evaluations and assessments

2.1.2 Implementation

Does the CSO have access to relevant information/resources and experience? Does the CSO have useful contacts and networks? Does the CSO know how to get baseline data, develop indicators? Does it apply effective approaches to reach its targets (i.e. participatory methods)

Evaluations and Assessments Methodologies/training materials Use of toolkits, indicators and benchmarks/capacity-development tools Databases (of CBOs, partners, etc.)

2.1.3 Human resources

Does the CSO staff possess adequate expertise and experience? Does the CSO use local capacities (financial/human/other resources)? Does the CSO have a strong presence in the field? What is the CSO's capacity to coordinate between the field and the office?

Profile of staff, including expertise and professional experience Staff turnover Chart of assignments of roles and functions Reports on technical experience from national or international agencies for operations and capacity-building

2.2 Managerial capacity

Ability to plan, monitor and co-ordinate activities


2.2.1 Planning, monitoring & evaluation

Does the CSO produce clear, internally consistent proposals and intervention frameworks? Does the development of a programme include a regular review of the programme? Does the CSO hold annual programme or

Well-designed project and programme documents as well as evaluations and reports Action/operational plans Evaluation and monitoring reports

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project review meetings? Is strategic planning translated into operational activities? Are there measurable objectives in the operational plan?

2.2.2 Reporting and performance track record

Does the CSO report on its work to its donors, to its constituency, to CSOs involved in the same kind of work, to the local council, involved government ministries, etc.? Does the CSO monitor progress against indicators and evaluate its programme/project achievement? Does the CSO include the viewpoint of the beneficiaries in the design and review of its programming?

Reports on performance Reports to donors and other stakeholders Internal and external evaluation and impact studies

2.3 Administrative capacity

Ability to provide adequate logistical support and infrastructure


2.3.1 Facilities and equipment

Does the CSO possess logistical infrastructure and equipment? Can the CSO manage and maintain equipment?

Adequate logistical infrastructure: office facilities and space, basic equipment, utilities Computer capability and library materials Proper equipment for area of specialization/inventory to track property and cost

2.3.2 Procurement Does the CSO have the ability to procure goods, services and works on a transparent and competitive basis?

Standard contracts Examples of how procurement is done Written procedures for identifying the appropriate vendor, obtaining the best price, and issuing commitments

2.4 Financial capacity Ability to ensure appropriate management of funds


2.4.1 Financial management & funding resources

Is there a regular budget cycle? Does the CSO produce programme and project budgets? What is the maximum amount of money the CSO has managed? Does the CSO ensure physical security of advances, cash and records? Does the CSO disburse funds in a timely and effective manner? Does the CSO have procedures on authority, responsibility, monitoring and accountability of handling funds? Does the CSO have a record of financial stability and reliability?

Operating budgets and financial reports List of core and non-core donors and years of funding Written procedures ensuring clear records for payable, receivables, stock and inventory Reporting system that tracks all commitments and expenditures against budgets by line

2.4.2 Accounting system

Does the CSO keep good, accurate and informative accounts?

A bank account or bank statements Audited financial statements

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Does the CSO have the ability to ensure proper financial recording and reporting?

Good, accurate and informative accounting system Written procedures for processing payments to control the risks through segregation of duties, and transaction recording and reporting

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