Southern African Development Community (SADC) Public Procurement Umbrella M&E Framework and Capacity Development (P180098) Draft ENVIRONMENTAL AND SOCIAL COMMITMENT PLAN (ESCP) TBD (Date of Signing of the GA) 1|Page ENVIRONMENTAL AND SOCIAL COMMITMENT PLAN 1. The Southern African Development Community (SADC) (the Recipient) will implement the Public Procurement Umbrella M&E Framework and Capacity Development Project (the Project), with the involvement of the Procurement Policy and Advisory Division (PPAD), Public Procurement Regulatory Authority (PPRA), Eswatini Public Procurement Regulatory Agency (ESPPRA), Procurement Policy Unit (PPU), as set out in the Grant Agreement. The International Bank for Reconstruction and Development (the Bank), acting as the administrator the Global Procurement Partnership Multi-Donor Trust Fund, has agreed to provide financing (P180098) for the Project, as set out in the referred agreement. 2. The Recipient shall ensure that the Project is carried out in accordance with the Environmental and Social Standards (ESSs) and this Environmental and Social Commitment Plan (ESCP), in a manner acceptable to the Bank. The ESCP is a part of the Grant Agreement. Unless otherwise defined in this ESCP, capitalized terms used in this ESCP have the meanings ascribed to them in the referred agreement. 3. Without limitation to the foregoing, this ESCP sets out material measures and actions that the Recipient shall carry out or cause to be carried out, including, as applicable, the timeframes of the actions and measures, institutional, staffing, training, monitoring and reporting arrangements, and grievance management. The ESCP also sets out the environmental and social (E&S) instruments that shall be adopted and implemented under the Project, all of which shall be subject to prior consultation and disclosure, consistent with the ESS, and in form and substance, and in a manner acceptable to the Bank. Once adopted, said E&S instruments may be revised from time to time with prior written agreement by the Bank. 4. As agreed by the Bank and the Recipient, this ESCP will be revised from time to time if necessary, during Project implementation, to reflect adaptive management of Project changes and unforeseen circumstances or in response to Project performance. In such circumstances, the Recipient and the Bank agree to update the ESCP to reflect these changes through an exchange of letters signed between the Bank and the Recipient Head of Procurement of SADC. The Recipient shall promptly disclose the updated ESCP. 2|Page ENVIRONMENTAL AND SOCIAL COMMITMENT PLAN (ESCP) – Public Procurement Umbrella M&E Framework and Capacity Development (P180098) MATERIAL MEASURES AND ACTIONS TIMEFRAME RESPONSIBLE ENTITY MONITORING AND REPORTING A REGULAR REPORTING Submit annual reports to the Bank SADC Prepare and submit to the Bank regular monitoring reports on the environmental, social, throughout Project implementation, health and safety (ESHS) performance of the Project, including but not limited to the commencing after the Effective Date. implementation of the ESCP, status of preparation and implementation of E&S Submit each report to the Bank no later instruments required under the ESCP, stakeholder engagement activities, and than 7 days after the end of each functioning of the grievance mechanism(s). reporting period. B INCIDENTS AND ACCIDENTS Notify the Bank no later than 48 hours SADC Promptly notify the Bank of any incident or accident related to the Project which has, or after learning of the incident or is likely to have, a significant adverse effect on the environment, the affected accident. communities, the public or workers, including, inter alia, cases of sexual exploitation and abuse (SEA), sexual harassment (SH), and accidents that result in death, serious or Provide subsequent report to the Bank multiple injury. Provide sufficient detail regarding the scope, severity, and possible within a timeframe acceptable to the causes of the incident or accident, indicating immediate measures taken or that are Bank. planned to be taken to address it, and any information provided by any contractor and/or supervising firm, as appropriate. Subsequently, at the Bank’s request, prepare a report on the incident or accident and propose any measures to address it and prevent its recurrence. ESS 1: ASSESSMENT AND MANAGEMENT OF ENVIRONMENTAL AND SOCIAL RISKS AND IMPACTS 1.1 ORGANIZATIONAL STRUCTURE Identify and assign staff member for SADC Identify and assign an internal staff member responsible for overseeing and managing overseeing and managing E&S risks and environmental and social risks and impacts and implementing of the ESCP requirements. impacts no later than thirty (30) days after the Effective Date. 1.2 TECHNICAL ASSISTANCE Throughout Project implementation. SADC Ensure that the consultancies, studies, capacity building, training, and any other technical assistance activities under the Project are carried out in accordance with terms of reference acceptable to the Bank, that are consistent with the ESSs. Thereafter ensure that the outputs of such activities comply with the terms of reference. The terms of reference shall make provision for the following considerations to be included as part of the M&E framework indicators namely: a) Does procurement processes align with applicable national and international best practices regarding E&S requirements 3|Page ENVIRONMENTAL AND SOCIAL COMMITMENT PLAN (ESCP) – Public Procurement Umbrella M&E Framework and Capacity Development (P180098) MATERIAL MEASURES AND ACTIONS TIMEFRAME RESPONSIBLE ENTITY b) Does procurement processes make provision for E&S aspects including monitoring and reporting on E&S performances including grievances and incidents where relevant c) Does selection process consider E&S track record including flagging of poor E&S performances etc. 1.3 MANAGEMENT OF CONSULTANTS As part of the preparation of Incorporate the relevant aspects of the ESCP, including the labor management procurement documents and respective SADC procedures, stakeholder engagement procedures, grievance mechanism, and workplace contracts. occupational health and safety requirements into the ESHS specifications of the Supervise consultants throughout procurement documents and contracts with the consultants. Project implementation. ESS 2: LABOR AND WORKING CONDITIONS 2.1 LABOR MANAGEMENT PROCEDURES Carry out the measures throughout the SADC implementation of the Project. To this end, where applicable, ensure that the following measures are carried out: a) Provide workers with information and documentation that is clear and understandable regarding their terms and conditions of employment through written contracts setting out their rights, including, inter alia, rights related to hours of work, wages, overtime, compensation and benefits, as well as written notice of termination of employment, and details of severance payments, as applicable; b) Implement occupational health and safety (including personal protective equipment, and emergency preparedness and response) measures, taking into account the General Environmental, Health and Safety Guidelines (EHSGs), and other relevant Good International Industry Practice (GIIP) and, as appropriate, the industry-specific EHSGs and other Good International Industry Practice (GIIP); c) Implement measures, as applicable, to, inter alia: (i) prevent the use of all forms of forced labor and child labor; (ii) enable workers to benefit from, inter alia, access to grievance and redress mechanisms without fear of retaliation; and effective freedom to form and join workers organizations or alternative mechanisms for expressing their concerns and protect their rights related to labor and working conditions; d) Where applicable, develop a code of conduct for workers, which shall include measures to prevent and respond to SEA and SH cases; and 4|Page ENVIRONMENTAL AND SOCIAL COMMITMENT PLAN (ESCP) – Public Procurement Umbrella M&E Framework and Capacity Development (P180098) MATERIAL MEASURES AND ACTIONS TIMEFRAME RESPONSIBLE ENTITY e) Incorporate the relevant requirements above in the ESHS specifications of the procurement documents and contracts with third parties that engage workers in the implementation of the Project. ESS 3: RESOURCE EFFICIENCY AND POLLUTION PREVENTION AND MANAGEMENT 3.1 ESS 3 is not considered relevant as the project supports the establishment of a M&E As per Section 1.2 of this ESCP SADC framework with no physical footprint The strengthening and development of the M&E framework, will assess and consider the relevance of ESS 3 as part of the terms of reference referred to in Section 1.2 of this ESCP ESS 4: COMMUNITY HEALTH AND SAFETY 4.1 ESS 4 is not considered relevant as the project supports the establishment of a M&E As per Section 1.2 of this ESCP SADC framework with no physical footprint. The strengthening and development of the M&E framework, will assess and consider the relevance of ESS 4 as part of the terms of reference referred to in Section 1.2 of this ESCP ESS 5: LAND ACQUISITION, RESTRICTIONS ON LAND USE AND INVOLUNTARY RESETTLEMENT 5.1 ESS 5 is not considered relevant as the project supports the establishment of a M&E As per Section 1.2 of this ESCP SADC framework with no physical footprint The strengthening and development of the M&E framework, will assess and consider the relevance of ESS 5 as part of the terms of reference referred to in Section 1.2 of this ESCP ESS 6: BIODIVERSITY CONSERVATION AND SUSTAINABLE MANAGEMENT OF LIVING NATURAL RESOURCES 6.1 ESS 6 is not considered relevant as the project supports the establishment of a M&E As per Section 1.2 of this ESCP SADC framework with no physical footprint The strengthening and development of the M&E framework, will assess and consider the relevance of ESS 6 as part of the terms of reference referred to in Section 1.2 of this ESCP ESS 7: INDIGENOUS PEOPLES/SUB-SAHARAN AFRICAN HISTORICALLY UNDERSERVED TRADITIONAL LOCAL COMMUNITIES 7.1 ESS 7 is not considered relevant as the project supports the establishment of a M&E As per Section 1.2 of this ESCP SADC framework with no physical footprint The strengthening and development of the M&E framework, will assess and consider the relevance of ESS 7 as part of the terms of reference referred to in Section 1.2 of this ESCP ESS 8: CULTURAL HERITAGE 8.1 ESS 8 is not considered relevant as the project supports the establishment of a M&E As per Section 1.2 of this ESCP SADC framework with no physical footprint 5|Page ENVIRONMENTAL AND SOCIAL COMMITMENT PLAN (ESCP) – Public Procurement Umbrella M&E Framework and Capacity Development (P180098) MATERIAL MEASURES AND ACTIONS TIMEFRAME RESPONSIBLE ENTITY The strengthening and development of the M&E framework, will assess and consider the relevance of ESS 8 as part of the terms of reference referred to in Section 1.2 of this ESCP ESS 9: FINANCIAL INTERMEDIARIES ESS 10: STAKEHOLDER ENGAGEMENT AND INFORMATION DISCLOSURE 10.1 STAKEHOLDER ENGAGEMENT PROCEDURES Implement the stakeholder SADC To this end, ensure that the following measures are implemented: engagement activities throughout the implementation of the Project. a) Provide stakeholders with information about the environmental and social risks and impacts of the Activities in a timely, understandable, accessible and appropriate manner and format, including but not limited to any environmental and social instruments prepared as part of the Project; b) Consult stakeholders in a culturally appropriate manner, which is free of manipulation, interference, coercion, discrimination and intimidation, including with regards to any environmental and social instruments prepared as part of the Project; c) Document the stakeholder engagement activities, including: (i) stakeholder mapping; (ii) description of consultations and participation mechanisms utilized, and records of meetings held; (iii) feedback received and responses to said feedback; and (iv) measures to engage stakeholders who, because of their particular circumstances, may be disadvantaged or vulnerable. 10.2 PROJECT GRIEVANCE MECHANISM Throughout implementation of the SADC Receive and facilitate resolution of concerns and grievances in relation to the Activities, Project promptly and effectively, in a transparent manner that is culturally appropriate and readily accessible to all parties affected by the Activities, at no cost and without retribution, including concerns and grievances filed anonymously, in a manner consistent with ESS10. CAPACITY SUPPORT CS1 Train designated staff on the following requirements namely: No later than sixty (60) days after the SADC • Stakeholder mapping and engagement Effective Date. • Basic Occupational Health and Safety in the workplace • SEA/SH awareness 6|Page ENVIRONMENTAL AND SOCIAL COMMITMENT PLAN (ESCP) – Public Procurement Umbrella M&E Framework and Capacity Development (P180098) MATERIAL MEASURES AND ACTIONS TIMEFRAME RESPONSIBLE ENTITY CS2 As part of the capacity strengthening for beneficiary countries, training on contract Throughout the implementation of the SADC structuring and management including monitoring and evaluation of E&S performance Project should be considered. 7|Page