E2828 Environmental Safeguard Guidelines for Civil Works Education for All – Fast Track Initiative (EFA-FTI) Graduation project ****** A. Nature of Expected Civil Works EFA-FTI Graduation project will be undertaking civil works and construction activities in following scenario: Component 1: Increasing kindergarten capacity in urban and rural areas by constructing 40 new kindergarten facilities. Under Component 1, the civil works will involve the construction of 19 kindergartens in Ulaanbaatar and 1 at center of each 21 provinces. These are expected to be two – storey building with 4 classrooms space to accommodate 100 children. At each province center the land used for these civil works will be existing public/government land, and therefore, no private land acquisition or involuntary resettlement is foreseen. B. Purpose of these Guidelines Given the nature and small scale of the proposed civil works under the project, a formal environmental assessment report was not considered necessary. However, as in most cases the construction activities are going to be undertaken in urban and rural areas. There are likely to be some concerns relating to inconveniences or nuisances to surrounding areas during construction will require careful construction planning and management. Therefore, for the purpose of enhancing environment-friendly measures and mitigating any adverse impacts caused by the construction activities, these Environmental Safeguard Guidelines for civil works funded under this project have been prepared and shall be implemented by the concerned implementing agency (IA) – Ministry of Education, Culture and Science (MECS) for Component 1. The Environmental Safeguard Guidelines for Civil Works aim to establish some simple rules, procedures and institutional arrangements to be utilized under the EFA-FTI Graduation project with regard to identification, monitoring and mitigation of possible adverse environmental impacts with respect to civil work activities undertaken in the EFA-FTI Graduation project. The responsible IA is expected to follow these procedures and keep the records and documentation for later supervision. The Guidelines are also consistent with the requirements of the Bank Environmental Safeguards Operational Policy (O.P.4.01). C. Three-Step Procedures to be Followed The concerned IA is expected to carry out the following simple three-step procedures in undertaking any civil works under the EFA-FTI Graduation project. These three steps involve conducting a site environmental safeguard impacts analysis, performing a checklist of some environment-friendly construction design criteria, and establishing a standardized environmental management plan (EMP). They are described in more detail below. Construction and Civil Work Guidelines EFA-FTI Graduation Project 1 Step 1: Preparation of ‘Construction Site Checklist’ to identify Key Environmental Safeguard Issues As a first step prior to construction, the concerned IA must develop and complete a simple Construction Site Checklist to determine possible environmental impacts/nuisances for every civil work proposal. The Construction Site Checklist aims to identify and prepare for any environmental safeguards issues incurred by the construction. The checklist will screen out and ensure the site for the civil works has appropriate conditions and characteristics of environmental, architectural, and cultural value and physical land use. In case any potential adverse environmental impacts are identified then they will require input into the EMP (step 3 below). Construction Site Checklist should be completed by the designated Technical Officer in charge of managing civil works in the concerned IA. Checklist 1: Construction Site Checklist* General Information Name of Project: Name of site for kindergarten construction. Name of engineer/ technical officer: Person(s) who conducted the studies. Date of Site Study Completed: The date on which the on-site studies were completed. Information Source: Name and contact of person(s) interviewed/met. Proposed Output. Remark/Recommended Environmental Issues Yes No Unknown Action 1. Adequacy of space for construction. 2. Adequacy of access to the construction. 3. Adequacy of space to build/expand the building space in the future. 4. Freeness from squatters or titling conflict with local residents. 5. Potential interruption or limitation of access to dwelling or business on the site. 6. Potential impact to high architectural or cultural value on the site or within the immediate vicinity. 7. Potential deterioration of urban quality and/ property value in the immediate vicinity. (For urban setting). 8. Interruption or limitation of access to sidewalks, power and telephone lines, water and sewerage, sanitation system, and other environmental Construction and Civil Work Guidelines EFA-FTI Graduation Project 2 services. 9. Encroachment/reduction of gardens or green areas. 10. Land used is Public/Government Owned.* 11. Resettlement of families or businesses due to land use for construction. 12. Flood on the site in the wet season (write down how deep and how long it usually floods on the site). Others (describe) 13. Potential impacts of seismic activities. Note: Playground as an integral part of the kindergarten is considered in kindergarten’s site selection, design and construction. Summary of Overall Assessment: Prepare a short summary of an overall assessment basing on the site screening results above. What recommendation/suggestion is made on the specific civil works project? *Note that no buildings or construction can be undertaken on land that is privately owned or on which there is any form of land dispute. If the Construction Site Checklist reveals this then an alternative site will have to be considered by the concerned IA. Following the completion of this Construction Site Checklist and after approval from the Project Directors of the concerned IA, the process for preparing adequate bidding documents to process the civil works would commence. The procurement procedures for undertaking the civil works have been described separately in the Procurement Annex of the Project Appraisal Document (PAD) of the EFA-FTI Graduation project and in the Project Proposals for Component 1. Step 2: Preparation of Checklist on Environmentally-Friendly Construction Design Criteria to be Used The second step in the environmental safeguards procedures for the civil works would involve completion of a checklist of some specific design criteria to be adopted in the process of construction by the chosen contractors. These design criteria involve certain environmentally-friendly/enhancing elements that would avoid or minimizes incurrence of adverse environmental impacts. These design criteria include ensuring of appropriate ventilation, lighting and sanitation facilities, as well as recommendations on use of environmentally-friendly materials. It is not expected that all of these design criteria would be adopted in each case, but the effort should be to adapt as many as possible in the engineering and architectural design of the proposed civil works. This checklist should be completed by the proposed contractors to confirm the use of the environment enhancing design criteria during construction of the proposed kindergartens. Checklist on Environmentally-Friendly Design Criteria is provided below. Construction and Civil Work Guidelines EFA-FTI Graduation Project 3 Checklist 2: Checklist on Environmentally-Friendly Design Criteria General Information Name of Project: Name of site for kindergarten construction. Name of engineer/ technical officer: Person(s) who conducted the studies. Date of Site Study Completed: The date on which the on-site studies were completed. Information Source: Name and contact of person(s) contacted. Proposed Output. Kindergarten construction Design Criteria Yes No Unknown Remark 1. Maximizing the blending of architectural design to important cultural site next or nearby to the site. 2. Energy efficiency for heating system and insulation of building to limit carbon emission. 3. Maximizing natural light in order to minimize artificial light needs. 4. Maximizing natural ventilation systems, minimizing the necessities of air conditioning. 5. Maximizing rain water storage for the irrigation of gardens and green zones in the office (where applicable). 6. Promoting the usage of environment- friendly materials (avoid asbestos and other hazardous or toxic materials, e.g., lead paint). 7. Planting of native species in gardens and green areas in the offices (where applicable). 8. Stabilization of slopes using vegetative measures (where required). Others (describe) 9. Wastewater (e.g., sewage from latrine and grey water) collection, storage and treatment facility (where required). 10. Safety requirements (e.g., emergency exits). Summary of Overall Assessment: Prepare a short summary of an overall assessment basing on the design criteria screening results above. What recommendation/suggestion is made to the project? The above checklist should be provided to the Technical Officer in the concerned IA for review and subsequently to the Project Director of the concerned IA for approval. Construction and Civil Work Guidelines EFA-FTI Graduation Project 4 Step 3: Preparation of a Standardized Environmental Management Plan (EMP) After completing the construction site and environment-friendly design criteria screening using the above checklist formats, the last step in the environmental safeguards procedures would be the development of a simple EMP that should be treated as environmental specifications for construction. As the construction activities envisaged might cause impacts and nuisance to nearby surroundings, they need to be avoided or mitigated through application of good engineering practices and strict environmental safeguards measures including use of environment-friendly construction materials and equipments, waste management techniques especially for construction dust and debris, noise control, site management, safety controls, provision of clean water and sanitation facilities etc. The EMP table covering potential adverse environmental problems and corresponding mitigation measures is provided below. It is expected that all Contractors working on civil works under Component 1 will adhere to this as part of the bidding specifications and the Contractor’s Work Plan. This EMP should include the environmental safeguards issues that may occur during construction and solutions or what the contractor must do to solve these problems and should draw on the two checklists developed under Steps 1 and 2. Table 1: Environmental Management Plan for Civil Works Phase Issue Measure Site Screening Adequate space and access - The selection should avoid sensitive possible interruption within its environment and land issues which may vicinity. be caused by the construction and/or renovation. Design Drawing and planning the Adversely Environmental Minimization construction of towers by Measures should be introduced in the adapting to adjoining physical construction design. landscape and minimizing possible environmental issues. Construction Dust: Dust, debris, and The contractor will spray water to reduce particulate materials from the the dust when the weather is dry and construction will blow to periodically clean stagnant debris. surrounding structures and/ causing nuisances to surrounding families and businesses, especially to vulnerable people (children, elders). Noise: Noise from the Contractor will use environment-friendly construction machinery and construction materials and equipments equipment will disturb to and limit construction hours to minimize others especially in areas with possible disturbance to local livelihood. hospitals, homes for the Contractor will fence off Construction elderly, and schools. site to reduce any possible annoyance to neighbors. Construction and Civil Work Guidelines EFA-FTI Graduation Project 5 Construction wastes: the Contractor will reduce waste generation adequate disposal of Waste whenever feasible. Contractor should materials and hazardous separate hazardous wastes from other materials (fibro-cement, fuel, wastes and handle them according to oil, cement, etc). established environmental guidelines. Contractor should separate recyclable wastes from non-recyclable ones. All wastes should be properly handled. Any illegal waste dumping or burning will be prohibited. Disturbance: Nearby offices The contractor will perform construction and residents will be disturbed activities within appropriate time frame by prolonged construction. which does not disturb work of officers or living of local residents. Sanitation: Sanitation for the The contractor will provide temporary workers at the construction site sanitation for the workers. is inadequate leading to unclean working environment. Contamination: Contamination The contractor will implement necessary of water supply or source measures to prevent possible within the vicinity of the site is contamination to watery supply or source caused by the construction in the surrounding area. activities. Pedestrian security and traffic The contractor will fence off the site for congestion: Construction site general safety measures; traffic re- may cause safety concern for routing (if required) should be pedestrians, especially for appropriately managed and planned for. school children, during construction. Similarly, traffic congestion during construction may be caused due to the increase of heavy traffic (of the construction itself and from traffic detours) in high traffic avenues and exit ramps. Interruption of services: water, The contractor will implement necessary electricity, telephone, bus measures to prevent any interruption to routes during construction. access to public services. Informing the public about The contractor will put signboard construction and work summarizing the construction activities schedules, interruption of and schedule for completion of tasks. services, or traffic. Post- Site Clearing: Cleaning the The contractor will clean the site Construction site after construction- carefully and remove all waste materials disposing wastes properly so as spelled out in the construction that they are not dangerous to bidding. the environment. Others Chance Find Procedures for The Contractor is responsible for Culturally Significant familiarizing themselves with the Artifacts. following “Chance Finds Procedures”, in case culturally valuable materials are Construction and Civil Work Guidelines EFA-FTI Graduation Project 6 uncovered during excavation, including: Stop work immediately following the discovery of any materials with possible archeological, historical, paleontological, or other cultural value, announce findings to project manager and notify relevant authorities; Protect artifacts as well as possible using plastic covers, and implement measures to stabilize the area, if necessary, to properly protect artifacts; Prevent and penalize any unauthorized access to the artifacts; and Restart construction works only upon the authorization of the relevant authorities All these measures should be included in bidding document and contractor’s work plan as part of the specifications for construction that will be followed to address any potential environmental safeguard concerns. D. Institutional Arrangements As noted above, the concerned IA (MECS) should appoint a Designated Technical Officer who will manage the proposed civil works under their respective components. Separately, a designated Safeguards Officer should be appointed in IA who will be responsible for scrutinizing the environmental safeguards issues involved in each civil works project. The ultimate responsibility for approvals and ensuring adherence to these Environmental Safeguards Guidelines lies with the Project Directors in the concerned IA. It is the responsibility of concerned IA who should make sure that its subprojects (new construction) obtain all government approvals (e.g., EA approval letters, permits, and licenses). The concerned IA should identify any conditions associated with these government approvals. It is not recommended to support a sub-project until it is verified that all government approvals have been obtained. A summary of the institutional arrangements for following the above procedures is given below: 1. Construction Site Checklist: The designated technical officer(s) in MECS are responsible for completing and sending results of the environmental safeguards issues screening done in the Construction Site Checklist with explaining his or her recommendation to the Project Director for review and endorsement. The final review and clearance should be performed by the Project Directors in consultation with the designated Safeguards Officer(s). 2. Checklist for Environmentally-Friendly Design Criteria: The designated Safeguard Officer(s) from MECS should complete the Environmentally-Friendly Design Criteria Construction and Civil Work Guidelines EFA-FTI Graduation Project 7 checklist in collaboration with the chosen contractors for each piece of civil works. These design criteria should be reviewed and cleared with the MECS Project Directors and should form part of the bidding documents and Contractor Work Plan. 3. EMP Development and Clearance: The designated Safeguards officer(s) and technical officer(s) are jointly responsible for ensuring which elements of the EMP provided above are to apply in specific civil works projects. They should analyze and make a summary of the findings from the Construction Site and Design Criteria checklists above and provide their recommendation on any of a few simple bases: • The construction will not have any unacceptable impact on the environment; • The construction design should be changed to avoid unacceptable impact on the environment; and • The construction should not be implemented, because the impact on the environment will be bigger than the benefit from the project. Oversight and final clearance for the EMP will be provided to the Project Directors for Components 1 respectively. The EMP will then become part of the Contractor Work Plan and shall be referred to in their contracts for each piece of civil works. In addition, the acquisition of toys to be financed under the Project should have adequate health and safety requirements and meet the Children’s Toy Standard requirements. These health and safety criteria should be reviewed by the qualified personnel from General Agency for Specialized Inspection and cleared by Project Directors. They should also form part of the bidding documents and procurement contracts. E. Monitoring, Supervision and Reporting The selected contractor(s) must submit their completed work plans to MECS prior to initiating their contract for each piece of civil works. The Contractor's Work plan should have incorporated the agreed Environmentally-Friendly Design Criteria being used as well as the agreed EMP described above, clearly listing: (a) environmental problems that may occur during construction; and (b) solutions or what the contractor must do to solve these problems. The designated Technical Officer(s) and Safeguards Officer(s) will help the Contractor to make the work plan. The Project Directors must approve the workplan before signing the contract. The designated Technical Officer(s) and Safeguards Officer(s) are responsible for supervising the adherence to the agreed EMP by the selected contractors in each civil works project through periodic audits. The designated Technical Officer(s) and Safeguards Officer(s) should update/improve the site and construction design criteria checklists and EMP table above on annual basis (or even semester period) basing on experience and findings from the project implementation and supervision. Environmental Safeguards specialist in the Bank will separately review adherence to the Environmental Safeguards guidelines in the civil works projects during their annual supervision mission. All records of the above Environmental Safeguards procedures, including the relevant checklists and EMPs, shall be kept by the concerned IA for review during these supervision missions. Construction and Civil Work Guidelines EFA-FTI Graduation Project 8 Construction and Civil Work Guidelines EFA-FTI Graduation Project 9