September 2021 ECD Project – MOHHS PAEDIATRICS WARD Environment and Social Management Plan ECD Building Refurbishment Paediatric Ward (MOHHS) Final Revision 5P 1. INTRODUCTION Under the Multi-sectoral ECD program the Ministry of Health and Human Services (MOHHS) is undertaking refurbishment works in the Pediatric Wards in Majuro Hospital. This Environmental and Social Management Plan (ESMP) relates to this repair and refurbishment work which involves interior works as set out in the following Table. A. Nursing Tea room / Pediatric Wards room # 68 Interior wall, approximately 414 Sq. ft. to be paint Replace entire ceiling with cement board. Approx. 132 sq. ft. Replace bottom baseboard with new 4� wooden baseboard, approx. 46 BF Install new aluminum sheathing (Casing) all around interior wall below baseboard. 16� x 12’ (63.84 LF) approx.. Removed existing toilet bowl with new one. Replace entire existing tiles with Vinyl tile. Approx. 132 sq. ft. Caulking all around / below bathroom wall where necessary B. . Pediatric Ward / Patient room adjacent to Nursing Tea room Interior wall to be paint (Entire room) Replace damage ceiling Replace bottom baseboard and install new Aluminum sheathing behind baseboard Remove existing toilet bowl / Install new one Caulking all around bathroom and where necessary. Refurbishment works will be undertaken by contractors commissioned by MOHHS under the supervision of the MWIU Project Management Unit. These internal activities are all considered to have minor risks. ECD Paediatric Ward Refurbishment ESMP FINAL Rev 5P 1 September 2021 ECD Project – MOHHS PAEDIATRICS WARD 2. SCOPE OF THIS ESMP This ESMP addresses all environmental, social and health and safety risks associated with the refurbishment works. The ESMP is to be attached to and be part of the bid documents for the project works and the Contractor is accordingly required to comply with the ESMP. Many of the matters raised in the ESMP are already included in conditions of Bid Documents for the Project. The ESMP provides clear guidance for key areas to be addressed under those Bid Document conditions. The Bid Documents provide no explicit guidance in regard to consultation/grievance management, and this is covered in this ESMP. In the event of any environmental and social safeguards conflict between this ESMP and the Bid Documents, this ESMP takes precedence. 3. ENVIRONMENTAL AND SOCIAL MANAGEMENT ROLES AND RESPONSIBILITIES Names and Roles of Responsible People: Management of Repair and Refurbishment works Melvin Dacillo Project Management Unit (PMU- Manager) RMI Ministry of Works, Infrastructure, and Utilities PO Box 1727, Majuro MH 96960 Email: architectpmurmi2005@gmail.com Phone: 692-6257407, 625-8911/8931 Environmental and Social Impact Oversight Jessica Zebedee CIU Safeguards Officer RMI Ministry of Finance Phone: (692) 625 5968 Email: jess.zebedee@gmail.com Colleen Peacock- Taylor CIU Social Safeguards Advisor RMI Ministry of Finance Phone: (692) 625 5968 Email: colleen@tautai.com Garry Venus CIU Environmental Safeguards Advisor RMI Ministry of Finance Phone: (692) 625 5968 Email: gazza700@gmail.com ECD Project Advisor Rachel Bigler Early Childhood Development (ECD) Coordinator - Health Ministry of Health and Human Services, RMI Office: (692) 625-7007 Mobile: (692) 455-0094 Email: biglerr13@gmail.com ECD Paediatric Ward Refurbishment ESMP FINAL Rev 5P 2 September 2021 ECD Project – MOHHS PAEDIATRICS WARD Contractor Name: To be confirmed. Responsible for undertaking project works pursuant to requirements set out in contract documents, including this ESMP. 4. Summary of Environmental, Social and Health and Safety Risks Environmental, social and health and safety risks associated with the project risks are summarised as follows. Worker/public exposure to asbestos during construction and in relation to use of new products The Secretariat of the Pacific Regional Environment Programme (SPREP) undertook a comprehensive asbestos survey across Majuro in 20141. In this survey, Majuro Hospital was included among the 23 non-residential buildings visited and inspected for asbestos. No evidence was reported of any asbestos in the hospital structure but one sample of Potentially Asbestos Containing Material (PACM) was retrieved from deteriorating lagging from the exhaust of a disused generator at Majuro Hospital. Analysis of that sample confirmed no asbestos fibres present. Based on the detailed findings of this report and experience with other refurbishment and demolition projects through Majuro, it is considered that asbestos is not present at Majuro Hospital. Unlawful land access or land acquisition All works are to be undertaken within the existing building footprint at Majuro Hospital. MOHHS has a valid lease for this land, and the proposed activity is consistent with existing activities under the lease. Accordingly there is considered to be no risk associated with unlawful land access or land acquisition. Occupational Safety and Community Health and Safety All works are inside existing buildings so there is no risk to the general community outside the hospital. However the works are to be undertaken in an operational hospital where there may be sensitive persons (children, health care workers etc.). There is therefore a potential risk that these sensitive persons will be disturbed or put at health risk by the activities. The key mitigation measure in regard to occupational safety and community health and safety is reliance on contractual provisions set out in MWIU Bid Documents including in particular Contractor Sections GC 36.1 and C1.10 both of which relate to development of Health and Safety Plans by the Contractor with oversight by MWIU. Section 4 of this ESMP sets out specific matters to be included in the above Health and Safety Plans including the need to: 1. Implement all reasonable precautions to prevent and reduce accidents and injuries to staff and workers and protect the health and safety of the community including patients and staff in the hospital. 2. Provide and maintain construction plant, equipment and systems of work that are safe and 1 SPREP (2015) “Survey of the Regional Distribution and Status of Asbestos-Contaminated Construction Material and Waste - Best Practice Options for its Management in Pacific Island Countries. Report for the Republic of the Marshall Islands�. May 2015 ECD Paediatric Ward Refurbishment ESMP FINAL Rev 5P 3 September 2021 ECD Project – MOHHS PAEDIATRICS WARD without risks to health. 3. Provide appropriate protective clothing and safety equipment to all staff and labor engaged on the Works to the satisfaction of the Engineer/MWIU Supervisor. 4. Undertake hazard identification prior to commencing works; assessing risks and establishing procedures to avoid or reduce risks. 5. Ensure that all the Contractor 's personnel, before commencing work, are advised of risks and hazards on site. 6. Deployment of signage to explain there are construction works in place and to stay out/away from the construction zone. 7. Ensure patients, visitors and staff are kept safe during construction. 8. Consult with MOHHS and Hospital Staff to ensure that hours of operation (nominally 07:00 to 19:00) are acceptable under Hospital operational and patient safety requirements; and modify working hours on a case by case basis if advised by MOHHS/Hospital Staff to do so for reasons of patient/hospital worker comfort and safety. 9. Ensure that no materials containing asbestos are procured for, or installed on, this project. The Contractor is to provide records to comply with this condition. 10. Implement a procedure to investigate incidents (including near miss incidents) and to identify associated corrective actions, 11. Develop a system of managing complaints and grievances and respond swiftly to complaints to avoid or mitigate health and safety incidents. Waste Management There may be some packaging waste from new system components and there may be quantities of residual demolition material for disposal. The key mitigation measure in regard to waste management is reliance on contractual provisions set out in MWIU Bid Documents including in particular Section C1.13 which requires the Contractor to prepare and submit an Environmental Management Plan to the MWIU Project Manager for review within 2 Weeks of the Date of Acceptance of Tender. Such plan shall identify the measures and the sequences of operations to be adopted by the Contractor, in order to satisfy the applicable regulations and constraints. The Environmental Management Plan is to cover a full range on matters including construction waste disposal. Specific matters to be included in the Environmental Management Plan for waste management including the need to a. Store, handle and dispose of all waste securely. b. Dispose only to the Majuro Municipal landfill in accordance with landfill operator’s requirements and conditions. Contractor to provide evidence of satisfactory waste disposal at Majuro landfill (e.g. receipts). c. Before considering disposal, ensure that waste generation is minimized and waste is recycled/reused where possible by the Contractor private sector or community. d. Segregate hazardous waste (such as tube lightbulbs) from non-hazardous solid waste and any potentially hazardous wastes should be declared to the waste contractor or landfill operator. ECD Paediatric Ward Refurbishment ESMP FINAL Rev 5P 4 September 2021 ECD Project – MOHHS PAEDIATRICS WARD Consultation and Grievance Management The requirements for consultation and grievance management are not explicitly covered under MWIU Bid Documentation and therefore specific measure will need to be established. Section 6 below addresses consultation and grievance procedures which should include the following matters to mitigate risk of stakeholders being unable to communicate/raise grievances with project personnel. 1. Installation of signage. 2. Develop process for receiving and managing complaints that is consistent with the ECD Pediatric Ward Refurbishment ESMP. 5. Environmental, Social, Health and Safety Requirements The following environmental, social, health and safety matters shall be addressed in the Contract documents for any contractor works for the refurbishment. Contractor shall comply with these requirements. Reference is made as appropriate to General Conditions of MWIU Standard Bid documents. General Requirement MWIU Standard Bid Document Status The Contractor shall comply with the ECD Pediatric Ward Compliance with Refurbishment ESMP This ESMP will form part of the Bid individual items noted Documents and Contract. below in this section. The Contractor shall comply with the Statutory Covered under MWIU Regulations in force in Republic of the Marshall Islands Bid Document Section regarding environmental protection and waste disposal GC 31 and GC 36 and shall liaise with the responsible national environmental authorities. Occupation and Community and Worker Health and Safety Requirement MWIU Standard Bid Document Status The Contractor shall at all times implement all reasonable precautions to prevent and reduce accidents and injuries to staff and workers and protect the health and safety of the community, including patients and staff in the hospital (with particular Covered under MWIU Bid reference to avoiding adverse impacts on patients Document Section GC 36.1 and staff arising from noise, dust, trip hazards, and C1.10. privacy, access to services without constraint or risk PIU to provide liaison in to wellbeing)... respect of appropriate working hours Consult with MOHHS and Hospital Staff prior to works commencing to agree on measures to maintain and protect patient and staff safety, comfort and privacy during works. ECD Paediatric Ward Refurbishment ESMP FINAL Rev 5P 5 September 2021 ECD Project – MOHHS PAEDIATRICS WARD Notwithstanding the above, the Contractor shall take all reasonable steps to ensure patients, visitors and staff are kept safe, comfortable and private during construction. Particular consideration will be given to the fact that workers will likely be men and patients will likely be children – specific consideration must be given by the Contractor to requiring workers respect patients’ privacy at all times. The Contractor shall ensure that no materials containing asbestos are to be procured or installed on this project. The Contractor is to provide records to comply with this condition. The Contractor shall at all times provide and maintain construction plant, equipment and systems of work that are safe and without risks to health. This shall include maintaining equipment, engines, and related electrical installations in good working order; maintaining a clean and tidy work space; providing guards and rails, signals and lighting; providing work site rules, safe working procedures and allocating appropriate places to carry out the work. The Contractor shall provide, at his/her own expense, appropriate protective clothing and safety equipment to all staff and labor engaged on the Works to the satisfaction of the Engineer/MWIU Supervisor. All the Contractor 's personnel shall, before commencing work, be advised of risks and hazards on site. Waste Management Requirements MWIU Standard Bid Document Status The Contractor shall at all times keep the construction area including storage areas used free from accumulations of waste materials or rubbish. The Contractor shall before considering disposal, ensure that waste generation is minimized and waste Covered under MWIU Bid is recycled/reused where possible by the Contractor Document Section GC 50.1 private sector or community. and Section C1.13 All residual waste shall be stored handled and disposed to Majuro Landfill in accordance with landfill operator’s requirements and conditions. Contractor to provide evidence of satisfactory waste disposal at ECD Paediatric Ward Refurbishment ESMP FINAL Rev 5P 6 September 2021 ECD Project – MOHHS PAEDIATRICS WARD Majuro landfill (e.g. receipts). Regulation 34(b) of the Solid Waste Regulations 1989 require that hazardous waste is supposed to be managed separately at landfills. The Contractor should segregate hazardous waste (such as tube lightbulbs) from non-hazardous solid waste and any potentially hazardous wastes should be declared to the waste contractor or landfill operator. Consultation and Grievance Management Requirement MWIU Standard Bid Document Status The Contractor shall install signs in the vicinity of the construction area to explain there are construction works in place and advise people to stay out/away Not explicitly covered from the construction zone. The signs will also under MWIU Bid provide contact details for any third parties who might Documentation. wish to raise complaints or issues about the works. This ESMP is part of the The Contractor shall have a process for receiving and Bid Documentation to managing complaints that is consistent with the ECD which the Contractor Paediatric Ward Refurbishment ESMP. must comply with The Contractor Supervisors shall promptly record, particular regard to address and close out any complaints or grievances matters set out in received and report all records to the MWIU Section 6 below. supervisor. MWIU Supervisor shall forward these PIU will provide an audit records to the CIU Safeguards Advisors on a weekly role to verify compliance basis. with Section 6 The Contractor Supervisor shall escalate significant grievances to the CIU or MWIU PMU as relevant. 6. Consultation and Grievance Redress Mechanism Stakeholder Engagement Subject to the written approval MWIU, signs will be installed at the hospital entrance and adjacent to the works areas to explain there are construction works in place and advise people of timing of works and directing people to stay outside or away from the construction zone. These signs will also provide contact details for any parties who might wish to raise complaints, issues or concerns about the works. Contact details (phone, email) will be provided for the construction supervisor, MWIU management and CIU Safeguards. Any comments complaints or issues received shall be escalated in the project grievance process set out below. Grievance Redress Mechanism Complaints may be raised directly with Contractor’s staff who will endeavor to address complaints immediately. If this is not possible the complaint will be escalated to the PMU Manager who will endeavor to address complaints immediately. All direct complaints will be notified to the PMU Manager by Contractor’s staff within 6 hours of the complaint being received. ECD Paediatric Ward Refurbishment ESMP FINAL Rev 5P 7 September 2021 ECD Project – MOHHS PAEDIATRICS WARD The PMU Manager will be responsible for ensuring that, on receipt of each complaint, the date, time, name and contact details of the complainant (unless anonymous), and the nature of the complaint are recorded in the Complaints/Feedback Register along with the measures to resolve the issue. The PMU Manager shall forward the complaint to the MOHHS ECD Advisor, who shall screen it to determine whether it relates to the Project, in which case this procedure will apply; or whether it relates to another matter in which case the ECD Advisor shall refer the complainant to a relevant external complaints procedure and advise the ECD Programme Manager. For Complaints about the Project, the ECD Advisor shall notify the ECD Programme Manager, and CIU for including in GRM statistics, and endeavor to resolve the complaint within one (1) day for complaints about day to day works and in any event within two (2) weeks. Should any complainant remain unsatisfied with the response of the ECD Advisor after two weeks, direct management of the complaint will revert to the ECD Program Manager. The Program Manager will take earnest action to resolve complaints at the earliest time possible by liaising directly with representatives of MOHHS as appropriate. The aggrieved party should be consulted and informed of the course of action being taken, and when a result may be expected. Reporting back to the complainant will be undertaken within a period of two weeks from the date that the complaint was received. If the ECD Program Manager is unable to resolve the complaint to the satisfaction of the aggrieved party, the complaint will then be referred to the ECD Project Steering Committee (PSC) for resolution within 1 month of referral. Should measures taken by the PSC fail to satisfy the complainant, the aggrieved party is free to take his/her grievance to the RMI Court, and the Court’s decision will be final. 7. Record keeping, monitoring and review General The Contractor will complete MWIU’s Standard Project Audit Form as set out in Annex 1 and provide the completed form to MWIU for verification on a weekly basis. Community Health and Safety Risks In addition to the Form referred to in Section 7.1, the Contractor will provide MWIU with information on a weekly basis relating to any issues with noise, dust, privacy breaches and other risks to patients, health care workers and visitors. Incident Recording and Reporting 7.3.1. Fatalities and Lost Time Incidents The Contractor will report lost time harm incidents to the PMU Manager within 24 hours and project-related fatalities immediately. The PMU Manager will report such incidents to the CIU within the same timeframes and the CIU will report to the Bank within the same timeframes. 7.3.2. General Reporting The Contractor will keep the following records (in a site diary or similar) and will forward to the PMU Manager each week: 1. Number and type of environmental, social or health or safety incident or significant ‘near miss’ and follow up / close out of the incident. 2. Number and type of complaints received and follow up / close out of the complaint. ECD Paediatric Ward Refurbishment ESMP FINAL Rev 5P 8 September 2021 ECD Project – MOHHS PAEDIATRICS WARD 3. PMU Manager will copy CIU with information on all incidents. Review and Monitoring MWIU through PMU Manager or delegate will verify compliance with this ESMP during each site visit and with each progress meeting. Specific audits will include: 1. Verify that the cement board is free from asbestos through an audit of the supply chain. 2. Verify that waste is stored correctly, recycling and hazardous materials are separated from solid waste and records are kept of waste going to landfill. 3. Verify that the correct safety risks have been identified and controls have been put in place to avoid and minimize harm, as per contract clauses listed above. 4. Verify Contractor’s records of incidents and complaints. Where necessary MWIU through the PMU Manager or delegate will consult and seek advice from the CIU Safeguards Team. The PMU Manager will include the compliance checks in the regular reporting to the ECD Project Manager and will be included in the six monthly report to the World Bank. The Contractor will assist the CIU with reviews of environmental and health and safety management at operational sites, with such reviews addressing compliance with this ESMP. Reviews will be undertaken once within 7 days of works commencing and at one month intervals thereafter ECD Paediatric Ward Refurbishment ESMP FINAL Rev 5P 9 September 2021 ECD Project – MOHHS PAEDIATRICS WARD Annex 1: MWIU Contractor Health and Safety Audit Form ECD Paediatric Ward Refurbishment ESMP FINAL Rev 5P 10 Republic of the Marshall Islands Compact Infrastructure Program Contractor Health and Safety Audit Project Name: [Project Name] Project Code: [Project Code] Audit/Inspection Person(s) Completed By: Seen: Contractor/Area Date: Audited: Key: OK Meets requirements CAR Corrective Action Required N/A Not Applicable NC Not Checked Item Element, Checks Comments and Rating No and Records 1 Site Specific Health HSE Plan Reviewed 2 & Safety Plan Significant hazards identified with controls in place 3 Inductions Site inductions of staff completed 4 Toolbox Talks Regular toolbox talks taking place 5 Training Competence of Plant Operators adequate 6 Competence of General Staff adequate 7 PPE Minimum PPE requirements observed 8 Additional PPE worn where required 9 Access / Egress Site signing in/out procedure available and in use 10 Access routes clearly defined 11 Access routes clear from obstructions 12 Housekeeping 13 Work area adequately fenced or taped off 14 Lighting - adequate for operations in place 15 Mobile Plant Daily maintenance checks being undertaken 16 Guarding, seat belts, ropes etc. in place and used 17 Work at Height Are measures in place to prevent falls from height and/or falling materials and are they adequate (e.g. work platforms with suitable edge protection / safety harnesses etc.) 18 Scaffolding - weekly inspections completed 19 Rescue procedure available and communicated to those involved 20 Excavations Adequately supported or battered back and fenced 21 Access / egress into excavation 22 Records of daily / weekly inspections 23 Tools and Electrical equipment tagged and tested in last ECD Paediatric Ward Refurbishment ESMP FINAL Rev 5P 11 Republic of the Marshall Islands Compact Infrastructure Program Contractor Health and Safety Audit Equipment 3 months 24 General condition of tools and equipment e.g. cables, splinters etc. 25 Lifeguards or similar in use 26 Manual Handling If staff lifting heavy items, has this been considered in work planning and briefing 27 Noise If noisy operations in progress, is hearing protection being worn and assessments prepared 28 Hazardous Storage of materials - safe, prevent loss, Substances damage or contamination 29 Hazard Data Sheet available for each product and precautions being complied with 30 Environmental If the activity is adjacent to water, are silt, Issues concrete and fuel pollution prevention effective 31 Dust suppression - if dust is a problem is it being adequately controlled 32 Drip trays in place for static plant 33 Availability and location of Emergency Spill kit 34 Refuelling operations controlled 35 Waste Waste disposal - transfer notes in place (traceability) 36 Specified waste being recycled 37 Copy of Tip / Transfer Station license available 38 Welfare Minimum facilities in place 39 Emergency Fire Extinguishers available and tested 40 Procedures visible for all to see 41 Emergency procedures tested including alarms ECD Paediatric Ward Refurbishment ESMP FINAL Rev 5P 12 Republic of the Marshall Islands Compact Infrastructure Program Contractor Health and Safety Audit Action/Comment Sheet Date Issued: [Date] To be completed by Person To be completed by Auditor: Responsible for Action: Person Action Item Problem Observed/Comments Corrective Action Taken/ (Note any specific Document Reference Responsible Complete № Comments (If applicable) (Initials) where relevant) for Action Good Working Practises Signed:________________________________________________ Date:_____________________ ECD Paediatric Ward Refurbishment ESMP FINAL Rev 5P 13