THE REVOLUTIONARY GOVERNMENT OF ZANZIBAR ZANZIBAR ELECTRICITY CORPORATION (ZECO) STAKEHOLDER ENGAGEMENT PLAN ZANZIBAR ENERGY SECTOR TRANSFORMATION AND ACCESS (ZESTA) PROJECT 21 December 2020 SEP - Draft Report for ZESTA Project (ZECO) SERTA Table of Contents Table of Contents..............................................................................................................................i Key Abbreviations ......................................................................................................................... iii Glossary of Terms .......................................................................................................................... v Executive summary ..................................................................................................................... viii 1.0 INTRODUCTION ............................................................................................................. 14 1.1 Project Description.......................................................................................................... 14 1.2 Brief Summary of Previous Stakeholder Engagement Activities. .................................. 19 1.3 Purpose and Scope of SEP .............................................................................................. 20 1.4 Objectives of the Stakeholder Engagement Plan (SEP) ................................................. 20 1.5 Key Objectives of SEP: .................................................................................................. 21 2.0 LEGAL REQUIREMENTS AND REGULATIONS........................................................ 22 3.0 STAKEHOLDER ANALYSIS AND IDENTIFICATION ............................................... 23 3.1 Stakeholder Analysis ...................................................................................................... 23 3.2 Stakeholder engagement principles ................................................................................ 24 3.3 Detail on engagement methods to be used ...................................................................... 25 3.4 Engagement Techniques ................................................................................................. 26 3.5 Key Stakeholders Group ................................................................................................. 28 3.5.1 Government Officials .............................................................................................. 29 3.5.2 Directly Affected Parties ......................................................................................... 30 3.6 Other Interested Parties, NGO and Conservation Organizations.................................... 32 3.7. Disadvantaged/Vulnerable Individuals ........................................................................... 35 3.8. Summary of stakeholder interest and influence to the project ........................................ 37 4.0 STAKEHOLDER ENGAGEMENT APPROACH ........................................................... 38 4.1 Public Consultation ......................................................................................................... 38 4.2. Consultations during COVID-19 .................................................................................... 40 4.3. Preparation Stage-Stakeholder Engagement Activities .................................................. 41 4.2.3 Disclosure & Consultation Phase ............................................................................ 47 4.3 Information disclosure .................................................................................................... 48 4.4 Ongoing engagement after the disclosure process .......................................................... 49 5.0 IMPLEMENTATION OF THE SEP ................................................................................. 49 i 5.1 Project Personnel ............................................................................................................ 49 5.1.1 Overall Project Coordinator..................................................................................... 50 5.1.2 Social Specialist – ZECO PIU ................................................................................. 50 5.1.3. Safeguard Specialist- MoWEM PIU ....................................................................... 51 5.1.4. Communication and Customer Care Manager ........................................................ 52 5.1.4 Communication Officer ........................................................................................... 52 5.2 Stakeholder engagement tools and materials .................................................................. 53 5.3 Monitoring and Evaluation, and Reporting .................................................................... 53 5.4 Reporting......................................................................................................................... 54 5.5 Annual Reports ............................................................................................................... 55 5.6 Reporting Back to the Communities ............................................................................... 55 6.0 GRIEVANCE MANAGEMENT AND COMMENT RESPONSE .................................. 56 6.1 Purpose ............................................................................................................................ 56 6.2 Grievance Committees: ................................................................................................... 56 6.2.1 Shehia Grievance committee ................................................................................... 56 6.2.2 Project Grievance Committee (ZECO-PIU and MoWEM -PIU) ................................... 56 5.2.3 District Grievance Committee ................................................................................. 57 6.2.4 Ministerial (MoLHWE) Grievance Committee ....................................................... 57 6.2.5 Grievance at land Tribunal Court ............................................................................ 57 6.2.6 High Court ............................................................................................................... 57 6.3 Objectives ....................................................................................................................... 58 6.4 Project Roles and Responsibilities .................................................................................. 58 6.6 Gender Based Violence (GBV) and Sexual Exploitation and Abuse Grievances .......... 59 6.7 Procedure for Grievances ................................................................................................ 59 6.8 Record Keeping .............................................................................................................. 61 6.9 Comment Response and, Grievance Mechanism Log .................................................... 61 6.10 Initial Response Template............................................................................................... 62 7.0 MONITORING AND REVIEW ....................................................................................... 62 ii Key Abbreviations Abbreviations Description AH Affected Households BADEA Arab Bank for Economic Development in Africa CBO Community Based Organization CCCM Communication and Customer Care Manager CO Communication Officer DOE Department of Environment DP Displaced People E&S Environmental and Social EMF Electromagnetic Field ESMF Environmental and Social Management Framework ESF Environmental and Social Framework ESIA Environmental and Social Impact Assessment ESMP Environmental and Social Management Plan ESS Environmental and Social Standards GRC Grievance Redress Committee GRM Grievance Redress Mechanism JECA Jozani Environmental Conservation Association iii KV Kilovolts MCC Millennium Challenge Corporation MANRF Ministry of Agriculture, natural Resources and Fisheries MoFP Ministry of Finance and Planning MoLWHE Ministry of Land, Water, Housing and Energy MoWEM Ministry of Water, Energy and Minerals NGO Non-Governmental Organisation OHL Overhead Transmission Line OIP Other Interested Parties PAP Project Affected Person RAP Resettlement Action Plan RPF Resettlement Policy Framework SEP Stakeholder Engagement Plan UWEMAJO Umoja wa Wenye Mashamba Jozani WB World Bank ZATI Zanzibar Association of Tourism Investors ZAWA Zanzibar Water Authority ZECO Zanzibar Electricity Corporation ZEMA Zanzibar Environmental Management Authority ZESTA Zanzibar Energy Sector Transformation and Access ZNCCIA Zanzibar National Chamber of Commerce, Industry and Agriculture iv Glossary of Terms Terms Description Consultation The process of gathering information or advice from stakeholders and taking these views into account when making project decisions and/or setting targets and defining strategies. Disadvantaged or Refers to those who may be more likely to be adversely affected by the Vulnerable project impacts and/or more limited than others in their ability to take advantage of a project’s benefits. Such an individual/group is also more likely to be excluded from/ unable to participate fully in the mainstream consultation process and as such may require specific measures and /or assistance to do so. This will take into account considerations relating to age, including the elderly and minors, and including in circumstances where they may be separated from their family, the community or other individuals upon which they depend. Discussion An exchange of views and opinions to explore different perspectives, needs and alternatives, with a view to fostering mutual understanding, trust and cooperation on a strategy or initiative. Displaced Person A person who is living in the project are and required to move to another location. The Borrower will (a) offer displaced persons choices among feasible resettlement options, including adequate replacement housing or cash compensation; and (b) provide relocation assistance suited to the needs of each group of displaced persons. Engagement Is the continuing and iterative process by which the Borrower identifies, communicates, and facilitates a two-way dialogue with the people affected by its decisions and activities, as well as others with an interest in the implementation and outcomes of its decisions and the project. It takes into account the different access and communication needs of various groups and individuals, especially those more disadvantaged or vulnerable, including consideration of both communication and physical accessibility challenges. Engagement begins as early as possible in project preparation because early identification of and consultation with v affected and interested parties allows stakeholders views and concerns to be considered in the project design, implementation, and operation. Environmental Is an instrument to identify and assess the potential environmental and and Social Impact social impacts of a proposed project, evaluate alternatives and design Assessment appropriate mitigation, management, and monitoring measures. Feasibility/Pre- The phase of a project which includes the Environmental and Social Construction Impact Assessment, and financial and engineering feasibility studies. phase Livelihoods Refers to the full range of means that individuals, families, and communities utilize to make a living, such as wage-based income, agriculture, fishing, foraging, other natural resource-based livelihoods, petty trade, and bartering. Local communities Refers to groups of people living in close proximity to a project that could potentially be impacted by a project. (“Stakeholders,” in contrast, refers to the broader group of people and organisations with an interest in the project.) Non-Government Private organisations, often not-for-profit, that facilitate community Organisations development, local capacity building, advocacy, and environmental protection. Partnerships In the context of engagement, partnerships are defined as collaboration between people and organisations to achieve a common goal and often share resources and competencies, risks and benefits. Pre-Feasibility The phase of a project which includes a Screening Study to identify phase social and environmental fatal flaws, and a Scoping Study to identify and assess the social and environmental issues of a proposed project and evaluate project design alternatives prior to proceeding to project feasibility. Project Area A geographical area within which direct and indirect impacts attributable to a project can be expected. Defining the Project Area is used to vi determine a project’s area of influence and responsibilities. It also provides guidance on the area within which impacts need to be monitored, and managed, and it also assists with defining project stakeholders that should be engaged during project design together with an ESIA process. Stakeholder Individuals or groups who: (a) are affected or likely to be affected by the project (project-affected parties); and (b) may have an interest in the project (other interested parties). Sheha A head of Shehia Administration appointed in accordance with the provision of the Regional Administration Act number 8 of 2014. Shehia The lowest Government Administrative Authority in the hierarchy of the Regional Administration and the Local Government. Stakeholder Is the plan which describe the timing and methods of engagement with Engagement Plan stakeholders throughout the life cycle of the project as agreed between Bank and Borrower, distinguishing between project-affected parties and other interested parties. vii Executive summary Introduction This Stakeholder Engagement Plan (SEP) which has been prepared and will be implemented by Zanzibar Electricity Corporation (ZECO) and the Ministry of Finance and Planning, during the preparation and implementation of the Zanzibar Energy Sector Transformation and Access (ZESTA) Project. The proposed project will have three major components. Component 1: Renewable Energy and Storage Infrastructure. This component will finance a solar park with a 10-15MW solar PV plant and a stand-alone Battery Energy Storage System (BESS). The solar PV plant will pilot utility-scale renewable energy development in Zanzibar, and the BESS will support the grid by providing supply needed to meet the evening peak and integrate VRE onto the island grid. In addition, this component will also support the technical design and supervision consultancy for the Solar PV and BESS. The consultancy will undertake feasibility studies, associated environmental and social studies, develop procurement documents, and supervise the construction. Component 2: Grid Modernization and Access Scale-up. This component will finance the following major activities: (a)132kV backbone transmission infrastructure. This will support construction of the 132kV north-south transmission line and associated substations at Makunduchi, Welezo, and Matemwe. The detailed design of the 132kV backbone transmission infrastructure is carried out by a ZECO-hired consultant; (b) Distribution network strengthening and access scale-up. This includes: (i) refurbishment and reconfiguration of the existing 33/11kV infrastructure; (ii) modernization/replacement of 11kV network equipment around Stone Town; and (iii) grid extension & intensification and associated last-mile household connections across Zanzibar. This component will also support grid equipment installations for performance improvement and loss reduction; (c) Supervisory Control and Data Acquisition (SCADA): Support for design and installation of a SCADA system for ZECO to improve efficiency in grid operations; (d) Support for resettlement and compensation payments: compensation payments to project affected persons (PAPs). Component 3: Sector Institutional Strengthening and Project Implementation Support. This component will support the strengthening of sector institutions to improve planning frameworks and operational efficiency in the supply of electricity services in Zanzibar, including the implementation of the renewable energy generation program. The component will finance technical assistance to ZECO, viii MoWEM, and ZURA, including relevant technical skills strengthening. This component will also support energy efficiency development and gender mainstreaming in the Zanzibar energy sector. Objectives of the Stakeholder Engagement Plan (SEP) Generally, SEPs define a technically appropriate approach to consultation and disclosure process. The goal is to improve and facilitate two-way communication between the project and all key and relevant stakeholders and to create an atmosphere of understanding that actively involves project affected people and other stakeholders in a timely manner. The SEP is a useful tool for managing communications between the Project Implementing Units and their stakeholders. Stakeholder Engagement Activities. The project stakeholders consultations has been undertaken at regional, district and local levels in order to identify the views, issues and concerns of stakeholders regarding specific project components. These consultations involved field visits to the project areas in which the proposed project infrastructures will be located including the Solar component at Matemwe and Makunduchi, new overhead 132kV line from Welezo to Makunduchi and Matemwe via Ubago, refurbishment of 33/11kV including in Urban and Central district as well as Stone Town. The stakeholders consulted are government ministries, departments or agencies at national level (e.g. Zanzibar Electricity Corporation (ZECO), Zanzibar Water Authority (ZAWA), Ministry of Finance and Planning (MoFP), Ministry of Land, Water, Housing and Energy (MoLWHE), Zanzibar Environmental Management Authority (ZEMA), Department of Environment (DOE), Zanzibar National Chamber of Commerce, Industry and agriculture (ZNCCIA), and Ministry of Agriculture, Natural Resources and Fisheries (MANRF) and local level community’ leaders, community-based organizations and user groups and individual community members and people who potentially will be directly affected by the project as well as interested public and private organizations. Stakeholder consultations were carried out through interviews and meetings. In the process the content of the project and the potential impacts were explained; stakeholders also provided useful primary baseline information, guidance and recommendations on best practices acceptable and suitable to local environment. The stakeholder consultations’ identified issues ix that they considered important such as loss of crops and properties. These comments and issues from stakeholders have been addressed by the Environmental and Social Impact Assessment (ESIA) and taken into consideration in the impact analysis and recommendation of mitigation measures. Identified Potential ZESTA Project Impacts The environmental and social impacts associated with project components are well elaborated through ESMF report prepared for the proposed ZESTA project. The report suggests that, the impacts are deemed to be of low to moderate in magnitude and limited and/or localized in scope requiring site specific mitigation. It is clearly stated that, all the identified environmental impacts and risks can be managed through the development of project specific and robust Environmental and Social Management Plans (ESMPs), and application of good design and construction practices. The anticipated social risks from the project components are not expected to be significant provided that land and way leave acquisition process are conducted in a manner consistent with the Resettlement Policy Framework (RPF) prepared for the Project. Most of the identified safety risks can be mitigated through education on hazards of electricity, house wiring inspections, education on environmental conservation and management, and programs to assist the vulnerable groups. Project designs should take into consideration sensitive cultural and spiritual places, with full consultation and participation of the affected communities and, where possible, avoid them. All of the proposed mitigation measures have to be followed through a quarterly monitoring programme and Resettlement Action Plan (RAP) Completion Audits, where relevant, to assess compliance with the applicable legislation and the World Bank Environmental and Social Framework (ESF). Legal Requirements and Regulations According to the World Bank’s Environmental and Social Standard 10 all Bank projects require a Stakeholder Engagement Plan. The process of stakeholder engagement will involve the following, as set out under ESS 10: (i) stakeholder identification and analysis; (ii) planning how the engagement with stakeholders will take place; (iii) disclosure of information; (iv) consultation with stakeholders; (v) addressing and responding to grievances; and (vi) reporting to stakeholders. x In addition, the Zanzibar legislations through Environmental Management Act No 3 of 2015, require public consultations, but only for those projects which require Environmental Impact Assessment (EIA). This EIAs provides detailed requirements and procedures for conducting public consultations and establishment of timeframes for information disclosure, public hearing and discussion. The responsibility for the public disclosure now rests with the Zanzibar Environmental Management Authority (ZEMA). All engagement needs to proceed on the basis of what are culturally acceptable and appropriate methods for each of the different stakeholder groups. For example, for consultations with government official formal presentations will be preferred, while communities prefer public meetings, and informal focus group discussions facilitated by availability of posters and non-technical pamphlets. Stakeholder analysis determines the likely relationship between stakeholders and the Project, and helps to identify the appropriate consultation methods for each stakeholder group during the life of the project. In general, below are some of the most common methods used to consult stakeholders through phone, emails, one on one interviews, public meetings, surveys, workshop, focus group discussions, distribution of available pamphlets, newsletters, newspaper, magazines, radio and television channels. Affected Communities An impacted community may be affected through components of the natural or social environment as a consequence of various aspects of a project activity and in varying degrees. The primary area of influence is approximately 100km from Makunduchi and Matemwe to Welezo via Ubago (132kV Overhead Lines), for 33kV and 11kV overhead and underground lines within the Urban Municipality. Within this larger area of influence covers of about 30 Shehias some communities will experience more direct impacts (positive and negative) as a consequence of their proximity to the proposed project activities. These communities are illustrated in the table below. Other villages/Shehias and hamlets within the primary area of influence may also experience impacts (positive and negative), however to a lesser degree and the impacts will be predominantly indirect. xi Information disclosure The current ZECO website (http://www.zeco.co.tz/home) will be used to disclose project documents via a dedicated ZESTA webpage. Project documents will also be disclosed on the MoWEM website (http://www.mofeaznz.org). Documents will include the environmental and social risk mitigation documents such as the ESMF and RPF and subsequent ESIAs, and RAPs, documents on environmental and social performance, and other relevant material. Material will be provided in both Kiswahili and English (executive summaries of the environmental and social documents will be translated into Kiswahili). All future project related environmental and social monitoring reports, listed in the above sections will be disclosed on these webpages. Project updates (including news on construction activities and relevant environmental and social data) will also be posted on the homepage of ZECO’s website and the MoWEM website. An easy-to understand guide to the terminology used in the environmental and social reports or documents can also be provided on the website and through public/community meetings, mass/social media communication, communication materials such as brochures, flyers, and posters and information desks in each municipality . SEP Implementation There are two Project Implementation Units – the ZECO PIU and the MoWEM PIU. The staff with responsibilities to implement the SEP are the Overall Project Coordinator, the ZECO PIU Social Specialist, Communication Officer, the Communication and Customer Care Manager (CCCM) and the MoWEM PIU Safeguards Specialist. to .. During project implementation, stakeholder consultation will be led by the Project Implementation Unit (PIU), specifically the Social Specialist together with two staff from the Public Relations Unit: the Communication Officer (CO) and Communication and Customer Care Manager (CCCM). The CO and CCCM will provide half of their time (50% of their time) to support to ZESTA and work under the direction of the Social Specialist. The environmental and OHS staff in the ZECO-PIU and the Safeguards Specialist from MoWEM will also participate. Grievance Redress Mechanism xii The Grievance Mechanism (GM) will consist of a number of levels starting with a Shehia Grievance Committees at the lowest level, a project grievance committee, a District Grievance Committee, and a Ministerial Grievance Committee. The Land Tribunal is also available for land-related matters. Complainants can always go directly to the judicial system. xiii 1.0 INTRODUCTION This Stakeholder Engagement Plan (SEP) which has been prepared and will be implemented by Zanzibar Electricity Corporation (ZECO) and the Ministry of Water and Energy (MoWEM), during the preparation and implementation of the Zanzibar Energy Sector Transformation and Access (ZESTA) Project. ZESTA project includes regeneration Solar PV and storage; distribution and access expansion; and capacity building and sector skill strengthening. The Solar PV plant approximate of 30MW will support ZECO in furthering the objective of security of supply and diversification of sources through investments in grid-scale, and energy battery storage. The distribution and access expansion will support ZECO in grid expansion and strengthening for rural village electrification integration, load growth and access expansion. The Revolutionary Government of Zanzibar through Ministry of Water and Energy (MoWEM) via ZECO has pro-actively adopted the goal of supporting private participation in power generation. The proposed project is aligned with Zanzibar’s energy sector development and electrification goals of developing locally available energy resources and achieving universal access to reliable electricity by 2032. The project will increase access to electricity for households, commercial, and industrial users, and public institutions in the rural, peri-urban and urban areas through on-grid solutions. 1.1 Project Description The will expand access to reliable and clean electricity services and create an enabling environment for private sector participation in the Zanzibar electricity sector with the following project components. Component 1: Renewable Energy and Storage Infrastructure. This component will finance a solar park with a 10-15MW solar PV plant and a stand-alone Battery Energy Storage System (BESS). The solar PV plant will pilot utility-scale renewable energy development in Zanzibar, and the BESS will support the grid by providing supply needed to meet the evening peak and integrate VRE onto the island grid. In addition, this component will also support the technical design and supervision consultancy for the Solar PV and BESS. The consultancy will undertake 14 feasibility studies, associated E&S studies, develop procurement documents, and supervise the construction. Component 2: Grid Modernization and Access Scale-up. This component will finance the following major activities: (a) 132kV backbone transmission infrastructure. This will support construction of the 132kV north-south transmission line and associated substations at Makunduchi, Welezo, and Matemwe. The detailed design of the 132kV backbone transmission infrastructure is carried out by a ZECO-hired consultant. (b) Distribution network strengthening and access scale-up. This includes: (i) refurbishment and reconfiguration of the existing 33/11kV infrastructure; (ii) modernization/replacement of 11kV network equipment around Stone Town; and (iii) grid extension & intensification and associated last-mile household connections across Zanzibar. This component will also support grid equipment installations for performance improvement and loss reduction. (c) Supervisory Control and Data Acquisition (SCADA): Support for design and installation of a SCADA system for ZECO to improve efficiency in grid operations. (d) Support for resettlement and compensation payments: compensation payments to project affected persons (PAPs). COMPONENT 3: Sector Institutional Strengthening and Project Implementation Support. This component will support the strengthening of sector institutions to improve planning frameworks and operational efficiency in the supply of electricity services in Zanzibar, including the implementation of the renewable energy generation program. The component will finance technical assistance to ZECO, MoWEM, and ZURA, including relevant technical skills strengthening. This component will also support energy efficiency development and gender mainstreaming in the Zanzibar energy sector. The proposed expansion of 33kV of overhead Transmission Line (OHTL) and 11kV of Underground cable for Stone town will involve limited land area. The proposed new 132kV, Overhead Transmission Line to Makunduchi and Matemwe from Welezo via Ubago of approximately 60km will require new land acquisition and will have impact on housing and 15 crops resettlements. The 11kV will be the rehabilitation of distribution infrastructure of underground cable from Mtoni 33kV substation to Kiembesamaki 33kV substation via Kilimani 33/11kV substation to Stone Town. Therefore, all activities of both overhead and underground transmissions envisaged the right-of-way acquisition, land clearing, arrangement of access roads to the towers/poles where required, construction of foundations and towers, stringing installation of conductors, insulators, other equipment. However, the final design will be based on the outcomes of the routing study, geotechnical and cadastral surveys, poles spotting and the Social Environmental documents (ESIA, and ESMP). The route selection study was undertaken to identify a preferred access strip for the construction of a proposed 33 – KV. The overhead, proposed 132kV line connecting from Fumba to Mtoni via Welezo 132-kV station to Ubago 132kV station (OHTL) will involve limited land area and the right of way. The new proposed OHTL line connection should start from Makunduchi and Matemwe 132kV to Ubago substations. 16 Figure 1: The Map of Zanzibar 17 Figure 2: 132 kV line 18 Figure 3: General Zanzibar Map show Underground and Stone Town Work (11kV distribution refurbishments works (around Stone Town). NB: No. 1, 2, 3, 4, 10, 13, 21, 26, 25, 27, 28, are in Stone Town. No. 16 and 17 are in the Buffer Zone 1.2 Brief Summary of Previous Stakeholder Engagement Activities. There have been various engagement activities with stakeholders some occurring earlier than preparation of the ZESTA project and on various aspects of the project. Consultations have occurred on the Solar component under EU-funded work. In addition, there have been consultations with the institutional stakeholders for the new overhead 132kV line from Welezo to Makunduchi and Matemwe via Ubago, refurbishment of 33/11kV including in Urban and Central district as well as Stone Town. The details of these activities are in section 4.3. The stakeholders consulted are government ministries, departments or agencies at national level (e.g. ZECO, ZAWA, MoLWHE, MOFP, ZEMA, DOE, ZNCCIA, and MANRF) and local levels communities’ leaders, community-based organizations and user groups and individual 19 community members and people who potentially will be directly affected by the project as well as interested public and private organizations. Stakeholder consultations were carried out through interviews and meetings. In the process the content of the project and the potential impacts were explained; stakeholders also provided useful primary baseline information, guidance and recommendations on best practices acceptable and suitable to local environment. 1.3 Purpose and Scope of SEP This Stakeholder Engagement Plan (SEP) will assist the Project Implementing Units (ZECO and MoWEM) with managing and facilitating engagement through the various stages of the Project’s life cycle from pre-feasibility stage, feasibility, design, construction, operations, closure and rehabilitation stages. This version of the SEP is an initial guide to engagement and will need to be revised as needed during project implementation to reflect ongoing stakeholder engagement. The purpose of the SEP is to explain how stakeholder engagement will be practiced throughout the course of the project and which methods will be used as part of the process; as well as to outline their roles and responsibilities in its implementation. Indeed, the SEP serves the purpose on the project to comply with the World Bank Environmental and Social Standards which notes that projects may result in a range of social and environmental risks and impacts and the involvement of the local population is essential to the success of the project, to ensure smooth collaboration between project staff and local communities and minimize and mitigate environmental and social risks related to the project. 1.4 Objectives of the Stakeholder Engagement Plan (SEP) The SEP seeks to define a technically and culturally appropriate approach to consultation and disclosure. The goal of this SEP is to improve and facilitate two-way communication between the project and stakeholders and to create an atmosphere of understanding that actively involves project affected people and other stakeholders in a timely manner, and that these groups are provided sufficient opportunity to voice their opinions and concerns. The SEP is a useful tool for managing communications between the Project Implementing Units and their stakeholders. 20 1.5 Key Objectives of SEP: • Provide guidance for stakeholder engagement such that it meets World Bank’s Environmental and Social Standard 10; • Identify key stakeholders that are affected, and/or able to influence the Project and its activities; • Identify the most effective methods and structures through which to disseminate project information, and to ensure regular, accessible, transparent and appropriate consultation; • Guide the Project to build mutually respectful, beneficial and lasting relationships with stakeholders; • Develop a stakeholder engagement process that provides stakeholders with an opportunity to influence project planning and design; • Establish formal and responsive grievance/resolution mechanisms; • Define roles and responsibilities for the implementation of the SEP; • Define reporting and monitoring measures to ensure the effectiveness of the SEP and periodical reviews of the SEP based on findings 21 2.0 LEGAL REQUIREMENTS AND REGULATIONS According to the World Bank’s Environmental and Social Standard 10 all Bank projects require a Stakeholder Engagement Plan. The process of stakeholder engagement will involve the following, as set out detail under ESS 10: (i) stakeholder identification and analysis; (ii) planning how the engagement with stakeholders will take place; (iii) disclosure of information; (iv) consultation with stakeholders; (v) addressing and responding to grievances; and (vi) reporting to stakeholders. In addition, the Zanzibar legislations through Environmental Management Act No 3 of 2015, require public consultations, but only for those projects which require Environmental Impact Assessment (EIA). This EIAs provides detailed requirements and procedures for conducting public consultations and establishment of timeframes for information disclosure, public hearing and discussion. The responsibility for the public disclosure now rests with the Zanzibar Environmental Management Authority (ZEMA), such that the following is required: One among the purpose of the ESIA Report is to set out the type of information and project impact to be gathered and examined during study. However, consultations for the solar parks sites were undertaken in December 2015 by Intec - GOPA-International Energy Consultants GmbH. These consultations involved communities at Shehia level, Zanzibar Municipality Council, ZECO staff and the Ministry of Finance through interviews and focus group discussions. [insert] . Consultations with institutions were also undertaken with ZIPA, Commission for Tourism, Ministry of Agriculture, Livestock and Fisheries, etc, during the preparation of the Solar Farm ESIA report in 2016. For the 132kV overhead lines the ESIA study is currently being undertaken by ZECO through a consultant. Consultations undertaken as of May 2020 include the Ministry of Land, Housing, Water and Energy, Department of Energy and Mineral (DoEM); Zanzibar Urban Service Project (ZUSP); Department of Forest and Natural Resources (DFNR); Jozani Chwaka Bay National Park; Department of Environment (DoE); and Local Government Leaders (Sheha). A total number of 12 Shehias were involved during the consultations, namely; Kitongani, Hawaii, 22 Mchikichini, Mtofaani, Mehomeka, Mwera, Koani, Ubago, Dunga, Binguni, Tungwa, Unguja Kuu, and Pete. The implementation of the activities in this SEP related to development of infrastructure will need to be aligned with the requirements set out by ZEMA, as well as relevant to the WB Environmental and Social Standards. 3.0 STAKEHOLDER ANALYSIS AND IDENTIFICATION 3.1 Stakeholder Analysis Stakeholder analysis determines the likely relationship between stakeholders and the Project, and helps to identify the appropriate consultation methods for each stakeholder group during the life of the project. In general, below are some of the most common methods used to consult stakeholders: • Phone /email; • One-on-one interviews; • Public meetings; • Workshop/focus group discussions; • Distribution of pamphlets and newsletters once available; and • Newspaper/magazines/radio. When deciding the frequency and the appropriate engagement technique used to consult a particular stakeholder group, three criteria will be considered: • The extent of impact of the project on the stakeholder group; • The extent of influence of the stakeholder group on the project; and • The culturally acceptable engagement and information dissemination methods. In general, engagement is directly proportional to impact and influence, and as the extent of impact of a project on a stakeholder group increases, or the extent of influence of a particular stakeholder on a project increases, engagement with that particular stakeholder group will be intensified and deepened in terms of the frequency and the intensity of the engagement method used. As such, stakeholder engagement will be intensified during the preparation and 23 implementation of the environmental and social assessment documents (such as Resettlement Action Plans and Environmental and Social Impact Assessments). All engagement needs to proceed on the basis of what are culturally acceptable and appropriate methods for each of the different stakeholder groups. For example, for consultations with government official formal presentations will be preferred, while communities and s vulnerable individuals (see section 3.5.5 for details) prefer public meetings, and informal focus group discussions facilitated by availability of posters and non-technical pamphlets. 3.2 Stakeholder engagement principles Stakeholder engagement is usually informed by a set of principles defining core values underpinning interactions with stakeholders. Common principles based on international best practice include the following: • Commitment is demonstrated when the need to understand, engage and identify the community is recognized and acted upon early in the process; • Integrity occurs when engagement is conducted in a manner that fosters mutual respect and trust; • Respect is created when the rights, cultural beliefs, values and interests of stakeholders and neighboring communities are recognized; • Transparency is demonstrated when community concerns are responded to in a timely, open and effective manner; • Inclusiveness is achieved when broad participation is encouraged and supported by appropriate participation opportunities; • Trust is achieved through open and meaningful dialogue that respects and upholds a community’s beliefs, values and opinions; • Gender equality is demonstrated not only by the physical participation of women during engagement activities but also by adopting transversal gender perspective and gender equality indicators; • Inclusiveness is achieved when the project attends to the need of all the members equally including the vulnerable individuals such as elderly, disabled, women headed households, 24 and other social classes; and special attention is paid to those community members who are at risk of social exclusion. 3.3 Detail on engagement methods to be used Public/community meetings After effectiveness, the Project will organise launch meetings in each of the 7 Districts. As part of the preparation of the launch meetings, the Project will engage with the districts to ensure that District Community Officers are aware of the project and can play a role in information sharing and engagement with communities. From then on, the District Community Officers will help organize community meetings/sensitization sessions in the all 22 Shehia/villages on a quarterly basis throughout the project’s lifecycle. The costs related to community meetings will be covered by the Project. The project will ensure the effective participation through focus group meetings to vulnerable individuals found within the community along the project areas which includes women, elderly, people with disabilities and youth (see Table 7 for more information). Mass/social media communication A Communications Officer will post information on the MoWEM and ZECO websites. In addition, information will be shared on the ZECO Facebook page. The project will also communicate with the local population via social media campaigns or tools like WhatsApp throughout the project’s lifecycle. Social media channels will be used primarily in urban areas as much as possible to disseminate information as rates of social media use (especially Facebook) appear to be high across users of different age and background in project affected communities. Communication materials Written information will be disclosed to the public via a variety of communication materials including project documents, brochures, flyers, posters, etc. A public relations kit will be designed specifically for the project and distributed both in print and online form. ZECO and MoWEM will also update its website regularly (at least on a quarterly basis) with key project updates and reports on the project’s environmental and social performance both in English and Swahili. The websites will also provide information about the Grievance Redress Mechanism for the Project. 25 Trainings, workshops Finally, trainings related to implementation of the SEP will be provided to relevant project staff, and where relevant contractor staff, government (including agencies such as ZEMA), and other involved entities early in project implementation. Trainings will include general environmental and social standards training for the two PIUs, training on stakeholder engagement and grievance management for the social and environmental staff, and training on environmental and social standards for community officers and other entities. Additional issues covered will include a sensitization to gender-based violence risks, inclusiveness of vulnerable individuals, and participatory approaches. In the first years of project implementation a firm will be recruited to support capacity building efforts including on-the-job training and workshops. Information Desks Information Desks in each municipality will provide local residents with information on stakeholder engagement activities, construction updates, contact details of the Project staff. Information will also be distributed at the construction sites. When necessary, community officers can meet nearby and share information about the project with PAPs and other stakeholders. Documents, brochures and fliers on various project related social and environmental issues will be made available at these sites. 3.4 Engagement Techniques There are a variety of engagement techniques used to build relationships with stakeholders, gather information from stakeholders, consult with stakeholders, and disseminate project information to stakeholders. When selecting an appropriate consultation technique, culturally appropriate consultation methods, and the purpose for engaging with a stakeholder group will be considered. Table 1 provides a list of different consultation techniques and suggests the appropriate application. 26 Table 3: Engagement Techniques Engagement Techniques Appropriate application of techniques Information Centre and -­‐ Establish Information Boards in each Project area Information Boards community. Correspondence by -­‐ Invite stakeholders to meetings phone/email/Text/Instant -­‐ Distribute project information to government officials, messaging organisations, agencies and companies Print media and radio -­‐ Disseminate project information to large audiences, announcements illiterate stakeholders -­‐ Inform stakeholders about consultation meetings One-on-one interviews -­‐ Solicit views and opinions -­‐ Enable stakeholders to speak freely and confidentially about controversial and sensitive issues -­‐ Build personal relations with stakeholders Formal meetings -­‐ Present project information to a group of stakeholders -­‐ Allow the group of stakeholders to provide their views and opinions -­‐ Build professional relations with high level stakeholders -­‐ Distribute technical documents -­‐ Facilitate meetings using PowerPoint presentations -­‐ Record discussions, comments/questions raised and responses Public meetings -­‐ Present project information to a large audience of stakeholders, and in particular communities -­‐ Allow the group of stakeholders to provide their views and opinions -­‐ Build relationships with neighbouring communities -­‐ Distribute non-technical project information -­‐ Facilitate meetings using PowerPoint presentations, posters, models, videos and pamphlets or project 27 information documents -­‐ Record discussions, comments/questions raised and responses Workshops -­‐ Present project information to a group of stakeholders -­‐ Allow the group of stakeholders to provide their views and opinions -­‐ Use participatory exercises to facilitate group discussions, brainstorm issues, analyse information, and develop recommendations and strategies Focus group discussion -­‐ Allow a smaller targeted group of between 6 and 8 people to provide their views and opinions includes vulnerable individuals (women, youth, elderly and people with disabilities) -­‐ Build relationships with neighbouring communities -­‐ Use a focus group interview guideline to facilitate discussions Surveys -­‐ Gather opinions and views from individual stakeholders -­‐ Gather baseline data -­‐ Record data -­‐ Develop a baseline database for monitoring impacts All engagements and consultations will be documented. 3.5 Key Stakeholders Group The following stakeholder groups has been identified, and each of these groups is discussed in greater detail below: • Government officials; • Directly affected parties, including vulnerable individuals (see section 3.5.5 for details). • Other Interested Parties such as NGOs and conservation organizations. This list of stakeholders is likely to expand/change in composition through project implementation process. Additional stakeholder groups might include: 28 • Contractors and subcontractors; • Suppliers and businesses; • Trade unions; • Private sectors; • Customers; • Academic community; • Interested groups (media, other donors etc.) 3.5.1 Government Officials The Revolutionary Government of Zanzibar consists of a parliamentary representative democratic republic, whereby the Second Vice President is the head of government under the multi-party electoral system. Executive power is exercised by the government. Legislative power is vested in both the government and the Zanzibar House of Representative. The Judiciary is independent of the executive and the legislature. The government Ministries and departments that will be consulted include: • Ministry of Finance and Planning • Ministry of Land, Water, Housing and Energy • The Ministry of State (President Office) Second Vice President dealing with Environment • Ministry of Agriculture, Livestock, Natural Resources and Fisheries • Ministry of Health • Ministry of Culture • Local Government Authorities and Municipality • Forestry Department • District Commissioners This list will be amended and expanded on as the Project progresses. 29 3.5.2 Directly Affected Parties Affected parties are groups or individuals that can be directly (positively or negatively) affected by a project. An impacted community may be affected through components of the natural or social environment as a consequence of various aspects of a project activities and in varying degrees over its life cycle. The primary area of influence is approximately 100km from Makunduchi and Matemwe to Welezo via Ubago (132kV Overhead Lines), for 33kV and 11kV overhead and underground lines within the Urban Municipality. Within this larger area of influence some communities will experience more direct impacts (positive and negative) as a consequence of their proximity to the proposed project activities. These communities are illustrated in the table below. Other villages/Shehias and hamlets within the primary area of influence may also experience impacts (positive and negative), however to a lesser degree and the impacts will be well mitigated bythe project team through the application of each relevant environmental and social standard. . The following communities in each project components have been identified as potentially directly affected. The larger area of influence is the broader geographic area within which the project’s components are located and consists stakeholders including communities located along the project areas. Table 4: List of Shehias Directly Affected. Name of Shehia/Village Project Identified stakeholders and concerns Components Matemwe and Makunduchi Solar Farm, -­‐ Local Communities, CBOs, Farmers, substation and Forest land, Jozani Forest Reserve, Jozani 132kV Special Management Area. -­‐ Issues on Land acquisition, employment, compensation Kandwi, Pwani Mchangani, 132kV -­‐ Local Communities, CBOs, Farmers, Kiwengwa, Upenja, Forest land, coastal tourism areas 30 Kilombero, Mpapa, Dunga, Ubago, Mwera, Welezo, Issues on Land acquisition, employment Muyuni Jozani, Unguja and compensation Ukuu, Binguni Amani, Mwanakwerekwe, 33kV -­‐ Local Community Mombasa, Migombani, Kiembesamaki Issues on the existing right of way of 33kV line Kilimani 33kv OHTL -­‐ Local Community to /11kV Underground Issues on the existing right of way of cable with 33kV line transformer Gulioni, Mlandege, 11kV -­‐ Local Community Mwembetanga, Malindi, Transformer -­‐ Trade vendors Shangani, Vuga, Kikwajuni, -­‐ Tourism/hotels industry Rahaleo, -­‐ Urban dwellers -­‐ Businesses (hotels, restaurants etc) Issues on the existing right of way of 11kV underground line that may affect casual business and Stone Town Heritage issues 31 3.6 Other Interested Parties, NGO and Conservation Organizations The table below summarizes the key categories of other interested parties and the respective justification for their interest in the project. Table 5: Other Interested Parties Other Interested Parties Interest in the Project Ministry of Finance and Planning Project Financial Management issues Ministry of Land, Housing, Water, and Energy Lead ministry for the project technical and its Utilities implementations President Office Regional Administration and Regional and District administrations Local Government Ministry of Infrastructure and Communications Mobility/Accessibility and infrastructure development and maintenance (Roads, Bridges and culverts and road maintenance) The Second Vice President’s Office (ZEMA Environmental and Social standards and Department of Environment) compliance and supervision Ministry of Agriculture, Natural Resources and Agricultural development, natural Forestry resource supply (sand, stones, gravels, timber etc.) Stone Town Conservation Development Heritage and cultural conservation issues Authority (STCDA) related to the 11kV works District Councils, LGAs, Municipality and Protect the rights of inhabitants in the Shehia. project area, represent the local communities/PAPs, receive and address any feedback and grievances from them Non-governmental organizations (local, Ensure the environmental and social regional, national and International) eg performance of the project is protecting Umoja wa Wenye Mashamba Jozani the environment and affected people and (UWEMAJO) complies with international environmental Jozani Environmental Conservation and social standards 32 Association (JECA) Business and workers’ organizations, National Interest in procurement and supply chain, Chamber of Commerce, Industry and potential environmental and social Agriculture (ZNCCIA), and Worker’s Union. impacts as well as community health and safety Zanzibar Association of Tourism Investors Interest in provision of reliable and stable (ZATI) electricity/power for running tourism and hotel facilities. This will ensure the sustainability of their tourism investment within the country. Other project developers reliant on or in the May require operation of the Project to vicinity of the Project (e.g. associated enable the export of power, can help facilities) and their financiers (e.g. Arab Bank identify interactions and cumulative for Economic Development in Africa impacts with other proposed (BADEA), or any other multilateral or developments bilateral) Press and media Inform residents in the project area and the wider public about the Project implementation and planned activities Academic institutions (e.g. State University of Potential concerns regarding Zanzibar (SUZA), Al-Sumait University environmental and social impacts (Chukwani), Zanzibar University, Karume potential educational/outreach Institute of Science and Technology (KIST) opportunities to increase awareness and and other academic institutions) acceptance of the project General public, and jobseekers Interest in the general socio-economic impacts of the project, both adverse and beneficial 33 Table 6: NGO and Conservation organizations No. Name of NGO Interest 1 UWEMAJO The Community based organization for farmers around Jozani national forests. The new 132kV lines will newly established within their areas. They will be benefited with stable and reliable power. This will boost their production process with the availability of sufficient energy supply within their areas. 2 JECA The Jozani Environmental Conservation Association which working with the Department of Forestry for conservation of flora and fauna along Jozani forest. They are interested in safeguarding the natural forest and reserved flora and fauna. They will concentrate to all available/proposed mitigation measures as the 132kV project area is close to conserved forest. 3 UNESCO A World Heritage Organization of the United Nations for having cultural, historical, scientific or other form of significance, which is legally protected by international treaties. They will be interested with the declared Stone Town (Zanzibar) Heritage City and conservation norms shall be observed. They will demand for approval of the Heritage Impact Study specific for the ZESTA project. 4 The Zanzibar Stone The non-government organization (NGO), dealing with Town Heritage restoration, conservation and awareness to preserve the Society (ZSTHS). heritage and culture of Stone Town. It is a locally registered NGO dealing with the cultural heritage within the Stone Town and help the Government to monitor the conservation through awareness to the public. 5 The Zanzibar The Association (UWZ) represents persons with all types Disability Association of disabilities in Zanzibar including the Persons with (UWZ) Disabilities (Rights and Privileges) Act 2006. They also 34 working with the established Zanzibar Center for Disability and Inclusive Development (ZACDID), which works to bring together people with expertise in disability and development and to improve the lives of children, youth and adults with disabilities. 6 Zanzibar National ZNCCIA acts as an umbrella organisation representing Chamber of some members of the private sector and serving them in all Commerce Industry matters to do with trading and business, marketing and and Agriculture trading opportunities, business advisory services, (ZNCCIA) entrepreneurial skills. It also serve as an important forum for business opportunities and transactions between and among its members including traders, entrepreneurs, and investors. *This list will be amended and expanded on as the Project progresses. 3.7. Disadvantaged/Vulnerable Individuals Disadvantaged / vulnerable individuals or groups are potentially disproportionally affected and less able to benefit from opportunities offered by the project due to various socio-economic factors. These groups are also at risk of being excluded from the consultation process and may also have difficulties accessing and/or understanding information about the project and its environmental and social impacts and mitigation strategies. These group include “those registered as poor with the local social services; women-headed households; elder-headed households (over 70 years pension age) without any other household member bringing in income; and households headed by disabled people.” (Zanzibar Social Welfare Policy, 2016) In addition, women and girls may be subject to impacts from Gender Based Violence. At the village level, works under the 33kV and 11kv subcomponents may see some exclusion of poor households for access. No ethnic or religious minorities are known to be present in project areas. Details on vulnerability on environmental and social risks, including land and labor, are addressed in detail in the Environmental and Social Management Framework, (ESMF), the Resettlement Policy Framework (RFP), and the Labor Management Procedures (LMP) under 35 preparation. The SEP addresses risks related to exclusion from consultations which are detailed during the implementation of the project may experience social exclusion increases if they have a disability, chronic illness or limitation in conducting project activities, and that probability is greater for women, elderly, disability, and other social classes. The exclusion will not allow individuals to participate in project activities and society. Therefore, the following are recommended once the project discover PAPs in a condition of exclusion: social inclusion support, employment, health and education, social participation, work integration, empowerment, self-esteem, and personal achievement should be promoted. Individuals that may be susceptible to being excluded from the consultation process such as women, elderly, youth, the unemployed, people living with disabilities, etc. Attendance will be encouraged at consultation meetings and certain additional measures will be put in place to encourage participation (Table 7). Table 7: Summary for Consultation methods for vulnerable individuals No Category Method of consultation Potential concerns 1 Elderly Focus group meetings They fear the high voltage conductivities to with assistance their society including language translations 2 Youths Focus group meetings They request for work engagement during the project implementation 3 Women Focus group meetings They are concerned on losing their farming plots 4 People with Focus group meetings They are concerned on exclusion during the Disabilities with assistance project implementation and benefits including language translations 36 3.8. Summary of stakeholder interest and influence to the project The table provided below summarizes the level of interest in and potential influence over the project of the various stakeholder categories identified above. Categories color-coded in red will require regular and frequent engagement, typically face-to-face and several times per year, including written and verbal information. Categories color-coded in orange will require regular engagement (e.g. every half-a-year), typically through written information. Finally, categories color-coded in green will require infrequent engagement (e.g. once a year), typically through indirect written information (e.g. mass media). Table 8: Analysis and prioritization of stakeholder groups based on level of interest in and influence over the project High ability or Medium ability or Low ability or likelihood to likelihood to likelihood to influence or impact influence or impact influence or impact the project the project the project High level of interest - People affected by - Local Government -­‐ Jobseekers in the project land acquisition Authorities - People residing in Municipalities and project areas Shehia/villages -Vulnerable -­‐ Zanzibar households, Association of - Shehias and Tourism Investors villages MoFP (ZATI) - MoWEM -Business (formal and informal) in the vicinity of works for the 11kV subcomponent 37 - Medium level of NGOs Businesses and Academic interest in the Press and Media workers’ institutions General project organisations public Other project developers Low level of interest Development in the project Partners 4.0 STAKEHOLDER ENGAGEMENT APPROACH 4.1 Public Consultation Public consultation formed an integral part of the environmental and social assessment process as it provided interested and affected parties (I&APs) with project information and an opportunity to comment. It is also a requirement of the World Bank and current Zanzibar legislation. The displacement implications of the proposed project were part of the public consultation process, but consultation of PAPs will be done separately during ESIA and RAP studies. Stakeholder’s engagement and Public consultation has and is being undertaken throughout the development of the project as summarized in table below. Table 9: Status Matrix for Public consultation PROJECT PHASES PUBLIC CONSULTATION CONSULTATION STATUS APPROACH Project preparatory Identification of potential All potential stakeholders are phase which includes stakeholders/institutions and identified to all components, engineering design, and communities for consultations For the solar farm an ESIA1 standards frameworks (i.e. study has been done in 2016 RPF, ESMF, ESCP, SEP, by INTEC (GOPA- 1 The ESIA study for the Solar Farm done and submitted in 2016, as time passes the study need to be reviewed and updated including undertaking both community and institutional consultation. 38 LMP and the TOR for International Energy site-specific safeguard Consultants GmbH) Further studies) consultations will be required. For 132kV overhead lines, ZECO has done the consultations with the institution in May 2020. Consultations with local communities for the transmission line will be needed. For 33kv and 11kV consultations have been undertaken as noted in section 4.3(iv) The ESMP will be done after project approval by the WB. Project announcement Detailed consultation will be The ESIA for solar farm phase, commenting and undertaken and required through component will be updated. disclosures period where community meetings to obtain The public consultation, for procurement of views and concerns on the 132kV ESIA is currently being consultancy services for projects and its impacts, undertaking by ZECO through undertaking safeguard stakeholders concerns and a consultant and will be sturdies (ESIA, ESMP, feedback, Focus group submitted. and RAP). discussion will be undertaking. For 33/11kV the ESMP and RAP is not yet commissioned. Decision making phase Notify stakeholders and local The ESIA for Solar farm (ESIA, ESMP, and RAP communities on Government and component has been reviewed reviewed by ZEMA the WB decision. and Certificate issued by certificate and approved ZEMA. by the WB) Implementation phase Stakeholder engagement and Will be ongoing 39 grievance Redress mechanism and Monitoring In terms of the Zanzibar Environmental Management Act of 2015 the public consultation will be intensively required during the undertaking of Environmental and Social Impact Assessment study, also known as an Environmental Impact Assessment (EIA) the relevant authority (ZEMA) upon received, shall distribute the report to government departments for comment. The public will be notified and invited to review and give written comments on the ESIA report. A period of not less than 20 days and not more than 30 days will be given for public review and comment once they have been effectively notified. The outcome of this review will comprise one of three options: (1) project approval, (2) a request for more information, or (3) project disapproval; and, through the Director of the environmental authority (ZEMA) upon satisfaction and approved from review outcome then will issue an EIA certificate and may attach conditions. 4.2. Consultations during COVID-19 Stakeholders’ consultations are important and required from project preparations and continues throughout project implementation. Inputs from stakeholders are relevant as they provide valuable ideas into project design, risks and impacts etc. Several consultations’ have been undertaken as part of the project preparations for the project but more consultations will be required during project implementation. To ensure community health and safety, the project will observe safe consultations when it is difficult to have a normal routine of stakeholders’ engagements such as, focus group discussions, community meetings, workshops, interviews etc. At this time, required consultations will be conducted in such a way to limit disease transmission through online platforms, including emails, phone calls, text messages, WhatsApp calls and texts, zoom, webex, skype etc. If the project requires face-to-face consultations, the project will follow national and international guidelines on health and hygiene procedures. These safety measures are already in place and will be applied throughout the project implementation until further notice from health experts. 40 4.3. Preparation Stage-Stakeholder Engagement Activities Different project activities have been subject to consultation at different times because of different development timelines. • The solar component was initially considered for development in 2016 and consultations were undertaken under EU-funded work. • Broad consultations were conducted involving the following institutions: Ministry of Housing, Communication and Infrastructure; Department of Forestry and Non- Renewable Natural Resources; Commission for Lands (Department of Rural and Urban Planning, Department of Lands registration); Department of Environment (DoE); District Commissioner, South District; District Council, South District; District Commissioner, North "A" District; District Council, North "A" District; Department of Agriculture; Department of Energy and Minerals (DoEM); Tanzania Meteorological Authority (TMA); Zanzibar Environmental Management Authority (ZEMA); Zanzibar Utilities Regulatory Authority (ZURA); Zanzibar Electricity Corporation (ZECO); Community Development and Environmental Conservation of Zanzibar (CODECOZ), a local Non- Governmental Organisation operating both in Unguja and Pemba; Society for Natural Resources Conservation and Development (SONARECOD), Shehia of Mbuyutende and Kijini; and Village Communities resident in Mbuyutende and Kijini. The concerns of the consulted stakeholders are addressed in the submitted ESIA report to ZECO. • The preparation of the ESIA for the 132kV line was commenced during preparation (in 2019) and consultations with institutional stakeholders were held in May, 2020.under BADEA-funded work. • Consultations on the project as detailed above, commenced in 2019, early in project preparation. These consultations are detailed below. The public consultation and stakeholder engagement process aims to ensure that stakeholders are informed in advance about the ZESTA project and its potential environmental and social impacts. It gives the opportunity to integrate stakeholders’ comments into the project safeguards documents as part of the World Bank Environmental and Social Standards (ESS1 – ESS10). The 41 objective is to guarantee that the documents are robust and transparent, demonstrating that public concerns about the project have been considered. ZECO has been engaging with various project stakeholders as the initial phase of the project preparation with its documentations. Two phases of stakeholder engagement activities have taken place to date as described below. (i) Consultations during the preparation of the ESIA Study for the Solar Farm and the 132kV line During early preparation of the ESIA - Baseline Study for the Wind and Solar Potential Analysis and Feasibility Studies of Power Plants (undertaken in December 2015) – consultations were undertaken by Intec - GOPA-International Energy Consultants GmbH. These were focused on initial ideas around solar and wind parks. There was some degree of stakeholder’s engagement involving the community at Shehia level, Zanzibar Municipality Council, ZECO staff and the Ministry of Finance through interviews and focus group discussions. Various meetings were held with these stakeholders to inform about the intention to undertake the project mostly discussed on project impacts including environmental impacts and acquisition of land. (ii) Consultative meetings with Development Partners. The first meeting took place in November 2019. The purpose of the meeting was to present the overview of the project, discuss the renewable energy integration and battery storage study issues as well as provide an overview of the Environmental and Social Framework. A second meeting was held in May 2020. This meeting was a virtual interim workshop for the VRE Grid Integration and BESS study. Both meetings were chaired by ZECO and MoFP. Attendees in both meetings included ZECO, MoFP, MoWEM, and the Development Partners (DPs) including representatives from the IFC, US Embassy (Commerce Services), SIDA, NORAD, JICA, AFD, AFDB, UNDP, and UNIDO. 42 DPs expressed their support for the proposed project and reiterated their commitment to supporting Zanzibar in the transition of the energy sector. In addition, ZECO and MoFP identified additional support needed from the DPs. (iii) Consultations related to the ESIA for the 132kV sub-component As noted above, the ESIA for the 132kV overhead lines is under preparation by ZECO through a consultant. Consultations undertaken as of May 2020 include the Ministry of Land, Housing, Water and Energy, Department of Energy and Mineral (DoEM); Zanzibar Urban Service Project (ZUSP); Department of Forest and Natural Resources (DFNR); Jozani Chwaka Bay National Park; Department of Environment (DoE); and Local Government Leaders (Sheha). A total number of 12 Shehias were involved during the consultations, namely; Kitogani, Hawaii, Mchikichini, Mtofaani, Muembe Mchomeke, Mwera, Koani, Ubago, Dunga, Binguni, Tunguu, Unguja Ukuu, and Pete. Community members were not consulted at this stage. Detailed consultation information attached in Appendix 3(b). (iv) Consultations related to the preparation of the project environmental and social documents In 21st and 28th December 2019, ZECO held consultation meetings in two districts. The first meeting which held in Central district (in Centre Municipality hall) involved two districts- central and North D. The second meeting which was held in Urban district (Sheikh Idrissa Abdulwakil hall) combined two districts as well- Urban and South. Stakeholders from all meetings were representatives from Shehia, government department and institutions, including environment, forest, district, agriculture and fisheries officials. In central district, a total number of 24 stakeholders participated (3 women and 21 men) and in Urban district 22 stakeholders attended the meetings (2 women and 20 men). The meetings were organized in coordination with the District Administrative Secretary who liaised with the Sheha who in turn informed community members of the meeting 43 verbally. These arrangements were made a week before the scheduled meetings. Details on attendance are in Appendix [5- e, f]. In January 27, 29 and 30, 2020 various meetings were undertaken in Matemwe and Ubago wards with various stakeholders focused on the 33kV and the 11kV works. In Matemwe 27 people were consulted (17 males and 10 female) and in Ubago 18 people were consulted (14 males and 4 female). Details on attendance are in Appendix [5-h]. On February 14, 17, 18, and 21 2020, a round of stakeholder meetings were conducted as part of the preparations of the ESMF. A total number of 16 people (13 males and 3 female) were consulted. Stakeholders from all meetings were representatives from Stone Town Conservation Development Authority (STCDA), Zanzibar Environmental Management Authority (ZEMA)-Department of Environment, Zanzibar Utilities Regulatory Agency (ZURA), Department of Occupation Safety and Health, Ministry of Land Housing water Energy and Mineral-Department of Energy and Mineral (DoEM), Northern Region, Northern “A” District, Kijini Shehia, Urban West region, West “B "Municipal Council, Shehia of Michungwani, Southern Unguja District. Details on attendance are in Appendix [5-h]. In January 28 and February 1, 2020, focus group discussions were conducted with community members in Matemwe, Ubago and Makunduchi Wards. Attendance in all discussions were as follows; Matemwe 13 people (8 males and 5 female); Ubago 6 people (2 female and 4 males) and Makunduchi 8 people (3 women and 5 males). Participants were farmers, livestock keepers, fishermen, teachers, businessmen and women and stay at home parents. Details on attendance are in Appendix [5-b, c, d]. The focus group discussions were organized in coordination with the Sheha. The Sheha identified and invited the participants based on criteria (such as, the elderly and disabled). Household-level interviews were also conducted, with households chosen randomly. 44 In March 2020, the consultative meetings with NGOs were conducted, including Jozani Environmental Conservation Association (JECA); Pete Community Conservation Committee; Jozani Community Conservation Committee; and Umoja wa Wenye Mashamba Jozani (UWEMAJO). The organizations were identified based on initial stakeholder identification. Due to COVID-19, safe practices for consultations were observed and they consisted of one-on-one phone and face-to-face conversations. The objective of the consultative meetings was to introduce the project, document feedback and opinions received from stakeholders. Also, the consultations aimed at understanding stakeholders’ concerns and expectations related to the project. During the presentation and discussions Kiswahili language was used throughout the discussions. Consultations and Key Issues Raised2 i. Community health and safety: During the presentation there were concerns that the project might affect the health of the local communities from high voltage, community members were assured that the electromagnetic field from the overhead lines has technically mitigated and there will be no danger to community health and safety. This issue has been raised in multiple discussions ii. Electricity price and tariffs: If the project will make ZECO to reduce electricity price and tariffs, at this point it is not clear if the project will help with the reduction of the unit prices and the tariffs. However, the objective of the project is to provide the better electricity service to Zanzibaris. iii. Compensation delays for PAPs: Valuation process will be undertaken to determine the compensation benefits. Compensation for assets (land, houses) and crops will be based on the market prices.3 The government through ZECO and MoWEM will prepare the RAP report as early as possible so as they will set aside the fund for compensation and will 2 See appendix 3 for detailed consultation matrix and appendix 4 for lists of stakeholders consulted. 3 This information does not reflect the RPF which states that compensation will be at replacement cost. 45 start immediately after approval. The process will also involve community members. This issue has been raised in multiple discussions iv. Land acquisition and resettlement: Alternative route related to Jozani has been identified by the design consultant and agreed by JECA, Umoja wa Wenye Mashamba Jozani (UWEMAJO), Pete Community Conservation Committee and Jozani Community Conservation Committee, that will have minimum impacts compared to the first identified location of the route. The newly proposed transmission route is about 600m away from the protected boundary. This issue has been raised in multiple discussions. v. Rehabilitation and design activities should be done in consultation with Stone town CDA: The Project follows the World Bank Procedures and standards which requires an effective involvement of all key stakeholders. Therefore, ZECO will ensure Stone Town is consulted throughout project life. The design will be shared to key stakeholders including STCDA for recommendations and comments to ensure no impacts will occur. vi. The project and implications on the biodiversity. Environmental and Social Impact Assessment is under preparation and analysis of alternative routes will be done to mitigation environmental impacts along Jozani Park with low manageable impacts. vii. OHS is a big challenge in Zanzibar. The project implementation will comply by Zanzibar Occupation Health and Safety Policy and World Bank OHS guidelines. The project implementation will consider the use of the Zanzibar OHS policy as most of the involved project implementers are government sectors/agents. The project implementation will comply by Zanzibar Occupation Health and Safety Policy and World Bank OHS guidelines. viii. Information about the project is not adequate in some areas. The essence of stakeholder consultation is to provide information to all relevant stakeholders. ZECO will ensure all relevant governing offices are well informed prior project implementation. ZECO ensure that the information regarding this project are shared from regional to local authority 46 ix. Employment opportunity for local communities. The project implementation will have positive impacts to local community including employment opportunity for skilled and unskilled labor. x. Land disputes between users must be resolved before the project start. The project implementer will have in place the grievances redress mechanisms xi. Enough storage facilities for waste management and disposal. The implementation of the project will abide to Zanzibar health and Safety Regulation for workplace and the Bank’s health and safety regulations. The project will ensure effective management and disposal waste Because consultations started before much of the project design was known or the ESMF or RPF finalized, there is a need to ensure that communities receive updated information on the project design and risk management approaches. 4.2.3 Disclosure & Consultation Phase This second phase of engagement focuses on disclosing and consulting on the draft results of the ESIA process. Within the overarching ESIA engagement objectives, the specific objectives for the draft ESIA phase of engagement are to: • Provide feedback to the stakeholders on the draft impact assessment and associated management/mitigation measures (disclosure); and, • Gather stakeholder input on the initial impact assessment and identified mitigation and enhancement measures (consultation). During this engagement phase, disclosure and consultation activities will be designed along the following general principles: • Consultation events and opportunities must be widely and proactively publicized, especially among project affected parties, at least 2-3 weeks prior to any meeting; 47 • The English and Kiswahili non-technical summary must be accessible prior to any event to ensure that people are informed of the assessment content and conclusions in advance of the meeting • Alternative media to be considered in areas with high illiteracy rates; • The location and timing of any meeting will be designed to maximize accessibility to project affected people, with particular attention to the availability of women given their multiple responsibilities; • Information presented will be clear and non-technical, and will be presented in the local language understood by those in the communities; • Facilitation will be provided to ensure that stakeholders are able to raise their concerns; and • Issues raised are answered at the meeting or actively followed up. Feedback and comments can be placed in a confidential comment box in the ZECO Information center or emailed to ZECO (zest@zeco.co.tz or info@zeco.co.tz). 4.3 Information disclosure The current ZECO website (http://www.zeco.co.tz/home) will be used to disclose project documents via a dedicated ZESTA webpage. Project documents will also be disclosed on the MoWEM website once it is established. . Documents will include the environmental and social risk mitigation documents such as the ESMF and RPF and subsequent ESIAs, and RAPs, documents on environmental and social performance, and other relevant material. Material will be provided in both Kiswahili and English (executive summaries of the environmental and social documents will be translated into Kiswahili). All future project related environmental and social monitoring reports, listed in the above sections will be disclosed on these webpages. Project updates (including news on construction activities and relevant environmental and social data) will also be posted on the homepage of ZECO’s website and the MoWEM website. An easy-to understand guide to the terminology used in the environmental and social reports or documents can also be provided on the website. All information brochures/fliers will be posted on these websites. 48 4.4 Ongoing engagement after the disclosure process Several key lessons were learned from the previous experience of the Ubungo to Mtoni new Transmission line project which was previously implemented by ZECO and financed under the Millennium Challenge Corporation (MCC). During the implementation of this previous project, it was clear that most of the population had concerns about the impacts of the Electro Magnetic Field (EMF). ZECO has provided adverts through media with information about the project, including resettlement policy, project impact, principles of compensation and the project grievance resolution mechanism. However, the adverts did not reach most of the affected households. Consequently, ZECO prepared more targeted communication materials, including video clips and a PowerPoint presentation, to provide explanations on the impact of the ESMF and safety rules. These lessons will be taken into account for the ZESTA project. 5.0 IMPLEMENTATION OF THE SEP 5.1 Project Personnel ZECO and MoWEM will be the implementing agencies (IAs) under the proposed project. ZECO will implement Component 1, Component 2, and sub-component 3.1, while the MoWEM will implement sub-component 3.2, 3.3 and 3.4 (capacity building, EE, and gender). Each implementing agency will have a Project Implementation Unit (PIU), that will be headed by a Project Manager. The Overall Project Coordinator (OPC) will be responsible for the monitoring and coordination of both PIUs. MoWEM will be supported by a procurement specialist, a project accountant, an environmental and social (E&S) specialist, and a monitoring and evaluation (M&E) specialist. The staff with responsibilities to implement the SEP are the Overall Project Coordinator, the ZECO PIU Social Specialist, Communication Officer, and the Communication and Customer Care Manager (CCCM) and the MoWEM PIU Safeguards Specialist. During project implementation, stakeholder consultation will be led by the ZECO PIU specifically the Social Specialist together with two staff from the Public Relations Unit: the Communication Officer (CO) and Communication and Customer Care Manager (CCCM). The CO and CCCM will provide half of their time (50% of their time) to support to ZESTA and work under the direction of the Social Specialist. 49 5.1.1 Overall Project Coordinator a) Ensure resources are available for technical support and capacity building to relevant institutional actors. b) Review progress reports on the implementation of the Stakeholder Engagement Plan (SEP) and include them in progress reporting to the World Bank c) Ensure establishment and maintenance of effective M&E system including grievance database. d) Receive and develop resolution of grievances as required. e) Ensure that there is sufficient a budget for the implementation of the SEP throughout project implementation. 5.1.2 Social Specialist – ZECO PIU The full draft Terms of Reference (TOR) for this specialist is included in the Environmental and Social Management Framework. In regards to stakeholder engagement, their main tasks will involve, but will not be limited to: a) Implement stakeholder engagement in line with the SEP. b) Undertake consultations, focus group discussions, and other activities to ensure that the objectives of the SEP are met. c) Liaise, as relevant, with local authorities to ensure smooth implementation of the SEP. d) Coordinate SEP implementation with various areas/regions/etc. as relevant. e) Establish and maintain an effective grievance tracking system and where relevant ensure that grievances are channeled to appropriate response mechanisms (e.g. out-of-project, GBV service providers, etc.). f) Receive and develop resolution of grievances as required. g) Participate in grievance committee meetings as relevant. h) Undertake regular review of grievances and where relevant identify systemic issues to be addressed and trends that require attention from management. i) Serve as a conduit of information between stakeholders and the project implementing team especially in regards to emerging environmental and social risks, impacts and potential mitigation measures. 50 j) Update the SEP including updating the stakeholder identification, as relevant, and as detailed in the Environmental and Social Commitment Plan. k) Provide technical support and capacity building to relevant institutional and community actors to support implementation of the SEP. l) Prepare progress reports on the implementation of SEP, including grievance management, and submit them to project management. m) Receive feedback and comments that are being emailed to ZECO. 5.1.3. Safeguard Specialist- MoWEM PIU The full draft Terms of Reference (TOR) for this specialist is included in the Environmental and Social Management Framework. In regards to stakeholder engagement, their main tasks will involve, but will not be limited to: a) Review relevant contracts to ensure provisions related to stakeholder engagement have been incorporated b) Develop and maintain close networks with community-based stakeholders including NGOs and CSOs, and district officials among others c) Co-organize and co-supervise training and workshop for the project as indicated in the ESCP d) Implement stakeholder engagement for MoWEM -PIU in line with the SEP. e) Undertake consultations, focus group discussions, and other activities to ensure that the objectives of the SEP are met for MoWEM -PIU components. f) Liaise, as relevant, with local authorities to ensure smooth implementation of the SEP. g) Coordinate SEP implementation with various areas/regions/etc. as relevant. h) Participate in grievance committee meetings as relevant. i) Serve as a conduit of information between stakeholders and the project implementing team especially in regard to emerging environmental and social risks, impacts and potential mitigation measures. j) In collaboration with ZECO PIU social specialist, update the SEP including updating the stakeholder identification, as relevant, and as detailed in the Environmental and Social Commitment Plan. 51 k) In collaboration with ZECO PIU social specialist, prepare progress reports on the implementation of SEP, including grievance management, and submit them to project management. l) Where relevant, receive complaints and share with ZECO PIU 5.1.4. Communication and Customer Care Manager a) Provide direct support to stakeholder engagement activities at the community level and with other relevant stakeholder such as Nongovernmental Organizations. This will include planning, leading and/or facilitating community consultations, focus ground discussions, and/or individual interviews. This will also include documenting all stakeholder engagement activities. b) Work closely with local authorities to organize and undertake stakeholder engagement activities, including receipt of and responses to grievances, as detailed in the GM. c) Create awareness of project activities including through the use of materials such as posters and brochures. d) Support the implementation of the Grievance Mechanism, including receiving grievances and developing resolution of grievances as required. e) Where relevant ensure that grievances are channeled to appropriate response mechanisms (e.g. out-of-project, GBV service providers, etc.). 5.1.4 Communication Officer Duties will involve but are not limited to: • Undertake community engagement and address community matters that arise. • Work closely with local leaders to keep them up to date on project activities and to update them, where relevant, on grievances. • Coordinate the project’s response to all issues related to the grievance mechanism. • Provide liaison between projects measures and other stakeholders (e.g. NGOs). • Liaise with the appropriate M&E personnel to ensure that grievances are tracked, reported and responded to accordingly as necessary. 52 • Track progress of implementation of mitigation measures and assess if progress and performance of mitigation actions being undertaken by the project to ensure objectives are met. • Keep records and report to the social specialist the feedback and comments that are being emailed to ZECO. • Keep track of ZECO website or project page and ensure it is regularly updated. 5.2 Stakeholder engagement tools and materials This SEP includes stakeholder engagement and community relations management tools including: • Grievance mechanism – A Complaint and Grievance Procedure provides a mechanism for communities and affected parties to raise complaints and grievances and allows the project to respond to and resolve the issues in an appropriate manner. A register has been developed to record all grievances reported to the PR Unit. • Engagement Notes – To ensure that an accurate and detailed record of information and views are gathered at every stakeholder meeting, consultation meeting notes will be written up. Prior to all consultations, responsibility shall be appointed to one member of the project team to take detailed notes and write up these notes immediately after the consultation using the Consultation Note in a specified format. This documentation will be appended to the SEP as it is periodically updated. The documentation will include details on the arrangements for the consultation, the participants, the format of the engagement process, the issues raised and responses provided, any commitments made, and the list of participants. 5.3 Monitoring and Evaluation, and Reporting The Project will maintain a database and activity file detailing all public consultation, disclosure information and grievances collected throughout the project, which will be available for public review on request. 53 Stakeholder engagement should be periodically evaluated by senior management of ZECO, assisted by the community liaison senior officer. The following indicators will be used for evaluation: • Level of understanding of the project stakeholders; • Bi-annual grievances received and how they have been addressed; and • Level of involvement of affected people in committees and joint activities and in the project itself. In order to measure these indicators the following data will be used: • Issues and management responses linked to minutes of meetings; • Monthly reports; • Feedback from primary stakeholder groups will be conducted by an NGO (through interviews with sample of affected people)4; Feedback from primary stakeholders will be in yearly basis. • Commitment and concerns register and • Grievance register. 5.4 Reporting Monthly Reports: the CO, CCCM and the Social Development Specialist will prepare brief monthly reports on stakeholder engagement activities for the PIT, which include: • Activities conducted during each month; • Public outreach activities (meetings with stakeholders and newsletters); • Entries to the grievance register; • Entries to the commitment, stakeholder and grievance register; • Number of visitations to the information centre; • Progress on partnership and other social projects; • Trends in grievances and stakeholder engagement, including any recommendations for engagement moving forward. • Emerging risks and impacts, as relevant, raised during the stakeholder engagement. • New stakeholders identified (individuals and groups), where relevant; and 4 The NGO will be the same NGO hired to monitor implementation of the Resettlement Policy Framework. 54 • Program for the upcoming month. Monthly reports will be used to develop bi-annual reports reviewed by senior managers at ZECO 5.5 Annual Reports ZECO will compile a report summarizing SEP implementation and emerging issues on an annual basis. This report will provide a summary of all public consultation issues, grievances and resolutions. The report will also provide a summary of relevant public consultation findings from informal meetings held at community level. These evaluation reports should be presented to the ZECO senior managers and a summary of the results will be provided for the annual report. A yearly evaluation should be conducted by an independent consultant using a perception survey, which uses that same set of questions over time to achieve continuity. The first survey to assess stakeholder perceptions should be conducted before major construction work to provide a baseline for community perceptions. 5.6 Reporting Back to the Communities ZECO will provide the opportunity to report back to the communities on matters relating to: • Main findings from the annual monitoring; • Progress on implementation of the different project components, the preparation of different environmental and social assessment documents, and the mitigation of risks and impacts. The Project will report back to communities after every four months through project implementation regarding the preparations and implementation of the environmental and social documents. Regular feedback and reporting to other stakeholders within the Project will be on a monthly basis including: • To report monthly to Overall Project Coordinator • To all interested stakeholders (MoPF, MoWEM, ZEMA, ZURA) quarterly • To feedback to Shehia/villages and hamlets monthly • To publish reports and have them available in the info center and copies sent to stakeholders (municipality, local consultative forums, etc.). 55 6.0 GRIEVANCE MANAGEMENT AND COMMENT RESPONSE 6.1 Purpose A grievance is a concern or complaint raised by an individual or group affected by project’s components on construction or operational activities. Both concerns and complaints can result from either real or perceived impacts of a project operations, and may be filed in the same manner and handled with the same procedure. The Grievance Mechanism (GM) will consist of a number of levels starting with a Shehia Grievance Committees at the lowest level, a project grievance committee, a District Grievance Committee, and a Ministerial Grievance Committee. The Land Tribunal is also available for land-related matters. Complainants can always go to the judicial system. The structure of grievance committees are detailed in the following section. 6.2 Grievance Committees: 6.2.1 Shehia Grievance committee • Local Leader (respective Sheha) • Influenced (Elderly/Religious) Personnel at Shehia • Local/shehia land representative Officer • Local/shehia lawyer representative • ZECO site engineer 6.2.2 Project Grievance Committee (ZECO-PIU and MoWEM -PIU) Participants will depend on the complaint under discussion. Others may also be included as agreed by the PIU: • ZECO site engineers • ZECO-PIU Project Manager • MoWEM -PIU Project Coordinator • Contractors and subcontractors • Government Valuer • Sheha 56 • CCCM • Head of M&E unit • ZECO-PIU Social Specialist • ZECO-PIU Environment specialist • MoWEM Safeguards Specialist • Heritage Engineer from (STCDA) 5.2.3 District Grievance Committee • District Commissioner • LGA Directors • Shehas • Overall Project Coordinator • ZECO Engineer • Government Valuer • District Land Officer • District Environmental Officer 6.2.4 Ministerial (MoWEM) Grievance Committee • Principal Secretary MoWEM • ZECO General Manager • Overall Project Coordinator • Executive Director – Commission for Land 6.2.5 Grievance at land Tribunal Court • As Land Zanzibar Tribunal Court Procedure 6.2.6 High Court • As Court Procedure 57 6.3 Objectives • To provide stakeholders with a clear process for providing comment and raising grievances; • To allow stakeholders the opportunity to raise comments/concerns anonymously through using the Shehia Forum to communicate; • To structure and manage the handling of comments, responses and grievances, and allow monitoring of effectiveness of the mechanism; and • To ensure that comments, responses and grievances are handled in a fair and transparent manner, in line with the Projects policies. 6.4 Project Roles and Responsibilities Individuals and communities can report any comment response, and grievance to the Project using a variety of means (see below for details). The Project staff charged with managing the GRM are the ZECO PIU Social Specialist, the Communication and Customer Care Manager (CCCM), and the Communication Officer (CO). Specifically, they are responsible for receiving comments responses, and handling grievances and ensuring that they are correctly documented. The CO and CCCM in collaboration with ZECO-PIU social specialist will coordinate the investigation and response to grievances. They are also responsible for on-going monitoring and review of the effectiveness and efficacy of the Grievance Mechanism. After effectiveness, the Project will organise launch meetings in each of the 5 Districts. As part of the preparation of the launch meetings, the Project will engage with the districts to ensure that District Community Officers are aware of the project and can play a role in information sharing and engagement with communities. From then on, the District Community Officers will help organize community meetings/sensitization sessions in the 22 Shehia/villages on a quarterly basis throughout the project’s lifecycle. The costs related to community meetings will be covered by the Project. 58 6.6 Gender Based Violence (GBV) and Sexual Exploitation and Abuse Grievances The Project may result in incidences of Gender Based Violence (GBV) and Sexual Exploitation and Abuse (SEA) affecting workers and the community. GBV cases are different from other complaints that are typically handled through the grievance redress mechanisms. GBV mapping for service providers will be conducted to provide necessary support to victims and will be modified accordingly. At the Shehia level, Sheha’s secretary will be trained on how to receive GBV related grievances including matters of confidentiality, treating survivors with empathy and what non-identifiable data should be collected and how to refer the case to service providers. In addition, members of the Shehia committee will also be trained on how to receive and manage this information. However, the Shehia committee will not be involved in resolving GBV related cases as this will be determined by the survivor with support from the appropriate service providers based on their needs. 6.7 Procedure for Grievances The steps taken by the company for receiving and handling any such concerns are outlined below. STEP 1: Submitting a grievance to ZECO A grievance can be submitted to the Project in a number of ways. • During regular meetings held between communities and the Project; • Through the consultations at Shehia level established in the affected villages; • During informal meetings with ZECO and contractors/subcontractors; • Through communication directly with management – for example a letter addressed to site management, ZECO, Ministry of Finance and Planning, or other operational offices; • Directly by e-mail to ZECO-PIU web and emails zest@zeco.co.tz or info@zeco.co.tz • A telephone through ZECO hotline numbers; +255 (0) 772 877 879 Currently ZECO Emergency number • Placing a comment in the comment box at ZECO • Through Shehia committee. For grievances which will be submitted through Shehia committees, they will be registered and the social specialist will be informed within 24 hours. 59 STEP 2: Logging the grievance Once a grievance has been received it must first be logged in the grievance database register. Registers will be available at the Shehia level and at ZECO. The Sheha will transmit the grievance details to the Project, the Social Specialist, within 24 hours. STEP 3: Providing the initial response The person/community/stakeholder that lodged the initial grievance will then be contacted within 5 days to acknowledge that the Project has logged the complaint. The Project or Shehia grievance committee will determine whether the grievance is related to the project or not. The project grievance mechanism will be used for complaints that are related to the project and for those which are not related to the project they will be channeled to relevant departments or institutions. The acknowledgement form will be provided as an initial response and will include details of the next steps for investigation of the grievance, including the person/department responsible for the case. STEP 4: Investigating the grievance Then the grievance should be investigated ZECO under the direction of the Social Specialist, will aim to complete investigation within two weeks of the grievance first being logged. Depending on the nature of the grievance, the approach and personnel involved in the investigation will vary. A complex problem may involve external experts for example. A more simple case may be easier, and quicker to investigate. The ZECO-PIU Social Specialist will lead the investigation of the grievances, together with the CCCM and CO, with support from local administration and other entities as necessary. The Project will regularly update the complainant on the progress of the investigation and the timeline for resolution. STEP 5: Concluding/resolving the grievance The grievance should then be concluded the Project will outline the steps taken to ensure that the grievance does not re-occur. Consultation with aggrieved parties will be undertaken and views 60 sought about Project recommendations. If complainant is satisfied, then Communication Officer should seek their sign off from the ZECO-PIU social specialist. STEP 6: Taking further steps if the grievance remains open If however the grievance cannot be resolved then the Social Specialist, together with the CCCM and CO will initiate further investigation as relevant. Protracted grievances will be discussed with the Project Manager/Project Coordinators and together with the Overall Project Coordinator will determine the steps for future action. 6.8 Record Keeping All comment responses and, grievances are to be recorded using the grievance resolution form attached in appendix 2. This includes details of the comments/grievance, the commenter/aggrieved, and ultimately the steps taken to resolve the grievance. Hard copies of the form are to be forwarded to the Project offices. Any accompanying documentation e.g. written statements, photographic evidence, or investigation reports are to be filed along with the grievance log both in hard and soft copies. A master database will be maintained by the M&E Unit to record and track management of all comments and grievances. This will serve to help monitor and improve performance of the Comment Response and, Grievance Mechanism. 6.9 Comment Response and, Grievance Mechanism Log A sample format for logging summary details of each comment response and, grievance is provided in appendix 1. As noted above hard and soft copies should be kept on file. Note: • If it is a comment, the commented will receive a copy if he/she requests one • If it is a Grievance, the aggrieved shall always receive a copy once complete for their own records. 61 6.10 Initial Response Template The template in Appendix 1 is an example of what should be used for providing the initial response to the aggrieved only in the case of Grievances. This should be written on headed paper. This response must be sent within 7 days of the grievance being entered into the logbook. 7.0 MONITORING AND REVIEW It is vitally important to monitor the effectiveness of the comment response and, grievance mechanism. Appropriate measures and key performance indicators for this include monthly reporting on the number of grievances received, resolved and outstanding. This will be undertaken by ZECO PIU Social Specialist, Communication and Customer Care Manager, and Communication Officer. As part of the review process, reporting and analysing the trends and time taken for grievance resolution will help to evaluate the efficacy of the comment response and, grievance mechanism. As part of stakeholder engagement and consultation, involving the views of the stakeholders for whom the Comment Response and, Grievance Mechanism is designed in this monitoring and review will help to improve effectiveness and stakeholder buy- in. 62 Appendix 1: Grievance Logging Form Contact Details of Complainant Name: Address: Tel: E-mail: How would you prefer to be In Person By By email contacted? phone Details of your comments, grievance, recommendation. Please describe the problem, how it happened, when, where and how many times, as relevant What are the complainant’s suggestions to resolve the grievance? Details of how Grievance In Person: Submitted In Writing: By Phone: Other Signature of Complainant(s) Date Name of Person Receiving Date Logged Complaint 63 Appendix 2: Grievance Resolution Form Contact Details of Complainant Name: Address: Tel: E-mail: Grievance Number Summary of Grievance Is the Complaint Project Related? No Justification: Communication to Stakeholder (information, form and date): Acceptance by Stakeholder: Yes ______ No______ Yes Cause: Communication to Stakeholder (information, form and date): Agreement Reached to Resolve Grievance Yes _____ No_______ Form of the agreement Next Steps (either to implement resolution or resolve grievances with dates and responsible parties) Signature of Complainant(s) Date Signature of Grievance Committee Date Logged 64 Appendix 3: Consultations matrix (a) Preparations of the Social and Environmental Risks Management Documents Issues raised/discussed Responses The participants needed to know the exactly location of the ZECO informed stakeholders that the aim of the project is to improve electricity proposed towers or overhead line so that they understand the infrastructures relevant for the development of the public including the local type of compensation that will be qualified for their farms, communities. houses etc. If the project will consider community (farmers, elderly, The electromagnetic field from the overhead lines has technically mitigated and they women and children) health and safety in terms of will not be a danger to community’s health. All safety measures are currently being electromagnetic fields coming from high voltage. The request observed and close monitoring will follow during project implementation to ensure for more safety information from the project field team safety of the locals. How will the project benefit local livelihoods? and if ZECO The facilitator explained why such baseline information is important for assessing the will be able to reduce electricity price and tariffs. impacts of the proposed project. They are not in position to assure the participant on reduction of the unit prices and the tariffs. However, the objective of the project is to provide better electricity service to all Zanzibaris. Locals are concerned that when the project construction The procedures and agreements are being taken care by the Government of Tanzania works completed, community will pay the funds as taxes and Zanzibar. There will be no extra collection of taxes will be imposed to them as for since project funds are credit from development partners. the repayment of the project funds to the donors. Procedures for PAPs compensation, the list of assets and Valuation will be undertaken to determine what will be affected by the project. properties under their ownership that will be affected by the Compensation for assets (land, houses) and crops will be based on the market prices. project. If the proposed underground cable for Stone Town will The team explain on the 11kV line will use the same existing route and will not interfere with fresh water pipes and drainages systems, street establish the new but once they found any obstacles the constructor will be instructed light and underground internet cables. to integrate and not destroys and other underground utilities. Local community requested for the ZECO to upgrade other Currently, the plan if to improve electricity but may be during the project infrastructures such as internal/feeder roads and safer water implementation if decision makers decided to improve other public infrastructure, facilities. community members will be informed. The new 132KV will pass through the Jozani Forest and if Alternative route is being identified by the design consultant and agreed by JECA, there is going to be a delay of compensation and they wanted UWEMAJO, Pete Community Conservation Committee and Jozani Community to know if they will be paid the same amount as it was Conservation Committee, that will have minimum impacts compared to the first estimated three years ago. identified location of the route. The government through ZECO and MoWEMM will prepare the RAP report as early as possible so as they will set aside the fund for compensation and will start immediately after approval. There was concern about the amount of compensation will be All affected people will be informed and involved during the process and criteria of low after the valuation of properties. stakeholder’s opinion is valuing their properties assets including crops and trees. It was explained that those they will not prior informed about the compensation package arrangement will be taken on board during the project design stage and they will be during the valuation process. Also, if community members part of the project workers under the workers conditions and contracts. will get employment opportunities during the construction Request for more health facilities at their localities The project is in the initial design and there is no confirmation that the project will support health facilities. The matter will be taken into consideration. Awareness raising on proper handling of the project The project will have the awareness raising package to all stakeholders. investments They request for Livelihood supports activities (fishing gears, The community livelihoods support is not part of the design, but it will be taken into education equipment, agricultural inputs) the consideration. 65 (b)Preparation of the ESIA Report Concerns Response • The  project  implementation  should  avoid  all  biosphere   • The  proposed  route  passes  at  least  40  meters   Reserves  Zones  such  as  Jozani  Forest     away  from  the  Jozani  Forest  Boundary   • Participation  of  stakeholders  in  the  project  planning  is   • Public  Community  will  be  involved  at  early  stages   important  to  capture  their  concerns.   of  the  project  implementation   • Proposed  project  will  involve  cutting  of  trees  during   • The  developer  is  obliged  to  compensate  for  the   construction  phase   felled  trees  in  in  the  natural  vegetation   • The  construction  is  likely  to  disturb  sources  such  as  in   • Detailed  mitigation  measures  are  provided   swamp  areas   • Noted  but  proper  design  and  carefully   • Construction  and  Operation  of  the  proposed  project  is   consideration  during  construction  stage  and  also   likely  to  disturb  mangrove  trees  at  Pete  and  Kitogani   consultation  with  all  authorities  will  be  involved   Area   • The  proposed  132kV  TL  is  not  allowed  to  pass  through   • Noted,  the  proposed  TL  project  will  divert  the   Jozani  Biosphere  Reserve  and  at  the  buffer  zone  it  can   Jozani  Chwaka  bay  National  park  to  minimize   only  be  allowed  to  traverse  the  Jozani  National  Park   impacts  of  project  to  this  sensitive  area     Transition  Zone  i.e.  that  is  outside  the  buffer  zone.   • Three  options  of  the  route  studied  and  final  route   • During  Construction  the  National  Park  Authority  must   selected  (option  3)  which  is  outside  the  Jozani   be  Informed  so  that  they  can  work  hand  to  hand  with   Chwaka  bay  National  park.   the  project  developer  when  construction  reaches   areas  that  are  close  to  the  Jozani  National  Park.   • Noted.     • Proposed  development  must  adhere  all  international   • Noted.   and  local  regulations  regards  natural  ecosystems  of   • Noted the  surroundings.   • Jozani  Management  agreed  with  proposed  route   option  3  which  will  pass  outside  of  the  premises  about   650m.   • They  accept  the  project  since  it  will  boost  Zanzibar   • Yes,  the  proposed  TL  project  will  cross  Mangrove   economic  by  opening  more  investment  due  to  realible   at  Pete  Inlet  bay,  the  ESIA  team  noted  that  the   and  adequate  power.   medium  impact  will  be  during  construction  of  TL   They  have  only  concerns  on  proposed  TL  route  against   and  during  operation  phase  Mangrove  will  be   existing  Forest  reserves  in  Unguja  (Masingira  Forest   leave  to  grow  since  it  has  been  noted  that   reserve,  Kichwele  Forest  reserve,  Jozani  Forest  reserve   Mangrove  reach  max  of  6m  up  to  8m  hence  ESIA   amd  Muyuni  Forest  reserve).  All  mentioned  national   study  will  recommend  height  of  50m  tower  with   forests  are  protected  areas  which  prohibited  for   mangrove  areas   development  within  FRs.   • We  have  noted  that  proposed  route  will  cross   • Noted. Mangrove  area  at  Pete  Inlet  bay  at  Kitogani  Shehia  for   300m,  what  will  be  impacts  on  Mangrove  for  both   phases  i.e.  during  construction  and  operation. • During  all  project  phases  especially  during   construction,  DFNR  must  be  Informed  so  that  they  can   work  hand  to  hand  with  the  project  developer  when   66 construction  reaches  Mangrove  areas • Clearance  to  the  natural  vegetation  should  be  as  little   • Carefully  will  be  taken  into  consideration  during   as  possible. design  of  the  route  to  avoid  vegetation  as  much   • All  utilities  agencies  have  to  be  involved  during  project   as  possible   implementation.   • Will  be  informed  before  and  during  project   implementation • Resettlement  Action  Plan  and  Demarcation  of  the   • ZECO  will  conduct  demarcate  the  proposed   proposed  route  should  be  conducted  before  project   project  boundary  and  then  RAP  and  valuation   implementation     exercise  for  all  PAPs.   • Disturbance  of  settlements,  agricultural  activities,   • Careful  design  and  consultation  with  relevant   trees,  graves,  business  and  surveyed  plots.     authorities.     • Awareness  to  local  community  should  be  done  before   • Public  participation  during  project   project  implementation   implementation  will  be  of  much  priority     • Community  should  be  involved  during  demarcation  of   • ZECO  will  make  sure  that  the  local  leaders  with   the  proposed  project  route   the  community  will  be  involved  during   demarcation  of  the  proposed  project  route   • The  project  will  benefit  the  country  in  terms  of  power   • Noted     availability  and  stabilization     • Noted     • The  project  has  positive  economic  benefits  such  e.g.     Attraction  of  investors  in  investing  in  development  of   • Trees,  crops  and  Properties  destructed  will  be   industries  due  to  improvement  of  the  reliable  energy   compensated.   • Destruction  of  Natural  trees,  Crops  and  Local   communities  properties.   • ZECO  will  establish  a  team  to  handle  the  exercise   • Along  proposed  project  route  from  Welezo  to   because  they  have  the  records  for  the   Connection  Point  at  Ubago,  Houses  that  were  already   compensated  houses  during  JICA  transmission   compensated  though  the  previous  TL  project  have  to   line  project  done  on  2012.   be  identified  and  notified  so  they  can  evacuate  easily.     • Project  developer  has  to  make  sure  that  no   • ZECO  will  adhere  with  all  rules  and  regulations   community  property  is  destructed  without   regards  acquisition  and  compensation  of   compensated  or  without  proper  acquisition   destructed  properties procedures  been  conducted. • Proper  Transmission  Line  (TL)  way  leave/corridor   • ZECO  will  puts  pegs  to  establish  Transmission  line   boundary  should  be  established  along  the  proposed  TL   route  boundary  so  as  to  avoid  future  encroachers   route   • Fair  and  prompt  compensation  shall  be  provided   • The  project  will  damage  properties  along  the  line   for  any  damages  according  to  the  law.     route.   • The  developer  shall  involve  and  educate  people   • Involvement  and  participation  of  people  is  important   about  the  proposed  project.     • Disturbance  of  graves  in  private  burial  sites  at  Ubago   • Compensation  and  Rules  and  Regulation  of  the   Shehia/Area.   Nation  shall  be  adhering  too     • Compensation  will  be  done     • The  project  will  take  peoples  land   • Public  participation  and  awareness  will  be  done       • Noted  for  the  affected  households  that  were   67 • Put  emphasis  on  participation  and  persuasion  of   compensated  earlier  effective  approach  will  be   people considered   • Need  for  effective  approach  to  minimize  disputes   • Soft  Development  under  transmission  line  will  be   during  construction allowed  such  as  seasonal  crops  but  no  permanent   • Are  there  any  Activities  allowed  to  be  conducted   structures  and  crops  will  be  allowed.     under  the  line/within  project  corridor     • There  might  be  land  disputes  if  compensations  are  not   • Compensations shall be properly assessed and well  handled.   timely paid and also grievances committee • Improved  power  supply  will  reduce  environmental   will be formulated. destruction  for  alternative  energy.     • Noted     • Cultural  of  the  local  community  might  be  affected  and     HIV  and  AIDS  might  be  increasing. • During  construction  employment  will  be   encouraged  much  on  local  community  and  also   AIDS  and  HIV  awareness  will  be  given  to  staffs   and  communities   •   68 Appendix 5: Lists of Stakeholders Consulted a. NGOs Stakeholders Consulted Name Jozani Environmental Conservation Association Mr. Miraji Mkanga and Mr. Abbas Juma (JECA) Mzee Jozani Farmers Associations (Umoja wa Wenye Mr. Sleiman Haji Kweleza Mashamba Jozani (UWEMAJO) Pete Community Conservation Committee Mr. Ibrahim Kassim Msanif Jozani Community Conservation Committee Mr.Mkongea Ali Pira Local Community meetings with Shehas ( Mr. Denge Khamis Silima (Matemwe), Matemwe, Makunduchi, Ubago and Welezo) Mr. Ameir Khatib Haji (Makunduchi) Mr. Said Ali Shaali (Ubago) b. FGD: Ubago Ward 69 c. FGD: Makunduchi Ward d. FGD: Matemwe Ward 70 e. Community meetings: Urban and South districts 71 f. community Meetings: Central and North D districts g. List of individuals consulted at household level 72 No. Name Age Gender Shehia 1. Ramadhan Abdalla Mussa 35 M Ubago Cheche 2. Mila Bakari 45 F Ubago 3. Mwanakombo Abdalla Ramadhan 24 F Ubago 4. Khairati Vuai Mtumwa 23 F Ubago 5. Mohammed Salum Nassor 28 M Ubago 6. Ali Bakari Shaali 34 M Ubago 7. Saleh Maulid Hussein 37 M Ubago 8. Zakaria Galapau Mchasa 55 M Ubago 9. Bahati Abdalla Nassor 70 F Ubago Cheche 10. Yunuss Nassor Khamis 46 M Ubago Cheche 11. Salum Kombo Mwinyi 30 M Ubago 12. Shaban Ali Shaali 54 M Ubago 13. Sharifa Markus Alfred 20 F Ubago 14. Maryam Said Ali 55 F Ubago 15. Mwajuma Shaaban 36 F Ubago Cheche 16. Humudi Magure 24 M Ubago 17. Sharifu Shaaban 24 M Ubago 18. Pili Khamis 25 F Ubago 19. Maryam Ame Mtumwa 50 F Ubago Cheche 20. Hassan Ali Shaali 73 M Ubago Cheche 21. Siri Vuai Haji 34 F Ubago Cheche 22. Hamisuu Othman 29 F Ubago 23. Khamis Abdallah 31 M Ubago 24. Abdulrahman Matias 27 M Ubago 25. Sleiman Vuai Sleiman 30 M Makunduchi 26. Omar Naimu Sleiman 42 M Makunduchi 27. Ali Khamis Ali 28 M Makunduchi 28. Habibu Shehe Juma 42 M Makunduchi 29. Vuai Sleima Vuai 56 M Makunduchi 30. Haji Kijitu 62 M Makunduchi 31. Ramadhan Mohamed Ajali 70 M Makunduchi 32. Zakia Sleiman Khatib 61 F Makunduchi 33. Hamid Sleima Khatib 23 M Makunduchi 34. Riziki Haji 60 F Makunduchi 35. Rehema Ramadhan Mohammed 20 F Makunduchi 36. Leluu Khamis 52 F Makunduchi 37. Sudi Kijitu 68 M Makunduchi 38. Fatma Haji 43 F Makunduchi 39. Kazija Mohammed 42 F Makunduchi 40. Riziki Vuai 45 F Makunduchi 41. Madina Sleiman Haji 34 F Makunduchi 42. Mmadi Bera Silima 50 M Matemwe 43. Sheha Juma Othmani 59 M Matemwe 44. Silima Juma 70 M Matemwe 45. Asha Silima Juma 20 F Matemwe 46. Issa Muumini Fumu 56 M Matemwe 47. Nisura Denge Vuai 70 F Matemwe 48. Kidawa Khatibu Haji 53 M Matemwe 49. Ufunguo Nondo Haji 49 F Matemwe 50. Asha Ali 30 F Matemwe 51. Jamila Hassan 22 F Matemwe 52. Miza Mmadi Bera 35 F Matemwe h. Stakeholders Meetings for the 33kV and the 11kV works 73 74 75     REVOLUTIONARY  GOVERNMENT  OF  ZANZIBAR         ZANZIBAR  ENERGY  SECTOR  TRANSFORMATION  ACCESS  (ZESTA)   PROJECT          DRAFT  TERMS  OF  REFERANCES  FOR  ACQUIRING  SOCIAL  SPECIALIST   FOR  THE  IMPLIMENTATION  OF  SOCIAL  MANAGEMENT  PLANS  AND   RESSETLEMENT  ACTION  PLAN  FOR  ZEST  PROJECT     PROCUREMENT  PLAN  CODE  NO:                     May,  2020     1.0 INTRODUCTION Zanzibar is part of the United Republic of Tanzania but has its own legislative assembly known as the House of Representatives, an executive headed by the President of Zanzibar and its own judicial system. At the 2012 Census, 1,303,569 persons lived on the two main islands that make up Zanzibar – Unguja with male population of 630,677 persons and female population of 672892 persons. Zanzibar has the land of total area of 2654 square kilometers (Unguja island area: 1,666 square kilometers) and (Pemba island area: 988 square kilometers). 76 With respect to WB Environmental and Social Standards, ZEST project likely to cause potential temporary dislocation, loss of assets, homes and access to services. Therefore, to those World Bank Environmental and Social Framework, five separate documents were prepared namely: Environmental and Social Management Framework (ESMF); Resettlement Policy Framework (RPF); Stakeholder Engagement Plans (SEP); Labor Management Plan (LMP); and Environmental and Social Commitment Plan (ESCP). All these safeguard documents were conducted in compliance of the World Bank Environmental and Social Standards (ESS1 – ESS10) to assess and mitigate the social and environmental impacts for the provision of the ZEST project. These documents need to be applied as safeguard instruments during project implementation. In order to have effective, well-organized and timely implementation, the project (ZECO/MoWEM PIUs) found a necessity of employing the consultant who will provide technical assistance to the ZECO Project Management Unit (PIU) and other implementing agencies on the implementation of the project safeguards issues. 2.0 ZUSP OBJECTIVE AND COMPONENTS The project development objective of the ZEST is to improve access to electricity services in Unguja Island – Zanzibar. The project consisting of the following three broad components: 3.0 OBJECTIVE OF THE CONSULTANCY The objective of the consultancy is to provide technical assistance for the implementation, supervision and monitoring of Environmental and Social Management Plans (ESMP) and Resettlement Action Plan (RAP) for the ZEST Project. 4.0 SCOPE Under this assignment the consultant is required to assist PIU and project implementing agencies in the implementation and monitoring of Environmental and Social safeguards documents and ARAP during project implementation of the ZEST in Unguja. In particular the consultant is required to undertake the following tasks: TASK 1: To implement, supervise and monitor ESMPs through: a. Review Environmental and Social Impact Assessment Reports for ZEST and their respective Environmental Management Plans and prepare Detailed Annual Implementation Plans (DAIPs) outlining activities, duration, responsible agents, costs and indicators b. Communicate with all implementers to inform on their roles and responsibilities as outlined in the DAIPs c. Provide technical advice and coordinate the stakeholders in the implementation of activities outlined in DAIPs d. Supervise and monitor implementation of the DAIPs e. Organize training program for implementers as indicated in the ESMPs f. Organize training workshops and meetings for implementers of ESMPs and Project Affected Peoples (PAPs) g. Adopt effective monitoring system for implementation of ESMPs h. Conduct regular meetings with ESMPs stakeholders to discuss the progress i. Prepare and conduct awareness raising programs to key stakeholders and PAPs 77 TASK 2: To implement, supervise and monitor RAP through: a. Review the Resettlement Action Plan (RAP) and identify all activities, steps and recommendations proposed to be implemented and through consultations with relative stakeholders to prepare detailed Annual Implementation Plan indicating activities, duration, responsible agents, costs and indicators. b. With consideration of recommendations of the RAP, adopt the most effective institutional organizational structure required for its implementation. c. Recruit organizational units required for RAP implementation d. Adjust proposed RAP budget with inflation e. In consultation with contractors, organizational units and affected community, prepare and update Compensation Schedules for PAPs f. Organize training program for Organizational Units with respect to their duties and responsibilities g. With consideration of recommendations of RAP and in consultation with the key stakeholders including PAPs recommend the most effective Compensation Procedure h. In consultation with key stakeholders and PAPs, prepare simple and effective Grievance Mechanism that harmonize recommendations of the RAP and experience of the similar exercise in other projects in Zanzibar i. Organize awareness raising and training program for PAPs j. Organize training programs for RAP implementing staffs k. Coordinate and monitor all activities related to RAP implementation 5.0 REQUIRED EXPERTISE The individual consultant for conducting the assignment should have the following qualifications: 1) At least MSc. in Environmental Management, Environmental Planning or related field 2) Sound knowledge of social aspects 3) A proven ability for planning, monitoring and supervision of implementation of ESMP and ARAP 4) Proven skills for communication and working with the community 5) Demonstrated knowledge and experience of the context 6) At least 5 years’ experience of conduct similar exercise 7) Familiar with the Zanzibar in both Urban and Rural Municipalities 8) Excellent in speaking and writing English and Kiswahili 6.0 OUTPUT With this assignment, the consultants have to make sure that ESMPs and RAP are adequately implemented and mainstreamed in the project activities. In the course of implementation, the consultant will deliver the following: i. Inception Report: Demonstration of understanding of TOR, any suggestion to the client if necessary to clarify on the undertaking the assignment, approach and methodology in carrying out the assignment. The Inception Report should submit in hard copy and electronic copy within 14 days after signing of the contract. The report will be presented on the panel as set by PIUs. 78 ii. Detail Annual Implementation Plans for ESMPs: The Plans shall compose of activities, time frame, responsible agent and budget. iii. Detail annual RAP Implementation Plans composed of activities, time frame, responsible agents and budget. iv. Quarterly and Annually Progress and Monitoring Reports 6.0 TIME FRAME Duration for the assignment is 36 months working full time. 7.0 CLIENT SUPPORT • The client will provide space for day to day office work and secretarial services such as printing and photocopying • Whenever possible and within the competence, the client shall facilitate to access information, data and reports to be used for the execution of the consultancy service. • The Client will assist the Consultant to obtain formal consent from Authorities or person having the right or power in connection with execution of the assignment. • The client will facilitate hiring of conference hall, provision of required stationary, refreshment or lunches during meeting, workshop or training. • The client will provide transport for site visits and follow up within country 8.0 REPORTING The consultant will be engaged to carry out the services described above, and will work closely and report to the Overall Project Coordinator and the PIUs Coordinators from ZECO and MoWEM. 9.0 PAYMENT SCHEDULE Under this Time Base Contract, payment will be done on monthly remuneration bases for the entire contract duration. 79