Project proposal

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FUNDING REQUEST TO PROSPECTIVE DONORS

Project Name/Title : JOMBO EVACUATION CENTRE CONSTRUCTION PROJECT

Project Location : MALAWI, T/A NGABU/GVH

JOMBO Applicant’s Postal and Physical Address : Tikumbukireni CBO,

P.O. Box 106, Nchalo, Chikwawa, MALAWI, CENTRAL AFRICA.

Contact Person : Lickson Mchepa

(Secretary) Contact number : 0995 770 103 Email : [email protected] Project Duration : 12 months Total Project Budget : MK25,795,090.00($37,785.26) Amount Requested : MK20,284,990.00 ($29,713.93) Community Contribution : 5,510,000.00 (8071.18)

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1. PROJECT SUMMARY

The project site is approximately 7 km south of Nchalo trading centre and 1 km from the house of the group village headman Jombo. The project was identified to be the priority for infrastructure support to socio-economic development. One of the top most problems affecting Jombo community especially during the occurrence of floods in the Lower Shire is inadequacy of evacuation shelters. The existing facilities like tents cannot accommodate the number of families or victims within the targeted area. The other obvious challenge about living in tents when displaced is that there is limited security.

The main objective of the project in the long term is to address the impacts of flooding through the construction of community based evacuation centre. The evacuation centre will have one evacuation shelter, 1 kitchen, four pit latrines, four bathrooms and one open ground area. The project will promote education standards, ensure sanitation and protection issues are encouraged, and promote youth development through sports. The project will target 8, 367 people. The total budget of the project is $37, 785.26 and 20% of the budget will be contributed by the community. Tikumbukireni therefore requests a grant of $29,713.93 from the people and organizations of good will.

With the project, the displaced flood victims as well as the entire community will definitely be transformed directly and indirectly considering the benefits that it would create such as improvement on accessibility on basic services (temporary shelter, health, nutrition, food, clothing, domestic items); and an area or venue for different for programs and activities from the different government agencies and non-government organizations.

2. ORGANIZATIONAL PROFILE

Tikumbukireni CBO was first registered on 16th September, 2006. It operates in the area of group village headman Jombo, traditional authority Ngabu in Chikwawa. The main aim of its establishment is to give power to people to decide and participate in development activities in our area, and be able to support the vulnerable members of the society. The major activities of the organization are to support the elderly, the HIV/AIDS affected and the disabled; manage the environment by planting the trees and sensitizing the communities about disaster risk reduction. The organization through its members works hand in hand with the district council in implementing disaster initiatives in our area. The project will be implemented by the management team of the Tikumbukireni CBO. The secretary will be the overall coordinator of the project (Lickson Mchepa). The secretary holds Masters in Development Studies from Chancellor College and Bachelor of Environmental Sciences from Mzuzu University and has worked with World Vision as a Project Manager before. So he is the right person for the position. He will be assisted by the chairperson (Hassan Window). The chairperson will be the supervisor for all the construction works. The treasurer (Yurita Harry) will be responsible for issuing of approved cheques for payments. The procurement process will be done through bids and an Internal Procurement Committee (IPC) in accordance with standard procurement procedures and regulations. Our policy in procurement preaches about zero corruption. The vice secretary (Matias Bande) of the CBO will be the Chairperson of the IPC.

3. PROJECT DESCRIPTION

a. Problem Statement The area under Senior Group Village Headman Jombo is affected by floods each and every year. The frequency of floods has been increasing over the years, resulting in loss of life, damage to property and destruction of the environment. Malawi Post Disaster Needs Assessment Report 2015 indicates that the January 2015 rainfall was the highest on record for Malawi and constitutes a 1 in 500 year event. The displaced people disrupted the school sessions since the class rooms were temporarily being used as the evacuation home. For over fifteen years, Jombo primary school has been used as an evacuation point and Jombo villages still host the people

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that were displaced in January 2015 in temporary shelters. This contributed to some sanitation issues on the school premises and remains a challenge in the temporary shelters at the camp site. Lack of proper toilets at the camp offers privacy and security concerns to women and girls. From these events, the Village Development committee (VDC) and the Community Based Organisation through participatory vulnerability assessment, identified the need to have a permanent structure that can house the displaced people during disasters, and offer privacy and security to women and girls.

b. Rationale

The project is very important as it will build capacity of local people to prepare, mitigate and recover from floods. It helps in taking action to build safety and resilience, and reduce future hazard impacts. The project will ensure that there is continuous flow of school activities at Jombo primary school as no class room will be used as an evacuation shelter. The project will further improve issues of sanitation among the displaced as toilets will be part of the project. With the implementation of the project, government and the donor community will serve the money for other equally important development issues as the the shelter will offer permanent home for the displaced people unlike tents which needs to be donated every year since wear out easily. The Malawian constitution sets minimum standards for shelter and protection during emergencies. The construction of this shelter will strategically be in line with the set minimum standards. The Sendai DRR Framework explicitly identifies disaster structures through land and housing policies, as key tools for “reducing underlying community vulnerability”.

Tikumbukireni CBO is a best suited organisation to implement this project since the function falls under it as they have in the past worked closely with the district council in some disaster projects in the area and it is still working with the district council and other NGOs in flood camp.

c. Project Goal and Objectives

The main goal of the project is to improve the preparedness of people to respond to floods through evacuation measures in Group Village Headman Jombo in order to reduce the flooding disaster losses.

The specific objectives of the project include:

1. To construct the evacuation structures. 2. To come up with evacuation measures suited to Jombo community. 3. To promote hygiene and sanitation. 4. To create the playground for the kids to easily monitor their movements.

d. Project outcomes/Results

 The primary outcome is that the communities will have a safe place for evacuation which will help to save lives and properties.

 The construction of the pit latrines and bathrooms will promote sanitation issues which will reduce waterborne diseases.

 The constructed kitchen will facilitate the proper food preparation especially during rainy days.

 The evacuation block will also be used for other programs and activities i.e. relief distributions, antenatal and postnatal activities [village clinics].

 The victims and the community will have ground which will be used for sporting activities and vehicle parking for disaster official and goods vehicles.

 The communities will discuss and come up with measures of avoiding flood losses and the measures will be stamped at strategic places in the villages.

 The project success will be measured with the following indicators: number of constructed shelters, pit latrines, bathrooms, open grounds and evacuation plans developed.

e. Project outputs

 8, 367 community members sensitized,  A copy of evacuation plan produced.

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 1 evacuation block constructed  4 pit latrines constructed  4 bathrooms constructed  1 Ground for open activities cleared.  1 kitchen constructed

f. Project activities

The project activities shall include the sensitization meetings of ADCs and VDCs, which will see 8, 367 community members, 10 CBO, 10 ADC and 10 VDC members sensitized. Then Identification of a contractor through biding and endorsement by IPC, procurement of construction materials and construction of evacuation centre which comprises of 1 evacuation shelter, 4 pit latrines, 4 bathrooms, and 1 kitchen constructed and 1 activity ground created.

See annex 1.0 for the work plan.

g. Target Beneficiaries

 The project will be implemented in the area of Traditional Authority Ngabu, Group Village Headman Jombo in Chikwawa district.

 The direct beneficiaries are displaced flood victims. It is expected that 8, 367 people are going to directly benefit comprising of 3,912 males and 4, 455 females.

 The indirect beneficiaries are people within jumbo villages with a combined population of 4200 individuals and 51% of which is made of females.

h. Project Budget (see annex 2.0) i. Risk and Assumptions

 The project will be a failure if the communities will not fulfil their contribution in form of bricks, sand, land and water. However, the chiefs, Village Area Committees and Village Development Committees have already started mobilizing communities to contribute the resources.

 We assume that the communities know their problem and that development comes from within the community. This will contribute to the success of the project.

j. Project Sustainability

The project will be managed by Tikumbukireni Community Based Organization with support from Chikwawa District Council. To ensure sustainability of the project, beneficially communities will make a contribution of sand, bricks and provision of water for the construction of the evacuation shelter, pit latrines and bathrooms. The building will also be used to generate income for the CBO through room hiring and renting when it is not occupied by the flood victims. It can be used as a storage facility for some NGOs’ items, wedding functions, for under five clinic and public health issues, village meetings and many more. Some of these activities will bring revenue to the community for maintenances.

k. Consideration of Crosscutting Issues

 This project will assist in youth development through provision of the ground space. This will help in preventing the youth from bad behavior so that they avoid contracting HIV virus and other infectious diseases.

 All the structures under this project will be disability friendly so that the right to access is granted to every member of the community.

l. Monitoring and Evaluation The project will be monitored monthly by Chikwawa District Council and quarterly by Department of Disaster Management Affairs (DoDMA). Implementation will be done by Tikumbukireni CBO. The CBO will monitor every activity of project throughout the project life. It is anticipated that the community will be able to maintain the shelter beyond the end of the project.

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At the end of the project the CBO will welcome the evaluation and auditing of the project and its accounts by the DoDMA.

ANNEX 1.0

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ANNEX1.0 OPERATIONAL BUDGET (FIND ATTACHED BOQ)

WORK PLAN FOR THE CREATION OF EVACUATION CENTRE

EXPECTED

OUTPUTS PLANNED ACTIVITIES

TIMEFRAME RESPONSIBLE

PARTY

PLANNED BUDGET

Q1 Q2 Q3 Q4 Source of

funds budget description amount

Output 1.1

1.1.1 ADC sensitisation meetings X

TIKUMBUKIRENI

CBO

-

hall hiring

20000

11768

community

members and

35 ADC and

VDC

members

sensitized

drinks 8,750

snacks 8,750

transport refunds 70,000

fuel 22020

1.1.2 Community and VDC sensitisation meeting X

TIKUMBUKIRENI

CB0, VCPC -

hall hiring 20000

drinks 17,500

snacks 17,500

transport refunds 1400,000

fuel 22,020

Sub total 346,540

Output 2.1

1 evacuation

shelter

constructed

2.1.1. Identification of a contractor (sourcing of

quartations and screening them for endorsement by IPC) X

CBO (IPC) -

Transports 25,000

Meals 37000

2.1.2. procurement of construction materials X

CBO (IPC) -

Various materials (ref

BOQ) 9,361,700

transport for the materials 650,000

2.1.3 construction of evacuation shelter X X X

CBO - fee for the contractor 2,600,000

Sub total

12,673,700

Output 2.2 2.2.1 Identification of the contractor X

CBO - Fee for the contractor 160,000

4 toilets

constructed

2.2.2 Procurement of construction materials X

CBO (IPC) -

Transport (from 2.1.2) 25,000

Meals (2.1.1) 37,000

2.2.3 Construction of toilets

X

CBO (IPC) -

Various materials (ref.

BOQ) 873,800

Transport (from 2.1.3) 70,000

Sub total

1,033,800

Output 2.3 2.3.1 Identification of the contractor

X

CBO - Fee for the contractor 100,000

4 bathrooms

constructed

2.3.2 Procurement of construction materials

X

CBO (IPC) -

Transport (from Admin

costs) 25,000

Meals (from admin costs) 37,000

2.3.3 Construction of bathrooms

X

CBO (IPC) - Various materials (ref. 599,000

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BOQ)

Transport (from Admin

costs)

Sub total

599,000

Output 3.1 3.1.1 Creation of playing/parking ground

X

TIKUMBUKIRENI

CBO Community Fee for the workers 80,000

Output 4.1 4.1.1 Identification of a contractor (sourcing of

quotations and screening them for endorsement by IPC)

X

TIKUMBUKIRENI

CBO (IPC) -

Transport (from Admin

cost) 25,000

Meals (from Admin costs) 37,000

1 kitchen

constructed 4.1.2 Procurement of construction materials

X

TIKUMBUKIRENI

CBO (IPC) -

Various materials (ref.

BOQ) 1,415,650

4.1.3 Construction of the kitchen

X

TIKUMBUKIRENI

CBO -

Fees for contractor 850,000

Transport for materials 290,000

Subtotal

2,555,650

Working tools

TIKUMBUKIRENI

CBO -

Wheelbarrows 172,000

Hoes 16,200

Picks 84,000

Brush set 5,000

shovels 36,000

Water drums 81,000

Panga knives 5,000

399,200

Administration X X X X TIKUMBUKIRENI

CBO -

Printing and photocopying 87,500

Fuel 621,000

Transports 300,000

Allowances 375,000

Bank charges 93,600

Photocopy 75,000

Airtime 120,000

Printing 200,000

Refreshments 125,000

Hall hiring 80,000

Maintenance (service) 600,000

Sub total 2,677,100

GRAND

TOTAL

20,284,990

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Project Budget

BUDGET LINE DESCRIPTION Total (US$) Total (MK)

Item Description Unit Unit Cost (MK) Quantity

WORKING TOOLS

Wheelbarrows number 43,000 4 251.95 172,000

Hoes number 2,700 6 23.73 16,200

Picks number 21,000 4 123.05 84,000

Brush set Number 5,000 1 7.32 5,000

shovels Number 9,000 4 52.73 36,000

Water drums Number 27,000 3 118.65 81,000

Panga knives Number 2,500 2 7.32 5,000

Sub total 584.76 399,200

ADC SENSITISATION

MEETING

Hall Hiring

number 20,000 1 29.296

20000

Drinks number 250 35 12.82 8,750

Snacks number 250 35 12.82 8,750

Transport Refunds Number 2,000 35 102.54 70,000

Fuel litre 734 30 32.26 22020

Sub total 189.723 129,520

COMMUNITY AND VDC

SENSITISATION MEETING

Hall Hiring

Number 20,000 1 29.296 20000

Drinks Number 250 70 25.63 17,500

Snacks number 250 70 25.63 17,500

Transport Refunds number 2000 70 205.08 140,000

Fuel litres 734 30 32.26 22,020

Subtotal 317.896 217,020

EVACUATION SHELTER

CONSTRUCTION

Quarry stones Tones 4,900 20 143.55 98,000

River sand Tones 4, 500 40 263.67

180,000

Cement 50 kg bag 7,300 420 4,491.15 3,066,000

Window panes Number 320 90 42.19 28,800

Brick force wire Rolls 2,300 50 168.45 115,000

Bricks number 15 75,000 1647.93 1,125,000

Chrondon litres 7,500 4 43.94 30,000

Iron sheet (20 feet) – 28g number 13,500 84 1661.11 1,134,000

Ridge iron Number 2,200 22 70.897 48,400

Window frames Number 21,500 10 314.94 215,000

Door frame Number 23,500 3 103.27 70,500

Rim lock Number 7,500 1 10.99 7,500

Harspass Number 1,800 4 10.55 7,200

Lock Number 4,400 4 25.78 17,600

Ant repellent 5L 12,500 10 183.10 125,000

Galvanized wire kg 1,700 40 99.61 68,000

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Roofing nails kg 1,700 20 49.80 34,000

Wire nails (6”) kg 1,700 10 24.90 17,000

Wire nails (5”) kg 1,700 20 49.80 34,000

Wire nails (4”) kg 1,700 10 24.90 17,000

Wire nails (3”) kg 1,700 5 12.45 8,500

Brick sira litres 22,500 32.96 22,500

Finas 10 litre tin 20,500 1 30.03 20,500

Timber (Fisherboard) Number 7,000 13 133.299 91,000

Timber (6 x 2) Number 5,500 40 322.26 220,000

Timber (4 x 2) number 4,500 15 98.88 67,500

Timber (3 x 2) number 4,000 40 234.37 160,000

Transport for bricks Trip 250,000 1 366.21 250,000

Transport for cement trip 50,000 4 292.96 200,000

Transport timber and iron sheets trip 50,000 1 292.96

200,000

Doors number 35,000 3 153.81 105,000

Construction Contractor number 2,600,000 1 3808.54 2,600,000

Port for window panes kg 410 120 72.07 49,200

Varnish 5L 19,400 1 28.42 19,400

One coat lime wash 50kg 11,350 11 182.88 124,850

Two coats PVA interior paint 5L 9,900 10 145.02 99,000

One coat full gross 5L 13,200 6 116.01 79,200

Two coats bituminous on external structure wall

5L 49150 3 215.99 147,450

12mm rod reinforcement each 8,000 50 585.93 400,000

6 mm rod reinforcement each 7,300 45 480.46 328,000

Rubber stopper each 4,100 6 36.03 24,600

Hinges of 6 inches box 14,500 12 254.88 174,000

Wood screws box 2,000 1 2.93 2,000

125 Microns(500 gauge polythene damp proof membrane)

Rolls 30,500 6 268.06 183,000

Ring burglar’s bar (Y 12) Number 3,500 60 307.61 210,000

Firewood for burning bricks tones 90,000 5 659.17 450,000

Sub total 18,564.736 12,673,700

KITCHEN CONSTRUCTION

Iron sheet Number 6,750 30 296.63 202,500

Cement 50 kg bags 7,300 70 748.52 511,000

Roofing nails kg 1,700 9 22.41 15,300

Roofing wires kg 1,700 12 29.88 20,400

6’’ Nails kg 1,700 6 14.94 10,200

5’’ Nails kg 1,700 10 24.90 17,000

3’’ Nails kg 1,700 6 14.94 10,200

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Fisherboard timber Number 7,000 12 123.05 84,000

6 x 2 Timber Number 5,500 18 145.02 99,000

4 X 2 timber Number 4,500 10 65.92 45,000

3 X 2 timber Number 4,000 15 87.89 60,000

Ring burglar’s number 3,500 18 92.28 63,000

Door frame Number 23,500 2 68.85 47,000

Door Number 35,000 2 102.54 70,000

Ridge Iron number 2,200 7 22.56 15,400

Brick force wire Roll 2,300 10 33.69 23,000

Lime 50 kg bag 11,350 3 49.88 34,050

Paint 5 Litre tin 13,200 3 58.01 39,600

Quarry tones 4,900 10 71.78 49,000

Transport for quarry, river sand

10 tone trip 30,000 3 131.83 90,000

Construction contractor number 850,000 1 1245.10 850,000

Transport for materials number 100,000 1 292.96 200,000

Subtotal 3743.58 2,555,650

TOILET

CONSTRUCTION (4.5m x 2.2m)

Pit digging (2 m) Number 30,000 1x4 175.78 120,000

Quarry Tones 4,900 1x4 28.71 19,600

Brick force wire rolls 2,300 6x4 76.46 52,200

Timber (2 x3) 4.5 m long Number 3x4 87.89 60,000

Roofing nails kg 1,700 1 x 4 9.96 6,800

Roofing wire kg 1,700 1 x 4 9.96 6,800

Cement 50 kg bags 7,300 10 x 4 427.73 292,000

Iron sheets number 5400 3 x 4 94.92 64,800

Door frames Number 23,500 1 x 4 137.69 94,000

Doors number 35,000 1 x 4 205.08 140,000

Lock number 4,400 1 x 4 25.78 17,600

Construction contractor number 40,000 4 234.37 160,000

Sub Total 1,514.33 1,033,800

BATHROOM CONSTRUCTION

Timber (2 x3) 4.5 m long Number 3x4 87.89 60,000

Roofing nails kg 1,700 1 x 4 9.96 6,800

Roofing wire kg 1,700 1 x 4 9.96 6,800

Cement 50 kg bags 7,300 4 x 4 171.09 116,800

Iron sheets number 4,800 3 x 4 83.49 57,000

Door frames Number 23,500 1 x 4 137.69 94,000

Doors number 35,000 1 x 4 205.08 140,000

Locks number 4,400 1 x 4 25.78 17,600

Construction Contractor number 25,000 1 x 4 146.48 100, 000

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Subtotal 877.43 599,000

TIKUMBUKIRENI CBO’s ADMINISTRATIVE COSTS

Printing and photocopying Ream 3,500 25 128.17 87,500

Fuel litres 690 900 909.66 621,000

Transports 439.45 300,000

Allowances Number 2,500 15 549.31 375,000

Bank charges Months 7,800 12 137.11 93,600

Photocopy Number 10 15 X 500 109.86 75,000

Airtime Calling cards 5,000 2 X 12 175.78 120,000

Printing Number 4 X 500 292.96 200,000

Refreshments Number 250 50 people X 12 sessions 183.10

125,000

Hall hiring Number 20,000 2 117.19 80,000

Maintenance (service) Number 150,000 1 x 4 times 878.89 600,000

Subtotal 3921.47 2,677,100

GRAND TOTAL (A) 29,713.93 20,284,990

COMMUNITY CONTRIBUTION

Giving land for construction of structures at evacuation centre

Squares meters 500,000 100 732.41 500,000

Clearing the land for construction

number 550 1000 805.65 550,000

Collection, packing and off- loading of sand into vehicle

Tonnage 2,000 200 585.93 400,000

Water for molding bricks

Drum

350

3000

drums(100 each)

1538.06

1,050,000

Molding bricks Number

15

50,000

1098.62 750,000

Meals during burning of bricks for mean from 18 villages

Number 50 2000 146.48 100,000

Security Guards number 15,000 2 x 12 527.34 360,000

Project supervision months 150,000 12 2636.68 1,800,000

Community Contribution Sub Total (B) 8,071.1787 5,510,000

Project Grand Total (A+B) 37,785.26 25,795,090

Percent Community Contribution 21.36