Disaster Response Operations Procedures

1 Disaster Response Operations Procedures JUNE 2016. FINAL DRAFT. Republic of the Philippines: KALAHI CIDSS - National Community-Driven Development Program Department of Social Welfare and Development, Philippines 1|Page Table of Contents PART I: THE Disaster Response Operations PROCEDURE (DROP) 7. 1. Introduction .. 8. 2. Guiding Principles and Objectives .. 9. 3. Comparison of the DROP and CEAC .. 10. 4. Requirements and Procedures for Triggering the DROP . 11. 5. Eligible Subprojects 12. 6. Institutional Arrangements .. 12. PART II: FACILITATORS' GUIDE . 13. 1. Initiating the DROP . 16. Joint MDRRMC-MIBF Meeting .. 16. 2. Social Preparation Stage . 21. Conduct of Rapid Assessment 21. Community Consultation .. 23. MIBF . 30. 3. Activity Proposal Development Stage .. 38. Activity Proposal and RFR Documents Preparation 38.

2 Community Consultation .. 41. MIAC Meeting for Subproject Final Technical Review and Approval of Fund Release . 44. 4. Community-Managed Implementation Stage . 47. BSPMC Orientation and Planning Meeting .. 47. Mobilization of Various Committees for Actual Implementation . 49. Completion and Turnover of Subprojects . 49. 5. Community Monitoring .. 50. Accountability Reporting .. 50. Conduct of Sustainability Evaluation 56. 6. Transition from DROP to Regular CEAC .. 60. 7. Simplified Monitoring and Evaluation .. 61. PART III: ANNEXES. 1. Enabling Program Policies on DROP Utilization A. Financial Guidance on Damaged, Suspended and Terminated Subprojects B. Additional Guidelines on Environmental and Social Safeguards System C. Procurement C1. Emergency Procurement C2. Procurement Activities D.

3 Community-Managed Implementation of Subprojects 2|Page E. Formation of Community Organizations for O&M. F. Simplified Monitoring and Evaluation and GRS. G. DSWD Memo Circulars on coordination with various agencies and organizations 2. Community-Based Tools A. Rapid Assessment Tool B. Consolidated Rapid Assessment Results Template C. KC-NCDDP List of Eligible Projects under DROP. 3. Tools for CEF, ACT, MIAC Use A. Activity Proposal Review Checklist for DROP. B. Sample Computation for Ranking and Clustering Barangays C. Simplified RFR Requirements for KC-NCDDP DROP Implementation D. Procedures for the Conduct of Sustainability Evaluation 4. Formats for Community, Barangay LGU and Municipal LGU. A. Simplified ESMP. B. Activity Proposal Format C. Revised MIBF Resolution Boxes and Figures Box 1 - Task Instruction on Ranking/Clustering of Barangays.

4 32. Box 2 - Task Instruction for Grant Allocation .. 34. Box 3 - Guide in Selection of Subprojects for NCDDP Funding 36. Box 4 - Tips on How to Do Final Review of Activity Proposal .. 37. Figure 1 Procedures for Triggering the DROP 11. Figure 2 Disaster Response Operations Procedures .. 15. 3|Page Acronyms and Terms AC - Area Coordinator ACT - Area Coordinating Team AD - Ancestral Domain ADB - Asian Development Bank AOQ - Abstract of Quotation AR - Accountability Reporting BA - Barangay Assembly BAC - Bids and Awards Committee BAWASA - Barangay Waterworks and Sanitation Association BDC - Barangay Development Council BFP - Bureau of Fire Protection BRT - Barangay Representation Team BSPMC - Barangay Sub-Project Management Committee BUB - Bottom-Up Budgeting CAA - Conflict-Affected Area CBO - Community-Based Organization CBPM - Community-Based Procurement Manual CDD - Community-Driven Development CEAC - Community Empowerment Activity Cycle CEF - Community Empowerment Facilitator CIDSS - Comprehensive and Integrated Delivery of Social Services CSO - Civil Society

5 Organization CV - Community Volunteer DANA - Damage Assessment and Needs Analysis DFAT - Department of Foreign Affairs and Trade, Government of Australia DILG - Department of the Interior and Local Government DROP - Disaster Response Operations Procedures DSWD - Department of Social Welfare and Development ECPP - Emergency Community Procurement Plan ESMF - Environmental and Social Management Framework ESMP - Environmental and Social Management Plan FA - Functionality Audit GAD - Gender and Development GIDA - Geographically-Isolated and Depressed Areas GRS - Grievance Redress System ICC - Indigenous Cultural Communities IDP - Internally Displaced Persons IO - International Organizations IP - Indigenous Peoples 4|Page Acronyms and Terms IPMR - Indigenous Peoples Mandatory Representative IRA - Internal Revenue Allotment KALAHI - Kapit Bisig Laban sa Kahirapan KC - Kalahi CIDSS.

6 KC-NCDDP - KALAHI CIDSS National Community-Driven Development Program LARRF - Land Acquisition, Resettlement, and Rehabilitation Framework LCC - Local Counterpart Contribution LDF - Local Development Fund LDRRMC - Local Disaster Risk Reduction and Management Council LDRRMF - Local Disaster Risk Reduction and Management Fund LGU - Local Government Unit LPRAT - Local Poverty Reduction Action Team M&E - Monitoring & Evaluation MAO - Municipal Agriculture Officer MCT - Municipal Coordinating Team MDRRMO - Municipal Disaster Risk Reduction and Management Office, also Officer MEO - Municipal Engineering Office MFA - Municipal Financial Analyst MIAC - Municipal Inter-Agency Committee MLGOO - Municipal Local Government Operations Officer MOA - Memorandum of Agreement MPDC - Municipal Planning and Development Coordinator MPDO Municipal Planning and Development Office MSWDO - Municipal Social Welfare and Development Office.

7 Also Officer NCDDP - National Community-Driven Development Program NCIP - National Commission on Indigenous Peoples NDRRMC - National Disaster Risk Reduction and Management Council NGA - National Government Agency NGO - Non-Government Organization NHTS-PR - National Household Targeting System for Poverty Reduction NPMO - National Program Management Office O&M - Operation and Maintenance PAMANA - Payapa at Masaganang Pamayanan PDNA - Post- Disaster Damage Assessment and Needs Analysis PDW - Project Development Workshop PINCO - Problems, Issues, Needs, Concerns and Observations PIT - Project Implementation Team PNP - Philippine National Police PO - Peoples Organization 5|Page Acronyms and Terms PO - Purchase Order POW - Program of Works PPT - Project Preparation Team PSA - Participatory Situational Analysis PT - Procurement Team PTC-A - Parents-Teachers-Community Association RD - Regional Director RFQ - Request for Quotation RFR - Request for Fund Release RPM - Regional Program Manager RPMO - Regional Program Management Office SB - Sangguniang Bayan or the Municipal Council SET - Sustainability Evaluation Tool SRPMO - Sub-Regional Program Management Office SVP - Small Value Procurement TA - Technical Assistance TAF - Technical Assistance Fund TF - Technical Facilitator WB - World Bank 6|Page PART I.

8 THE Disaster Response Operations Procedures . (DROP). 7|Page 1. Introduction What is this Manual about? This manual outlines the Disaster Response Operation Procedures (DROP) to be followed by the Area Coordinating Team (ACT) in implementing the Department of Social Welfare and Development (DSWD) KALAHI CIDSS - National Community-Driven Development Program (KC-NCDDP) in areas struck by disasters. The manual is presented in three parts: The first part on the specific measures of DROP implementation; the second part on how to facilitate each activity of the DROP; and, third part the Annex which provides further details to the relevant sections. When should this manual be used? Early Recovery is a Use of this manual and the Procedures outlined herein shall be applicable to all municipalities multidimensional process of implementing KC-NCDDP affected by Disaster .

9 The use recovery that begins in of the DROP shall be triggered by a declaration of humanitarian setting. It is state of calamity covering a barangay, several guided by development barangays, or the entire municipality, and LGU principles that seek to build on decision to use DROP through a Sangunian Bayan (SB) humanitarian programmes Resolution, subject to SRPMO validation and RPMO and catalyze sustainable approval. Refer to Section 4 for details. development opportunities. It aims to generate self- The Disaster Response Operations Procedures shall sustaining, nationally-owned, engage the KC-NCDDP Municipalities and resilient processes for post- communities in responding to the effects of disasters. crisis recovery. It encompasses Recognizing the disruptions caused by disasters in the the restoration of basic lives and livelihoods of communities, the DROP allows services, livelihoods, shelter, KC-NCDDP covered areas to shift its Operations from governance, security and rule regular developmental activities into a Disaster of law, environment and social Response modality to immediately address issues dimensions, including related to early recovery.

10 Reintegration of displaced Recovery is the process to fully restore the community populations. ( 10121, Rule to pre- Disaster level of functioning or better than that, 2 Definition of Terms). and usually refers to the rehabilitation of livelihoods, restoration of social and economic activities and reconstruction of shelter and infrastructure. Who are the intended users of this manual? This manual is intended primarily for the members of the Area Coordinating Teams (ACT). However, all staff involved in all aspect of Disaster operation should be familiar with this manual and use it as reference. 8|Page How should this manual be used? This manual shall be used as a supplemental reference to the CEAC sub-manual as well as other relevant manuals and guidelines of the Program and DSWD issuances.