SINGLE FORM FOR HUMANITARIAN AID ACTIONS : Intermediate ... Barbados OEC… · SINGLE FORM FOR...

EUROPEAN COMMISSION

DIRECTORATE-GENERAL FOR HUMANITARIAN AID AND CIVIL PROTECTION - ECHO

SINGLE FORM FOR HUMANITARIAN AID ACTIONS : Intermediate Report

1. GENERAL INFORMATION

1.1 Name of Humanitarian Organisation / Country of registration

1.2 Title of the Action*

1.3 Area of intervention*

World area : Country : Region :

America Saint Vincent and the Grenadines Saint GeorgeAmerica Grenada Saint Andrew parishAmerica Dominica Saint JohnAmerica Saint Vincent and the Grenadines CharlotteAmerica Saint Vincent and the Grenadines Grenadines

1.4 Start date of the Action

If the Action has already started explain the reason that justifies this situation (urgent Action or other reason)

1.5 Duration of the Action in months *

Months*

Days*

1.6 Start date for eligibility of expenditure

Is the start date for eligibility of expenditure equal to the date of submission of the initial proposal ?*

no

Explain expenses charged to the budget between date of submission of the initial proposal and start date of the action

If no, enter the start date for eligibility and explain above

UNDP will engage activities once a funding commitment is obtained from ECHO.

UNDP-USA

Community Alerts Project - An effective implementation in the Caribbean through integrated Early Warning Systems

Start date : 01/06/2013

18

0

01/06/2013

Reference: 2013/00266/IR/01/01 01/04/2014

Agreement number: ECHO/DIP/BUD/2013/94011 page 1/54

1.7 Requested funding modalities for this agreement

Requested funding*

In case of 100% financing, justify the request

Action total amount ( copied from 11. Financial overview) : 547.000,00 Eur

DG ECHO contribution requested ( copied from 11. Financial overview) : 465.000,00 Eur

1.8 Urgent action

Is urgent?*

no

1.9 Control mechanism to be applied

1.10 Proposal and reports

Submission date of the initial request 31/01/2013 Purpose of this submission Intermediate report Echo reference 2013/00266/IR/01/01 Agreement number ECHO/DIP/BUD/2013/94011 Date of submission 01/04/2014

1.11 [INT] List the supplementary agreements and exchange of letters after signature of the Agreement up to intermediate reportstage

Date ofrequest

Date ofagreement Subject Reference

2. NEEDS ASSESSMENT

Multi-donor action

P

Reference: 2013/00266/IR/01/01 01/04/2014


2.1 Date(s) of assessment; methodology and sources of information used; organisation/person(s) responsible for the assessment

2.2 Problem statement and stakeholder analysis

2.3 Summarise findings of the assessment (include full report in annex, if relevant) and link these to the Action

A needs assessment was made during the months of December 2012 / January 2013, by the disaster Risk Reduction Team of theBarbados and OECS Sub-regional office of UNDP, lead by Ian King. The National Disaster Management office of Saint-Vincent(Mr Howie Prince), Dominica (Mr Don Corriette) and Grenada (Mr Terrance Walters), provided details on the needs andcharacteristics of the targeted communities.

Additionally, the needs to strengthen disaster preparedness and Early Warning Systems in particular has since long been assessedthroughout UNDP programmatic context.

In the case of Dominica, the following documents and assessments further informed the context and the needs:# Annex 6 - Portsmouth proposal (By the ODM - Office of Disaster Management)# Annex 7 - Dominica's Country assessment report on enhancing gender visibility in disaster risk management# Annex 8 - Proposals for the physical planning and development of Portsmouth (2009)

In the case of Saint Vincent, the needs assessment was informed largely by:# Saint Vincent Coastal Vulnerability Assessment (funded by USAID and delivered in 2007) - extracts of which are in Annex 5.

The communities targeted under the present action are located in low lying coastal areas, and are therefore particularly vulnerableto rapidly forming hydromet events generating flood both from rainfall and from coastal hazards such as storm surges. Tsunamisare also a threat which tends to be overlooked. The Caribbean is a region prone to Earth Quakes, and other phenomenon such assubmarine landslides and underwater volcanoes (Kick'em Jenny offshore of Grenada and the Grenadines) are potentiallytsunamigenic.In addition to a particular exposure, these communities have comparatively higher vulnerabilities caused by their lack ofpreparedness. Economic risks are also important since assets are concentrated in low-lying areas subject to flooding and coastalhazards.

It is therefore up to community stakeholders to take an active role in enhancing their state of readiness, on a long term basis, aswell as during disasters lead-time.Unfortunately, incentives for community action are still largely dominated by the impact of disasters themselves. Currently,communication at the national level and in particular between, national disaster management authorities and communities is notefficient nor robust as there is not the necessary redundancy to support emergency situations. This has implications for effectivepreparation for and response to hazard events and related disasters. It is also the case that there is limited feedback fromcommunities to inform authorities on the effective reception of Disaster risk information and their state of readiness. Theirspecificities (disabled, minority groups, languages etc.) are not adequately considered by usual medias such as the radio broadcast.

Beyond these general limitations, one of the most critical gap is the lack of effective Early Warning System. When a disaster isapproaching, national authorities currently do not possess effective, redundant, integrated and time-effective means of alerting thecommunity members.The challenge of alerting communities is multiple: an effective alert must be issued in multiple formats to reach the largerproportion of the population. Most importantly, it must be robust (consistent), intelligible and trusted.If a tsunami approaches, the lead-time can be of the order of a few minutes to an hour, and minutes spared can save lives.Currently existing systems are challenged to reach all publics segments in all time and in a coherent and effective manner.

While "scientific" components of the EWS are being addressed by several regional projects reinforcing forecasting capacities suchas the CIMH-lead ERC project and the DEWETRA platform, much remains to be done to achieve a risk information flow fromforecaster to population at risk, through coordinated national mechanism.

The needs assessment has found that each country lacks some elements of robust, comprehensive and integrated Early Warning

Reference: 2013/00266/IR/01/01 01/04/2014


* The tables ( if necessary ) must be annexed.

Tables with additional information

2.4 [INT] If changes in needs assessment at intermediate report stage, please explain

3. HUMANITARIAN ORGANISATION IN THE AREA OF INTERVENTION

The needs assessment has found that each country lacks some elements of robust, comprehensive and integrated Early WarningSystem. These gaps appear more accurately at the level of communities highly vulnerable to coastal hazards. Among the gaps, toofew alerting systems are in place and early warnings are not reaching effectively the communities.

Additionally, the needs assessment has found that there are several past or ongoing activities trying to address some of the gapsmentioned in 2.2 above, but linkages between these activities are missing.

This prompted Countries and UNDP to work on the integration of Early warning system in a view to complete and reinforceconcretely the public alerting tools, and involve the communities in the definition of a system that would best inform them.

Examples below illustrate the links between the needs assessment and the action:- In Saint-Vincent and the Grenadines, 2 of the 3 communities targeted have been provided with Sirens under a previousDIPECHO project. However the installation of these sirens remains to be completed. The action would not only provide theinstallation, but also make the sirens CAP compliant and their activation would be part of an overall system including otherdissemination tools. For instance a website, or emails, would provide redundancy and consistent information on the alert.- Saint Vincent NEMO is currently working on Standard operating procedures (SOP) and on WEBEOC, a mechanism facilitatingthe coordination of emergency responders. In addition, emergency broadcast protocols are in place with the main medias (radios).The action would provide the soft (policies) and hard (Common Alerting Protocol) tools allowing these different elements to workin harmony.- In Dominica, work is currently undergoing with the Tsunami task force working on SOPs. A workshop held the 3rd week ofJanuary also focused on a community disaster preparedness toolkit. The project will enhance these results by providing a platformmanaging alert information.

Ø Annex 1: CAP - List of Annexes and Acronyms

Ø Annex 2: CAP - Targeted Communities

Ø Annex 3: Concepts for proposal

Ø Annex 4: CAP - Gantt Chart - Work plan

Ø Annex 5: St Vincent - Maps

Ø Annex 6: Portsmouth proposal

Ø Annex 7: Dominica Country assessment - gender

Ø Annex 8: Portsmouth Development plan - final

Ø Annex 9: Grenada - grenville-Soubise-marquis - map

Ø Annex 10: A Blueprint for CAP-based Alerting Systems

Ø Annex 11: A Winning Campaign - Public Outreach in Early Warning, Lessons learned in Caribbean SIDS

There are no changes based on the needs assessment previously indicated. During the site visits it has been observed that thecountries lack some elements of robust, comprehensive and integrated Early Warning Systems with these gaps appearingmore accurately at the level of communities highly vulnerable to coastal hazards. During the reporting period the projecthas started engaging partners as well as the communities in defining a system that will better inform their individual needs.This process will be enhanced through the procurement of experts (Common Alerting Protocol {CAP} andCommunications) who will recommend strategies for the development of a CAP based early warning system as well acommunications plan during time of crisis.

Reference: 2013/00266/IR/01/01 01/04/2014


3.1 Humanitarian Organisation's presence in the area of intervention

brief overview of strategy and current or recent activities in the country

3.2 Actions currently on-going and funding requests submitted to other donors (including other EC services) in the same area ofintervention - indicate how overlap and double funding would be avoided

4. OPERATIONAL FRAMEWORK

4.1 Exact location of the Action (include map of action location)

world area country region location*

America Saint Vincent and the Grenadines Saint George Kingstown; Arnos Vale; Calliaqua

Work during current programme period 2012-2016 is aligned with the Barbados and the OECS United NationsDevelopment Assistance Framework (UNDAF) and Sub-regional Programme Document (SPD) outcomes, and HyogoFramework for Action (HFA) and regional Comprehensive Disaster Management (CDM) Strategy. The specific outcome tobe realized is "Enhanced regional and national capacity for comprehensive disaster management, for managing andreducing risks associated with natural, environmental and technological hazards, and for search and rescue activities". Consistent with this, projects implemented during this period include the following.

Caribbean Risk Management Initiative (CRMI) Phase II follows the first phase and will be implemented from 2010 with astrengthened focus on Climate risk resilience and mainstreaming gender and South-South cooperation to facilitateexperience sharing and replication of good practices.

Under the OECS programme, the resilience to landslide risk was improved in particularly vulnerable communities using anapproach that maximised use of community skills, which was particularly successful in St Vincent and the Virgin Islands.

Annually, UNDP supports priority areas within the national disaster management programmes e.g. training in application ofthe damage and loss assessment (DALA) methodology, community-based disaster management programmes in Dominicaand St Vincent.

The Enhancing Resilience in the Caribbean (ERC) project is developing a real-time hydromet monitoring network whichwill improve the quality of data for forecasting flood events. Further, it will look at strengthening volunteerism mechanismswithin the disaster response structure.

The Regional Risk Reduction initiative (R3I), being implemented in the period 2009-2012, has delivered in the followingfocus areas: HM/VA capacity development, EWS improvement and inter-linkages, SAR capacity, recovery planning, EOCand shelter management, experience sharing, documentation and replication of good practices.

Supporting disaster recovery is also a key part of the Sub-regional Office's mandate. In Montserrat following the eruptionsof the Soufriere Volcano from the late-1990s; in Grenada following Hurricanes Ivan (2004) and Emily (2005); in St Luciafollowing Hurricanes Dean (2007) and Tomas (2010); in Dominica following Hurricane Dean (2007) and in St Vincent andthe Grenadines following Hurricane Tomas (2010) UNDP provided rapid post-impact support to the recovery processes,including the DALA processes in Saint Lucia and St Vincent.

UNDP provides technical and secretariat support to the Eastern Caribbean Donor Group for Disaster Management(ECDG-DM). This body provides coordinated support to affected countries in the aftermath of a disaster.The work programme for 2012-2016 is developed based on priorities as articulated by the countries and UN Sub-regionalTeam in the UNDAF and UNDP SPD focuses on building resilience to the impacts of CC and anthropogenic hazards,specifically enhancing the integration of disaster risk reduction into development planning, improving and disasterresponse and recovery.

Numerous actions are currently ongoing at national and regional level. The CAP - Community Alerting Project, seeks to maximisesynergies with these actions and to avoid any duplication. This will present several benefits:

- Economies will be made and time saved by avoiding duplication or re-assessments- Impact of existing initiatives will be enhanced thanks to the contribution of the project- the project seeks to replicate successes from other countries. This allows precious time-saving in setting up the activities, asmethodologies and lessons learned are drawn from other experiences.

UNDP has a first-hand experience on several of the main past and ongoing activities in the region.

The attached document: "UNDP Concepts for a 2013 - 2014 DIPECHO proposal" outlines some synergies which the project canbenefit from, in particular as it relates to:

- CAP (Common Alerting Protocol) systems put in place in Anguilla, Aruba, Montserrat and Saint-Maarten, under the R3i project.- The DEWETRA platform, which provides real-time Hydro-met risk information.- The Risk Reduction Management Centers (RRMC)- The Youth-In project- Experience on coastal hazard assessments

Reference: 2013/00266/IR/01/01 01/04/2014


America Grenada Saint Andrew parish Grenville, Soubise and Marquis

America Dominica Saint John Portsmouth

America Saint Vincent and the Grenadines Charlotte Owia; Point; Sandy Bay

America Saint Vincent and the Grenadines Grenadines Union Island

Map of action location (reference)

4.2 Beneficiaries

4.2.1 Total number of direct beneficiaries

Total number 65.500Total number [INT] 65.500

Comments

Tables with additional information

4.2.2 Status of the direct beneficiaries* (multiple options possible)

IDPs

Refugees

Returnees

Local population

Others e.g. for Grant Facility, Capacity building, etc.

4.2.3 Specificities of direct beneficiaries (please elaborate according to SF guidelines)

4.2.4 Direct beneficiary identification mechanisms and criteria

4.2.5 Describe to what extent and how the direct beneficiaries were involved in the design of the Action

Maps of targeted communities are placed in annex:- Portsmouth proposal- Saint Vincent - Owia and sandy bay - map and photos- Saint Vincent - Arnos Vale - map- Saint Vincent - Kingstown - map- Saint Vincent - Calliaqua - map- Saint Vincent - Union island - map- Grenada -Grenville-Soubise-Marquis - map

Communities are further described in the attached table "CAP - targeted communities.docx" in Annex 2.

Direct beneficiaries are part of communities located very close to the coastline and are therefore highly vulnerable to coastalhazards.Most communities identified rely on fisheries, agriculture (export of products through the port) and tourism for a living.Hence the economic life revolves around the sea and many critical facilities are located in coastal hazard high risk zones.The 2001 census of Saint-Vincent reflected that more than half of women's employment were provided by wholesale andretail trade, hotels and restaurants, education and private households with employed persons.

Communities - and therefore direct beneficiaries - were identified in cooperation with national disaster managementagencies.In the case of Saint-vincent, the identification of communities relied mostly on the results of Saint-Vincent Coastalvulnerability Assessment, which identified these communities as priority ones.In the case of Dominica, Portsmouth (5000 residents) is the second largest city on the country, and some momentum wasinitiatied by Portsmouth citizen planning commission to modernize the city.In the case of Grenada, the communities were identified by NADMA as area of priority to develop EWS.

Reference: 2013/00266/IR/01/01 01/04/2014


4.2.6 Other potential beneficiaries (indirect, "catchment", etc.)

Number of other potentialbeneficiaries

287.000

Comment

4.2.7 Direct beneficiaries per sector *

Comments

4.2.8 [INT] In case of changes, please explain

This proposal was built in direct partnership between UNDP and national disaster management organisations. National DMorganisations have ongoing partnership with communities through other programmes and actions.

Both national disaster management organisations and communities are considered as beneficiaries and as partners in theimplementation of the action.

Further, the action as described in this proposal gives an important role to the designing of the integrated alerting system bycountry stakeholders themselves. By designing and implementing themselves some of the critical components of the earlywarning system, the action seeks to ensure beneficiaries ownership and awareness.

Indirectly, the entire population of Saint Vincent and grenadines (110,000), Grenada (105,000) and Dominica (72,000)should benefit from the project, since the project will also aim at integrating EWS at the national level.

While some communities only will be directly targeted by the action, the project will have the following results which mayapply to the whole country:- Work in terms of policy and protocols- Capacity building at national level- Strengthening of communication strategies- Introduction of the Common Alerting Protocol- Some alerting systems may apply for the entire island (like Radio broadcast interrupt)- Some communication tools (for instance website) would not be limited to the targeted communities.

The number of direct beneficiaries will remain the same as highlighted in the original proposal. The maximum number ofdirect beneficiaries of the public awareness elements of the action is the population of all communities involved. It is alsoexpected that under the information, education, communication sector, representatives from the telecommunicationsministries/oganisations within the countries will directly benefit under this intervention.

Indirectly the entire population of Saint Vincent and Grenadines (110,000), Grenada (105,000) and Dominica (72,000)should benefit from the project since the results will apply and can be replicated for benefit of the entire populous.

During the reporting period the project held an introductory meeting targeting representatives from the beneficiarycommunity/countries. For St. Vincent and the Grenadines the total beneficiaries at this workshop was approximately 30persons including representatives from the National Disaster Office, Red Cross Society, CDRT teams, communityrepresentatives and the CARICOM Youth Ambassador. Direct beneficiaries from Grenada and Dominican were also at thisworkshop. As a follow up site visits and community meetings were held in Union Island (Grenadines) and Portsmouth(Dominica). The meeting in Union Island was convened at the community centre with approximately 35 communityrepresentatives from the education, communications and health sector as well as representatives from the district disastercommittee and the Red Cross, for a presentation on the project and to facilitate discussion on the possible Early WarningSystem dissemination methods. The meeting in Dominica was held with the Mayor of Portsmouth along with his staffmembers. Additionally the community programme office in Grenada hosted a television programme to discuss the projectas well as the its implementation in Grenada. This programme would have been seen by the vast majority of the population.More targeted engagement with beneficiaries is planned in consultation with the assessments to be undertaken duringMarch 2014.

Sector name Number of beneficiaries per sector

Target [INT]

Disaster Risk Reduction / Disaster Preparedness 65.500 65.500

Reference: 2013/00266/IR/01/01 01/04/2014


CONTRIBUTION AGREEMENT [2013/00266/IR/01/01]


4.3.1 OPERATIONAL OVERVIEW OF THE ACTION : Logical framework

Title of the Action :

Principal objective :

Intervention logic Objectively verifiable indicators Sources of verification

Specific objective

Indicator (1)

target value : 2

Sources of verification (1)

Indicator (2)

target value : 1


Result (1)

Indicator (1)

Target value : 1 report per country


Indicator (2)

Target value : 75


Indicator (3)

Target value : 6


Result (2)

Indicator (1)

Target value : 1


Assumptions and Risks

Community Alerts Project - An effective implementation in the Caribbean through integrated Early Warning Systems

To mitigate risks faced by coastal communities in Caribbean Small Islands

Communities are better informed andprepared for coastal andhydrometeorological risks throughintegrated Early Warning Systems

Number of effective and integrated alerting toolsavailable per community

- Post-installation testing reports fromcontractors- Alerts and test logs from nationaldisaster agency- Documented experience in activity 5 -result 1- Interviews and site visit

Performance measure for alerting system definedand agreed at national and community level

- Documentation provided bycontractors- Feedback logs from system- Documented experience in activity 5 -result 1- Sample interviews in each community

Integration of CAP compliant EarlyWarning Systems

Detailed national and community assessments - Initial community assessmentsavailable at UNDP and Keystakeholders level- Interviews of key stakeholders

Number of proficient users of the EWS - evaluation of systems tests- interviews

Number of communities having elected theiralerting system

- Documents resulting from activity 3- Logs of communities' vote, or survey,or minutes from community meetings.- Interview with key stakeholders

3 Communities equipped with aredundant alerting system in SaintVincent and the Grenadines

At the end of the project, an alerting system isfunctioning, appropriate and correctly managedby the relevant national and communitystakeholders

- Site visits and interviews of keystakeholders at national andcommunity level- Documentation associated with thetechnology provided- Test reports

Assumptions: The projects and activities with which the project will interfacewill sustain their existing level of delivery and efficiency. Forinstance it is assumed that sirens in Saint Vincent are useableand that the use of the DEWETRA platform at national levelwill continue to increase as well as communication activitiesrelated to tsunamis.

Risks:

- The implementation period is short and runs through 2hurricane seasons. Any significant event would reduceabsorption capacity on preparedness activities.- Since human resources in targeted countries are limited, thestaff turnover in national institution may alter the efficiencyand sustainability of the project. This risk should be mitigatedby involving several key national and communitystakeholders, and strengthening a network of disastermanagement people at national and community level.

Reference: 2013/00266/IR/01/01 01/04/2014


Indicator (2)

Target value : 20 %


Result (3)

Indicator (1)

Target value : 1


Indicator (2)

Target value : 20%


Result (4)

Indicator (1)

Target value : 1


Indicator (2)

Target value : 20%


At least 20% of the beneficiaries are able toidentify the EWS alarm and alert signals, canprovide and receive information and react in anunderstandable and timely way

- test report and feedback mechanism- site visit and site survey

1 Community equipped with a redundantEWS in Dominica





2 Communities equipped with aredundant alerting system in Grenada





Reference: 2013/00266/IR/01/01 01/04/2014


Activity (1-1)

Activity (1-2)

Activity (1-3)

Activity (2-1)

Activity (2-2)

Activity (2-3)

Activity (3-1)

Activity (3-2)

Activity (3-3)

Activity (4-1)

Activity (4-2)

Inception, Assessment and Engagement

Draft design and first consultation

Community design phase and national trainings

Procurement of alerting technologies

Alerting systems deployment and set-up

Testing at community level

Procurement of the Alerting technology



Procurement of Alerting technologies


Reference: 2013/00266/IR/01/01 01/04/2014


Activity (4-3)

Pre-conditions :

testing at community level

National disaster management staff will dedicate time to the project and sustain an open dialogue with the communities.

Reference: 2013/00266/IR/01/01 01/04/2014


4.3.2.1 Specific Objective

Specific Objective

Communities are better informed and prepared for coastal and hydrometeorological risks through integrated EarlyWarning Systems

Detailed description

"Communities are better prepared and informed..."The targeted communities, as described in part 4.2 of this proposal, will be better informed, and therefore better prepared. The aimof warnings is, fundamentally, to inform the communities of upcoming risks. Warnings are inseparable from backgroundrecommendations on preparedness and protective actions, which shall be relevant to the specific context of communities.Warnings and warning tests work also a reminders and incentive for long term effort to preparedness.

"...for Coastal and hydrometeorological risks..."

Coastal and hydrometeorological risks cover the majority of the risks faced by the targeted communities, because of their low lyingand coastal location.Coastal risks include tsunamis (for which efficient and timely EWS are critical) and storm surges. Both of these risks are likely toincrease due to Climate Change effects. In particular, sea level rise is already observed in the Caribbean.

Hence the project will be implemented with these risks in mind and with a particular focus on reducing them. However alertingsystems are not specific to hazards, nor are immediate protective actions (One can "evacuate" or "shelter in place" for a variety ofreasons).Therefore Alerting systems will be designed to be multi-hazard and can also be used in the instance of volcano irruptions,technological hazards, or even civil situations (Unrest or Lost Child).

"...through integrated..."Integration is placed at the center of the objective's definition for this project as Early Warning Systems are at the crossroads ofmainly 4 fields: risk information, public alerting systems, public awareness and emergency response coordination.In the case of this project, integration will also be understood specifically at community level, as communities shall be involvedthroughout the project roll-out, from the inception phase.Also critical is the National integration perspective, enhancing the linkages between the community and National institutions,particularly the National Disaster Management Agencies. Further, there is a need of integration from the regional centers outputsand expertise to reach through to national and community levels.

"...Early Warning System"The understanding of this term is too often restricted to the pure - scientific - forecasting of the events. As a matter of fact, the projectwill not really address enhancement of forecasting capacities, unless they are based at community level. As defined above, the focus on the project will be on "integrating" early warning system, building on and complementing existinginitiatives, in a view to maximise impact at community level.The project includes physical components of warning systems: Alerting tools, such as sirens.It must however be noted that this proposal (description of specific objective and activities) will not make a determination on theadequate tool. The choice of the technology itself shall be a result of coordination, consultation and cost analysis under the project.A specific attention will be brought to the sustainability of the chosen technology.

Intermediate report comment

The specific objective under this project will remain the same as noted under the original proposal. The recent loss of life anddamage to infrastructure through flooding in Dominica, St. Vincent and the Grenadines as well as Saint Lucia over the 2013Christmas period has again highlighted the susceptibility of the Caribbean region to the flooding hazard. Analysis from this eventhas stressed the importance of early warning to limit the potential loss of life and infrastructural damage from hazards.

Early Warning Systems (EWS) are vital to timely preparedness and response, and communities play a vital role in preparing fornatural hazards and mitigating effects as they are expected to be first responders when disaster strikes. Therefore the communityapproach may be the most effective way of creating an integrated effort of disaster mitigation.

The first substantive activity under the project was an introductory workshop in St. Vincent and the Grenadines 19 - 21 January 2014which allowed for an introduction of the project to beneficiaries and partners, agreement on the details for implementation as well asensuring consistency with the national disaster management plans and community priorities. During this meeting the advantages anddisadvantages of all the warning dissemination methods were presented with some of the community representatives alreadyproviding recommendations for their alerting dissemination methodologies.

The Project Teams of the Community Alerts Project as well as the Volcanic Risk Reduction project, being implemented by theFrench Red Cross, have met and discussed collaborative opportunities noting the intended objectives between both projects. This hasresulted in the development of a Joint Action Plan which is shown as Annex I to this document.

Reference: 2013/00266/IR/01/01 01/04/2014


Indicator ( 1/2 )

Short description Sources of verification

Target value 2

Intermediate value Ongoing


This indicator will measure the effectiveness and efficiency of the project.Indeed, if an effective integration of EWS at community level is put in place by the project, it shall result in the determination of theappropriate technology. If the project is effective, this technology will be implemented.This indicator also measures efficiency, in the sense that the project aims at implementing a redundant system, including 2 methods of alertdissemination (it can be emails and sirens for instance). If the project is efficient, funds allocated will allow the implementation of 2technologies per community.

Hence, by the end of the project, each of the 6 targeted community should have the possibility to receive alerts through 2 different medias.


Commencement of the implementation for the project has been delayed to January 2014 due to unsatisfactory original results from thesubmissions received for the project coordination position therefore resulting in the position being re-advertised. However it is believed thatthe original stated results of the project can still be achieved if no further significant delays on the project are experienced. One such riskhighlighted is a significant hazard impact on the islands. The revised Annual Work Plan (Annex II) attached to this report outlines the revisedtimelines for the implementation of activities for 2014. Additionally, given the shortened time lines, the country project focal points haveagreed to play a more active role in driving implementation of project related activities in country.

The recent loss of life through flooding in Dominica, St. Vincent and the Grenadines as well as Saint Lucia over the 2013 Christmas periodcast a shadow over the first substantive activity planned under the project during the middle of January 2014. However with the agreementof the Government of St. Vincent & the Grenadines an introductory workshop was convened in island to allow for an introduction of theproject to beneficiaries and partners, agree on the details for implementation as well as to ensure consistency with the national disastermanagement plans and community priorities. During this meeting the advantages and disadvantages of all the warning disseminationmethods were presented with some of the community representatives present already having narrowed their choice of alerting methodology.Community meetings and site visits held in both Union Island and Portsmouth have already occurred while site visits to Owia Point and theKingstown, Arnos Vale area were also facilitated in January. Additional site visits and community meetings are being planned in conjunctionwith the assessments which are slated to begin during March.

The selection of alerting technology will be dependent on recommendations presented by an expert in Common Alerting Protocol (CAP)with the final choice ultimately being made by the community members at the national workshops. Once these dissemination methods areselected the equipment can be procured, installed and tested.

It is expected that the CAP expert will commence their contract during the middle of March.

Indicator ( 2/2 )


Target value 1



Number of effective and integrated alerting tools available percommunity

- Post-installation testing reports from contractors- Alerts and test logs from national disasteragency - Documented experience in activity 5 -result 1 - Interviews and site visit

Performance measure for alerting system defined and agreed atnational and community level

- Documentation provided by contractors -Feedback logs from system - Documentedexperience in activity 5 - result 1 - Sampleinterviews in each community

Reference: 2013/00266/IR/01/01 01/04/2014


This indicator aims at measuring the outcome of the project, in the sense that "outcome" is not "impact" but rather the change in behavioursand way of doing conducive to the impact. Indeed the outreach of actual alerts (ratio of persons receiving and acting upon specific alerts) is not expected to be optimal at the end of theproject and shall instead increase over time, as the system is used, trusted and possibly optimized during real events and regular testing.Hence the project seeks to put in place the mechanisms to measure and monitor the efficiency and outreach of alerts, through feedbackmechanism or counters. If such a system is put in place, with national authorities able to monitor and report on the outreach of each alert, itwould be a reflection of a truly transformational change in the approach of daily operation of national disaster management and theirlinkages with the communities.

Once alerts are monitored, and depending on the information level included in the feedback mechanism, the bases are set for appropriatedecision making, both in terms of evolution and sustainability of the EWS itself, as in terms of response coordination itself.


Commencement of the implementation for the project has been delayed to January 2014 due to unsatisfactory original results from thesubmissions received for the project coordination position therefore resulting in the position being re-advertised. However it is believed thatthe original stated results of the project can still be achieved if no further significant delays on the project are experienced. One such riskhighlighted is a significant hazard impact on the islands. The revised Annual Work Plan (Annex II) is attached to this report outlining therevised timelines for the implementation of activities for 2014. Additionally the country project focal points have agreed to play a moreactive role in driving implementation of project related activities in country.

The recent loss of life through flooding in Dominica, St. Vincent and the Grenadines as well as Saint Lucia over the 2013 Christmas periodcast a shadow over the first substantive activity planned under the project during the middle of 2014. However with the agreement of theGovernment of St. Vincent & the Grenadines an introductory workshop was convened in island to allow for an introduction of the project tobeneficiaries and partners, agree on the details for implementation as well as to ensure consistency with the national disaster managementplans and community priorities. During this meeting the advantages and disadvantages of all the warning dissemination methods werepresented with some of the community representatives having narrowed their choice of alerting methodology.

Having the best alerting methods will prove inefficient if the persons who they are intending to protect do not know what to do or where togo. The project has disseminated a procurement notice for a Communications/Public Awareness and Education (PAE) expert who will beexpected to develop a communications strategy aimed at engaging communities in the roll-out of the project and in public awarenesscomponents. This draft strategy will be presented at a national workshop during the 2nd quarter 2014 with community and nationalrepresentatives being in attendance. This communications strategy should help in the efficiency and the outreach of the alerts which willoccur at the testing phase planned for the third quarter 2014.

The project will seek to put in place the mechanisms to measure and monitor the efficiency and outreach of alerts, through feedbackmechanism or counters. Once these alerts are monitored, and depending on the information level included in the feedback mechanism, thebases are set for appropriate decision making.

All meetings/trainings under the project are expected also to be assessed through evaluation forms to judge how well the meeting/workshopreached their intended objective.

Reference: 2013/00266/IR/01/01 01/04/2014



4.3.2.2 MORE DETAILED INFORMATION PER RESULT - Result (1)

Details

Result's short description

Integration of CAP compliant Early Warning Systems

Total amount 201.500,00 €

[INT] Total amount * 30.492,00 €

Sector Disaster Risk Reduction / Disaster Preparedness

Sub-sectors

Local disaster management components

Institutional linkages and advocacy

Information, education, communication

Number of beneficiaries 65.500

Intermediate number of ben. * 65.500

Status of beneficiaries IDP Population Refugees Returnees Others


This result groups all actions and outputs necessary for the integration of CAP compliant EWS, which may be considered as"soft" components as they do not directly materialise into hardware like the following results.The purpose of this result is to achieve the involvement, awareness raising and capacity building of key stakeholders, at nationallevel as well as at community level.

The entire population of each country should directly or indirectly benefit from the project. The population of Saint-vincent andGrenadines (110,000), Dominica (72,000) and Grenada (105,000) amounts to 287,000.

Integrating CAP compliant Early Warning System has several purposes, all contributing to moving towards the specificobjective:- provide assessments of strengths and weaknesses, both at national and community level, in terms of Early Warning system,and monitor their evolution throughout the project.- Engage the communities and identify or set the mechanisms to give them an active role in the implementation of the project.These formal or informal mechanisms (for instance working groups with representative members of the community) shall notonly be used for the purpose of project delivery, but shall remain as part of the project results- Enhance linkages between national disaster management organisation and the communities.- Enhance all stakeholders knowledge and capacities about what an integrated alerting system is, and how the CommonAlerting Protocol helps in this regard.- Provide specialized expertise in terms of Crisis Communication and the technical part of implementing alerting tools: ICT /telecommunication / CAP expertise

- Integrate regional outputs such as the Dewetra platform, implemented though the ERC project, and regional knowledge (suchas products from the R3i project) for maximising their impact and use at national and community level.

In other words, Early warning systems are to become "Single integrated system of tools and policies" in order to "transform apatchwork plot of warning systems programs and authorities into a single safety net for all hazards and all people" (quotes fromArt Botterell final R3i video under R3i output 4. Art Botterell is one of the creators of the Common Alerting Protocol)

For instance, making the link between available weather forecast information, operation of sirens and real and effective publicinformation conducive to appropriate protective actions is precisely the point of this result.When adopting the Common Alerting Protocol, countries realise how CAP compliant technology is opening the way to addressthe social nature of warning. "Warning is Social" (Art Botterell)


Reference: 2013/00266/IR/01/01 01/04/2014


Objectively verifiable indicators

During the reporting period the UNDP Disaster Risk Reduction Programme Manager as well as national representatives fromboth Grenada and St. Vincent and the Grenadines attended the DIPECHO planning meeting in Trinidad. The purpose of theplanning workshop was to 1) Develop a plan of action for each of the five areas of exchange throughout the 2013-2014DIPECHO Action Plan; 2) Identify common activities and how partners can work together to scale up the action and to avoidmissing opportunities and; 3)Agree on procedures, tools and initiatives to disseminate DRR messages throughout the ActionPlan. Additionally the UNDP Programme Manager attended the 1st Think Tank Meeting in Dominica where he was able togive a presentation on the project as well assist in the development of materials which will be used in public awarenesscampaigns.

The first substantive activity under the project was an introductory workshop in St. Vincent and the Grenadines 19 - 21 January2014 which allowed for an introduction of the project to beneficiaries and partners, agree on the details for implementation aswell as to ensure consistency with the national disaster management plans and community priorities. During this meeting theadvantages and disadvantages of all the warning dissemination methods were presented with some of the communityrepresentatives having narrowed their choice of alerting methodology.

The project teams of the Community Alerts Project as well Volcanic Risk Reduction project, have met and discussedcollaborative opportunities noting the intended objectives between both projects. This has resulted in the development of jointaction plan document which is shown at Annex I to this document. Additionally discussions with the InternationalTelecommunications Union (ITU), noting their expertise in CAP technologies, has been initiated relating to collaboration onthe project. This has resulted in a verbal agreement where ITU, along with the Project Coordinator, will provide expertoversight and advice on the CAP related elements of the project.

The procurement notice for Technical experts to guide implementing on the CAP compliant EWS and the communicationsstrategy have commenced and it is expected that these persons will be contracted during the middle of March.

During the reporting period the project held an introductory meeting targeting representatives from the beneficiarycommunity/countries. For St. Vincent and the Grenadines the total beneficiaries at this workshop was approximately 25 personsincluding representatives from the National Disaster Office, Red Cross Society, CDRT teams, community representatives andthe CARICOM Youth Ambassador. Beneficiaries from Grenada and Dominica were also in attendance to this workshop. As afollow up site visits and community meetings were held in Union Island (Grenadines) and Portsmouth (Dominica). The meetingin Union Island was convened at the community centre with approximately 40 community representatives from the education,communications and health sector as well as representatives from the district disaster committee and the Red Cross. Themeeting in Dominica was held with the Mayor of Portsmouth along with his staff members. Additionally the communityprogramme office in Grenada hosted a television programme to discuss the project as well as the its implementation inGrenada. This programme would have been seen by the vast majority of the population. More targeted engagement withbeneficiaries is planned in consultation with the assessments to be undertaken during March 2014.

Reference: 2013/00266/IR/01/01 01/04/2014



Indicator ( 1/3 )


Target value 1 report per country



This first indicator relates specifically to activity 1: inception, assessment and engagement.

The detailed initial assessment, as described in activity 1, is essential to formulate the specifics of the next implementation steps action.

This assessment will be made rigorous by using existing assessment tools, such as parts of the B-tool or the BAT. UNISDR and theRed-cross have also published checklists on the components of an early warning system and specificities at community level(http://www.unisdr.org/2006/ppew/info-resources/ewc3/checklist/English.pdf; http://www.ifrc.org/PageFiles/103323/1227800-IFRC-CEWS-Guiding-Principles-EN.pdf). The 2 above mentioned guidelines consider the4 following key elements of a people centered EWS: Risk Knowledge / monitoring and warning service / dissemination andcommunication / response capability.


Detailed assessments will be undertaken as the first activity under this project. At the community levels these assessments will be led bythe respective Red Cross national societies based on modified questionnaires to those previously developed. The national society willdetermine the best methodology to undertake these assessments based on past experience in undertaking assessments in the communitybut it has been recommended that surveys/dissemination of questionnaires be one of them. The assessments in the communities areexpected to commence at the beginning of March.

Additionally the CAP Expert, who is expected to commence their contract by the middle of March, will undertake the detailed assessmentat the national level. This expert will work in association with the National Disaster Offices, Red Cross Societies and the ProjectCoordinator for the delivery of activities in country. The expert who will develop the communications strategy and who will alsorecommend the required PAE materials/ publicity methodologies that should be used in the communities is expected to start their contractby the middle of March 2014.

Indicator ( 2/3 )


Target value 75



Approximately 25 stakeholders per country should be identified as proficient users of the EWS.Each of these users should perform adequately the function expected from them. they may be:- forecasters- activators- coordinators / administrators- first responders- key community stakeholders: heads of school; heads of medical facilities; local governments; local red cross community etc.


This indicator will be assessed and validated after the procurement and installation of the selected equipment. At the testing phase theintegrated quality of the EWS will be assessed through a determination of whether information from alerting sources is effectivelytransmitted to the target audience as well is if communication strategies are in place for better integration at the community level.Approximately 25 stakeholders per country are targeted as being proficient users of the EWS.

Detailed national and community assessments - Initial community assessments available atUNDP and Key stakeholders level- Interviews of key stakeholders

Number of proficient users of the EWS - evaluation of systems tests- interviews

Reference: 2013/00266/IR/01/01 01/04/2014


http://www.unisdr.org/2006/ppew/info-resources/ewc3/checklist/English.pdf

http://www.ifrc.org/PageFiles/103323/1227800-IFRC-CEWS-Guiding-Principles-EN.pdf).

Indicator ( 3/3 )


Target value 6



The existence of a choice made by community stakeholders will reflect on the involvement of communities in the process.The effective implementation of the chosen alerting system would reflect on the quality of the dialogue between the national entities, keystakeholders, experts and the community, as consideration of cost and technical efficiency must also be taken into account.


The assessments undertaken by the experts will be presented to community members in the form of national workshops. It is at this timethat the community members will select their warning dissemination system through either community choice or minutes from thecommunity meetings. During the introductory workshop in St. Vincent & the Grenadines (19 - 20 January) some communityrepresentatives made some preliminary recommendations for their warning dissemination method. Additionally two communities withinSt. Vincent and the Grenadines have sirens as part of previous DIPECHO project. The CAP project with facilitate the installation of thesesirens,

Two community meetings were convened in January 2014 in Union Island (Grenadines) and Portsmouth (Dominica) while site visits weremade to the Kingstown, Arnos Vale, Calliqua area. The reports of these meetings reflect the level of dialogue around the EWS and someindication of a choice relating to communities alerting dissemination method.

Activities

Number of communities having elected their alerting system - Documents resulting from activity 3- Logs of communities' vote, or survey, orminutes from community meetings.- Interview with key stakeholders

Reference: 2013/00266/IR/01/01 01/04/2014


Activities

Activity ( 1/6 )

Short description

Start date 03/06/2013

End date 31/07/2013


In coordination with National Disaster Management Agencies, UNDP will organise missions to each of the targeted communities, andsubsequent meetings at national and community levels.This activity will aim at producing an initial assessment report including:- Additional details about the community specificities- Existing disaster management practices, capacities and initiatives available at community level- Existing disaster management practices, capacities and initiatives available at national level, with a particular focus on EWS.- Opportunities for the implementation of the project: national champions, youth organisations, local expertise, civil society and localcommittees etc. Which can be closely associated to the implementation methods of the project.

During this inception phase, UNDP will also seek to source expertise in the following fields:- Public crisis communication and public awareness- Disaster management in relation with Early warning systems- Technical expertise on ICT, alerting tools and the CAP - Common Alerting Protocol.

Priority will be given to expertise emanating from the Caribbean region, as some countries like Anguilla are already very advanced in theimplementation of the CAP. However UNDP may also source expertise on the international stage, involving experts with references inthis field and in the region and institutions like WMO.Exchanges of experience involving CAP pilot countries (like Montserrat, Sint Maarten and Aruba), may also facilitate a peer introductionof the concept.

Expertise groups will conduct their own assessment of the Communities situation and design the appropriate way of developing theircapacities.For instance, the communication expertise will advise on the communication tools and methods to use in order to achieve integrationresults sought by the project.CAP and EWS experts will design the best way of introducing CAP practice in the country and identify the main recipients for thetechnical trainings. In the case of Saint Vincent, they will assess the situation with sirens and provide technical recommendations for theirinstallations and set-up.


During the reporting period the UNDP Disaster Risk Reduction Programme Manager as well as national representatives from bothGrenada and St. Vincent and the Grenadines attended the DIPECHO planning meeting in Trinidad. The purpose of the planning workshopwas to 1) Develop plan of action for each of the five areas of exchange throughout the 2013-2014 DIPECHO Action Plan; 2) Identifycommon activities and how partners can work together to scale up the action and to avoid missing opportunities and; 3) Agree onprocedures, tools and initiatives to disseminate DRR messages throughout the Action Plan. Additionally the The UNDP ProgrammeManager also attending the 1st Think Tank Meeting in Dominica where he was able to give a presentation on the project as well assist inthe development of materials which will be used in public awareness campaigns.

In coordination with the National Disaster offices community meetings and site visits were held in both Union Island (Grenadines) andPortsmouth (Union Island) while site visits to Owia Point and the Kingstown, Arnos Vale area were facilitated in January 2014. Additionalsite visits and community meetings are planned in conjunction with the initial assessments which are slated to begin during March. 2014.As part of the collaboration between the Community Alerts Project and the Volcano Risk Reduction Project it was agreed that therespective Red Cross national societies will lead the assessment process at community level.

The CAP expert and the Communications/PAE specialist procurement notices were disseminated at the beginning of February 2014. Theevaluation for the CAP expert was held the week of 24 February with the evaluation committee recommending a candidate for the positionwho is expected to commence the contract by the middle of March 2014. This expert will design the best way of introducing CAP practicein the country and identify the main recipients for the technical trainings. Having the best alerting methods will prove inefficient if thepersons who they are protecting do not know what to do. The project has disseminated a procurement notice for a Public Awareness andEducation (PAE) expert. Evaluations are expected to begin the first week of March with the selected candidate being in place by themiddle of March 2014. This expert will develop a communications strategy aiming at engaging communities in the roll-out of the projectand in public awareness components. This will contribute to the efficiency and the outreach of the alerts which will occur at the testingphase planned for the third quarter 2014. This will be verified by the contractor as well as evaluation report.

Activity ( 2/6 )

Short description

Inception, Assessment and Engagement

Reference: 2013/00266/IR/01/01 01/04/2014



End date 19/10/2013


Protocol and policies:Based on the initial assessment and the knowledge of existing capacities, and using outputs created under other projects (like the R3i CAPmessage templates in 5 languages and the R3i template for a general warning policy) or documented practices from other countries (SOPfrom Anguilla for instance) or regional initiatives (materials and template procedures from the tsunami regional initiatives), the expertswill draft and integrated perspective on protocols and procedures as well as implementation guidelines.At this stage the document produced are intended to be working documents, which aim is to inform and initiate the consultation process.

Communication strategyThe communication expertise will build on existing public awareness strategies and design a communication strategy aiming at engagingthe communities in the roll-out of the project and in public awareness components.The initial community assessment recognizing local assets, the documented lessons learned from the R3i STAY SAFE campaign (seehttp://www.bb.undp.org/regional-risk-reduction-initiative ), as well as ongoing work under the ERC project with the CTIC, will providesome useful elements in the design of the strategy.The communication strategy is not only intended to provide a short term vision to communicate and engage communities around theproject, it shall also be design as a long term strategy, enabling NEMOs and national institutions to communicate with the communities asdisaster management capacities and early warning systems evolves.

Technical DesignThe technical expert (s) will propose some initial technological solutions for alerting based on the CAP. The initial assessment will givesome background elements, but the work of the expert(s) will also be strongly guided in this draft design phase by other expertise groups.It is worth noting that many technical "blueprints" for alerting solutions where created under R3i. These existing technical specificationsand terms of reference will allow experts to be inspired by samples of technical solutions: for instance:- CAP server- CAP Automation of sirens- Online CAP platform (Cloud based) and smartphones alerting software.- RDS systems- Marine radio systems- Radio / TV interrupt systems- Email notification systemsMany other technologies can be considered such as SMS and Cell Broadcast (for which R3i provided up-to-date information)

Initial experts coordinationUNDP, in constant relation with countries focal points (NEMOs), will coordinate the work of each expertise groups in order to ensure thatthe draft design is "integrated". Policies, communication and technical aspects of the project are indeed inter-related and interdependent.

First consultation meetingsThe purpose of this activity is to prepare and launch the national and community consultation process. Workshops will be organised in eachcountry with the following objectives:- present the draft designs produced by expertise groups- introduce the draft communication strategies and draft policies- outline the consultation process and the role of the community stakeholders in this activity- Some samples of affordable and sustainable technological solutions can also be presented, in order to give an idea of where the project isheading to concretely (sirens? RDS receivers ?).


The introductory workshop in St. Vincent and the Grenadines was convened during the period 19 - 20 January 2014 which allowed for anintroduction of the project to beneficiaries and partners, agree on the details for implementation as well as to ensure consistency with thenational disaster management plans and community priorities. During this meeting the advantages and disadvantages of all the warningdissemination methods were presented with some of the community representatives having narrowed their choice of alertingmethodology.

This activity is on schedule based on the revised workplan and will substantively follow the selection of the CAP as well as thecommunications/PAE specialist who are expected to be contracted by the middle of March 2014. The CAP expert will design the best wayof introducing CAP practice in the country, design the technical protocols and identify the main recipients for the technical trainings.Additional during this phase the communications expert will develop a communications strategy aiming at engaging communities in theroll-out of the project and in public awareness components. This will contribute to the efficiency and the outreach of the alerts which willoccur at the testing phase planned for the third quarter 2014.

These activities will facilitate the launch of the national and community consultation process through workshops organised in each countryto present the draft designs produced by expertise groups, introduce the draft communications strategies and draft policies as well as allowthe selection of the warning dissemination methods.

Activity ( 3/6 )

Short description


Draft design and first consultation

Community design phase and national trainings

Reference: 2013/00266/IR/01/01 01/04/2014


http://www.bb.undp.org/regional-risk-reduction-initiative

End date 31/03/2014


During this period, the communication strategy designed and launched under activity 2 will be rolled out.The methodologies cannot be described here, as they depend on initial assessment, communities inputs and expert advices.

Several ideas could be considered: community surveys, web surveys, synergies with youth, community events, public awareness methods,web surveys or any other method specific to the local context etc.The engagement of community stakeholders themselves is critical in providing the man-power necessary to reach out to the entirecommunity.

The purposes of this activity are to:- provide a community driven choice for the alerting system solution and specific inputs to be considered in the final design (technical,communication and policy final designs)- Activate informal or formal communication mechanisms between national entities and communities, as well as within communitiesthemselves.

A secondary purpose of this activity is to raise public awareness around disaster management and alerting systems. Risk information andpublic awareness remains however the long term and sustainable objective which the entire project seeks to achieve. It shall not be limitedto one single activity.

At national level, this activity period will provide an opportunity to reflect on a holistic nationally integrated early warning system. Expertswill provide trainings in this regard, with the following possible topics:- the Common Alerting Protocol,- the role of activators- what an integrated early warning system is- communication in time of crisis- etc.


This activity will immediately follow the initial actions of the PAE/communications as well as the CAP expert relating to the developmentof the communications strategy and provision of an opportunity to reflect on a holistic nationally integrated early warning system. At thisstage communities will have an opportunity to select their warning dissemination method either through surveys and documented meetingreports.

A secondary purpose of this activity is to raise public awareness around disaster management and alerting systems. This activity is set tobe completed during the 2nd quarter 2014

Activity ( 4/6 )

Short description


End date 30/06/2014


As soon as a type of alerting technology is chosen, projects key stakeholders will assist in the procurement process aiming at identifyingthe best vendor for the provision and installation of the equipment.Experts and disaster managers will provide the final technical specifications.UNDP will deal with the all administrative arrangements linked to the procurement: creation of the RFP or RFQ with administrative parts;publication of the bidding documents; organisation of the evaluation process ; background and reliability checks; negotiation (ifnecessary) and signature of the contract.

Ideally, one key national stakeholder shall be part of the evaluation committee to decide on the appropriate bid or vendor.

The purpose of this activity is to obtain the most competitive price from bidders, and get the equipment delivered, installed and functional.The association of some key national stakeholders shall ensure local ownership.

It is hoped to have alerting capacities in place before the start of the 2014 hurricane season.


Procurement, following UNDP rules and regulations, will be undertaken after communities have selected their warning disseminationmethods. The equipment will be subsequently installed and tested with national representatives being part of the testing process to facilitatecapacity building and enhance local ownership. This entire process (procurement, installation and testing) is expected to be completed atthe beginning of the fourth quarter 2014.

Activity ( 5/6 )

Procurement and installation assistance

Reference: 2013/00266/IR/01/01 01/04/2014


Short description


End date 30/11/2014


Ongoing DocumentationSince the project builds on existing references, capacities or assets, these must be become integral part of the project's building blockswhich must carefully be documented: for instance:- Existing assets in the targeted countries and communities- R3i EWS outputs: Multi-lingual CAP message templates, template for a general warning policy, existing terms of references andtechnical specification, documented lessons learned etc..- ERC experience and in particular the implementation of the DEWETRA platform- Previous Echo funded project in targeted countries (disaster preparedness in Grenada; sirens in Saint Vincent ...)- activities being lead at the CTIC on tsunamis- initiatives and projects on side of the Hydro-met communities including CIMH, CMO and WMO- Knowledge base of WMO in terms of implementation of the Common Alerting protocol- UNESCO IOC ICG outputs on tsunamis.- CDEMA ongoing projects- example of SOP in existence in targeted countries as well as in other countries (for instance Anguilla)- Red Cross work on CRDTs and VCAs- UNISDR and Red Cross literature, in particular on Community EWS.- etc..Much literature already exists around, with a lot of it already made available by UNDP. As a matter of fact very few things need to becreated.

Community testing and final documentationKey stakeholders associated with the implementation of the result 1 will use the closing period of the project to document the experiencewith the following objectives:- Get acquainted with the technologies provided. This "community testing" phase should go beyond the purely technical aspects and assessthe level of change introduced by the system on communities daily lives and on key stakeholders practices- Create a memory on the implementation of the project ("tell the story")- Provide documents and materials on which the community stakeholders can refer for the sustainability of the experience- Capture lessons learned and good practices for future reference.

This activity shall result in the dissemination of documents which are key to sustain and expand the experience: testing procedures andassessments, multi-lingual CAP message templates, the warning policy, SOPs, Alert action fact sheets etc.


This project does not seek to "reinvent the wheel" and will therefore seek to build on the outputs, experiences and lessons learnt fromprevious projects/initiatives as part of its implementation strategy. Review of previous or ongoing projects under CDEMA and DIPECHOinitiatives as well as analysis of the R3I and the recently established Caribbean Tsunami Information Centre (CTIC) has been initiated.Relating specifically to R3I synergies will relate to a template for a general warning policy, existing terms of references and technicalspecification, documented lessons learned etc. Synergies with the workplan of the CTIC have being sought.

Recognising that international agencies such as ITU are urging nations to implement the CAP as an essential communication methodrelating to standards-based, all-hazards, all media public alerting, discussions have been initiated with the ITU to support the projectthrough provision of expert oversight and advice (quality control) on work performed by contractors. Additionally discussions have beeninitiated with the French Red Cross on collaboration which has resulted in a joint action plan being developed highlighting areas forcollaboration between the CAP and Volcanic Risk Reduction Project. This project will also build on the work of the National Red CrossSocieties in completing the EWS assessments at community level. This project will use the Vulnerability and Capacity Assessment (VCA)information as part of its baseline data.

This activity will result in the dissemination of documents which are key to sustain and expand the experiences outlined under the project,specifically testing procedures and assessments as well as lessons learnt and good practices.

Activity ( 6/6 )

Short description


End date 31/12/2014


Documentation and information

Coordination and monitoring

Reference: 2013/00266/IR/01/01 01/04/2014


The coordination, reporting and monitoring will be achieved through the full time work of a project coordinator, based in UNDP Barbadosand OECS office.

The project coordinator's duties will include:- Activity 1 : Coordination. This activity is not limited to the mere coordination and scheduling of stakeholders inputs and work. Mostimportantly, the coordinator will be in charge of using existing assets, knowledge, tools and lessons learned, taken from past and ongoingprojects, in order to maximise the efficiency of the project and get faster to the results. Too often, complaints are heard about project"reinventing the wheel" or overlapping. The Coordinator must thus be very knowledgeable about the disaster management field in theCaribbean and have the ability to enhance synergies, interact and make proficient use of existing resources (human, material andknowledge).The coordinator will play an active role in integrating elements of the Early Warning System, coming from regional, nationaland community levels, into a single and harmonious holistic system.

- Activity 2: Procurement

This part will be undertaken in R2, R3 and R4.

- Activity 3: monitoringMonitoring and reporting are in fact one and same task. They contribute to the project management accountability. Reporting is also a wayto sustain the project results by documenting them. Reporting also contributes to the visibility of the action.The most critical component of monitoring is to address any issue arising and facilitate a coordinated response to these issues.

Monitoring and reporting will be achieved through the following tasks:- Missions and site visits, resulting in Back-to-office reports, meeting minutes or field-visit reports.- revision of the project work plan- provide quarterly progress reports- provide intermediate and final reports- updating of the project's part of UNDP's Annual Work Plan (AWP) and Result Oriented Annual Report (ROAR)- provide financial update reports- report on risks, issues and significant changes.


The Project Coordinator has been working closely with the country focal points in implementation of project activities. Given theshortened implementation period the country focal points have agreed to play a more active role with the implementation of projectactivities in country.

Given the objectives of the Community Alerts Project and the Volcanic Risk Reduction Project the project coordinators have discussedand developed and joint action plan, as shown in Annex I, clearly identifying joint activities between the two project.

The Project Coordinator has developed and disseminated the Terms of Reference relating to the CAP as well as the Communications/PAEexpert. The CAP Expert, who is expected to commence their contract by the middle of March, will undertake the detailed assessment at thenational level. This expert will work in association with the National Disaster Offices, Red Cross Societies and the Project Coordinator forthe delivery of activities in country. The expert who will develop the communications strategy and who will also be undertaking somelevel of analysis is expected to start their contract during the middle of March. This expert will also recommend the required PAEmaterials that should be used in the communities.

The first Project Board of this project was convened on 27 February 2014. The Project Board is a necessary mechanism of UNDPimplemented projects and will provide oversight & technical supervision, overall technical and policy guidance for projectimplementation, provide input to and approve work plans, budgets and implementation schedules, monitor implementation and conductperiodic review of project. Based on a recommendation from the Project Board the project coordinator will be providing monthly statusupdates on project progress, inclusive of expenditure and risk information.

Recognising that the special conditions indicate an end to implementation on 30 November 2014 the project is intending to request aformal amendment to the agreement for 1 month or until 31 December 2014.

Means and costs

Reference: 2013/00266/IR/01/01 01/04/2014


Means and costs

Mean ( 1/4 )

Short description

Costs 73.500,00 €

Intermediate report amount 0,00 €


As described in activity 1, UNDP will source expertise, preferentially from the beneficiary countries or the Caribbean region, but may alsocall on the expertise from the international stage. The pool of experts (Communication, disaster management and EWS, IT and CommonAlerting Protocol) will play a key role in the design phase (activity 2) and the quality control of results 2, 3 and 4, but they will intervenethroughout the entire project.

The added-value and the cost benefit of high-level expertise is one of the main good practices to be remembered from R3i. In a matter of afew days or even hours, the "right" experts can provide invaluable guidance on the way the project is to be rolled out.Most of the design and outline of the present DIPECHO proposal is inspired from lessons learned and recommendations documented byexpertise under the R3i and ERC projects.

Experts also play a role of trainer, and much "learning by doing" is achieved by working alongside them.

Their recruitment can follow R3i example and be inspired by existing terms of references. Their Individual Contracts (IC) will be basedon daily fees and their contribution will be based on punctual missions or tasks as opposed to a full-time assignment.

Through past and ongoing activities, UNDP is in contact with of a number of experts with proven experience and references. It isextremely important to implement the project with the right and knowledgeable people, as the quality and efficiency of the project dependsa lot on them.

In terms of Communication: in this type of project almost all stakeholders will play a important role as "Communicator". However it isimportant that adequate support from communication specialist (an advisor but not a spokesperson) be provided to ensure strategic inputto frame, shape, and monitor the communication around strategies of the project. From local and technical knowledge, and for the action'sobjectives, the expert will then assist with the implementation, in particular by interfacing technically with media or visual productioncompanies (costs under means 3). As with all other experts, on-site mission and direct meeting with key stakeholders are an integral part of the communication expert work.This external expert will also work closely with UNDP internal communication assistant, in particular as it relates to communicationswhich are external to the project (directed to external audiences such as other countries, or CDM participant, or on the office website)Recruitment and mobilization of expertsExpert recruitment will be conducted as foreseen by UNDP rules and regulation, in a competitive and open manner, in order to identify thebest individual for the position. The job description will be published online and also disseminated directly to qualified individuals alreadyknown by UNDP. Expert selected will receive a contract for a limited number of days (about 40 to 50 days) which will be mobilized within the entire periodof the project (18 months). Concretely, once selected and contracted, UNDP will agree with the expert on specific dates, duration anddetailed expectations of short term mission or tasks (from half a day to several days). Experts will:- conduct R1 - activity 1 capacity assessments;- provide the draft designs under R1 - activity 2, based on existing literature;- participate in bid evaluations (R1 activity 4 - R2, R3 and R4) and in the project's monitoring;- the communication expert will monitor closely R1 activity 3;- assist in the documentation.


The procurement processes for both the CAP expert as well as the communications specialists was nearing completion at the end ofFebruary 2014. Following the example of the Regional Risk Reduction Initiative and following UNDP rules and regulations, Request forQuotations were disseminated on 3 and 7 February respectively for both the CAP expert and the Communications/ PAE specialist. Theprocurement notice for the communications/PAE specialist also sought to include an individual with crisis communication experience.

The procurement process for the CAP expert is expected to be finalised the week of 3 March with the expert commencing their contract bythe middle of March. This expert will conduct assessments relating to the Early Warning capacities in countries and will provide guidancein the development in the necessary Early Warning Protocols. Additionally this expert will provide the options for the communities toselect their warning dissemination methods.

Similarly the evaluation meeting for the Communications/Public Awareness and Education specialists will be held the week of 3 March,with the selected candidate expected to be in place by the middle of March. This expert will develop a communications strategy aimed atengaging communities in the roll-out of the project and in public awareness components.

Mean ( 2/4 )

Short description

Mobilisation of expertise

Reference: 2013/00266/IR/01/01 01/04/2014


Costs 70.000,00 €

Intermediate report amount 18.658,00 €


This sum covers:- travels to and from the countries and communities by UNDP staff and experts- daily subsidence allowance- accommodation- meeting space and workshop catering

NB: regional meetings, gathering participants from various countries into one common location, have proven to be extremely costly.Hence the project will only involve national or community meetings where most participant come from within the community or country.


During the reporting period the UNDP Disaster Risk Reduction Programme Manager as well as national representatives from bothGrenada and St. Vincent and the Grenadines attended the DIPECHO planning meeting in Trinidad. The purpose of the planning workshopwas to 1) Develop a plan of action for each of the five areas of exchange throughout the 2013-2014 DIPECHO Action Plan; 2) Identifycommon activities and how partners can work together to scale up the action and to avoid missing opportunities and; 3)Agree onprocedures, tools and initiatives to disseminate DRR messages throughout the Action Plan. Additionally the The UNDP ProgrammeManager also attending the 1st Think Tank Meeting in Dominica where he was able to give a presentation on the project as well assist inthe development of materials which will be used in public awareness campaigns

Additionally community meetings and site visits were held in both Union Island (Grenadines) and Portsmouth (Dominica) while site visitsto Owia Point and the Kingstown, Arnos Vale area (St. Vincent) were facilitated in January 2014. The project also convened anintroductory meeting in St. Vincent & the Grenadines 19-21 January to introduce the project to beneficiaries and partners, agree details forimplementation as well as ensure consistency with the national disaster management plans and community priorities. Project beneficiariesfrom St. Vincent and the Grenadines, Dominica and Grenada were in attendance as well as national representatives from St Kitts andNevis and Antigua and Barbuda who have indicated an interest in the CAP process to alerting. Key partners who were also invited to thismeeting including CDEMA, St. Vincent and the Grenadines Red Cross Society, Caribbean Tsunami Information Centre (CTIC), AnguillaNational Disaster Officer were also in attendance.

Mean ( 3/4 )

Short description

Costs 40.000,00 €



Communication materials will be needed throughout the project, but more specifically under:- Activity 3: Community design phase and national trainings- Activity 5: Documentation of the experience

This amount shall also cover public awareness materials (posters for instance) or the sponsoring and organisation of events (competition,concert, road show), as designed by the community key stakeholders and the communication expert.

Digital materials may include:- website design- video / music / image production


Development of communications and Public Awareness and Educational (PAE) materials is an important part of this project and will bedeveloped in accordance with the revised workplan of the project, as shown in Annex II, and under the guidance of the PAE expert. At thetime of preparing this report this activity was not started

Mean ( 4/4 )

Short description

Costs 18.000,00 €

Intermediate report amount 11.834,00 €


Travel and logistics

Communication materials

Coordination

Reference: 2013/00266/IR/01/01 01/04/2014


The coordination of the project will be the specific task of a full time project coordinator based in UNDP Country office for Barbados andOECS. This sum covers part of the Coordinator's salary, the other parts being financed under R2, R3 and R4.

The coordinator will be a citizen from Barbados and OECS recruited under service contract according to UNDP procedures.

The tasks of the project coordinator include:- Documentation: as described in result 1 - activity 5- Procurement and contract management: as described in result 2, result 3 and result 4- Information: Provide National stakeholders with the information they need to make the adequate decisions. National stakeholders oftenhave to manage projects as an additional workload, adding up to their usual work. The coordinator therefore provides the assistance theyneed in managing the information generated by the project. Through calls, emails, briefs, skype messages, or more official reports, theinformation provided by the coordinator is of great help for national stakeholders to stay "on top of things".- Planning and scheduleProvide visibility on deadlines and next steps- Organise meetings and missionsCoordinate key stakeholders on dates and modalities of on-site visits and meetings- Regional and international integration:UNDP is an international knowledge-based institution enhancing south-south cooperation and constantly monitoring regional andinternational advances in the field of disaster management. The coordinator will monitor regional and international evolutions which maybe of benefit to the project.


The Project Coordinator commenced his contract under this project on 1 January 2014 and has sought to accelerate implementation fromthis date onward. The Coordinator has convened meetings with the Director Generals of the Red Cross Societies in Grenada, St. Vincentand the Grenadines and Dominica to facilitate EW assessments at the community level, using existing mechanisms, led by the respectiveRed Cross Societies. These assessments will be undertaken during March.

The Terms of Reference for the PAE/Communications expert as well as the CAP expert were developed in accordance with UNDP rulesand regulations. These positions are expected to be filled by the middle of March with the coordinator closely monitoring and managingthe contracts of these experts. The Coordinator will also be expected to coordinate a date for the national workshops in coordination withthe experts, the national disaster offices and the national Red Cross Societies for a presentation of the results of the assessments.

A joint action plan (see Annex I) has been developed between the Community Alerts Project and the volcanic risk reduction project clearlyhighlighting the areas where collaboration will be evident between the two projects. There has also been a commitment between thecoordinators to convene meetings at least once every two weeks.

Recognising that international agencies such as the International Telecommunications Union (ITU) are urging nations to implement theCAP as an essential communication method relating to standards-based, all hazards, all media public alerting, discussions have beeninitiated with ITU to support the project through the provision of expert oversight and advice (quality control) on work performed by theCAP expert. Discussions have also been initiated with the Caribbean Tsunami Information Centre (CTIC) and the CDEMA on possibleareas for collaboration.

During the reporting period the first meeting of the Project Board was convened (27 February 2014) with support from the NationalEmergency Management Organisation in St. Vincent and the Grenadines (NEMO SVG). This meeting allowed for approval of the 2014Annual Work Plan as well as strategic guidance and advice on implementation of the project.

Also through the support of the National Disaster Offices an introductory meeting as well as site visits and community meetings wereheld. The introductory meeting allowed for an introduction of the project to beneficiaries and partners, agree on the details forimplementation as well as ensure consistency with the national disaster management plans and community priorities. Communitymeetings and site visits were held in both Union Island and Portsmouth while a site visits to Owia Point and the Kingstown, Arnos Valearea was convened in January 2014.



Details


3 Communities equipped with a redundant alerting system in Saint Vincent and the Grenadines


[INT] Total amount * 0,00 €


Reference: 2013/00266/IR/01/01 01/04/2014



Sub-sectors








The Communities will be equipped with a redundant alerting system: this means that at least 2 dissemination methods will beavailable to each community.

The choice of the appropriate technologies is not set at the time of the proposal. Through a former DIPECHO funding, sirens were provided but not installed. There is thus an opportunity to complete theinstallation of sirens and integrate them within a CAP structure.

Previous projects (R3i) have demonstrated that 2 effective alerting solutions can be considered within the envisaged budget forResult 3.

The design and integration of the chosen technologies are addressed under result 1.


At the time of preparation of this report this activity has not commenced but will immediately follow the national workshopswhere communities will select their warning dissemination methods. St. Vincent and the Grenadines has two sirens previouslyprocured under a former DIPECHO project with it understood that the installation of these sirens in the beneficiarycommunications will occur under the Community Alerts Project. During the field visit to Union Island in January 2014 thecommunity members, in some regards, have selected their second warning dissemination method and this information will beused to facilitate procurement of same. This activity result is expected to be completed by the third quarter 2014.

Reference: 2013/00266/IR/01/01 01/04/2014



Indicator ( 1/2 )


Target value 1



From the current situation with no CAP compliant alerting system in place, this result will be deemed a success if 2 CAP compliantalerting dissemination systems are implemented in each community.

For instance: email notification + radio broadcast interruption = 2 alerting mechanisms

NB: Different communities may choose the same alerting technology.


The CAP expert will conduct the necessary assessments and interviews at the national level under this activity with the communityassessments being led by the National Red Cross Societies. These assessments are expected to commence in March 2014. Followingprocurement of the necessary warning dissemination method and the installation, this equipment will be testing to ensure that the alertingsystem is functioning. The associated manuals and reports will accompany the equipment and the necessary testing as verificationinstruments.

Indicator ( 2/2 )


Target value 20 %



Experience has shown that a 5% registration of beneficiaries (number of registered person / population) to email notification alerts isalready considered as a good penetration of this particular system. With an ambitious 20% target of measured active and responsive beneficiaries, a critical proportion of the beneficiaries would have aeffect on the entire community population. Indeed it is expected that active (or connected / registered) beneficiaries will disseminate thealert to the rest of the household, colleagues, and neighbors, thus encouraging them on the long term to become active beneficiaries.


This indicator will be able to be accessed during the 3rd quarter 2014 when this activity is expected to be competed. The test reports willbe able to determine whether the EWS is effective. PAE materials will be developed throughout implementation of the project to sensitizemembers on the importance of early warning and what preventative strategies should be used to ensure no loss of live and minimaldestruction to property. It is still expected that at least 20% of the beneficiaries are able to identify the EWS alarm and alert signals, canprovide and receive information and react in an understandable and timely way at the end of the project.

Activities

At the end of the project, an alerting system is functioning,appropriate and correctly managed by the relevant national andcommunity stakeholders

- Site visits and interviews of key stakeholders atnational and community level- Documentation associated with the technologyprovided- Test reports

At least 20% of the beneficiaries are able to identify the EWSalarm and alert signals, can provide and receive information andreact in an understandable and timely way


Reference: 2013/00266/IR/01/01 01/04/2014


Activities

Activity ( 1/3 )

Short description


End date 01/05/2014


This activity will be mostly undertaken by the project coordinator in association with:- UNDP Barbados and OECS staff and in particular the procurement committee and the finance department- Experts and stakeholders participating in bid evaluations and quality control.

This activity consists in selecting the most competitive vendors for the alerting solutions defined by project's stakeholders. Thecompetitiveness of offers will be evaluated against criteria of price and expectations in terms of quality of the proposed solutions. Thesustainability of the solutions proposed will also be integrated in selection criteria.

The procurement process will follow UNDP's own rules and regulation.

The tasks associated with this activity include:- Updating the procurement plan- assembling the RFQ (request for Quotation: usually for goods) and RFP (request for proposal: when a methodology / approach isexpected from bidders and qualitatively evaluated), using UNDP administrative templates (general and specific conditions, contracts,price schedule, evaluation forms and criteria etc.)- Advertising the procurement document, using usual UNDP network (UNGM, UNDP procurement) as well as others (such asdigimarket) or more specialized ones.- coordinating response to request for clarifications, and organizing pre-bid information sessions- Coordinating the work of the evaluation committee and drafting the evaluation reports. The coordinator may be an evaluator himself.- Running the procurement process through UNDP internal control procedures (CAP or ACP committees)- informing successful and unsuccessful candidates- negotiating (if necessary) with the selected bidder and preparing the contract- monitoring delivery according to the contract and consequently approving (or "receiving") products delivered.- coordinating payments.

The coordinator may also choose to make use of one or several of UN existing Long term Agreement (LTA), which are pre-negotiatedcontracts with certain vendors on the global stage. For instance the UN LTA with Motorola allows reductions in price in the order of 40%on emergency telecommunication equipment. the use of LTAs also allows faster mobilisation of vendors since a procurement process isnot necessary (has already been performed).


At the time of preparing this report this activity had not yet commenced. This activity is slated to commence after communities select theirwarning dissemination methods which based on revised workplan will be during the 2nd quarter 2014. This activity consists of selectingthe most competitive vendors for the alerting solutions defined by project's stakeholders. The competitiveness of offers will be evaluatedagainst criteria of price and expectations in terms of quality of the proposed solutions. The sustainability of the solutions proposed willalso be integrated in selection criteria.

Activity ( 2/3 )

Short description


End date 31/07/2014


Vendors selected and contracted during previous steps will deliver the technology and provide the necessary equipment and the followingservices:- shipping and transport of all necessary equipment- installation of the equipment- optimization and primary testing (vendor's testing)- training on the equipment use- technical documentation related to the equipment or technology (user manual)- guaranties - maintenance contract (if applicable)

CAP ComplianceAll technology provided shall be CAP (Common Alerting Protocol) compliant.

Procurement of alerting technologies


Reference: 2013/00266/IR/01/01 01/04/2014



This activity will involve installation and set-up of the alerting technologies which will be selected by the communities. This phase willalso involve training workshops in country so that knowledge is retained by the community/country and capacity built. This training is alsoexpected to be completed by the 3rd quarter 2014 as shown in the revised workplan (Annex II).

Activity ( 3/3 )

Short description


End date 31/10/2014


The first months after the installation of a new alerting system technology are critical for the appropriation by users and key stakeholders.These months must be used for testing at national level. As the technology will still be under guarantee, the vendor will provide allnecessary adjustments which may be identified.


Testing is an important element of the EWS to ensure it is effective and achieving its stated goals. Testing will also allow for any necessaryadjustments needed for the EWS to be undertaken. This activity is expected to be completed by the 4th quarter 2014.

Means and costs


Reference: 2013/00266/IR/01/01 01/04/2014


Means and costs

Mean ( 1/2 )

Short description

Costs 130.000,00 €



This amount shall cover all costs associated with the vendor's contracts - hardware and services.


Activity not started but this amount shall cover all costs associated with the vendor's contracts - hardware and services.

Mean ( 2/2 )

Short description

Costs 15.000,00 €



This corresponds to part of the Coordinator's salary, who will be in charge of coordinating all matters related to procurement.


Activity not started but relevant cost should remain the same as the coordinator will be expected to manage and coordinate all mattersrelating to procurement under this activity. Activity will be completed based on the revised workplan as shown in Annex II



Details

Alerting Technologies

Procurement and contract management


1 Community equipped with a redundant EWS in Dominica




Sub-sectors







Reference: 2013/00266/IR/01/01 01/04/2014




The City of Portsmouth will be equipped with a redundant alerting system: this means that at least 2 dissemination methodswill be available to the community.

The choice of the appropriate technologies is not set at the time of the proposal. An entire coverage with sirens have beenconsidered by the office of disaster management (ODM) but the cost was found to be prohibitive.

Previous projects (R3i) have demonstrated that 2 effective alerting solutions can be considered within the envisaged budget.

The design and integration of chosen technologies are addressed under result 1.


At the time of preparation of this report this activity has not commenced but will immediately follow the national workshopswhere communities will select their warning dissemination methods. During the field visit to Portsmouth in January 2014 thecommunity members, in some regards, have selected their warning dissemination method and this information along with a finaldetermination at the national workshops will facilitate procurement of same. This activity result is expected to be completed bythe third quarter 2014.

Reference: 2013/00266/IR/01/01 01/04/2014



Indicator ( 1/2 )


Target value 1



From the current situation with no CAP compliant alerting system in place, this result will be deemed a success if 2 CAP compliantalerting dissemination systems are implemented.




Indicator ( 2/2 )


Target value 20%






Activities





Reference: 2013/00266/IR/01/01 01/04/2014


Activities

Activity ( 1/3 )

Short description


End date 01/05/2014









Activity ( 2/3 )

Short description


End date 31/07/2014




Procurement of the Alerting technology


Reference: 2013/00266/IR/01/01 01/04/2014


All technology provided shall be CAP (Common Alerting Protocol) compliant.



Activity ( 3/3 )

Short description


End date 31/10/2014


The first months after the installation of a new alerting system technology are critical for the appropriation by users and key stakeholders.These months must be used for testing at national level. As the technology will still be under guaranty, the vendor will provide allnecessary adjustments which may be identified.



Means and costs


Reference: 2013/00266/IR/01/01 01/04/2014


Means and costs

Mean ( 1/2 )

Short description

Costs 50.000,00 €





Activity not started by this amount shall cover all costs associated with the vendor's contracts - hardware and services.

Mean ( 2/2 )

Short description

Costs 15.000,00 €



This corresponds to part of the Coordinator's salary, who will be in charge of coordinating all matters related to procurement.


Activity not started but relevant cost should remain the same as the coordinator will be expected to manage and coordinate all mattersrelating to procurement under this activity. Activity will be completed based on the revised workplan as shown in Annex II.



Details

Technology investment

Procurement and Contract Management


2 Communities equipped with a redundant alerting system in Grenada




Sub-sectors







Reference: 2013/00266/IR/01/01 01/04/2014




The Communities will be equipped with a redundant alerting system: this means that at least 2 dissemination methods will beavailable to each community.

The choice of the appropriate technologies is not set at the time of the proposal.

Previous projects (R3i) have demonstrated that 2 effective alerting solutions can be considered within the envisaged budget forresult 4.

The design and integration of the chosen technologies are addressed under result 1.


At the time of preparation of this report this activity has not commenced but will immediately follow the national workshopswhere communities will select their warning dissemination methods. This activity result is expected to be completed by thethird quarter 2014.

Reference: 2013/00266/IR/01/01 01/04/2014



Indicator ( 1/2 )


Target value 1



From the current situation with no CAP compliant alerting system in place, this result will be deemed a success if 2 CAP compliantalerting dissemination systems are implemented in each community.


NB: the choice of alerting systems may be the same in each community.



Indicator ( 2/2 )


Target value 20%






Activities





Reference: 2013/00266/IR/01/01 01/04/2014


Activities

Activity ( 1/3 )

Short description


End date 01/05/2014









Activity ( 2/3 )

Short description


End date 31/07/2014




Procurement of Alerting technologies


Reference: 2013/00266/IR/01/01 01/04/2014




Activity ( 3/3 )

Short description


End date 31/10/2014


The first months after the installation of a new alerting system technology are critical for the appropriation by users and key stakeholders.These months must be used for testing at national level. As the technology will still be under guaranty, the vendor will provide allnecessary adjustments which may be identified.



Means and costs

testing at community level

Reference: 2013/00266/IR/01/01 01/04/2014


Means and costs

Mean ( 1/2 )

Short description

Costs 80.000,00 €





Activity not started by this amount shall cover all costs associated with the vendor's contracts - hardware and services.

Mean ( 2/2 )

Short description

Costs 15.000,00 €



This corresponds to part of the Coordinator's salary, who will be in charge of coordinating all matters related to procurement.ÿÿ


Activity not started but relevant cost should remain the same as the coordinator will be expected to manage and coordinate all mattersrelating to procurement under this activity. Activity will be completed based on the revised workplan as shown in Annex II.

Alerting technologies

Procurement and contract management

Reference: 2013/00266/IR/01/01 01/04/2014


CONTRIBUTION AGREEMENT [50023]

4.3.3 Other costs

Description A Initial Amount A Revised Budget AIntermediate report amount A Final Committed

institutional visibility/communication Visibilité institutionnelle/communication 1.215,00 € 0,00 € 0,00 € 0,00 €

Internal evaluation 3.500,00 € 0,00 € 0,00 € 0,00 €

Total other costs : 4.715,00 € 0,00 € 0,00 € 0,00 €

Reference: 2013/00266/IR/01/01 01/04/2014


4.4 Workplan

4.4 Workplan

4.4.1 [INT] Revised work plan, if changed after proposal

4.5 Monitoring, evaluation, audit and other studies

4.5.1 Monitoring of activities (explain how, by whom)

4.5.2 Tick the box if one of the following studies will be undertaken:

External evaluation during the Action

no

External evaluation after the Action

no

External audit during the Action

no

The workplan presented as a Gantt Chart is provided in annex to this proposal.

The project will start with an emphasis on the soft components, as the project is centered around the integration of the EWS.Hence Community assessments; policy, communication plan, and technological draft designs; community engagement and finaldesign are occupying the first months from June 2013 until March 2014.

The most concrete phase of the project - procurement and installation of Alerting technologies - and essentially activities 2 to 4,would take place from March to October 2014.

Finally a significant amount of time (several months) is dedicated to community testing and documentation of the experience atthe end of the project.

UNDP's coordination, procurement activity, monitoring and reporting runs through the entire duration of the project.

The late start of the project has resulted in the more compacted work plan which is shown at Annex II to this document. Asoutlined previously it is still expected that all the original objectives and results will be achieved given there are no moresignificant delays on the project such as will be seen by a hazard impact in the beneficiary countries of the project.Recognising that the special conditions indicate an end to implementation on 30 November 2014, in case of unforeseendelays and in communication and agreement with DG ECHO, the project will accordingly, request a formal amendment tothe agreement for 1 month or until 31 December 2014.

The monitoring and evaluation will be carried out according to UNDP standard policies and procedures.

Monitoring will be carried out by the full-time appointed project coordinator, based in UNDP Barbados and OECS country office.The coordinator will produce mission reports, minutes of meeting and quarterly report as detailed in section 4.

UNDP permanent staff and in particular the disaster risk reduction programme manager will provide a direct oversight of the workperformed by the coordinator and will participate himself to some site monitoring visits.UNDP Country office also has an appointed M&E specialist who will ensure the quality of the M&E activities performed.

Locally, UNDP has dedicated focal points based in each country who can ensure occasional local monitoring on this particularproject, at minor cost since inter-island transportation would not be necessary.

Finally the Country office works as a solidary team, able to back-stop and second the coordinator in case of a temporaryunavailability or an increase in workload. The senior management team ensure global oversight and the finance team andprogramme assistant are taking care of all financial and procedural matters.

Internal evaluation: In addition to the regular monitoring by the project coordinator, the disaster risk reduction programme manager or other UNDPstaff will engage with project stakeholders to independently review project performance and satisfaction as necessary. This isexpected to occur at least during the closing period of the project, and at another time of the project if required.

Reference: 2013/00266/IR/01/01 01/04/2014


External audit after the Action

no

Internal evaluation or internal audit related to the Action

yes

4.5.3 Other studies*

no

4.5.4 [INT] Report on changes and progress

5. TRANSITION (LRRD) AND CROSS-CUTTING ISSUES

5.1 Describe the expected level of sustainability and/or connectedness

The monitoring and evaluation carried out thus far have been carried out in accordance with UNDP standard policies andprocedures with the site visits and meetings being documented by the necessary meeting and mission reports. The coordinator isalso in regular contact with the country focal points and the National societies to ensure that activities that are being country led(community meetings etc) are proceeding according to the revised Annual Workplan. UNDP Barbados and the OECS has amonitoring and evaluation focal point who has begun to ensure the accuracy of the monitoring and evaluation evaluation activitiesundertaken thus far

Evaluations are critical to determining advancement towards progression to human development. This exercise will be undertakenby independent external evaluators and is intended to demonstrate the level of change in the measured variables and level ofsuccess of the outputs achieved and contributions to outcome level changes. In addition to the assessment of achievement ofproducts, all UNDP managed evaluations should also assess the contribution of the project to the outcome level results, normallydemonstrated as changes in the performance of institutions or behavioural changes.

At present, patchwork interventions in the field of EWS are all challenged in terms of sustainability. Isolated systems or capacitiestend to fade over time because they do not take part in a overall system.Strictly community-based systems lack the long-term drive of national and regional institutions, while strictly national andregional efforts in EWS tend to fail in impacting the general public and disseminate the information they generate.

The purpose of this project is not to invent something new, nor to put in place a mechanism which would require a lot of operatingfunds to be sustained.The objective of this project is centered around integration, in other words: connectedness.Recognizing existing "building blocks" from the community itself, UNDP and other partners agencies, the project will seek to usethese assets and integrate them in a national end-to-end comprehensive EWS.Regional outputs like the DEWETRA forecasts will get a better outreach to communities. Community assets will gain inrecognition on the national stage through feedback mechanisms. At national level the institutional structure will be strengthenedthrough integrated EWS policies and templates.

In terms of technology

For many years and still nowadays, people tend equal EWS = Sirens. Beyond the fact that public alerting is only one component ofEWS, sirens are becoming increasingly old-fashioned in the field of alerting. This is mostly due to their high investment andmaintenances cost. The increasingly cheaper and more informative technologies also tend to drive attention away from traditionalalerting methods.

This proposal does not make a pre-determined choice between old and new technologies, and a well-though mix of both mayactually be the best approach. The criterion for the selection of a durable technology is essentially its integration in the localcontext.

Sustainability (and efficiency) of sirens depends on their integration into a redundant, coherent and broader EWS. People hearingthe sound of sirens will seek to confirm the alert from another media (radio, email, internet or else).The introduction of CAP and specifically CAP automation of sirens will provide a tangible opportunity for this holistic approach.

In recent years, new alerting technologies have opened great opportunities for public alerting. Alerts may be diffused at minorcost and with a great level of intelligible details through internet, pop-ups, email, radio systems (like the marine radio), radio orTV broadcast, RDS messaging, smartphones applications and even increasingly through SMS, advanced SMS or cell-broadcast(although advanced sms and cell broadcast technologies are still quite new and still present a number of challenges)All of the above solutions can be CAP automated. Their reasonable investment and maintenance costs provide good prospects ofsustainability as long as the technology is trusted, reliable and adapted.

CAP and new technologies made alerting systems more accessible and sustainable, and even facilitate the integration anduse of older technologies if these are adapted.

Reference: 2013/00266/IR/01/01 01/04/2014


5.2 Transition and/or exit strategies (Linking Relief, Rehabilitation and Development)

5.3 Mainstreaming (e.g. children, Disaster Risk Reduction, environmental impact , gender, HIV and AIDS, human rights,protection, others to be specified). In your explanation, point to significant elements introduced under 2.3 and 4.3.2.

5.4 [INT] In Case of changes or problems to be adressed, please explain

This capacity building project aims at enhancing disaster preparedness capacities in a sustainable way, hence acting upstream ofthe LRRD nexus.

Since training and equipment are provided directly at local level, no transfer (else than the documentation part) is necessary in theexit part.

In times of disasters, alerting systems may also be used to facilitate LRRD in the sense that the systems operate as a centralisedand official information source.

Most of mainstreaming aspects are implicit in the integration process of the project, in particular:- Addressing minorities, disabled like visual or audition impaired as well as other languages is one of the purpose of seeking tocomplete a multi-media redundant system. Policies and protocols shall also take their specific needs into consideration as onecannot assume that their reaction to warning, or simply possibility to act, will be the common one.- Gender: As with any disaster risk reduction activity with some social outreach, gender mainstreaming is critical. As part of theexisting "building blocks" UNDP will further disseminate and use the CRMI developed guide "Integrating Gender in DisasterManagement in Small Island developing states".Many recommendations can be taken and applied from this guide. As a sample, hereunder are 2 questions extracted from thechecklists (p. 35) and specific to EWS:# Is appropriate media used to ensure all section of the population are reached, especially women and children ?# Are the warning mechanisms sensitive to women's location, needs and abilities ?> the project precisely seeks to address these questions as an integral part of the specific objective.

Dominica was also one of the 5 Caribbean pilot countries chosen in 2009 by the CRMI project to produce a Country assessmentreport aiming at determining the extend that risk management governance mechanisms in these countries effectively incorporategender considerations.The 24 pages report attached to the present proposition provides specific recommendations. Page 14 of the document,recommendation number 6 specifically outlines the need for gender specific EWS, and specifies that some communicationchannels (including radio and TV) may be more appropriate than others.

- Environmental impact

Environmental considerations will be taken into account into policies, protocols and messages disseminated through warningsystems.The implementation of the project itself shall follow eco-friendly solutions, even if the impact of the alerting technologies on theenvironment are usually negligible.

- Human rightsMainstreaming human rights has gained some momentum in UNDP Barbados and OECS office with a new dedicated staffassigned. These colleagues will provide expertise and oversight on how Human rights are to be mainstreamed in the projectactivities.Potentially lifesaving systems like EWS inevitably requires some human rights perspective, in particular when it comes tonon-discrimination of minorities and vulnerable groups.

Youth and childrenSpecific needs of children will be addressed under vulnerable group.Youth however also represents an asset, especially in terms of communication and community integration. The project will seek tomaximize synergies with Youth, for instance in cooperation with the UNDP Youth-In project and its portal.

The focus of this project continues to be centered around integration. Recognizing existing "building blocks" from the

Reference: 2013/00266/IR/01/01 01/04/2014


6. FIELD COORDINATION

6.1 Field co-ordination (indicate the Humanitarian Organisation's participation in coordination mechanisms with other relevantstakeholders, e.g. clusters, NGOs, UN agencies, others to be specified as well as the links with the Consolidated Appeal Process,when relevant)

6.2 National and local authorities (relations established, authorisations, coordination)

The focus of this project continues to be centered around integration. Recognizing existing "building blocks" from thecommunity itself, UNDP and other partners agencies will use these assets and integrate them into the development of anational end-to-end comprehensive EWS.

Similarly recognising the important role that youth can play in terms of disaster risk reduction, youth participation wasfacilitated at the project introductory meeting in January 2014 in St. Vincent and the Grenadines through the participation ofthe CARICOM Youth Ambassador and the Caribbean Youth Think Tank Representative from St. Vincent and theGrenadines.

Attention towards minority groups is a renewed focus for UNDP under its new strategic plan and thus special attention willbe paid towards these individuals. In this regard the EWS assessment questionnaire will include questions relating to thereach of the EWS focusing on the minority and the most vulnerable groups within the communities. Additionallyenvironmental considerations will be taken into account relating to policies, protocols and messages disseminated throughwarning systems.

The community and national perspectives will be integrated into the relevant aspects of the project recognising that oncecommunity or national members feel a sense of ownership in the process project activities are likely to be sustained.

While the bulk of project activities will be coordinated by the project's coordinator, field coordination will fall under the remit ofthe national disaster manager, who will ensure co-ordination with all other relevant stakeholders.

At community level, the first stages of the project will serve to identify key community stakeholders and gain their engagement forthe implementation of project's activities.

Coordination at regional level, in particular with other DIPECHO financed actions in the Caribbean region, will be theresponsibility of the project coordinator. Indeed, the project will gain in being informed by what is ongoing elsewhere.UNDP will ensure complementarity with other project by actively seeking to avoid overlap and looking at sharing good practices.To take an example, the present action could be perceived as complementing the previous DIPECHO funded action of theRed-Cross in Grenada. The same Red-cross action was also implemented in Barbados, and UNDP through the Youth-IN projectsupported "Spice it up" campaign there.

UNDP projects funded by ECHO:UNDP possesses internal communication tools and platforms allowing efficient sharing of information between offices.Information will thus be shared at each step of the action. For instance, synergies will be sought in the cases of representation atthe CDM conferences, for the international day of disaster risk reduction and for common visibility action of the UNDPimplemented part of ECHO 2013 2014 action plan.In particular, the UNDP action in DR will have a specific focus on tsunami EWS, involveing UNESCO-IOC. Each project willinform each other through sharing tools and good practices.

EU / GFDRR funded project UNDP Barbados and OECS will implement 2 projects under the GFDRR: Post disaster needs Assessment (PDNA) and Riskassessment for public sector investment and planning.These 2 projects also cover the 3 targeted countries of the present proposal. They are complementary in the sense that they do notcover the same activities (no overlap) but many key national stakeholders will be the same. All 3 projects will strengthencapacities in capturing hazard impact, and involve several national government entities. All 3 projects will raise awareness onpotential hazards.

UNISDR:UNDP will continue to work closely with UNISDR as it was the case in the preparation of the consultation exercise for the set-upof this action plan. Work jointly with UNISDR is also considered under the GFDRR projects. Opportunity for cooperation will besought particularly to facilitate the dissemination of tools, products and methods available at UNISDR.

Croix Rouge - FRAThe French Red Cross and the Regional Intervention Platform for America and the Caribbean (PIRAC) will implement the ECHOfunded project "Preparation of institutional stakeholders and the populations situated in the lesser Antilles facing telluric andtelluric-associated risks"There is great opportunity of building synergies with this project since:- It targets Dominica and Saint Vincent and grenadines- The RC project could inform the EWS on the specific topic of telluric related risk, and provide scientific support to the protocolsand policies. Forecasters and activators for telluric hazards would be identified.- Joint public awareness campaigns and Joint institutional meetings will enhance each action's impact.

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6.3 Co-ordination with DG ECHO (indicate the Humanitarian Organisation's contacts with DG ECHO and its technical assistantsin the field)

6.4 [INT] In case of changes or coordination problems, please explain

7. IMPLEMENTING PARTNERS

7.1 Name and address of implementing partner(s)

This proposal was written with direct contributions from national disaster managers, acting as country focal point for any UNDPimplemented disaster risk reduction project.This proposal is also framed by the objectives set by countries for UNDP's interventions under Country Programme Action Plan.

UNDP Barbados and OECS country office is an active partner of ECHO in the region. UNDP Barbados and the OECS supportedthe UNISDR DIPECHO 2011-2012 Action Plan project "Strengthened Disaster Risk Reduction in the Caribbean at theSubregional, National and Local Levels" through the following:

Support to the adaptation of the Country Profile and DRR Matrices format for the Caribbean

Coordination of the DRR Country Profile development for St Lucia

Coordination of the preparation of the "Identification of Disaster Risk Reduction Priorities for the DIPECHO Action Plan forthe Caribbean 2013 - 2014"

The results of this study were shared at the CDM conference (Jamaica - December 2012), and consolidated with countries review.

During the implementation of the project close contact and coordination will be maintained with DG ECHO and technicalassistants in the field with teh purpose of ensuring it is regularly informed of project progress.

Coordination is an integral part of this project. There has been extensive dialogue between the project coordinators of theCommunity Alerts Project as well as the Volcanic Risk Reduction initiative which has resulted in the development of ajoint action plan which is annexed (annex I) to this document.

Additionally the project will work closely with the National Red Cross Societies who will lead the assessments of the EWcapacity at the community level. These assessments are expected to be commenced in March 2014. At the field level thenational focal points (national disaster managers) remain the key contact for coordination at this level and in collaborationwith the national Red Cross societies as well as the disaster district committees have coordinated the field visits andcommunity meetings thus far and will remain the lead coordination unit at field level. The disaster managers will also beexpected to coordinate meetings with the key agencies in country including the telecommunications unit to inform them ofthe project.

The project will work closely with UNISDR as well as the two (2) GFDRR projects once implementation begins.Additionally, where possible, activities will be tagged to ongoing activities occurring in the beneficiary countries by partneragencies.

During the implementation of the project close contact and coordination will be maintained with DG ECHO and technicalassistants in the field with the purpose of ensuring it is regularly informed of project progress.

UNDP Barbados and OECSMichelle Gyles-McDonnoughResident RepresentativeUNDP Barbados and the OECSUN House, Marine Gardens, Hastings, Christ Church, BarbadosTel: (246) 467 6001Fax: (246) 429 2448Cell: (246) 836 6001Email: [email protected]

DOMINICA - Office of Disaster Management (ODM)

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7.2 Status of implementing partners (e.g. NGO, local authorities, etc.) and their role

7.3 Type of relationship with implementing partner(s) and the expected reporting by the implementing partner

7.4 [INT] In case of changes, please explain

Mr Don Corriette

Jimmit

C/o Ministry of National Security, Immigration & Labour

6th Floor, Financial Centre

Kennedy Avenue

Roseau

Commonwealth of Dominica

Tel. 767-448-7777/4164/8831

Fax. 767-448-2883

Email: [email protected]

SAINT-VINCENT and the GRENADINES - National Emergency Management Organization (NEMO)

Mr Howie Prince

National Emergency Management Organisation (NEMO)Ministry of National SecurityOld MontroseKingstownSt. Vincent and the GrenadinesTel: 784-456-2975Fax: 784-457-1691Email: [email protected] or [email protected]

Facebook: https://www.facebook.com/pages/NEMO-St-Vincent-and-the-Grenadines/136131599764138

GRENADA - National Disaster Management Agency (NaDMA)

Terence R. Walters B.Sc., MPHNATIONAL DISASTER COORDINATOR (Ag.)National Disaster Management Agency (NaDMA) Fort Frederick, Richmond Hill, St. George's, GrenadaCONTACT DETAILS:Work - (473) 440-8390-4 ext. 232 & 440-0838Fax - (473) 440-6674 Home - (473) 440-4239 Mobile (Personal LIME)-(473) 405-0110 Mobile (Personal DIGICEL)-(473) 420-8885Mobile (Work LIME)-(473) 405-6576 e-mail - [email protected]

UNDP Barbados and OECS. UNDP sub-regional country office will hold primary responsibility for the project's implementation, Coordination, engagementwith stakeholders, procurement, capacity building, capturing and sharing lessons, monitoring and evaluation.

National disaster management organisations (ODM, NEMO and NaDMA)National disaster management organisations will be responsible for field coordination and local engagement with stakeholders.They will also be part of the project's beneficiaries in terms of capacity building.

Through the Country Programme Action Plans (CPAP), the participating countries and UNDP have agreed on the role of UNDP incooperating with them for the realization of the millennium development goals.In the Disaster risk reduction programmatic area, the CPAP is aiming at working towards the objectives set in the HyogoFramework for Action (HFA)

At the inception of the project, the participating countries and UNDP will sign a project document and a project appraisalcommittee (PAC) will be organised and documented.

The UNDP sub-regional country office will hold primary responsibility for the project's implementation. As stated earlierthe project has substantially only started in January 2014 with this being the commencement period for the projectcoordinator. However implementation has accelerated since this time.

The implementing partners have been very receptive of this project as shown by the approval of the project as shown in the

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8. CONTINGENCY MEASURES AND SECURITY

8.1 Contingency measures (Plan B/ mitigating actions to be taken if risks and assumptions spelled out in the log-frame materialised)

8.2 Security considerations

8.2.1 Security situation in the field, describe briefly

8.2.2 Has a specific security protocol for this Action been established?

Yes/No/Standard procedures

If yes please elaborate

8.2.3 Are field staff and expatriates informed of and trained in these procedures? (Yes/No)

yes

8.3 [INT] In case of changes or problem to be addressed, please explain

9. COMMUNICATION, VISIBILITY AND INFORMATION ACTIVITIES

The implementing partners have been very receptive of this project as shown by the approval of the project as shown in theProject Appraisal Committee (PAC) minutes from 2013. The partners have all identified focal points within their respectiveagencies which will follow the project and will be the key contacts. Implementing partners have readily taken on their roleas coordinator at the local level and have agreed that they will initiate some country level discussions relating to he projectand expected outcomes.

It should be noted that Mr. Stephen O'Malley ([email protected]) is the new Resident Representative/UNResident Coordinator for UNDP Barbados and the OECS having replaced Ms. Michelle Gyles-McDonnough.

On the assumption of effective synergies with other initiatives:In a case of disappearance of some pre-identified "building blocks", the project may loose some level of impact but its relevancewould not be completely altered.> Example 1: if the DEWETRA platform became not functional, some other alerting sources would still be available, for instancein the case of tsunami from the Pacific tsunami warning center.> Example 2: If sirens in Saint-vincent were not operable, the project would use the funds towards implementing anothertechnologyHence, plan B would be to strengthen synergies with other building blocks and initiatives.

On the risk of the occurrence of a disaster during the project's implementationIn the case of an actual event, UNDP would reinforce its support to the countries through the ECDPG-DM (Eastern CaribbeanDevelopment Partners Group - Disaster Management)In particular, UNDP would contact the local representative of DG ECHO to discuss the possibility of reorienting part of theproject funds towards post-disaster assistance to the country.A disaster may also be the occasion to assess the efficiency of EWS in place and draw lessons from the experience.

All islands and communities within the geographic scope are presently designated as Security level 1 with no significantsocio-political risk factor.

Staff hired by UNDP are required to follow and complete basic security in the field trainings.

The project is still expected to achieve all of its stated outputs even with the shortened implementation period once nosignificant delays are experienced from this point on. However, the UNDP sub-regional office is currently working on anexpanded contingency plan to the one above noting the shortened implementation period for the project. Once complete theUNDP sub-regional office contact the local representative of DG ECHO on the contingencies and the associated triggers

Standard procedures

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9.1 Planned communication activities (in field and/or in Europe)

9.2 Visibility on durable equipment, major supplies, and at action locations

9.3 Planned publication activities


In the development of the communication and visibility strategy the "Joint Visibility Guidelines for EC-UN Actions in the Field"and the provisions of the General Conditions will be respected.

The objective of the visibility and communication strategy will be to ensure that all the beneficiaries and external stakeholders areaware that the initiative is being undertaken with support from the European Union.

The planned communication activities will be carried through:- Public awareness at community level- National workshops- Participation in regional workshops

A communication specialist will be hired and will design the most appropriate tools to use for communication at community level.

Local medias will be associated and may play a key role under some activities (e.g. radio stations would for instance partner forthe installation of radio broadcast interruption devices).

Goals and target audience of the community communication activities are described under result 1 activities.

Moreover, UNDP will promote provide public and institutional visibility on the project by posting on its websitehttp://www.bb.undp.org/ success stories, based on evidence of impact at local level and documents such as interviews of localstakeholders. Interviews with local stakeholders will start as soon as the first field missions take place. Indeed during theassessment phase, photos, short videos and / or testimonies will be collected to illustrate the current situation. These would allow acomparison pre and post action. Videos would also be published on UNDP's YouTube Channel.

Participation in the 2013 and 2014 CDM conferencesUNDP traditionally participates in the CDM conferences, which is considered as a good avenue for regional exchange ofexperience on disaster risk reduction. CDM conferences in 2013 and 2014 will be an occasion to share regionally on the results ofthe present action and get inspiration from other regional projects.A UNDP Booth should be displayed and include materials from DIPECHO action.Results would be more explicitly presented at the 2014 CDM conference, in a view of up scaling and sharing the experience.Ideally, the project will cover the participation of some community stakeholders (number depending on remaining budget).

International day for disaster risk reductionThe International day for disaster risk reduction will be dedicated to people with disabilities in 2013 and the aging population in2014. This will present an opportunity to give a theme or a specific focus to the public awareness campaign and create synergieswith the UNISDR lead campaign.Indeed, a good alerting system must be capable of alerting all parts of the population, including people with disabilities. Thisexplains the necessity of choosing carefully different types of medias for alerts. The communication campaign would for instance use community leading forces, like students, or existing local association toencourage citizens in building more resilient communities in taking special care of the most vulnerable part of the population.The specifics and the innovative part of the communication will be decided following consultation with key local stakeholders.Project stakeholders, and in particular the Communication expert, will try to detect local talents an and promoting their activeparticipation in the awareness campaign.

In terms of visibility, UNDP will strictly adhere to "Joint Visibility Guidelines for EC-UN actions in the field" and the provisionsset in FAFA agreement. EU's logo will be made clearly visible.

Publications may be disseminated under Result 1 - activity 3 - Community design.Result 1 - activity 5 - documenting the experience - will provide 1 or several publications.

These publication will be targeted at 2 levels:- Projects stakeholders level (including community key-stakeholders), and will aim at documenting for them the tools,recommendations and good practices revolving around the EWS.- General public - targeting specifically people interested in learning about the experience of the project. the purpose of thispublication level would be to enhance interest in the replicability of the experience.

Development of Communications/Public Awareness and Education (PAE) materials remains an integral part of this project.

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10. HUMAN RESOURCES

10.1 Indicate global figures per function and status

Function StatusNumber ofstaff

Number ofman/monthin project Comments

Project Coordinationand monitoring

Local staff 1 18,00 The coordinator will coordinate, monitor and document the project asdetailed in R1 -means 4.

Program assistance Local staff 3 2,00 UNDP DRR program manager will ensure the oversight andmonitoring of the project with administrative support from theprogram assistance

Finance Local staff 2 1,00 UNDP finance department will ensure the effective process ofpayments. UNDP finance assistant will provide the overall financialmonitoring.

Technical support Local staff 2 1,00 UNDP office will also provide technical support to the stakeholders inthe fields of IT (computer), monitoring and evaluation, communicationand human rights.

Technical expertise Other 3 5,00 Technical experts (In EWS, CAP and communication) recruited in R1under individual contracts (IC) will provide ponctual services paid ondaily fees.

Comments :


Development of Communications/Public Awareness and Education (PAE) materials remains an integral part of this project.The Communications expert who will be contracted by the middle of March 2014 will develop a communications strategyand recommend the visibility materials and communications activities that should be utilised under this project. In terms ofvisibility, UNDP will strictly adhere to "Joint Visibility Guidelines for EC-UN actions in the field" and the provisions setout in FAFA agreement.

Moreover, UNDP will promote public and institutional visibility on the project by posting on its websitehttp://www.bb.undp.org/ success stories, based on evidence of impact at local level and documents such as interviews oflocal stakeholders. This will allow communication with wider audiences and not just the beneficiaries

The 2014 Comprehensive Disaster Management conference remains a good avenue for the regional exchange of experienceon disaster risk reduction to be shared. CDM conference in 2014 will be an occasion to share regionally on the results ofthe present action and get integration from other regional projects. A UNDP Booth should be displayed and includematerials from DIPECHO actions. There is also the possibility of a shared exhibition booth at the conference with thevolcanic risk reduction project.

At the national level the focal points have also been further providing publicity on the project. During the month ofFebruary 2014 the Grenadian National Disaster Management Agency held a live national broadcast advising the Grenadianpublic of the project.

The project coordinator commenced his contract at the beginning of January 2014. The start of 2014 has also seen one lessprogramme assistant in the office to assist with the project. As a result temporary administrative support has been procuredusing an individual contract (IC) for a period of three months to assist with implementation on both of these project.

In terms of technical expertise, request for quotations were advertised for the CAP and the communications expert. In theselection process the candidate who demonstrates combined expertise will be selected. e.g CAP and EWS experience.

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CONTRIBUTION AGREEMENT [50023]

11. Financial overview

Eligible costs of Action Initial Amount Revised Budget Intermediate reportcommitted

Final report

Result 1 - Integration - expertise 73.500,00 € 0,00 € 0,00 € 0,00 €

Result 1 - Travel and logistics 70.000,00 € 0,00 € 18.658,00 € 0,00 €

Result 1 - Printed and digital products 40.000,00 € 0,00 € 0,00 € 0,00 €

Result 2 - Alerting technology for Saint-Vincent 130.000,00 € 0,00 € 0,00 € 0,00 €

Result 3 - Alerting technology for Dominica 50.000,00 € 0,00 € 0,00 € 0,00 €

Result 4 - Alerting technology for Grenada 80.000,00 € 0,00 € 0,00 € 0,00 €

Result 1, 2, 3 and 4 - Coordination, monitoring, procurement and contract management 63.000,00 € 0,00 € 11.834,00 € 0,00 €

Visibility 1.215,00 € 0,00 € 0,00 € 0,00 €

Internal evaluation 3.500,00 € 0,00 € 0,00 € 0,00 €

Subtotal direct eligible costs 511.215,00 € 0,00 € 30.492,00 € 0,00 €

Indirect costs (max. 7%) = (2.134,44 €) 35.785,00 € 0,00 € 2.134,44 € 0,00 €

Total Costs : 547.000,00 € 0,00 € 32.626,44 € 0,00 €

Funding of action Initial Revised Final State

Direct revenue from Action 0,00 € 0,00 € 0,00 €

Contribution by applicant 82.000,00 € 0,00 € 0,00 €

Contribution by other donors 0,00 € 0,00 € 0,00 €

Contribution requested from ECHO 465.000,00 € 0,00 € 0,00 €

% of total funding 85 % 0 % 0 %

Contribution by beneficiaries 0,00 €

Total Funding : 547.000,00 € 0,00 € 0,00 €

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12. ADMINISTRATIVE INFORMATION

12.1 FPA number (if applicable)

12.2 Name and title of legal representative signing the Agreement*

12.3 Name, telephone, e-mail and title of the person(s) to be mentioned in Article 7 of the Agreement

Name Title Phone Fax E-mail

Antonio Vigilante Director, UNDP Brussels Office 0032 2 5054620 0032 2 5034729 [email protected]

Michelle Gyles-McDonnough Resident Representative

UNDP Barbados and the OECS

(246) 467 6001 (246) 429 2448 [email protected]

12.4 Name, telephone, fax and e-mail of the representative in the area of intervention

Name Phone Fax E-mail Address

MichelleGyles-McDonnough

Resident Representative

UNDP Barbados and the OE

(246) 4676001

(246) 4292448

[email protected] UN House, Marine Gardens, Hastings,Christ Church, Barbados

12.5 Bank account

Full account number (including bank codes)

Name of bank / Address of branch

Precise denomination of the account holder

IBAN account code, (or BIC country code if the IBAN code does not apply)

13. CONCLUSIONS AND HUMANITARIAN ORGANISATION'S COMMENTS

2008|FAFA|Y

M. Antonio VIGILANTE - Director of UNDP Brussels Office

BE80 301-0186139-77

ING Belgium

24, Avenue Marnix

United Nations Development Programme UNDP

BE80 301018613977

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13.1 Comment at proposal stage and requests for derogation

13.2 [INT] Comments and requests for derogation

Annex A: Procurement table

Supplies, services or works

Description QuantityAmount(EUR)

Procurementprocedure

Derogation(Y/N)

(Forecast)Launch dateprocedure

duration(weeks)

(Forecast)Contractingdate

duration(weeks)

Procurement comments

UNDP will seek to maximize synergies with all DIPECHO partners, especially when they are, or have been, present in thecountries targeted by the action.

In the context of the preparation of respective proposals, UNDP and the Red Cross have coordinated their approaches inorder to avoid overlapping. Some synergies will be built at the interface of community capacity strengthening, since theRed-cross may work on CERTs and some elements useful to early warning systems. However the Red-cross will notaddress the critical gap of EWS integration from regional to national and community contexts which is the aim of thisproposal.It must also be noted that in 2012, UNDP partnered with and supported actively the Red-Cross under a DIPECHO fundedproject (Spice it Up campaign in Barbados).

Synergies with PAHO have also been demonstrated in the recent years. For instance the R3i project providedcomprehensive (INSARAG Light level) search and rescue trainings to 4 islands. Some modules were delivered by PAHOinstructors in order to preserve a regional coherence.

UNDP also maintains working relationship with WMO, a key partner in terms of Early Warning Systems. However WMOis not expected to submit a proposal this year.Cooperation with UNISDR is further described under 6.3.

May several UNDP proposals be selected, synergies between actions would be immediate. In particular, the Cubanexperience on EWS and the extension of the RRMC experiences would greatly inform the present action. Reciprocally,outcomes, experiences and publications emanating from the present project will have with other UNDP offices and otherprojects (in particular CRMI) a powerful means of dissemination through the Caribbean.

Finally UNDP continues to create synergies with a number of partners, some of which may not be typical DIPECHOpartners: - Universities: University of the West Indies, University of Puerto Rico and University Corporation for Atmosphericresearch UCAR Joss, were all partners under the R3i project.- Other UN agencies: UNESCO IOC (Cooperation around the Caribbean Tsunami Information Center); UNESCO-IHE(coastal Hazard modeling in Saint Maarten); REMPEITC (oil-spill hazard).

UNDP will seek to maximize synergies with all DIPECHO partners, especially when they are, or have been, present in thecountries targeted by the action.

In the context of the preparation of respective proposals, UNDP and the Red Cross have coordinated their approaches inorder to avoid overlapping.

UNDP also maintains working relationship with WMO, a key partner in terms of Early Warning Systems and has receivedverbal agreement from the International Telecommunications Union (ITU) who will strategic guidance on the CAPelements of the project.

Discussion with CDEMA and the Caribbean Tsunami Information Centre (CTIC) have been initiated to identify areas forcollaboration between the CAP and relevant projects under these institutions. Discussions are soon to be initiated withCIMH.

Reference: 2013/00266/IR/01/01 01/04/2014


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