GUIDELINES

FOR
RENOVATION OF ECCE CLASSROOMS

PUNJAB HUMAN CAPITAL INVESTMENT PROJECT

PUNJAB EDUCATION SECTOR REFORM PROGRAMME
SCHOOL EDUCATION DEPARTMENT
Link Wahdat Road, Near QAED, Lahore.
 GUIDELINES

FOR

RENOVATION OF ECCE CLASSROOMS (DESIGN SPECIFICATIONS, COST

ESTIMATES, IMPLEMENTATION METHODOLOGY, FUND FLOW
MECHANISM)

UNDER PUNJAB HUMAN CAPITAL INVESTMENT PROJECT

1. BRIEF BACKGROUND

The Punjab Human Capital Investment Project has a capital cost of US D 200 million
(equivalents to Rs. 32.00 billion) to be provided by the World Bank during the 5 years
gestation period of period (2020-25). The project has the following three components:

i. Punjab Primary and Secondary Health Department (P&SHD) for health services
ii. Punjab Social Protection Authority (PSPA) for economic inclusion
iii. Punjab School Education Department (Punjab SED) for social inclusion for
education

The objectives of the project are to increase access to quality health services and
economic & social inclusion programs among poor and vulnerable households in selected
districts of Punjab.

The Social Inclusion for Education component has an intervention of Early Childhood
Education to be executed by the School Education Department in 3400 Boys and Girls
Primary / Middle / High and Higher Secondary Schools in the project area.

2. THE PROJECT AREA

The project area consists of the following most vulnerable districts of Punjab with the
highest concentration of multi-dimensional poverty and poorest human development
indicators:

Sr. No District No. of Schools

1 BAHAWALNAGAR 473
2 BAHAWALPUR 400
3 BHAKKAR 270
4 D.G. KHAN 194
5 KHUSHAB 235
6 LAYYAH 454
7 LODHRAN 241
8 MIANWALI 282
 Sr. No District No. of Schools
9 MUZAFFARGARH 372
10 RAHIMYAR KHAN 165
11 RAJANPUR 314
Grand Total 3400

3. IDENTIFICATION AND NEED ASSESSMENT OF ECCE CLASSROOMS OF

PHCIP SCHOOLS

The Strengthening Early Childhood Education inter-alia provides for renovation of ECCE
Classrooms in 3400 Project Schools as per standardized ambiance. For this purpose, criteria
based 3400 schools have been selected and need assessment of these schools conducted
through Head Teachers of these schools indicated:

 the size of the designated classrooms

 the condition of the roof, walls, floor, doors, windows
 electrical appliances in the designated room.

The information was supported by pictorial evidence which facilitated PMIU-SED staff and
PMIU engineers prepared the cost estimates for repair and thematic paint for these rooms.

4 SIZE OF CLASSROOMS DESIGNATED FOR ECCE

The need assessment survey conducted by PMIU shows that the size of designated
ECCE classrooms in PHCIP schools is varying from 10'*12' to greater than 18'*28'. The
designated classrooms in PHCIP schools have accordingly been categorized as under:

Category Classroom Size (Width * Length in Feet) No. of Schools %age

A 12'*18' 82 2%
B 18'*28' 3078 91%
C Greater than 18'*28' 240 7%
Total 3400 100%
5 ECCE CLASSROOM AMBIANCE AND SPECIFICATIONS

A broad-based committee comprising representatives from PMIU, PHCIP, Children

Library Complex, QAED, PCTB, UNICEF, LACAS, Principal Government Girls High
School, Barkat Market, Lahore, TEVTA, and the World Bank was engaged to work out the
ECCE Classroom ambiance and the thematic paint to commensurate with thematic areas of
Punjab ECE Policy-2017 and Single National Curriculum – 2020. The recommendations of

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the committee on thematic paint subsequently notified by PMIU, School Education
Department are as under:

DESCRIPTION COLOUR / PAINT BRAND SPECIFICATIONS

QUALITY OF TYPE
PAINT
Master or
ECCE Classroom Walls Beige emulsion Paint
Equivalent  1st Coat
Master or  2nd Coat
ECCE Classroom Roof White emulsion Paint
Equivalent
 1st Coat
ECCE Classroom Doors Master or
White enamel Paint  2nd Coat
/ Windows Equivalent
 Scrap
NOTE: Thematic Paint of ECCE classroom must be as per the color scheme and paint quality
is given in the above scheme. The brand of paint must be ISO certified.
6 ESTIMATES FOR REPAIR AND THEMATIC PAINT OF ECCE
CLASSROOMS / BASIS OF COST ESTIMATES

The condition of classrooms is varying from school to school. Repair and paint
estimates have, therefore, been prepared by PHCIP staff and the PMIU Engineer on the basis
of the condition of the designated classroom (minor repairs like plaster of damaged parts of
interior walls, roof, floor, minor electrical works like replacement of switchboards, wirings,
fan, lights, smaller room repair estimates are lesser than bigger room repair estimates on the
basis of 2nd MRS 2022.

7 METHODOLOGIES FOR IMPLEMENTATION OF RENOVATION

ACTIVITY THROUGH SCHOOL COUNCILS

The School Council Policy 2007 / modified School Council Policy 2013 provides for
9-17 members of the School Council taken from School Management, parents, the General
public, and individuals with professional/vocational backgrounds. As such a broader legal
arrangement exists between CEOs (DEAs) SED and School Councils about the method for
estimation of works, transmission/utilization of funds, maintenance of register/proceedings of
school council meetings, maintenance of cash book/record, audit and monitoring mechanism.
The School Council has a Bank Account maintained in a local Branch of Commercial Bank.
The Council is inter-alia empowered for renovation and repair of the school. Each work
executed by the School Council (irrespective of the source of funding) is, therefore, covered
under School Council Policy and Guidelines for Non-salary Budget which shall also be used
as a guideline for the renovation of ECCE rooms under PHCIP.

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 Secretary School Education Department, Government of Punjab, vide notification
NO. SO(SNE)PMIU-PHCIP/2021 Dated 27th October 2021 has, allowing the renovation
activity to be conducted by School Councils.

As per Section 6.9 of World Bank Procurement Regulations, the School Councils
come under the overarching umbrella of Community-driven Development (CDD) which may
use RFQ; local competitive bidding inviting prospective Bidders for Goods and Works
located in and around the local community; direct contracting for small-value Goods, Works,
and Non-Consulting Services; and may also use community labor and resources.

For this purpose, an MOU has been prepared between School Education Department
(through PMIU) and the School Councils.

8 RELEASE OF FUNDS TO SCHOOL COUNCILS FOR RENOVATION

(REPAIR / THEMATIC PAINT) IN ECCE CLASSROOMS

Based on the estimates a total of Rs 120 million is required for the renovation and
repair of ECCE Classrooms in 3400 PHCIP Schools. As per arrangements, the project will
pay 50% advance releases to School Councils. An amount of Rs 26,540,679 million, has,
therefore, been released to School Councils through CEOs:

1st Installment
Sr. No District No. of Schools
Releases
1 BAHAWALNAGAR 473 3,651,560
2 BAHAWALPUR 400 3,269,674
3 BHAKKAR 270 2,021,621
4 D.G. KHAN 194 1,515,503
5 KHUSHAB 235 1,807,830
6 LAYYAH 454 3,516,182
7 LODHRAN 241 1,954,109
8 MIANWALI 282 2,244,245
9 MUZAFFARGARH 372 2,937,822
10 RAHIMYAR KHAN 165 1,147,988
11 RAJANPUR 314 2,474,144
Grand Total 3400 26,540,679
Another installment of Rs 33,459,679 million is being released to School Council NSB
Account to complete a 50% advance. The remaining 50% of funds will be released after
completion of works and submission of vouched account to PMIU by Head Teachers duly
verified by District Education Authority.

9 TIMELINE

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 The repair and Thematic Paint of designated ECCE Classrooms is a short-lived
activity and may not take two weeks. The activity must, however, be completed within 45
days so that the accounts of the activity may be settled by December 2022.

10 SUBMISSION OF VOUCHED ACCOUNT

Immediately after the completion of renovation activity, a vouched account, duly

verified by the CEO concerned shall be submitted to FMS, PHCIP, and PMIU-SED for the
release of the remaining 50% of funds.

11 IMPLEMENTATION OF ENVIRONMENTAL AND SOCIAL

MANAGEMENT FRAMEWORK

In August 2016, the World Bank adopted a new set of environmental and social
policies called the Environmental and Social Framework (ESF). As of October 1, 2018, the
ESF applies to all new World Bank investment project financing. The world bank has
developed safeguard policies to address the potential negative impacts of investment projects
on people and the environment. Environmental safeguards are key tools to ensure that
investment operations do not harm the environment. The applicable safeguard policies and
procedures occur during the planning and designing of a project. an Environmental & Social
Safeguards Management Framework (ESMF) is required by the International Financial
Institutions (IFI) and prepared by the borrower or grant recipient.

ESMF complies with the World Bank Environmental and Social Safeguard Operational
Policies (SOPs) and local environmental and social laws to assess the project’s environmental
and social viability through various environmental components like air, water, noise, land,
ecology along with the parameters of human interest and social acceptability and mitigation
of

adverse impacts along with chalking out of guidelines, SOPs, the procedure for detailed EA,
and social implications during and after project execution.

12 MITIGATION & MONITORING PLAN

Currently, there are approximately 1,000 AEOs working in project schools and 200
MEAs working in PHCIP 11 districts. Considering this renovation as a short-term activity
and the number of support staff available in the field, the renovation of PHCIP ECCE
classrooms activity is proposed to be monitored through AEOs. The AEOs will be provided
virtual training on the data collection and safeguards by the Education component team and

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PSPA environmental specialist. A prescribed proforma to monitor this activity has been
developed by the PHCIP M&E team and PSPA Environmental Specialist which will be
jointly filed by AEO and Head Teachers in a school. Furthermore, the PHCIP team will also
physically visit randomly selected 33 sample schools to verify the renovation activity carried
out by School Councils. In each district, one male and two female schools will be visited by
the PHCIP team.

13 COMPLIANCE REPORTS

At the district/field level the supervision of ESMF will be the responsibility of the
Chief Executive Officer (Education) who shall act as the focal person for all safeguard-
related issues. The respective AEO and schools’ councils will provide requisite support and
data to the CEO (Education) for monitoring and compliance of mitigation measures. The
data generated by each school council while implementing the ESMF in light of the
Environmental and Social Management & Mitigation Plan will be accessible by the District
Focal Person (DFP) to gauge the compliance status. Compliance reports along with a signed
code of conduct and monitoring form will be submitted to PMIU-SED after the completion of
the activity. The school council will read the code of conduct for the labor.

14. Due Diligence for ECE Rooms

As the designated ECE classrooms were constructed at various periods of time, it was,
therefore, considered important to check the safety of the structures of these rooms before
their renovation through a due diligence exercise. The scope of due diligence for this
component shall primarily determine whether the given schools (3400) are at risk of
structural damage/failure particularly given known seismic hazards. Risks or vulnerability to
other hazards includes flood, fire, and electrocution. However, there is no consistent data on
these risks. Therefore this information will be collected and follow-up actions decided on the
basis of the data. Due diligence will cover the complete school and not be limited to the ECE
room.

Two levels of due diligence should be done to record risks or vulnerabilities which
can affect the safety of a given school/school building. This approach is risk-based and
considers available resources. Two levels of diligence will be carried out;

1) Visual Assessment by AEOs after being trained on appropriate data collection tools
and protocols,

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 2) Visit by PHCIP engineer to both schools where issues are identified during the
visual assessment and a sub-sample of those deemed to have passed on the basis of
the visual assessment.

The PHCIP project team has prepared a checklist for the visual assessment using a
qualified resource person. Training of AEOs will be conducted for the visual assessment and
filling of this checklist. For structural safety, the visual assessment should include but not be
limited to cracks in structural elements; settlements, sagging or tilting of structural members;
exposed reinforcement; poor concrete; signs of failures, a structure near slopes, etc.

Flood risk should be based on local/user knowledge. Other hazards will record if there
are any risks or visible indicators during the visual observation. Training on checklists will
be made part of the training of AEOs at the District Level.

In absence of any risks or signs of failure, the checklist can be used to place the
school on a “Pass” list. In case of observation of cracks, settlement, etc. the renovation of the
ECE Classroom will not be taken up and the observations will be reported to the PHCIP
project team. The PHCIP Engineer will visit the site and review the reported issues. Based on
engineering judgment the Engineer can either pass or report the school to SED for further
consideration.

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Dashed line denotes sample of cases to be visited

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14. WAY FORWARD / CONCLUSIONS

A. The renovation activity will be conducted after due diligence exercise regarding the
safety of structures of the ECCE Room as per provisions of the Agreement between
SED and School Councils
B. The Project Money shall only be consumed for the purpose of repair and renovation
work according to the scope of work.
C. The School Councils shall not:
a) Incur any liability to the Project beyond the budget allocated for the task.

b) Seek any change or modification in the scope of work.

D. The renovation activity may be conducted by School Councils as per design

specifications provided in MOU
E. The activity may be completed in the 6-week time
F. Reimbursement of 50% claims may be submitted to PMIU along with vouched
account template immediate after the completion of the renovation activity as per
instructions given in MOU

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