A Grievance Redress Mechanism is to receive and facilitate resolution of affected stakeholders’ concerns and grievances related to the Project’s environmental and social performance. The GRM process should be disclosed publically and available during the pre-construction, construction and operation phases of the Project, and to be used by all affected stakeholders, including employees and contractors.

Grievances should be received, recorded/ documented and addressed in a manner that is easily accessible, culturally appropriate and understandable to affected communities. The Project dedicated personnel on handling grievances will be consistent, experienced and qualified to do so.

The communities will be informed about the GRM during the stakeholder consultation and disclosure activities. The mechanism will be communicated and made available to all affected communities and in particular to both genders and vulnerable groups.

The Project dedicated personnel will be trained to seek solutions to complaints in a collaborative manner with the involvement of the affected community, taking into consideration customary and traditional methods of dispute resolution, and not impeding access to existing judicial or administrative mechanism available in the country for resolution of disputes. The mechanism includes a redress aspect so that those who feel their complaint has not been addressed in a manner they find satisfactory can have recourse to an external body for reconsideration of their case.

Concerns will be addressed promptly, using and understandable and transparent process that is readily accessible to all segments of the affected communities and at no cost and with no retribution. Grievances received and responses provided will be reported back to the community periodically (at least every six months).

In the case of worker grievances, the Project will provide an option for anonymous grievances to be submitted whereby the worker’s identity can be protected from their supervisor or any repercussions.

The following Figure 5. Grievance Redress Mechanism Tracking summarises the GRM process. Timings per stage will be agreed with the DOE and included in the disclosure to communities.

Figure 5. Grievance Redress Mechanism Tracking

The GRM Focal Point’s contact details will be made available to all stakeholders.

Grievances can be made by anyone to anyone linked to the Project, and the Project’s party receiving the grievance will forward it to the GRM Focal Point within DOE.

In particular, if a contractor’s representative working on the Project receives a grievance, s/he will not stop work to address the grievance on the spot but will either refer the stakeholder lodging the grievance to the GRM Focal Point or relay the grievance himself/ herself to the GRM Focal Point, taking note of the contact details (if not anonymous), dates of receipt, contents of the grievance (using templates provided by the Project) and explaining to the stakeholder lodging the complaint the GRM process, the GRM contact persons and the expected next steps.

  • Who can raise complaints (the affected communities);
  • Where, when and how can community members log complaints;
  • Who is responsible for receiving and responding to complaints, and if any external parties can receive complaints from communities;
  • What type of responses complainants can expect from the Project, including in terms of timing of responses; and
  • The benefits that complainants can receive using the grievance mechanism.
ANNEX A to EoI Form: Basic requirements for the sub-project proposed site(s)
Overview of a VREP II mini-grid system:

Mini-grids are small-scale electricity infrastructure systems requiring limited land area. Land is required for several components as follows:

  • Photovoltaic (PV) array–under the Project, the PV arrays are likely to be ground-mounted; however there may be an option to install panels on roofs of community buildings if mechanical cyclone resistance can be achieved. The PV array will comprise the largest piece of infrastructure by area; but it is expected that such area will range between 600 and1200 m2 (equivalent to a tenth to up to one football pitch);
  • Battery storage and bio/diesel generator (genset) – these facilities will likely be housed together within a small building adjacent to the PV array. The below picture shows an example of a PV array and battery/genset building similar in scale to that being considered under VREP II. Inverters and transformers are small pieces of equipment needed in a mini-grid system that can also be housed within the battery/genset building;
  • Distribution system– this will comprise power poles or easement for underground cables, wires and household electricity meters. The footprint of pole foundations is approximately one square metre (m2) and electricity meters are the size of a shoe box.
Criteria to select a good project site for the PV Array:
  1. Government-owned land preferably (if not, church land, if not, customary/ private land)
  2. Minimum area of 600 m2
  3. Flat topography
  4. Close to the village and easily accessible
  5. Minimum shade during most of the day
  6. Clear from vegetation or with light vegetation
  7. No trees of conservation significance within the proposed area
  8. Not too close to sacred sites
  9. Not too close to burial sites or cemetery
  10. Not too close to water sources
  11. Not at risk of flooding
  12. Not next to any existing electricity or production related infrastructure
  13. Not directly impacted an Eco sensitive habitat (e.g. a mangrove)