BIHAR FLOOD RELIEF PROGRAMME
(10th September 2008 - 31st December 2008)

Background:

On 18th of August 2008, the dam in Nepal Kusaha breached causing devastating floods in five districts of Bihar (India). As a result, the river Kosi changed its course several kilometers to the East flooding the border area in Nepal and five districts in Bihar, India. In India, thousands of villages are affected in the rural and semi- urban districts of 1) Araria, 2) Supaul, 3) Madhepura, 4) Saharsa and 5) Purnea. The worst hit districts were Supaul, Madhepura and Araria.

The flood water has ruthlessly devastated communication infrastructure, roads, bridges, shelters and agricultural land of the flood effected aeras completely. Waters began to rise in the middle of the night with no warning and no time to plan.  The water was so high that even boats were not able to were able to enter into the marooned villages till Aug-23rd,08.

Assessment:

First step of SSK’s response towards the situation was a joint assessment visit to the affected area of the Bihar. Representatives from Malteser International, SSK and a local partner agency in Bihar - Mahila Chetna Vikas Mandal (MCVM) did a joint assessment exercise in early September’08. The assessment team found the situation to be grim and alarming.

Thousands of people of the area were forced to live on the embankments; most of their houses were both washed away completely or damaged, there were not sufficient food items available with them, and almost all the approach roads were cut at many places. People living near the embankments were drinking flood water itself as all the sources of safe drinking water were under flood water. Women, children and the old aged persons were living in either government run temporary camps, and were exposed to various difficulties, and problems.

Planning:

Once the assessment exercise was completed on 8th September’08, detailed planning of the concurrent relief operation was done from 9th to 14th of September’08. Considering the immediate requirements of the people living in the temporary camps, it was decided to provide relief items of three categories – i) for temporary shelter, ii) water and sanitation items and iii) kitchenware for food management. Malteser International representative Mr. Florian contacted his HQ with a request to mobilize funds for relief work. Malteser International HQ in turn sent an immediate request for funds to the Federal Foreign Ministry, which was approved. Considering the funds mobilized for the purpose, it was decided that these items shall be distributed amongst 1200 families of different villages residing near Kataiya powerhouse in Basantpur block of Supaul district after properly identifying and registering the beneficiary families.

Beneficiary Identification:

The local team members of SSK and MCVM jointly finalized few criterions on the basis of which the potential beneficiaries shall be identified. The criterions were as under:

• Families belonging to dalit communities

• Women headed family

• Families who have lost their members life during recent floods

• Families who have lost all their belongings including shelter

• People do not have utensils to prepare and consume food or to collect, treat and store drinking
water

• Families where one ore more members are disabled or show symptoms of trauma

This was then shared with the SSK HQ and the Malteser International’s Lucknow Representative Mr. Florian Seger for approval.
There after with the assistance of local partner MCVM’s team member from 18th to 25th September’08 a total 1200 families have been identified from different camp sites - Kataiya Power house, 22 RD and 7 RD embankments. During the identification the name of the head of the families was being noted in the Registration register.

Procurement:

Simultaneous to the beneficiary identification/registration, procurement of relief items have been carried out. An open public tender was announced in the local daily news paper on 21st September’08. In response to this announcement 7 suppliers bided for the supplies. After open analysis of the bid offers finally three suppliers were selected based on the quality of supplies and lowest rates.

Procurement of two relief items namely the mosquito net and the Life straw were to be done by Malteser International HQ. First lot of supplies (Mosquito nets) reached Saharsa storage on 2nd of October 2008. Supplies ordered locally started reaching Saharsa storage from 7th October 2008.

There was little delay in getting the relief materials supplies due to the festive season. Due to the Durga Puja, Dipawali (Festival of Lights) and the Chhattha Puja celebrations in the area markets were closed and hence, delayed supplies to the storage at Saharsa. Supplies were received as late as Third week of October ’08.

Also during this time itself it was informed by Malteser International HQ that supplies of the Life straws can not be procured, as it was not available. This resulted into huge money left out as the Life straws were the costliest item. And then there was an urgent need of re planning.

Required quantity of woolen blankets were also not available in the market, hence it could not be distributed during the distribution cycle.

All these circumstances built pressure for bifurcating distribution in two cycles.

Packaging:

Once the supplies reached Saharsa storage, the local team members packed the different relief items into family packs. Each family pack contained the following materials:
a. Tarpaulin – 01 i. PVC container (25 liters) - 01
b. Coir rope – 10 meters j. Steel pot - 01
c. Steel wire – 05 meters k. Steel plates - 06
d. Nails – 50 l. Steel mug - 02
e. Iron hatchet – 01 m. Serving spoon - 01
f. Iron shovel – 01 n. Kitchen knife - 01
g. Hammer -01 o. ORS sachets – 10
h. Mosquito net -01 p. Bamboo - 02
i. Water Kettle - 01

First Distribution:

The local teams of SSK and MCVM designed a distribution plan for the relief distribution. It was decided that there shall be six distribution days with a gap of 3 to 7 days in between two distribution days in the first distribution cycle. Necessary approval was taken from SSK HQ for the same.

On 24th September 2008 the first lot of family packs (400 pieces) was distributed among the registered beneficiaries. Coupons bearing beneficiary numbers were distributed one day in advance to the beneficiary families. For the purpose of documentation and record keeping distribution cards have been designed and printed. At the time of distribution individual distribution cards were filled in and the beneficiaries signed the same.

Following the above procedures relief materials were distributed on the following distribution dates:

27th October2008 – Second distribution
30th October2008 – Third distribution
08th November2008 – Fourth distribution
12th November2008 – Fifth distribution
16th November2008 – Sixth distribution

Field Verification:

After the distribution was over it was decided to visit the beneficiary families and verify whether the materials received by them have reached safely and they have started using the same. From 17th to 28th November’08 the local team members of SSK/MCVM individually visited nearly 600 beneficiary families staying in temporary camps and also to the villages where ever they have returned back. It was good to see that each of the families visited are using the relief items for various purposes. Also the ones still in the camps have rebuilt their temporary shelters utilizing the relief materials provided by us.

Second Distribution:

Considering the unavailability of certain relief items in the local markets and the delays in getting the supplies, for the second distribution cycle all the relief items were procured at Lucknow. These various items were packed in Gunny bags and were transported to Saharsa for distribution.

We came across little problem while the relief items were getting transported from Lucknow to Saharsa by rail route. It was found that few relief materials got stolen from 39 family packs. However these 39 family packs were accepted by the beneficiary families. Proper complaints were lodged with the railway authorities regarding the lost items. Also it took about 15 days for the family packs to reach Saharsa by rail because it was sent by the rail authorities in small numbers. This delay created pressure on the local teams in finding out the registered beneficiary families as the temporary camps where they were staying had been dismantled by now. They have moved to different places / villages. The local team had to look for them in different villages and locations and informed them about the second cycle of distribution. Due to all these reasons we were able to complete the second cycle of distribution by 20th January 2009.

During the second phase the following relief items were distributed in each of the Family pack:

Name of Relief Items Quantity
Woolen blanket 02
Kerosene stove 01
PVC container (35 liters) 01
PVC container (10 liters) 01
Woolen Shawl 01
Tarpaulin – 01 01
Chlorine tablet packs 02
Steel bowls 06
Steel plates 06
Steel glasses 06
Steel quarter plates 06
Serving spoons 04
Steel lotas 02

Important Learning’s:

As this relief project begun and headed towards the ending, we derived many learnings. These different lessons learnt were clubbed together, which were –

• The pre assessment phase should be quick and appropriate. The selection of Relief Items should also be also a prime factor to be considered.

• A proper procurement process plays an important role and over spending should be avoided.

• Tranparency should be maintained at each and every level of the project. It is also profitable if general audit takes place in between the project.

• The capacity of Suppliers are also to be judged before giving any contracts.

• High level of team work and spirit is required to accomplish the result of the project. The communication between the team members is also important.

Team