CALL FOR EXPRESSION OF INTEREST (EOI)

CALL FOR EXPRESSION OF INTEREST (EOI)

Consultancy Service for Review, Revision, Refinement and Updating of Cooperative Working Procedures

Project: Milky Way Project (Transforming Dairy Sector of Nepal)

Implementing Organization: Sindhuli Integrated Development Service(SIDS Nepal), Sindhuli

Technical and Financial Support: Heifer International and Kamalamai Municipality

Beneficiary Institution: Kamalamai Samajik Udyami Mahila Dairy Cooperative Ltd, Kamalamai Municipality, Sindhuli, Nepal

Assignment Type: Individual Consultant or Consulting Firm

Expected Duration: one and half month 

Application Deadline: 28th October, 2026

1. Background

SIDS is a non-governmental, nonprofit social development organization founded in 2051 B.S. (1994 A.D.) by a team of experienced community-development professionals. Based in Sindhuli District, we lead multi-sectoral programs across education, health and WASH, livelihoods, disaster risk reduction and climate adaptation, good governance, and biodiversity. SIDS Nepal is implementing the Milky Way Project (Transforming Dairy Sector of Nepal) in Kamalamai Municipality, Sindhuli, with technical and financial support from Heifer International and Kamalamai Municipality. The Milky Way Project aims to ensure the long-term sustainability of the Model Dairy Village (MDV) through a strong, capable and self-reliant cooperative system. A key strategic priority is to strengthen Kamalamai Samajik Udyami Mahila Dairy Cooperative Ltd. as a sustainable source center for Holstein Friesian (HF) cattle, supporting improved breeding, herd management, animal health services and the availability of quality cattle for dairy farmers.

In this context, reviewing and strengthening the cooperative's existing working procedures is essential to institutionalize effective governance, transparent financial management, sustainable business operations, quality livestock management and reliable member services beyond the project's implementation period.

The assignment will focus on reviewing 27 existing working procedures, identifying gaps and inconsistencies, incorporating necessary amendments and additional provisions, add any additional procedure if feel any needed and ensuring that the revised and added documents are practical, clear and consistent with applicable laws, regulations and the operational requirements of the cooperative.

2. Objectives of the Assignment

The overall objective is to strengthen the institutional and operational capacity of the cooperative through the systematic review, revision and updating of its existing working procedures.

The specific objectives are to:

• Review all 27 existing working procedures and assess their relevance, adequacy, clarity and practical applicability.
• Identify provisions requiring amendment, refinement, updating or clarification.
• Ensure consistency with applicable cooperative laws, regulations and relevant institutional requirements.
• Strengthen transparency, accountability, internal control, member participation and effective service delivery.
• Incorporate practical improvements to support the cooperative's business operations and long-term sustainability.
• Provide finalized working procedures and recommendations for effective implementation.

3. Scope of Work

The selected consultant will undertake the following activities:

1. Document Review: Collect and review all 27 existing working procedures, relevant bylaws, policies, institutional documents and other supporting records of the cooperative.
2. Gap Analysis: Assess the existing procedures to identify outdated provisions, duplication, inconsistencies, operational gaps and areas requiring improvement.
3. Legal and Institutional Review: Examine the relevant legal and regulatory provisions applicable to cooperatives in Nepal and identify necessary amendments to improve compliance.
4. Stakeholder Consultation: Consult with the cooperative's board of directors, management, staff, relevant committees and SIDS Nepal to understand institutional needs and obtain feedback.
5. Revision and Refinement: Revise, refine and update all 27 existing working procedures by incorporating necessary amendments, clarifications, additional provisions and practical improvements.
6. Institutional Strengthening: Recommend measures to improve governance, financial management, procurement, human resource management, member services, dairy operations, animal health services, environmental management and business sustainability.
7. Drafting and Validation: Prepare draft revised procedures and present them to the cooperative and SIDS Nepal for review, feedback and validation.
8. Finalization: Submit the finalized working procedures in editable MS Word format using Nepali Unicode, as well as PDF format, ensuring that all documents are properly formatted, compiled and ready for official use and printing.
9. Additional Recommendations: Identify any critical gaps that may require a new working procedure or separate guideline. Any additional document beyond the agreed scope shall be developed only with prior approval from SIDS Nepal and the cooperative.
10. Documentation and Binding: Submit all finalized working procedures in editable electronic format and five (5) complete, properly compiled and bound hard-copy sets.
11. Orientation and Handover: Provide an orientation to the cooperative's board and relevant staff on the revised procedures and submit practical recommendations for their implementation.

4. List of Existing Working Procedures for Review and Revision

The consultant will review and revise the following 27 existing working procedures and directives:

1. Silage Plant Establishment and Improvement Procedure
2. Membership Procedure
3. Anti-Money Laundering (AML) and Prevention of Money Laundering Procedure
4. Protected Capital Return Fund Directive
5. Business Development Service Management Procedure
6. Election Procedure
7. Share Management Procedure
8. Financial and Administrative Procedure
9. Gift Provision Procedure
10. Procurement Procedure
11. Fund Management Procedure
12. Loan Management Procedure
13. Savings Management Procedure
14. Meeting Operation Procedure
15. Accounting Procedure
16. Payment and Price Determination Procedure
17. Good Governance Procedure
18. Environmental and Waste Management Procedure
19. Artificial Insemination (AI) and Animal Health Service Operation Procedure
20. Milk Collection, Chilling, Processing and Diversification Procedure
21. Holstein Cattle Source Management Procedure
22. Human Resource Development Procedure
23. Handover and Takeover (Barbujharath) Procedure
24. Nucleus Herd Management Procedure
25. Education, training and capacity building procedure
26. Production and enterprise handling procedures
27. Marketing and Value Chain procedures 

The above list shall be verified against the official titles of the cooperative's existing documents before finalization of the Terms of Reference.

5. Expected Deliverables

The consultant shall submit the following deliverables:

Deliverable 1: Inception Report

An inception report outlining the methodology, work plan, timeline, consultation approach and document review process.

Deliverable 2: Review and Gap Analysis Report

A report assessing the existing 27 working procedures and identifying the provisions requiring amendment, refinement, updating or additional clarification.

Deliverable 3: Draft Revised Working Procedures

A complete draft set of all 27 revised working procedures, incorporating necessary amendments, improvements and additional provisions based on the cooperative's needs and applicable legal requirements.

Deliverable 4: Consultation and Validation Report

A brief report documenting consultations, feedback received, major revisions made and recommendations for implementation.

Deliverable 5: Final Revised Working Procedures

A complete set of 27 finalized working procedures, incorporating the agreed feedback and revisions. The final package shall be submitted in:

• Editable electronic format (MS Word and PDF).
• Five (5) complete, properly compiled and bound hard-copy sets containing all finalized working procedures.
• An implementation and follow-up recommendation plan for the cooperative.
• Submit the finalized working procedures in editable MS Word format using Nepali Unicode, as well as PDF format, ensuring that all documents are properly formatted, compiled and ready for official use and printing.

Deliverable 6: Orientation and Handover

An orientation session for the cooperative's board and relevant staff, along with formal handover of the finalized documents.

6. Required Qualifications and Experience

Interested individual consultants or consulting firms should meet the following requirements:

• A Master's degree in Business Studies, Law, Rural Development, Development Studies, Agriculture or a relevant discipline. Equivalent relevant professional experience may be considered where permitted by the procurement requirements.
• Demonstrated experience in cooperative institutional development, governance, policy formulation, organizational strengthening or related assignments.
• Proven experience in preparing, reviewing or revising cooperative policies, working procedures, guidelines, bylaws or operational manuals.
• Good knowledge of applicable cooperative laws, regulations and governance requirements in Nepal.
• Experience working with dairy cooperatives, agricultural cooperatives or producer organizations will be an advantage.
• Strong skills in document drafting, report writing, stakeholder consultation and facilitation in Nepali.
• Ability to deliver high-quality, practical and implementable documents within the agreed timeframe.

7. Duration and Reporting Arrangements

The assignment is expected to be completed within one and half month from the date of contract signing.

The consultant will work in close coordination with SIDS Nepal and the management of Kamalamai Samajik Udyami Mahila Dairy Cooperative Ltd. All deliverables shall be reviewed and accepted by the designated representatives of SIDS Nepal and the cooperative in accordance with the agreed Terms of Reference.

8. Application Requirements

Interested individual consultants or consulting firms are invited to submit the following documents:

1.  Updated CV of the proposed consultant or profile of the consulting firm.
2. Technical proposal describing the understanding of the assignment, proposed methodology, work plan and timeline.
3. Financial proposal with a breakdown of professional fees, applicable taxes, travel and other relevant costs.
4. Evidence of relevant assignments completed, including sample documents or references where available.
5. Copies of relevant academic qualifications and other supporting documents, as applicable.

9. Evaluation and Selection

Applications will be evaluated in accordance with the approved procurement policies and procedures of SIDS Nepal. The assessment may consider relevant qualifications, experience in cooperative policy and procedure development, understanding of the assignment, technical approach, work plan and financial proposal.

The final evaluation criteria and selection method will be specified in the approved Terms of Reference or procurement document.

10. Submission Procedure

Interested applicants should submit their application documents by 28th October, 2026 to:

Email: sidsnepal036@gmail.com

Subject Line: EOI, Consultancy for Review and Revision of Cooperative Working Procedures

For further information, interested applicants may contact SIDS Nepal at the official contact details provided in the published notice.

SIDS Nepal reserves the right to accept or reject any or all applications in accordance with its applicable procurement policies and procedures.

SIDS Nepal

Sindhuli, Nepal