Developing Standard Operating Procedures (SoPs) for Early Warning System, Disaster Response, and Anticipatory Actions for “SaSa” Project

Terms of Reference

Developing Standard Operating Procedures (SoPs) for Early Warning System, Disaster Response, and Anticipatory Actions

1. Background                                                                                                                               

The Institute of Himalayan Risk Reduction (IHRR) is committed to sustainability through risk assessment and innovative Disaster Risk Reduction and Management (DRRM). IHRR develops cost-effective solutions, bridges policy-implementation gaps via advocacy, and enhances capacities using science, technology, and local resources. With a multi-hazard, interdisciplinary approach, it fosters stakeholder collaboration for resilient solutions.

The SaSA Project, funded by CARE Nepal and implemented by the Institute of Himalayan Risk Reduction (IHRR) and Campaign Nepal, seeks to build resilience in vulnerable communities of Durga Bhagwati Rural Municipality and Rajdevi Municipality by strengthening forecasting, early warning systems, and preparatory actions under women’s leadership. It enhances the capacity of women and women-led organizations, selects and trains disaster response volunteers, and promotes women’s leadership in anticipatory mechanisms. The initiative also raises awareness among government decision-makers and gender-based violence service providers to integrate inclusive early warning actions while advocating for resource utilization. This effort fosters inclusive disaster preparedness and sustainable resilience through gender-sensitive collaboration.

    2. Purpose / Project Description                                                                                                       

The purpose of this assignment is to develop rapid yet comprehensive Standard Operating Procedures (SoPs) for Early Warning Systems, disaster response, and anticipatory actions. The project seeks to establish clear, actionable guidelines that will empower local authorities and communities to respond more effectively and proactively to potential disasters, thereby reducing vulnerabilities and minimizing losses. This initiative is crucial for building resilient communities within Durga Bhagwati Rural Municipality and Rajdevi Municipality.

Rautahat district, situated in Nepal’s Terai region, is among the country’s most flood-prone areas due to its low-lying geography and the presence of major rivers such as the Bagmati, Lalbakaiya, Chandi, and Jhaj. The Durga Bhagwati Rural Municipality and Rajdevi Municipality within Rautahat frequently experience flooding from the Bagmati and Jhanj rivers. The region’s flat topography, coupled with intense monsoon rainfall, weak embankments, and shifting river courses, results in frequent and severe floods that inundate homes, farmlands, and critical infrastructure such as schools, health centers, and roads. This recurrent inundation causes substantial damage to homes, infrastructure, and the ways people earn a living. Vulnerable populations, including women, children, low-income households, and marginalized caste groups, face disproportionate impacts, experiencing displacement, loss of income, food insecurity, and limited access to essential services during flood events.

This Terms of Reference (ToR) outlines the scope, objectives, methodology, deliverables, and timeline for developing integrated and context-specific SOPs for Early Warning, Anticipatory Action, and Disaster Response tailored to both municipalities.

       3. Objectives

The primary objective of this assignment is to develop comprehensive, localized, and actionable Standard Operating Procedures (SoPs) for Early Warning Systems, disaster response, and anticipatory actions specifically tailored for Durga Bhagwati Rural Municipality and Rajdevi Municipality. More precisely, the consultant will aim to:

1. Establish standardized processes for the effective functioning of Early Warning Systems, ensuring timely dissemination of alerts and information.

2. Define clear roles, responsibilities, and coordination mechanisms for all stakeholders involved in disaster response operations.

3. Develop precise triggers and actions for anticipatory measures, enabling proactive interventions before the full onset of a predicted hazard.

4. Integrate existing local practices and community-specific needs into the SoPs, ensuring their relevance and applicability.

5. Strengthen the capacity of local government and community structures to implement and utilize the developed SoPs effectively.

   
   

   4. Scope of work

The geographical scope of the work will be Durga Bhagwati Rural Municipality and Rajdevi Municipality in Rautahat District, Madhesh Province, Nepal. The consultant will be responsible for the following tasks and deliverables:

Phase 1: Inception and Desk Review

This initial phase involves an inception meeting with the IHRR project team and municipal focal points to finalize the work plan, methodology, and key timelines. Following this, the consultant will conduct a comprehensive desk review of national policies, local plans, and any existing SOPs related to EWS, disaster response, and anticipatory actions in Nepal, specifically assessing any available documents for the target municipalities. Based on this review, critical gaps in existing procedures and capacities that the new SoPs need to address will be identified.

Phase 2: Data Collection and Consultation

In this phase, the consultant will develop a comprehensive list of key stakeholders in both municipalities (including local government officials, ward representatives, disaster management committees, community leaders, women's groups, youth groups, and vulnerable populations) and a plan for their engagement. The consultant will then organize and facilitate consultations, including focused group discussions (FGDs) and key informant interviews (KIIs), with these identified stakeholders in both Durga Bhagwati Rural Municipality and Rajdevi Municipality. The purpose of these consultations is to gather inputs on current practices and challenges in EWS and disaster response, needs, expectations, and context-specific triggers for anticipatory actions, and local knowledge, resources, and capacities relevant to disaster management. Finally, the qualitative data collected from consultations will be analyzed, and a comprehensive report on gap identification and consultation findings will be prepared.

Phase 3: Draft SOP Development 

Building on the findings from Phase 1 and 2, this phase focuses on developing comprehensive draft SoPs for Early Warning System, Disaster Response, and Anticipatory Actions for both Durga Bhagwati Rural Municipality and Rajdevi Municipality. These SoPs should clearly delineate organizational structures, roles, and responsibilities at different levels (municipal, ward, community), establish detailed communication protocols for alert dissemination and information flow, define specific triggers for activation of response and anticipatory actions, outline step-by-step procedures for major disaster scenarios (e.g., floods), and propose mechanisms for resource mobilization and coordination, along with monitoring and evaluation frameworks for the SoPs.

Phase 4: Validation and Finalization

The final phase involves organizing and facilitating a validation workshop in Rautahat District. This workshop will bring together key stakeholders (including municipal officials, NGO representatives, and community leaders) to present the draft SoPs, solicit feedback, and ensure their practicality and local ownership. The consultant will then integrate all relevant feedback received during the validation workshop into the draft SoPs. The assignment will conclude with the final submission of the high-quality, validated Standard Operating Procedures (SoPs) for both municipalities.

        5. Methodology

The consultant is expected to adopt a robust, participatory, and collaborative methodology to ensure the relevance, effectiveness, practicality, and local ownership of the developed SoPs. This methodology should include, but not be limited to:

• Desk Review and Gap Analysis: This phase involves reviewing national and local policies, SOPs, and planning frameworks related to disaster risk reduction and management. Key documents such as the Disaster Risk Reduction and Management Act (2017), LDCRPs, existing municipal plans, and previous disaster assessments will be analyzed. The consultant will map the institutional landscape and identify technical, procedural, and operational gaps. Findings will be compiled into a concise Gap Analysis Report.

• Stakeholder Consultation and Input Collection: Structured consultations will be conducted with key stakeholders including Local Disaster Management Committees (LDMCs), ward-level officials, community-based disaster management committees (CDMCs), women’s groups, youth, persons with disabilities, and marginalized communities. These consultations will gather perspectives on hazards, existing practices, thresholds for action, communication preferences, and coordination challenges. The process will also identify potential early action triggers and culturally appropriate practices.

• Drafting of SOPs: Drawing from the analysis and consultation outcomes, the consultant will prepare a draft SOP document that integrates Early Warning, Anticipatory Actions, and Response protocols. The draft will clearly define local triggers (e.g., rainfall thresholds, flood warnings), assigned roles, action timelines, communication channels, and coordination structures. SOPs will be structured by operational phase (before, during, after disaster) and by sector (e.g., WASH, health, shelter, logistics). Gender Equality and Social Inclusion (GESI) considerations will be mainstreamed.

• Validation and Finalization: The draft SOP will be presented at a joint validation workshop involving municipal officials and community stakeholders. Feedback and suggestions will be incorporated to finalize the document. The final SOP will be submitted in both Nepali and English, formatted for practical use, and include annexes such as contact directories, communication flowcharts, and institutional sign-off formats.

  
  6. Key Deliverables

The consultant will be required to submit the following deliverables:

• Inception Report with detailed methodology and consultation plan

• Documentation of stakeholder consultations

• Draft SOP document (Nepali and English)

• Validation Workshop Report

• Final SOP Document with annexes

  
  7. Duration and time frame

The duration of this assignment will be around 5 weeks, with a total working days of 15 days tasks structured for rapid delivery:

Inception and Desk review: Week 1

Data Collection and consultation: Week 2 and 3

Draft SOP Development: Week 3 and 4

Validation and Finalization: Week 5

Note: Tasks may overlap to maximize efficiency.

        8. Budget and Payment Terms

The consultant will submit a detailed financial proposal including the expert fees.

The travel cost, accommodation cost, Workshop and CDMC Meeting costs will be covered by IHRR.

9. Method of Submission

All deliverables can be submitted online (soft copy) or hard copy formats.

        10. Eligibility

This opportunity is primarily open to individual consultants.

        11. Consultant Selection Process

The selection of the consultant will be based on technical and financial proposals. Interested candidates will be evaluated based on their experience, proposed methodology, and team composition. The evaluation committee will consider the quality and relevance of past assignments in hydro-climatic hazard mapping and disaster risk management. Proposals will be evaluated with 80% weightage for the technical proposal, including the team's approach and qualifications, and 20% for the financial proposal. The consultant with the best value offer, balancing quality and cost, will be selected for the assignment.

        12.  Proposal Submission Details 

Interested individual consultants are requested to submit technical and financial proposals via email or hardcopy formats. The proposal must include the following:  

• Signed cover letter

• Technical and financial proposal

• Signed CVs of individual

  
  13.  Mode of Payment  

The payment will be made as per IHRR norms and upon submissions of satisfactory deliverables. Note that payments are subject to tax deduction as per prevailing government rules. The payment will be made in installments based on the satisfactory submission of deliverables. Mode of installment will be as follows: 

• 30% upon submission and acceptance of the Inception Report on Gap Identification and Consultation Findings (within the first week of the assignment).

• 40% upon submission of Progress report (within 3 weeks of the assignment)

• 30% upon final submission and acceptance of the complete and validated SOPs (Final week).