Flood Hazard Mapping for Durga Bhagwati Rural Municipality and Rajdevi Municipality, Rautahat District, Madhesh Province, Nepal.

Terms of Reference

Flood Hazard Mapping for Durga Bhagwati Rural Municipality and Rajdevi Municipality, Rautahat District, Madhesh Province, Nepal.

1. Background  

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. 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. The lack of a robust early warning system (EWS) significantly hinders the ability of communities and local authorities to anticipate and respond to flood risks effectively. 

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.

IHRR, in partnership with CARE Nepal and Campaign Nepal, aims to support women’s voice and leadership in anticipatory action. The Women’s Voice in Leadership and Anticipatory Action, also known as Sajag Samaj (SaSa) project is being implemented in the Durga Bhagwati Rural Municipality and Rajdevi Municipality of Rautahat districts in the Madhesh province. The project seeks to build resilience in vulnerable communities of these areas by strengthening forecasting, Early Warning Systems (EWS), and preparatory actions under women’s leadership.  The project also raises awareness among government decision-makers and gender-based violence service providers to integrate inclusive early warning actions while advocating for resource utilization.

By strengthening an inclusive disaster preparedness and sustainable resilience through gender-sensitive collaboration, Sajag Samaj aims to enhance the capacity of women and women-led organizations, selects and trains disaster response volunteers, and promotes women’s leadership in anticipatory mechanisms. 

2. Purpose / Project Description                                                                                                 

To aid these communities in preparing for and responding to floods, this initiative aims to develop clear and easily understandable flood hazard maps. The flood hazard maps will empower local authorities and residents to comprehend flood risks and implement practical mitigation measures. The maps will serve as a key tool for planning flood risk reduction strategies, such as identifying safe areas for relocation, prioritizing infrastructure improvements, and developing community-based early warning systems. 

This Terms of Reference (ToR) outlines the scope, objectives, methodology, deliverables, and timeline for the flood hazard mapping project. The project focuses on creating maps that identify areas at risk of flooding for different return periods, using a combination of technical modeling and community participation to ensure accuracy and relevance to local needs

3. Objectives

The overall objective of the assignment is to develop flood hazard maps for Durga Bhagwati Rural Municipality and Rajdevi Municipality. The specific objectives are:

1. Produce flood hazard maps showing areas at risk of flooding for 5, 10, and 20, and 100-year return periods.

2. Identify high-risk areas that require immediate attention or further study.

3. Provide recommendations for flood risk management and disaster preparedness.

4. Scope of the Project

The project covers Durga Bhagwati Rural Municipality and Rajdevi Municipality, focusing on flood-prone areas along the Bagmati and Jhanj rivers. Key tasks include:

1. Collecting existing data on topography, hydrology, land use, and past floods from government and other sources.

2. Using simplified hydrological and hydraulic models to simulate flood scenarios for selected return periods.

3. Creating flood hazard maps using Geographic Information System (GIS) tools, integrating flood data with population and infrastructure information.

4. Validating maps with historical flood data to improve accuracy.

5. Preparing a concise report summarizing the methodology, findings, and maps.

5. Methodology

The flood hazard mapping will combine technical approaches, drawing on standard practices used in similar projects in Nepal:

1. Hazard Mapping: Use GIS and remote sensing to analyze existing data, such as Digital Elevation Models (DEMs) and satellite imagery. Simplified hydrological and hydraulic modeling, using tools like HEC-RAS, will simulate flood scenarios for 5, 10, 20, 50 and 100-year return periods. Maps will integrate flood extents with data on population, infrastructure, and land use to highlight high-risk areas.

2. Validation: Cross-check technical maps with historical flood records to enhance accuracy.

3. Ethical Considerations: Ensure community engagement is inclusive, with informed consent and respect for local cultures, prioritizing participation from women, youth, and marginalized groups.

6. Key Deliverables

1. Flood Hazard Maps: Digital and printed maps showing flood-prone areas 5, 10, 20, 50 and 100-year return periods, designed for community and authority use.

2. Project Report: A 10–15-page report detailing the methodology, data sources, findings, and recommendations for using the maps.

3. IEC Materials: Simple guides or handouts explaining how to interpret and use the flood hazard maps.

7. Roles and Responsibilities 

1. Develop the methodology and tools for flood hazard mapping.

2. Prepare relevant maps and hazard inventories.

3. Present the draft report for feedback and revise the final report accordingly.

8. Duration and time frame

The assignment should be completed by May 30, 2025.

Note: Tasks may overlap to maximize efficiency.

9. Budget and Payment Terms

The call is open to individual expert consultant(s) or technical service provider companies. The consultant will submit a detailed financial proposal including:

• Technical proposal

• Financial Proposal [Field visit costs (travel, accommodation, and logistics), Workshop and sub-committee interaction costs.]

The payment will be made in installments based on the satisfactory submission of deliverables.

10.  Consultant Selection Process

The selection of the consultant will be based on technical and financial proposals. Proposals 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 flood hazard mapping and disaster risk management. Proposals will be evaluated with 80% weightage for the technical proposal, including the 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.

11.  Proposal Submission Details 

Interested individuals with PAN or VAT registered technical service providers are requested to submit technical and financial proposals via email by 9 May 2025. (operation.ihrr@gmail.com) or hard copy at IHRR Kopundole Office. Proposal must include following:

For individual consultant: 

• Cover letter 

• Technical proposal

• Financial proposal 

• Signed CV

For service provider companies: 

• Signed (and stamped) cover letter 

• Technical proposal

• Financial proposal 

• Signed CVs of team member(s)

• Organization profile with experience for companies (Not exceeding 2 pages)  

• Organization registration and renewal certificates  

• VAT registration certificate  

• Latest tax clearance and audit report

Mode of Payment  

The payment will be made as per IHRR policy and upon submissions of satisfactory deliverables. Note that payments are subject to tax deduction as per prevailing government rules.