Request for Proposal: Consultancy Services for Interactive Voice Response (IVR) Under Pratibaddha-III_2025

People in Need (PIN) is a non-governmental, non-profit, international organization founded in the Czech Republic in 1992. PIN arrived in Nepal as part of a humanitarian response in 2015 and working to address the needs of marginalized people who live in geographically remote areas of Nepal, people who are from historically marginalized ethnic groups, and those marginalized because of their age and/or gender identity (women and girls).  

PIN invites request for quotation- Consultancy Services for IVR under Pratibaddha .Detailed mentioned in the Terms of Reference(TOR). We would like to request to submit your quotation before/on 21st  August 2025 COB, to PIN through email to  milan.silwal@peopleinneed.net  While submitting your quotation please consider below points:

Required Documents:

• Financial Proposal with clear budget breakdown

• Technical proposal with proven experience, key deliverables, plan of action, and timeline, including field visits.

• Organizational Profile which reflects CV of focal person and Key team members

• Relevant past experience

• PAN/VAT Certificate

• Company Registration Certificate

• Latest Tax Clearance Certificate 2080/81

 Note: PIN always give priority to competitive cost, quality goods/service, reliable and fair services. If any suppliers try to do undue influence by offering any undue benefit to any PIN staff, in cash, kind or in any others form, automatically disqualify that supplier to get business from PIN. 

Terms of Reference 

Consultancy Services for Interactive Voice Recording (IVR)Services

Introduction

People in Need (PIN) is a non-governmental, non-profit, international organization founded in the Czech Republic in 1992. PIN arrived in Nepal as part of a humanitarian response to the April 25, 2015 earthquake. Since its inception in Nepal, PIN has had a strong role advocating and addressing the needs of vulnerable population affected by disaster including person categories who live in geographically remote areas of the country, historically marginalized ethnic groups, and those marginalized because of their age and/or gender identity. PIN has also supported Nepal's post-earthquake reconstruction efforts ensuring that the most vulnerable people are not left behind with resilience (focused on shelter and resettlement) and education programming. PIN-Nepal is strongly committed to the safeguarding of children and vulnerable adults, including persons with disabilities, in line with its safeguarding framework and child protection policy.

People in Need (PIN) Nepal is implementing Pratibaddha-III project funded by European Union Commission for Humanitarian Aid and Civil Protection which aims is to enhance early action and forecast-based planning in six Local level across Pyuthan, Jajarkot, and Bajhang (2 LG in each district) as well in Barhabise and Bhotekoshi of Sindhupalchowk district in Bagmati Province. The overall objective of this project is to save lives, properties, and livelihoods of people from recurring hazards such as landslides, flashfloods, fire and earthquake. 

Objectives and scope of assignment

The primary objective of this assignment is to support the dissemination of early warning messages through an Interactive Voice Response (IVR) system as a risk communication tool in landslide and flash flood-prone areas. The IVR messaging will be informed by Department of Hydrology and Meteorology (DHM) forecasts and local observations, with the aim of enhancing timely community preparedness in the Pratibaddha III working areas.

Specific Objectives and Deliverables:

• Disseminate IVR messages based on DHM’s 24-hour to 3-day Impact-Based Forecasts (IBF), specifically when the risk matrix indicates levels 6 and 9 (high risk).

• Disseminate IVR alerts triggered by DHM’s Special Bulletins, particularly when red zone (high-risk) alerts are issued in areas (District) covered by the Pratibaddha III project.

• Send IVR alerts when the Department of Hydrology and Meteorology (DHM) issues special bulletins, especially indicating red zone (high-risk) warnings in areas covered by the Pratibaddha III project.

• Disseminate IVR messages related to shock-responsive social protection, landslide, flood, fire, and lightning hazards as relevant.

• Deliver IVR messages 10 to 15 times over the course of the monsoon season, targeting a minimum reach of 15,000 individual message deliveries within the Pratibaddha III working areas.

• Provide a final report at the end of the monsoon season or contract end period, detailing total message reach and summarizing collected feedback and community responses.

The consultant/firm will work in close coordination with the PIN Pratibaddha core team, especially during message development and approval processes, to ensure technical accuracy, contextual relevance, and appropriate tone for at-risk communities.

The firm should have:

●        More than 2 years of experience in IVR messaging

●        Strong background in data security and management.

●        Strong background in IVR system development, recording and reporting

"The number of individuals to be reached with each message at one time will depend on the situation."

A.    Price (40%)

The evaluation result of this criterion equals the following formula: Price A/Price B * criteria weight.

Price A = lowest price from all submitted offers; Price B = actual price offered by the tenderer.

B.  Quality (60%)

The bids will be evaluated by a procurement committee considering the following criteria for a technical proposal. The total marks of the technical evaluation will be 60 whereas the weightage is given below-

The evaluation result of this criterion equals to the following formula: Points B/Points A * criteria weight. Points A = highest points score from all; Points B = actual points score received from committee.

Payment Terms

PIN will provide the consultancy fees in two instalments, the first instalment (40%) will be provided immediately after the signature of the agreement, the second instalment (60%) will be provided after the submission of the final report as mentioned above in objective and Deliverable section. As per GON policy, tax shall be deducted from the contractual amount. The PIN will provide the logistics arrangements as per its policy (i.e. transportation, accommodation, per diems, etc.)

Application procedure

The applications should submit the following documents:

•   Profile of the institution with CVs of key Personnel

•   Technical proposal with proven experience, key deliverables, plan of action, and timeline, including field visits.

•   Financial proposal with clear budget breakdown

•   A copy of the Company Registration certificate (where applicable)

•   A copy of VAT certificate and/or PAN details (obligatory)

•   A copy of tax clearance for the last fiscal year (where applicable)