Rapid Need Assessment & Proposal Development support for a Disaster Preparedness Programme

Oxfam in Nepal

Resilience and Climate Justice Theme

Terms of Reference for Rapid Need Assessment & Proposal Development support for a Disaster Preparedness Programme 

Background

Oxfam is a global movement of people who are fighting inequality to end poverty and injustices. Across regions, from local to global, Oxfam works with people to bring change that lasts. Our work is grounded in the commitment to the universality of human rights. Driven by diversity and rooted in evidence and experience, we take sides against poverty and injustices everywhere. Feminist approaches guide all our analysis, actions, and interactions. 

Oxfam has been working in Nepal for over 40 years to support the Government of Nepal with the vision to create a just society without poverty; a society in which all women and men live a life of dignity, enjoy their rights and assume their responsibilities as active citizens of Nepal. Through different programs, it aims to provide people with livelihood opportunities, ensuring that development-related activities are demand driven and sustainable and that the most vulnerable are empowered to claim their rights. As defined by the Country Strategy (2020-2025), Oxfam has been working in three inter-connected thematic sectors in Nepal; 1) Gender Justice, 2) Resilience and Climate Justice and 3) Water Governance. By working in these sectors, Oxfam aims to provide people with opportunities to reduce poverty, vulnerability and inequality, ensuring that development-related activities are gender sensitive, socially inclusive, demand driven and sustainable, and that the most vulnerable are empowered to claim their rights. Oxfam works in close coordination with national and local governments and civil society organizations to support marginalized, socially excluded and economically poor communities. 

Due to its topography, Nepal is highly vulnerable to different type of disasters. The impacts of these disasters are further accelerated by unplanned settlements, population growth, weak public service provision and infrastructure, lack of regulatory standards, and low literacy rates. Further, COVID-19 has disproportionately impacted the most marginalised groups’ income, food security and livelihoods and health among others. 

Objectives and Scope of the Assignment 

Oxfam is seeking for a consultancy for an anticipated call on disaster preparedness and risk informed approach. The main objective of this consultancy is to conduct a rapid need assessment of communities, people’s institutions, and governments with respect to risk informed approach, disaster preparedness, urban preparedness   and provide inputs for proposal writing. The area of study and specific objectives will be discussed and can be redefined during outlining of work plan.

The specific objectives are as follows:

• To identify and understand climatic and environmental risks in the study areas
• To identify and map existing preparedness measures in the study areas 
• To identify opportunities to link anticipatory actions and shock responsive social protection in disaster risk reduction and management 
• To identify vulnerabilities and capacities for different gender, age, disability, and relevant diversity groups for mainstreaming them in preparedness  
• To provide inputs on proposal writing 

Methodology

The following methods are suggested however consultant is requested to propose innovative methods and/or can further elaborate the methods. 

• Desk review-review of plan, policies, acts, and guidelines related to DRRM of federal, provincial, and local governments 
• Key informant interview with government, non-government and private sector stakeholders working disaster preparedness and response
• Focus group discussion with CDMC, CBOS and communities of affected areas 
• Discussion with Oxfam and its partners working on preparedness and response 

Tasks, Deliverables and Suggested Timeline for the Consultant

The final report should be submitted as per Oxfam’s template for reporting. 

Management Responsibility

The thematic lead for resilience and climate justice will be the reporting officer for this assignment. Oxfam and its partners will be liable only for facilitation and coordination at project/programme level. The entire work/task must be carried out by consultancy firm/consultant in coordination with Oxfam and its partners. 

Detail Budget and Terms of Payment 

Terms of payment: 30% of the total agreed amount will be provided upon signing of contract and 70% will be paid after submission of final report and upon satisfaction of budget holder/reporting officer. 

Tentative Work Plan 

The consultancy will be for 30 working days tentatively from December to February. An estimated 23 person-days in December 2022/early January 2023 are required for need assessment and 7 person-days in the same period for proposal write-up. Upon award, consultant is required to submit a work plan that must cover at least cover 10 to 12 person-days in the field consultations with local stakeholders, partners, and beneficiaries. Oxfam requires time-sheet from the consultants or whosoever involved in the assignment. 

Profile of the Firm/Consultant 

This consultancy will be carried out by an experienced and qualified consultant/firm. We are ideally looking for a lead consultant, who led the whole process and a facilitator, who support the lead consultant during field work. The consultant/firm will be selected through a competitive and transparent process. Required experiences, academic qualifications, and competencies of the firms and/or the consultant should include: 

• At least a master’s degree in disaster management related subjects with in-depth knowledge on contemporary and emerging national and international issues on DRRM
• Proven experiences on conducting field level consultations, interviews, and facilitation with diverse stakeholders through using qualitative and quantitative methods as required
• Good report writing skills in English

Documents for Submission

Interested consulting firm or individuals can apply by submitting the following: 

• A technical proposal including (maximum 5 pages)
  • Your understanding of the assignment
  • Proposed methodology and work plan
• A financial proposal: should include a detailed budget sheet with breakdowns
• CV of lead consultant or consultants 
• Profile of the consultancy firm 
• Company registration certificate and renewal
• VAT registration certificate
• Latest tax clearance certificate 2078/79
• Contact detail (Name, designation, organization, email ID and phone no.) of 2 referees for similar work

Proposal Review/Scoring criteria

The proposals will be scored on the following criteria:

Ethical Considerations

The Consultant will be required to take all the necessary actions to handle the collected data responsibly (see Oxfam Responsible Data Policy) to ensure data privacy, anonymity, and confidentiality.

The data collection and the survey(s) should include an effective informed consent form that seeks consent from respondents after being informed on the purpose of this data collection, how the data will be stored, used, who will have access to the information, and they have to right to remove themselves from the survey at any point in time. A contact number should be communicated to them to do so. The informed consent should be obtained after providing this information in a concise and clear manner and in the most adequate language.

Our Commitment to Safeguarding 

Oxfam is committed to safeguarding and promoting the welfare of children, young people and adults and expects all staff, consultants, volunteers to share this commitment. We will do everything possible to ensure that only those who are suitable to work within our values are selected to work for us.  

Confidentiality/ Non-Disclosure 

All material issued in connection with this ToR shall remain the property of Oxfam and shall be used only for the purpose of this procurement exercise. All information provided shall be either returned to Oxfam or securely destroyed by unsuccessful applicants at the conclusion of the procurement exercise. 

During the performance of the assignment or at any time after expiry or termination of the Agreement, the Consultant shall not disclose to any person or otherwise make use of any confidential information which s/he has obtained or may in the course of this agreement relating to partner organization/Oxfam, the respondents or otherwise. 

The consultant will be required to sign a non-disclosure / confidentiality agreement as part of their undertaking of this work.  

Intellectual Property, Copyright and Ownership 

Oxfam shall retain all reference materials provided as background used by the Consultant in the delivery of this assignment.  All arising intellectual property, ideas, materials, processes, or processes formed in contemplation, course of, or as result of this work shall be passed to Oxfam without restriction. 

Copyright of all arising documents, data, information, or reports produced by the Consultant under this agreement shall belong to Oxfam and will be passed to Oxfam without restriction. Such documents, data, information, and reports shall not be used by the Consultant for any other purpose other than in conjunction with this assignment, without the express written permission of Oxfam 

Response

The Consulting VAT Registered Firm should submit the technical and financial proposal to Oxfam by 7 December 2022 before 5 pm via mail to consultancy_nepal@oxfam.org.uk, clearly mentioning the title of assignment in the email subject line “Rapid Need Assessment & Proposal Development ” and not exceeding 15 MB