Request for Proposal on Organizing Watershed-Level Simulation for Testing Inter-Municipal Coordination Mechanism

Request for Proposal on Organizing Watershed-Level Simulation for Testing Inter-Municipal Coordination Mechanism under the Leadership of PEOC/DEOC/DDMC/LEOC

1. Background

The SaSA Project, funded by CARE Nepal and implemented by the Institute of Himalayan Risk Reduction (IHRR) and Campaign Nepal, aims to strengthen anticipatory action systems by promoting women's leadership and voice in disaster preparedness and early warning. In flood-prone areas like Durga Bhagwati Rural Municipality and Rajdevi Municipality of Madhesh Province, it has been difficult to disseminate localized early warning messages to the most at-risk populations, particularly women and marginalized groups.

The project 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.

Given Nepal's high vulnerability to natural hazards, robust inter-municipal coordination within shared watersheds is crucial for effective disaster preparedness and response. This project seeks an organization/company to design, organize, and facilitate a realistic watershed-level simulation exercise to test and refine existing inter-municipal coordination mechanisms, identify strengths and weaknesses, and provide actionable recommendations under the leadership of the PEOC/DEOC/DDMC/LEOC/LDMC. 

2. Purpose

This project seeks to enhance the effectiveness and efficiency of inter-municipal coordination mechanisms for disaster preparedness and response at the watershed level, through a realistic simulation exercise, under the leadership and guidance of the relevant PEOC/DEOC/DDMC/LEOC/LDMC. 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 organizing a watershed-level simulation to test the inter-municipal coordination mechanism under the leadership of DEOC, DDMC, and PEOC, focusing on Early Warning, Anticipatory Action, and Disaster Response across municipalities within the watershed.

3. Objectives

The selected consultant will be responsible for achieving the following specific objectives:

1. Develop a realistic, context-specific simulation scenario and methodology that effectively tests vertical and horizontal (inter-municipal) coordination challenges within a chosen watershed.
2. Prepare and mobilize key stakeholders, including municipal authorities, local disaster committees, and relevant line agencies, for active participation in the simulation.
3. Plan and execute a professional and impactful Tabletop simulation exercise, ensuring active leadership and engagement from the PEOC/DEOC/DDMC/LEOC. Based on this, the CDMC should also carry out the field level simulations for coordinating the preparedness actions.
4. Conduct a thorough evaluation of the simulation, analyzing the performance of coordination mechanisms, identifying gaps, best practices, and lessons learned.
5. Produce a comprehensive report with practical recommendations and facilitate the development of an implementable action plan for improving inter-municipal coordination at the watershed level.

4. Scope of Work

The selected consultant will be responsible for achieving the following specific objectives:

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:

A. Planning and Design: This phase focuses on laying the groundwork for the simulation. It begins with an inception meeting to finalize the work plan, timeline, and communication protocols with the DEOC/DDMC/PEOC and key stakeholders. The consultant will conduct a thorough desk review of existing disaster preparedness plans, legal frameworks, and relevant data, alongside stakeholder consultations to understand current coordination practices and challenges. Dedicated coordination meetings will align all stakeholders on objectives and roles. Based on this, a realistic, multi-hazard, watershed-specific disaster scenario, including "injects," will be developed, emphasizing local risks. The detailed simulation methodology will then be designed, outlining the type of simulation, roles, communication protocols, and evaluation framework. This phase concludes with the submission of an Inception Report and Simulation Design Document (including Injects and Scenarios).

B: Preparation and Capacity Building: This phase focuses on identifying and mobilizing appropriate participants from relevant departments, agencies, local disaster committees, and emergency services in collaboration with the DEOC/DDMC/PEOC and municipalities. Tailored training sessions will be developed and delivered to all participants, covering the simulation objectives, methodology, their specific roles, a review of existing coordination mechanisms and disaster management plans (SOPs), communication protocols, and decision-making processes under stress. Specific briefings will also be conducted for the DEOC/DDMC/PEOC leadership to clarify their roles in leading and overseeing inter-municipal coordination during the simulation. Optionally, but recommended, smaller-scale tabletop drills or communication exercises may be conducted to familiarize participants with the simulation environment and test basic coordination aspects before the main event.

C. Simulation Execution: This phase involves managing all logistical arrangements for the simulation venue, equipment, communication tools, and administrative support. The watershed-level simulation exercise will be conducted according to the approved design, involving all planned activities with participants from various municipalities. A dedicated tabletop session will be organized and conducted in Rautahat as part of the overall simulation or as a key preparatory drill, as determined in the simulation design. The consultant will actively facilitate the simulation, introducing injects as planned, observing participant interactions, decision-making, and communication flows, while ensuring a high degree of realism to effectively test coordination mechanisms. Throughout this phase, active and visible leadership from the DEOC/DDMC/PEOC is crucial.

D. Post-Simulation Analysis and Reporting: This final phase involves immediate debriefing sessions post-simulation to capture initial insights. The consultant will systematically analyze all gathered data, including observations and feedback. A comprehensive draft report will then be prepared, detailing findings, identifying strengths, weaknesses, and lessons learned, and providing preliminary recommendations. This draft will be presented at a validation workshop with key stakeholders for feedback. A dedicated session will then facilitate the development of a concrete, prioritized action plan for improving inter-municipal coordination. The phase concludes with the submission of the high-quality final simulation report and the inter-municipal coordination improvement action plan.

5. Key Deliverables

The consultant will be required to submit the following deliverables:

• Inception Report: Detailing the refined work plan, timeline, and initial understanding of the project.

• Simulation Design Document: Comprehensive document outlining the scenario, methodology, roles, injects, and evaluation framework.

• Training Materials: All presentations, handouts, and exercises used for participant training.

• Simulation Exercise Report (Draft and Final): A detailed report covering the simulation process, findings, analysis, lessons learned, and recommendations.

• Inter-Municipal Coordination Improvement Action Plan: A concrete plan with actionable steps, responsibilities, and timelines for implementation.

• Final Project Report: A comprehensive summary of all project activities, achievements, challenges, and recommendations for future interventions.

All reports must be submitted in both hard and soft copies and in agreed-upon languages.

6. Duration and time frame

The project spans 6 weeks, with tasks structured for rapid delivery starting from 17 July 2025.

Note: Tasks may overlap to maximize efficiency.

7. 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. 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.

8. 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 Proposal

• Financial proposal

• The bidders also must include a copy of their company registration certificate and renewal, VAT registration certificate with the relevant documents, latest tax clearance certificate 2080/81 (according to the law of Nepal), company profile and references.

9. Budget and Payment Terms

The consultant will submit a detailed financial proposal including:

• Expert fees.

• Field visit costs (travel, accommodation, and logistics).

• Events, training and documentation costs.

  
  

10. 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 mentioned mode of installment as follows:

• First installment of 40% upon submission and acceptance of the Inception report cum Initial Stakeholder Consultation Reports/Minutes.
• Second installment of 30% upon final submission and acceptance of the Simulation Exercise Report along with satisfactory execution of predecessor activities and deliveries.
• Final installment of 30% on final project report submission.

11. Procedures of Bid Submission

Interested and eligible bidders are requested to submit their proposal on the basis of above ToR by either

Submitting the sealed quotation/proposal on the basis of attached ToR to IHRR Office Kopundole, Lalitpur Tel: 01-5448938 clearly marking the heading “Request for Proposal on Organizing Watershed-Level Simulation” by 15 July 2025, 17:00 hours.

or,

Email the documents operation.ihrr@gmail.com.

(Both technical and financial proposal can be sent in single email with the following subject line Request for Proposal on Organizing Watershed-Level Simulation) by 15 July 2025, 17:00 hours.

The document must be submitted as a password-protected document. The password should only be shared after the completion of the deadline and upon request from the evaluation team.