Terms of Reference for consultants

TITLE: Consultants – Embedded Environmental Sensing & LED Display (ESP8266/ESP32)

YOUTH INNOVATION LAB

Youth Innovation Lab (YI-Lab) is a not-for-profit civic tech company that works at the intersection of emerging cutting-edge technological tools and their applications by equipping young professionals to solve emerging challenges in our community. YI-Lab’s mission statement is, ‘to engage young people to bridge science to people and policy through innovation’. YI-Lab harnesses indigenous knowledge, citizen science approach, develops low-cost technological solutions, promotes open data, promotes entrepreneurship, and conducts evidence-based advocacy campaigns. YI-Lab provides a conducive environment for young people to co-create solutions for inclusive development.

PROJECT BACKGROUND

RAIN has been designed to support and contribute to the overarching early action and climate resilience aims of the British Embassy Kathmandu’s (BEK) Resilience, Adaptation and Inclusion in Nepal (RAIN) program. RAIN, funded by the Foreign, Commonwealth and Development Office (FCDO), is led by People in Need (PIN), co-led by DanChurchAid (DCA), and implemented by a consortium of partners, including Local Initiatives for Biodiversity, Research and Development (LI-BIRD), Community Self-Reliance Centre (CSRC), Youth Innovation Lab (YI-Lab), and Prerana, with technical support from the Red Cross Red Crescent Climate Centre (RCCC) and the United Kingdom Meteorological Office (UK Met Office).

The RAIN project aims to bring significant value and sustainable scale-up to the RAIN program, particularly by reaching the most vulnerable and marginalized communities at risk of multiple hazards. To achieve this, RAIN employs evidence-based approaches tailored to local contexts, promoting systemic resilience building through localization, inclusion, and strategic mobilisation of government fiscal resources for climate adaptation. Its two core outcomes focus on 1) enhancing community resilience, and 2) strengthening sub-national government systems for early warning (EW), early action (EA), and adaptation, in line with NDRRMA’s strategic goals and key national frameworks including the National Disaster Risk Financing Strategy (2020), the DRR Policy (2018), and the National Strategic Plan for Action (2018–2030).

RAIN is grounded in long-term, equitable partnerships between international, national, and local organizations, combining technical expertise with deep contextual knowledge. The project will work directly with 35 +grassroots Community-Based Organizations (CBOs) representing marginalized populations in 11 local governments across two provinces in year 1. These CBOs will receive training and sub-grants to actively co-design and implement EW, EA, and adaptation actions in their communities. Together with thematic leads, RAIN Technical Assistance (TA), and other stakeholders, they will also work to hold local and provincial governments accountable while helping unlock public funding for inclusive climate resilience measures. Central to RAIN is the use of science, technology, innovation, and proven best practices to strengthen multi-hazard EWS at the sub-national level, enhance access to risk information for the most at-risk groups, and improve data-driven, inclusive planning and coordination. The insights generated will directly inform DRR and anticipatory action policy frameworks, ensuring that localized, inclusive, and gender-responsive strategies are embedded into government systems and sustained through national fiscal mechanisms.

Youth Innovation Lab (YI-Lab) is a technical partner of RAIN, leading the integration of digital innovation, youth engagement, and risk communication. YI-Lab is responsible for the localization and expansion of the Bipad, enabling local governments and communities to access and use real-time, multi-hazard risk data for timely decision-making. It also leads inclusive communication strategies, such as the use of art, and storytelling, to ensure early warning information is understandable and accessible to all, including youth, women, and marginalized communities. By engaging youth networks and CBOs, YI-Lab empowers young people to actively participate in the design and implementation of early warning, early action, and climate adaptation activities, fostering a generation of climate-resilient leaders and bridging the gap between data, technology, and community act

Sensor unit: ESP8266 running open-source Sensor.Community firmware;

 Sensor selected: SDS011 (PM2.5/PM10), DHT22 (temperature/humidity),     BMP180 (pressure).

• Data flow: Sensor data posted to Sensor.Community; our backend periodically fetches/normalizes data.
• Public display: ESP32 fetches backend data and directly drives a single-color P10 (HUB12) LED matrix (3 panels wide × 2 panels high; ~3 ft × 1.5 ft).
• Hardware: First-revision single-layer PCB fabricated and tested; enclosure trials completed (10×10 junction box with openings for sensors/USB).

We are now seeking consultants to harden the system for field deployment, finalize production files, and establish maintainable operations.

OBJECTIVE OF THE ASSIGNMENT

Deliver a production-ready sensor unit, robust firmware, refined hardware and enclosure, reliable data pipeline, documentation, installation in the field, and training to the project team regarding the sensor. 

SCOPE OF WORK

A. System Architecture & Roadmap

• Review existing design (ESP8266 sensor node, Sensor.Community integration, backend fetcher, ESP32 LED controller)
• Propose Version-1 production architecture, and rollout plan.

B. Device Firmware (ESP8266 / ESP32)

• ESP8266 (Sensor.Community baseline): configuration strategy, resilience (watchdog, retries)
• ESP32 LED controller: FreeRTOS task design, HUB12 driving and buffering, brightness control, power-on self-test, OTA update mechanism, offline fallback content.

C. Hardware & Enclosure

• PCB R2 for manufacturability and test protection, connectors for HUB12, power regulation, test points.
• Complete manufacturing files (schematics, layout source, Gerbers, BoM with assembly drawings).
• Enclosure refinements: airflow for SDS011/DHT22, splash resistance, cable glands/strain relief, mounting and safety.

D. Data & Backend

• Lightweight service to fetch and cache Sensor.Community data for our device IDs; normalize units; basic QA/QC; simple API for displays.
• Rate-limiting, retries, and error handling; dev/test/prod configuration and deployment guide.

E. LED Content & UX

• Design data layouts (e.g., rotating lines: PM2.5/PM10, temperature, humidity, pressure), units/labels, alert thresholds, and scheduling.
• Remote configuration approach for content and endpoints.

F. Field Pilot & Operations

• Pilot plan, site readiness checklist (Wi-Fi, power, placement), acceptance testing, and maintenance schedule.
• SOPs: installation, cleaning checks, troubleshooting, repair process.

G. Documentation, Training & Handover

• Repository structure and READMEs; installation/operations manuals
• Training sessions and materials for the project team

KEY DELIVERABLES

1. Approved System Architecture & Implementation Plan.

2. Production-ready firmware: ESP32 LED controller and ESP8266 configuration guidance compatible with Sensor.Community.

3. Hardware package: updated PCB sources, Gerbers, BoM, assembly drawings, and test-jig instructions.

4. Backend (code + docs) to fetch/cache Sensor.Community data and expose API to displays.

5. Training materials and delivery report.

6. Final Handover: code/design, documentation, and knowledge-transfer report.

Consultants required 

Backend Developer (Django, DRF, GIS)

Required Qualifications

• Bachelor's degree in Computer science, Engineering, or related field.
• 3+ years of experience in Django, Django REST Framework (DRF).
• Proficient with Python scripting and libraries (Pandas, NumPy, etc.).
• Experience with PostgreSQL, PostGIS, and Redis.
• Experience with Celery for task queues.
• Docker & Docker Compose expertise.
• Ubuntu/Linux Server (Nginx, Bash, Certbot, Systemd).
• Familiarity with APIs, system integrations, and multiple architectures.
• Strong debugging, testing, and system optimization skills.
• Excellent communication and leadership skills.

Key Responsibilities

• Design and implement a lightweight backend service to fetch, cache, and normalize Sensor.Community data for YI-Lab devices.
• Develop RESTful APIs to serve environmental data to ESP32 LED controllers and dashboards.
• Implement rate limiting, retries, logging, and error-handling mechanisms for stable data flow.
• Design database schemas (PostgreSQL/PostGIS) for storing, analyzing, and visualizing sensor data.
• Integrate geospatial services (GeoDjango, QGIS/GeoServer) for spatial data queries and mapping.
• Build Celery-based task queues for periodic data fetching and processing.
• Containerize backend services with Docker and manage deployments
• Configure and optimize production servers (Linux/Nginx, SSL, monitoring, scaling strategies).
• Conduct performance and security audits; ensure robust system uptime for public-facing services.
• Support pilot deployments: conduct field installations, diagnostics, and troubleshooting.
• Document backend architecture, deployment steps, and provide training to YI-Lab staff for long-term maintainability.

To Apply

We highly encourage all interested applicants, especially youth and young professionals and candidates from discriminated groups (women, Dalit, Janajati, Madhesi/Terai, and other minority communities) to apply. 

We are having interviews on a rolling basis and encourage interested candidates to apply as soon as possible. Only shortlisted candidates will be called for an interview

Deadline for Submission updated: 30 August 2025

To apply: Job Detail | Youth Innovation Lab 

Hardware Developer

Required Qualifications

• Bachelor’s degree in Electronics/Computer Engineering, or equivalent experience.
• More than three years of experience in embedded systems with ESP32/ESP8266, FreeRTOS/Arduino, and robust Wi-Fi networking.
• Hands-on experience driving LED matrix displays (P10/HUB12 or equivalent).
• End-to-end hardware delivery to production (BoM optimization, and vendor coordination).
• Building small backend/data services and integrating RESTful APIs.
• Field deployments: installation SOPs, diagnostics, remote support, and log-based troubleshooting.
• C/C++ (Arduino/ESP-IDF), OTA update design, watchdogs, task concurrency.
• PCB CAD (KiCad), lab instrumentation, EMI/ESD protection, power budgeting.
• Python for data fetchers/APIs; Git.
• Clear technical documentation; training delivery.
• Air-quality sensing experience (SDS011/Plantower/optical dust); basic calibration/QA methods.
• Experience with community deployments and youth-focused civic tech in Nepal.

Key Responsibilities

• Refine firmware for ESP8266 and ESP32 devices, ensuring reliability, watchdog mechanisms, OTA updates, and fault tolerance.
• Develop FreeRTOS task scheduling and buffering for HUB12/P10 LED matrices with brightness control.
• Design, test, and iterate PCB (R2) for manufacturability, protection, and ease of testing.
• Ensure enclosure integration: airflow optimization for sensors, splash resistance, cable management, and safe mounting.
• Coordinate with fabricators for PCB manufacturing, assembly, and quality assurance.
• Integrate devices with backend services, ensuring proper API communication and data synchronization.
• Support pilot deployments: conduct field installations, diagnostics, and troubleshooting.
• Document system design, firmware, and hardware integration; train the YI-Lab team on operations and maintenance.
• Provide technical guidance on scaling, manufacturability, and cost optimization.

To Apply

We highly encourage all interested applicants, especially youth and young professionals and candidates from discriminated groups (women, Dalit, Janajati, Madhesi/Terai, and other minority communities) to apply. 

We are having interviews on a rolling basis and encourage interested candidates to apply as soon as possible. Only shortlisted candidates will be called for an interview

Deadline for Submission updated: 30 August 2025

To apply: Job Detail | Youth Innovation Lab

Hardware Assembler

Required Qualifications

• Diploma or Bachelor’s degree in Electrical/Electronics, Industrial Design, or equivalent vocational/technical training.
• Minimum 2 years of experience in electronics hardware fabrication, prototyping, and small-batch production.
• Proficient with PCB assembly (SMD and through-hole), soldering, wiring, and harnessing.
• Experience with enclosure modification (junction boxes, cable glands, waterproofing, airflow optimization).
• Familiarity with lab tools (multimeter, oscilloscope, power supply, crimping, 3D printing/CNC tools).
• Understanding of EMI/ESD safety and basic electrical standards for low-voltage systems.
• Ability to follow schematics, assembly drawings, and BoM.
• Previous work on IoT devices, sensor housings, or LED signage systems preferred.

Key Responsibilities

• Assemble and test PCB boards (ESP8266/ESP32 controllers, sensor        modules, LED drivers) according to provided designs.
• Fabricate and fit enclosures ensuring airflow, splash resistance, safety, and durability.
• Wire and connect LED matrix panels (HUB12/P10) with stable power delivery and strain relief.
• Conduct QA testing on assembled units, verifying electrical safety and sensor accuracy.
• Prepare small-batch production runs: organize components, manage inventory, and coordinate with vendors.
• Support field deployment by preparing installation kits (mounts, connectors, cables, glands).
• Maintain assembly and test logs; provide feedback to hardware   developers for design improvements.
• Support pilot deployments: conduct field installations, diagnostics, and troubleshooting.
• Train project staff on basic maintenance, cleaning, and part replacement.

To Apply

We highly encourage all interested applicants, especially youth and young professionals and candidates from discriminated groups (women, Dalit, Janajati, Madhesi/Terai, and other minority communities) to apply. 

We are having interviews on a rolling basis and encourage interested candidates to apply as soon as possible. Only shortlisted candidates will be called for an interview

Deadline for Submission updated: 30 August 2025

To apply: Job Detail | Youth Innovation Lab

INTELLECTUAL PROPERTY & OPEN SOURCE

All outputs (code, designs, documentation) produced under this contract will be owned by YI-Lab. YI-Lab intends to release components under an open-source license; contributors must follow repository and documentation standards.

EVALUATION CRITERIA

• Technical: Relevant experience & portfolio - 70%
• Financial – 30%

For clarifications: info@youthinnovationlab.org