Terms of Reference for Technical Service Provider for Designing, Implementing and Evaluating Multi-hazards Preparedness and Response Programme

Oxfam in Nepal

Terms of Reference for Technical Service Provider for Designing, Implementing and Evaluating Multi-hazards Preparedness and Response 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 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 new Country Strategy (2020-2025), Oxfam has been working in three inter-connected thematic sectors; 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 such as earthquake, floods, landslides, fire, cold wave etc. 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. COVID-19 has disproportionately impacted the most marginalised groups’ income, food security and livelihoods and health among others. 

Special note to the bidders: This is Pre-bidding process. The CONTRACT will be awarded to the selected consultant only if the project is funded to OXFAM. 

Objectives and Scope of the Assignment 

The main objective of this consultancy is to receive technical and expert services on disaster risk reduction and management (DRRM) from technical and research institutions who are working and piloting initiatives on DRRM, especially on floods and landslides. Upon selection, the institution will provide the following services 

• Leading and providing technical inputs, ideas, suggesting innovations, and sharing best practices on overall disaster preparedness and response with a focus on landslides and floods during project design phase 
• Leading the implementation of technical component, which includes but not limited to train the partners, piloting and upscaling innovations and sharing learnings 
• Participating in review, reflection, and planning processes 

The geographical scope of this work in limited to Sudur Paschim province of Nepal. 

Expected outputs 

The institution will work jointly with Oxfam and district-based implementing NGO teams to produce the following outputs:

• Technical inputs to develop disaster preparedness and response project with a focus on landslides and floods incorporating emerging issues of early warnings in landslides, anticipatory actions, and shock responsive social protection (during design phase)  
• Implementation of technical part of the project in partnership with local NGOs. For this the institution should have required human resources, implementation plan, tools, guidelines, models and budgets required for implementation 
• Monitoring and evaluation reports
• Methodology for lessons documentation 

The output 2 to 4 will be realized or produced after project is successful. 

Management Responsibility

The head programme and partnership of the Oxfam will be the reporting officer for this assignment. 

Detail Budget and Terms of Payment 

The consulting company should submit a standard financial proposal for this task. The financial proposal should include cost for human resources, travel/transportation, meeting and training expenses, tools and equipment if any. The disposal and hand-over of assets will be done as per donor’s and/or Oxfam’s requirements. 

The terms of payment will be discussed at the time of signing contract considering compliances. 

Tentative Work Plan 

The project design phase has been just started. Oxfam wants to include the technical partner from the beginning of the design phase. The expected starting date of this service will be around mid of February 2022. The end date will be determined during design phase but will not go beyond project end date. 

Profile of the Firm/Consultant 

This task will be carried out by an experienced and qualified firm. The firm will be selected through a competitive and transparent process. Required experiences, and competencies of the firms should include: 

• An organizational profile mentioning key personnel involved and experiences of related works 
• Report of latest works 
• References 

Documents for Submission

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

• A technical proposal including
  • Description of how your firm’s experience matches the TOR requirements,
  • 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 
• VAT Registration Certificate
• Company Registration Certificate
• Tax Clearance Certificate 2077/78

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 February 2022 before 5 pm via mail to consultancy_nepal@oxfam.org.uk, clearly mentioning the title of assignment in the email subject line “Technical Service Provider for Designing, Implementing and Evaluating Multi-hazards Preparedness and Response Programme” and not exceeding 15 MB.