Terms of Reference (ToR) for 1) Conducting a Bagmati River Basin-Level Simulation Exercise 2) Update the existing Plans and SOPs of the two municipalities

Consultancy for Conducting a Bagmati River Basin-Level Simulation Exercise

Project: Sajag Samaj (SaSA) Phase II

Implementing Organization: IHRR

Location: Rautahat District 

Application Deadline: 26th August, 2026 

1. Background

The Institute of Himalayan Risk Reduction (IHRR), in partnership with CARE Nepal, is implementing the Sajag Samaj (SaSA) Phase II Project in Rautahat District. The project aims to strengthen community resilience, disaster preparedness, anticipatory action, early warning systems and coordinated disaster response, with particular attention to women’s leadership and the participation of at-risk and marginalized communities.

IHRR is seeking a qualified consultant, consulting team or service provider to design, facilitate and evaluate a Bagmati River Basin-level simulation exercise. The exercise will test existing disaster preparedness plans, Standard Operating Procedures (SOPs), early warning systems, flood thresholds and triggers, anticipatory action arrangements, communication mechanisms and institutional coordination systems.

2. Position Summary

IHRR is seeking qualified individual consultant, consulting team or consulting firm to undertake the assignment in Rautahat District from August to September 2026. The selected consultant/service provider should be available to begin the assignment immediately and complete all deliverables within the agreed timeline.

3. Scope of Work 

The selected consultant/service provider will design and facilitate a realistic Bagmati River Basin-level flood and multi-hazard simulation exercise. The assignment will assess the functionality of existing preparedness plans, SOPs, early warning mechanisms, anticipatory action arrangements and vertical and horizontal coordination among government authorities, emergency operation centres, technical agencies, security agencies, community structures and other relevant stakeholders.

4. Key Responsibilities 

• Review existing disaster preparedness plans, SOPs, early warning mechanisms, flood thresholds, triggers and anticipatory action arrangements.
• Consult relevant government authorities, municipalities, Emergency Operation Centres, technical agencies and community stakeholders.
• Develop a realistic Bagmati River Basin flood and multi-hazard simulation scenario.
• Prepare scenario injects, decision points, a Master Scenario Events List (MSEL), facilitation tools and an evaluation framework.
• Orient participants, facilitators, controllers and evaluators.
• Facilitate the approved tabletop and/or agreed functional or field-level simulation exercise.
• Test early warning dissemination, activation of thresholds and triggers, anticipatory actions, emergency response and resource mobilization.
• Assess vertical coordination across different levels of government and horizontal/inter-municipal coordination.
• Conduct post-simulation debriefing and stakeholder validation.
• Prepare the required reports and a prioritized Bagmati River Basin Flood Preparedness and Coordination Improvement Action Plan.

5. Eligibility

Education: Involving Consultant (s) should have Master’s degree in Disaster Risk Management, Emergency Management, Hydrology, Climate Science, Environmental Science, Forestry, Development Studies, Social Sciences or a related field. 

Experience:

• Minimum five years of relevant professional experience in disaster preparedness, emergency response, early warning systems, anticipatory action or simulation exercises.
• Proven experience in designing and facilitating tabletop, functional and/or field-level disaster simulation exercises.
• Experience working with government authorities, local governments, security agencies, humanitarian organizations and community structures.
• Previous experience in flood preparedness, basin-level coordination or similar assignments will be an advantage.

Skills and Other Requirements:

• Strong understanding of Nepal’s disaster risk reduction and management systems.
• Knowledge of flood early warning systems, thresholds and triggers, anticipatory action and emergency coordination.
• Strong facilitation, stakeholder coordination, analysis and technical report-writing skills.
• Ability to integrate gender equality, disability and social inclusion into the assignment.
• Professional proficiency in written and spoken Nepali and English.
• Familiarity with Rautahat District and the Bagmati River Basin will be an advantage.

6. Application Process

Interested consultants, consulting teams or firms must submit the following documents by 26 August 2026:

1. Cover letter;
2. Technical proposal detailing the proposed methodology and work plan;
3. Financial proposal, including all applicable taxes as per Government of Nepal rules;
4. Updated CVs of key personnel; and
5. Samples or evidence of relevant previous assignments.
6. Latest Company Certificate, Tax Clearance and Documents (for consulting firms)

Submission Methods

Interested applicants/firms are requested to apply through either of the following methods:

Email: Send the complete application to operation.ihrr@gmail.com with the subject line:

“Proposal: Bagmati River Basin-Level Simulation Exercise”

OR

Physical submission: Submit the proposal in a sealed envelope to the IHRR Office, Kupondole, Lalitpur.

Detailed Terms of Reference (ToR) for this assignment.

Only shortlisted applicants/firms will be contacted.

Project: Sajag Samaj (SaSA) Phase II
Implementing Organization: Institute of Himalayan Risk Reduction (IHRR)
Funding Agency: CARE Nepal
Location: Rautahat District

1. Background

The Institute of Himalayan Risk Reduction (IHRR), in partnership with CARE Nepal, is implementing the Sajag Samaj (SaSA) Phase II Project in Rautahat District. The project aims to strengthen community resilience to multi-hazard risks by promoting inclusive disaster preparedness, anticipatory action, Early Warning Systems and women’s leadership.

IHRR is seeking a qualified individual consultant, consulting team or firm to update the existing Monsoon Preparedness and Response Plans and Standard Operating Procedures (SOPs) of Durga Bhagwati Rural Municipality and Rajdevi Municipality. The updated documents will align with relevant national frameworks and strengthen local arrangements for anticipatory action, multi-hazard preparedness, Shock-Responsive Social Protection (SRSP), snakebite preparedness and response, and gender-responsive and inclusive disaster risk management.

2. Position Summary

IHRR is seeking one qualified individual consultant, consulting team or consulting firm to undertake the assignment in Durga Bhagwati Rural Municipality and Rajdevi Municipality of Rautahat District. The assignment will commence immediately after contract signing and must be completed within the timeframe agreed in the contract. The selected consultant/team will work closely with IHRR, CARE Nepal, both municipalities and relevant government and community stakeholders.

3. Scope of Work

The consultant/consulting team will review and Update the existing Plans and SOPs of the two municipalities. The assignment will strengthen hazard-specific risk information, thresholds and triggers, Early Warning Systems, anticipatory actions, institutional responsibilities, coordination, resource mobilization and response arrangements.

The updated plans and SOPs must address flood and inundation, drought, heat wave, cold wave, lightning, windstorm, snakebite and other locally relevant hazards. They must also integrate appropriate SRSP mechanisms, Gender Equality, Disability and Social Inclusion (GEDSI), safeguarding, protection and women’s leadership.

4. Key Responsibilities

• Review the existing municipal preparedness and response plans, SOPs, contingency plans and Early Warning System arrangements.
• Review relevant national policies, frameworks, standards, action plans and technical guidance.
• Conduct consultations and field assessments with municipal and ward officials, LDMCs, CDMCs, health facilities, social protection focal persons, women’s groups and community representatives.
• Identify gaps in existing multi-hazard preparedness, anticipatory action, coordination and response arrangements.
• Strengthen hazard-specific thresholds, triggers, early warnings, pre-agreed actions and institutional responsibilities.
• Integrate appropriate Shock-Responsive Social Protection mechanisms into local preparedness and response arrangements.
• Incorporate relevant provisions for snakebite prevention, first response, referral, treatment and health-sector coordination.
• Integrate GEDSI, safeguarding, protection and women’s leadership throughout the updated documents.
• Facilitate validation workshops in both municipalities.
• Finalize the updated plans and SOPs in English and Nepali in editable and print-ready formats.
• Submit an Inception Report, Progress Report and Final Report.

5. Eligibility

Applicants should demonstrate:

• Minimum five years of professional experience in Disaster Risk Management, climate risk management, anticipatory action, preparedness and response planning, SOP development, social protection or related fields.
• Proven experience in developing or updating SOPs, contingency plans, preparedness and response plans or similar operational documents.
• Understanding of Nepal’s disaster risk management governance, national anticipatory action arrangements and monsoon preparedness mechanisms.
• Familiarity with NDRRMA and DHM policies, Early Warning Systems, forecasts and technical advisories.
• Experience or understanding of Shock-Responsive Social Protection will be highly desirable.
• Experience in multi-hazard planning, particularly floods, droughts, heat waves and cold waves.
• Experience in gender-responsive, GEDSI-sensitive and community-based disaster risk management.
• Previous experience working with local governments and community-based disaster management structures in Nepal.
• Strong analytical, facilitation, report-writing and documentation skills.
• Proficiency in written and spoken English and Nepali.
• Understanding of public health preparedness, including snakebite prevention and referral, will be an added advantage.

6. Application Process

Interested individual consultants, consulting teams or firms are requested to submit the following documents by 26 August 2026:

1. Cover letter;
2. Technical proposal, including the proposed methodology and work plan;
3. Financial proposal covering all costs and applicable taxes;
4. CVs of the consultant and/or proposed key personnel; and
5. Samples of relevant previous work.
6. Latest Company Certificate, Tax Clearance and Documents (for consulting firms)

Submission Methods

Interested applicants are requested to apply through either of the following methods:

Email: Send the complete application to operation.ihrr@gmail.com with the subject line:

“Request for Proposal – Updating of Monsoon Preparedness and Response Plans and SOPs”

OR

Physical submission: Submit the proposal in a sealed envelope to the IHRR Office, Kupondole, Lalitpur.

Detailed Terms of Reference (ToR) for this assignment.

Only shortlisted applicants will be contacted.