Terms of Reference (TOR) for the Consultants in SMART (Spatial Monitoring and Anticipatory Response Technologies) project in the Chaudhar Basin

Background

Kanchanpur district, situated in Nepal’s Sudurpashchim Province, is highly prone to flooding due to its flat Terai topography and the presence of rivers such as the Chaudhar, Mohana, and others. Western Nepal, particularly the Chaudhar River Basin, faces recurring flash floods and climate-induced disasters that severely affect communities in Kanchanpur district. The floods not only damage homes, farmland, and critical infrastructure such as schools, health posts, and roads but also threaten the lives and livelihoods of vulnerable groups including women, children, and marginalized communities. Bedkot Municipality frequently experiences inundation during the monsoon season, leading to damage to homes, agricultural lands, and infrastructure such as schools, health posts, and roads. Vulnerable populations including women, children, and marginalized groups face disproportionate impacts, including displacement, livelihood loss, and food insecurity. The absence of localized flood hazard maps and robust early warning mechanisms hinders the municipality’s capacity to anticipate and respond to flood risks. This project seeks to strengthen community resilience through improved risk knowledge and planning.

The Institute of Himalayan Risk Reduction (IHRR) is dedicated to advancing sustainability through comprehensive risk assessments and innovative approaches to Disaster Risk Reduction and Management (DRRM). It focuses on developing cost-effective solutions, bridging policy and implementation gaps through advocacy, and building capacities by leveraging science, technology, and local resources. With its multi-hazard and interdisciplinary approach, IHRR promotes collaboration among stakeholders to deliver resilient and lasting solutions.

IHRR and NNSWA, in partnership with DanChurchAid (DCA), is implementing the SMART (Spatial Monitoring and Anticipatory Response Technologies) project in the Chaudhar River Basin of Kanchanpur district. The project builds on the partners’ experience in disaster risk reduction and anticipatory action, aiming to strengthen local resilience in highly flood-prone communities. The primary objective of SMART is to enhance early warning and early action systems that reduce the vulnerability of flood-affected populations through the integration of citizen science and digital technologies. By scaling up the DASTAA (Digital and Spatial Technologies for Anticipatory Action) system, the project seeks to ensure timely preparedness and response actions. It also promotes community participation, capacity building, and inclusive engagement, thereby empowering local authorities and at-risk groups to utilize technology-driven solutions for disaster risk reduction and sustainable resilience.

Work Package 1. Flood Hazard Mapping for Bedkot Municipality, Kanchanpur District, Sudurpashchim Province, Nepal.

Purpose: To support communities in better preparing for and responding to floods, this initiative seeks to produce clear and user-friendly flood hazard maps. These maps will enable local authorities and residents to understand flood risks and take practical mitigation measures. They will serve as essential tools for planning flood risk reduction strategies, including identifying safe relocation areas, prioritizing infrastructure development, and strengthening community-based early warning systems.

This Terms of Reference (ToR) sets out the scope, objectives, methodology, deliverables, and timeline for the flood hazard mapping assignment. The project emphasizes developing maps that highlight areas at risk of flooding for various return periods, combining technical modeling with community participation to ensure both accuracy and local relevance.

Objectives

The overall objective of the assignment is to prepare flood hazard maps for Bedkot Municipality. The specific objectives are:

1. Produce flood hazard maps showing areas at risk for 5, 10, 20, 50, and 100-year return periods.

2. Identify high-risk zones requiring urgent intervention.

3. Provide actionable recommendations for municipal disaster risk reduction and preparedness.

Scope of the Work

The assignment covers all flood-prone areas of Bedkot Municipality. Major tasks include:

1. Collecting and reviewing existing data on hydrology, topography, land use, and past flood events.

2. Conducting hydrological and hydraulic modeling to simulate flood scenarios.

3. Preparing GIS-based flood hazard maps, integrating flood data with settlement and infrastructure layers.

4. Validating maps with historical flood records and local knowledge.

5. Preparing a technical report with methodology, results, and recommendations.

The project will apply standard hydrological and hydraulic modeling practices in Nepal, including the use of GIS, remote sensing, and DEMs for flood simulation. Hydraulic models such as HEC-RAS will be used to simulate flood scenarios for selected return periods. Maps will be cross-validated with historical flood events and field verification. Community engagement will ensure local validation, prioritizing the participation of women, youth, and marginalized groups.

1. Flood hazard maps (digital and printed) for 5, 10, 20, 50, and 100-year return periods for different sub-watersheds within the basin.

2. A comprehensive project report (10–15 pages) with methodology, findings, and recommendations.

3. IEC materials explaining how to interpret and use the maps at the community level and the Final Report

The assignment will be completed within 10 days 17th November, 2025 aligned with the SMART project implementation schedule.

Purpose: The Data Analyst will focus on processing and analyzing rainfall and water level monitoring data collected by citizen scientists in Bedkot Municipality. The aim is to transform raw data into meaningful insights that can support flood early warning, preparedness planning, and anticipatory action. The role emphasizes data quality assurance, statistical analysis, visualization, and the preparation of user-friendly outputs for municipal authorities and communities.

Objectives

The specific objectives of the Data Analyst assignment are to:

Ensure quality control and verification of rainfall and water level data submitted by citizen scientists.

Analyze temporal and spatial patterns of rainfall and river levels in Bedkot Municipality.

Generate statistical summaries and data visualizations to identify flood risk signals.

Prepare actionable datasets and insights to feed into municipal planning, early warning, and response systems.

Organize and assess rainfall and water level data from the Victory App and community monitoring stations.

Perform data cleaning, quality control, and cross-checking with reference datasets (e.g., DHM stations).

Conduct descriptive and statistical analysis of trends, anomalies, and thresholds.

Develop easy-to-understand charts, graphs, and infographics for local authorities and communities.

Prepare datasets and technical notes to support anticipatory actions and flood preparedness planning.

The Data Analyst will apply standard statistical and data science practices for data processing and visualization. This includes the use of software such as Python, R, or Excel for data cleaning, trend analysis, and visualization. Citizen science datasets will be cross-verified with available official records to ensure accuracy. Outputs will be co-developed with project partners and validated through consultations with municipal authorities and communities.

Verified and cleaned rainfall and water level datasets (digital format).

Statistical analysis report highlighting rainfall and water level trends.

Data visualization outputs (charts, graphs, and infographics) tailored for community and municipal use.

A concise technical note with recommendations for anticipatory actions based on analyzed data.

Process and verify citizen-generated rainfall and water level data.

Conduct statistical and visual analysis to identify early warning signals.

Prepare draft outputs, present findings to stakeholders, and revise based on feedback.

Submit final datasets, analysis report, and visualization materials.

Work Package 3. Meteorological analysis for Chaudhar Basin, Bedkot Municipality, Kanchanpur District, Sudurpashchim Province, Nepal

Purpose: To support communities in better preparing for and responding to extreme rainfall events. This initiative aims to help communities prepare for and respond to floods by creating clear, user-friendly rainfall distribution maps. These maps will allow local authorities and residents to understand flood risks and implement practical solutions. Acting as vital tools for planning, they will help identify safe areas for relocation, prioritize infrastructure projects, and strengthen community-based early warning systems. 

To provide technical meteorological analysis and generate climate-based products for the Chaudhar River Basin to support anticipatory action and strengthen local disaster preparedness.

Interested consultants or technical service providers should submit both technical and financial proposals. The budget should include field visits, community consultations, workshops, and reporting costs. Payments will be made in installments upon satisfactory submission of deliverables. Taxes will be deducted as per government rules.

Reporting and Coordination

The consultant will report to the SMART Project Team at IHRR and closely coordinate with Bedkot Municipality, technical experts and DCA/NNSWA.

Selection will be based on the evaluation of technical and financial proposals. Proposals will be assessed with 80% weight on technical aspects (approach, methodology, experience) and 20% on financial aspects. The consultant offering the best value for quality and cost will be selected.

Interested individuals with PAN or VAT registered technical service providers are requested to submit technical and financial proposals via email by 28 October 2025 (operation.ihrr@gmail.com) or hard copy at IHRR Kopundole Office, Lalitpur. Proposal must include following

For individual consultants:
- Cover letter
- Technical proposal
- Financial proposal
- Signed CV

For organizations:
- Cover letter (signed and stamped)
- Technical proposal
- Financial proposal
- Signed CVs of team members
- Organization profile (max 2 pages)
- Registration and renewal certificates
- VAT registration certificate
- Latest tax clearance and audit report

Mode of Payment 

The payment will be made as per IHRR policy and upon submissions of satisfactory deliverables. Note that payments are subject to tax deduction as per prevailing government rules.