TOR for Development of Standard Operating Procedures (SOPs) for Heat Wave Preparedness and Response

TERMS OF REFERENCE

Development of Standard Operating Procedures (SOPs)

for Heat Wave Preparedness and Response

Barbardiya Municipality, Bardiya District, Nepal

Issued by: KMJS | Project: Scaling DASTAA | May 2026

PROJECT SUMMARY

1. Background

Nepal faces increasing climate-induced extreme weather events, including heat waves that pose serious risks — particularly to women, children, elderly persons, and marginalized communities in the Terai region. Barbardiya Municipality in Bardiya District is especially vulnerable due to its geographic and climatic conditions.

KMJS — a women-led organization established by former Kamaiya (bonded laborers) — is implementing the Scaling DASTAA project in partnership with DanChurchAid (DCA), Naxa Pvt. Ltd., and the Institute of Himalayan Risk Reduction (IHRR), funded under the GSMA Innovation Fund. As part of this initiative, KMJS seeks a qualified consultant to develop institutionally endorsed Heat Wave SOPs for Barbardiya Municipality.

2. Purpose and Objectives

The consultancy aims to develop context-specific SOPs for heat wave preparedness and response in Barbardiya Municipality through a participatory process. Key objectives include:

• Review national and local policies, plans, and guidelines related to heat risk management.
• Assess existing preparedness capacities and institutional roles at the Palika level.
• Identify heat thresholds, triggers, and early warning indicators in coordination with DHM.
• Develop locally adapted SOPs defining roles, actions, and coordination at community, Palika, and district levels.
• Ensure SOPs are gender-sensitive with specific provisions for women, elderly persons, persons with disabilities, and at-risk groups.
• Facilitate participatory validation with Palika officials, CDMCs, LDMCs, and community representatives.

3. Scope of Work

3.1 Inception and Desk Review

• Review national DRM policies, heat wave guidelines, and relevant DHM advisories.
• Review any existing SOPs or contingency plans at district and Palika levels.
• Submit an inception report with methodology, work plan, and draft SOP framework.

3.2 Stakeholder Consultations and Field Assessment

• Conduct key informant interviews and focus group discussions with Palika officials, Ward representatives, CDMC/LDMC members, women's networks, health staff, and communities.
• Assess institutional capacities, coordination mechanisms, and resource availability.
• Identify gender-differentiated vulnerabilities and needs of marginalized groups.
• Coordinate with DHM to obtain meteorological thresholds and early warning protocols.

3.3 SOP Development

Draft SOPs for heat wave events covering:

• Definitions, thresholds, and trigger levels
• Roles and responsibilities of Palika, Ward offices, CDMCs/LDMCs, and health facilities
• Preparedness actions, early warning dissemination, and communication protocols
• Immediate response and protection measures for vulnerable groups
• Coordination mechanisms, resource mobilization, and logistics
• Monitoring, reporting, and After Action Review provisions

SOPs will be written in plain language and translated into Nepali.

3.4 Validation and Finalization

• Organize validation workshops with key stakeholders in Barbardiya Municipality.
• Incorporate feedback from workshops and technical review by NAXA, IHRR, and DCA Nepal.
• Submit final, print-ready SOPs in both English and Nepali.

4. Deliverables

5. Required Qualifications

• Minimum 5 years' experience in DRM, SOP development, or climate risk management in Nepal or similar contexts.
• Proven track record developing technical guidelines or SOPs for government or non-government organizations.
• Familiarity with DHM early warning systems and meteorological frameworks is highly desirable.
• Proficiency in both English and Nepali (written and spoken).

6. Proposal Evaluation

Proposals will be evaluated as follows:

7. Submission Requirements

Interested consultants (individual or firm) must submit the following by 20 May 2026:

• Cover letter
• Technical proposal
• Financial proposal (including consultant fees and applicable taxes per GoN rules)
• Sample of relevant previous work
• CVs of key personnel

Submit via email to KMJS with subject line:

"RFP – Heat Wave SOP, Barbardiya Municipality, Bardiya District, Nepal"

Email-

Payment will be made in installments upon satisfactory completion of deliverables, in line with KMJS policies.