Term Of Reference for Hiring Consultancy Services to Review, Harmonize and Standardize the Union Council Disaster Management Plan and R&R Profiles

1.       Introduction

The goal of BDRP is to increase Pakistan’s capability to reduce disaster risk, through better planning, preparedness, response, and resource allocation at the governmental and community levels.

VEER Development Organization (VDO) implements the Community Based Disaster Risk Management (CBDRM) component of the Building Disaster Resilient in Pakistan (BDRP) Project funded by DFID in district Dera Ismail Khan (DIK)in partnershipwith Concern Worldwide, Pakistan. The project is being implemented in seven targeted Union Councils (UCs) of DIK namely Mandurah, DhapShumali, Lar, Kathgarh, Bilot, Chehkan and Gandi Umar khan of  District DIKhan.

2.       Risk and Resilience (R&R)Assessment at UCs level and Development of Union Council Disaster Management Plans (UCDMPs)

Disaster Risk Management (CBDRM) is one of the core components of the BDRP-CBDRM under output 1 which states, “Target communities have effective disaster risk management structures in place to take up and advocate resilience-building measure the following activity is planned”. VDOhas already carried out detailed risk and resilience exercise focusing on “Risk Assessment, Vulnerability and Capacity Assessment” and has developed UCDMPs on the basis of these R&R profiles. The UCDMPs and R&R profiles are among the core documents that would help the relevant authorities and stakeholders to help in mitigating disasters risks and preparing the communities to absorb the shocks of flood disasters. The UCDMPs will further contribute to the development of district-level disaster management plan for a wider impact.

While developing R&R profiles and UCDMPS, respective disasters management committees at UC and village level were taken on board who have local knowledge CBDRM and Hazards Vulnerability Capacity and Risk Assessment (HVCRA). UCDMPs and R&R profiles have been developed on templates approved by PIU and UNFAO.

3.       Objective:

The overall objective of the consultancy is to review, standardize, harmonize and improve the quality of UCDMPs and R&R profiles in the light of requirements of PIU and DFID. After finalization and approval from PIU, these plans will be printed and will be handed over to UCDMCs, DDMAs, Rescue 1122 and other relevant departments. This coordination will help in the planning process by considering the highlighted vulnerabilities and the needs of the target population from the government and other available resources.

4.       Approach and Methodology:

As per the devised approach,the consultant will review the secondary data ( R&R Profiles and UCDPMs ) and will arrange the meeting with UCDMCs[1] and VDMCs[2] to further refine and cross the check the data and will finalize the documents for further sharing with PIU for approval.

Participatory facilitation techniques will be used which include but not limited to:

• Review of already developed R&R Profiles and UCDMPs. VDO will share the developed documents.
• Interactive discussion with relevant staff of VDO and VDMCs and UCDMs for analysis and improve the quality as per required standard especially PIU. Question and answer session with Communities and VDO staff.
• Development of Final draft of R&R and UCDPMs and sharing with PIU for review and approval and response to PIU comments and further refine the plan for onward sharing with PIU for onward review and final approval for printing as mentioned in above objectives.

5.       Deliverables.

The consultant will develop review and finalize to ensure the accuracy and agreed contents of the 7 BDRP targeted Union Councils UCDM plans before printing.

a.       General

1. Review all plans and ensure overall formatting/proofreading of the documents
2. Ensure internal reviews of UCDMPs from DRR Focal persons and with DDMA focal persons sitting in DDMA office
3. Ensure the synchronization of data captured in R & R profiles and feed into UCDMPs after rectification of its precision and correctness
4. Ensure a consistent flow of information within the plans and meaningful transition from one chapter to another.
5. Conduct a quick survey of Phase-1 villages to ensure if any village hit by any event (disaster) or to document sufferings of recent cold waves
6. Ensure information inserted in all fields given in the template, no cell remains blank
7. Provide references for both primary and secondary data sources in a different section of the documents.
8. Ensure the action plan section captured all prioritized community needs after consultation with DDMU focal persons and UC representatives as well as UCDMC members
9. Ensure to provide important contact information of Emergency departments in the plan
10. Ensure that the information captured in the document are gathered by using village profile template and make sure the availability of village profile as a backup source of information.

b.      Detailed ToRs

The consultant will submit the final drafts on approved templates and VDO will further submit these UCDMPs to Program Implementation Unit (PIU) for final review and approval for printing. The PIU is the final authority to approve the developed RR Profiles and UCDMPs of 7 Union Councils.

6.       Required capacities of the Consultant

VDO is seeking an experienced consultant(s) or firm with the following expertise:

1. Master or PhD degree in social science with 10 years’ work experience in CBDRM, emergency response and development sector.
2. Extensive experience in research, monitoring and evaluation and producing similar documents for national or international organisations;
3. Local knowledge of DIK particularly BDRP-CBDRM project areas;
4. Excellent technical capacities (data collection, cleaning, analysis, reporting) to ensure high-quality documents;
5. Ability to operate under strict time limits and facilitate group discussion and interview to get input for development final version.

7.       Timeframe

The total period of this activity would be 15 days starting from the date of agreement signing; however, the final timeframe will be agreed in the contract signed with the selected consultant.

8.       Payment modality:

Payment will be made in Pakistani rupees through crossed cheque on the name of selected consultant/firm; all government applicable taxes will be deducted as per procedures. The consultant claiming an exemption from the tax has to provide authentic tax exemption documents. The payment will be made in instalments agreed during the contract signing stage.  And final payment will be made upon the successful completion of the activity and approval of RR Profiles & UCDMPs from PIU.

9.       Application Procedure

Interested consultants are invited to submit CVs/Proposal and budget using the following template via courier at below mention address on or before 19 February 2020.

Services	Unit	Unit Cost	Total cost
Risk and Resilience Profile of 7 Union councils	7
Union Council Disaster Management Plan  of 7 Union councils	7
Completion Report	Report

10.   Logistics

Consultant will be the responsible for his boarding & lodging during Assignement.

Logistics cost should be included in consultancy fee.

Costing should be inclusive of all applicable taxes of Federal Board of Revenue/Provisional Revenue Authority.

11.   Bidder Instructions

1.       Technical & Financial Proposal: should be submitted on printed paper in a sealed envelope. Clearly marked “Proposal for Review, Harmonize and Standardize the Union Council Disaster Management Plan and R&R Profiles ”.

2.       Rates: The prices must be inclusive of all applicable taxes.

3.       Certificate: Please provide copy of your National Tax Number/CNIC

4.       Payment Terms: Payment will be release through cross cheque on satisfactory completion of supplies /services as per agreed term and conditions in the Contract, upon submission of Invoice / supporting documents for the said supplies / services.

5.       Taxes: Tax will be deducted at source as per Govt. of Pakistan tax law / FBR’s updated guidelines

6.       Ethics: Suppliers/Firms must not be engaged in any child labour, human rights abuses, corruption, fraudulent, collusive or coercive practices including but not limited to applying/ bidding by multiple names / companies. If any bidder is found to be involved in such practices his/her bid may be rejected and the companies in question permanently black listed.

7.       Criteria: Lowest price will not be the sole criteria; quality, delivery time and previous experience will also be considered. Bid committee reserves the right to change the quantities or cancel/reject any or all offers without assigning any reason.

For more on the assignment, please direct your queries to [email protected]   before deadline.