Hiring a Consultant for Development of Community-Based Village Disaster Management Plans (VDMPs), Contingency Planning, and Establishment of Early Warning Systems (EWS)

TERMS OF REFERENCE (ToRs)

1. Introduction/Background

District Kollai Pallas and Lower Kohistan are mountainous, disaster-prone regions characterized by fragile ecosystems, difficult terrain, and limited access to services. Communities frequently face natural hazards including floods, landslides, earthquakes, and climate-induced risks.

Despite the presence of District Disaster Management Units (DDMUs), Union Council-level emergency structures, and Village DRR Committees, many high-risk villages lack:

• Updated Village Disaster Management Plans (VDMPs)
• Functional Early Warning Systems (EWS)
• Effective linkage with district-level contingency mechanisms

Under the Building Resilient Kohistan Project (BRKP), there is a strong focus on strengthening community resilience through participatory planning, improved coordination, and localized early warning mechanisms aligned with NDMA/PDMA frameworks.

Pak Mission Society intends to hire a qualified consultant to support the development of community-led disaster preparedness plans and early warning systems, ensuring alignment with district, provincial, and national disaster management strategies.

2. Objectives

The primary objectives of this consultancy are:

• To conduct updated Hazard, Vulnerability, and Risk Assessments (HVRA) in targeted villages
• To develop 60 Village Disaster Management Plans (VDMPs)
• To design and establish community-based Early Warning Systems (EWS)
• To strengthen linkages between community structures and DDMU/PDMA systems
• To ensure gender-inclusive, participatory, and climate-resilient planning approaches

3. Scope of Work

The consultant will be responsible for the following:

A. Inception & Planning

• Conduct inception meetings with Pak Mission Society and district stakeholders
• Develop a detailed work plan, methodology, and tools
• Finalize village selection and engagement strategy

B. Review & Assessment

• Review existing DRR frameworks, contingency plans, and EWS mechanisms
• Conduct Hazard, Vulnerability, and Risk Assessments (HVRA) in target villages
• Analyze historical disaster trends and community coping mechanisms

C. Stakeholder Engagement

• Map and engage stakeholders, including:
• DDMU/DDMA
• Line Departments (Health, Agriculture, Livestock, Education)
• NGOs/CBOs
• Conduct consultation meetings and FGDs at district and community levels
• Document stakeholder inputs and recommendations

• Facilitate community sessions to develop 60 Village Disaster Management Plans
• Ensure plans include:
• Risk mapping
• Resource mapping
• Roles & responsibilities
• Evacuation plans
• Preparedness and response measures

E. Early Warning System (EWS) Design

• Develop community-based EWS models, including:
• Risk monitoring mechanisms
• Communication channels (SMS, mosque announcements, volunteers)
• Linkages with district/provincial early warning systems
• Train communities on EWS operation and response protocols

F. Integration & Alignment

• Align VDMPs and EWS with:
• District contingency plans
• NDMA/PDMA guidelines
• Ensure gender, disability, and inclusion considerations

G. Validation & Finalization

• Conduct district-level validation workshops
• Revise plans based on feedback
• Submit finalized VDMPs and EWS framework

4. Timeframe

5. Deliverables

(List the expected outputs/deliverables, and provide indicative timelines, deadlines, and the estimated number of working days required.)

The following are the expected deliverables:

6. Methodology

The consultant will adopt a participatory and field-based approach, including:

• Community consultations (FGDs, PRA tools)
• Field observations and risk mapping
• Stakeholder interviews
• Alignment with NDMA/PDMA frameworks
• Gender-sensitive and inclusive planning

7. Selection Criteria

• Registered consultant/firm (if applicable)
• Minimum 5–7 years of experience in DRR/DRM
• Proven experience in CBDRM, VDMP development, or EWS design
• Experience working in KP or similar contexts preferred
• Strong facilitation and reporting skills

8. Evaluation Criteria

(Present a breakdown of the evaluation criteria in percentages (e.g., technical proposal: 70%, financial proposal: 30%)

The following are the evaluation criteria for the consultant/firm:

9. Desired Competencies, Technical Background, and Experience

• Expertise in Disaster Risk Reduction (DRR)
• Knowledge of NDMA/PDMA frameworks
• Strong analytical and facilitation skills
• Experience in community engagement
• Report writing and documentation skills

10. Technical Proposal

• Understanding of ToRs
• Detailed methodology
• Work plan with timeline
• Relevant experience
• Team structure

11. Financial Proposal

• Detailed budget (lump sum or activity-based)
• Inclusive of travel, accommodation, and logistics

12. Payment Terms

• Inception Report Approval :
• Submission of Draft VDMPs & EWS:
• Final Deliverables Approval:

100% will be released upon submission of above deliverables

13. How to Apply

Interested applicants should submit their sealed envelope which include cover letters, profiles, and CVs along with technical and financial proposals on or before 14th April, 20026 by the close of business.

For any queries or question it can be shared via email at tender@pakmissionsociety.org.

Mailing Address.

Procurement Manager

House # 333, Street 29 - Sector G-14 / 4 - Islamabad

+92-51-8446166