Background
Over the past few decades, Bangladesh is experiencing rapid development. The fast-growing urban sector has become the country’s economic hub with a high population density. As a result, many of the cities and towns have been developed haphazardly. Most of the urban infrastructures are developing in areas that are vulnerable to natural hazards including sudden-onset disasters like earthquakes. Although there was no major earthquake in the recent past, due t the country is highly vulnerable to large earthquakes due to geographical location and historical events recent times, with increased frequency of geological hazards like earthquakes, compounded by urban hazards like fire, building collapse, urban flooding, chemical accidents, etc. has drawn greater attention to disaster management. Under the Comprehensive Disaster Management Program (CDMP), the Department of Disaster Management under the Ministry of Disaster Management and Relief (MoDMR) prepared two disaster management plans for an emergency response to urban disasters: (a) Bangladesh (National) earthquake Contingency Plan, and (b) Dhaka City Earthquake Contingency Plan. However, these contingency plans did neither include a required planning process nor have these plans been trained or institutionalized. Bangladesh interchangeably often uses the term "Contingency Plan" for "Emergency Operations Plan", and these Contingency Plans have some similarities with the Emergency Operations Plan. As such, UNDP in support of the Government of Bangladesh (GoB) is now planning to modify and augment the contents of these existing plans as the basis for the Emergency Operations Plan development process. Both documents can be improved to international standards by involving all key agencies identified in the Standing Order on Disasters (SOD) 2019.
The numbers of Disaster Management (DM) professionals, volunteers, and community people have been trained, however, a structured and progressive framework for emergency managers to deal with such catastrophes is limited. Emergency Management knowledge and applying the International standards Incident Command System principles and planning issues during any emergency are also gray areas to meet the challenges of a dynamic and complex emergency management environment. Under this context, to meet an earthquake emergency UNDP Bangladesh under the Training, Exercises, and Drills (TED) program is planning to support the Government with increased capacity for Emergency Management (EM) systems planning through developing and institutionalizing the Emergency Operations Plans (EOP) at the Ministry and City Corporation level including Fire Service and Civil Defense (FSCD). The EOP will be developed by engaging all key members of the Disaster Management Response Groups at the National and city levels of government who will execute the EOP. The planning process will serve as a capacity development program for Emergency Operations Plan development through the understanding and execution of the Emergency Operations Plans.
In this regard, UNDP is searching for a consultant who will need to work with other national/international consultants. He will support to the development of six EOPs; one each for the 1. Ministry of Disaster Management and Relief (MoDMR), 2. Department of Disaster Management 3. Fire Service and Civil Defense(FSCD) 4. Dhaka North City Corporation (DNCC); 5. Dhaka South City Corporation (DSCC ) and 6. Sylhet City Corporation(SCC). The EOPs should follow an internationally accepted format with a set of Common Operating Procedures including structuring of Emergency Support Functions and services, with appropriate linkages with SOD 2019 and recommended disaster management policy/guidelines to national-level and local-level agencies for operationalizing and testing of the EOP and SOP for a functional EOCs.
OBJECTIVES:
The objectives of this consultancy service are to develop the curriculum for Training in Emergency Management and Operations Plans and train and familiarize GoB officials and develop six agencies’ specific EOPs and Standard Operating Procedures (SOP) for functional EOCs management.
Duties and Responsibilities
Based on the description of the topics (Annexure-A) the consultant(s) will be engaged to :
- Development of Trainee’s Module (International practices contextualized and tailored as per Bangladesh perspective)
Annexure-A
S/No | Course | Course Description |
|---|---|---|
1 | Key Elements of the Emergency Operations Plan including Policies and Concepts of Operations for National and City Emergency Operations Center (EOC) and Emergency Operations Plan (EOP) | This course covers the fundamental concepts in Emergency Management such as the “Concept of Operations”, the Emergency Operations Plan (EOP), and the Emergency Operations Center (EOC). Topics under this course include EOC organizational concepts, key functions, and job descriptions, EOC design, and purpose, and the Emergency Support Functions as well as EOP Plan development. Topics to cover all major sections of the Emergency Operations Plan to include. a) existing legal and institutional arrangements, b) known hazards and demographics, and c) Associated risk assessments. Common operational procedures include d) Hazard scenario planning assumptions, e) Emergency management policies, f) Operational procedures, and g) Financial and administrative procedures. |
2 | Media Protocols: Emergency Public Information/Crisis Communications | This course is about communicating risk and managing the flow of incident information. It covers topics such as the key functions of a Public Information Officer, policies and protocols for information dissemination during disasters, understanding the media, tools for effective risk communication as well as the concepts of Joint Information System and Joint Information Center. |
3 | Evacuation Procedures and Shelter/Camp Management | The purpose of this course is to guide students in developing evacuation plans and processes. It discusses the considerations in deciding when to evacuate, the stages of evacuation, the guidelines in choosing evacuation sites and the type of shelter, and the essential elements in evacuation centers among others. |
4 | Disaster Safety Regulations and Procedures | This course is about safety and health standards at incident sites and the required skills and competencies from early responders and support staff. It is intended for early responders and all personnel involved in response operations. |
5 | Training on Emergency Support Function (ESF) System and UN-OCHA Cluster Approach | The Emergency Support Functions (ESFs) are the clustering of government agencies, City key agencies, and other relevant stakeholders such as NGOs, Private Corporations, and Utilities along specific sectors to provide added capabilities and resources during emergency operations specific to any one of approximately 15 different functions required during a functional disaster. Similarly, the UN-OCHA Cluster Approach is the primary means by which international aid is organized and delivered after a disaster strikes.
This course will guide in developing plans for each of the ESF by defining the organizational structure, the different roles of each ESF in the overall emergency management operations, and the appropriate linkages to each of the UN-OCHA disaster relief clusters. This course is primarily geared towards the staff of the ERCC and the Dhaka EOC. It also requires the participation of the National Disaster Management Disaster Coordination Group and the Dhaka Disaster Response Group. |
6 | ESF personnel training on ESF Standard Operating Procedures | Besides understanding the Emergency Support Function system, each ESF group, of which there are upwards of 15, must develop and practice its standard operating procedures, including how to link with the appropriate UN-OCHA disaster relief clusters. This training is intended for the representatives of the different agencies that are involved in response and are part of the 15 Emergency Support Functions. These agencies will come from the members of the National Disaster Response and Coordination Group (NDRCG) and Dhaka Disaster Management Response Coordination Group (DDMRCG). These agencies will act as “response partners” during operations. This course will guide the response partners in developing their plans and procedures to achieve a unified and coordinated emergency response plan for the different types and levels of emergencies or disasters, including those requiring international support. |
7 | Field Operations Incident Command System for first responders, Search & Rescue & Fire Fighting, and Water Rescue | This course is intended to guide first responders in implementing the Incident Command System (ICS) for the field operations at the emergency incident. It discusses the principles and features of ICS, the five (5) functional areas of ICS (i.e., command, operations, planning, logistics, and administration/finance), and the Incident Action Plan. By the end of the course, the first responders should have a clear understanding of their roles in operations as well as in the overall command and coordination structure of the ICS. |
8 | Emergency Operations Plan Development for the EOC (as per operational plan) | This course will guide students in developing the Emergency Operations Plan (EOP). The EOP plan is developed using a planning process that structures the process for the stakeholders. It defines a set of specific roles and responsibilities to effectively execute response operations. By the end of the course, the students must be able to identify which information is useful in an EOP, what positions are responsible in every incident operation as well as a strategy for the successful implementation of the EOP. |
- Development of EOP and EOC for six agencies
- Develop six (06) international standard Emergency Operation Plans (EOP) and Standard Operating Procedures (SOP) for functional EOCs in MoDMR, DDM, FSCD and City Corporation level (DNCC, DSCC,SCC) in line with existing National Policy, Rules, Acts and Guidelines
- Final Submission of Final six (06) international standard Emergency Operation Plans (EOP) and Standard Operating Procedures (SOP) for functional EOCs management
The consultant will involve the members of the National, District, and local Disaster Response Groups on regular basis during formulations of EOPs and developing respective Standard Operating Procedures (SOP) for functional EOCs management. The consultant will primarily review the existing policy/guidelines/rules related to Disaster Management. These include but are not limited to Standing Orders on Disaster (SOD) 2019, Disaster Management Act 2012, National Plan for Disaster Management (NPDM) 2021-2025, National Disaster Management Policy 2015, and other agency-specific studies and SOPs. For emergency response to urban disasters, the two important disaster management plans: a) Bangladesh (National) earthquake Contingency Plan and b) Dhaka City Earthquake Contingency Plan developed by the Department of Disaster Management (DDM) of MoDMR under the Comprehensive Disaster Management Program (CDMP) can be used as reference.
The EOP and EOC should be based on the vision, mission, goals, and other capabilities of DNCC, DSCC and SCC, and should support the mandate and institutional framework towards emergency preparedness and the response of respective agencies. The EOPs should follow an internationally accepted format i.e., Federal Emergency Management Agency (FEMA)’s guidance or similar as found most effective and applicable as per the preparedness and emergency management role mandated for six agencies (functional format or Emergency Support Function (ESF) format or agency-/department-focused format). SOP for EOCs should be able to define the various functions to carry out its daily operations, 24/7 surveillance on potential disaster occurrence, coordinate preparedness, and can respond to disasters under the respective administrative structures.
The agency-specific curriculums, manuals, and modules, EOPs should be submitted in both soft and printed versions in English, UNDP will be responsible for Bangla translations, the printing of manuals and modules, training event management, and all logistics related to participants. Consultants will be solely responsible for all their own logistics, travel, insurance, medical, and admin.
DELIVERABLES
- Deliverable 1: Submission of an inception report including the detailed methodology of the deliverables (i.e. skeleton framework for the manual, module, EOP, and SOP for EOC, etc.) and work plan
- Deliverable 2: Submission of FINAL Trainees Module, handouts according to Annexure-A provided that International practices are contextualized and tailored as per Bangladesh’s perspective
- Deliverable 3: Submission of six (06) DRAFT international standard Emergency Operation Plans (EOP) and Standard Operating Procedures (SOP) for functional EOCs management for the 1. Ministry of Disaster Management and Relief (MoDMR), 2. Department of Disaster Management 3. Fire Service and Civil Defense(FSCD) 4. Dhaka North City Corporation (DNCC); 5. Dhaka South City Corporation (DSCC ) and 6. Sylhet City Corporation(SCC).
- Deliverable 4: Conduction of National Validation of EOP and EOC process
- Deliverable 5: Submission of three (06) FINAL international standard Emergency Operation Plans (EOP) and Standard Operating Procedures (SOP) for functional EOCs management for the MoDMR,DDM,FSCD, DNCC,DSCC and SCC.
TIMEFRAME AND DEADLINES
Deliverable | Required man-days | Required days from the date of contract |
Deliverable 1: Submission of an inception report including the detailed methodology of the deliverables (i.e. skeleton framework for the manual, module, EOP, and SOP for EOC, etc.) and work plan | 4 days (Remote) | Within 10 days of awarding the contract |
Deliverable 2: Submission of FINAL Trainees Module, handouts according to Annexure-A provided that International practices are contextualized and tailored as per Bangladesh’s perspective | 12 Days (Remote) | Within 40 Days of Awarding Contract |
Deliverable 3: Submission of six (06) DRAFT international standard Emergency Operation Plans (EOP) and Standard Operating Procedures (SOP) for functional EOCs management for the 1. Ministry of Disaster Management and Relief (MoDMR), 2. Department of Disaster Management 3. Fire Service and Civil Defense(FSCD) 4. Dhaka North City Corporation (DNCC); 5. Dhaka South City Corporation (DSCC ) and 6. Sylhet City Corporation(SCC). | 48 Days (Remote: 10 days; In Bangladesh: 40 Days) | Within 170 days of awarding the contract |
Deliverable 4: Conduction of National Validation of EOP and EOC process | 2 Days (In Bangladesh) | Within 240 days of awarding contract |
Deliverable 5: Submission of six (06) FINAL international standard Emergency Operation Plans (EOP) and Standard Operating Procedures (SOP) for functional EOCs management for the MoDMR,DDM,FSCD, DNCC,DSCC and SCC | 4 Days (Remote) | Within 260 days of awarding the contract |
DUTY STATION
Duty Station: Online (Home-based) and Dhaka, Bangladesh
UNDP Bangladesh will not provide office space, any equipment related to operation and implementation, and other logistic support to the International Consultant. The consultant should take all safety measures related to COVI19 during the field visit or any other activity of the consultancy.
Travel, DSA, and Communications
All envisaged travel costs must be included in the financial proposal.
Communication and IT equipment: The Consultant is expected to have their laptop and mobile phone. The cost of communication should be included in the financial proposal.
No DSA will be paid at the duty station and for field visits. If unforeseen travel outside the area of work (i.e. duty station plus field visits) not mentioned by the Terms of Reference is requested by UNDP, and upon prior agreement/approval, such travel shall be UNDP’s expenses and the individual contractor shall receive a per-diem not to exceed United Nations daily subsistence allowance rate in such other location(s).
Competencies
- Dmonstrates commitment to UN’s mission, vision, and values
- Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability
- Excellent communication and problem management skills
- Demonstrates sound judgment, diplomacy, and sensitivity to different expectations of the stakeholders
- Well versed with project management and development
- Ability to work under pressure and against tight deadlines
- A proactive, participatory, and result-oriented approach to work.
Knowledge and Skills:
- Ability to think clearly and analytically
- Ability to plan own work, setting priorities and completing it under pressure or, when faced with competing demands
- Ability to lead a team of technicians for preparation of the document
- Ability to efficiently use modern equipment and software’s related
- Flexibility to make ad-hoc changes as and when the need arises; ability to perform under stress; willingness to keep flexible working hours
- Ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect.
- Sensibility to consider pragmatic program elements (quality and efficiency of service delivery) as well as "soft" components, such as gender sensitivity, due consideration, and inclusion of vulnerable, etc.,
Language Requirements:
- Excellent communication skills (verbal and written) in English
Required Skills and Experience
Academic Qualifications
- Minimum Master’s degree (or higher) in Oceanography/ Engineering/Geology/Environmental Science/Disaster Management/similar.
Experience:
- Minimum 5 years of overall experience in the field of disaster response and recovery, climate and multi-hazard risk assessments, environmental engineering and disaster risk reduction. (any combination of the mentioned areas will be accepted).
- Global experience in training delivery in incident management, disaster preparedness, climate change Incident Management Training delivery, environmental science and similar(any combination of the mentioned areas will be accepted).
- Experience of formulating/establishing at least one SOP
Cumulative analysis
When using this weighted scoring method, the award of the contract should be made to the individual Consultant whose offer has been evaluated and determined as:
a) responsive/compliant/acceptable, and
b) Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation.
Technical Criteria weight: 70%
Financial Criteria weight: 30%
Only candidates obtaining a minimum of 70% point in technical criteria would be considered for the Financial Evaluation.
Technical Evaluation Criteria
Technical | 70% | 70 |
1.1: Academic Qualification | 10 | 10 |
1.2: Years of overall experience in the field of disaster response and recovery, climate and multi-hazard risk assessments, environmental engineering and disaster risk reduction | 20% | 20 |
1.3: Global experience in training delivery in incident management, disaster preparedness, climate change Incident Management Training delivery, environmental science and similar | 20 | 20 |
1.4 Experience of formulating/establishing at least one SOP | 20% | 20 |
Financial Evaluation (Total 30 marks)
All technical qualified proposals will be scored out 30 based on the formula provided below. The maximum points (30) will be assigned to the lowest financial proposal. All other proposals received points according to the following formula:
p = y (µ/z)
where:
- p = points for the financial proposal being evaluated;
- y = maximum number of points for the financial proposal;
- µ = price of the lowest priced proposal;
- z = price of the proposal being evaluated.
The financial proposal shall specify a total lump sum amount, and payment terms around specific and measurable (qualitative and quantitative) deliverables (i.e. whether payments fall in installments or upon completion of the entire contract). Payments are based upon output, i.e. upon delivery of the services specified in the TOR. In order to assist the requesting unit in the comparison of financial proposals, the financial proposal will include a breakdown of this lump sum amount (including travel, per diems, and number of anticipated working days).
Financial Milestone
| Deliverable | Payment in BDT |
Deliverable 1: Submission of an inception report including the detailed methodology of the deliverables (i.e. skeleton framework for the manual, module, EOP, and SOP for EOC, etc.) and work plan | 10% of the contract amount upon submission of the Deliverable-1 |
Deliverable 2: Submission of FINAL Trainees Module, handouts according to Annexure-A provided that International practices are contextualized and tailored as per Bangladesh’s perspective | 40% of the contract amount upon submission of the Deliverable-2 |
Deliverable 3: Submission of six (06) DRAFT international standard Emergency Operation Plans (EOP) and Standard Operating Procedures (SOP) for functional EOCs management for the 1. Ministry of Disaster Management and Relief (MoDMR), 2. Department of Disaster Management 3. Fire Service and Civil Defense(FSCD) 4. Dhaka North City Corporation (DNCC); 5. Dhaka South City Corporation (DSCC ) and 6. Sylhet City Corporation(SCC). | 30% of the Contract Amount upon submission of the deliverable 3 |
Deliverable 4: Conduction of National Validation of EOP and EOC process | 20% of the Contract Amount upon submission of the deliverable 5 |
Deliverable 5: Submission of six (06) FINAL international standard Emergency Operation Plans (EOP) and Standard Operating Procedures (SOP) for functional EOCs management for the MoDMR,DDM,FSCD, DNCC,DSCC and SCC |
DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS
Interested individual consultants must submit the following documents/information to demonstrate their qualifications:
- Duly accomplished Letter of Confirmation of Interest and Availability using the template provided by UNDP;
- Personal CV, indicating all past experience from similar projects, as well as the contact details (email and telephone number) of the Candidate and at least three (3) professional references;
- Financial Proposal: Financial Proposal has to be submitted through a standard interest and availability template which can be downloaded from the link below: