Scope of work to develop session material, take away home materials and training modules for Headman and Karbari on Natural Resource Management and Early Warning System

While, Bangladesh has proven experience and capacities to manage disaster in different parts, managing the disaster risks and hazards in Chittagong Hill Tract (CHT) remains a challenge. This is mainly because the topography and hazards as well as vulnerabilities associated with it are very different in CHT as compared to other parts of Bangladesh. Over the past several years, many agencies have worked in CHT, especially in Natural Resource Management (NRM), Livelihoods, health & nutrition, and disaster risk management. However, the engagement of traditional leaders in theseprograms was not significantly evident. Finding solutions for specific risks related to NRM in the CHT and the inclusion of traditional leaders in addressing them is crucial. The USAID funded Sustainable Agriculture and Production Linked to Improved Nutrition Status, Resilience and Gender Equity (SAPLING) Development Food Security Atcitty is working to identify better risk reduction options for communities facing these risks/hazards.

Background and brief overview of the Project

SAPLING is a 5-year project which targets the most vulnerable households of 5 Upazilas in Bandarban district. The purpose of the project is to improve gender equitable food security of households and increase their resilience to disaster. Bandarban has both hilly and mountainous terrain making it different from other parts of Bangladesh. There are 12 ethnic groups living in Bandarban, including Bengali. Each of these group has its own language, culture and beliefs. The project works closely with the local Government Division (District, Municipality, Upazila and Union) Ministry of Chittagong Hill Tracts Affairs (MoCHTA), Ministry of Disaster Management and Relief (MoDMR), Fire Service and Civil Defense (FSCD) and several other line departments and agencies including association of traditional leaders.

SAPLING is being implemented through a consortium approach. As the prime, Helen Keller International (HKI) is responsible for representation with various stakeholders in addition to overall strategic vision, management, compliance and quality control. HKI is also the technical lead on Maternal and Child Health and Nutrition (MCHN), livelihoods, gender and environmental compliance. Catholic Relief Services (CRS) provides strategic direction and oversight of Disaster Risk Management (DRM), Natural Resource Management (NRM) WASH, local capacity building, and savings and lending communities (SILC). Caritas Bangladesh is responsible for the day-to-day operational and technical management of field-level activities in the upazilas of Lama, Ruma and Bandarban Sadar, while also providing technical oversight to WASH, DRM, NRM and SILC in all five upazilas. Tahzingdong, Toymu and Graus are SAPLING’s local implementing partners, each of which is responsible for implementing community and household-level activities in their designated geographical areas.

As part of community capacity building, different groups, besides existing DMCs will be formed under this project to reach out to households with messages related to Livelihood and Health & Nutrition with support from project team. Since, CHT has a unique traditional structure SAPLING will be working with Headman Association to sensitize them on NRM and Disaster Risk Management (DRM) as well as Early Warning System (EWS).

The overall goal of the SAPLING Project is to improve food security of vulnerable Households living in five upazilas of Bandarban district. SAPLING reaches out to an estimated 46,800 households through different interventions (directly and indirectly) that will assist them to prepare for, mitigate, respond to, and recover from shocks and stresses.

SAPLING empowers communities through an integrated approach to achieve three Purposes (P) to reduce risk and build resilience:

P 1:Increased income and access to nutritious foods attained equitably by both women and men

P 2:Improved nutritional status of children under five years of age, pregnant and lactating women, and adolescent girls

P 3:Sustained gender equitable ability of people, households, communities and systems to mitigate, adapt to, and recover from human-induced and natural shocks and stresses

Objective of the Consultancy:

The overall objective of the consultancy is to:

  • Develop module for training Headmen and Karbari on NRM and DRM (including early warning issues). Module should include facilitators guide and take away materials for participants as appropriate.
  • Conduct training for the targeted participants i,e. Headman and Karbari (2 batches – 50 participants) using developed materials
  • Develop session and materials for school students on NRM

Methodology:

  • The selected vendor is responsible to develop final methodology and share with SAPLING’s CRS led DRM team prior to moving forward. However, as part of the proposal submission process, the consultant/firm is expected and requested to explain how they will carry out the assignment in Bandarban (possible steps, personnel engagement etc.) and expectation from SAPLING to mobilize community members or any other requirement. Following are some issues which consultant/firm can consider: After completion of hiring process, the hired Consultant/firm will conduct a desk review of (i) SAPLING proposal, Baseline Survey report and Project Implementation Guideline to get clear understanding of the context of Chittagong Hill Tracts and SAPING’s perspective; (iv) Relevant DRM and NRM documents already developed by different organizations i.e., Chittagong Hill Tracts Development Facilities (CHTDF) project, Department of Disaster Management (DDM), Department of Forest and Environment, CRS’s NRM module developed for other countries, etc., and recommend best fit contents/documents readily available can be used as references.
  • Consultation with different stakeholders, communities as required[1] and design, draft and finalize training and awareness raising materials (modules or other materials as appropriate) for targeted groups mentioned above
  • Meet with the Gender and Environment focal persons of SAPLING to get gender and environment perspective
  • Meet with purpose/sector leads (specially Livelihood team)
  • Field test materials prior to finalization, i.e., draft materials will be tested at field with collaboration of CRS and project staff, to ascertain their suitability and effectiveness. Materials/module as will be reviewed by sector expert (TA-DRR of SAPLING and other relevant staff)

Note:Within 2 weeks of signing the award, the selected consultant will be expected to submit a detailed workplan, including methodologies to be undertaken.

Proposed Assignment

The Consultant/firm will develop the following modules/ materials

The modules/materials are-

  • Module 1: Training Module on EWS and NRM for Capacity Building of Headmen and Karbaries
  • Module 2: Materials for session for school students/Forest Management Brigade on NRM

Below is an overview of each module which will help consultant/firm to understand the assignment in brief.

Module 1: Training Module on DRM-EWS and NRM for Capacity Building of Headmen & Karbaries

Purpose and rationality:It is evident that the ethnic communities rely on their traditional leaders for guidance. During consultations, communities have recommended to engage Headmen and Karbaries in EWS and NRM works. So, SAPLING believes that engaging traditional leaders specially Headmen and Karbaries in awareness raising activities is necessary for effective programming. Considering this, SAPLING has placed a special focus on engaging traditional leaders in awareness raising activities.

Appropriate session materials (audio/visual) are expected to be developed to use as communication materials based on the identified gaps and causes. Consultant/firm will be meeting/consulting with Headman Association, Department of Forest and Environment (DoFE), Soil Research and Development Institute (SRDI) and other relevant stakeholders to identify existing gaps for capacity building and develop effective materials

  • User of the module: DRR & WASH Officers, DRR & WASH Manager and Technical Advisor-DRR will use this material to facilitate two days long residential session.
  • Target audience and timeframe: The module will be used to facilitate sessions for Headmen and Karbaries of CHT (SAPLING working Upazilas). This will be two-days long training and residential.
  • How it will help:Besides several meeting and other activities with traditional leaders, SAPLING has planned to facilitate 2 days training for Headmen/Karbari nominated by Headman Association which will help them to get deeper understanding about the benefit of preservation of natural resources, raising awareness at the community level on DRM-EWS and working with other agencies to disseminate early warning on rain and cyclone.
  • Where it will be used: The training for the said groups will be at district or divisional town and it will be residential training.
  • What it will entail: The training module will include NRM, land degradation, soil management, watershed management, pasture and grazing management etc., as well as EWS which includes ESW on landslide and cyclone. In all aspects, roles of headman and traditional leaders will be taught.

Module 2: Session Materials for School Students (Forest Management Brigade) on NRM

Purpose and Rationality

SAPLING has planned to form Forest Management Brigades (FMB) at targeted schools. FMBs will be comprised of groups of secondary schoolers who will be sensitized on NRM, including the impact of stone collection, deforestation, soil erosion and the importance of watershed management. They will be taught how to establish nurseries, collect seeds and propagate different types of trees, and provided with saplings, which will be planted on school grounds. The FMBs will be tasked with taking care of the saplings, setting up nurseries to propagate additional saplings which they will use to reforest streams and hillsides as per approval/designation of headmen, as well as share with their communities, FMB will share their learnings with other youth. As part of awareness raising on NRM, session materials focusing on above issues are necessary to develop.

  • User of the Module: Two to three hours session (depends on the tools/materials) for the school students specially forest management brigade will be facilitated by DRR & WASH Officers and Union Supervisors Design module in a way, so that students can practice those and get hands on training.
  • Target Audience: School students of class 8 & 9 of targeted schools will be participating in the two hours session. Session will be replicated in other schools as well.
  • How it will help audience: Participants will have understanding about the importance of preservation of natural resources. Later, they will be disseminating messages to their family members, neighbors and peers. Also, school students are expected to plant trees at their homestead and taking care of the existing water sources, protecting community people from hill cutting, stone collection, deforestation etc.
  • Where it will be used: The session will be facilitated at the school level and will be facilitate at class room
  • What it will entail:Students/Forest Management Brigade (FMB) will be sensitized in NRM, including the impact of stone collection, deforestation, soil erosion and the importance of watershed management. They will also learn basic about EWS and special focus on landslide and cyclone.

Expected Deliverables:

The Consultant/Consulting firm will ensure following deliverables as part of completion of the assignment.

Following documents with agreed sections and contents both in printable version (soft copy in word & EPS version)

  • Module 1: Develop appropriate materials on DRM-EWS and NRM to facilitate session for Headmen and Karbaries

(a)Soft copy of all materials (i.e. flip chart/appropriate session materials etc.) both in Bangla and English

(b)Facilitators guides (both in Bangla and English) explaining the process of facilitating session and using training materials

(c)One Take away home materials (as appropriate for this groups)

(d)Materials (mentioned in a, b and c, ) will be provided in both word and EPS Version (printable version, only Bangla version will be EPS)

(e)Facilitate training to the Headman/Karbaries (2 batches)

  • Module 2:Session and Materials development for School Students (Forest Management Brigade) on NRM

(a)Two to Three Hours session materials (appropriate materials) in soft copy with design/ready for print (EPS Version)

(b)Facilitators Guideline explaining the process to facilitate session

(c)One Take away home materials in EPS Version (as appropriate for this groups could be leaflet, brochure etc.)

(d)Content/messaging and methodology for FMB to share their learnings with others.

(e)Train SAPLING technical officers in ToT to conduct sessions with students

  • A report of completion of assignment will be prepared and submitted (3-5 pages).

Proposed Timeframe:

Total consultancy will be expected to complete the assignment within 3 months (including materials development and facilitation of training sessions) for overall consultancy and producing of final products. SAPLING will organize this training event in consultation with Headman Association. Consultant/firm is expected to come up with a draft work plan, which will be discussed and agreed upon.

SECTION B: OTHER NECESSARY DETAILS

Budget and Mode of Payment:

  • Consultant/firm is advised to submit separate budget for each module. Proposed price is a single package fees for entire service and deliverables. The agreed price will be paid in USD directly from CRS Headquarter (Baltimore, USA).
  • The consultant agency will be paid 20% of money upon submission of the content & final methodology of the assignment and accepted by respective person of CRS. The 50% will be paid upon submission of final draft module (not final version) after field testing and approved by CRS. After successful completion and approval of the final products by SAPLING (adherence to USAID branding marking plan to be ensured) and completion of facilitation of session, the remaining 30% will be paid.
  • Until and unless there is consensus on the materials agreed by both parties, CRS will not pay for the quoted and agreed price.
  • The Consultant/firm shall be solely responsible for his/her or team members’ insurance (health, travel etc.).
  • Compliance to local laws on taxes/VAT is the sole responsibility of the Consultant.
  • SAPLING will support organizing meeting at community level. Consultant/firms is advised to include cost related to travel (all travels both local and distance), lodging and food.
  • Cost related to training (for participants and facilitators) including food, accommodation, training venue will be managed by SAPLING implementing partner Caritas Bangladesh.

Preparation of the Proposal and person specification

The bidder shall bear all cost associated with preparation and submission of the proposal. The bidder shall submit technical and financial proposal in a single envelope with signature. The technical and financial proposals should be marked properly and should include the name and detail contact address of the bidder.

  • Submission of the proposal through email and/or soft copy is allowed but a hard copy with signature must have to send within 3 working days of the last date of submission.

Validation of the Proposal

All cost should be quoted in Bangladeshi Taka (BDT) and will remain valid up to Sixty Days (60) from the day of proposal submission.

Withdrawal/Cancelation of the SoW

CRS does normally check some of indicators to select the appropriate vendor i.e. understanding of assignment, appropriateness of the proposed methodology, relevant experience of organization, composition of resources person/Team, time frame and of course financial proposal. CRS preserves right to cancel/terminate/halt this hiring process without showing any justification to the bidder.

Outline of the Technical Proposal

The proposal should not contain any publicity documents/brochure of the bidder. It is expected that the proposal should maintain the following format:

Topic Page Limit

Introduction 1/2 page
Purpose and objectives 1/2 pages
Technical aspect of the proposal, methodology explaining process to develop materials etc.)and work plan Maximum 4-5 pages
Proposed team deemed necessary to complete the assignment with names and designation Maximum 1 pages (CVs of team leader and experts should be included as annexes and do not count towards the page limit)
Total Pages 6-7 pages

The detail CV of the Team Leader along with proposed expert(s) should be included in the annexure of the technical proposal. It is desirable that the proposal should contain the above-mentioned sections only. Bidder can submit the relevant experience documents i.e. brochure, list of previous assignments as an Annex (not in the body of technical proposal). Any experience that relates the experience of similar consultancy MUST be included into the CV of Expert/s.

Outline of the Financial Proposal

A. Consultant/firm is advised to submit budget separately for each module using following format:

SL / Activities / Unit / # Of unit / Unit Price / Total
1 / Consultancy Fee/Honorarium for Team Leader
  • Including Travel, food and accommodation of facilitator
  • Facilitation of Field works and developing documents
/ Per day
2 / Honorarium for expert/s (including travel, food, accommodation, data analysis etc.)
3 / Field Facilitator/s salary etc. / person-day
4 / Stationeries, photo copying etc. / Lump sum
5 / Communication-courier/postage
6 / Reporting / Lump sum
7 / Total cost for the facilitation of the Assignment
8 / VAT and Tax
9 / Total cost for the Consultancy including VAT & Tax (8-9)

Note: necessary line could be added

B. Cost of Facilitation-Considerable Points

The bidder may include/exclude any necessary heads from the above-mentioned format.

All the pages of the financial proposal should be signed by the respective person of the bidder organization. In case of submission through email, consultant/firm has to make sure that the document is signed and scanned to send.

All costs should be inclusive of VAT and TAX.

The payment terms would be as per mutually agreed T&C laid out in the contract