MDM 31.08.

2013

Dear Sir/Madam

Letter of Invitation to Tender for Consultancy Services for the Development of Project
Proposals

For implementation of Sri Lanka Comprehensive Disaster Management Programme

Sri Lanka Comprehensive Disaster Management Programme (SLCDMP) 2014-2018 has been
developed with the overarching objective of creating and facilitating the enabling environment for
multi-hazard, multi-sector, multi-agency partnership oriented disaster management programme, using
risk knowledge as the base, in line with global conventions and frameworks. In order to achieve goals
and outcome, 41 outputs have been identified under eight strategic components. The SLCDMP to be
implemented during the five year period commencing from 2014 and the total estimated cost would
be Rs 29,047 million. The SLCDMP is designed to be implemented with the involvement of multiple
agencies and coordinated by the Ministry of Disaster Management with a strong monitoring and
reporting system.
Considering the urgency in preparing project proposals to secure funding from 2015, the Ministry of
Disaster Management proposes to engage the services of individual consultants or consultancy
organization for the development of detail project proposals for selected outputs in SLCDMP. The
Coordinating Secretariat for Science, Technology and Innovation (COSTI) under the Minister
(Senior) of Sciencetific Affairs (SMS) will work closely with the Ministry of Disaster Management to
select outputs where incorporation of STI application is possible.
The chairperson of the procurement committee of the Ministry of Disaster Management invites
proposals from individual consultants or consultancy organisations for the development of project
proposals for the implementation of selected outputs in the SLCDMP. Interested consultants or
consultancy organisations should submit the technical and financial proposals as per the tender
document and provide information on their qualification and experience. Experiences of similar
assignment completed in the past would be an added qualification.
Interested individual consultants or organizations must send the bid application in duplicate by
registered post or deposited in the tender box, of the Ministry of Disaster Management to reach the
Chairperson of the Procurement Committee of the Ministry of Disaster Management, Vidya
Mawatha, and Colombo 07 on or before 14th October 2014 at 2.00 p.m.

The consultant will be selected in accordance with the procedures set out in the Guidelines for
Selection and Employment of Consultants, published by National Procurement Agency following
CQS method.
Tender document together with TOR, etc. could be downloaded from the website
www.disastermin.gov.lk of the Ministry of Disaster Management. The Prebid meeting will be held
on 12th September 2014 at 0 9.30 hours at the conference room (ground floor) of the Ministry.

Chairperson
Ministry Procurement Committee,
Ministry of Disaster Management,
Vidya Mawatha,
Colombo 07
 Ministry of Disaster Management

Tender Document
for the
Procurement of Consultancy Services
for the
Development of Project proposals
for the implementation of
Sri Lanka Comprehensive Disaster Management Programme

Vidya Mawatha
Colombo 7.

16 September 2014
 Consultancy Services for Development of Project Proposal for the Implementation of
Sri Lanka Comprehensive Disaster Management Programme

Background
The disaster impact could be minimized through a coordinated approach of relevant public
and private sector organizations and by mainstreaming disaster risk reduction measures into
sectoral programmes and projects. Sri Lanka Comprehensive Disaster Management
Programme (SLCDMP) 2014-2018 has been developed with the overarching objective of
creating and facilitating the enabling environment for multi-hazard, multi-sector, multi-
agency partnership oriented disaster management programme, using risk knowledge as the
base, in line with global conventions and frameworks. In order to achieve goals and outcome,
41 outputs have been identified under eight strategic components. The SLCDMP to be
implemented during the five year period commencing from 2014 and the total estimated cost
would be Rs 29,047 million. The SLCDMP is designed to be implemented with the
involvement of multiple agencies and coordinated by the Ministry of Disaster Management
with a strong monitoring and reporting system. It is also envisaged that the programme will
provide a sound basis for harmonizing donor support and minimizing duplication of efforts
by agencies.
The programme has been prepared in aligned with the national priorities and the annual
budget process. National Planning Department of the Ministry of Finance has recommended
the acceptance of SLCDMP for implementation and request the Ministry of Disaster
Management to submit detailed project proposals for output activities identified in the
programme.
Considering the urgency in preparing project proposals to secure funding from 2015, the
Ministry of Disaster Management proposes to engage the services of individual consultants
or consultancy organization for the development of detailed project proposals for selected
outputs in SLCDMP, which could be made more technologically sound and viable by
incorporating modern science and technology applications, systems, methods and
information to make the proposed project. The Coordinating Secretariat for Science and
Technology Innovation (COSTI) under the Senior Minister of Science and Technology will
work closely with the Ministry of Disaster Management to select outputs where incorporation
of technology application is possible.

Duration of Assignment: The assignment should be completed within 60 days from the date
of awarding the contract.

Terms of Reference
a. The consultant is required to develop project proposals for each output listed in the
Annex 1.
b. The consultant could select more than one output for the development of project
proposals. However, preparation of proposals should be completed within 60 days
as stated above and no extension could be given in view of undertaking
development of additional proposal.
c. The consultant should study the general outline given for each output, and for any
further clarification staff nominated for implementation of the programme to be
consulted.
d. The agency responsible for implementation of the project should be consulted to
gather user requirement project outputs. Discuss with DMC to identify disaster
risk reduction activities and the and how to address them to minimize impacts.
 e. In consultation with COSTI and partner agencies, identify and include steps to be
taken to incorporate modern science and technology applications, systems,
methods and information to make the proposed project technologically sound and
viable.
f. In developing the proposal, the possibility of incorporating innovation concerns into
the project for the benefit of beneficiaries to be explored. Any studies required to
be undertaken to achieve output should be included as an activity.
g. The Project proposal to be developed in line with the project submission format and
guidelines issued by NPD. Sample format is attached. Annex 2
h. Work closely with the National Programme Director (NPD), technical staff of the
secretariat of SLCDMP and other partner organizations to develop a full proposal
based on the project strategy, outputs and donor interest. Ensure all project
partners, especially the focal agency is fully involved with the development of
proposals and aware of what information were used.
i. The budget of the full proposal to be cost effective and prepared based on the current
market rates and prices.
j. Consultants could access disaster related data from www.disinvantar.lk, and
www.sahana.lk, databases. Further information could be obtained from DMC,
NDRSC NBRO, Department of Meteorology, and other stakeholder agencies for
the development of the proposal. It is the responsibility of consultants to identify
information gaps which required developing the full proposal and securing the
necessary information to complete the proposal.
k. Develop the project proposal to produce a cohesive and credible project, according to
the agreed programme strategy and output.
l. Provide soft and hard copies of the final proposal for the review of the focal agency
and the National Programme Director prior to the submission to the Secretary,
Ministry of Disaster Management.
m. The duly completed proposal to be submitted to reach secretary, Ministry of Disaster
Management within 60 working days of awarding the consultancy.

Functional competencies:
a. Strong understanding of the policies and processes of the Disaster Risk Management
(DRR) of Sri Lanka

b. Capacity to work in a multi-sector team, including coordinating technical input into

proposals.

c. Ability to work in multi-cultural environment, with staff of various agencies to

understand the requirements and where necessary revising the proposal.

d. Familiarity with requirements of Project Submission Format of GOSL fundings and

the key donors, including UNDP, AUSAID, USAID JAICA and EU etc.

e. Good project design skills, including capacity to prepare logical, coherent and
consistent documents including log frames and budgets.

f. Demonstrates good knowledge of science and technology and applies it in designing

the detail project proposal.
Qualifications and Experience of Individual Consultant/consultants engage to develop
proposals with
Education:

Postgraduate Degree at Masters or Doctoral level from a recognized university in the field of
Engineering, Agriculture, Physical or Biological Science, Town Planning, Business
Administration, Project Management, Economics, Disaster Management or disciplines
related to Science & Technology.

Experience:
Minimum 5 years’ experience at the national or international level in the area of proposal
development and Project Management.

Language:
Demonstrates strong oral and written communication skills in English.

Submission of bid application:

Interested individual consultants or organizations must send the bid application in duplicate
by registered post or deposited in the tender box, of the Ministry of Disaster Management to
reach the Chairperson of the Procurement Committee of the Ministry of Disaster
Management, Vidya Mawatha, and Colombo 07 on or before 14th October 2014 at 2.00 p.m.
2014. Late bids will be rejected. “Bid application for Consultancy Service” should be written
on the left hand corner of the envelope. Bids will be opened immediately after closing the bids
at 14.10 hours and one representative of the bidder could be present at the time of opening. The
separate bid should be submitted for the development of each proposal.

Method of Payment

Payments will be based on invoices on the achievement of agreed milestones, i.e. upon
delivery of the outputs specified in the TOR and certification by the National Programme
Director. The bidder must factor in all possible costs in his/her financial proposal, including
his/her monthly consultancy fee, travel, honorarium, additional HR cost (as required) such as
translators and field assistants, communication cost such as telephone usage, printing costs,
stationary, and any other foreseeable costs required to complete the assignment. No costs
other than what has been indicated in the financial proposal will be paid to the consultant or
institution.

Payments will be made in instalments as follows;

a. 30 % of the total amount upon the submission of draft report
b. Balance 70% of the total amount upon the submission of the final report
 Annex 2
Project Proposal for ……………………………
1. Project Title:
2. Sector: Social security
Sub Project: Disaster Management
3. Project Location:
3. 1 Specify the Project Location
(Indicate the place(s) where project activities take place)
Provide an additional description if the boundary cannot be demarcated clearly:
Site Province District Division Location
1

3.2 What is the total area of land required for the project? Not required
3.3 Please state the cost of land if it is to be purchased: Not applicable
4. Rationale of Project:
4.1 General sector information
4.2 Project Objectives
4.3 Specific problems to be addressed by the project
4.4 Mode of intervention in terms of this project
4.5 Composition of target beneficiaries/stakeholders (indicate the gender ratio)
4. 6 Relationship of project to national priorities
5.0. Expected Project Outputs:
6. Project Budget:
Activity Cost (Rs. Mn)

Total

Each cost item (component/activity) should be properly explained and justified in relation to
achievement of the project objectives.
7. Financing Plan:

7. 1 Method of Financing

Financial Source Amount

( Rs. Mn)
External Source
Consolidated Fund
Proponent Funding
Beneficiary Contribution
Other (Specify)
Total

7. 2. Project Investment Period

Components Year 1 Year 2 Year 3 Year 4 Year 5 Total
(Rs.
mn)
 7. 3 Project Operations & Maintenance Costs
Components Source of Year1 Year 2 Year 3 Year 4 Year 5 Total
Financing (Rs.mn)

7.4 Recurrent-expenditure co-efficient (r-Coefficient

(Total Recurrent Cost/Total Estimated Cost)
8. Environmental Impacts on Physical, Biological, Socio-Cultural or Aesthetic
Status:
9. Gender Perspectives:
9.1 Does the project, identify any gender gaps? If so, describe
9.2 Which project strategies will address the gender imbalance?
10. Implementation Arrangements:

11. Staff Availability for implementation of the proposed project: