Consultancy Service for Documentation

The International Federation of Red Cross and Red Crescent Societies (IFRC)

The International Federation of Red Cross and Red Crescent Societies (IFRC) is the world’s largest humanitarian organization, with a network of 192-member National Societies. The overall aim of the IFRC is “to inspire, encourage, facilitate, and promote at all times all forms of humanitarian activities by National Societies with a view to preventing and alleviating human suffering and thereby contributing…

Consultancy Service for Documentation

IFRC/Dannish Red Cross Nepal is looking for consultancy services for documentation of lessons learned, photographs, case stories and success stories of “Empowered Persons with disabilities in an Inclusive and Resilient Community”

Interested applicant should submit their expression of interest and required documents as mentioned in ToR to Ms. Aliza Baidya at , latest by 31 October 2022.

Terms of Reference (ToR)

(Consultancy Service for documentation of lessons learned, photographs, case stories and success stories of “Empowered Persons with disabilities in an Inclusive and Resilient Community”)

(AX: 24568)

(September 2022)


Nepal Red Cross Society (NRCS) with support from Danish Red Cross has been implementing a project entitled “Empowered Persons with Disabilities in an Inclusive Community” from 1 September 2019 – 28 February 2023. The EPIC project is being implemented in consortium with the Austrian Red Cross, Finnish Red Cross, and Hong Kong Red Cross-National Societies.

The project aims to empower Persons with Disabilities (PWD) & support their family, community, and institutions to become more inclusive. The project has four outputs:

Output 1: Self-confidence of persons with disabilities and their capacity to position themselves as active members of their families are strengthened.

Output 2: Meaningful participation of persons with disabilities in their communities is increased.

Output 3: An enabling environment allowing persons with disabilities to fully exercise their rights is fostered.

Output 4: Local authorities and communities (including Self Help Groups) have increased awareness and capacity to take actions towards community resilience through a multi-hazard and Disability Inclusion approach in Disaster Risk Management.

The project is being implemented in Dordi Rural Municipality, Lamjung and Rishing Rural Municipality, Tanahu. This project is led by Gender Diversity and Inclusion (GESI) Department, NRCS. However, output 4 (also known as DiDRR output) is led by the Disaster Management (DM) Department, NRCS.  The expertise and ownership of output 4 is the responsibility of DM department whereas GESI department leads the project overall.

1. Purpose, Objectives and Scope

1.1 Purpose

The main purpose of this consultancy is to produce evidence-based advocacy and dissemination documents of EPIC project in the form of a) lessons learned and good practices and b) success stories accompanied with good photographs.  EPIC project is unique in nature because unlike other DRR project it hasn’t considered disability only a component for inclusion instead it has kept disability at the heart of disaster risk reduction. All the activities of DRR are designed by the disability lens using experts of disability and community-based disability self -help groups.  Therefore, NRCS and DRC has decided to document the lessons learned, and good practices from this project.

The lessons learned and good practices must be captured covering tools, techniques, implementation procedure, timeline etc. The roles and responsibilities of each of the stakeholders must be documented well.  The statements shall be justified using case studies besides other methods to capture the changes it has brought to its targeted beneficiaries (person with disabilities and family members, community-based groups, and local authorities). Documentation of the project efforts, processes, success stories, challenges, and lessons learned captured by this study will be valuable to Red Cross, and other stakeholders in the future. The final product of the study will be used as new funding exploration tool, advocacy tool with the authorities and donors and will serve as a knowledge management resource which can be shared with consortium partners national societies, other national societies, IFRC and other stakeholders working on disability and DRR sector, using various national and international platforms, to inform future program initiatives.

1.2 Objectives of the consultancy

The objectives of this consultancy are:

  • Document lessons learned and good practices and missing opportunities during of the EPIC project implementation in the form of narrative, process documents, case studies.
  • Take photographs and collect beneficiary’s written success stories (30 stories in English) linked to the photographs (to publish a success story photobook). Both the photographs and the story must highlight how has their life changed for the better, in small or big ways, after the project intervention.
  • Dissemination of captured lesson learned, missing opportunities with EPIC project team including consortium partners and stakeholders.

1.3 Scope

The consultant should focustheir study on the EPIC project however for a comparative presentation, the consultant is expected to study the relevant documents (lessons learned and good practices or final evaluation report) of at least two other DRR projects run by Nepal Red Cross Society. In addition, the output 4 (DiDRR output) must be highlighted over other outputs. In fact, the output 4 must cover 50% of the lessons and good practices. However, this coverage is not applicable to success stories and photographs.  While collecting the lessons learned, and good practices the consultant must ensure; using various participator methodologies; the informed and meaningful engagement of beneficiaries and stakeholders from all levels in the whole process. The evidence of the engagement must be included in the final report.

2. Methodology

The consultant is requested to Identify the suitable methodology to capture the lessons learned and good practices of the project in consultation with the project team. The consultant must explain all the details in the proposal including timeline.  A list of suggested methodology is as below.

  • Meeting and discussion with project team
  • Desk review, 
  • Individual interview
  • Group interview
  • Field visits
  • Focused group discussion, 
  • Meeting/interactions with stakeholders and beneficiaries committee, and government representatives, as per the need to get the good practices, lessons learned, case studies, success stories, photographs, and community testimonials.

Note the consultant will be expected to ensure that the methodology used is disability-inclusive to ensure full participation of people involved in the project.

The consultant will need to be accompanied by project staff in all meetings, FGD, and interactions with beneficiaries and project stakeholders however the roles and responsibilities of project staff shall be defined by the consultant and should be well communicated with the team.

3. Roles & Responsibilities

Danish Red Cross will be responsible to:

  • Hire the consultant as per agreed TOR.
  • Brief project introduction meeting with consultant including DRC data protection policy and requirements, the code of conduct and the Red Cross and Red Crescent zero tolerance for sexual exploitation and abuse.
  • Ensure proper coordination with NRCS HQ and field team including meeting as requested by consultant  
  • Support to collect/provide relevant materials/documents to the consultant as requested.
  • Support contact and coordination with concerned project officers and Nepal Red Cross District Chapter management.
  • Manage the logistics for field visits. e.g vehicle arrangements, and accommodation facilities, security briefing.
  • Verify the final products has been received, approve for the payments and bills. 
  • Make payments in Nepali Rupees as per the signed contract with the Consultant within four weeks of the submission of the bills and deliverables.

The Consultant, after successful selection, under direct supervision of NRCS district project coordinator/ project Officer will be responsible to:  

  • Submit a detailed plan of action, team, and timeline. During the application process, the applicant must submit CV of all team members who will be engaged in the consultancy. 
  • Discuss with the project team for thepossible activities to capture the good practices and lessons learned 
  • Prepare and share the schedule and other logistics details with NRCS team timely. 
  • Discuss with the project team for the potential stories and the selection of final stories, 30 stories minimum
  • Plan the field visit in consultation with the project team
  • Visit to the field together (Rishing Tanahu and Dordi Lamjung Kavre) with the project staff to take photographs and collect success stories 
  • Ensure that permission and informed consent is collected for each success story and photo of beneficiary 
  • Ensure ethical and legal considerations while working with persons with disabilities are understood and complied with.
  • Write and provide quality success stories in English, 30 stories covering both districts. Similarly, shoot and provide quality photos that helps capture the essence changes mentioned in the success stories. The photographs must be taken in high quality resolution suitable for printing in full resolution print. 
  • Sign and act in accordance with the Code of Conduct
  • Submit the final deliverables within the agreed timeline and bills for the reimbursements and final payments

The NRCS EPIC team will be responsible to:  

  • Present potential project stories aligning with the project’s major activities and focus
  • Meet and discuss with consultant on the stories and field visit as per request
  • Identify the correct sites/location/ individuals for photos, stories or meetings/discussion and prepare the field plan accordingly
  • Accompany the consultant in the field during her/his visit
  • Communicate and coordinate with individuals, local committee, and government representatives as per the agreed plan with the consultant
  • Assist in taking consent from the required beneficiaries for photographs and testimonials
  • Provide required project related information requested by the consultant

4. Deliverables &Timeline 

Deliverable 1: Inception Report with detail plan of action, tools,and methodologies(incl. design of core interview and FGD questions) with timeline: maximum six pages

Deliverable 2: Good Practices and Lessons learned document draft (using standard template provided by the DRC, and able to be disseminated to external audiences)

Deliverable 3: an hour presentation on lesson learnt, good practices and missing opportunities (virtual/physical) to be completed with involvement of all consortium members (DRC, Austrian, Finnish, and Hong Kong Red Cross).

Deliverable 4: Good Practices and Lessons learned document final version after incorporating feedback (using standard template provided by the DRC).

Deliverable 5: 30 success stories in English and 60 photos (at least 2 photos of each success stories)

Deliverable 6: Completion Report maximum six pages


The assignment is expected to start 10 November 2022 and finished by 30 December 2022. Other detail is as below:

5. Skills & Qualifications

A consultant or organization with experience in undertaking similar assignments with good track record will be selected for the tasks. The consultant team or organization should demonstrate a sound understanding on disability, and disaster risk reduction/management projects, including community-based approaches in their technical proposal and presentation. The consultant must identify a dedicated team for the project. The applicant must submit CV of each member of the team who will be engaged (full time or part-time). In addition, the roles, and responsibilities of each team member must be clearly defied in proposal. The skills required for the consultancy are as below:


  • At least 3 prior working experiences in the documentation of good practices & lessons learned and case studies, success stories, photobook publication, individual and community testimony writing and feature writing in newspapers
  • Have at least 3 prior experiences, in last 5 years, in developing project reports, reviews, and qualitative project impact evaluations 
  • Proven experience in qualitative and quantitative research methods.


Master’s degree in a field relevant to the assignment, for example inclusive education, Disaster Management, Communication, Development studies, Public Policy, Sociology, Rural Development, Social Work, is desired.

Note: Organizations run by person with disabilities or organization working dedicatedly for the person with disabilities will be prioritized during the selection. However, the required skills and qualifications must be met by the consultant or consultancy.

6. Budget

The consultant is asked to submit a budget proposal outlining the costs for working days (fee)and a detailed work plan. Submit a financial proposal in NPR, with detailed breakdown of cost; and its related activity including all applicable tax/vat.In your financial proposal please mention clearly about the terms of payment including bank details:

  • Bank Name:
  • Account Name:
  • Account Name:
  • Branch:

7. Selection processand criteria 

The applicants will be evaluated as below:

First Round 

  • Technical proposal 40%
  • Technical interview/presentation 30%

Second Round

  • Financial proposal 30%

The applicant selection will be done in two phases. In first phase technical evaluation (Technical proposal and Technical interview/presentation) will be carried out. Maximum top five consultancies; based on technical proposals; will be invited for presentation/interviews. The applicant successful in technical evaluation only will compete for the financial evaluation.

Selection criteria

  • Relevant professional experience, team composition, and qualification 
  • Quality of technical proposal and technical presentation/interview and financial proposal (as explained in point 7)
  • Quality of samples submitted during the application process
  • Commitment to quality of deliverables and timely delivery
  • Quality of technical proposal and total value of the financial proposal

8. Per diem & Travel allowance: 

The Danish Red Cross will cover all travel & accommodation cost as per actual basis & food-max NPR 1800 per person per day as per DRC-CO policy for the field visit.

9.  Confidentiality and Intellectual Property Rights

 “Intellectual Property Rights” refers to any patent, copyright, design right, community design right, registered design, rights in know-how, or any similar right in any part of the world and shall include any applications for the registration of any patents or registered designs or similar rights capable of registration in any part of the world.

Intellectual Property Rights 

(a) All Intellectual Property Rights whatsoever in any work produced by the Contractor and/or the Individuals for Danish Red Cross shall belong to Danish Red Cross absolutely and the Contractor hereby waives and shall procure that the Individuals (or any individuals it uses in any capacity to provide or assist in providing the Services) waives any moral rights or any other rights whatsoever which it may have in such work and will, at the expense of Danish Red Cross, take or join in taking such steps to vest such rights in Danish Red Cross or enforce the same on behalf of Danish Red Cross as Danish Red Cross shall require. 

(b) The Contractor shall indemnify the Danish Red Cross (as appropriate) against any costs claims demands expenses or liabilities arising from a claim brought against Danish Red Cross by a third-party alleging infringement of its intellectual property rights arising from use of Danish Red Cross of the Services provided by the Contractor. The Red Cross emblem is a protective symbol, the use of which is restricted by international and national law. It may not be reproduced without prior authorization.

10. How to apply:

Interested individual, company and organization should submit the following documents to Ms Aliza Baidya at latest by 31 October 2022

  • Acknowledgment of ToR. (Please attach the signed copy of these Terms of Reference with your offer) 
  • Latest tax clearance certificate.
  • VAT registration is mandatory and submit a VAT registration certificate and individual consultant more than NPR 500,000 should have vat registered. 
  • Quality samples of similar assignments
  • Technical proposal(pls. include CV of team members dedicated for this consultancy only with specific roles and responsibilities identified)
  • Financial proposal