Request for Proposal – Development of an Implementation Plan for a Multi-Hazard, Impact-Based Early Warning and Early Action System in Ethiopia

Background

The Ethiopia Disaster Risk Management Commission (EDRMC) recently developed a roadmap for the delivery of a national Multi-Hazard, Impact-Based, Early Warning and Early Action System (MH-IB-EW-EAS) or hereafter the System. This is expected to be fully operational by 2030. The roadmap was prepared following a review of the national early warning system (EWS) and has been enriched by lessons learned from international EWS experience.

The roadmap is aligned with Ethiopia’s DRM Policy and Strategy and global DRM frameworks of which Ethiopia is a signatory, including the Sendai Framework for Disaster Risk Reduction (SFDRR), the Paris Agreement, the UN Secretary General’s call for Early Warning for All, and Agenda 2030.

The roadmap is structured around four pathways that will deliver four goals that together will deliver Ethiopia’s vision for more resilient communities that also, in times of crisis, are protected by a robust, multi-hazard, multi-sectoral, government-led emergency response. The response will be delivered by state and non-state actors (see Figure 1) and its effectiveness assessed by the delivery of timely EW alerts and messaging that trigger quality disaster responses.

Once operational, the System will address a range of challenges that currently include limited disaster risk awareness, weak hazard monitoring and forecasting capabilities, poor coordination of hazard monitoring and forecasting partners, and poor disaster response decision-making. The System will also deliver improved communication including between humanitarian partners and from humanitarian partners to at-risk and affected communities.

Improved early warning alone will not ensure prompt and effective response as contingency and response plans may be dated, and disaster management capacity in some areas may be low.  The new System will therefore need to address a range of recognised gaps and weaknesses. The System will also need to ensure improved coordination of national, regional, and local humanitarian actors and the improved analysis of EWS information, that will inform better decision-making.

Oxford Policy Management (OPM) is supporting EDRMC to commission a Consulting Company to support the development of a detailed implementation plan for the delivery of the System, that is expected to be fully functional by 2030. The implementation plan will be structured around the following four inter-related change goals:

1.       Comprehensive and automated disaster risk information and knowledge bases are built for all dimensions of disaster risks, including hazards, exposure, vulnerability, and capacity at the household, community, and organizational levels.

2.       National and regional capacities for detecting and forecasting major hazards, as well as analysing potential impacts, have been strengthened and optimized.

3.       Communication and dissemination systems (including the development of last-mile connectivity) improved, people at risk received warnings through information exchanges made at the national, regional, and/or woreda levels.

4.       Ability to respond to warning messages and reduce risks would be improved. Within this context, it is important that EDRMC be supported to create a meaningful and sustained EWS transformation by reinforcing its role in implementing the roadmap through systematically integrating four pathways, leveraging digital technology in the system, and clarifying sectoral early warning mandates and institutional ownership of the subsystems.

Rationale

Why a Roadmap Implementation Plan (RIP)

To achieve Ethiopia’s broader DRM policy objectives to save lives and livelihoods and to protect the environment the System roadmap recognises the urgency of building a robust and effective EWS to address small- and large-scale, frequent and infrequent, and quick or slow-onset disasters caused by natural and/or human-induced hazards. To achieve this will require the development of an implementation plan, that is structured around the following: program intervention areas; responsibilities; means of implementation; and monitoring, evaluation, accountability, and learning (MEAL). Once developed, the implementation plan will serve as the overall blueprint for delivering the roadmap, including through the generation of specific projects.

The implementation plan will also serve as a guiding document for actions of all stakeholders in Ethiopia at the national, regional, district, and local level, whether they be state or non-state actors, to reduce fatalities and the financial and material effects of incidents and disasters and contribute to building a more resilient nation.

Overall Objective of the RIP

The overarching objective of the RIP is to provide the EDRMC with a detailed schedule of activities for the delivery of a Multi-Hazard, Impact-Based Early Warning and Early Action System in Ethiopia based on the road map.

Specific objectives of the RIP

The specific objectives of the RIP are to:

1.       Support the implementation of the roadmap change goals and aspirations of the DRM policy and other international agreements by strengthening coherence and integration between key humanitarian and development sectors.

2.       Strengthen mechanisms, platforms, frameworks, and capacities at national and sub-national/local levels for mainstreaming, implementing, and coordinating gender-sensitive risk-informed System strategies and programmes that enable warning and early action and help in general address the problem of climate change, urbanization, public health, conflict and environmental degradation and others.

3.       Develop integrated, scalable, and modular tech infrastructure by evaluating and determining, using tools, technologies (e.g., automation and digitization) to prioritize based on the data needs and existing EWS systems.

4.       Strengthen long-term capacities in all the 4 pathways and overall EWS governance, including coordination mechanisms, at national, regional, and continental levels to support the implementation of the System and the newly revised policy to systematically contribute to building resilience to disasters, with a special focus on the most vulnerable groups.

5.       Use Woreda Disaster Risk Profile (WDRP) and other similar initiatives (including the existing urban profiles) for risk informed multi-hazard EWS (MH-EWS) planning and budgeting.

6.       Determine and provide indicative, estimated, and targeted budget requirements for advancing the MH-EWS and priority actions to 2030 from operational, technical, policy, and financial perspectives.

1.       Systematically incorporate risk informed MHEWS measures in DRR, response, and recovery programmes, as well as broader sustainable development initiatives.

2.       Provide practical tools to mobilize resources for System projects and programmes.

3.       Ensure efficient, effective and shared accountability by providing a mechanism for stakeholder coordination and collaboration to mobilize resources (financial, technical, and operational systems).

4.       Facilitate data collection and sharing by setting standards, determining architecture of data centres and web-based systems (including the software and hardware needs) leading data-sharing agreements and using data-driven technologies.

5.       Demonstrate the ability to achieve a decentralized EWS by detailing responders’ duties and responsibilities, and sectoral priorities for enhanced preparedness and early response in line with the DRM Legal Framework and DRF Strategy (currently under development).

Scope of the work and application of the RIP

The RIP comprises and integrates key MH-EWS elements (disaster risk knowledge, monitoring and forecasting, dissemination and communication, and response capacity) that will be delivered by 2030 in a fully functional MH-IB-EW-EA system (see Annex 1). It also includes the Transformation of Ethiopian Early warning System (TrEES) (Phase I and Phase II action plans comprising priority activities for the System) and will be informed by other international MH-EWS initiatives as referenced above.

The RIP will also prioritize the top technical actions that are needed to enhance the ability to detect, monitor, and forecast hazards, close the observation gap, advance global forecasting systems and data exchange, and optimize international efforts. To effectively communicate and disseminate warnings, the plan must also emphasize infrastructure, governance, and people-centred approaches. Furthermore, it should describe the policies, capacities, financing, and collaboration needed to improve preparedness and response capability.

The RIP will also make clear how key foundational financing mechanisms will be scaled-up to achieve the pathways change goal, including the implementation of the Systematic Observations Financing Facility (SOFF) and a new framework developed by the Climate Risk and Early Warning Systems Initiative (CREWS) and Green Climate Fund. As part of the plan, mechanisms will be included to ensure the inclusion of financial institutions e.g., the Alliance for Hydromet Development. The RIP will also recognize and utilize the success of existing bilateral early warning funds and initiatives e.g., IGAD’s AMH-EWS situation and the new Disaster Risk Finance policy.

While the State at national, regional and woreda-levels bear’s the responsibility for RIP implementation, non-state stakeholders including Civil Society Organizations (CSOs),  Non-Governmental Organizations (NGOs), women-led community-based organizations (CBOs), children and youth, and the private sector, other partners and stakeholders,  other informal community-level organisations are all encouraged to play an enabling role.

Specific Tasks

§  Review the MH-IB-EW-EAS roadmap and other relevant documents, including  the 2013 Policy and Strategy for Disaster Risk Management, the draft DRM Legal Framework the draft DRF Strategy, the DRM mainstreaming Guidelines, WDRP methodological notes, etc.

§  Review and incorporate “best practices” relevant to the Ethiopian context in the design and development of implementation plans for multi-hazard and multi-sectoral EWS.,

§  Conduct interviews with key local and international actors to gather their perspectives on the development of a Multi-Hazard, Impact-Based Early Warning and Early Action System in Ethiopia.

§  Prepare an inception report that includes background, objectives, methodology with clearly defined activities, timeline and expected outputs.

§  In consultation with EDRMC and stakeholders, prepare thematic perspective programming and indicative budgeting.

§  Create a results framework and M&E system and plan based on the goals and desired vision.

§  Identify key program intervention areas, means of implementation, coordination, communication, resource mobilization, and partnering.

§  Conduct a consultative workshop to validate the results framework, key program intervention areas, and custom indicators for the System.

§  Develop a matrix of programs of intervention areas Phase I: 2023-2026 and Phase II: 2027-2030 to implement the roadmap.

§  Review the inter-institutional coordination structure for data sharing and illustrate the data flows that are necessary between the primary institutions to function the four pathways of the system effectively.

§  Develop a draft RIP that includes a results framework, program intervention areas, means of implementation, coordination, communication, resourcing and partnering, and a matrix of results.

§  Develop an application of ICT supported tools to ensure robust monitoring, the pinpointing of gaps and mobilization of stakeholders.

§  Prepare a sequence of actions from the proposed key change actions of the roadmap according to the transformation phases and years.

§  Conduct an environmental scan for the government agencies, a SWOT analysis, and a threat and opportunity matrix.

§  Prepare annual objectives and milestones, and a detailed action and budget plan.

§  Identify strategic partnerships and capacity building needs.

§  Identify risks and mitigation measures pertaining to the implementation of the roadmap. .

Key deliverables and outputs

§  An inception report – of no more than 20 pages   including the methodology, framework and   workplan that indicates the delivery schedule, outlining the approach to be taken in the development of the RIP with table of contents for the report.

This will be delivered within 20 working days of signing the contract.

§  A power-point presentation – based on the inception report and delivered to relevant government and international stakeholders.

To be  delivered within 5 working days of the delivery of the inception report.

§  A high-quality, fully formatted draft RIP – that includes governance and implementation structures such as:

Ø Key stakeholder roles at various levels,

Ø implementation and coordination mechanism at all levels,

Ø Multi-level stakeholder roles (e.g roles of parliamentarian and legislators, stakeholders’ groups and platforms, International, regional and sub-regional organizations UN agencies, NGOs, INGOs, CSO, private organizations, communities etc )

Ø Cooperation and partnerships frameworks,

Ø A resource mobilization strategy,

Ø Monitoring and reporting – data sharing, learning, accountability)

§  A matrix of the programmes of action – Phase I: 2023-2026 and Phase II: 2027-2030 to implement the System that will include priority action areas, preferred development pathways, time frame, output, lead/primary sector and the main responsible body.

§  A results framework and M&E system – that will measure progress to the delivery of the four change goals and associated activities.

§  Indicative budgeting – required for the implementation of the RIP (see Annex 1)

§  A power-point presentation – to be presented at stakeholder meetings (a minimum of two and maximum of four) to gather feedbacks/comments.

§  A final presentation – of the RIP at a validation workshop.

1.Requirements of the consultants, qualification, and experiences

§  Proven and demonstrable experience in EWS development and implementation,

§  A combination of DRM/ DRR knowledge and IT expertise in information management systems development in the whole spectrum of data collection, processing and dissemination

§  The Team of Consultants must have team members who have experience in designing multi-hazard, early warning systems and in early action, a combination of local knowledge and international experience.

§  Have experienced team members with proven experience in GIS, remote sensing, information management and EWS analysis.

§  Prior work with government authorities and at senior level and a deep understanding of government structures and processes is an advantage.

Other requirements

The Team of Consultants is required to have the following professional and technical qualifications. Only teams that have the required expertise will be shortlisted and contacted.

The consulting team.

The Team of Consultants will have a minimum of 5 members:

§  Team leader

§  Agrometeorologist/hydrologist

§  Disaster risk management specialist

§  ICT specialist – with experience on data and system development

§  Agriculturalist

Team leader: preferably a post-graduate degree holder in Humanitarian Affairs, Rural Development or Disaster Risk Management with more than 15 years’ experience.

Team members: post-graduate degree holders in Disaster Risk Management, Agrometeorology, Hydrometeorology, ICT, or Agriculture. Each team member will have more that 10 years of work experiences in their profession.

Criterial for proposal selection

The Team of Consultants is expected to submit the following information to demonstrate their suitability:

1.       Technical proposal:  Justification why the Consulting Company is most qualified   and explanations how they would deliver the task in the prescribed period.

2.       Financial proposal: detailed the fees of the consultants per day as well the total with cost break downs. Proposals will be evaluated on the following:

1.       Technical criteria – 70% of the score

2.       Financial criteria – 30% of the score

Duration of the work

The duration of the consultancy is expected to be 90 working days.