Terms of Reference for PMSC

TERMS OF REFERENCE
FOR THE PROJECT MANAGEMENT SUPPORT CONSULTANT (PMSC)

1. Introduction

This Project Management Support Consultant (PMSC) will provide services over a six-year period
or till the project completion time, whichever is earlier, to support the implementation of the
Climate Resilient Landscapes and Livelihoods Project (CRLLP) proposed to be implemented in
24 rural municipalities/municipalities of five vulnerable districts of Karnali and Sudurpashchim
provinces of Nepal. The consultant will support the Project Coordination and Management Unit
(PCMU) at federal level and two Provincial project Coordination and Management Units
(PPCMUs) at provincial level in Karnali and Sudurpashchim including provincial Project
Implementation Units (PIUs) to ensure that all the project activities are performed as planned in
compliance with the loan and grant agreement. The detailed implementation plan for the project
is in the Project administration Manual (PAM).

2. Background

The Climate Resilient Landscapes and Livelihoods Project (CRLLP) aims to strengthen the
climate resilience of rural communities in vulnerable watersheds in the western provinces of
Karnali and Sudurpashchim, Nepal. The project is funded by the Asian Development Bank (ADB)
and Government of Nepal with a total cost of USD 37 million

The project area includes 24 rural municipalities/municipalities of the districts of Salyan, West
Rukum and Mugu in Karnali Province and Bajhang and Bajura in Sudurpashchim Province. The
outputs include i) Climate Resilient Catchment Management and Water resources Infrastructures
Improved through community-based subprojects involving small-scale water infrastructure and
nature-based solutions (NBS) for land and water management, ii) Nature based livelihoods
enhanced resulting in Local Economy and Enterprises Promotion, which will support income
diversification and generation interlinked to catchment management and with a focus on
disadvantaged groups and women, and iii) Capacities on Climate Change Adaptation
Strengthened aimed at strengthening the capacity of government institutions and local
communities to address climate vulnerabilities, as well as the promotion of research and pilots in
academic partnerships, pilot disaster risk financing and establishment of a GIS web-based
planning and management system.

3. Objectives

The principal objective of the assignment is to support the executing agency, the Ministry of
Forests and Environment (MOFE), Department of Forest and Soil Conservation (DOFSC), and
the implementing agencies of Karnali and Sudurpashchim Provinces in project implementation
support, design and supervision, and capacity strengthening activities.

4. Scope of Consulting Services

The PMSC will be responsible for supporting MOFE, DOFSC and provincial implementing
agencies in project implementation support, design and supervision, and capacity strengthening
activities.

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 Terms of Reference for PMSC

The scope of the services to be provided include; (i) support to the PCMU and PPCMUs in overall
project management and implementation; (ii) support the review and preparation of subprojects
for the project districts, including preparation of detailed design and cost estimates, and contract
packaging of water resources infrastructure civil works and eco-tourism infrastructures; (iii)
support implementation of output-2 of the project and management of grant program related to
nature-based livelihood activities, including ecotourism, medicinal and aromatic plants, and non-
timber forest products; (iv) oversee compliance of loan and grant covenants; (v) oversee
compliance on environmental and social safeguards as per ADB’s Social Safeguards Policy
(2009), the project’s Environment Assessment and Review Framework (EARF), Indigenous
Peoples Planning Framework (IPPF), and Voluntary Land Donation Framework; (vi) oversee
compliance with the implementation of the project’s Gender Assessment and Action Plan (GAAP);
assist in the procurement of works, goods and services; (vii) support construction supervision of
both the open competitive bidding and community-based contracts; (viii) develop and implement
protocols and guidelines for assurance of social safeguards and compliance with environmental
management plans; (ix) support implementation of the capacity development activities; (x) support
in financial accounting and reporting system as per ADB’s requirement; and (xi) support the
PPCMUs and PCMU prepare quarterly progress reports, semi-annual environment and social
monitoring reports, midterm report, and the project completion report.

5. Reporting

The consultant shall prepare and submit all the reports listed in Table 1 below to PCMU as per
the reporting schedule mentioned in the table.

Table 1: Reports and Reporting Schedule

S.N. Reports Number of Hard Copies Timeline
1 Inception Report
3 hard copies and an Within 6 weeks after issuance of
electronic copy notice to proceed.
2 Monthly Progress Report 3 hard copies and an Within 10th day of the following
electronic copy calendar month
3 Quarterly Progress Report
3 hard copies and an Within 10th day of the following
electronic copy quarter
4 Annual Progress Report 3 hard copies and an Every year within 15th day of
electronic copy commencement of next year
5 Mid-term Review Report 3 hard copies and an At the end of midterm project period
electronic copy or 1 month before the MTR mission
as appropriate
6 Draft Final Project 3 hard copies and an Within 30 days of completion of
Completion Report (PCR) electronic copy project implementation
7 Final PCR 6 hard copies and electronic
Within 30 days of issuance of the
copy
Employer’s comments on the Draft
Project Completion Report

6. Personnel

A national consulting firm(s) as Project Management and Support Consultant (PMSC) will provide
the consulting services for the project. Table 2 lists the composition of the PMSC staffing, role
and inputs. There are a total of 11 key experts (management and technical) with a combined input

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 Terms of Reference for PMSC

of 535 person-months and a total of 2 non-key experts with a combined input of 120 person-
months.

Table 2: Summary of Consultants

Person-
Key Experts
months
1 Central PCMU - Kathmandu
1 Team Leader/Watershed Management Specialist 55
2 Procurement Specialist 48
3 Financial Management Specialist 36
4 Monitoring and Evaluation Specialist 48
5 Environment Specialist 36
6 Social Safeguards Specialist 36
7 Gender Equality and Social Inclusion (GESI) Expert 36
2 Provincial PCMU - Karnali Province
1 Civil Engineer 60
2 Soil Conversation Specialist 60
Non-Key
1 Finance Associate 60
3 Provincial PCMU - Sudurpashchim Province
1 Civil Engineer 60
2 Soil Conversation Specialist 60
Non-Key
1 Finance Associate 60

The following presents the description of the key expert activities and responsibilities.

(1) Team Leader/Watershed Management Specialist (55 PM)

The consultant should have a minimum master’s degree in watershed management, soil and
water conservation, integrated water resources management, Forestry, or natural resources
management. S/he should have a minimum of 10 years’ experience as team leader in project
management in watershed management or environmental management projects and overall 15
years of work experience. Experience in development works in Karnali and/or Sudurpashchim
provinces would be an advantage. The consultant should be physically fit to have frequent field
trips to the project’s hilly districts.

The consultant shall lead the PMSC team and support the PCMU, PPCMUs and PIUs in overall
project implementation, supervision of works, and coordination with key stakeholders. The
consultant’s home office shall be based at the PCMU in Kathmandu.

The specific responsibilities include:

(i) Advise and assist the Project Director on overall project planning and implementation,
annual work planning, scheduling and coordination of inputs, determination of
priorities and management of project resources.

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 Terms of Reference for PMSC

(ii) Provide overall team leadership, supervision and coordination of activities of the
consultants, including jointly formulating individual work plans consistent with the
project implementation schedule.
(iii) Assist the PCMU in overall project management by guiding the development of the
implementation approaches and procedures for key project cycles.
(iv) Provide overall project implementation supervision support to the implementing
agencies, in coordination with other team members.
(v) Conduct field visit as and when required to provide guidance to the implementing
agencies.
(vi) Ensure quality and timely delivery of PMSC reports.
(vii) Preparation of periodic reports, progress, midterm and final.

(2) Procurement Specialist (48 PM)

The consultant should have a minimum master’s degree in construction management, water
resources engineering or equivalent engineering subjects with at least 10 years’ experience in
the field of procurement, particularly in open competitive bidding for procurement of civil works,
goods and services. Experience in procurement under ADB or World Bank-financed projects will
be an advantage. The consultant should be physically fit to have frequent field trips to the project’s
hilly districts.

The consultant’s home office shall be based at the PCMU in Kathmandu. The consultant shall
support and guide the PCMU, PPCMUs and PIUs in project procurement procedures and
reporting with the specific activities as listed below.

(i) Using the ADBs Procurement Guidelines and standard ADB documents assist the
PCMU, PPCMUs and PIUs with procurement of civil works, goods and services.
(ii) Prepare simple and clear guidelines for open competitive bidding with national
advertising, community contracting for civil works, shopping (RFQ) for goods.
(iii) Prepare standard bidding documents for OCB and community contracting together
with the relevant contract documents taking into account the experience in other ADB-
financed projects.
(iv) Train the PCMU, PPCMUs and PIUs staff in correct procedures for shopping (RFQ)
for works and goods, OCB with national advertising and community contracting and
assure that the correct procedures are followed through supervision at federal and
provincial level.
(v) Train selected PCMU, PPCMUs and PIUs staff to serve as procurement specialist for
the project who will:
• Prepare all the individual tender documents and review procurement prior to
procurement
• Prepare documents for community contracting
• Prepare required submissions documents to ADB for approval
• Be responsible for tender opening and evaluation
• Prepare all the contract documents for works, goods and services
(vi) Under the guidance of the PCMU, manage the procurement of the NGO training
service provider according to ADB standards in consulting services.
(vii) Conduct field visit as and when required to provide support in procurement and
contract administration related matters to all the implementing agencies.

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 Terms of Reference for PMSC

(3) Financial Management Specialist (36 PM)

The consultant should have a minimum master’s degree in accounting, finance or equivalent
subject. S/he should possess managerial skills and be proficient in the use of a computerized
accounting system and have a minimum experience of 5 years in the Government of Nepal
accounting system and 3 years specific experience in donor funded projects. The consultant
should be physically fit to have frequent field trips to project’s hilly districts.

The consultant’s home office shall be based at the PCMU in Kathmandu. The consultant shall
guide and support the PCMU,PPCMUs and PIUs in project financial management with the specific
responsibilities as listed below.

(i) Install, customize (as necessary) and train the accounting staff of PCMU on a
computerized accounting program.
(ii) Prepare a Financial Management Manual based on Government of Nepal financial
management system and ADB's Loan Disbursement Handbook 2022.
(iii) Assist PCMU in the disbursement and financial management process.
(iv) Provide support to Under Secretary (Account) and procurement specialist of PCMU
to maintain record of procurement/disbursement data.
(v) Provide support in preparing the quarterly progress reports.
(vi) Facilitate accounting staff of PCMU to maintain bookkeeping of accounts in a
systematic manner.
(vii) Provide support to accounting staff of PCMU to attain disbursement target as per
quarterly and annual projection.
(viii) Train the PPCMUs and other IAs finance staff in record keeping and reporting system
(ix) Conduct field visits as and when required to train the finance staff of all the
implementing agencies.
(x) Ensure the accuracy and timeliness of the financial reporting for disbursement of ADB
loan and ADB grant.
(xi) After consolidation of the annual financial statements of all IAs, prepare and submit
the unaudited and audited project financial statements to PCMU of each fiscal year
within the stipulated time mentioned in the Project Administration Manual.
(xii) Make proper coordination with PPCMUs of Karnali and Sudurpashchim province.
(xiii) Support PCMU and PPCMUs in formulating annual budget and program.

(4) Monitoring and Evaluation Specialist (48 PM)

The specialist should have a master’s degree in watershed management, natural resources
management or equivalent subject with at least 10 years’ experience on monitoring and
evaluation, or a Bachelor’s degree in watershed management, natural resources management or
equivalent subject with at least 15 years on monitoring and evaluation. Experience in development
works in Karnali and/or Sudurpashchim provinces will be an advantage. The consultant should
be physically fit to have frequent field trips to the project’s hilly districts.

The consultant’s home office shall be based at the PCMU in Kathmandu. The consultant will guide
and support the PCMU,PPCMUs and PIUs in the monitoring and evaluation of activities during
project implementation, with the specific activities as listed below.

(i) The preparation of periodic monitoring and evaluation reports

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 Terms of Reference for PMSC

(ii) Prepare guidelines on monitoring and evaluation for the implementing agencies
(PPCMU, SWMO, DFO, PTDPIU, WRIDD, WSIEDO and WSSD)
(iii) Preparation of workshops on M&E for the implementing agencies (PPCMU, SWMO,
DFO, PTDPIU, WRIDD, WSIEDO and WSSD) and monitoring and evaluation of
project activities
(iv) Contributions to PMSC periodic reports.

(5) Environment Specialist (36 PM)

The specialist should have a minimum master’s degree(s) in environment engineering,

environment science or equivalent with at least 10 years field experience in rural development
projects in the hills area of Nepal. Experience as an environmental specialist under ADB or WB-
financed projects will be an advantage. The consultant should be physically fit to have frequent
field trips to the project’s hilly districts.

The consultant’s home office shall be based at the PCMU in Kathmandu. The consultant shall
guide and support the PCMU, PPCMUs and PIUs in implementation of the project environment
elements, with specific activities as listed below.

(i) Ensure that project activities are in compliance with ADB’s Safeguards Policy
Statement (2009) and the project’s Environment Management Plan.
(ii) Ensure that new subproject designs are prepared in accordance with the project’s
Environment Assessment and Review Framework.
(iii) Prepare guidelines for environment monitoring of project activities for the
implementing agencies (PPCMU, SWMO, DFO, PTDPIU, WRIDD, WSIEDO and
WSSD) and provide training to the environment focal.
(iv) Design and deliver training and workshops targeting the staff of the project
implementing agencies on environment safeguard compliance and reporting
requirements.
(v) Support PIUs to screen subprojects using the Rapid Environmental Assessment
checklists.
(vi) Support the PPCMUs to review the environmental screening to assess the
environmental impact category.
(vii) Support the PCMU to evaluate and approve the REA checklist and categorization.
(viii) Support the PCMU and PPCMUs in the preparation of EMPs of subprojects through,
but not limited to, reconnaissance survey, collecting data from the proposed
subproject sites, government requirements and public consultations.
(ix) Carry out regular field verification and review of environmental compliances by
contractors and record any adverse environmental impacts resulting from
implementation of project activities.
(x) Support the PCMU to prepare semi-annual Environment Monitoring Reports (EMR).
(xi) Support the PPCMUs and PCMU in the operationalization of the project’s grievance
redress mechanism.
(xii) Contribute to the PMSC periodic reports on environmental safeguards compliance
matters.
(xiii) Contribute to prepare the project completion report on environmental safeguard
performance and compliances.

(6) Social Safeguards Specialist (36 PM)

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 Terms of Reference for PMSC

The specialist should have a minimum master’s degree in sociology, social science or equivalent
with at least 10 years field experience in social safeguards work. Experience as social safeguards
specialist in ADB or WB-financed projects will be an advantage. The consultant should be
physically fit to have frequent field trips to the project’s hilly districts.

The consultant’s home office shall be based at the PCMU in Kathmandu. The consultant shall
guide and support the PCMU, PPCMUs and PIUs in implementation of the project social
safeguards elements, with specific activities as listed below.

(i) Ensure that project activities are in compliance with ADB’s Safeguards Policy
Statement (2009) and the project’s IPPF and Voluntary Land Donation Framework.
(ii) Prepare a procedural manual on project social safeguards impact assessment,
monitoring and reporting for the implementing agencies (PPCMU, SWMO, DFO,
PTDPIU, WRIDD, WSIEDO and WSSD).
(iii) Conduct field visits to verify processes adopted while securing voluntary land donation
and indigenous peoples impact screening in accordance with the IPPF while
designing subprojects.
(iv) Facilitate and conduct training and workshops on social safeguards compliance
requirements under the project, explaining social safeguards impact screening and
reporting requirements including ADB’s Safeguards Policy Statement (2009) and the
project’s IPPF and Voluntary Land Donation Framework,
(v) Support the capacity building programs under output-3 capacity building activities
related to social safeguards for communities and government institutions.
(vi) Support the PCMU to prepare semi-annual Environment Monitoring Reports (EMR).
(vii) Support the PPCMUs and PCMU in the operationalization of the project’s grievance
redress mechanism.
(viii) Contribute to the PMSC periodic reports on environmental safeguards compliance
matters.
(ix) Contribute to prepare the project completion report on social safeguard performance
and compliances.

(7) Gender Equality and Social Inclusion Specialist (36 PM)

The specialist should have a minimum master’s degree in sociology, social science, gender
studies or equivalent with at least 5 years’ experience in implementation of gender equality and
social inclusion (GESI) component of projects. Experience as a GESI specialist under ADB or
WB-financed projects will be an advantage. The consultant should be physically fit to have
frequent field trips to project’s hilly districts.

The consultant’s home office shall be based at the PCMU in Kathmandu. The consultant will guide
and support the PCMU, PPCMUs and PIUs in the implementation and monitoring of the project
GESI elements, with the specific objectives as listed below.

(i) Support the PCMU, PPCMUs and PIUs to implement the GAAP.
(ii) Prepare guidelines on the GESI activities for the PPCMU and implementing agencies
(SWMO, DFO, PTDPIU, WRIDD, WSIEDO and WSSD).
(iii) Facilitate and conduct training and workshops related to the project’s GAAP.
(iv) Support the capacity building programs under output-3 capacity building activities
related to GESI for communities and government institutions.

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 Terms of Reference for PMSC

(v) Support the PCMU to prepare GAAP updates to be attached to the quarterly progress
reports, and the project completion report, including qualitative assessments on GESI
aspects related to the project implementation.

(8) Civil Engineers - 2 person (60 PM each)

The specialist should have a master’s degree in water resources engineering or civil engineering
with at least 10 years field experience in water infrastructure design and construction supervision;
or a bachelor’s degree in water resources engineering or civil engineering with at least 15 years
field experience in water infrastructure design and construction supervision. Experience in
development works in Karnali and/or Sudurpashchim provinces will be an advantage. The
consultant should be physically fit to have frequent field trips to the project’s hilly districts.

The consultant’s home office shall be based at the PPCMUs in Karnali or Sudurpashchim
provinces. The consultants will support the PPCMUs and PIUs in the design and supervision of
Output 1 (water infrastructure contracts) and Output 2 (ecotourism infrastructure contracts). The
consultant specific activities shall be as below:

(i) Prepare the work program for Output-1 subproject preparation (civil works) in the five
project districts to guide the PPCMUs and implementing agencies in the scheduling
and budgeting of water resources infrastructure and tourism infrastructure works.
(ii) Support the PPCMUs in the preparation of guidelines for water resources
infrastructure and tourism infrastructure designs.
(iii) Support the implementing agencies (SWMO, DFO, WRIDD, WSIEDO, WSSD and
PTDPIU) in the preparation of detailed designs and cost estimates for water resources
infrastructure and tourism infrastructure subprojects.
(iv) Support the implementing agencies (SWMO, DFO, WRIDD, WSIEDO, WSSD and
PTDPIU) in supervision of construction works contracted out by the implementing
agencies to ensure quality of works, assess variation requests, and support
preparation of contract variations.
(v) Contributions to the PMSC periodic reports.

(9) Soil Conservation Specialists - 2 person (60 PM each)

The specialist should have a minimum master’s degree in soil science, soil and water
conservation, Agri-engineering or similar degree with at least 10 years field experience in
catchment management and related community-based activities in hills area of Nepal; or a
Bachelor’s degree in soil science, soil and water conservation, Agri-engineering or similar degree
with at least 15 years field experience in catchment management and related community-based
activities in hills area of Nepal. Experience in development works in Karnali and/or
Sudurpashchim provinces would be an advantage. The consultant should be physically fit to have
frequent field trips to the project’s hilly districts.

The consultant’s home office shall be based at the PPCMUs in Karnali or Sudurpashchim. The
consultants will support the PPCMUs in implementation of Output-1 (watershed, nature-based
Bioengineering and forest management elements), with the specific activities as listed below.

(i) Prepare the work program for Output-1 subproject preparation (community catchment
management plans) in the five project districts to guide the PPCMU and implementing
agencies in the scheduling and budgeting of watershed management, nature-based

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 Terms of Reference for PMSC

Bioengineering, forest management activities, nursery establishment, enrichment

plantation, and Agro-forestry activities.
(ii) Support the PPCMUs in the preparation of guidelines for community catchment
management plans.
(iii) Support the implementing agencies (SWMO, DFO) in the preparation of detailed
designs and cost estimates for community catchment management plans.
(iv) Support the implementing agencies (SWMO, DFO) in supervision of the
implementation of the community catchment management plans.
(v) Support the capacity building programs under output-3 capacity building activities
related to watershed management activities for communities and government
institutions.
(vi) Contributions to the PMSC periodic reports.

Non-key Experts:

The non-key experts will provide support to the project experts and provincial PCMUs at
respective provinces. The consultant must submit the CVs of the non-key experts with the
technical proposal. Their CVs will be checked to ensure they meet the minimum qualifications,
but they will not be evaluated.

(1) Finance Associate - 2 person (60 PM each)

The Finance associate (non-key expert) should have a minimum bachelor’s degree in
management or accounting. S/he should possess accounting skills and be familiar in the use of
a computer and have a minimum experience of 5 years including 2 years in the GON accounting
system. Prior experience in the donor funded project will be an advantage. S/he shall be based
at the PPCMU Karnali or PPCMU Sudurpashchim. One Finance Associate will be deputed for
each province.

The Finance associate will be responsible for the following activities:

(i) Maintain accurate and up-to-date financial information under the province.
(ii) Coordinate with the implementing agencies under the province and collect the statements of
expenditures (SOE) and supporting documents as required on monthly basis and send it to
PCMU for disbursement purpose.
(iii) Assist PPCMUs to prepare and update the financial and physical progress data of the
implementing agencies under the province.
(iv) Work closely under the guidance of Financial Management Specialist, PCMU and PPCMUs.
(v) Conduct field visits as required within the province.

7. Indicative Provisional Items

Item Description
Office Equipment Procurement of office equipment including computers, software, printers,
photocopiers, GPS and other relevant equipment.

Office Operation Office rent if additional office space needed for consultant at PPCMUs.

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 Terms of Reference for PMSC

Seminars, Conduction of project relevant seminar, workshop and training for

Workshops, Training project stakeholder.

Report Preparation, Production and dissemination of regular and periodic reports.

Production and
Transmission

8. Facilities to be provided by the Employer

The employer will provide the following facilities:

(i) Office space in PCMU (within the Department of Forests and Soil Conservation, Kathmandu),
PPCMU Karnali (within Ministry of Industry, Tourism, Forests and Environment, Surkhet) and
PPCMU Sudurpashchim (within Ministry of Industry, Tourism, Forests and Environment,
Dhangadhi).
(ii) The relevant and available reports, studies and designs.

9. Shortlisting of Consulting Firms

Minimum Qualifying marks for the consulting firms to be shortlisted shall be seventy
(70) percent and at the most 6(six) top ranked firms shall be selected.

10

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