TERMS OF REFERENCE for updating register of landslides, developed on the territory of Alay district of Osh province

Terms of Reference is
approved by

Erkinbek Kasybekov, Assistant

Resident Representative

UNDP Kyrgyzstan


Signature
_________________




TERMS OF REFERENCE

for
updating register of landslides, developed on the territory of Alay district of Osh province


Program Name
:

UNDP
“
Effective Disaster Risk Management
Programme for Sustainable Development and
Human Security“

Short title:

U
pdate
register of
landslides


Duty station:

Kyrgyzstan

Contract type:

Institutional contract

Procurement Method

Direct
contract through waiver

Duration:

6 months since the date
of signing

BACKGROUND

In

2005

the

UN Global Summit, hosted in Kobe, Japan, adopted Hyogo Framework for Action (FHA) for 2005
-
2015: “Building
r
esilience of
n
ations and
c
ommunities to
d
isasters”. This global
development
agenda includes
five priorit
ies

the
achiev
ement of
which is
urgent
for the
country itself

from one hand

and
found
s

a commitment
as
for

the
member
-
state of this global agenda

from the other hand
.

The United Nations determined Hyogo Framework for Action as a priority w
ithin
the
International Strategy for
Disaster Reduction

(ISDR)
,
of which
UNDP is a key participant in implementation.

Within the framework of UNDP “Effective Disaster Risk Management for Sustainable Human development and
Security” Programme there has been planned t
he creation of the national registry of hazards of landslides f
or
the purposes of implementing the second priority
area
of HFA (knowledge about risks and implementation of
necessary activities).
Available to date outdated data on hazards of landslide was f
ormed during Soviet times
(1990
-
s) which requires now updating
for adequate risk assessment and decision making. Updated register of
landslide hazards will become as an intergral part of
“Information and knowledge management”
1
, which is
one
of

five
components of the

“National risk assessment system”
.
On its turn, the “Information and knowledge
management” encompasses the following sub
-
components as “
Disaster risk information e
-
L
ibrary
”
,

“
National
Spatial Data Infrastructure
, “
National Risk Informatio
n System
”


and others. Therefore, updated regist
e
r on
landslide hazards, as part of “E
-
library
”
will

promote a
n evidence
-
based risk profiles for further decision
-
making
and capacity building
.


Within the

implementation of this Terms of Reference (TOR), updating of outdated regist
e
r on landslide hazards
will be accomplished on the territory of Alay district of Osh province, which is one of the most exposed
to the
risks of landslides. The scope of work of t
his TOR will have a synergetic effect since the Ministry of Emergency
Situations

(MES)

will update the data of landslide hazards in Uzgen district of Osh province and the World Bank
creates
the
“
National disaster risk data p
latform” at the national level.
Moreover, the updating of regist
e
r is
being implemented as a follow up of
“Disaster risk assessment and information management” National
workshop’s outputs, held in Bishkek on April 5
-
11, 2013 through the technical support of Global Risk
Identification Pro
gramme

(Geneva)

of Bureau for Crisis Prevention and Recovery of UNDP

(NY)
.






For these purposes UNDP Programme is providing assistance to
the Department of MES
on
Monitoring and
Forecasting
of Hazardous Processes and Phenomena
in carrying out scient
ific
-
research works to
wards

study
ing

hazardous natural phenomena in

order

to

establish a database on landslides and landslide
-
prone areas.

OBJECTIVE


Main objective of this Terms of Reference is to
update registry of hazards on

landslide and landslide
-
prone areas
on the territory of Alay district

of
Osh

province of the

Kyrgyz Republic
.





1

Five components of National risk assessment framework according to Global Risk Identification Programme: i) governance and co
ordination ii)
policy and
decision making iii) information and knowledge management iv) evidence
-
based disaster risk profiles v) c
apacity building and institutionalization





2


SCOPE OF WORK


Within
the
framework
of
this Terms of Reference
there have been envisaged the
following
scope
of work/
tasks:

1.

Collection of
stock

and archival materials on landslides and la
ndslide
-
prone areas (preparatory

works)

2.

Conduct field works to study landslide
-
prone areas (field works)

3.

Process field work data and create database (
laboratory work
)


4.

Draft report on completed works

Scope a
nd Content of Work:

1.

Preparatory

work
s
:

a)

Collect information on landslide
-
prone areas including obtaining satellite images;

b)

Process preliminary information (decoding satellite images, spotting landslide propagat
ed
areas)

c)

Itemization of work methods and plan

d)

Setting up and coordinating schedule of works
.


2.

Field works:

a)

Field study of landslide
-
pr
o
ne areas (engineering
-
geological examination to establish the area of
landslide lot, study body structure of landslide, identify preconditions for occurrence and development
of landslide processes)

b)

Identify potential impacts of landslide process on nearby

farmland, residential construction, engineering
installations and communication lines)

c)

Application of
GPS based image of landslide
-
prone area on a general/overview map (scale

1:100 000)

d)

Compilation of map/scheme of landslide (landslide area) scaled

1:5000


or other scale
depending on
situation and highlight potential transit

(itinerary)

or offload zone (affected zone)


3.

Laboratory works
:


Processing and summarizing field work materials for:

a)

Refining landslide maps/schemes and compiling
landslide
-
prone sections

b)

Typification of landslide
-
prone areas

(
lithological composition and mechanism of displacement
)

c)

Creating databases on landslide
-
prone areas based on GIS program (preferable ArcGIS or other
compatible

software products)

Database shal
l include following information on each landslide
-
prone area:

o

Location (with a reference, link to general/overview map)

o

Brief engineering
-
geological description of area/landslides

(according annex 1)

o

Insertion and section maps/schemes
schematic profiles
of

areas/landslides

o

Potential impacts of landslide/area

o

Photo images of landslide/area and affected area

of
the possible impact


5.

Drafting report on completed works:


Report shall include following sections:

a)

Introduction

b)

Research methodology

c)

Description of

results of conducted works

d)

Conclusion and
recommendations

e)

Appendixes (database tables, overview map and insertion map, images, photos, bibliography and etc.)


Requirements for format and number of copies of report:




3

o

Three binded, paper,
in color
,
electronic copes two electronic versions (
Word

and

Pdf.)
on
a CD

o

Electronic files with data (digital and informational layers/files) with full description and content
of database on landslides on a CD

The products of above
-
mentioned work must be compatible

and integrated with
“National disaster risk data
platform” being created through the financial support of World Bank and other relevant data platforms of MES.



Changes and amendments to the above content and scope of work, or reflection of other aspects

in the
specified sphere that are known or became known to the Implementers of this Terms of Reference shall be
approved in development process and submission of results by the performer.


TIMEFRAME AND STAGES

OF COMPLETION OF WOR
KS


Timeframe for implementation of this Terms of Reference is
6

months
.

Duration and types/stages of works:

1.

Preparatory works
:

1
month

2.

Field

works
:

3
months


3.

Data Processing/In
-
Office works:

1 month

4.

Drafting

report
:

1
month


EXPECTED DELIVERABLE
S

PRODUCTS

DEADLINE

PAYMENT
STRUCTURE

Interim report on results of Preparatory works (see “Scope
of work” section)

1 July, 2013

4
0 %

Interim report on results of Field works (see “Scope of
work” section)

1 October, 2013

40 %

Narrative report on results
of completed works

30

November, 2013

2
0 %


S
REPORTING REQUIREMEN
TS

Accountability and reporting:


1.

Implementer shall fulfill the assignments under direct supervision of respective Programme specialist
s and
under overall guidance of
Chief Technical Advisor of the
Disaster Risk Management
Programme.

2.

Implementer shall report to respective Programme specialists on regular basis and fulfill his/her
assignments in accordance with adopted Schedule of Work.

3.

Implementer shall ensure substanti
ve coordination of products, with experts hired for fulfillment of other
directions of the Programme.

4.

Products developed under this Terms of Reference will be accessible to other interested parties only
through coordination with UNDP Programme and shall
not subject for common access until they are
officially published.


Terms of Payment.


Payments will be disbursed as per installments based on the table “Final Deliverables” and submission &

approval of respective products.


QUALIFICATION REQUIR
EMENTS




4

REQUIREMENTS TO AN O
RGANIZATION:



S
cientific
-
research institutions
;



Over 5 years of experience in conducting scientific researches on geodynamics and geological
catastrophes
;




Own scientific
-
technical base
;



Technical equipment
to receive and process satellite images
.