Procurement Notices

Background:

The UN House building is situated on Plot No 11867, along Alick Nkhata Road, Longacres, Lusaka, Zambia. The building is five-storey high and is occupied by UNDP, UNICEF, UNFPA and UNDSS.

Every rain season, the UN House experiences roof leakages, which affect Offices on the 4th floor of the building. Over the years, the Common Premises Team has undertaken several remedial repairs which have not fully resolved the problem. In 2018, the Common Premises Management Team came to an agreement to demolish the existing ‘false’ roof and install a new hipped roof structure to rectify the problem completely.

In this regard, a structural analysis was undertaken to assess the possibility of adding an additional floor with a hipped roof to the UN House building. The findings of the structural analysis cautioned against adding any significant/ large loads to the building. Therefore, as an additional precaution, a decision to construct a light steel frame hipped roof was deemed acceptable.

The previous ‘false’ roof has been demolished and cleared to pave way for the new roof installation works. The current condition of the site is a concrete slab with a 900mm dwarf wall around the perimeter (see annexes II and III).

Purpose of Assignment:

To design and install a light steel hipped roof structure on the UN House building to mitigate roof leakages. The execution methodology shall be provided in the technical proposal by the Contractor.

Scope of Works:

The scope of work shall include the following:      

1. Develop at least two design options for the roof including details of the respective light steel trusses. The contractor must incorporate access to the roof, for maintenance of floodlights, CCTV cameras, satellite dishes, outdoor air conditioning units and any other devices or equipment in the designs, in consultation with the Common Premises Unit.
2. Install the light steel frame structure with the appropriate 600mm overhang, complete with 0.5mm Chromadek roofing sheets, gutters, downpipes and all necessary accessories.
3. Carry out a water test to ensure the structure is fully functional and watertight.
4. Any other works that are required to complete the Roof Rehabilitation Project that are not specifically mentioned in the Scope of Works (SoW) without extra cost to the UNDP.

Contractor’s Responsibilities:

The Contractor will be responsible for the following:

1. The Contractor shall develop and submit a Construction Method Statement (CMS) for review and approval by UNDP prior to the actual commencement of work. The Construction Method Statement (CMS) shall include the following:

• Construction programme
• Broad plan of the construction works, highlighting the various stages and their context within the whole project
• Details of the Environmental Management Plan, including restricted operations, site access and housekeeping procedures
• Health and Safety (H&S) Management Plan
• Quality Management Plan (QMP)
• Site working hours
• Details of operations likely to result in disturbance, with an indication of the expected duration of each phase with key dates. so that local arrangements can be agreed upon.
• The truss designer shall make available, upon request, comprehensive design calculations, including design loads, design assumptions, roof profile and geometry, bearing conditions, any special requirements or considerations to be taken in the truss design

1. The Contractor shall provide technical supervision, skilled manpower, tools, equipment and suitable highest quality materials necessary to complete the works.
2. The Contractor shall accurately measure and cut materials to ensure that they fit securely around vents, gutters, chimneys, and walls.
3. The Contractor shall smooth out rough spots on roofs to prepare the surface for new roofing material or waterproofing.
4. The Contractor shall be responsible for installing vapour barriers and insulation to create a more waterproof seal.
5. The Contractor shall be responsible for safely setting up ladders, scaffolding, and hoisting equipment as required; any equipment or work considered dangerous shall be immediately discontinued.
6. The Contractor shall be responsible for obtaining the necessary and required permits covering the works from state agencies and local units of government.
7. The Contractor shall provide as-built drawings of all construction works upon completion.
8. The Contractor in providing access to the roof top in the design to be implemented as indicated in the Scope of Work (SoW) above shall also bear responsibility for repositioning and relocating any devices or equipment affected by the work at no extra cost to UNDP. Furthermore, the civil works necessary in implementing the design shall also be covered in the bid price at no extra cost to UNDP.
9. The Contractor shall ensure that the materials and workmanship needed to complete the project are of high quality and acceptable to the UNDP. All materials whose pot life has expired shall be rejected and removed from the site.
10. The Contractor shall carry out a water test of the newly installed roof to make sure it is both functional and water-tight.
11. At all stages of the project and after completion, all damaged or altered areas of the premises shall be touched up and restored at the Contractor’s expense. All methods of repair and reinstatement must be acceptable to the UNDP.

Delivery, Storage and Protection:

1. Products and other materials shall be delivered to the site at such a time as required for proper coordination of the work. The premises has minimal storage space and therefore, cannot make accommodations to store materials for an extended period.
2. All equipment and unused material shall be removed at the conclusion of the project; the work area shall at all times be clean and tidy.
3. The Contractor shall arrange material storage so as not to interfere with the UNDP’s or other stakeholder’s operations.
4. Store all materials in properly protected and dry storage facilities until ready for use; installation of used materials will not be accepted.
5. The Contractor shall be responsible for coordinating and receiving all deliveries and shipments.
6. The Contractor shall hold the UNDP harmless from any loss arising from lost or damaged materials stored at the job site.
7. All materials shall be stored in a proper manner protected from natural elements to avoid contamination and deterioration.

Quality Assurance:

1. Truss members, including gusset plates, shall have corrosion protection as required to relevant international standards.
2. Finished surfaces must be uniform and free from variations of colour as well surface texture, scratches, abrasions and minor surface defects. No repairing of any material will be permitted and any defective material will have to be immediately removed and replaced with new material at the Contractor’s expense.
3. Inspection and water testing for leakages is to be executed promptly after erection and completion of the roofing to permit correction of defects and removal/replacement of defective materials at the Contractor’s expense.
4. All work shall be done by thoroughly qualified personnel in a neat and workmanlike manner. All work that shows carelessness or lack of skill in execution or is defective due to any other cause will be rejected and corrected at the Contractor’s expense. At any stage of the works or after, any defective or shoddy work shall be redone to the satisfaction of the UNDP at any stage.

 Warranty:

The contract further guarantees that if, during a period of 12 months from the date of the certificate of practical completion any such defects will be repaired by the contractor at his own cost.  

Timeframe:

The timeframe for this assignment is 2.5 months for both the design and installation of the light steel frame roof structure.

Payment Schedule:

Payment will be done in percentage milestones in the following breakdown:

Type of Supervision:

The proposed works will be supervised by the UNDP Construction and Facilities Management Analyst.

Reporting: 

The contractor will provide preliminary designs subject to approval from the Common Premises Management Team, providing the total weight of the proposed roof structure. Thereafter, the contractor will submit 2 copies of technical working drawings, specifications and maintenance manuals.

Eligibility Criteria:

• Minimum of 5 years experience in the provision of construction and civil engineering services.
• Project Engineer/Expert with a minimum of 5 years experience in the provision of construction and civil engineering services.
• 3 references for similar work performed within the past three years.

Certification:

• Registered with the Engineering Institution of Zambia.
• Registered with the National Council for Construction (NCC) under grade 4 or above.

Evaluation Criteria: