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IC/PNG/055-2021 National Consultant for the work of Interior work and Supervision renovations to be held at the leased premises of UNDP Papua New Guinea Country Office in Level 12, Kina Bank Haus.
Procurement Process :IC - Individual contractor
Office :UNDP Papua New Guinea, Country Office - PAPUA NEW GUINEA
Deadline :19-Oct-21
Posted on :06-Oct-21
Development Area :CONSTRUCTION  CONSTRUCTION
Reference Number :84152
Link to Atlas Project :
00041679 - Management Plan
Documents :
Terms of Reference
IC Offerors Letter Confirming Interest and Availability Form
P11 ICs Form
Overview :

 

                                              Terms of Reference 

Location:

Port Moresby, Papua New Guinea.

Type of Contract:

Individual Contract (IC)

Project:

UNDP Country Office

Languages Required:

English

Duration of Initial Contract:

60 days over the period of 5 Months

 

 

 

Project Description 

  1. Background:

Following the recent requests for extension of UN Agencies, the Country Office of UNDP Papua New Guinea feels the need to source an additional office space in order to better accommodate the agency expansion plans. The scope of office fit out will include the leased premises situated at Level 12 of the Kina Bank Haus, Port Moresby, PNG. The office fit out is required to give a greener yet modern feel all the while considering maintaining the present office layout at Level 14 in terms of the General Architectural Design Services requirements. The office fit out will ensure comfortable spacing and safety and environment aspects of the work areas for UNDP personnel.

  1. Context of the required services:

To start the renovation work, a consultant is needed to be hired for the preparation of the layout/design as desired by the UNDP senior management and also detailing out the specifications (BOQ) for the office fit out work. In the second phase, a firm will be hired to do the needful intervention in order to materialize the new design format. The consultant is also expected to help UNDP hire the firm and later supervise the office fit out work as per the agreed design.   

Scope of Work

The design should consider the “efficient use of office space” concept as well as ensure sufficient storage facility and common areas. The design should accommodate the existing air-conditioning system and office equipment in level 12 office layout. The existing furniture should also be considered to be preserved and utilized as much as possible without hampering the desired theme.

The consultant will provide an interior solution for an area of approximately 466.50 meter squared with maximum use of the office space, existing furniture and fixtures and with greater emphasis on health, safety and environmental aspects. Specific scope of work includes:

1.Feasibility study

2.Base building and lease analysis

3.Design Concept Development & Planning

  1. Drawings for Approvals
  2. Construction drawings and specifications
  3. Finishes and materials selection & schedules
  4. Furniture evaluation and specifications
  5. Electrical, voice/data and server work & detail coordination
  6. Reflected ceiling plans and lighting layouts
  7. Perspective/3D views
  8. Documentations, Scheduling and procurement budget preparations
  9. Help prepare the BOQ as per the UNDP format for the firm hiring
  10. Construction Contract administration

Refer to Annex-I for detailed information regarding scope of services

Expected Outputs, Deliverables and payment milestone

 

SN

Deliverables/ Outputs

Estimated Duration to Complete

Review and Approvals Required (Indicate designation of person who will review output and confirm acceptance)

1.

1st installment after completion and approval of Concept Design with 3D presentation

5 Days from awarding contract (10%)

 

 

 

 

Operations Manager, UNDP Papua New Guinea

2.

2nd installment after completion of Final Architectural Design

10 Days from the completion of concept design (10%)

3.

3rd installment after completion of Final Structural Design and Electrical layout

10 Days from the completion of approval design (10%)

4.

4th installment after completion of BOQ for the firm hiring

10 Days from the completion of architectural design (10%)

5.

5th installment after successful completion of 50% of the renovation work

10 Days from the completion of conceptual structural design (10%)

6.

6th installment after successful completion of the 100% renovation work

15 Days from the completion of architectural working design (50%)

Institutional Arrangement

  1. The contractor will be directly supervised by the Operations Manager, UNDP, Papua New Guinea and all the output shall be endorsed by him/her
  2. The Contractor will have to report progress on each output in a week interval.
  3. On a day-to-day basis Common Premises Manager will liaise with the Contractor to assess the progress. The Contractor will also have to liaise with the concerned person from building management authority for co coordinating the design feasibility.
  4. The Common Premises Manager will provide support to the Contractor to liaise with the building authority as and when required.

Duration of the Work

60 working days over the period of 5 months starting from October 2021.

Duty Station

The contractor will work at UN Office, Kina Bank Haus, Douglas Street, Down Town. All support will be extended to the contractor to get his materials, workers access to the building along with tools and accessories. Common Premises Manager will coordinate this. The contractor will be required to report regularly during the work frequency of which will be mutually settled with the Common Services Manager who than schedules meetings with UNDP OM for progress reporting of the office fit out.

Qualifications of the Successful Individual Contractor

  1. Must be graduate on Architecture/civil engineering from reputed University;
  2. Must have experience in preparing design and layout for large establishment;
  3. Must have experience in implementing design and layout for large establishment;
  4. Experience in supervision/managing design and layout for large establishment;

Scope of Price Proposal and Schedule of Payments

  1. The Bidders shall provide the pricing schedule with unit wise breakdown of costs which should include for all costs related to the engineering design, drawing, cost, materials and labor cost and any other as applicable
  2. Payment will be made through Electronically Fund Transfer (EFT) to the account of the consulting firm. For each installment the firm has to submit a request letter duly signed and describing the agreed accomplishment. The final payment will be made upon acceptance of the final reports and satisfactory completion of the service as certified by Head of Procuring Entity.

Recommended Presentation of Offer

  • Interest and availability: Duly accomplished Letter of Confirmation of Interest and Availability using the template provided by UNDP;
  • Brief description of why the firm considers itself as the most suitable for the assignment.
  • CV or P11 Form: Duly filled CV/ UNDP prescribed P11 form stating educational qualification and work experience;
  • Relevant Experience: Description of experience in projects of a comparable nature, with specific description of technical specialization of the Firm in the field, also a list of current and past relevant assignments completed.
  • Methodology: The supplier(s)/ potential bidder(s) will have to narrate the detail methodology of the work to be completed with a schedule of work indicating timeline.
  • Financial Proposal: A financial Proposal which should include for all costs related to the engineering design, drawing, cost of materials and labor cost and any other as applicable.

Technical evaluation Criteria for Selection of the Best Offer

S:N

Criteria

Marks

1

Must be graduate on Architecture/civil engineering from reputed University

 

10

2

Minimum working experience of 5 years in interior design

 

15

3

Minimum experience of 5 years in supervision/managing of interior works

 

15

4

Minimum experience in completion of 3 similar work with reputed organizations.

15

5

Experience in dealing with minimum 2 larger establishments

15

 

Submission Instructions

Completed proposals should be submitted to procurement.png@undp.org , no later than 19th October 2021. For any clarification regarding this assignment please write to procurement.pg@undp.org 

Please be guided by the instructions provided in this document above while preparing your submission.

Incomplete proposals and failure to comply with proposal submission instruction may not be considered or may result in disqualification of proposal.

UNDP looks forward to receiving your Proposal and thank you in advance for your interest in UNDP procurement opportunities. 

Annex-I

 

1. Feasibility studies

If CLIENT is considering relocating, renovating or refit the existing office the CONSULTANT

shall help CLIENT, make sense of the options by completing feasibility studies of the

potential sites. First, to develop an understanding of:

  • Business functions
  • Space needs
  • Immediate space requirements
  • Anticipated future growth

CONSULTANT then reviews CLIENT’S current facilities, and all proposed facilities. For this, taking a complete tour of all the sites and review the basic building services and then evaluating the different sites based on CLIENT’s business function and space needs. Finally, CONSLUTANT will provide a complete Feasibility Study and Space Analysis

 

Report that outlines:

  • The disadvantages and benefits of each site
  • The approximate number of offices and/ or workstations available for each site
  • The preliminary plans of each site
  • professional opinion as to which space best meets needs

 

2. Base building and lease analysis

The Consultant will study the lease stipulations pertaining to all items that affect the

renovation and construction of the project. In addition, reviewing the existing conditions of

your space including:

  • Walls
  • Lighting systems
  • Electrical system
  • HVAC systems/ present Air Conditioning system

 

3. Design Concept Development and Planning

  • Prepare an initial design concept and advise the client on the following:
  • the intended space provisions and planning relationships
  • proposed materials and building services
  • the technical and functional characteristics of the design
  • Check for conformity of the design concept with the statutory restrictions and rights of
  • the site specifically with respect to the allowed use of the site.
  • Review the anticipated costs of the project against the approved budget
  • Review the project program.

 

4. Drawings for Approval

The Consultant will provide all necessary drawing for approvals from any Government or private authorities only if required.

 

5. Construction Drawings & Specifications

After the approval of preliminary and developed architectural design by the CLIENT, CONSULTANT will perform detail architectural design and prepare working drawings for construction. The drawings shall include-

  • Architectural working drawings and details of components with blow-up drawings where

necessary will be provided.

  • Prepare appropriate documents consisting of drawings, technical specifications, schedules and other necessary materials that detail the requirements of the interior and/ or exterior construction work for the project
  • Provide project consultants the appropriate information regarding the proposed architectural and interior design work in order to produce comprehensive design and engineering documents
  • Architectural plans and details of joinery work [e.g. door and window, floor and wall-finishes and paint specification etc.

 

6. Finishes & Material Selections & Schedules

The Consultant will ensure that all finishes and materials selections meet the Specifications and:

  • Are appropriate to your specific business criteria
  • Meet all necessary safety standards
  • Are aesthetically appropriate for your project
  • Are feasible within your project budget

Based on the material listings all detail material schedule will be provided by the consultant.

 

7. Furniture Evaluation and Specification

The Consultant will help to specify furniture that best meets requirements, needs and culture, also sourcing the best products for the project and work closely with manufacturers and dealers on Client’s behalf. We help ensure a successful order and installation is achieved while keeping your budget in mind.

 

8. Electrical, Voice/Data and server work & detail coordination

The Consultant will specify the installation locations for all electrical, voice, data and locations and wiring plans. The Consultant will be working in collaboration with the concerned IT Department or assigned Electrical Engineers from Client to establish the specifications for all the necessary cabling and other networking.

 

9. Reflected Ceiling plans & Lighting Layouts

The Consultant will provide lighting diagram in the reflected ceiling layout which will resemble:

  • Installation locations and specifications for all the lighting, switching and controls necessary for your project.

Will provide:

  • Construction details and information regarding any specialty ceiling elements.

Will work:

  • In collaboration with concerned Engineers or technical persons to verify the locations of any HVAC ceiling components or air conditioning systems.

 

10. Perspective / 3D views

The Consultant will provide or show three dimensional views or 3D views of major design areas or any detail area or products, or as per requirements for better understanding of Client.

11. Documentations, Scheduling and Procurement Budget and Preparations

a) Prepare documentation sufficient for local authority submission:

  • co-ordinate technical documentation with the consultants and complete primary co-ordination
  • prepare specifications for the works
  • review the costing and programme with the other concerned consultants
  • Obtaining the client’s authority and submit documents to the local authority for approval.

b) Complete the construction documentation and proceed to call for tenders:

  • Obtain the client’s authority to prepare documents to procure offers or bidding documents for the execution of hiring vendors or suppliers.
  • obtain offers for the execution of the works
  • evaluate offers and recommend on the award of the building contract
  • prepare the contract documentation and arrange for the signing thereof

 

12. Help prepare the BOQ as per the UNDP format for the firm hiring

 

Based on the feasibility studies, design concept and drawing and choice of appropriate finishes and materials as well as furniture, the consultant will help the client prepare a detailed BOQ based on which the client will carry out an independent procurement process to hire a firm. The firm subsequently will be responsible for conducting the renovation as per approved designs and layout.   

 

 

13 Construction & Contract Administration

CONSULTANT will be co-operative throughout the project in order to meet the CLIENT’s requirement. This will include:

-Project advisory to the contractor

-Provide additional information as needed

CONSULTANT shall prepare As-built drawings and shall attend meeting on site as required before official handover of the project in done.

 

3. Document Submittal

 

Drawings

Print of working drawings 2 sets

 


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