INDIVIDUAL CONSULTANT PROCUREMENT NOTICE National Consultant - Architect (Building Permit Studio) Date: 09 February 2018 Reference No.: UNDP/PN/06/2018 Country: Nepal Description of the assignment: As per the Terms of Reference (ToR) Annex 1 Project/Agency name: Comprehensive Disaster Risks Management Programme (CDRMP)/UNDP Period of assignment/services (if applicable): 3 months from March 2018 with possibility of extension No. of Consultant Required: 4 (four) Duty Station: Gorkha Municipality / Palungtar Municipality, Gorkha, Nepal Proposal should be submitted at the following address: Procurement Unit, UNDP (Ref.: UNDP/PN/06/2017 National Consultant Architect (Building Permit Studio) for CDRMP), UN House, Pulchowk, Lalitpur, Nepal by email to procurement.np@undp.org no later than 5:00PM on 20 February 2018. Proposals received after the deadline shall not be considered. Written inquiries must be submitted to the email: query.procurement.np@undp.org mentioning Procurement Notice Ref: UNDP/PN/06/2018 (UG), on or before 12:00 Noon, 14 February 2018. UNDP shall respond to the inquiries through a bulletin posted in UNDP Website: http://www.np.undp.org/content/nepal/en/home/operations/procurement.html. Inquiries received after the above date and time shall not be entertained. Any delay in UNDP s response shall be not used as a reason for extending the deadline for submission, unless UNDP determines that such an extension is necessary and communicates a new deadline to the Proposers. Any request for clarification must be sent in writing, or by standard electronic communication to the e-an
1. SCOPE OF WORK, RESPONSIBILITIES AND DESCRIPTION OF THE PROPOSED WORK As per the Terms of Reference (Annex I). 2. REQUIREMENTS FOR EXPERIENCE AND QUALIFICATIONS I. Education: Minimum Bachelor degree in Architecture II. Experience: Minimum 3 years of relevant experience after degree and more than 3 years preferable. Demonstrated technical skills in code-compliant and safer construction practices Good understanding of current Reconstruction Projects of the Government of Nepal and familiar with current reconstruction issues. Interprets policies and guidance within context and applies with judgement. Knowledge of AutoCAD, 3D software, MS Office Proficiency in written and spoken Nepali and English languages with demonstrated report writing skills. III. Other competencies: Demonstrates commitment to the UN mission, vision and values. Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability. Works to agreed goals dealing with challenges constructively. An effective oral and interpersonal communication skills with local people and staffs at various levels of the duty field and organization with clarity and concision; Expresses information and views with adaptive reasoning; Strong understanding of the local context (district/ regional); Strong skills on documentation and report writing; Self-motivated, exercises skills and knowledge independently and ability to recommend options for resolution of issues; Strong service orientation; Consistent approach toward work with a positive and constructive attitude; Strong service orientation and continually seeks improvement and agility in service delivery; Physical fitness and self-management will be an important asset as the job requires to scale difficult territories; Knowledge of and familiarity with the UNDP project operations would be an advantage.
3. DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSAL Interested individual consultants must submit the following documents/information to demonstrate their qualifications: 1. Proposal: To be included as part of the proposal: A cover letter explaining your suitability for the work (300 words or under); A brief methodology on how you will approach and conduct the work (1000 words or under) 2. Financial proposal: Financial Proposal indicating a lumpsum fee. Please see section 5. GUIDANCE FOR FINANCIAL PROPOSAL. 3. UN Personnel History (P11) Form (attached as Annex III). Note: a. Applicants of 62 years or more require full medical examination and statement of fitness to work to engage in the consultancy; b. The candidate has to be an independent consultant (If the candidate is engaged with any organization, the organization employing the candidate will be issued with a Reimbursable Loan Agreement (RLA) to release the employee for the consultancy with UNDP). c. Due to sheer number of applicants, the procurement unit will contact only competitively selected consultant. d. This application system allows uploading only one file per application; we therefore, recommend to upload the completed P11 Form. If the applicant wishes to include additional information, they may be attached to the P11 form. 4. GUIDANCE FOR FINANCIAL PROPOSAL Lump sum contracts The financial proposal shall specify a total lump sum amount, and payment terms around specific and measurable (qualitative and quantitative) deliverables (i.e. whether payments fall in installments or upon completion of the entire contract). Payments are based upon output, i.e. upon delivery of the services specified in the TOR. In order to assist the requesting unit in the comparison of financial proposals, the financial proposal will include a breakdown of this lump sum amount (including travel, per diems, and number of anticipated working days). Travel; All envisaged travel costs must be included in the financial proposal. This includes all travel to join duty station. In general, UNDP does not accept travel costs exceeding those of an economy class ticket. Should the IC wishes to travel on a higher class he/she should do so using their own resources. In the case of unforeseeable travel, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between the respective business unit and Individual Consultant, prior to travel and will be reimbursed.
4. EVALUATION Individual consultants will be evaluated based on the following methodologies: Cumulative analysis When using this weighted scoring method, the award of the contract should be made to the individual consultant whose offer has been evaluated and determined as: a) responsive/compliant/acceptable, and b) Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation. * Technical Criteria weight; 70% * Financial Criteria weight; 30% Only candidates obtaining a minimum of 49 points (70%) in the technical evaluation would be considered for the Financial Evaluation. Criteria Weight Max. Point Technical 70% 70 Criterion A: Experience of working in building design and construction with technical skills in code-compliance and safer construction practices. Good understanding of current Reconstruction Projects of the Government of Nepal and familiar with current reconstruction issues Criterion B: Experience of working in/dealing with the communities Criterion C : Experience of coordinating/working with the government agencies in the related field Criterion D: Understanding of Terms of Reference (ToR) and work requirment (10) Financial 25% 25 20% 20 15% 15 10% 10 Lowest financial proposal 30% 30 Contracts will be awarded to the three technically qualified consultants who obtains the highest combined score (financial and technical). The points for the Financial Proposal will be allocated as per the following formula: Lowest Bid Offered X 30 Bid of the Consultant * Lowest Bid Offered refers to the lowest price offered by Offerors scoring at least 70% in technical evaluation. * The method of evaluation is a desk review of P11. Please highlight in the P11 form major report you have prepared.
ANNEX ANNEX 1- TERMS OF REFERENCES (TOR) ANNEX 2- GENERAL CONDITIONS OF CONTRACT FOR THE SERVICES OF INDIVIDUAL CONSULTANT ANNEX 3-P11 Form ANNEX 4- Confirmation of Interest and Submission of Financial Proposal
Annex I United Nations Development Programme Comprehensive Disaster Risk Management Programme Terms of Reference (TOR) Assignment Title: Duration: Number: Type of Contract: Project Title: Location, Country: Architect (Building Permit Studio) 3 months with possibility of extension 4 (Four) Individual Consultant UNDP s Comprehensive Disaster Risk Management Programme Gorkha Municipality / Palungtar Municipality, Gorkha, Nepal Expected Starting Date: December 2017 1. Brief Project Description The Comprehensive Disaster Risk Management Programme (CDRMP) has been formulated as part of the Strategic Partnership Framework signed between the BCPR and UNDP, and in accordance with the Nepal Risk Reduction Consortium. The programme aims to strengthen the institutional and legislative aspects of DRM in Nepal, by building the capacities of Ministry of Home Affairs, other ministries, and local governments. The CDRMP will also establish strategic linkages between DRM and development sectors. The programme s intervention in the area of Building Code, Risk Sensitive Land Use Plan, Safer Construction practices, climate risk management, community-based disaster risk management, and emergency preparedness and response will strengthen the overall system of disaster risk management in Nepal. It will integrate gender equality and women empowerment as well as social inclusion issues for sustainable DRM. A knowledge management strategy will support all the programme interventions. In course of implementing the programme, UNDP would build partnerships with the government, NGOs, international agencies, and academic institutions and expand the institutional and knowledge base of disaster risk management in Nepal. 2. Context Nepal is prone to disasters earthquake, floods, landslides, etc. Given widespread unsafe building practices, particularly in rural Nepal, houses are under risk during every disaster. Loss of houses due to disasters has significant impact on socio-economic well-being of the people. It is with this background, building disaster resistant houses becomes very essential. Government of Nepal has committed to
support its citizens in earthquake recovery with support from various donors including Government of India with an objective of reducing future risks through reconstruction of safe houses for the affected families who have lost their houses in the 2015 earthquake. GoN reconstruction initiative will support about 700,000 affected households in 14 most affected districts whose houses will be reconstructed. Through Government of India support 50,000 houseowners will be supported in two districts of Gorkha (26,579 houses) and Nuwakot (23,431 houses). Government of Nepal and Government of India recognize the need to facilitate the housing reconstruction process and enable the owners to undertake reconstruction in desirable and timely manner as per established technical guidelines. Government of India, therefore, has sought UNDP s engagement in providing socio-technical facilitation to house owners constructing their houses through GoI assistance in Gorkha district. It is envisaged that the house-owners would complete the construction satisfactorily in next two and half years with available financial assistance and socio-technical support. Socio technical facilitation support for housing reconstruction will be provided in VDCs identified jointly by the GoI and GoN. 25 VDCs and 2 municipality in Gorkha have been identified covering 26,579 house owners. However, there have been changes in federal structure of Nepal and VDCs have been reorganized into gaupalikas and nagarpalikas. In the new restructuring, there are 2 Nagarpalikas i.e. Gorkha Municipality and Palungtar Municipality. The key point to be noted is that 14,701 beneficiary households are located in 2 Nagarpalika areas. This essentially means reconstruction will also have to incorporate building permit process as per the municipal laws and regulations. This will add a layer of complexity in reconstruction process to undergo administrative process of design submission to municipality and seek approval prior to construction of the houses. A special mechanism to support house owners with building permit process will be established under this project to facilitate/expedite this process at both house owner and municipal level. 3. Objective of the Assignment Building approval for house designs is mandatory and nagarpalika needs to ensure compliance with building bye-laws and building codes. UNDP will support nagarpalikas in installing electronic building permit system (EBPS), augmenting their capacities to rapidly process building plans to approve permits, and providing training so that this process is expedited at earliest. As part of facilitation support to house owners, a studio will be established to provide architectural design and drawing needed to seek building permit by the house owners in the nagarpalika. It is also a key support needed by the house owners in nagarpalikas, which has created bottleneck due to scarcity of technical people to provide such service in the municipality. The studio will be set up in each of the nagarpalika Palungtar and Gorkha, which will comprise of 2 Architects and 4 draftspersons. The Architect will provide services to design houses in line with government s provisions, both building code and bye-laws, and provide necessary guidance to the draftspersons to prepare architectural drawings to be submitted to the nagarpalika. This studio will also comprise of 1 Engineer for Building Permit Approval who will be positioned at the Municipality to
expedite the approval of building permit and 1 structural engineer to provide structural design and analysis to the required buildings. 4. Description of the tasks The main role of the IC Architect will be to prepare building designs as per the requirement of the house owners and guide the draftspersons to prepare drawings as per the requirements of the municipal building permit process, to help expedite the building approval process in the Municipality. The incumbent will ensure that the planned activities are implemented in a timely manner and with high quality complying with UNDP s standards. He/She will work in close coordination with District Support Team, Municipal Facilitation Team and experts and under the direct supervision of component lead of NBC-RSLUP, and the overall supervision of the Project Manager. He/She will undertake the following tasks: In consultation with house owners, design houses to meet their functional and spatial requirements. In consultation with municipal engineer and project s structural engineer, ensure the planlayout, floor area coverage and structure adheres to the National Building Code, municipal byelaws and prevalent regulations. Provide guidance to draftsperson to prepare, if necessary prepare, required set of drawings for municipal building permit process required by the municipality. Explore on generating designs of earthquake resilient alternative constructions technologies Generate prototypes of houses, a library of design that people can refer, that would support/expedite reconstruction process. Modify and update designs based on review/comments from Building Permit Approval Engineer. Site visits to check site conditions and constraints as and when required. Participate in project team meetings to coordinate design options and ideas. Manage, support and guide draftspersons involved in preparing drawings. Manage and execute assignment in a timely manner. Ensure that necessary linkage and communication are made with all the members of Building Studio team to complement the necessary capacities to support reconstruction efforts. Other responsibility: Perform any other related task that may be reasonable. 5. Results/Expected Outputs: Houses designed as per the functional and spatial need of the house owners and adhering to National Building Code and bye-laws. Municipal drawings prepared for the house owners in respective municipality, that would be submitted in the municipal office for the building permit. Library/Catalogue of the building typologies most preferred by the people generated
6. Expected deliverables and proposed payment schedule Deliverables Payment Schedule M 1 M 2 M 3 Inception report 20% Upon the submission of the monthly(progress) report by the end of first month on: 25% Designs/drawings prepared, Library of design/drawings by building typologies Records of consultation with house owners Other progresses Upon the submission of the monthly(progress) report by the end of second month on: 25% Designs/drawings prepared, Library of design/drawings by building typologies Records of consultation with house owners Other progresses Upon the submission of the monthly(final) report by the end of third month on: 30% Compilation of Designs/drawings prepared, Complete library of design/drawings by building typologies Complete records of consultation with house owners Learnings and other progresses 7. Required Qualifications/ Experiences: Minimum Qualifications and Experience: Minimum Bachelor degree in Architecture Minimum 3 years of relevant experience after degree and more than 3 years preferable. Demonstrated technical skills in code-compliant and safer construction practices
Good understanding of current Reconstruction Projects of the Government of Nepal and familiar with current reconstruction issues. Interprets policies and guidance within context and applies with judgement. Knowledge of AutoCAD, 3D software, MS Office Proficiency in written and spoken Nepali and English languages with demonstrated report writing skills. 8. Core Competencies Demonstrates commitment to the UN mission, vision and values. Displays cultural, gender, religion, race, nationality and age sensitivity and adaptability. Works to agreed goals dealing with challenges constructively. 9. Functional Competencies An effective oral and interpersonal communication skills with local people and staffs at various levels of the duty field and organization with clarity and concision; Expresses information and views with adaptive reasoning; Strong understanding of the local context (district/ regional); Strong skills on documentation and report writing; Self-motivated, exercises skills and knowledge independently and ability to recommend options for resolution of issues; Strong service orientation; Consistent approach toward work with a positive and constructive attitude; Strong service orientation and continually seeks improvement and agility in service delivery; Physical fitness and self-management will be an important asset as the job requires to scale difficult territories; Knowledge of and familiarity with the UNDP project operations would be an advantage. 10. Coordination and Liaison The IC shall work in close collaboration with the Studio team at the municipality and should work closely with other project team members at district and municipal level. Besides, IC should facilitate/ coordinate in building liaison between local government and concerned line agencies (mainly Municipality officials, NRA, MOUD/ DUDBC, MOFALD, DDCs) on technical matters as well as to ensure the sustainability of the activities. The IC should perform planned activities under this assignment with full professional commitment and dedication under the direct supervision and guidance of Project Manager and Senior Project Officer to ensure the quality and timely accomplishment of proposed activities. 11. Monitoring and Reporting: The IC shall work in close consultation with CDRMP team under the overall guidance of Project Manager and direct supervision of Senior Project Officer. S/he will work closely with CDRMP's Project Officer- M&E
and Knowledge Management to update, document and submit the progress and results on regular basis. Monitoring & Evaluation will be conducted regularly by UNDP. The IC will ensure that there will be no changes in either the technicality or the timing of key deliverables. In any unavoidable circumstances, the organization will have to inform the situation, and right decisions can be taken in advance in such cases. The deliverables will be strictly evaluated and the extension of the duration of the IC will be completely reliant on the quality of the deliverables submitted. In addition to the submission requirement mentioned in the deliverables, the IC will have to submit weekly and monthly reports of the activities accomplished and planned activities for the next month, to be submitted to CDRMP, UNDP. In case of trainings, workshops and awareness raising activities, separate reports on these events should be submitted within a week from the dates of execution. Wherever appropriate, disaggregated data (by sex, ethnicity, poverty etc.) should be collected, analyzed and used in the reports.