Provisions of Design and Supervision of Construction Works

/ IOM/RFQ/2023/083 / Services / November 8, 2023 / November 16, 2023

REQUEST FOR QUOTATION (RFQ)

RFQ Reference: IOM/RFQ/2023/083 / Date: 8 November 2023

SECTION 1: REQUEST FOR QUOTATION (RFQ) for the

Provision of Design and Supervision for construction works

Nabavka projektovanja i nadzora nad građevinskim radovima

International Organisation for Migration (IOM) kindly requests your quotation for the provision of goods, works and/or services as detailed in Annex 1 of this RFQ.

This Request for Quotation comprises the following documents:

Section 1: This request letter

Section 2: RFQ Instructions and Data

Annex 1: / / / Schedule of Requirements

Annex 2: Quotation Submission Form

Annex 3: Technical and Financial Offer

Annex 4: Vendor Information Sheet

Annex 5: Draft Contract

When preparing your quotation, please be guided by the RFQ Instructions and Data. Please note that quotations must be submitted using Annex 2: Quotation Submission Form and Annex 3 Technical and Financial Offer, by the method and by the date and time indicated. It is your responsibility to ensure that your quotation is submitted on or before the deadline. Quotations received after the submission deadline, for whatever reason, will not be considered for evaluation.

Thank you and we look forward to receiving your quotations.

Approved by:

Signature: /

SECTION 2: RFQ INSTRUCTIONS AND DATA

Cope of Services: / The project, named Enhance Migration Governance through Evidence-Based Programming and Strengthened Capacities of Authorities in Kosovo, is funded by the Swiss Confederation and executed by the International Organization for Migration (IOM). Its primary objective is to address the intricate migration dynamics within Kosovo. This summary delineates the scope of work for the construction of a 700 square meter building, which will significantly expand accommodation capacities for migrants in transit at the Vranidoll compound.

In the context of this Request for Quotation (RFQ), IOM Kosovo is seeking to engage a service provider for the essential design work and subsequent supervision of activities to be carried out by the selected construction contractor.

Deadline for the Submission of Quotation / 16 November 2023 at 16: 00 hrs local time (GMT+2)

If any doubt exists as to the time zone in which the quotation should be submitted, refer to http://www.timeanddate.com/worldclock/.

Method of Submission / Quotations must be submitted as follows:

☐ E-tendering

☒ Email at (iomprnprocurement@iom.int)

☐ Courier / Hand delivery

☐ Other Click or tap here to enter text.

Bid submission address: Click or tap here to enter text.

File Format: pdf

 / File Format: pdf

 / File names must be maximum 60 characters long and must not contain any

letter or special character other than from Latin alphabet/keyboard.

 / All files must be free of viruses and not corrupted.

 / Max. File Size per transmission: 25 Mb

 / Mandatory subject of email: IOM/RFQ/2023/083 reference

 / Multiple emails must be clearly identified by indicating in the subject line “email no. X of Y”, and the final “email no. Y of Y.

 / It is recommended that the entire Quotation be consolidated into as few attachments as possible.

The proposer should receive an email acknowledging email receipt.

Cost of preparation of quotation / IOM shall not be responsible for any costs associated with a Supplier’s preparation and submission of a quotation, regardless of the outcome or the manner of conducting the selection process.

Supplier Code of Conduct / All prospective suppliers must read the UN Supplier Code of Conduct and acknowledge that it provides the minimum standards expected of suppliers to the UN. The Code of Conduct, which includes principles on labour, human rights, environment and ethical conduct may be found at: Supplier Code of Conduct (ungm.org).

Conflict of Interest / UN encourages every prospective Supplier to avoid and prevent conflicts of interest, by disclosing to UN if you, or any of your affiliates or personnel, were involved in the preparation of the requirements, design, specifications, cost estimates, and other information used in this RFQ.

General Conditions of Contract / Any Purchase Order or contract that will be issued as a result of this RFQ shall be subject to the IOM General Conditions of Contract for provision of goods/services/transportation/medical services available at https://www.iom.int/do-business-us-procurement.

Eligibility / Bidders shall have the legal capacity to enter into a binding contract with IOM and to deliver in the country, or through an authorized representative.

Legal Eligibility

/ Certificate of business registration

Technical Eligibility

/ Technical compliance with Terms of Reference

/ Prior similar experience in the design and supervision of construction works, over the past five years is a prerequisite. To be eligible, the bidder must have successfully executed a minimum of two contracts of similar complexity and financial magnitude to the submitted offer.

/ Qualified required staff :

1. / Graduate Architecture Engineer ( 5 years program or master) with at least 5 years of work experience in capacity of project Manager.

2. / Graduate Construction Engineer ( 5 years program or master) with at least 3 years of work experience in similar projects.

3. / Graduate Hydro Engineer ( 5 years program or master) with at least 3 years of work experience in similar projects.

4. / Graduate Geodesy Engineer ( 3 years bachelor or master) with at least 3 years of work experience in similar projects.

5. / Graduate Electrical Engineer ( 5 years program or master) with at least 3 years of work experience in similar projects.

6. / Graduate Mechanical Engineer ( 5 years program or master) with at least 3 years of work experience in similar projects.

Financial Eligibility:

/ The bidders minimum annual financial turnover for the past three years must be at least double the value of the submitted offer

Currency of Quotation / Quotations shall be quoted in Euro /

Duties and taxes / The International Organization for Migration is exempt from all direct taxes, except charges for public utility services, and is exempt from customs restrictions, duties, and charges of a similar nature in respect of articles imported or exported for its official use. All quotations shall be submitted net of any direct taxes and any other taxes and duties, unless otherwise specified below:

All prices shall:

☐ be inclusive of VAT and other applicable indirect taxes

☒ be exclusive of VAT and other applicable indirect taxes

Language of quotation and documentation including catalogues, instructions and operating manuals / English

Documents to be submitted / Bidders shall include the following documents in their quotation:

☒ Annex 2: Quotation Submission Form duly completed and signed

☒ Annex 3: Technical and Financial Offer duly completed and signed and in

accordance with the Schedule of Requirements in Annex 1

☒ Other Eligibility documents required under Section Eligibility /

Quotation validity period / Quotations shall remain valid for 90 days from the deadline for the Submission of Quotation.

Price variation / No price variation due to escalation, inflation, fluctuation in exchange rates, or any other market factors shall be accepted at any time during the validity of the quotation after the quotation has been received.

Partial Quotes / ☒ Not permitted

☐ Permitted Insert conditions for partial quotes and ensure that the requirements are properly listed in lots to allow partial quotes

Payment Terms / ☒ 100% within 30 days after receipt of goods, works and/or services and submission of payment documentation for the design part.

☒ Other Monthly basis for the supervision of works part /

Contact Person for correspondence, notifications and clarifications / Focal Person: Procurement Unit

E-mail address: iomprnprocurement@iom.int

Attention: Quotations shall not be submitted to this address but to the address for quotation submission above.

Clarifications

/ Requests for clarification from bidders will not be accepted any later than 13 November 2023 days before the submission deadline. Responses to request for clarification will be communicated by publication and email by 14 November 2023

Evaluation method

/ ☒The contract will be awarded to the lowest price substantially compliant offer

☐ Other Click or tap here to enter text.

Evaluation criteria

/ ☒Full compliance with all requirements as specified in Annex 1

☒Full acceptance of the General Conditions of Contract

☒Full compliance with stipulated requirements under Eligibility

☐Earliest Delivery /shortest lead time

☐Others (for ex, environmental criteria/considerations, etc)

Right not to accept any quotation / IOM is not bound to accept any quotation, nor award a contract or Purchase Order.

Right to vary requirement at time of award / At the time of award of Contract or Purchase Order, IOM reserves the right to vary (increase or decrease) the quantity of services and/or goods, by up to a maximum 25% of the total offer, without any change in the unit price or other terms and conditions.

Type of Contract to be awarded / Service Contract

Expected date for contract award. / 14 November 2023

Policies and procedures / This RFQ is conducted in accordance with Policies and Procedures of IOM

UNGM registration / IOM is encouraging all suppliers to register at the United Nations Global Marketplace (UNGM) website at https://www.ungm.org. The Bidder may still submit a quotation even if not registered with the UNGM, however, if the Bidder is selected for Contract award of USD 100,000 and above, the Bidder is recommended to register on the UNGM prior to contract signature. For vendors who do not have the technical means to register in UNGM, the UNGM has implemented an assisted vendor registration functionality that allows IOM procurement personnel to add local vendors to the UNGM.

ANNEX 1: SCHEDULE OF REQUIREMENTS (Terms of Reference)

Background

Project name: Enhance migration governance through evidence-based programming and strengthened capacities of authorities in Kosovo

Donor: The Swiss Confederation, represented by the Federal Department of Justice and Police (FDJP), Acting through the State Secretariat for Migration (SEM).

Implemented by: International Organization for Migration (IOM) – Mission in Kosovo.

The overall objective of this project is to contribute to enhanced migration governance through an evidence-based and holistic approach and maximize migration potential to achieve sustainable development outcomes in Kosovo. The increasingly complex mixed migration dynamics in the Western Balkans, coupled with weak migration management and a lack of reliable migration data, have revealed important institutional needs and gaps in the field of migration governance and analysis. Therefore, the project aims to strengthen the capacities of authorities in Kosovo1 to enhance migration management and migrants in transit have access to shelter and protection during their temporary stay. IOM - Kosovo will support authorities to increase capacities to accommodate migrants present in Kosovo and will provide support to the MIA in capacity building for managing the reception facilities.

Output 2.1. Kosovo authorities have increased accommodation capacities and protection mechanisms for migrants in transit.

Scope of the ToR

The purpose of this Terms of Reference (TOR) is to outline the requirements, objectives, and scope of work for the construction of a 700 square meter building. The project aims to create a functional and safe structure meeting all regulatory standards and client expectations.

To expand the accommodation capacities, and to further strengthen migrant reception, IOM will support the construction of a building in the Vranidoll compound. The expansion will ensure additional accommodation for an increased number of migrants. Approximately, 70 additional places for migrants will be provided. IOM will construct the new facility to ensure and improve site safety, hygiene, information dissemination, protection of vulnerable groups, and provide permanent medical facilities in the form of a clinic, including facilities for psychosocial support.

In addition, IOM will ensure the strengthening of existing protection mechanisms and social services. This includes establishing a referral mechanism to identify and support people in vulnerable situations in need of specialized assistance and enhanced protection. These groups include unaccompanied children, victims of trafficking, victims of violence, exploitation and abuse, and persons with health conditions, among others.

Expansion of the temporary reception and accommodation capacities for migrants and refugees – on 27th July 2020, the Ministry of Internal Affairs (MIA) issued a decision designating two ex-military barracks located in Vranidoll, in the Municipality of Pristina, and managed by the MIA, for the establishment and expansion of the reception centers. It builds up on the already renovated and operational Temporary Registration and Accommodation Centre, supported by IOM and funded by the EU.

Expansion of accommodation capacities for migrants in transit will contribute to improving the identification and protection of migrants in vulnerable situations, as well as the overall migration management in Kosovo . It will also include the support with registration procedures, identification of vulnerabilities and referral of unaccompanied children, victims of trafficking, victims of violence, and persons with health conditions or other vulnerabilities to ensure their access to adequate assistance and protection of their rights by enhancing capacities of the relevant institutions through procurement of equipment and relevant trainings.

Vranidoll has about 8 km2 and located along the highway of Pristina-Podujeva. Vranidoll was developed and concentrated through the main road, thus the village lacks the urban planning cohesion in other parts of the village.

According to Geoportal-Kosovo web, the sites with numbers 00335-0, 00330-0, 00331-0, 00329-0, 00320-0 are the sites in which are located 6 buildings. All of them occupy a surface of 19474 m2.

Currently, at Vranidoll Compound there are eight buildings: two asylum centres with accommodation capacity of 100 beds; MoIA’s archive building; administration building serving the detention centre for foreigners; two buildings with capacity of 70 beds; a reception centre (newly renovated from IOM with EU funds) with capacity of 55 beds; and an old ex-military warehouse. The MIA recommends renovation of the existing ex-military warehouse and transform it, to expand the accommodation capacities for migrants in transit.

The building located on parcel 00330-0 is the building in which the intervention will take place. The facility where the intervention will take place has served as a former military barracks and has an area of about 520 m2. The building is located on a campus which currently serves as an area with the same purpose of receiving migrants.

Based on the MIA decision this building will serve as a Temporary reception and registration centre as well the Alternative Migration Accommodation Centre. The layout of the building is 43,2 m and 12.2 m with a total surface of 520 m2, which shall be demolished for the new building to be constructed.

The structural condition of the ex-military building is very weak, and its interior is very much deteriorated. Even though the MIA has invested in roofing, the structural stability of the building is very questionable. Therefore, it is recommanded to demolish the existing facility and build a new one.

Figure 6: Vranidoll Compound area plots

Figure 7: Plot allocated for the construction of the new Alternative Reception Center

Scope of Services

The new building which will be constructed must be 700 m2 with 1 grand floor building construction. The purpose of this facility is to have the potential to accommodate around 70 persons. One of the main objectives of this project is to preserve human values towards individuals who are accommodated by offering them dignified conditions throughout their stay. Maintaining the privacy of individuals who may share rooms with others, should play a key role in addressing design approaches toward this building. Due to the fact that accommodated groups come with different backgrounds and situations, we must ensure safety and comfort. The family unity should be respected without any exception, the building aims to create a friendly environment where people can socialize and find some rest. Given the sensitivity of the building destination, we must carefully treat the importance of hygiene too.

The selection and design of buildings to be used to host beneficiaries directly affects the quality of life of residents. The configuration of the spaces must ensure the respect of minimum standards and facilitate the provision of services. The Humanitarian Charter and Minimum Standards in Humanitarian Response (Sphere standards) indicate that all facilities providing accommodation shall have one toilet (and shower) to 20 people, separated by gender. The minimum living space per person is 3.5 sq. meters, and separate sleeping area for male and female shall be foreseen, as well as specific areas for vulnerable beneficiaries, child friendly spaces and spaces for families. Each beneficiary needs a bed (or a culturally equivalent place to rest, e.g. hammocks or wickers) and mattresses must be plastic coated for ease of cleaning and disinfecting. The stock of sheets and blankets must be big enough to allow their turnover. A dedicated area is needed for medical cases or beneficiaries with other specific needs, as for instance women who just gave birth. Alternatively, additional accommodation may be found outside of the facilities for beneficiaries with special needs. Although the length of stay of beneficiaries in MRRM facilities greatly vary depending on the context, it is recommended to create common spaces for recreational and psychosocial activities, as well as for socialization and entertainment, as for instance TV areas or sports areas. Best practices show the eating areas shall be separated from other common spaces, and a shift system established if it the space is not sufficient for all the guests.

The functions that this object should offer are:

Administration :

/ 2 grand offices used for administration and medical treatment purposes.

Consultancy Services

/ 1 Office for Psychosocial consultancy – One of the main objectives that this project promotes is the privacy and confidentiality of the shared information, therefore, this office should be segregated for individual consultancy.

/ Administration, Consultancy Services and Medical Treatment Offices should have a separated bathroom from the sanitary nodes of residents.

Laundry

Space that is used for cleaning clothes where the accommodators can use it as self- service facility. Installation of washing and drying machines that provide opportunities to meet the capacity requirements of the accommodated individuals.

Kitchen and Dining Room

Residents get daily meals, but due to their needs through the day, a space like this should be incorporated to offer them another place that can be used as a source of socializing and exchanging experiences. This area should be able to accommodate 70 residents. The furniture should be flexible due to the limited surface of the building.

Bedrooms

Divided into typology:

Typology A

Single room (accommodation of people with specific needs, including medical services

related + bathroom+ small kitchen)

Room Furniture = Single Bed+ Locker+ Kitchen Cabinets+ Portable Chair and table

Bathroom= Sink + Toilet bowl + Shower Cabin

Typology B

Rooms to accommodate a family (accommodation of people/ family relation where the room may

have more flexibility due to the connection, bathroom+ small kitchen)

Room Furniture = 4 Single Beds+ 4Lockers+ 2Kitchen Cabinets+ 4Portable Chairs and a table

Bathroom= Sink + Toilet bowl + Shower Cabin

Typology C:

Rooms for accommodation of persons who do not have family relations with each other, where as

privacy is treated with special sensitivity.

Room Furniture = 4 Single Beds+ 4Lockers+ 2 Kitchen Cabinets+ 4Portable Chairs and a table

Due to the fact that Typology C doesn’t possess a bathroom in the room structure, there should be

a common bathroom with these elements:

Bathroom= Sink + Toilet bowl + Shower Cabin (multiplied as needed for both genders)

Depot

Depot of daily usage tools

Connection to service infrastructure

The actual situation of the building is as unusable and does not provide support services: Therefore, the building should be able to provide, electric energy, water distribution, connection to nearest point of sewage system and thermos-energy.

Access to the Building

The building must offer access for people with special needs, the lines of movement inside the building must be without thresholds in order to enable free movement.

Parking

Distance between the building and the nearby street is 12m, thus, there should be organized a parking lot for minimum of 5 vehicles.

Sample BoQ:

Bill of Quantities (BoQ) based on the preliminary design that must be submitted by the Service Operator

No. / Description of works / Qty / Unit / Price / Sub-total

1 / Design and supervision / / / € / €

1.1 / Architectural and engineering services (structural, electrical, mechanical) / 700 / m² / € / €

1.2 / Construction supervision / 700 / m² / € / €

/ / / / Total / €

2 / Preparatory works / / / /

2.1 / Preparation of site for starting the works, cleaning site, installing the sings and tables / 1 / lump sum / / €

2.2 / Demolition of the existing building / 520 / m² / / €

2.3 / Removing and transporting material to the dedicated landfill / / m³ / / €

/ / / / Total / €

3 / Earth works / / / /

3.1 / Excavation of soil 50cm deep and removing material / / m³ / € / €

3.2 / Supply with material gravel 0-200mm , compaction / / m³ / € / €

3.3 / Supply with material gravel 0-63mm , compaction / / m³ / € / €

/ / / / Total / €

4 / Concrete works/rebar works/roofing / / / /

4.1 / Supply with material and construction of foundation including slab, concrete and rebar works / / m² / € / €

4.2 / Supply with material and construction of ground floor, concrete and steel rebar works / / m² / € / €

4.3 / Supply with material and construction of first floor, concrete and steel rebar works / / m² / € / €

4.4 / Supply with material and construction of second floor, concrete and steel rebar works / / m² / € / €

4.5 / Supply and mounting of all roof layers (thermal insulation, water insulation, gravel, etc) / / m² / € / €

/ / / / Total / €

5 / Installation works/Bathroom fittings / / / /

5.1 / Supply with material and installation of electrical supply, / 700 / m² / € / €

5.2 / Supply with material and installation water and sewage piping / / pcs / € / €

5.4 / Supply and installation of bathroom fittings / / pcs / € / €

/ / / / Total / €

6 / Flooring/tiles/ / / / /

6.1 / Supply and work- screening / 700 / m² / € / €

6.2 / Supply and mounting of tiles on floor / 700 / m² / € / €

6.3 / Supply and mounting of tiles on bathrooms / 700 / m² / € / €

Total / €

/ / / / /

7 / Mechanical Works / / / /

7.1 / Heating- floor pipes / 700 / m² / € / €

/ / / lump sum / € /

7.2 / Electrical Heat pumps heating/cooling / / / - / €

/ / / lump sum / € /

7.3 / Solar panels / / / - / €

/ / / / Total / €

8 / Plasters/Façade / / / /

/ Supply with plaster and other gypsum materials, top finish, including painting with white color / / / € / €

/ / / / /

8.1 / / / m² / € / €

/ Supply and mounting of demit-façade, t=15cm EPS / / / /

8.2 / / / m² / € / €

/ / / / Total / €

9 / Windows/doors/stairs / / / /

9.1 / Supply and mounting of windows / / pcs / € / €

9.2 / Supply and mounting of doors / / pcs / € / €

9.3 / Supply and mounting of stairs- tiles and rails / / pcs / € / €

/ / / / Total / €

10 / Furniture - supply and mounting / / / /

10.1 / Sleeping bed / / pcs / € / €

10.2 / Kitchen including electrical equipment / / pcs / € / €

10.3 / Working/dining tables / / pcs / € / €

10.4 / Chairs / / pcs / € / €

/ / / / Total / €

11 / Exterior and garden works / / / /

/ / / Lump sum / /

11.1 / Gardening/urban furniture/lighting / / / / €

/ / / / Total / €

The Services to be provided by the Service Provider shall include but not be limited to the following:

Design

/ Develop a comprehensive architectural design that maximizes space utilization and caters to the diverse needs of residents, including sleeping areas, sanitation facilities, communal spaces, and administrative offices; that will include the following:

1. / Statement of Works will provide background and detailed information on the construction works (i.e., location, project background, timelines, legal status, site ownership, right of way, design/drawings, supervision, deadlines, etc.).

2. / Bill of Quantities will provide the list of all main components of the works (buildings, roads, sidewalks, lighting, equipment, etc.), including estimated quantities for each line item (soil movements, structures, roofing, floors, etc.) and information on the way it will be paid.

3. / Technical specifications will describe in detail the specification for each construction and supply item (e.g., type of cement mix, type of iron rods, bricks, kitchen equipment, laundry equipment etc.).

/ Prioritize sustainable and eco-friendly design principles to reduce environmental impact and operating costs;

/ Ensure accessibility for individuals with disabilities, including ramps, wide doorways, and accessible bathroom facilities;

/ Implement safety and security measures to protect residents, staff, and the facility;

/ Consider cultural, spiritual and religious sensitivities in the design to foster inclusivity;

/ The Service Provider shall submit with the design the Statement of Works which will provide background and detailed information on the construction works (i.e., location, project background, timelines, legal status, site ownership, right of way, design/drawings, supervision, deadlines, etc.);

/ The Service Provider must submit Bill of Quantities which will provide the list of all main components of the works (buildings, roads, sidewalks, lighting, equipment, etc.), including estimated quantities for each line item (soil movements, structures, roofing, floors, etc.) and information on the way it will be paid;

/ The Service Provider must submit each technical specifications which will describe in detail the specifications, for every single construction item that must be used on the construction site (e.g., type of cement mix, type of iron rods, bricks, etc.);

/ Carry out site investigation and report on the proposed site and concept by the proponent;

/ Include cost estimates and the timeline of the implementation, respectively undertake a broad review of each cost of each and every specific detail of the designing project and scope and meet with the Project Coordinator when required and refine each concept and scope accordingly if needed;

/ Finalize the design and prepare appropriate drawings and technical specifications for all agreed works;

/ Ensure all documentation is compliant with local laws in design development and construction;

/ The Service Provider is to prepare all the necessary construction design documentation, cost estimates, application for development consents and permits with relevant Ministries and Authorities;

/ Collaborate with government authorities in every aspect required to prepare the necessary documents for obtaining permission to demolish and construct.

/ Define technical specification for materials and quality standards that need to be adhered during the construction phase should be emphasized;

/ Conduct a Geotechnical analysis and report – in order to ensure safety and stability of the building, detailed information about the geological and geotechnical conditions are recommended for foundation design and slope;

/ Specify the maximum capacity of the center, taking into account the local context and available resources;

/ Design sleeping quarters that provide privacy, security, and comfort;

/ Plan communal areas for social interaction, recreation, and education;

/ Include medical and counselling spaces to address physical and psychological needs;

/ Ensure reliable access to clean water, electricity, heating, and cooling systems;

/ Design efficient waste management and sanitation facilities;

/ Incorporate renewable energy sources where feasible;

/ Consider rainwater harvesting and greywater recycling to minimize water wastage;

/ Develop an emergency evacuation plan and fire safety measures;

Supervision of construction works

/ Establishment of a positive and amicable, but impartial, liaison with the Construction Contractor(s);

/ Undertake site visits as required and as specified in the implementation plan to provide oversight

of the construction works and overview of progress, with particular attention to ensuring Construction Contractors’ adherence to the design and construction drawings and specifications;

/ Review and comment upon the Construction Contractor’s Works Plans;

/ Written records of all powers and duties exercised under this Contract;

/ Provision to the Project Coordinator of copies of any certificates and documents provided to the

Construction Contractor under this Contract;

/ Keeping the Project Coordinator informed as soon as practicable of all significant developments in the Works or exercises of its powers as of the project implementing Service Provider;

/ Monitoring if the Construction Contractor’s Work is complete and in timely manner is compliant with the Works Program;

/ Random sampling and testing of Construction Contractor’s materials to ensure compliance with

the Specifications;

/ Advise the Project Coordinator on matters of concern;

/ Prepare pre-forma supervision reports with support photos for the Project Coordinator;

/ Review and make recommendations on any claims submitted by the Construction Contractor for

additional payments and extensions of time;

/ Conduct formal Site Meetings with the Construction Contractor and keep minutes of matters of

concern;

/ Guide the Construction Contractor on critical elements of construction, including but not limited to: Interpretation of technical specifications, Matters relating to worksite safety and traffic management, Construction methodology;

Supervision breakdown:

/ Architectural works: 50 days

/ Electrical installation: 8 days

/ Hydro installation: 8 days

/ Machinery such as thermo installation etc: 8 days

This breakdown is planned for forecasted 120 days construction contract duration and unit prices shall include all the required services such as reports and other related requirements in these Terms of Reference.

Deliverables

The Service Provider is required to provide the following deliverables:

/ Create concept design drawings;

/ Elaborate cost estimates and specifications for completion of the project;

/ Complete a final Design Report including detailed construction drawings and costs;

/ Facilitate Environmental Impact Assessment report and or PEAR report for development;

/ Facilitate engineers design report and certificate;

/ Obtain Development Consent & Building Permit;

/ Prepare the construction tender documents: technical specifications, bill of quantities & drawings;

/ Draft the Construction Contractor technical specifications in the Bid Evaluation report;

/ Conduct construction site supervision, submit bi-weekly reports to the Project Coordinator and effectively monitor the progress, from the start of the site work, until the end , and the supervisor will monitor the construction phase of the project and co-ordinate matters relating to health and safety, and other issues which may arise that could compromise the quality of the final work construction;

Specific outcomes from the Service Provider are as follows:

/ Ensuring that the design meet the needs of the beneficiaries and are aligned with the traditional type of Kosovo experience through the utilisation of local materials, optimisation of views, landscape and site assets and other aspects of the site and buildings which will enhance the experience;

/ Ensuring that the design fully comply with the local laws and construction legislation and timely obtain development consent and ruining permission to be granted, and building permit;

/ Ensuring that the Construction Contractor conforms to project design, specifications, drawings and otherwise meets its contractual obligations;

/ Ensuring that the works are executed in accordance with the agreed construction program(s) and methodologies and fully completed within the agreed budgets;

/ Ensure that the construction works are successfully completed within the timeframe indicated in the construction contracts;

/ Ensuring that any claims made by all parties involved are considered and dealt with in a fair and reasonable manner;

Duration of the Work:

Expected duration of this assignment will be up to maximum 30 working days for design, while supervision will be spread over the lifetime of the construction site for 74 days in total, throughout the working days.

According to EASO Guidance on reception centers, a reception center should fullfill the downlisted criterias:

STANDARD 1: Ensure effective geographic access to relevant services, such as public services, school, health care, social and legal assistance, a shop for daily needs, laundry and leisure activities.

STANDARD 2: Ensure that the principle of family unity is respected.

STANDARD 3: Ensure that special needs are taken into account when (re-)allocating particular housing to an applicant.

STANDARD 4: Ensure that specific and objective reasons linked to the individual situation of the applicant are taken into account when allocating housing to an applicant.

STANDARD 5: Ensure sufficient space in the bedroom in collective housing.

STANDARD 6: Ensure respect for the privacy of the applicants in collective housing.

STANDARD 7: Ensure that the housing is sufficiently furnished.

STANDARD 8: Ensure sufficient, adequate, and functioning sanitary infrastructure in the housing.

STANDARD 9: Ensure compliance of the housing with relevant national and local regulations.

STANDARD 10: Ensure that the inside and outside infrastructure of housing designated to accommodate applicants with reduced mobility is adapted to their needs.

STANDARD 11: Ensure sufficient security measures.

STANDARD 12: Ensure that applicants have sufficient space to eat.

STANDARD 13: Ensure that applicants have sufficient space for leisure and group activities.

STANDARD 14: Ensure that private and common areas are kept clean.

STANDARD 15: Ensure that the kitchen and sanitary areas are kept clean.

STANDARD 16: Ensure that the applicants are able to do their laundry or have it done on a regular basis.

STANDARD 17: Ensure the safety and proper functioning of the housing facilities through regular maintenance.

STANDARD 18: Ensure that applicants have adequate access to a telephone to make calls concerning procedural, legal, medical, and educational issues.

STANDARD 19: Ensure that applicants have adequate access to the internet.

STANDARD 20: Ensure applicants have the possibility to charge their communication devices.

STANDARD 21: Ensure that applicants have access to sufficient and adequate food

STANDARD 22: Ensure that applicants have access to potable water 24/7.

STANDARD 23: Ensure that the applicant possesses sufficient clothing.

STANDARD 24: Ensure that the applicants possess adequate clothing.

STANDARD 25: Ensure that applicants have access to sufficient and adequate personal hygiene products.

STANDARD 26: Ensure that applicants have access to other essential non-food items.

STANDARD 27: Ensure that children enrolled in school are provided with adequate clothing and school accessories enabling them to fully participate in all educational school activities.

STANDARD 28: Ensure that an adequate daily expenses allowance is provided.

STANDARD 29: Ensure access to necessary health care, at least level of emergency care and essential treatment of illnesses and serious mental disorders.

STANDARD 30: Ensure the applicant receives and understands phase-relevant information on benefits and obligations relating to reception conditions.

STANDARD 31: Ensure provision of information on organisations or groups of persons that provide specific legal assistance and organisations that might be able to help or inform applicants concerning the available reception conditions, including health care.

STANDARD 32: Ensure adequate access of legal advisers or counsellors, persons representing the UNHCR, Red Cross, intergovernmental and relevant non-governmental organisations recognised by the Member State concerned in order to assist the applicants.

STANDARD 33: Ensure access to social counselling for applicants of international protection.

STANDARD 34: Ensure a mechanism is in place to identify and assess special reception needs.

STANDARD 35: Ensure the mechanism for identification and assessment of special reception needs is effectively applied.

STANDARD 36: Ensure that identified special reception needs are addressed in a timely manner.

STANDARD 37: Ensure that reception officers are sufficiently qualified.

STANDARD 38: Ensure reception officers are provided with the necessary and appropriate training.

STANDARD 39: Promote the awareness of other stakeholders who are in regular contact with applicants.

STANDARD 40: Promote process-oriented support for reception officers.

MANDATORY TECHNICAL SPECIFICATIONS

PART 1

DESIGN TASK

MANDATORY TECHNICAL SPECIFICATIONS

1. Describe in a non-discriminatory manner the mandatory characteristics of the object of the contract such as: Quality, quality assurance, performance, terminology, design requirements, symbols, dimensions, testing and test methods, insurance, packaging, marking, labelling.

/ The technical specifications should be drafted in order to match the purpose of the procurement and to provide as much access as possible to the interested economic operators.

/ The contracting authority is particularly prohibited from setting technical specifications that favour or dis-favour one or more economic operators.

Description

Based on the planning, in accordance with the Law on Construction, in order to reduce costs and provide better technical services, the IOM Kosovo through the Procurement Department, plans to engage enterprises - economic operator to provide professional design and architectural services.

The professional services required by the economic operator are:

Main Project:

The main project - palir should contain:

- Wide context situation, (1: 1000 ~ 1: 2500)

- Narrow Context situation, (1: 500 ~ 1: 1000)

- Floor-Plans (1:50 ~ 1: 100)

- Longitudinal sections (1:50 ~ 1: 100)

- Cross sections (1:50 ~ 1: 100)

- Elevations

-Structural Elements (columns, beams, walls) (1:50 ~ 1: 100)

- Axonometry, (1:50 ~ 1: 100)

- Details, for every new intervention it should be specified in the detail section (1:10; 1:25)

- Perspective, Images, Visualizations to be prepared with Autodesk (3dsMax),

- Technical description of works, materialization and functional reasoning,

- Emergency analysis, fire protection.

-Fifth facade -Roof

- Building Analysis

- Bill of quantity

- White Physical Model in proportion 1:50

-Projects must be formatted in A4 format, in five hard copies and five electronic copies -5 CD (DVD) and in the worked program.

ANNEX 2: QUOTATION SUBMISSION FORM

Bidders are requested to complete this form, including the Company Profile and Bidder’s Declaration, sign it and return it as part of their quotation along with Annex 3: Technical and Financial Offer. The Bidder shall fill in this form in accordance with the instructions indicated. No alterations to its format shall be permitted and no substitutions shall be accepted.

Name of Bidder: / Click or tap here to enter text.

RFQ reference: / Click or tap here to enter text. / Date: Click or tap to enter a date.

VENDOR INFORMATION SHEET

Please attach the latest vendor information sheet to be filled in and signed by the vendor

BIDDER’S DECLARATION OF CONFORMITY

Yes / No /

☐ / ☐ / On behalf of the Supplier, I hereby represent and warrant that neither the Supplier, nor any person having powers of representation, decision-making or control over it or any member of its administrative, management or supervisory body, has been the subject of a final judgement or final administrative decision for one of the following reasons: bankruptcy, insolvency or winding-up procedures; breach of obligations relating to the payment of taxes or social security contributions; grave professional misconduct, including misrepresentation, fraud; corruption; conduct related to a criminal organisation; money laundering or terrorist financing; terrorist offences or offences linked to terrorist activities; child labour and other trafficking in human beings, any discriminatory or exploitative practice, or any practice that is inconsistent with the rights set forth in the Convention on the Rights of the Child or other prohibited practices; irregularity; creating or being a shell company.

☐ / ☐ / On behalf of the Supplier, I further represent and warrant that the Supplier is financially sound and duly licensed.

☐ / ☐ / On behalf of the Supplier, I further represent and warrant that the Supplier has adequate human resources, equipment, competence, expertise and skills necessary to complete the contract fully and satisfactorily, within the stipulated completion period and in accordance with the relevant terms and conditions.

☐ / ☐ / On behalf of the Supplier, I further represent and warrant that the Supplier complies with all applicable laws, ordinances, rules and regulations.

☐ / ☐ / On behalf of the Supplier, I further represent and warrant that the Supplier will in all circumstances act in the best interests of IOM.

☐ / ☐ / On behalf of the Supplier, I further represent and warrant that no official of IOM or any third party has received from, will be offered by, or will receive from the Supplier any direct or indirect benefit arising from the contract.

☐ / ☐ / On behalf of the Supplier, I further represent and warrant that the Supplier has not misrepresented or concealed any material facts during the contracting process.

☐ / ☐ / On behalf of the Supplier, I further represent and warrant that the Supplier will respect the legal status, privileges and immunities of IOM as an intergovernmental organization.

☐ / ☐ / On behalf of the Supplier, I further represent and warrant that neither the Supplier nor any persons having powers of representation, decision-making or control over the Supplier or any member of its administrative, management or supervisory body are included in the most recent Consolidated United Nations Security Council Sanctions List (the “UN Sanctions List”) or are the subject of any sanctions or other temporary suspension. The Supplier will immediately disclose to IOM if it or they become subject to any sanction or temporary suspension.

☐ / ☐ / On behalf of the Supplier, I further represent and warrant that the Supplier does not employ, provide resources to, support, contract or otherwise deal with any person, entity or other group associated with terrorism as per the UN Sanctions List and any other applicable anti-terrorism legislation.

☐ / ☐ / On behalf of the Supplier, I further represent and warrant that, the Supplier will apply the highest ethical standards, the principles of efficiency and economy, equal opportunity, open competition and transparency, and will avoid any conflict of interest.

☐ / ☐ / On behalf of the Supplier, I further represent and warrant that the Supplier undertakes to comply with the Code of Conduct, available at https://www.ungm.org/Public/CodeOfConduct.

☐ / ☐ / It is the responsibility of the Supplier to inform IOM immediately of any change to the information provided in this Declaration.

☐ / ☐ / On behalf of the Supplier, I certify that I am duly authorized to sign this Declaration and on behalf of the Supplier I agree to abide by the terms of this Declaration for the duration of any contract entered into between the Supplier and IOM.

☐ / ☐ / IOM reserves the right to terminate any contract between IOM and the Supplier, with immediate effect and without liability, in the event of any misrepresentation made by the Supplier in this Declaration.

Signature: /

Name: / Click or tap here to enter text.

Title: / Click or tap here to enter text.

Date: / Click or tap to enter a date.

ANNEX 3: TECHNICAL AND FINANCIAL OFFER - SERVICES

Bidders are requested to complete this form, sign it and return it as part of their quotation along with Annex 2 Quotation Submission Form. The Bidder shall fill in this form in accordance with the instructions indicated. No alterations to its format shall be permitted and no substitutions shall be accepted.

Name of Bidder: / Click or tap here to enter text.

RFQ reference: / Click or tap here to enter text. / Date: Click or tap to enter a date.

Technical Offer

Provide the following:

- / a brief description of your qualification, capacity and expertise that is relevant to the Terms of Reference.

- / a brief methodology, approach and implementation plan;

- / team composition and CVs of key personnel

Financial Offer

Provide a lump sum for the provision of the services stated in the Terms of Reference of your technical offer. The lump-sum should include all costs of preparing and delivering the Services. All daily rates shall be based on an eight-hour working day.

Currency of Quotation: Euro

Ref / Description of Deliverables / Unit / Quantity / Unit Price / Total

1. / Design of the project with scope of word, BoQ, Technical Specifications, drawings and other requirements. / Lump Sum / 1 / /

2. / Architectural works / Days / 50 / /

3. / Electrical Installation / Days / 8 / /

4. / Hydro installation / Days / 8 / /

5. / Machinery such as thermos installation / Days / 8 / /

Total Price / / /

The units indicate din the items 2 to 5 may vary based on the Right to vary requirement at time of award Clause. Unit prices will be applicable in case of such variations.

Compliance with Requirements

/ You Responses

/ Yes, we will comply / No, we cannot comply / If you cannot comply, pls. indicate comments sal

Delivery Lead Time / ☐ / ☐ / Click or tap here to enter text.

Validity of Quotation / ☐ / ☐ / Click or tap here to enter text.

Payment terms / ☐ / ☐ / Click or tap here to enter text.

Other requirements [pls. specify] / ☐ / ☐ / Click or tap here to enter text.

I, the undersigned, certify that I am duly authorized to sign this quotation and bind the company below in event that the quotation is accepted.

Exact name and address of company

Company NameClick or tap here to enter text.

Address: / / / Click or tap here to enter text.

/ / / / / Click or tap here to enter text.

Phone No.: / / Click or tap here to enter text.

Email Address: / Click or tap here to enter text. / Authorized Signature: / / / / / / / / /

Date: / / / / Click or tap here to enter text.

Name: / / / Click or tap here to enter text.

Functional Title of Authorised

Signatory: / / Click or tap here to enter text.

Email Address: / Click or tap here to enter text.

/