Background

UN Women, grounded in the vision of equality enshrined in the Charter of the United Nations, works for the elimination of discrimination against women and girls; the empowerment of women; and the achievement of equality between women and men as partners and beneficiaries of development, human rights, humanitarian action and peace and security.

This assignment is regarding the provision of engineering and architectural services in the context of establishment of UN Women office in Malawi in a prominent low-density Area 10 in Lilongwe, Malawi. UN Women Malawi Country Office shall occupy a house building (Area 10/5) off Chayamba Road with total gross area of approximately 3000 sqm. The space will be used for offices and common activities (conference room, parking, etc.). Currently the concerned space has a dilapidated house and does not have a perimeter wall.

The provision of engineering and architectural services foreseen in the context of this assignment comprises primarily the services in three categories namely:

i) the preparation of design and drawings including their approval

ii) preparation of tender dossier including specifications and Bill of Quantities (BOQ) required for procurement of “construction of perimeter wall”, and

iii) supervision services for the completion of “refurbishment works” and “office furniture and other items” which shall be executed through a separate tender.

The consultant will be reporting to the Country Representative, and will be supported by Operations Manager, who will be the point of contact on the contract and payment issues.

Duties and Responsibilities

The Engineering and Architectural consultant is expected to offer quality work in each category, as follows:

STAGE I: Preparation of Engineering – Architectural design and drawings

This first stage shall comprise though not limited to the completion and submission of the following items/deliverables in English in 5 sets both in hard and soft copy, in 3D view.

i. Architectural Drawings (including portioning and layouts)

ii. Mechanical and Sanitary Drawings (Heating-Cooling, Sanitation, Cold water, Fire- Sprinkler etc.) for construction/installation.

iii. Electrical drawings (high-low voltage systems while also accounting for data, telecommunication etc.) for construction/installation

1- Guidance notes/requirements:

• The Consultant shall produce design, drawings, with due consideration to energy efficiency and upkeep with UN Women and International environmentally friendly norms and standards.
• In working closely with UNDSS Team, the Consultant shall within its design incorporate UNDSS security requirements
• Consultant shall prepare all requisite documents necessary to obtain all approvals and permits from the Ministry of Land (Building Department) and other relevant authorities

The set of drawings in the categories above shall be developed in consideration to the mandatory standards, capacities and norms of the existing building and shall liaise this with the Ministry of Lands.

• All drawings (construction and as-built) shall comply with the applicable standards
• All construction and as built drawings shall include their set of design calculations as applicable.
• The design report will sum up all design activities and provide the rationale for the optimal designs made. Standards, norms and regulations used must be referred to in the design report extensively. No conclusions and decision must be made without reference to any standard, norm or regulation.

2- Architectural drawings:

Architectural drawings, though not limited to following, shall include:

• Floor plans / construction plans / with all partition types and details.
• Floor plans / Furniture design with location plan,
• Floor plan/ Floor covering.
• Lighting Plan for Ceilings
• Interior elevations and sections. Detailed drawing for perimeter wall
• Floor plans for pre-fab layout.
• Details and design of all fixed furniture.
• Metalwork, woodwork and joinery drawings.
• Detailed floor finish/patterns drawings.
• Miscellaneous decorative details e.g. Outdoor work station.
• Reflected ceiling plans (showing height, materials, finishes and decorative lighting).

3- Mechanical/Electromechanical and Sanitary drawings:

Mechanical and sanitary drawings, though not limited to below, shall include:

• Fire protection & Sprinkler system drawings
• Heating and Cooling system drawings
• Sanitary system drawing (including water, plumbing etc.) illustrating both layouts and schematics for kitchens /wall fixtures in conformity with Electrical and Architectural Plans.
• Detailed elaborate on fire protection and safety.
• Water tank layout plan

4- Electrical drawings:

Electrical drawings (both high and low voltage), though not limited to below, shall include:

• Electrical layouts for ceiling and wall with defined hardware and all other equipment (to be closely coordinated with other drawings/plans), including layout plan, the power installation plan, telephone, fire, panic and music broadcasting layout plans, the electricity loading norms, single line scheme and a panel view
• Plan of electrical and computer network. Computer network design should be carefully coordinated with UN Women ICT Associate.

STAGE II) Preparation of tender dossier including specifications and Bill of Quantities (BOQ) required for procurement of “construction of perimeter wall”, “refurbishment works” and “office furniture and other items”

1. Guidance and Notes:

• Consultant shall propose and model, capacity and sizes for all material and equipment with due regard to local and UN environmentally friendly norms and standards.
• Tender documents shall serve as “Statement of Works” and “Technical Specifications” that shall be used during the tendering of refurbishment works.
• Tender documents shall comprise 4 (four) sections, namely i) “Statement of Works and Technical Specifications”, ii) “Bill of Quantities” iii) “Work Schedule” and iv) “Construction drawings.”

2. Submissions:

During this stage, Consultant, though not limited to below, shall comply with below and submit the followings:

i) Statement of Works and Technical Specifications

• Statement of Works shall comply with relevant Malawi Standards
• Technical Specifications of equipment and materials shall be in line with UN requirements, environmental standards and relevant Malawi Standards.

Statement of works and technical specifications shall include a schedule of items (in terms of type, color, model, make) categorically for each office space and common areas as appropriate.

• Statement of works and technical specifications must give detailed explanation of each item of works and not to be general and vague. Standards must be provided for main items of works, materials and products.

ii) BOQ

• A Bill of Quantities separately for each group of works (i.e. architectural &construction works; electrical; mechanical; equipment; furniture & accessories).
• Separate Bill of Quantities for each group of works and equipment/materials should be provided with estimated prices based on the current Lilongwe market rates.

iii) Works schedule

• Works schedule shall be developed as bar-chart or through one of the Microsoft or compatible CPM work programmes.
• Works schedule shall include both construction, construction supervision, temporary, final acceptance, maintenance and warranty periods.

STAGE III) Management/supervision of refurbishment works project

The Consultant during this phase shall ensure, though not limited to below, compliance, completion and/or submission of the followings:

Tender phase:

• Provide expert opinion during the tender stage to make sure that the company identified for carrying out renovation works possesses all the required skills and experience to deliver the project as per approved design and work-schedule;
• Technical assistance for UN Women during bid application process to questions addressed from potential bidders

Construction phase:

Consultant during this phase, when requested, shall act as UN Women Technical Expert together with UN Women Staff, as needed and, though not limited to below, carry out the followings:

• Issue full package of drawings and other information to respective contractor identified to carry out the renovation works. Provide detailed explanations on all questions the refurbishment contractor/company may have.
• Lead project site inspections/meetings, including but not limited to kick-off meetings, regular progress meetings, trouble-shooting, practical completion/hand over, and final sign-off meetings
• To ensure compliance with all design parameters, inspect the setting-out, progress and quality of work, and to resolve technical issues that may arise during the course of the works
• When required, review and comment on periodic financial reports including the effect of any variations on costs due to change orders
• At practical completion stage undertake joint-inspection of the works with all parties and agree a punch-list of deficiencies/outstanding works to be rectified.
• Monitor the work of the contractor company to rectify items on the punch-list
• Review Progress Payment Reports/Certificates for certification as appropriate

During the construction phase (within 3 months), Consultant is expected to provide full time services of a Project Manager who is familiar with finishing and electromechanical works.

Post construction phase:

• Prepare and provide UN Women with built-in drawings below at the end of the project:
• Architectural Drawings (including portioning and layouts)
• Mechanical and Sanitary Drawings (Heating-Cooling, Sanitation, Cold water, Fire-Sprinkler etc.)
• Electrical drawings (high-low voltage systems while also accounting for data, telecommunication etc.)
• Provide consultancy and inspection services during the defects liability period as required by UN Women, on reimbursable cost basis for the staff time invested.

Deliverables

1. Detail layout design and approval by Ministry of Lands,
2. Development of ToRs with BOQ for ITB
3. ITB evaluation report
4. Final inspection report

Competencies

Core Values:

• Respect for Diversity
• Integrity
• Professionalism

Core Competencies:

• Awareness and Sensitivity Regarding Gender Issues
• Accountability
• Creative Problem Solving
• Effective Communication
• Inclusive Collaboration
• Stakeholder Engagement
• Leading by Example

Please visit this link for more information on UN Women’s Core Values and Competencies:

https://www.unwomen.org/en/about-us/employment/application-process#_Values

FUNCTIONAL COMPETENCIES:

• Strong communication skills
• Strong analytical skills
• Strong IT skills
• Strong project management skills
• Strong report writing skills
• Strong knowledge of local regulations regarding office renovation
• Strong expertise in engineering or architecture related to office renovation

Required Skills and Experience

Education and Certification:

• Master’s degree or equivalent in architecture, civil engineering or a related field is required
• A first-level university degree in combination with five additional years of qualifying experience may be accepted in lieu of the advanced university degree

Experience:

• At least 7 years of overseeing and/or inspecting infrastructure development or office renovation projects in similar contexts
• Strong experience in architecture project management is required
• Engineer/architecture certification is required
• Experience working with UN agencies is a strong asset
• Excellent grasp in developing bids, identifying technically and financially sound vendors
• Experience in monitoring the progress of the renovation work and reporting to clients
• Work experience in a multi-cultural environment is preferred
• Fluency in English is required

How to apply

• Personal CV or P11 (P11 can be downloaded from: https://www.unwomen.org/sites/default/files/Headquarters/Attachments/Sections/About%20Us/Employment/UN-Women-P11-Personal-History-Form.doc )
• A cover letter (maximum length: 1 page)
• UN Women may ask (ad hoc) for any other materials relevant to pre-assessing the relevance of the experience, such as reports, presentations, office renovation project samples, floor layouts.