Result of Service
1.3 Ultimate result of services
The ultimate result of this assignment is to enable UNEP/MAP to renovate its premises further to required improvements required in the existing infrastructure and to manage procurement and installation of required equipment/furniture. Work Location
Athens
Expected duration
The contract will be for the period of 6 man/months spread over 10 months, starting from the date of last signature. The consultant will work full time during the first and the second months of the contract period. Duties and Responsibilities
General information
The United Nations Environment Programme (UNEP) is the United Nations system's designated entity for addressing environmental issues at the global and regional levels. Its mandate is to coordinate the development of environmental policy consensus by keeping the global environment under review and bringing emerging issues to the attention of governments and the international community for action. United Nation’s Environment Ecosystems Division works with international and national partners, providing technical assistance and advisory services for the implementation of environmental policy, and strengthening the environmental management capacity of developing countries and countries with economies in transition. This consultancy assignment is for the Coordinating Unit for the Mediterranean Action Plan (UNEP/MAP), Athens, Greece.
Purpose
1.1 The requirement for a consultant
An office renovation consultant specialized in the field of construction management is required to oversee the procurement and implementation phase of the renovation work of UNEP/MAP premises in Athens. Specifically, the consultant will (i) finalize the Scope of Work of the construction, manage the procurement of the contractor, monitor/supervise construction works in the Construction Phase; and (ii) undertaken other related procurement and tasks including procurement/installation of office equipment/furniture, and supervision of moving to temporary interim premises during the renovation phase.
Specific tasks and responsibilities
1. Output 1: An inception report including a detailed workplan, project objectives/outcomes, sustainability aspirations, construction strategy including any phasing and handover requirements.
1.1 Compile and review the works done in preparation for the renovation project mainly which were done by the interior designer and the engineering consultant.
1.2 Collect obtain all available data related to the premises to be renovated, surrounding site and infrastructure which may be affected by or affect the works.
1.3 Develop project objectives, including quality objectives, sustainability aspirations including any phasing and handover requirements.
1.4 Review and refine milestones, sequences of works and work schedule, and develop a detailed workplan.
1.5 Submit an inception report.
2. Output 2: A draft Scope of Work document in consultation with relevant procurement sections of UNEP and UNON.
2.1 Review and refine the design drawings prepared by the engineering consultant, make any recommendations or modifications to the design and or specifications to ensure compliance with local and international codes and best practice and/or any other applicable regulations.
2.2 Review the rough cost estimation for the renovation work prepared by the engineering consultant based on market conditions including all elements or components necessary for the works, i.e. furniture, finishes and fixtures, ICT cabling/connection requirements, white goods, services, external works, with contingencies and escalation as applicable. Carry out a value engineering and take corrective action as necessary.
2.3 Make any applications considered necessary on behalf of UNEP and consult where required for approvals under the building acts, regulations and or other statutory requirements.
2.4 Submit the final design documents package, including drawings, developed strategies, specifications, cost estimates, phased works programme, etc. to UNEP/UNON to proceed with the next stage. Obtain any permitting licenses from local authorities as appropriate.
2.5 Provide advice and assist UNEP/UNON in preparing tender documents and construction contracts for these contract works, including time limit for the works.
2.6 Liaise with other UNEP/UNON contractor/s as required to make allowance for and integrate any related requirements to be included as part of the tender information.
2.7 Prepare a full and complete construction document package to include drawings. Prepare detailed specifications to outline standards of workmanship, testing procedures and approvals, quality controls, warranties, samples, and or any other particulars related to the works.
2.8 Submit a draft Scope of Work to UNEP/UNON for review/comments.
3. Output 3: Detailed bills of quantities (pre-tender estimate) based on current market conditions to serve and tender/market rate estimate for the works.
3.1 Review the rough cost estimate prepared by the engineering consultant and make suggestions for modifications if necessary.
3.2 Prepare and submit priced bills of quantities (pre-tender estimate) based on current market conditions to serve as tender/market rate estimate for the works. Submit to UNEP/UNON for review and approval to proceed to next stage.
4. Output 4: A workplan and specifications of equipment and furniture to be procured and installed upon completion of the office renovation.
4.1 Review and finalize the needs for new equipment and furniture to be procured based on the interior design developed
4.2 Develop and submit a workplan for identification, procurement, and installation of equipment and furniture in conjuncture of the office renovation.
5. Output 5: A final Scope of Work and procurement package including prequalification and or technical selection criteria for bids.
5.1 Follow up with UNEP/UNON on the review process of draft Scope of Work.
5.2 Organize regular meetings with the concerned to update on the progress.
5.3 Upon receipt of comments from UNEP/UNON, incorporate them into the draft Scope of Work.
5.4 In conjunction with UNEP/UNON, prepare the prequalification and/or technical selection criteria for bids.
5.5 Participate in pre-bid conference where relevant. Prepare responses to bidders’ queries, any additional data or revisions if any to the documents package and submits to UNEP/UNON.
5.6 Handles internal administrative paperwork for the launching of the procurement exercise.
5.7 Where/if required assist UNEP/UNON with prequalification and technical evaluation of bids, participate in review of bid results outside of set parameters and if applicable, participate in value engineering.
5.8 Assists UNEP/UNON as appropriate with preparation of the construction contract.
5.9 Call for a kick-off meeting to outline communication flow procedure.
5.10 Submit a final Scope of Work and procurement package.
6. Output 6: A workplan for existing office furniture/equipment and documents/books to be retained/stored during the renovation work and reinstall upon completion of the work.
6.1 Develop and submit a workplan for retaining/storing of existing office furniture/equipment during the renovation work.
6.2 Review and identify in liaison with responsible UNEP staff and contractors. furniture/equipment and documents/books to be retained/stored during the renovation work.
6.3 Conduct market research for the transportation/storage services and launch a procurement exercise to select a vendor.
6.4 Monitor the work of the selected vendor for progress of the work.
7. Output 7: A lease agreement concluded for temporary office premises for accommodating the staff during the office renovation work.
7.1 Identify the needs of the MAP for temporary office premises in consultation with concerned at UNEP.
7.2 Draft Terms of Reference and launch a procurement exercise.
7.3 Conclude a lease agreement.
7.4 Administer/manage contracts and ensure smooth delivery of services.
8. Output 8: A progress report on the bidding/selection process of a construction contractor and other procurement exercises.
8.1 Monitor and manage the progress of internal administrative process in relation to the bidding/selection of a construction contractor and other procurement exercises.
8.2 Update twice a week the concerned at UNEP on the progress of the procurement exercises.
8.3 Proactively identify potential risks/obstacles and propose mitigation measures to the concerned at UNEP.
8.4 Organize weekly meeting with UNEP/UNON in order to finalize the bidding/selection process.
8.5 Provide information/assistance when required by UNON procurement.
8.6 Produce a progress report summarizing the issues to the attention of UNEP and related actions taken to attend them.
9. Output 9: A first progress report on the administration of the terms of the construction contract relating to the completion of the works.
9.1 Review the detailed works programme, procurement and phasing of the works. Set a date/time for construction site meetings and inspections. Administer the terms of the construction contract relating to the completion of milestones and works. Ensure overall coordination and management of the works including compliance with design standards and construction documents.
9.2 Chair weekly construction meetings. Take minutes and send the summary to UNEP on weekly basis with photos where relevant. Monitor financial and physical progress on site to ensure the works are completed on time and within budget. Furnish any approvals, clarifications, additional drawings and or details/instructions to the Contractor in a timely manner so as not to delay progress of the works. Report in timely manner on inconsistencies in executing the works and or operations and suggest appropriate corrective measures. Prepare and circulate meeting minutes within two working days. Address and resolve design queries from site as they arise.
9.3 Develop, monitor and ensure compliance with quality assurance and quality control plans, safety plans and environmental management plans. Manage scope and method statements for on-going works. Non-conformance of any works or requirement for any remedial works should be documented, and preventive actions introduced.
9.4 Prepare valuations for interim payments to the contractor based on observations and assessment of progress against bills of quantities and contractors invoice. Measure work subject to adjustment/re-measurement. Submit interim payment certificates to UNEP/UNON for review and processing.
9.5 Following the delivery of Output 4, Conduct market research to finalize the specifications for launching a procurement exercise.
9.6 Prepare and submit a progress report.
10. Output 10: A second progress report on the administration of the terms of the construction contract relating to the completion of the works.
10.1 Same as under Output 9 above.
10.2 In relation to Output 7, close the lease contract and hand over temporary premises to the owner/landlord. Initiate and monitor final payment in liaison with the concerned at UNEP.
10.3 Prepare and submit a progress report.
11. Output 11: A final report on the consultancy upon completion of all the works.
11.1 Complete implement the workplan developed under Output 4 including delivery and installment of equipment/furniture and closure of contracts.
11.2 Complete implementation of the workplan developed under Output 6 including reinstallation of furniture/equipment and documents/books to the renovated premises.
11.3 Review and manage provision of all close out documentation as outlined in the construction contract. Coordinate provision of “as-contracted” drawings from the main contractor and sub-contractors. Review “as constructed” record drawings (soft/hard copies), operation and maintenance manuals including products data and warranties (soft/hard copies) for installed materials/equipment, etc. Advice on technical acceptability. Handover of the premises and conclusion of the construction contract. Prepare and agree on the final account with the contractor. Prepare a detailed report for review and final approval by UNEP.
11.4 As part of Defects Liability Period coordinate, review and manage any matters related to arising defects, outstanding works, etc. Give general guidance on recommended maintenance procedures. Respond to technical questions or problems during the warranty periods for each installation or piece of equipment. Review the contractors request for final inspection and undertake the same. Prepare site inspection report. Prepare certificate of making good of defects and submit to UNEP/UNON for review and approval. Prepare certificate of final completion for counter signature by UNEP/UNON.
11.5 Prepare a project final report, including lessons learned ensuring all the activities/actions are undertaken as per the workplan. Qualifications/special skills
Academic Qualifications: • Advanced university degree in civil/architectural is required. A graduate degree in construction management is an asset;
Experience: • Minimum of five years of architectural/engineering work experience with a focus on management of building construction/renovation projects dealing with the knowledge of civil infrastructure as well as mechanical and electrical systems, plumbing, heating, ventilation and air conditioning (HVAC) is required;
• Knowledge of Greek building codes and regulations regarding civil building structures is required;
• Registration as “Professional Engineer” in Greece is required.
Language: • Fluency in oral and written English and Greek is required.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.
This vacancy is archived.