LRPS-2022-9175507 for Interior design and its implementation to install a Data Lab for Bangladesh Bureau Statistics (BBS), Dhaka, Bangladesh”
TERMS OF REFERENCE FOR INSTITUTIONAL CONTRACT
Title of the assignment
Interior design and its implementation to install a Data Lab for Bangladesh Bureau Statistics (BBS), Dhaka, Bangladesh
Purpose
UNICEF is looking at hiring an Interior Design company qualified to provide the Interior design and its implementation to install a Data Lab for Bangladesh Bureau Statistics (BBS), Dhaka
Location
Bangladesh Bureau Statistics (BBS), Demography and Health Wing, Agargaon, Dhaka.
Estimated Duration
-Design phase expected to last for 4 weeks.
-Implementation phase expected to last for 6 weeks.
-Expected Start Date of the assignment: 15 August 2022.
Reporting to Technical
Supervisor of this assignment
Chief/OIC, SPEAR Section and Construction Engineer BCO.
BACKGROUND
UNICEF Bangladesh has been generating evidence through surveys, research, and evaluation for better understanding of the current situation of women and children in Bangladesh and, to monitor achievements of major goals and targets agreed for national and international commitments. Bangladesh Bureau of Statistics (BBS), a National Statistics Office, has been playing a vital role as one of the BCO’s long-standing and highly valued implementing partners in this regard. Besides many other national and regional surveys with UNICEF support, BBS has been conducting Multiple Indicator Surveys (MICS), a globally accepted tool that UNICEF developed and promotes since 1995. The MICS 2019 was one of the largest household surveys in the country.
Given the extent and relevance of national surveys like the MICS, which includes more than 200 socio-economic indicators (60 of which are directly related to the SDGs), all BBS divisional directorates are involved in reporting and publishing the results. To coordinate this work with BBS' decentralized offices and partners for survey planning, analyzing and reporting, a dedicated space (Data lab) with necessary facilities is needed. This is also consistent with the lessons learned from prior UNICEF-BBS program collaboration. Following discussions with BBS and other partners on this topic during the end-of-year review meeting in November 2021, it was agreed that a data lab will be established as an activity in the common rolling work plan (Ref. 3.1 RWP 2022-2023).
To this end, the qualified company will be required to submit their financial and technical proposals for the modelling Interior design and its implementation to install a lab as well as for the implementation of the same.
OBJECTIVES, PURPOSE AND EXPECTED RESULTS
UNICEF Bangladesh seeks to establish a contract with a competent and technically qualified Interior Design Company for the purpose of providing detailed Interior design, all equipment for audio-visual system, public address system, furniture fixtures, and any other items deemed to be required for effective and efficient use of laboratory.
For convenience, the complete work of the project has been considered as a single assignment (in two phases), so that all the services of assessment, representative designs, implementation, and supervision shall be provided by the selected company.
DESCRIPTION OF ASSIGNMENT
The company will be hired to carry out all the services in compliance with international standards.
The scope of work is as following-
Renovation of 37 ft X 18 ft (666 ft2)` room to establish:
- Interior layout/design for the lab and for the office room.
- Data analysis lab (27 ft x 18 ft) will have following activities/facilities:
- Inside wall to separate the lab from office room- wooden or frosted glass in aluminum frame.
- Door/entrance to the lab.
- Oval shaped wooden conference table and comfort design chairs for 20 persons, additional 12 chairs in the second row.
- Interior panel on the wall and ceiling- wooden or suitable board available in the local market.
- Two almirahs with the materials mentioned above.
- Audio-visual system: up-to-date projection system with a large monitor on the wall,
- PA system for 20 persons fixed on the conference table.
- Electrical lines, power boards and appropriate lighting.
- Two air-conditioning units, 2 ton each.
- Curtains for windows.
- One laptop for projection.
- Any other things that may be proposed by the company for effective running of the lab.
- Renovation of office room for coordinating officials for UNICEF supported projects (10 ft x 18 ft) with facilities of:
- Tow workstations.
- Door/entrance to the room.
- Electrical lines, power boards and appropriate lighting.
- One air-conditioning unit- 2 ton.
- Curtains for windows.
- One printer.
- One scanner.
The services will include but not limited to the followings 2 phases: -
(i) Design Phase-1
This phase includes finalization of detail interior design with 3D drawing, BOQ & Material specifications.
(ii) Implementation Phase-2
This phase includes execution of work as per design, BOQ and standard.
UNICEF’s approval will be required prior initiation of each phase.
Description of Assignment & Deliverables
(i) Design Phase: The activities of design phase are summarized as following-
Activity
Sub Activities and Deliverables
Time Frame
Visit the site and data collection
The assigned firm shall collect all relevant data; have meetings with BBS officials for understanding the requirements & preferred concept. All data collection information and output shall be brought together in the form of a report. The report shall be included as part of the design submission to the Client.
5 Days
Design development &
Approval
The conceptual design from to be developed based on comments, recommendations, and requirements of
UNICEF and BBS. The design submission shall comprise of the following-
- 2D layout
- 2D Layout showing arrangement of furniture and office equipment etc., as directed by the Client
- 3D rendering of office & common spaces
- Materials Specification details
- Signage design, layout & 3D
- Detailed BoQ along with list of furniture’s and equipment
10 Days
Final detailed design
-Final presentation of 3D & 2D models to the client
-Complete set of Interior design drawings including plan layouts, elevations, sections, typical and specific details, required detailed design signage to enable to execute the works as reference.
-All design & specifications, material details and plant specifications required to compliment the drawings
-Final BOQ along with list of furniture and equipment’s list
-Work schedule
-A report detailing any health and safety risks inherent in the design
7 Days
Note: Any other such details as the Consultant or Client may deem relevant shall also be included.
Phase 2- Implementation/ Execution of Exterior and interior branding, Landscape & Signage Work:
Based on the approval of Design phase & fund availability, client will decide about this phase. Depending on the decision, the interior firm will be assigned for the implementation of the works as per design & BOQ.
The following description of the scope of works intends to convey a general understanding of the work required. Please note that the items mentioned below are generic and will vary slightly depending on site conditions.
Activity
Sub Activities and Deliverables
Time Frame
Implementation of exterior and Interior branding works, Landscape & Signage
Work in UNICEF Cox’s
Bazar field office
- Implementation of Interior and other works as per approved design-drawing & BOQ according to schedule.
1.5 Months for substantial handover (+6 months DLP)
- The expected end facilities are fully functional office with all proposed interior branding, graphics works completed as per schedule.
-BBS acknowledgement certificate on completion
REPORTING REQUIREMENTS
- Design Phase:
The Interior Firm will be required to submit design/modelling, notes, reports etc. as per scope stated above in Table-2 to UNICEF according to agreed schedule. All communications & submissions will be through Construction Engineer, and Statistics and Monitoring Officer UNICEF
- Implementation Phase:
The Interior Firm will be required to provide weekly progress reports as required by the particular project scope. The report shall detail the work planned, the actual work performed, any complications encountered, milestones reached and the status. Delays on the project shall be clearly explained and the company shall provide proposals to recover lost time. The progress report shall be provided in a format acceptable to the Client.
PAYMENT SCHEDULE
All invoices should attach a copy of the progress of works report. The monthly reports shall bear the signatures of the Company’s site/Project Manager, and the UNICEF Construction Engineer. For design contract, invoice shall be based on submitted design & relevant documents.
Each application for payment, which shall be made no more frequently than monthly, unless otherwise provided herein, shall cover the agreed rates as per the proposer’s submitted priced bill of quantities, and in accordance with the general conditions of contract.
The Company shall make timely payment from the proceeds of the progress or final payment for which request is being made, to his subcontractors where applicable and all suppliers in accordance with the Construction Company's Contractual arrangements with them.
Payment shall be effective within 30 days of receipt & approval of invoice.
Phase 1: Design Phase
Milestone 1: 100% of the contract after completion of Phase -1.
Phase 2: Implementation Phase
Milestone 1: 100% of the contract after completion of Phase -2.
DLP (6 months): 5% of contract price to be paid after final completion
QUALIFICATION REQUIREMENT OF THE COMPANY/INSTITUTION/ORGANIZATION
- At least 4 years of experience in the field of commercial and residential interior design & execution
- Interior work experience with other UN organizations/ Embassies, International organizations/ Multinational companies/ Reputed Corporate offices
- Updated legal documents & Work References
Annexure – F
The following information is considered an integral part of this submission and must be provided for the Proposal to be considered. The information should be provided according to the sample formats.
TEMPLATES / FORMATS
Template 1: Request for Proposal Services Form
Template 2: Letter
Template 3: Bidders General Information Form
Template 4: Bidders contact information
Template 5: Bidders Financial Information / Adequacy of Working capital
Template 6: Information on Current Litigation (if any)
Template 7: Contractor’s Experience
Template 8: List of Machines and Equipment
Template 9: Staff Qualification & experience
Template 10: CV Format
Template - 1
Request for Proposal Services Form.
This PROPOSAL FORM must be completed, signed and returned to UNICEF. Proposal must be
made in accordance with the instructions contained in this Request for Proposal.
TERMS AND CONDITIONS OF CONTRACT
Any Contract resulting from this RFP shall contain UNICEF’s General Terms and Conditions
together with all other contractual documents as detail in the General Terms and Conditions.
INFORMATION
Any request for information concerning this invitation, must be forwarded in writing by email or
by fax, to the person who prepared this document, with specific reference to the RFP number.
DECLARATION
The undersigned, having read the Terms of Reference, the Instruction to Bidder, the General
Terms and Conditions of LRPS set out in the attached document, hereby offers to supply the
services specified in Section A5 at the price or prices quoted in the Schedule of Prices, in
accordance with the specifications stated and subject to the Terms and Conditions set out or
specified in the LRPS.
Name of authorized representative: _______________________________________
Title: _______________________________________
Signature: _______________________________________
Date: _______________________________________
Supplier Name: _______________________________________
Postal Address: _______________________________________
Telephone No.: _______________________________________
Fax No.: _______________________________________
Email Address: _______________________________________
Validity of Offer (not less than 90 days): _______________________________________
Currency of Offer: ________________________ ________
Please indicate after having read UNICEF Price & Discount stated in the Specific Terms and Conditions which of the following Payment Terms are offered by you:
10 Days 3.0% ______________ 15 Days 2.5% ___________ 20 days 2.0% ______________
30 Days Net __________________ Other Trade Discounts __________________
Template - 2
Date: ___________
To: Chief/ OIC SUPPLY & PROCUREMENT SECTION
UNICEF – BANGLADESH, BSL COMPLEX
1, MINTO ROAD, DHAKA 1000
Dear Madam/Sir,
We, the undersigned, offer to provide Construction Services for …………………………………….. as specified in Terms of Reference in accordance with your Request for Proposal dated dd-month-yyyy and our Proposal dated ---------------. We are hereby submitting our Proposal, which includes this Technical Proposal and a Financial Proposal sealed under separate envelopes.
If negotiations are held during the period of validity of the Proposal, we undertake to negotiate on the basis of the proposed staff. Our Proposal is binding upon us and subject to the modifications resulting from Contract negotiations.
We understand that you are not bound to accept any Proposal you receive.
Yours sincerely,
Authorized Signature:
Name and Title of Signatory:
Name of Construction Company
Address:
Template - 3
Bidder General Information
Bidder General Information
Description
Information
Remarks
(to be filled by the
Bidder)
Registration number
Grade
Specialty
Expiry Date
Legal Status
Provide certified copies of Registration
Written power of attorney of
the signatory to the Bid
Provide original or certified copy of the power of
attorney attested by a Notary
VAT Registration
Number
Template - 4
Bidder’s contact details
Name and Title of Contact Person
Address of Contact Person
Telephone/Cell number of Contact Person
Email of Contact Person
Template - 5
Bidder’s financial information/ Adequacy of Working Capital
Adequacy of Working Capital
Source of credit line
Amount
Remarks
Provide documentary evidence for working capital along with 2 years’ Annual Turnover certificate – to be certified by statutory auditors of your company.
PLEASE NOTE:
WE DO NOT NEED DETAILED FINANCIAL INFORMATION AT THIS STAGE.
ONLY UPON REQUEST BY UNICEF, BIDDERS TO PROVIDE 2 YEARS DETAILED AUDITED STATEMENTS.
Total
Template - 6
Litigations
Information on any current litigation in which the Firm(s) is involved.
Other Party(ies)
Cause of Dispute
Amount Involved
Template - 7
Contractor’s experience – format for projects undertaken in the last 5 years for similar projects & overall projects in the last 10 years
Assignment name:
Country:
Location within country:
Name of Client:
Address and Contact details
Duration of assignment (months):
Start date (month/year):
Completion date (month/year):
Approx. value of the contract (in BDT):
Approx. value of the services provided by your firm under the contract (in current BDT):
Name of associated Contractors, if any:
Project Completion Certificate (Please attach)
Narrative description of Project:
Description of actual services provided by your staff within the assignment:
Template: 8
List of machine and equipment
No
List of machine and Equipment
Quantity
Remark
1
2
3
4
5
7
8
Template - 9
Staff qualification and experience
Qualifications and experience of key management and technical personnel proposed for this Project. Signed CVs of all proposed staff must accompany the submission and it should be noted that substitution of staff during Project implementation shall be subject to the approval of UNICEF. (Personnel of all associate consultants must also be listed along with the name of the associate consulting Firm.). A detailed organization chart of the company including the location and staffing of existing offices must also be attached to the offer.
Construction Management Staff
A. Key Professionals
Name
Position
Task
B. Support Staff
Name
Position
Task
Template - 10
CVs OF TEAM
Position Title and No.
[e.g.,TEAM LEADER]
Name of Expert:
[Insert full name]
Date of Birth:
[day/month/year]
Country of Citizenship/Residence
Education: List in reverse order starting with highest degree obtained up to Graduate Degree, the university/ institution or other specialized education, giving the following details:
S. No.
Degree/Diploma/Certificate obtained
Name of University/ Institution
Duration (mm-yyyy)
From
To
Employment record relevant to the assignment: Starting with present position, list in reverse order. Please
provide dates, name of employing organization, titles of positions held, types of activities performed and
location of the assignment, and contact information of previous clients and employing organization(s) who
can be contacted for references. Past employment that is not relevant to the assignment does not need to be included.
Period
Employing organization and your title/position.
Contact information for references
Summary of activities performed relevant to the Assignment
[e.g., May 2005-present]
[e.g., Ministry of ……, staff/advisor/consultant to…
Tel…………/e-mail……; Mr. xxxxx, deputy director]
Membership in Professional Associations:
1.
2.
List of papers published in your name in peer reviewed/national/international journals:
1.
2.
Proficiency in Language Skills (indicate only languages in which you can work i.e. read, write, speak):
LANGUAGES
READ
WRITE
SPEAK
UNDERSTAND
Not
Not
Not
Not
Easily
Easily
Easily
Easily
Easily
Easily
Easily
Easily
English
Bengali
Others (specify)
Expert’s contact information: (e-mail …………………., phone……………)