Terms of Reference (TOR)

Project Location: 36.22097351414576, 44.009139984659704

Off Bahirka Road, Next to Hungarian Consulate, 40 Meter Road, Erbil, 44001

Tabel of Content:

1.............. Project Description.................................................................................................................. 4

2.............. Scope Of Services and Expected Outputs.................................................................................. 5

2.1........... Desktop Review / Document Screening and Preliminary Surveys:........................................................ 5

2.2........... Design Check and Nondestructive Testing:...................................................................................... 5

3.............. Deliverables/ Reports.............................................................................................................. 6

4.............. Requirements For Progress Updates........................................................................................ 7

5.............. Project Controls....................................................................................................................... 7

6.............. Duration of Work / Project Milestone...................................................................................... 7

7.............. Qualifications of the Successful Service Provider...................................................................... 8

8.............. Location of Work..................................................................................................................... 8

9.............. Criteria for Selecting................................................................................................................ 8

1.       Project Description

The United Nations INTERNATIONAL ORGANIZATION FOR MIGRATION (IOM) – Iraq, Erbil Office is currently using a B + G + 2 story building as office facility. The building was originally designed and constructed for Supermarket purpose. A structural, Mechanical and fire safety assessment is required to confirm the building can be used for office purposes, considering architectural modifications and service requirements.

IOM requires a complete structural assessment of the building by an external and independent consultancy firm to review and assess its structural capacity, architectural modification feasibility and Fire safety services reliability, and to certify that it meets the requirements for office space as per the Government of Iraq’s building construction guidelines and regulations. Additionally,  the existing building faces  multiple Operation and Maintenance (O&M) issues on daily basis. The potential consultancy firm is requested to find out the root cause of O&M defects and recommend a full rectification plan.

2.       Scope Of Services and Expected Outputs.

IOM is of the concern that the building should be free from any difficulties on serviceability for the intended use of office premises. During physical inspection of the building, no major inconsistency were noticed, but IOM needs to ensure that the building is constructed in accordance with the applicable rules and regulations and as per the list of deliverables contained in section 3.

The Engineering Consulting Firm’s responsibilities shall include, but not be limited to the following:

2.1   Desktop Review / Document Screening and Preliminary Surveys:

The initial phase involves a comprehensive examination of the Desktop Review / Document Screening and Preliminary Surveys:

• Reviewing existing design sets (Architectural, Foundation, Structural Fire resistance).
• Checking as-built drawings (if available) and reports, including pre-construction geotechnical investigation.
• Verifying building permits, including use and layout specifications.
• Compilation of findings and recommendations from the document review to assess alignment with permit specifications.

2.2   Design Check and Nondestructive Testing:

Site Visit: A site inspection and condition assessment will be carried out to verify the construction's precision and its alignment with the specified design outlined in the design documents. A standardized checklist will be created to guarantee consistent and comprehensive data collection. Detailed notes and photographs will be captured to record the on-site conditions accurately. The site visit will cover the following components:

• Nondestructive random tests to be conducted: Rebound Hammer Test, Ferro-scan and/or cover meter test.
• Fire safety condition - Walkthrough and document all equipment, including sprinklers, fire hoses, fire alarms, material fire proofing, and fire extinguishers.
• Gender and disability inclusion: Based on the UN Design planning manual requirements, the building design will be checked for gender and disability inclusion

Design check: Based on the available documents and collected data, a design check will be conducted and will include the following components:

• Overall structural stability assessment based on the applicable national and international codes requirements.
• Current configuration and code-compliance of the fire safety system, Recommendations for modifications for code approval and occupancy change
• Verification of conformity with Security Risk Management Measures for UN offices in Erbil, Iraq.

For items that require modifications, the design, drawings, and BoQ will be prepared for the Client to allow implementation of such recommendations.

3.       Deliverables/ Reports

Brief weekly reporting will be provided to the Client summarizing activities and findings for the week, conclusion, and any proposed changes to the project work plan. At the end of the project, a brief project report will be submitted including any relevant recommendations. Among others, the project report will include key findings and recommendations pertaining to:

• Structural stability based on the current conditions and intended change in occupancy type.
• Feasibility of floor layout modifications, identifying specific limitations due to structural or operational constraints.
• Current fire safety measures in place with recommendations for modification in accordance with code requirement.
• Furthermore, the preparation of the necessary designs, drawings, and Bills of Quantities (BoQ) will be undertaken. These elements will be meticulously interlinked with estimations to facilitate the seamless execution of the provided recommendations or modifications.

4.       Requirements For Progress Updates

The Consultant/firm shall submit to the Client a very brief progress report on a weekly basis which also alternative can be in a mode of online meeting. The report shall detail the work planned, the actual work performed, any complications encountered, milestones reached and the overall status of the project. Delays on the project should be clearly explained and the Consultant/firm shall provide proposals to recover lost time. The format of the progress reports or sharing the meeting minutes (if mode is online/physical meeting) shall be agreed with the Client at project signing.

5.       Project Controls

The Consultant/firm is requested to submit details of the measures that will be put in place to ensure the best practice management of the Project as well as on-going project control. This shall include:

1. Project Planning
2. Project Methodology;

• Risk Management.

1. Quality Control; and Assurance
2. Health &
3. Communication and reporting

• Project tracking and control

6.       Duration of Work / Project Milestone

The following table identifies the deliverables and their respective time for completion that the Consultant/firm shall provide to successfully complete the services: -

7.       Qualifications of the Successful Service Provider

The consultancy subject to this Scope of Services is intended to reveal issues first, and then to propose recommendations on how to resolve them. For this specific case, the principle Structural Engineer needs to have a level of proved engineering expertise of at least 10 years and be an expert in the relative field of work of building structural assessment and design review subjected to extreme event. In addition to structural engineer, consultant firm should have professional geotechnical engineer, Electrical engineer, Mechanical Engineer, Plumbing Engineer, and Fire Safety Expert. The Consultant/firm shall submit their CVs of the proposed technical personnel as part of the bid, to the Client’s approval and assessment. Furthermore, the consultancy firm should have the following minimum capacities.

1. The Consultant/ Firm must have minimum 5 years previous experience for related areas (Structural analysis of low to mid rise structure more than 3 storied building)
2. The Consultant /Firm Should have Legal Identity to run this consultancy service and they have updated legal documents including Trade License.
3. The consultant/firm should have strong resources on engineering background for team leader as well as team members to conduct these services and provide the required CVs of the team leader and team members.
4. Experience with the United Nations will be considered as an added qualification for the similar nature of services.
5. The Consultant/Firm should have sound financial capacity to run this Project.

8.       Location of Work

Off Bahirka Road, Next to Hungarian Consulate, 40 Meter Road, Erbil, 44001. 36.22097351, 44.009139984

9.       Criteria for Selecting

This section should indicate the full list of criteria which shall serve as a basis for evaluating offers and awarding the contract, based on technical and financial offers. It must also indicate if the award will be done in following manner:

To qualify for award of the Contract, bidders shall meet the following minimum qualifying criteria (Pass/Fail system), in case fail of any of the following criteria bidder will be disqualified in technical evaluation.

Appendix A :

SITE LOCATION MAP

(To be provided during project inception meeting)

Appendix B

RELATED DRAWINGS & CERTIFICATES

(to be provided during project inception meeting)

Appendix C

 List of Security Risk Management Measures for UN offices in Erbil, Iraq.

(To be provided, in case required.)

Tender's Files

66e6c3eb02154-3d.pdf
66e6c3eb03323-rfq-building-assessment-of-iom-erbil-office.docx
66e6c3eb034df-structural-details.pdf
66e6c3eb042b2-tor-assessment-of-iom-erbil-office.docx