TERMS OF REFERENCE

for
Two-Story Temporary Prefab Workstations at UNICEF ROSA, Lainchaur, Kathmandu

1.0. BACKGROUND

The UNICEF Regional Office for South Asia (ROSA) is located in Lainchour, Kathmandu in a complex consisting of total
9 buildings - one main building and eight side buildings including conference hall. 7 buildings are two-storey, and 2
buildings are single storey. The total covered area of ROSA is 48,163.28 square feet.

2.0. DEFINITION

The purpose of this Terms of Reference is to engage with qualified construction firms to construct a two-story
temporary prefab workstation as per the attached layout plan.

UNICEF..PREFAB.pdf

3.0. SCOPE OF WORK

Objective: The objective of this Terms of Reference is to guide a bidding exercise to identify suitable contractors in
executing the works described below within the agreed quality, budget, and timeline – as per the attached BOQ. All
construction and renovation work implemented directly or indirectly by UNICEF shall be in line with the Organization’s
commitments on Eco-efficiency and Inclusive Access in UNICEF Premises. i

Nature of works and location: The construction works will be carried out in accordance with the attached Scope of
works (as annex I), Bill of Quantities (BoQ) (as annex II) and layout plan (as annex III) and in accordance with all
construction standards applicable in Nepal. Bidder will make site visits(s) to be familiarized with the required end
product quality and analysis of the identified installation site before the submission of the bid. All the liabilities for site
visit shall be the responsibility of the bidder itself (refer to Annex II).

General Specifications: The construction works will be carried out in accordance with Drawings, Bill of Quantities and
Technical Specifications provided under Annex I and in accordance with all construction standards applicable in Nepal.

Site Visit: Potential Bidders shall visit the sites before submitting their offers to get familiar with site conditions that
may affect their Proposals. Potential Bidders are expected to make their own arrangements to visit the site on their
own expenses. UNICEF shall accept no excuse or claim whatever from the selected engineering firm for not knowing or
being able to properly evaluate the site condition and requirements for the services to be carried out. Questions should
be submitted in writing to UNICEF in accordance with instruction provided under the RFP.

Greening and Accessibility: All construction and renovation works implemented directly or indirectly by UNICEF shall
be in line with the Organization’s commitments towards Accessible Buildings and achieving Climate Neutrality by 2020,
as per PROCEDURE/DFAM/2020/001 on Eco-efficiency and Inclusive Access in UNICEF Premises and Operations,
CF/EXD/2017-004 on Accessibility in UNICEF’s Programme-Relegated Construction, and Decision Memo: UNICEF
Climate Neutral Strategy, 26 May 2015.

4.0 EXPECTED DELIVERABLES AND TIME FRAME

It is expected that this project will be completed within three calendar months from the Start Date. The
timely completion of these construction Works is of utmost importance for UNICEF. Hence, it is important to measure
number of labors that will be allocated on this project as to maintain timeliness works completion.
Contractor shall be responsible for any malfunctioning, leakages, and others considered as negligence on the part of
the contractor. The contractor shall take steps to address such challenges at no cost to UNICEF. The contractor shall be
held more liable. No job out of the scope of the BOQ shall be allowed without the written permission of UNICEF officials.

Below are the expected deliverables, time frame and payment distribution from UNICEF as a reference in preparing
Financial Proposals:

Table 1: Deliverables and Timeframe

PHASE I
Items of works to be completed in Phase I (Approx. 40% of Total work)

Estimated Start
S.N. Descriptions & Completion
Date
CIVIL WORKS
1 Earth Work
Site levelling by cutting and filling the ground to receive finished ground level
1.1
prior to excavation in foundation
Earthwork excavation in foundation up to depth as specified in drawings including side
1.2
protection, necessary shoring works etc. all complete
1.3 Earthwork backfilling in foundation and floor including mechanical compaction all complete
2 Flat Brick Soling in foundation and floor
Estimated
3 PCC 1:3:6 in foundation only timeframe:
4 Structural Concrete of grade M20 excluding formwork and rebar works 1.5 month

5 Formwork shuttering for RCC works

6 Providing, laying and binding reinforcing bars in correct position including binding wire
7 0.8 mm tk. Steel Decking sheet for Slab Concreting
STRUCTURAL STEEL WORKS

1 Fabrication and installation of MS Metal Works

2 All Metal Works up to first floor level

PHASE II
Items of Works to be completed in Phase II (60% of Total work)
Estimated Start
S.N. Descriptions & Completion
Date
CIVIL WORKS

8 50 mm thick cement sand screeding (1:2:4) including neat cement punning 1:1

9 2" Prefab Panel wall

10 UPVC Doors and Window Estimated
10.1 UPVC casement Doors timeframe: 1.5
month
10.2 UPVC casement Windows
11 9" Brick Wall in cement mortar 1:4
12 Plaster Work
13 UPVC Roofing work

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 14 Gutter with Drop Pipe
STRUCTURAL STEEL WORKS

1 Fabrication and installation of MS Metal Works.

All metal works After first floor level including Roofing

PAINTING WORKS
Providing and applying two coats of wall guard putty works for partition walls and external
1
walls
2 Providing and applying two or more coats of Plastic emulsion paint over one coat of primer

Providing and applying two or more coats of external Weather coat paint over one coat of
3
primer
Providing and applying two coats of enamel paint over two coats of anti-corrosive paint over
4
metal surface
Electrical Works
1 Provision for connecting main supply line from nearest building.
2 Distribution box
3 Light Points with fixtures and Switches.
4 Power socket point with fixtures.
1 month after
Defect Liability Period sum substantial
completion

UNICEF will oversee the Works and the administration of the Contract, including the certification of payments
through its own internal process. Contract will be supervised by, Administrative Officer, UNICEF ROSA.

5.0 ELIGIBILITY AND QUALIFICATIONS

The Potential contractor shall provide all the information and documentation requested in this section with its
Proposal as per the attached BOQ. Failure to submit the information below will disqualify the proposal:

5.1 Eligibility:
a. The Potential contractors must be registered company in Nepal and have no conflict of interest to the
Project.

b. Technical Proposals shall include copies of original documents defining the constitution or legal status of the
company, place of registration, and principal place of business.

c. A statement that the company (including all members of a joint venture and Sub-Contractor) is not
associated, nor has been associated in the past, directly, or indirectly, with the Project Manager or any other
entity that has prepared the design, specifications, and other documents for this Project.

d. The Potential contractors must have wide range of experience and technical expertise in the field construction
(at least 2 years).

e. The work experience with international and UN Organizations will gain more score in the bid evaluation.

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5.2 Information to be submitted in the Technical Proposal:

i. Technical Proposal Submission Form (Annex G)

ii. Technical Proposal Letter (Annex H)
iii. Potential Bidder General Information & Bidder’s Contact Details (Annex I)
iv. Staff Qualification and Experience (Annex J)
v. List of Machine and Equipment (Annex K)
vi. Company Profile: Ensure to include information related to the experience of the company as required
and shall include following documents:
- Copy of the company registration document
- Recent Financial Audit Report: Report should have been carried out in the past 3 years and be
certified by a reputable audit organization.
vii. Details of similar assignments undertaken in last two years including the following information:
- Scope of Project
- Outcome of Project
- Reference / Contact persons

5.3 Information to be submitted in the Financial Proposal:

i. Financial Proposal Letter (Annex L)

ii. Summary of Financial Proposal (see sample in Annex M)
iii. Completed Bill of Quantities (see details BoQ in Annex E)

Bidders are expected to submit a financial proposal based on UNIT RATE CONTRACT by referring to the
attached Bill of Quantities (BoQ) and Terms of Reference.

5.4 Errors in Proposals:

a. Bidders are expected to examine all instructions and documentation of the RFP. Failure to do so will be at
Bidders’ own risk. In case of errors in the extension price, the unit price shall govern.
b. In the event of any discrepancy between the copies of the Proposals, the original shall govern. The original
and each copy of the Technical and Financial Proposal shall be prepared in indelible ink and shall be signed
by the authorized Contractor’s representative.
c. The Proposal shall contain no interlineations or overwriting except as necessary to correct errors made by
the Bidders themselves. Any such correction shall be initialed by the person or persons signing the Proposal.

5.5 The Proposals prepared by potential contractors and all correspondence and documents relating to the Proposals
exchanged by potential contractors and UNICEF shall be written in English language.

6.0 EVALUATION PROCESS AND METHOD

Following closure of the RFP, Technical Proposals will be evaluated by the evaluation team. The evaluation will be
restricted to the contents of the Technical Proposals and the reference checks.
6.1 UNICEF will first evaluate the completeness and responsiveness of Proposals in relation to:
▪ Time of submission system is followed.
▪ Submission of all document requested in Section 5.0.
▪ The Technical Proposal letter is duly signed
6.2 Proposals that fail to comply with the above will be disqualified and will not be given further consideration.
6.3 UNICEF will then evaluate the technical merits of each Technical Proposal using the rating system in Table 4
below.
6.4 A maximum of 70 points will be assigned to the Technical Proposals. Technical Proposals receiving 49 points
(70%) or higher will be considered technically responsive. Non-technically compliant and non-responsive
Proposals will not be given further consideration.

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 6.5 UNICEF will evaluate the Price Proposals that pass the technical evaluation. The total number of points allocated
for the Price Proposal is 30 points. The maximum number of points will be allocated to the Proposal with the
lowest price. All other Price Proposals shall receive points in inverse proportion to the lowest price.
6.6 The recommendation for the award of the contract will be based on the Best Value for Money principle. The
Proposal(s) obtaining the highest cumulative score(s) (Technical + Commercial) will be recommended for the
award.

7.0 PROJECT MANAGEMENT

UNICEF will oversee the Works and the administration of the Contract, including the certification of payments.
Supervision and Coordination
7.1 Contract will be supervised by, Administrative Officer, UNICEF ROSA, Nepal.
7.2 UNICEF will supervise and inspect the works during its execution including clarification of technical queries
during the execution of Works.
7.3 UNICEF will regularly check the progress of Works and notify the Selected Contractor if any defects found. Such
checks shall not affect the Selected Contractor’s responsibilities.
7.4 If the Selected Contractor fails to correct the defect within the time agreed, the Selected Contractor will be
liable for Liquidated Damages.
7.5 Communications between parties shall be valid only when in writing. Notice shall be valid only when it is
delivered.
Payment Certificates
7.6 The Bill of Quantities will be used to calculate the Contract Price for each Deliverable. The Selected Contractor will
be paid for each deliverable accepted by UNICEF and following the price to each Deliverable agreed in the
Contract.
7.7 UNICEF will certify acceptance of partial, substantial, and final Works through its Project Management, or its
representative. No payments will be processed prior to a written certificate of its satisfactory acceptance.
Payments will be issued within a period defined in the Contract and following UNICEF’s procedures.

8.0 Proposed payment schedule:

UNICEF will issue partial and final payments upon satisfactory completion of each Deliverable, whereas the contractor
is responsible for all expenses related to carrying out the works in the process of providing the goods and services to
the UNICEF ROSA.
Table 3: Proposed Payment

S.N. Deliverable Suggested Payment

Distribution

1. First phase of work 40%

2. Full completion of works 55%

Defect Liability Period sum (1 month) 5% of the total contract

value