IMU
SES
DESS
Infrastructure Management Unit
Supply Management Services
Division of Emergency Security & Supply
Annex A
Architect/Engineer (A/E) Guide
TORs for the provision of Architect Engineer Services
to the United Nations High Commissioner for Refugees
May 2013
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IMU A/E Guide – Updated May 2013
Index
Foreward
page
2
Index
“
3
Foreword
“
5
Background
“
7
1
Scope of Work
“
9
2
Design Submittals
“
13
3
Design Drawings
“
21
4
Specifications
“
25
5
Basis of Design (BoD)
“
29
6
Construction Cost Estimate (CCE) / Bill of Quantities (BoQ)
“
35
7
Construction Schedule (CS)
“
37
8
Submittals and Submittal Register (SR)
“
39
9
Technical Reports and Calculations
“
41
10
Safety Plan
“
43
11
Administrative Permits Application
“
45
12
Support to UNHCR Technical Evaluation Committee (TEC)
“
47
13
Post Construction Award Services (PCAS)
“
49
14
Interior Design (ID)
“
55
15
Operations and Maintenance Support Information (OMSI)
“
57
Hard Copy*
page
59
Attachments
Type
A
List of Acronyms & Abbreviations
B
SF IMU-AE-006 (Standard Cover Sheet and Title Block)
AutoCAD / Hard Copy*
page
61
D
SF IMU-AE-004 (Fee Proposal Form)
AutoCAD / Hard Copy*
“
63
E
SF IMU-AE-005 (Design Comment Sheet)
MS Word / Hard Copy*
“
65
F
SF IMU-AE-006 (Application and Certificate for Progress
Payment (Technical Consultancy)
MS Excel / Hard Copy*
“
106
*: Electronic copies will be forwarded after award.
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IMU A/E Guide – Updated May 2013
Foreward.
This document describes the scope of work, the specific requirements of the UN High Commissioner for
Refugees for the design of its facilities and the terms of reference for the provision of A/E Services.
These requirements are for the direction of Consultants in the preparation of project specific
documentation, fit for purpose.
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IMU A/E Guide – Updated May 2013
Background
A.01. Background
The United Nations High Commissioner for Refugees (UNHCR), DESS (Division of Emergency,
Security & Supply), SES (Supply Management services), IMU (Infrastructure Management Unit)
is in charge of the management of Land and Buildings used by UNHCR as office
accommodations worldwide.
UNHCR intends to award one or more frame agreement to obtain Architectural and Engineering
(A/E) Services to support the acquisition of facilities at various locations.
Acquisition Strategies may include:
a.
b.
c.
d.
e.
Design/bid/build.
Design/build.
Lease agreements.
Memorandums of understanding to obtain the Right of Use (RoU) of facilities provided by
third-parties (local governments or other organizations).
Lease-Constructions.
For:
a.
b.
c.
d.
e.
f.
g.
h.
i.
New constructions
Refurbishment (architectural structural & systems) works
Changes of use
Alterations
Additions.
Repairs
Demolitions.
Improvements.
Extraordinary maintenance works.
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IMU A/E Guide – Updated May 2013
1. Scope of Work.
1.01
List of required services
The Contractor shall provide Architectural/Engineering Services at various locations,
worldwide.
UNHCR-IMU will issue a detailed SoW for each individual Purchase Order (PO) required from
the Contractor.
Required services include, but may not be limited to:
1.01.01
Design Services, including:
•
•
•
•
Civil Engineering Design.
Architectural Design.
Structural Engineering Design.
Mechanical/Plumbing Engineering
Design.
• Electrical Engineering Design.
• Security Engineering Design.
• Fire Protection and Safety Design.
• Special Systems Engineering
Design.
• Geotechnical Engineering.
• Interior Design.
For the preparation of construction tender packages, including:
•
•
•
•
•
Plans.
Specifications.
Cost Estimates.
Cost/Benefit Analyses.
Site Investigations (i.e. topographic
surveys, architectural survey and
utility system investigations).
• Review of contractor-prepared
design submittals.
•
•
•
•
•
•
Construction Schedules.
Submittal Registers.
Calculations.
Feasibility Studies.
Courier and Telephone.
Preparation of construction permits
application packages.
• Renderings and colour boards.
Supporting the acquisition of:
• New constructions.
• Changes of use.
• Alterations.
1.01.02
Post Construction-Award Services (PCAS), including:
• Construction Supervision and
Quality Control.
• Record Drawing Preparation and
review.
• Review of contractor-provided
Shop Drawings.
1.01.03
• Additions.
• Repairs.
• Demolitions.
• Office Consultation during
construction.
• Field Consultation during
construction.
• Quality Control during construction.
• Technical review of design
deliverables provided by
contractors.
Facility and Leasing Management, including support to:
• Preparation, negotiation and
• Maintenance of facilities.
management of utility contracts.
(ordinary, preventive and
• Maintenance of Special Systems
breakage, including building
(Security, Audio/Video, etc.)
systems).
• Lease-Construction contracts
• Lease acquisitions.
• Lease contract preparation
IMU A/E Guide – Updated May 2013
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1.01.04
Other Services
Other services may include, but not be limited to:
• Meetings (in Budapest or in any other location, depending on the project).
• Attendance to meetings, including, but not be limited to:
o Preliminary Site Inspections.
o Pre-design meetings.
o Concept Design presentation and review meeting.
o Presentation and discussion of Construction Permit application
packages.
o Charrette meetings.
o Interim, pre-final and final design review meetings.
• Travel.
• Copy services.
• Other services, as required.
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1.02
Applicable regulations and standards
All Services shall be performed in accordance with any applicable UNHCR and host nation
building and fire norms, standards, and building codes and/or International standards. The
UNHCR PM will provide specific guidance in the case of contradictory requirements.
1.01
Design general principles and objectives.
The A/E must provide complete design services including all major and minor disciplines. The
end result of any contract with the A/E must be documents that provide a complete and fully
functional facility.
UNHCR buildings and facilities shall be designed and constructed to best meet the functional,
safety, and environmental needs of the programmes they house.
1.02
Environmental and Functional Needs.
UNHCR facilities shall provide an environment in which occupants can do their work with
maximum efficiency at the optimum level of comfort, taking the following factors into
consideration.
• Arrangement of Space: space relationships within buildings shall be planned to optimize
the functions being performed by the occupant.
• Access for the Disabled: buildings shall meet the needs of individuals with physical
disabilities.
• Lighting: Natural and artificial lighting shall be sufficient to meet requirements of the tasks
performed by the occupants.
• Hygrothermal Comfort: the hygrothermal environment shall be such as to provide safe
working and healthful conditions for the occupants and proper climatic conditions for the
work being performed. Provision of flexibility and suitable control is necessary. Individual
control shall be considered where appropriate.
• Acoustical Environment: new buildings and alterations shall be planned and designed to
minimize noise that disturbs occupants unduly or interferes with their ability to do their
work. An adequate level of privacy shall be provided so that occupants can perform their
tasks effectively with minimum outside disturbance.
IMU A/E Guide – Updated May 2013
• Maintenance and Operation: designs shall be based on user needs and maintenance
capabilities and shall satisfy the functional requirements for efficient operation of the
facility. Materials and projects shall be durable, easily maintained, and appropriate for the
intended use.
• Harmony with local Environment.
1.03
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Safety, Health and Security.
UNHCR facilities shall provide an environment that is safe for occupants, and that offers them
maximum protection during emergencies or disasters:
• Structural Adequacy: structures shall be adequate for the functions to be performed and
the loads imposed by building equipment, occupants, their activities and weather
conditions. Soil and other geotechnical conditions shall be carefully analysed and resolved
during the design process.
• Seismic Design: both existing and new facilities must be designed/assessed for the risk of
earthquake.
• Fire Prevention.
• Protection against Natural Disaster.
• Security: appropriate security design criteria shall be determined for each project, based
on a facility-specific risk assessment (SRA) and an analysis of all available information on
security considerations, constraints, and tenant needs.
• Occupational health and safety design: Design shall be the result of safety analyses and
shall address unsafe conditions that cause injury, illness, or property damage.
1.04
Economy.
UNHCR facilities shall be designed at the most reasonable cost in terms of combined initial
and long-term expenditures, based on best life cycle costs, without compromising other
project requirements, considering following factors:
• Energy Conservation
• Maintenance, Operation, Repair, and Replacement Costs.
• Foster Maximum Competition in tendering for the execution of works.
1.05
Sustainability.
UNHCR is committed to actively support actions leading to creation of a low-carbon economy
and sustainable future.
Following objectives relate to buildings:
• Reduction in energy consumption and green-house gas (GHG) emissions.
• Reduction in water consumption.
• Reduction in waste production.
• Monitoring and reporting energy and electricity consumption, and related greenhouse gas
emissions, for all UNHCR owned and leased facilities.
• Improved indoor environmental quality for occupants.
• Reduced operating and maintenance costs.
IMU A/E Guide – Updated May 2013
• Achieve LEED®1 minimum Gold certification at the best value.
Without limiting design flexibility, the recommended approach to achieving GHG neutral
construction (on new construction projects) requires optimization of the building’s energy
performance. To eliminate GHG emissions from direct combustion, it is recommended that all
building systems be optimized to minimize demand. Once energy consumption is minimized,
a GHG neutral project may be achieved by considering low GHG emission energy sources,
including low GHG emission electricity and on-site renewable energy.
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1.06
Design Quality Control and Review Process.
UNHCR requires a high degree of design and quality control during the design process. Noncoordinated, low quality drawings and specifications are the first contributors to the cost
overrun of the projects. In this section all required deliverables that relate to design quality
control are described.
A/E must be clear about these requirements and if there are any questions they must be
forwarded to the UNHCR Project Manager before start of the design phase.
A primary responsibility of the A/E is to take charge of overall project interdisciplinary
coordination, including schedules, costs, sub-consultants, permit submittal, and all aspects of
project management; and final contract documents must give clear evidence that such has
been the case.
1.06.01 Progress reports.
Throughout the design process the A/E is required to monitor the progress of the
project and to provide bi-weekly (or as differently stated in the Scope of Works)
progress report to the PM.
1.06.02 Formal Reviews of Design Documents.
At the end of each design phase the A/E must submit the design documents to
UNHCR review team (as depicted in the SoW) who will review the submittals.
Depending on the value and the complexity of the works, UNHCR will set up a team
of professionals who will provide a set of comments for revision/correction of the
documents. The UNHCR Project Manager will lead and coordinate the review team.
The project schedule shall take allocate a minimum of two weeks for each UNHCR
review, after which the PM will forward a consolidated set of comments to the A/E.
The A/E is responsible for the distribution of comments to the design team and must
provide rebuttals in writing to each comment. If a comment is rejected (and
therefore not incorporated in the design) the A/E must provide a rationale for not
incorporating the comment.
A/E responses will be discussed during the a review meeting to be held after the
review time. Attendance by all parties involved in the project is normally required.
If the meeting is cancelled or not included in the specific SoW, responses must be
provided to the PM within one week after comments were forwarded. Once
comments are discussed, either at meetings or via email, the A/E must resolve issues
and incorporate requested comments into the documents.
The review process is not intended to relieve the A/E from its responsibility for
producing complete and coordinated documents. Incomplete or poorly coordinated
packages will be returned to the consultants until they are deemed ready for review
by UNHCR.
1
LEED (Leadership in Energy and Environmental Design) is a voluntary, consensus-based, market-driven program that
provides third-party verification of green buildings.
IMU A/E Guide – Updated May 2013
2. Design Submittals.
2.01
General.
2.01.01 All submittals shall be provided in the English language, unless differently required in
the specific Scope of Work. Upon specific SoW instruction, translation into the Host
Nation’s language may be required.
2.01.02 Drawing sheets shall be European size A1 sheets with title block as required by
UNHCR IMU. Note that the “A0” size sheet shall not be used unless specifically
allowed by the PM.
2.01.03 All drawing prints shall be half-size, unless differently specified.
2.01.04 Any document shall have pages clearly numbered and include tabs or coloured
sheets to clearly indicate the sections.
2.01.05 Any document shall contain a table of contents when there is more than one section
contained therein.
2.01.06 Incorporation of review comments: review comments will be discussed during design
review meetings and, once agreed, incorporated in the following design submittal.
Rebuttals to comments shall be provided in writing within five days from the review
meeting.
2.01.07 CD-ROMs: Final documents are required to be submitted in electronic format, in
addition to the paper submittals outlined elsewhere in this document. Files shall be
on recordable CDs and shall not be stored using file compression software, i.e.
WinZip, WinRar, etc. Final submittals shall be in following formats:
•
•
•
•
•
•
•
•
Drawings: Autodesk AutoCAD “DWG” format, Release 2008 (see Chapter 3).
Specifications: MS Word “docx” format, Release 2010 (see Chapter 4).
Basis of Design (see Chapter 5).
Cost Estimates / Bills of Quantities: MS Excel “xlsx” format, release 2010 (see
Chapter 6).
Schedules: MS Project “MPP” format, Release 2010 (see Chapter 7).
Construction Submittal Register: MS Excel “xlsx” format, release 2010 (see
Chapter 8).
Technical Reports and Calculations: MS Word “docx” format, Release 2010 or
Acrobat “pdf”.
Safety Plan: Acrobat “pdf”.
2.01.08 Disks shall be labelled with project name, location, date, A&E firm name, and initials
of person performing the virus scan. Four complete sets shall be provided, as
follows:
•
•
•
•
CD-ROM no. 1 (UNHCR Originals)
Shall include all documents as operable files (with the exception of design
calculations and reports that can be submitted as pdf files).
CD-ROM no. 2 (UNHCR PDFs)
Shall include all documents as pdf files.
CD-ROM no. 3 (Tender documents)
Shall include all documents as pdf files, with the exception of form files to be
filled by bidders and excluding the Construction Cost Estimate.
CD-ROM no. 3 (Tender documents)
Shall include all documents as operable files (with the exception of design
calculations and reports that can be submitted as pdf files, and excluding the
Construction Cost Estimate).
IMU A/E Guide – Updated May 2013
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2.01.09 The required number of hard copies of all documents will be set-up in the specific
Scope of Work.
2.01.10 Submit all deliverables directly by courier service. Submittal dates specified in the
Scope of Work must be considered as delivery dates.
2.01.11 All submittal shall be available to UNHCR reviewers by the dates indicated in the
Design Scope of Work. With the exception of the Concept Design Submittal, a
minimum of ten working days is required for UNHCR review and comments
consolidation, unless differently required by the Scope of Work.
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2.01.12 At the end of the review period, a review meeting shall be held with the
participation of all the UNHCR parties involved as users/reviewers in the project. The
A/E shall keep minutes of the meeting and submit them within five working days
from the meeting.
2.01.13 At UNHCR Project Manager’s judgement, the review meetings may be suppressed
and/or replaced and/or integrated by “over-the-shoulder” review meetings, to be
held at the A/E’s office, in order to expedite the review process. The Design Scope of
Work shall address this requirement in detail.
2.01.14 At UNHCR’s discretion, design can be partially or totally suspended and/or
interrupted at any stage of its development. In this case, the AE will be reimbursed
on the basis of the work performed, as amicably settled between the parties on the
basis of the agreed design fee as indicated in the Purchase Order. Relevant
deliverables shall be submitted to UNHCR at their current completion stage.
2.02
Project start-up
As soon as the design contract is signed, the UNHCR Project Manager will schedule a project
start-up meeting. Attendance by all parties involved in the project is required.
Scope of the meeting is to achieve the maximum level of coordination and cooperation
among all the project players.
Subject to specific requirements included in the specific design Scope of Work (SoW),
attendance of the entire design team is required.
The meeting outcome shall be:
•
•
•
•
•
2.03
Review of the Project requirements and A/E Scope of Work.
Review of the project schedule.
Review of the project budget and definition of cost control procedures.
Set-up of progress meetings and relevant attendance.
Review of requirements for deliverables.
Concept Design Submittal.
Unless differently specified in the Scope of Work, required deliverables include but are not
limited to:
•
•
•
•
•
•
•
Existing condition plans.
Proposed Layout Plans.
List and samples of materials.
Colour board (with samples of proposed materials).
Parametric cost estimate.
Draft construction schedule (GANNT chart)
Construction Permit application package (as required by the host nation’s codes and
where applicable).
IMU A/E Guide – Updated May 2013
2.04
Concept Design Presentation and Review meeting.
Based on the start-up meeting outcome, the A/E shall prepare a concept design to be
presented to the project owners and to the PM before starting the development of technical
drawings and documents. Scope of the meeting is to achieve the maximum level of
coordination and cooperation among all the project players.
Deliverables to be included in the presentation will be defined in the specific SoW.
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The meeting outcome shall be the formalization of the requirements identified during the
start-up meeting, through layouts, colour boards and any other document to make sure that
designers are complying with UNHCR requirements and on the right track.
A copy of the Concept Design submittal shall be provided by the A/E to all UNHCR reviewers.
After the presentation, the A/E shall collect all the comments verbally expressed by UNHCR
reviewers and submit the minutes of the meeting after five working days from the meeting
itself.
2.05
Charrette Meeting.
The Concept Design submittal can be replaced by a Charrette meeting, consisting of a meeting
during which the A/E, with its own tools (laptop computers, printers, etc., meets all the
parties involved in the project and prepares a Concept layout of the facility, in order to
proceed straight to the Interim Design submittal.
The Charrette is held typically within UNHCR premises in order to facilitate the attendance of
all the parties involved in the project as users and/or reviewers.
2.06
Interim Design Submittal.
2.06.01 Purpose
Purpose of the interim design submittal is to allow a review of the design at a
sufficient stage of technical development and to collect the final comments from
UNHCR representatives.
Unless show stoppers or large operational changes occur after the approval of the
interim design, only technical comments by technical reviewers shall be considered
in the development of the 100% (pre-final and final) design.
Each Concept Design review comments sent to the A/E shall be returned with each
comment addressed. If the comment was incorporated into the design, a response
shall so indicate. If the comment was not incorporated, an explanation shall be
provided for not doing so.
2.06.02 Deliverables
Unless differently specified in the Scope of Work, required deliverables include but
are not limited to:
2.06.02.01 CIVIL.
• Site Plan.
• Utility Plan.
• Drainage Plan.
• Sewage Plan.
2.06.02.02 ARCHITECTURAL.
• Demolition plans and sections.
• Floor plans.
• Furniture footprint plans.
• Finish schedule.
IMU A/E Guide – Updated May 2013
•
•
•
•
•
Roof Plan.
Elevations.
Typical sections.
Typical wall sections.
Legend.
2.06.02.03 STRUCTURAL.
• Foundation Plan.
• Floor framing plans.
• Roof framing plan.
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2.06.02.04 MECHANICAL.
• Site Plan.
• HVAC floor plans, showing equipment locations, one or two line duct
2
layout, preliminary piping runs .
• Mechanical equipment / room plans.
• List and features of major equipment.
• Legend.
2.06.02.05 PLUMBING.
• Floor Plans, showing fixtures and equipment locations 1.
• Legend.
2.06.02.06 ELECTRICAL.
• Site Plan.
1
• Lighting floor plans .
• Lighting fixture schedule.
• Power floor plans.
• One-Line diagrams and/or Power Riser diagrams.
• Legend.
2.06.02.07 SPECIAL SYSTEMS (Communications, Security, CCTV, etc.).
• Site Plan.
1
• Floor Plans .
• One-Line diagrams and/or Riser diagrams.
• Legend.
2.06.02.08 FIRE PROTECTION SYSTEMS.
• Schematic diagrams.
1
• Floor plans .
• FP equipment / room plans.
• List and features of major equipment.
• Evacuation plans.
• Legend.
2.06.02.09 SPECIFICATIONS.
• See Chapter 4.
2.06.02.10 BASIS OF DESIGN.
• See Chapter 5.
2.06.02.11 CONSTRUCTION COST ESTIMATE.
• See Chapter 6.
2.06.02.12 CONSTRUCTION SCHEDULE.
2
Mechanical, Electrical, Special Systems and Fire Protection floor plans should indicate proposed number and location of
fixtures, outlets, devices, etc., but should not indicate any conduit or cable runs. Plans should also indicate proposed
location and space required for electrical equipment such as transformers, switchboards, panel boards,
telecommunication equipment, etc.
IMU A/E Guide – Updated May 2013
• See Chapter 7.
2.06.02.13 Construction Submittal Register
• See Chapter 8.
2.06.02.14 Technical Reports and Calculatios.
• See Chapter 9.
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2.06.02.15 Health and Safety Coordination.
• See Chapter 10.
2.06.02.16 Administrative Permits Applications.
• See Chapter 11.
2.07
Pre-Final Design Submittal.
2.07.01 Purpose.
Scope of the 100% design review is to thoroughly review the construction package
provided by the A/E, in order to ascertain that it is adequate to form the essential
part of the construction contract.
This review stage is usually limited to technical players and final users are not
involved in it, unless major changes were required, on the basis of large changes of
operational requirement. In that case, the design should go back for another interim
review, against the new requirements and an additional fee must be negotiated with
the A/E, to cover the additional required effort.
An A/E internal technical review is required to ensure compliance with project
requirements, constructability adequacy, and a functional check.
The A/E shall submit plans and specifications in final form from its viewpoint, thus
preventing time-consuming reviews of incomplete plans and specifications.
Each Interim Design review comments sent to the A/E shall be returned with each
comment addressed. If the comment was incorporated into the design, a response
shall so indicate. If the comment was not incorporated, an explanation shall be
provided for not doing so.
2.07.02 Deliverables.
Unless differently specified in the Scope of Work, required deliverables include but
are not limited to:
2.07.02.01 Plans – coordinated, checked and complete from the A/E viewpoint.
2.07.02.02 Mechanical drawings – Area for tube, coil, filter etc. removal must be
shown dotted and labelled. Piping and equipment isometrics should be
included for all but the simplest systems. If space is limited, show dotted
in major equipment from other trades; domestic hot water heater,
electrical panels, etc. Consider use of 3D isometric layout for spaces that
are crowded. Prior to final submittal an overlay should be made of
plumbing, mechanical, electrical and communication equipment in the
space to verify required clearances and access space. The sequence of
operation for the automatic temperature control system should be
shown on the drawings.
2.07.02.03 Colour Design:
a. Finish schedule with colour code and columns completed with the
appropriate colour codes.
IMU A/E Guide – Updated May 2013
b. Where other than usual painting or wall covering schemes or ceramic
wall tile, graphics, built-in equipment or window treatments are
used, labelled floor plans, elevations and sketches using the colour
codes as necessary should be drawn.
c. A colour legend along with colour notes should be completed
referencing and specifying all finishes used in the finish schedule.
d. A colour board indentifying all finish colours listed in the finish
schedule, labelled with appropriate colour codes. The board should
be a reasonable, transferable size (max A1 size).
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2.07.02.04 Collateral Equipment: Check with the Project Manager that the footprint
of all equipment to be purchased or provided by UNHCR is included in
the plans, and labelled either as “UNHCRp/Ki” (UNHCR provided /
Contractor installed), or “UNHCRp/UNHCRi” (UNHCR provided / UNHCR
installed).
2.07.02.05 Administrative Specifications: General contract requirements are
included in Specification Divisions 00 and 01 (to be provided by UNHCR
Project Manager and edited by the A/E as directed by the PM).
2.07.02.06 Technical Specifications.
2.07.02.07 Calculations: Engineering calculations must be neat, legible, logically
ordered, bound and indexed. Design data shall be clearly stated.
Formulas and reference sources shall be cited. Designers and checkers
shall initial and date each computation sheet.
2.07.02.08 Manufacturer’s catalogue data of major equipment which was used as
basis of design. Data shall include dimensions, weights, and specified
ratings. Examples of major equipment requiring catalogue data are:
a.
b.
c.
d.
e.
f.
g.
h.
2.08
Switchgear / substations.
Power Generators.
UPSs.
Filters.
HVAC.
Pumps.
Domestic hot water heaters.
Other special equipment.
Final Design Submittal.
2.08.01 Purpose.
To finalise design phase and prepare documents for construction contract
advertisement.
Each Pre-Final Design review comments sent to the A/E shall be returned with each
comment addressed. If the comment was incorporated into the design, a response
shall so indicate. If the comment was not incorporated, an explanation shall be
provided for not doing so.
2.08.02 Elements.
a.
b.
Signatures – Originals of design documents shall be signed as required by the
host nation’s applicable code.
Ownership of design documents – Design documents, masters and any other
data developed by the A/E shall become property of UNHCR unless stated
otherwise in the contract.
IMU A/E Guide – Updated May 2013
c.
d.
e.
2.09
Design items – All design items shall be provided in electronic format, in
operable and pdf files, on different CD-Rom disks. The required number of
disk copies shall be indicated in the Scope of Work, as well as hard copies.
Quality Control Data – The A/E is expected to perform an internal Quality
Control review of all documents submitted to UNHCR. This review will
evaluate both the technical accuracy and discipline coordination. A statement
of performed QC review shall be provided with the final submittal and signed
by the appointed A/E professional.
Code Compliance – A statement of compliance with all host nation applicable
laws, codes, norms and regulations shall be provided to UNHCR Project
Manager with the Final Design submittal, and signed by the A/E Project
Manager.
Other reviews and meetings.
Subject to specific SoW requirements, additional review sessions and/or meetings may be
required or some of the above ones be suppressed.
2.10
Meeting Minutes
A/E shall provide meetings minutes within 5 working days after each meeting.
2.11
“Over-the-shoulder” review meetings
At UNHCR Project Manager’s judgement, review meetings may be suppressed and/or
replaced and/or integrated by “over-the-shoulder” review meetings, to be held at the A/E’s
office, in order to expedite the review process. The Design Scope of Work shall address this
requirement in detail.
2.12
Presentation requirements and meetings
If required by the Scope of Work, the A/E shall prepare a presentation of the design to
technical and non-technical stakeholders. Any presentation submittal will be provided in hard
copy and electronic format (pdf, ppt, jpg) on CD-ROM.
2.12.01 Renderings
Renderings may be required to illustrate and delineate the design in the best possible
manner. Number of renderings will be specified in the SoW.
All renderings shall comply with following requirements:
• to be photorealistic, showing materials and shadows with both natural and
artificial light;
• to have definition to allow a 300dpi colour printing at least on A3 format.
2.12.02 Material Boards and Samples
A/E shall present all material selected for review and approval by UNHCR in a format
that is portable and presentable to others such as material boards and binders.
All interior finishes must be presented on board tagged with where it is used and
primary specifications.
Furniture selections must be presented in a binder and include pictures of the
furniture, finish samples, and specifications.
2.12.03 Model Requirements
A/E may be required to provide a model of the project, with following requirements:
• to be provided with a protective clear case or cover in a scale that is movable;
• materials must be durable and withstand time and movement;
• the model must be photographed by the A/E and a set of prints as well as digital
files in JPG format are delivered to UNHCR PM.
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IMU A/E Guide – Updated May 2013
3. Design Drawings
3.01
General
Design Drawings usually consist of six main elements:
•
•
•
•
•
•
Page | 21
Plans, which show horizontal relationships.
Elevations, which show the main features of the structure.
Sections and details which show either horizontal or vertical relationships, generally to a
larger scale for greater clarity and more complex content than can be illustrated on plans
and elevations.
Finish Schedules.
Equipment Schedules.
Diagrams.
Drawings must show:
•
•
•
•
Location of each material assembly, component or accessory.
Sizes (thickness and all other significant dimensions) of all field-assembled components
Identification (consistent with specification nomenclature) of all prefabricated or
pre-assembled components or equipment described in the specifications.
Diagrams of specially fabricated connections.
All drawings issued must be annotated with the author, checker and approver of the drawings
together with relevant signatures (electronic or print). Drawings must contain the A/E seal
and signatures and shall be deemed to be the contractual copy of the relevant drawings at
each project phase.
Drawings shall be drawn full size within the drawing model space with scaling of the drawing
to the required format on the drawing layout. The drawings legend shall contain details of
the units to which the drawing is dimensioned. The issuer shall ensure consistency of
dimensioning through all drawings prepared as part of the project.
Each drawing shall contain a detailed legend, a scale bar and a north sign and where required,
a key plan of the relevant project site.
All drawings shall be prepared at standard scales (e.g. 1:100, 1:200, 1:50) unless agreed
otherwise. Should layouts contain a number of drawings of differing scales, the title block
shall state “as shown” and the relevant scales shall be contained beneath the different
drawings contained on the drawing sheet.
Drawings shall contain all information required to complete the works and /or refer to other
sources of information if required. All information shall be clear and unambiguous and shall
be consistent with all other drawings for the same location.
Drawing text type shall be the “Arial” type as contained within the AutoCAD text library; this
shall also be the requirement for dimensional text. The issuer shall ensure that all
information contained on each drawing is legible at A3 size, the minimum text height on
printed copies of drawings shall be 2.5 mm for general text and 5.0 mm for headline text on
the printed paper.
Dimensional references shall utilise closed filled arrows and shall be sized such that they are
legible at A3 size. “Architectural ticks” are not permitted.
The provision of coloured drawings (UNHCR title block excluded) shall only be permitted upon
specific approval. The issuer shall endeavour to distinguish between similar elements on
drawings through the use of varying line types, line thicknesses and notation.
All drawing sections shall be clearly annotated on plan drawings including the section ref (see
the figure below) and the direction of the section.
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Page | 22
ELEVATION, SECTION OR DETAIL SYMBOL
Note:
Symbol should always appear aas part of the title, placed under the view.
Notwithstanding that contained above, in relation to the use of text, dimensions, line types,
hatching etc. It shall be ensured that the output at A3 drawing size shall be readable
and understandable.
3.02
Arrangement and Presentation of Drawings.
The general numbering schemes required is called the Uniform Drawing System or UDS.
Currently, it is a worldwide industry standard practice.
Drawings must be numbered using an alphanumeric system. The first digit is a letter that
represents the discipline associated with that drawing sheet. The sheets within each
discipline are then numbered consecutively and shall be arranged in the following order:
•
•
•
•
•
•
•
•
•
•
•
Sheets T-001
Sheets D-001
Sheets C-001
Sheets A-001
Sheets S-001
Sheets M-001
Sheets P-001
Sheets FP-001
Sheets E-001
Sheets SS-001
Sheets ID-001
to
to
to
to
to
to
to
to
to
to
to
T-999
D-999
C-999
A-999
S-999
M-999
P-999
FP-999
E-999
SS-999
ID-999
Title Sheet(s) and Index.
Demolitions.
Civil (Utility and Infrastructure).
Architectural.
Structural.
Mechanical (HVAC).
Plumbing.
Fire Protection and Safety Systems.
Electrical.
Special Systems.
Interior Design
In addition to the discipline-numbering scheme, there is also a total sheet count for the entire
project. However, in most cases, the number used to refer to a drawing is the discipline sheet
number.
Drawings shall be submitted in Half-Size copies (A3), bound (not full-size, folded), unless
differently required by the Scope of Work or by UNHCR Project Manager.
3.03
Size of Drawings and Sketches.
UNHCR uses the following size drawings:
IMU A/E Guide – Updated May 2013
ISO A4
mm 21.0 x 29.7:
Use for sketches, reports, and any suitable documents,
usually bound.
ISO A3
mm 42.0 x 42.0:
Use for half-size copies of drawing sheets and/or in bound
reports, folded to fit the A4 binding, in a way that allows
reading the page number and the subject of the sheet.
ISO A1
mm 84.0 x 59.4:
Use for drawing sheets.
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3.04
UNHCR Standard Drafting Media.
UNHCR requires all drawing files to be prepared Autodesk AutoCAD “DWG” format, Release
2008, unless differently required by the Scope of Work or by UNHCR Project Manager.
3.05
Detail designation.
Standard symbols for details are:
3.06
UNHCR Standard title/drawing sheet and title block.
Template to be provided by UNHCR Project Manager.
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IMU A/E Guide – Updated May 2013
4. Specifications.
Included under design are the Specifications or "specs". This is a broad term encompassing the written
documents that are part of the construction contract, and apply to both the general requirements and
the technical aspects of the contract.
4.01
Specific Agreement.
General requirements for construction contracts (or work orders, in the case of a Frame
Agreement (FA) shall be included in a Specific Agreement, to be provided by the UNHCR
Project Manager and incorporated in the design package by the A/E.
4.02
Technical Specifications.
Technical Specifications may be classified according to the way in which they describe a
requirement.
Regardless of the type of specification used, specifications must clearly describe to the
bidders what is desired either in terms of functions, performance characteristics, detailed
design parameters, or any combination of these, depending on the selected acquisition
strategy.
4.02.01 Performance Specifications.
In D/B contracts “Performance Specifications” are commonly used, while in more
traditional Design/Bid/Build contracts, “Design Specifications” are the standard.
However, it is important to note that these categories are not necessarily rigid or
exclusive, since the Project Manual for a D/B contract may include a more detailed
design for a portion of the facility in which UNHCR requirements are more stringent
and less open to innovation and/or KTR’s interpretation. On the other hand, the
Project Manual for a DBB contract normally includes some sections in which the
detailed design shall be prepared by KTR, e.g. the steel reinforcement.
Performance Specifications shall describe "performance required" as the end
product or results to achieve, rather than the method to be used in achieving those
results. Even though a "performance specification" places significant risk on
prospective contractors to meet a requirement, it gives them a great deal of
flexibility in selecting the most suitable "means and methods". They generally
provide for a significant amount of competition and innovation. Disadvantages
include some difficulty in establishing or describing the level of performance required
and in a difficult in evaluation of proposals.
4.02.02 Design Specifications.
The technical aspects of the project are described in Specification Divisions 02
through 16, which shall contain the qualitative requirements for materials and
workmanship, including precise and detailed definitions to ensure use of correct
materials and methods of assembly.
Design Specifications are commonly used in DBB contracts. They shall describe in
great detail the exact physical materials, relationships, locations etc. that UNHCR
desires. They are generally taken to be the most restrictive in terms of competition
and are easier to enforce. Their advantage consists of:
• a maximum control over the end product;
IMU A/E Guide – Updated May 2013
Page | 25
• the contract may be easily awarded since each bidder is working off the same
information;
• they allow for a great deal of flexibility in the amount and type of quality
assurance since specific criteria are available to be measured during all aspects of
the project.
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Disadvantages include lack of flexibility in alternative methods and UNHCR
assumption of increased liability for the design, and generally a longer total project
schedule.
There are several groups of "standard specifications" that are routinely used on the
construction industry. Reference Specifications are widely used published
specifications, incorporated in the project specification by reference. Examples
include European Union and U.S. standards, such as DIN, ISO ASTM, ASHRAE, etc.
Architect-Engineer (A/E) Firms under contract to UNHCR to perform design for
UNHCR are generally required to use the U.S. Construction Specification Institute
(CSI) format, which has 16 standard divisions. The CSI format is an industry standard,
used worldwide in the private sector for construction contracts. The use of CSI
Format requires that the contract be broken down into disciplines. It also separates
technical requirements from administrative requirements. The CSI format contains
the following Divisions:
Specification sections shall be organised as follows:
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Division 00:
Division 01:
Division 02:
Division 03:
Division 04:
Division 05:
Division 06:
Division 07:
Division 08:
Division 09:
Division 10:
Division 11:
Division 12:
Division 13:
Division 14:
Division 15:
Division 16:
General Conditions
Administrative requirements
Site Work.
Concrete.
Masonry.
Metals.
Wood and Plastics.
Thermal and Moisture.
Doors and Windows.
Finishes.
Specialties.
Equipment.
Furnishing.
Special Construction.
Conveying Systems.
Mechanical.
Electrical.
Each division contains sections, which shall be tailored to the specific project by the
designer.
Each section (except for those sections contained in Divisions 00 and 01) contains
three parts:
Part 1 (General)
•
•
•
•
•
•
•
Definitions
Quality Assurance
Submittals
Product delivery, storage and handling
Job conditions
Alternatives and allowances
Guarantee
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Part 2 (Products)
• Materials
• Mixes
• Fabrication and manufacture
Part 3 (Execution)
•
•
•
•
•
•
•
•
•
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Inspection
Preparation
Installation
Application
Performance
Erection
Field quality control
Adjustment & cleaning (incl. environmental protection, where appl.)
Schedules
4.02.03 Proprietary Requirements.
Proprietary requirements describe the use of a specific manufacturer's product, or
limit the number of available sources to one. They are inconsistent with UNHCR’s
policy of promoting full and open competition.
All proprietary specifications require an approval by the Procurement Authority, in
accordance with the estimated value of the work or item.
It is however possible to reference specific products, by listing at least three suitable
manufacturers to be indicated in the spec, “or equal approved”. "Or equal"
requirements are a shortcut method of using a make and model to describe the
requirement, without actually requiring that specific make and model.
4.02.04 Submittal Requirements.
4.02.04.01
Concept Design Submittal: Submittal of Specifications is not required at
the Concept Design stage. However, a brief description of the project
features is required in order to explain the facility performance to the
end users.
4.02.04.02
Interim Design Submittal: As a minimum requirement, a complete list
of specification sections to be included in the final design is required as
part of the Interim Design submittal.
In addition to the list, the A/E shall submit the Specification package at
its actual development stage.
4.02.04.03
Pre-Final Design Submittal: A complete set specification is required as
part of the Pre-Final Design submittal, amended and integrated per the
comments agreed during the Interim Design review.
4.02.04.04
Final Design Submittal: A complete set specification is required as part
of the Pre-Final Design submittal, amended and integrated per the
comments agreed during the Pre-Final Design review.
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5. Basis of Design (BoD).
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5.01 General
The Basis of design shall include all technical, administrative and regulatory references and
criteria to be followed during design.
5.02 Civil
5.03.01 Site Plan.
a.
Describe and quantify the dredging requirement, proposed disposal plan, status of
dredging permit.
b.
Identify dredge depth and quality control procedure requirements.
5.03.02 Asbestos and Toxic Materials.
Investigate for the presence of asbestos and/or toxic waste materials. Provide
indication for cleanup system, with reference to applicable host nation norms.
5.03.03 Water Supply.
a.
Describe the existing water supply system, indicating particularly the type,
capacity, condition, present water use, and unsatisfactory elements.
b.
State type of construction proposed, materials for water mains, type of well, etc.
c.
For exterior distribution systems, state design parameters including domestic and
fire flow, residual pressure, elevation differentials, etc. Include designer’s initial
estimate of pipe sizes.
d.
State tentative sizes, elevations, capacity, etc., as can readily be determined
without long computations or design consideration for reservoirs, treatment units,
pumping stations, well pumps, and such units.
e.
Dead-end pipes are not allowed in new water distribution systems.
5.03.04 Sewers and Sewage Disposal Systems.
a.
Describe the existing disposal systems indicating particularly the type, capacity,
condition, present flow, and unsatisfactory elements. Address the adequacy of the
down storm sewers for capacity and of the pumping station to prevent overflows
including alarms, power, and assumed response time by the relevant local
authorities.
b.
State materials to be used for sewer systems.
c.
Identify standards governing the design.
5.03.05 Roads, Parking Areas and Walks.
a.
State general soil conditions, with a brief outline of soil exploration and testing
performed.
b.
Describe the type and volume of traffic.
5.03.06 Fencing.
State type, height and reasons for fencing.
IMU A/E Guide – Updated May 2013
5.03 Architectural
5.03.07 Provide statement of the type of construction adopted with reference to the
occupancy, anticipated tenure of usage, degree of fire resistance, and maximum
allowable floor areas, and building code restrictions.
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5.03.08 Provide statement of the type of the type of thermal insulation to be provided and the
insulation factor. Also provide description of all architectural energy conservation /
sustainability features to be incorporated, including any passive solar systems.
5.03.09 Provide a one page narrative description of the proposed colour design concept,
addressing architectural finishes and colours. The description of finishes (colours,
textures, and patterns) shall be accomplished by the use of a finish schedule, colour
legend, notes. The finish schedule shall identify interior building material finishes (A/E
may choose room-by-room name or number format). For the completed project all
reference to building colours shall be on the drawings in the colour legend that is
referenced to the finish schedule. Provide a generic colour board referencing the
narrative, integrated by material samples, where possible.
5.03.10 Provide a description and number of items not considered to be a permanent part of
the structure, such as work benches, shelving, bins and removable partitions.
5.03.11 List areas of high noise and vibration and acoustic principles applied.
5.03.12 Describe accessibility features of the building with reference to code requirements.
5.03.13 Provide computation of gross and net floor areas. Net areas shall be provided per
single room and per room type (workstations, connectivity, restrooms, technical
rooms, etc.)
5.03.14 Determine occupancy classifications, calculated occupant load, number and size of
exits and other requirements per the applicable local codes. Describe unusual or
critical code requirements and indicate how such requirements wull be met.
5.03.15 Describe special construction features incorporated into the facility such as barred
windows, special wall/roof construction, raised computer flooring, anti-blast films,
special anti-blast window frames, etc.
5.04 Structural
5.04.01 Provide description of foundation conditions, type of foundation to be used, method
by which the allowable bearing values are determined, and maximum allowable
bearing capacity for the foundations. Geotechnical information, including field boring
notes and report of recommendations shall be submitted.
5.04.02 Provide statement of the type of construction adopted, and reason therefore, with
capacity, dimensions, or other size criteria, and list of material selected with design
strengths.
5.04.03 Special features to be included in the structure which are not evident from the
drawings.
5.04.04 Description of the structural floor and roof system proposed, with length, spacing and
size of principal members (for beam and girder, etc.).
5.04.05 Provide description of the lateral force resisting system proposed with appropriate
materials and dimensions.
5.04.06 Provide statement of any special considerations that affect the design (e.g. “superflat”
floors, special corrosion resistance requirements, etc.).
5.04.07 Describe requirement for the use of cranes during construction.
IMU A/E Guide – Updated May 2013
5.04.08 The usual accepted means of structural system selection is economy. Demonstrate this
with parametric computations of various appropriate framing systems and cost
comparisons of each, including:
5.04.09 “Typical Bay” member sizing and cost comparison of alternate structural systems.
5.04.10 Horizontal force resisting system for wind and earthquake.
5.04.11 Consideration of unusual geometry (long span, high bay, deep cuts, etc.).
5.04.12 Consideration of heavy equipment supports.
5.05 Mechanical
As an objective, mechanical systems should be simple and reliable while providing a
comfortable environment for building occupants, with minimum consumption of energy.
Mechanical systems should be self-sufficient, as in many locations UNHCR does not have
building operators.
Maintenance costs should reflect the complexity of the system. If the present values of
alternative systems are close, select the simpler system.
Adequate space must be allocated for proper access and maintenance of equipment.
Mechanical room plan and sections must be large enough to show access areas and resolution
of interferences.
5.05.01 Heating, Ventilation and Cooling (HVAC)
a.
b.
c.
d.
e.
f.
Use of professionally recognised, nationally used computerised load calculations is
required.
Copies of input/output data are required.
The sequence of operations for the automatic temperature control system shall be
shown on the drawings.
Comfort Heating – The heating inside design temperature for personnel comfort
should be 20°C for administrative and living areas, 13°C for working areas, and 5°C
for storage areas, for the prevention of freezing.
Describe the source of thermal energy which will be used. Also explain why this
source was selected in lieu of other available sources. Provide an explanation of
why this system is preferred over others. The choice among different available
sources shall be driven by energy conservation considerations.
Indicate location of major components of the system.
5.05.02 Ventilation.
a.
b.
c.
d.
e.
f.
g.
h.
Provide a brief description of the type of ventilation system proposed.
Indicate the number of outside air changes per hour in various areas, the type of
filtration, with reference to the host nation applicable codes.
Describe requirement for smoke removal system, if any.
Describe the operation of the system in summer and winter modes.
Comfort Cooling: The air-conditioned inside temperature should be 10°C less than
the 2-1/2 outside dry bulb weather condition, but should not exceed 26°C dry bulb
or be less than 24° dry bulb. The design relative humidity should be 50% minimum
or the design temperature equal to the outside air dew point design temperature,
whichever is less.
Provide a complete description and schematics of the cooling system proposed
including an explanation of why this system is preferred over others. Also indicate
locations of major components of the system.
Identify special humidification or dehumidification requirements, as well as special
filtration requirements.
Briefly describe the HVAC control system type and functions. The use of remote
control systems (smart-building type) is encouraged.
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Page | 31
5.06 Plumbing.
5.06.01 Provide determination of each type of fixture based upon the number of persons to be
served.
5.06.02 Provide estimated number of fixture units and water demand in LPM (litres per
minute) for all plumbing fixtures.
Page | 32
5.06.03 Provide estimated maximum and minimum water pressure at each building and
indicate if booster pumping will be required. Refer to host nation’s applicable code to
check if the use of booster pumping is allowed.
5.06.04 Indicate type, size and design temperature of domestic water heater and distribution
system. Also, provide a statement as to whether heat recovery is contemplated for
domestic water heating. The use of passive systems, environmental friendly, such as
solar panels is highly encouraged.
5.06.05 Indicate design temperature of domestic hot water distribution system and extent of
recirculation system within building.
5.07 Fire Protection.
5.07.01 Refer to all applicable host nation applicable codes.
5.07.02 Automatic sprinkler and gaseous extinguishing systems piping layouts shall not be
designed: i.e., a piping plan will generally not be provided to show new work. Such a
plan may be necessary to indicate existing piping sizes and locations or to show pipe
routing where interference problems exist. In instances where architectural and
interior design features are critical (e.g. lobbies, official meeting rooms, etc.), it may be
necessary to show sprinkler head or piping locations. A schematic riser diagram is
required and points of connection must be identified.
5.07.03 Describe fire detection and alarm systems including location of detectors, manual
stations, audible devices, control panel, etc. Number of conductors shall not be
indicated unless required to ensure proper interface with existing systems or for
unusual complex systems.
5.07.04 Indicate location of water supply main entrance to the building and detail of sprinkler
valves. Also indicate location and details of gaseous extinguishing system equipment
and supplies; show piping to the extent required by space limitations, where potential
interference problems may occur.
5.07.05 Provide the following information about sprinkler systems:
a.
b.
c.
Relevant authority.
Hazard classification of occupancy.
Identify type(s) of automatic sprinkler system(s) involved, i.e. wet-pipe, dry-pipe,
etc. Indicate areas to be protected and each type of system proposed.
5.07.06 Provide fire pump data, if applicable.
5.08 Electrical
5.08.01 Interior Distribution Systems
a.
Refer to all applicable host nation applicable codes.
b.
Provide electrical characteristics (phase, voltage, and number of conductors).
c.
Provide breakdown, by category, of the estimated connected loads, demand
factors and demand loads for each category, total demand load, diversity factor,
and total diversified demand load. Load categories shall include the following:
IMU A/E Guide – Updated May 2013
c.1
c.2
c.3
c.4
c.5
c.6
Lighting load.
Convenience outlet load.
Mechanical equipment load, such as heating, air conditioning, etc.
Special operating equipment loads, such as compressors, generators,
pumps and power receptacles being provided to serve special equipment.
User equipment loads.
Miscellaneous/other loads.
d.
Describe type of wiring system, such as rigid conduit, electric, sheathed cable,etc.,
and where proposed to use.
e.
Describe type of conductor and insulation material, and where proposed to use.
f.
Provide a description of proposed standards for design, such as voltage drop,
lighting intensities, type of light sources, and a statement regarding the use of
selective switching and any other energy conservation features.
g.
Provide short circuit calculations.
h.
Describe supporting facilities (outlets raceways, and backboard) to be provided for
telecommunication systems.
i.
Provide lighting calculations keyed to lighting floor plans, and lighting fixture
schedule.
5.08.02 Exterior Distribution Systems.
a.
Contact UNHCR Project Manager for location and characteristics of nearest
electrical power source capable of supplying project requirements. Do not contact
local utility companies unless required by the Project Manager.
b.
Provide a statement relative to the adequacy of the primary power source at the
point of pick-up. If primary source is inadequate, state measures proposed to
correct the deficiency.
c.
Provide electrical characteristics of the power source, including circuit interrupting
requirements.
d.
Provide an estimate of total connected load and resulting kW demand load by
applying proper demand and diversity factors, if a group of loads is involved.
e.
Describe basis for selection of primary and/or secondary distribution voltage.
f.
Do no use aluminium as conductor material.
g.
Describe type of insulation for cable systems.
h.
Provide a statement describing pertinent standards of design, such as voltage
drop, physical characteristics of overhead or underground circuits, type of lighting
units and lighting intensities. Provide manhole design calculations as applicable.
5.09 Special Systems.
5.09.01 Provide a description (including riser diagrams) of Cable Television Systems (CATV),
Closed Circuit Television Systems (CCTV), intercoms, sound, signal and fire alarm
systems.
5.09.02 Provide a statement relative to supporting facilities (outlets, raceways, and backboard)
to be provided for telecommunication systems. Number and location of
telecommunication outlets (i.e. telephone, LAN, etc.) should be obtained by the Project
Manager.
5.09.03 Identify space required for telecommunication equipment, point of connection to any
existing telephone system / LAN, size of incoming duct/conduit, size of patch-panels.
5.09.04 Provide manhole design calculation as applicable.
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Page | 33
5.09.05 Describe type and adequacy of public address and fire alarm system, including a
statement as to spare capacity on fire alarm circuit.
5.09.06 Refer to all applicable host nation applicable codes.
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IMU A/E Guide – Updated May 2013
6. Construction Cost Estimate (CCE).
Bill of Quantities (BoQ).
Page | 35
6.01 Cost Estimate.
6.01.01 A cost estimate is required with each design submittal, as follows:
•
•
•
Concept Design:
Interim Design:
Pre-Final and Final Design:
Parametric cost estimate.
Detailed Cost Estimate.
Detailed Cost Estimate, final issue.
6.01.02 All estimates must be prepared in Microsoft Excel and be marked with “FOR OFFICIAL
USE ONLY”.
6.01.03 The estimate detail for each submittal shall be consistent with the level of design
required for that submittal. The A/E is responsible for accurate quantity take-off, and
accurate unit prices for the project’s geographic location.
6.01.04 The A/E is required to develop a final estimate that will be within 10% (±) of the
lowest, technically acceptable bid. When this objective is not met, the A/E shall
support the tender evaluation by preparing a comparison of cost between the lowest,
technically acceptable bid, and the final A/E estimate. Reasons for major differences,
sorted by specification division, must be stated within a recommendation to award or
reject. This bid analysis must be received by UNHCR Project Manager within one week
after notification that is required, and is to be provided at no additional cost to UNHCR.
6.01.05 The final Cost Estimate shall be included in the Final Design Submittal.
6.02 Bill of Quantities.
6.02.01 A copy of the Cost Estimate, purged by the unit prices, shall be provided with the PreFinal and the Final Design submittals, to be included in the tender package.
6.02.02 The final Bill of Quantities shall be included in the Final Design Submittal, as required
by paragraph 08 of the Scope of Work.
6.02.03 Separate bills of quantities shall be provided for works under the facility Landlord’s
responsibility, as so identified by UNHCR Project Manager at any stage of design
development.
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IMU A/E Guide – Updated May 2013
7. Construction Schedule (CS)
7.01
The A/E shall prepare an indicative construction schedule as part of the design, to be included
in the RFP package, to be verified with the selected contractor after the contract award.
7.02
The schedule shall be prepared with MS Project and submitted at its current stage of
development with all design submittals.
7.03
A construction schedule as detailed as possible is required with the pre-final and final design
submittals, including, as a minimum, the following phases (when applicable):
a.
b.
Pre-Construction submittals (submittal, UNHCR review and approval).
Revised Submittal Register, including time for UNHCR review and approval, as directed by
the tender documents or by UNHCR Project Manager.
c. Delivery and installation dates of major equipment, as described by the project Scope of
Work.
d. Mobilization.
e. Exterior roads and paving.
f. Landscaping.
g. Utility connections.
h. Foundations.
i. Vertical Structure.
j. Perimeter walls.
k. Roof.
l. Interior walls.
m. Interior flooring.
n. Interior power distribution and lighting system.
o. Interior mechanical system.
p. Fire protection system.
q. Special systems.
r. Installation of exterior doors and glazing.
s. Interior finishes.
t. Installation of interior doors.
u. Furnishing.
v. Testing and commissioning.
w. Any other (as directed by UNHCR Project Manager).
7.04
Each phase shall include as many sub-phases as required by the single project.
7.05
The schedule’s level of detail shall be clarified by UNHCR Project Manager during the
negotiation of the A/E fee.
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8. Submittals and Submittal Register (SR).
8.01
The term “submittal” defines any administrative documentation, material samples and/or
catalogue cuts, design item (shop drawings, red-line drawings, as-built drawings, calculation
reports), testing certification, etc., required by construction contract from the contractor, in
general prior to the execution of a specific construction phase.
8.02
The A/E shall develop a complete list of submittals as Design deliverable item, identifying
required submittals in the specifications, and using such list to prepare the Submittal Register.
8.03
The Submittal Register shall be submitted as part of the A/E’s Pre-Final and the Final Design
submittals
8.04
Type of construction submittals.
8.04.01 Pre-Construction submittals: Pre-Construction submittals are required prior to sign
the construction contract. They include, but may not be limited to:
•
•
•
•
•
•
•
•
•
•
Certificates of insurance.
Performance and Material, Payments and Liens bonds.
List of proposed subcontractors.
List of proposed products.
Construction Progress Schedule.
Submittal register.
Schedule of values (to be used for payments evaluation).
Detailed Construction Schedule.
Partial / Full Design.
Construction Safety Plan.
8.04.02 Construction submittals.
Construction submittals are required during construction, and UNHCR approval is
required prior to any installation/construction works.
They include, but may not be limited to:
8.04.02.01 Shop Drawings: Drawings, diagrams and schedules specifically prepared
to illustrate any portions of the work.
Diagrams and instructions from a manufacturer or fabricator for use in
producing the product and as aids to the Contractor for integrating the
product or system into the project.
Drawings prepared by or for the Contractor to show how multiple
systems and interdisciplinary work will be coordinated.
8.04.02.02 Product Data: Catalogue cuts, illustrations, schedules, diagrams,
performance charts, instructions and brochures illustrating size, physical
appearance and other characteristics of materials or equipment for
some portion of the work.
Samples of warranty language when the contract requires extended
product warranties.
8.04.02.03 Samples: Physical examples of materials, equipment or workmanship
that illustrate functional and aesthetic characteristics of a material or
product and establish standards by which the work can be judged.
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Colour samples from the manufacturer's standard line (or custom colour
samples if specified) to be used in selecting or approving colours for the
project.
Field samples and mock-ups constructed on the project site establish
standards by which the ensuring work can be judged. Includes
assemblies or portions of assemblies which are to be incorporated into
the project and those which will be removed at conclusion of the work.
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8.04.02.04 Design Data: Calculations, mix designs, analyses or other data pertaining
to a part of work.
8.04.02.05 Test Reports: Report signed by authorized official of testing laboratory
that a material, product or system identical to the material, product or
system to be provided has been tested in accord with specified
requirements. Testing must have been within three years of date of
contract award for the project.
Report which includes findings of a test required to be performed by the
Contractor on an actual portion of the work or prototype prepared for
the project before shipment to job site. Report which includes finding of
a test made at the job site or on sample taken from the job site, on
portion of work during or after installation.
8.04.02.06 Certificates: Statements signed by responsible officials of manufacturer
of product, system or material attesting that product, system or material
meets specification requirements. Must be dated after award of project
contract and clearly name the project.
Document required of Contractor, or of a supplier, installer or
subcontractor through Contractor, the purpose of which is to further
quality of orderly progression of a portion of the work by documenting
procedures, acceptability of methods or personnel qualifications.
8.04.02.07 Manufacturer's Instructions: Pre-printed material describing installation
of a product, system or material, including special notices and Material
Safety Data sheets concerning impedances, hazards and safety
precautions.
8.04.02.08 Manufacturer's Field Reports.
8.04.02.09 Documentation of the testing and verification actions taken by
manufacturer's representative to confirm compliance with
manufacturer's standards or instructions.
8.04.02.10 Operation and Maintenance Data: Data that is furnished by the
manufacturer, or the system provider, to the equipment operating and
maintenance personnel. This data is needed by operating and
maintenance personnel for the safe and efficient operation,
maintenance and repair of the item.
IMU A/E Guide – Updated May 2013
9. Technical Reports & Calculations.
9.01
Technical Reports and Calculations shall be prepared by the designer, for each design
discipline (Structural, Electrical, Mechanical, Fire Protection, Communication and Security
Systems), if applicable.
9.02
Reports and Calculations shall be submitted as part of the A/E’s Pre/Final and Final Design
submittals.
9.03
In the case of DBB contracts, Reports and Calculations must be forwarded to the bidders for
their acknowledgement during the bid phase. During and after construction, the reports and
the calculation will be included in the list of documents to be updated and integrated by the
contractor (as well as the record and/or red-line design documents and the contractorproduced shop drawings), and submitted to the UNHCR Technical Consultants for Post
Construction-Award Services (see Chapter 14) for review (when applicable) and to the UNHCR
Project Manager for approval.
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10. Health and Safety Coordination.
10.01
Where required, UNHCR will appoint an A/E representative as Health & Safety Coordinator
for the design and/or the construction phases, in compliance to the Host Nation H&S National
Laws.
10.02
In the absence of specific local norms, the PM will provide direction on the reference norms
to be used.
10.03
The cost of Health & Safety Coordination shall be negotiated as an additional engineering
service, on the base of the same contract rates used for other items of the A/E’s
performance.
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11. Administrative Permits Applications.
11.01 Construction Permit.
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11.01.01 In the cases where UNHCR intends to build a facility requiring construction permits
to be released by the host nation’s relevant authority, the A/E may be required to
prepare a feasibility study describing requirements and procedures to obtain the
permits. That study must be prepared as part of the Concept Design phase.
11.01.02 As a consequence of the requirement for a construction permit, a dedicated
design package may be required; the level of detail of such package is determined
by the local regulations and must be described in the Concept Design feasibility
study.
11.01.03 The Construction Permit Application package shall be prepared either between the
submittal of Concept Design and the Interim Design, or at any other time,
depending on the requirement included in Scope of Work or on the direction
provided by UNHCR Project Manager.
11.01.04 The cost of the Construction Permit Application package shall be negotiated as an
additional engineering service, on the base of the same contract rates used for
other items of the A/E’s performance.
11.02 Fire Prevention Permit.
11.02.01 The A/E may be required to prepare a Fire Prevention Application Package to
obtain any Permit or Authorization that may be required by the local Fire
Authority, including drawings, calculations, reports and forms, to comply with any
local relevant regulations and procedures.
11.02.02 The Scope of Work will specify a list of services and deliverables to be provided in
order to obtain the required Permits.
11.02.03 The cost of the Fire Prevention Permit Application package shall be negotiated as
an additional engineering service, on the base of the same contract rates used for
other items of the A/E’s performance.
11.03 Sanitary Permit.
11.03.01 The A/E may be required to prepare a Sanitary Permit Application Package to
obtain any Permits or Authorizations that may be required by the local Sanitary
Authority, including drawings, calculations, reports and forms, to comply with any
local relevant regulations and procedures.
11.03.02 The Scope of Work will specify a list of services and deliverables to be provided in
order to obtain the required Permits.
11.03.03 The cost of the Sanitary Permit Application package shall be negotiated as an
additional engineering service, on the base of the same contract rates used for
other items of the A/E’s performance.
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12. Support to UNHCR Technical Evaluation Committee
(TEC).
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12.01 General.
During the tender phase, the A/E may be required to assist UNHCR Technical Evaluation
Committee (TEC).
While performing the above services, the A/E is required the maximum confidentiality. The
signature of a non-disclosure statement may be required at discretion of the Procurement
Officer.
Those services shall be negotiated on the basis of hourly contract rates, as a closed package
of hours.
12.02 Pre-Proposal / Bid Conference.
Prior to the submission of tender proposals, all the invited firms participate to a pre-proposal
/ bid conference.
A Pre-Proposal / Bid conference may be used when UNHCR’s requirement is of a complex
nature. The purpose shall be to inform all potential offerors of the complex nature and to
explain the scope of work or technical specifications in detail. The timing of the conference
shall be as soon as possible after the release of the solicitation document to give all offerors
the opportunity to obtain sufficient information to enable them to prepare Proposals and
Bids.
Objective of the meeting is to get to a common and better understanding of the Project’s
requirements and complexity, thus ensuring the most competitive price proposals.
The Visit and the Meeting generally take place at the same time for all the firms participating
to the tender.
The A/E may be required, as an additional engineering service, to attend the conference, in
order to support the UNHCR Project Manager throughout the discussion with potential
bidders.
12.03 Clarifications.
Any prospective bidder desiring an explanation or interpretation of the RFP, may request this
in writing (e-mail is accepted) to the Procurement Officer, in time to allow a reply to reach all
prospective bidders before the submission of their bids. Technical responses are provided to
the Procurement Officer by the Project Manager.
The A/E may be therefore required to support the Project Manager during the tender, in
order to provide the required clarifications to bidders.
12.04 Submittal and Evaluation of Tender Proposals.
It is UNHCR policy that construction works of any type are to be awarded as a fixed-cost
contract, following a competitive process based on the “Best Value” (BV) evaluation concept,
In the Best Value procedure for the award of construction contracts, the technical criterion
for award is normally between 60% and 70% of the overall proposal. Price is therefore rated
between 40% and 30%.
The A/E may be required to support the Project Manager during the UNHCR Technical
Evaluation Committee (TEC) in the evaluation of tender proposals.
IMU A/E Guide – Updated May 2013
Such support may include:
a.
b.
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c.
d.
Analysis of the proposed construction schedule to ascertain completeness, feasibility
and consistency.
Analysis of proposed materials/equipment for compliance to the tender technical
and/or performance specifications, including comparison among proposals.
Any other technical evaluation criteria included in the RFP.
Analysis of the financial proposals to ascertain adherence to market prices and
economic reliability of the proposal.
IMU A/E Guide – Updated May 2013
13. Post Construction-Award Services (PCAS).
Page | 49
13.01 General
After the award of the construction contract, the A/E may be required to provide additional
services to support UNHCR PM during the construction and the testing/commissioning
phases. Such consultation may or may not be reimbursable as follows:
13.02 Non-Reimbursable Consultation.
The A/E shall promptly provide consultation services without additional compensation. Such
consultation typically occurs in the form of a Request for Information (RFI) from the UNHCR
Project Manager. Typically, RFIs include providing clarification on the intent of the drawings
and specifications in response to questions which routinely arise during the course of
construction and may result in preparation of amplifying drawings, specifications,
amendments, change orders and cost estimates to correct errors, omissions, inconsistencies
between drawings and specifications, conflict in dimensions, lack of detail or poor design
quality in the drawings and specifications. Amplifying drawings, specifications, amendments,
change orders and cost estimates shall be prepared in accordance with the provisions and
standards set forth in this Design Guide. In such cases, the A/E shall assure through
discussions with the UNHCR Project Manager the timing required for preparation of such
documents to minimise delay to the construction. It is expected that the A/E will provide a
response to an RFI not later than three working days after notification. Where the response to
an RFI requires additional time, the A/E shall notify the Project Manager as to the expected
date of response.
13.03 Reimbursable Consultation.
In addition to non-reimbursable consultation, reimbursable A/E services may be required for
specialised consultation with the Project Manager either at the site of construction or in the
A/E’s office regarding matters of a nature not included under the A/E contract. Such
consultations may include, but not be limited to:
a.
Consultation regarding unforeseen problems or questions during construction.
b.
Consultation on critical items during construction, including, but not limited to:
b.1
Assisting the Project Manager in final field checkout of basic mechanical and
electrical systems.
b.2
Witnessing final acceptance tests for HVAC and /or special systems.
b.3
Witnessing and certifying construction contractor’s compliance with field test
procedures for specialised mechanical, electrical and electronic systems
designed for the project. Such services shall be performed by registered
professional engineers and include the A/E certification of compliance by the
construction contractor with all specified or norm-required test procedures, a
critique of the data obtained and the stated results of the tests performed.
b.4
The preparation of all changes or additions to the drawings or specifications,
amendments, change orders and cost estimates resulting from a change in
scope, unforeseen conditions, or other modifications. Such drawings,
specifications, amendments, change orders and cost estimates shall be prepared
in accordance with the provisions and standards set forth in this Design Guide.
IMU A/E Guide – Updated May 2013
In such cases, the A/E shall assure through discussions with the Project Manager
the timing required for preparation of such documents to minimise delay to the
construction.
b.5
Evaluation of construction contractor proposed exceptions or variations to the
contract requirements.
b.6
Evaluation of construction contractor’s value engineering change proposals.
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13.04 Basis of Payment for Reimbursable Consultation.
Payment for reimbursable consultation services, whether performed in the A/S’s office or at
the construction site, will be made on a cost per manday basis. The number and cost of
reimbursable consultation manday required both at the A/E’s office and at the site will be
discussed during fee negotiations, and the A/E contract will stipulate a lump sum price for
consultation manday. This lump sum price is based on the contract hourly rate for
constructions within the country where the A/E’s office is located. For projects located in
other countries, a specific rate shall be agreed upon. It should be noted that although the
lump sum contracted price for consultation reflects the anticipated amount of consultation
required, no minimum amount is guaranteed. Payment for consultation services will be made
on an “as requested” basis.
To establish the A/E’s cost per manday for office and site consultation services, the A/E shall
submit with its fee proposal the following unit prices for negotiation:
a.
b.
c.
d.
e.
Labour cost per person (average cost per professional, including overhead and profit,
for 8 hours).
Labour cost per person associated with travel time (round trip) from the A/E’s office to
the site.
Travel cost per day (e.g. car operating cost or car rental)
Travel cost per trip in addition to the above (e.g. airfare) to the site, based on UNHCR
policy for travel.
Lodging and meal cost per day per person at the site, based on UNHCR official DSA for
the project location.
13.05 Requests for Consultation.
Requests for A/E consultation during construction will be sent directly from the Project
Manager. In most cases, the A/E will receive such requests by telephone and a follow-up eMail.
In the initial contract, the Project Manager and the A/E shall establish the reasons for the
consultation request, determine whether the A/E’s consultation effort is reimbursable and, if
so, an agreed upon price and schedule to perform the consultation services using the contract
unit prices for office and site consultation, the Project Manager shall issue a Notice to
Proceed for the required services keeping within the lump sum contracted price.
13.06 Consultation reports.
Within 2 working days after each site consultation visit and/or completion of each office
consultation request the A/E shall e-Mail to the Project Manager a report of the services
rendered.
Each report shall include as a minimum:
a. A cover letter indicating the A/E and construction contract involved, the telephone
conversation or e-Mail requesting the site or office consultation, the order number of the
consultation and the A/E representatives who performed the services with their titles.
b. A description of the services rendered.
IMU A/E Guide – Updated May 2013
c. Persons contacted and those in attendance during the consultation. Include their
telephone numbers and E-Mail address.
d. Problems encountered:
e. Recommended solutions and/or proposed milestones for resolution.
13.07 Evaluation of contractor-proposed acceptance/variations of the contract
document.
In addition to the general requirements, consultation reports on A/E evaluation of
construction-contractor proposed exceptions or variations to the contract documents shall
address:
a. Whether the proposed substitution is of equal, better or lesser quality than the design
requirement.
b. If of lesser quality, the difference in value.
c. If of equal or better quality, the advantages to UNHCR in accepting the substitution at no
change in contract price.
13.08 Evaluation of contract constructor value engineering change proposals
(VECPs).
The purpose of a VECP is to achieve savings in cost by adjusting the design so as to permit
more economical methods and materials of construction and still maintain the operational,
functional and aesthetic quality of the facility.
Note that a construction contractor VECP differs from a construction contractor proposed
variation or exception to the contract documents in that a VECP must maintain at least the
same level of quality as in the original design while a proposed variation or exception could
lower the quality of construction.
In the case of the acceptance of a VECP the construction contract may provide for a
contractor and UNHCR share in the savings resulting from the proposal while a full credit
(deduct) in the construction contract price is taken for approved variations or exceptions
which are of lesser quality than the original design.
In addition to the general requirements, consultation reports on A/E evaluation on VECPs
shall include:
a. The advantages and disadvantages of the VECP.
b. Economic analysis and justification for recommending approval or rejection of the VECP.
In order to avoid tacit delays to construction, UNHCR processing time for VECPs is held to 15
working days from the date the Project Manager receives the VECP package from the
contractor. Accordingly, the A/E shall complete and forward consultation reports to the
Project Manager within 5 working days from the time of receipt. When the VECP is of the
nature that response requires additional time, the A/E shall notify the Project Manager as to
the expected date of responses.
13.09 Design Field Support.
Unless supervision and Quality Control services (see paragraph 12.10) are negotiated and
contracted, the A/E has no field construction responsibilities. The Project Manager is
responsible for field administration and quality assurance. However, to assist the Project
Manager in this endeavour the A/E shall, at the UNHCR’s option, provide Design Field
Support.
Design Field Support consists of periodic (either scheduled or random) site visits by teams of
the A/E personnel to observe and report on particular phases of construction or problems, to
ascertain the progress of construction and to assist the Project Manager in quality assurance
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measures. The purpose of the team visits is to ascertain whether work-in-place satisfactorily
meets the intent of the design and to keep the A/E aware of the status and quality of the
construction. As a general rule, Design Field Support is required for critical design elements or
phases of the construction work.
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The number of visits and A/E composition is based on the size and complexity of the project.
The request for a site visit and the preferred A/E team composition will be determined by the
Project Manager. Only the design disciplines directly involved with that particular critical
design element should make site visits. Visits will be coordinated and scheduled the Project
Manager to allow UNHCR to get maximum benefit from each trip.
13.10.01
Number of site visits: The number of site visits and stage of construction, as well
as the required personnel team members will be determined by the Project
Manager and the A/E during the fee negotiation, on the basis of the project type,
complexity and scale of the construction.
13.10.02
A/E tasks and Responsibilities for Design Field Support: A/E participants in the site
visits shall be alert and document the presence of perceived deficiencies in the
construction work, and shall note potential coordination problems.
Unless differently directed by the Project Manager, during site visits the A/E shall
not conduct tests of equipment or systems. Moreover, they shall not disturb the
work performed by the construction contractor in any manner that might cause
the construction contractor to have to perform additional work. The A/E shall
provide construction contract drawings and specifications for team participants to
use during site visits.
At the conclusion of each visit, the A/E shall informally advise the Project Manager
of any observed deficiencies in construction or coordination problems. Within 2
working days from the conclusion of the site visit, the A/E shall email a report of all
observed deficiencies in construction or coordination problems. The report shall
identify the construction contract, the A/E firm and UNHCR participants in the
meetings and inspections and their specific disciplines and roles.
Each observed construction deficiency shall be addressed separately in the report
by citing the specific construction contract requirement (specification paragraph
and/or drawing detail) which pertains to the observed deficiency and stating
specifically how the observed construction differs from that required in the
construction contract documents of from that intended by the designer.
The A/E should also comment on the advisability of corrective measures to be
taken in such instances, and comment on observed coordination problems.
In addition, although the A/E is not responsible for construction safety, serious life
safety hazards observed shall be included in the report.
13.10 Shop Drawings/Submittal Review.
The A/E specification writer shall provide the list of systems, equipment and materials
deemed sufficiently critical or complex or aesthetically significant to merit approval by
UNHCR.
At the UNHCR’s option, checking of shop drawings/submittals and other data submitted by
the construction contractor for contract compliance and/or technical adequacy is an A/E’s
responsibility.
The construction contractor will be instructed to forward to the A/E’s office for review and
technical endorsement all shop drawings, manufacturer’s data, certifications and samples,
except those designated for exclusive UNHCR’s review and approval.
If the submittal requires with the contract requirements the A/E shall forward it to the Project
Manager stamped as “contract compliant”.
IMU A/E Guide – Updated May 2013
If the submittal does not comply with the contract requirements and cannot be made to
comply by minor revisions and the contractor has not proposed and supported a variation,
the A/E shall forward it to the Project Manger stamped as “non contract compliant” with a
report explaining reasons for recommending disapproval.
13.11.01 Proposed Variations/Deviations from the contract requirements: If the contractor
proposed a variation/deviation from the contract requirements, it must be
supported by the following information:
13.11.01.01 Reason for the proposed substitution/deviation.
13.11.01.02 If material or equipment is unavailable, document efforts made to
procure.
13.11.01.03 Complete technical data on the proposed substitution, sufficient to
determine acceptability.
13.11.01.04 Acknowledgement that all changes caused by the proposed
substitution will be the responsibility of the contractor and at no
additional cost to UNHCR.
13.11.01.05 Proposed change, if any, in the contract price and/or time.
These submittals should be reviewed but not stamped. A/E
comments/recommendations shall be noted and forwarded to the Project
Manager.
If the variation is approved by UNHCR the Project Manager will notify the
contractor and the A/E.
13.11.02 Approval/Disapproval by UNHCR of contractor submittals: The A/E shall forward all
submittals, technically endorsed for approval/disapproval, to the Project Manager
no later than 10 working days from receipt.
The Project Manager will forward notification of approval/disapproval to the
contractor and to the A/E within 5 working days from receipt.
If the submittal is not approved by UNHCR:
a.
b.
c.
as non compliant with contract requirements or for any other reasons, and
cannot be made to comply with minor revisions, and
the contractor has not proposed and supported a deviation from the contract
requirements,
the submittal shall be transmitted to the contractor and to the A/E stamped as
“DISAPPROVED”.
13.11.03 Miscellaneous aspects of Submittal review: When a submittal must be reviewed by
the A/E due to such reasons as changed UNHCR requirements or correction of
design deficiency, it must be forwarded to the Project Manager with an
explanation for the new requirements and the estimated change in contract
price/time for the contractor to comply with the new requirements.
13.11 Record (“as-built”) Drawings.
Typically, the construction contractor is responsible for the preparation of as-built drawings.
At UNHCR’s option, the A/E may be responsible for the review of drawings. When this option
is exercised, the A/E will be provided with an electronic copy of the revised design drawings,
indicating all changes occurred during construction.
As an alternative, the A/E may be responsible for the preparation of as-built drawings. When
this option is exercised, the A/E will be provided with marked hard copies of design drawings.
Subsequently, the A/A shall check the marked copies to make sure that they reflect the actual
construction and transfer them into electronic format.
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13.12 Construction Supervision and Quality Control Services.
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At UNHCR’s option, the A/E may be required to provide Supervision and Quality Control
Services, including field construction responsibilities (field administration and quality
assurance) that are typically carried over by the UNHCR Project Manager. Subsequently,
should these services be required, the A/E shall perform all duties typically carried over by the
UNHCR Project Manager, with the exception of:
a.
b.
c.
d.
Approval of changes and variations from the contract requirements.
Supervision of progress payments.
Coordination with final users.
Final approval of the facility, after the testing and commissioning phase.
Construction Supervision and Quality Control Services will be negotiated on the basis of the
required time effort, based on the expected duration of the construction work.
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14. Interior Design (ID).
14.01 General
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Interior Design services deal with the design, selection, arrangement and colour coordination
of furniture and interior finishes.
14.02 Scope of Work.
The scope of work for interior design includes:
14.02.01 Selection of furniture, furnishing and accessories including, but not limited to
sofas, chairs, tables, screens, planters, art work, carpets, draperies, etc. Most
items are available on and should, if possible and when so directed by the Project
Manager, be selected from Frame Agreements (FA) in place between UNHCR and
vendors.
14.02.02 For items not available via frame agreements, or for which there is a different
requirement, the A/E shall prepare adequate specifications and other data,
necessary for procurement actions.
14.02.03 The A/E shall select and coordinate all colours, fabrics, etc., and verify actual
contractor applied finishes through site verification and coordination with the
Project Manager.
14.02.04 The A/E shall prepare and deliver to the Project Manager a presentation, A1
minimum size, including furniture placement plan, catalogue cut-outs of furniture
and accessories, colour samples, material swatches of draperies, carpets and
fabrics. The PM will coordinate for internal UNHCR approval and notify the A/E
The A/E may be required to attend a presentation meeting to UNHCR
management for the approval of colour boards and layouts.
14.02.05 Upon approval of the layouts and colour boards, the A/E shall also prepare an A4
size binder including, but at A/E discretion not limited to:
14.02.05.01
Floor plans indicating location of furniture, furnishings and
accessories. These items shall be identified with an item number
that keys to the presentation board and the furniture procurement
list.
14.02.05.02
A procurement list, identifying all items to be purchased by FA
number, quantity, price and delivery times. Care shall be taken in
the selection of all items to ensure that delivery times are
reasonably within the construction completion time of the project,
and FA contracts will not be expired at the time of purchase.
14.02.05.03
Purchase specifications, drawings and other supporting data for
open purchase for items not to be supplied via FAs, including
suppliers’ data, i.e. name, location, points of contact, estimated
price and delivery times.
14.02.05.04
Photographic colour reproductions or colour copies of the
presentation boards, to be reduced in A3 size, folded and bound
with other documents.
14.02.05.05
Advisory service as required to make changes resulting from
changes in requirements, non-availability of items or materials
previously selected, etc.
IMU A/E Guide – Updated May 2013
14.02.05.06
Room placement sheets should be provided for each room/area,
listing each item of furniture or equipment that will be installed in
the area.
One original and four copies of the binder shall be provided as per the agreed
schedule.
Page | 56
IMU A/E Guide – Updated May 2013
15. Operations and Maintenance Support Information
(OMSI).
Page | 57
15.01 General
At UNHCR’s option, the preparation of OMSI manuals is an A/E responsibility.
OMSI manuals may be developed during construction of a facility or for existing facilities, to
provide UNHCR with clear, comprehensive data needed to safely and efficiently operate and
maintain the actual products and systems built/installed into a facility.
The principal OMSI elements which may be included in the manuals are:
15.02 Operation and Maintenance Manual.
a.
b.
c.
d.
e.
f.
g.
h.
i.
j.
k.
Overall system configuration and operation.
System flow diagrams.
Start-up, normal operations and shut-down procedures.
Normal operating temperatures, pressures, flow rates etc.
Emergency operating and safety instructions.
Preventive maintenance plan and schedule.
Troubleshooting guide and diagnostic techniques.
Repair and maintenance procedures, including spare part list, special tools and test
equipment.
Environmental considerations.
Training plan, staffing requirements and personnel qualifications.
Removal and replacement instructions.
15.03 Operating Manual.
a.
b.
c.
d.
e.
System design analysis and discussion.
Procedures for normal start-up, operation and shutdown in manual and automatic
modes.
Floor plans and schematic diagrams for flow, piping and instrumentation.
Control set points and calibration requirements.
Procedures for abnormal/alternate operational modes.
15.04 User Manual.
a.
b.
c.
d.
e.
f.
As-built record of product and Operations and Maintenance (O&M) data, indexed by
specification and location.
Basic descriptive data on facility; basis of design.
Single line floor plans.
Utility connections and cut-off points.
Special warranty data.
Expanded operation, maintenance and repair information on HVAC, fire protection,
electrical and special systems.
IMU A/E Guide – Updated May 2013
THIS PAGE WAS INTENTIONALLY LEFT BLANK
Page | 58
IMU A/E Guide – Updated May 2013
Attachment 1
List of acronyms & Abbreviations
Page | 59
A/E
Architect/Engineer Company
ASHRAE
American Society of Heating, Refrigerating and Air Conditioning Engineers
ASTM
American Society for Testing and Materials
BoD
Basis of Design
BoQ
Bill of Quantities
BREEM
United Kingdom’s Building Research Establishment Environmental Assessment
Method
BV
Best Value
CATV
Cable Television
CCE
Construction Cost Estimate
CCTV
Closed Circuit Television
CD-Rom
Compact Disc - Read-Only Memory
CSI
United States Construction Specification Institute
D/B
Design/Build
D/B/B
Design/Bid/Build
DESS
Division of Emergency, Security & Supply
DIN
Deutsches Institut für Normung
DM
Design Manager
DOCX
Extension of Microsoft Word files
DSA
United Nations Per Diem Rates
DWG
Extension of Autodesk AutoCAD files
FA
Frame Agreement
GANNT
Type of bar chart illustrateing a project schedule
GHG
Green-House Gas
H&S
Health & Safety
HC
Hard Copy
HVAC
Heating, Ventilation & Air Conditioning
ID
Interior Design
IMU
Infrastructure Management Unit
ISO
International Organization for Standardization
JPG
Extension of image files
KTR
Contractor
LAN
Local Area Network
IMU A/E Guide – Updated May 2013
Page | 60
LEED®
Leadership in Energy & Environmental Design
MOSS
Minimum Operating Security Standards
MPP
Extension of MS Power Point files
O&M
Operations & Maintenance
OMSI
Operations & Maintenance Support Information
PCAS
Post Construction-Award Services
PDF
Extension of Adobe Acrobat files
PM
Project manager
PO
Purchase Order
PR
Purchase Requisition
RFI
Request for Information
RFP
Request for Proposals
SES
Supply Management Services
SR
Submittal Register
SRA
Specific Risk Assessment
TEC
technical Evaluation Committee
UN
United Nations
UNHCR
United Nations High Commissioner for Refugees
UNCHRp/Ki
UNHCR provided / Contractor installed
UNHCRp/UNHCRi
UNHCR provided / UNHCR installed
VE
Value Engineering
VECP
Value Engineering Change Proposal
XLSX
Extension of MS Excel files
IMU A/E Guide – Updated May 2013
Attachment B
Standard Form SF-IMU-AE-005
Standard Cover Sheet and Title Block
Page | 61
IMU A/E Guide – Updated May 2013
THIS PAGE WAS INTENTIONALLY LEFT BLANK
Page | 62
IMU A/E Guide – Updated May 2013
Attachment C
Standard Form SF-IMU-AE-004
Fee Proposal Form
Page | 63
IMU A/E Guide – Updated May 2013
THIS PAGE WAS INTENTIONALLY LEFT BLANK
Page | 64
IMU A/E Guide – Updated May 2013
IMU Fee Proposal Form
User hints
Introduction
This form consists of a number of worksheets, all linked to each other, in order to avoid repetitions in the
input of data and provide a consistant tool to both our end users (procurement officers) and our
consultants.
User Manual
General Instruction
In all the worksheets, the cells highlighted in light pink shall be filled by the users. Cells not highlighted
include formulas, and are protected from writing.
Users are required to fill the form as it is provided by the Procurement Officer, without modifications.
Each section (with the exclusion of Section A) include a space for any necessary addition to the
Government provided form.
Should the Design Manager identify flaws or errors in the form, please notify the person in charge.
Rates Worksheet
This is the basic worksheet, in which you provide the information used by all the other worksheets.
The first part shall include professionals and sub-professionals rates and some of the relevant estimated
effort (no. of drawing sheets, cost estimate sheets, specification sheets, and construction submittals), per
discipline. The estimated number of construction submittals (including shop drawings) has been used as
a basis to calculate the A/E effort for shop drawing review.
The second part includes:
PCAS (Post Construction-Award Services), including Office and Field Consultation during Construction:
The calculation of the office and field consultation, based on packages of hours. It is required to input the
number of option packages, including the basic option, if any. PCAS also include review of contractorproduced shop drawings and either preparation or review (if prepared by the contractor) of as built
documents.
List of Drawings Worksheet
This list is usually prepared by the UNHCR Project Manager. It is forwarded to the A/E for review and
discussion. Once agreed, this will be considered as the official list of minimum deliverables. It is the basis
for the fee calculation, with the unit rates sheet.
Summary Worksheet
Please fill in the projects basic information (title, location, contract number, A&E name, name of the
person that prepared the estimate, date of preparation, ECC (Estimated Construction Cost, in €, or change
symbol if in any other currencies).
All other data will be loaded automatically from the backup worksheets.
Once calculated and negotiated, this summary sheet will be attached to the PO as well as all the backup
sheets and paid as a Lump-Sum fee.
Backup Worksheets (Sections A through G)
Fill pink cells, where applicable.
Rates shall include profit, overhead and all administrative expenses.
No profit will be paid by the UNHCR for travel expenses which will be reimbursed on the basis
of UNHCR travel regulation for staff.
Fee proposal form shall be signed by a principal of the firm, preferably the chief executive
officer.
FOR OFFICIAL USE ONLY
IMU Fee Proposal Form
Rates Reference Sheet
Disciplines
Personnel
Rates
Section A - Design
Design Management
Design Manager
No. of Design drawing sheets
0
No. of Construction Submittals
0
No. of Specification sheets
0
Admin Assistant
Civil Engineering
Professional
CAD Operator
No. of Design drawing sheets
0
No. of specification sheets
No. of Construction Submittals
Landscaping
Professional
CAD Operator
No. of Design drawing sheets
0
No. of specification sheets
No. of Construction Submittals
Architecture
Professional
CAD Operator
No. of Design drawing sheets
0
No. of specification sheets
No. of Construction Submittals
Structural Engineering
Professional
CAD Operator
No. of Design drawing sheets
0
No. of specification sheets
No. of Construction Submittals
Mechanical & Plumbing Engineering
Professional
CAD Operator
No. of Design drawing sheets
0
No. of specification sheets
No. of Construction Submittals
Electrical Engineering
Professional
CAD Operator
No. of Design drawing sheets
0
No. of specification sheets
No. of Construction Submittals
Fire Protection & Safety Engineering
Professional
CAD Operator
No. of Design drawing sheets
0
No. of specification sheets
No. of Construction Submittals
Special Systems Engineer (Security, Telecom)
Professional
CAD Operator
No. of Design drawing sheets
0
No. of specification sheets
No. of Construction Submittals
Professional as required
Professional
CAD Operator
No. of Design drawing sheets
No. of specification sheets
No. of Construction Submittals
RATES REFERENCE SHEET
Page 2
FOR OFFICIAL USE ONLY
IMU Fee Proposal Form
Rates Reference Sheet
Disciplines
Personnel
Specifications
Professional
Rates
Subprofessional
No. of sheets
Cost Estimating
0
Professional
Subprofessional
No. of sheets
Interior Design
0
Professional
CAD Operator
No. of ID drawing sheets
0
No. of specification sheets
No. of Construction Submittals
Sections G/H - PCAS - Consultation during construction
Office
Consultation during construction
Field
No. of option packages (incl. basic option)
Section E - Engineering Services
Topographic Surveyors
Chief Surveyor
Surveyor
Geotechnical Engineering
Geotechnical engineer (S)
Geotechnical Subprofessional
Translations
Drawing Sheet A1 Size
A4 sheets
Reproductions
Drawing Sheet A1 Size, B&W
Drawing Sheet, Half size, B&W
A4 sheets, B&W
Drawing Sheet A1 Size, Color
Drawing Sheet, Half size, Color
A4 sheets, Color
Bindings
CD recording
Section F - Travel
Taxi (Round trips)
Airfare (Round trips)
Rental car
Gas
Subsistence (persons)
No profit shall be applied on travel expenses.
RATES REFERENCE SHEET
Page 3
PROCUREMENT SENSITIVE
REVISED OCTOBER 2008
IMU Fee Proposal Form
Estimated Drawing Sheets
Sheets
T
Scale No.
Cover Sheet
N/A
Abbreviations & Symbols
N/A
Civil Engineering Drawings
Sub-Totals
0
Scale
C
0
Landscaping Drawings
Scale
L
0
Scale
Architectural Drawings
A
0
Scale
Structural Engineering Drawings
S
0
Scale
Mechanical Engineering Drawings
M
0
SF IMU-AE-004
Revised January 2013
PAGE 4
PROCUREMENT SENSITIVE
REVISED OCTOBER 2008
IMU Fee Proposal Form
Estimated Drawing Sheets
Sheets
Scale No.
Electrical Engineering Drawings
Scale
Sub-Totals
E
0
Fire Protection & Safety Engineering Drawings
Scale
FP
0
Scale
Special Systems Engineering Drawings
SS
0
Interior Design Drawings
Scale
ID
0
0
SF IMU-AE-004
Revised January 2013
PAGE 5
FOR OFFICIAL USE ONLY
IMU Fee Proposal Form
Summary Sheet
PROJECT TITLE
A&E
Type here the name of your Company
PROJECT LOCATION
PREPARED BY
Type here the name of the Company representative who prepared this
fee proposal
CONTRACT #
Type here the contract number
PREPARED ON
Type here the date fee was prepared
Section A: Design
A1. Professionals
A2. CAD Operators
A3. Other Personnel
Total
Sub-Totals
$
$
$
#REF!
Profit
TOTAL DESIGN
% SECTION A ON ECC
Sections B-C-D-E-F: PCAS
SECTION B: Shop Drawings / Construction submittals review
SECTION C: Record Drawings Prep.
Single package
SECTION D: Office consultation during construction
No. of packages
Single package
SECTION E: Field consultation during construction
No. of packages
F1. Construction Supervision
TOTAL SECTIONS B-C-D (PCAS)
ECC (U.S.$)
$
#DIV/0!
Sub-Totals
$
$
$
Total
0
$
$
-
$
$
-
0
$
Section G: Services
G1 - Pre-design site work
Total
Sub-Totals
G1.1 - Field Investigations
G1.2 - Topographic Survey
G1.3 - Geotechnical Report
Sub-Total
$
$
$
G2.1 - Pre-Design
G2.2 - Concept Design Presentation
G2.3 - 35% Design Review
G2.4 - 100% Design Review
Sub-Total
$
$
$
$
-
$
-
$
-
$
-
$
-
$
-
G2 - Meetings
-
G3 - Construction Inspection Rept.
Sub-Total
G4. Host Nation Code Compliance Rept.
Sub-Total
G5. Submittal Register
Sub-Total
G6 - Translations
Sub-Total
G7 - Reproductions
G7.1 - Pre-Design
$
G7.2 - 35% Design Submittal
$
G7.3 - 100% Design Submittal
$
Sub-Total
G8 - Courier & Telephone
Sub-Total
G9 - Renderings
Sub-Total
G11 - Quality Control of submittals from other A/E
Sub-Total
G12 - Other Services (This space is for additional services not included in this standard form)
TOTAL SECTION E: ENGINEERING SERVICES
Section H: Travel
H.1 - Field Investigations
H.2 - Topographic Survey
H.3 - Geotechnical survey
H.4 - Concept Design Presentation
H.5 - Pre-Design
H.6 - 35% Design Review Mtg.
H.7 - 100% Design Review Mtg.
H.8 Other Services (This section is for eventual additions to the standard form)
SUB-TOTAL SECTION F: TRAVEL
GRAND TOTAL
TOTAL % ON THE ECC
SF IMU-AE-004
Revised January 2013
€ 0.00
$
-
$
-
$
-
$
$
$
$
$
$
$
$
$
$
$
Total
Sub-Totals
$
-
$
#DIV/0!
SUMMARY SHEET - 6
FOR OFFICIAL USE ONLY
IMU Fee Proposal Form
Section A: Design
A1. Professionals
No. of
Sheets
Hrs per
Sheet
Design Manager
0
Civil Engineer
0
Landscape Architect
0
Architect
0
Structural Engineer
0
Mechanical Engineer
0
Electrical Engineer
0
Fire Protection & Safety Engineer
0
Special Systems Engineer (Security & Telecom)
0
Interior Designer
0
Other Professional as required
0
Sub Total Professionals
A2. CAD Operators
No. of
Sheets
Hrs per
Sheet
Title sheets
0
Civil Engineering
0
Landscaping
0
Architecture
0
Structural Engineering
0
0
Mechanical & Plumbing Engineering
Electrical Engineering
0
0
Fire Protection & Safety Engineering
0
Special Systems Engineer (Security, Telecomm)
Interior Design
0
CAD Operator
0
Sub Total CAD Operators
TOTAL SHEETS
A3. Other Personnel
Specification Professional
Specification Sub-professional
Cost Estimating Professional
Cost Sub-professional
Admin Assistant
TOTAL SECTION A: DESIGN
Effort
(Hrs)
0
0
0
0
0
0
0
0
0
0
0
$
$
$
$
$
$
$
$
$
$
$
-
$
$
$
$
$
$
$
$
$
$
$
Total
$
Effort
(Hrs)
0
0
0
0
0
0
0
0
0
0
0
Est.
Cost
Rates
$
$
$
$
$
$
$
$
$
$
$
-
$
$
$
$
$
$
$
$
$
$
$
-
Total
$
-
0
No. of
Sheets
Hrs per
Sheet
0
0
0
0
0
Sub Total Others
Effort
(Hrs)
0
0
0
0
0
HRS
0
% SECTION A ON ECC
ESTIMATED COST PER SHEET
SF IMU-AE-004
Est.
Cost
Rates
Revised January 2013
Est.
Cost
Rates
$
$
$
$
$
-
$
$
$
$
$
Total
$
-
$
-
#DIV/0!
#DIV/0!
PAGE 7
FOR OFFICIAL USE ONLY
IMU Fee Proposal Form
Sections B-C-D-E-F: PCAS
SECTION B: Shop Drawings / Construction submittals review
B1. Professionals
Design Manager
Civil Engineer
Landscape Architect
Architect
Structural Engineer
Mechanical Engineer
Electrical Engineer
Fire Protection & Safety Engineer
Special Systems Engineer (Security, Telecom)
Interior Design
Professional as required
Estimated
no. of
submittals
0
0
0
0
0
0
0
0
0
0
0
Total
Effort per
submittal
(hrs)
Estimated
Effort (hrs)
0
0
0
0
0
0
0
0
0
0
0
Est.
Cost
Rates
$
$
$
$
$
$
$
$
$
$
$
-
$
$
$
$
$
$
$
$
$
$
$
Sub-Totals
$
-
B2. Telephone / Fax (LS)
TOTAL SECTION B: SHOP DRAWINGS REVIEW
$
SECTION C: Record Drawings Prep.
C1. Professionals
Design Manager
Civil Engineer
Landscape Architect
Architect
Structural Engineer
Mechanical Engineer
Electrical Engineer
Fire Protection & Safety Engineer
Special Systems Engineer (Security, Telecom)
Interior Design
Professional as required
C2. CAD Operators
Title sheets
Civil Engineering
Architecture
Landscaping
Structural Engineering
Mechanical & Plumbing Engineering
Electrical Engineering
Fire Protection & Safety Engineering
Special Systems Engineer (Security, Telecom)
Interior Design
Professional as required
Total
No. of
Design
Sheets
0
0
0
0
0
0
0
0
0
0
0
No. of
Design
Sheets
0
0
0
0
0
0
0
0
0
0
0
Effort per Estimated
sheet (hrs) Effort (hrs)
0
0
0
0
0
0
0
0
0
0
0
Rates
$
$
$
$
$
$
$
$
$
$
$
Effort per Estimated
sheet (hrs) Effort (hrs)
0
0
0
0
0
0
0
0
0
0
0
Sub Total
Rates
$
$
$
$
$
$
$
$
$
$
$
Est.
Cost
$
$
$
$
$
$
$
$
$
$
$
Professionals
Sub-Totals
$
-
$
-
Est.
Cost
$
$
$
$
$
$
$
$
$
$
$
Sub Total CAD Operators
C3. Telephone / Fax (LS)
TOTAL SECTION C: RECORD DRAWINGS PREPARATION
$
SECTION D: Office consultation during construction
D1. Personnel
Total
Option
package
hours
Design Manager
Professional as required
Rates
$
$
Est.
Cost
$
$
Sub Total Professionals
Sub-Totals
$
-
D2. Telephone / Fax (LS)
TOTAL SECTION D: OFFICE CONSULTATION DURING CONSTRUCTION
$
-
For total number of negotiated packages please see "RATES".
For total cost of negotiated packages, please see "SUMMARY".
SF IMU-AE-004
Revised January 2013
PAGE 8
FOR OFFICIAL USE ONLY
IMU Fee Proposal Form
Sections B-C-D-E-F: PCAS
SECTION E: Field consultation during construction
E1. Professionals
Total
Office time Travel time
(hours)
(hours)
Site time
(hours)
Rates
$
$
Design Manager
Professional as required
E2. Travel
No.
Times /
Days
Taxi (Round trips)
Airfare (Round trips)
Rental car
Gas
Subsistence (DSA)
Est.
Cost
-
$
$
Rates
$
$
$
$
$
-
$
$
$
$
$
Sub-Totals
Sub Total
Est.
Cost
Sub Total
$
-
$
-
E3. Telephone / Fax (LS)
TOTAL SECTION H: FIELD CONSULTATION DURING CONSTRUCTION
$
-
For total number of negotiated packages please see "RATES".
For total cost of negotiated packages, please see "SUMMARY".
F1. Construction Supervision
Total
Effort
(months)
Description
Chief Quality Control Engineer
Quantity control technician
Rates comprehensive of perdiem and home leave
US$/Month
US$/Month
Est.
Cost
Rates
$
$
Sub-Totals
-
Sub Total Professionals
$
-
TOTAL OTHER PCAS
TOTAL SECTIONS B, C, D, E, F: POST CONSTRUCTION AWARD SERVICES (PCAS)
SF IMU-AE-004
Revised January 2013
$
-
$
-
PAGE 9
FOR OFFICIAL USE ONLY
IMU Fee Proposal Form
Section G: Services
G1 - Pre-design site work
G1.1 - Field Investigations
Sub-Totals
Office Hrs.
Travel Hrs.
Hrs at Site
Est.
Cost
Rates
Design Manager
$
-
$
Professional as required
$
-
$
Sub-Total
$
-
Sub-Total G1.1 - Field Investigations
G1.2 - Topographic Survey
Office Hrs.
Travel Hrs.
Hrs at Site
Est.
Cost
Rates
Chief Surveyor
$
Surveyors (3)
$
$
-
$
-
$
-
Sub-Totals
-
$
-
-
$
-
LS
Sub-contracted (LS: must be =0 if the above two lines were used)
Sub-Total
$
-
Total Sub-Section G.1.2 - Topographic Survey
G1.3 - Geotechnical Report
Total
Sub-Totals
Office Hrs.
Travel Hrs.
Hrs at Site
Est.
Cost
Rates
Geotechnical engineer
$
-
$
Geotechnical Subprofessional
$
-
$
No.
Sub-Totals
-
Est.
Cost
Unit cost
Mobilization (LS)
$
Borings
-
Crew
Sub-Total
$
-
Sub-Total G1.3 - Geotechnical Report
Total Sub-Section G.1 - Pre-design site work
G2 - Meetings
G2.1 - Pre-Design
Sub-Totals
Travel time
Mtg prep.
Time
Mtg time
Est.
Cost
Rates
$
-
$
-
Civil Engineer
$
-
$
-
Architect (2)
$
-
$
-
Structural Engineer
$
-
$
-
Mechanical Engineer
$
-
$
-
Electrical Engineer
$
-
$
-
Fire Protection & Safety Engineer
$
-
$
-
Interior Design
$
-
$
-
Special Systems Engineer (Security, Telecom)
$
-
$
$
Travel time
Mtg time
Est.
Cost
Rates
$
-
$
-
Civil Engineer
$
-
$
-
Architect (2)
$
-
$
-
Structural Engineer
$
-
$
-
Mechanical Engineer
$
-
$
-
Electrical Engineer
$
-
$
-
Fire Protection & Safety Engineer
$
-
$
-
Interior Design
$
-
$
-
Special Systems Engineer (Security, Telecom)
$
-
$
$
Mtg prep.
Time
Mtg time
Est.
Cost
Rates
$
-
$
-
Civil Engineer
$
-
$
-
Architect (2)
$
-
$
-
Structural Engineer
$
-
$
-
Mechanical Engineer
$
-
$
-
Electrical Engineer
$
-
$
-
Fire Protection & Safety Engineer
$
-
$
-
Interior Design
$
-
$
-
Special Systems Engineer (Security, Telecom)
$
-
$
-
$
-
Sub-Total
$
-
Sub-Total G2.2 - 35% Design Review
Revised January 2013
$
Sub-Totals
Design Manager
SF IMU-AE-004
-
-
Sub-Total G2.2 - Concept Design Presentation
Travel time
$
Sub-Totals
Design Manager
G2.3 - 35% Design Review
Total
-
Sub-Total G2.1 - Pre-Design
G2.2 - Concept Design Presentation
-
Sub-Totals
Design Manager
Mtg prep.
Time
$
PAGE 10
FOR OFFICIAL USE ONLY
IMU Fee Proposal Form
Section G: Services
G2.4 - 100% Design Review
Travel time
Mtg prep.
Time
Mtg time
Est.
Cost
Rates
Sub-Totals
Design Manager
$
-
$
-
Civil Engineer
$
-
$
-
Architect
$
-
$
-
Structural Engineer
$
-
$
-
Mechanical Engineer
$
-
$
-
Electrical Engineer
$
-
$
-
Fire Protection & Safety Engineer
$
-
$
-
Interior Design
$
-
$
-
Special Systems Engineer (Security, Telecom)
$
-
$
Sub-Total
$
-
Sub-Total G2.3 - 100% Design Review
$
-
Total Sub-Section G.2 - Meetings
G3 - Construction Inspection Rept.
Sub-Totals
Staff
Hrs
Total
Est.
Cost
Rates
Design Manager
$
-
$
-
Civil Engineer
$
-
$
-
Architect
$
-
$
-
Structural Engineer
$
-
$
-
Mechanical Engineer
$
-
$
-
Electrical Engineer
$
-
$
-
Fire Protection & Safety Engineer
$
-
$
-
Special Systems Engineer (Security, Telecom)
$
-
$
Sub-Total
$
-
Total Sub-Section G3 - Construction Inspection Rept.
G4. Host Nation Code Compliance Rept.
$
Sub-Totals
Staff
Hrs
Design Manager
$
-
$
-
$
-
$
-
Architect
$
-
$
-
Structural Engineer
$
-
$
-
Mechanical Engineer
$
-
$
-
Electrical Engineer
$
-
$
-
Fire Protection & Safety Engineer
$
-
$
-
Special Systems Engineer (Security, Telecom)
$
-
$
Total
Sub-Total
$
-
Total Sub-Section G4 - Host Nation Code Compliance Rept.
G5. Submittal Register
$
Sub-Totals
Staff
Hrs
Design Manager
$
-
$
-
Civil Engineer
$
-
$
-
Architect
$
-
$
-
Structural Engineer
$
-
$
-
Mechanical Engineer
$
-
$
-
Electrical Engineer
$
-
$
-
Fire Protection & Safety Engineer
$
-
$
-
Special Systems Engineer (Security, Telecom)
$
-
$
Total
Sub-Total
$
-
Total Sub-Section G5 - Submittal Register
G6 - Translations
$
Sub-Totals
-
Total
Est.
Cost
Rates
Specifications (OPTION - see Scope of Work)
$
-
$
-
Any other document, letter or A4 size (OPTION - see App. A)
$
-
$
-
Drawing Sheets
$
-
$
Sub-Total
$
-
Total Sub-Section G6 - Translations
Revised January 2013
-
Est.
Cost
Rates
Est. Sheets
-
Est.
Cost
Rates
Civil Engineer
SF IMU-AE-004
€ 0.00
$
-
PAGE 11
FOR OFFICIAL USE ONLY
IMU Fee Proposal Form
Section G: Services
G7 - Reproductions
Sub-Totals
G7.1 - Pre-Design
No.of Items
No. of
Copies
Unit Cost
Est. Cost
Half size drawings - B&W
$
-
$
-
Half size drawings - Color
$
-
$
-
Concept Design Rept. - B&W sheets
$
-
$
-
Concept Design Rept. - Color sheets
$
-
$
-
Bindings
$
-
$
-
CD Recording
$
-
$
Sub-Total
€ 0.00
€ 0.00
Sub-Total G7.1 - Pre-Design
G7.2 - 35% Design Submittal
No.of Items
No. of
Copies
Unit Cost
Est. Cost
Full size drawings
$
-
$
-
Half size drawings
$
-
$
-
Basis of Design
$
-
$
-
Host Nation Code Compliance Analysis
$
-
$
-
Outline Specifications
$
-
$
-
Cost Estimate
$
-
$
-
Bindings
$
-
$
-
CD Recording
$
-
$
Sub-Totals
Sub-Total
$
-
Sub-Total G7.2 - 35% Design
G7.3 - 100% Design Submittal
No.of Items
No. of
Copies
Unit Cost
Est. Cost
Full size drawings
0
$
-
$
-
Half size drawings
0
$
-
$
-
$
-
$
-
Design Analysis and Calculations
Total
Sub-Totals
Specifications
0
$
-
$
-
Translated Specifications
0
$
-
$
-
Cost Estimate
$
-
$
-
Construction Inspection Rept.
$
-
$
-
Submittal Register
$
-
$
-
Bindings
$
-
$
-
CD Recording
$
-
$
$
-
$
-
Sub-Totals
Sub-Total
$
-
Sub-Total G7.3 - 100% Design
Total Sub-Section G.7 - Reproduction
G8 - Courier & Telephone
€ 0.00
Sub-Totals
Est.
Deliv.s
(Kg)
Unit cost
Courier
Est. Cost
$
Telephone (LS)
Total
-
LS
$
-
Total Sub-Section G8 - Courier & Telephone
G9 - Renderings
$0.00
Sub-Totals
Renderings
Orig.
Unit cost
Est. Cost
$
-
No. of
copies
Unit cost
Est. Cost
Sub-Total
Orig.
Copies
0
Framed copies
0
$
-
$
-
$
Sub-Total
$
-
$
-
Total
Total Sub-Section G9 - Renderings
G10 - Construction Permit Application Package
Sub-Totals
TO BE PERFORMED BY LOCAL CONSULTANT SUB-CONTRACTORS.
Hrs
Total
Est.
Cost
Rates
Design Manager
$
-
$
-
Special Systems Engineer (Security, Telecom)
$
-
$
-
CAD Operator
$
-
$
Sub-Total
$
-
Total Sub-Section G10 - Construction Permit Application Package
G11 - Quality Control of submittals from other A/E
$
Sub-Totals
No of staff
No of
submittals
Hrs/subm.
Sub-tot.
Hours
Rates
0
$
-
$
-
Professional as required
0
$
-
$
-
Admin Assistant
0
$
-
$
Total
Sub-Total
$
-
Total Sub-Section G11 - Quality Control of submittals from other A/E
Revised January 2013
-
Est.
Cost
Contract Manager
SF IMU-AE-004
$0.00
$
-
PAGE 12
FOR OFFICIAL USE ONLY
IMU Fee Proposal Form
Section G: Services
G12 - Other Services (This space is for additional services not included in this standard form)
Description
Sub-Totals
Rates
Sub Total
$
-
Total Sub-Section G12 - Other Services
TOTAL SECTION G - SERVICES
SF IMU-AE-004
Revised January 2013
Total
Est.
Cost
$
-
$
-
PAGE 13
FOROFFICIAL USE ONLY
IMU Fee Proposal Form
Section H: Travel
H.1 - Field Investigations
Total
No.
Times /
Days
Est.
Cost
Rates
Taxi (Round trips)
$
-
$
-
Airfare (Round trips)
$
-
$
-
Rental car
$
-
$
-
Gas
$
-
$
-
Subsistence (persons)
$
-
$
-
Sub-Total H.1 - Travel for Field Investigations
$
H.2 - Topographic Survey
Total
No.
Times /
Days
Est.
Cost
Rates
Taxi (Round trips)
$
-
$
-
Airfare (Round trips)
$
-
$
-
Rental car
$
-
$
-
Gas
$
-
$
-
Subsistence (persons)
$
-
$
-
Sub-Total H.2 - Travel for Topographic Survey
$
H.3 - Geotechnical survey
-
Total
No.
Times /
Days
Est.
Cost
Rates
Taxi (Round trips)
$
-
$
-
Airfare (Round trips)
$
-
$
-
Rental car
$
-
$
-
Gas
$
-
$
-
Subsistence (persons)
$
-
$
-
Sub-Total H.3 - Travel for Geotechnical Survey
$
H.4 - Concept Design Presentation
-
Total
No.
Times /
Days
Est.
Cost
Rates
Taxi (Round trips)
$
-
$
-
Airfare (Round trips)
$
-
$
-
Rental car
$
-
$
-
Gas
$
-
$
-
Subsistence (persons)
$
-
$
-
Sub-Total H.4 - Travel for Pre-Design
$
H.5 - Pre-Design
-
Total
No.
Times /
Days
Est.
Cost
Rates
Taxi (Round trips)
$
-
$
-
Airfare (Round trips)
$
-
$
-
Rental car
$
-
$
-
Gas
$
-
$
-
Subsistence (persons)
$
-
$
-
Sub-Total H.5 - Travel for Pre-Design
SF IMU-AE-004
-
Revised January 2013
$
-
PAGE 14
FOROFFICIAL USE ONLY
IMU Fee Proposal Form
Section H: Travel
H.6 - 35% Design Review Mtg.
Total
No.
Times /
Days
Est.
Cost
Rates
Taxi (Round trips)
$
-
$
-
Airfare (Round trips)
$
-
$
-
Rental car
$
-
$
-
Gas
$
-
$
-
Subsistence (persons)
$
-
$
-
Sub-Total H.6 - Travel for 35% Design Review Mtg.
$
H.7 - 100% Design Review Mtg.
Total
No.
Times /
Days
Est.
Cost
Rates
Taxi (Round trips)
$
-
$
-
Airfare (Round trips)
$
-
$
-
Rental car
$
-
$
-
Gas
$
-
$
-
Subsistence (persons)
$
-
$
-
Sub-Total H.7 - Travel for 100% Design Review Mtg.
$
H.8 Other Services (This section is for eventual additions to the standard form)
Description
Rates
Sub Total
Sub-Totals
$
TOTAL SECTION F - TRAVEL
Revised January 2013
-
Total
Est.
Cost
-
Sub-Total H.8 Travel for Other Services
SF IMU-AE-004
-
$
-
$
-
PAGE 15
Attachment D
Standard Form SF-IMU-AE-005
Design Comment Sheet
Page | 65
IMU A/E Guide – Updated May 2013
THIS PAGE WAS INTENTIONALLY LEFT BLANK
Page | 66
IMU A/E Guide – Updated May 2013
IMU – Infrastructure Management Unit
SF IMU-AE-005
Project Title:
Location:
Submittal:
Comments by:
Title:
E-Mail:
ACTION CODES
C
Concur
DPM Deleted by the PM
#
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
19.
20.
21.
22.
23.
24.
25.
26.
27.
28.
29.
30.
31.
32.
DWG. NO.
OR SECT. NO.
Phone:
Fax:
Date of Review:
Discipline:
Code/In.:
EP
Explanation provided on separate sheet
R
Rejected (provide explanation in writing)
TBD To be discussed
DETAIL NO.
OR PAR NO.
RVWR
#
WP Will provide at next submittal
WCK Will check
WC Will correct
COMMENTS
ACTION
CODES
page 2
Project Title:
Location:
Submittal:
Comments by:
Title:
E-Mail:
ACTION CODES
C
Concur
DPM Deleted by the PM
#
33.
34.
35.
36.
DWG. NO.
OR SECT. NO.
Phone:
Fax:
Date of Review:
Discipline:
Code/In.:
EP
Explanation provided on separate sheet
R
Rejected (provide explanation in writing)
TBD To be discussed
DETAIL NO.
OR PAR NO.
RVWR
#
WP Will provide at next submittal
WCK Will check
WC Will correct
COMMENTS
ACTION
CODES
Attachment E
Standard Form SF-IMU-AE-006
Application and Certificate for progress Payment
Page | 67
(Technical Consultancy)
IMU A/E Guide – Updated May 2013
Application and Certificate
for Progress Payment (Technical Consultancy)
IMU
Infrastructure Management Unit
Project No.:
Project Title:
Location:
Contract #:
A/E:
PO #:
001
UNHCR Project Manager:
Contract Completion Date:
New Completion Date:
Extension for approved Change Orders (solar days):
Application Date:
Period to:
15/01/2013
31/12/2012
1. CONTRACY VALUE
$
-
2. NET CHANGE BY CHANGE ORDERS
$
-
3. CONTRACT SUM TO DATE (Line 1+2)
$
-
$
-
$
-
6. TOTAL EARNED LESS RETAINAGE ( Line 4 less Line 5 Total)
$
-
7. LESS PREVIOUS CERTIFICATES FOR PAYMENT (Line 6 from prior Certificate)
$
-
8. CURRENT PAYMENT DUE
$
9. BALANCE TO FINISH INCLUDING RETAINAGE (Line 3 less Line 6)
$
4. TOTAL COMPLETED TO DATE
(Column f on backup sheet + column l on Change Orders Log)
N/A for technical consultancies
5. CONTRACT RETAINAGE:
-
Application is made for payment in connection with the Contract. Backup sheet is attached. The undersigned Contractor certifies that to the best of the Contractor's knowledge, information and
belief the work covered by this application for payment has been completed in accordance with the Contract documents, that all amounts have been paid by the Contractor for work for which
previous Certificate for Payment were issued and payments received from the WFP Procurement, and that current payment shown herein is now due.
Title:
Name:
Principal
John Doe
Signature:
Date:
15/01/2013
Certificate for Payment
In accordance with the Contract Documents, based on on-site observations and the data comprising this applications, the Project Manager certifies to the UNHCR Procurement that to the best of
the her/his knowledge, information and belief the work has progressed as indicated, the quantity of the work is in accordance with the Contract Documents, and the Contractor is entitled to
payment of the AMOUNT CERTIFIED.
€ 0.00
AMOUNT CERTIFIED
The AMOUNT CERTIFIED is payable only to the Contractor named herein. Issuance, payment and acceptance of payment are without prejudice to any right of UNHCR or Contractor under this
contract.
Title:
Name:
Signature:
Date:
Name:
Signature:
Date:
PM
Title:
Procurement Officer
SF IMU-AE-006
Page 1
Backup sheet
Application and Certificate for Progress Payment
01
Contractor's signed certification to be attached
CONTRACT No.:
0
APPLICATION DATE:
Project No.:
0
PERIOD TO:
b
a
c
ITEM
DESCRIPTION OF WORKS
NO.
d
e
WORKS COMPLETED
SCHEDULED
VALUE
FROM PREVIOUS
APPLICATIONS
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
TOTALS
SF OMMI-CST-008, Dec. 2008
$
-
$
-
Backup Sheet
THIS PERIOD
f
g
h
TOTAL
COMPLETED
TO DATE (D+E)
%
(F/C)
BALANCE TO
FINISH (C-F)
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
-
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
-
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
#DIV/0!
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
-
$
-
$
-
#DIV/0!
$
-
Page 2 of 3
Change Order Log & Certificate for Progress Payment
01
Contractor's signed certification to be attached
CONTRACT No.:
0
APPLICATION DATE:
Project No.:
0
PERIOD TO:
a
NO.
b
DATE
c
DESCRIPTION OF WORK
d
OMMI PM'S
COST
ESTIMATE
e
f
g
h
i
j
k
WORK COMPLETED
APPROVAL
CTR'S PRICE
PROPOSAL
NEGOTIATED
PRICE
BY
ON
PURCHASE
ORDER
FROM
PREVIOUS
APPLICATIONS
THIS PERIOD
001
002
003
004
005
007
008
009
010
TOTAL CHANGE ORDERS
SF ADMI-CST-05
$
-
$
-
$
-
15-Jan-13
31-dic-12
l
n
o
TOTAL
COMPLETED
TO DATE (j+k)
BALANCE TO
FINISH
(f-n)
$
-
$
-
$
-
$
-
TIME EXTENSIONS/
REDUCTIONS
(DAYS)
0
Page 3 of 3
FOR OFFICIAL USE ONLY
IMU Fee Proposal Form
Financial Proposal
SF IMU-AE-003
THIS DOCUMENT MUST BE SUBMITTED IN THE ORIGINAL MS EXCEL FORMAT AND IN PDF.
Disciplines
Personnel
Rates
Section A - Design
Design Management
Design Manager
Admin Assistant
Civil Engineering
Professional
CAD Operator
Landscaping
Professional
CAD Operator
Architecture
Professional
CAD Operator
Structural Engineering
Professional
CAD Operator
Mechanical & Plumbing Engineering
Professional
CAD Operator
Electrical Engineering
Professional
CAD Operator
Fire Protection & Safety Engineering
Professional
CAD Operator
Special Systems Engineer (Security, Telecom)
Professional
CAD Operator
Professional as required
Professional
CAD Operator
SF IMU-AE-002
Rates Reference Sheet
Page 1
FOR OFFICIAL USE ONLY
IMU Fee Proposal Form
Financial Proposal
SF IMU-AE-003
THIS DOCUMENT MUST BE SUBMITTED IN THE ORIGINAL MS EXCEL FORMAT AND IN PDF.
Disciplines
Personnel
Specifications
Professional
Rates
Subprofessional
Cost Estimating
Professional
Subprofessional
Interior Design
Professional
CAD Operator
Sections G/H - PCAS - Consultation during construction
Daily rate for professionals
Daily rate for sub-professionals
Section E - Engineering Services
Topographic Surveyors
Chief Surveyor
Surveyor
Geotechnical Engineering
Geotechnical engineer (S)
Geotechnical Subprofessional
Translations
Drawing Sheet A1 Size
A4 sheets
Reproductions
Drawing Sheet A1 Size, B&W
Drawing Sheet, Half size, B&W
A4 sheets, B&W
Drawing Sheet A1 Size, Color
Drawing Sheet, Half size, Color
A4 sheets, Color
Bindings
CD recording
Section F - Travel
Taxi (Round trips)
VAR
Airfare (Round trips)
VAR
Rental car
VAR
Gas
VAR
Subsistence (persons)
VAR
Profit
No profit shall be applied on travel expenses.
SF IMU-AE-002
Rates Reference Sheet
Page 2
UNHCR VENDOR REGISTRATION FORM – (Rev. Feb 10)
Section 1: Company Details and General Information
1. Name of Company:
2. Street Address:
3. P.O. Box and Mailing Address:
Postal Code:
City:
Country:
4. Tel:
5. Fax:
6. Email:
7. WWW Address:
8. Contact Name and Title:
9. Email:
10. Parent Company (Full legal / officially registered company name):
11. Subsidiaries, Associates - name, city, country (attach a List if necessary):
12. International Offices/Representation (Countries where the Company has local Offices/Representation):
13. Type of Business (Mark one only):
Corporate/ Limited:
Partnership:
Other (specify):
14. Nature of Business:
Manufacturer:
Authorised Agent:
Trader:
Consulting Company:
Other (specify):
15. Year Established:
16. Number of Full-time Employees:
17. Licence no./State where registered:
18. VAT No./Tax I.D:
19. Technical Documents available in:
English
French
Spanish
Russian
Arabic
Chinese
Other (specify) _________________
Spanish
Russian
Arabic
Chinese
Other (specify) _________________
20. Working Languages:
English
French
Section 2: Banking Information
21. Bank Name:
22.
Branch Name:
23. Branch Address:
24.
Tel. number:
25.
Fax number:
26. Bank Account Number:
27.
Account Name:
28. Account currency:
29.
Swift/Bank Identifier Code (BIC):
30. International Bank Account Number (IBAN):
31. Routing Bank details (if applicable): full details to be provided as per above
If multiple bank accounts exist that may be relevant to UNHCR, please provide details for each account.
1
Section 3: Technical Capability and Information on Goods / Services Offered
32.. Quality Assurance Certification (e.g. ISO 9000 or Equivalent) (please provide a Copy of your latest Certificate):
33. For Goods only, do those offered for supply conform to National/International Quality Standards?
Yes
No
34. List below up to a maximum of ten (10) of your core Goods/Services offered:
Description (one Line for each Item)
National/International Quality Standard to which Item conforms
Section 4: Experience
35. Annual Value of Total Sales for the last 3 Years:
Year ______: USD___________
Year ______: USD___________
Year ______: USD___________
36. Annual Value of Export Sales for the last 3 Years:
Year ______: USD___________
Year ______: USD___________
Year ______: USD___________
37. If available, please provide a copy of the company's latest annual or audited Financial Report. Please note that the latest audited financial report
may be requested in case of a contract with UNHCR.
Do you have outstanding bankruptcy, judgment or pending legal action that could impair operating as a going concern? Yes
No
If available, please provide Credit Rating by Dun and Bradstreet or equivalent:
38. Recent Contracts with the UN and/or other International Aid Organizations:
Organization:
Value:
Year:
Goods/Services Supplied:
USD
________________________
USD
________________________
USD
________________________
USD
________________________
Destination:
_
39. To which Countries has your Company exported and/or managed Projects over the last 3 Years?
2
Section 5: UN Global Compact Initiative
40. Is your company aware of the UN Secretary General‟s Global Compact initiative, which can be viewed at http://www.unglobalcompact.org?
Yes
No
If yes, have you signed up to this initiative or are you going to sign up to? Please state:
Section 6: Environment
41. Does your Company have a written Statement of its Environmental Policy? (If yes, please attach a Copy)
Yes
No
42. Write down the name, qualification and contact details of your company‟s environmental focal point.
Name: ______________________
Qualification: ____________
Telephone: ______________________ Email: _________________
43. Does your organisation hold any accreditation such as ISO 14001 related to the environment?
Yes
No
If yes, please attach a copy.
Section 7: Anti Personnel Mines
44. By signing this VRF, potential vendor warrants and represents that neither it, its parent entities (if any), nor any of its subsidiary
or affiliated entities (if any) is engaged in the sale or manufacture, either directly or indirectly, of anti-personnel mines or any components produced
primarily for the operation thereof. Please confirm by answering Yes or No below.
Yes
No
Any breach of this clause may lead to the termination of all contracts your Company may have with
UNHCR and removal from the approved vendor database.
Section 8: Child Labour
45. By signing this VRF, potential vendor warrants and represents that it is not engaged in any practice inconsistent with the Rights set forth in the
Convention on the Rights of Child which requires that a child shall be protected from performing any work that is likely to be hazardous or to interfere
with the child‟s education or to be harmful to the child‟s health and physical, mental, spiritual, moral or social development. Do you agree with this?
Yes
No
Any breach of this clause may result in the termination of all contracts your Company may have with
UNHCR and removal from the approved vendor database.
Section 9: Official not to benefit
46. By signing this VRF, potential vendors confirm that they have read, understood and will comply with the UNHCR policy on the “zero tolerance” that
strictly prohibits the acceptance of any type of gift and/or hospitality by UN staff members participating in the procurement process. Please confirm.
Yes
No
Any breach of this clause may lead to the termination of all contracts your Company may have with
UNHCR and removal from the approved vendor database.
Section 10: Others
47. Please list any Disputes your Company has been involved in with UN Organizations over the last 3 Years:
48. List any National or International Trade or Professional Organizations of which your Company is a Member.
49. Is your company already registered with the United Nations Global Marketplace (UNGM)? If so, please provide registration number.
50. Certification:
I, the undersigned, hereby accept the UNHCR General Conditions, a copy of which has been provided to me, and warrant that the information
provided in this form is correct and, in the event of changes, details will be provided as soon as possible:
51. Self Declaration: I, the undersigned, declare that:
(a) Our company is not involved in any fraudulent or corrupt activities and has not been in the past, and is not currently under any investigation for
any such activities which would render our company unsuitable for business dealing with UNHCR.
(b) Our company is not on, or associated with a company or individual, groups, undertakings and entities that are on the consolidated list
established and maintained by the committee established by the UN Resolution No. 1267 (www.un.org/sc/committees/1267/consolist.html).
(c) Our company is not on, or associated with a company or individual that are subject to the list of Independent Inquiry Committee into United
Nations Oil-for-food programme (www.iic-offp.org).
(d) Our company is not currently removed, invalidated or suspended by any other UN Headquarters, or Field Offices or any other UN Agencies
(including the World Bank)
Name:
Signature:
Functional Title:
Date:
3
Please mail completed form to*:
United Nations High Commissioner for Refugees
Supply Management Service HQSF00
Chief, Procurement & Contracts Section
Ipoly utca 5a/b/c
1133 Budapest
Hungary
*Registration form to be returned to the relevant UNHCR Office
Companies that are registered with UNHCR and that have no purchase history over three years shall beinactivated. UNHCR may require new
registration documentation from suppliers in case new business opportunity appears.
INSTRUCTIONS FOR COMPLETION
The form should be typewritten in uppercase and completed clearly and accurately ensuring that all questions are answered. The numbers below
correspond to item numbers on the registration form:
Section 1:
1. Full name of company.
2. Full street address.
3. Full mailing address (including P.O. Box, if any).
4. Telephone number, including correct country and area codes.
5. Fax number, including country and area codes.
6. Email address.
7. WWW Address.
8. Provide name of person (including title) or department to whom correspondence should be addressed.
9. Provide email address of contact person.
10. Full legal name of parent company, if any.
11. Please provide, on a separate sheet if necessary, names and addresses of all subsidiaries & associates if any.
12. Please provide countries where the company has local offices or representation.
13. Please tick one box. If other; please specify.
14. Please tick one box. If other; please specify. If the company is a manufacturer of some products and a trader/agent of others which they do not
manufacture, both boxes should be ticked.
15. Indicate the year in which the organization was established under the name shown in Item 1.
16. Indicate the total number of full-time personnel in the company.
17. Provide the license number under which the company is registered, or the State where it is registered.
18. Provide the VAT number or Tax I.D. of the company.
19. Please tick the boxes for which languages the company is able to provide technical documents. Please specify other languages.
20. Please tick the boxes for which languages the company is able to work in. Please specify other languages.
Section 2:
21. Full name of bank.
22. Name of branch.
23. Address where branch is located.
24. Telephone number, including correct country and area codes.
25. Fax number, including country and area codes.
26. Number of the company account.
27. Name in which the account is held (important: tis should be the company name).
28. Currency of the account.
4
29. Swift code for the account.
30. International Bank Account Number (IBAN).
31. Should a routing be required for international payments, please provide full details of intermediate bank(s).
Section 3:
32. List any Quality Assurance Certificates (e.g. ISO 9000 series) that have been issued to your company and provide a copy of the latest certificates.
33. Indicate whether the company's products conform to national/international standards. If yes please attach copies of the certificates.
34. Please list up to 10 of the core goods/services offered. For each item, list the National/International Quality Standard to which it conforms.
Section 4:
35. Provide the total annual sales for the organization for the last 3 financial years in USD.
36. Provide the total export sales for the organization for the last 3 financial years in USD.
37. Please provide a copy of your most recent annual report or audited financial report. Please tick „yes‟ or „no‟ to reflect whether your company has
any outstanding bankruptcy, judgment or pending legal action that could impair operating as a going concern? If available, provide a rating by Dun
and Bradstreet or equivalent (specify which).
38. Enter the name(s) of UN organizations which your company has dealt with recently. Provide the value and the year of the contract, the
goods/services supplied and the country of destination of each contract. If you have had more than 5 of such contracts, please attach a separate
sheet indicating the others. Documentary evidence of such contracts may be required, e.g. copies of purchase orders.
39. List export markets, in particular, all developing countries to which your company has exported over the last 3 years.
Section 5:
40. Please confirm if your company is aware of the UN Global Compact Initiatives – ten universally accepted principles of Human Rights, Labour,
Environment and Anti-Corruption – by marking Yes or No. Also, please state if you have signed up to this initiative or you intend to do so.
Section 5:
41. The Earth Summit, held in Rio de Janeiro in 1992, emphasised the necessity to protect and renew the earth's limited resources. Agenda 21 was
adopted by 178 governments and lays an emphasis for the UN to exercise leadership, i.e. towards promoting environmental sensitive procurement
policies for goods and services. Please indicate whether your company has a written statement of its Environmental Policy and, if so, please
provide a copy.
42. Provide the name, qualification and contact details (e-mail and telephone) of your environmental focal point.
43. Please indicate if your organisation holds any accreditation such as ISO 14001 related to the environment. If so, please enclose copies of such
certification.
Section 7:
44. UNHCR expects all suppliers with whom it does business with to obey with the non-engagement in the sale or manufacture of anti-personnel mines
or components utilized in the manufacture of anti-personnel mines. Please mark yes if you are in agreement and no if otherwise.
Section 8:
45. UNHCR expects all suppliers with whom it does business with to obey with the non-engagement in any practice inconsistent with the rights set forth
in the Convention on the Rights of the Child, the International Labour Organization (ILO) Minimum Age Convention or the Prohibition and
Immediate Elimination of the Worst Forms of Child Labour Convention. Please mark yes if you are in agreement and no if otherwise.
Section 9:
46. Official benefits: UNHCR adopted “zero tolerance” policy that strictly prohibits the acceptance of any type of gift and/or hospitality by UN staff
members participating in the procurement process. Please confirm your acceptance by answering Yes or No if otherwise.
Section 10:
47. List all disputes with UN organizations which your organization has been involved in over the last 3 years. If more space is required, please use a
separate sheet.
48. Provide details of all national and international trade or professional organizations to which your company belongs.
49. UNHCR accepts UNGM-registered companies into its database, subject to submitting a hardcopy of a complete set of vendor registration form with
necessary attachments. The registration number provided by UNGM should be given.
50. Please read carefully the enclosed UNHCR General Term and Conditions, as signing of the form signifies acceptance. The form should be signed
by the person completing it and their name and title should be typed, along with the date.
5
51. Please sign a self declaration stating that:
(a) Your company is not involved in any fraudulent and corrupt activities and has not been in the past, and is not currently under any investigation
for such activities which would render your company unsuitable for business dealing with UNHCR.
(b) Your company is not on, or associated with a company or individual, groups, undertakings and entities that are on the consolidated list
established and maintained by the committee established by the UN Resolution No. 1267 (www.un.org/sc/committees/1267/consolist.html)
(c) Your company is not on, or associated with a company or individual that are subject to the list of Independent Inquiry Committee into United
Nations Oil-for-food programme (www.iic-offp.org)
(d) Your company is not currently removed, invalidated or suspended by the UN Headquarters or any of its field offices or any other UN agency
Headquarters or any of their field offices.
6
GENERAL CONDITIONS OF CONTRACT
CONTRACTS FOR THE PROVISION OF GOODS AND SERVICES
1.
LEGAL STATUS OF THE PARTIES: The United Nations Office of the High Commissioner for Refugees
(“UNHCR”) and the Contractor shall also each be referred to as a “Party” hereunder, and:
1.1 Pursuant, inter alia, to the Charter of the United Nations and the Convention on the Privileges and Immunities
of the United Nations, UNHCR, as a subsidiary organ of the United Nations, has full juridical personality and
enjoys such privileges and immunities as are necessary for the independent fulfillment of its purposes.
1.2 The Contractor shall have the legal status of an independent contractor vis-à-vis UNHCR, and nothing
contained in or relating to the Contract shall be construed as establishing or creating between the Parties the
relationship of employer and employee or of principal and agent. The officials, representatives, employees, or
subcontractors of each of the Parties shall not be considered in any respect as being the employees or agents of
the other Party, and each Party shall be solely responsible for all claims arising out of or relating to its
engagement of such persons or entities.
2.
SOURCE OF INSTRUCTIONS: The Contractor shall neither seek nor accept instructions from any authority external
to UNHCR in connection with the performance of its obligations under the Contract. Should any authority external to
UNHCR seek to impose any instructions concerning or restrictions on the Contractor’s performance under the Contract,
the Contractor shall promptly notify UNHCR in writing and provide all reasonable assistance required by UNHCR. The
Contractor shall not take any action in respect of the performance of its obligations under the Contract that may
adversely affect the interests of UNHCR, and the Contractor shall perform its obligations under the Contract with the
fullest regard to the interests of UNHCR.
3.
RESPONSIBILITY FOR EMPLOYEES: To the extent that the Contract involves the provision of any services to
UNHCR by the Contractor’s officials, employees, agents, servants, subcontractors and other representatives
(collectively, the Contractor’s “personnel”), the following provisions shall apply:
3.1 The Contractor shall be responsible for the professional and technical competence of the personnel it assigns to
perform work under the Contract and will select reliable and competent individuals who will be able to
effectively perform the obligations under the Contract and who, while doing so, will respect the local laws and
customs and conform to a high standard of moral and ethical conduct.
3.2 Such Contractor personnel shall be professionally qualified and, if required to work with officials or staff of
UNHCR, shall be able to do so effectively. The qualifications of any personnel whom the Contractor may
assign or may propose to assign to perform any obligations under the Contract shall be substantially the same,
or better, as the qualifications of any personnel originally proposed by the Contractor.
3.3 At the option of and in the sole discretion of UNHCR:
3.3.1 the qualifications of personnel proposed by the Contractor (e.g., a curriculum vitae) may be
reviewed by UNHCR prior to such personnel’s performing any obligations under the Contract;
3.3.2 any personnel proposed by the Contractor to perform obligations under the Contract may be
interviewed by qualified staff or officials of UNHCR prior to such personnel’s performing any
obligations under the Contract; and,
3.3.3 in cases in which, pursuant to Article 3.3.1 or 3.3.2, above, UNHCR has reviewed the qualifications
of such Contractor’s personnel, UNHCR may reasonably refuse to accept any such personnel.
3.4 Requirements specified in the Contract regarding the number or qualifications of the Contractor’s personnel
may change during the course of performance of the Contract. Any such change shall be made only following
written notice of such proposed change and upon written agreement between the Parties regarding such change,
subject to the following:
3.4.1 UNHCR may, at any time, request, in writing, the withdrawal or replacement of any of the
Contractor’s personnel, and such request shall not be unreasonably refused by the Contractor.
CONTRACTS FOR THE PROVISION OF GOODS AND SERVICES
REV.: JANUARY 2010
3.4.2 Any of the Contractor’s personnel assigned to perform obligations under the Contract shall not be
withdrawn or replaced without the prior written consent of UNHCR, which shall not be unreasonably
withheld.
3.4.3 The withdrawal or replacement of the Contractor’s personnel shall be carried out as quickly as
possible and in a manner that will not adversely affect the performance of obligations under the
Contract.
3.4.4 All expenses related to the withdrawal or replacement of the Contractor’s personnel shall, in all
cases, be borne exclusively by the Contractor.
3.4.5 Any request by UNHCR for the withdrawal or replacement of the Contractor’s personnel shall not be
considered to be a termination, in whole or in part, of the Contract, and UNHCR shall not bear any
liability in respect of such withdrawn or replaced personnel.
3.4.6 If a request for the withdrawal or replacement of the Contractor’s personnel is not based upon a
default by or failure on the part of the Contractor to perform its obligations in accordance with the
Contract, the misconduct of the personnel, or the inability of such personnel to reasonably work
together with UNHCR officials and staff, then the Contractor shall not be liable by reason of any
such request for the withdrawal or replacement of the Contractor’s personnel for any delay in the
performance by the Contractor of its obligations under the Contract that is substantially the result of
such personnel’s being withdrawn or replaced.
3.5 Nothing in Articles 3.2, 3.3 and 3.4, above, shall be construed to create any obligations on the part of UNHCR
with respect to the Contractor’s personnel assigned to perform work under the Contract, and such personnel
shall remain the sole responsibility of the Contractor.
3.6 The Contractor shall be responsible for requiring that all personnel assigned by it to perform any obligations
under the Contract and who may have access to any premises or other property of UNHCR shall:
3.6.1 undergo or comply with security screening requirements made known to the Contractor by UNHCR,
including but not limited to, a review of any criminal history;
3.6.2 when within UNHCR premises or on UNHCR property, display such identification as may be
approved and furnished by UNHCR security officials, and that upon the withdrawal or replacement
of any such personnel or upon termination or completion of the Contract, such personnel shall
immediately return any such identification to UNHCR for cancellation.
3.7 Not less than one working day after learning that any of Contractor’s personnel who have access to any
UNHCR premises have been charged by law enforcement authorities with an offense other than a minor traffic
offense, the Contractor shall provide written notice to inform UNHCR about the particulars of the charges then
known and shall continue to inform UNHCR concerning all substantial developments regarding the disposition
of such charges.
3.8 All operations of the Contractor, including without limitation, storage of equipment, materials, supplies and
parts, within UNHCR premises or on UNHCR property shall be confined to areas authorized or approved by
UNHCR. The Contractor’s personnel shall not enter or pass through and shall not store or dispose of any of its
equipment or materials in any areas within UNHCR premises or on UNHCR property without appropriate
authorization from UNHCR.
4.
ASSIGNMENT:
4.1 Except as provided in Article 4.2, below, the Contractor may not assign, transfer, pledge or make any other
disposition of the Contract, of any part of the Contract, or of any of the rights, claims or obligations under the
Contract except with the prior written authorization of UNHCR. Any such unauthorized assignment, transfer,
pledge or other disposition, or any attempt to do so, shall not be binding on UNHCR. Except as permitted with
respect to any approved subcontractors, the Contractor shall not delegate any of its obligations under the
Contract, except with the prior written consent of UNHCR. Any such unauthorized delegation, or attempt to do
so, shall not be binding on UNHCR.
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GENERAL CONDITIONS OF CONTRACT FOR CONTRACTS FOR THE PROVISION OF GOODS AND SERVICES
PAGE 2
4.2 The Contractor may assign or otherwise transfer the Contract to the surviving entity resulting from a
reorganization of the Contractor’s operations, provided that:
4.2.1 such reorganization is not the result of any bankruptcy, receivership or other similar proceedings;
and,
4.2.2 such reorganization arises from a sale, merger, or acquisition of all or substantially all of the
Contractor’s assets or ownership interests; and,
4.2.3 the Contractor promptly notifies UNHCR about such assignment or transfer at the earliest
opportunity; and,
4.2.4 the assignee or transferee agrees in writing to be bound by all of the terms and conditions of the
Contract, and such writing is promptly provided to UNHCR following the assignment or transfer.
5.
SUBCONTRACTING: In the event that the Contractor requires the services of subcontractors to perform any
obligations under the Contract, the Contractor shall obtain the prior written approval of UNHCR. UNHCR shall be
entitled, in its sole discretion, to review the qualifications of any subcontractors and to reject any proposed subcontractor
that UNHCR reasonably considers is not qualified to perform obligations under the Contract. UNHCR shall have the
right to require any subcontractor’s removal from UNHCR premises without having to give any justification therefor.
Any such rejection or request for removal shall not, in and of itself, entitle the Contractor to claim any delays in the
performance, or to assert any excuses for the non-performance, of any of its obligations under the Contract, and the
Contractor shall be solely responsible for all services and obligations performed by its subcontractors. The terms of any
subcontract shall be subject to, and shall be construed in a manner that is fully in accordance with, all of the terms and
conditions of the Contract.
6.
OFFICIALS NOT TO BENEFIT: The Contractor warrants that it has not and shall not offer any direct or indirect
benefit arising from or related to the performance of the Contract or the award thereof to any representative, official,
employee, or other agent of UNHCR. The Contractor acknowledges and agrees that any breach of this provision is a
breach of an essential term of the Contract.
7.
PURCHASE OF GOODS: To the extent that the Contract involves any purchase of goods, whether in whole or in part,
and unless specifically stated otherwise in the Contract, the following conditions shall apply to any purchases of goods
under the Contract:
7.1 DELIVERY OF GOODS: The Contractor shall hand over or make available the goods, and UNHCR shall
receive the goods, at the place for the delivery of the goods and within the time for delivery of the goods
specified in the Contract. The Contractor shall provide to UNHCR such shipment documentation (including,
without limitation, bills of lading, airway bills, and commercial invoices) as are specified in the Contract or,
otherwise, as are customarily utilized in the trade. All manuals, instructions, displays and any other information
relevant to the goods shall be in the English language unless otherwise specified in the Contract. Unless
otherwise stated in the Contract (including, but not limited to, in any “INCOTERM” or similar trade term), the
entire risk of loss, damage to, or destruction of the goods shall be borne exclusively by the Contractor until
physical delivery of the goods to UNHCR in accordance with the terms of the Contract. Delivery of the goods
shall not be deemed in itself as constituting acceptance of the goods by UNHCR.
7.2 INSPECTION OF THE GOODS: If the Contract provides that the goods may be inspected prior to delivery,
the Contractor shall notify UNHCR when the goods are ready for pre-delivery inspection. Notwithstanding any
pre-delivery inspection, UNHCR or its designated inspection agents may also inspect the goods upon delivery
in order to confirm that the goods conform to applicable specifications or other requirements of the Contract.
All reasonable facilities and assistance, including, but not limited to, access to drawings and production data,
shall be furnished to UNHCR or its designated inspection agents at no charge therefor. Neither the carrying out
of any inspections of the goods nor any failure to undertake any such inspections shall relieve the Contractor of
any of its warranties or the performance of any obligations under the Contract.
7.3 PACKAGING OF THE GOODS: The Contractor shall package the goods for delivery in accordance with the
highest standards of export packaging for the type and quantities and modes of transport of the goods. The
goods shall be packed and marked in a proper manner in accordance with the instructions stipulated in the
Contract or, otherwise, as customarily done in the trade, and in accordance with any requirements imposed by
applicable law or by the transporters and manufacturers of the goods. The packing, in particular, shall mark the
REV.: JANUARY 2010
GENERAL CONDITIONS OF CONTRACT FOR CONTRACTS FOR THE PROVISION OF GOODS AND SERVICES
PAGE 3
Contract or Purchase Order number and any other identification information provided by UNHCR as well as
such other information as is necessary for the correct handling and safe delivery of the goods. Unless otherwise
specified in the Contract, the Contractor shall have no right to any return of the packing materials.
7.4 TRANSPORTATION & FREIGHT: Unless otherwise specified in the Contract (including, but not limited
to, in any “INCOTERM” or similar trade term), the Contractor shall be solely liable for making all transport
arrangements and for payment of freight and insurance costs for the shipment and delivery of the goods in
accordance with the requirements of the Contract. The Contractor shall ensure that UNHCR receives all
necessary transport documents in a timely manner so as to enable UNHCR to take delivery of the goods in
accordance with the requirements of the Contract.
7.5 WARRANTIES: Unless otherwise specified in the Contract, in addition to and without limiting any other
warranties, remedies or rights of UNHCR stated in or arising under the Contract, the Contractor warrants and
represents that:
7.5.1 The goods, including all packaging and packing thereof, conform to the specifications of the
Contract, are fit for the purposes for which such goods are ordinarily used and for any purposes
expressly made known in writing in the Contract, and shall be of even quality, free from faults and
defects in design, material, manufacturer and workmanship;
7.5.2 If the Contractor is not the original manufacturer of the goods, the Contractor shall provide UNHCR
with the benefit of all manufacturers’ warranties in addition to any other warranties required to be
provided under the Contract;
7.5.3 The goods are of the quality, quantity and description required by the Contract, including when
subjected to conditions prevailing in the place of final destination;
7.5.4 The goods are free from any right of claim by any third-party, including claims of infringement of
any intellectual property rights, including, but not limited to, patents, copyright and trade secrets;
7.5.5 The goods are new and unused;
7.5.6 All warranties will remain fully valid following any delivery of the goods and for a period of not less
than one (1) year following acceptance of the goods by UNHCR in accordance with the Contract;
7.5.7 During any period in which the Contractor’s warranties are effective, upon notice by UNHCR that
the goods do not conform to the requirements of the Contract, the Contractor shall promptly and at its
own expense correct such non-conformities or, in case of its inability to do so, replace the defective
goods with goods of the same or better quality or, at its own cost, remove the defective goods and
fully reimburse UNHCR for the purchase price paid for the defective goods; and,
7.5.8 The Contractor shall remain responsive to the needs of UNHCR for any services that may be required
in connection with any of the Contractor’s warranties under the Contract.
7.6 ACCEPTANCE OF GOODS: Under no circumstances shall UNHCR be required to accept any goods that do
not conform to the specifications or requirements of the Contract. UNHCR may condition its acceptance of the
goods upon the successful completion of acceptance tests as may be specified in the Contract or otherwise
agreed in writing by the Parties. In no case shall UNHCR be obligated to accept any goods unless and until
UNHCR has had a reasonable opportunity to inspect the goods following delivery. If the Contract specifies that
UNHCR shall provide a written acceptance of the goods, the goods shall not be deemed accepted unless and
until UNHCR in fact provides such written acceptance. In no case shall payment by UNHCR in and of itself
constitute acceptance of the goods.
7.7 REJECTION OF GOODS: Notwithstanding any other rights of, or remedies available to UNHCR under the
Contract, in case any of the goods are defective or otherwise do not conform to the specifications or other
requirements of the Contract, UNHCR, at its sole option, may reject or refuse to accept the goods, and within
thirty (30) days following receipt of notice from UNHCR of such rejection or refusal to accept the goods, the
Contractor shall, in sole option of UNHCR:
7.7.1 provide a full refund upon return of the goods, or a partial refund upon a return of a portion of the
goods, by UNHCR; or,
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GENERAL CONDITIONS OF CONTRACT FOR CONTRACTS FOR THE PROVISION OF GOODS AND SERVICES
PAGE 4
7.7.2 repair the goods in a manner that would enable the goods to conform to the specifications or other
requirements of the Contract; or,
7.7.3 replace the goods with goods of equal or better quality; and,
7.7.4 pay all costs relating to the repair or return of the defective goods as well as the costs relating to the
storage of any such defective goods and for the delivery of any replacement goods to UNHCR.
7.8 In the event that UNHCR elects to return any of the goods for the reasons specified in Article 7.7, above,
UNHCR may procure the goods from another source. In addition to any other rights or remedies available to
UNHCR under the Contract, including, but not limited to, the right to terminate the Contract, the Contractor
shall be liable for any additional cost beyond the balance of the Contract price resulting from any such
procurement, including, inter alia, the costs of engaging in such procurement, and UNHCR shall be entitled to
compensation from the Contractor for any reasonable expenses incurred for preserving and storing the goods
for the Contractor’s account.
7.9 TITLE: The Contractor warrants and represents that the goods delivered under the Contract are unencumbered
by any third party’s title or other property rights, including, but not limited to, any liens or security interests.
Unless otherwise expressly provided in the Contract, title in and to the goods shall pass from the Contractor to
UNHCR upon delivery of the goods and their acceptance by UNHCR in accordance with the requirements of
the Contract.
7.10 EXPORT LICENSING: The Contractor shall be responsible for obtaining any export license required with
respect to the goods, products, or technologies, including software, sold, delivered, licensed or otherwise
provided to UNHCR under the Contract. The Contractor shall procure any such export license in an expeditious
manner. Subject to and without any waiver of the privileges and immunities of UNHCR, UNHCR shall lend
the Contractor all reasonable assistance required for obtaining any such export license. Should any
Governmental entity refuse, delay or hinder the Contractor’s ability to obtain any such export license, the
Contractor shall promptly inform UNHCR in writing and consult with UNHCR to enable UNHCR to take
appropriate measures to resolve the matter.
8.
INDEMNIFICATION:
8.1 The Contractor shall indemnify, defend, and hold and save harmless, UNHCR, and its officials, agents and
employees, from and against all suits, proceedings, claims, demands, losses and liability of any kind or nature
brought by any third party against UNHCR, including, but not limited to, all litigation costs and expenses,
attorney’s fees, settlement payments and damages, based on, arising from, or relating to:
8.1.1 allegations or claims that the possession of or use by UNHCR of any patented device, any
copyrighted material, or any other goods, property or services provided or licensed to UNHCR under
the terms of the Contract, in whole or in part, separately or in a combination contemplated by the
Contractor’s published specifications therefor, or otherwise specifically approved by the Contractor,
constitutes an infringement of any patent, copyright, trademark, or other intellectual property right of
any third party; or,
8.1.2 any acts or omissions of the Contractor, or of any subcontractor or anyone directly or indirectly
employed by them in the performance of the Contract, which give rise to legal liability to anyone not
a party to the Contract, including, without limitation, claims and liability in the nature of a claim for
workers’ compensation.
8.2 The indemnity set forth in Article 8.1.1, above, shall not apply to:
8.2.1 A claim of infringement resulting from the Contractor’s compliance with specific written instructions
by UNHCR directing a change in the specifications for the goods, property, materials, equipment or
supplies to be or used, or directing a manner of performance of the Contract or requiring the use of
specifications not normally used by the Contractor; or
8.2.2 A claim of infringement resulting from additions to or changes in any goods, property, materials
equipment, supplies or any components thereof furnished under the Contract if UNHCR or another
party acting under the direction of UNHCR made such changes.
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GENERAL CONDITIONS OF CONTRACT FOR CONTRACTS FOR THE PROVISION OF GOODS AND SERVICES
PAGE 5
8.3 In addition to the indemnity obligations set forth in this Article 8, the Contractor shall be obligated, at its sole
expense, to defend UNHCR and its officials, agents and employees, pursuant to this Article 8, regardless of
whether the suits, proceedings, claims and demands in question actually give rise to or otherwise result in any
loss or liability.
8.4 UNHCR shall advise the Contractor about any such suits, proceedings, claims, demands, losses or liability
within a reasonable period of time after having received actual notice thereof. The Contractor shall have sole
control of the defense of any such suit, proceeding, claim or demand and of all negotiations in connection with
the settlement or compromise thereof, except with respect to the assertion or defense of the privileges and
immunities of UNHCR or any matter relating thereto, which only UNHCR itself is authorized to assert and
maintain. UNHCR shall have the right, at its own expense, to be represented in any such suit, proceeding, claim
or demand by independent counsel of its own choosing.
8.5 In the event the use by UNHCR of any goods, property or services provided or licensed to UNHCR by the
Contractor, in whole or in part, in any suit or proceeding, is for any reason enjoined, temporarily or
permanently, or is found to infringe any patent, copyright, trademark or other intellectual property right, or in
the event of a settlement, is enjoined, limited or otherwise interfered with, then the Contractor, at its sole cost
and expense, shall, promptly, either:
8.5.1 procure for UNHCR the unrestricted right to continue using such goods or services provided to
UNHCR;
8.5.2 replace or modify the goods or services provided to UNHCR, or part thereof, with the equivalent or
better goods or services, or part thereof, that is non-infringing; or,
8.5.3 refund to UNHCR the full price paid by UNHCR for the right to have or use such goods, property or
services, or part thereof.
9.
INSURANCE AND LIABILITY:
9.1 The Contractor shall pay UNHCR promptly for all loss, destruction, or damage to the property of UNHCR
caused by the Contractor’s personnel or by any of its subcontractors or anyone else directly or indirectly
employed by the Contractor or any of its subcontractors in the performance of the Contract.
9.2 Unless otherwise provided in the Contract, prior to commencement of performance of any other obligations
under the Contract, and subject to any limits set forth in the Contract, the Contractor shall take out and shall
maintain for the entire term of the Contract, for any extension thereof, and for a period following any
termination of the Contract reasonably adequate to deal with losses:
9.2.1 insurance against all risks in respect of its property and any equipment used for the performance of
the Contract;
9.2.2 workers’ compensation insurance, or its equivalent, or employer’s liability insurance, or its
equivalent, with respect to the Contractor’s personnel sufficient to cover all claims for injury, death
and disability, or any other benefits required to be paid by law, in connection with the performance of
the Contract;
9.2.3 liability insurance in an adequate amount to cover all claims, including, but not limited to, claims for
death and bodily injury, products and completed operations liability, loss of or damage to property,
and personal and advertising injury, arising from or in connection with the Contractor’s performance
under the Contract, including, but not limited to, liability arising out of or in connection with the acts
or omissions of the Contractor, its personnel, agents, or invitees, or the use, during the performance
of the Contract, of any vehicles, boats, airplanes or other transportation vehicles and equipment,
whether or not owned by the Contractor; and,
9.2.4 such other insurance as may be agreed upon in writing between UNHCR and the Contractor.
9.3 The Contractor’s liability policies shall also cover subcontractors and all defense costs and shall contain a
standard “cross liability” clause.
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GENERAL CONDITIONS OF CONTRACT FOR CONTRACTS FOR THE PROVISION OF GOODS AND SERVICES
PAGE 6
9.4 The Contractor acknowledges and agrees that UNHCR accepts no responsibility for providing life, health,
accident, travel or any other insurance coverage which may be necessary or desirable in respect of any
personnel performing services for the Contractor in connection with the Contract.
9.5 Except for the workers’ compensation insurance or any self-insurance program maintained by the Contractor
and approved by UNHCR, in its sole discretion, for purposes of fulfilling the Contractor’s requirements for
providing insurance under the Contract, the insurance policies required under the Contract shall:
9.5.1 name UNHCR as an additional insured under the liability policies, including, if required, as a
separate endorsement under the policy;
9.5.2 include a waiver of subrogation of the Contractor’s insurance carrier’s rights against UNHCR;
9.5.3 provide that UNHCR shall receive written notice from the Contractor’s insurance carrier not less than
thirty (30) days prior to any cancellation or material change of coverage; and,
9.5.4 include a provision for response on a primary and non-contributing basis with respect to any other
insurance that may be available to UNHCR.
9.6 The Contractor shall be responsible to fund all amounts within any policy deductible or retention.
9.7 Except for any self-insurance program maintained by the Contractor and approved by UNHCR for purposes of
fulfilling the Contractor’s requirements for maintaining insurance under the Contract, the Contractor shall
maintain the insurance taken out under the Contract with reputable insurers that are in good financial standing
and that are acceptable to UNHCR. Prior to the commencement of any obligations under the Contract, the
Contractor shall provide UNHCR with evidence, in the form of certificate of insurance or such other form as
UNHCR may reasonably require, that demonstrates that the Contractor has taken out insurance in accordance
with the requirements of the Contract. UNHCR reserves the right, upon written notice to the Contractor, to
obtain copies of any insurance policies or insurance program descriptions required to be maintained by the
Contractor under the Contract. Notwithstanding the provisions of Article 9.5.3, above, the Contractor shall
promptly notify UNHCR concerning any cancellation or material change of insurance coverage required under
the Contract.
9.8 The Contractor acknowledges and agrees that neither the requirement for taking out and maintaining insurance
as set forth in the Contract nor the amount of any such insurance, including, but not limited to, any deductible or
retention relating thereto, shall in any way be construed as limiting the Contractor’s liability arising under or
relating to the Contract.
10. ENCUMBRANCES AND LIENS: The Contractor shall not cause or permit any lien, attachment or other encumbrance
by any person to be placed on file or to remain on file in any public office or on file with the United Nations against any
monies due to the Contractor or that may become due for any work done or against any goods supplied or materials
furnished under the Contract, or by reason of any other claim or demand against the Contractor or UNHCR.
11. EQUIPMENT FURNISHED BY UNHCR TO THE CONTRACTOR: Title to any equipment and supplies that may
be furnished by UNHCR to the Contractor for the performance of any obligations under the Contract shall rest with
UNHCR, and any such equipment shall be returned to UNHCR at the conclusion of the Contract or when no longer
needed by the Contractor. Such equipment, when returned to UNHCR, shall be in the same condition as when delivered
to the Contractor, subject to normal wear and tear, and the Contractor shall be liable to compensate UNHCR for the
actual costs of any loss of, damage to, or degradation of the equipment that is beyond normal wear and tear.
12. COPYRIGHT, PATENTS AND OTHER PROPRIETARY RIGHTS:
12.1 Except as is otherwise expressly provided in writing in the Contract, UNHCR shall be entitled to all
intellectual property and other proprietary rights including, but not limited to, patents, copyrights, and
trademarks, with regard to products, processes, inventions, ideas, know-how, or documents and other materials
which the Contractor has developed for UNHCR under the Contract and which bear a direct relation to or are
produced or prepared or collected in consequence of, or during the course of, the performance of the Contract.
The Contractor acknowledges and agrees that such products, documents and other materials constitute works
made for hire for UNHCR.
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GENERAL CONDITIONS OF CONTRACT FOR CONTRACTS FOR THE PROVISION OF GOODS AND SERVICES
PAGE 7
12.2 To the extent that any such intellectual property or other proprietary rights consist of any intellectual property
or other proprietary rights of the Contractor: (i) that pre-existed the performance by the Contractor of its
obligations under the Contract, or (ii) that the Contractor may develop or acquire, or may have developed or
acquired, independently of the performance of its obligations under the Contract, UNHCR does not and shall
not claim any ownership interest thereto, and the Contractor grants to UNHCR a perpetual license to use such
intellectual property or other proprietary right solely for the purposes of and in accordance with the
requirements of the Contract.
12.3 At the request of UNHCR, the Contractor shall take all necessary steps, execute all necessary documents and
generally assist in securing such proprietary rights and transferring or licensing them to UNHCR in
compliance with the requirements of the applicable law and of the Contract.
12.4 Subject to the foregoing provisions, all maps, drawings, photographs, mosaics, plans, reports, estimates,
recommendations, documents, and all other data compiled by or received by the Contractor under the Contract
shall be the property of UNHCR, shall be made available for use or inspection by UNHCR at reasonable times
and in reasonable places, shall be treated as confidential, and shall be delivered only to UNHCR authorized
officials on completion of work under the Contract.
13. PUBLICITY, AND USE OF THE NAME, EMBLEM OR OFFICIAL SEAL OF THE UNITED NATIONS OR
OF UNHCR: The Contractor shall not advertise or otherwise make public for purposes of commercial advantage or
goodwill that it has a contractual relationship with the United Nations or UNHCR, nor shall the Contractor, in any
manner whatsoever use the name, emblem or official seal of the United Nations or of UNHCR, or any abbreviation of
the name of the United Nations or of UNHCR in connection with its business or otherwise without the written
permission of UNHCR.
14. CONFIDENTIAL NATURE OF DOCUMENTS AND INFORMATION: Information and data that is considered
proprietary by either Party or that is delivered or disclosed by one Party (“Discloser”) to the other Party (“Recipient”)
during the course of performance of the Contract, and that is designated as confidential (“Information”)1, shall be held in
confidence by that Party and shall be handled as follows:
14.1 The recipient (“Recipient”) of such Information shall:
14.1.1
use the same care and discretion to avoid disclosure, publication or dissemination of the
Discloser’s Information as it uses with its own similar Information that it does not wish to
disclose, publish or disseminate; and,
14.1.2
use the Discloser’s Information solely for the purpose for which it was disclosed.
14.2 Provided that the Recipient has a written agreement with the following persons or entities requiring them to
treat the Information confidential in accordance with the Contract and this Article 14, the Recipient may
disclose Information to:
14.2.1
any other party with the Discloser’s prior written consent; and,
14.2.2
the Recipient’s employees, officials, representatives and agents who have a need to know such
Information for purposes of performing obligations under the Contract, and employees officials,
representatives and agents of any legal entity that it controls, controls it, or with which it is under
common control, who have a need to know such Information for purposes of performing
obligations under the Contract, provided that, for these purposes a controlled legal entity means:
14.2.2.1
a corporate entity in which the Party owns or otherwise controls, whether directly
or indirectly, over fifty percent (50%) of voting shares thereof; or,
14.2.2.2
any entity over which the Party exercises effective managerial control; or,
14.2.2.3
for UNHCR, a principal or subsidiary organ of the United Nations established in
accordance with the Charter of the United Nations.
1
Information and data that is considered by UNHCR as proprietary and confidential includes, but is not limited to, data
pertaining to refugees and persons of concern to UNHCR.
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GENERAL CONDITIONS OF CONTRACT FOR CONTRACTS FOR THE PROVISION OF GOODS AND SERVICES
PAGE 8
14.3 The Contractor may disclose Information to the extent required by law, provided that, subject to and without
any waiver of the privileges and immunities of UNHCR, the Contractor will give UNHCR sufficient prior
notice of a request for the disclosure of Information in order to allow UNHCR to have a reasonable
opportunity to take protective measures or such other action as may be appropriate before any such disclosure
is made.
14.4 UNHCR may disclose Information to the extent as required pursuant to the Charter of the United Nations, or
pursuant to resolutions or regulations of the General Assembly or rules promulgated thereunder.
14.5 The Recipient shall not be precluded from disclosing Information that is (i) obtained by the Recipient without
restriction from a third party who is not in breach of any obligation as to confidentiality to the owner of such
Information or any other person, or (ii) disclosed by the Discloser to a third party without any obligation of
confidentiality, or (iii) previously known by the Recipient, or (iv) at any time is developed by the Recipient
completely independently of any disclosures hereunder.
14.6 These obligations and restrictions of confidentiality shall be effective during the term of the Contract,
including any extension thereof, and, unless otherwise provided in the Contract, shall remain effective
following any termination of the Contract.
15. FORCE MAJEURE; OTHER CHANGES IN CONDITIONS:
15.1 In the event of and as soon as possible after the occurrence of any cause constituting force majeure, the
affected Party shall give notice and full particulars in writing to the other Party, of such occurrence or cause if
the affected Party is thereby rendered unable, wholly or in part, to perform its obligations and meet its
responsibilities under the Contract. The affected Party shall also notify the other Party of any other changes in
condition or the occurrence of any event which interferes or threatens to interfere with its performance of the
Contract. Not more than fifteen (15) days following the provision of such notice of force majeure or other
changes in condition or occurrence, the affected Party shall also submit a statement to the other Party of
estimated expenditures that will likely be incurred for the duration of the change in condition or the event of
force majeure. On receipt of the notice or notices required hereunder, the Party not affected by the occurrence
of a cause constituting force majeure shall take such action as it reasonably considers to be appropriate or
necessary in the circumstances, including the granting to the affected Party of a reasonable extension of time
in which to perform any obligations under the Contract.
15.2 If the Contractor is rendered unable, wholly or in part, by reason of force majeure to perform its obligations
and meet its responsibilities under the Contract, UNHCR shall have the right to suspend or terminate the
Contract on the same terms and conditions as are provided for in Article 16, “Termination,” except that the
period of notice shall be seven (7) days instead of thirty (30) days. In any case, UNHCR shall be entitled to
consider the Contractor permanently unable to perform its obligations under the Contract in case the
Contractor is unable to perform its obligations, wholly or in part, by reason of force majeure for any period in
excess of ninety (90) days.
15.3 Force majeure as used herein means any unforeseeable and irresistible act of nature, any act of war (whether
declared or not), invasion, revolution, insurrection, terrorism, or any other acts of a similar nature or force,
provided that such acts arise from causes beyond the control and without the fault or negligence of the
Contractor. The Contractor acknowledges and agrees that, with respect to any obligations under the Contract
that the Contractor must perform in areas in which UNHCR is engaged in, preparing to engage in, or
disengaging from any humanitarian or similar operations, any delays or failure to perform such obligations
arising from or relating to harsh conditions within such areas, or to any incidents of civil unrest occurring in
such areas, shall not, in and of itself, constitute force majeure under the Contract.
16. TERMINATION:
16.1 Either Party may terminate the Contract for cause, in whole or in part, upon thirty (30) day’s notice, in writing,
to the other Party. The initiation of conciliation or arbitral proceedings in accordance with Article 19
“Settlement of Disputes,” below, shall not be deemed to be a “cause” for or otherwise to be in itself a
termination of the Contract.
16.2 UNHCR may terminate the Contract at any time by providing written notice to the Contractor in any case in
which the mandate of UNHCR applicable to the performance of the Contract or the funding of UNHCR
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GENERAL CONDITIONS OF CONTRACT FOR CONTRACTS FOR THE PROVISION OF GOODS AND SERVICES
PAGE 9
applicable to the Contract is curtailed or terminated, whether in whole or in part. In addition, unless otherwise
provided by the Contract, upon sixty (60) day’s advance written notice to the Contractor, UNHCR may
terminate the Contract without having to provide any justification therefor.
16.3 In the event of any termination of the Contract, upon receipt of notice of termination that has been issued by
UNHCR, the Contractor shall, except as may be directed by UNHCR in the notice of termination or otherwise
in writing:
16.3.1
take immediate steps to bring the performance of any obligations under the Contract to a close in a
prompt and orderly manner, and in doing so, reduce expenses to a minimum;
16.3.2
refrain from undertaking any further or additional commitments under the Contract as of and
following the date of receipt of such notice;
16.3.3
place no further subcontracts or orders for materials, services, or facilities, except as UNHCR and
the Contractor agree in writing are necessary to complete any portion of the Contract that is not
terminated;
16.3.4
terminate all subcontracts or orders to the extent they relate to the portion of the Contract
terminated;
16.3.5
transfer title and deliver to UNHCR the fabricated or unfabricated parts, work in process,
completed work, supplies, and other material produced or acquired for the portion of the Contract
terminated;
16.3.6
deliver all completed or partially completed plans, drawings, information, and other property that,
if the Contract had been completed, would be required to be furnished to UNHCR thereunder;
16.3.7
complete performance of the work not terminated; and,
16.3.8
take any other action that may be necessary, or that UNHCR may direct in writing, for the
minimization of losses and for the protection and preservation of any property, whether tangible or
intangible, related to the Contract that is in the possession of the Contractor and in which UNHCR
has or may be reasonably expected to acquire an interest.
16.4 In the event of any termination of the Contract, UNHCR shall be entitled to obtain reasonable written
accountings from the Contractor concerning all obligations performed or pending in accordance with the
Contract. In addition, UNHCR shall not be liable to pay the Contractor except for those goods delivered and
services provided to UNHCR in accordance with the requirements of the Contract, but only if such goods or
services were ordered, requested or otherwise provided prior to the Contractor’s receipt of notice of
termination from UNHCR or prior to the Contractor’s tendering of notice of termination to UNHCR.
16.5 UNHCR may, without prejudice to any other right or remedy available to it, terminate the Contract forthwith
in the event that:
16.5.1
the Contractor is adjudged bankrupt, or is liquidated, or becomes insolvent, or applies for a
moratorium or stay on any payment or repayment obligations, or applies to be declared insolvent;
16.5.2
the Contractor is granted a moratorium or a stay, or is declared insolvent;
16.5.3
the Contractor makes an assignment for the benefit of one or more of its creditors;
16.5.4
a receiver is appointed on account of the insolvency of the Contractor;
16.5.5
the Contractor offers a settlement in lieu of bankruptcy or receivership; or,
16.5.6
UNHCR reasonably determines that the Contractor has become subject to a materially adverse
change in its financial condition that threatens to substantially affect the ability of the Contractor
to perform any of its obligations under the Contract.
16.6 Except as prohibited by law, the Contractor shall be bound to compensate UNHCR for all damages and costs,
including, but not limited to, all costs incurred by UNHCR in any legal or non-legal proceedings, as a result of
any of the events specified in Article 16.5, above, and resulting from or relating to a termination of the
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GENERAL CONDITIONS OF CONTRACT FOR CONTRACTS FOR THE PROVISION OF GOODS AND SERVICES
PAGE 10
Contract, even if the Contractor is adjudged bankrupt, or is granted a moratorium or stay or is declared
insolvent. The Contractor shall immediately inform UNHCR of the occurrence of any of the events specified
in Article 16.5, above, and shall provide UNHCR with any information pertinent thereto.
16.7 The provisions of this Article 16 are without prejudice to any other rights or remedies of UNHCR under the
Contract or otherwise.
17. NON-WAIVER OF RIGHTS: The failure by either Party to exercise any rights available to it, whether under the
Contract or otherwise, shall not be deemed for any purposes to constitute a waiver by the other Party of any such right or
any remedy associated therewith, and shall not relieve the Parties of any of their obligations under the Contract.
18. NON-EXCLUSIVITY: Unless otherwise specified in the Contract, UNHCR shall have no obligation to purchase any
minimum quantities of goods or services from the Contractor, and UNHCR shall have no limitation on its right to obtain
goods or services of the same kind, quality and quantity described in the Contract, from any other source at any time.
19. SETTLEMENT OF DISPUTES:
19.1 AMICABLE SETTLEMENT: The Parties shall use their best efforts to amicably settle any dispute,
controversy, or claim arising out of the Contract or the breach, termination, or invalidity thereof. Where the
Parties wish to seek such an amicable settlement through conciliation, the conciliation shall take place in
accordance with the Conciliation Rules then obtaining of the United Nations Commission on International
Trade Law (“UNCITRAL”), or according to such other procedure as may be agreed between the Parties in
writing.
19.2 ARBITRATION: Any dispute, controversy, or claim between the Parties arising out of the Contract or the
breach, termination, or invalidity thereof, unless settled amicably under Article 19.1, above, within sixty (60)
days after receipt by one Party of the other Party’s written request for such amicable settlement, shall be
referred by either Party to arbitration in accordance with the UNCITRAL Arbitration Rules then obtaining.
The decisions of the arbitral tribunal shall be based on general principles of international commercial law. The
arbitral tribunal shall be empowered to order the return or destruction of goods or any property, whether
tangible or intangible, or of any confidential information provided under the Contract, order the termination of
the Contract, or order that any other protective measures be taken with respect to the goods, services or any
other property, whether tangible or intangible, or of any confidential information provided under the Contract,
as appropriate, all in accordance with the authority of the arbitral tribunal pursuant to Article 26 (“Interim
Measures of Protection”) and Article 32 (“Form and Effect of the Award”) of the UNCITRAL Arbitration
Rules. The arbitral tribunal shall have no authority to award punitive damages. In addition, unless otherwise
expressly provided in the Contract, the arbitral tribunal shall have no authority to award interest in excess of
the London Inter-Bank Offered Rate (“LIBOR”) then prevailing, and any such interest shall be simple interest
only. The Parties shall be bound by any arbitration award rendered as a result of such arbitration as the final
adjudication of any such dispute, controversy, or claim.
20. PRIVILEGES AND IMMUNITIES: Nothing in or relating to the Contract shall be deemed a waiver, express or
implied, of any of the privileges and immunities of the United Nations, including its subsidiary organs or of UNHCR (as
a subsidiary organ of the United Nations).
21. TAX EXEMPTION:
21.1 Article II, Section 7, of the Convention on the Privileges and Immunities of the United Nations provides, inter
alia, that the United Nations, including UNHCR as one of its subsidiary organs, is exempt from all direct
taxes, except charges for public utility services, and is exempt from customs restrictions, duties, and charges
of a similar nature in respect of articles imported or exported for its official use. In the event any
governmental authority refuses to recognize the exemptions of UNHCR from such taxes, restrictions, duties,
or charges, the Contractor shall immediately consult with UNHCR to determine a mutually acceptable
procedure.
21.2 The Contractor authorizes UNHCR to deduct from the Contractor’s invoices any amount representing such
taxes, duties or charges, unless the Contractor has consulted with UNHCR before the payment thereof and
UNHCR has, in each instance, specifically authorized the Contractor to pay such taxes, duties, or charges
under written protest. In that event, the Contractor shall provide UNHCR with written evidence that payment
of such taxes, duties or charges has been made and appropriately authorized, and UNHCR shall reimburse the
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GENERAL CONDITIONS OF CONTRACT FOR CONTRACTS FOR THE PROVISION OF GOODS AND SERVICES
PAGE 11
Contractor for any such taxes, duties, or charges so authorized by UNHCR and paid by the Contractor under
written protest.
22. OBSERVANCE OF THE LAW: The Contractor shall comply with all laws, ordinances, rules, and regulations bearing
upon the performance of its obligations under the Contract. In addition, the Contractor shall maintain compliance with
all obligations relating to its registration as a qualified vendor of goods or services to UNHCR, as such obligations are set
forth in vendor registration procedures.
23. MODIFICATIONS:
23.1 The Director of the Division for Emergency and Supply Management, or such other contracting authority as
UNHCR has made known to the Contractor in writing, possesses the authority to agree on behalf of UNHCR
to any modification of or change in the Contract, to a waiver of any of its provisions or to any additional
contractual relationship of any kind with the Contractor. Accordingly, no modification or change in the
Contract shall be valid and enforceable against UNHCR unless provided by a valid written amendment to the
Contract signed by the Contractor and the Director of the Division for Emergency and Supply Management or
such other contracting authority.
23.2 If the Contract shall be extended for additional periods in accordance with the terms and conditions of the
Contract, the terms and conditions applicable to any such extended term of the Contract shall be the same
terms and conditions as set forth in the Contract, unless the Parties shall have agreed otherwise pursuant to a
valid amendment concluded in accordance with Article 23.1, above.
23.3 The terms or conditions of any supplemental undertakings, licenses, or other forms of agreement concerning
any goods or services provided under the Contract shall not be valid and enforceable against UNHCR nor in
any way shall constitute an agreement by UNHCR thereto unless any such undertakings, licenses or other
forms are the subject of a valid amendment concluded in accordance with Article 23.1, above.
24. AUDITS AND INVESTIGATIONS:
24.1 Each invoice paid by UNHCR shall be subject to a post-payment audit by auditors, whether internal or
external, of UNHCR or by other authorized and qualified agents of UNHCR at any time during the term of the
Contract and for a period of two (2) years following the expiration or prior termination of the Contract.
UNHCR shall be entitled to a refund from the Contractor for any amounts shown by such audits to have been
paid by UNHCR other than in accordance with the terms and conditions of the Contract.
24.2 The Contractor acknowledges and agrees that, from time to time, UNHCR may conduct investigations relating
to any aspect of the Contract or the award thereof, the obligations performed under the Contract, and the
operations of the Contractor generally relating to performance of the Contract. The right of UNHCR to
conduct an investigation and the Contractor’s obligation to comply with such an investigation shall not lapse
upon expiration or prior termination of the Contract. The Contractor shall provide its full and timely
cooperation with any such inspections, post-payment audits or investigations. Such cooperation shall include,
but shall not be limited to, the Contractor’s obligation to make available its personnel and any relevant
documentation for such purposes at reasonable times and on reasonable conditions and to grant to UNHCR
access to the Contractor’s premises at reasonable times and on reasonable conditions in connection with such
access to the Contractor’s personnel and relevant documentation. The Contractor shall require its agents,
including, but not limited to, the Contractor’s attorneys, accountants or other advisers, to reasonably cooperate
with any inspections, post-payment audits or investigations carried out by UNHCR hereunder.
25. LIMITATION ON ACTIONS:
25.1 Except with respect to any indemnification obligations in Article 8, above, or as are otherwise set forth in the
Contract, any arbitral proceedings in accordance with Article 19.2, above, arising out of the Contract must be
commenced within three years after the cause of action has accrued.
25.2 The Parties further acknowledge and agree that, for these purposes, a cause of action shall accrue when the
breach actually occurs, or, in the case of latent defects, when the injured Party knew or should have known all
of the essential elements of the cause of action, or in the case of a breach of warranty, when tender of delivery
is made, except that, if a warranty extends to future performance of the goods or any process or system and the
discovery of the breach consequently must await the time when such goods or other process or system is ready
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GENERAL CONDITIONS OF CONTRACT FOR CONTRACTS FOR THE PROVISION OF GOODS AND SERVICES
PAGE 12
to perform in accordance with the requirements of the Contract, the cause of action accrues when such time of
future performance actually begins.
26. CHILD LABOR: The Contractor represents and warrants that neither it, its parent entities (if any), nor any of the
Contractor’s subsidiary or affiliated entities (if any), is engaged in any practice inconsistent with the rights set forth
in the Convention on the Rights of the Child, including Article 32 thereof, which, inter alia, requires that a child
shall be protected from performing any work that is likely to be hazardous or to interfere with the child’s education,
or to be harmful to the child’s health or physical, mental, spiritual, moral, or social development. The Contractor
acknowledges and agrees that the provisions hereof constitute an essential term of the Contract and that any breach
of this representation and warranty shall entitle UNHCR to terminate the Contract immediately upon notice to the
Contractor, without any liability for termination charges or any other liability of any kind.
27. MINES: The Contractor warrants and represents that neither it, its parent entities (if any), nor any of the
Contractor’s subsidiaries or affiliated entities (if any), is engaged in the sale or manufacture of anti-personnel mines
or components utilized in the manufacture of anti-personnel mines. The Contractor acknowledges and agrees that
the provisions hereof constitute an essential term of the Contract and that any breach of this representation and
warranty shall entitle UNHCR to terminate the Contract immediately upon notice to the Contractor, without any
liability for termination charges or any other liability of any kind.
28. SEXUAL EXPLOITATION:
28.1 The Contractor shall take all appropriate measures to prevent sexual exploitation or abuse of anyone by its
employees or any other persons engaged and controlled by the Contractor to perform any services under the
Contract. For these purposes, sexual activity with any person less than eighteen years of age, regardless of any
laws relating to consent, shall constitute the sexual exploitation and abuse of such person. In addition, the
Contractor shall refrain from, and shall take all reasonable and appropriate measures to prohibit its employees
or other persons engaged and controlled by it from exchanging any money, goods, services, or other things of
value, for sexual favors or activities, or from engaging any sexual activities that are exploitive or degrading to
any person. The Contractor acknowledges and agrees that the provisions hereof constitute an essential term of
the Contract and that any breach of these provisions shall entitle UNHCR to terminate the Contract
immediately upon notice to the Contractor, without any liability for termination charges or any other liability
of any kind.
28.2 UNHCR shall not apply the foregoing standard relating to age in any case in which the Contractor’s personnel
or any other person who may be engaged by the Contractor to perform any services under the Contract is
married to the person less than the age of eighteen years with whom sexual activity has occurred and in which
such marriage is recognized as valid under the laws of the country of citizenship of such Contractor’s
personnel or such other person who may be engaged by the Contractor to perform any services under the
Contract.
29. EXPLOITATION AND ABUSE OF REFUGEES AND OTHER PERSONS OF CONCERN TO UNHCR:
The Contractor warrants that it has instructed its personnel to refrain from any conduct that would adversely reflect
on UNHCR and/or the United Nations and from any activity which is incompatible with the aims and objectives of
the United Nations or the mandate of UNHCR to ensure the protection of refugees and other persons of concern to
UNHCR. The Contractor hereby undertakes all possible measures to prevent its personnel from exploiting and
abusing refugees and other persons of concern to UNHCR. The failure of the Contractor to investigate allegations of
exploitation and abuse against its personnel or related to its activities or to take corrective action when exploitation
or abuse has occurred, shall entitle UNHCR to terminate the Contract immediately upon notice to the Contractor, at
no cost to UNHCR.
30. PAYMENT INSTRUCTIONS: UNHCR shall, on the fulfillment of the delivery terms, unless otherwise provided
in the Contract or purchase order, make payment by bank transfer within thirty days of receipt of the Contractor’s
invoice for the goods and copies of any other documentation specified in the Contract. Payment against the invoice
referred to above will reflect any discount shown under the payment terms agreed among the parties, provided
payment is made within the period required by such payment terms. The prices shown in the Contract or the
purchase order may not be increased except by express written agreement of UNHCR. Documents are to be sent to
the address indicated in the Contract or purchase order.
– oOOo –
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GENERAL CONDITIONS OF CONTRACT FOR CONTRACTS FOR THE PROVISION OF GOODS AND SERVICES
PAGE 13
UNHCR - UNHCR - UNHCR - UNHCR - UNHCR - UNHCR - UNHCR - UNHCR
Code of Conduct
&
Explanatory Notes
Including the Secretary-General’s
bulletin on special measures for
protection from sexual exploitation
and sexual abuse (ST/SGB/2003/13)
June 2004
UNHCR - UNHCR - UNHCR - UNHCR - UNHCR
UNHCR - UNHCR - UNHCR - UNHCR - UNHCR - UNHCR - UNHCR - UNHCR
UNHCR - UNHCR - UNHCR - UNHCR - UNHCR
© UNHCR, 2006. All rights reserved.
Reproduction and dissemination for educational or other non-commercial purposes is
authorized without any prior written permission from the copyright holders provided the
source is fully acknowledged. Reproduction for resale or other commercial purposes, or
translation for any purpose, is prohibited without the written permission of the copyright
holders. Applications for such permission should be addressed to the Ethics & Diversity
Unit, DHRM, of the Office of the United Nations High Commissioner for Refugees
(UNHCR), at [email protected]
CONTENTS
Introduction
1
Core Values and Guiding Principles
3
Commitment to the UNHCR Code of Conduct
5
Notes on the Code of Conduct
11
Nine Guiding Principles
16
Secretary-General’s bulletin
on Special Measures for Protection from
Sexual Exploitation and Sexual Abuse
37
Contact Information
43
OFFICE OF THE UNITED NATIONS HIGH
COMMISSIONER FOR REFUGEES
(UNHCR)
CODE OF CONDUCT
_______________
INTRODUCTION
UNHCR’s capacity to ensure the protection of and
assistance to refugees and other persons of concern
depends on the ability of its staff to uphold and
promote the highest standards of ethical and
professional conduct. We, the staff members of
UNHCR, are personally and collectively responsible
for maintaining these standards. Managers have a
particular responsibility to uphold these standards, to
set a good example, and to create a working
environment that supports and empowers staff.
It is recognized that UNHCR’s work often puts its
staff in positions of power in relation to its
beneficiaries. Staff have an obligation not to abuse this
power.
This Code of Conduct is intended to serve as an
illustrative guide for staff to make ethical decisions in
their professional lives, and at times in their private
lives. It is a moral code that does not have the force of
law. It is designed to assist staff to better understand
the obligations placed upon their conduct by the
Charter of the United Nations and the Staff
1
Regulations and Rules, which remain the only legal
instruments that determine acceptable conduct in
UNHCR. Signing the Code does not take away any
acquired rights of UNHCR Staff.
While acknowledging that local laws and customs may
differ from one country to another, the Code of
Conduct is based on international legal standards and
outlined in the Secretary-General’s bulletin
ST/SGB/2003/13. For example, children are defined
as those under the age of 18 years. Guidance on
appropriate interpretation can be found in the Notes to
the Code of Conduct (see pg.33).
The Code applies to all UNHCR staff members who
are all requested to sign it. Persons holding a UNHCR
consultant contract, UNVs and interns will also
receive the Code and be requested to confirm that they
uphold its standards as far as applicable to their status.
Governmental and non-governmental organizations
and companies which, through their employees, work
for UNHCR, will be requested to make the principles
contained in the Code known to those persons in an
appropriate manner.
All UNHCR staff are responsible for encouraging,
advocating and promoting the dissemination of the
Code of Conduct. They also have a role in
implementing, monitoring and enforcing its standards.
Staff are also urged to encourage partners to adhere to
these standards and to join UNHCR staff in upholding
them.
2
CORE VALUES AND GUIDING
PRINCIPLES
UNHCR staff are committed to the following
fundamental values and principles:
• As staff working within the UN system, we will
ensure that our conduct is consistent with and
reflects the values enshrined in the Charter of the
United Nations: respect for fundamental human
rights, social justice and human dignity, and respect
for the equal rights of men and women. We will
assist UNHCR to actively promote adherence to the
principles of international refugee law, international
human rights law and international humanitarian
law. We will be guided by the core values of the UN
system, including professionalism, integrity and
respect for diversity, and will maintain an
international perspective at all times.
• As UNHCR staff, our primary commitment is to
ensure the protection of and assistance to refugees
and other persons of concern, in accordance with
the mandate of the Office. We are committed to
supporting the fullest possible participation of
refugees and other persons of concern – as
individuals, families and communities – in decisions
that affect their lives.
• We will respect the dignity and worth of every
individual, will promote and practice understanding,
respect, compassion and tolerance, and will
demonstrate discretion and maintain confidentiality
as required. We will aim to build constructive and
3
respectful working relations with our humanitarian
partners, will continuously seek to improve our
performance, and will foster a climate that
encourages learning, supports positive change, and
applies the lessons learned from our experience.
• We will show respect for all persons equally
without distinction whatsoever of race, gender,
religion, colour, national or ethnic origin, language,
marital status, sexual orientation, age, socioeconomic status, disability, political conviction, or
any other distinguishing feature. We will strive to
remove all barriers to equality.
• We will respect the cultures, customs and traditions
of all peoples, and will strive to avoid behaving in
ways that are not acceptable in a particular cultural
context. However, when the tradition or practice is
considered by the relevant organ of the UN to be
directly contrary to an international human rights
instrument or standard, we will be guided by the
applicable human rights instrument or standard.
4
COMMITMENT TO THE
UNHCR CODE OF CONDUCT
As a staff member of UNHCR, I commit myself to:
1. Treat all refugees and other persons of concern
fairly, and with respect and dignity.
I will always seek to understand the difficult
experiences that refugees and other persons of concern
to UNHCR have faced and survived, as well as the
disadvantaged position in which they – particularly on
the basis of gender, age or disability – may find
themselves in relation to those who hold power or
influence over aspects of their lives.
I will always seek to care for and protect the rights of
children, and act in a manner that ensures that their
best interests shall be the paramount consideration.
If my job involves direct work with refugees or other
persons of concern, I will meet with them regularly, in
order to fully understand their experiences and needs,
and to explain the role of UNHCR and the scope of its
work.
I will keep myself informed about UNHCR's policies,
objectives and activities and about refugee concerns,
and will do my utmost to support the Office’s
protection and assistance work.
5
2. Uphold the integrity of UNHCR, by ensuring that
my personal and professional conduct is, and is seen
to be, of the highest standard.
I will demonstrate integrity, truthfulness, dedication
and honesty in my actions. I will be patient, respectful
and courteous to all persons with whom I deal in an
official capacity, including refugees and other persons
of concern, representatives of operational and
implementing partners, governments and donors.
I will observe local laws, will meet all my private legal
and financial obligations, and will not seek to take
personal advantage of any privileges or immunities
that have been conferred on me in the interest of the
UN. I will do my utmost to ensure that the conduct of
members of my household does not reflect
unfavourably on the integrity of UNHCR.
3. Perform my official duties and conduct my
private affairs in a manner that avoids conflicts of
interest, thereby preserving and enhancing public
confidence in UNHCR.
My actions will be free of any consideration of
personal gain. I will resist any undue political pressure
in decision making. I will neither seek nor accept
instructions regarding performance of my duties from
any government, my national authorities, or from an
authority external to the UN.
In accordance with Staff Regulations and Rules, I will
not accept any honour, decoration, favour gift,
remuneration, from any government; nor will I accept
these from any other source external to the UN
6
without prior authorization. I will not engage in any
outside occupation or employment without prior
authorization. I will not accept supplementary
payments or subsidies from a government or any other
source, or participate in certain political activities such
as standing for or holding public office.
I will avoid assisting private persons or companies in
their undertakings with UNHCR where this might lead
to actual or perceived preferential treatment. I will
never participate in activities related to procurement of
goods or services, or in human resource activities,
where a conflict of interests may arise.
4. Contribute to building a harmonious workplace
based on team spirit, mutual respect and
understanding.
I will show respect to all colleagues, regardless of
status or position, and will allow all colleagues the
opportunity to have their views heard, and to
contribute from their knowledge and experience to
team efforts. I will communicate openly and share
relevant information (subject to confidentiality) with
other colleagues, and will endeavour to respond in a
timely manner to queries.
I will respect my colleagues' privacy, and avoid
misinformation. I will seek to resolve differences and
solve problems when they arise. I will contribute to
building constructive dialogue, guided by mutual
respect and an open, positive approach, between
management and staff representatives.
7
As a manager/supervisor I will be open to the views of
all team members. I will provide timely feedback on
the performance of each team member through
guidance, motivation and full recognition of their
merits.
5. Promote the safety, health and welfare of all
UNHCR staff as a necessary condition for effective
and consistent performance.
I will remain aware of and comply with all instructions
designed to protect my health, welfare and safety. I
will always consider the safety of staff in operational
decisions. If I have doubts regarding an instruction
that I consider threatening to my safety or the safety of
other persons, I will bring this immediately to the
attention of my supervisor.
As a manager/supervisor, I will endeavour to ensure
that the health and well-being of staff and their
families are not subjected to undue risk. I will promote
a healthy work-life balance for staff, and will respect
staff entitlements.
6. Safeguard and make responsible use of the
information and resources to which I have access by
reason of my employment with UNHCR.
I will exercise due care in all matters of official
business, and not divulge any confidential information
about refugees, colleagues and other work-related
matters in accordance with the Staff Regulations and
Rules and current guidelines.
8
I will protect, manage and utilize UNHCR human,
financial and material resources efficiently and
effectively, bearing in mind that these resources have
been placed at UNHCR’s disposal for the benefit of
refugees and other persons of concern.
7. Prevent, oppose and combat all exploitation and
abuse of refugees and other persons of concern.
I undertake not to abuse the power and influence that I
have by virtue of my position over the lives and wellbeing of refugees and other persons of concern.
I will never request any service or favour from
refugees or other persons of concern in return for
protection or assistance. I will never engage in any
exploitative relationships – sexual, emotional,
financial or employment-related – with refugees or
other persons of concern.
Should I find myself in such a relationship with a
beneficiary that I consider non-exploitative and
consensual, I will report this to my supervisor for
appropriate guidance in the knowledge that this matter
will be treated with due discretion. I understand that
both my supervisor and I have available to us normal
consultative and recourse mechanisms on these issues.
I will act responsibly when hiring or otherwise
engaging refugees or other persons of concern for
private services. I will report in writing on the nature
and conditions of this employment to my supervisor.
9
8. Refrain from any involvement in criminal or
unethical activities, activities that contravene human
rights, or activities that compromise the image and
interests of UNHCR.
I will neither support nor take part in any form of
illegal, exploitative or abusive activities, including, for
example, child labour, and trafficking of human beings
and commodities.
As UNHCR is committed to the highest standards of
protection and care for children, I am aware that I am
expected not to engage in sexual activities with any
person under the age of 18 years. (Further guidance is
given in the Notes to this Code of Conduct - see
pg.33).
9. Refrain from any form of harassment,
discrimination, physical or verbal abuse, intimidation
or favouritism in the workplace.
I will not engage in or tolerate any form of harassment
in the workplace, including sexual harassment and
abuse of power.
As a manager/supervisor, I will not solicit favours,
loans or gifts from staff, nor will I accept unsolicited
ones that are of more than token value.
I recognize that there is an inherent conflict of interest
and potential abuse of power in having sexual relations
with staff under my supervision. Should I find myself
in such a relationship, I will resolve this conflict of
interest without delay.
10
NOTES ON THE CODE
Why a Code of Conduct?
In 1954 the United Nations International Civil Service
Advisory Board established Standards of Conduct in
the International Civil Service which were intended to
contribute to improved understanding of the status and
obligations of international civil servants. In 2001, the
International Civil Service Commission adopted,
revised and updated Standards of Conduct for the
International Civil Service which were welcomed by
the General Assembly in its Resolution 56/244. While
this is a document applicable to UNHCR staff, it has
been recognized that some aspects of UNHCR's work
require the highlighting of additional types of
behaviour.
In addition, the Office of the Inspector General has in
its regular inspections of UNHCR activities identified
the need for a UNHCR-specific code of conduct to
address some of the most frequently identified issues
about which UNHCR staff should concern themselves.
Parallel processes such as the development of a policy
on harassment; greater attention to the importance of a
work/life balance; the concern for the health, welfare
and safety of staff; and the increasing desire for more
consistent and effective performance management in
UNHCR have suggested that a UNHCR-specific code
would contribute to a positive organizational culture in
the Office. Periodic incidents which have come to
light through media or evaluation reports have
confirmed that a Code of Conduct could add value and
provide guidance to staff in addition to that set out in
11
the Staff Rules and Regulations and in the Standards
of Conduct. An administrative instructions
communicated promulgated by the Secretary-General*
concerning protection from sexual exploitation and
abuse further enhances the standard of conduct for UN
personnel. Work on the UNHCR Code began in 2000
and was accelerated in mid-2002 after a highly
publicized incident relating to the alleged sexual
misconduct of humanitarian staff and the subsequent
recommendations of the Inter-Agency Standing
Committee (IASC) which urged all humanitarian
agencies to develop agency-specific codes of conduct.
Some may still ask: Why have a new set of standards
if we already have Staff Regulations and Rules? The
Code is not meant to replace these. It reinforces them
by offering more detailed guidance and advice on how
to handle financial, physical and emotional
relationships, not only between ourselves and the
people we serve, but also among ourselves. At this
juncture it is to be recalled that the Staff Regulations
and Rules and other administrative issuances remain
the only legally binding instruments that determines
acceptable or non-acceptable conduct.
This Code explains the key values and standards of
behaviour that we are expected to observe under the
United Nations Charter and the Staff Regulations and
Rules. The Code’s Core Values and Guiding
Principles are meant to help UNHCR staff deal with
ethical and moral dilemmas linked to their
___________
*
ST/SGB/2003/13, Special Measures for Protection from Sexual
Exploitation and Sexual Abuse, (IOM-FOM/77/2003).
12
professional lives, and also, at times to their private
lives. It advises on issues, such as how to build a
harmonious workplace environment, and on staff
welfare, health and safety. Accordingly, the Code of
Conduct is designed to foster an organizational culture
to which UNHCR staff can be proud to belong, and to
help staff understand the kinds of behaviour that are
considered abusive or exploitative, no matter whether
this behaviour stems from conscious misconduct or
ignorance. It essentially spells out what is and what is
not acceptable for any person working for UNHCR.
There are moments when being in control of scarce
humanitarian resources vests us with enormous power.
Needless to say, the behaviour and professionalism of
most UNHCR staff is exemplary, but staff do
recognize that the abuse of power is possible. Such
abuse hurts not only the people we serve, but also
damages UNHCR’s image, our reputation and
ultimately the morale of our staff.
To whom does the Code apply?
The Code is for all UNHCR staff, and its guiding
principles should also be adhered to by persons
holding a UNHCR consultant or independent
contractor contract, UNVs, interns and other
individuals working for UNHCR. The Code is an
attempt to clarify what types of behaviour are
appropriate, particularly in situations where difficult
choices need to be made. It should be useful to all
whose conduct matters to the people we serve, and to
those in the outside world who care about the quality
of our work. Managers at all levels have a particular
13
responsibility for making sure that those who answer
to them are familiar with the Code, and for helping to
promote the honouring of its provisions. Managers,
who are expected to set an example, are also
responsible for communicating the Code’s principles
to those with whom we work, no matter how tenuous
or short-term their relationship with UNHCR may be.
Managers must further make sure that the people we
serve - the beneficiaries - know about our Code of
Conduct, and that they have the opportunity to report
breaches of the Code without fear of reprisal.
UNHCR recognizes that the majority of staff are
dedicated and loyal, and act in ways totally consistent
with the values and principles described in the Code.
Therefore, the introduction of the Code should not be
taken as a sign of mistrust or criticism of existing staff.
Is the Code legally binding and do we have to sign
it?
The Code does not have the force of law. It is simply a
guide to the kind of professional and personal
behaviour which is expected of all staff. However,
failure to comply with the Code may amount to
misconduct, if by any action or omission, the staff
member has violated a Staff Regulation or Rule,
taking into account all the circumstances of the case.
The High Commissioner wants every UNHCR staff
member to read and sign the Code, and this has
become a condition of recruitment as of 15 October
2002. Signature of the Code is not a legal
commitment. It simply confirms the fact that we have
read and understood that we are expected to live up to
14
the standards of behaviour described in the text. The
signature is without prejudice to our rights as a staff
member.
Those staff already employed by UNHCR at the time
of the Code’s introduction who did not wish to sign
were asked to give the reason for this in writing. It
should be pointed out that UNHCR has to monitor
implementation. By providing a written explanation,
staff have an opportunity to highlight their concerns.
Why the Notes on the Code?
The Code is written in a declarative manner and does
not always provide sufficient elaboration. These
explanatory notes are intended to walk the reader stepby-step through the various provisions of the Code in
order to help UNHCR staff understand the Code’s
purpose and make it easier for them to adhere to it in
everyday situations. UNHCR has also developed a
“Facilitator’s Guide” which should be used to
facilitate group sessions in the workplace, in order to
give staff an opportunity to better understand the
provisions of the Code and clarify, amongst
themselves, its implications for personal behaviour.
Managers have a special responsibility to disseminate
information. This is strongly emphasized and guidance
is available through the UNHCR Code of Conduct
“Guidelines for Managers”*.
___________
*
IOM-FOM/06/2004.
15
PRINCIPLE 1*
Treat all refugees and other persons of
concern fairly, and with respect and dignity
1. Treating beneficiaries with “respect and dignity” is
our basic obligation. Behaviour or comments by any
UNHCR staff member that degrade a beneficiary or
beneficiaries are totally unacceptable, no matter
whether the beneficiaries are present or not.
2. Fair treatment of beneficiaries requires staff
members to avoid taking sides or to be seen as
favouring any one individual or group. Staff members
should not be identified with any causes other than
that which UNHCR represents. This is important for
all staff irrespective of status or position.
3. By definition, UNHCR’s beneficiaries lack the
protection they previously enjoyed in their country,
community and family. In many situations, children
and certain groups of women are especially at risk. By
understanding the specific situations of women, men,
girls and boys in a beneficiary community, we can
better protect them. UNHCR already has welldeveloped guidelines on the appropriate treatment of
refugee children and refugee women. Staff should
make themselves familiar with these guidelines and at
all times recognize the special needs of each of these
___________
*
Regulation 1.2 (a) (b), (e)
Rules 101.2 (d), paras 1, 2, 3, 4, 31, 38
16
groups and act in their best interests.
4. It is vital that staff see the people we serve as
human beings rather than “individual cases”,
“populations”,
or
“caseloads.”
Impersonal,
bureaucratic terms breed a bureaucratic approach. As
humanitarian staff we need to empathize with the
people we serve and understand their situation. Direct
conversations with people, individually or in a small
group, can help us “put a human face” on complex
problems.
5. Staff should make every effort to communicate
directly with beneficiaries even when our work does
not normally involve direct contact with them. Staff
who are directly responsible for protection and
assistance to beneficiaries - including senior managers
- are expected to visit places where they live and talk
to them on a regular basis. Staff should balance the
demands of office work and official meetings with the
need to take time to keep in contact with the people we
serve.
6. UNHCR work can be very stressful, especially
when resources are scarce. Beneficiaries’ demands in
these situations can give us a sense of discomfort.
Staff should listen to their concerns and try and
involve them in finding a solution. In doing so, we
should be wary of individuals or groups who may seek
to exploit or control resources to the detriment of the
beneficiaries or particular groups of beneficiaries.
Special care should be taken in sectors where staff
control decisions relating to refugee status
17
determination, resettlement and the provision of
assistance.
7. Less-experienced staff in UNHCR often find
themselves in frontline field locations, frequently
without the benefit of team support close by. These
colleagues are viewed by beneficiaries and by the
public as the representatives of UNHCR. The
vulnerability of such staff to stress and insecurity,
which aggravates the lack of experience, can place
such staff in difficult positions. Supervisors should be
aware of these pressures and more experienced staff
should provide adequate guidance and support.
UNHCR staff should be well-informed about the
policy priorities of UNHCR and the guidelines
associated with these policies. Supervisors are
responsible for giving guidance in this regard and,
more generally, for coaching and guiding lessexperienced staff in performing their functions.
18
PRINCIPLE 2*
Uphold the integrity of UNHCR by ensuring
that my personal and professional conduct is,
and is seen to be, of the highest standard
1. To a large extent, the integrity of UNHCR depends
on the integrity of its staff members. By integrity, we
mean the overall personal and professional behaviour
of our staff. This includes honesty, truthfulness and
loyalty to the Office.
2. UNHCR staff should avoid criticizing our partner
agencies and other UN organizations in public. In case
of any problems with our partners, we should
endeavour to seek resolution directly and if the issue
persists, refer the matter to HQ. The ultimate victims
of public disputes between humanitarian agencies are
often the beneficiaries.
3. The privileges and immunities that we enjoy as staff
members of the UN are conferred upon us solely in the
interest of the Organization. They do not exempt us
from observing local laws or provide an excuse for
ignoring private legal or financial obligations.
Honouring our private obligations is a matter of
integrity and honesty. Failure to do so may be treated
as a disciplinary matter under the Staff Regulations
and Rules. For example, diplomatic immunity that
comes with our position as UN officials is not a reason
for ignoring our personal legal obligations such as
___________
*
Regulations 1.1 (f), 1.2 (a) (b)
Rules 101.2 (c), 103, 18 (b) (iii), Paras 36, 38-40
19
respect for local traffic regulations, alimony payments
and repayment of debts.
4. Even though nobody should be telling adults how to
manage their private lives, including personal
relationships, we should not forget that whatever we
do outside our homes may become the object of public
scrutiny. In general, staff should not implicate
UNHCR in any way by frequenting locations or
undertaking activities that verge on illegality. Staff are
expected to show respect for the local practices and
customs of the host government. Additional caution is
required while serving in small duty stations where
anonymity of a UN official in practice does not exist.
5. In principle, UNHCR has no right to interfere with
the private lives of staff members. However, in many
parts of the world our family members enjoy
privileges and immunities and are regarded by the
public as “unofficial ambassadors”. This is why we
should do our utmost to ensure that members of our
household know the importance of maintaining high
standards of personal conduct.
20
PRINCIPLE 3*
Perform my official duties and conduct my
private affairs in a manner that avoids
conflicts of interest, thereby preserving and
enhancing public confidence in UNHCR
1. The use of one’s office or position in UNHCR for
personal gain is unacceptable and unprofessional.
Conducting private business from a UNHCR office, or
using UNHCR facilities for private business, also
constitutes unacceptable behaviour.
2. At the time of joining UNHCR, we all specifically
pledge not to seek or accept instructions in regard to
the performance of our duties from any government or
other authority external to the UN. This does not, of
course, affect contacts of staff at the appropriate level
with government officials which help good relations
with Member States, and which contribute to trust and
confidence in UNHCR and promote its interests.
3. Staff must avoid accepting any honour, decoration,
favour, gift or remuneration from any government.
When this is unavoidable, however, we must be
extremely careful not to accept gifts of value which
might constitute a real or apparent attempt to influence
our decisions or actions.
4. The primary professional obligation of a staff
member is to devote our energies and capacity fully to
___________
*
Regulations 1.2 (e) (f) (g) (h) (k) (m) (n) (q), 1.3 (b)
Rule 101.2 (i) (j) (k) (m) (p) (q), paras 8, 12, 21, 22, 41-47
21
the work of UNHCR. In addition, outside activities
have to be compatible with the staff member’s status
as an international civil servant. Therefore prior
authorization must be sought before engaging in any
outside activity in order to ensure that there is no
conflict of interest.
5. In general, UNHCR staff must not accept payments
or other subsidies from a government or any other
source. If there is any doubt, it is the responsibility of
staff members to seek advice from the Human
Resources Service.
6. While UNHCR staff retain the right to vote, we may
not run for or hold local or national political office.
UNHCR staff must exercise discretion in their support
for a political party or campaign. We should never
accept or solicit funds for political purposes, write
articles or make campaign-related public statements.
Staff may, however, participate in local community or
civic activities, provided that this is consistent with
our solemn declaration made when entering the
services of the UN.
7. Staff who manage decisions related to refugee status
determination,
resettlement,
assistance
and
procurement may be subject to pressures or offers
which involve dishonest practices. Those of us in such
situations must be particularly careful to act, and be
seen to act, with the utmost transparency and integrity.
In case of any doubt, we should consult our supervisor
to seek guidance.
22
PRINCIPLE 4*
Contribute to building a harmonious
workplace based on team spirit, mutual
respect and understanding
1. All managers and staff are responsible for building a
teamwork environment. Politeness, respect, tolerance,
and moderation should be the norm.
Good
performance is not only about how quickly and
efficiently we perform our tasks but also about how
well we interact with others. Insulting conduct is
inexcusable even if the colleague who behaves in that
manner is otherwise considered by many to be an
efficient worker. In light of the diverse backgrounds,
cultures and experiences of UNHCR staff, we should
take extra care to respect our colleagues. Lack of
communication, personality differences, and lack of
empathy, i.e. the inability or unwillingness to see other
colleagues’ points of view can have a serious negative
impact on the work environment. Team spirit means
transparency in decision-making and is fostered by
staff taking a positive and optimistic approach to their
work.
2. An adversarial office environment not only stifles
ideas, initiative, and creativity; it also harms UNHCR.
It often leads to absenteeism, low productivity, and
low morale. There must be trust and open dialogue
between management and other staff. Elected staff
representatives in their statutory role should be
___________
*
Regulations 1.2 (a) (b), 8.1, 8.2
Rules 101.2 (d) (e) (i), 108.1, 108.2, paras 6, 14, 15-19, 26-28
23
protected against
treatment.
discriminatory
or
prejudicial
3. There is often a fine line between poor managerial
practices and the issues of conduct covered by this
Code. Accordingly, managers not only have a
particular responsibility for, but can also have
significant influence in fostering a harmonious
workplace. Managers should be open to all views,
including those of their junior staff, particularly when
those views are opposed to their own. Managers are
expected to set a good example.
24
PRINCIPLE 5*
Promote the safety, health and welfare of all
UNHCR staff as a necessary condition for
effective and consistent performance
1. UNHCR as an institution is responsible for the
safety and welfare of its staff. Staff should strictly
observe safety and security instructions and
demonstrate responsible behaviour that minimizes
risks for themselves and others.
2. Staff should follow instructions relating to security
and safety issued internally by UNHCR as well as
those issued by the United Nations Designated Official
for security matters. If staff members have doubts as to
whether an instruction threatens their own safety or
that of others they should first consult their supervisor.
Staff members have, in exceptional circumstances, the
right to refrain from executing instructions in the
following situations:
a) Where the instruction is in breach of existing
UNHCR and UN security policies and regulations;
b) Where the staff member has reasonable grounds to
believe that carrying out specific instructions will
expose him/her or others to unnecessary risks.
Where there is such a difference in views, staff are
advised to put their concern in writing and if they
wish, to consult the higher level supervisor.
___________
*
Regulations 1.2 (c), 6.2
Rules 101.2 (b), 104.16, 105.1, 105.3, 106.2, 106.3, 106.4, 107.24, para 37
25
A supervisor who gives instructions that involve a
potential for high risk to safety and security, should be
held liable and accountable.
3. A reasonable work/life balance is essential to
maintain productivity at work. This includes using
various entitlements designed to allow staff to rest and
recuperate. Managers are expected to encourage staff
to use such entitlements. Staff should avoid the
abusive use of alcohol and drugs. A reduced level of
physical and mental fitness can also have implications
on the safety of staff.
26
PRINCIPLE 6*
Safeguard and make responsible use of
the information and resources to which I
have access by reason of my employment
with UNHCR
1. Disclosure of sensitive or confidential information
without authorization may seriously jeopardize the
efficiency and credibility of UNHCR and its staff, and
endanger beneficiaries. This includes, but is not
restricted to, contacts with the media. It is understood
that these provisions do not affect established
procedures governing the exchange of information
between UNHCR, on the one hand, and government
representatives, national authorities, NGOs, donors etc
on the other.
2. We are all responsible for the resources entrusted to
us by UNHCR and we must be able to account for
every penny spent on UNHCR’s behalf and every
decision we take, be this in human resources or in
financial matters. Being careless with human, financial
and material resources is incompatible with honesty
and professional integrity. Staff should be careful not
to allow private interests to impact on their work
duties. UNHCR recognizes that certain activities of a
personal nature can only reasonably be undertaken in
working hours. Many staff also face the reality of
official tasks impacting on “after-hours” personal
time. What is important here is that staff maintain a
___________
*
Regulations 1.1 (b), 1.2 (d) (f) (g) (i) (m) (n)
Rules 101.2 (f) (g) (h), 105.2(iv), 112.3, paras 31, 34, 35
27
reasonable balance and that supervisors give
reasonable guidance, at all times keeping the
requirements of the Office and the staff members’
right to a work/life balance in mind. Within this
context, staff should not, for example: misuse office
assets; use an official vehicle for private purposes
without authorization; perform excessive and
unreasonable private business during working time;
use office equipment for private purposes; and have
staff or official contractors provide unremunerated
private services.
28
PRINCIPLE 7*
Prevent, oppose and combat all
exploitation and abuse of refugees and
other persons of concern
1. Having at our disposal scarce humanitarian
resources puts us in a position of power vis-à-vis the
people whose survival may depend on our assistance.
That power must never be abused. Requesting favours
or accepting bribes or offers of favours in exchange
for protection or aid is totally unacceptable.
2. Unequal power relationships generally exist
between UNHCR staff and beneficiaries. We therefore
have to keep in mind that sexual, emotional, financial
or employment relationships between staff and
beneficiaries, even if we ourselves see them as
consensual and non-exploitative, could be perceived
by others in the humanitarian community and the
public as an abuse of power and trust, or as a conflict
of interest. According to a Secretary-General’s
Bulletin from 2003,** sexual relationships with
beneficiaries undermine the credibility and integrity of
the work of the UN and are strongly discouraged.
Where there is any doubt, it is in the interests of staff
to discuss these relationships with the supervisor.
Where supervisors are consulted, it is expected that
___________
*
Regulations 1.1 (d), 1.2 (a) (b) (e) (l)
Rule 101.2 (i) (j), paras 22, 38
**
Secretary-General’s bulletin – ST/SGB/2003/13 (para 3.2 (c).
IOM-FOM/77/2003.
29
they will respect confidentiality and treat sensitive
matters with discretion. Staff and supervisors can also
avail themselves of the normal consultative options
such as the Staff Welfare Section, Staff Council and
Staff Associations. In case of disagreement staff may
resort to recourse options such as the Mediator.
3. Staff who hire beneficiaries for private services,
such as housekeeping, must be aware that they may be
seen as abusing their economic power or favouring
certain individuals. In some places where we work, the
economic gap between us and the people we serve is
so huge that any association with us could be seen as a
privilege and a position of advantage. On the other
hand, working as a private employee for a staff
member is sometimes the only possible source of
income for a refugee and his/her family. This means
that we must do all we can to avoid that this is
perceived as an abuse of our power and/or as
favouring those whom we employ. One rule of thumb
would be to ensure that conditions of employment are
no worse than locally accepted norms whether
governed by local law or not. Reporting to, or
discussing the existence of such an employment
relationship with our supervisor is a step intended to
establish clarity in what could otherwise become an
ethically ambiguous situation.
4. Sexual exploitation and sexual abuse violate
universally recognized international legal norms and
standards and as such have always been unacceptable
behaviour and prohibited conduct for UNHCR staff.
Specific standards that reiterate these existing general
obligations under the rules and obligations have been
promulgated. Degrading or exploitative behaviour
30
such as exchange of money, employment, goods or
services for sex or sexual favours, or other forms of
humiliation are prohibited to UNHCR staff or any
other UN Personnel. This includes any exchange of
assistance that is due to beneficiaries of assistance.
31
PRINCIPLE 8*
Refrain from any involvement in criminal or
unethical activities, activities that contravene
human rights, or activities that compromise
the image and interests of UNHCR
1. No staff member of integrity will engage or support
any illegal, exploitative, abusive or unethical activities
that violate human dignity or contravene UN
resolutions or international human rights standards. It
does not matter whether such activities are carried out
within UNHCR premises or using UNHCR assets, or
whether this appears to be common practice within the
community where we work or tolerated by the local
police or judicial system.
2. Sexual exploitation and abuse, constitute acts of
serious misconduct and are therefore grounds for
disciplinary measures, including summary dismissal.**
Any concerns or suspicions regarding sexual
exploitation or sexual abuse by a fellow worker,
regardless whether in the same agency or not and
whether or not within the UN system, must be
reported through the established mechanisms. Also
please refer to IOM-65/FOM-65/2003, “The role and
function of the Inspector General’s Office” which
defines the reporting lines and procedures for such
concerns if they are related to UNHCR personnel.
___________
*
Regulations 1.1 (d), 1.2 (a) (b) (e)
Rule 101.2 (c), paras 36, 38, 40
**
ST/SGB/2003/13 Special Measures for Protection from Sexual
Exploitation and Sexual Abuse.
32
3. Our private lives should remain private. UNHCR
has no business regulating our private conduct, unless
it is illegal under local law or has negative impact on
our work or the people whom we serve.
4. According to paragraph 3.2.(b) of the SecretaryGeneral’s Bulletin ST/SGB/2003/13 of 9 October
2003, sexual activity with children (persons under 18)
is prohibited regardless of the age of majority or age of
consent locally. Mistaken belief in the age of a child is
not a defence. However, according to paragraph 4.4 of
the Bulletin, this does not apply where a staff member
is legally married to someone who is under the age of
18 but over the age of majority or consent in their
country of citizenship.
5. According to paragraph 3(c) of the same Bulletin,
the exchange of money, employment, goods or
services for sex or sexual favours or other forms of
humiliating, degrading or exploitative behaviour, is
prohibited. This includes prostitution.
33
PRINCIPLE 9*
Refrain from any form of harassment,
discrimination, physical or verbal abuse,
intimidation or favouritism in the workplace
1. Discrimination and harassment have a negative
effect on the workplace environment, the career and
well-being of staff. Discrimination, harassment, or
bullying (mobbing) on the grounds of race, gender,
religion, colour, national or ethnic origin, language,
marital status, sexual orientation, age, socio-economic
status, disability, political conviction, hierarchy within
UNHCR or any other distinguishing feature, must not
be tolerated. Harassment can take many forms. It can
be physical, verbal, visual or written (including
electronic media such as e-mails). It can also be one
incident or a series of incidents and can occur at work
or during non-working hours. Harassment typically
involves a person in a position of power or authority
as the initiator, but it should be recognized that staff in
subordinate or equal positions may also be initiators.
Staff, either singly or as a group, may be victims of or
perpetrators of harassment.
2. UN staff are obliged to create and maintain an
environment that prevents sexual exploitation and
sexual abuse. Managers, at all levels, have a particular
responsibility to support and develop systems that
__________
*
Regulations 1.1 (d), 1.2 (a) (b) (l)
Rule 101.2 (d) (i) (j), 104.10 (c) (d), paras 16, 20
34
maintain this environment. Moreover, they have a
special obligation in the workplace to uphold the
highest standards of conduct, free of intimidation and
personal favouritism because of their authority, and its
inherent danger of abuse. The traditional respect of
hierarchical structure within UNHCR creates a greater
risk that this authority might be abused consciously or
unconsciously. The solicitation or acceptance of
favours, loans, or gifts of substantial value by
managers from colleagues with whom they work
would be improper.
3. A consensual sexual and/or romantic relationship
with a work colleague may not cause harm to either
party and may not have detrimental professional
consequences. However, staff in supervisory or
positions of authority should be aware of the
difficulties that may arise and the possible negative
perception of other staff when they enter into such a
relationship with subordinates. Difficulties may arise
in relation to: maintaining proper boundaries between
professional and personal life, exhibiting bias in
performance assessments, compromising on correct
professional decisions or negatively impacting team
relationships in the working environment. It may be
particularly difficult to convince other staff that their
colleague has not been favoured because of the
relationship. This applies not only to direct supervisorstaff member relationships, but also to relationships
for example between the head of a field office and all
staff serving in that office.
4. For these reasons, staff who find themselves in, or
entering into, such a relationship have to resolve this
conflict without delay. This means that they either
35
must not pursue the relationship or else inform their
supervisor of the situation. The supervisor will then
advise the staff member whether or not she/he should
seek a new assignment or a transfer with a view to
removing the power or hierarchical relationship
between the two staff members concerned. Staff and
supervisors can also avail themselves of the normal
consultative options such as the Staff Welfare Section,
Staff Council and Staff Associations.
36
SECRETARY-GENERAL’S BULLETIN
Special measures for protection from sexual
exploitation and sexual abuse
SGB/2003/13
9 October 2003
The Secretary-General, for the purpose of preventing
and addressing cases of sexual exploitation and sexual
abuse, and taking into consideration General
Assembly resolution 57/306 of 15 April 2003,
“Investigation into sexual exploitation of refugees by
aid workers in West Africa”, promulgates the
following in consultation with Executive Heads of
separately administered organs and programmes of the
United Nations:
Section 1: Definitions
For the purposes of the present bulletin, the term
“sexual exploitation” means any actual or attempted
abuse of a position of vulnerability, differential power,
or trust, for sexual purposes, including, but not limited
to, profiting monetarily, socially or politically from the
sexual exploitation of another. Similarly, the term
“sexual abuse” means the actual or threatened physical
intrusion of a sexual nature, whether by force or under
unequal or coercive conditions.
Section 2: Scope of application
2.1 The present bulletin shall apply to all staff of the
United Nations, including staff of separately
37
administered organs and programmes of the United
Nations.
2.2 United Nations forces conducting operations
under United Nations command and control are
prohibited from committing acts of sexual exploitation
and sexual abuse, and have a particular duty of care
towards women and children, pursuant to section 7 of
Secretary-General’s bulletin ST/SGB/1999/13, entitled
“Observance by United Nations forces of international
humanitarian law”.
2.3 Secretary-General’s
bulletin
ST/SGB/253,
entitled “Promotion of equal treatment of men and
women in the Secretariat and prevention of sexual
harassment”, and the related administrative
instruction* set forth policies and procedures for
handling cases of sexual harassment in the Secretariat
of the United Nations. Separately administered organs
and programmes of the United Nations have
promulgated similar policies and procedures.
Section 3: Prohibition of sexual exploitation and
sexual abuse
3.1 Sexual exploitation and sexual abuse violate
universally recognized international legal norms and
standards and have always been unacceptable
behaviour and prohibited conduct for United Nations
staff. Such conduct is prohibited by the United Nations
Staff Regulations and Rules.
__________
*
Currently ST/AI/379 entitled “Procedures for dealing with sexual
harassment”.
38
3.2 In order to further protect the most vulnerable
populations, especially women and children, the
following specific standards which reiterate existing
general obligations under the United Nations Staff
Regulations and Rules, are promulgated:
(a) Sexual exploitation and sexual abuse constitute
acts of serious misconduct and are therefore grounds
for disciplinary measures, including summary
dismissal;
(b) Sexual activity with children (persons under the
age of 18) is prohibited regardless of the age of
majority or age of consent locally. Mistaken belief in
the age of a child is not a defence;
(c) Exchange of money, employment, goods or
services for sex, including sexual favours or other
forms of humiliating, degrading or exploitative
behaviour, is prohibited. This includes any exchange
of assistance that is due to beneficiaries of assistance;
(d) Sexual relationships between United Nations staff
and beneficiaries of assistance, since they are based on
inherently unequal power dynamics, undermine the
credibility and integrity of the work of the United
Nations and are strongly discouraged;
(e) Where a United Nations staff member develops
concerns or suspicions regarding sexual exploitation or
sexual abuse by a fellow worker, whether in the same
agency or not and whether or not within the United
Nations system, he or she must report such concerns
via established reporting mechanisms;
39
(f) United Nations staff are obliged to create and
maintain an environment that prevents sexual
exploitation and sexual abuse. Managers at all levels
have a particular responsibility to support and develop
systems that maintain this environment.
3.3 The standards set out above are not intended to be
an exhaustive list. Other types of sexually exploitive
or sexually abusive behaviour may be grounds for
administrative action or disciplinary measures,
including summary dismissal, pursuant to the United
Nations Staff Regulations and Rules.
Section 4: Duties of Heads of Departments, Offices
and Missions
4.1 The Head of Department, Office or Mission, as
appropriate, shall be responsible for creating and
maintaining an environment that prevents sexual
exploitation and sexual abuse, and shall take
appropriate measures for this purpose. In particular,
the Head of Department, Office or Mission shall
inform his or her staff of the contents of the present
bulletin and ascertain that each staff member receives
a copy.
4.2 The Head of Department, Office or Mission shall
be responsible for taking appropriate action in cases
where there is reason to believe that any of the
standards listed in section 3.2 above have been
violated or any behaviour referred to in section 3.3
above has occurred. This action shall be taken in
accordance with established rules and procedures for
dealing with cases of staff misconduct.
40
4.3 The Head of Department, Office or Mission shall
appoint an official, at a sufficiently high level, to serve
as a focal point for receiving reports on cases of sexual
exploitation and sexual abuse. With respect to
Missions, the staff of the Mission and the local
population shall be properly informed of the existence
and role of the focal point and of how to contact him
or her. All reports of sexual exploitation and sexual
abuse shall be handled in a confidential manner in
order to protect the rights of all involved. However,
such reports may be used, where necessary, for action
taken pursuant to section 4.2 above.
4.4 The Head of Department, Office or Mission shall
not apply the standard prescribed in section 3.2 (b),
where a staff member is legally married to someone
under the age of 18 but over the age of majority or
consent in their country of citizenship.
4.5 The Head of Department, Office or Mission may
use his or her discretion in applying the standard
prescribed in section 3.2 (d), where beneficiaries of
assistance are over the age of 18 and the circumstances
of the case justify an exception.
4.6 The Head of Department, Office or Mission shall
promptly inform the Department of Management of its
investigations into cases of sexual exploitation and
sexual abuse, and the actions it has taken as a result of
such investigations.
Section 5: Referral to national authorities
If, after proper investigation, there is evidence to
support allegations of sexual exploitation or sexual
41
abuse, these cases may, upon consultation with the
Office of Legal Affairs, be referred to national
authorities for criminal prosecution.
Section 6: Cooperative arrangements with nonUnited Nations entities or individuals
6.1 When entering into cooperative arrangements
with non-United Nations entities or individuals,
relevant United Nations officials shall inform those
entities or individuals of the standards of conduct
listed in section 3, and shall receive a written
undertaking from those entities or individuals that they
accept these standards.
6.2 The failure of those entities or individuals to take
preventive measures against sexual exploitation or
sexual abuse, to investigate allegations thereof, or to
take corrective action when sexual exploitation or
sexual abuse has occurred, shall constitute grounds for
termination of any cooperative arrangement with the
United Nations.
Section 7: Entry into force
The present bulletin shall enter into force on 15
October 2003.
(Signed) Kofi A. Annan
Secretary-General
42
IMU Architect/Engineer and related Services
Questionnaire Form (SF IMU-AE-001)
Introduction
The policy of the United Nations High Commissioner for Refugees (UNHCR) in acquiring architectural, engineering, and related professional services is to encourage firms
lawfully engaged in the practice of those professions to submit annually a statement of qualifications and performance data. Standard Form IMU-AE-001, “ArchitectEngineer and Related Services Questionnaire” is provided for that purpose.
Interested A/E firms should complete and file SF IMU-AE-001’s with the UNHCR Infrastructure Management Unit (IMU) in the Budapes Global Service Centre, Supply
Management Services.
IMU will evaluate these qualification resumes, together with any other performance data on file or requested by the agency, in relation to the proposed project. The SF
IMU-AE-001 may be used as a basis for selecting firms for discussions, or for screening firms preliminary to inviting submission of additional information.
Definitions
Architect-Engineer (A/E) Firms are defined as firms capable of providing architect and engineer services, in a multi-discipline environment. Required minimum in-house
disciplines are: Architecture, Civil Engineering, Structural Engineering, Mechanical/Plumbing Engineering, Electrical Engineering.
Parent Company is that firm, company, corporation, association or conglomerate which is the major stockholder or highest tier owner of the firm completing this
questionnaire; i.e. Firm A is owned by Firm B which is, in turn, a subsidiary of Corporation C. The “parent company” of Firm A is Corporation C.
Principals are those individuals in a firm who possess legal responsibility for its management. They may be owners, partners, corporate officers, associates, administrators,
etc.
Discipline, as used in this questionnaire, refers to the primary technological capability of individuals in the responding firm. Possession of an academic degree, professional
registration, certification, or extensive experience in a particular field of practice normally reflects an individual’s primary technical discipline.
Joint Venture is a collaborative undertaking by two or more firms or individuals for which the participants are both jointly and individually responsible. JVs are not allowed
to participate to UNHCR tenders for the award of A/E services.
Consultant, as used in this questionnaire, is a highly specialised individual or firm having significant input and responsibility for certain aspects of a project and possessing
unusual or unique capabilities for assuring success of the finished work.
SF IMU-AE-001 Instructions for filing
Revised January 2013
a
Prime refers to that firm which may be coordinating the concerted and complementary inputs of several firms, individuals or related services to produce a completed study
or facility. The “prime” would normally be regarded as having full responsibility and liability for quality of performance by itself as well as by subcontractor professionals
under its jurisdiction.
Instructions for Filing
DO NOT TYPE IN WHITE BOXES: THOSE ARE CALCULATED FIELDS AND ARE WRITE-PROTECTED.
Completed forms should be signed by the chief executive officer of the firm (or joint venture, if applicable, thereby attesting to the concurrence and commitment of all members of the joint venture), or by the
architect-engineer principal responsible for the conduct of the work in the event it is awarded to the organization submitting this form.
Joint ventures are not allowed to participate to this tender.
ALL INFORMATION CONTAINED IN THE FORM SHOULD BE CURRENT AND FACTUAL.
1
Type accurate and complete name of submitting firm, its address and zip code.
2
Type address, telephone and fax, including country code and office email (not individual, if any).
3.
Provide date the firm was established under the name shown in question 1.
4.
Show date on which form is prepared. All information submitted shall be current and accurate as of this date.
5.
Indicate whether form is being submitted on behalf of a parent firm or a branch office. (Branch office submissions should list only personnel in, and experience of, that office.)
Branches of subsidiaries of large or parent companies, or conglomerates, should insert name and address of highest-tier owner.
6
List not more than two principals from submitting firm who may be contracted by UNCHR. Listed principals must be empowered to speak for the firm on policy and contractual matters.
7
Beginning with the submitting office, list name, location, and telephone numbers for all associated or branch offices, (including any headquarters) which provide A/E and related services.
8.
Show total personnel in the office for which the form is submitted. (Should be sum of all personnel, all branches.).
Show total number of employees, by discipline, in submitting office (If form is being submitted by main or headquarters office, firm should list total employees, by discipline, in all offices.) While some
personnel may be qualified in several disciplines, each person should be counted only once in accord with his or her primary function. Include clerical personnel as “administrative”. Write in any
additional disciplines - sociologists, biologists, etc. - and number of people in each, in blank spaces. Field 8b is write-protected and shows the total number of employees.
9.
Indicate range of professional services fees received by submitting firm each calendar year for last five years, most recent year first.
10.
Using the categories (CAT) indicated in the form, indicate range of professional services by category and geographical area.
11.
Using the categories (CAT) indicated in the form, indicate the total value of professional services performed for the UN by category and geographical area.
SF IMU-AE-001 Instructions for filing
Revised January 2013
b
12.
Select and enter, in numerical sequence, not more than thirty (30) projects which most accurately reflect submitting firm’s demonstrated technical capabilities and project experience. Carefully
review list. (It is recognised some CATs may be part of other services or projects contained on list; firms are encouraged to select profile codes which best indicate type and scope of services provided
on past projects.).
13.
Insert names of personnel included in the design team proposed for this contract. Include all the relevant information required by the form. If the proposed personnel worked at projects submitted
for past experience and performance evaluation, this must be indicated by typing “1” in the relevant spot. Do the same for basic required personnel and for option members as well. Note on codes
to be used are available on the same page.
Provide brief CVs for each proposed member of the design team on separate sheets (no more than 2 pages peach). Individual CVs shall include a synopsis of experience, training, or other qualities
which reflect individual’s potential contribution to this contract. Include such data as: familiarity with UN procedures, similar type of work performed in the past, management abilities, familiarity
with specific geographic areas (if any), relevant language capabilities, etc. Please limit synopsis to directly relevant information.
Project sheets 1 to 5
14.
Indicate project title, location, owner and a point of contact (PoC) for reference checks. Indicate phone number and email of the PoC.
Provide the names of professionals who worked at the specific project and make sure that the data provided in the project sheets match with the data provided in box 13.
Provide a brief description of the type of systems (one line only). Provide additional explanations in the last space.
Add a maximum of five pages per project (A4 size) to provide graphic material and photographs which best demonstrate the quality of the past performance.
Financial Information
Information relevant to the financial proposal for this tender shall no - in any case - be disclosed in this form.
Submittals disclosing financial information in the technical documentation will be excluded from this tender.
SF IMU-AE-001 Instructions for filing
Revised January 2013
c
SF IMU-AE-001
Architect/Engineer
and Related Services
Questionnaire
THIS DOCUMENT MUST BE SUBMITTED IN THE ORIGINAL MS EXCEL FORMAT AND IN PDF
Type firm name here
2a . Business Adress:
Parent Company
5 . Submittal is for:
6b . Title:
6c . Telephone:
6d . eMail:
7d . Telephone:
7c . Address:
8a . TECHNICAL EVALUATION FACTOR 1 (Company Qualifications): Available Personnel by Discipline (List each person only once, by primary function):
Administrative
Electrical Engineers
Planners: Urban / Regional
Architects
Principals
Fire Protection Engineers
CAD Operators
Quality Control
Geotechnical Engineers
Chemical Engineers
Hydrologists
Sanitary Engineers
Civil Engineers
Interior Designers
Security Engineers
Construction Inspectors
Specification Writers
Land Surveyors
Cost Estimators
Landscape Architects
Structural Engineers
Economists
Mechanical Engineers
Transportation Engineers
SF IMU-AE-001
Branch or Subsidiary Office
5a . Former Parent Company Name(s), if any, and Year(s) Established:
6a . Names of not more than Two Principals to Contact:
7b . Country:
2b . Telephone Type firm telephone here
2c . Fax Type firm fax here
2d . e-Mail Type firm email here
Type firm address here
4 . Date form
3 . Year firm
prepared:
established:
5 . Name of Parent Company, if any:
1)
2)
7 . Present Offices:
7a . City:
1 . Firm Name:
Rev. January 2013
Other (please specify)
Other (please specify)
Other (please specify)
Other (please specify)
Other (please specify)
Other (please specify)
Other (please specify)
Other (please specify)
7e . Fax:
8b .Total Personnel:
0
1