2578 Senior Advisor for innovative and creative multipurpose center "Lozionica" Budget and Contract Management

Background

Purpose

 

To provide expert advice to the Office for IT and e-Government (ITE) related to Budget and Contract Management for the innovative and creative multipurpose center "Lozionica" (Novi vek Lozionice - Srbija Stvara (serbiacreates.rs))  in Belgrade..

 

Objective

 

To support the transformation of the creative industry in Serbia by enabling the inspiring, secure and cost-effective infrastructure.

 

Background Information

 

Digital transformation of the national economy and public administration are among the key priorities of Serbian Government. In addition to providing high-level political support and institutional sponsorship, the government introduced a new institutional framework to manage this process and initiate internal changes. In 2017, the Office for IT and e Government (ITE) was created to consolidate government's ICT resources, develop shared infrastructures and support the transition from an institution-centric to a citizen-centric model of designing and providing e services. ITE was initially formed as a cabinet-level body, and in 2022 with the creation of the new Government, its status changed into a special organization. ITE also performs the tasks of coordinating the support to the international cooperation on the global market for digital, innovative and creative industries, as well as monitoring and promoting the connection of the public and private sectors in the areas of the digital innovative creative economy, aiming at sustainable and integrated economic growth of the Republic of Serbia. In order to support the ambitious agenda of the digital transformation in Serbia UNDS has designed the project "Serbia at Your Fingertips – Digital Transformation for Development" with 6 main components dedicated to digital transformation of infrastructure, public institutions, services and economy.

 

Within the fourth component, the Office for IT and eGovernment (ITE) in cooperation with the Prime Minister’s office is planning to establish the Creativity Hub in the old Railway Depo building - “Ložionica” and to build a new office Annex building for ITE.  The Creativity hub is meant as a multifunctional center for creative, IT and innovative contents focused on creative industries and knowledge-based economy. The primary objective of the Creativity hub “Lozionica” is to connect and provide affirmation to talented and innovative individuals while focusing on sustainable development. Office Annex building will cater around 400 employees related to IT and creative industry, as well as conference and other supporting facilities. The "Ložionica" complex will be developed on the construction plot GP25b (22.626m2) within the spatial plan of Belgrade Waterfront (PPPN Beograd na vodi) and consists of five phases: phase A (underground garage 7.288m2), phase B (Creativity Hub "Ložionica" 4.814m2), phase C (new office Annex building 11.174m2), phase D (old Water Tower), phase E (pedestrian bridge).

 

During 2022. ITE engaged consultants and developed technical documentation for the building permit (PGD-Projekat za gradevinsku dozvolu), and obtained Location conditions (Lokacijske uslove) and Building permit (Gradjevinsku dozvolu) for phases A, B and C. Also ITE conducted a public procurement procedure and engaged a General Contractor (GC) for all construction works under the ”Design and Build” model of contracts. Contracted works include reconstruction, reparation and rehabilitation of the existing structure of the old Railway Depo building (phase B), construction of underground garage (phase A), construction of new office Annex building (Phase C), including internal and external installations and infrastructure, connection to public infrastructure and fit-out works, and also roads and landscape on surface area (17.512m2). It is planned to obtain Location conditions and Building permit for phases D (reconstruction of old Water tower) and E (pedestrian bridge) in 2023 and to prepare tender documentation and perform public procurement procedure to engage Contractor for phases D and E.

 

UNDP is currently looking for a Senior Advisor for Budget and Contract Management related to the establishment of the creative multipurpose center "Lozionica".

Duties and Responsibilities

Scope of Work

 

The consultant will under direct supervision of the UNDP project manager/ Digital Innovations and in close cooperation with the ITE, Office of the Prime Minister, provide expert services for the implementation of the activities related to the design/construction of the complex - “Ložionica” in Belgrade.

 

More specifically, the Consultant will monitor project activities, review documentation, develop high-level analyses, identify obstacles and potential risks, and propose mitigation measures leading to efficient project implementation. The Consultant will also assist in the preparation, submission and reviewing of the relevant documentation. The Consultant will maintain regular communication with UNDP, ITE and all stakeholders involved in the facility construction (including consultants, companies, suppliers, central and local authorities, public utility providers and other relevant parties).

 

Detailed activities include:

 

• Provide expert advice related to the construction contract with General Contractor (GC) and other Contractors who will be dedicated for special systems and equipment;
• Provide assistance in monitoring and follow up on project implementation Timetable prepared by the Contractors;
• Preparation of the Terms of Reference and technical advising during evaluation of the tender for other Consultants and Contractors necessary for further Project implementation, including technical requirements, bidders’ qualifications, proposed methodologies and security assurances (e.g. required amount of bank guaranties and insurance policy for the selected TC bidder);
• Compliance check of methodologies for execution of the Works prepared by the Contractor and approved by the Engineer (or Site Supervisor), for alignment with the construction contract, Terms of Reference and Contract Agreement;
• Provide expert support to the ITE in effective project oversight by analyzing and reporting on performance of all consultants, contractors and suppliers involved the facility design, investigative works and construction with respect to their contractual/financial obligations;
• Participate in regular coordination meetings with all relevant parties involved in facility construction (including consultants, contractors, suppliers, central and local authorities, public utility providers etc.), focusing on identifying obstacles and potential risks in relation to contractual/financial matters and advising ITE on mitigation measures.

 

The Consultant will conduct regular field visits to the construction site in Belgrade, at least once every week. All expenses related to field visits (travel, accommodation etc.) must be included in the financial offer for each of the deliverables and will not be paid separately.

 

Deliverables and Timeline

The Consultants will be responsible for the following deliverables:

 

No.	Deliverable	Deadline
1.	The Inception Report including the following: -proposed methodology, Budget, Programme of Works and Contracts summary	26 April 2023
2.	The Budget and Contract implementation Report for Q1 2023, including the following: -Overall project implementation summary with Budget and Contracts implementation review; -Analysis of the performance of the consultants, contractors and suppliers involved in the facility construction, with respect to their contractual/financial obligations; -Summary of all coordination meetings between the parties involved in the facility construction (including consultants, contractors, suppliers, central and local authorities, public utility providers etc.); -List of identified obstacles, potential risks and proposed mitigation measures.	15 May 2023
3.	The Budget and Contract implementation Report for Q2 2023, including the following: - Overall project implementation summary with Budget and Contracts implementation review; -Analysis of the performance of the consultants, contractors and suppliers involved in the facility construction, with respect to their contractual/financial obligations; -Summary of all coordination meetings between the parties involved in the facility construction (including consultants, contractors, suppliers, central and local authorities, public utility providers etc.); -List of identified obstacles, potential risks and proposed mitigation measures.	15 July 2023
4.	The Budget and Contract implementation Report for Q3 2023, including the following: - Overall project implementation summary with Budget and Contracts implementation review; -Analysis of the performance of the consultants, contractors and suppliers involved in the facility construction, with respect to their contractual/financial obligations; -Summary of all coordination meetings between the parties involved in the facility construction (including consultants, contractors, suppliers, central and local authorities, public utility providers etc.); -List of identified obstacles, potential risks and proposed mitigation measures.	15 October 2023
5.	The Final Budget and Contract implementation Report for year 2023, including the following: - Overall project implementation summary with Budget and Contracts implementation review; -Analysis of the performance of the consultants, contractors and suppliers involved in the facility construction, with respect to their contractual/financial obligations; -Summary of all coordination meetings between the parties involved in the facility construction (including consultants, contractors, suppliers, central and local authorities, public utility providers etc.); -List of identified obstacles, potential risks and proposed mitigation measures.	15 December 2023

 

All deliverables must be submitted in Serbian language.

All deliverables will be quality reviewed, approved and accepted by the UNDP Project Manager in consultation with ITE.

All deliverables developed under the contract belong to UNDP and UNDP has the right to transfer the ownership to national partners.

Competencies

• Good analytical, communication and writing skills;
• Good time management skills;
• Ability to work in a team;
• Demonstrates sensitivity to cultural and gender diversity and equity in his/her daily work and personal behavior;
• Treats all people fairly without favoritism;
• Fulfils all obligations to gender sensitivity and zero tolerance for sexual harassment;
• Full computer literacy, including MS Office and CAD tools.

Required Skills and Experience

The Consultant selected to undertake the assignment must fulfill the following minimal requirements:

 

Qualifications and work experience

 

Education

• Bachelor’s university degree in any of the principal disciplines of engineering (including civil, structural, architectural, mechanical, electrical) or high school combined with relevant professional qualifications (FIDIC or other certified trainings for Project and Contract management)

 

Work Experience

 

• At least 10 years of experience on positions involving project management, planning and implementation of projects related to construction of buildings;
• Experience in management of budget and contracts related to buildings;
• Management experience in international projects or Balkan region projects would be an asset;
• Sound understanding of Serbian engineering codes, standards and norms and knowledge of FIDIC or other "Design and Build" contractual modality;
• Experience with conducting data analysis using spreadsheets, ability to create sophisticated graphs and charts to present complex data in a meaningful way.

 

Language

• Fluency in Serbian and English;

 

DOCUMENTS TO BE INCLUDED WHEN SUBMITTING THE PROPOSALS.

 

Application Procedure:

 

Qualified and interested candidates are asked to submit their applications: UNDP in Serbia under section “Jobs” no later than 2nd April 2023.

 

Application should include: 

 

• CV in English language containing date of birth, contact information (home address, phone number, e-mail) and timeline of work experience (including description of duties).  
• Offeror’s Letter (only PDF format will be accepted) confirming Interest and availability for the Individual Contractor (IC) Assignment. Can be downloaded from the following link: http://www.undp.org.rs/download/ic/Confirmation.docx. The Offeror’s Letter shall include financial proposal specifying a total lump sum amount for the tasks specified in this announcement with a breakdown of costs.
• Cover Letter – explaining why you are the most suitable for the work should be included in the CV.

 

In order to apply please merge above listed documents into a single PDF file. The system does not allow for more than one attachment to be uploaded.

 

The shortlisted candidates may be asked to provide copies of diplomas and any other certificates providing evidence of their education and experience in relevant fields.

 

Any request for clarification must be sent by standard electronic communication to the e-mail vacancy.rs@undp.org. The procuring UNDP entity will respond by standard electronic mail and will send response, including an explanation of the query without identifying the source of inquiry, to all consultants.

 

Financial Proposal:

• Lump sum contracts

The financial proposal shall specify a total lump sum amount (USD), and payment terms around specific and measurable (qualitative and quantitative) deliverables (i.e. whether payments fall in installments or upon completion of the entire contract). Payments are based upon output, i.e. upon delivery of the services specified in the TOR.  In order to assist the requesting unit in the comparison of financial proposals, the financial proposal will include a breakdown of this lump sum amount (including travel, per diems, and number of anticipated working days).

 

Travel

 

All envisaged travel costs must be included in the financial proposal. This includes field visits to the construction site in Belgrade, at least once every week.  In general, UNDP should not accept travel costs exceeding those of an economy class ticket. Should the IC wish to travel on a higher class he/she should do so using their own resources.

 

Evaluation

 

Cumulative analysis

When using this weighted scoring method, the award of the contract should be made to the individual consultant whose offer has been evaluated and determined as:

a) responsive/compliant/acceptable, and                                                                                 

b) Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation.

* Technical Criteria weight; 70%

* Financial Criteria weight; 30%

Only candidates obtaining a minimum of 49 points would be considered for the Financial Evaluation

Criteria	Weight	Max. Point
Technical	70%	70
Criteria A	Proven experience in tendering, contract management and legal issues in construction. Relevant working experience must be clearly demonstrated through submitted CV	25
Criteria B	Proven experience on positions involving at least two projects of national importance or in complex building projects, involving project management, planning and implementation of projects related to construction of buildings (to be clearly demonstrated through CV)	20
Criteria C	Proven knowledge of FIDIC or other "Design and Build" contractual modality implementation and proven knowledge of local legislation related to construction - i.e. Serbian legislation, procedural rules (to be clearly demonstrated through CV)	20
Criteria D	Membership in National PRO list of Association of Consulting Engineers of Serbia or FIDIC President's list.	5
Financial	30%	30

 

Additional Information:

 

• Individual Contract (IC) will be applicable for individual consultants applying in their own capacity.  If the applicant is employed by any legal entity, IC would be issued upon submission of Consent letter from the employer acknowledging the engagement with UNDP. Template of General Conditions on IC could be found on: Template of General Conditions on IC could be found on: https://www.undp.org/sites/g/files/zskgke326/files/2022-07/General_Conditions_for_Individual_Contracts.pdf 
• Reimbursable Loan Agreement (RLA) will be applicable for applicants employed by any legal entity. Template of RLA with General Terms and Conditions could be found on: https://www.undp.org/sites/g/files/zskgke326/files/2022-07/PSU_Individual%20Contract_Model%20Reimbursable%20Loan%20Agreement.docx

In the case of engagement of Civil servants under IC contract modality a no-objection letter should be provided by the Government entity. The ‘no-objection’ letter must also state that the employer formally certifies that their employees are allowed to receive short-term consultancy assignment from another entity without being on “leave-without-pay” status (if applicable), and include any conditions and restrictions on granting such permission, if any. If the previous is not applicable ‘leave-without-pay’ confirmation should be submitted.

Engagement of Government Officials and Employees

 

• Government Officials or Employees are civil servants of UN Member States.  As such, if they will be engaged by UNDP under an IC which they will be signing in their individual capacity (i.e., engagement is not done through RLA signed by their government employer), the following conditions must be met prior to the award of contract:

(i)       A “No-objection” letter in respect of the individual is received from the Government employing him/her, and;

(ii)     The individual must provide an official documentation from his/her employer formally certifying his or her status as being on “official leave without pay” for the duration of the IC.

• The above requirements are also applicable to Government-owned and controlled enterprises and well as other semi/partially or fully owned Government entities, whether or not the Government ownership is of majority or minority status.   
• UNDP recognizes the possibility that there are situations when the Government entity employing the individual that UNDP wishes to engage is one that allows its employees to receive external short-term consultancy assignments (including but not limited to research institutions, state-owned colleges/universities, etc.), whereby a status of “on-leave-without-pay” is not required.  Under such circumstance, the individual entering into an IC with UNDP must still provide a “No-objection” letter from the Government employing him/her.  The “no objection” letter required under (i) above must also state that the employer formally certifies that their employees are allowed to receive short-term consultancy assignment from another entity without being on “leave-without-pay” status and include any conditions and restrictions on granting such permission, if any.  The said document may be obtained by, and put on record of, UNDP, in lieu of the document (ii) listed above.