Terms of Reference (ToR)

Support in drafting technical documents for procurement and supervision of civil

works at ILO Projects Office, Maputo

Introduction
The ILO Projects Office, Maputo (under ILO Country Office Lusaka) is planning to
relocate its office premise to an identified office space located at Rua Joseph Kizerbo
nr 109, Maputo and intends to hire an Architect to elaborate the as built technical
drawings of the new office space, a preliminary assessment and develop the design
of a new layout considering its new occupation programme as well as minor
adaptations as described below.

Objective of the Consultancy

The overall objective of the consultancy is to support the ILO Projects Office in Maputo
in developing the design and preparation of the necessary technical documentation
for the procurement of the office works.

Scope of work
The consultant will perform the following:
1. Evaluate the ILO Projects office and its staffing structure, review existing
workstations, and propose furniture to be transferred to the new premises or new
furniture suitable for the available space.
2. Prepare all documents / plans / specifications necessary to launch the procurement
of the civil works in the office, namely:
a. Prepare the office layout (staff workstations, Conference /Meeting room,
archiving, outdoor signage and all other necessary facilities at the new
premises) and suggest any internal civil work to be done.
b. Provide proper working drawings for all construction works and interior
solutions for the new office design.
c. Support with the design and preparation of technical documentation
(architectural, structural and engineering designs, bills of quantities, cost
estimates and construction time schedules).
3. Give technical advice to the selection committee.
4. Supervise the implementation of the works and control its quality is up to the
required standards.

Expected Deliverables
The consultant is expected to:
a) Submit the methodology envisaged and a summary workplan for his/her
assignment one week after the signing of the consultancy contract.
b) Procurement documents for the civil works to be implemented, including:
a. Detailed architectural drawings/plans
b. General specifications for building materials, workmanship, and work
schedules.
c. Tentative cost estimates.
c) Weekly progress reports on the advancements of the civil works.
d) Final report at the conclusion of the works.
PROFILE/MANDATORY QUALIFICATIONS
Education: University degree (bachelor’s or equivalent) in architecture from a reputed
Architecture University

Work experience
a) Minimum 5 years of experience in Internal Decoration and Civil engineering
b) At-least 03 Similar Working experience with International Organization, Private
sector, UN agencies or with reputed corporate offices etc.

DURATION AND PAYMENT OF THE CONSULTANT

Duration of service: The Consultant will be engaged for a maximum of 60 working
days (which might not be in sequence) from the signing of the contract, of which
these ToRs are an integral part.

THE PROPOSAL

The proposal should include innovative and efficient solutions to ensure that the
construction works are completed within a timeframe of less than two months. This
may involve:

1. Streamlined Planning: Develop a detailed construction schedule with clear

milestones and deadlines to effectively manage the project timeline. Utilize
project management tools and techniques to monitor and communicate
progress and identify any potential delays early on.
2. Pre-Fabrication: Explore the possibility of using pre-fabricated building
materials and components to accelerate the construction process.
3. Parallel Work Streams: Implement parallel work streams wherever possible to
maximize productivity.
4. Efficient Resource Allocation: Ensure optimal allocation of resources, including
workforce, materials, and equipment, to avoid bottlenecks and delays.
5. Agile Decision-Making: Establish a streamlined decision-making process to
promptly address any issues or changes that may arise during the
construction phase. Empower the project team to make informed decisions in
real-time to keep the project on track.
6. Effective Risk Management: Identify potential risks and develop mitigation
strategies to proactively address unforeseen challenges. Anticipate any
external factors, such as weather conditions or regulatory requirements, that
may impact the construction timeline and implement contingency plans
accordingly.
Payment Schedule:
• 10% upon satisfactory submission of Deliverable a) Methodology & Summary
workplan (no later than 1 week after the signing of the contract)

• 40% upon satisfactory submission of Deliverables:

B - Detailed designs, drawings, and work schedules (architectural designs,
including plans)
C - General specifications for building materials and workmanship.
D - Tentative cost estimates.
(no later than 4 weeks after the signing of the contract)
• 30% upon satisfactory submission of the weekly monitoring and progress
reports following the start of construction works

• 20% upon satisfactory submission of Final Report which may also include the
revised plans considering any modifications during construction phase

Unsatisfactory or Incomplete Work For the assignment, the ILO’s Standard Rules and
Procedure for External Collaborators and Service Contracts shall be applicable. In
event that the service delivered is unsatisfactory or fails to conform to the conditions
set out above, the ILO reserves the right, as appropriate to interrupt it, to request that
it be corrected or modified, or to refuse to accept the service.

Proposal submission Procedure and Submission Deadline

Proposals must reach the ILO not later than 12 March 2024 by 16.30 pm (Maputo
Time). The proposer must submit Technical and Financial Proposals with a detailed
breakdown fees and related expenses. These must be sent to the following email
address: maputo@ilo.org with the subject line: Development Office Layout and
Design for ILO Projects Office, Maputo