Background

The Agreement of 21 March 2008 reached between Greek Cypriots and Turkish Cypriots under the auspices of the United Nations (UN), paved the way for the establishment of the Technical Committee on Cultural Heritage (TCCH), dedicated to the identification, promotion and protection of the rich and diverse cultural heritage of Cyprus. The TCCH is composed of an equal number of Greek Cypriot and Turkish Cypriot experts. The TCCH works to provide a mutually acceptable mechanism for the implementation of practical measures for the proper preservation, physical protection and restoration (including research, study and survey) of the immovable cultural heritage of Cyprus. The TCCH is operating under the UN auspices and its work is an important tool for building confidence between the Turkish Cypriots and the Greek Cypriots. The TCCH is supported in its work by an Advisory Board (AB), which was established in 2009 and is composed of archaeologists, architects, art historians and town planners from both communities.

Within this framework Architect/ Civil Engineer services are required for the roles of Engineer and/or Engineer Representative for the supervision of works contract/s for Cultural Heritage projects located in the Karpasia/Karpaz area. This position is funded under the self-funded scheme of the TCCH projects

Duties and Responsibilities

The Architect/ Civil Engineer will work under the supervision of the UNDP Programme Associate. The role and the site will be assigned by the supervisor on a case-by-case basis. The duties and responsibilities of this position are defined of the UNDP General Conditions of Contract for Civil Works (https://procurement-notices.undp.org/view_file.cfm?doc_id=232218). More specifically, in articles 5, 9, 14, 15, 38, 44, 48, 49, 63 and other.

In line with the above, the consultant will be responsible for the following important duties and responsibilities and further:

• Provide administration of the Contract as described in the Contract Documents
• Act as the Employer’s Representative vis-à-vis the Contractor. The Engineer shall advise and consult with the Employer
• The Engineer is responsible to forward the Employer's instructions to the Contractor in writing
• Study each project at the onset and draft an outline of items that may need attention.
• Supervise the works on site in accordance with the contract documents and using the template and procedure established by the office
• Ensure the correct implementation of the works according to technical specifications, to designs and quality of materials and bills of quantities
• Review and advice to the supervisor for the materials documentation, method statements, health and safety documentation, etc. submitted by contractors.
• Study the workplan submitted by the contractor and suggest any modifications to the supervisor
• Be responsible to closely monitor progress of works according to the workplan, evaluate status, resolve issues and/or pre-empt problems
• Informing the supervisor/s of any problem which may arise on project implementation in a timely manner
• Prepare list of materials for the procedures for acceptance as per contract technical documents
• Prepare list of method statements and shop drawings for the procedures of acceptance as per contract technical documents
• The Engineer shall review and approve or take other appropriate action upon the Contractor's submittals such as Shop Drawings, Product Data and Samples, but only for conformity with the design concept of the Works and with the provisions of the Contract Documents. These should be done in writing
• The Engineer shall review and approve or take other appropriate action upon the Contractor's submittals such as Shop Drawings, Product Data and Samples, but only for conformity with the design concept of the Works and with the provisions of the Contract Documents. These should be done in writing
• All interpretations and orders of the Engineer shall be consistent with the intent of and reasonably inferable from the Contract Documents and shall be in writing or in the form of drawings
• Prepare list of tests that may be required and following these tests to be carried out and approved
• Check and test the completed works before they are covered by the contractor, taking photos
• Check and ensure that the site is arranged as per the site management plan and that all measures are taken for site safety and the safety of the third parties in the vicinity of the site
• To retrieve by the design team or furnish any modifications of drawings and specifications.
• Inform the Employer in a timely manner for alterations, additions and omissions and prepare all related documentation required, as per the contract terms and conditions and obtain Employer’s approvals where needed
• Prepare the weekly and monthly progress report or any other relevant progress report to the supervisor/s
• Supervise the design and site technical team assigned for the works of the projects, ensure the timely readjustment of the activities where needed and review the deliverables
• Review the deliverables submitted by the design and site technical team assigned for the works
• Meet with the project beneficiaries, technical advisers and stakeholders if needed
• Ensure appropriate filing of projects and supporting documentation as per UNDP requirement and maintain library of project information weekly basis in digital platforms for future analysis and dissemination
• Provide administrative and technical advice on projects
• Review the deliverables submitted by the health & safety expert. Ensure that health & safety measures are adopted and followed to the full extent and with no deviation and if needed instruct additional safety measures and prepare weekly and monthly report. Suggest and instruct additional safety measures if needed
• Ensure that the site is kept clean and tidy that all measures are taken for site safety
• Take daily pictures and collate them in digital formats for the records
• Maintain an electronic library of photos of the chronological progress of the works
• Check, record and verify quantities of works done on site and collate a photo note of every works items completed (before, during and after)
• Take daily pictures and collating these in digital formats for the contract records and duly maintain an electronic library of photos of the progress of the works.
• Study and verify quantities of works done and provide a report to the office – review each payment certificate of the contractor and verify quantities
• Review and check supporting documentation submitted with payment requests (interim and final)
• Monitor the workplans progress in weekly basis and inform the supervisor/s for any deviation in a timely manner
• Maintain a filing system for all site memos and instructions, measured quantities of work and materials on site, reports and other documents and correspondence pertaining to the construction activities
• Attend weekly, monthly site meetings and biweekly office meetings and take minutes of meetings
• Co-ordination of site meetings with the Contractor
• Ensure that the daily records are kept on the site workbook; sign on the site workbook
• Inform the supervisor/s of any problem which may arise with the Contractor and on site
• Assist in the preparation of inspection for the substantial completion and snag list
• Follow up that the remedies are carried out properly and with quality
• All exchanges with the contractor and other members of the technical team should be reflected in writing. Engineer’s correspondence with the contractor and vice versa and any other related correspondence should be kept in file by the Engineer.
• Ad-hoc reports on the findings of specific works or any other request
• The Engineer and/or Engineer’s Representative may be assigned to more than one project site concurrently
• Ad-hoc reports on the findings of specific works or any other request.
• Preparation of presentation materials of specific works
• Carry out any other tasks related to the works and the project given by the supervisor

The Architect/ Civil Engineer which will be assigned the role of the Engineer Representative for a specific site he/she will report to the Contract Engineer of the site.

or

The Architect/ Civil Engineer which will be assigned the role of the Engineer for a specific site he/she will report to the UNDP Programme Associate.

Deliverables

The Architect/ Civil Engineer shall submit to the supervisor/s:

• a daily supervision notes and photos; content of the note shall be discussed and agreed with the supervisor/s
• weekly site progress reports
• monthly site progress reports
• Site meeting minutes (for weekly meetings, monthly meetings, site visits by UNDP/TCCH/AB/designers, and other)
• Variations requests where required as per UNDP civil works contract
• Documents produced by the Contractor and Engineer/Engineer Rep on a weekly basis. Electronic and hardcopy filing of contract documentation should be updated at any given point.
• Completed project filing in electronic and hard copy format at the end of the project, kept as per the contract and UNDP requirements
• final report of the completed project

All report formats and contents will be agreed with the supervisor/s.

Narrative parts of the reports must be written in good English and must be proof-read before submission to the Engineer.

Competencies

Other than the specific and technical competencies required in order to perform the duties described above, the following personal and general competencies will be needed:

• Overall Professionalism, Integrity, Enthusiasm & Commitment
• Good problem-solving skills; ability to apply good judgment in the context of assignments given
• Ability to plan own work and meet tight deadlines
• Able to work efficiently with minimal direction
• Self-disciplined with strong work ethic
• Consistently approaches work with energy and a positive attitude
• Remains calm, in control and good humoured even under pressure
• Demonstrates integrity by behaving according to the UN values and ethical standards
• Maintains effective partnerships and working relations with sensitivity and respect for diversity
• Excellent analytical and document drafting skills
• Consistently approaches work with energy and a positive, constructive attitude
• Partner in a team effectively and work as team
• Good problem-solving skills; ability to apply good judgment in the context of assignments given
• Ability to plan own work and meet tight deadlines; attention to detail
• Demonstrates good oral and written communication skills
• Excellent analytical and document drafting skills and ability to gather, analyse and evaluate data on technical aspects of Cultural Heritage preservation
• Good interpersonal skills and ability to establish and maintain effective partnerships and working relations with sensitivity and respect for diversity

Required Skills and Experience

Education:

• University degree in Civil Engineering and/or Architecture

• A post-graduate qualification on conservation will be considered an asset

Experience:

• 10 years of post-university experience in design and construction
• 3 years of site supervision experiences of construction works
• At least THREE site supervision experiences of projects similar to restoration/conservation/repair of stone buildings and similar architectural/cultural heritage buildings/structures
• Prior experience as contract engineer will be considered an asset

Language Requirements:

• Fluency in spoken and written English and fluency in Turkish
• Knowledge of Greek is considered an asset

Other Requirements:

• Valid registration/membership with the relevant professional association
• Competency in computer use and in writing/reporting skills
• Ability to travel to the project site
• Valid driving license

Application:

Interested candidates must submit the following documents/information to demonstrate their qualifications:

• CV or Personal History (P11): Applicants are required to submit CV or a P11 Form. The UNDP P11 Form can be downloaded from: http://www.undp.org/content/dam/undp/library/corporate/Careers/P11_Personal_history_form.doc
• References: Contact details of 3 references.

• Financial Proposal: Applicants requested to submit financial proposal. The financial proposal will specify the daily fee in EUR per working day.  

The daily financial proposal should be given in line with the financial proposal table provided below.

Financial proposal table:

Expected number of working days up to 120 working days  (up to 20 working days per month) will be required during the contract period/assignment; this might vary depending on the requirements of the works and projects; these working days should be arranged with the progress of the works and in consultation with the supervisor/s.  The assignments defined in this term of reference as:

• Daily presence on site is required for this contract, except if approved in prior by the supervisor/s.

• A working day on site will be calculated as 7.5 hours of work and half an hour lunch break on site total 8 hours with the working hours of 8:00 – 16:00 on site and 9:00 -17:00 at UNDP office. The day shall not start before 08.00 and shall not go beyond 17.00 unless authorised by the supervisor.

• A day could be prorated with the hours worked and recorded. Travel time to and from the site or to and from the office will not be considered as time worked,
• Time-sheets will be kept for the time worked on site and/or at the UNDP office for the contract only
• The consultant will work at the designated project sites and periodically at UNDP office upon request of the supervisor/s. The consultant will need to attend the office meetings (UNDP office in Nicosia) on a regular basis except if otherwise agreed with the supervisor.  
• A financial daily fee for the assignment defined in this ToR deliverables for up to 120 working days. It shall cover all expenditures including fees, health insurance, vaccination, international (all travel to join duty station/repatriation travel) or local travel (place of residence to office and office to place of residence), cost of living and any other relevant expenses related to the performance of services. Leave benefits (annual, sick, paternity, maternity) are not applicable to Individual Contractor and absent days including weekends and office holidays are not payable.
  • The Engineer and/or Engineer’s Representative shall use her/his own computer, telephone and camera for the services s/he will provide,

Evaluation / Selection Process

All applicants will be screened against qualifications and the competencies set above. Candidates fully meeting the requirements will be further evaluated based on the criteria below.

Technical Criteria (CV review and interview/desk review) – 70% of total evaluation – max. 70 points

CV review - 30 points: 

• Evaluation of educational qualifications (15 points)
• Evaluation of Experience (15 points)

Only candidates who obtained at least 70% of points from the CV review (who will score at least 21 points) will be eligible to be invited for an interview/desk review.

Interview/Desk review - 40 points:

•          Demonstration of technical competencies regarding the nature of the works based on his/her prior experiences in designs and construction (10 points)

•       Demonstration of technical competencies regarding the nature of the works based on his/her prior site supervision experiences of construction works (10 points)

•          Demonstration of technical competencies regarding the nature of the works based on his/her prior site supervision experiences of projects of similar nature; restoration/conservation/repair of stone buildings and similar architectural/cultural heritage buildings/structures (10 points)

• Demonstration of technical competencies regarding Contract Engineer experience (5 points)

•          Demonstration of personal competencies; language, and communication skills (5 points)

Only those individual consultants who obtained at least 70% of points from the desk review/interview (28 out of 40) will be considered for financial proposal evaluation.

Financial Criteria - 30% of total evaluation – max. 30 points.

Financial scores will be calculated using the formula [lowest offer / financial offer of the candidate x 30].

UNDP applies the “Best value for money approach” – the final selection will be based on the combination of the applicants’ qualification and financial proposal.

Payment Term:

Upon submission of the Certification of payment form, monthly timesheet, and the monthly deliverables as per the ToR upon the approval of UNDP.