TheBlueBook (Architect Engineer Design Manual) PDF

DESS Division of Emergency, Security and Supply

SMLS Supply Management and Logistics Service

IMU Infrastructure Management Unit
THE
BLUE
BOOK
A/E Design Manual
for Architect/Engineer Firms
Performing Service for UNHCR
THE BLUE BOOK

UNHCR/AI/2015/3 - Annex B
April 2015
COVER BACKSIDE
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UNHCR/AI/2015/3 – Annex B IMU A/E Manual – April 2015

Foreword

This A/E Design Manual outlines the requirements for Architecture/Engineering (A/E)
companies when taking up work with UNHCR. It describes the scope of work and the specific
requirements of UNHCRUNHCR for the design of its facilities and the Terms of Reference for Page | 3
the provision of A/E Services. These requirements are for the direction of A/E Consultants in
the preparation of project specific documentation, fit for purpose.
The A/E Design Manual must be attached to any contract and can be used to estimate the
effort required for single design work orders/ purchase order. One of the main purposes of
setting‐up design standards for the whole organization is to minimize (though not to
eliminate) the requirement for specific training of staff members in the field, who will know
what to expect when requiring a "concept design" or a "construction schedule" or any other
type of technical document.

IMU A/E Manual ‐ April 2015 UNHCR/AI/2015/3 – Annex B
THIS PAGE WAS INTENTIONALLY LEFT BLANK
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Index
Foreword 2 Page | 5
Index 5
01. General Requirements and Principles 9
01.01 List of required services 9
01.01.01 Design Services 9
01.01.02 Post Construction Award Services (PCAS) 10
01.01.03 Facility and Leasing Management 10
01.01.04 Other Services 10
01.02 Applicable regulations and standards 10
01.03 Design general principles and objectives 10
01.04 Environmental and Functional Needs 11
01.05 Safety 11
01.06 Economy 12
01.07 Sustainability 12
01.08 Design Quality Control and Review Process 12
01.08.01 Progress Reports 13
01.08.02 Formal Reviews of Design Documents 13
02. Design Submittals 15
02.01 General 15
02.02 Project start‐up 16
02.03 Concept Design Submittal 16
02.04 Concept Design Presentation and Review meeting 17
02.05 Charrette Meeting 17
02.06 Interim Design Submittal 17
02.06.01 Purpose 17
02.06.02 Deliverables 18
02.07 Pre‐Final Design Submittal 19
02.07.01 Purpose 19
02.07.02 Deliverables 20
02.08 Final Design Submittal 21
02.08.01 Purpose 21
02.08.02 Elements 21
02.09 Other reviews and meetings 22
02.10 Meeting Minutes 22
02.11 “Over‐the‐shoulder” review meetings 22
02.12 Presentation requirements and meetings 22
02.12.01 Renderings 22
02.12.02 Material Boards and Samples 22
02.12.03 Model Requirements 22
03. Design Drawings 23
03.01 General 23
03.02 Arrangement and Presentation of Drawings 24
03.03 Size of Drawings and Sketches 25
03.04 UNHCR Standard Drafting Media 25
03.05 Detail designation 25
03.06 UNHCR Standard title/drawing sheet and title block 25
04. Specifications 27
04.01 General Conditions and Administrative Requirements 27
04.02 Technical Specifications 27
04.02.01 Performance Specifications 27
04.02.02 Design Specifications 27
04.02.03 Proprietary Requirements 29
04.02.04 Submittal requirements 29

05. Basis of Design (BoD) 31
05.01 General 31
05.02 Civil 31
05.02.01 Site Plan 31
05.02.02 Asbestos and Toxic Materials 31
05.02.03 Water Supply 31
05.02.04 Sewers and Sewage Disposal System 31
05.02.05 Roads, Parking and Walks 31
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05.02.06 Fencing 31
05.03 Architectural 32
05.04 Structural 32
05.05 Mechanical 33
05.05.01 General 33
05.05.02 Heating, Ventilation and Cooling (HVAC) 33
05.06 Plumbing 34
05.07 Fire Protection 34
05.08 Electrical 35
05.08.01 Interior Distribution Systems 35
05.08.02 Exterior Distribution Systems 35
05.09 Special Systems 36
06. Construction Cost Estimate (CCE) and Bill of Quantities (BoQ) 37
06.01 Cost Estimate 37
06.02 Bill of Quantities 37
07. Construction Schedule 39
08. Submittals and Submittal Register (SR) 41
08.01 Submittals 41
08.02 Submittal List 41
08.03 Submittal Register 41
08.04 Type of Construction Submittals 41
08.04.01 Pre‐Construction submittals: Pre‐Construction submittals are
required prior to signing the construction contract. 41
08.04.02 Construction Submittals 41
09. Technical Reports and Calculations 45
10. Health and Safety (H&S) Coordination 47
11. Administrative Permits Applications 49
11.01 Construction Permit 49
11.02 Fire Prevention Permit 49
11.03 Sanitary Permit 49
12. Support to the UNHCR Technical Evaluation Committee (TEC) 51
12.01 General 51
12.02 Pre‐Proposal / Bid Conference 51
12.03 Clarifications 51
12.04 Submittal and Evaluation of Tender Proposals 51
13. Post Construction‐Award Services (PCAS) 53
13.01 General 53
13.02 Non‐Reimbursable Consultation 53
13.03 Reimbursable Consultation 53
13.04 Basis of Payment for Reimbursable Consultation 54
13.05 Request for Consultation 54
13.06 Consultation Reports 54
13.07 Evaluation of contractor‐proposed acceptance/variations of the contract 55
document
13.08 Evaluation of construction contractor’s value engineering change proposals 55
(VECPs)
13.09 Design Field Support 55
13.10 Shop Drawings/Submittal Review 57
13.10.01 Proposed Variations/Deviations from the contract requirements 57

13.10.02 Approval/Disapproval by UNHCR of contractor submittals 57
13.10.03 Miscellaneous aspects of Submittal review 58
13.11 Record (“as‐built”) Drawings 58


13.12 Construction Supervision and Quality Control Services 58
14. Interior Design (ID) 59
13.01 General 59
13.02 Scope of Work 59
15. Operations and Maintenance Support Information (OMSI) 61
15.01 General 61
15.02 Operations and Maintenance Manual 61
15.03 Operating Manual 61
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15.04 User Manual 61

Attachments
Att. A List of Acronyms & Abbreviations 63
Att. B Standard Form IMU‐014 (Standard Cover Sheet and Title Block)* 65
Att. C Standard Form IMU‐005 (Fee Proposal Form)* 67
Att. D Standard Form IMU‐007 (Application and Certificate for Progress Payment)* 69
Att. E Standard Form IMU‐006 (Design Comment Sheet)* 71
*: These attachments are available on the attached CD‐ROM.

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01. General Requirements and Principles

01.01 List of required services
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The Contractor shall provide Architectural/Engineering Services at single and/or
various locations, worldwide or in a specific country or region, as required by the
RFP.
The UNHCR Infrastructure Management Unit (IMU) will issue a detailed Statement of
Work (SoW) for each individual Purchase Order (PO) required from the Contractor.
Required services include, but may not be limited to:
01.01.01 Design Services
 Civil Engineering Design  Security Engineering Design
 Architectural Design  Fire Protection and Safety
 Structural Engineering Design Design
 Mechanical/Plumbing  Special Systems Engineering
Engineering Design Design
 Electrical Engineering Design  Geotechnical Engineering
 Interior Design
For the preparation of construction tender packages, including:
 Plans  Construction Schedules
 Specifications  Submittal Registers
 Cost Estimates  Calculations
 Cost/Benefit Analyses  Feasibility Studies
 Site Investigations (i.e.  Courier and Telephone
topographic surveys,  Preparation of construction
architectural survey and utility permit application packages
system investigations)  Renderings and colour boards
 Review of construction
contractor‐prepared design
submittals
Supporting the acquisition of:
 New constructions  Repairs
 Changes of use  Demolitions
 Alterations  Improvements
 Additions  Extraordinary maintenance
Acquisition Strategies may include:
 Design/bid/build
 Design/build
 Lease agreements
 Memorandums of Understanding to obtain the Right of Use (RoU) of
facilities provided by third‐parties (e.g. local governments or other
entitiesorganizations)
 Lease‐related constructions

01.01.02 Post Construction‐Award Services (PCAS)
 Construction Supervision and  Office Consultation during
Quality Control construction
 Record Drawing Preparation  Field Consultation during
and review construction
 Review of construction  Quality Control during
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contractor‐provided Shop construction
Drawings  Technical review of design
deliverables provided by
contractors
01.01.03 Facility and Leasing Management (support to)
 Preparation, negotiation and
 Maintenance of facilities
management of utility contracts
(ordinary, preventive and
breakage, including building  Maintenance of Special Systems
systems) (Security, Audio/Video, etc.)
 Lease acquisitions  Lease‐related construction
contracts
 Preparation of Lease
agreements
01.01.04 Other Services
Other services may include, but not be limited to:
 Attendance to meetings, including, but not be limited to:
o The IMU main office in Budapest or in any other location,
depending on the project
o Preliminary Site Inspections
o Pre‐design meetings
o Concept Design presentation and review meetings
o Presentation of Construction Permit application packages
o Charrette meetings
o Interim, pre‐final and final design review meetings
 Travel
 Copy services
 Other services, as required
01.02 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 Project Manager (PM) will provide specific guidance in the
case of contradictory requirements.
Whenever Services are provided in relation to any phase of the implementation of a
construction contract (Chapter 13 ‐ Post Construction‐Award Services), the A/E shall
be bound by the obligations set out in the construction services contract and related
UNHCR General Conditions for Civil Works as applicable.
01.03 Design general principles and objectives
The A/E shall 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.
01.04 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: Page | 11
a. Arrangement of Space: space relationships within buildings shall be planned to
optimize the functions being performed by the occupant.
b. Reasonable accommodation for persons with disabilities: buildings shall meet
the needs of persons with disabilities including access, sufficient space and
sanitary facilities.
c. Lighting: Natural and artificial lighting shall be sufficient to meet requirements of
the tasks performed by the occupants.
d. Hygrothermal Comfort: the hygrothermal environment shall provide safe and
healthy working conditions for the occupants and proper climatic conditions for
the work being performed.
e. Provision of flexibility and suitable control is necessary. Individual control shall
be considered where appropriate.
f. 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.
g. An adequate level of privacy shall be provided so that occupants can perform
their tasks effectively with minimum outside disturbance.
h. 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.
i. Materials and projects shall be durable, easily maintained, and appropriate for
the intended use.
j. Harmony with local environment.

01.05 Safety
UNHCR facilities shall provide an environment that is safe for occupants, and that
offers maximum protection during emergencies or disasters.
Prior to signing any agreement for the acquisition of premises, a certificate of
compliance to all minimum safety standards complying with the local safety laws,
norms and standards must be obtained. In its absence, an equivalent statement shall
be required from the landlord, signed by a professional A/E consultant, or obtained
by UNHCR consultant A/E, with regard to:
a. Hygienic Adequacy: facilities must be certified for compliance to any applicable
local norms, codes and regulations (or, in their absence, to international
standards).
b. 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 analyzed and resolved
during the design process.
Structural certifications must be required for both new constructions and
alterations to existing ones. When leasing new premises, a structural

certification must be required from the landlord or an engineering consultancy
contract must be awarded in order to obtain it.
Both existing and new facilities must be designed/assessed for the risk of
earthquakes by engineering specialists.
c. Fire Prevention: facilities must be certified for compliance to any applicable local
norms, codes and regulations (or, in their absence, to international standards),
Page | 12 and to the UN Security Management System Fire safety policy and guidelines.
d. Natural Disasters: appropriate 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.
e. 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.

01.06 Economy
a. 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 the following
factors: Energy Conservation.
b. Maintenance, Operation, Repair, and Replacement Costs.
c. Foster Maximum Competition in Bidding.

01.07 Sustainability
UNHCR is committed to actively support the reduction of carbon emissions and a
sustainable future.
The following objectives relate to buildings:
a. Reduction in energy consumption and Green‐House Gas (GHG) emissions.
b. Reduction in water consumption.
c. Reduction in waste production.
d. Monitoring and reporting energy and electricity consumption, and related
greenhouse gas emissions, for all UNHCR facilities (owned, leased or in right of
use).
e. Improved indoor environmental quality for occupants.
f. Achieve LEED® 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.

01.08 Design Quality Control and Review Process
UNHCR requires a high degree of design and quality control during the design
process. Non‐coordinated, low quality drawings and specifications are not


acceptable. 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 these
must be forwarded to the UNHCR Project Manager before the start of the design
phase.
A primary responsibility of the A/E is to take charge of the overall project Page | 13
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.
01.08.01 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 project schedule included in the SoW) progress report to the PM.
01.08.02 Formal Reviews of Design Documents
At the end of each design phase the A/E shall submit the design
documents to the UNHCR review team (on the delivery dates set out 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 allocate a minimum of ten working days 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 shall provide rebuttals in writing to each comment. If a
comment is rejected (and therefore not incorporated in the design) the
A/E shall provide a rationale for not incorporating the comment.
A/E responses will be discussed during the review meeting to be held
after the time agreed for review. Attendance by all parties involved in the
project (including final users/project owners) is 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 shall resolve issues and incorporate requested comments into the
documents.
The review process is not intended to relieve the A/E from its
responsibility to produce complete and coordinated documents.
Incomplete or poorly coordinated packages will be returned to the A/E
until they are deemed ready for review by UNHCR.

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02. Design Submittals

02.01 General
All submittals shall be provided in the English language, unless differently required in
the specific SoW. Upon specific SoW instruction, translation into the host country’s Page | 15
language may be required.
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.
All drawing prints shall be half‐size, unless differently specified.
Any document shall have pages clearly numbered and include tabs or coloured
sheets to clearly indicate the sections.
Any document shall contain a table of contents when there is more than one section
contained therein.
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 after the review
meeting.
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
CD‐ROMs and shall not be stored using file compression software, i.e. WinZip,
WinRar, etc. Final submittals shall be in the 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”
Disks shall be labelled with project name, location, date, A&E firm name, and initials
of the 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. 4 (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).
The required number of hard copies of all documents will be set‐up in the specific
Page | 16 SoW.
All deliverables shall be submitted directly by courier service. Submittal dates
specified in the SoW shall be considered as delivery dates.
All submittal shall be available to UNHCR reviewers by the dates indicated in the
Design SoW. 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 SoW.
At the end of the review period, a review meeting shall be held with the participation
of all the UNHCR parties involved as final users/reviewers in the project. The A/E shall
keep minutes of the meeting and submit them within five working days from the
meeting.
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 SoW shall
address this requirement in detail.
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 fee as indicated in the PO. Relevant deliverables shall be
submitted to UNHCR at their current completion stage.

02.02 Project start‐up
As soon as the SoW is signed and the related PO issued, the UNHCR Project Manager
will schedule a project start‐up meeting. Attendance by all parties involved in the
project is required.
The scope of the meeting is to achieve the maximum level of coordination and
cooperation among all of the project players.
Subject to specific requirements included in the specific SoW, attendance of the
entire design team is required.
The meeting outcome shall be:
 Review of the Project requirements and A/E SoW
 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


02.03 Concept Design Submittal
Unless differently specified in the SoW, required deliverables include but are not
limited to:
 Existing condition plans
 Proposed Layout Plans
 List and samples of materials Page | 17
 Colour board (with samples of proposed materials)
 Parametric cost estimate
 Draft construction schedule (GANNT chart)
 Construction Permit application package (as required by the host country’s
codes and where applicable)

02.04 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. The scope of the meeting is to achieve the
maximum level of coordination and cooperation among all of the project players.
Deliverables to be included in the presentation will be defined in the specific SoW.
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 ensure that designers comply with UNHCR requirements and are on the right
track.
A copy of the Concept Design submittal shall be provided by the A/E to all of the
UNHCR reviewers.
After the presentation, the A/E shall collect all of the comments verbally expressed
by UNHCR reviewers and submit the minutes of the meeting after five working days
from the meeting itself.
02.05 Charrette Meeting
The Concept Design submittal can be replaced by a Charrette 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 final users and/or reviewers.
02.06 Interim Design Submittal
02.06.01 Purpose
The 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 unforeseen events occur (e.g. a change in operational
requirements), 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.
02.06.02 Deliverables
Page | 18
Unless differently specified in the SoW, required deliverables include but
are not limited to:
CIVIL
 Site Plan
 Utility Plan
 Drainage Plan
 Sewage Plan
ARCHITECTURAL
 Demolition plans and sections
 Floor plans
 Furniture footprint plans
 Finish schedule
 Roof Plan
 Elevations
 Typical sections
 Typical wall sections
 Legend
STRUCTURAL
 Foundation Plan
 Floor framing plans
 Roof framing plan
MECHANICAL
 Site Plan
 HVAC floor plans, showing equipment locations, one or two
line duct layout, preliminary piping runs1
 Mechanical equipment / room plans
 List and features of major equipment
 Legend.
PLUMBING.
 Floor Plans, showing fixtures and equipment locations 1
 Legend
ELECTRICAL
 Site Plan
 Lighting floor plans1
 Lighting fixture schedule
 Power floor plans
1 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.


 One‐Line diagrams and/or Power Riser diagrams
 Legend
SPECIAL SYSTEMS (Communications, Security, CCTV, etc.)
 Site Plan
 Floor Plans1
 One‐Line diagrams and/or Riser diagrams
Page | 19
 Legend
FIRE PROTECTION SYSTEMS
 Schematic diagrams
 Floor plans1
 FP equipment / room plans
 List and features of major equipment
 Evacuation plans
 Legend
SPECIFICATIONS
 See Chapter 4
BASIS OF DESIGN
 See Chapter 5
CONSTRUCTION COST ESTIMATE
 See Chapter 6
CONSTRUCTION SCHEDULE
 See Chapter 7
CONSTRUCTION SUBMITTAL REGISTER
 See Chapter 8
TECHNICAL REPORTS AND CALCULATIONS
 See Chapter 9
HEALTH AND SAFETY COORDINATION
 See Chapter 10
ADMINISTRATIVE PERMITS APPLICATIONS
 See Chapter 11
02.07 Pre‐Final Design Submittal
02.07.01 Purpose
The 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 to be
awarded by UNHCR on the basis of the outcome of the relevant tender
procedure.
This review stage is usually limited to technical players and final users
are not involved in it, unless major changes are 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. The SoW shall be amended
accordingly.

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.
Page | 20
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.
02.07.02 Deliverables
Unless differently specified in the SoW, required deliverables include but
are not limited to:
a. Plans – coordinated, checked and complete from the A/E
viewpoint.
b. Mechanical drawings – Area for tube, coil, and filter etc. removal
shall be shown dotted and labelled. Piping and equipment
isometrics should be included for all but the simplest systems. If
space is limited, show dots 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.
c. Colour Design:
i. Finish schedule with colour code and columns completed
with the appropriate colour codes.
ii. 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.
iii. A colour legend along with colour notes should be
completed referencing and specifying all finishes used in the
finish schedule.
iv. A colour board should be furnished identifying all finish
colours listed in the finish schedule, labelled with
appropriate colour codes. The board should be a reasonable,
transferable size (max A1 size).
d. Collateral Equipment: the A/E shall check with the Project
Manager that the footprint of all of the 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).


e. Administrative Specifications: General requirements of the
construction contract are included in Design Specification
Divisions 00 and 01 (to be provided by UNHCR Project Manager
and edited by the A/E as directed by the PM in accordance with
Chapter 4 of the present document).
f. Technical Specifications.
Page | 21
g. Calculations: Engineering calculations shall 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.
h. A Manufacturer’s catalogue should be furnished of major
equipment which was used as a basis of design. Data shall include
dimensions, weights, and specified ratings. Examples of major
equipment requiring catalogue data are:
i. Switchgear / substations
ii. Power Generators
iii. UPSs
iv. Filters
v. HVAC
vi. Pumps
vii. Domestic hot water heaters
viii. Other special equipment
02.08 Final Design Submittal
02.08.01 Purpose
The purpose of Final Design Submittal is 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.
02.08.02 Elements.
a. Signatures – Originals of design documents shall be signed as
required by the host country’s applicable code.
b. Ownership of design documents – In accordance with Article 11 of
the General Conditions of Contract for the Provision of Services
(Annex A to the A/E Contract) or UNHCR Consultancy Contract where
applicable, design documents, masters and any other data developed
by the A/E shall become property of UNHCR unless stated otherwise
in the Sow
c. Design items – All design items shall be provided in electronic format,
in operable and pdf files, on different CD‐ROMs. The required
number of disk copies shall be indicated in the Scope of Work, as well
as the number of hard copies.
d. 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 Quality Control review shall
be provided with the final submittal and signed by the appointed A/E
professional.
e. Code Compliance – A statement of compliance with all host country
applicable laws, codes, norms and regulations shall be provided to
Page | 22 the UNHCR Project Manager with the Final Design submittal, and
signed by the A/E Project Manager.
02.09 Other reviews and meetings
Subject to specific SoW requirements, additional review sessions and/or meetings
may be required or some of the above ones may be suppressed.
02.10 Meeting Minutes
A/E shall provide meetings minutes within 5 working days after each meeting.
02.11 “Over‐the‐shoulder” review meetings
At the 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.
02.12 Presentation requirements and meetings
If required by the SoW, 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.
02.12.01 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.
02.12.02 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 shall be presented on a 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.
02.12.03 Model Requirements
A/E may be required to provide a model of the project, with the following
requirements:
 The model shall be provided with a protective clear case or cover in a
scale that is moveable;
 materials shall be durable and withstand time and movement;
 the model shall be photographed by the A/E and a set of prints as well
as digital files in JPG format delivered to the UNHCR PM.


03. Design Drawings

03.01 General
Design Drawings usually consist of six main elements:
Page | 23
 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 shall 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 the dimensions 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 proovision of coloured
c draawings (UNHHCR title bllock excludeed) shall on
nly be
permittted upon spe ecific approvval. The issue
er shall endeeavour to disstinguish bettween
similar elements on n drawings t hrough the use of varyin ng line typess, line thicknnesses
and nottation.
All draw
wing sectionss shall be cleearly annotatted on plan d
drawings inccluding the se
ection
ref (see the figure b
below) and thhe direction of the sectio
on.
Page | 24

ELEVATIO
ON, SECTION
N OR DETAIL SYMBOL
No
ote: Symbol sshould alwayys appear as part of the title, placed uunder the vie
ew.

Notwith hstanding the contained above, in re elation to the
e use of textt, dimensions, line
types, hhatching etc,, it. it shall be ensured that the output at A3 drawingg size
shall bee readable and understa ndable.

03.002 Arrange Presentation of Drawingss
ement and P
The gen
neral numbe ering schemees required is called the
e Uniform D
Drawing Syste
em or
UDS. Cuurrently, it is a worldwidee industry standard practtice.
Drawinggs must be n numbered ussing an alphanumeric system. The fi rst digit is a letter
that rep
presents the e discipline aassociated with that draw
wing sheet. TThe sheets wwithin
each discipline are
e then nummbered consecutively an nd shall be arranged in the
followin
ng order:
 Sheets CS‐01
1 to T‐999 Title Sheet(s) and Index
 Sheets D‐001 to D‐999 Demolitions
D
 Sheets C‐001 to C‐999 Civil (Utility a
C nd Infrastruccture)
 Sheets A‐001 to A‐999 Architectural
A
 Sheets S‐001
1 to S‐999 Sttructural
 Sheets M‐0001 to M‐999 Mechanical (H
M HVAC)
 Sheets P‐001 to P‐999 Plumbing
 Sheets FP‐00
01 to FP‐999 Fire Protectio on and Safetyy Systems
 Sheets E‐001
1 to E‐999 Electrical
 Sheets SS‐00
01 to SS‐999 Special System ms

UNHCR/AI/2015/3 – A
Annex B IMU AA/E Manual – April 2015

 Sheets ID‐001 to ID‐999 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 SoW or by UNHCR Project Manager. Page | 25
03.03 Size of Drawings and Sketches
UNHCR uses the following size drawings:
ISO A4 mm 21.0 x 29.7: Used for sketches, reports, and any suitable
documents, usually bound.
ISO A3 mm 42.0 x 42.0: Used 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: Used for drawing sheets.
03.04 UNHCR Standard Drafting Media
UNHCR requires all drawing files to be prepared in Autodesk AutoCAD “DWG”
format, Release 2008, unless differently required by the Scope of Work or by UNHCR
Project Manager.
03.05 Detail designation
Standard symbols for details may be specified under the SoW for any specific PO.
03.06 UNHCR Standard title/drawing sheet and title block
A template is provided as Attachment B to this document.

Page | 26


04. 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 construction contract. Page | 27

04.01 General Conditions and Administrative Requirements.
The A/E shall include UNHCR General Conditions for Civil Works in the design
package as Specification Section 00 (in their latest approved version, as provided by
the UNHCR Project Manager).

04.02 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 shall 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.
04.02.01 Performance Specifications
In Design/ Build (DB) contracts “Performance Specifications” are
commonly used, while in more traditional Design/Bid/Build (DBB)
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
contractor’s Construction Contractor (KTR)’s interpretation. On the
other hand, the Project Manual for a Design/Bid/ Build (DBB) contract
normally includes some sections in which the detailed design shall be
prepared by the contractor, 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 a great deal of flexibility in selecting the most suitable "means
and methods". Performance Specifications 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.
04.02.02 Design Specifications.
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;
 the construction contract may be easily awarded since each bidder
is working off of the same information;
 they allow for a great deal of flexibility in the amount and type of
Page | 28
quality assurance since specific criteria are available to be
measured during all aspects of the project.
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 in 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 contracted by 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
construction contract be broken down into disciplines. It also separates
technical requirements from administrative requirements.
Specification sections shall be organised as follows:
 Division 00: General Conditions
 Division 01: Administrative requirements
 Division 02: Site Work
 Division 03: Concrete
 Division 04: Masonry
 Division 05: Metals
 Division 06: Wood and Plastics
 Division 07: Thermal and Moisture
 Division 08: Doors and Windows
 Division 09: Finishes
 Division 10: Specialties
 Division 11: Equipment
 Division 12: Furnishing
 Division 13: Special Construction
 Division 14: Conveying Systems
 Division 15: Mechanical
 Division 16: Electrical
With the exception of Specification Sections 00 (General Terms and
Conditions) and 01 (Administrative Requirements) the technical aspects
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.


Each division contains sections, which must tailor to the specific project
by:
Part 1 (General)
 Definitions
 Quality Assurance
 Submittals
Page | 29
 Product delivery, storage and handling
 Job conditions
 Alternatives and allowances
 Guarantee
Part 2 (Products)
 Materials
 Mixes
 Fabrication and manufacture
Part 3 (Execution)
 Inspection
 Preparation
 Installation
 Application
 Performance
 Erection
 Field quality control
 Adjustment & cleaning (incl. environmental protection, where
appl.)
 Schedules
04.02.03 Proprietary Requirements
Proprietary requirements describe the use of a specific manufacturer's
product, or limit the number of available sources to one. This practice is
inconsistent with UNHCR’s policy of promoting full and open
competition.
All proprietary specifications require approval by the UNHCR
Procurement Officer, 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.
04.02.04 Submittal Requirements
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
final users.
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.
Pre‐Final Design Submittal: A complete set of specifications is required
as part of the Pre‐Final Design submittal, amended and integrated as per
the comments agreed during the Interim Design review.
Page | 30
Final Design Submittal: A complete set of specifications is required as
part of the Pre‐Final Design submittal, amended and integrated as per
the comments agreed during the Pre‐Final Design review.


05. Basis of Design (BoD)

05.01 General
The Basis of Design shall include all technical, administrative and regulatory
references and criteria to be followed during design. Page | 31
05.02 Civil
05.02.01 Site Plan
a. Describe and quantify the dredging requirement, proposed disposal
plan, and status of the dredging permit.
b. Identify dredge depth and quality control procedure requirements.
05.02.02 Asbestos and Toxic Materials
Investigate for the presence of asbestos and/or toxic waste materials in
existing buildings. Provide indication for cleanup system, with reference to
applicable host country norms.
05.02.03 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.
05.02.04 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.
05.02.05 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.

05.02.06 Fencing.
State type, height and reasons for fencing.
05.03 Architectural
Provide statement of the type of construction adopted with reference to the
occupancy, anticipated tenure of usage, degree of fire resistance, and maximum
Page | 32 allowable floor areas, and building code restrictions.
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.
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.
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.
List areas of high noise and vibration and acoustic principles applied.
Describe accessibility features of the building with reference to code requirements.
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.)
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 willwill be met.
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.
05.04 Structural
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.
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.
Special features to be included in the structure which are not evident from the
drawings.
Description of the structural floor and roof system proposed, with length, spacing
and size of principal members (for beam and girder, etc.).


Provide description of the lateral force resisting system proposed with appropriate
materials and dimensions.
Provide statement of any special considerations that affect the design (e.g.
“superflat” floors, special corrosion resistance requirements, etc.).
Describe requirement for the use of cranes during construction.
The usual accepted means of structural system selection is economy. Demonstrate Page | 33
this with parametric computations of various appropriate framing systems and cost
comparisons of each, including:
“Typical Bay” member sizing and cost comparison of alternate structural systems.
Horizontal force resisting system for wind and earthquake.
Consideration of unusual geometry (long span, high bay, deep cuts, etc.).
Consideration of heavy equipment supports.
05.05 Mechanical
05.05.01 General
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 shall be allocated for proper access and maintenance of
equipment.
Mechanical room plan and sections shall be large enough to show access
areas and resolution of interferences.
05.05.02 Heating, Ventilation and Cooling (HVAC)
a. Use of professionally recognised, nationally used computerized load
calculations is required.
b. Copies of input/output data are required.
c. The sequence of operations for the automatic temperature control
system shall be shown on the drawings.
d. 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.
e. 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.
f. Indicate location of major components of the system.
g. Provide a brief description of the type of ventilation system
proposed.

h. Indicate the number of outside air changes per hour in various areas,
the type of filtration, with reference to the host country applicable
codes.
i. Describe requirement for smoke removal system, if any.
j. Describe the operation of the system in summer and winter modes.
k. Comfort Cooling: The air‐conditioned inside temperature should be
Page | 34 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.
l. 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.
m. Identify special humidification or dehumidification requirements, as
well as special filtration requirements.
n. Briefly describe the HVAC control system type and functions. The use
of remote control systems (smart‐building type) is encouraged.
05.05.03 Plumbing
a. Provide determination of each type of fixture based upon the
number of persons to be served.
b. Provide estimated number of fixture units and water demand in LPM
(litres per minute) for all plumbing fixtures.
c. Provide estimated maximum and minimum water pressure at each
building and indicate if booster pumping will be required. Refer to
host country’s applicable code to check if the use of booster pumping
is allowed.
d. 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.
e. Indicate design temperature of domestic hot water distribution
system and extent of recirculation system within building.
05.06 Fire Protection
Refer to all applicable host country codes.
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.
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.
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.
Page | 35
Provide the following information about sprinkler systems:
a. Relevant authority
b. Hazard classification of occupancy
c. 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
Provide fire pump data, if applicable.
05.07 Electrical
05.07.01 Interior Distribution Systems
a. Refer to all applicable host country 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:
c.1 Lighting load.
c.2 Convenience outlet load.
c.3 Mechanical equipment load, such as heating, air conditioning,
etc.
c.4 Special operating equipment loads, such as compressors,
generators, pumps and power receptacles being provided to
serve special equipment.
c.5 User equipment loads.
c.6 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.
05.07.02 Exterior Distribution Systems
a. Contact the 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.
Page | 36
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 the basis for selection of primary and/or secondary
distribution voltage.
f. Do not 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.
05.08 Special Systems
a. Provide a description (including riser diagrams) of Cable Television Systems
(CATV), Closed Circuit Television Systems (CCTV), intercoms, sound, signal and
fire alarm systems.
b. 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.
c. Identify space required for telecommunication equipment, point of connection
to any existing telephone system / LAN, size of incoming duct/conduit, size of
patch‐panels.
d. Provide manhole design calculation as applicable.
e. Describe type and adequacy of public address and fire alarm systems, including a
statement as to spare capacity on fire alarm circuit.
f. Refer to all host country applicable codes.


06. Construction Cost Estimate (CCE)
and Bill of Quantities (BoQ)

06.01 Cost Estimate Page | 37
A cost estimate is required with each design submittal, as follows:
 Concept Design: Parametric cost estimate.
 Interim Design: Detailed Cost Estimate.
 Pre‐Final and Final Design: Detailed Cost Estimate, final issue.
All estimates must be prepared in Microsoft Excel and be marked with
“CONFIDENTIAL”.
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.
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.
The final Cost Estimate shall be included in the Final Design Submittal.

06.02 Bill of Quantities
A copy of the Cost Estimate, purged by the unit prices, shall be provided with the
Pre‐Final and the Final Design submittals, to be included in the tender package.
The final Bill of Quantities shall be included in the Final Design Submittal, as
required by Paragraph 2 of this Manual.
Separate bills of quantities shall be provided for works under the facility of the
landlord’s responsibility, where applicable, if identified by UNHCR Project Manager
at any stage of design development.

Page | 38


07. Construction Schedule (CS)

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. Page | 39
The schedule shall be prepared with MS Project and submitted at its current stage of
development with all design submittals.
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. Pre‐Construction submittals (submittal, UNHCR review and approval)
b. 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)
Each phase shall include as many sub‐phases as required by the single project.
The schedule’s level of detail shall be clarified by UNHCR Project Manager during the
negotiation of the A/E fee.

Page | 40


08. Submittals and Submittal Register (SR)

08.01 Submittals
The term “submittal” defines any administrative documentation, material samples
and/or catalogue cuts, design item (shop drawings, red‐line drawings, as‐built Page | 41
drawings, calculation reports), testing certification, etc., required by construction

contract from the contractor (KTR), in general prior to the execution of a specific
construction phase.
08.02 Submittal List
The A/E shall develop a complete list of submittals as Design deliverable items,
identifying required submittals in the specifications, and using such list to prepare
the Submittal Register.
08.03 Submittal Register
The Submittal Register shall be submitted as part of the A/E’s Pre‐Final and the Final
Design submittals
08.04 Type of construction submittals
08.04.01 Pre‐Construction submittals: Pre‐Construction submittals are required
prior to signing the construction contract. They include, but may not be
limited to:
Certificates of insurance
a. Performance and Material, Payments and Liens bonds
b. List of proposed subcontractors
c. List of proposed products
d. Construction Progress Schedule
e. Submittal register
f. Schedule of values (to be used for payments evaluation)
g. Detailed Construction Schedule
h. Partial / Full Design
i. Construction Safety Plan
08.04.02 Construction submittals
Construction submittals are required during construction, and UNHCR
approval is required prior to any installation/construction work.
They include, but may not be limited to:
x. Shop Drawings: Drawings, diagrams and schedules specifically
prepared to illustrate any portion of the work.
y. Diagrams and instructions from a manufacturer or fabricator for use
in producing the product and as aids to the KTR for integrating the
product or system into the project.
z. Drawings prepared by or for the KTR to show how multiple systems
and interdisciplinary work will be coordinated.
aa. 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.
bb. Samples of warranty language when the contract requires extended
product warranties.
cc. Samples: Physical examples of materials, equipment or workmanship
Page | 42
that illustrate functional and aesthetic characteristics of a material or
product and establish standards by which the work can be judged.
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. Include assemblies or portions of assemblies which are to
be incorporated into the project and those which will be removed at
conclusion of the work.
dd. Design Data: Calculations, mix designs, analyses or other data
pertaining to a part of work.
ee. Test Reports: Report signed by authorized official from the testing
laboratory that a material, product or system identical to the
material, product or system to be provided has been tested in
accordance with specified requirements. Testing must have been
within three years of the date of contract award for the project.
ff. 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.
gg. Certificates: Statements signed by responsible officials of
manufacturers of products, systems or materials attesting that
products, systems or materials meet specification requirements. This
must be dated after the award of project contract and clearly named
the project.
hh. Documents required from contractors, suppliers, installers or
subcontractors (through the Contractor), the purpose of which is to
monitor the orderly progression of a specific trade or group of trades,
by documenting procedures, acceptability of methods or personnel
qualifications.
ii. 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.
jj. Manufacturer's Field Reports.
kk. Documentation of the testing and verification actions taken by
manufacturer's representative to confirm compliance with
manufacturer's standards or instructions.


ll. 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.

Page | 43


Page | 44


09. Technical Reports & Calculations

Technical Reports and Calculations shall be prepared by the A/E, for each design discipline
(Structural, Electrical, Mechanical, Fire Protection, Communication and Security Systems), if Page | 45
applicable.
Reports and Calculations shall be submitted as part of the A/E’s Pre/Final and Final Design
submittals.
In the case of DBB contracts, Reports and Calculations must be forwarded to the bidders for
their acknowledgement during the bidding 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 KTR (as well as the record and/or red‐line design documents and the KTR‐produced shop
drawings), and submitted to the UNHCR Technical Consultants for Post Construction‐Award
Services (see Chapter 13) for review (when applicable) and to the UNHCR Project Manager
for approval.

Page | 46


10. Health and Safety (H&S) Coordination

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 country H&S laws. Page | 47
In the absence of specific national norms, the PM will provide direction on the reference
norms to be used.
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
as specified in Annex E to the A/E Contract or in UNHCR consultancy contract where
applicable.

Page | 48


11. Administrative Permits Applications

11.01 Construction Permit
Page | 49
The A/E may be required to prepare a feasibility study describing requirements and
procedures to obtain permits for construction from relevant authorities. That study
must be prepared as part of the Concept Design phase.
A dedicated design package may be required for applying for a construction permit;
the level of detail of such package is determined by the local regulations and shall be
described in the Concept Design feasibility study.
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.
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, as specified in Annex E to the A/E Contract or in
UNHCR consultancy contract where applicable.

11.02 Fire Prevention Permit
The A/E may be required to prepare a Fire Prevention Application Package to obtain
a permit or authorization from the local Fire Authority, including drawings,
calculations, reports and forms, to comply with any local relevant regulations and
procedures.
The SoW will specify a list of services and deliverables to be provided in order to
obtain the required permits.
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 as specified in Annex E to the A/E Contract or in

11.03 Sanitary Permit
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.
The SoW will specify a list of services and deliverables to be provided in order to
obtain the required permits.
The cost of the Sanitary Permit Application package shall be negotiated as an
additional engineering service, on the basis of the same contract rates used for other
items of the A/E’s performance as specified in Annex E to the A/E Contract and or in


Page | 50


12. Support to the UNHCR Technical Evaluation
Committee (TEC)

Page | 51
12.01 General
During the tender phase, the A/E may be required to assist the UNHCR Technical
Evaluation Committee (TEC).
While performing the above services, the A/E is required to exercise maximum
confidentiality. The signature of a non‐disclosure statement may be required at
discretion of the UNHCR 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 invited firms participate in 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 bidders 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 bidders 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 in 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 UNHCR 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
UNHCR policy requires 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 TEB in
the evaluation of tender proposals.
Page | 52
Such support may include:
a. Analysis of the proposed construction schedule to ascertain completeness,
feasibility and consistency.
b. Analysis of proposed materials/equipment for compliance to the tender
technical and/or performance specifications, including comparison among
proposals.
c. Any other technical evaluation criteria included in the RFP.
d. Analysis of the financial proposals to ascertain adherence to market prices
and economic reliability of the proposal.


13. Post Construction‐Award Services (PCAS)

Page | 53
13.01 General
After the award of the construction contract, the A/E may be required to provide
additional services to support the 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 clarification on the intent of the drawings and specifications in
response to questions. Requests for clarification routinely arise during the course of
construction. They may result in preparation of amplified 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 Manual. 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 specialized 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 within
the fee agreed under the Sow 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
Page | 54 estimates shall be prepared in accordance with the provisions and
standards set forth in this Design Manual. 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 KTR proposed exceptions or variations to the
contract requirements.
b.6 Evaluation of construction KTR’s value engineering change proposals.
13.04 Basis of Payment for Reimbursable Consultation
Payment for reimbursable consultation services, whether performed in the A/E’s
office or at the construction site, will be made on a cost per man‐day basis. The
number and cost of reimbursable consultation man‐days required both at the A/E’s
office and at the site will be discussed during fee negotiations. The SoW will stipulate
a lump sum price for consultation man‐days. This lump sum price is based on the
daily rates specified under the A/E Contract or in UNHCR consultancy contract where
the A/E’s office is located. For projects located outside of the country where the
A/E’s office is located, a specific rate shall be agreed upon. It should be noted that
although the agreed lump sum 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 man‐day for office and site consultation services, the
A/E shall submit with its fee proposal the following unit prices for negotiation:
a. Labour cost per person (average cost per professional, including overhead and
profit, for 8 hours per day).
b. Labour cost per person associated with travel time (round trip) from the A/E’s
office to the site.
c. Travel cost per day (e.g. car operating cost or car rental)
d. Travel cost per trip in addition to the above (e.g. airfare) to the site, based on
UNHCR’s policy for travel.
e. Lodging and meal costs per day per person at the site, based on UNHCR’s official
Daily Subsistence Allowance (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 e‐mail.
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.
c. Persons contacted and in attendance during the consultation as well as their
telephone numbers and E‐mail address. Page | 55
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
KTR’s 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 construction contractor’s 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 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
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 13.12 below) are
negotiated and contracted, the A/E has no field construction responsibilities. The
Project Manager is responsible for field administration and quality assurance. The
A/E shall, however at the UNHCR’s request, provide Design Field Support to assist the
Project Manager.

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 measures. The purpose of the team visits is to
ascertain whether work‐in‐place satisfactorily meets the design and to keep the A/E
aware of the status and quality of the construction. As a general rule, Design Field
Page | 56 Support is required for critical design elements or phases of the construction work.
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.
a. 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 in accordance with the rates
specified in Annex E to the A/E Contract or in UNHCR consultancy contract
where applicable, on the basis of the project type, complexity and scale of the
construction.
b. 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, the A/E shall not conduct
tests of equipment or systems during site visits. Moreover, they shall not disturb
the work performed by the KTR in any manner that might cause the KTR 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 list 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 or 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 KTR for contract compliance and/or technical adequacy is an A/E’s
responsibility.
The KTR 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.
Page | 57
If the submittal requires compliance with the construction contract requirements the
A/E shall forward it to the Project Manager stamped as “contract compliant”.
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.
13.10.01 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:
a. Reason for the proposed substitution/deviation.
b. If material or equipment is unavailable, document efforts made to
procure.
c. Complete technical data on the proposed substitution, sufficient to
determine acceptability.
d. Acknowledgement that all changes caused by the proposed
substitution will be the responsibility of the contractor and at no
additional cost to UNHCR.
e. 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.
13.10.02 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. as non‐compliant with contract requirements or for any other reasons,
and
b. cannot be made to comply with minor revisions, and
c. the contractor has not proposed and supported a deviation from the
contract requirements,
the submittal shall be transmitted to the KTR and to the A/E stamped as
“DISAPPROVED”.

13.10.03 Miscellaneous aspects of Submittal review
When a submittal must be reviewed by the A/E because UNHCR
requirements have changed or the design needs to be corrected due to
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
Page | 58 requirements.
13.11 Record (“as‐built”) Drawings
Typically, the KTR 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/E shall check the marked copies to make sure that they reflect
the actual construction and transfer them into electronic format.
13.12 Construction Supervision and Quality Control Services
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. Approval of changes and variations from the contract requirements.
b. Supervision of progress payments.
c. Coordination with final users.
d. 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.


14. Interior Design (ID)

14.01 General
Page | 59
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:
a. Selection of furniture, furnishing and accessories including, but not limited to
sofas, chairs, tables, screens, planters, art work, carpets, draperies, etc. Most
items should be purchased from vendors that have a Frame Agreement (FA)
with UNHCR when the items are available when so directed by the Project
Manager.
b. For items not available through Frame Agreements, or for which there is a
different requirement, the A/E shall prepare adequate specifications and
other data, necessary for procurement actions.
c. 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.
d. The A/E shall prepare and deliver a presentation to the Project Manager, A1
minimum size, including furniture placement plan, catalog 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.
e. Upon approval of the layouts and colour boards, the A/E shall also prepare
an A4 size binder including, but not limited to:
i. 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.
ii. 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 expire at the time of purchase.
iii. 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.
iv. Photographic colour reproductions or colour copies of the
presentation boards, to be reduced in A3 size, folded and bound with
other documents.
v. Advisory service as required to make changes resulting from changes
in requirements, non‐availability of items or materials previously
selected, etc.

vi. Room placement sheets should be provided for each room/area,
listing each item of furniture or equipment that will be installed in
the area.
f. One original and four copies of the binder shall be provided as per the agreed
schedule.

Page | 60


15. Operations and Maintenance Support Information
(OMSI)

Page | 61
15.01 General
At UNHCR’s option, the preparation of OMSI manuals is an A/E responsibility.
OMSI manuals may be developed during construction 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 in a facility.
The principal OMSI elements which to be included in the manuals are:

15.02 Operation and Maintenance Manual
a. Overall system configuration and operation
b. System flow diagrams
c. Start‐up, normal operations and shut‐down procedures
d. Normal operating temperatures, pressures, flow rates, etc.
e. Emergency operating and safety instructions
f. Preventive maintenance plan and schedule
g. Troubleshooting guide and diagnostic techniques
h. Repair and maintenance procedures, including spare parts list, special tools
and test equipment
i. Environmental considerations
j. Training plan, staffing requirements and personnel qualifications
k. Removal and replacement instructions

15.03 Operating Manual
a. System design analysis and discussion
b. Procedures for normal start‐up, operation and shutdown in manual and
automatic modes
c. Floor plans and schematic diagrams for flow, piping and instrumentation.
d. Control set points and calibration requirements
e. Procedures for abnormal/alternate operational modes

15.04 User Manual
a. As‐built record of product and Operations and Maintenance (O&M) data,
indexed by specification and location.
b. Basic descriptive data on facility; basis of design
c. Single line floor plans
d. Utility connections and cut‐off points
e. Special warranty data
f. Expanded operation, maintenance and repair information on HVAC, fire
protection, electrical and special systems

Page | 62


Attachment A

List of acronyms & Abbreviations

Page | 63
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 Daily Subsistence Allowance
DWG Extension of Autodesk AutoCAD files
FA Frame Agreement
GANNT Type of bar chart illustrating 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 Construction Contractor
LAN Local Area Network
LEED® Leadership in Energy & Environmental Design
MOSS Minimum Operating Security Standards
Page | 64 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
SMLS Supply Management Logistics Services
SR Submittal Register
SRA Specific Risk Assessment
SoW Statement of Work
TEB Technical Evaluation Board
UN United Nations
UNHCR United Nations High Commissioner for Refugees
UNCHRp/ UNHCR provided / Contractor installed
Ki
UNHCRp/ UNHCR provided / UNHCR installed
UNHCRi
VE Value Engineering
VECP Value Engineering Change Proposal
XLSX Extension of MS Excel files


Attachment B
Standard Form IMU‐014

Standard Cover Sheet and Title Block
Page | 65

Page | 66


Attachment D

Application and Certificate for Progress Payment Page | 69
(Technical Consultancy)

Page | 70


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 contractor-
produced 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.

PROCUREMENT SENSITIVE

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 specification sheets
No. of Construction Submittals
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
No. of Design drawing sheets
RATES REFERENCE SHEET Page 2


Rates Reference Sheet
Disciplines Personnel Rates
Specifications Professional
Subprofessional
No. of sheets 0
Cost Estimating Professional
Subprofessional
No. of sheets 0
Interior Design Professional
CAD Operator
No. of ID drawing sheets 0
Sections G/H - PCAS - Consultation during construction

Consultation during construction Office 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


Estimated Drawing Sheets
Sheets Scale No. Sub-Totals
Cover Sheet
T
N/A
Abbreviations & Symbols N/A 0
Civil Engineering Drawings Scale
Landscaping Drawings Scale
L 0
Architectural Drawings Scale
A
0
Structural Engineering Drawings Scale
S 0
Mechanical Engineering Drawings Scale
M
0
SF IMU-005 Revised January 2013 PAGE 4


Estimated Drawing Sheets
Sheets Scale No. Sub-Totals
Electrical Engineering Drawings Scale
E
0
Fire Protection & Safety Engineering Drawings Scale
FP 0
Special Systems Engineering Drawings Scale
SS
0
Interior Design Drawings Scale
ID
0
0


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 # PREPARED ON ECC (U.S.$)
Type here the contract number Type here the date fee was prepared
Section A: Design Sub-Totals Total

A1. Professionals $ -
A2. CAD Operators $ -
A3. Other Personnel $ -
Profit #REF!
TOTAL DESIGN $ -
% SECTION A ON ECC #DIV/0!
Sections B-C-D-E-F: PCAS Sub-Totals Total
SECTION B: Shop Drawings / Construction submittals review $ -
SECTION C: Record Drawings Prep. $ -
SECTION D: Office consultation during construction Single package $ -
No. of packages 0 $ -
SECTION E: Field consultation during construction Single package $ -
No. of packages 0 $ -
F1. Construction Supervision $ -
TOTAL SECTIONS B-C-D (PCAS) $ -
Section G: Services Sub-Totals Total

G1 - Pre-design site work
G1.1 - Field Investigations $ -
G1.2 - Topographic Survey $ -
G1.3 - Geotechnical Report $ -
Sub-Total $ -
G2 - Meetings
G2.1 - Pre-Design $ -
G2.2 - Concept Design Presentation $ -
G2.3 - 35% Design Review $ -
G2.4 - 100% Design Review $ -
Sub-Total $ -
G3 - Construction Inspection Rept.
Sub-Total $ -
G4. Host Nation Code Compliance Rept.
Sub-Total $ -
G5. Submittal Register
Sub-Total $ -
G6 - Translations
Sub-Total € 0.00
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 Sub-Totals Total

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 #DIV/0!
SF IMU-005 Revised January 2013 SUMMARY SHEET - 6


Section A: Design
No. of Hrs per Effort Est.
A1. Professionals Rates Total
Sheets Sheet (Hrs) Cost
Design Manager 0 0 $ - $ -
Civil Engineer 0 0 $ - $ -
Landscape Architect 0 0 $ - $ -
Architect 0 0 $ - $ -
Structural Engineer 0 0 $ - $ -
Mechanical Engineer 0 0 $ - $ -
Electrical Engineer 0 0 $ - $ -
Fire Protection & Safety Engineer 0 0 $ - $ -
Special Systems Engineer (Security & Telecom) 0 0 $ - $ -
Interior Designer 0 0 $ - $ -
Other Professional as required 0 0 $ - $ -
Sub Total Professionals $ -

A2. CAD Operators Rates Total
Title sheets 0 0 $ - $ -
Civil Engineering 0 0 $ - $ -
Landscaping 0 0 $ - $ -
Architecture 0 0 $ - $ -
Structural Engineering 0 0 $ - $ -
Mechanical & Plumbing Engineering 0 0 $ - $ -
Electrical Engineering 0 0 $ - $ -
Fire Protection & Safety Engineering 0 0 $ - $ -
Special Systems Engineer (Security, Telecomm) 0 0 $ - $ -
Interior Design 0 0 $ - $ -
CAD Operator 0 0 $ - $ -
Sub Total CAD Operators $ -
TOTAL SHEETS 0

A3. Other Personnel Rates Total
Specification Professional 0 0 $ - $ -
Specification Sub-professional 0 0 $ - $ -
Cost Estimating Professional 0 0 $ - $ -
Cost Sub-professional 0 0 $ - $ -
Admin Assistant 0 0 $ - $ -
Sub Total Others $ -
TOTAL SECTION A: DESIGN HRS 0 $ -
% SECTION A ON ECC #DIV/0!

ESTIMATED COST PER SHEET #DIV/0!


Sections B-C-D-E-F: PCAS
SECTION B: Shop Drawings / Construction submittals review Total
Estimated Effort per
Estimated Est.
B1. Professionals no. of submittal Rates Sub-Totals
Effort (hrs) Cost
submittals (hrs)
Special Systems Engineer (Security, Telecom) 0 0 $ - $ -
Professional as required 0 0 $ - $ -
$ -
B2. Telephone / Fax (LS)
TOTAL SECTION B: SHOP DRAWINGS REVIEW
$ -
SECTION C: Record Drawings Prep. Total

No. of
Effort per Estimated Est.
C1. Professionals Design Rates Sub-Totals
sheet (hrs) Effort (hrs) Cost
Sheets
No. of
Effort per Estimated Est.
C2. CAD Operators Design Rates
sheet (hrs) Effort (hrs) Cost
Sheets
Title sheets 0 0 $ - $ -
Civil Engineering 0 0 $ - $ -
Architecture 0 0 $ - $ -
Landscaping 0 0 $ - $ -
Structural Engineering 0 0 $ - $ -
Mechanical & Plumbing Engineering 0 0 $ - $ -
Electrical Engineering 0 0 $ - $ -
Fire Protection & Safety Engineering 0 0 $ - $ -
Sub Total CAD Operators $ -
C3. Telephone / Fax (LS)
TOTAL SECTION C: RECORD DRAWINGS PREPARATION
$ -
SECTION D: Office consultation during construction Total

Option
Est.
D1. Personnel package Rates Sub-Totals
Cost
hours
Design Manager $ - $ -
Professional as required $ - $ -
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".


Sections B-C-D-E-F: PCAS
SECTION E: Field consultation during construction Total
Office time Travel time Site time Est.

E1. Professionals Rates Sub-Totals
(hours) (hours) (hours) Cost
Sub Total $ -
Times / Est.
E2. Travel No. Rates
Days Cost
Taxi (Round trips) $ - $ -
Airfare (Round trips) $ - $ -
Rental car $ - $ -
Gas $ - $ -
Subsistence (DSA) $ - $ -
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 Est.
Description Rates Sub-Totals
(months) Cost
Chief Quality Control Engineer US$/Month $ -
Quantity control technician US$/Month $ -
Rates comprehensive of perdiem and home leave

TOTAL OTHER PCAS $ -
TOTAL SECTIONS B, C, D, E, F: POST CONSTRUCTION AWARD SERVICES (PCAS) $ -


Section G: Services
G1 - Pre-design site work Sub-Totals Total
Est.
G1.1 - Field Investigations Office Hrs. Travel Hrs. Hrs at Site Rates Sub-Totals
Cost
Sub-Total $ -
Sub-Total G1.1 - Field Investigations $ -
Est.
G1.2 - Topographic Survey Office Hrs. Travel Hrs. Hrs at Site Rates Sub-Totals
Cost
Chief Surveyor $ - $ -
Surveyors (3) $ - $ -
Sub-contracted (LS: must be =0 if the above two lines were used) LS
Sub-Total $ -
Total Sub-Section G.1.2 - Topographic Survey $ -
Est.
G1.3 - Geotechnical Report Office Hrs. Travel Hrs. Hrs at Site Rates Sub-Totals
Cost
Geotechnical engineer $ - $ -
Geotechnical Subprofessional $ - $ -
Est.
No. Unit cost
Cost
Mobilization (LS)
Borings $ -
Crew
Sub-Total $ -
Sub-Total G1.3 - Geotechnical Report $ -
Total Sub-Section G.1 - Pre-design site work $ -
G2 - Meetings Sub-Totals Total

Mtg prep. Est.
G2.1 - Pre-Design Travel time Mtg time Rates Sub-Totals
Time Cost
Civil Engineer $ - $ -
Architect (2) $ - $ -
Structural Engineer $ - $ -
Mechanical Engineer $ - $ -
Electrical Engineer $ - $ -
Fire Protection & Safety Engineer $ - $ -
Interior Design $ - $ -
Special Systems Engineer (Security, Telecom) $ - $ -
$ -
Sub-Total G2.1 - Pre-Design $ -
Mtg prep. Est.
G2.2 - Concept Design Presentation Travel time Mtg time Rates Sub-Totals
Time Cost
$ -
Sub-Total G2.2 - Concept Design Presentation $ -
Mtg prep. Est.
G2.3 - 35% Design Review Travel time Mtg time Rates Sub-Totals
Time Cost
Sub-Total $ -
Sub-Total G2.2 - 35% Design Review $ -


Section G: Services
Mtg prep. Est.
G2.4 - 100% Design Review Travel time Mtg time Rates Sub-Totals
Time Cost
Architect $ - $ -
Sub-Total $ -
Sub-Total G2.3 - 100% Design Review $ -
Total Sub-Section G.2 - Meetings € 0.00
G3 - Construction Inspection Rept. Sub-Totals Total

Est.
Staff Hrs Rates
Cost
Architect $ - $ -
Sub-Total $ -
Total Sub-Section G3 - Construction Inspection Rept. $ -
G4. Host Nation Code Compliance Rept. Sub-Totals Total

Est.
Staff Hrs Rates
Cost
Architect $ - $ -
Sub-Total $ -
Total Sub-Section G4 - Host Nation Code Compliance Rept. $ -
G5. Submittal Register Sub-Totals Total

Est.
Staff Hrs Rates
Cost
Architect $ - $ -
Sub-Total $ -
Total Sub-Section G5 - Submittal Register $ -
G6 - Translations Sub-Totals Total

Est.
Est. Sheets Rates
Cost
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 $ -


Section G: Services
G7 - Reproductions Sub-Totals Total
No. of
G7.1 - Pre-Design No.of Items Unit Cost Est. Cost Sub-Totals
Copies
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
Sub-Total G7.1 - Pre-Design € 0.00
No. of
G7.2 - 35% Design Submittal No.of Items Unit Cost Est. Cost Sub-Totals
Copies
Full size drawings $ - $ -
Half size drawings $ - $ -
Basis of Design $ - $ -
Host Nation Code Compliance Analysis $ - $ -
Outline Specifications $ - $ -
Cost Estimate $ - $ -
Bindings $ - $ -
Sub-Total $ -
Sub-Total G7.2 - 35% Design $ -
No. of
G7.3 - 100% Design Submittal No.of Items Unit Cost Est. Cost Sub-Totals
Copies
Full size drawings 0 $ - $ -
Half size drawings 0 $ - $ -
Design Analysis and Calculations $ - $ -
Specifications 0 $ - $ -
Translated Specifications 0 $ - $ -
Cost Estimate $ - $ -
Construction Inspection Rept. $ - $ -
Submittal Register $ - $ -
Bindings $ - $ -
Sub-Total $ -
Sub-Total G7.3 - 100% Design $ -
Total Sub-Section G.7 - Reproduction € 0.00
G8 - Courier & Telephone Sub-Totals Total

Est.
Deliv.s Unit cost Est. Cost
(Kg)
Courier $ -
Telephone (LS) LS $ -
Total Sub-Section G8 - Courier & Telephone $0.00
G9 - Renderings Sub-Totals Total
Orig. Unit cost Est. Cost

Renderings
$ -
Sub-Total $ -
No. of
Orig. Unit cost Est. Cost
copies
Copies 0 $ - $ -
Framed copies 0 $ -
Sub-Total $ -
Total Sub-Section G9 - Renderings $0.00
G10 - Construction Permit Application Package Sub-Totals Total

Est.
TO BE PERFORMED BY LOCAL CONSULTANT SUB-CONTRACTORS. Hrs Rates
Cost
CAD Operator $ - $ -
Sub-Total $ -
Total Sub-Section G10 - Construction Permit Application Package $ -
G11 - Quality Control of submittals from other A/E Sub-Totals Total
No of Sub-tot. Est.
No of staff Hrs/subm. Rates
submittals Hours Cost
Contract Manager 0 $ - $ -
Professional as required 0 $ - $ -
Admin Assistant 0 $ - $ -
Sub-Total $ -
Total Sub-Section G11 - Quality Control of submittals from other A/E $ -


Section G: Services
G12 - Other Services (This space is for additional services not included in this standard form) Sub-Totals Total
Est.
Description Rates
Cost
Sub Total $ -
Total Sub-Section G12 - Other Services $ -
TOTAL SECTION G - SERVICES $ -


Section H: Travel
H.1 - Field Investigations Total
Times / Est.
No. Rates
Days Cost
Rental car $ - $ -
Gas $ - $ -
Subsistence (persons) $ - $ -
Sub-Total H.1 - Travel for Field Investigations $ -
H.2 - Topographic Survey Total

Times / Est.
No. Rates
Days Cost
Rental car $ - $ -
Gas $ - $ -
Sub-Total H.2 - Travel for Topographic Survey $ -
H.3 - Geotechnical survey Total

Times / Est.
No. Rates
Days Cost
Rental car $ - $ -
Gas $ - $ -
Sub-Total H.3 - Travel for Geotechnical Survey $ -
H.4 - Concept Design Presentation Total

Times / Est.
No. Rates
Days Cost
Rental car $ - $ -
Gas $ - $ -
Sub-Total H.4 - Travel for Pre-Design $ -
H.5 - Pre-Design Total

Times / Est.
No. Rates
Days Cost
Rental car $ - $ -
Gas $ - $ -
Sub-Total H.5 - Travel for Pre-Design $ -


Section H: Travel
H.6 - 35% Design Review Mtg. Total
Times / Est.
No. Rates
Days Cost
Rental car $ - $ -
Gas $ - $ -
Sub-Total H.6 - Travel for 35% Design Review Mtg. $ -
H.7 - 100% Design Review Mtg. Total

Times / Est.
No. Rates
Days Cost
Rental car $ - $ -
Gas $ - $ -
Sub-Total H.7 - Travel for 100% Design Review Mtg. $ -
H.8 Other Services (This section is for eventual additions to the standard form) Total
Est.
Description Rates Sub-Totals
Cost
Sub Total $ -
Sub-Total H.8 Travel for Other Services $ -
TOTAL SECTION F - TRAVEL $ -

Attachment D

Application and Certificate for Progress Payment Page | 69
(Technical Consultancy)

Page | 70


IMU
Application and Certificate
Infrastructure Management Unit for Progress Payment 001
Project No.: Project Title: Location:
Contract #: A/E: PO #:
UNHCR Project Manager:
Contract Completion Date: Extension for approved COs (solar days): New Completion Date:
Application Date: Period to:
15/01/2013 31/12/2012
1. CONTRACT VALUE
2. NET CHANGE BY CHANGE ORDERS
3. CONTRACT SUM TO DATE (Line 1+2) $ ‐
4. TOTAL COMPLETED TO DATE
(Column f on backup sheet + column l on Change Orders Log)
5. CONTRACT RETAINAGE: 10% $ ‐
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) $ ‐
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: Signature: Date:
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.
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.
SF IMU-007 Page 1

Attachment E

Design Comment Sheet Page | 71

Page | 72


IMU – Infrastructure Management Unit SF IMU‐006

Project Title:

Location:
Submittal:
Comments by: Phone: Date of Rvw:
Title: Discipline:
E‐Mail: Code/In.:

ACTION CODES
EP Explanation provided on separate sheet WP Will provide at next submittal C Concur
R Rejected (provide explanation in writing) WCK Will check DPM Deleted by the PM
TBD To be discussed WC Will correct

DWG. NO. DETAIL NO. ACTION

# COMMENTS
OR SECT. NO. OR PAR NO. CODES
1.
2. a.
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.
33.
34.
35.
36.
37.
1 | P a g e
IMU – Infrastructure Management Unit SF IMU‐006

Project Title:

Location:
Submittal:
Comments by: Phone: Date of Rvw:
Title: Discipline:
E‐Mail: Code/In.:

ACTION CODES
EP Explanation provided on separate sheet WP Will provide at next submittal C Concur
R Rejected (provide explanation in writing) WCK Will check DPM Deleted by the PM
TBD To be discussed WC Will correct

DWG. NO. DETAIL NO. ACTION

# COMMENTS
OR SECT. NO. OR PAR NO. CODES
38.
39.
40.
41.
42.
43.
44.
45.
46.
47.
48.
49.
50.
51.
52.
53.
54.
55.
2 | P a g e

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DESS Division of Emergency, Security and Supply

SMLS Supply Management and Logistics Service

drawings, calculation reports), testing certification, etc., required by construction

The second part includes:

List of Drawings Worksheet

Backup Worksheets (Sections A through G)

Rates shall include profit, overhead and all administrative expenses.

IMU Fee Proposal Form

RATES REFERENCE SHEET Page 2

IMU Fee Proposal Form

Sections G/H - PCAS - Consultation during construction

Section E - Engineering Services

Taxi (Round trips)

No profit shall be applied on travel expenses.

RATES REFERENCE SHEET Page 3

IMU Fee Proposal Form

Civil Engineering Drawings Scale

Landscaping Drawings Scale

Architectural Drawings Scale

Structural Engineering Drawings Scale

Mechanical Engineering Drawings Scale

SF IMU-005 Revised January 2013 PAGE 4

IMU Fee Proposal Form

Electrical Engineering Drawings Scale

Fire Protection & Safety Engineering Drawings Scale

Special Systems Engineering Drawings Scale

Interior Design Drawings Scale

SF IMU-005 Revised January 2013 PAGE 5

IMU Fee Proposal Form

PROJECT LOCATION PREPARED BY

Section A: Design Sub-Totals Total

Section G: Services Sub-Totals Total

Section H: Travel Sub-Totals Total

SF IMU-005 Revised January 2013 SUMMARY SHEET - 6

IMU Fee Proposal Form

No. of Hrs per Effort Est.

No. of Hrs per Effort Est.

TOTAL SECTION A: DESIGN HRS 0 $ -

% SECTION A ON ECC #DIV/0!

SF IMU-005 Revised January 2013 PAGE 7

IMU Fee Proposal Form

SECTION C: Record Drawings Prep. Total

SECTION D: Office consultation during construction Total

SF IMU-005 Revised January 2013 PAGE 8

IMU Fee Proposal Form

Office time Travel time Site time Est.

F1. Construction Supervision Total

Sub Total Professionals $ -

TOTAL SECTIONS B, C, D, E, F: POST CONSTRUCTION AWARD SERVICES (PCAS) $ -

SF IMU-005 Revised January 2013 PAGE 9

IMU Fee Proposal Form

Total Sub-Section G.1 - Pre-design site work $ -

G2 - Meetings Sub-Totals Total

SF IMU-005 Revised January 2013 PAGE 10

IMU Fee Proposal Form

Total Sub-Section G.2 - Meetings € 0.00

G3 - Construction Inspection Rept. Sub-Totals Total

Total Sub-Section G3 - Construction Inspection Rept. $ -

G4. Host Nation Code Compliance Rept. Sub-Totals Total