Lease of Office Space for UNSCO in Ramallah, West Bank

1. INTRODUCTION The United Nations Special Coordinator for the Middle East Peace Process (UNSCO) has a requirement to lease premises for its offices to support the Mission’s operation in Ramallah, West Bank. The location shall be subject to security assessment and approval by UNSCO’s Security Section. 2. INTENT 2.1 UNSCO intends to lease a space for its offices meeting the requirements as described herein. 2.2 UNSCO intends to establish an initial Three (3) year contract from this solicitation. Thereafter, if UNSCO desires, the contract period may be extended for a total of five years (5) years based on the same terms and conditions. 2.3 The contract shall be awarded to a vendor who meets the requirements and who can render the services as stated in this SOR and in other related documents. 3. SPACE DESCRIPTION 3.1.1 Office Space The office space described in this SOR is to contain finishes, fixtures, equipment and accessories not limited to the following: • Well finished building interiors and exteriors to include complete finishes for flooring, walls, ceiling, doors, windows, toilets, stairs, railings, etc. • Fully functional building utilities and fixtures as described under Sections 5.1 to 5.7 Pantry room • Smoke detectors, fire alarms and illuminated exit signs as per Section 5.6 • TV system as per Section 5.7 4. SPACE REQUIREMENTS 4.1 Location • UNSCO would ideally prefer office space located in proximity to other UN Agencies, Funds and Programmes and preferably in the Al-Maysoun area of Ramallah where the Prime Ministers’ Office is located in addition to other key ministries and many of UNSCO’s interlocutors, including diplomatic missions and representative offices. 4.2 Office Space • Type of structure: o Whenever possible, UNSCO prefers office space that meets the security recommendation for office buildings listed in the Security Risk Management (SRM) for West Back. o Compliance with Security Risk Management (SRM) for West Back within a single hard structure building to accommodate the entire space requirement and meeting all other requirements as described below • A total floor area from 230 – 350 m2 to accommodate the following: • Five offices with space for extra workstations • Separate space at entrance to accommodate security personnel • Outside space/terrace to host receptions and other official functions • Common meeting room/ops room • Pantry room with countertop and sink. • Toilet/wash room • Space for reception and office equipment. • Secured parking space for at least two (2) 4X4 vehicles 5. UTILITIES, EQUIPMENT AND OTHER FURNISHINGS 5.1 Electrical power supply • Sufficient capacity for electrical power supply shall be provided to meet the demands for lighting, heating and cooling, office equipment and other miscellaneous appliances. • Power generator back-up units shall also be provided with adequate fuel storage capable. 5.2 Elevator with maintenance included in rent (if applicable) 5.3 Water supply • Metered potable water supply from city water system shall be provided including water storage having a capacity that can sustain the water demand for at least 5 days. Monthly water bill shall be paid for by UNSCO based on actual water consumption. 5.4 Waste water system • Provision of proper sewage system and waste water disposal in accordance with internationally acceptable standards or equivalent to acceptable local standards of practice. 5.5 Heating and cooling • All offices including common areas shall be provided with sufficient heating and cooling systems. 5.6 Smoke detectors, fire alarms and illuminated exit signs • Smoke detectors shall be provided in all offices.: Fire alarm bells shall be provided for the office building. • Illuminated emergency exit sign shall also be provided for the office space. 5.7 TV system: At least 2 TV outlets shall be provided for the office space. 6. OTHER REQUIREMENTS 6.1 Voice, data and other communication systems • UNSCO should be allowed to install its own voice, data and other communication equipment not limited to server cabinets, communication antenna, radio communication equipment, satellite dish including all necessary cabling and IT/COMMS outlets within the building(s) and or its premises. 6.2 Security enhancement requirements • Possibility to host additional security detail if determined by UNDSS/UNSCO Security Section • As may be determined and required by UNSCO Security Section, UNSCO shall be allowed to construct/install/furnish any security gadgets/installations in order to meet the security recommendation for office buildings listed in the Security Risk Management (SRM) for West Back. 7. OPERATION AND MAINTENANCE To be included on the annual rental rates shall be the operation and maintenance of the building and its premises as follows: • Operation and maintenance of the electrical power supply and distribution system, fixtures, accessories, including the back-up power generation system for office building on 24/7 basis • Operation and maintenance of water supply and distribution system, fixtures, accessories including periodic water quality testing and ensuring availability at all times. • Operation and maintenance of the sewage system and its proper disposal as described above. • Janitorial/cleaning services for the building – on daily basis • Landscape and ground keeping of the premises 8. SUBMISSION OF OFFER: Submission of offer shall be based on the following options: 8.1 An annual cost based on monthly rate to cover lease of the office space, meeting all the requirements including the required services as stipulated in this SOR and other related documents. 8.2 Government taxes shall be borne by the lessor. 8.3 Real Estate agent’s costs shall also be borne by the lessor. 9. OTHER TERMS AND CONDITIONS 9.1 Proof of property ownership. Together with its offer, prospective vendor shall submit proof of ownership of the property(ies). In addition, in case of an agent representing the property(ies) owner(s), shall submit a duly notarized authorization from the property owner(s) allowing the agent to make representation with UNSCO during the solicitation/selection process or even during implementation of the lease contract agreement. 9.2 Material resources. The successful vendor shall provide all necessary space/premises, tools, materials and supplies and other items necessary to perform the services as required and defined in this SOR. 9.3 Vendor’s personnel. The successful vendor shall provide qualified supervisory, management, technical and other personnel with requisite experience, education and ability, and other resources to render the services to UNSCO personnel. 9.4 Management requirements. The successful vendor shall appoint a ‘Contract Representative’ who shall be responsible for the performance of work and provision of service(s) under the contract. The Contract Representative shall have full authority to act on behalf of the successful vendor in all matters pertaining to contract implementation and must be able to communicate fluently in the English language. 9.5 Compliance with laws. The successful vendor shall be obliged to comply with all laws, ordinances, rules and regulations related to the performance of its obligations under the terms of the contract. 9.6 The UNSCO shall appoint a Designated Official who shall have responsibility for the administration and management of the contract. 9.7 Inspection of premises by UNSCO. The prospective vendors shall agree to accommodate UNSCO inspections of the offered buildings/spaces/ premises. 9.8 Commencement date of contract. The required commencement of the contract is on ___________________, 2023. 9.9 Invoicing and Payment. The Lessor shall submit bi-monthly invoice (either in US Dollar or in ILS) to UNSCO/UNTSO-Finance Section, to be paid through bank transfer. The lessor shall provide bank details to UNTSO-Finance Section to facilitate payments. 10.0 BIDS EVALUATION AND CONTRACT AWARD 10.1 Evaluation Methodology. All offers shall be evaluated for technical compliance and, subsequently, for financial/commercial competitiveness. Only technically compliant offers shall be considered for financial/commercial and final evaluation. 10.2 Technical Evaluation. All offers shall be evaluated for compliance with the following detailed evaluation criteria.