IMPLEMENTATION OF FLEXIBLE WORKPLACE STRATEGIES (FWS) AS PART OF THE REPLACEMENT OF OFFICE BLOCK ...

The UN Gigiri Complex comprises 140 acres, 40 buildings of mixed office and commercial space and hosts approximately 50 UN Agencies, Funds and Programs and 3,500 UN staff. The Replacement of Office Blocks A-J Project entails construction of rightsized buildings to replace Office Blocks A-J, which are now approaching the end of their design lives. Flexible workplace strategies are to be incorporated into these new office buildings (approximately 10,000 square meters of rentable office space). The remaining parts of the UN Gigiri Complex are also expected to undergo a comprehensive renovation by incorporating flexible workplace strategies into existing office buildings (approximately 45,000 square meters of rentable office space). For the above requirement UNON is considering engagement of an established multidisciplinary company/ firm to provide integrated consultancy services for the flexible workplace feasibility study and implementation project. The expertise of the firm/s shall include, but not be limited to the following key disciplines; architectural services, engineering services, space planning and interior design services, information technology services, environmental, cost planning and estimating services and change management and communication services. Due to the multidisciplinary nature of the requirement, a consortium of firms or single multidisciplinary firm are encouraged to express interest. In the consortium, the prime firm or lead consultant shall have core competence in one or more of the following disciplines: architectural, space planning and interior design. A consortium shall provide proof of agreement by the parties to participate in the anticipated upcoming tender. There are two phases of implementation where the firm shall provide services: Phase 1 – Feasibility Study • Determining the feasibility and applicability of flexible workplace strategies at the UN Gigiri Complex through carrying out a series of studies and analysis including workspace utilization, operation requirements, space planning, and office space reconfiguration studies. • Based on the findings and analysis, proposing workplace fit out including modular or systems furniture and information technology that will support various offices operational requirements. • Preparing comparative cost and benefits analysis between the current set up and the FWS implementation. The analysis shall cover both qualitative and quantitative aspects of both options including but not limited to cost, staff well-being, workplace efficiency and operational cost; • Carrying out the design, bid and supervision of a flexible workplace pilot project in one or more of the existing buildings to provide an opportunity to assess every aspect of the flexible workplace design concept as well as to allow for estimated costs (including new office configurations, space improvements, maintenance, utilities and any other material costs) and timelines for implementation of the flexible workplace to be vetted through actual construction and delivery, and for relevant improvements to be made; • Based on the pilot findings, developing a comprehensive bid package/s for flexible workplace implementation which shall comprise amongst others preliminary design and construction drawing sets (including typical workstations, typical collaborative space, typical quiet or individual space, typical in floor amenities such as working lounges, small kitchens, IT network cabling and any other supporting services infrastructure) modular/ systems furniture and specialist loose furniture; • Assisting with bidding out of the flexible workplace construction and fit out works. Phase 2 – Full Flexible Workplace Implementation Project Management • In line with the phased implementation schedule, design, coordinate and supervise the construction and implementation of flexible workplace, customized to suit the individual needs and requirements of UN Agencies, Funds and Programs accommodated within existing office buildings at the UN Complex as well as new buildings to be constructed as part of the Replacement of Office Blocks A-J Project. Change Management and Communications • Preparing an integrated change management and communications strategy comprising strategic communications; • Upon agreed strategies, using different medium developing material (webpage, town hall meeting, poster, periodic articles, etc.) for staff outreach and communications to support organizational engagement and understanding of flexible workplace and ways of working in flexible work environments; • Carrying out detailed studies, observations and analysis of pilot utilization. Through meetings with users and post occupancy survey, capturing staff feedbacks and lessons learned from the pilot; • Working with HR services to promote related flexible working arrangements, Facilities services to develop new UN guidelines for space standards and furniture including usage and holding stock and ICT services to support and facilitate a more mobile workforce.