1. Background

The Organization for Security and Co-operation in Europe, Mission to Bosnia and Herzegovina (OSCE), in Sarajevo is interested in establishing a roster list of companies interested for the provision of engineering /architectural design and supervision services for OSCE BaH operations to support engineering related needs for the Mission and/or activities in projects financed by a variety of OSCE partners.

Having in place the list of the engineering services will allow OSCE BaH to manage various forms of construction related activities in a consistent manner assuring adequate quality, cost and risk management.

2. Purpose of this EOI

The purpose of this EOI is to receive information about potential service providers verified technical  capacity to provide the required services and to receive information on how they would be able to satisfy OSCE needs in this respect. Service providers will be invited to participate in a formal bidding process for a proposed offers for particular service.

3. Specific tasks of possible service providers

The possible Service provider/Contractor will be engaged to deliver comprehensive services related to the engineering/architectural design, construction projects OSCE implements, including but not limited to the renovation and adaptation of OSCE office spaces, and supervision of works. The scope of services and expected outputs is detailed below, encompassing various stages from pre-assessment, design to project completion. (in full or in part):

Task 1: Pre-assessment

Upon request by OSCE, the Service provider will be responsible for:

• Assessment of site conditions, review and preparation of all conceptual analysis, detailed architectural, structural, mechanical design, construction drawings, scope of works and bills of quantities (including unit price analysis), material specifications, before photos etc.
• Preparing all engineering designs in accordance with accepted industry standards and good engineering practices,
• Ensuring that all architectural, civil, structural and other designs conform with local regulations, codes, standards and regulatory requirements,
• Compile basic and detailed engineering designs into packages suitable for bidding and construction as required.

Task 2: Preparation of Technical Bidding Documents

Upon request by OSCE BaH, the Service provider will be responsible for:

• Preparation of a plan and schedule for the sequencing of procurement of construction works, and supply and installation of goods and equipment.
• Timely submission to OSCE BaH of all technical bidding documents as outlined under Task 1 as required for inclusion in each standard OSCE BaH bidding document package for goods and works.

Task 3: Support to tender evaluation

Upon request by OSCE BaH, the Service provider will be responsible for:

• Attending pre-bid conferences and reviewing/answering bidders’ questions (if requested by OSCE BaH),
• Supporting OSCE BaH to carry out a careful analysis of bidders’ qualifications, the offers received and a recommendation on the technical and financial advantages and disadvantages of each offer,
• Supporting OSCE BaH in negotiating and finalizing contracts with successful bidders, various contractors, suppliers and vendors, and advise OSCE BaH on the terms of these contracts.

Task 4: Technical monitoring and supervision of works

Upon request by OSCE BaH, the Service provider will be responsible for:

• Monitoring, conducting quality control and inspecting the progress of construction works, by making regular site visits during each contracted implementation phase,
• Ensuring that the construction activities are carried out according to the plans, designs and drawings and ascertain accuracy of the qualities, quantities and proportions of the construction materials are precisely maintained,
• Ensuring that all materials used, workmanship and works performed are in accordance with the specifications indicated in the contract documents,
• Identifying early warning signs for potential work adjustments and/or contract variations and providing technical support to OSCE BaH in case of any contractual issue or additional construction work that might incur extra costs, ensuring adherence to costs and timelines.

The possible Service providers will be tasked to ensure that all country specific building standards, codes, permits, are in place and in sync with OSCE’s existing procurement policies and documentation, local procurement processes, construction methods and materials, as well as local market trends.

Once the list of companies are established, inquiries will be sent exclusively on a need basis. The successful service provider is expected to be available to commence the services in Bosnia and Herzegovina, or as otherwise agreed with OSCE BaH.

The service provider will be expected to conduct regular field visits during the construction phase and submit periodical progress reports. The nature and frequency of these will depend on the size of the project. The progress reports will need to reflect if the performed construction works are in accordance with the requirements stipulated in the construction contract and include photos of the work progress.

The reports should include any current or foreseeable issues, suggestions or recommendations in order to ensure the successful completion of the project, including possible cost or/and time variations, if any.

A final report detailing all activities undertaken during the assignment and summarizing of completed tasks is expected at the end of the contract completion and carrying out final inspections of the works during the Defects Liability Period, approving and recommending the final contract accounts for payment

All reports including photos of works progress and corresponding documents will be submitted electronically to OSCE BaH for review and approval. Final reports and documents shall be submitted in English.

Eligible companies must be registered Companies, with a valid license, and have a minimum of three years of experience. They should fill in the vendor registration form.

Participation from women entrepreneurs is particularly encouraged.

• Service Provider’s Qualifications

Any architectural/engineering company which is duly registered in Bosnia and Herzegovina is eligible to participate in this tender. The service provider needs to demonstrate a high degree of technical expertise by referring to previous similar projects completed during last 5 years. The service provider shall conform to existing laws, regulations and professional codes as established by Bosnia and Herzegovina and has a registered presence in Bosnia and Herzegovina.

The service provider shall be able to demonstrate the following qualifications:

• Possesses experienced personnel and necessary tools to perform the assignment in a professional manner and in accordance with generally accepted engineering practices.
• Possesses competencies in civil, structural, mechanical, electrical engineering, surveying and construction management and pre-commissioning, start up and commissioning.
• Possesses required licenses and registration for architectural and construction activities.
• Prior experience in providing similar technical engineering services for OSCE or other international agencies would be a distinct advantage.

The possible service provider will provide the following:

• Court registration document with authorization for the design/supervision work; 
• Required licenses and registration for architectural and construction activities;
• Portfolio of the service provider demonstrating professional experience in design, construction and supervision of the standard construction work, high-power electrical work, and mechanical work in the past ten years;
• A reference list (min. three references) from the last three years that includes construction work (especially indoor construction work), high-power electrical work, and mechanical work. The reference list needs to contain the name of project, location, value and contact person (e-mail address and phone number);
• The company needs to submit the list of three (3) engineers, as follows:
• For construction work: university degree in architecture, civil engineering and/or construction – minimum three (3) years of related/relevant experience (indoor upgrade work supervision/design desirable), required CV, diploma and licence for design/supervision activity;
• For high-power electrical work: university degree in electrical engineering – minimum three (3) years of related/relevant experience, required CV, diploma and licence for design/supervision work;
• For mechanical work: a university degree in mechanical engineering – minimum three (3) years of related/relevant experience, required CV, diploma and licence for design/supervision work;

• The company needs to be able to act within 48 hours on an OSCE authorized staff request. Written statement required;
• Advanced proficiency in Local languages and in English. All official correspondence shall be in English. Written statement required.

• Preparing and submitting your Expression of Interest

1. To submit your EOI, potential service providers are to provide the below filled in EOI Response Form with all information requested and signed by the authorized company representative and company stamp.
2. Documentation requested is to be sent by email to Procurement.BA@osce.org with subject: EOI for Provision of Engineering/Architectural Design and Supervision Services for OSCE BaH.
3. Responses and supporting documentation received will be treated as confidential and will not be made available to the public.
4. This EOI does not constitute a solicitation. The OSCE reserves the right to change or cancel this expression of interest or any of its requirements at any time during the process; any such action will be communicated accordingly.
5. In case of questions, please do not hesitate to contact us at Procurement.BA@osce.org ensuring the email subject: EOI for Provision of Engineering/Architectural Design and Supervision Services for OSCE BaH.

EOI Response Form

The Expression of Interest should include:

• Dully completed Vendor Registration Form
• Documents listed in section 6. Mandatory requirements
• Filled in table of task requirements with comments