Real Estate Strategy Consultant, New York

Organization: UNDP - United Nations Development Programme

Country: United States

City: New York, USA

Office: UNDP New York, USA

Closing date: Friday, 23 October 2020

Real Estate Strategy Consultant, BMS/GO/UNDP

Location : UNDP HQ, New York, UNITED STATES OF AMERICA

Application Deadline : 23-Oct-20 (Midnight New York, USA)

Additional Category : Management

Type of Contract : Individual Contract

Post Level : International Consultant

Languages Required : English

Starting Date : (date when the selected candidate is expected to start) 01-Jan-2021

Duration of Initial Contract : 6 months

Expected Duration of Assignment : 6 months

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence. UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

Background

The UNDP’s Administrator vision is to progressively consolidate UNDP entities to one main DC1 building. This would ensure additional efficiencies, facilitate the sharing of knowledge and practice across UNDP business units and Bureaus, and ensure a healthy working environment for all UNDP staff.

Currently, UNDP in New York is located in 4 buildings, leasing pockets of space which total approximately 400,000 square feet to accommodate its approx. 1,200 personnel. Given the impact of COVID 19, the personnel have been teleworking since mid-March 2020, and it is expected that working remotely might continue for some time. Given this context coupled with a fluid commercial real estate market, UNDP has decided to assess its space footprint. To this end, a consultant is expected to review space standards and develop a comprehensive real estate strategy to build efficiency in seating arrangements, including effective use of common spaces to maximize and improve the working environment. The work of the consultant will build on the ongoing efforts through UNDP’s HQ return to office plan and review of staffing patterns by Human Resources.

Under the overall supervision of Bureau for Management Services (BMS), the consultant would report to the Chief of General Operations (GO), in New York, and will work closely with the Manager of Premises, Facilities and Assets to take stock of requirements in this new context and prepare a real estate strategy for UNDP. The overall aim is to have a forward-looking real estate strategy that enables UNDP to better manage its collaborative space and takes into account the impact of COVID 19. The Consultant will be supported by an Architect (to be selected through UNDP’s Contractual Agreement) to help design and tailor the layout agreed to with the Bureaux into a Computer-Aided Design (CAD). Such a sketch will form the basis of eventual refurbishments or adjustments to the footprint.

Duties and Responsibilities

SCOPE OF WORK, RESPONSIBILITIES AND DESCRIPTION OF THE PROPOSED ANALYTICAL WORK

The consultant will have the following responsibilities.

Take stock of present real estate portfolio and assets;
Use analysis from the staffing patterns from Human Resources Office and assess implications on use of office space;
Gather relevant data which affirms existing utilization standards and costs;
Engage UNDP managers to establish a set of individual Bureau as well as corporate UNDP requirements, using latest industry standards;
Ensure an overall design concept with the support of an architectural specialist;
Look at suitability of innovative concepts which promote interaction and flexibility whilst reducing resource requirements and maximizing space utilization (hot desking, working remotely, etc.);
Promote branding of the Organization;
Present findings to UNDP senior management and ensure any needed adjustments

Assignment Deliverables

Develop an action plan with clear milestones, factoring in the impact of COVID 19;
Provide a consolidated overview of space needs and requirements as expressed by the Bureaux and HQ Units;
Work with architectural experts to develop a model which meets needs expressed and complies with all local codes and Organizational policies relating to working standards;
Present pros and cons of each scenario including resource requirements in developing options;
Using the selected option, develop a comprehensive real estate strategy which also identifies the logistics, resources and time frame needed to implement a newly remodeled office.

Competencies

Competencies

Organization

Demonstrate professional competence and is conscientious and efficient in meeting commitments, observing deadlines and achieving results

Team Player

Displays open, co-operative behavior with other team members.

Strong diplomatic and interpersonal skills, and ability to build strong professional relationships

Self-Management

Ability to work under pressure.

Ability to work independently.

Demonstrates respect towards coworkers coming from diverse cultural backgrounds

Drive to Achieve Results

Focuses on achieving results for internal clients.

Required Skills and Experience

Academic qualifications:

Tags architect facilities management human resources logistics management services procurement public administration real estate space utilization

Master’s Degree or higher in Business Administration, Public Administration, Real Estate Management, Facilities Management, or equivalent discipline. Required

Experience:

Minimum 10-years in facilities and/or real estate field experience. (Required)

Experience with and understanding of real estate related documents including plans, details, and specifications is an asset.

Experience and knowledge of the UN and other international organization is an asset.

Capable of preparing written reporting documentation. Required

Ability to multitask and balance multiple projects simultaneously. Required.

Ability to communicate effectively with clients. Required.

Language:

Fluency in written and spoken English is required;
Working knowledge of another UN language would be an asset

Application Procedure

The application package containing the following (to be uploaded as one file):

A detailed technical proposal should outline the methodology on how the consultant would address the tasks defined in the Terms of Reference above. This should be supplemented with comprehensive description of why the Offeror considers her/himself the most suitable candidate for the assignment. (This will serve as one of the main components of Technical Evaluation);
Personal CV or P11, indicating all past experience from similar projects and specifying the relevant assignment period (from/to), as well as the email and telephone contacts of at least three (3) professional references;
Note: The above documents need to be scanned in one file and uploaded to the online application as one document.

Shortlisted candidates (ONLY) will be requested to submit a Financial Proposal.

The financial proposal should specify an all-inclusive grand total flat rate that would serve for the financial evaluation and to confirm the potential contractual value. The offer should include the breakdown of the financial proposal to include a daily fee, transportation cost (if applicable); living allowances at the duty station; communications, utilities and consumables; life, health and any other insurance; risks and inconveniences related to work under hardship and hazardous conditions (e.g., personal security needs, etc.), when applicable; and any other relevant expenses related to the performance of services under the contract.

The main stakeholders and UNDP premises are located in New York. The consultant has to factor these circumstances both in the methodology and financial proposal.

In the case of unforeseeable travel requested by UNDP, payment of travel costs including tickets, lodging and terminal expenses should be agreed upon, between UNDP and Individual Consultant, prior to travel and will be reimbursed. In general, UNDP should not accept travel costs exceeding those of an economy class ticket. Should the IC wish to travel on a higher class he/she should do so using their own resources.

If the Offeror is employed by an organization/company/institution, and he/she expects his/her employer to charge a management fee in the process of releasing him/her to UNDP under a Reimbursable Loan Agreement (RLA), the Offeror must indicate at this point, and ensure that all such costs are duly incorporated in the financial proposal submitted to UNDP.

Only technically qualified candidates will be invited to submit a financial proposal via E-tendering. Instructions will be provided further in the process

Evaluation process

Applicants are reviewed based on Required Skills and Experience stated above and based on the technical evaluation criteria outlined below. Applicants will be evaluated based on cumulative scoring. When using this weighted scoring method, the award of the contract will be made to the individual consultant whose offer has been evaluated and determined as:

Being responsive/compliant/acceptable; and

Having received the highest score out of a pre-determined set of weighted technical and financial criteria specific to the solicitation where technical criteria weighs 70% and Financial criteria/ Proposal weighs 30%.

Technical evaluation - Total 70% (70 points): Desk review

Criteria 1. Quality of the proposed methodology. Weight = 30 %; Maximum Points: 30points;
Criteria 2. Relevance of the experience Weight = 12 %; Maximum Points: 12;
Criteria 3. Experience and knowledge of the UN and/or other international organization. Weight = 3%; Maximum Points: 3 points;
Interview

Criteria 4. Interview: Weight = 25%; Maximum Points: 25points.

Having reviewed applications received, UNDP will shortlist candidates obtaining a minimum of 70% (31.50 points) of the maximum obtainable points for the desk review (45 points) for interview. Please note that only shortlisted candidates will be contacted.

Candidates obtaining a minimum of 70% (49 points) of the maximum obtainable points for the technical criteria (70 points) shall be considered for the financial evaluation.

Financial evaluation - Total 30% (30 points)

The following formula will be used to evaluate financial proposal: p = y (µ/z), where

p = points for the financial proposal being evaluated

y = maximum number of points for the financial proposal

µ = price of the lowest priced proposal

z = price of the proposal being evaluated

Contract Award

Candidate obtaining the highest combined scores in the combined score of Technical and Financial evaluation will be considered technically qualified and will be offered to enter into contract with UNDP.

Institutional arrangement

The consultant will work under the guidance and direct supervision of Chief of General Operations (GO) and will be responsible for the fulfilment of the deliverables as specified above.

Payment modality

Payment to the Individual Contractor will be made based on the actual number of days worked, deliverables accepted and upon certification of satisfactory completion by the manager.

The work week will be based on 35 hours, i.e. on a 7 hour working day, with core hours being between 9h00 and 18h00 daily.

Annexes (click on the hyperlink to access the documents): Annex 1 - UNDP P-11 Form for ICs

Annex 2 - IC Contract Template

Annex 3 - IC General Terms and Conditions

Annex 4 - RLA Template

Any request for clarification must be sent by email to cpu.bids@undp.org

The UNDP Central Procurement Unit will respond by email and will send written copies of the response, including an explanation of the query without identifying the source of inquiry, to all applicants.

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