Name of Service: RFP_002_2026_National Consultancy Firm to Monitor and Supervise Construction and Retrofitting of Evacuation Shelters.Country: LaosContract duration: March 2026 to April 2027.Scope of Work:The selected firm will be responsible for overseeing all aspects of construction supervision and monitoring throughout the project implementation period. The scope includes, but is not limited to:·         Conduct site visits to all construction locations to assess progress, quality, compliance with contractual obligations, and deficiency assessments;·         Support UNDP on the administration and management of construction contractor’s contract;·         Provide technical oversight and guidance to contractors to ensure adherence to design specifications, safety standards, and environmental considerations;·         Advise the UNDP Project Manager and Team Leader on all matters related to civil works implementation, including quality assurance, progress tracking, and risk mitigation;·         Support contract management processes, including review of amendments, dispute resolution, and certification of payments;·         Interpret the requirements of the construction contract documents and make findings as to the performance thereunder by both the UNDP and contractor;·         Coordinate with relevant government counterparts and stakeholders to ensure alignment with national standards and local needs, and coordinate inputs from the designer as required;·         Monitor progress of the construction works through computer-aided project management techniques;·         Prepare periodic reports and documentation to inform project stakeholders of construction status and emerging issues;·         Review and forward to UNDP warranties;·         Perform reviews and approval of shop drawings and other technical material submitted by the contractor.Detailed tasks may include but not limited to:1. Construction Supervision and Quality AssuranceConduct regular site inspections to monitor construction progress and ensure compliance with approved designs, technical specifications, and safety standards, and identify and report any deviations, delays, or risks, and recommend corrective actions;Verify the quality of construction materials and workmanship, ensuring adherence to national and international standards including verification of universal design/accessibility features (ramps, lighting, handrails, toilets, privacy areas;·       Monitor contractor performance and ensure timely execution of works according to the project schedule, ensuring the criteria and limits are met, and issue orders to the Contractors to remove or improve any works that are not in accordance with the drawings and/or specifications; or if the construction measures are considered unsafe;·       Supervise the maintenance of records for all labor and materials used in the construction of the works;·       Review the contractor’s insurance cover to ensure that the contractor has provided all the insurance required by the contract and such insurance are maintained throughout the contract period;·       Regularly monitor and inspect the contractor’s quality control and assurance programme to ensure that quality of the finished works meet the contract standards and specifications. This includes regular checking of the materials testing;·       Convene regular fortnightly site meetings with the contractors and communities to discuss issues and problems affecting the progress, ensuring participation and feedback from women, disability, and ethnic representatives on safety and access;·       Inspect and help approve all material sources, proposed personnel and equipment; and request for suitable replacement;·       Conduct control experiments and quality assessment of construction parts, work items and/or construction works according to the regulations, and Maintain records of all testing work, including cross-referencing of items of work to which each test refers and location from which any samples were obtained for testing;·       Ensure that construction works integrate climate-resilient and disaster-resilient standards, including wind load, flood resistance, and use of durable materials suitable for local environmental conditions, aligning with the detailed design.Supervise and ensure that occupational health and safety measures are implemented and maintained at all construction sites.·       Verify functional tests (load tests, drainage tests, electrical safety tests, etc.) prior to final acceptance.2. Contract Administration and Reporting·       Organize kick off meeting with the construction contractors, inspect the conditions for commencement of the construction work and give order to commence work;Review the constructors’ reports and monitor contractor compliance with contractual obligations, including timelines, deliverables, and reporting requirements, and prepare periodic progress reports (monthly, quarterly) summarizing achievements, challenges, and recommendations, including sex-, age-, and disability-disaggregated data on workers and participants in monthly and quarterly reports. If it’s possible, include a short section on Gender and Inclusion observations;Support change management processes, including review and validation of design modifications, variation orders, and budget adjustments;Facilitate coordination between contractors, project stakeholders, and local authorities.·       Review, approve and monitor the construction plan to minimize disruption to vehicular traffic and water supply and agricultural activities during construction, and to ensure that construction activities do not endanger safety of the public;·       Advise UNDP of constructors’ schedules, any delay or potential delays in the work schedule, and take all necessary actions to prevent potential delays;·       Maintain a day-to-day record, which shall state all events pertaining to the administration of the contract, request forms, and order given to the contractors, and any other information which may at a later date be of assistance in resolving queries which may arise connecting execution of the works; ensure that the construction methods proposed by the contractor for carrying out the works are satisfactory;·       Supervise the process of interim and final payments to the contractors (interim payment shall be based on interim payment certificate processed by the Consultant following claims filed by the contractors);·       Prepare any required variation orders requested by UNDP and review any variation order proposed by the contractor and provide their advice to UNDP in accordance with the contract.·       Review and approve the contractor’s work schedule using critical path method (CPM) or using equivalent tools, and monitor deviations.·       Record and maintain digital photos/videos of all construction phases, including geotagged progress photos and videos, submitted regularly to UNDP for the visibility and communication purposes, using drones and high quality cameras.·       Contractors must provide equal pay for equal work, ensure gender-sensitive facilities at worksites (e.g., separate toilets, adequate lighting), and maintain a workplace free from any form of harassment, violence, or discrimination. All staff and workers shall be informed of the project’s Code of Conduct and available grievance or reporting mechanisms related to PSEA incidents.·       Provide technical advice with UNDP and the Government what functions can be the essential factors to be integrated into the national guideline for selection and assessment of evacuation centers through the experience of monitoring and supervision of construction, and include the recommendation in the final report.3. Environmental and Social Safeguards, gender, and social inclusion monitoring·       Monitor implementation of environmental mitigation measures as outlined in the Environmental Social Management Plan (ESMP), and supervise the safety measures for the adjacent works and the construction monitoring;Ensure that construction activities minimize negative impacts on surrounding communities, landscape and ecosystems;Support the implementation of grievance redress mechanisms and document community feedback;Verify that contractors comply with social safeguard requirements, including labor standards and community engagement protocols.Monitor the inclusion of vulnerable groups (e.g., women, children, persons with disabilities, ethnic minorities) in construction-related decision-making and employment opportunities (UNDP’s Cash for work activities).Facilitate community awareness sessions on environmental and social safeguards, including health and safety, grievance mechanisms (including SEA and Sexual Harassment), and shelter usage (considering inclusive participation (women, persons with disabilities, and ethnic groups can attend).·       Report any environmental, social, or safety incidents to UNDP within 24 hours and propose corrective action plans.Document community feedback and perceptions regarding construction impacts and mitigation measures ensuring sex-, age-, and disability-disaggregated feedback where available.Verify that contractors comply with the country’s environmental regulations and international safeguard frameworks and ensure that any required environmental permits or approvals are obtained and maintained throughout the construction period.Monitor the contractor’s waste management practices, including disposal of construction debris, hazardous materials, and wastewater, and ensure that construction sites are kept clean and safe for workers and nearby communities.Ensure that construction activities do not restrict access to essential services, agricultural land, or community infrastructure, and monitor any temporary or permanent land acquisition and ensure it is conducted in line with safeguard policies and with community consent.4. Completion and Handover SupportConduct final inspections and verify that all works are completed according to specifications and quality standards;Assist in the preparation of handover documentation, including as-built drawings, operation manuals, and maintenance plans;Support training and capacity-building activities for local government officials and community representatives on shelter use especially women, elderly people and persons with disabilities and maintenance;Provide recommendations for post-construction monitoring and long-term sustainability of the shelters;·       Issue certification of payments for each construction company, and completion certificate after satisfactory completion of the works in accordance with the contract provisions.Reporting Requirements and Submission ScheduleThe consultancy firm shall prepare and submit the following documents.·       Inception report:The consultancy firm will submit an inception report detailing the procedure, methodology, work schedule, monitoring framework, human resources and their allocated responsibilities for the consultancy work, within 7 days after mobilization,·       Monthly Progress Report:Reports on construction progress of each month, highlighting milestones, actual vs forecasted progress, accumulated progress, cost, risk and issues encountered, corrective actions taken, compliance on Environmental and Social Management Plan, 10 days after the end of each month.·       Minutes of Fortnightly Construction Contract Meeting between Consultant Firm and Contractor:Shall be issued to all attendees and UNDP 2 days after the meeting.·       Final Construction Contract Close Out Report:The final report is to encompass all the technical survey work, as-builts and results, all monthly contractual assessment record and progress payment certificates as well as close out inspection record and outstanding issues for defect liability period. This final report is to include all comments made upon submission of the draft reports. Report submission is 2 weeks prior to completion date.·        Issue Report:The consultant shall report in writing to UNDP any incidents caused by the construction companies, as well as any situations that could potentially lead to such incidents. The report must also include recommendations for risk mitigation and problem resolution.Please indicate whether you intend to submit a bid by creating a draft response without submitting directly in the system. This will enable the system to send notifications in case of amendments of the tender requirements. Should you require further clarifications, kindly communicate using the messaging functionality in the system. Offers must be submitted directly in the system following this link: http://supplier.quantum.partneragencies.org  using the profile you may have in the portal. 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