Redevelopment of Laboratory and Office Space
The International Commission on Missing Persons (ICMP) invites construction companies to submit true and compliant responses to the specifications and instructions indicated below
1.Background to ICMP
The ICMP is a grant funded, treaty-based international organisation with headquarters in The Hague, the Netherlands. ICMP works with governments, civil society, justice institutions and other organizations throughout the world to address the issue of missing persons. Its mandate is to secure the cooperation of, and assist, governments and others in locating missing persons resulting from conflict, human rights abuses, disasters other causes. More about ICMP and its mandate can be found on our website (www.icmp.int)
2.Background to Project
ICMP is continuously assessing its ability to respond to world events and provide capabilities and capacities to align with developments and demands of missing people. Subsequently, ICMP has appointed an Architecture company (First Lines) to oversee and coordinate the redevelopment of its (rented) premises in The Hague by a construction company. The construction company shall be registered and able to work in the Netherlands.
ICMP’s premise is located in a shared building and covers three (3) floors, including a science laboratory and two office floors. The combined footprint of the three floors is approximately 1,285m2.
3.Tasks and Scope of Tender
The successful construction company will redevelop the three floors, as envisaged by the technical drawings and descriptions made by First Lines. Based on emerging needs, the successful construction company’s tasks and responsibilities may be adjusted by mutual agreement.
Both single supplier and consortium bids of two or more economic operators will be considered. ICMP reserves the right to select one or more suppliers/consortiums under this tender.
First Lines will oversee the redevelopment carried out by the selected bidder(s).
Delivery location
The project location is ICMP’s Headquarters at Koninginnegracht 12, 2514 AA, The Hague, the Netherlands.
Contract duration and indicative timetable
ICMP anticipates this work to be delivered between 17 May – 31 December 2024, or earlier.
Due to donor requirements, all work shall be completed by 31 December 2024.
4.Contractor Requirements
The requirements for this ITT are:
- Experience working as a general contractor on projects with a similar budget, combining construction, installation, renovation and expansion needs, on a project exceeding 500m2, while the building remains occupied and operational.
- Experience and expertise in engineering and developing installations based on performance requirements.
- Experience and expertise in laboratory construction or a similar, comparable facility.
- Planning and Phasing: Evaluation of the proposed project schedule and phasing, ensuring work is organized in a way that minimizes disruptions, given that the building will remain in operation.
- Ability to work flexibly with ICMP and First Lines to address any unforeseen circumstances.
- Availability between 17 May – 31 December 2024, or longer, if necessary.
- Working level spoken and written a) Dutch, and ideally b) English, to enable smooth collaborative working with the ICMP, First Lines, the Landlord and municipality etc.
- Ability to provide separate financial accounts and budgets, for each of the three (3) individual floors and the security improvements (see details for security improvements [Inbraak Beveiliging] under the Technical Description).
- As a minimum, be available during standard work hours: 7/8 am – 4/5 pm CET, Mondays to Fridays. ICMP would also like to know about your approach to flexible working outside of standard office hours, including evenings and weekends, should this be needed.
- Acceptance of a) ICMP’s General Terms and Conditions (GTC) and b) the Algemene Voorwaarden.
- Willingness to donate a reference sample (buccal swab) for profiling and inclusion in ICMP’s Visit Elimination Database is required. ICMP’s laboratories are DNA clean and carefully controlled environments – all non-ICMP personnel entering the First Floor during the redevelopment will be required to voluntarily donate a reference sample as part of our routine anti-contamination practices. Specific information will be provided upon request.
- A Warranty Period, as specified in the Algemene Voorwaarden.
If you have any questions about these requirements, please email ICMP on [email protected].
5.Deliverables
Delivery and completion of all construction-related work will be between 17 May – 31 December 2024 at ICMP’s Headquarters, as indicated in the Technical Descriptions (package and description of drawings and installations).
Indicative Deliverable Timetable
6.Supervision
The redevelopment will be supervised by First Lines and ICMP, with additional support from internal and external subject matter experts as required.
7.ITT Timeline
Please find the proposed indicative timetable for this invitation to tender below:
| Activity | Date and Time |
| ITT issued | 08 March 2024 |
| Tour of Premises/Site Visit | 22 Mar 2024 (ITT issued +2 weeks) |
| ITT clarification question deadline | 15:00 HRS CET on 28 Mar 2024 (ITT issued +3 weeks) |
| ITT response deadline | 15:00 HRS CET on 12 Apr 2024 (ITT issued +5 weeks) |
| Evaluation of tender responses | 12-25 Apr 2024 |
| Notification of award date | 29 Apr 2024 |
| Contracting | 229 Apr – 17 May 2024 |
8.Indicative Budgets
The indicative budget range for this construction is €700,000-€740,000, exclusive of VAT. Further details to each floor will be provided during the Tour of Premises/Site Visit event scheduled for 10:00-12:00HS CET on Friday 22 March 2024.
All bids shall be provided in Euros, both including and excluding VAT. Budgets shall account for all expenditures including, but not limited to, labour, materials, installations, etc.
ICMP’s standard payment term is 30 (thirty) days from delivery of the product or service, and its acceptance by ICMP.
A payment schedule will be mutually agreed with the selected construction company. ICMP will provide payment upon completion of key deliverables, unless agreed otherwise.
9.Tour of Premises
ICMP shall host a tour of its premises on Friday, 22 Mar 2024 between 10:00 – 12:00 HRS CET to provide an overview of its facilities, requirements, and an opportunity to meet with First Lines. All interested parties are invited to register their interest to attend this event via email – [email protected] – by 15:00HRS CET on Wednesday, 20 March 2024 to secure a place.
10.ITT Clarifications Questions
ICMP invites clarification questions related to this ITT. Please direct any questions through ICMP’s Procurement Team, who can be contacted at [email protected], by 15:00HRS CET on Thursday, 28 March 2024.
Ideally, please submit your questions in English, but Dutch will also be accepted, if English is not possible.
ICMP shall endeavor to respond to clarification questions within two (2) working days.
11.ITT Submission
Responses to this ITT must be made using the templates provided in Annexes A (Technical Response Template) and B (Financial Response Templates). Responses must be submitted in Word or PDF format via a single email, not exceeding 20MB in size to [email protected], with the email subject TENDER ITT/ICMP/HQ/010324, by 15:00HRS CET hours on 12 April 2024. Submissions received after this time and date may be rejected.
For any additional information please contact [email protected].
12.Publication and Conditions
ICMP reserves the right to reject submissions. Incomplete tenders, which do not comply with our conditions, will not be considered.
ICMP reserves the right to accept more than one quote to ensure availability of all required items.
13.Other Conditions
ICMP reserves the right to cancel all, or parts, of this ITT at any time.
14.Deviations from the ICMP General Terms and Conditions
In reference to Clause 10.1 of the ICMP General Terms and Conditions, the Contractor may only sub-contract in accordance with the Algemene Voorwaarden and any terms and conditions set out in the eventual Agreement to be concluded between the ICMP and the Contractor.
Contrary to clause 22.1.1 of the ICMP General Terms and Conditions, invoices shall be submitted, and payments shall be made, in Euros by bank transfer.
15.Selection Criteria and Contract Award
A contract shall be awarded under the best value for money principle. The bidder(s) with a competitively priced offer, that is technically accepted, and received the highest combined technical and financial score(s) shall be awarded the contract.
All suppliers/contractors doing business with ICMP should maintain high standards on ethical issues, respect and apply basic human and social rights, ensure non-exploitation of child labour, and give fair working conditions to their staff. ICMP reserves the right to reject proposals provided by suppliers/contractors not meeting these standards.
As set out in ICMP’s General Terms and Conditions, the selected bidder(s) will not engage with or participate in or facilitate activities involving, directly or indirectly, individuals or entities that are a) subject to restrictive measures/sanctions administered by the European Union or the United Nations (the “Sanctions Regulations”); or b) owned or controlled by individuals or entities as defined in (a) hereinbefore, if such involvement violates applicable Sanctions Regulations.
The ICMP will undertake checks against successful bidders for corruption, breaches of international sanctions and terrorism screening purposes, as outlined in the ICMP’s General Terms and Conditions.
ICMP may terminate the contract, if it finds that illegal or corrupt practices have taken place in connection with the contract award or execution.
16.List of Documents: Redevelopment of Laboratory and Office Space Tender Documents
