ANNEX I – TERMS OF REFERENCE

Architecture company

I. Task

The architecture company will manage and oversee the entire process of (i) building a fully functioning, new Human Identification (HID) laboratory on ICMP’s ground floor and/or of expanding the existing laboratory in its current location on the first floor, and (ii) of remodeling existing office space.

For the construction-related work, ICMP intends to separately contract a construction company. The architecture company will oversee and coordinate the construction company’s work and ensure quality control.

Based on emerging needs, the architecture company’s tasks and responsibilities may be adjusted by mutual agreement.

II. Objective

A fully functioning new laboratory has been built and/or the existing laboratory has been expanded, and existing office space has been remodeled. This will contribute to a capacity increase of the ICMP HID laboratory in The Hague.

III. Position and ICMP background

ICMP has received donor funding to upgrade its laboratory capacities. The ICMP is an intergovernmental organization based in The Hague, the Netherlands. Its mandate is to secure the cooperation of governments and others in locating persons from conflict, human rights abuses, disasters, organized crime, irregular migration and other causes and to assist them in doing so. It is the only international organization tasked exclusively to work on the issue of missing persons. ICMP’s support to governments, families of the missing, justice institutions and others promotes human rights, good governance, the rule of law and peacebuilding through activities that range from creating domestic missing persons capacities, to strengthening civil society engagement, to assistance and training in the use of advanced technologies, including DNA based identifications and data systems to locate the missing. ICMP has more than 25 years of experience in helping countries to address the issue of missing persons.

ICMP maintains a DNA identity testing system dedicated to identifying persons missing as a result of armed conflict, huma rights abuses, disasters and other circumstances around the world. ICMP’s DNA identification system relies on integrated DNA testing laboratories, which are located in The Hague. The DNA laboratories have a highly developed capacity to obtain DNA profiles from very difficult cases of unidentified human remains, such as bone samples from decades-old mass graves. ICMP has conducted the world’s largest missing persons DNA testing program, having successfully tested more than 50,000 bone samples and established a database of almost 100,000 family reference DNA profiles to support the identification of almost 20,000 missing persons.

IV. Key Duties and Responsibilities

Key duties and responsibilities include, but are not limited to, overseeing, and managing the entire process of (i) building a fully functioning, new Human Identification (HID) laboratory on ICMP’s ground floor and/or of expanding the existing laboratory in its current location on the first floor, and (ii) of remodeling existing office space. This also includes budget, financial and quality control of all construction-related activities by all actors involved. Duties will be carried out in close coordination with relevant ICMP subject matter experts. Individual tasks may include:

1. Conduct air conditioning, cold water and power supply needs assessments for a laboratory on the ground floor. If necessary, draft tender documents for companies/experts to conduct such needs assessments.
2. Oversee construction companies’/experts’ work, and control quality of work
3. Cooperate and coordinate with the security company/expert(s) on security improvements and incorporate findings into floor plans.
4. Prepare an initial report of findings based on the above needs assessments for review by the ICMP.
5. In consultation with ICMP staff and based on specification by ICMP and other relevant institutions, draft floor plans for a laboratory on the ground floor (based on ICMP/NFI plans), for expanding the current laboratory on 1^st floor, for remodeling office space on 1^st and 2^nd
6. Together with ICMP, coordinate and communicate with the city of The Hague (and potentially other institutions) as regards construction and other permits.
7. Prepare and draft required documents for the city of The Hague and/or other relevant institutions.
8. Together with ICMP, coordinate with the landlord of ICMP’s premises on technical, construction-related matters.
9. Generally, support cost calculation for construction activities with reference to ICMP’s budget and prepare timelines for construction work.
10. Support the selection of a construction company.
11. Oversee the construction company’s work for the entire construction of a new laboratory and remodeling processes of 1^st and 2^nd
12. Ensure financial control of all actors involved including, but not limited to, construction companies and experts.
13. Support ICMP in construction-related communication with the donor/ICMP member states.
14. Issue a final report/qualification document on all construction activities.
15. Deal with emerging issues and taking on additional tasks, as required and mutually agreed.

V. Key Deliverables

The architect will present a work plan of activities leading to the completion of the assignment. Key deliverables will partly be agreed at a later stage. 

1. Needs assessment for ground floor. Needs assessments (air conditioning, cold water, power supply) will be conducted and findings incorporated into floor plans.
2. Cooperation with security company. Cooperate with security experts on how best to carry out security-related improvements/construction work of ICMP’s premises.
3. Floor plans: In close coordination with ICMP staff, several floor plans will be drawn, taking into consideration various security and needs assessments as well as views on office spaces/workstations. The floor plans will serve as a basis for construction companies to apply through the tender process(es).
4. Tender documents for construction companies and selection of company. Draft qualified tender documents and lead the selection process of the construction company.
5. Oversight over construction work and quality control. Continuously oversee the entire construction process from planning phase, start until end of project; ensure quality control, coordination and cooperation with all relevant actors, including but not limited to, ICMP, experts (security, construction), construction company, city of the Hague landlord, and others. This includes financial control of all construction-related activities by all actors involved.
6. A final report. Draft a final report on the construction process, not exceeding 20 pages (excluding annexes). The architecture company may be asked to present the report to a select group of ICMP staff members.

All deliverables will be considered final upon receiving a written acceptance note from the ICMP project manager.

VI. Supervision and Management

The assignment will be supervised by a project manager at ICMP Headquarters with the support of internal and external subject matter experts.

VII. Timeframe

It is estimated that the assignment may require approx. 12 months (or longer), starting in April 2023. Timelines and availability can be discussed.

All work will be done at the architecture company’s office location and at ICMP premises.

VIII. Required Knowledge, Expertise and Experience for the architecture company

The following key requirements will be taken into consideration when assessing architect’s technical competencies:

 Requirements

1. Proven architecture expertise through university education and work experience.
2. At least five (5) years of relevant architecture experience, ideally working with international organizations or government institutions and familiarity with donor-funded projects and donor requirements.
3. Available during the following hours: 9 am – 6 pm CET.
4. Reference checks.

IX. Payment Schedule:

ICMP will provide payment upon completion of key deliverables, unless agreed otherwise. Payment details and amounts will be mutually agreed upon signing the contract/special agreement.

The final report must be completed within one (1) month after the end of the project.

X. Bid documents

Please provide your company’s portfolio, including work examples of similar projects, the resume(s) of the architect(s) assigned to the project, and references of organizations or companies you worked with in the past, that may be contacted by ICMP.

Please submit a bid in EUR that accounts for all costs associated with the delivery of the requested services including, but not limited to, transport, travel, per diems, personnel, etc.

The bid should include both a narrative and financial section.

If your company intends to submit a bid, please contact procurement@icmp.int to receive the required documents for the bids.

Please send your bids to: procurement@icmp.int.

Deadline for submission of bids: originally March 31 now April 5, 2023 midnight CET

ICMP will offer a tour of the premises, including the current laboratory upon request (to be send to: TOR@icmp.int).

XI. Other Conditions

The architecture company and its associates will not participate in or facilitate activities involving, directly or indirectly, individuals or entities that are (i) subject to restrictive measures/sanctions administrated by the European Union or the United Nations (the “Sanctions Regulations”); or (ii) owned or controlled by individuals or entities as defined in (i) hereinbefore (together: the “Sanctioned Parties”), if such involvement violates applicable Sanctions Regulations

Any modifications made to the ToR will be made by an addendum upon mutual agreement between ICMP and the special agreement (contract) holder.

INTERNATIONAL COMMISSION ON MISSING PERSONS WESTERN BALKANS PROGRAM – OPEN CALL FOR PROPOSALS FOR ICMP´S SMALL GRANTS FOR THE ASSOCIATIONS OF FAMILIES OF MISSING PERSONS FROM BOSNIA AND HERZEGOVINA

I. INTERNATIONAL COMMISSION ON MISSING PERSONS (ICMP) SMALL GRANTS PROGRAM

1. The International Commission on Missing Persons (ICMP) invites associations of families of missing persons to submit an application for its “Small Grants for the Associations of Families of Missing Persons from Bosnia and Herzegovina 2023”

2. ICMP is an independent, treaty-based international organization with more than 20 years of experience in 40 countries. It is the only international organization tasked exclusively to work on the issue of missing persons. It helps governments build rule-of-law institutions that successfully and impartially search for and identify missing persons, and it supports efforts to enable families of the missing to assert their rights.

II. ABOUT ICMP PROGRAM IN THE WESTERN BALKANS

3. In the Western Balkans ICMP has supported regional cooperation in the search for the missing; it has worked effectively to foster the development and cooperation of civil society organizations with one another and with governments and local authorities in the region. It has pioneered the application of state-of-the-art DNA and advanced database informatics to locate and identify large numbers of missing persons. To date, more than 70 percent of the estimated 40,000 persons reported missing at the end of the conflicts in the Western Balkans have been accounted for.

III. ICMP’S SMALL GRANTS PROGRAM 

4. Through its Small Grants Program, ICMP provides financial support to associations of families of missing persons that are registered in Bosnia and Herzegovina, to implement projects that integrate objectives, approaches, activities and content that contribute to: 

• Promote and support the active, independent, meaningful and sustainable engagement and participation of families of missing persons in the process;
• Contribute to restoring justice and providing full redress to victims and survivors;
• Generate cooperation among survivor/victim groups, across sectarian, political, ethnic, religious or other lines and promote impartial and non-discriminatory approaches to the issue of the missing; and,
• Advance accountability and transparency in the processes of locating missing persons by promoting dialogue and collaboration of survivor/victim groups with State authorities around the issue of the missing.

IV. AREAS OF SUPPORT

5. The projects and activities supported for the Small Grants, must be relevant to the role and challenges faced by families of the missing in Bosnia and Herzegovina and should target at least one of the following objectives:

• Awareness-raising by associations of families of missing persons through memorialization and commemorations of relevant dates;
• Networking among associations of families of missing persons to exchange experiences and implementation of positive practices towards realization of rights of families of missing persons in Bosnia and Herzegovina.

6. Projects that as a primary objective entail the processing of personal data related to missing persons or their relatives, or projects focused solely on providing psychosocial assistance to families of the missing are not eligible for funding through this Call.

Eligible costs: to ensure that the organizations implement the activities and reach the outcomes mentioned above, the following costs are allowed:

V. AMOUNT OF GRANTS, ELIGIBILITY, SUBMISSIONS AND AWARD 

7. Applicants may request a minimum of EUR 1,000 EUR and a maximum of EUR 1,500 for each project.

5.1 Who is eligible to apply?

 –  Associations of Families of Missing Persons:

• That are legally registered as a not-for-profit civil society organization in Bosnia and Herzegovina;
• That have demonstrated experience in the implementation of projects;
• That have demonstrated experience of sound financial management, which is demonstrated by preparing annual financial reports;
• That apply for projects directly addressing the issue of missing persons.

ICMP will accept applications submitted by single organizations, but highly encourages joint applications submitted by two or more applicants.

Applications shall be submitted in English or Bosnian/Croatian/Serbian using ICMP forms.

5.2.      Deadline for submissions for projects: 15. March 2023

 Notifications of selection are expected indicatively by 10 April 2023. Projects are expected to commence upon signing the contract, and may have duration of no more than 5 months.

Eligible organizations are invited to submit their applications using ICMP forms by the deadline of submission at 17:00 PM Western Balkans time.

Applications will be reviewed for eligibility and applicants may be contacted to provide clarifications. Grants awarded may be subject to modifications from the original proposal submitted.

ICMP reserves the right to fund any or none of the applications received.

All Applications shall contain:

• Project Proposal;
• Budget Proposal; and
• Organization Profile.

Please follow the link below to access the forms:

Link: https://bit.ly/3K38hx4.

Application Forms may be requested, and queries about this Call may be made through Elma.Majstoric@icmp.int.

Advertised: 20. February 2023

————————————————————————————————————————————————————————————————————————————–

OTVORENI POZIV ZA UDRUŽENJA PORODICA NESTALIH OSOBA IZ BOSNE I HERCEGOVINE ZA DOSTAVLJANJE PROJEKTNIH PRIJEDLOGA ZA DODJELU ICMP-OVIH MALIH GRANTOVA

I. PROGRAM DODJELE MALIH GRANTOVA MEĐUNARODNE KOMISIJE ZA NESTALE OSOBE (ICMP)

1. Međunarodna komisija za nestale osobe (ICMP) poziva udruženja ili organizacije porodica nestalih osoba da se prijave na konkurs “Dodjela malih grantova za udruženja porodica nestalih osoba iz Bosne i Hercegovine za 2023. godinu”.

2. ICMP je nezavisna, međunarodnim sporazumom utemeljena organizacija sa preko 20 godina iskustva u više od 40 zemalja. Jedina je međunarodna organizacija čiji je zadatak isključivo rad na pitanju nestalih osoba. Pomaže zvaničnim organima vlasti u osnivanju institucija na temelju vladavine zakona, koje će uspješno i nepristrano tražiti i identifikovati nestale osobe. Podržava sve aktivnosti koje porodicama nestalih omogućuju ostvarivanje svojih prava.

II. O ICMP-ovom PROGRAMU ZA ZAPADNI BALKAN

3. ICMP na području zapadnog Balkana podržava regionalnu saradnju u traganju za nestalim osobama; efikasno radi na jačanju razvoja i međusobne saradnje organizacija civilnog društva, ali i njihove saradnje s vladama i domaćim nadležnim institucijama u regiji. Pokrenuo je primjenu najsavremenije tehnologije za analizu DNK i naprednih informatičkih rješenja za baze podataka u svrhu pronalaženja i identifikacije velikog broja nestalih osoba. Do danas je pronađeno i identifikovano više od 70 procenata od oko 40.000 osoba čiji je nestanak prijavljen po okončanju sukoba na području zapadnog Balkana.

III. ICMP-ov PROGRAM ZA DODJELU MALIH GRANTOVA

4. Putem Programa za dodjelu malih grantova, ICMP pruža finansijsku pomoć udruženjima porodica nestalih osoba registrovanim u Bosni i Hercegovini u svrhu provedbe projekata koji uključuju ciljeve, pristupe, aktivnosti i sadržaje usmjerene na: 

• Promoviranje i podržavanje aktivnog, nezavisnog, konstruktivnog i održivog učešća porodica nestalih osoba u procesu;
• Davanje doprinosa u procesima vraćanja pravde i osiguravanja pune kompenzacije za žrtve i preživjele;
• Poticanje saradnje između grupa preživjelih/žrtava bez obzira na sektaške, političke, etničke, religijske i sve druge razlike, kao i promoviranje nepristranih i nediskiminatornih pristupa rješavanju pitanja nestalih osoba; i
• Promoviranje odgovornosti i transparentnosti u procesu pronalaženja nestalih osoba, podržavanjem dijaloga i saradnje na rješavanju pitanja nestalih osoba između grupa koje okupljaju preživjele/žrtve i državnih institucija.

IV. OBLASTI PODRŠKE

5. Projekti i aktivnosti čije je finansiranje predviđeno Programom dodjele malih grantova moraju biti u vezi s ulogom i izazovima s kojima se suočavaju porodice nestalih u Bosni i Hercegovini i trebaju biti usmjereni na najmanje jedan od sljedećih ciljeva:

• Podizanje svijesti o pitanju nestalih osoba, koje provode udruženja porodica nestalih kroz memorijalizaciju i obilježavanje važnih datuma;
• Umrežavanje udruženja porodica nestalih osoba radi razmjene iskustava i primjene pozitivnih praksi u ostvarivanju prava porodica nestalih osoba u Bosni i Hercegovini.

6. Projekti koji kao primarni cilj imaju obradu ličnih podataka u vezi s nestalim osobama ili njihovim srodnicima ili projekti fokusirani isključivo na pružanje psihosocijalne podrške porodicama nestalih neće biti razmatrani u okviru ovog Poziva.

V. IZNOS GRANTA, PRIHVATLJIVOST, DOSTAVLJANJE I DODJELA

7. Podnositelji zahtjeva mogu tražiti najmanje 1.000 eura, a najviše 1.500 eura za svaki projekat.

5.1. Ko može aplicirati?

 – Udruženja porodica nestalih osoba:

• Koja su pravno registrovana kao neprofitne organizacije civilnog društva u Bosni i Hercegovini;
• Koja imaju dokazano iskustvo u provedbi projekata;
• Koja imaju dokazano iskustvo dobrog finansijskog upravljanja (dokazano kroz izradu godišnjih finansijskih izvještaja);
• Koja prijavljuju projekte direktno vezane za pitanje nestalih osoba.

ICMP će uvažiti prijave koje organizacije podnesu samostalno, ali posebno ohrabruje zajedničke prijave dva ili više podnositelja prijava.

Prijave se dostavljaju na ICMP-ovim obrascima, popunjenim na engleskom ili bosanskom/hrvatskom/srpskom jeziku.

5.2. Rok za dostavljanje projekta: 15. mart 2023. Godine

Obavještenje o rezultatima procesa selekcije očekuje se okvirno do 10. aprila 2023. godine. Predviđeni početak provedbe projekata je nakon potpisivanja ugovora, a njegovo trajanje ne može biti duže od 5 mjeseci.

Pozivaju se organizacije koje ispunjavaju uslove da prijave projekt putem ICMP-ovih obrazaca do navedenog roka za predaju u 17:00 sati po vremenu koje se računa na zapadnom Balkanu.

Kako bi se utvrdila prihvatljivost prijava, ICMP može kontaktirati podnositelje prijave za dodatna pojašnjenja. Dodijeljeni grantovi mogu podlijegati promjenama u odnosu na originalni dostavljeni prijedlo. ICMP zadržava pravo da finansira bilo koji dostavljani prijedlog ili nijedan od njih.

Sve prijave moraju sadržati:

• Prijedlog projekta;
• Prijedlog budžeta; i
• Profil organizacije.

Na sljedećem linku se nalaze obrasci za prijavu:

Link: https://bit.ly/3K38hx4.

Obrasce i dodatne odgovore na pitanja u vezi s ovim pozivom možete zatražiti putem sljedećeg email: Elma.Majstoric@icmp.int.

Objavljeno: 20. februara 2023. godine.

END