Consultancy Services for Designing and Development of BoQs for a Standard Community Hospital — Malawi Health Emergency Preparedness, Response and Resilience Project Using the Multiphase Programma (Malawi)

GOVERNMENT OF THE REPUBLIC OF MALAWI

Ministry of Health and Sanitation

REQUEST FOR EXPRESSIONS OF INTEREST

CONSULTING SERVICES - FIRM SELECTION

Country : Malawi

Name of Project : Malawi Health Emergency Preparedness, Response and

Resilience Program

Project ID No :

P505187

Assignment Title : Provision of

Consultancy Services

to

develop guidelines and architectural drawings for

climate resilient and energy efficient health care

infrastructure in various sites around Malawi

Reference No. : MW-MOH-565052-CS-QCBS

Date of Issue : 28th September, 2026

BACKGROUND

The Government of Malawi through the Ministry of Health and Sanitation is implementing the Malawi Health Emergency Preparedness, Response and Resilience (MHEPRR) project. The project is financed through the International Development Association (IDA) and Global Financing Facility (GFF) at an estimated budget of US$60 Million. The project aims at consolidating efforts from the World Bank and development partners to provide relief and strengthen health systems against economic shocks, climate disasters, and public health emergencies, aligning with the Government's focus on Pandemic Preparedness and Response after COVID-19. The expected duration for implementation of the Malawi Health Emergency Preparedness, Response and Resilience (MHEPRR) project is 5 years with a close date of December 2029. This five-year initiative is aimed at strengthening the country’s ability to respond to health crises, including those intensified by climate change.

Alignment with HSSP III and the Resilience Framework

In direct response to these vulnerabilities and in alignment with the Health Sector Strategic Plan III (HSSP III), the Ministry of Health and Sanitation is prioritizing the construction of specialized climate resilient health care infrastructure as a fundamental pillar of national resilience. This initiative represents a strategic shift from centralized care to a decentralized "Surge Ready" model. By establishing high standard climate resilient health care infrastructure in geographically vulnerable areas, the Ministry aims to bridge the critical gap between primary care and overstretched central facilities.

Project Scope

Under the first phase of the MHEPRR project, the Ministry is utilizing funding from the World Bank to conduct comprehensive technical assessments for the construction of these facilities in selected disaster-prone sites. This includes the development of standardized architectural designs and technical specifications that can be adapted to the specific climate change related risks of each location and conducting Environmental and Social Assessments for the proposed sites.

PURPOSE AND OBJECTIVES OF THE ASSIGNMENT

The purpose of this assignment is to engage a qualified multidisciplinary consulting firm to undertake the planning and design of standardized, cost effective, modular, climate resilient and energy efficient functional community hospitals to be constructed across various sites in Malawi.

The consulting firm will provide comprehensive architectural and engineering design services, including site specific adaptation for multistory and modular structures to be used by the Ministry of Health and Sanitation.

2.1. Specific objectives

The specific objectives of the assignment will include the following:

To conduct a comprehensive pre-design assessment and feasibility study for each proposed site to inform the planning and design of the community hospitals. The findings of this assessment shall guide the functional brief, space requirements, service scope, phasing strategy and overall design approach to ensure the proposed facilities are responsive to local health service needs and site conditions.

To prepare coordinated architectural and engineering designs for community hospitals to be constructed across multiple districts while remaining adaptable to site specific conditions. This will result in complete and integrated construction drawings, technical specifications and bill of quantities that are sufficient.

To prepare blank Bills of quantities and costed bills of quantities that will lead to cost estimates

To prepare complete tender documentation per site which will be used to procure a contractor to execute the works on the sites.

Conduct Environmental and Social Impact Assessments (ESIA) and prepare a report

Prepare comprehensive Bidding Documents for tendering in accordance with World Bank requirements and Government of Malawi procurement regulations, ensuring the inclusion of an Environmental and Social Management Plan (ESMP) from the approved ESIA report to be added to the Bills of Quantities for the entire proposed hospital

DETAILS OF THE ASSIGNMENT

The consulting firm will come up with designs for various sites and associated Bills of Quantities that will be packaged according to the needs of each site. Geotechnical and topographical surveys will have to be carried out to ascertain specific site conditions and disaster-prone areas. Social and environmental assessments will be carried out and the key findings or parameters to be considered in the structural designs and the development of bills of quantities.

SCOPE OF CONSULTANCY WORK

The consultancy will conduct the following actions:

(a) Site Surveys

Making an initial visit to the site and carrying out an appraisal of the site and existing buildings

Conduct detailed site surveys to assess existing physical conditions, topography, geotechnical surveys, utilities, environmental and social considerations, access routes, and any site constraints.

Carry out geotechnical investigations, including soil testing and analysis and provide recommendations for foundation systems and structural considerations based on ground conditions.

Prepare a site assessment report outlining findings and implications for design.

Environmental and social assessment: identify existing natural features such as water and air quality, wildlife habitats, forests, pre-existing hazardous waste, soil stability and natural disaster risks etc. to be affected and any other natural resources and habitats to be preserved.

(c) Design development and cost estimations

Prepare conceptual, schematic, and detailed architectural and engineering designs.

Develop spatial layouts in accordance with Community hospital infrastructure standards.

Provide detailed cost estimates at each design stage to ensure alignment.

Revise designs as necessary based on stakeholder feedback and regulatory requirements.

(d) Regulatory and Standards compliance:

Ensure full compliance with guidelines issued by the World Health Organization (WHO), particularly in relation to spatial planning and healthcare facility requirements under the Safe Hospitals Initiative Guidelines (SHIG).

Obtain or support the acquisition of necessary approvals and clearances from relevant authorities.

(e) Environmental and Social Assessment (ESA):

Prepare a project brief to be submitted to the MEPA upon client review

Undertake ESIA in accordance with the provisions of international policies and laws such as the World Bank Environmental and Social standards, policies as well as national policies, legislations and regulations. Provide a concise description of the biophysical characteristics and the social-economic environment status of each site. The assessment will also include Occupational, Health and Safety considerations, high-level assessment of waste,noise and dust impacts,air quality, climate change and risk assessment.

Prepare ESIA report for each site and a consolidated assessment report which will feed into the main report.

DESIGN PRINCIPLES

• Patient-centred and clinically functional planning.

• Universal accessibility and inclusive design.

• Infection prevention and control.

• Fire and life safety.

• Climate resilience and disaster risk reduction.

• Energy and water efficiency.

• Low-maintenance and locally supportable systems.

• Appropriate security and controlled circulation.

• Provision for future expansion.

• Whole-life cost/value-for-money considerations.

6. DELIVERABLES

The output from the consultancy will include an inception report, architectural designs, engineering drawings, bills of quantities, cost estimates based on bills of quantities, tender documents, a masterplan for each site, an environmental and social assessment report for each site, consolidated ESIA report based on terms of reference issued by MEPA and a comprehensive final design report. The following are the key deliverables associated with this assignment:

Core deliverables

Stage

Required deliverables

Inception

Inception report; surveys; geotechnical report; site constraints; stakeholder plan; risk register; programme

Functional Planning

Functional brief; departmental schedules; room data sheets; adjacency diagrams; patient/staff/service flow diagrams

Concept

Master plan; concept plans/elevations/sections; engineering concepts; sustainability strategy; cost plan. As part of the needs assessment exercise, stakeholder consultations are expected to be undertaken so as to receive input from a range of parties at every design stage that may have an interest in the project.

Preliminary

Coordinated preliminary design; outline specifications; equipment interfaces; updated cost estimate.

Detailed

Working drawings; calculations; specifications; BOQ with cost of the ESMP’s incorporated; engineer’s estimate; tender package

ESIA

ESIA report approved by MEPA and World Bank respectively with costed ESMPS’s and monitoring framework.

Electronic and hard copy of the ESIA report.

Final Design report

Prepare and submit electronic and three (3) hard copies of a comprehensive consolidated design final report with the respective recommendations addressing comments from MOH. To be presented to multiple levels of Ministry of Health Approval systems.

C. Room Data Sheets

The Consultant shall prepare room data sheets for every clinical, diagnostic, administrative and support room, stating room function, occupancy, area, finishes, infection-control requirements, equipment, electrical loads, data points, plumbing, medical gases, HVAC/ventilation, lighting, fire requirements and accessibility.

Specific Hospital Locations

DISASTER PREPAREDNESS SELECTED SITES

Number

District

Health Centre

1

Chikhwawa

Chapananga Health Centre

2

Nsanje

Osiyana

3

Zomba

Chingale health center

4

Phalombe

Chitekesa Health Centre

5

Salima

Khombedza Health Centre

6

Chiradzulu

Namitambo Health Centre

7

Thyolo

Thekerani Health Centre

8

Neno

Chifunga Health Centre

9

Machinga

Chikweo Health Centre

10

Ntcheu

Bayani

11

Mulanje

Thuchira Health Centre

12

Mangochi

Chilipa health center

TIMELINE

It is anticipated that the assignment will be conducted within a period of six months.

QUALIFICATIONS OF KEY TEAM MEMBERS AND THE FIRM

The following key positions must be filled. The consultant team may propose additional specialists or team members with motivation.

8.1. Qualifications of the Firm

The firm must be registered with relevant bodies

Should have at least 5 years relevant experience

The firm should have undertaken at least 5 (five) similar assignments which best illustrate the experience, where the firm/entity (and each associate for the assignment) provided services similar to the ones requested under this assignment. Please provide the name and contact details of the officer responsible for management by the client

8.2. Team composition or personnel requirements

The bidder is required to provide personnel who are suited to filling the positions described, based on their CVs, the range of tasks involved and the required qualifications.

The below specified qualifications represent the requirements to reach the maximum number of points in the technical assessment.

Include the issues of a firm and experience

Team leader

Ten (10) years of active experience in team leadership and coordination of the project with the other services providers, facilitate the flow of information between other entities involved in the process

MUST be registered and paid-up member with relevant professional bodies and Institutions in their field of specialization (Architecture, Quantity Surveying or Structural Engineering)

At least an honour degree in either Architecture, Quantity surveying or Civil engineering. Note that Team Leader MUST NOT assume any other leading role like (Project Architect, Project Quantity Surveyor etc.).

b. Architect

At least an Honours Degree in Architecture

Five (5) years of active design work, with project designing experience

MUST be registered and paid-up member with Board of Architects and Quantity Surveyors (BoAQS) and Malawi Institute of Architects (MIA).

c) Quantity Surveyor

At least a bachelor’s degree in quantity surveying

Five (5) years’ experience in projects of similar nature and complexity

MUST be registered and be a paid-up member with the Board of Architects and Quantity Surveyors (BoAQS) and Surveyors Institute of Malawi.

d) Civil/Structural Engineer

Must have At least an Honours Degree in civil or structural engineering

Five (5) years’ experience in projects of similar nature and complexity

MUST be registered and paid-up member with Malawi Institute of Engineering (MIE).

e) Mechanical and Electrical (M&E) Engineers

At least an Honours Degree in mechanical and electrical engineering

Five (5) years in projects of similar nature and complexity

MUST be registered and paid-up member with Malawi Institute of Engineering (MIE).

f) Landscape Architect

At least a Bachelor’s degree in architecture

Five (5) years’ experience in projects of similar nature and complexity

MUST be registered and paid-up member with Board of Architects and Quantity Surveyors (BoAQS) and Malawi Institute of Architects (MIA).

g) Land surveyor

At least a Bachelor’s degree in land surveying

At least Five (5) years’ experience in projects of similar nature and complexity

MUST be registered and be paid up member with Board of Surveyors Institute of Malawi.

h) Environmental and Social assessment Expert -

At least a Master’s degree in Environmental Science or any other relevant field

5 years plus experience in environmental and social assessments.

Familiar with both national ESIA requirements prescribed under the Environmental Management Act 2017 and other related policies and also World bank Environmental and Social Standards requirements

MUST be registered with Malawi Environment Protection Authority (MEPA)

MUST be a recognized and registered consultant with Malawi Environment Protection Authority (MEPA).

TIMELINES FOR DELIVERABLES

The anticipated timelines for deliverables covering the scope presented above is outlined below:

Part

Item

Deliverable

Timeline

Phase 1

Design

1

Inception Report

30 Calendar days

2

Architectural concept and sketch design

Needs assessment, stakeholder consultations, preparation of concept and sketch designs, feedback incorporation

40 calendar days

3

Detailed architectural design, Engineering designs (structural and Services)

Environmental and social assessments

Finalization of detailed designs based on approved concept

40 calendar days

5

Preliminary cost estimate and Bills of quantities.

Preparation of preliminary estimates, development of detailed BOQs, pre-tender estimates

30 calendar days

7

Final design report

Consolidation of outputs, addressing stakeholder comments, submission of electronic and hard copies

40 calendar days

Part

Item

Deliverable

Timeline

Notes:

The Procurement Phase is provisional and will only be implemented subject to conditions resultant from the Approvals Phases. However, bidders are requested to make detailed, separate provisions and costing for each of the two phases in their submissions.

10. FORMAT FOR SUBMISSION OF REPORTS

All delivery reports must be submitted in a MSWord format (with relevant annexures) and delivered as both electronic and hard copy documents.

The Consultant shall report to the Ministry of Health and Sanitation through the designated Project Manager/Directorate responsible for infrastructure. The Consultant shall participate in inception meetings, design reviews, stakeholder consultations, tender/procurement meetings, site meetings and other meetings reasonably required by the Client.

11. SELECTION METHOD

The Consultants will be selected in accordance with the Quality and Cost Based Selection

(QCBS)

The attention of interested Consultants is drawn to Section I, paragraphs 1.9 of the World Bank’s "Procurement Regulations" Selection and Employment of Consultant under IBRD Loans and IDA Credits and Grants by World Bank Borrowers, July 2016 Revised November 2017 and August 2018 ("Procurement Regulations"- Consultant Guidelines) , setting forth the World Bank’s policy on conflict of interest.

Further information can be obtained at the address 12(a) below during office hours from 08.00 to 12.00 and 13.00 to 16.30 hours local time, except on Weekends and Public Holidays

SUBMISSION OF EXPRESSION OF INTEREST

Expression of Interest, clearly marked on the outer envelope with EoI name and reference number must be delivered to the address at 12 (b) below and deposited in the tender box located at Ministry of Heath, 2nd Floor at or before 10:00 hours local time on 12th October, 2026

12 (a) Address for Clarifications and Further Information

The Chairperson

Internal Procurement and Disposal of Assets Committee,

Ministry of Health

Procurement Unit - Malawi Health Emergency Preparedness, Response and Resilience Program (MHEPRRP)

Ground Floor, Room No. 17

Capital Hill Circle,

Lilongwe, Malawi.

Attention: Procurement Specialist

Email: andrewngwendu@gmail.com

cc: lingonda@gmail.com

12 (b) Address for Submission of Expression of Interests

The Chairperson

Internal Procurement and Disposal of Assets Committee,

Ministry of Health Headquarters,

Tender Box: Second Floor,

Capital Hill Circle,

Lilongwe,

Malawi.

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