General context related to the assignment

As part of the Expertise France activities within REHAB project, outpatient mental health services are being expanded through the creation and/or renovation of mental health centres and rehabilitation departments in selected healthcare facilities in Odesa region.

The Engineer-consultant will support Expertise France for 7 construction lots in Odesa region, covering the creation and/or rehabilitation of mental health centres and rehabilitation departments in identified healthcare facilities, for which the technical documentation, including environmental and social management plans (for 3 lots) have already been developed and construction activities already started.

The Engineer-consultant’s mission is to support the coordination and monitoring of the construction activities with technical inputs covering design review, supervision of the execution processes during the implementation of construction works and including support in local coordination between stakeholders and regular site-visits, support in the monitoring of the technical oversight, administrative follow-up, preparation of minutes and reports.

·     Review and validate technical submittals, shop drawings, method statements, materials, samples, technical solutions and requests for approval submitted by contractors and suppliers;

·  Support Expertise France in contract administration, including review of work schedules, payment certificates, variation orders, claims, amendments, quantities, handover documentation and acceptance procedures;

The overall objective of the assignment is to provide technical, operational and coordination support to Expertise France, as delegated contracting authority, for the effective implementation of rehabilitation and construction activities in the identified healthcare facilities, including associated procurement and installation of furniture and equipment.

The specific objectives of the mission are to:

·        Ensure that construction and rehabilitation activities are implemented in accordance with approved designs, specifications, budget, timeline and applicable technical, environmental and social requirements, alert the Health Program focal point of any deviation and propose mitigation measures;

·     Provide continuous coordination and supervision during the implementation phase, including technical oversight (monitoring of quality, quantities, progress, sequencing, health and safety, and compliance with approved designs, specifications, building standards, environmental and social requirements, and the medical task);

·    Review and validate technical submittals, shop drawings, method statements, materials, samples, technical solutions and requests for approval submitted by contractors and suppliers;

·        Support Expertise France in the installation of furniture, medical and non-medical equipment required for the operation of the centers and facilities;

·        Participate in site meetings, technical coordination meetings and progress reviews; prepare agendas, minutes of meetings, action trackers, technical notes and periodic progress reports;

·        Ensure proper reporting, meeting documentation, acceptance procedures and handover of completed works and installed items to the beneficiaries.

·        Support Expertise France in contract administration, including review of work schedules, payment certificates, variation orders, claims, amendments, quantities, handover documentation and acceptance procedures;

Scope of services under the present assignment

Construction phase implementation, coordination and supervision

·        Provide continuous support during mobilisation and execution of works;

·        Monitor implementation progress against the approved schedule; identify risks, delays and deviations; propose corrective actions and follow up on their implementation;

·        Review contractors’ execution documents, shop drawings, method statements, material submittals, samples, mock-ups and other technical submissions;

·        Carry out regular site inspections and technical supervision to verify compliance with approved designs, specifications, workmanship standards, HSE requirements, environmental and social obligations and the medical task;

·        Review interim valuations, payment certificates, variation requests, quantity updates and other contract administration documents;

·        Organise and document site meetings and technical coordination meetings, including minutes, decision logs and action trackers;

·        For Lots 5–7, ensure implementation of the ESMP mitigation measures and compliance with applicable environmental and social standards, including ILO conventions ratified by Ukraine.

Furniture and equipment planning, procurement support and installation follow-up

·        Verify compatibility of the selected items by the Health program team with architectural, structural and MEP constraints, accessibility and operational workflows.

Commissioning, acceptance and handover

·        Provide support during the testing, commissioning, provisional acceptance and final acceptance of the works and installed items;

·        Review provisional acceptance records, punch lists / defect lists, deadlines for corrective actions and final acceptance certificates;

·        Verify as-built documentation, operation and maintenance manuals, warranties, guarantees, insurance certificates and any legal/technical documentation required for handover;

·        Support the transfer of the completed works, furniture and equipment to the beneficiary.

End of mission

·        Prepare a final narrative and technical report summarising activities performed, works progress and completion status, key issues, financial follow-up, procurement support provided, installed furniture/equipment and recommendations for follow-up.

Deliverables and indicative timeline

 Reporting

• The consultant shall report to the designated focal point of Expertise France;
• The consultant shall submit deliverables in Ukrainian and/or English, as agreed with Expertise France for each deliverable. Meeting minutes and regular progress reports shall be submitted in a format and periodicity agreed at contract start;
• The consultant shall promptly flag to Expertise France any critical issue affecting scope, quality, budget, timeline, safety, compliance or operational continuity of the healthcare facilities;
• A final report shall be submitted at the end of the assignment together with the final delivery protocol and the complete close-out package;
• Payments will be processed based on the signed Acts of Acceptance of Services. Each Act must be supported by the respective periodic progress reports and deliverables, confirming the scope of work performed during the billing period.

Timeframe of the contract

The assignment is expected to be implemented from September 2026 to December 2026, for up to 40 working days, split per month (10 days a month) in accordance with the agreed tasks and the progress of design, procurement, construction, installation and acceptance activities. The timeline may be adjusted by Expertise France depending on operational needs, procurement milestones and works progress.

All local travel, logistics, and communication costs related to regular site visits within the Odesa region are deemed to be included in the overall contract value and will not be reimbursed separately. A minimum of 1 visit per month on each site (6 different locations - 2 in Odesa city, 5 in the region) is mandatory.