2 ● Design a governance and management structure for the JLOS House Office Park. ● Define roles and responsibilities for the office park administrator, tenants, and shared service providers. ● Develop operational frameworks and processes for efficient daily functioning. B. Shared Services Management ● Propose management models for shared services such as: o Reception and security services o IT support o Janitorial and maintenance o Parking and access control o Emergency response and health & safety C. Shared Facilities and Space Utilisation ● Recommend policies and digital booking systems for: o Conference rooms o Training centres o Auditoriums o Cafeteria and common areas D. Digital Technologies and Smart Building Systems ● Recommend the integration of digital systems for: o Visitor management o Access control and security surveillance o Building Management System (BMS) for utilities (lighting, HVAC, water) o Customer Relationship Management (CRM) tools for tenant interaction o Feedback and grievance redress platforms o Mobile app/web portal for navigation, booking, and notifications. E. Standard Operating Procedures (SOPs) ● Develop Standard Operating Procedures (SOPs) for: o Onboarding and exit of tenants. o Maintenance and repairs o Facility use policies. o Incident reporting o Visitor access protocols F. Utilities and Logistics Management
3 ● Recommend mechanisms for: o Monitoring and billing for water, electricity, and internet per tenant o Digital metering and usage tracking o Inventory and supplies management o Waste management and sustainability practices G. Sustainability and Financial Model ● Propose models for cost-sharing and revenue generation. ● Recommend a billing system for cost recovery (utilities, shared services). ● Suggest sustainability and greening measures for operational cost efficiency. 4. Deliverables 1. Inception Report – Detailing approach, methodology, and work plan (within 2 weeks). 2. Stakeholder Consultation Report – Summary of engagements with key stakeholders and tenants. 3. Draft Operationalisation Model – Including all key elements of scope. 4. Final Operationalisation Model Report – Incorporating feedback. 5. Standard Operating Procedures (SOPs) – Comprehensive SOPs in a user-friendly manual. 6. Digital Tools and Systems Blueprint – Recommending appropriate digital solutions with an implementation roadmap. 7. Presentation to Stakeholders – PowerPoint presentation of the model and recommendations. 5. Duration The assignment is expected to take no more than 08 weeks from the date of signing the contract. 6. Qualifications and Experience The consultancy firm or individual must have: ● At least seven (7) years of experience in facilities management, operations consulting, or organisational design.
4 ● Proven expertise in public sector office park or multi-tenant building operational planning. ● Experience with digital transformation or innovative building technologies. ● Knowledge of JLOS institutions and government administrative systems is an added advantage. ● A multidisciplinary team, including facilities planners, digital transformation experts, public administration professionals, financial management specialists and M&E specialists, is preferred. 7. Reporting and Supervision The Consultant will report to the JLOS House Project Manager at the JLOS Secretariat, Ministry of Justice and Constitutional Affairs. A technical committee, comprising representatives from JLOS institutions, will provide oversight and guidance. 8. Budget and Payment Terms Payments shall be made in tranches based on deliverables as follows: ● 20% upon approval of the inception report ● 30% upon submission of the draft operationalisation model ● 50% upon approval of the final model and all deliverables ## For more information, email:
[email protected]
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