REQUEST FOR PROPOSALS TENDER NO: KCO/05/09/FY27 – PROVISION OF INTERIOR DESIGN, EXECUTIVE OFFICE FIT-OUT AND EXTERNAL LANDSCAPING 3 views0 applications

Background

Plan International is an independent development and humanitarian organisation working to advance children’s rights and equality for girls. Plan International intends to transform its new office premises into a modern, professional, functional and executive working environment that supports effective management, staff engagement and professional interaction with partners and visitors.

This RFP therefore focuses specifically on:

1. Interior design;
2. Space planning for all entities -Regional Hub, Global Hub, Kenya office and conference rooms for both external and internal meetings
3. Executive-office fit-out;
4. Fittings and finishes, where required; and
5. External landscaping.

Objective

The principal objective is to engage a suitably qualified contractor to transform the existing office environment into a: Modern, Professional, Functional, Executive, Welcoming, Inclusive, Sustainable office environment.

Site Assessment

The contractor shall undertake a detailed assessment of the premises, identify gaps and develop a detailed report with recommendations, including:

• Verification of dimensions;
  • Existing space configuration;
  • Existing finishes gaps and recommendations;
  • Existing furniture and fittings;
  • Natural lighting;
  • Existing services relevant to the proposed design;
  • Entrance/reception arrangements;
  • Landscaping opportunities; and other site conditions affecting the assignment.

Interior Design and Space Planning

The contractor shall develop a comprehensive interior design concept covering:

• Workstations;
  • Meeting rooms that meet both internal and external stakeholders’ standards;
  • Collaboration spaces;
  • Reception and visibility profile that meet international standards;
  • Waiting areas;
  • Corridors;
  • Common areas;
  • Staff breakout areas; and
  • Other functional spaces.

Design Concept and Visualisation

The contractor shall provide:

1. Design concept;
2. Materials palette;
3. Finishes schedule;
4. 2D floor plans;
5. Furniture layouts;
6. Reflected/indicative ceiling and lighting concepts where relevant;
7. 3D External landscaping concept; and
8. High-quality 3D visualisations.

At minimum, 3D visualisations should cover key areas such as:

• Main entrance/reception layout;
  • Office layout;
  • Boardrooms/meeting rooms layout;
  • General office area layout
  • External entrance
  • Compound and Landscaped area layout.

Interior works

Following approval, the contractor shall implement the approved design, including as applicable:

• Interior finishes;
  • Installation, positioning and integration of existing office workstations and standing workstations;
  • Repositioning, installation and integration of existing furniture in accordance with the approved space plan and furniture layout;
  • ICT and Smart Office layout and lighting fixtures;
  • Blinds and other window treatments;
  • Joinery and other approved interior fittings;
  • Decorative installations;
  • Signage;
  • Branding; and
  • Other minor fit-out works required to implement the approved design.

Furniture Scope

The contractor shall not be required to procure or supply furniture under this assignment. The contractor shall assess, reposition, install and integrate existing furniture into the approved office design.

External Landscaping

The contractor shall develop and implement a landscaping solution that complements the proposed executive office environment.

The scope shall include:

• Landscape master plan;
  • Lawn areas;
  • Car Park mapping;
  • Trees and shrubs;
  • Hard landscaping;
  • Walkways;
  • External seating;
  • Branding
  • Solar readiness assessment
  • External lighting recommendations;
  • Other external beautification works.

Sustainability and Accessibility

The proposed solution shall consider:

• Energy-efficient lighting;
  • Sustainable materials;
  • Natural light;
  • Indoor environmental quality;
  • Waste reduction;
  • Accessibility for persons with disabilities;
  • Staff wellbeing;

Interface with Separate Renovation Works

For avoidance of doubt, the following are not included:

1. Major structural works;
2. Major building repairs;
3. Roofing;
4. Major plumbing rehabilitation;
5. Major electrical rehabilitation;
6. Major civil works;
7. Structural alterations; and
8. Other major building defects.

Design Deliverables

The contractor shall provide the following deliverables:

1. Site Assessment Report – Detailed assessment of the premises, including measurements, existing conditions, utilities/services, finishes, lighting, existing furniture and fittings, entrance/reception, landscaping opportunities and recommendations.
2. Design Brief and Interior Design Concept – Comprehensive design concept covering reception, executive offices, workstations, meeting/boardrooms, collaboration areas, common spaces, staff amenities and other functional areas.
3. Space Planning and Furniture Layout – Optimised space plans showing departmental layouts, circulation, meeting spaces, collaborative areas and the positioning and integration of existing furniture.
4. Design Package – Complete design package including concept design, mood boards, colour palette, material specifications, finishes schedule, lighting concept, branding/signage concept and furniture placement plans.
5. 2D and 3D Drawings/Visualisations – Detailed 2D drawings and high-quality 3D visualisations covering key internal and external areas, including reception, offices, meeting rooms, general office areas, entrance and landscaped compound.
6. Landscape Design – Landscape master plan covering walkways, lawns, trees, shrubs, external seating, car park layout, external lighting, branding, solar readiness and other external beautification works.
7. Final Design Package – Incorporating Plan International’s comments and approvals and providing the final drawings, specifications and schedules required for implementation.
8. Final Costed Bill of Quantities (BOQ) – Detailed and itemised BOQ based on the approved design, covering fit-out works, finishes, fittings, lighting, landscaping, branding, labour, installation and other approved works, excluding furniture procurement.

Implementation Deliverables

Following approval of the final design and BOQ, the contractor shall provide:

1. Implementation and Office Fit-Out – Execute the approved design, including painting, finishes, lighting, window treatments/blinds, branding, signage, partitioning where required, installation and positioning of existing furniture, and other approved fit-out works.
2. Furniture Integration – Assess, reposition, install and integrate existing furniture into the approved office design. Furniture procurement is excluded from the contractor’s scope unless separately authorised by Plan International.
3. Approved Materials and Samples – Submit materials, finishes and samples for Plan International’s approval before installation, where required.
4. Project Management and Site Supervision – Coordinate implementation activities, supervise works, manage interfaces with other contractors/works, monitor progress and provide regular progress reports.
5. Quality Assurance and HSE Compliance – Ensure workmanship, materials and installations meet approved specifications, applicable standards and Plan International’s HSE requirements.
6. Defects and Snagging – Conduct inspections, prepare and close out the snag list, and rectify defects attributable to workmanship or supplied materials within the agreed defects liability period.
7. Final Handover – Complete final inspection, testing and commissioning where applicable, cleaning, waste/debris removal, submission of as-built drawings where applicable, warranties for installed items, and formal handover of the completed works.
8. Completion Documentation – Submit all required completion records, approved material schedules, warranties, certificates, as-built information and final handover documentation.

Bidder Qualification

Mandatory Eligibility Requirements Bidders shall provide:

1. Certificate of incorporation/registration;
2. Valid Tax Compliance Certificate;
3. Relevant business licences;
4. Company profile;
5. Evidence of relevant experience;
6. At least three similar projects completed within the last five years;
7. Client references;
8. Details of proposed key personnel;
9. Evidence of capacity to undertake the assignment;
10. Confirmation of mandatory site visit attendance;

Mandatory Site Visit

The site visit shall enable bidders to:

• Inspect the premises;
  • Take measurements;
  • Assess existing conditions;
  • Review external areas;
  • Understand access constraints;
  • Identify design opportunities; and
  • Develop accurate technical and financial proposals.

Please note that the offices are located next to the Denmark Embassy at 13 Runda Drive, Plot 131, after the roundabout. Our contact person is Muiruri, who will provide access to the premises and sign the site visit letter.

You may visit the site on any day between 14th and 18th September 2026, from 9:00am to 4:00pm.

Kindly share the signed site visit letter and all required TOR documents through the provided email.

Please also note that the assignment covers both design and implementation. The successful supplier will develop the design and, once approved, implement the proposed fit-out and landscaping works.

Proposal Requirements Technical Proposal

The technical proposal shall contain:

1. Company profile;
2. Registration/statutory documents;
3. Relevant experience;
4. Three comparable projects;
5. Client references;
6. Proposed team;
7. CVs;
8. Understanding of the assignment;
9. Design approach;
10. Preliminary interior concept;
11. Preliminary landscaping concept;
12. 2D layout;
13. 3D visualisations;
14. Work plan

15. Financial Proposal

The financial proposal shall include a detailed and fully priced BOQ covering:

Component

Requirement

Design services

Itemised

Interior fit-out

Itemised

Fittings

Itemised

Finishes

Itemised

Joinery

Itemised

Lighting items

Itemised

Landscaping

Itemised

Installation/labour

Itemised

Branding

Itemised

Proposal Submission Format

Bidders shall submit:

1. File 1– Technical Proposal
   1. File 2– Financial Proposal
   2. File 3– Design Visualisations/Portfolio

PART I –EVALUATION

Evaluation Methodology

Evaluation shall be conducted in stages.

Stage 1– Mandatory Compliance

Pass/Fail assessment of:

• Statutory documentation;
  • Eligibility;
    • Mandatory site visit;
    • Required experience;
    • Required proposal documents; and
    • Other mandatory requirements.

Stage 2– Technical Evaluation

Criteria

Weight

Company experience and comparable projects

15%

Interior design concept and 3D visualisation

20%

Landscaping concept

10%

Technical approach and methodology

15%

Project team and capacity

10%

Work programme

5%

Sustainability, accessibility and HSE approach

5%

Technical Total

80%

Stage 3– Financial Evaluation

Financial proposal –20%

Total evaluation = 100%.

A minimum technical threshold of 70% of the technical score is recommended before financial proposals are considered.

HSE Requirements

The contractor shall comply with applicable occupational health and safety requirements and Plan International’s site requirements.

Safeguarding And Ethical Requirements Plan International Standards

The successful contractor and all personnel/subcontractors engaged on the assignment shall comply with Plan International’s applicable policies

Conflict of Interest

• Bidders shall declare any actual, potential or perceived conflict of interest.
  • A bidder shall not seek to improperly influence the procurement or evaluation process.
    • Plan reserves the right to reject a proposal where a conflict of interest materially compromises the integrity of the procurement process.

Anti-Fraud and Anti-Corruption

• Plan International maintains zero tolerancefor fraud,bribery, corruption and unethical procurement practices.
  • Any such conduct may result in disqualification and/or further action in accordance with applicable Plan procedures.

Variations and Additional Works

• No variation, additional work or additional expenditure shall be undertaken without prior written approval from Plan International.
  • Verbal instructions shall not constitute authorisation for additional costs.

Payment

Payments shall be linked to agreed deliverables and milestones and shall be subject to:

• Satisfactory performance;
  • Submission of required documentation;
    • Verification of completed works/services; and
      • Plan’s applicable payment procedures.

The final payment shall be subject to satisfactory completion and handover. The final payment structure shall be agreed in the contract.

Defects Liability

• The bidder shall state, Defects liability period;
  • The contractor shall rectify defects attributable to workmanship or supplied materials within the agreed warranty/defects liability period.

Insurance

The successful contractor shall maintain appropriate insurance cover required by applicable law and/or Plan’s contractual requirements, including where applicable:

• Workers’ compensation;
  • Public liability;
    • Professional liability, where relevant; and
    • Other project-specific insurance.

Subcontracting

• Any proposed subcontractors shall be disclosed in the proposal.
  • The contractor shall remain fully responsible for the performance, quality, conduct and compliance of all approved subcontractors.
    • No material subcontracting arrangement shall be introduced without Plan’s prior approval.

Confidentiality

All information, drawings, designs, photographs, plans and documents obtained from Plan in connection with the assignment shall be treated as confidential and shall not be disclosed or used for purposes other than this assignment without prior written approval.

Submission Instructions

Complete applications should be sent to Plan International on or before Friday 18th September 2026 COB through the email address: [email protected]referencing “Provision of Interior Design, Executive Office Fit-Out and External Landscaping” as the subject line.

Queries related to the tender should be addressed to [email protected]

“Plan International reserves the right to accept or reject any bid and is not bound to give reasons for its decision.”

How to apply

Submission Instructions

Complete applications should be sent to Plan International on or before Friday 18th September 2026 COB through the email address: [email protected]referencing “Provision of Interior Design, Executive Office Fit-Out and External Landscaping” as the subject line.

Queries related to the tender should be addressed to [email protected]