Description

Heifer Nigeria seeks to engage a building consultant/firm to manage the fit-out project of its office space of a total of 455 square meter located on 10th floor, Bank of Industry Corporate building, which is currently an open floor space, with office design layout and fit out work on the designated floor. The building consultant is expected to supervise the building project plan of the selected firm ensuring the office design layout, internal finishing pattern including fit-out construction and supervision to accommodate the required features. The technical and financial quote should be submitted by September 26th, 2023, to the Procurement Administrator through procurement-ng@heifer.org. Please quote “Office design & Fit-out Project Supervision” in the subject line.

Start Date : 18th September.

Close date: 26th September

Terms Of Reference (Tor) For Short-Term Heifer Nigeria Country Office design & Fit-out Project Supervision.

Name of Signature Program:

Naija Unlock

Agresso Work order:

NG1001

Country:

Nigeria

RFP No.

REQUEST FOR PROPOSAL

Funded by:

Heifer International

RFP Release Date:

September 18th 2023

Question/ Inquiry Submission Deadline:

September 18th – 25th September 2023

Proposal Submission Deadline:

September 26th 2023

Performance Period:

October 16th – November 17th 2023

Electronic submission to the attention of:

procurement-ng@heifer.org

Contact information for inquiries about this RFP:

procurement-ng@heifer.org

I. General Information

This document is being issued to solicit applications from either an individual consultant or a consulting firm with key technical expertise in Office fit-out Project Design and Management. More specifically, the consultant or Lead consultant (in the case of a firm) should have a proven track record in modern office fit-out and design Project Management.

The Firm/Consultant is free to seek any clarification on the expected deliverables prior to the preparation and submission of the proposal. While Heifer understands that completing this assignment will require the experience of an individual or a single firm with all the requisite expertise, the successful Firm/Consultant can sub-contract components of the assignment to appropriate qualified firms. However, Heifer Nigeria should be duly informed of the plan from the onset, and this should be clearly stated in the bid as appropriate. It should also be noted that Heifer will make payments to each of the contractors based on submission and Heifer’s approval of deliverables. The award agreement will include a payment schedule with specific deliverables; all payments require 15 business days for processing after approval of deliverables.

Background

About Heifer International

Heifer International is a global non-profit organization on a mission to end hunger and poverty in a sustainable way. Since 1944, Heifer International through its work in 21 countries (in Africa, Asia, and the Americas) has supported more than 39 million people around the world to end hunger and poverty in a sustainable way, and millions more now on a pathway to living incomes. Working with rural communities across Africa for 48 years, Heifer International supports farmers and local food producers to strengthen local economies and build secure livelihoods that provide a living income. Heifer’s foundation was built on the belief that ending hunger begins with giving people the means to feed themselves, generate income and achieve sustainable livelihoods for their households. Heifer’s global vision for 2020 - 2030 is to close the living income gap for additional 10 million families. This vision is a focused approach for the African continent to support at least 6 million smallholder farmers in Africa reach sustainable living income. As a part of this commitment, Heifer has expanded its presence in Africa to include Nigeria, with a goal of supporting at least two million households to achieve sustainable living income, through (a) strategic private and public sector partnerships, (b) unlocking demand and market opportunities, (c) investing in priority value chains, and (d) leveraging innovation and emerging agricultural technologies to reach transformational scale. More information about Heifer is available at: www.heifer.org

Heifer Nigeria Country Program

Heifer International established its Nigeria Country Program in 2021, and its Signature Program for Nigeria, named “Naija Unlock”, was designed and launched. Naija Unlock program’s aim is to support the unlocking of the potential in Nigeria’s agricultural sector to achieve food self-sufficiency by working with smallholder farmers and local value chain actors to increase their productivity to meet local demand for food and raw material while closing the living income gap for families in the rice, tomato, and poultry value chains, with plans to add cattle, and small ruminant value chains. Naija Unlock is an evidence-based Signature Program designed to close the living income gap of smallholder farmers at scale with permanence of impact. The goal is to assist more than one million households to achieve sustainable living income by 2025, and scale to two million households by 2030, through strategic private and public sector partnerships to (a) build the social capital of smallholder farmers, (b) unlock farmers’ access to innovative financing, (c) unlock demand and market opportunities, (d) increase farmers access to mechanization and emerging agricultural innovations, and (e) increase farmers knowledge and adoption of climate-smart agricultural practices. Naija Unlock program activities are being implemented currently in five (5) states in Nigeria (Ogun, Edo, Nasarawa, Benue, and Lagos States) with plans to scale to other states with the potential to make an impact at a transformational scale.

Objective

The Project Manager Consultant is expected to supervise the construction and fit-out project plan of the selected firm ensuring the complete delivery of the approved office design layout in compliance with all approved material combinations to achieve the desired look and feel for all finishings. In this role, the supervisor will provide guidance and supervision of the project and the contractor to ensure quality and timely delivery. The office space is a total of 455 square meter located on 10th floor, Bank of Industry Corporate building, which is currently an open floor space, with office design layout and fit out work on the designated floor.

Terms of Reference (TOR)

The services to be provided by the PMC include, but are not limited to, the following:

Present an action plan (End-to-end) of how the assignment will be conducted.
Day-to-day project management and coordination and prepare daily activity and progress reports.
Establish a milestone-based procedure, whereby contract performance is measured and linked to attainment of results on contracted project milestones, where progress payments are justified by verifiable attainment of milestone.
Undertake periodic monitoring and review of the project progress linked to results on milestone attainment, reporting performance on scope, time, and cost management, identifying potential risks, and suggesting cost effective corresponding mitigations.
Develop a procedure and standard for proper project documentation and reporting at the various stages of development, implementation, and post implementation period, ensuring that all project and contract implementation lessons and experiences are well documented for capitalization and adaptation in future projects.
Establish and document systems, procedures, and processes for effective management of contract implementation, enquiries, claims, issues, disputes, variations and risks between contractors and HPI.
Perform materials and supplies compliance and quality checks.
Ensure enforcement and compliance of safety and environmental protection standards and procedures by contractors, consultants, suppliers and manufacturers of goods and services in the critical path of project completion.
Review the submitted project related documents from vendors and 3rd parties where applicable.
Provide technical supports for procurement, architectural, management, monitoring & evaluation.
Provide technical representation for Heifer Nigeria in the project.
Ensure that the contractor adheres to the technical specification of the project.
Conducts all required measurements to ensure quality delivery of the project.
Gives instructions to the contractor and team as required for the completion and hand -over of the office space along with all installations.

Duration of consultancy

The consultancy is for a period of two (2) months only.

Deliverables

Proposed milestones/schedule

This will be shared with the successful candidate.

Inspection Activities and Reports

Inspection Activity

Report(s)

Number of days

Daily Site visits

Weekly reports

Weekly snagging of Works at the Site

Snagging reports

Practical work completion inspections of the Site

weekly cost and valuation reports (“Valuation Report(s)”)

Work completion inspection of the Site

weekly progress reports

Final account (‘Final Account”) of design and fitout company

Valuation Report & Final Account for the design and fitout company

Final Inspection of the site

Close out report, to include as built drawings, (the “Closeout Report”)

Essential skills, knowledge, and experience

Master’s degree in architecture, Building, Civil Engineering or Construction management.
COREN certification is required.
Minimum of ten (10) experience performing similar function as this.
Relevant evidence of successful completion of similar assignments.
Evidence of project management skills.
Proven record of excellent management, leadership, decision-making and interpersonal skills
Strong technical writing and oral presentation skills in English language.
Proven ability to prepare high-quality technical reports on time.

Responsibility of Heifer Nigeria Program Office

Provide any information that may be required by the consultant during implementation of the task.
Participate in decision making according to consultant tasks stated above and be available for consultation as needed.
Address any issues that may arise from time to time.

Application Requirement

Interested consultants legally eligible to implement this assignment are requested to submit the following information as part of their application:

Cover letter
Candidates CV (not more than 5 pages), highlighting the following:
Related assignments completed, with dates and roles in the completed assignment.
At least three references from past clients for which similar assignments were undertaken with their contact inf
Consultancy fee (Rate)

Submission of Application

Application should be in English and typed single-spaced using Times New Roman font size 12. Applications should be emailed to procurement-NG@heifer.org marked as Office design & Fit-out Project Supervision. Closing date for the submission of applications is 26th September 2023.

Applicants must be legally permitted to work in Nigeria and comply with local applicable legislation, including but not limited to labor law, financial requirements, taxes, covid-19 protocols, etc. Heifer retains the right to terminate this RFP or modify the requirements upon notification to the Offerors.

VII. Selection Criteria

Submitted proposals must clearly demonstrate alignment with the scope of work outlined above and with the appropriate level of detail. Heifer’s goal is to ultimately sign on with the Offeror whose proposal best follows the instructions in this RFP, includes the strong evaluation team, and is most cost-effective. Proposals will be evaluated according to the following criteria:

Proposal evaluation focus

Percentage

Accuracy and relevance of the technical proposal

20%

Completeness of proposal according to the RFP (general information, design, budget, team expertise, etc.)

20%

Proposed team: expertise and competencies to address project components

20%

Relevance and capability/skill to implement/manage the assignment

20%

Budget justification and costs realism

20%

The selection committee will evaluate the technical proposal based upon the criteria listed above and they will evaluate the financial proposal based on cost reasonableness and cost-effectiveness in the budget.

VIII. Validity of Proposals

Proposals submitted shall remain open for acceptance for 14 days from the last date specified for receipt of the proposal. This includes, but is not limited to, pricing, terms and conditions, service levels, and all other information. If your organization is selected, all information in this document and the negotiation process are contractually binding.

IX. Award Process and Contract Mechanism

No.

Activity

Due date

Proposal reception

September 26th 2023

Selection Committee review

September 28th – September 29th 2023

Notification of award

October 3rd 2023

Award agreement negotiation

October 3rd – October 5th 2023

Signing award

October 16th 2023

Heifer will issue a fixed award agreement based on the submission and Heifer’s acceptance of deliverables. Once an award is issued, it will include the payment schedule with the deliverables specified above.

X. Limitations

This Request for Proposal does not represent a commitment to award a contract, to pay any costs incurred in the preparation of a response to this RFP, or to procure or contract for services or supplies. Heifer reserves the right to fund any or none of the applications submitted and reserves the right to accept or reject in its entirety and absolute discretion any proposal received in response to the RFP.

XI. Intellectual Property

Ownership Generally.

Any intellectual property (including but not limited to copyrights, trademarks, service marks, and patents), intellectual property rights, deliverables, manuals, works, ideas, discoveries, inventions, products, writings, photographs, videos, drawings, lists, data, strategies, materials, processes, procedures, systems, programs, devices, operations, or information developed in whole or in part by or on behalf of Contractor or its employees or agents in connection with the Services and/or Goods (collectively, the “Work Product”) shall be the exclusive property of Heifer International. Upon request, the Contractor shall sign all documents and take any and all actions necessary to confirm or perfect Heifer’s exclusive ownership of the Work Product.

Prior-Owned Intellectual Property.

Any intellectual property owned by a Party prior to the Effective Date (“Prior-Owned IP”) shall remain that Party’s sole and exclusive property. Regarding any of Contractor’s Prior-Owned IP included in the Work Product, the Contractor shall retain ownership, and hereby grants Heifer a permanent, nonexclusive, royalty-free, worldwide, irrevocable right and license to use, copy, reproduce, publicly display, edit, revise, perform, and distribute said intellectual property, in any format or any medium, as part of the Work Product.