Job Re-Advertisement: Office Reception Interior Design, Layout, and Branding for LVCT Health Homa Bay & Kisii Regional Offices

Published April 12, 2022 · Updated April 12, 2022

Location: Keys Place Building, Homabay and Dakianga Building, Kisii region

1.0 BACKGROUND
LVCT Health is a Kenyan Non-Governmental and Not-for-profit Organization duly registered by the NGO
Co-ordination Board in Kenya whose aim is to drastically reduce new HIV infections: increase equitable
access to quality health services through innovative, integrated, comprehensive, and high impact services and programs that can be delivered at scale.

LVCT Health invites eligible, qualified, and experienced consultants/ interior designers to submit proposals for undertaking complete Office Reception Area interior design, layout, and branding of its Homa bay and Kisii regional offices as well as the design of talking walls for sectional areas where appropriate.

Interested bidders are encouraged to contact LVCT Health and arrange a visit to the new office premise
to have a sense of the existing office layout and design.

1.1 Objective of the Assignment
The objective of this assignment is to develop, undertake complete interior design, layout, and branding
of regional office reception areas as well as sectional areas of the offices as advised. The works will also
include removing the current branding of sectional talking walls with LVCT Health infused themes and
colors.

1.2 Scope of work
The scope of work and expected outputs/deliverables will be the following
• Prepare a schematic of the proposed reception areas for the regional offices
• Actualize the designed layouts by way of works improvements of the reception office areas with a visitors/client’s waiting lounge that can at least accommodate 5 people. The modern reception should make use of space available and have better lighting and be well branded to reflect LVCT Health’s identity.
• Replace the current talking walls in Homa bay offices with LVCT Health infused photographs and themes.
• Provide technical guidance in the procurement of goods and services to implement the interior design and furnishing plan of the regional office reception areas

key considerations
• The reception office designs and partitioned glass talking walls should fully reflect LVCT Health’s
brand, highlight the organizational theme of healthy communities” wherever possible. The new talking walls should provide a sense of LVCT Health’s goals, mission, the work that we do, and our footprints in Kenya and beyond. It should also reflect the people who work for it and the clients/populations we serve.
• In telling LVCT Health’s story by way of talking walls of the current office spaces, ethical consideration shall be undertaken by choice of photographs and words used.

1.3 Duration of the Assignment
The proposed works are to be completed within a period of 14 days or as agreed upon signing of the
contract. The proposal of works shall include a detailed work plan and time schedule, which will be guided and overseen by LVCT Health Communications and Knowledge Management Team and Operations team.

2. PROPOSAL FORMULATION AND COST BREAKDOWN
2.1 Language of the proposal
The proposal shall be written in English and should include a detailed costed work plan and time frame
for undertaking the proposed assignment.

2.2. Currency of the proposal and cost breakdown
The financial proposal must be quoted in Kenya shillings and the contract shall be awarded in this
currency.

3.0 MINIMUM ELIGIBILITY EVALUATION CRITERIA AND QUALIFICATION
Eligible bidders/applicants should attach valid documentation and be able to meet the following minimum requirements
• At least 3-5 years of experience in Interior design work or similar assignment
• Must be a registered authorized/registered firm or consultant to undertake such works in Kenya. Provision of a valid construction license is a MUST. (Attach documentation)
• KRA VAT, PIN registered, and valid Tax Compliance Certificates (Attach documentation)
• Attach details of similar or relevant works (office reception design and set-up, installation of equipment and furniture, and office branding,) completed within the last 3 years giving details of clients who may be contacted for more information
• A detailed financial proposal inclusive of all related expenses. This should be explicit covering all items of work. It should be as exhaustive as possible to avoid changes, additions, deletions, and substitutions during execution and therefore undesired disputes and claims.
• Safety plans and protection protocols proposed for the entire execution of the works.

4.0 RESPONSIBILITY OF THE CONTRACTOR TO BE AWARDED
1. All costs related to a physical site visit of the proposed works at LVCT Health regional offices located in Homabay and Kisii shall be borne by the interested bidder/contractor
2. The contractor shall ensure that the proposed works are done within the agreed timeframe
3. The contractor shall ensure monitoring of its activities through its technicians and accept LVCT Health staff to participate in any part of the surveying field visits or meeting without obstruction.
4. The contractor shall procure all necessary approval of works during the entire period of work.
5. The contractor shall submit a final Completion report within thirty (30) days after completion of work. The final report must include pictures (before and after) and be sufficiently detailed
6. The Contractor will be responsible for all activities related to the provision of the services and the acts or omissions of all employees, agents, or other representatives, and authorized subcontractors providing the services on its behalf.
7. LVCT Health will not be held responsible for any accident, illness, loss, or damage that may occur during the provision of the services or any claims, demands, suits, judgments, arising from, including for any injury to the Contractor’s employees, or to third parties, or any loss of, damage to, or destruction of property of third parties, arising out of or connected to the Contractor’s work or performance under the Contract.
8. The Contractor shall make and thereafter maintain provision for adequate insurance to cover such
risks as damage to property and injuries to persons, as well as third-party liability claims.
9. The personnel assigned by the contractor to provide the services will not be considered in any respect as being employees or agents of LVCT Health.
10. In providing the services, the contractor shall conform to all national laws applicable to its activities and its relations to third parties, including employees. The Contractor shall promptly correct any violations thereof and shall keep LVCT Health informed of any conflicts or problems arising in relation to national authorities or any related conflict of interest whether internal or external.

5.0 PLACE OF DELIVERY AND VISIT TO THE PROJECT SITE
The work shall be undertaken in our regional offices located at Keys Place Building, Along Homabay Rongo Road, Homabay and Dakianga Bldg Opposite Dan’s Hotel, Hospital Road, Kisii respectively.
Interested bidders are requested to conduct a site visit from Monday 11th -Thursday 14th April 2022
starting from 8.30 am- 4.30 pm for a better understanding of the specific requirement of the proposed
office premise/building.

For bids/contract related issues, please contact:

Procurement Office
LVCT Health, Homa bay
Email; nbo.quotations@lvcthealth.org
Telephone: 0723686492

Please submit queries through the same email to this Terms of Reference.

6.0 HOW TO APPLY
LVCT Health invites qualified consultants to submit a complete and detailed proposal via NBO.quotations@lvcthealth.org clearly marked “Terms of Reference for COMPLETE OFFICE RECEPTION INTERIOR DESIGN, LAYOUT, AND BRANDING FOR LVCT HEALTH HOMA BAY & KISII REGIONAL OFFICES to be received no later than Wednesday 20th April 2022, 5.00 pm East Africa Time (GMT+3).

Important Notes
1. THIS IS NOT AN ORDER.
2. The detailed and complete proposal MUST be submitted to LVCT Health via email by COB Wednesday 20th April 2022, 5.00 pm East Africa Time (GMT+3).
3. Your proposal should indicate Final Cost, which includes all Discount, & all statutory taxes where
applicable.
4. Acknowledge receipt of this request
5. All proposals or quotations MUST be submitted on the firm’s official letterhead.
6. Price should be submitted in Kenya shillings and clear VAT applicable stated.
7. LVCT Health selection criteria require a supplier who will accept our Purchase Order or Contract
agreement

7 .0 DISCLAIMER
LVCT Health reserves the right to determine the structure of the process, the number of short-listed
participants, the right to withdraw from the proposal process, the right to change this timetable at any
time without notice, and reserves the right to withdraw this tender at any time, without prior notice and
without liability to compensate and/or reimburse any party.