WATERAID RWANDA

OFFICE RE-DESIGN REQUEST FOR EXPRESSION OF INTEREST 

1. INTRODUCTION

WaterAid’s Vision is of a world where everyone has access to safe water and sanitation. Our mission is to transform lives by improving access to safe water, hygiene and sanitation in the world’s poorest communities, WaterAid works with partners to maximize its impacts for policy change/influence. 

WaterAid Rwanda (WARw) works through supporting local organizations and government to plan and implement inclusive and sustainable services of water, sanitation and hygiene (WASH). WARw also seeks to influence the policy change through government and other key WASH stakeholders to secure and protect the right of poor people to safe, affordable water and sanitation services. 

WaterAid is fully committed to protecting those with whom it comes into contact. WaterAid is committed to ensuring that wherever we work in the world there is no tolerance for the abuse of power, privilege or trust. WaterAid reinforces a culture of zero tolerance towards any form of inappropriate behavior, abuse, harassment, or exploitation of any kind. The safeguarding of our beneficiaries, staff, volunteers and anyone working on our behalf, is our top priority, and we take our responsibilities extremely seriously. All staff and volunteers are required to share in this commitment through our Global Code of Conduct. 

For more information about safeguarding at WaterAid, please visit our safeguarding webpage at: https://www.wateraid.org/uk/safeguarding-at-wateraid.

2. BACKGROUND

This Terms of Reference (ToR) is developed to acquire services from an external service provider to re-design and re-arrange WaterAid Rwanda country office space setting to a layout that accommodates a growing number of staff members, is inclusive in its design and promotes employee wellbeing. 

3. OBJECTIVE OF THE ASSIGNMENT

WaterAid Rwanda country office currently occupies a working space of approximately 433 square meters. The office as it stands is unable to cater for the expected growth in staff numbers. WaterAid Rwanda is therefore looking for a skilled and reputable office design consultant/company to expand seating/working areas for at least 40 staff members with wellbeing ingenuities at its core.

4. SCOPE OF THE ASSIGNMENT

• To maximize the available open space and make it fit for purpose for current staff and for additional head count.
• To creatively utilize or minimize partitioning/dividers, fixtures and fittings, to create extra working space/rooms.
• To provide creative input/insights where necessary.
• To evaluate and propose office set up that promotes workplace wellness.
• To refurbish tables and shelving if needed, to fit new layout.
• To advise on number and style/type of extra tables and ergonomic chairs required to fit new layout and cater for future growth.
• To gather and evaluate existing deco/branding items for reuse or to make new ones.

5. EXPECTED RESULTS

Having workspace that can accommodate current and additional staff in the future. 

6. METHOD FOR THE OFFICE RE-DESIGN

Each consultant/company that is interested in submitting a proposal can make a site visit at WaterAid Rwanda Country Office, FAIR VIEW Building, KG 622 ST, Plot 701, Rugando, P.O Box 2194 Kigali, Rwanda on Friday 1^st December 2023 from 2:00pm to 5:00pm. 

7. REPORTING LINE

The consultant will report to the Head of People and Organisational Development - WaterAid Rwanda. 

8. TIME FRAME

The consultant will provide the service to WaterAid Rwanda from the 16^th December 2023 to the 31^st December 2023. The expected completion date is 31^st December 2023.

9. GENERAL TERMS AND CONDITIONS

• During the entire period of the assignment, the consultant and his/her personnel shall make themselves available for providing the service to WaterAid Rwanda.
• In providing the Services to WaterAid Rwanda, the consultant and his/her personnel shall ensure to the best of their reasonable endeavors the highest professional standards and exercise all due care, skill, and competence so as to ensure that the services provided shall be to the full satisfaction of WaterAid Rwanda and requirement of the exercise. The consultant shall render the services in a proper and timely manner.
• The consultant shall always comply with the relevant internal laws and policies of WaterAid in providing the service to the WaterAid Rwanda.
• All reports and documents prepared during the assignment will be treated as WaterAid Rwanda.
• The reports / documents or any part, therefore, cannot be sold, used and reproduced in any manner without prior written approval of WaterAid Rwanda. Detailed terms and conditions shall be mentioned in the consultancy agreement.

10. PROPOSAL SUBMISSION GUIDELINE

The proposal should demonstrate sound knowledge, technical skills and capability as required by the nature of the work of the assignment and understanding of the requisite tasks set forth in the scope of work.

Eligible consultants should submit technical and financial proposals. The financial proposal should quote consultancy fee. 

Proposals should also include inter alia:

• Indication of availability to carry out the Consultancy during the period 16^th December 2023 to the 31^st December 2023.
• Supporting documents such as-
• Copy of company registration certificate.
• CV of designated personnel.
• Copy of TIN/VAT registration certificate.
• At least three (3) good completion certificates of having provided similar services from previous clients. 

Other supporting documents may be required upon selection of the Consultant.

HOW TO APPLY

Interested bidders are required to submit their proposals, clearly marked “WaterAid Rwanda Country Office Re-design” to WaterAid Rwanda, FAIR VIEW Building, KG 622 ST, Plot 701, Rugando, P.O Box 2194 Kigali, Rwanda or to WARwanda@wateraid.org no later than Thursday 7^th December 2023 at 5.00pm Kigali time. Successful bidders will be contacted for further steps within a week. 

WaterAid reserves the right to accept & reject any proposal without giving any verbal and/or written rationale and may only contact the shortlisted applicants.

The Consultant selected will be required to undertake safeguarding checks.