Hiring An Interior Design Consultant/Firm for CRS Rwanda Office Redesign Tender at CRS Rwanda

TENDER NOTICE - PROVISION OF INTERIOR DESIGN CONSULTANT/FIRM SERVICES FOR CRS RWANDA OFFICE REDESIGN

CRS-Rwanda 012- FY26-TN/2026

1. Background

Catholic Relief Services (CRS) Rwanda is seeking to optimize the use of its existing office space in Kigali to better support collaboration, focus work, and evolving programmatic needs. CRS aims to reconfigure existing layouts to increase functionality, flexibility, and efficient utilization of space while minimizing major structural changes to the space.

The redesign will emphasize:

• Efficient use of current space footprint
• Creation of quiet, private working areas (call booths, small meeting pods)
• Development of flexible/modular structures within the programming office
• Cost-effective, scalable, environmentally friendly, and adaptable solutions. 

2. Purpose / Objective 

The purpose of this consultancy is to:

• Assess current CRS office layouts, usage patterns, and needs
• Develop innovative, practical, environmentally friendly, and cost-efficient redesign solutions
• Provide detailed layouts and visualizations (including 3D)
• Propose a phased implementation plan with clear budget estimates for each phase

3. Scope of Work

3.1 Site Assessment and Analysis

The firm/consultant will:

• Conduct detailed on-site assessment of CRS offices
• Review current layouts, occupancy, and space utilization
• Engage with CRS staff (management + key teams) to understand needs particularly with regard to effective utilization of space.
• Identify constraints (structural, electrical, ventilation, etc.)

Output: Space assessment report with key observations and opportunities

3.2 Concept Design and Space Optimization

The firm will:

• Develop initial layout concepts optimizing current space usage
• Propose solutions for:

• Small meeting and call rooms within existing spaces
• Flexible reorganization of workstations to turn into meeting spaces
• Better zoning of quiet vs collaborative spaces

• Provide multiple design options (at least 2–3 alternatives with accompanying financial estimates)

Output: Concept design options with layouts and rationale

3.3 Detailed Design and Drawings

The firm will:

• Produce detailed technical drawings, including:
  • Floor plans (scaled)
  • Furniture layouts
  • Partitioning and booth/pod designs

• Provide 3D renderings/visualizations of proposed layouts
• Incorporate CRS feedback and revise designs accordingly

Output: Final approved design package (2D + 3D drawings)

3.4 Specialized Design Components

The firm will specifically design:

a. Call Booths / Focus Pods

• Small, sound-conscious spaces for virtual meetings and calls
• Ergonomic and space-efficient designs

b. Small Meeting Booths

• Enclosed or semi-enclosed spaces for 2–4 people
• Flexible and modular options where possible

c. Modular Structure in Programming Office

• Design of movable or reconfigurable structures (e.g., partitions, pods, flexible walls)
• Solutions that allow adaptation as team needs evolve

3.5 Costing and Bill of Quantities (BoQ)

The firm will:

• Provide a detailed cost estimate, including: 
  • Materials
  • Labor
  • Furniture and fixtures
• Present cost options (e.g., basic, mid-range, premium if relevant)
• Ensure alignment with local market conditions

Output: Detailed BoQ and cost estimates

3.6 Phasing and Implementation Plan

The firm will:

• Propose a phased implementation plan, including:
  • Priority interventions
  • Sequencing of work (to minimize office disruption)
  • Timeline estimates for each phase
• Provide a budget breakdown per phase

Output: Phased implementation roadmap with budget

3.7 Design Iteration and Finalization

The firm will:

• Present designs to CRS and incorporate feedback
• Revise designs until final approval
• Provide final design package ready for execution

4. Deliverables

The consultancy is expected to deliver:

1. Space assessment and analysis report
2. Concept design options (minimum 2–3)
3. Final detailed drawings (2D layouts)
4. 3D visualizations of proposed designs
5. Designs for booths and modular structures
6. Detailed BoQ and cost estimates
7. Phased implementation plan and budget
8. Final revised design package incorporating CRS feedback

These deliverables will be reviewed and approved by CRS before the consultancy is considered complete.

5. Duration / Level of Effort

• Estimated duration: 4 weeks
• Expected level of effort: 20 days

6. Key Working Relationships

• Primary contact: CRS Rwanda Country Office (Operations/Administration/Programs)
• Regular check-ins with designated CRS focal point

7. Required Qualifications of the Firm

• Proven experience in office interior design and workspace optimization
• Experience designing modular and flexible workspaces
• Ability to produce 3D renderings and detailed technical drawings
• Experience working with NGOs or similar organizations is an asset
• Strong understanding of cost-effective, environmentally friendly, and locally appropriate solutions

8. Evaluation Criteria and Weighting

Proposals will be evaluated based on the following criteria:

CRS reserves the right to conduct clarifications or interviews with shortlisted bidders, if needed, before final selection.

9. Payment Structure for winning company

Payment will be linked to satisfactory completion and CRS approval of agreed deliverables. The proposed payment schedule is as follows:

Final payment will be made only after CRS confirms that all agreed deliverables have been submitted in acceptable quality and format.

FOR EVALUATION PURPOSE, THE BIDDER MUST SUBMIT THE FOLLOWING DOCUMENTS

SECTION I: Administrative Documents

• A copy of full Registration Certificate (Full RDB Certificate): duly mentioning that the Consultant is registered in this business area.
• A copy of Tax clearance certificate: a copy of a valid Tax clearance certificate issued by Rwanda Revenue Authority (RRA).
• Bid should be signed and stamped by the legal representative of the company.
• At least 2 copies of certificates of good completion for similar work in interior design or architecture.

SECTION II: Financial Requirements

• Bidding documents quoted in Rwanda Francs (Rwf).
• The offer must specify if the prices are VAT inclusive or not.
• Clarify Validity of the offer.
• Company profile and relevant experience.
• Registration Information
• Portfolio of similar work
• Proposed methodology
• Workplan and timeline
• Financial proposal

N.B: For your reference, we have annexed to this tender the supplier’s code of conduct that the successful bidder will be required to sign together with the contract.

10. CRS Contact Information

How to apply

Interested bidders may request a brief site visit before the submission deadline to better understand the current office layout and requirements. Site visits will be coordinated by CRS Rwanda Procurement Team and must be requested in advance through the tender email address. 

Bid written in French or English addressed to the attention of the Country Manager of CRS Rwanda Program Office must be submitted to the following e-mail address “ rwandabids@crs.org” on or before July 8th at 11:00AM local time. The title of the email must include: “CRS RWANDA OFFICE REDESIGN SERVICES” and the application should be combined in one (1) document in PDF format. A late submission will not be considered.

All bidders are advised that this tender does not constitute in any way a commitment on the part of CRS/Rwanda or its agents, for any service requested.