Terms of Reference (ToR)
Interior Design and Fit-Out of 5th and 9th Floor Office Spaces
Heifer International Bangladesh

Date: August 07, 2025

1. Project Background

Heifer International Bangladesh (HIB) is expanding its operations and moving into new office spaces on the 9th and 5th floors of a commercial building at Heifer International Bangladesh, Gold House, Road # 11, Dhanmondi, Dhaka-1209 To ensure a functional and collaborative work environment, HIB requires professional services for the interior design and fit-out of both spaces.

The office space must be fully operational before this date.

2. Objectives

The goal of this project is to design and deliver fully functional office spaces that:

  • Promote collaboration, comfort, and staff well-being
  • Reflect Heifer’s professional image
  • Utilize space efficiently
  • Are completed (date as per discussion)

3. Description of the Demised Premises

  • 9th Floor:
    • Total Area: 3,200 square feet
    • Key Features:
      • 4 Separate Rooms
      • Open Living/Working Area
      • 1 Dining Area
      • 3 Verandas
      • 5 Lavatories
      • 1 Kitchen
  • 5th Floor:
    • Total Area: 3,000 square feet
    • Key Features:
      • 4 Separate Rooms
      • Open Living/Working Area
      • 1 Dining Area
      • 3 Verandas
      • 5 Lavatories
      • 1 Kitchen

4. Space Requirements

Option 1:
9th Floor:

Space
Quantity
Description
Large Meeting Room
1 (for 30 people)
For conferences, training, and large meetings
Small meeting corner/Rooms
2
For confidential meetings or individual work
Staff Rooms
25
Shared work areas (3 separate rooms for CD, Regional People Director and other 1)
Dining Area
1
Informal break area
Kitchen
1
Pantry with light cooking facilities
Storage Rooms
2
For office supplies and equipment
Mother/Child Care Corner
1
Small Private space for nursing or childcare
Lobby
1

Option 2:
Plan for 5th Floor and 9th Floor

Space
Quantity
Description
Large Meeting Room
1 (for 30 people)
For conferences, training, and large meetings (9th floor)
Small meeting corner/Rooms
2
For confidential meetings or individual work both floor
Staff Rooms (both floor)
25
Shared work areas (3 separate rooms for CD, Regional People Director and other 1)

Dining Area

2
  • Large for 9th floor
  • Small for 5th floor
Kitchen
2
Pantry with light cooking facilities and coffee corner in both floor

Storage Rooms in both floors

2
  • For office supplies, stationaries for Administration
  • File/ documents for Finance Department
Mother/Child Care Corner
1
 Small space /Private space for nursing or childcare (9th floor)

Lobby

2

Both floor:

  • Lobby on the 9th floor
  • Lobby cum Reception on the 5th floor

5. Scope of Work
The consultant will be responsible for the following:

  • Site Assessment: Conduct a detailed assessment of the existing spaces (9th and 5th floors) and consult with HIB staff about specific needs.
  • Design & Layout:
    • Provide at least two design proposals for each floor.
    • Submit final layout and 3D renderings.
  • Documentation:
    • Provide technical drawings (AutoCAD) for the layout, ceiling plans, MEP (Mechanical, Electrical, Plumbing) plans, and other details for both floors.
  • Execution:
    • Oversee the construction and installation process for both floors.
    • Ensure timely delivery and quality assurance.
  • Handover: Ensure both floors are ready for occupancy asper the mutual agreement.

6. Timeline:

To ensure a functional and collaborative work environment, you must complete all required task and such  Handover to Heifer Project International Bangladesh as per discussion.

7. Reporting & Oversight
The consultant will report directly to the Procurement Committee at Heifer International Bangladesh. Regular progress meetings will be scheduled to ensure the project is on track and to address any potential issues in a timely manner.

8. Eligibility Criteria
To be eligible, the consultant must:

  • Be legally registered in Bangladesh
  • Have at least 5 years of experience in interior design and fit-out projects
  • Provide examples of 3 similar projects
  • Employ qualified professionals for design, construction, and supervision

9 . Submission Requirements
Interested consultants/company must submit:

  1. Company profile and legal documents like TIN, BIN, Trade License, PSR etc.
  2. Technical proposal (approach and methodology)
  3. Financial proposal (cost breakdown)
  4. Portfolio of similar completed projects
  5. CVs of key team members
  6. References from previous clients
  7. Bank Account information

Physical verification: From August 10-11, 2025, between 9am to 5pm

Final Layout submission deadline: August 16, 2025

3D and Quotation Submission deadline:

Submit to: Country Director, Heifer International Bangladesh

10. Payment Terms:
Mode: Account pay cheque, BEFTN, or online banking.
VAT & Tax: Deducted as per Bangladesh Government rules.

11. Evaluation Criteria
Proposals will be evaluated based on the following:

Criteria Weight
Experience and Past Performance 30%
Technical Proposal and Creativity 25%
Budget and Value for Money 20%
Timeline and Delivery Plan 15%
Team Qualifications 10%

12. Contact Information
For any clarification, please contact:
Mahamuda Sultana, Administrative Officer
Phone: +880 1765-983039
Email: mahamuda.sultana@heifer.org

13. Confidentiality
All project-related information is confidential and should not be shared without written consent from Heifer International Bangladesh.