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Draft RFP Request for Proposals To Betterstories Limited On

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Draft RFP Request for Proposals To Betterstories Limited On ...

    Draft RFP

    Request for Proposals

    To

    Betterstories Limited

    On

    Interior Space Design Consulting Service for a

    Business Incubation Centre

    Proposals must be received by 1600 hrs on Thursday,

    28 January, 2010

    At

    Betterstories Limited

    33/A, North Dhanmondi,Dhaka-1205

    nd2 Floor (Left side)

    E-mail Address: proposal@betterstories.asia

    Draft RFP

    Request for proposal (RFP)

     Date: January 19, 2010

Subject: RFP for the “Interior Space Design Consulting Service for the interior of a

     Business Incubation Centre”

Dear Sir/Madam,

    1. You are requested to submit a proposal for the subjected services as per the

    enclosed Terms of Reference(TOR)

    2. To enable you to submit a proposal, attached are:

    i. Directions to Offerors………… ……………………………………. (Annex I)

    ii. Terms of Reference (TOR)…………………………………………(Annex II)

    iii. Prescribed format for assignment, Resume and certificate of

    agreement……………………………………………….…………...(Annex III)

    iv. Price schedule……………………………………………………… (Annex IV)

    v. Mandatory requirements……………………………… …………. (Annex V)

    3. Deadline for Receipt of Proposals: January 28, 2010, 4 pm (sharp) local time.

    You have to send hard copy (and soft copy if possible). Technical and

    Financial report both should be reached in separate envelope in the following

    addresses:

    Betterstories Limited nd33/A, North Dhanmondi, (2 floor-Left side)

    Dhaka-1205

    4. We are ready to provide additional information if we are asked regarding

    proposal; but any delay providing such information will not justify belated

    submission of your proposal. Please e-mail us any query that you might have.

Yours sincerely,

Kehkesha Sabah

    Director, Operations

    Betterstories Limited

    proposal@betterstories.asia

    Draft RFP

    Annex-I

    Directions to Offerors

1. General

     Our organization plans to set up a business incubation centre in Dhaka for young

    entrepreneurs with new and fresh ideas. We want to provide the incubatees a fully-

    thequipped office space in nearly about 3000 sft of floor space on the 12 floor of a

    14-story building. People will come to this space after a full day’s exhaustive work in

    their day job. They need to feel relaxed and reassured. The space should be as

    open as possible maximizing the use of natural light and air. The materials should

    be locally available and durable and at the same time cost effective and eco-friendly.

     We aim to launch this centre in May 2010.

2. Eligible bidders

    i. Vendors must have a at least five years of experience working in short time

    frames and limited budgets in interior space design.

    ii. Vendors must have the capacity to create a state of the art incubation center with

    advance technology such as wi-max / 3G, online booking, management and

    payment system.

    iii. The proposed team by the vendor must have previous experience of at least

    three interior design projects, done mainly aimed at business or corporate

    environment with proper references the firm has worked with.

    iv. Description of vendor’s experience working with people or organization from a

    variety of cultural background.

    v. Experience of interior design for multi-dimensional activities, such as; arranging

    seminar/meeting, shared office space, etc.

    Draft RFP

3. Deliverables:

    i. A detailed interior plan

    ii. An execution plan

    iii. An estimate / Budget

    iv. A maintenance schedule

    v. A user guide/ manual

4. Minimum Requirements and Selection Criteria

    The firm should establish a strong and focused team of experts. The firm is free to

    propose and justify the range of disciplines to be included in the project team. However, the team should include a Team leader, who will provide overall coordination and

    project management functions including the delivery of services on the schedule to be

    agreed.

    Team members should have minimum 5 years of technical and practical experience.

    The curriculum vitae of the key consultant/experts should be included as pert of the

    proposal.

    The following criteria will be used in evaluating the submitted proposal and selecting the firm:

    ? Adequacy of methodology and the proposed work plan in responding to the

    Terms of Reference

    ? Suitability of the design

    ? Qualifications and competence of the key staff related to the assignment

    ? Experience of the personnel specifically related to the assignment

    ? Cost effectiveness

    ? Sustainability and scalability

    Draft RFP

5. Proposal Preparation Costs / Negotiation Costs and Location

The costs, including travel incurred by the entity in the preparation of its proposal and/or

    the negotiation of the resulting contract will not be reimbursed.

    i. Proposal Delivery, Closing Date and Time

Delivery: Proposals are to be sent ONLY to the address specified on the cover page of

    this RFP.

    Closing Date and Time: Proposals will only be accepted if they are received on or before the closing date and time indicated on the cover sheet of this RFP document.

Responsibility for Proposal Delivery: The Entity has sole responsibility for the timely

    receipt of a proposal at the address indicated on the cover sheet and cannot transfer

    this responsibility to the addressee or the addressee will not assume responsibility for

    proposals that are directed to a location other than the one stipulated in the RFP.

    Late Proposals: The bids received after the stipulated bid closing date and time shall not be considered.

    ii. Proposal Presentation, Language and Number of Copies

Presentation: The proposal will consist of a technical and a financial component to

    address the services described in the Terms of Reference in Annex II. The technical

    and financial components are to be presented in two separately sealed envelopes with

    the name of the proposing Entity and the contents clearly marked. Finally, all

    copies/envelopes shall be put in an outside wrapper also bearing the Entity's name. The

    outside wrapper must contain the following information:

    Language: Proposals must be submitted in English.

    Number of Copies: The Entity's proposal is to be presented in two (2) copies.

    Draft RFP

    Font and page size: Fonts used must be Arial 12 point and the page size should not

    exceed 8? by 11 inches (normal letter-size paper) with margins of a minimum size of ?

    inch top, bottom, left and right.

    6. Components of the Proposal:

    Besides a roughly developed plan proposals should include the following:

    I. Description of your experience working in short time frames and limited

    budgets

    II. Description of your understanding of and experience with “bizcube centre

    III. Description of your experience working with people from a variety of

    cultural backgrounds and including their preferences into the interior

    design process

    IV. Pricing structure/rates (Please see Annex IV)

    V. Procedure for documenting compliance with each project’s budget and

    change orders.

    VI. Qualifications and experience of the individual who will be providing the

    design service, and, if applicable, of the firm

    VII. Examples of creative solutions for interior spaces used for multiple

    purposes, e.g. physical activity, group discussion, and relaxation

    VIII. Examples of challenges overcome with creativity and innovations

    Draft RFP

     Annex-II

     Terms of Reference 12.01.2010

     Interior for a Business Incubation Centre

    1. Background Information:

    Our organization plans to set up a business incubation centre in Dhaka for young

    entrepreneurs with new and fresh ideas. We want to provide the incubatees a fully-thequipped office space in nearly about 3000 sft of floor space on the 12 floor of a 14-

    story building. People will come to this space after a full day’s exhaustive work in their

    day job. They need to feel relaxed and reassured. The space should be as open as

    possible maximizing the use of natural light and air. The materials should be locally

    available and durable and at the same time cost effective and eco-friendly.

    We aim to launch this centre in May 2010. Please see attached the Incubation centre

    business plan.

    2. Interior objectives:

    I. To create a state of the art incubation center with advance technology such as

    wi-max / 3G, online booking, management and payment system.

    II. To provide an environment conducive for intensive project work where people

    can meet in groups or work without any disruption for days.

    III. To support multiple startup businesses simultaneously, without any of them

    having a permanent set up yet having a sense of ownership.

    3. Scope and Activities

    The consultant will work from the conception to implementation of the whole project with

    the provision of follow up and after sales services. A set of technical and financial

    proposals are invited covering the activities at all levels:

     a. Conception:

    Since this is a new idea in Bangladesh blending the virtual office and business

    incubation model this needs a proper understanding of the concept and philosophy. A

    visit to the site is strongly recommended. Briefing session and /or site visit could be

    requested to Kehkasha Sabah on 017120720283 or proposal@betterstories.asia. Some

    websites may be visited for conceptualizing the virtual office and business incubation

    ideas:

    http://www.Regus.com

    Draft RFP

http://www.Easyoffice.co.uk

    http://www.Endeavor.org

    http://www.stjohns.co.uk/

    http://www.cictr.com/

b. Design development:

    The consultant has to provide rough sketch/drawing of the possible design of the center in the proposal. This is to provide us an insight into the consultant’s ability to render innovative and thematic projects.

     c. Material sourcing:

    To make it a green and responsible work of art we would like to encourage use of locally produced/available materials where applicable. Quality, cost and maintenance are the three main considerations for material sourcing. When finished, the project should be equivalent to any world class incubation center from the look and feel point of view.

    d. Estimation and budgeting:

    In the financial proposal the consultant should provide a detailed estimate on the cost. It should not deviate more than +/- 10% when executed.

     e. Implementation:

    The consultant is to take full responsibility of executing the project with in an agreed time frame. On site supervision and quality control is part and parcel of the job. f. Flexibility/Adaptation:

    The consultant to be available for a five year long after sales services which will be renewed on an annual basis. The financial proposal is to include a maintenance warranty period of 18 months to be followed up by the provision of renewable annual services.

    g. Flexibility/Adaptation:

    The consultant is expected to respond to the fast evolving concept. The client may time to time request changes/adaptation for better rendering of the project.

    Draft RFP

    4. Time Frame:

    This project will start from Mid January, 2010 and implementation will finish in April,

    2010. After sales services are to be available for 18 months since project completion.

    Sl.# Stages Weeks

    nd 4th 5th 6th 7th 8th 23r9t10t11t12t13t14t15t16t1 d h h h h h h h h st

    I. Conception:1

    II. Proposal 2

    submission

    III. 3 Short listing &

    Presentation

    IV. 4 Agreement

    signing &

    project

    initiation

    V. 5 Design

    development

    VI. 6 Material

    sourcing:

    VII. 7 Estimation

    and

    budgeting:

    VIII. 8 Implementatio

    n:

    IX. 9 Hand over X. Maintenance1

    0

    5. Target Audience for the center:

    Mostly young. The incubatees will be the 9-5, who will come straight their day jobs.

    These young people have fast track progress, are quite enterprising and if given

    Draft RFP

opportunity would make most of it. We want to give them a parallel option, to keep their

    jobs, yet starting a new business. In their day job they one often trapped and they need

    to taste freedom in our centre.

    There will be a few basic fundamental startup services to take off, such as meetings

    space and legal services, accounting and secretariat supports for the Incubatees. If

    possible, we would like to have fitness centre, sleeping beds, shower corners,

    canteen/tea spots. The whole set-up and the ambiance should be very welcoming.

    6. Deliverables:

    ? A detailed interior plan

    ? An executive plan

    ? An estimate / Budget ? A maintenance schedule

    ? A user guide/ manual

    7. Reporting Structure

    The consultant will report to Mr. Minhaz Anwar but for day to day operation shall co-ordinate with Ms Kehkasha Sabah.

    8. Minimum Requirements and Selection Criteria

    The firm should establish a strong and focused team of experts. The firm is free to

    propose and justify the range of disciplines to be included in the project team. However,

    the team should include a Team leader, who will provide overall coordination and

    project management functions including the delivery of services on the schedule to be

    agreed.

    Team members should have minimum 5 years of technical and practical experience.

    The curriculum vitae of the key consultant/experts should be included as pert of the

    proposal.

    The following criteria will be used in evaluating the submitted proposal and selecting the

    firm:

    ? Adequacy of methodology and the proposed work plan in responding to the

    Terms of Reference

    ? Suitability of the design

    ? Qualifications and competence of the key staff related to the assignment

    ? Experience of the personnel specifically related to the assignment

    ? Cost effectiveness

    ? Sustainability and scalability

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