Consultant for Interior Design Services

Terms of Reference (TOR)
Consultant for Interior Design Services
International Labour Organization (ILO) Office, Jordan

Background

The International Labour Organization (ILO) office in Jordan supports various projects and initiatives across multiple teams. The ILO is looking to redesign its current office space to better accommodate approximately 12 teams, enhance functionality, and optimize spatial usage. The design must address team-specific needs while ensuring efficient use of shared spaces and adherence to safety standards. This Terms of Reference (TOR) outlines the requirements for hiring an interior design consultant to achieve these objectives.

Objective

To engage a qualified interior design consultant to develop design proposals that optimize the office space, considering the needs of various project teams and operational requirements. The proposal should provide a comprehensive plan to utilize existing space effectively and suggest feasible modifications to maximize functionality.

Scope of Work

The consultant is expected to deliver a detailed design proposal that addresses the following requirements:

1. Redesign of Office Spaces
   • Develop layout plans that optimize space usage based on the nature of projects and specific functions of each team.
   • Propose redesigns that consider flexibility, collaborative workspaces, and individual workstations to cater to varying job roles and workflows.
2. Employee Distribution Mechanism
   • Establish a clear mechanism for organizing and distributing employees within the available office space.
   • Create zones that support efficient workflow, minimize disruptions, and enhance team proximity based on project requirements.
3. Signage and Symbol Proposals
   • Design a cohesive set of symbols and signs to help distinguish different office spaces and direct visitors.
   • Include general signage for essential areas such as emergency exits, bathrooms, meeting rooms, and entrances.
   • Propose visual identifiers for individual teams/projects to enhance space recognition and office navigation.
4. Remote Working Spaces
   • Identify and design specific rooms or zones that cater to employees who need to work remotely within the office.

Deliverables

The consultant is expected to deliver the following:

1. Draft Comprehensive Design Proposal
   • Detailed layout plans and design concepts for office spaces, common areas, and remote working zones, entrance and landscaping for outside areas.
   • Proposed colour schemes, materials, and furnishings that enhance both aesthetics and functionality in accordance with ILO’s visibility guidelines.
2. Implementation Plan
   • A phased plan for executing the redesign while minimizing disruption to current office operations.
   • Recommendations for any structural modifications or construction work required.
3. Signage and Symbol Guide
   • Visual guide and specifications for proposed signage, symbols, and color-coded systems for easy identification and navigation.
4. Estimated Cost for the redesign proposal
   • Provide a cost breakdown for the redesign proposal according to the market prices and the available materials in the market, as mentioned below in the article conditions to be taken into account point 5.
5. Final Presentation
   • A formal presentation to ILO stakeholders, explaining the design choices, spatial layouts, and the implementation roadmap.
6. Follow up on the design
   • A follow up and final report of the Interior design that was done for the International Labor Organization office in Jordan upon satisfaction of the ILO

Consultant Requirements

The consultant should meet the following qualifications:

• Professional Experience: Minimum of 3 years of experience in interior design, specifically with office and commercial spaces. Experience in designing spaces for international organizations or NGOs is preferred.
• Educational Background: Degree in Interior Design, Architecture, or a related field.
• Portfolio: Proven track record of similar projects; portfolio showcasing office redesigns and space optimization solutions.
• Skills and Competencies:
  • Proficiency in interior design software (The latest and the most proficiently)
  • Strong interior design skills and the ability to meet deadlines
  • Knowledge of ergonomic design principles and office space standards
  • Familiarity with local building codes and safety regulations
• Conditions to be taken into account for the design:
  1. Recommend the needed requirements, such as soundproofing, normal and ergonomic furniture, and necessary technology (video conferencing equipment).
     1. Taking into consideration the PWD (People with disability) sings and facilities.
     2. Taking into consideration the Environmental policy and management.
     3. Seniority and grades, for example (International staff and national staff)
     4. Providing the office with the best, least expensive, most efficient and practical options.
     5. Gender equality for organizing and offices distribution.
     6. Making the existing space greener and environmentally friendly (i.e. ventilation, lighting, mobility, access, recycling, best use of resources of all kinds, etc).

Timeline

The consultancy is expected to span approximately 1 months from the date of engagement. A detailed timeline will be finalized in collaboration with the selected consultant.

Submission Requirements

Interested consultants should submit:

1. Technical Proposal: Describing the approach to the scope of work, methodology, and timeline.
2. Financial Proposal: Breakdown of costs and payment schedule, and number of needed working days.
3. Portfolio: Samples of past relevant work.
4. References: At least two references from past clients.

Payment Schedule

1st payment 40% upon submission the draft Interior design (Deliverable #1) for the International Labor Organization office in Jordan upon satisfaction of the ILO

2nd payment 40% upon submission the final Interior design (Deliverables #2, 3, 4 &5) for the International Labor Organization office in Jordan upon satisfaction of the ILO

3rd payment 20% upon submission a report follows up of the Interior design that was done for the International Labor Organization office (Deliverable #6) in Jordan upon satisfaction of the ILO

Evaluation Criteria

The ILO will evaluate proposals based on the following criteria:

• Relevant experience and qualifications (30%)
• Quality and relevance of portfolio and samples (30%)
• Methodology and approach (10%)
• Financial competitiveness (30%)

Other details:

The Office will provide the architectural drawing of the building, number of employees and projects and office details upon signing the agreement.

How to apply

Manner of Submission:

For inquiries and bid submission, please contact us at amm-procurement@ilo.org . The deadline for submission of proposals is 16-Dec- 2024.