Bid document for Procurement of Office design services, structural assessment for BIPA Head Office

--- page 1 ---

BUSINESS AND INTELLECTUAL

Ipa PROPERTY AUTHORITY

Protecting Entrepreneurship and Innovation

PROCUREMENT MANAGEMENT UNIT

Request for Quotations

for

PROCUREMENT OF OFFICE DESIGN SERVICES, STRUCTURAL

ASSESSMENT FOR BIPA HEAD OFFICE FOR A PERIOD OF TWO

YEARS

Procurement No: CS/RFP/BIPA-15/2025

Due Date for Submission: Wednesday, 04 March 2026 @ 11h00

Business and Intellectual Property Authority, The Business Hub, 172 Jan Jonker Road,

Ausspannplatz, Windhoek, Namibia, Tel: +264 61 299 4400, Email: kalengas@bipa.na

--- page 2 ---

Request for Quotation

LETTER OF INVITATION

Dear Sir/Madam

Subject: Procurement of Office design services, structural assessment for BIPA Head

Office

1.

You are hereby invited to submit financial proposals for consultancy services required for

office design services, structural assessment for the Business and Intellectual Property

Authority (BIPA) which could form the basis for future negotiations and ultimately, a

contract between you and BIPA.

. The purpose of this assignment is to:

(a) | Procurement of Office design services, structural assessment for BIPA Head

Office

The following documents are enclosed to enable you to submit your proposal:

(a) the Terms of Reference (TOR) [Annexure 1];

(b) supplementary information for Consultants, including a suggested format of

curriculum vitae [Annexure 2]; and

(c) a sample format of the Service Contract under which the service will be

performed [Annexure 3]

Any request for clarification should be forwarded in writing to BIPA at

procurement@bipa.na / kalengas@bipa.na Request for clarifications should be

received 4 days prior to the deadline set for submission of proposals.

The Government of the Republic of Namibia requires that

bidders/suppliers/contractors participating in the procurement in Namibia observe

the highest standard of ethics during the procurement process and execution of

contracts,

Consultants are advised to consult the website of the Procurement Policy Office:

www.mof.gov.na/procurement-policy-unit to acquaint themselves with the

legislations related to public procurement in the Republic of Namibia.

--- page 3 ---

6. Eligibility

(a) A Consultant that is under a declaration of ineligibility by the Government of Namibia

in accordance with applicable laws at the date of the deadline for bid submission and

thereafter shall be disqualified.

(b) Proposals from Consultants appearing on the ineligibility lists of African

Development Bank, Asian Development Bank, European Bank for Reconstruction and

Development, Inter-American Development Bank Group and World Bank Group shall

be rejected.

(c) Consultants should submit a statement on past and present declaration of

ineligibility, if any, by any local/international agency or any termination of contract

for unsuccessful completion of assignment, giving adequate details to enable a fair

assessment.

7. Eligibility Criteria

In compliance with the requirements required in terms of section 50. (1) of the Public

Procurement Act, 2015, the following mandatory documentary evidence is required

to accompany the Technical Proposal:

(i) have a valid company Registration Certificate entities incorporated in

Namibia with no less than 51 percent equity that is owned by Namibian

citizens of which no less than 30 percent is owned by previously

disadvantaged persons. This procurement is reserved for exclusive preference

to local suppliers as per code of good practice. Identity documents of members

or share certificates in cases of PTY Ltd should be attached.

(ii) have an original or certified copy valid good Standing Tax Certificate;

(iif) have an original or certified copy valid good Standing Social Security

Certificate;

(iv) have a valid certified copy of Affirmative Action Compliance Certificate, proof

from Employment Equity Commissioner that bidder is not a relevant

employer, or exemption issued in terms of Section 42 of the Affirmative Action

Act, 1998;

(v) An undertaking on the part of the Bidder that the salaries and wages payable

to its personnel in respect of this proposal are compliant to the relevant laws,

Remuneration Order, and Award, where applicable and that it will abide to

sub-clause 4.6 of the General conditions of Contract if it is awarded the

contract or part thereof.

(vi) have an original or certified copy valid Good standing certificate for BIPA

(iv) Proof of professional indemnity, registration with Namibia Institute of

Architects & Registration with Namibia Council of Architects and Quantity

Surveyors.

Any bid found non-compliant to this section will be excluded from the competition

and will not be evaluated further.

--- page 4 ---

8. Submission of Proposals

The proposals from the shortlisted Consultants shall be submitted in two separate

envelopes, namely Technical and Financial proposal, and should follow the form

given in annexure 2 - "Supplementary Information for Consultants". The proposals

must be deposited into the bid box on or before: Wednesday, 04 March 2026, at

BIPA Office- Reception, Ground Floor, The Business Hub, 172 Jan Jonker Road,

Ausspannplatz, Windhoek at 11H00.

Proposals should not be forwarded by electronic mail.

9. Deciding Award of Contract

Part Evaluation Process Pass Rate

Part: A | Compliance with the requirements required in terms of

section 50(1) of the Public Procurement Act, 2015. Any bid

found non-compliant to this section will be excluded from the | 100%

competition and will not be evaluated further.

Part: B | The technical evaluation will out of possible 80 60 Marks

10.Rights a Public Entity

(a) Please note that BIPA is not bound to select any of the Consultants submitting

proposals.

(b) Please note that the cost of preparing a proposal and of negotiating a contract

including visits to Namibia, if any, is not reimbursable as a direct cost of the

assignment.

11.Duration of Assignment

Twenty -four (24) months

12. Validity of Proposal

You are requested to hold your proposal valid for 180 days from the deadline for

submission of proposals during which period you will maintain, without change, your

proposed price. BIPA will make its best efforts to finalize the agreement within this

period.

13.Commencement date of Assignment

Assuming that the contract can be satisfactorily concluded March 2026 you will be

expected to take up/commencing with the assignment by Mid-March 2026.

--- page 5 ---

14.Tax Liability

Please note that the remuneration which you receive from this contract will be

subject to normal tax liability in Namibia; but BIPA shall pay directly or reimburse the

taxes, duties, fees, levies and their impositions in Namibia related to:

(a) payments to the Consultant in connection with carrying out this assignment;

(b) equipment, materials and supplies brought into Namibia for the purpose of

carrying out the assignment, provided they are subsequently withdrawn; (This

clause shall apply only to foreign Consultants). and

(c) property brought in for your personal use provided the property is subsequently

withdrawn. (This clause shall apply only to foreign Consultants).

15. Insurance

The Consultant shall meet the cost of any insurance and/or medical examination or

treatment required by him/her in the course of performing the services.

16.Conformation of Invitation to submit proposal

We should appreciate if you would inform us by email:

(a) your acknowledgment of the receipt of this Letter of Invitation within 2 days; and

(b) further indicate whether or not you will be submitting the proposal.

17.BIPA would like to thank you for comBIEDE this invitation for submission of

proposals. Soe ,

hoa Y a yw

Card \ *

By iin’ \& ys

’ os

Yours faithfully, . a

Secretary to the Procurement Co mittee?

--- page 6 ---

Enclosures:

Annexure 1: Terms of Reference.

Annexure 2: Supplementary Information to Consultant.

Annexure 3: Draft contract under which service will be performed.

--- page 7 ---

TERMS OF REFERENCE (TOR)

FOR

PROCUREMENT OF OFFICE DESIGN SERVICES, STRUCTURAL ASSESSMENT

FOR BIPA HEAD OFFICE

(A) BACKGROUND

BIPA is mandated to establish an integrated One-Stop Centre within our Head Office premises.

This directive aims to enhance client-facing services and improve operational efficiency. The

current building was originally designed for a banking layout, which is not optimal for this new

mandate. Successful implementation requires a significant reconfiguration of the existing space,

including:

e New partitioning to create a modern, open, and client-friendly service area.

e Infrastructure upgrades (IT cabling, electrical, data points).

e Facility enhancements to improve workflow, staff welfare, and public access.

To execute this project professionally, ensure compliance with building regulations, and

guarantee a safe, functional, and efficient outcome, the expertise of licensed professionals is

essential. An architect will develop a comprehensive plan that meets our operational needs,

while a structural assessment is critical before any modifications to the building fabric are made.

Subsequent approval from the City of Windhoek is a legal prerequisite for commencing

construction.

(B) OBJECTIVE

The purpose of this assignment is to procure the professional services of a suitably qualified and

registered Architectural firm to undertake the design of the proposed Integrated One-Stop

Centre and to provide professional oversight for the reconfiguration of the Business and

Intellectual Property Authority (BIPA) Head Office.

The scope of work includes conducting a comprehensive building assessment of the existing

facility to determine its suitability to accommodate the proposed alterations and ensuring that all

design interventions are structurally compliant and fit for purpose. The appointed firm will further

be responsible for preparing and submitting the required documentation to obtain building plan

approval from the City of Windhoek upon completion of the design phase.

--- page 8 ---

TOR FOR THE APPOINTMENT OF AN ARCHITECT

b)

c)

d)

g)

C) ARCHITECT DELIVERABLES

Full Professional Service will be required:

a) The Consultant registered Architect as governed by the Architects’ and Quantity

Surveyor’s Act 13 of 1979 is to provide professional architectural services related to the

design, procurement and construction supervision of the service required for the buildings

to function.

b) The Consultant should also provide but not limited to Project Management Services,

including appointing, coordination, supervision and or management of other sub

consultants for the assignment with the highest level of professionalism and diligence.

. Appraisal and Definition of the Project

Receive, appraise and report on the client’s requirements with particular regard to site

information and statutory requirements.

Advice the client on procedures to meet his requirements and on the need for the appointment

of consultants.

Appoint / Subcontract other consultants such as engineers, interior designers and quantity

surveyors.

Confirm in writing the client’s instructions to proceed.

Design Finalization

Prepare a design showing space provisions, room/space relationships, method of

construction, standards of materials recommended and standards and suitability of services

in sufficient detail to enable the design to be approved by the client.

Advice the client on the estimated cost, budget and statutory requirements (time schedule).

Confirm in writing the client's instructions to proceed.

After the client approves the design, develop it sufficiently to coordinate the work of specialists

who have been appointed.

Discuss the design with the statutory authorities concerned.

Review budget (time schedule).

Confirm in writing the client’s instructions to proceed.

--- page 9 ---

9)

h)

)

Technical Documentation and Approvals

Prepare drawings and documentation for submission to local or statutory authorities for

approval (and working drawings, specifications and other technical documents necessary for

the execution of the project.)

Correlate the work of any specialists in the preparation of the documentation.

Confirm in writing the client's instructions to proceed.

Contract Administration and Supervision

Advice the client regarding the award of the building contract and the completion of contract

documents.

Confirm in writing the clients instructions to proceed.

Prepare the building contract documents and present same for signature by the parties

thereto.

Administer the building contract.

Inspect the works. The form, frequency and duration of meetings and visits related to

administering the building contracts and inspection of the works will vary according to the

nature and stage of the construction and the consultant should clarify for the client the

attention to be provided pursuant thereto, such to be stated in schedule hereto.

On the completion of the project, provide the client with as-built drawings.

Prepare and / or procure operations and maintenance manuals, guarantees and warranties.

Prepare and / or procure as-built drawings and documentation.

Inspect and verify rectification of defects.

Inspect the works and issue completion and defects lists

D) PAYMENT CONDITION

e As per Tariff of fees issued in terms of Architects’ and Quantity Surveyors’ Act 13 of

1979 section 7(3)

E) COPYRIGHT

BIPA retains the design rights and other intellectual property rights of all documents presented

by the Consultants upon full payments for the service to the Consultants. The Consultant shall

be entitled to use of data obtains during service undertaking for other projects, but such

undertaking should first obtain BIPA written approval.

--- page 10 ---

F) MONITORING AND EVALUATIONS

The achievement and technical compliance of consulting service under this assignment will be

continuously monitored, evaluated on submitted work program. BIPA will assist whereas

possible with technical aspect if deemed necessary.

G) CONSULTANTS CONFIDENTIALITY

The Consultants shall keep all information and reports to project confidential and shall not under

any circumstances release public or media statements or publish related to project or the

services the Consultants is rendering.

H) Requirements:

As per attached technical evaluation criteria &

Other Mandatory requirements: Proof of professional indemnity, registration with

Namibia Institute of Architects & Registration with Namibia Council of Architects and

Quantity Surveyors.

--- page 11 ---

5. REQUIREMENTS

CRITERIA

SPECIFIC REQUIREMENTS

Relevant Experience

Minimum (5) years’ experience in Feasibility and

Design Project Management with seven projects

completed.

A maximum of seven highest value projects shall be

considered for scoring with each project being scored

individually for in accordance with the value

categories.

Qualifications

Lead Consultant

of the

Degree in Architecture / Diploma in Architecture /

Project Management certification

Proof of professional indemnity, registration with

Namibia Institute of Architects & Registration with

Namibia Council of Architects and Quantity

Surveyors.

Methodology

Workplan

or

Present a clear outline of our workplan on how the

assignment will be carried out

Delivery time

A minimum of four (4) weeks to complete each assignment.

References

Submit seven (7) proof of projects completed and

three (3) reference letters within the last (5) years

Attach reference letters from previous clients of

successful strategy implemented. (Letters should be

typed on official letterhead signed by the

management).

Whereas the financial proposal and the specific assessment criteria include:

CRITERIA

SPECIFIC REQUIREMENTS

Consultant’s contract cost estimate | As per Tariff of fees issued in terms of Architects’

and Quantity Surveyors’ Act 13 of 1979 section

7(3)

Relevant provisions of the Public Procurement Act, 2915 (Act No 15 of 2015) apply’

ll

--- page 12 ---

CRITERIA USED TO EVALUATE THE BIDS

1. PART A Total Marks (80)

Consultant’s Organization and Experience

A- Consultant’s Organization

[Provide here a brief description of the background and organization of your firm/entity

and each sub consultant for this assignment.

Discipline Team Members | Experience in Qualification Registered

similar work . asa

Degree in rofessional

(indicate project | Architecture = 10 P .

. : member with

stages i.e points we

ae Namibia

feasibility , . : :

design Diploma in Council of

su Or ion and Architecture =5 | Architects

P points and Quantity

project

. : Surveyors

management in | Project

(NCAQS)

cv) Management

Feasibilty=5 | Certineation/

oints Qualification = 10 points

P 10 points P

Design = 5

points

Supervision=5

points

Project

Management = 5

points

(Submit CVs and

certified copies

of qualifications)

Scoring