General notes on the office design, fit-out, and furnishing requirements:

- Developing an open-plan working system within the identified office space for both collaborative and focus work, such as staff work areas, communication, break out and end of trip amenities;

- Natural light, foliage, optimised acoustics and good ventilation;

- Modern, Pacific-style decor / design, similar to comparable industry offices (for example, Fiji Tourism);

- Include environmentally sustainable materials and locally-made products, decor and design where possible;

- Capacity for installation of artwork/maps – particularly in meeting rooms. ASI will purchase/arrange art/maps;

- Ergonomic furniture, including,

• Sit/stand desks for for 15 full time staff with scope in the design to scale to 17 sit/stand desks (x15);

- Disability access and useability throughout the office;

- Design and provision of utilities, electrical, communications and IT infrastructure, including a utility / server cabinet and sufficient office storage facilities;

- Renovation and fit-out of toilet / bathroom / shower areas (separate male and female);

- Provision of a first aid and/or parent room (may be co-located with one of the designated spaces).

Objective

To deliver a turn-key service which delivers a full office design layout, office fit-out and furnishing of the P4A Nadi office.

To deliver the turn-key approach, the Contractor will be required to manage and deliver all associated requirements, such that at contract completion, the Contractor will hand over the office for immediate occupation by P4A. The Contractor will be fully responsible for sourcing and managing all sub-contractors and suppliers required to deliver the contract.

Scope of Work

In order to deliver the scope of this work, the Contractor will be required to deliver a full office fit-out including floorplan design, and full office furnishings, for immediate occupation by the P4A team upon completion.

Upon signing of the contract, the Contractor will be provided with access to the office space for inspection and any early works, following insurance checks and any contractor inductions required by the landlord.

Design and construction shall be compliant with Fijian compliance and standards requirements where applicable. Compliance with Australian standards or best practice is preferrable including:

i. Occupational Health and Safety Act 2024, Safety in Design requirements;

ii. Disability Discrimination Act

iii. Access to Premises Code

iv. AS 1248.1 Design for Access and Mobility

In order to meet the requirements of this contract, the Contractor shall ensure that the office design and fit out shall incorporate disability access and utility throughout. This will include ensuring that the office suits the needs and supports accessibility requirements for staff and visitors, for example, design of door and room access and egress, and kitchenette and breakout areas.

The Contractor will be required to consider:

i. Secure entry / exits (including proposed method, such as facial recognition, swipe card etc.) primary and secondary exit requirements and ensuring appropriate disability access.

ii. Consideration of neighbouring offices, including sound management and privacy of P4A offices

iii. Provision of a suitable alarm/security system

iv. Position for a satellite link and connection to back up generator

v. Fire safety, including provision of relevant fire safety equipment and review / sign-off by the fire department (as required)

vi. Appropriate height of work settings for good sightlines, appropriate privacy (visual and acoustic)

vii. Sit stand desks to have capacity for dual monitors.

 

The requirements for this contract are further detailed below:

Office layout:

- A suitable entry space including appropriate P4A signage.

- Manager Offices (single desk) x 2

- Open plan pods/cluster workstations (13 to 15 pax in total)

- Large meeting room – 16-18 pax capacity (board table to accommodate 12 persons), space for additional seating in the room

- Medium meeting room – 6-8 pax capacity

- Breakout space with table and chairs/ dining set

- A kitchenette, including dishwasher, and small appliances, waste management (bin areas), combined with the breakout space

- Separate female and male bathroom / toilet / shower facilities, including with disability access.

- Provision of a parent-room / first-aid area (may be co-located with another designated space, where appropriate)

- Lockable storage room/cleaning closet and sink

- Provision for waste management throughout the office space

- Disability access and utility throughout

- Air conditioning and temperature control throughout the office

- Meeting rooms should include space for a high level of integrated IT capability built into the room. P4A will be providing the hardware for each meeting room which the contractor will be responsible for installing. This includes:

• Wall mounted TV
• Video/speaker bar (can be wall mounted or desk based as required)
• Teleconferencing PC unit to be stored adjacent to TV (can be in cupboard, or mounted behind the TV.
• The large meeting room will have a speaker/microphone to be installed in the centre of the conference table.
• Meeting room tables should have power connection nearby, preferably in the table
• Meeting rooms should be appropriately sound proofed, including door seals.
• Meeting rooms should have built in whiteboards/glass.

- Parent / first aid room shall include acoustic door seals, microwave and sink, and comfortable chair/couch and change table.

-Utility areas shall include a secure bin and shredder.

- Storage provision for personal (under-desk) storage, and for co-located storage for files (team storage).

Utilities / Cabling / Telecommunications.

- All cabling for utilities and telecommunications / internet / Wifi access points.

- Installation and wiring of a Starlink antennae.

- Option for the purchase and installation of genset capable of office air-conditioning.

- The server requirement is expected to be a single small cabinet that can house a router, UPS, firewall and switch.

- ASI will provide the Wifi access points and the firewall, but the server cabinet, patch panel and wiring should be included in the proposal. There will need to be Cat6 data connections from the router/switch to the WiFi access points.

- Utilities area should include the switch cabinet, printer, shredder, and a small countertop/desk for document handling.

Furnishing.

- All furniture (desks, chairs, meeting tables, wall-based whiteboards, etc) and kitchenette equipment (small appliances such as microwave, dishwasher, kettle, and fridge). Cups, mugs, plates, cutlery will be supplied by ASI. Actual requirements shall be agreed with ASI.

- Furniture should reflect a mix of modern office furniture, and Pacific or Fijian furniture such as Fijian-made wooden conference tables and coffee tables. A list with pricing will be reviewed and agreed by ASI.

- Furnishings should be reflective of the Pacific design theme for the office, and shall be agreed with ASI.

- Flooring (floorboards/carpet)

- Plants

- Window treatments (blinds/curtains)

- Secure storage (safe)

Contract Milestones

The Contractor will be expected to deliver this assignment efficiently, and undertake the related works in parallel in order to achieve contracting milestones. Proposed timelines are provided in the table below; the Contractor may propose alternative milestones to best deliver this assignment. The agreed workplan and milestones will be included in the contract.

The Contractor will be required to provide ongoing support for any immediate maintenance or residual issues for a 6 month period from handover of the completed office.

Key Milestones	Indicative Timeline
Detailed design
Final Floorplan – updated in response to comments from P4A.	End of week 1 from contract commencement
Final detailed design and bill of quantities. The design shall be agreed with ASI and the landlord before proceeding further with the fitout.	End of Week 2
Office Fitout	In accordance with agreed workplan
Completion and Handover	2 weeks from commencement (any exclusions should be agreed in writing with ASI at least 2 weeks before completion and handover)
Final defect check and final payment	6 months after Completion and Handover

Evaluation Criteria and Weighting

· Technical vs financial weighting (60% technical, 40% financial)

· Subcriteria under technical may include but not limited to (1. Methodology including timelines, 2. Team experience, past performance, 3. Design response)

· Minimum qualifying scores -bidders must achieve at least 50% on technical to have their financials reviewed. Proposals over FJD700,000 will not be considered.

Commercial and Pricing Schedule:

P4A is seeking a commercial and pricing proposal that delivers an office space that is fit for purpose and meets the standards reflective of Australian Government programs while also prioritising value for money. Proposals should include:

· Bill of Quantities for furniture, cabling, design fees, plant installation

· Currency and tax basis (e.g. FJD, all prices should indicate VAT/GST)

· Optional extras and Contingencies (e.g. additional artwork, premium finishes, contingency, etc). Please provide options for:

• Standard desks vs. sit stand desks.
• Ergonomic chairs vs. standard office chairs
• Purchase and installation of Genset to complement the existing Genset provided by the building.
• Suitable substitutions for any design elements that have been requested that will disproportionately increase the cost of the proposal. )

· Proposed payment terms, notwithstanding that the final terms are subject to the final agreement.

Submission Instructions

P4A will be holding a site visit for prospective bidders on 20 May 2025. Please email procurement@p4a.com.au to register you interest for the site visit.

Invited firms are requested to submit a proposal, containing:

· Proposed office layout that meets the office requirements stated above.

· Proposed office look and feel that may include pictures or renderings of the office design including furniture, flooring, plants and materials.

· An understanding of the requirements of the assignment.

· Methodology and work-plan for delivering the assignment.

· Key team members, and proposed suppliers

· Detailed reference list indicating the scope and magnitude of similar assignments.

· Relevant services undertaken in the past five (5) years

· Registration and other relevant statutory documents

· Proposed fees/costs

· 2 referees

Please submit proposals and queries to the P4A Procurement Manager at procurement@p4a.com.au, with the subject: “P4A Nadi Office Fit-out”.

Proposals must be submitted by 11:59pm (AEST time) on 8 June 2025.

 

Cost of proposal preparation

The Contractor shall bear all costs associated with the preparation and submission of the respective proposal, and ASI shall not be responsible or liable for those costs, regardless of the conduct or outcome of the selection process. ASI is not bound to accept any proposal and reserves the right to annul the selection process at any time prior to contract award, without thereby incurring any liability to the Consultant.