1. Objective of the EOI
Palladium, on behalf of the Australian Government's Aus4Adaptation Program, invites Expressions of Interest from experienced office fit-out contractors operating in Vietnam.
The future project is expected to involve the complete design, fit-out, installation, testing, commissioning, handover and maintenance of a new office in Hanoi.
While the final location has not yet been confirmed, the office is anticipated to:
- be located within a professional office building or standalone property in Hanoi
- accommodate up to 25 personnel
- comprise approximately 200-250 square metres of office space (workstations, offices, meeting rooms)
- be provided in a bare-shell or similar base-building condition
- require end-to-end office fit-out services from design through to turn-key handover (including relocating services from the existing office).
Aus4Adaptation anticipates occupying the completed office by 1 January 2027. Contractors should note that all fit-out work, testing, commissioning and handover activities will need to be completed by mid- December 2026. Respondents are encouraged to outline their indicative approach and delivery timeframe for a project of this nature as part of their submission.
2. Scope of works
The successful contractor may be required to provide some or all of the following services:
- workplace planning and interior design
- preparation of design documentation and Schedule of Rates (SoR)
- office fit-out and construction works
- mechanical, Electrical and Plumbing (MEP) works
- data, voice and communications cabling
- security systems and related infrastructure
- furniture, fixtures and equipment (FF&E) supply and installation
- testing, commissioning and handover of completed works
- preparation of as-built documentation and defects rectification
- ongoing maintenance.
Contractors are encouraged to incorporate sustainable and environmentally responsible fit-out solutions. Consideration of accessibility and inclusive workplace design principles for people with disabilities will be viewed favourably.
3. Functional space requirements
The proposed design, while indicative, is likely to include the following spaces:
| Space |
Requirement |
| Reception / Entry Area |
1 |
| Manager Offices |
2 |
| Open Plan Workstations |
20 staff including hot desk areas |
| Large Meeting Room |
10-12 |
| Medium Meeting Room |
4-6 |
| Breakout Space |
1 |
| Focus room/phone booth |
3 |
| Pantry |
1 |
| Storage Room / Cleaning Closet |
1 |
4. Eligibility requirements
Interested contractors should:
- be legally registered, insured and operating in Vietnam
- demonstrate experience delivering office fit-out of similar scale and complexity
- have successfully completed at least three comparable projects within the last five years
- have sufficient technical, financial and personnel capacity to deliver the required services
- maintain appropriate insurance coverage and workplace health and safety arrangements
- experience delivering projects for international organisations, donor-funded programs, diplomatic missions, multinational corporations, international NGOs or similar clients will be highly regarded.
5. Design requirements
The office design should incorporate:
Workplace Design
- safe open-plan working environment
- areas for collaboration and focused work
- efficient circulation
- flexible space utilisation
- workplace experience
- abundant natural light
- indoor plants and greenery
- high-quality ventilation
- acoustic treatment
- comfortable employee amenities.
Design Theme
- modern office environment
- sustainability design influences
- use of local materials where possible
- environmentally sustainable materials
- space for artwork.
Ergonomics
- sit-stand desks
- ergonomic workstations
- appropriate sight lines
- appropriate visual privacy
- appropriate acoustic privacy
- appropriate lighting.
6. Accessibility requirements
The Contractor shall ensure full accessibility throughout the office.
This includes consideration of:
- accessible circulation routes
- door widths and access points
- kitchenette usability
- meeting room accessibility
- bathroom accessibility
- emergency egress
- inclusive workplace design
- compliance with Australian standards is preferred.
7. EOI submission requirements
Interested contractors are invited to submit the following information in English.
A. Company Information
- company profile
- business registration certificate and relevant operating licences
- contact details for the primary point of contact.
B. Relevant Experience and Portfolio
This section will form a significant component of the evaluation.
Contractors are to provide a response to:
C. Key Personnel
Details of key personnel who may be assigned to the project, including relevant qualifications and experience.
8. Evaluation Criteria
Submissions may be assessed against:
- relevant office fit-out experience
- quality and relevance of project portfolio
- experience working with international or donor-funded organisations
- technical capability and project team
- financial capacity
- workplace health and safety practices
- sustainability considerations.
9. Submission due date and method
- EOI submissions must be received no later than: 11 September 2026
- EOI submissions should be submitted electronically to: A4A.Ops@thepalladiumgroup.com
- Subject Line: EOI Submission – Aus4Adaptation Office Fit-Out Services
10. Important Information
- Submission of an EOI does not guarantee inclusion on the shortlist or invitation to any future procurement process.
- Palladium reserves the right to accept or reject any submission and may amend, suspend or cancel this EOI process at any time.
- Only shortlisted contractors may be invited to participate in any subsequent RFQ process.
- Palladium may request additional information or clarification from respondents during the evaluation process.
11. Contact Information
12. Cost of proposal preparation
The contractor shall bear all costs associated with the preparation and submission of the respective proposal, and Palladium shall not be responsible or liable for those costs, regardless of the conduct or outcome of the selection process. Palladium 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 contractor.
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Palladium is committed to safeguarding and maintaining a zero-tolerance approach to sexual exploitation, abuse and harassment, bribery and corruption. Palladium is an equal opportunity organisation and encourages participation from suppliers that demonstrate inclusive and ethical business practices. Aus4Adaptation is an Australian Government investment managed by Palladium on behalf of the Australian Government.
