Terms of Reference for Head Office Construction for Change of Use / Extension of Use Expert

AATF - Terms of Reference for Head Office Construction for Change of Use / Extension of Use Expert

Introduction

AATF is a not-for-profit African led technology- transfer organization that provides farmers in Sub- Saharan Africa (SSA) with practical technology solutions to overcome farm productivity constraints. Founded in 2003, AATF is driven by the vision of a prosperous, resilient, food and nutrition-secure Africa, where smallholder farmers’ livelihoods are transformed through agricultural innovations.

AATF Head Office Construction Project

AATF plans to construct its Headquarters in Nairobi. The management would like to engage a qualified Individual Consultant to the role of Physical Planner for the Purposes of Change of Use / Extension of Use pursuant to Physical and Land Use Planning Act (PLUPA). This Terms of Reference (ToR) outlines the scope and requirements for conducting an Extension of Use Expert for the project.

AATF is seeking the services of a Registered Physical Planner to carry out an Extension of Use application to Nairobi County for the proposed development.  

1. Scope of Consultancy

The Consultant will prepare Extension of Use Report as required by the Physical Planning Act, 2019. Further the Consultant shall undertake the following in order to achieve the Extension of Use Approval:

  1. Advertisement and Recommendations: The Consultant will advertise the intended Change of Use / Extension of Use
  2. The Consultant shall collect recommendations from members of the public and relevant line ministries, facilitated by the County Government.
  3. Application Initiation: The Consultant shall submit an application for the change of user using the PPA 1 form, duly signed by the physical planner.
  4. Public Notices: The Consultant shall facilitate the publication of notices regarding the proposed change of user / Extension of Use ar in two daily newspapers, inviting objections from the public for a minimum period of 14 days. Further the consultant shall put up site notice on the property as required.
  5. Planning Brief/Report: The Consultant shall prepare a planning brief/report for the site, explaining the alignment of the change of use with planning policies and its lack of adverse effects on the land and neighbouring properties.
  6. Payments: The Consultant shall facilitate the payment of the required fee by Nairobi County Government, and attach the receipt to the planning brief/report as is required.
  7. Submission: The Consultant shall submit the planning brief/report to the County Government’s Department of Physical Planning for approval, along with any public objections received.
  8. Review and Resolution: The Consultant shall follow up with the County Government and address any concerns the Planning Department may raise.
  9. Permission Issuance: The Consultant shall follow up on the issuance of the Change  Extension of use permits and provide that to the Client to enable subsequent submission of Architectural and Structural Drawings to the County.

2. Consultancy Requirements

Interested Individual consultants are expected to submit the following:

A.   Technical Proposal (Not more than 30 Pages excluding annexes/attachments)

  • Registration as a Physical Planner.
  • Up to date Physical Planning Practice License.
  • The consultant should have a distinct record of delivering Change of Use / Extension of Use for construction projects in Nairobi County.
  • Proof of experience in handling similar projects by providing a list of past and present clients for which the consultant conducted similar projects.
  • Indicate years of experience in the field of construction, the minimum experience post registration is Ten Years (10 Years).
  • Submit CVs, academic and professional certificates.
  • Submit at least three Certificates of completion/recommendation letters from previous most recent clients and include contract information.
  • Any other information to support your proposal.

B.    Professional Fees Proposal

  • This project will be output-based; therefore, the breakdown of professional fees should be structured in a similar manner.
  • Budget should be clearly broken down and justified including estimated days of working, and expenses related to every phase.
  • Be comprehensive and inclusive of all applicable taxes.
  • Indicate terms and conditions of payment.

3.    Application Submission

Interested applicants should send their proposal (Technical and Financial) together with other supporting documents to the Procurement Office through  Procurement@aatf-africa.org by COB 5th August 2025 with the subject head “HOC EXTENSION OF USE EXPERT”.

4.     Terms and conditions of the proposal

AATF reserves the right to request new or additional information regarding each service provider and any individual or other persons associated with its project proposal. AATF reserves the right not to make any appointment from the proposals submitted.

Service providers shall not make available or disclose details pertaining to their Project proposal with anyone not specifically involved, unless authorized to do so by AATF. Service providers shall not issue any press release or other public announcement pertaining to details of their project proposal without prior written approval.

AATF Service providers are required to declare any conflict of interest they may have in the transaction for which the tender is submitted or any potential conflict of interest. AATF reserves the right not to consider further any proposal where such a conflict of interest exists or where such potential conflict of interest may arise.

5. Confidentiality statement

All data and information received from AATF for the purpose of this assignment are to be treated confidential and are only to be used in connection with the execution of these Terms of Reference. All intellectual property rights arising from the execution of these Terms of Reference are assigned to AATF.

Only successful candidates will be contacted.