SELECTION OF A CONSULTANT FOR RAINFOREST ALLIANCE KENYA NEW OFFICE IDENTIFICATION IN KENYA within 25 days from 25th July 2026 to 25th August 2026

REQUEST FOR PROPOSALS (RFP)

TO SELECT A CONSULTANT FOR RAINFOREST ALLIANCE KENYA NEW OFFICE IDENTIFICATION

SUMMARY INFORMATION

RA Department: EASA Impacts Program

Location: Nairobi, Kenya

Commitment: 25 days

Desired start date and Duration: One month from 25th July -25th Aug

Under direction of: Country Director Rainforest Alliance Kenya

ABOUT THE RAINFOREST ALLIANCE

The Rainforest Alliance (RA) is an international nonprofit organization working at the intersection of business, agriculture, and forests to make responsible business the new normal. We are building an alliance to protect forests, improve the livelihoods of farmers and forest communities, promote their human rights, and help them mitigate and adapt to the climate crisis. We envision a world where people and nature thrive in harmony.

The Rainforest Alliance is creating a more sustainable world by using social and market forces to protect nature and improve the lives of farmers and forest communities. For more information, please visit www.rainforest-alliance.org.

BACKGROUND AND TASK OBJECTIVE

1. Objective

Identify and secure a suitable new office space within a 5-week period starting 27th July 2026 – 28th August 2026. The goal is to find new office premises that meet Rainforest Alliance Kenya needs as the regional talent hub for Africa by end of Q3-2026 - towards ensuring enhanced visibility of RA and operational efficiency in line with anticipated staff growth and RA vision 2030.

PURPOSE OF THE ASSIGNMENT

The consultant will coordinate Rainforest Alliance Kenya office search process, engage property (landlords), conduct physical site visits, evaluations and assessment of potential properties, facilitate physical visits to identified properties for RA team, support lease negotiations, and related contractual processes. 2

SCOPE OF WORK

• Office Search
• Conduct market research and identify suitable premises.
• Proactively engage potential property owners (landlords) and/management agents. Prepare comparative analysis of identified properties (using a template/matrix that shall be shared by RA) and recommend most - suitable office options based on the following criteria:
• Location & Accessibility
• Size/Layout Fit; minimum 5000Sq ft.
• Building Amenities - preferred amenities - should have ample natural lighting, disability friendly, outdoor space with natural greenery where possible.
• Prompt Landlord availability and responsiveness.
• Lease Cost & Terms i.e., inflation review timelines, currency of payment, commercial licenses etc.
• Flexibility for Growth
• Minimum ten dedicated parking bays
• Coordinate physical office viewings for RA Management team to at least three most feasible properties.
• Support lease negotiations inclusive of service charge, parking bays, applicable licenses etc.

• Stakeholder Coordination
• Consult with property owners (landlords), management agents, and Rainforest Alliance team.
• Provide weekly progress reports.
• Escalate risks promptly.
• Ensure timely communication with all parties.

1. Key Requirements for the New Office

• Size: Holds 50 persons sitting capacity at full occupancy; minimum 5000sq ft
• Structure: Conventional offices (No Shell and Core; Either CAT A or CAT B fit outs) with ample natural lighting and disability-friendly access or Stand-alone Units with outdoor sitting areas/gardens
• Location: Riverside, Westlands, Kilimani, Lavington, Spring Valley areas or their immediate neighborhoods in Nairobi easily accessible by public transport.
• Budget: Rent per month including utilities. Convenience on public transport commute.
• Layout Needs: Sitting area that can hold up to 50 people,1 large boardroom dedicated, private offices, existing or potential to install at least 5 calling booths for virtual meetings.
• Parking/Accessibility: availability and maximum slots provided; minimum 10 dedicated bays.
• Security: Safe secure space for staff working late
• Surrounding environment: avoid heavy construction sites or areas prone to flooding.

3

DELIVERABLES Deliverables	Description
Inception meeting and alignment of workplan with RA team Inception report inclusive of agreed workplan	Week 1
Presentation of extensive list of potential properties Facilitate site visits to identify properties for RA team. Weekly progress report inclusive of clear photographs/videos and summary description of respective properties identified	Week 2
Presentation of at least 3 shortlisted office options using agreed property evaluation criteria/matrix Weekly progress report inclusive of clear photographs/videos and summary description of respective properties identified. Facilitate physical viewing of at least 3 final properties for RA Management team. Weekly progress report	Week 3
Facilitate physical viewing of final property for RA Management team. Lease negotiation Submission of final report.	Week 4