Public Notice for Chancellery

EMBASSY OF BRAZIL IN BAKU

PUBLIC NOTICE

1. The Embassy of Brazil in Azerbaijan intends, through extensive market research, to identify a property to serve as its chancery, in compliance with the guidelines provided by the Ministry of External Relations of Brazil and other relevant governmental agencies. All companies, certified real estate brokers or owners of properties who wish to submit proposals under the conditions stipulated below and agree to include in the lease contract the clauses herein mentioned must submit their proposals no later than 23 May 2025, to the electronic address administ.baku@itamaraty.gov.br.

2. Some of the necessary features of the property to be rented, as well as some clauses that must be included in the rental contract are:

a. location: central business, diplomatic and governmental district of Baku;

b. type of property: semi-furnished or unfurnished office, in a commercial/business building, independently managed or managed by a specialized company, with security service 24/7 through physical and electronic vigilance, interior cleaning at least three times a week;

c. dimensions: at least 330 m2;

d. rooms (internal requirements): One office with space for large meeting table and receiving visitors with separate WC for Head of Mission; one large office for Deputy Chief of Mission; at least seven offices for Embassy staff/sections – all offices to be equipped with windows; one Embassy reception area equipped with a security booth at the entrance; one consular reception area with its own separate entrance equipped with a counter and at least security-tempered glass partition to enable attention to the public from within the consular section office; equipped kitchen/cafeteria for staff use, equipped and windowed; at least two WCs for employees and visitors; storage room/facility; common space for shared printers/copiers; central air conditioning/heating; CAT 6 cabling for workstation network and internet services/facilities in all working spaces; one room/technical closet for IT server and PBX; parking for two official vehicles;

e. minimum lease period: 3 years;

f. the rental price shall be inclusive of Value Added Tax (VAT) or any applicable taxes.

3. Before the contract is signed, the lessor must provide a certificate of inspection of the property, to be carried out by a qualified professional/company, who must write a report on its characteristics, facilities, maintenance conditions and state of conservation, as well as prove that it meets all legal and physical requirements as per the country’s legislation.

4. The contract will be signed between the owner or his/her legal representative and the Federative Republic of Brazil, represented by the Ambassador or Chargé d’Affaires in Azerbaijan.

In addition to the usual provisions, the contract must include the following clauses:

a. Diplomatic Clause that allows the termination of the contract without any burden (contractual fine) to the lessee, in the event of official severance or suspension of diplomatic relations between Azerbaijan and Brazil;

b. a Termination Clause which exempts the lessee from any contractual fine in the event the Brazilian Government decides to close down the Embassy of Brazil in Azerbaijan;

c. a Rescission Clause that provides for the termination of the contract at the tenant's convenience and at any time, subject to prior notice of three (3) months for due notification;

d. the provision for the immediate termination of the contract, with the reimbursement of any security deposit and the amount of unused rent paid, in the event of structural failures in the construction that compromise the security of the property or its regular use by the lessee, or if irreversible and integral damage to the property occurs, including when caused by force majeure and unforeseeable circumstances. In the event of partial damage to the property, which temporarily prevents its regular use by the lessee, the lease and rental payments must be suspended until the completion of the property recovery works, under the responsibility of the lessor, and its reoccupation. The contract may provide for an insurance policy, paid by the lessor, that covers the total or partial destruction of the property by force majeure or unforeseeable circumstances, with the immediate termination of the contract or its suspension by the lessee, without any charges to the latter and with full reimbursement of the security deposit and the amount of unused rent paid;

e. provision for the immediate termination of the contract, at no cost to the lessee, in the event of any failures or damages occurring in the rented property, preventing or impairing its occupation by the lessee;

f. the full reimbursement of any security deposit - or its use to pay off unexpired rental periods - at the end of the occupation, if there is no damage to the property or its furniture, with the exception of those caused by natural wear and tear;

g. a fixed term for the lease, with the possibility of negotiating an Additive Term with a fixed lease period at the end of the contract. Automatic renewal clause of the lease contract is prohibited.

h. the lessor shall be responsible for the total costs of adaptations necessary to the functioning of the Embassy, such as air conditioning/heating systems, electricity, installation of flag poles and coat of arms, among others;

i. The lessor shall be responsible for all extraordinary expenses related to the conservation, adaptation, and maintenance of the property. This includes but is not limited to structural renovations, restoration works necessary to maintain habitable conditions, facade and external painting, installation and maintenance of essential systems (such as lighting, ventilation, elevators, generators, and fire safety equipment), landscaping and common area improvements, as well as any condominium-related costs, including labor and social security compensation, and contributions to a condominium reserve fund for extraordinary expenses;

j. Rental payment will be fixed during the term of the contract and made through wire transfer to the bank account informed by the Lessor.

k. The payment of the lease must be made in the same currency of the rental contract.

The Embassy Administration

08 May 2025