Request for Proposal (RFP)
Statement of Work (SOW)
Purpose
The use of free space near shopping centres should be more efficient in current urban environments (Ede, Adepoju & Awoyera 2015). Construction of a multi-storey car parking will allow the centre not only to capitalise the space and create comfortable parting spaces for its clients but also engage in sustainable business practices. Multi-storey car parks are more efficient in their construction as they take up less space than open parking spots (Ede, Adepoju & Awoyera 2015). The purpose of this project is to design, build, and open a multi-storey car parking space with a capacity for 300 cars near the described shopping centre.
The scope of work
The chosen contractor shall design a multi-storey car park, prepare the land lot near the shopping centre for construction, build the park on the prepared lot, check the quality of the finished product, follow all safety requirements and perform any post-production activities necessary before and after the park’s opening. The contractor shall also present the estimates for all needed materials, staff and resources, a schedule and a breakdown of all activities and the proposed budget. The contractor shall analyse possible risks and develop a risk management plan, along with any additional relevant information and documents needed for project’s approval. A quality assurance plan is also to be delivered after the bidder’s approval.
The location of work
The designing process can occur in the company offices of the contractor. The lot near the shopping centre is the place for project realisation.
Period of performance
The expected start of the project is May 2018. The predicted finish of the project, including final preparations for the opening of the car park, is February 2020. The contractor shall prepare and present a detailed plan with schedules covering project dates and milestones and complete the designing portion of the project no later than 6 months after the starting date.
Deliverables schedule. The bids and documents for participation in the tender are to be sent out by interested contractors before 31 March 2018. After the bidder’s selection, the discussion, development and presentation of the final project plan are assumed to be completed within five or six months. The contractor shall prepare a viable schedule for all activities included in the project’s development process. The first five or six months of the project’s duration are expected to include contract negotiation, budget approval, project preparation, bid approval and design development, review and finalisation. Interested bidders shall provide other details of the schedule and propose the duration of construction and the dates of submission and approval.
Applicable standards
The contractor shall adhere to The World Bank (2017) Group EHS Guidelines, and assure compliance with the International Building Code, the National Electrical Code, and other national codes and guidelines appropriate for the process of construction. The applicable standards and qualifications shall be discussed further in the proposal.
Acceptance criteria
The finished product shall be evaluated according to the operational acceptance testing (Walker 2015). The project shall be finalised after the commissioning organisation establishes that all requested quality standards are met. The finished product shall not have any major defects and should withstand multiple safety checks and testing. The contractor shall deliver the product that adheres to all specifications included in the final version of the contract, including its quality, appearance, safety regulations and the duration of the project.
Proposal Requirements
In the proposal, the contractor shall submit a fixed bid for the project with a breakdown of the submitted price. A comprehensive explanation of the bid is expected to be included with the bid with connections to submitted specifications of the project. The qualifications of the bidder shall also be submitted with the proposal, along with gear and equipment in use of the contractor and available quality and safety information. Relevant financial and insurance documentation shall be included in the bid by the contractor as well. The specifications and prices for possible revisions and extra work are also to be stated. Contractors can add some examples and reviews of their previous projects to support their bid. The selection of previous projects shall include examples relevant to the RFP’s subject (multi-storey car parking space) and finished buildings only.
Additionally, the bidder shall provide a preliminary budget for the project and a schedule of all services complete with dates for milestones, safety checks, and other important aspects. Any added specifications and drawings shall be followed by explanations. Such additions may include the possible budget, the schedule breakdown and project drawings. All material submitted by the contractor shall be sent in before the end of the bid period. The bid period shall start on 1 March 2018 and end on 31 March 2018. The agreement shall be reached no later than five days after the end of the bid period. No extensions for bid acceptance shall be awarded to contractors who cannot meet the criteria. Bids submitted after the end of the period shall not be considered for the tender.
Contractual Provisions
Preparation of proposals
The costs for preparation of the materials, calculations and demonstrations included in the answer to this RFP are the sole responsibility of the bidder. These expenses will not be reimbursed by the commissioning organisation. All proposals including the materials, drawings and calculations become the property of the commissioning organisation after their submission. The content of the submitted proposal shall be included in the contract of the winning bidder and discussed between the contractor and the organisation upon contract negotiation. Thus, the bid that has been awarded becomes the basis of the contract. The bidder acknowledges that the company has a right to stop the bidding process at any moment and withdraw the proposal during the bidding period without any reimbursements or awards.
By sending a bid to the commissioning company, the bidder acknowledges that the RFP has been read in full and understood by the bidder. The contractor’s answer should be based on the RFP and contain only the information that is relevant to the request. The bidder warrants that the proposal was developed without external influence. Furthermore, the bidder ensures that he or she did not attempt to influence other participants to withdraw from the bidding process or change their conditions. The bidder shall guarantee that the sent proposal offers favourable terms of the collaboration to the company and presents prices similar to or better than those on the market.
The position of the bidder
The winning bidder is not considered an employee of the company but an independent contractor. The bidder shall follow the National regulations for independent contractors and will not be given any authority to act on behalf of the commissioning company unless specified otherwise in the contract.
Termination
If the bidder fails to provide the company with a finished product of satisfactory quality and does not revise or correct its mistakes in a negotiated period, the company reserves the right to terminate the contract and send a written notice as a means of confirmation. The revision dates shall be discussed for each particular situation to accommodate the bidder’s ability to fix the product on time. The beginning of the revision process shall be indicated with a written notice from the commissioning company.
Confidentiality
The winning bidder agrees that the signed contract signifies a created relationship between the contractor and the company and ensures confidentiality and trust between the two parties. The bidder guarantees that private information about the company’s internal processes shall remain confidential. The contractor shall treat all information gathered from the company as confidential similarly to its own undisclosed data.
Litigation
The contractor warrants that there are no suits, trials, claims, governmental investigations, or other proceedings against it that may endanger the discussed contract and restrict its right to participate in the bidding process and in the project creation. The contractor shall disclose any information that may limit its collaboration with the company and affect its ability to enter into this agreement. The contractor shall possess all necessary licensure, certification and insurance documents in order to enter this agreement and perform all described activities.
Responsibilities
The builder shall be responsible for the safety of workers and equipment utilised on the construction site. All damages to property or persons in the working area shall also be under the responsibility of the contractor in cases of negligence or contractor’s fault. The contractor shall be responsible for the delivered materials and the quality of performed work until the final acceptance of the project. The contractor shall acknowledge all precautions that should be taken to protect the working persons and the property from danger. For example, weather warnings shall be taken as a notice to secure the site’s openings and hide all dangerous equipment from open spaces as well as prevent workers from operating in hazardous areas at all or without special protective equipment.
Cleaning
The contractor shall warrant that the work area is cleaned regularly to comply with the federal and international regulations of waste disposal and storage. The contractor shall dispose of waste in special disposal facilities and shall not use the shopping centre’s garbage cans and dumpsters for construction waste. The area outside the car parking space shall be cleaned up during the project’s final stage. The landscape that was disturbed or damaged during the construction with excavation and pavement or turf removal shall be restored or covered in new materials according to the project’s specifications.
Schedule
The contractor shall work according to the established schedule and present regular reports on the project’s progress in written form at the end of every month (Heagney 2016). These reports shall include financial statements, performed activities and remaining objectives. Moreover, if the contractor fails to adhere to the schedule or encounters a delay in resource supply or other reason not directly connected to the contractor’s performance, a written notice should be submitted to the commissioning company in order to reevaluate the final deadlines and set different milestones. The contractor shall strive to deliver the final product according to the schedule and achieve completion on time. Final cleanup of the site is included in the time framework and considered to be one of the contractor’s duties.
Payment terms
The contractor and the company shall come to an agreement regarding the type of payment preferred for this contract. The contractor may suggest payment options and terms. After the start of the project, the contractor shall provide all invoices and financial data relevant to the project in written form in a timely manner. All copies of payment invoices shall be submitted to the company and be supported by other documents for additional assessment. The final payment shall be tailored according to the bid and the circumstances of work. The last invoice shall be included with the contractor’s release statement and shall cover the last parts of payment agreed under the contract including possible additional costs and extras.
Project Charter
Work Breakdown Structure (WBS)
The WBS for this project is presented in the form of an outline.
- Design
- Preparatory works
- Setting up the site
- Land clearing
- Land levelling
- Creating routes of access to the site
- Foundation
- Lot excavation
- Foundation
- Steel support
- External works
- Masonry
- Roofing
- Finishes (painting, plastering, varnishing, whitewashing, and other)
- Landscaping the lot
- Paving the access routes
- Internal works
- Electricity
- Cabling
- Lighting
- Parking registration equipment
- Security
- Emergency equipment
- Telecommunications
- Mechanical
- Waste disposal
- Water services
- Rainwater protection
- Air conditioning
- Ventilation
- Heating
- Security room installation
- Electricity
- Partition walls
- Flooring
- Ceilings
- Decorative works (finishes)
- Security equipment location set up
- Cleaning up the site
- Waste disposal
- Equipment removal
- Lot cleaning
Estimate of Resources Needed
Staff
- Architects;
- Designers;
- Land workers;
- Electricians;
- Masonry workers;
- Administrative staff;
- Management;
- Project coordinators.
Materials
- Steel frames;
- Concrete for overall construction;
- Waterproofing materials;
- Decking metals;
- Protective coating for exposed metals;
- Design attributes: steel sheets/aluminium sheets/steel frames, and other types of decor;
- Lighting;
- Building finishes (paint, coating);
- Equipment for lot excavation;
- Transport;
- Soil/grass;
- Pavement;
- Electrical equipment;
- Ventilation: high-velocity fans and other equipment;
- Petrol interceptor, a drainage system for surface water cleaning;
- Roofing materials;
- Alarm systems: fire detectors, alarms, sprinklers, flame suppressants;
- Security cameras, recorders, wires and other telecommunications equipment.
Costs
The average costs for constructing a multi-storey car park in the UK can be estimated at a range from £510 to £1050 for a square metre of construction (Statista 2017). Therefore, the cost of this project for 300 cars may be anywhere from £153.000 to £315.000. These costs include concrete structure, internal works and land preparation and cleaning and exclude wages, materials, and equipment. Costs can depend on the materials used.
Gantt Chart
Network Diagram
Critical Path Analysis
Budget
According to the preliminary design requirements, the final project has to include 300 car spaces and have multiple stories. These specifications mean that the constriction of the park will incorporate multiple steel constructions for floors and supporting structures. The final budget shall include materials and resources used for construction, the cost of the design, the preparation of foundation, utilised equipment, and the wages of workers hired to perform contractor’s services. Insurance and consultant fees should also be included in the budget. As was mentioned before, a price for constriction of one square metre of a multi-storey car park can range from £500 to £1000 (Statista 2017). Similar projects and case studies state that a car park for 690 spaces costs approximately £10.000.000 (University of Leeds 2018). Therefore, the final cost of this project can be £5.000.000. The cost of construction equal £315.000 can be taken out of this sum, leaving expenses for insurance, wages, materials, land preparation and equipment.
Quality Assurance Plan
In order to deliver the best results, the contractor should have workers fully equipped to perform all necessary tasks of the project. Thus, employees need to possess required qualifications and know their duties and responsibilities (Heagney 2016). The key personnel whose duties should be defined in this section include the construction manager, the site manager, the quality assurance officer, the senior field engineer and the working technicians. First of all, the construction manager’s primary purpose is to monitor the work of constructors on behalf of the client company. Thus, this manager can be considered the main source of communication between the company and the contractor in terms of the project’s progress. A construction manager should be able to provide required quality assurance and administer quality control activities to contractors and subcontractors. Site manager’s duty is to approve the quality of contractor’s work and monitor the consistency of performance with the requirements included in the contract.
The quality assurance officer should have enough years of experience in similar projects to adequately evaluate the status of this project. This employee shall report to the construction manager and ensure compliance with the requirements on-site. The senior field engineer is responsible for inspections, providing advice and support regarding technical aspects of construction and coordination of all team members. Technicians must inspect all equipment and materials present on the construction site and perform tests to ensure their quality according to the established specifications. Performance monitoring performed by the construction manager should include the accepted standards for work restrictions, soil erosion control, noise control, and dust control. The manager should take precautions to prevent pollution and sent regular status reports to the company.
Risk Management Plan
The manager of the project shall work together with the contractor and the client company to ensure that all possible risks will be identified and avoided or mitigated during the project’s duration. The designated project manager shall assume the role of the risk manager. The process of risk identification shall include the project’s key stakeholders such as the contractor’s team. It will assess the environmental factors of the project and the organisational culture of workers from all levels.
The deliverables of the project shall be carefully investigated, along with all steps of the project’s completion, its major documentation and plans. All risks will be evaluated according to their probability and analysed to reveal the possible course of actions for their elimination or avoidance. There are four ways to deal with risks: avoidance, mitigation, acceptance, and transfer (Heagney 2016). The level of all risks will be recorded in order to create new practices to avoid similar incidents in the future. The project team shall develop a list of risks with the highest probability of occurrence. Status reports will include risks at every stage of the process.
Reference List
Ede, AN, Adepoju, PF & Awoyera, PO 2015, ‘Challenges of car park design in Nigeria’, International Journal of Innovative Technology and Exploring Engineering, vol. 4, no. 10, pp. 38-42.
Heagney, J 2016, Fundamentals of project management, 5th edn, AMACOM, Nashville, TN.
Statista 2017, Average cost per square meter of internal area in the United Kingdom (UK) for building a multi-storey car park in 2016, by region in GBP. Web.
University of Leeds 2018, Multi-storey car park. Web.
Walker, A 2015, Project management in construction, 6th edn, John Wiley & Sons, New York, NY.
The World Bank 2017, New procurement framework and regulations for projects after July 1, 2016. Web.