REQUEST FOR PROPOSAL (RFP)

[Your Company Name] ("The Client") is issuing this Request for Proposal (RFP) to solicit proposals from qualified and experienced construction firms ("Bidders" or "Contractors") for [briefly state the main purpose, e.g., the general contracting services for the construction of a new commercial office building / the renovation of an existing manufacturing facility / specialized demolition services for...].

[Provide a concise background of your organization and the context leading to this project. Why is this project being undertaken? What are the current challenges or opportunities it addresses? e.g., Due to recent growth, [Your Company Name] requires additional office space... / Our current facility requires significant upgrades to meet new production demands... / This project aims to redevelop a currently underutilized site... ]

[Provide a high-level summary of the project. What is being built/renovated/demolished? What are the key features or components? e.g., The project involves the ground-up construction of an approximately [Size] square foot, [Number] story office building including parking facilities... / This project entails the interior fit-out of [Size] square feet of existing shell space to create a modern manufacturing cleanroom... / The scope includes the selective demolition of interior partitions and MEP systems within Building C, totaling approximately [Size] square feet...]

[Provide the full street address and any other relevant location details for the project site. e.g., 123 Main Street, Anytown, State, Zip Code. Include parcel numbers or specific site identifiers if necessary.]

The primary objectives for this project include, but are not limited to:

• [Objective 1 - e.g., To complete the project within the allocated budget of [Budget Figure, if disclosable, or state 'within a competitive budget'].]
• [Objective 2 - e.g., To achieve substantial completion by [Target Date].]
• [Objective 3 - e.g., To meet or exceed all specified quality and safety standards.]
• [Objective 4 - e.g., To minimize disruption to ongoing operations at [Adjacent Facility, if applicable].]
• [Add other specific, measurable, achievable, relevant, and time-bound (SMART) objectives.]

All communications, inquiries, and submissions related to this RFP must be directed to:

• Name: [Full Name]
• Title: [Title]
• Email: [Email Address]
• Phone: [Phone Number (Optional)]

Note: All questions should ideally be submitted in writing by the specified deadline to ensure all bidders receive the same information via addenda.

The following schedule outlines the key dates for this RFP process. The Client reserves the right to modify this schedule at its discretion.

• Proposals must be submitted by the deadline specified in Section 2.2. Late proposals may not be considered.
• Bidders shall submit [Number] hard copies and [Number] electronic copy (PDF format) of their proposal.
• Electronic submissions should be emailed to: [RFP Contact Email Address] with the subject line: "RFP Submission - [Project Title] - [Bidder Company Name]".
• Hard copies should be delivered to: [Full Mailing Address for Proposal Delivery], Attn: [RFP Contact Person].
• [Specify any other formatting requirements, page limits for certain sections, or naming conventions for electronic files.]

[Provide a detailed narrative of the overall work required. This should expand significantly on the Project Description in Section 1.3. Describe the main components of the project and the contractor's overall responsibilities. This section sets the stage for the detailed breakdown to follow.]

The Contractor shall provide all labor, materials, equipment, supervision, and services necessary for the complete and satisfactory execution of the work, which includes, but is not limited to, the following major tasks/phases (refer to attached drawings and specifications for full details):

1. Phase/Task: [e.g., Pre-Construction Services]
   • [Specific requirement 1.1 - e.g., Develop detailed project schedule conforming to project milestones.]
   • [Specific requirement 1.2 - e.g., Participate in value engineering workshops and provide cost-saving recommendations.]
   • [Deliverable 1.1 - e.g., Approved Master Project Schedule (Primavera P6 or MS Project format).]
2. Phase/Task: [e.g., Site Preparation & Demolition]
   • [Specific requirement 2.1 - e.g., Obtain all necessary demolition permits and manage utility disconnections.]
   • [Specific requirement 2.2 - e.g., Perform selective demolition of interior partitions and finishes as per Drawing A-101 and Demolition Plan D-001.]
   • [Deliverable 2.1 - e.g., Cleared and graded site, certified ready for foundation work, with all debris legally disposed of.]
3. Phase/Task: [e.g., Foundations & Concrete Work]
   • [Specific requirement 3.1 - e.g., Excavate and pour all concrete foundations as per Structural Drawings S-100 series.]
   • [Deliverable 3.1 - e.g., Completed foundation system with all required inspections passed.]
4. [Continue to list all major phases/tasks (e.g., Structural Steel, MEP Systems, Interior Finishes, Exterior Envelope, Landscaping) and their specific requirements and deliverables. Be very detailed. Refer to specific drawing numbers or specification sections where applicable. e.g., "Install HVAC systems as per Mechanical Specification Section 230000 and Drawings M-101 through M-505."]
5. Phase/Task: [e.g., Project Closeout & Commissioning]
   • [Specific requirement N.1 - e.g., Compile and submit all as-built drawings in both hard copy and digital format (CAD and PDF).]
   • [Specific requirement N.2 - e.g., Collect, organize, and submit all manufacturer warranties and Operations & Maintenance (O&M) manuals for installed equipment.]
   • [Deliverable N.1 - e.g., Certificate of Occupancy from relevant authorities and Final Project Completion Certificate.]

• All work shall conform to the project drawings, technical specifications (provided as Attachment [X]), and all applicable local, state, and federal building codes, environmental regulations, and safety standards.
• A comprehensive list of primary drawings and specification documents is provided in Attachment [X]. Bidders are responsible for reviewing all provided documents thoroughly to understand the full extent of the work.
• [Specify any particular quality standards (e.g., ISO 9001 requirements), material preferences if not fully detailed in specs, or critical performance criteria for building systems.]

The following items are specifically excluded from the Contractor's Scope of Work under this RFP, unless explicitly stated otherwise in an addendum:

• [Exclusion 1 - e.g., Procurement and installation of Owner-furnished, Owner-installed (OFOI) equipment, a list of which is provided in Attachment [Y]. Contractor to coordinate.]
• [Exclusion 2 - e.g., Design and installation of specialized landscaping features beyond basic grading and seeding.]
• [Exclusion 3 - e.g., Procurement and installation of all loose Furniture, Fixtures, and Equipment (FF&E) as detailed in the interior design package.]
• [Exclusion 4 - e.g., Costs associated with hazardous material abatement unless specifically identified and included in an agreed-upon change order.]

[Describe known site conditions, access routes and limitations, designated hours of work, laydown and staging area availability, existing utility locations (and responsibility for protection/relocation), any environmental sensitivities (e.g., protected trees, waterways), and geotechnical report summaries if available. If a site visit is mandatory or highly recommended, reiterate it here and refer to Section 2.2 for details.]

• Full Legal Company Name, Address, Phone Number, Company Website URL.
• Year Company was Established.
• Type of Business Entity (e.g., Corporation, LLC, Partnership) and State of Incorporation/Registration.
• Federal Tax ID Number (EIN).
• Primary Contact Person for this proposal (Name, Title, Direct Email, Direct Phone).

• Provide detailed information for at least [Number, e.g., three to five] projects of comparable size, scope, and complexity to this RFP, completed within the last [Number, e.g., five to seven] years. For each project, include:
  • Project Name and Full Location Address
  • Client Organization Name, and Contact Person's Name, Title, Phone, and Email for reference.
  • Brief but comprehensive Description of the Project Scope and your firm's specific role.
  • Original Contract Value and Final Contract Value (explain any significant variances).
  • Original Scheduled Completion Date and Actual Completion Date (explain any significant delays).
  • Specific challenges encountered and how they were resolved.
• Provide at least [Number, e.g., three] professional client references (distinct from project examples if possible) who can attest to your firm's capabilities and performance.

• Provide copies of all current and applicable state and local business licenses and contractor licenses required to perform the work described in this RFP in [Project Jurisdiction/State] (e.g., General Contractor License # [Specify type if known and required]).
• Provide Certificates of Insurance (COIs) evidencing current coverage for the following minimums:
  • Commercial General Liability: [Specify minimum limit, e.g., $2,000,000 per occurrence / $5,000,000 general aggregate, including products/completed operations].
  • Worker's Compensation: Statutory Limits for the state of [Project State], and Employer's Liability with limits of [e.g., $1,000,000 each accident / $1,000,000 disease-policy limit / $1,000,000 disease-each employee].
  • Automobile Liability: [Specify minimum limit, e.g., $1,000,000 combined single limit for bodily injury and property damage covering all owned, non-owned, and hired vehicles].
  • Umbrella/Excess Liability: [Specify minimum limit, e.g., $5,000,000 per occurrence and aggregate, following form over underlying policies].
  • [Specify others if needed, e.g., Professional Liability/Errors & Omissions if design-build or significant design responsibility, Pollution Liability if potential environmental risks exist].
• The Client, [Your Company Name], and any other required entities such as lenders or architects,] must be named as Additional Insured on the Commercial General Liability and Umbrella/Excess Liability policies on a primary and non-contributory basis. A waiver of subrogation in favor of The Client shall be provided.

• Provide evidence of financial stability. This may include [Choose appropriate measures: a letter from your firm's principal bank indicating financial standing and line of credit; or for larger, more complex projects, audited financial statements for the past [Number, e.g., two to three] fiscal years. State that all financial information submitted will be kept strictly confidential and used solely for evaluation purposes.]
• Bonding Capacity: State current single project bonding capacity and aggregate bonding capacity. Provide a letter from your surety company confirming this capacity and their willingness to provide bonds for this project.
  • A Bid Bond in the amount of [Specify percentage, e.g., 5% or 10%] of the total bid amount [is/is not] required with the proposal submission.
  • Performance and Payment Bonds, each for 100% of the contract value, [will/will not] be required from the successful Bidder prior to contract execution.

• Provide your company's Interstate Experience Modification Rate (EMR) for the past [Number, e.g., three] years.
• Provide copies of your OSHA 300 and 300A logs for the past [Number, e.g., three] years.
• Submit a copy of your company's corporate safety manual or a detailed overview of your safety program, including training procedures, site-specific safety plan development, and incident investigation processes.

• Provide a detailed organization chart specifically for this project, identifying all key personnel and their roles/responsibilities.
• Submit comprehensive resumes for all key personnel who will be assigned to this project, including (but not limited to):
  • Project Executive / Principal-in-Charge
  • Project Manager
  • Site Superintendent(s)
  • Project Engineer(s) (if applicable)
  • Safety Officer / Manager
  • Quality Control Manager
  • [Any other key roles specific to the project]
  Resumes should highlight relevant project experience, years with the firm, education, and certifications.

• A formal letter of introduction, signed by an officer of the company authorized to bind the firm.
• A brief statement confirming the Bidder's understanding of the RFP requirements and intent to comply with all terms and conditions.
• A declaration that the proposal is firm and irrevocable for a period of [e.g., 90 or 120] days from the submission deadline.
• Name, title, email, and phone number of the individual authorized to negotiate and sign a contract.

• A concise, high-level overview of the Bidder's proposal.
• Highlight key aspects of your firm's qualifications, your understanding of the project, your proposed approach, and your total proposed cost.
• Clearly articulate your unique value proposition for this specific project.

• Demonstrate a thorough understanding of The Client's project objectives, critical success factors, and potential challenges.
• Describe in detail your proposed methodology and management plan for executing the Scope of Work, including:
  • Overall project management techniques and communication protocols.
  • Approach to scheduling, cost control, and quality assurance/quality control (QA/QC).
  • Strategy for managing subcontractors and suppliers.
  • Plan for site logistics and safety management.
  • Approach to problem resolution and change management.

• Provide a detailed response addressing each item listed in Section 3.2 (Detailed Scope Requirements & Deliverables).
• Confirm your firm's capability and intent to meet each requirement or clearly note any proposed alternatives or clarifications with robust justifications.

• Include the proposed project-specific organization chart and key personnel resumes as requested in Section 4.6.
• Describe the roles and responsibilities of each key team member and how they will interact.

• Provide a detailed project schedule, preferably in Gantt chart format (e.g., MS Project, Primavera P6, or similar).
• The schedule should clearly illustrate all major activities, tasks, durations, dependencies, critical path, and key milestones from project award through to final completion and closeout.
• Include allowances for Client reviews/approvals and inspections.

• Provide a firm, lump-sum price for the complete Scope of Work as defined in this RFP. This price should be inclusive of all labor, materials, equipment, subcontractor costs, overhead, profit, insurance, bonds (if required), taxes, fees, and permits, unless specifically excluded by The Client.
• Include a detailed breakdown of costs presented in a Schedule of Values format. [Specify if you are providing a template in attachments, or require a specific format, e.g., by CSI MasterFormat division, by project phase, or by trade.] The sum of the Schedule of Values must equal the total lump-sum price.
• Clearly state all assumptions made in developing the cost proposal.
• Identify any proposed allowances (with amounts) for specific items where the scope is not yet fully defined.
• Provide unit prices for [List any specific items for which you require unit pricing, e.g., excavation per cubic yard, concrete per cubic yard, specific material types], which may be used for adjusting the contract sum for changes in quantities.

• Bidders are encouraged to identify and propose legitimate value engineering alternatives that could result in project cost savings, schedule acceleration, or improvements in quality, lifecycle cost, or functionality, without compromising the core project objectives and aesthetic intent. Clearly describe each suggestion and its potential impact.

• Include all documentation requested in Section 4 (Bidder Qualifications and Requirements), such as project experience summaries, client references, copies of licenses, Certificates of Insurance, financial stability information, safety records, etc., organized clearly.

• Compile a comprehensive list of any assumptions made by the Bidder in the preparation of this proposal.
• List any clarifications sought or provided regarding the RFP requirements.
• Clearly identify and explain any proposed deviations from the RFP requirements, with detailed justifications and any potential impact on cost, schedule, or quality.

Proposals will be evaluated by a selection committee from [Your Company Name] based on a combination of factors to determine the proposal that represents the best overall value to The Client. These factors include, but are not necessarily limited to (and not necessarily in order of importance):

• **Completeness and Responsiveness:** Thoroughness and clarity of the proposal in addressing all RFP requirements.
• **Bidder's Qualifications & Experience:** Demonstrated experience, reputation, and successful completion of comparable projects; strength of client references.
• **Proposed Project Approach & Methodology:** Understanding of the project, feasibility and soundness of the proposed plan, quality control, and safety approach.
• **Proposed Project Schedule:** Realism of the proposed schedule and ability to meet The Client's desired timelines and milestones.
• **Proposed Cost/Price:** Competitiveness and overall value of the proposed pricing, including clarity of the cost breakdown.
• **Financial Stability & Bonding Capacity:** Demonstrated financial health and ability to secure required bonds.
• **Safety Record & Program:** Commitment to safety as evidenced by EMR, OSHA logs, and safety program quality.
• **Qualifications of Proposed Project Team:** Experience and suitability of the key personnel assigned to the project.
• [Add any other specific criteria vital to your project, e.g., Understanding of Local Conditions, Proposed Innovation/Value Engineering, Local/Diverse Business Participation goals, Sustainability Initiatives.]

(Optional: The Client may choose to assign relative percentage weighting to these criteria, for example: Price (35%), Experience & Qualifications (25%), Technical Approach (25%), Schedule (15%). If so, detail here.)

The Client anticipates the following selection process. The Client reserves the right to modify this process as deemed necessary:

1. Receipt and initial review of proposals for completeness and compliance with mandatory RFP requirements.
2. Detailed evaluation of responsive proposals by the selection committee against the stated evaluation criteria.
3. Shortlisting of the top-ranked Bidders based on the initial evaluation.
4. (Optional) Interviews, presentations, and/or site visits by shortlisted Bidders to further clarify their proposals and assess capabilities.
5. (Optional) Reference checks for top-ranked Bidders.
6. (Optional) Negotiations with one or more of the top-ranked Bidders regarding scope, terms, and pricing.
7. Final selection of the successful Bidder and notification to all Bidders of the outcome.
8. Contract award and execution.

The Client reserves the right to award a contract without interviews or further discussions if deemed in its best interest.

The Client reserves the right, at its sole discretion, to:

• Reject any or all proposals received in response to this RFP.
• Waive any informalities, irregularities, or minor non-conformities in proposals received, provided such waiver does not prejudice other Bidders.
• Request clarification or additional information from any Bidder at any stage of the evaluation process.
• Negotiate terms, conditions, scope, and pricing with the selected Bidder(s).
• Award a contract to the Bidder whose proposal is determined to be the most advantageous and offers the best overall value to The Client, which may not necessarily be the lowest priced proposal.
• Cancel this RFP in whole or in part at any time, without liability.
• Modify or amend the RFP requirements through written addenda distributed to all registered Bidders.

The Client anticipates entering into a [Specify Contract Type, e.g., AIA A101 Standard Form of Agreement Between Owner and Contractor where the basis of payment is a Stipulated Sum / Cost Plus Fee with a Guaranteed Maximum Price (GMP) / Design-Build Agreement] with the successful Bidder. A sample copy of the anticipated contract form [is attached as Attachment [Z] / will be provided to shortlisted Bidders / is available upon request]. Bidders should note any exceptions to the sample contract form in their proposal.

[Specify general payment terms, e.g., Payments will be made monthly based on approved applications for payment, submitted by the 25th of each month for work completed in that period, subject to a retainage of [X, e.g., 5% or 10%]. Final payment, including release of retainage, will be made upon satisfactory completion of all work and closeout requirements. / Or describe milestone-based payments if applicable.]

The successful Bidder will be required to provide proof of insurance coverage meeting the minimum requirements specified in Section 4.3 and any required Performance and Payment Bonds (as specified in Section 4.4) prior to contract execution and commencement of work. Failure to provide such proof may result in disqualification or contract termination.

All information contained in this RFP and any information disclosed by The Client, its representatives, or consultants during this RFP process is considered confidential and proprietary. Bidders shall not disclose such information to any third parties without prior written consent from The Client, except as reasonably necessary to prepare their proposal (e.g., to potential subcontractors, who must also be bound by confidentiality). All proposals submitted will become the property of The Client and may be subject to public disclosure laws if applicable to The Client. Bidders should clearly mark any sections of their proposal they consider to be confidential or proprietary trade secrets.

Bidders must disclose in their proposal any actual, potential, or perceived conflicts of interest they or their key personnel may have regarding this project or The Client. Failure to disclose such conflicts may result in disqualification.

This RFP and any resulting contract shall be governed by, construed, and enforced in accordance with the laws of the State of [Your State], without regard to its conflict of laws principles. Any litigation arising from this RFP or any resulting contract shall be brought exclusively in the state or federal courts located in [County, State, e.g., Shelby County, Tennessee].

The Client shall not be liable for any costs incurred by Bidders in the preparation, submission, or presentation of their proposals, or for any other costs incurred prior to the execution of a formal contract.

[Your Company Name] is an equal opportunity entity and encourages proposals from all qualified firms, including minority-owned, women-owned, and veteran-owned businesses, where applicable and in accordance with relevant laws.