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How to Write a Good RFP

RFP
Perspectives Published on

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Vice President, Director Data Center Solutions
office

Anatomy of an RFP

Writing an RFP can be challenging when trying to get all of the right components to choose the right architect, engineer, or contractor for your project. Corgan's multiple sectors submit many RFPs daily. We have compiled the anatomy of an RFP and what is helpful to have in order to give owners and clients a comprehensive, well-thought-out, organized, and complete proposal for design services.

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How to Write a Good RFP

General

Solicitation Information
Legal business name and/or d/b/a name.
Official Corporate mailing address.
RFP Point of Contact (POC; name, telephone number, e-mail address).
RFP identification (IE:  RFP name, number, date, etc.).

Desired RFP Submission Method
Procurement Portal (must provide instructions, process, and access).
Electronic means (email; must provide POC).
SharePoint (must provide instructions, process, and access.

RFP Deadlines
Deadlines noted in an RFP should include the NDA, Notice of Intent to Bid deadline, Request for Information (RFI) or Bidder Questions, and Proposal due date.

Components of the Proposal
Written Proposal — Respondent’s understanding of scope, proposed timeline, and fee summary.

Fee Template —  Pricing breakdown, if required.

Qualifications —  Company history, project summary, references, team and organization, key personnel resumes, and any other additional information needed to qualify the firm.
 

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How to Write a Good RFP

RFP Content

Project Scope
High Level
Campus planning, Building Core and Shell (C&S) design, Building Fit Out (FO) design. If both C&S + FO design services are required, are those design efforts to be sequential or concurrent?

Required Project Phases
Site Master Planning
Conceptual Design/Programming (often linked to Site Master Planning)
Schematic Design (SD)/30% Design
Design Development (DD)/60% Design
Construction Documents/Issue for Permit (CD/IFP)/95% Design
Construction Documents/Issue for Construction (CD/IFC)/100% Design
Construction Administration (CA)

Reference for Design
Basis of Design (BoD).
Owner Programming Requirements (OPR) document.

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How to Write a Good RFP

RFP Content

Project Requirements
Location —  State, County and City
Project Name — An abbreviated name that will foster common usage
Site Master Planning Component —  These items help frame the responder’s Proposal:
1. Site acreage.
2. Total # data centers planned for site.
3. Data center phasing plan (IE:  Buildings 1 and 2, then Buildings 3 & 4, etc.).
4. Other buildings required (IE:  Vehicle Control Point (IWB), Industrial Water Building (IWB), etc.).
5. Substation required — yes or no and the entity that will design it.

Data Center Programming  
Building footprint (SF)
Number of floors
Floor plate size (SF)
Data hall size (SF)
Number of data halls per floor
Total number of data halls per building
Data hall fit-out plan (IE:  Sequence)
Total number of data halls to be fit out on Day1

Back-of-the-House (BoH) infrastructure space size
BoH infrastructure space fit-out plan (IE:  All on Day1, proportionate to for the floor and/or Data Hall Fit Out Plan, etc.)
Administrative (ADMIN) space size (lobby, conference rooms, workstations, offices, breakrooms, shops, storage rooms, locker/shower rooms, etc.)
ADMIN space fit-out plan (IE:  All on Day1 or proportionate for floor and/or Data Hall Fit Out Plan, etc.).
 

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How to Write a Good RFP

RFP Content

IT Power Requirements
Day 1 IT Power Required (MW) Per:
Data hall
Building
Site

Ultimate IT Power Required (MW) Per:
Data hall
Building
Site


ADMIN space power required (MW) at Day1.
Preferred Cooling Solution
Location:  Roof-mounted, enclosed yard, internal to the building, central cooling plant, etc.
Solution:  Air-cooled, water cooled, etc.
Preferred System Topology:  Redundancy levels (IE:  3-to-make-4, N+1, 2N, N+2, etc.):
Utility power feeders
Engine generators
UPS systems
Electrical distribution
Cooling capacity units
Cooling distribution

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How to Write a Good RFP

RFP Content

Building Envelope, Structure & Roof
External envelope
Structural framing
Roof loading
Floor loading
Roofing system
 

PUE Target
PUE average
Peak PUE

Design team member requirements
Acoustical Engineer/Consultant
Air Quality Consultant
Architect
Audio-Visual Consultant
Civil Engineer
Distributed Antenna System (DAS)/Radio Over Internet Protocol (ROIP) Consultant
Door Hardware Consultant
Elevator Consultant
Environmental Consultant
ICD705 Security Consultant (SCIF and high-security facilities)
Landscape Consultant
LEED Consultant
MEPFP Engineer
Permit Expediter
Physical Security Consultant
Structural Engineer
Survey Engineer
Telecom Consultant
Others unique to a specific Client
 

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How to Write a Good RFP

RFP Content

Delivery Timeline Requirements
Kickoff (Preferred date required)
Master Planning (MP)
Conceptual Design/Programming (concurrent with or sequential to MP)
Schematic Design (SD)/30% Design
Internal SD Package Review (required duration)
Design Development (DD)/60% Design
Internal DD Package Review (required duration)
Construction Documents/Issue for Permit (CD/IFP)/95% Design
Internal CD/IFP Package Review (required duration)
AHJ Review (anticipated duration)
Construction Documents/Issue for Construction (CD/IFC)/100% Design
Internal CD/IFP Package Review (required duration)
Bid Process (anticipated duration)
Construction Administration (CA; planned duration)

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How to Write a Good RFP

RFP Support Documents

High level Project Narrative
Key Project Details
Current version of the Corporate Data Center Design BoD or OPR.
The required Fee Template (if any).
Proposal submission instructions


Site related documentation:
Air Quality Reports
ALTA Survey
Archaeological/Cultural Report
As Built and Record Documentation (for an existing facility)
Documentation as to previous coordination with local AHJs
Documentation as to previous coordination with local utilities
General Survey
Geotechnical Report (with RHO values)
Listing of Client preferred Consultants (by name with POC name, telephone number & email address)
Listing of Client preferred Original Equipment Manufacturers (OEMs; by name with POC name, telephone number, and e-mail address)
Offsite Improvements Requirements Report
PRELIM Site Plan
Summary of Client Planned Long Lead Equipment (LLE)
Threatened/Endangered Species Report
Traffic Study
Tree Report
Utility Service Analysis Report
Zoning Summary Report
 

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RFP COORDINATION & SUPPORT

Let's Connect

RICK SCHUKNECHT

Vice President, Director Data Center Solutions
214 977 3367
rick.schuknecht [at] corgan.com (rick[dot]schuknecht[at]corgan[dot]com)

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