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Request for Proposal to Solicit an Electrical Contractor

Using scenario below I need help preparing an RFP (Request for Proposal) to solicit an electrical contractor. The RFP should contain the following:

1. An Introduction to the project
2. Business profile (Just Use engineering Firm)
3. A description of the problem
4. A description of the Vendor responsibility (what you are requiring them to do)
5. Time and Cost estimates
6. Evaluation Criteria for the RFP

You are the application engineering unit manager in the branch office of a corporation with
headquarters in another city. Your branch office provides sales, application engineering and service operations to customers in a five state area, and some of the 32 employees of the branch use the office nearly 24 hours a day, seven days a week.

The owner of the building the branch office now occupies has sold the building, and the new owner wants to take over the branch's space. The new owner has told the branch to move out in thirty days (covering four weekends), which is the minimum the lease allows. The branch manager is privately pleased with the requirement, as the current space was planned to accommodate only 24 people, and the need to accommodate the additional eight people added in the last two years has caused overcrowding and resulting inefficiencies in the operation.

The company headquarters sent down the corporate administration manager who found an office about 30 minutes across town that will accommodate the needs of the branch, including additional space for those employees recently added, and room for anticipated expansion. The administration manager has negotiated a lease with the new office owners. The new office will be cleaned and ready for occupancy the weekend after next.
The branch manager has appointed you as the project manager for the move; you were told to ensure that the move is a successful one. You have been guaranteed the full cooperation of everyone in the branch by the branch manager, who has also said you can assign one or two people to the project part time to assist you. However, you are concerned that the short notice for the move may conflict with some of the plans or schedules of some of the other employees, thus the cooperation of everyone may not be all that certain.

To minimize disruption to the office routine, you have decided to move on weekends, estimating you will need two, three day weekends. The third day for each weekend will be the Friday before the weekend itself. The first weekend will be for moving the warehouse, stockroom and file archives. The second will be the "big" move of the desks and office equipment, including the large and heavy copier, laser printers, computers, and service workbenches. However, there is considerable preparatory work
that can be done during the weekdays.
The telephones at both locations are served by the same exchange office, so there is no change to the telephone numbers; however there are two, high speed, dedicated lines to the corporate headquarters that will need re-routing. The new space will need the office layout designed, and the electrical power service will need revisions to allow for locations of the computer systems and desktop workstations. The Local Area Network cabling for the computer systems and workstations will also need to be designed and installed, along with the telephone system. The lighting will need adjusting as well to meet the needs of the new arrangement. You will be using the same office furniture and portable cubicle wall
system, so those will not need changing, although you may or may not have sufficient portable walls and surfaces to accommodate existing and new staff.

You have talked with an electrical contractor who has done satisfactory work for the company before and can handle all of the lighting, power, wiring and cabling needs. This contractor has crews that can be available for both weekday and weekend work. Unfortunately, the short lead time raises the price for their services, and the longer you wait to produce the office layout and wiring requirements, the more crews they will need to put to work at one time, with a correspondingly higher premium. You are estimating you can get this part of the work done for $12,000.00, provided you can quickly develop the
office layout, wiring, and cabling requirements.

Your search for movers has turned up the following information:
1. Monster Movers is a standard commercial mover with all of the experience and equipment necessary to handle the move. They would provide one driver and a moving crew of four, one of whom is specially trained to move sensitive machinery. Their bid is $12,500.00; this is because of the overtime required for a weekend move. Their price includes full insurance for the items being moved, and liability for their workers.

2. Calvin's Cartage specializes in office moves, and is accustomed to working weekends. They use standard moving equipment and feel "quite confident they can handle anything you can throw at them." They would provide three people, one of whom would both drive and supervise. Their bid is $9,950.00, including liability insurance.

3. Willie's Workers offers to move the office at an hourly rate. They have a driver/supervisor who picks up casual helpers when needed and who shows them how to move the more difficult items. They estimate the move would require the driver and three helpers for ten hours each of the three days of both weekends at a total cost of $156 per hour, including the use of the truck, moving dollies, furniture pads, and block and tackle.
None of the movers included packing boxes or the wrapping and packing of small items such as personal office items and desk contents, in their quotes. You have estimated the packing boxes and materials to cost $2,500.00, and believe you can get the office occupants to pack their own boxes in the days remaining before the last weekend's deadline. Insurance would cost $2,000.00 for the office contents, and $1,500.00 liability insurance for the movers.

The corporate administration manager has budgeted $30,000.00 for the move, but would very much like to make the move for less, if possible. The branch manager has offered you a bonus of half of everything you save below $30,000.00. You also belong to a choral group, and you have mentioned your pending move at a rehearsal. Twenty of your choral associates have volunteered to help you move in the evenings and weekends for the cost
to rent any moving equipment plus all the beer they can drink during the move. You aren't sure you want to take them up on their offer, but also don't want to hurt their feelings.

Solution Preview

I can outline the needs for you and the time frame. You will need to add details and adjusted costs as you see them. You want to stay under $12,000 if possible for the electrical work.

Bid for rewire and update of electrical systems in office building
Engineering company
An Introduction to the project
Engineering company is moving its offices and creating a branch office in XXX Center in YYY City. To do so, we need improvements to the new office building including improving and adding to current electrical stations. We require the work to be completed in a limited timeframe and include all costs in the proposal submitted. The floorplan and electrical requirements are available for viewing at our current offices located at: 12355 S Lane, Coffer, FL. We are open from 9-5, Monday through Friday. You may also request a copy of the floorplan be printed ...

Solution Summary

A request for proposal to solicit an electrical contractor is determined. The RFP is provided.