Sample Request for Proposal: CapState Chemical
Company Relocation Project
RFP, Capitol State Chemical Corporation
Relocation Project, Distributed Systems
This document is a Request for Proposal for services required
to plan, manage, and implement a distributed systems relocation project
for Capitol State Chemical Corporation.
This document will define in detail the objectives of this project
and the levels of service we expect from the chosen service provider on
this project.
Capitol State Chemical Corporation, the world’s largest
supplier of pharmaceutical chemicals, is consolidating its multiple offices
into our new World Headquarters building. We are seeking a Technical Project
Team to assist us with the move of our distributed computing environment,
made up of servers, storage devices, desktop PC’s, workstations, laptops,
and network-connected printers and peripherals. This team will be composed
of a Technical Project Manager and specific Subject-Matter Experts as
required.
This Request for Proposal will document the business and
technical requirements for our selection of a Technical Project Team to
assist us with this move. It is organized as follows:
Project
Background
Services
We Seek to Acquire
Selection
Criteria and Process
Bidders’
Guidelines
Schedule
Project Background
Capitol State Chemical designs and manufactures customized
chemical compounds for the pharmaceutical industry. Our technologically
advanced Research & Development department uses sophisticated molecular-imaging
workstations to design effective and efficient chemical products for our
clients. We rely on information technology to design, record, document,
store, and protect our intellectual property. Currently our computing
resources are scattered through multiple departments and locations. Consolidation
of our computing assets is a primary goal of this move. Also key is ensuring
that no disruption to availability of our computing resources is caused
by this move.
Capitol State typically closes for the week from Christmas
Eve to New Year’s Day every year as a benefit for our associates. We will
use that period this year to move. Our expectation is for all systems
to be moved, installed, tested, and in production on Tuesday, January
2, when our associates return from their holiday break.
Capitol State has 19,000 employees who will be affected
by this move. We have a complete asset-management database, which is current
and includes user ID, serial number, installed software, and inventory
information for every computing device. We have about sixty Novell servers,
in a mix of 4.1 and 5.0 version levels. We have about six hundred networked
printers, about twenty-five networked CD jukeboxes, and about fifteen
networked scanners. We are standardized on IBM servers, desktops, and
laptops.
We have two areas that have specialized needs: the R&D
Department and the Production Department. Research and Development is
composed of about fifty chemists who use graphic workstations and UNIX
servers. Due to previous client commitments, there is no provision for
downtime for moving the R&D servers, so a special plan must be created
to move these servers and have them in production without interruption.
The Production area is a factory floor, requiring special
planning for cabling, and perhaps special furniture or millwork for the
PC’s to protect them from the harsh environment.
Services
We Seek to Acquire
We are seeking to hire a Technical Project Team, made up
of a Technical Project Leader and Subject-Matter Experts with certain
skills, including:
Network
infrastructure design skills,
Novell
NetWare expertise,
IBM
server and desktop hardware expertise,
Project
management skills, and
Technical
knowledge of the following
Video
conferencing
Imaging
Network
address (IP) design
Data/voice
communications
Desktop
applications
We will also consider using a team of workers who would
perform the actual disconnection and preparation of all desktop devices
and the reconnection after the move, as our moving company will not perform
this task.
Project Management. CapState
will assign a full-time project manager to this project, with accountability
for all CapState activities required to fulfill this project. This manager
will be the single interface for project directions, status reporting,
scheduling, and problem resolution. Our expectation is that bidders will
also provide a project manager with the same central interface responsibilities
related to bidder activities on this project. The selected contractor
will work with CapState’s project manager to prepare detailed project
plans and bills of materials, to provide ongoing weekly status reporting
to management, to direct and control the activities of contractor resources,
and to resolve any open issues that arise during the provision of these
services.
Follow-Up Support. Bidders
should describe in detail their warranty policy for services and materials.
We require that a documented problem resolution and escalation process
be in place and agreed to before any bids are awarded on this project.
Bidders should describe any ongoing onsite or telephone support they will
provide for our users during and after relocation. We expect bidders to
be prepared to provide “hot spare” systems for deployment in case of station
problems and to provide spare parts in case of discovery of faulty parts
or systems during this process to ensure that the project schedule is
not impacted.
Selection Criteria and Process
We have held a series of pre-RFP interviews, at which we
reviewed the qualifications of a group of potential bidders. This RFP
is the next step in our selection process. We will review all proposals
submitted in response to this bid fairly and completely—and will then
select the three bids we believe are most responsive to our needs. We
will allow those three vendors to present their recommendations to the
Selection Committee, after which we will make a selection and begin negotiations.
Capitol State Chemical is committed to fair bidding practices.
Bidders’ Guidelines
All bidders for this engagement must follow these guidelines:
Present
detailed corporate literature describing your organization, its areas
of expertise, its structure and longevity, and financial information
that describes the stability of your organization.
Present the resumes of the management and technical
personnel that you propose to assign to this project.
Include three (3) detailed local references for projects
your organization has undertaken that are similar in scope, technical
expertise, and duration to this project.
Present a draft project plan that defines the tasks
you believe are required to manage and implement this project. Include
all estimated durations on a task-by-task basis.
Specify your estimate of the total cost to CapState
of the services required to perform the relocation project outlined
above. Our expectation is for a fixed bid to provide the entire range
of services described. If you cannot provide a fixed bid, describe
in detail your proposed pricing policies for this project.
Any and all costs to CapState for the bidder to perform
these services must be included in the bid. This includes any permits,
insurance, project management costs, travel or other expenses, or
any other miscellaneous charges related to the bidder’s services on
this project.
Describe the process for handling any changes to the
scope of the project after it is undertaken. Include the process for
providing overtime, weekend, or other special work if required.
Describe your process for problem resolution if any
issues arise during your services on this project.
Schedule
Our Selection Committee schedule for this process is as
follows:
What
Date
Pre-RFP
meetings
July
1–17
RFP
mailed to bidders
July
21
RFP
response due
Aug
5
Proposal
review
Aug
6–12
Bidder
presentations
Aug
15–17
Final
selection
Aug
25
Negotiations
begin
Aug
26
All bidders are advised that they must respond in detail
to each element of this RFP in order to be considered for the award of
this bid. Late bids will not be considered.
Any questions regarding this Request for Proposal should
be submitted by FAX to: Ron Gimble, Fax: 999-999-0000.
All responses to this RFP must be made in soft-cover format,
six complete copies, and submitted by close of business on August 5, to:
Ron Gimble Director
of Network Infrastructure Capitol
State Chemical 111
CapState Road Commerce
City, STATE 00001
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