RFP Development & Evaluation
At InfraXtructure™, we provide comprehensive services to convert your data center design into a detailed Request for Proposal (RFP) package along with bidders evaluation and selection support. This package is essential for selecting the right vendors and contractors to execute the project according to the design specifications. Our RFP development process includes creating a thorough Scope of Work (SOW) for each discipline involved, as well as detailed documentation and criteria to guide the selection process.
Our services for converting data center design into an RFP include:
Master Planning Scope of Work (SOW)
The Master Planning SOW outlines the overall vision, objectives, and framework for the data center project. This document includes:
Project Overview and Goals: Defines the strategic goals, capacity requirements, and future scalability needs of the data center.
Site Development Plans: Describes the site layout, infrastructure planning, and land use to ensure optimal data center placement and accessibility.
Regulatory and Compliance Requirements: Lists all applicable codes, regulations, and compliance standards that must be adhered to throughout the project lifecycle.
High-Level Project Schedule: Provides an overview of the project timeline, key milestones, and dependencies.
Architectural, Civil & Structural Scope of Work (SOW)
This SOW provides detailed specifications for the architectural design, civil engineering, and structural components of the data center, including:
Architectural Design Requirements: Specifies the building layout, space planning, aesthetic elements, and design features to meet operational needs and regulatory requirements.
Civil Engineering Specifications: Outlines site preparation, grading, drainage systems, roadways, and utility connections.
Structural Design Criteria: Defines load-bearing requirements, materials, and construction methods for the building framework to ensure durability and resilience against environmental factors.
Mechanical, Electrical, and Plumbing (MEP) Scope of Work (SOW)
The MEP SOW details the requirements for the data center’s mechanical, electrical, and plumbing systems.
Mechanical Systems: Specifies HVAC systems, cooling strategies, and environmental controls necessary to maintain optimal operating conditions for equipment.
Electrical Systems: Details power distribution, backup power systems, uninterruptible power supplies (UPS), and grounding requirements.
Plumbing Systems: Includes specifications for water supply, fire suppression systems, and any other fluid handling systems needed for the facility.
Building Management System (BMS) Scope of Work (SOW)
This SOW defines the requirements for the data center’s Building Management System (BMS):
System Design and Integration: Specifies the architecture and integration of the BMS with other facility systems to ensure seamless monitoring and control.
Monitoring and Control Functions: Outlines the capabilities for real-time monitoring of HVAC, power, and environmental conditions.
Alarm and Notification Protocols: Details the setup for alarms and alerts for system failures or deviations from normal operating conditions.
Power Management System (PMS) Scope of Work (SOW)
The PMS SOW outlines the specifications for managing the data center’s power systems:
Power Distribution and Control: Specifies requirements for power distribution units (PDUs), transformers, and switchgear.
Load Management and Optimization: Details strategies for efficient power usage, load balancing, and redundancy.
Integration with BMS and Other Systems: Ensures compatibility and integration with the BMS and other data center management systems.
Integration Scope of Work (SOW)
This SOW addresses the integration of all systems within the data center to ensure seamless operation and interoperability:
Systems Integration Plan: Provides a comprehensive plan for integrating all data center systems, including IT, MEP, BMS, PMS, and security.
Testing and Commissioning: Outlines procedures for testing system interoperability and performance prior to go-live.
Ongoing Support and Maintenance: Defines requirements for post-deployment support, including system updates and maintenance schedules.
Network Scope of Work (SOW)
The Network SOW specifies the requirements for data and telecommunications networks within the data center:
Network Architecture Design: Details the design of the network infrastructure, including topology, bandwidth requirements, and redundancy.
Equipment Specifications: Lists required hardware, such as routers, switches, and cabling, to meet performance and scalability needs.
Security and Compliance: Includes requirements for network security measures and compliance with industry standards.
Physical Security Scope of Work (SOW)
This SOW outlines the physical security measures required to protect the data center and its assets:
Access Control Systems: Specifies requirements for access control, including biometric readers, key card systems, and visitor management protocols.
Surveillance Systems: Details the placement and specifications for video surveillance cameras, motion detectors, and monitoring systems.
Perimeter Security: Defines requirements for fencing, barriers, and intrusion detection systems.
Bill of Quantities (BOQ) and Bill of Materials (BOM)
We provide a detailed BOQ and BOM to quantify all materials, equipment, and labor required for the project:
BOQ: Lists all construction and installation activities with associated quantities and unit costs to provide a basis for vendor pricing.
BOM: Specifies all materials and equipment, including part numbers, descriptions, quantities, and specifications, to ensure consistency and accuracy in procurement.
Selection Criteria
The RFP package includes clear selection criteria to evaluate bidder proposals:
Technical Competency: Criteria to assess vendors’ technical capabilities, experience, and expertise in data center projects.
Cost and Value: Evaluation of cost proposals against the BOQ and BOM to ensure competitive pricing without compromising quality.
Compliance and Reliability: Assessment of vendors’ ability to meet compliance requirements and deliver reliable, high-quality solutions.
Project Management and Delivery: Criteria to evaluate vendors’ project management skills, including timelines, communication plans, and risk management strategies.
Development of Evaluation Criteria and Scoring Methodology
We begin by developing a comprehensive set of evaluation criteria tailored to the unique requirements of your data center project. Our services include:
Criteria Definition: Establishing clear and objective criteria covering technical capability, financial stability, project experience, compliance with specifications, sustainability practices, and overall project delivery capability.
Scoring Methodology: Designing a weighted scoring system to evaluate and compare bids fairly, ensuring that both technical and commercial aspects are appropriately assessed.
Compliance Requirements: Defining mandatory compliance requirements such as industry certifications, safety standards, and adherence to project timelines.
Prequalification of Bidders
To ensure only qualified vendors participate in the bidding process, we conduct a rigorous prequalification process that includes:
Review of Vendor Credentials: Assessing bidders’ financial health, past project experience, technical expertise, and resource availability.
Technical Prequalification: Verifying technical capabilities, including experience with similar data center projects, familiarity with the latest technologies, and ability to meet specific project requirements.
Compliance Checks: Ensuring bidders meet legal, regulatory, and industry standards, including certifications like Uptime Institute, TIA-942, and ISO standards.
Bid Documentation Review and Analysis
Our team meticulously reviews and analyzes all submitted bids to ensure completeness, accuracy, and compliance with project requirements. Services include:
Technical Review: Assessing the technical aspects of each bid, including design solutions, proposed equipment, project methodology, and resource allocation.
Commercial Review: Evaluating the commercial aspects, including pricing, payment terms, warranties, and overall cost-effectiveness.
Risk Assessment: Identifying potential risks associated with each bid, including financial, technical, and operational risks, and proposing mitigation strategies.
Bidder Interviews and Clarifications
To gain deeper insights into each bidder’s proposal, we facilitate interviews and clarification sessions:
Bidder Presentations: Organizing and moderating presentations where bidders present their proposals, enabling direct comparison and evaluation.
Technical Clarifications: Addressing any ambiguities or gaps in submitted bids through structured Q&A sessions.
Site Visits: Arranging visits to bidders’ facilities or reference project sites to verify capabilities and performance.
Comparative Evaluation and Reporting
We provide a comprehensive comparative evaluation report that summarizes the assessment of all bids, including:
Technical and Commercial Comparison: A side-by-side comparison of all bids based on pre-defined evaluation criteria, highlighting strengths, weaknesses, and differentiators.
Scoring Summary: Detailed scoring for each bidder across all criteria, providing a clear basis for decision-making.
Recommendation Report: Our expert recommendation on the most suitable bidder(s), supported by a thorough rationale and risk analysis.
Contract Negotiation Support
Once a preferred bidder is identified, we assist in contract negotiation to ensure favorable terms and conditions for your project:
Negotiation Strategy: Developing a negotiation strategy focused on securing the best value, minimizing risks, and ensuring project success.
Contract Reviews: Reviewing and advising on contract terms, including scope of work, deliverables, timelines, payment terms, and warranties.
Finalization and Award: Supporting the finalization of contracts and issuing of award notifications to selected bidders.
Post-Selection Support
Our services extend beyond bidder selection to ensure a smooth transition from procurement to project execution:
Kick-Off Coordination: Facilitating project kick-off meetings with selected vendors to align expectations and set the stage for successful project delivery.
Performance Monitoring: Establishing key performance indicators (KPIs) to monitor vendor performance throughout the project lifecycle.
Dispute Resolution: Providing advisory support for resolving any disputes or issues that may arise during project execution.
By converting the data center design into a comprehensive RFP, InfraXtructure™ ensures a streamlined and transparent vendor selection process. This approach guarantees that all project requirements are met with precision, ensuring the successful delivery of a high-performance data center. With extensive experience in data center project management and procurement, InfraXtructure™ offers a proven methodology for bidders evaluation and selection that ensures the best fit for your project needs. Our objective and transparent process reduces procurement risks, enhances project outcomes, and delivers value for your investment. Partner with us to leverage our expertise and ensure the success of your data center project through informed and strategic vendor selection.
