In this case study, the author of this paper assumes the role of a project management team of an infrastructure development team whose aim is to develop the infrastructures in some of the rural areas in the area as indicated in a list that the government has provided. The company that owns the project management team where the author works would be the seller. The people living in the remote residential areas to be developed and other real estate residential area investors would be the buyers. The end-product or the deliverables of the project would be the residential properties that will be developed in the government selected areas of land in the rural areas.
The objective of this paper is to create a request for proposals that will be distributed to the local companies in the United Arab Emirates (UAE) who will perform the subcontracted works that the project management team will delegate. The main objective of the request for proposal, on the other hand, is to obtain a bidding proposal from some of the target construction and infrastructure development companies in the UAE, compare their proposals against each other, and choose out the proposal that offers the highest level of value in terms of work quality, and the competitiveness of the overall project contract price. Because this infrastructure development project will be backed by the government and the sheer size of the rural areas that it plans to develop, the project management team is looking for the biggest developers with the longest track record in the infrastructure development industry.
The project management team is also looking into the process of asking previous clients of some the target developer companies about the quality of the subcontracted works that the developer companies delivered and some of the major problems encountered and how went out and solved it, if any. The following is a list of the target companies who will receive the request for proposal for the current rural area development project sponsored by the government: United Development Company, Makkah Construction and Development Company, Emaar The Economic City, Barwa Real Estate, and Dar Al Arkan Development Company.
For: UAE Rural Areas Infrastructure Development Project
Bidders’ Meeting: June 01, 2015, 8:00 A.M.
Deadline for the Final Submission of Questions: May 15, 2015
*Note: All questions regarding this RFP must be submitted on or before the deadline for the final submission of questions. The questions may be submitted only in written form to the project manager located in the company’s main office building. Please note that any form of questions will be answered within a span of two business days by the appropriate individuals via mail with a reply acknowledgement receipt to be filled out by the person or organization that sent out the question. Questions and answers regarding the RFP will also be shared with all bidders and will be discussed in the bidder’s meeting.
The government invites your organization to submit a proposal for the current project. After careful assessment focusing on previous track records in the construction and real estate development industry, your firm has been selected as one of the potential candidates in the bidding process. You are hereby requested to submit a proposal for the current project’s exhibition expectations described herein.
All invited bidders will have the opportunity to raise questions about the institution that will launch the project, the project itself, and other related matters. Details about the schedule of the bidders’ meeting are as follows:
Attendance in the bidders’ meeting will not be checked. It is also not mandatory. However, we hereby encourage all interested bidders to attend in order for all their questions to be duly discussed in the proper forum. The maximum number of attendees per bidder will also be limited to two people.
All bidders must be informed that their proposal must contain bids on all the deliverables expected in the project. Their proposal must also be sent via mail, in written form to the company’s main office building no later than the deadline stated above. The name and address of the bidder firm must also appear on the mail envelope.
The target date of completion for the entire project is set on or before April 15, 2018.
All bidder proposals along with the letters of transmittal and other supporting documents must include a detailed description of the work that the firm would perform and the following information:
For each segment of work to be done, discuss and describe the level of work to be performed
Description of the size, expertise, and background of the team of people who would execute the work. A list of the skills of each team member and their respective roles must also be included.
This institution reserves the right to know who the subcontractors will be; and either deny or approve the inclusion of certain subcontractor companies.
The name and contact information of the official representative of the bidding firm.
A detailed description of at three comparable previous projects in which the bidding firm has been a part of, including a description of the type of work it performed and completed, with the names and contact information of people who may be used as reference with whom the bidder’s previous project performance can be counter-checked.
A detailed project management plan for the work or parts of the work that the bidder is bidding on.
Completed bid sheets (will be provided during the bidders’ meeting; may also be requested via mail) including detailed description and explanations.
Each project module sheet is paired with an individual bid sheet. Therefore, bidders must only fill out and submit the bid sheet of the corresponding project module that they are going to bid on.
Included in the bid sheet is a preliminary list of the equipment and tools that will be required for the work. If the bidder faces any issue or question regarding the equipment and tools (e.g. overkill on equipment or lack of necessary tools and or equipment to complete a certain project module they are interested to submit a proposal for), they must state this in the space provided in the bid sheet.
Lastly, we are encouraging all bidders to submit up to five alternate or counter bids that provide a higher value cost savings or value engineering. In the counter bids, the bidders must include the cost estimates for the alternate bids with a detailed rationale explaining why their counter bid offers a higher level of value cost savings or value engineering relative to the original bid.