Kaylene Ritchie

Week 4: RFP Course Project

PROJ598Contract and Procurement Management

Request for Proposal

Restructure building for new office

Ritchie Staffing, Inc.
1935 Hawthorne Ave
Oakdale, PA 15108
724-777-0418

Kaylene Ritchie
kaylene.ritchie@yahoo.com
PM598

Page 1 of 19

Kaylene Ritchie
Week 4: RFP Course Project
TABLE OF CONTENTS

1. INSTRUCTIONS TO BIDDERS ................................................................................................3

1.1. General Description of Work ..............................................................................................3
1.2. What Must Be Included with Bid.........................................................................................4
1.3. Schedule of Bid Period Activities........................................................................................5
1.4. Location of Work ................................................................................................................5
1.5. Pre-Bid Meeting .................................................................................................................6
1.6. Owner Contact for Questions .............................................................................................6
1.7. Pre-Award Surveys ............................................................................................................7
1.8. Sealed Bid Requirements ..................................................................................................7
1.9. Basis for Bid Evaluation .....................................................................................................7
1.10. Ethical Standards .............................................................................................................8
1.11. Responsibility for Surety Bonds .......................................................................................8
1.12. Proposal Format ...............................................................................................................9
1.13. List of Bidders ..................................................................................................................9
1.14. Letter of Acknowledgment ..............................................................................................10
2. DESCRIPTION OF WORK ..................................................................................................... 10
2.1. Engineering Contracts ......................................................................................................10
2.2. Construction Contracts .....................................................................................................10
2.3. Licensing Requirements ...................................................................................................11
2.4. Subcontractors .................................................................................................................11
3. PROPOSAL ........................................................................................................................... 11
3.1. Breakdown of Bid Price ....................................................................................................11
3.2. Revisions and Extra Work ................................................................................................12
3.3. Escalation Formulas .........................................................................................................12
3.4. Scheduled Completion Dates ...........................................................................................12
3.5. List of Subcontractors ......................................................................................................12
3.6. Key Supplier or Contractor Personnel ..............................................................................12
3.7. Length of Time Bid Is Valid ..............................................................................................12
3.8. List of Bid Document Addenda Reviewed by Bidder ........................................................13
3.9. Notice of Conflicts or Errors in Bid Documents ................................................................13
3.10. Clarifications of Bids .......................................................................................................13
3.11. Bidder Signature ............................................................................................................13
4. SPECIFICATIONS AND DRAWINGS .................................................................................... 13
5. SPECIAL CONDITIONS......................................................................................................... 14
6. GENERAL CONDITIONS AND CONTRACT AGREEMENTS ............................................... 15
6.1. Contract Terms ................................................................................................................15
6.2. Law Compliance...............................................................................................................15
6.3. Payment terms .................................................................................................................15
6.4. Warranty...........................................................................................................................16
6.5. Termination provisions .....................................................................................................16
6.6. Applicable Discrimination Laws ........................................................................................16
Appendix A................................................................................................................................ 17
Appendix B ................................................................................................................................ 18
Work Cited................................................................................................................................. 19
Page 2 of 19

Kaylene Ritchie
Week 4: RFP Course Project

1. INSTRUCTIONS TO BIDDERS
1.1. General Description of Work
Ritchie Staffing, Inc. is a small staffing agency that has been experiencing tremendous
growth over the past several months. Due to this growth, we are in need of a bigger
office space to accommodate the additional staffing that we will be bringing onboard. Our
company currently employs five workers with one of them being an executive
assistance. We will be looking to hire an additional three workers. To accommodate the
additional employees, we will need an office location that has at least seven office
spaces. In addition, the space must include a reception area for new clients to enter and
be greeted by our receptionist.

The office space will also require three separate bathroom locations. There should be a
male and female bathroom that will be restricted to employees only. The employee only
bathrooms will need to include showers within the restroom. There will also be a third
bathroom that is needed for public access. This bathroom needs to be used by both
male and female occupants.

Our company is extremely into the health and wellness of our employees. It is our belief
that a healthy and happy workforce is beneficial to the overall working
environment. Because of this belief, our new facility will also need to include an area
within the building for fitness equipment. The fitness area should be located near the
employee bathrooms that contain the showers to enable our employees to wash off
Page 3 of 19

Kaylene Ritchie
Week 4: RFP Course Project
before they return to work or leave for the day.

Since we are a recruiting firm, we will need a conference room within our facility that is
large enough to hold a conference table, projector, and other media equipment. Near the
conference area will be the kitchen and break room for our existing staff.

The new office space needs to be designed with a modern style which reflects our
personality as a company. The work space areas should incorporate a sleek and modern
design with bright and colorful painting and dcor throughout the office. Please refer to
the office space drawing that is provided within section 4 (specifications and drawings)
within this RFP.
1.2. What Must Be Included with Bid

1.2.1 Requirements for the proposal

All proposals submitted for this project should be typed on standard 8x11 inch
paper not exceeding 30 pages total. The total page limit does include the cover
and title page but excludes any supporting documents that may be related to the
project. The font used for the proposal should be submitted using Arial type font
with the size being no smaller than 10 point or larger than 14 points.

1.2.2 Content that should be included in proposal

Included with the proposal should be an executive summary detailing the following
information:

Page 4 of 19

Kaylene Ritchie
Week 4: RFP Course Project

Implementation details of restructuring existing building

Provide overview of materials and products that will be used during
construction
Complete a detailed breakdown of estimated time to complete project and
estimated budget

1.2.3 Qualifications for general contractor

Attached with the proposal should include the following information regarding the
experience and qualifications:

Contractor state certifications

Referrals
Portfolio of work
Internal company resumes of employees that will be on the project (If
available)

1.3. Schedule of Bid Period Activities

The RFP will be made available to all bidders starting on February 15, 2016 on our
company website at http://www.ritchiestaffinginc.net.

Any questions regarding the

proposal should be submitted to the business partner Joshua Ritchie before February 22,
2016. A prospective bidders meeting will be held on February 29, 2016 at 9:00 a.m.
During this meeting, any additional questions about the proposal may be asked. Please
refer to section 1.5 of this RFP. Sealed bids must be submitted by March 21, 2016 by
4:00 p.pm (refer to section 1.8). A public opening will be held at Ritchie Staffing, Inc. at
1935 Hawthorne Ave, Oakdale, PA 15108 on March 21, 2016 at 4:15 p.m. Proposals
received after this date will not be considered for this proposal. A final decisions will be
made and a contract will be awarded on April 4, 2016.
1.4. Location of Work
We have secured an existing building that is located at 1612 McNabb St, Moon
Township, PA 15001. This is an existing facility and the only location on the property.
Page 5 of 19

Kaylene Ritchie
Week 4: RFP Course Project
There is a parking lot onsite and all bidders are welcome to tour the facility if needed prior
to the Pre-Bid Meeting.
1.5. Pre-Bid Meeting
The staff from Ritchie Staffing, Inc. will be on hand at this meeting to answering any
questions bidders may have regarding this RFP. All relevant information of the meeting
details are provided below:

Date of Meeting: February 29, 2016

Time of Meeting: 9:00 a.m.
Location of Meeting: Ritchie Staffing, Inc. 1935 Hawthorne Ave, Oakdale, PA
15108

Attendance to this meeting is optional, however, if you do plan on attending please keep
the number of guest attending limited to two individuals per organization. This meeting
will provide an avenue for any vendors to ask Ritchie Staffing any questions that they
may have pertaining to this RFP.

Anyone interested in attending this event should please send an RSVP to our Executive
Assistant Mary McCoy at mary@ritchiestaffing.com. Included within the RSVP should be
the names and titles of anyone that will be attending.

1.6. Owner Contact for Questions

Questions regarding this RFP are be directed to:
Joshua Ritchie, Business Partner
joshua@ritchiestaffing.com (cc: kaylene@ritchiestaffing.com)
724-203-4711

Page 6 of 19

Kaylene Ritchie
Week 4: RFP Course Project
1.7. Pre-Award Surveys
Not Applicable
1.8. Sealed Bid Requirements
All bids must be sealed and be addressed to:
Ritchie Staffing, Inc.
Kaylene Ritchie
1935 Hawthorne Ave
Oakdale, PA 15108
Bid envelopes must be marked Sealed Bid and show proposal title and name of bidder.
Additionally, bidders must submit two (2) hard copies of their proposal.

The closing date for submissions will be held on March 21, 2016 at 4:00 p.m. Ritchie
Staffing, Inc. will host a public opening on March 21, 2016 at 4:15 p.m. The location of
the public opening will be at 1935 Hawthorne Ave, Oakdale, PA 15108. Any proposals
received after this date will not be accepted.
1.9. Basis for Bid Evaluation
Ritchie Staffing, Inc. will evaluate and select a contractor based off of the quality of work
shown via their proposal. Our company is looking for a modern style design and the
quality of craftsmanship needs to be shown within the work. Any additional experience
that a contractor may have of completing an existing modern office space design will be
beneficial to being awarded a contract. Our companies ranking criteria for awarding this
contract will be as follows:

30% Quality of work

30% Contractor Experience
25% estimated price
Page 7 of 19

Kaylene Ritchie
Week 4: RFP Course Project

15% Scheduled timeline for completion

It is our desire to select a contractor that can meet our specific design and provide the
quality craftsmanship that we are seeking. Any firm that can exhibit a knack for creating
a functional workspace that is modern and sleek are especially encourage to bid. Ritchie
Staffing, Inc. will review all bids based off of the criteria listed above and reserves the
right to choose the vendor of their choice based off of which ones meet these
requirements the most.
1.10. Ethical Standards
Ritchie Staffing, Inc. agrees to not sell or distribute any information regarding the bidders
to any outside affiliations. Our company also maintains that we will not make any offers,
promises, or any other actions that would be deemed a violation of this contract. Also,
we expect that any contractors bidding on this proposal will refrain from any susceptible
actions such as receiving gifts, making promises, or make any offers to individuals not
listed in this proposal would be deemed a violation of contract and would be seen as an
unfair advantage.
1.11. Responsibility for Surety Bonds
Ritchie Staffing, Inc. will not provide the insurance coverage required for this project. All
related insurance coverage will need to be covered by the general contractor that is
chosen for this project. The minimum coverage needed to be carrier by the contractor for
this project is outlined below.

Certificate of Liability Insurance must include the following:

Page 8 of 19

Kaylene Ritchie
Week 4: RFP Course Project
Commercial Liability Insurance

1,000,000 bodily injury and property damage

5,000,000 products/completed operations

Workers Compensation

Statutory limits

Employers Liability

1,000,000 injury by accident, each accident

Umbrella/Excess Liability

5,000,000

1.12. Proposal Format

Below are the guidelines to format your proposal:

General
o Font size: no smaller than 10 point or larger than 14 points
o Font type: Arial
o Length of proposal: maximum length should not exceed 30 pages
(including title page and cover letter). This does not include supporting
attachments
o Standard 8x11 inch paper with 1 inch margins
Title Page
o Company name
Point of contact
Address
Telephone number
Fax number
e-mail address
Website address
Cover Page
o Must be signed by the person(s) authorized to sign on behalf of
company
o Business Titles of individuals signing the proposal
o Date of signature
o Required licensing numbers
Proposal
o Proposed solution, including benefits and uniqueness of your solutions
o Discuss your ability to deliver project in noted timeframe

1.13. List of Bidders

Please refer to Appendix B for list of bidders.

Page 9 of 19

Kaylene Ritchie
Week 4: RFP Course Project
1.14. Letter of Acknowledgment
Please refer to Appendix A for Letter of Acknowledgement. Bid will not be acknowledged
until this letter is signed and returned.

Please check the appropriate boxes within the Letter of Acknowledgement and return to
Mary McCoy, Executive Assistant (mary@ritchiestaffing.com), via e-mail as soon as
possible.
2. DESCRIPTION OF WORK
The purpose of this RFP is to acquire a general contractor that will be procured to renovate a
new office facility for our growing firm. The general contractor will work as the main contractor
for this project and will be able to choose subcontractors for specialized work as they deem
necessary.
2.1. Engineering Contracts
Not Applicable
2.2. Construction Contracts
2.2.1 Building Specifications

Over 4,000 square feet of available space

Single level
One main entrance and two side entrances

2.2.2 Office Space Requirements

Receptionist area roughly 20ft by 9ft

Seven separate offices roughly 11ft by 11ft
Large fitness area that is roughly 21ft by 60ft
Two employee only bathrooms (male/female) with included shower
One separate public restroom area roughly 7.5ft by 8.5ft
Page 10 of 19

Kaylene Ritchie
Week 4: RFP Course Project

Assembly/Conference room which is roughly 22ft by 27ft

Kitchen/break room including all cabinetry
Four separate closet spaces

2.2.3 Required Exterior Work

Existing parking lot will need to be repaved.

Repair cracks in sidewalks
Refresh landscaping near entrance/walkway to building

2.3. Licensing Requirements

The general contractor will be responsible for obtaining all necessary licenses to be able
to complete work within the state of Pennsylvania. It will be the contractors
responsibility for payment of all fees to obtain any additional licenses that may be
required.
2.4. Subcontractors
All subcontractors hired by the main contracting company will also need to obtain and
carry valid licenses to be able to work in the state of Pennsylvania. It will be the
responsibility of the contractor to ensure that the subcontractor hired is current and upto-date with all licensing requirements. The general contractor then will need to submit
this information to Ritchie Staffing, Inc for verification.

3. PROPOSAL
3.1. Breakdown of Bid Price
The estimated budget for this project should be within $500,000 to $1,000,000.

Page 11 of 19

Kaylene Ritchie
Week 4: RFP Course Project
3.2. Revisions and Extra Work
Any revisions and extra work that needs to be done for this project will need pre-approval
by one of the business partners and the cost for the additional work should fall within the
allotted budget proposal.
3.3. Escalation Formulas
Not Applicable
3.4. Scheduled Completion Dates
The project should be completed within 9 months of the start date which is estimated to
be on June 1, 2016.
3.5. List of Subcontractors
All contractors submitting a bid for this proposal will need to submit a list of
subcontractors that they will plan to use for the project including all relevant background
information of the company.
3.6. Key Supplier or Contractor Personnel
Ritchie Staffing, Inc. will contact the general contractor directly for all work related to this
project.
3.7. Length of Time Bid Is Valid
Not Applicable

Page 12 of 19

Kaylene Ritchie
Week 4: RFP Course Project
3.8. List of Bid Document Addenda Reviewed by Bidder
Any revisions that may be made to this RFP will be posted to our website. For the most
recent information regarding this proposal, all bidders are encouraged to frequently check
our site for any updates.
3.9. Notice of Conflicts or Errors in Bid Documents
All inquiries regarding this RFP should be directed to Joshua Ritchie, business partner.
This includes any errors or omissions detected within the RFP. Ritchie Staffing, Inc will
do their best to evaluate any new revisions to the existing RFP however, due to the
quickness of wanting the project to be completed, we cannot guarantee that any revisions
will be accepted.
3.10. Clarifications of Bids
If any clarification is needed about the RFP, the bidder should create a separate section
within their bid that outlines their assumption and/or expectation.
3.11. Bidder Signature
The proposal should include a cover page that provides an area requisite for appropriate
signatures. The cover page should also include the date the proposal was signed, the
official business title of those signing, and any licensing numbers.
4. SPECIFICATIONS AND DRAWINGS
Below is the drawing specifications that Ritchie Staffing, Inc. envisions for our new office space.
The design below was created specifically for the building location that we have selected. Our
company would like for our new office space to be designed around this concept but we are
open to some collaboration on the design or layout of the floor plan.
Page 13 of 19

Kaylene Ritchie
Week 4: RFP Course Project

Image taken from Luxtica.com, (2015)

5. SPECIAL CONDITIONS
Not Applicable

Page 14 of 19

Kaylene Ritchie
Week 4: RFP Course Project
6. GENERAL CONDITIONS AND CONTRACT AGREEMENTS
6.1. Contract Terms
The term of the contract will start on the first day of work which is estimated on June 1st,
2016 when the contract is signed by both parties. The length of the contract will be valid
until the completion of the project and both parties consent that all work has been
completed to satisfaction. Ritchie Staffing, Inc. affirms the right to extend the contract as
needed and will provide sufficient notice to the general contractor before doing so.

6.2. Law Compliance

The general contractor shall perform all work and duties in compliance with Pennsylvania
state laws and regulations throughout the duration of the contract.
6.3. Payment terms
6.3.1 Compensation for work performed
The general contractor will receive payment up front for the cost of materials and
50% of the contractor fee. After successful completion of the project, the final 50%
payment will be paid to the general contractor.

6.3.2 Payment
Ritchie Staffing, Inc. will make payments to the general contractor on the specified
dates as laid out the RFP, or if not on that specific date, within 30 days of dated
invoice.

Page 15 of 19

Kaylene Ritchie
Week 4: RFP Course Project
6.3.3 Invoices
All invoices for the project shall be submitted to our accountant Mike Ross via his
email address mike.ross@ritchiestaffing.com.
6.4. Warranty
It is to be accepted that the general contractor warrants all work completed by their own
entity or any work done by a subcontractor hired by the general contractor. The general
contractor agrees to warrant all work free from any defects or workmanship for a period
of one year. All work done under this warranty will be completed at no charge to Ritchie
Staffing, Inc.
6.5. Termination provisions
Ritchie Staffing, Inc. shall reserve the right to terminate the contract at any time with
proper notice should the general contractor fail to meet the following requirements:

Work is deemed unsatisfactory

Work is not started on the appropriate start date
Stoppage of work without prior approval
Bankruptcy
Failure to repair any damage incurred by the contractor to the property
Breach of contract

6.6. Applicable Discrimination Laws

The general contractor shall adhere to all applicable discrimination laws and in
compliance with the EEOC. The general contractor shall not discriminate based off of
age, disability, religion, race/color, and all other protected groups according to the EEOC.

Page 16 of 19

Kaylene Ritchie
Week 4: RFP Course Project

Appendix A
Acknowledgment Letter for bid no. ______
Ritchie Staffing, Inc.
Restructure building for new office space
Attention: ___________________________

Date:________________

(Joshua Ritchie)
Receipt of the above captioned Request for Proposal is hereby acknowledged with the following comments:

We will submit a bid on or before

______________________

We will not submit a bid for the following reasons:

____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
___________________________

__________________________ has been assigned to be the primary contact person for the bid
submission process. The contact telephone, fax, and e-mail are as follows.

Telephone

________________________________

Fax

________________________________

E-mail

________________________________

Designated
Officer

________________________________

Title

________________________________

Address

________________________________
________________________________

Page 17 of 19

Kaylene Ritchie
Week 4: RFP Course Project

Appendix B
Supplier/Bidder List
Supplier/Bidder

Contact #

Brian Lukens

724-555-5787

Daniel Campbell

724-555-1991

Nick Drobac

412-555-0023

Rachel Zane

412-555-2781

Harvey Spector

724-555-1876

How I chose these potential suppliers:

The contractors selected above have been previously used by Ritchie Staffing, Inc. on various projects
over the past several years. These contractors have proven to do good work and consistently meet our
demanding quality specifications.

Page 18 of 19

Kaylene Ritchie
Week 4: RFP Course Project
Work Cited
Luxtica.com,. (2015). Modular Fitness Center | Home Interior Design IdeasHome Interior
Design Ideas . Retrieved 27 September 2015, from http://www.luxtica.com/floor-planscommercial-buildings/modular-fitness-center/

Page 19 of 19