Procurement Package Template
An RFP-ready template structure for data center infrastructure procurement, including solution specification format, BOM layout, schedule assumptions, and evaluation criteria frameworks.
Why a Structured Procurement Package Matters
Data center infrastructure procurement is uniquely complex. It spans multiple engineering disciplines, involves long lead-time equipment, and requires precise coordination between systems that must work together as an integrated whole. A poorly structured procurement package leads to ambiguous proposals, difficult-to-compare bids, and scope gaps that surface during construction.
This template provides a proven structure that procurement and engineering teams can adapt for their specific deployment program. It is organized around the principle that proposals should be evaluated on whole-system completeness, not individual line-item pricing.
Package Structure Overview
| Section | Purpose | Primary Audience |
|---|---|---|
| 1. Executive Summary | High-level program scope, objectives, and evaluation criteria | Leadership / Stakeholders |
| 2. Site and Program Context | Location details, utility constraints, environmental factors | Engineering / Vendors |
| 3. Technical Requirements | System-by-system specifications and performance criteria | Engineering |
| 4. Deployment Architecture | Selected model, zone layout, and phasing plan | Engineering / Construction |
| 5. Bill of Materials Format | Structured BOM with categorization and naming conventions | Procurement / Finance |
| 6. Schedule and Milestones | Delivery phases, dependencies, and commissioning targets | Project Management |
| 7. Evaluation Criteria | Weighted scoring framework for proposal comparison | Procurement / Leadership |
| 8. Commercial Terms | Payment structure, warranty, and performance guarantees | Legal / Procurement |
Section Details
Section 1: Executive Summary
The executive summary should fit on a single page and convey the essential parameters of the program: target capacity (in MW of IT load), deployment model preference, geographic region, target commissioning date for Phase 1, and the key business drivers behind the project (e.g., AI/ML expansion, colocation growth, enterprise migration).
Section 2: Site and Program Context
This section documents everything a responding vendor needs to understand about the deployment environment before designing a solution. Include utility power availability (voltage, capacity, redundancy), water access for cooling, site elevation and seismic zone, ambient temperature range, local code jurisdictions, and any site-specific constraints (access road limitations, noise ordinances, setback requirements).
Site Context Data Points
- Utility power: voltage level, available capacity (MVA), redundancy path
- Water: municipal supply availability, quality, and flow rate for cooling
- Ambient conditions: design day dry-bulb and wet-bulb temperatures
- Seismic zone classification and local structural requirements
- Zoning and permitting constraints affecting building height, setbacks, or noise
- Access logistics: road capacity, crane access, delivery vehicle restrictions
- Telecommunications: available carrier and fiber connectivity on-site
- Environmental: emissions limits, water discharge requirements, sustainability targets
Section 3: Technical Requirements
Technical requirements should be organized by system domain, matching the eight domains defined in the GridCore Integrated Systems Scope Matrix. For each domain, specify: minimum performance requirements, redundancy levels, standards compliance (e.g., NFPA 75, ASHRAE A1), and interface expectations with adjacent systems.
Section 4: Deployment Architecture
Document the selected deployment model (or request proposals for multiple models) with zone definitions, power density targets per zone, cooling strategy, and phasing plan. Include the zone-based planning outputs (zone IDs, capacities, phase assignments) from your GridCore configuration.
Section 5: Bill of Materials Format
Standardize the BOM format across all responding vendors to enable direct comparison. Require categorization by system domain, equipment tag naming conventions, quantity and unit specification, lead time estimates, and manufacturer/model identification. GridCore exports BOMs in this standardized format to simplify integration with procurement workflows.
Section 6: Schedule and Milestones
Define key delivery milestones including design completion, factory witness testing, site delivery, installation, commissioning, and handover for each deployment phase. Include dependencies between phases and identify critical path items (typically electrical switchgear and generators with long lead times).
Section 7: Evaluation Criteria
Establish a weighted scoring framework that reflects your program priorities. A balanced framework might weight technical compliance (30%), schedule reliability (20%), total cost of ownership (25%), vendor experience (15%), and warranty/support terms (10%).
Section 8: Commercial Terms
Define payment milestone structure (tied to delivery and commissioning gates, not calendar dates), warranty duration and scope, performance guarantee criteria (PUE targets, availability SLAs), and provisions for change orders and scope modifications during delivery.
Adapting the Template
- Single-phase deployments: Simplify the schedule section and collapse phasing details. Focus evaluation criteria on speed-to-commission and turnkey completeness.
- Multi-vendor programs: Add interface responsibility matrices clarifying which vendor owns each system-to-system boundary. This is critical when electrical, mechanical, and IT infrastructure come from different suppliers.
- Hyperscale programs: Expand the BOM section to include supply chain resilience requirements (multi-source components, buffer stock provisions) and add factory acceptance test (FAT) protocols.
Ready to Apply This to Your Project?
Our engineering team can help translate these concepts into a site-specific solution path with structured deliverables.