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REQUEST FOR PROPOSAL

Prime Contractor – Stadium Construction

Project: International Football Tournament Stadium
Issued By: Ministry of Sports
Project Manager: Alex
RFP Issue Date: 01 February 2026
Proposal Submission Deadline: 30 March 2026
Contract Type: Firm Fixed Price (FFP) with defined escalation provisions

  1. Project Overview

On 01 September 2025, the country was awarded hosting rights for an international football tournament scheduled for June 2030.

The Ministry of Sports is soliciting proposals from qualified construction firms to deliver a 50,000-seat stadium in accordance with approved architectural and structural design documents.

Target completion date: 31 December 2029.

  1. Scope Summary

The selected Prime Contractor shall perform:

  • Site preparation
  • Foundations
  • Superstructure
  • Roofing & enclosure
  • Seating installation
  • Turf system installation
  • Safety & evacuation systems
  • Entry gate installation
  • Utilities & services
  • Commissioning and certification support

Full scope details are defined in the attached Statement of Work (SOW).

  1. Contract Type

Firm Fixed Price (FFP).

Key characteristics:

  • Defined scope
  • Milestone-based payments
  • Performance bond required
  • Liquidated damages clause
  • Strict force majeure definition

Escalation clauses may apply to documented extraordinary global market conditions.

  1. Proposal Submission Requirements

Proposals must be submitted in two sealed parts:

Part A – Technical Proposal

Must include:

  • Construction methodology
  • Project execution plan
  • Schedule (baseline proposal)
  • Risk management approach
  • Quality management approach
  • Organizational structure
  • Key personnel CVs
  • Past project references
  • Safety record
  • Financial capability documentation

Part B – Financial Proposal

Must include:

  • Lump-sum total price
  • Detailed cost breakdown by WBS
  • Cash flow projection
  • Contingency assumptions
  • Escalation assumptions
  • Payment milestone alignment

Financial proposals will not be opened until technical evaluation is complete.

  1. Technical Requirements

The contractor must demonstrate:

  • Experience with stadiums >40,000 seats
  • Ability to complete mega-projects within 48 months
  • Proven compliance with national safety regulations
  • Capability to coordinate with digital integration vendors
  1. Schedule Requirements

The proposed schedule must:

  • Meet 31 December 2029 completion
  • Identify critical path
  • Include risk mitigation strategies
  • Align with integration milestones

Failure to meet mandatory schedule constraints may result in disqualification.

  1. Quality Requirements

Proposals must include:

  • Quality Management Plan
  • Inspection and testing procedures
  • Subcontractor quality control plan
  • Turf certification methodology
  1. Risk Allocation Requirements

Contractor assumes responsibility for:

  • Labor productivity
  • Material procurement timing
  • Subcontractor performance

Market volatility does not automatically qualify as force majeure.

  1. Evaluation Criteria

Proposals will be evaluated according to the approved Source Selection Criteria:

Criteria

Weight

Technical capability

30%

Relevant experience

20%

Cost proposal

20%

Risk management approach

10%

Financial stability

10%

Schedule feasibility

10%

Minimum technical score required: 7.0/10.

  1. Performance Bond

The selected contractor must provide:

  • Performance bond equal to 10% of contract value
  • Valid for contract duration
  1. Payment Terms

Payments will be milestone-based:

  • Site preparation completion
  • Foundations completion
  • Superstructure completion
  • Roofing completion
  • Turf certification
  • Commissioning
  • Final acceptance

Retention of 5% until final acceptance.

  1. Change Management

All scope modifications require:

  • Written Change Order
  • Cost and schedule impact analysis
  • Sponsor approval

Verbal modifications are not binding.

  1. Dispute Resolution

Disputes shall be handled according to contract terms:

  1. Project-level negotiation
  2. Executive mediation
  3. Arbitration
  1. Proposal Validity

Proposals must remain valid for 120 days from submission deadline.

  1. Confidentiality & Compliance

Vendors must confirm:

  • No conflict of interest
  • Anti-corruption compliance
  • Adherence to procurement regulations
  1. Timeline

Milestone

Date

RFP Issue

01 Feb 2026

Clarification Period

01–20 Feb 2026

Site Visit

25 Feb 2026

Proposal Submission

30 Mar 2026

Evaluation

April 2026

Contract Award

May 2026

  1. Attachments
  • Statement of Work
  • Design Documents
  • Quality Requirements
  • Draft Contract Template
  • Source Selection Criteria
  • Risk Allocation Summary
  1. Authority

This RFP is issued under authority of the Ministry of Sports and subject to national procurement law.

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Close Project or Phase

The process of finalizing all activities and formally completing the project.

Lessons Learned Register

A document capturing knowledge gained during the project (click to see exemple).

Operational Readiness

The degree to which operations can support and sustain the delivered product.

Handover to Operations

The formal transfer of ownership, responsibility, and risk from the project to operations.

Integrated Change Control

The process of reviewing and approving changes across the project.

Change Request

A formal proposal to modify project baselines or plans.

Issue

A current condition that is already affecting the project.

Work Performance Report

A document summarizing performance information for stakeholders (click to see exemple).

Work Performance Information

Performance data analyzed and integrated to provide context (click to see exemple).

Work Performance Data

Raw observations and measurements collected during project execution (click to see exemple).

Control Procurements

the process of managing procurement relationships and contract performance.

Claim

A formal request for compensation or time adjustment under a contract.

Liquidated Damages

Pre-agreed penalties for failure to meet contractual obligations.

Compensable Delay

A delay that entitles the seller to additional time and/or money.

Excusable Delay

A delay allowed without penalty under the contract.

Force Majeure

A contract clause excusing performance due to unforeseeable events beyond control.

Procurement Management Plan

A document describing how goods and services will be acquired (click to see exemple).

Workaround

An unplanned response to a risk that occurs when no planned response exists.

Expected Monetary Value

A risk analysis technique calculating average outcomes (click to see exemple)

Quantitative Risk Analysis

Numerical analysis of the combined effect of risks on project objectives (click to see exemple).

Residual Risk

Risk remaining after responses have been implemented.

Risk Register

A document listing identified risks, responses, and owners (click to see exemple).

Risk

An uncertain event or condition that may affect project objectives.

Quality Expectations

Stakeholder perceptions of acceptable performance beyond formal standards.

Quality Standards

Mandatory specifications that must be complied with.

Quality Management Plan

A document describing how quality policies, standards, and requirements will be met (click to see exemple).

Benefit–Cost Ratio

The ratio of expected benefits to expected costs.

Payback Period

The time required to recover the initial investment.

Internal Rate of Return

The discount rate at which NPV equals zero.

Net Present Value

The value of future cash flows discounted to today.

Return on Investment

A financial measure comparing the net benefit of an investment to its cost.

Management Reserve

Time or cost set aside by management for unforeseen work, not included in the baseline.

Contingency Reserve

Time or cost set aside for identified risks.

Cost Baseline

The approved version of the project budget used for monitoring and control.

Critical Path

The longest sequence of dependent activities that determines the shortest project duration.

Lag

The amount of time an activity is delayed relative to its predecessor.

Lead

The amount of time an activity can be advanced relative to its predecessor.

Rolling Wave Planning

A planning approach where near-term work is planned in detail and future work at a higher level.

Schedule Management Plan

A document that establishes how the schedule will be developed, monitored, and controlled (click to see exemple).

Activity-on-Node Network

A schedule network diagram where activities are represented by nodes and dependencies by arrows (click to see exemple).

Define Activities

The process of identifying and documenting specific actions needed to produce deliverables.

Decomposition

The technique of subdividing deliverables and work into smaller, more manageable components.

WBS Dictionary

A document providing detailed information about each WBS component (click to see exemple).

Work Breakdown Structure

A hierarchical decomposition of the total scope of work into manageable components (click to see exemple).

Project Scope Statement

A detailed description of the project deliverables, boundaries, and acceptance criteria (click to see exemple).

Requirement Traceability Matrix

A table that links requirements to their origins and corresponding deliverables (click to see exemple).

Requirements Documentation

A detailed description of individual stakeholder requirements (click to see exemple).

Requirements Management Plan

A document that defines how requirements will be collected, analyzed, tracked, and reported (click to see exemple).

Scope Management Plan

A component of the project management plan describing how scope will be defined, validated, and controlled (click to see exemple).

Phase Gate

A review point at the end of a phase where continuation is approved, modified, or terminated.

Project Phase

A collection of logically related project activities that culminates in the completion of one or more deliverables.

Project Life Cycle

The series of phases a project passes through from initiation to closure.

Tailoring

the deliberate adaptation of project management processes to fit the project’s context, size, and complexity.

Organizational Process Assets

Plans, processes, policies, procedures, and knowledge bases specific to the organization.

Enterprise Environmental Factors

Conditions not under the control of the project team that influence or constrain the project.

Psychological Safety

A shared belief that the team is safe for interpersonal risk-taking.

Servant Leadership

A leadership approach focused on serving the team by removing obstacles and enabling performance.

Leadership

The ability to guide, motivate, and enable others to contribute toward project success

Salience Model

A stakeholder classification model based on power, legitimacy, and urgency (click to see exemple).

Stakeholder Engagement Assessment Matrix

A tool that compares current and desired stakeholder engagement levels (click to see exemple).

Power Interest Grid

A stakeholder analysis tool that categorizes stakeholders based on their level of authority and interest (click to see exemple).

Stakeholder

An individual, group, or organization that may affect, be affected by, or perceive itself to be affected by a project.

Assumption Log

A document used to record assumptions and constraints throughout the project lifecycle (click to see exemple).

Benefits Management Plan

A document that defines how benefits will be delivered, measured, and sustained (click to see exemple).

Business Case

A documented economic justification for the project that explains the expected benefits, costs, and risks (Click to see exemple).

Project Charter

A document issued by the sponsor that formally authorizes the project and grants the project manager authority to apply organizational resources.

Directive PMO

A PMO that directly manages projects and assigns project managers

Controlling PMO

A PMO that requires compliance with standards and frameworks

Supportive PMO

A PMO that provides guidance and templates with low control.

Project Management Office

An organizational structure that standardizes project-related governance processes and facilitates the sharing of resources, methodologies, and tools.

Strong Matrix Organization

An organizational structure where project managers have high authority and full-time project staff, while functional managers retain limited control.

Legitimacy

The recognized and accepted right of an individual or group to exercise authority.

Accountability

The obligation to answer for outcomes and consequences, regardless of who performed the work.

Authority

The right to make decisions and commit organizational resources within defined boundaries

Governance Path

The defined escalation and decision-approval route through which issues, risks, and changes move within the organization.

Project Governance

The framework of rules, roles, decision-making authority, and oversight used to align the project with organizational strategy and ensure accountability.

Portfolio

A collection of projects, programs, and operations managed as a group to achieve strategic objectives

Program

A group of related projects managed in a coordinated way to obtain benefits not available from managing them individually.

Project Manager

The person assigned by the performing organization to lead the team responsible for achieving project objectives.

Project

a temporary endeavor undertaken to create a unique product, service, or result

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Ministry of Sports

a public-sector organization responsible for national sports infrastructure and programs