Model Procurement
Documents for
Architectural Services
[NAME]
[PLACE]
[DATE]
Ontario Association of Architects
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3,316 architects and 1,583 practices
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Regulates, represents, supports and promotes
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Leading the design and delivery of built form
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Members licensed under The Architects Act:
Architects and Licensed Technologists OAA
Procurement of Architectural
Services in the Public Setting
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The acquisition, of supplies, services and works
by any public body
Ranges from the purchase of routine supplies or
services to very formal or specialized consulting
services
You need to have the right tools!
How Do We Achieve:
• Engagement of the most suitable consultant(s)
• Long-term savings through reduced life-cycle costs?
• Timely delivery?
• Quality and sustainability?
• Innovation and added value?
• Improved economic, social and environmental
quality of life?
• Taxpayer confidence?
The Challenge of Delivering Projects
TIMELY
DELIVERY
BUDGET
MANAGEMENT
SOCIETAL
NEEDS
QUALITY &
INNOVATION
The magic triangle
Opportunities to Improve Outcome
100%
Design
Construction
50%
Operations &
Maintenance
0%
Time
Opportunities to Improve Outcome
Design
Construction
Operations &
Maintenance
Time
Procurement is the Key
• Establishing common objectives; agreeing on
desired outcome
• Understanding cost-benefit-risk relationships
• Clarifying roles and responsibilities (trusted advisor)
• Selecting the right team for the job (qualifications)
• Determining needed resources (fees and schedule)
OAA’s Procurement Documents
Tool Kit
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Statement of Qualifications
Request for Proposal
Quality Based Selection Kit
A Guide to Determining Appropriate Fees for the
Services of an Architect
• OAA Document 600, 2008 - Standard Form of
Contract for Architect’s Services
What’s New?
Statement of Qualifications (SoQ)
Request for Proposals (RFP)
Best practices two stage approach to
identifying and qualifying architects
supported by template documents
SoQ
RFP
Step One: SoQ
• Request for Statement of Qualifications
(SoQ) is the first step in a request for
proposal process
• Solicit interest in bidding on a particular
project
• To evaluate/qualify suitability
• Resulting in a shortlist of firms
What’s in the SoQ?
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Project details
Terms & Conditions of the Competition
Brief details of the RFP phase
Specifics of the SoQ submission reqm’ts
Submission and evaluation criteria
Details of Evaluation Process
Step Two: RFP
• A document to solicit offers of services or
goods from potential vendors.
• Exact structure for an RFP will vary from
one situation to another.
• Content and structure for an RFP is
critically dependant on the type of service
or goods being procured
• OAA has created user-friendly template
document to assist
What’s in the RFP?
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Project details
Terms & Conditions of the RFP phase
Brief details of the RFP phase
Specifics of the RFP submission
requirements
• Proposal and evaluation criteria
• Details of Evaluation Process
Existing Documents
• Quality Based Selection Kit
• A Guide to Determining Appropriate
Fees for the Services of an Architect
• OAA Document 600, 2008
Standard Form of Contract for Architect’s Services
The OAA QBS Kit
Encouraged by the release of Infraguide’s best practice
guide, the OAA is pleased to provide this QBS Kit.
Designed to assist clients at various levels of government,
school boards, hospital boards, developers and private
industry in selecting and engaging an architect using QBS,
the kit is a step by step guide for completing the QBS
process.
The OAA QBS Kit (PDF file, 6 pp., 145 KB)
QBS Templates (Word file, 1 MB)
QBS Sample Templates Filled out (PDF file, 17 pp., 93 KB)
How Does the QBS Work?
• Professionals compete based on qualifications
and understanding of the client’s needs
• The client ranks the proposals:
best service and achieving project objectives
• A detailed scope established with preferred
proponent: including deliverables, that
achieves the client’s objectives
• Appropriate fees and schedule: that achieves
the client’s objectives
A Guide to Determining Appropriate
Fees for the Services of An Architect
• Nationally endorsed document
produced by the Royal Architectural
Institute of Canada
• Developed to assist clients and
architects in determining appropriate
fees
• Design projects vary widely and
provision of services have evolved
considerably – fees vary
A/E Services is a Good Investment
/Architecture
What’s Wrong With the Lowest Price?
• Rewards firms for using fewer resources on behalf
of the client (e.g. less experienced and less senior
staff)
• Penalizes firms with greater appreciation of the
client’s needs
• Penalizes firms that accurately anticipate
complications or that propose innovation
• Increased cost to client (more staff time and
resources)
OAA Document 600, 2008 Standard Form of Contract for
Architect’s Services
• Fair and balanced
• Industry recognized terms &
conditions - efficient
• User friendly document accessible
on the OAA Web site
• Schedules allow for easy
identification and understanding of
services provided
• Current & up-to-date, coordinated
with other industry documents
Best Practices - What’s in it
for the Client?
• The client gets
• Right team for right job
• More realistic schedules and budgets
• Fewer change orders and disputes
• Better business relationship between
client/consultants/contractors/external agencies
• Better service, better quality & better value for taxpayers
OAA’s Procurement
Documents Tool Kit
• Statement of Qualifications
• Request for Proposals
• Quality Based Selection Kit
• A Guide to Determining Appropriate
Fees for the Services of an Architect (RAIC)
• OAA Document 600, 2008 - Standard Form of
Contract for Architect’s Services
Download

Standard Form of Contract for Architect`s Services