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Welcome to the Requests for Proposals
feature of www.aia.org. If you
have a request to submit, please send it as a PDF only to psimon@aia.org, and be sure to
include a submission deadline. Here is a sample RFP to guide
your submission:
SAMPLE Request for
Proposal/Qualifications
PROJECT
Design Services for redevelopment of a
vacant building totaling 70,000 sf into a medical office facility.
Be as specific as possible. By providing detailed
information concerning the scope of the project, you ensure the
most relevant responses.
BACKGROUND
This RFP/RFQ is being sent to firms that have been pre-selected
by the owner. The intent of this RFP/RFQ is to have the firms under
consideration specifically address the services required and
provide us with a well-considered proposal for those
services. Deadline for submissions is TIME, DATE,
YEAR.
The owner is looking for a "turnkey" approach, where the
architectural firm will provide the following (not listed in order
of preference):
A conceptual plan for the building, incorporating the latest
thinking concerning medical office requirements.
Recommendations relative to the installation of different
systems in the building (i.e., heat pumps vs. VAV).
Specific conceptual drawing as well as detailed engineering and
construction drawings that will serve as the basis for both bidding
and construction by a general contractor.
Help with selection of construction firms which should be given
an opportunity to bid on the project based upon their reputation
for quality, their experience (previous medical projects are given
specific attention), their reputation for on time and on budget
performance, and their financial credibility.
Preparation of the necessary bid documents to be sent to
construction firms for the project.
Review of the bids to assess the relative merits of each one and
assist the owner in awarding the contract as well as in the
preparation (from a business perspective) of an appropriate
contract (owner will have legal representation) if AIA Standard
Contract Documents are not used.
Preparation of certain marketing materials for a pre-leasing and
post-completion leasing effort (i.e., renderings both interior and
exterior).
Develop a standard fit-out package for tenants and a
budget for each tenant, with custom add ons and pricing for each of
the add ons and the standard fit out.
Regular site observations of the contractor and subcontractors
during the construction phase - sign off on construction drawings
to assure that scheduled payments are made when predetermined work
has been completed with the appropriate holdbacks.
Assistance, where necessary, with the governmental approval
process (i.e., permits).
Final sign-off on the project, assuring that the final project
represents what was originally conceptualized and captured in the
working drawings.
Somework on the building has already been done; such as
completely upgraded the elevators and the lobby. In process is a
complete renovation of the roof. These items are excluded
from the RFP.
This project is expected to be completed by _____________ .
The existing facility will be available for inspection between
the dates of _______ and _________ . Please call to make an
appointment.
As this proposal covers new
construction, renovations, and additions to an existing
building, please address as many of the following points as
possible:
- Name of firm
- Complete address
- Contact person
- Telephone number
- Fax number
- Internet address
- E-mail address
Provide a general statement of qualifications based in light of
the background information given above.
Personnel
- List the professional and support positions and number of
personnel in each position
- Provide an organizational chart, including resumes of all
personnel who will be committed to this project. Provide
specific information as to their experience on projects similar to
this one. For the project manager and project architects
identified as part of the project team, provide the name and phone
number of two (three, four, your call) of cilents with whom the
architect has worked on a similar building project.
- List professional consultants outside your firm you propose to
provide services not available in your firm. Provide specific
information documenting their work on similar projects.
Medical Office Facilities
- Submit a list of all health-care related projects your firm
currently has in progress and the status of each.
- For your last five health-care projects, provide the
following:
Name of Project
Client Contact
Owner's Total Initial Budget
Total Project Cost
Number of Change Orders
Total cost of Change Orders
Date of Bid
Scheduled Completion Date
Actual Completion Date
- List your three best projects. List the project
personnel, including consultants, for those projects.
- Describe the exceptional features of health-care facilities
designed by your firm.
- Explain your firm's medical technology expertise.
Special Design Concerns
Explain how your firm ensures compliance with the Americans with
Disabilities Act (ADA). Provide examples.
Efficient energy usage is a concern of the Corporation.
Describe how your firm incorporates this aspect of design into its
work. Provide examples.
Architecture/Engineering Services
Provide information on your current workload and how you would
accommodate this project.
Describe in detail the process you will follow from schematic
approval through approval of the final design.
Outline the design schedule that you will implement to meet the
expected construction and occupancy dates. Describe the
methods you will use to maintain this schedule.
Describe your method for consensus building, including your
role, the methodology employed, the outcome, and a contact person
for a recent project where you employed this method.
Describe the types of problems that you have encountered on
similar projects and explain what you did to resolve the problems
and what you would do differently to avoid such problems on future
projects.
Describe how your firm can add value to this project and the
process and include examples of situations from comparable projects
where the Owner realized tangible value.
Construction Costs
Describe cost control methods you use and how you establish cost
estimates. Include information on determining costs
associated with construction in existing facilities.
List the steps in your standard change order procedure.
Legal Concerns
Explain the circumstances and outcome of any litigation,
arbitration, or claims filed against your company by a health care
client or any of the same you have filed against an educational
client.
Explain the circumstances and outcome of any litigation,
arbitration, or claims filed against your company by any client
other than an health care client or any of the same you have
filed.
Explain your General Liability Insurance coverage.
Explain your Professional Liability Insurance coverage.
Fees
Provide information on your billing practices (i.e., lump sum,
hourly rate, other), including reimbursable cost categories.
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