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Procurement and Tendering
Presentation to [NAME OF CLIENT]
[YOUR NAME]
[DATE]
Agenda
1. OAA - Background2. Procurement of Architectural Services3. OAA Model Procurement Documents4. Industry Tendering Practices5. CCDC 2, 2008 Stipulated Price Contract
OAA - BackgroundSelf-Regulating, Self-Governing profession established under the Architects Act.
• OAA governs its members and regulates the practice of architecture in the public interest
• 3,316 architects; 1,385 intern architects; and 140 associates
• Establishes standards of qualification for license• Set standards of practice, performance and conduct and entry
to the profession• Supports profession with tools & resources to ensure
continued competence
Procurement of Architectural Services
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?
TIMELYDELIVERY
FISCAL RESPONSIBILITY
QUALITY &INNOVATION
SOCIETAL NEEDS
The Challenge of Delivering Projects
Opportunities to Improve OutcomeLe
vel of
Influ
en
ce
Time
Construction
Design
Operations &
Maintenance
100%
0%
50%
$ of Opportunities to Improve Outcome
Time
Cos t
of
Mak i
ng
Changes
Construction
Design
Operations &
Maintenance
• Establishing common objectives; agreeing on desired outcome
• Understanding cost-benefit-risk relationships
• Clarifying roles and responsibilities (trusted advisor)
• Selecting the right A/E team for the job (qualifications)
• Determining needed resources (fees and schedule)
Procurement is Key
OAA Model Procurement Documents
• Statement of Qualifications - SoQ
• Request for Proposals - RFP
• Quality Based Selection Guide - QBS• A Guide to Determining Appropriate Fees for the Services of
an Architect• OAA Document 600, 2008 - Standard Form of Contract for
Architect’s Services
• Evaluate and pre-qualify Consultant Team Architects and Engineers (A/E)
• Shortlist of firms proceeding to RFP stage
• Solicit interest from Qualified firms
Step One: S of Q
What’s in the S of Q?
• Project Preliminary Overview• Scope of Services Required• Terms & Conditions of the Contract • Specifics of the SoQ Submission
Requirements• Evaluation Criteria• Details of Evaluation Process
• Document to solicit offers for Consulting Services from Architectural Firms.
• Specific details for RFP will vary from one project to another.
• Content and structure for RFP is critically dependant on the type of services requested
• OAA has created user-friendly template documents to assist Procurement Officer
Step Two – The RFP
What’s in the RFP?
• Project Details
• Terms & Conditions of the RFP phase
• Specifics of the RFP submission reqm’ts
• Proposal and evaluation criteria
• Details of Evaluation Process
• Professionals compete based on qualifications and client’s needs •Client ranks proposals: best service to achieve project objectives• A detailed scope established with preferred proponent: including deliverables• Appropriate fees and schedule: that achieve the client’s objectives• www.oaa.on.ca ‘Selecting an Architect’
How does QBS Work?
OAA Model Procurement DocumentsA Guide to Determining Appropriate Fees for the Services of An Architect
• Nationally endorsed document produced by the Royal Architectural Institute of Canada (RAIC)
• Developed to assist clients and architects in determining appropriate fees
• Design projects vary widely and provisionof services have evolved considerably – fees vary
Sco
pe o
f se
rvic
es
mat
rix
Architecture/
A/E Services are a good Investment
Procurement and Fees
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 and accessible on
OAA web-site• Schedules allow for easy identification and understanding • Current & coordinated with
other industry docs (CCDC 2 etc.)
Best Practices – What’s in it for the client?
The client gets: • Right team for right job
• More realistic schedules and budgets
• A more efficient building
• Fewer change orders and disputes
• Better business relationship between client/consultants/contractors/external agencies
• Better service, better quality & better value for taxpayers
Supply Chain Guide
• Government’s Supply Chain Guideline for Ontario’s broader public sector organizations has meant changes to existing procurement policies and procedures
• The OAA tools evolved to facilitate ease of use and implementation in conjunction with Guideline.
Industry Bidding & Tendering Practices
• Client, with the help of the architect, selects the contractor
• CCDC 23 – A Guide to Calling Bids and Awarding Construction Contracts
• Architect’s responsibilities: “assist and advise the Client in obtaining bids and negotiated proposals and in awarding and preparing contracts for construction.”
• Contract A / Contract B• Preparing Bid Documents• Instructions to Bidders• Bid Form, Contract breakdown• List of subcontractors and prices• List of Bid documents• Contract Requirements
• Calling for Bids• Bid Solicitation• Document Availability• Bid Period and Scheduling• Meetings and Enquiries
• Receiving Bids• Closing date/time• Procedures
• Contract Award
CCDC 2, 2008
Stipulated Price Contract
• Industry recognized construction contract prepared by national joint Committee
• Parties to contract are Client and General Contractor• Architect responsible for administration of the contract,
however not a signatory• CCDC 20 – Guide to use of CCDC 2• Three sections: Agreement, Definitions, General Conditions
+ Supplementary Conditions
OAA/OGCA recommended supplementary Conditions:
• developed in consultation and agreement with the Ontario General Contractors Association (OGCA)
• in alignment with supplementary conditions previously established in consultation with specific owner groups and industry partners.
• OGCA has issued it to their members with the advice that they were developed in consultation with the OAA
• Issued to ensure fair and balanced contract for all• Accessible on OAA and OGCA Web sites• OAA Practice Tip 23.1 provides explanation to each SC