REQUEST FOR PROPOSAL

Presented by:
Rutwik Reddy 019
Shubhankar J. 053
Vaishnavi Sikchi 061
 INTRODUCTION
RFPs have strict procurement rules for
content, timeline and vendor responses
and are used when the request has a
REQUEST FOR PROPOSAL

specific project or problem. The requestor

specifies a scope of work that needs to be
performed (the RFP) and solicits in
response a Proposal from the vendor
describing how they would go about
executing the project – including pricing
information.

The first step in hiring an architectural firm

for project is determining the project needs
and scope of work. By establishing needs
up front and publishing them with RFP you
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will allow architects to submit proposals
and qualifications that speak directly to
your needs. This in turn would allow you to
determine the best candidate for the
project.
 STEPS IN RFP

Issue of

01 Preparing a brief 02 RFQ
Preparation of brief Finding interested and
Description of project Qualified firms
REQUEST FOR PROPOSAL

Review
 Detailed

03 RFQ 04 scope of work
Making a list of firms to Developing the scope of
be included in RFQ work and guidelines for RFP

3 Issue the
 Pre-bid


05 RFP 06 conference
Issuing the RFP to the Holding a pre-bid conference
selected firms for interested firms
 Review

Scheduling

07 Submissions 08 Interviews
Shortlisting the Scheduling the interviews
submittals for interviews with selected firms
REQUEST FOR PROPOSAL

Conducting
 Selection

09 Interview 10 firms
Conducting the Finalizing the firm for
detailed interviews project

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Negotiating Contract
11 Scope and fee 12 Execution
 …BEFORE PREPARING RFP

Architect selection committee

A selection committee is formed to draft the RFQ and
REQUEST FOR PROPOSAL

RFP, collect references for participants and other

works

Owner’s needs and goals

Proior to RFQ or RFP owners specific needs and
goals are derermined. More detailed the information
5 more accurate the proposal would be Listing of architectural firms
The process by which the firms
would be identified
 1. DEVELOPMENT OF SCOPE OF WORK FOR RFP/RFQ
in order to obtain the most accurate information from the architect,
it is important to provide the architect with a detailed scope of work
REQUEST FOR PROPOSAL


for the project.

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Scope of work typically includes


Project type

New construction | Project size

renovation | addition Estimated square
footage of the
construction
SCOPE OF WORK

Program summery

Project budget
 Type of fscility and program
Estimated budget for the specifications
project | construction cost | Project schedule
soft cost | total cost Targeted completion time
frames | proposed schedule

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REQUEST FOR PROPOSAL

2. WRITING REQUEST FOR PROPOSAL

Once the owner has determined its scope of work, the type of
information it will need from the architect and who it wants to send it
to, it is important to develop an RFP that will allow owner and
architect committee to easily rank the firms who respond.

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 CONTENT OF

REQUEST FOR PROPOSAL
REQUEST FOR PROPOSAL

1. Owners information 2. Contacts 3. Scope of work

Communication regarding the A detailed summery

Background information
proposal questions and facility
of the owner questions of the scope of work
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 CONTENT OF

REQUEST FOR PROPOSAL
REQUEST FOR PROPOSAL

4. RFP format 5. RFP questions 6. Appendices

It tell the Deadline for the proposals, It includes all the information owner It includes any photograph or
address for proposal to send on,
proposal format, total no of proposals need to know about the firm and drawings available of the
requested how they would provide the services facility or the project proposed

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 Once completed, the RFQ should be distributed and
reviewed by the Selection Review Committee or the
appropriate people designated by owner
Once reviewed and approved the RFQ should be
made ready for publication.
REQUEST FOR QUALIFICATION

3. WRITING RFQ

A typical RFQ include requests for:

Company information
Design team information
Representative projects
Experience
Lincensure
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Legal proceedings
References
Unique qualification
REQUEST FOR PROPOSAL

Once the framework for FRP is developed, owner needs to ask questions important for the project. Owner
needs to understand not only the experience and capabilities of architectural firm, but what makes them
successful and what specific characteristics and practices have made them who they are today.

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 4. DEVELOPMENT OF RATING SYSTEM
Prior to publishing the RFP, it is important to determine how the responses will be rated. Owner should select the criteria and assign weights that are most appropriate for the
project.
An example of RFP evaluation sheet that could be used is as follows:

RFP RANKING CRITERIA WEIGHT

REQUEST FOR PROPOSAL

Prior successful correctional facility planning, and 20 points

design experience on Indian reservations

Prior successful correctional facility planning, and 20 points

design experience outside Indian reservations

Staff experience and team qualifications 20 points

Understanding of the problem 10 points
Sensitivity to Indian culture 05 points
Bonding/Insurance capacity/history 10 points
Appropriateness of proposed timeline 05 points
Availability / location 10 points
TOTAL 100 POINTS
REQUEST FOR PROPOSAL

5. FINALIZING THE RFP

Once completed, the RFP IS distributed and
reviewed by the Selection Review Committee
or the appropriate people designated by
14 owner. The RFP should also be reviewed by
the Tribe's contracts officer and legal counsel.
Once reviewed and approved the RFP should
be made ready for publication.
 6. PUBLISHIING THE RFP
In order to obtain the most accurate information from the architect,
it is important to provide the architect with a detailed scope of work
for the project.
REQUEST FOR PROPOSAL


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REQUEST FOR QUALIFICATION

7. RECEIVING PROPOSALS
The RFP should clearly state the date, location and
quantity of proposals to be submitted. The owner
should be prepared to receive proposals from
overnight mail carriers, standard mail, and walkins. The
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owner should be prepared to provide receipt of
proposals to all walk-ins and time and date stamp all
received proposals. The owner should also be
prepared to handle phone calls and emergency
situations from proposers.
 8. EVALUATING THE SUBMITTALS
REQUEST FOR PROPOSAL

Once the submittals have been received the owner will

need to complete an inventory on all proposals and
prepare for delivery to the architect Selection Committee.
It is recommended that a meeting be held with the
Selection Committee to distribute proposals and review
the criteria on which the proposals will be ranked.

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 9. DEVELOPING A SHORT LIST
After evaluating the responses submitted by
architectural firms, the Selection Committee will
typically find a small group of firms that they are
interested in. Once the short list of these firms is
developed a memorandum should be sent to the short-
RRQUEST FOR PROPOSAL

listed firms letting them know that they were short-

listed and what the next steps of the selection process
will involve.

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 10. CHECKING CLIENT REFERENCES
REQUEST FOR PROPOSAL

It is a good idea to call and talk to the owners of the recent projects that the architects
have completed. This is usually the best way to get critical information about the
performance of the firm that would not be available anywhere else. A brief list of interview
questions should be prepared prior to the call. They should include questions about:

■ Overall satisfaction with the firm

■ Timeliness of submissions
■ Responsiveness of the architect to client concerns and instructions
■ Cost overruns, number of change orders
■ Quality of work
■ Satisfaction / problems with the building
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 11. CONDUCTING INTERVIEWS

Stage 1
Invitation for presentation and
face to face meeting
REQUEST FOR PROPOSAL

Stage 2
Development of rating sheet
based on presentation

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Final decision and selection of
the firm based on both the scores
 12. SELECTING THE FIRM

Based on internal discussions and overall scores, the Committee

should make a final decision on selecting the architect. In many
cases, this would be a recommendation to the Tribal Council and
REQUEST FOR PROPOSAL

would require their ultimate approval. Once the selected architect

is notified that they have been selected, the fee and the terms of
payment will have to be negotiated. Your contract should be
comprehensive and seek to cover every contingency in order to
avoid disputes throughout the project. This task should be turned
over to the Tribe’s attorney or contracting authority.

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RRQUEST FOR PROPOSAL

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SAMPLE and EXAMPLE of RFP

 PURPOSE
The County of Some is seeking architectural services to develop a schematic design and general set of specifications
for a new Public Safety Centre. The purpose of this Request for Proposals is to receive information from
architectural firms interested in working on this project phase. The County may expedite the project by pre-
qualifying firms to compete in a future selection process.
RRQUEST FOR PROPOSAL

PROJECT DESCRIPTION
In ____, the voters of Some County approved the design and construction of a new Public Safety Centre. The centre
will house the following agencies: ______________________________. Significant time has elapsed since voters
approved the measure. This is in part, a result of the negotiations between the State of Any and the County on
funding for the _____________ and _______________ space. It is anticipated that by the end of April, a firm
project budget will be established. The County has hired ______________________ to serve as project manager
representing the County throughout the project. The following organizational chart is provided for clarification.
In ____, the County decided on the site for the proposed facility and to use a design/build delivery approach. The
architect who will be hired for this phase of work is anticipated to also assist in the development of the design/build
RFP and review submittals to that RFP. Further the firm that is hired for this phase of work will not be considered
for any part of the design/build phase
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 Since, time is of the essence; the following schedule has been established.

• RFP for Schematic Design – issued ________, selection by _________

• Space Program Complete by ___________
• Schematic Design Completed by __________
• Design Build RFP issued by ____________
• Design Build Selection by _____________
• Construction started ________________
• Facility Occupancy by _________________.
RRQUEST FOR PROPOSAL

The selected firm must be able to demonstrate a willingness and ability to meet the July deadline. ______________ is
responsible for completing the space program and developing detailed room data sheets. The selected firm will
work closely with ______________ and key representatives of Some County. The selected firm must make
available to the County and the Design Build Team all documents created during the schematic design. The
selected firm should also be prepared to develop detailed cost estimates at agreed-to intervals during schematic
design.

PROPOSAL CONTENTS
The proposal should include a statement regarding the firm’s approach to public safety projects and detail not only the
firm’s experience, but should identify the proposed project staff and their experience on similar projects. Each
proposal must demonstrate how the firm will meet the deadlines established by the County. The proposal must
include a cost statement identifying hourly rates and expenses for work associated with the project. Proposed
24 costs will not be used in the interview selection process.
 PROPOSAL FORMAT
The proposal should adhere to the following format in order to assist the County in evaluating each submittal. It is also
recommended that the proposal not exceed 15 pages in length, including references and staff information.

1. Title Page
2. Letter Of Introduction
3. Table Of Contents
4. Firm's Approach To Corrections Projects
5. Project Staff Assignment
RRQUEST FOR PROPOSAL

6. Experience In Public Safety And Related Projects

7. Fee And Expense Schedule And Estimate Of Hours By Staff Assigned To The
Project
Other Information (Optional)

SUBMITTING THE PROPOSAL

Submissions should be made in a package clearly marked with the identification of "WRITTEN PROPOSALS: PUBLIC
SAFETY CENTER". Please submit eight (8) copies of your proposal to the Some County Board of County
Commissioners. The deadline for submitting your proposal is _______ PM, ____________. Proposals received
after this date and time will not be considered.
25 It is the responsibility of the architect to deliver their proposal.
The Board of County Commissioners request that all questions or clarifications be directed to
_________________________________________________. (include name, address, phone numbers and email
address).
 SELECTION
The County Commissioners will make all final selections. However, upon your submission, staff will organize the
information and present it in summary form to the County Commissioners. Staff may recommend additional steps or
processes.
Prior to the final selection, a short list of three firms may be selected and required to make presentations and/or be
required to submit further documentation. Emphasis will be placed on those firms that demonstrate qualifications for
this project and exhibiting cooperative relationships with past clients.
Interviews are scheduled for ___________________ from 1:30 PM to 4:30 PM. The interviews will consist of a 20-
minute presentation followed by questions and answers
RRQUEST FOR PROPOSAL

RESERVATIONS
The Commissioners and the evaluation team reserve the right to reject any and all proposals, and to waive informality,
technical defect, or clerical error in any proposal, as the interest of the County may require. They reserve the right
to select a group of firms for a future selection process or to move to any one or any other firms in their negotiation
process and perhaps return to one or several before the final determination is made. Further, the Board reserves
the right to contract for any future architectural services based on this selection process.

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 ADVERTISEMENT
________________ will send individual mailings to firms that have already expressed an interest in this project and
advertise in the following publications:
♦ Denver Post
♦ Rocky Mountain News
RRQUEST FOR PROPOSAL

EXAMPLE
http://www.mylibrary.us/wp-content/uploads/2018/09/ELE-2018.09.06-DesignBuild-RFP-rev1.pdf

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SAMPLE OF RRQUEST FOR PROPOSAL
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SAMPLE OF RRQUEST FOR PROPOSAL
THANK YOU