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Procurement and Tendering Presentation to [NAME OF CLIENT]

Procurement and Tendering Presentation to [NAME OF CLIENT]. [YOUR NAME] [DATE]. Agenda. 1. OAA - Background 2. Procurement of Architectural Services 3. OAA Model Procurement Documents 4. Industry Tendering Practices 5. CCDC 2, 2008 Stipulated Price Contract.

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Procurement and Tendering Presentation to [NAME OF CLIENT]

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  1. Procurement and TenderingPresentation to [NAME OF CLIENT] [YOUR NAME] [DATE]

  2. Agenda 1. OAA - Background 2. Procurement of Architectural Services 3. OAA Model Procurement Documents 4. Industry Tendering Practices 5. CCDC 2, 2008 Stipulated Price Contract

  3. OAA - Background Self-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

  4. 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?

  5. The Challenge of Delivering Projects TIMELY DELIVERY FISCAL RESPONSIBILITY SOCIETAL NEEDS QUALITY & INNOVATION

  6. Opportunities to Improve Outcome 100% Design Construction Level of Influence 50% Operations &Maintenance 0% Time

  7. $ of Opportunities to Improve Outcome Design Cost of MakingChanges Construction Operations &Maintenance Time

  8. Procurement is Key • 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)

  9. 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 ofContract for Architect’s Services

  10. Step One: S of Q • Evaluate and pre-qualify Consultant Team Architects and Engineers (A/E) • Shortlist of firms proceeding to RFP stage • Solicit interest from Qualified firms

  11. 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

  12. Step Two – The RFP • Document to solicit offers for Consulting Servicesfrom 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

  13. 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

  14. How does QBS Work? • 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’

  15. OAA Model Procurement Documents A 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 provision • of services have evolved considerably • – fees vary

  16. Scope of services matrix

  17. A/E Services are a good Investment Architecture/

  18. 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)

  19. 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.)

  20. 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

  21. 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.

  22. 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.”

  23. 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

  24. Calling for Bids • Bid Solicitation • Document Availability • Bid Period and Scheduling • Meetings and Enquiries • Receiving Bids • Closing date/time • Procedures • Contract Award

  25. 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

  26. 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

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