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The three keys (or "Ps") that open the door for facility managers to obtain good architects for projects their companies are contemplating are researching a firm's People, Projects, and Performance, T. Patrick Donnelly, architect and principal of BHDP Architecture, told some 45 members of the Central Ohio IFMA Chapter and their guests August 13.
Donnelly, of the firm's Cincinnati headquarters, and Vicki Simons, IFMA member and former chapter president, and associate principal with BHDP and director of the Columbus operations, discussed How to Write an RFP (Request for Proposal), or Ten Questions to Ask Your Architect Before They show You Their Slides. The presentation was at the Fawcett Center at The Ohio State University.
Not only did the pair make an informative presentation on how to find your best architect, they walked away with gift certificates from two Columbus restaurants when their names were drawn separately from the Membership Committees fish bowl of those in attendance.
In discussing the "three Ps," Donnelly said it is essential for those involved in the selection process for a company or organization to know as much as possible of an architect's People--the key members of the project team, and the commitment these people will have in developing the project.
"You need to know about (a firm's) consultants, similar project experience, the percentage of time that will be committed to the project, references, how the team will be structured, and who will be the primary contract," Donnelly said.
With regard to Projects, Donnelly suggested facility managers and others involved should know the size and cost of some of the firm's previous projects, the scope of services that were provided, similar project goals, and references. To answer these and other questions, he recommended examining at least three of a firm's projects of the last five years.
Donnelly said Performance may be gauged by "learning a firm's approach to projects, how it provided value on previous projects, how it handled change orders, and it's track record with cost estimating."
Selection of a consultant or architect usually runs a basic process, Donnelly said. The first is to initiate a broad search, a Request for Qualifications (RFQ) from any number of firms, asking for a description of their services, strengths, past experiences, and capabilities with regard to the planned project. The RFQ also should contain information of the company's background, the purpose of the project, a general description of the project--new or renovating, and the size and location of the project.
The next step is to whittle the list to two to five firms and develop a more specific Request for Proposal (RFP), which should include more information about the company seeking architectural services, a request for more information about the architectural firm(s), detailed information about the proposal to include project site, use, and role; levels of quality and amenity; scheduled requirements and completion date; budget estimate and financing, and fee proposal.
Donnelly said the "best-in-class" RFP should be specific to the project and/or the company needs, concise and to-the-point, structured around goals and selection criteria, and one that begins with the end in mind and enables the company's or organization's team to learn from the process.
Donnelly suggested 10 questions that might be asked of architects in developing a RFP. They are:
Simons pointed out that numerous criteria should be taken into consideration when selecting an architect. After seeking suggestions from the audience, she offered nearly three dozen, starting with "experience with similar work" and ending with "fee."In between she offered:
Information of the project manager, architect, designer, principal in charge, and sub-consultants; size and composition of the firm; project approach to similar work; methods of quality control; response to owner's request; track record regarding maintaining schedules and budgets; innovation and creativity; CAD/technology capability; financial status; methods of insuring key personnel will remain throughout the project; persons available to the project; previous clients; primary areas of expertise; quality and accuracy of follow-ups; and minority participation.
To help facility managers and others in developing an RFQ or RFP, Simons and Donnelly also suggested the following references: