Steps in Awarding an Architect-Engineer (A-E) Services Contract
Project authorization
Something must start the project. These "starters" may be in the form of a "design authorization," a memorandum from the customer, a monetary obligation document. Whatever document your agency requires will be the project authorization.
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The law requires all architect-engineer services be advertised. The advertisement may be local at the contracting office, for projects under $25,000 or at the Federal Business Opportunities (FedBizOps) website (www.fbo.gov) if the project is above $25,000.
Qualifications statements
Advertising the requirement alerts the A-E world of a potential business opportunity. In response, firms submit their qualifications statements. These are the Standard Form 254, A-E and Related Services Questionnaire, and Standard Form 255, A-E and Related Services Questionnaire for Specific Project.
Evaluation board(s) meeting and report(s)
After the qualifications statements have been received, the firms must be evaluated. Either one or two boards may accomplish the evaluation process. The board, or boards, is required to hold discussions with at least three firms and develop a report that must recommend at least three firms, in order of preference.
Approval
The Evaluation Board(s) recommendations are forwarded to a selection authority for final selection.
Request for proposal
After selection board report approval, a request for proposal is sent to the number one firm. NOTE: This is unique to A-E contracting. The firm is selected prior to sending the request for proposal. In sealed bidding and competitive negotiations, the firm to receive the award is selected after multiple bids or proposals have been received.
Government estimate preparation
A Government estimate is required for all A-E projects expected to exceed $100,000. (FAR 36.605)
Proposal received and negotiation
The number one firm's proposal will be received and compared with the Government estimate and negotiation objectives are developed.
Negotiation
After the negotiation objectives have been established, the negotiations will be conducted with the A-E firm. If a fair and reasonable price cannot be agreed upon, the firm will be requested to submit a final proposal revision. If that final proposal revision is not acceptable the contracting officer will terminate negotiations and request a proposal from the firm which is number two on the selection board list in descending order until.
Contract award
A fair and reasonable price is negotiated and award can be made.