Helpful Hints for Creating Requests for Proposals: Troy W. Miller, AIA, REFP Education Focus Leader Troy.Miller@LHBcorp.com Direct: 612.766.2819 Cell: 952.448.3357 Agenda 1. The Typical Request for Proposal Information 2. Asking the Questions: We Don t Know What We Don t Know 3. Establish What You Need or Need Help With 4. Defining The Processes 5. What Are Your Expectations 6 Proposal Structure 7. Fees and Fee Structures 8. Cost Impact Variables 1. The Typical Request for Proposals Organizational Structure and Insurance Information Resumes of Key Personnel Experience with ADA Compliance Issues Experience with Construction in Occupied Facilities Experience with Various Project Delivery Approaches Ability to Control Costs, Schedules and Quality Change Order Percentages What are the Fees and Other Potential Costs 1
1. The Typical Request for Proposals Organizational and Insurance Information Resumes of Key Personnel Experience with ADA Compliance Issues Experience with Construction in Occupied Facilities Experience with Various Project Delivery Approaches Ability to Control Costs, Schedules and Quality Change Order Percentages What are the Fees and Other Potential Costs! Are There Other Ways to Ask for the Same Information which Best Addresses District Concerns? Start by Defining a Process that Reflects the District s Goals and Vision 2. Ask the Questions Is there a Clear Description of the Needs? Does Your District have Processes for Requesting Proposals? Is the RFP process Different for Services vs Products? Will there be a Selection Committee? Does the Committee Understand the Needs? Is there a Scoring Sheet or Other Ranking System? How will Fees be Addressed and Scored? Is the Process Reflect the District Level of the Investment? What are the Expected Deliverables? 2
3. Establishing Your Needs: Group Think Who is Providing Input Regarding Your Needs and Expectations? Primary Users: Teachers, Support Staff, Students Other User Groups: Special Services, Community Education, Associations Administration: Superintendent, Business Manager, Principals, Other Directors School Board Members: Facility or Operations Committee Operations and Maintenance: Facility Director or Building Engineers Who Could Provide Insight as Part of the Selection Committee? Primary Users: Teachers, Support Staff, Students Other User Groups: Special Services, Community Education, Associations Administration: Superintendent, Business Manager, Principals, Other Directors School Board Members: Facility or Operations Committee Operations and Maintenance: Facility Director or Building Engineers Community Leaders: Advisory Boards, Code Officials, City Officials Community Members: Parents, Senior Citizens, District Volunteers 3. Establishing Your Needs: Types of Consultants What are They Able to Provide or Want to Provide Building and Systems Expertise (Architects and Engineers) Performance Contracting (Engineers and ESCOs) Educational Planning (Educators, Researchers, and Architects) Technology Design (Engineers, RCDD, and Others) Commissioning Authorities (Engineers, Building Engineers) Construction Managers (Engineers, Architects, Construction Managers, Site Representatives) Owner Representation (Engineers, Architects, Construction Managers, ESCOs, and Others) Know and understand your needs and then consider what are the differences between firms and organizations: expertise, staff development/training, experiences, processes, references, and rely on your peer group. 4. Defining the Processes How Do You Know Who Will Do a Great Job? Get to Know Them: The People and The Firm People vs Paper: A Picture is Worth a 1,000 Words but a Real Person Can They Discuss the Needs of the District: Can they Speak Your Language Can They Provide Added Value: Identify Items not Previously Discussed Do They Understand Your Challenges: Who You are Different that Others Are They People You Can Work With: Not All People Work Well Together Who Actually Does the Work: They re an Architect and You Need an Engineer Who is Being Asked to Provide a Proposal? The Cattle Call: Send it to EVERYONE Recommended by Other Districts: Friends and Neighbors Recommended by Contractors: Provides a Picture of Quality and Effort Association Members: Those who actively support Education Those Who Have Visited: Those Actively Working to Know the District 3
4. Defining the Selection Process Challenges and Opportunities Redefine/Re-Establish the Districts Concerns Teaching and Learning Operating Costs vs Construction Costs Safety, Social Concerns, Special Education Community Engagement and Messaging Design and Imagery Appropriate Services and Expertise Encourage the Professional to Visit the Site Group Tours vs Individual Tours This Could be an Opportunity for Preliminary Interviews Who is Attending the Site Visit Document Questions and Ask them at the Interviews Provide an Opportunity to Ask Questions Emails, Phone Calls or Conversations Time Allowed for Asking Questions Post Selection Debriefings 4. Defining the Processes Firm Selection Process: Path One Develop the Request for Proposal Issue a Request for Proposals (RFP) in the local Paper Provide a Time for a Walk Through for All Interested Firms Review Proposals Including the Fees and Create a Short-List of Best Firms Provide 45 Minute Interviews to Each of the Short-Listed Firms Select a Firm and Wait for Them to Send the Standard AIA Agreement Send the Agreement to the District Lawyer and Insurer Start Designing!! 4. Defining the Selection Processes Firm Selection Process: Path Two Visit with a Group of Firms to create an Invitation List for the RFP Develop the Request for Proposal Send the Request for Proposals to 3 to 5 Firms Provide a Time for a Walk Through Facilities with All Firms Invite Each Firm to Meet with the Selection Committee for Questions Accept Proposals without Asking for the Fees (what do people best understand) Create a Short-List of Firms to Interview (2 to 3) Establish 90 Minutes Interviews which include Fee Structure Discussions Select a Firm and Negotiate the AIA Agreement based on Your Needs Start Designing!! 4
5. What are the Expectations The Structure of Request will Establish the Tone for the Entire Process: Should You Establish a Page Count: What is Being Measured Should You Request Examples: How Much Paper will be Understood Mandate a Font or Other Structured Formats: Does Creativity Matter Other Firm Insight: There Vision, Core Values and Firm Goals If People are a Firms Greatest Asset: Why are They Working for the Firm If You Ask the Proposer for a Box They will Provide a Box 6. Proposal Response The Structure of Request will Establish the Tone for the Entire Process: The District Needs and Selection Process: Will Establish Proposers Effort The Firm: Profile and Why are They Different for the Others The People: Expertise Often Matters More Than the Firm Team Responsibility Matrix/Schedule: Team Member Involvement Experience and Expertise (past projects): Reflective of Your Needs References: Request more than One: Administration, Users, Operations, Processes and Tools: How, When, Who Quality Control Processes: Ways to Prevent Change Orders Special or Unique Experiences/Qualification: Shows Project Understanding Consultants: Their Roles, Responsibilities, Fees and Past Relationships 6. Proposal Response: Staffing and Schedules What Should You Expect: 5
6. Proposal Response: Communication Skills Tools and Processes to Create Buy-In: How to Best Show a Process Graphics Speak Louder Than Words How will Value be Established 6. Proposal Response: Design Development Design Process Story: Ability to Tell a Story Show the Communication Tools Provide Graphic Example More than the Final Images 6. Proposal Structure: Operations & Maintenance What Should You Expect: What is Provided for the Pre Referendum Services How will Design and Construction be Coordinated Expectations Regarding Building Performance What Decisions Will You Need to Make Post Construction Deliverables 6
7. Fees and Fee Structures Types of Fees and Fee Structures Percent of Construction Costs Percent Converted to a Lump Sum Fixed Fees Hourly and Hourly not to Exceed Performance Agreements Reimbursable Expenses General Conditions and Non-Bid Services So How are Fees Established and Managed Staff Level Involvement Who is Responsible for Estimating Construction Coordination and Phasing Drawings Levels and Relationship of Experience What are the Variables Who Owns What Drawings and Documents Pre-Design, Design, Construction Documents, Construction, Post Construction 8. Cost Impact Variables The Hidden Processes to Save Fee and Time Designing the Entire Building (Additions and Renovations) Schedules, Building Performance, Availability of Existing Documents Skill and Experience, Types of Tools Governmental Meetings and Coordination District Standards and Modeling Standards Selection of the Building Systems Will the Same System be Used Throughout the Building Sustainable and Well Building Design Occupant Comfort and Health Understanding the Alternative Energy Solutions Operating Costs (Maintenance, Energy Consumption, Energy Costs) Post Construction Deliverables Submittals and Samples Drawings, Specifications and Calculations Posted Drawings and As-Builts Documents The Revit Model vs a BIM Model (Building Information Modeling) Post-Construction Management Software Questions and Answers 7