CLIENT INVITE
TEMPLATE
Requests for
Tender for
Architectural
Services
Penguin Parade | Terroir | Photo: Peter Bennetts
CLIENT INVITE TEMPLATE _ REQUESTS FOR TENDER FOR ARCHITECTURAL SERVICES 2
This Client Invite template has been prepared for use
in conjunction with the Australian Institute of Architects
guideline “Expressions of Interest and Requests for
Tender for Architectural Services”.
The guideline sets out best practice models for EOIs
and RFTs to assist the procurement teams from Local,
State and Federal Government departments, as well
as education institutions to optimise their architect
selection processes.
It offers advice specific to the commonly used processes
of EOI and RFT to ensure that the information provided is
relevant and easily prepared in a cost effective, resource
ecient manner whilst achieving the best outcome for all
participants.
An EOI allows the formulation of a shortlist of candidates
with the capacity and capability to undertake the works.
The RFT then seeks further information about the team’s
project understanding, methodology, and ability to
communicate, along with a fee proposal. The Institute
recommends this two-staged, quality-based selection
process of EOI followed by RFT.
The primary purpose of this RFT template is to assist
clients wishing to procure the services of an architect
on how best to assemble the information required in
accordance with the guideline.
An RFT is aimed at the selection of a design team based
on demonstrated capability, capacity, experience and a
fee proposal. Capability includes the ability of the team
to fully appreciate the opportunities and challenges
of the project and demonstrate an appropriate design
methodology and skills to develop a positive working
relationship with the client and stakeholders.
INTRODUCTION
No fewer than three and no more than five architects
should be shortlisted for an RFT to avoid excessive
evaluation time and effort by the client while ensuring
a good market spread.
An RFT should not request, nor receive, a specific design
proposal for the project.
Prior to undertaking an RFT process, the client should
prepare an adequately developed brief to elicit informed
responses from prospective architects. A fully formed
project brief and budget information saves all parties
time, money and effort by allowing the architect to tailor
their proposal directly to the project requirements.
This also gives the client the best opportunity to provide
a uniform basis upon which to evaluate proposals.
This template guides the preparation of the RFT
document to be sent to the participating architects in
order to obtain the information required to assess an
architect’s capability and availability for the project.
In order to allow adequate time for architects to develop
a well-considered proposal, it is recommended that a
minimum of 2-3 weeks be allowed for simple projects
with a minimum of 3-6 weeks for complex, high cost or
major infrastructure projects.
CLIENT INVITE TEMPLATE _ REQUESTS FOR TENDER FOR ARCHITECTURAL SERVICES 3
CLIENT’S INVITE
3.1 PROJECT DEFINITION
A clear and concise description that sets out the critical
outcomes, opportunities and constraints of the project
provides an invaluable touchstone for architects to
return to when formulating their response. A fully formed
project definition saves all parties time, money and effort
by allowing the architect to tailor their proposal directly
to the project requirements. This also gives the client the
best opportunity to provide a uniform basis upon which
to evaluate proposals.
The project definition should explain the broader
context, include measures of success and align with
all relevant government or institutional policies and
strategic frameworks.
It should contain the following information:
• Projectvision,strategiesandobjectives
• Projectdescription
• Proposedoorareaandsummaryscheduleofuses
and areas
• Functionalrequirementsandoperational
considerations
• Sitedescription
• Sitevisitdate(wherepracticable)
• Keystakeholders
• Governanceandreportingrequirements
• Projectmanagementarrangements
• Supportinginformation(sitesurveys,feasibility
studiesetc.)
• Projectdeliverymodel
3.2 SCOPE OF SERVICES
The scope of services is important in defining
expectations of the architectural service. These
requirements should be detailed in direct relation to the
project size and complexity. It should set out project
deliverables, consultant and sub-consultant roles and
responsibilities.
It is critical to identify if the client is seeking architectural
services or a more complex role of Principal Design
Consultant or Head Design Consultant, entailing the
architect manage a wider consultant team retained by
the client. There may be other requirements that should
be identified, which may include community consultation,
3D visualisation, and geotechnical, remediation,
environmental or other site investigation studies.
It is important for the client to ensure the scope of
services:
• Identiesthetypeofcommissionbeingconsidered
(fullorpartialarchitecturalservices)
• Statesthebasisuponwhichthefeewillbepaid,the
method of engagement of other consultants and any
other responsibilities
• Includesaclearlydenedapprovalsprocess
• Clearlysetsoutresponsibilitiesforthecoordination
of inputs from other consultants
• Whetherafulllistofsub-consultantsisrequired
(andifso,allowingextratimeforreceiptoftheir
submissions and coordination of the consultant
team)
CLIENT INVITE TEMPLATE _ REQUESTS FOR TENDER FOR ARCHITECTURAL SERVICES 4
3.3 PROJECT BUDGET
The project budget is a primary indicator of project
quality and complexity. It is therefore crucial information
in determining the required experience and size of the
architectural team, and essential for architects to prepare
a fee proposal in an RFT.
It is therefore important for the client to ensure
the budget:
• Iscurrent
• Isprovidedonsuitableadvicefromaquantity
surveyor
• Hasbeensubjectedtofeasibilitytestingand
benchmarkingtoreectthedesiredbuildingquality
• Isclearlystatedasatotalbuildingcost
• Includesallassociatedcostsofprojectdelivery,and
land acquisition if necessary
• Makesallowanceforcostedriskandcontingencyfor
the type and location of the building
• Takesaccountofthelifespan,maintenanceand
operational costs of the building
3.4 PROJECT PROGRAMME
Fast tracked and shortened design processes
inevitably compromise the quality of a building, so it is
important to allow adequate time for all stages of the
process, including early visioning, strategic briefing and
preparation of schematic, design development, tender
and construction documents that deliver full design
resolution, and to enable builders to offer competitive
tenders.
It is important to ensure that the programme:
• Givesindicativemilestonedatesfordesign
commencement, construction commencement,
completion, commissioning and opening
• Includestheconsultantselectionandappointment
timeframes
• Makesrealisticandadequateprovisionforclientand
authority approvals
• Includesallowancesforpotentialdelays
• Includesprogrammeriskfactorsbasedonsimilar
project delivery experience
CLIENT INVITE TEMPLATE _ REQUESTS FOR TENDER FOR ARCHITECTURAL SERVICES 5
3.5 CLIENT–ARCHITECT CONTRACT
The Institute recommends the architect and client have
a signed, written agreement that clearly defines the
services to be provided and fees to be paid. This should
be executed before the architect commences work on a
project.
A clearly written and appropriate agreement is the most
effective way to avoid misunderstandings and disputes
and the associated costs and risks. Standard contracts
are available from the Australian Institute of Architects
and the Association of Consulting Architects.
Standard contracts allow the client and architect to work
confidently through the parties’ rights and obligations
before the project starts.
The following contracts are available to engage
architects and are recognised as standard arrangements
in the architectural profession and the building industry:
• AustralianInstituteofArchitectsClientandArchitect
Agreement 2009
• AS4122:2010incorporatingAmendment1(however,
this contract is not suitable for services that are to be
novated)
The contract to be used should be nominated in the RFT.
3.6 SPECIAL REQUIREMENTS
It is not unusual for clients to request special
requirements such as information relating to
sustainabilityindesign,BuildingInformationModelling
(BIM),andotherspecialisedrequirementsthatmaybe
project specific or in line with local procurement or
delivery policies.
Special requirements may also stipulate other policies
such as requirements for innovation, research and value
adding.
These should be described in the detail required so
that the architect can respond in a manner that enables
the client to evaluate their expertise in meeting these
requirements. Experience has demonstrated that the
best results are obtained where these requirements
are specific and well defined, relevant to the project
deliverables and align with all relevant client policies,
business objectives and strategies.
CLIENT INVITE TEMPLATE _ REQUESTS FOR TENDER FOR ARCHITECTURAL SERVICES 6
3.7 SUBMISSION LODGEMENT
AND TIMEFRAMES
Clear submission lodgement procedures, including
timing, delivery method and response format are
essential, whether in digital, hardcopy or via an online
E-portal. For the purposes of probity, it is critical that
clients maintain transparency and fairness in the tender
process. Competing architects must be treated fairly
and evaluated objectively. Failure to do so will result in
fewer responses in the future as practices decide not to
pursue opportunities with clients that have demonstrated
poor probity in the past.
Submission requirements should be minimised to
enable succinct, readily comparable responses, and to
mitigate costs to all parties in preparation and evaluation.
Submissions without page or word limits produce
excessively large documents, as respondents attempt to
enhance their submission and cover all possible angles
byincludingsuperuousmaterial.
For RFTs, the Institute recommends written responses
be limited to the following pages per question:
• Executivesummary(1page)
• Keypersonnelandresourcing(3pages)
• Projectexperience(3pages)
• Projectunderstanding(1page)
• Methodologyandstakeholderengagement(2pages)
• Professionalrecognitionandinnovation(1page)
• Feeandoverallhours(1page)
Assessment of architect’s submissions is significantly
improved and expedited by requesting carefully
targeted, specific responses, rather than long generic
statements covering issues typical in all architectural
design commissions. To ensure submissions are concise
and include only necessary information, clients should
include a clause stating extensive marketing documents
or generic practice information should not be included
and will not be reviewed. Deliverables should be clearly
specified, and no additional materials submitted should
be considered in the assessing submissions.
Appendices cause confusion and lengthen submissions
and should not be requested or allowed.
It is important to ensure submission requirements:
• Areproportionaltotheproject’ssizeandcomplexity
• Detailspecicphysicalordigitallodgementdetails
with time, date and preferred format
• Detailproceduresforfairandtimelyclarications
• Detailproceduresfornon-conformingsubmissions
• Avoidaddendawithinvebusinessdaysof
submission closing
• Clearlystateanyconictofinterestorprobity
measures
• Adheretostatedevaluationtimeframes
• Allowadequatetimeforarchitectstodevelop
considered proposals. The minimum time
recommended for an RFT is 2-3 weeks for simple
projects while 3-6 weeks should be allowed for
complex, high cost or major infrastructure projects.
CLIENT INVITE TEMPLATE _ REQUESTS FOR TENDER FOR ARCHITECTURAL SERVICES 7
3.8 RFT EVALUATION CRITERIA
The evaluation criteria at the RFT stage are primarily
aimed at identifying practices that meet the desired level
of expertise and capability.
Whenconductingtheevaluation,itisrecommendedthat
this process:
• IsoverseenbyaProbityAdvisor
• Includesandidentiesabalancedevaluationpanel
composed of three or five members, including a
suitably experienced registered architect
• Includesevaluationcriteriarelatingtoexperience,
capability and capacity
• Includesjustiableweightingandcorresponding
page limits for each criteria. These may vary, but no
weighting should constitute more than 40% of the
total.
For example, an RFT may be evaluated as follows:
– Executive summary 0%
– Keypersonnelandresourcing20%
– Project experience 20%
– Project understanding 20%
– Methodologyandstakeholderengagement20%
– Professionalrecognitionandinnovation10%
– Feeandoverallhours10%
• Includesevaluationscoring,forexample,scoring
criteria may be:
Evaluation scoring of Criteria
Scoring Criteria
SCORE
Not acceptable.
Has not met the minimum requirement.
0
Has only met some minimum requirements
and may not be acceptable.
1-4
Acceptable.
5
Acceptable. Has met all requirements
and exceeded some.
6-9
Acceptable, has far exceeded
all requirements.
10
3.9 OFFER OF FEEDBACK
The feedback component demonstrates the client’s
commitment to a fair and transparent process and
acknowledges the respondent’s commitment in preparing
submissions.Manyclientsandarchitectspreferface-to-
face or teleconference for the interaction this facilitates.
Two-way feedback helps both parties improve future RFT
processes, and assists architects to understand their
strengths and weaknesses, improve future offers, and
maintain relationships with clients for future work.
Feedback provides the greatest benefit when it:
• Isprompt
• Includeseitherwrittenand/orverbaldebrieng
for respondents
• Identieshowthereviewersundertookthe
assessment
• Explainsthescoresachievedforthedierent
evaluation criteria
• Givesthenumberofrespondentsandthenumber
shortlisted
Please allow around 30-40 minutes for feedback
sessions in order to cover these aspects in the detail
required.
CLIENT INVITE TEMPLATE _ REQUESTS FOR TENDER FOR ARCHITECTURAL SERVICES 8
LODGEMENT REQUIREMENTS
Whenadvisingarchitectsregardingthelodgement
requirements, it is helpful to provide the following
information:
• Theplaceforlodgement
• Theclosingdateandtime
• Requestingthatsubmissionsshouldfollowthe
Institute’s RFT Architect’s Response template
• NominatingthenumberofcopiesoftheRFT
Response that should be provided
• RequestingsubmissionstoclearlyidentifytheRFT
number and project name
• Indicatingwhetherlate,facsimileore-mailtenders
will be accepted
• ExplaininghowenquiriesconcerningtheRFTshould
be made by nominating a contact person and their
contact details.