HOW TO WRITE AN RFQ (REQUEST FOR QUALIFICATIONS) FOR ARCHITECTURAL SERVICES

By: Linda J. Roe
V.P. Business Development

There are so many new proposed building projects for Indian gaming establishments today. If you have been assigned with the task of finding interested architectural firms, "where do I start ?", you might ask. Most projects will begin with the need to commission an architectural design firm. But, how do you do this to get the best firm to suit your project and on your time frame? Most people start with the RFQ (Request for Qualifications) process.

The key elements to cover when writing your request are:

1) Define the SCOPE of your project.

It is a tremendous help to the architect to know what you have in mind for the project. Details are not important, just what type of facilities are you planning? Do you have your site? Do you have a feasibility study? Are there any particular legal or environmental issues surrounding the project? Is there any opposition to the project that the architect needs to know about that would affect design? Do you want the project themed, such as with a Native American heritage or other uniquely created character? What specific services are you looking for in addition to design, such as master planning, interior design, engineering, or landscaping design? Include your proposed time frame and a start date for the project.

2) Define the BUDGET for your project.

This eliminates much guesswork. The budget does not have to be to the penny, just a range, such as $1,000,000 or $30,000,000. Your goal is to build what you can afford. This eliminates many headaches later for everyone.

3) Explain your INTERVIEW SELECTION process.

How many firms are you interviewing? When are the interviews to be held and where? Who is expected to be there? Who will be in the audience? How much time will be allotted? Will a projection screen and an easel be available? This information is helpful in determining how much information needs to be included in the RFQ response package.

4) List any SELECTION CRITERIA will you be using.

It is to your benefit to explain what things are important to you. That way, the architects will not miss something that you want addressed. Is specific casino experience the number one priority? Design capabilities? Size of firm? Native American preference?

5. Is there an opportunity for a SITE VISIT?

It can be extremely helpful to have a preliminary visit with you to get acquainted with your site and proposed project. This allows the architect to have a better understanding of what you are trying to accomplish and how they can best accomplish your needs.

6. List your SPECIFIC RESPONSE EXPECTATIONS clearly.

How many copies of the RFP do you expect? Where are they to be delivered? (Include any street address as opposed to a P.O. Box for adequate delivery) Due date and time?

7. Get the BASIC INFORMATION.

Obviously, you will need to get accurate basic information concerning the firm's name, address, contact person, history, background, and capabilities. You will want a good cross representation of the firm's previous projects that are similar to your proposed project. An accurate list of references with telephone numbers is helpful. Ask for any additional information that is important to you. For example, does the firm support Native American issues or organizations?

The following are things that SHOULD NOT be included in the RFQ:

1 FREE DESIGNS

This wastes time on everyone's part, focuses selection on a pretty picture rather than getting the best firm, and is simply not fair to you or the architects. If the firm is a quality design firm, with a good reputation, and you like their work, they will be able to design a great project for you.

2. FINANCIAL STATEMENT

This will not help you in determining your overall goal, which is to get the right architect for your needs. If the firm is having financial difficulty you will know when you check their references. They simply won't be able to perform well with their clients.

3. FEE PROPOSAL

Your objective should be to get the best firm, not the cheapest. Your architect will make decisions on your project that will affect the cost far more than his fee. Unless you can carefully define the scope of the proposed services, you will be comparing apples and oranges anyway. You will want to decide on the exact scope of services you need after lengthy discussions with your selected architect. The scope should be tailored to your specific project and the way you want to operate. The architect's fees should be based on the final scope of services that you jointly decide on.

4. Do not send the RFP "OUT TO THE WORLD."

Limit your invitations to respond to no more than 5 firms. This will save you a lot of time and energy in reading and evaluating many submittals. It can be confusing and tiring. Do your homework first by searching the Internet, reading gaming periodicals, making inquiries, or calling organizations such as the National Indian Gaming Association for referrals. Often times you will already have established relationships with interested firms through meeting them at conventions and trade shows, conferences, or visits generated by them.

These items are meant to help you get started. But, remember the overall goal is to find a professional architectural firm that best suits your needs. You will want to do adequate and complete due diligence with the least amount of complication and hassle. Just as in securing any other service, you will want to feel good about your final selection. You will want to have carefully thought about and decided beforehand what is most important to your tribe. The objective of the selection process is to hire an excellent architect that will be your team partner to help your tribe accomplish their goals!

Thalden Boyd is a full service Native American architectural firm with 30 years experience, and offices in Las Vegas, St. Louis, Tulsa and Phoenix, and, currently has over $200 million worth of Native American projects under construction. For more information call: Linda Roe, Vice President Business Development at 1-800-THALDEN or direct at (602) 923-8840.