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04 |Topic 4

How are Professional Services selected?

NOTES: B. RFQ FOR PROFESSIONAL SERVICES

An RFQ (Request for Qualifications) is a qualifications-based selection
process. It is a request for firms to submit their qualifications to be
considered for a project.

The process involves the issue of a request for architects and engineers to
submit their qualifications. Once the submittals are reviewed, the next step
is to call references and do online research to see if there are any
“skeletons in the closet.” After doing due diligence, narrow the choices

down to a few candidates to interview. It’s crucial to get along with and
trust the final selection. A face-to-face meeting can provide you a more

subjective evaluation.

When to Use an RFQ

A Known Opportunity: When there is the potential for significant interest in
a specific contract opportunity, the RFQ process can be used to pre-qualify
candidates who will then compete on the opportunity during the bidding
phase. This can make the solicitation process more efficient as there will be
fewer responses and all of them will be qualified. It is far easier, less time-
consuming and fairer to candidates to evaluate several proposals from
qualified proponents rather than dozens or hundreds of proposals from
both qualified and unqualified candidates.

An Unknown Opportunity: An RFQ process can also be used to create a pre-
qualified list for future opportunities. This pre-qualification list can add

value when similar services will be required for multiple contracting
opportunities and the organization wants to quickly select a qualified

candidate when the next opportunity arises.

As a Selection Process for an Uncomplicated Task: An RFQ can be used as
the sole selection process for a specialist contractor where the task is very
specific, uncomplicated and requires a very specific skill set. When using
RFQs in this way, it’s prudent to set a limit on the size (cost) of contracts
which your organization is prepared to approve based on this method.

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