Request for Qualifications TEMPLATE

[Organization] [Project Name]

Issue Date: [Date] Submission Deadline: [Time and Date] Request To: [List of Target Audience Groups] Table of Contents

1. OVERVIEW OF THE REQUIREMENT...... 3

2. REQUEST FOR QUALIFICATIONS DEFINITIONS...... 3

3. REQUEST FOR QUALIFICATIONS...... 3 3.1 Enquiries...... 3 3.2 Closing Date...... 3 3.3 Late Responses...... 4 3.4 Qualifications Review Committee...... 4 3.5 Review and Selection...... 4 3.6 Signed Responses...... 4 3.7 Acceptance of Responses...... 4

4. SERVICES 4

5. EVALUATION CRITERIA...... 4

6. SUBMISSION REQUIREMENTS...... 4

7. CONFLICT OF INTEREST...... 5

8. LIMITATIONS...... 5

REQUEST FOR QUALIFIC ATIONS 2 1. Overview of the Requirement

The overview of the requirements in a Request for Qualifications (RFQ) acts as an introduction to the RFQ. It usually contains the following:

1) The main objective of the RFQ State whether the RFQ is part of a multi-phase procurement process or whether it is a standalone piece to gather information for future use.

2) Who the RFQ is intended for Explain who your target audience is. State what position you are looking to fill. It may be an architect, engineer, research consultant, etc.

3) A brief statement about your organization Describe your organization, its history and any relevant projects.

4) A brief project background Introduce the project here. You may go into further detail in another section of the RFQ, but it is always a good idea to introduce the project upfront in order to peak the interest of the potential proponents.

2. Request for Qualifications Definitions

It is always a good idea to include definitions for any terms that may have multiple meanings. For example, the term “culture” may be used in the context of diversity and multiculturalism, or it may be used in the context of the arts. To avoid confusion, the definitions section provides an opportunity to be clear about your objectives. It is best to write this section last. At that point you can read through and pull out the terms that may require definition or further explanation.

3. Request for Qualifications

3.1 Enquiries It is customary to state the point of contact and the preferred contact method for all enquiries at the beginning of the RFP. For example:

“All enquiries related to this RFQ are to be directed, in writing, to the contact person at the mailing address on the front cover of this RFQ [if you will accept enquiries by email, replace “mailing” with “email” and insert the email address on the front cover]. Information obtained from any other source is not official and should not be relied upon. “

3.2 Closing Date Include the closing date and time, along with the preferred submission method. For example:

“ Complete hard copies and one electronic copy of each response must be received before [time], on [date] at the address on the front cover of this RFQ. Responses must not be sent by facsimile. Responses and their envelopes should be clearly marked with the name and address of the respondent and the project or program title.”

REQUEST FOR QUALIFIC ATIONS 3 3.3 Late Responses While late responses are usually rejected, in cases with an anticipated low response rate, flexibility is often preferred. Be sure to clearly state your policy on late responses (e.g. “Late responses will only be accepted if an extension is provided 24 hours in advance” or “Late responses will not be accepted”).

3.4 Qualifications Review Committee Describe who will be on the review committee. Specific names are not required.

3.5 Review and Selection Explain the review and selection process. For example is the RFQ is being used for pre- qualification purposes:

“The qualifications review committee will check responses against the mandatory criteria. Responses not meeting all mandatory criteria will not be considered for review. Qualified respondents will be provided with a copy of the RFP if one is issued.”

If the RFQ is being used for a selection process explain this, when and with whom interviews will take place.

Be sure to direct the proponents to the evaluation criteria.

3.6 Signed Responses Specify who must sign the response. If the response is allowed to be submitted electronically, specify how the respondent may provide an electronic signature.

3.7 Acceptance of Responses In this section, provide clarity regarding the purpose of the RFQ. The RFQ is not a binding agreement to purchase goods or services. Responses to an RFQ are assessed in light of the qualification review criteria and, if chosen for the shortlist, will be contacted for the RFP.

4. Services

Provide a list of services that the qualified respondents will be required to perform and be responsible for if they are selected following the RFP process. Be sure to provide further context regarding the project and be detailed in the list of services expected.

5. Evaluation Criteria

Describe the criteria that respondents will be assessed against by the review committee. The criteria may include:

A. Years of experience in the field B. Experience with the type of project specified in the RFQ C. Proven capacity to deliver the project requirements on time and on budget D. Sample written reports or other required materials for the position E. Awards

6. Submission Requirements

Outline the submission requirements. Some examples of requirements include:

A. A completed Respondent Information Form (see Appendix A, separate Word document)

REQUEST FOR QUALIFIC ATIONS 4 B. A statement of interest C. A resume outlining the respondent’s experience, the experience of key team members and a response to the qualification review criteria D. A fee proposal for this project E. Three professional references

7. Conflict of Interest

Artscape defines a conflict of interest as:

“A conflict of interest exists wherever an individual could benefit directly or indirectly from access to information or from a decision over which they may have influence and also includes a perceived conflict where someone might reasonably perceive there to be such benefit and influence. A conflict of interest occurs when a staff member or consultant attempts to promote a private or personal interest that results in an interference with the objective exercise of their job responsibilities, or gains any advantage by virtue of his/her position with Artscape. Conflicts of interest may be real, potential or perceived.”

The respondent should disclose conflicts of interest, in writing, to the review committee who will consider the nature of the respondent’s responsibilities and the degree of potential or apparent conflict in deciding the course of action that the respondent needs to take to remedy the conflict of interest.

8. Limitations

It is highly recommended that the limitations be provided in the RFQ document to avoid any legal implication. Always consult your Board and a lawyer for advice.

The advice and downloadable documents found on www.artscapediy.org are offered based on Artscape’s experience and practice. Creative placemaking projects can be risky, expensive, and time consuming. We recommend that you take the advice of your board, subject specialists and consultants, and legal counsel as necessary when taking forward your project.

REQUEST FOR QUALIFIC ATIONS 5