PROCUREMENT OF
ARCHITECTURAL
SERVICES
Key Advocacy Campaigns
The Australian Institute of Architects has identified procurement of architectural services as a key policy priority, both in relation to the initial engagement of architects through to establishing sector-wide principles to guide the procurement of projects using novation.
The Institute has undertaken research to investigate best practice EOI and RFT methods in public sector and educational institutions that commission architectural services. The research looked into the current experiences and perceptions of architects and clients and includes analysis of industry and government policy documents, interview with government and institutional clients, and an online survey of Institute members.
The research enabled the Institute to develop a set of Guidelines for EOI and RFT for architectural services endorsed by the Office of the Victorian Government Architect. The objective of the guidelines is for potential clients to review their own EOI and RFT methods and documents and align them with best practice to enable an effective and efficient process that maximises the potential for high quality built outcomes and reduces bidding and assessment costs for all.
In 2021 we updated the Guidelines and released four new templates for Clients and Architects. These can be found below.
Just below are our Code of Novation, Deed of Novation and the National Novation Survey report which address the specific issues surrounding novated design and construct (D&C) procurement.
CODE OF NOVATION
The Code of Novation is an industry-wide framework, defining standards of conduct that promote good design, safety and quality standards throughout the entire procurement process, thereby mitigating project risk and resulting in significant benefits to the built environment and broader community. The Code is intended to be a guideline document covering many matters including the level of completeness of documentation at the novation point, input into the Principal’s Project Requirements (PPR), head contractor selection, timely access to cost plans and construction program for consultants, protocols for product substitution, and transparency of the scope of service for all consultants. It discusses communications protocols, value management, client relationships and the independence of the superintendent role during the construction phase.
DEED OF NOVATION
The Deed of Novation is a counterpart to the Code of Novation, launched earlier this year. Both have been informed by the evidence base of our novation research about novated design and construct procurement conducted with Institute members. and also are informed by the experience of members in chapters, such as Victoria where “Novated D&C” has been common for more than twenty years in both government and commercial procurement.
In our research we learned that novation can diminish the original design intent, especially in value management during the construction (delivery) phase of a project. There are risks to principals when architects have lost their direct line of communication to them, or copies of reports or certificates provided by the Consultant to the Contractor are not forwarded in their unaltered form to the principal.
There are also risks when Architects are not permitted reasonable site access, not invited to project control group meetings nor participate in value management processes.
This Deed of Novation helps to address these core issues which ultimately impact building quality. It is an alternate Deed that the Institute promotes its members to use.
This “discussion release” is for members to trial. Accordingly, we ask members to email us via policy@architecture.com.au when downloading the Deed of Novation and simply put “Deed of Novation” in the subject line. If you provide your basic contact information we will contact in 2024 inviting you to participate in a survey to understand the deed’s use and impacts.
NATIONAL NOVATION SURVEY REPORT
The National Novation Survey report is the evidence base of research about novated design and construct procurement from the large two-part survey conducted with Institute members in 2019.
Members of the Victorian Chapter Council and the Victorian Large Practice Forum and the National Policy and Advocacy Team have led and delivered this seminal piece of national industry research. The report includes the perceptions of 266 member architect practices about novated design and construct procurement including a thematic analysis of more than 1,200 open-ended comments. It then describes and analyses more than 22,000 responses to closed-ended questions in the survey which sought objective information about the processes that occurred in 484 novated design and construct projects undertaken by these practices across Australia.
The findings of this report indicate that there is an enormous opportunity to address building quality and prevent risk through the procurement process and, critically, during the construction phase.
This report should be of interest to principals considering their procurement options and especially to government treasury and departmental officials involved with building and infrastructure procurement. We ask our members, particularly Chapter Councils, to bring this report with them to meetings with building and finance ministers and treasurers when holding discussions about government procurement and the policy and industry settings for improving building quality in Australia.
PROCUREMENT RESOURCES
EOI and RFT Research, Guidelines and Templates
Research
Research – procurement of architectural services
Review the research on best practice EOI and RFT methods.
Guidelines
EXPRESSIONS OF INTEREST AND REQUESTS FOR TENDER FOR ARCHITECTURAL SERVICES
Download and share our guidelines with potential clients.
CLIENT TEMPLATE
EOI INVITE for architectural services
Download the Client Invite Template for Expressions of Interest for Architectural Services
ARCHITECT EOI RESPONSE TEMPLATE
EXPRESSION OF INTEREST FOR ARCHITECTURAL SERVICES
Download the Architect Response Template for Expressions of Interest for Architectural Services.
CLIENT RFT INVITE TEMPLATE
REQUEST FOR TENDER FOR ARCHITECTURAL SERVICES
Download the Client Invite Template for Requests for Tender for Architectural Services
ARCHITECT RFT RESPONSE TEMPLATE
REQUEST FOR TENDER FOR ARCHITECTURAL SERVICES
Download the Architect Response Template for Requests for Tender for Architectural Services
Building procurement notepack
Understanding the advantages and disadvantages of various procurement methods is a valuable tool when advising your client. This notepack curates relevant Acumen notes relating to the building procurement process.
CLIENT RFT INVITE TEMPLATE
Download the Client Invite Template for Requests for Tender for Architectural Services
ARCHITECT RFT RESPONSE TEMPLATE
Download the Architect Response Template for Requests for Tender for Architectural Services
Visit the Advocacy and Policy page for information on architectural competitions including our competitions policy, guidelines and processes for Institute endorsements.
Visit the Advocacy and Policy page for information on architectural competitions including our competitions policy, guidelines and processes for Institute endorsements.
Contact Us
National Policy Unit
Australian Institute of Architects
PO Box 3373
Manuka, ACT 2603
2a Mugga Way
Red Hill, ACT 2603
P: +61 2 6121 2100
E: policy@architecture.com.au
