Architect Services and the Bidding Process between owner and contractor.
By Jim Kane, ArchitectAIA Contract Forms, Architect Registration Exam, Construction and Evaluation2 min read

Architect Services and the Bidding Process

Architect Services and the Bidding Process

The Bidding or Negotiation Services are an important aspect of any construction project and are covered in detail in the AIA Document B101, Article 3.5. This article outlines the responsibilities of the architect in assisting the owner in establishing a list of prospective contractors and in the bidding or negotiation process. It also explains the various services provided by the architect during the bidding or negotiation phase of a construction project.

Architects drive successful bidding and negotiating phases.

What to Expect During the Bid Phase of Architect Services

During the bid phase of architect services, the following activities can be expected:

  • The architect will assist the owner in establishing a list of prospective contractors

  • Following the owner’s approval of the construction documents, the architect will assist the owner in obtaining either competitive bids or negotiated proposals

  • The architect will confirm the responsiveness of bids or proposals and determine the successful bid or proposal, if any

  • The architect will award and prepare contracts for construction

Competitive Bidding

If the bidding process is competitive, the following services will be provided by the architect:

  • Procure the reproduction of bidding documents for distribution to prospective bidders

  • Distribute the bidding documents to prospective bidders, request their return upon completion of the bidding process, and maintain a log of distribution and retrieval and of the amounts of deposits, if any, received from and returned to prospective bidders

  • Organize and conduct a pre-bid conference for prospective bidders

  • Prepare responses to questions from prospective bidders and provide clarifications and interpretations of the bidding documents to all prospective bidders in the form of addenda

  • Organize and conduct the opening of the bids, and subsequently document and distribute the bidding results, as directed by the owner

Negotiated Proposals

If the bidding process is through negotiated proposals, the following services will be provided by the architect:

  • Procure the reproduction of proposal documents for distribution to prospective contractors and request their return upon completion of the negotiation process

  • Organize and participate in selection interviews with prospective contractors

  • Participate in negotiations with prospective contractors and subsequently prepare a summary report of the negotiation results, as directed by the owner

In both the competitive bidding process and the negotiated proposal process, the architect will consider requests for substitutions and prepare and distribute addenda identifying approved substitutions to all prospective bidders or contractors.

Closing Remarks

The architect holds a crucial role in the bidding or negotiation phase of construction. Their expertise helps guarantee the owner receives competitive bids/proposals and makes an educated decision when awarding construction contract. Adhering to AIA Document B101, Article 3.5 guarantees a streamlined and successful bidding or negotiation phase.

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By Jim Kane, Architect

Introducing Jim, an experienced architect with over 25 years of expertise in construction and building design. His passion for design and commitment to excellence has led him to specialize in sustainable development, residential infill projects, and the art of homestead architecture.

With a deep understanding of the importance of preserving existing communities and maximizing land use, Jim is dedicated to creating beautiful and functional spaces within established neighborhoods. His expertise in residential infill development allows him to seamlessly integrate new homes into existing surroundings, ensuring a harmonious blend of aesthetics and functionality.

Jim's passion for homestead architecture stems from a desire to design homes that embrace a sense of connection to the land and a self-sufficient lifestyle. By incorporating sustainable features and thoughtful design elements, he creates spaces that reflect the unique needs and values of homeowners seeking a more intentional way of living.

Recently obtaining his architecture license, Jim is excited to take his career to the next level. He remains committed to staying ahead of industry trends and continuously expanding his knowledge base. Clients can rely on him to provide innovative solutions that not only meet their needs but also prioritize sustainability and environmental consciousness.

Beyond his professional work, Jim is an avid writer and reader. Through his blog, he shares valuable insights on architecture, design, sustainable development, residential infill projects, and the art of homestead architecture. His goal is to foster a community of like-minded individuals who are passionate about creating spaces that are both functional and environmentally responsible.

Join Jim on his journey as he continues to push the boundaries of design, delivering exceptional results for his clients while championing the principles of sustainable living and the beauty of homestead architecture.

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