RFs

Folder Structure

Main Folder

RF#.## - [Subject]

RFQ.3 - Consultants for CC

SubFolders

00 - Resources

This is usually a Public Folder (view only permissions) with additional information to consultants or files that may require to see or download.

00 - Admin

This folder is created to host analysis files and documents that consolidate the RFs, this may be shared with Clients

## - [Stakeholder Name]

IN RFQs, RFP, RFT, these folders are to store information subject to that specific Stakeholder.

Internal interactions (see below) may be created. This folder is also shareable with the subject stakeholder

[YYMMDD] - [IN/OUT] - [Interations Subject]

210523 - IN - Received markup

Used to store information received or sent to a stakeholder, similar to our iterations

Related Folders

[PACKAGE]

It may be useful in some circumstances to share packages with stakeholders, for instance, a DA package in an RFQ for CC.

This is time saver as it is simple to share with VIEW PERMISSIONS ONLY a package rather than curate all information every time we are proceeding with a new RF 

RFT - Request for Tender

We provide an SoW or Scope of Works for the execution or design and execution for a construction task.

RFTs are usually performed to find a Builder.

The RFT folder is used to store answers from builders and store reports related to the scrutiny and selection of the tenderers.

RFQ - Request for Quotation

In this case, we provide a scope defined by us and seek a quotation or price for it.

The quotation should include the fees, inclusions, exclusions, and reference to the provided scope

RFP - Request for Proposal

We reach out to external consultants to seeks a proposal to solve a problem or need. The anwers normally requires interaction with the consultant to define the scope.

At the end we should obtain a Service proposal that includes Fees, Time frames and a defined Scope with inclusions and exclusions.

RFI - Request for Information

We aim to clarify or develop and idea.

This is an iterative process of questions and answers.

RFQ - REQUEST FOR QUOTATION

RFQ - A - Preliminary Services

1. Find related Missions and available information in the ASSETS folder

2. Create RFQ and folder per consultant to be approached. Create this through the ARCanary portal.

Usually, for preliminary services, we will need the following:

• Surveyor: We have a list of preferred Surveyors, please ask any member of the Sydney office 

• Any other relevant consultant depending on the site and initial brief complexity, such as: previous Architect / Designer, Town Planner, etc.

3. Send a separate email to each different consultant, you may use the same email feed. Make sure that the email subject has the project address and reason for RFQ ie. 32a Vaucluse Rd, Vaucluse - Surveyor RFQ.  Make sure you write exactly and clearly what services you are after.  

4. Once the consultant sends the Fee proposal, usually in a PDF format, acknowledge receipt, by briefly replying to the email. Then, save this in the 

RFQ> 'Consultant Folder'. Some consultants may give you a Fee by replying to the email and writing the cost; in this case, print the email feed in PDF format and save it to the appropriate folder.

5. Once you have gathered all the Fee Proposals, you may send them to the client for approval. Try to avoid sending them one by one unless the consultant takes too long to provide the Fee proposal.

6. When you have received all the Fee Proposals, you may close the RFQ mission in the ARCanary Portal by changing the status to 'X' 

RFQ - B - Building Approval (DA)

In order to create a list of consultants required for a DA Application, please download the DA Checklist and/or DA Guide from the relevant LGA Council website. This process is usually done by the project manager who is also in-charge of creating the DA Package mission. 

1. Find the related DA Package in the mission tab in the ARCanary portal as well as in the Drive and make sure it is well set up. Also, check the available information in the ASSETS folder to avoid sending RFQs for information that we already possess. If the DA Package has not been created, please speak to a project manager at the Sydney Office, or create it yourself.

2. Create an RFQ mission and folders per consultant to be approached; create this through the ARCanary portal.

Usually, for a DA, you may need the following, depending on the location and scope of the project:

• Surveyor

• BASIX

• Quantity Surveyor

• Town Planner

• Heritage

• Geotechnical

• etc. Any other relevant consultant

We have a list of preferred consultants, please ask any member of the Sydney office 

3. Send a separate email to each different consultant, you may use the same email feed. Make sure that the email subject has the project address and reason for RFQ ie. 32a Vaucluse Rd, Vaucluse - Surveyor RFQ.  Make sure you write exactly and clearly what services you are after.  

4. Once the consultant sends the Fee proposal, usually in a PDF format, acknowledge receipt, by briefly replying to the email. Save this in the 

RFQ> 'Consultant Folder'. Some consultants may give you a Fee by replying to the email and writing the cost; in this case, print the email feed in PDF format and save it to the appropriate folder.

5. Once you have gathered all the Fee Proposals, you may send them to the client for approval. Try to avoid sending them one by one unless the consultant takes too long to provide the Fee proposal.

6. When you have received all the Fee Proposals, you may close the RFQ mission in the ARCanary Portal by changing the status to 'X' 

RFQ - B - Building Approval (CDC)

In order to create a list of consultants required for a CDC Application, a PCA (Certifier) must be engaged first. The PCA will issue a CDC Checklist containing the different items that we need to provide. 

1. Find the related CDC Package in the mission tab in the ARCanary portal as well as in the Drive and make sure it is well set up. Also, check the available information in the ASSETS folder to avoid sending RFQs for information that we already possess. If the CDC Package has not been created, please speak to a project manager at the Sydney Office or create one yourself.

2. Create an RFQ mission and folders per consultant to be approached; create this through the ARCanary portal.

Usually, for a CDC, you may need the following, depending on the location and scope of the project:

• Surveyor

• BASIX

• Quantity Surveyor

• Town Planner

• Heritage

• Geotechnical

• etc. Any other relevant consultant

We have a list of preferred consultants, please ask any member of the Sydney office.

3. Send a separate email to each different consultant, you may use the same email feed. Make sure that the email subject has the project address and reason for RFQ ie. 32a Vaucluse Rd, Vaucluse - Surveyor RFQ.  Make sure you write exactly and clearly what services you are after.  

4. Once the consultant sends the Fee proposal, usually in a PDF format, acknowledge receipt, by briefly replying to the email. Save this in the 

RFQ> 'Consultant Folder'. Some consultants may give you a Fee by replying to the email and writing the cost; in this case, print the email feed in PDF format and save it to the appropriate folder.

5. Once you have gathered all the Fee Proposals, you may send them to the client for approval. Try to avoid sending them one by one unless the consultant takes too long to provide the Fee proposal.

6. When you have received all the Fee Proposals, you may close the RFQ mission in the ARCanary Portal by changing the status to 'C' 

Note: If a PCA has not yet been engaged, you may use the RFQ mission to request a Fee proposal. 

RFQ - C - Construction Approval (CC)

In order to create a list of consultants required for a CC Application, a PCA (Certifier) must be engaged first. The PCA will issue a CC Checklist containing the different items that we need to provide. 

1. Find the related CC Package in the mission tab in the ARCanary portal as well as in the Drive and make sure it is well set up. Also, check the available information in the ASSETS folder to avoid sending RFQs for information that we already possess. If the CC Package has not been created, please speak to a project manager at the Sydney Office or create one yourself.

2. Create an RFQ mission and folders per consultant to be approached; create this through the ARCanary portal.

Usually, for a CC, you may need the following, depending on the location and scope of the project:

• Surveyor

• BASIX

• Town Planner

• Structural

• Geotechnical

• Stormwater

• etc. Any other relevant consultant

We have a list of preferred consultants, please ask any member of the Sydney office.

3. Send a separate email to each different consultant, you may use the same email feed. Make sure that the email subject has the project address and reason for RFQ ie. 32a Vaucluse Rd, Vaucluse - Surveyor RFQ.  Make sure you write exactly and clearly what services you are after.  

4. Once the consultant sends the Fee proposal, usually in a PDF format, acknowledge receipt, by briefly replying to the email. Save this in the 

RFQ> 'Consultant Folder'. Some consultants may give you a Fee by replying to the email and writing the cost; in this case, print the email feed in PDF format and save it to the appropriate folder.

5. Once you have gathered all the Fee Proposals, you may send them to the client for approval. Try to avoid sending them one by one unless the consultant takes too long to provide the Fee proposal.

6. When you have received all the Fee Proposals, you may close the RFQ mission in the ARCanary Portal by changing the status to 'C' 

Note: If a PCA has not yet been engaged, you may use the RFQ mission to request a Fee proposal. 

RFQ - D - Contractors and Suppliers (TD, CD)

In order to create a list of Contractors and Suppliers required for a Tender or Construction. A list of the necessary construction disciplines is required, ie. general builder, plumber, window supplier, brick supplier, carpenter & joiner, etc.

1. Find the related TD/CD Package in the mission tab in the ARCanary portal as well as in the Drive and make sure it is well set up. Also, check the available information in the ASSETS and SPECS folders to avoid sending RFQs for information that we already possess. If the TD/CD Package has not been created, please speak to a project manager at the Sydney Office or create one yourself.

2. Create an RFQ mission and folders per discipline required; create this through the ARCanary portal.

Usually, for a Tender or Construction you may need the following, depending on the location and scope of the project:

• Surveyor

• General Builder/ Contractor

• Window 

We have a list of preferred contractos/ suplliers, please ask any member of the Sydney office.

3. Send a separate email to each different consultant, you may use the same email feed. Make sure that the email subject has the project address and reason for RFQ ie. 32a Vaucluse Rd, Vaucluse - Surveyor RFQ.  Make sure you write exactly and clearly what services you are after.  

4. Once the consultant sends the Fee proposal, usually in a PDF format, acknowledge receipt, by briefly replying to the email. Save this in the 

RFQ> 'Consultant Folder'. Some consultants may give you a Fee by replying to the email and writing the cost; in this case, print the email feed in PDF format and save it to the appropriate folder.

5. Once you have gathered all the Fee Proposals, you may send them to the client for approval. Try to avoid sending them one by one unless the consultant takes too long to provide the Fee proposal.

6. When you have received all the Fee Proposals, you may close the RFQ mission in the ARCanary Portal by changing the status to 'C'