Updated: 12/31/11
Maine QBS Newsletters - A Sample
* * *
Periodic QBS Newsletter are distributed to Maine's design
community as a part of the three sponsoring organization's
publications. These Newsletters, written by Dick Eustis, PE,
CCCA, the Maine QBS Program Facilitator, are intended to highlight
specific QBS topic. Many of these topics should be of general
interest to not only the design community but also to those that
desire to better understand the process of retining design
professionals.
The following are a few examples of the QBS Newsletters.
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QBS 101 (What every client should know about Qualification Based Selection) - January-February 2001
The concept of Qualification Based Selection (QBS) is not
complicated, it is quite simple. This concept is that the firm
selected to design a project (or portion of a project) should be the
firm that is most qualified to perform the design services. However,
this simple concept that qualifications are of prime importance is
occasionally replaced by the idea that hiring the "low bidder"
guarantees savings. This usually is far from the truth.
When
acquiring design services, the client is acquiring professional
talent, skill, creativity, and effort necessary to meet the client's
objectives. There may be several ways to meet the client's
objectives for the project. Different designers will arrive at
different solutions based on the designer's experience, ingenuity,
innovativeness and knowledge as well as the number of hours
available for the design work. The development of the most
appropriate solution may require extensive discussions with the
client so that both the designer and the client fully understand not
only the client's intent but also the implications of that intent.
This is not the same as purchasing paper for the office photocopier
or salt for winter ice control.
Project design is not like
mathematics where two plus two equal four no matter who does the
calculation. Project design is the culmination of a thorough
understanding of the client's needs, wants, and desires integrated
with the designer's creativity, experience, ingenuity, and
familiarity with alternatives. The development of the
most
appropriate design requires not only knowledge but also time to
consider alternatives. The first solution may not necessarily be the
best solution. All of this requires time and resources that can not
be projected based on a simple or even complex "scope of services"
statement developed without the input from the design firm that will
be responsible for the design work.
The QBS process allows the
client to select the "most qualified" design firm and discuss with
that firm the services necessary to arrive at the most appropriate
design prior to attempting to determine the fees necessary for the
design work. The qualifications of the designer have a major impact
on the ultimate success of the project. If a slightly higher design
fee results in reduced construction costs, the reduction in the
ongoing maintenance and operating costs, or a better solution to the
client's problem, any additional investment in design is worth every
penny.
* * *
Why is it hard to understand? - August-September 2011
Why is so difficult to understand the basic issue of
“Qualification Based Selection”? It appears to be a simple concept,
compare the qualifications that are necessary for the project with
the qualifications of those that want to provide the service and
find the most appropriate match. The match of desired qualification
to available qualifications should result in the highest level of
confidence in success, the best results and the most satisfied
client.
In our other activities we find this type of comparison, common
place. If we need surgery, we search for someone that we have
confidence is well qualified. If we need an attorney, we look for
someone with the right qualifications to meet our needs. Even if we
are just looking for someone to service our lawnmower, we match what
we need with the available services, we would never go to “Jiffy
Lube” to change the oil in our walk-behind power mower.
Possibly the reason it is so difficult to convey the value of QBS to
Public Owners is that some Owners do not understand they are
acquiring a “Professional Service” and that acquiring a “service” is
much different than purchasing a commodity or a very well defined
service. Most public entities have well-defined purchasing practices
that are easy to follow when buying a commodity such as heating oil,
paper for the photocopier or road salt. These purchasing practices
do not work when one is acquiring “Professional Services”,
especially where creativity or the study of alternatives is
required.
If a lack of understanding of the services that are to be provided
by a “Design Professional” is a factor in failure of a public entity
to select the QBS Process, then we have an educational issue to
address. Those of us that provide design services or have years of
experience acquiring design services, may not appreciate that our
understanding of this issue is not universal. We may be so close to
the forest that our view is blocked by the trees.
I remember in my earlier days working with “Building Committees” in
the selection of design professionals, we used to spend at least 1
hour prior to the interview process in discussing the “Role and
Responsibilities” of the designer in the project. At times, it was
very surprising how little well-educated people knew about the
services that were expected to be provided by a design professional
or how the design professional was expected to interact with the
Committee or the larger community.
Qualification Based Selection of design professionals is a well
tested method that has a long history of success. It has been almost
40 years since the Federal Government passed the Brooks Act that
first established legal requirements to use QBS. Even with this long
history, many still do not understand why this is important because
they may not understand the services that are required to convert a
“good idea” into an operating facility.
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The Other Side of the Story - October-November 2011
In our last Newsletter, we discussed the need for some better
understanding of the value of the QBS to project clients but this
may be only part of the story. Early in our childhood, we were told,
“There are two sides to every story”. If this is the case, what is
the other side of the story about the value of QBS?
It is relatively easy to demonstrate and explain the value of the
QBS Process to knowledgeable clients and to public officials that
have an understanding of what design professionals are expected to
do, the process that is normally used to transform a “good idea”
into the facility that the client expects while meeting all of the
budget and time constraints as well as building code, ADA and energy
efficiency requirements. But what about clients that are not
knowledgeable of the services that are normally provided or the
process that is normally used to bring the “good idea” into reality?
Even the best of intentions and the appropriate use of QBS may not
overcome some very basic lack of understanding on the part of the
Client.
From my experience, few members of “Building Committees” on publicly
financed projects are selected based on their knowledge of the
design or construction process. They are selected because they are
influential Community Leaders. Their service on the Building
Committee is frequently to give the local taxpayers confidence that
their interests are being considered and protected. Most Building
Committee Members get “high marks” for serving in this capacity and
the taxpayers have a sense of confidence in the process.
However, the QBS Process which is dependent upon a clear
understanding of “QUALIFICATIONS” may suffer if the Design Firm and
the Client are not speaking the same language or one is using
terminology that is not fully understood by the other. We all use
acronyms or phases that are understood by those in our own fields
but may not be understood by those in a different profession. I used
to become upset when my computer would “freeze” and my IT guy would
come in and quickly fix the problem and then explain what had gone
wrong using IT terms that I had no idea what they meant. I didn’t
ask for an explanation as I knew that the explanation would include
many more terms that I did not understand, so I quit only to repeat
the problem again a few weeks later.
As design professionals making presentations to clients about the
firm’s qualification, do we consider the knowledge and understanding
of the design process by the Committee that is holding the
interview? Even the best presentation may not be successful if it is
not understood. Communications has two parts, not only must the
message be sent, it also has to be received with the “receiver”
having the same understanding of content as the person that sent the
message. A misunderstood message may be of less value than no
message. Unfortunately, low bids are easy to understand but
understanding qualifications may be more difficult.
This may be the “Other side of the Story” if a good presentation is
not well received.
* * *
What should "Owners" Expect? August-September 2008
We occasionally see a public
advertisement or a "Request for Qualifications" issued by a public
entity where it appears the "Owner" expects the design professional
to provide a lot of free services to demonstrate their qualification
as a part of the selection process. Free services is not an
appropriate way to demonstrate qualifications nor should the design
professional be expected to know enough about the future client’s
wants, needs, desires or preferences to provide these services.
Further, there is the issue of "Intellectual Property" where the
product of these "free services" still belongs to the individual
that produced them.
Even though the term "School", "Museum" or
"Library" may suggest a certain type of structure, each building in
a general category is different based on the specific requirements
of the individual project. Each client is different, each community
is different and each "Project Program" is different. For the design
professional to fully understand the specific requirements for any
specific project requires not only a good "Program" but also
extensive meetings with the Owner (Client) so that the information
contained in the "Program" can be properly understood and
alternatives can be explored.
In selecting a Design Professional,
the Client needs to understand that good design is the culmination
of extensive communication and the proper understanding by the deign
professional of the unique requirements of the specific project.
Yes, the "Qualifications" of the design professional are of prime
importance but the important qualifications are the ones that give
the design professional the ability to convert the Client’s dream
into a useable facility within the Client’s budget including
appropriate consideration for the ongoing operating and maintenance
costs.
Although the Client may think they have developed a good
"Program" for the facility prior to hiring a design profession, in
most cases the Program still needs work. Further, there is the
question of interpretation and priorities. Did the "Reader" of the
Program have the same vision that the "Writer" of the Program
intended.
The selection of a Design Professional requires a great
amount of work and the evaluation of the designer’s qualifications
including how well the Designer will work with the Client. The
design of any facility is really a joint venture with both the
Designer and the Client contributing their best efforts towards to
completion of a successful project. Without this cooperative
activity, the chances of success are greatly reduced.
* * *
University study confirms value of QBS April-May 2010
Recently a report was released of a study done jointly by the
University of Colorado and Georgia Institute of Technology. This
study looked at approximately 200 public and private construction
projects in 23 states to determine how the design procurement method
contributed to the success of the projects. The projects that were a
part of the study ranged in size from relatively small projects to
ones costing multi-millions of dollars.
The study compared Qualification Based Selection (QBS), Best Value,
Low Bid and Sole Source procurement methods to see their impact on
factors such as project cost, project quality, life-cycle cost and
project schedule. This study done by two respected academic
institutions showed that the projects where the design professional
was selected using the “Qualification Based Selection Process” had
lower overall costs, a reduced number of Change Orders, better
project results and more highly satisfied project owners. It is
clear that the “qualifications” of the design team are a major
factor in the success of any project. For those of us that have been
promoting QBS, these results were not surprising.
Qualification Based Selection is not a new concept, it has been used
for over a quarter century. In 1972, the Federal Government adopted
the Brooks Act requiring QBS to be used on Federally Funded
Projects. The University of Maine System began using QBS at about
the same time as the Brooks Act was passed and not long after, the
Maine Legislature adopted a law requiring the use of QBS for Public
School construction and some other State projects.
When using QBS as the design procurement method, the intent is to
evaluate the qualifications of various design teams and identify the
firm that is the most qualified for the specific project. Once the
firm has been identified, cost negotiations are undertaken to secure
a fair and reasonable price for the level of services that are
required for the specific project. If the client and “most qualified
design firm” cannot agree on a price, negotiations are undertaken
with the second-ranked firm. The QBS process recognizes that every
project has unique characteristics, a unique set of requirements and
that all clients are not the same.
This process also recognizes that the actual design costs are a very
small percentage of the total project cost and even less if the
long-term costs of the facility are considered. Because the
long-term operating and maintenances costs far exceed the initial
investment, any savings that can be achieved in reducing maintenance
or annual operating costs are well worth any difference in the
design fee for the initial construction.
* * *
QBS, the Value Increases - April-May 2008
Qualification Based Selection (QBS) has always been
seen as a way for an owner to maximize the return on the investment
in design services. Although this investment may be small when
compared to the overall "Life-Cycle Cost" of the facility, this
investment has a major impact on the balance of the costs over the
project life-cycle. The selection of a less efficient system or a
requirement for a product that will not stand up to the Owner’s
expected use can add greatly to the ongoing operating and
maintenance cost.
Each change in a Building Code or new mandate from
a governmental agency creates requirements that have to be reviewed.
New ways to solve these issues must be identified that not only meet
these new requirements but also to do it in a way that recognizes
the Owner’s funding limitations. The use of these new ways may also
require greater education of the Owner.
With many of the causes of
price escalation of building material beyond the control of either
the designer or the Owner, research must be undertaken to identify
new methods or materials that should be considered for a project to
stay within the project budget and project "Time-line". This
research must include the long-term operating and maintenance costs
as the initial costs and availability should not be the sole
criteria for selection. If the client is to be well-served, the
designer must consider all of the factors that will be an expense to
the Owner during the time ownership is retained.
These factors and
many more should bring one to the conclusion that the primary factor
in the selection of the design team should be "QUALIFICATIONS" but
it does take some work on the part of an Owner to determine the firm
that is most qualified. This is where a good understanding of the
purpose of QBS and the methods used to determine qualifications is
of great value.
The Maine QBS Program has established a website –
www.meqbs.org that has attracted increasing interest since it was
initially created. The website includes not only an explanation of
the value of QBS to the Owner but also a set of forms and
instructions that can easily be downloaded and modified for a
specific project. In addition to the website, the QBS Program
provides free services to assist Owners in better understanding the
process.
Anyone that anticipates acquiring design services for any
project of any size would be well served to review the material
contained on the Maine QBS Program website. This may not answer all
questions but it certainly will give one things to consider.
* * *
Why is QBS so difficult to sell? - March-April 2002
The primary concept behind
"Qualification Based Selection" is that the likelihood of success of
any specific project is improved by having the design done by the
firm that is best qualified for the specific project. A secondary
concept is that it may be very difficult for an "Owner" to fully
understand the amount of planning and design time required to
achieve an acceptable design without consultation with the firm that
will be doing the design. Every project is different, every owner is
different and there may be great variations in the work required to
comply with various federal, state and local regulations.
These two
concepts, "qualifications" and "time" should not be difficult to
understand or difficult to promote. However, as we begin this
promotion, we do need to recognize that not every designer is
equally qualified for every project. We must also recognize that
"qualifications" may be perceived differently by the "designer" and
the "owner". Many public (and private) owners do not fully
understand what designers are expected to do or how they do it.
Thus, if they do not understand what designers are expected to do,
it is not surprising that they do not quickly grasp the value of
matching "qualifications" to their specific project requirements.
Owners need to understand there are many issues that may require
consideration in any project design beyond what they may have
considered such as future operating and maintenance costs or
providing for future expansion. The extent these issues are
important to the owner, does have an impact on the work of the
designer.
This suggests that one of the steps we can collectively
take is helping to inform "owners" of the type and quantity of serve
they should expect to receive when they retain a designer for a
project. There are many ways to accomplish this. One approach was
recently taken when the Maine School Management Association in
partnership with ACM and the Maine Dept of Education presented an
all-day workshop on school construction. One part of this workshop
was on selection of design professionals. There are other less
formal ways to spread the message such as individual local contacts
with local public officials when a local project is being considered
or referring local officials to the Maine QBS Web Site or the QBS
Facilitator for information.
If we are to collectively improve our
profession, we need to collectively educate the "purchasers of
design services" on two issues. These are: what designers should be
expected to do for their client and why matching of the
qualifications of the specific design team to the project
requirements will substantially increase the likelihood of the
project being successful. Unless "Owners" understand the first
issue, they will not grasp the second.
* * *
Do things change? - June-July 2004
The Maine
QBS Council has met on a quarterly basis for several years. I have
been participating in these meetings since the Fall of 1998 and some
of the same issues keep surfacing. At this last Meeting, Mike
Pullen, AIA commented that he thought the advertisements from public
agencies had improved over the past few years with more public
owners understanding the benefits of selecting design professionals
based on qualifications. Based on monthly reports provided by our
"web service provider" and the requests received via the web site,
we know that an increased number of people are taking advantage of
information on QBS. However, not everything changes.
At the QBS
Council Meeting in the Fall of 1998, a portion of the discussion was
about the use of QBS to select "sub-consultants" or other providers
of design services. It was noted that frequently where the "Prime
Design Professional" was selected using the QBS process, it was not
unusual for the "Prime Designer" to use a price based proposals when
securing sub-consultants or for the obtaining of professional
services in areas such as geotechnical engineering or interior
design. If we believe in the value of being selected based on our
qualifications, we should just as strongly believe in the value of
selecting the balance of the design team through this same method.
It is not intended that one should interfere with existing working
relationship but if it is necessary for a "Prime Designer" to seek
new members of the design team, the use of QBS should be the logical
choice. This same subject was again discussed at the QBS Council
Meeting in June 2004 with little indication that the issues
discussed in 1998 had been eliminated.
I believe most of us agree
there are benefits to the client when the best qualified design firm
is selected for a design commission. If the best qualified design
firm needs to retain additional professional design services to
supplement the firm’s own staff, "qualification based selection"
should be seen as the most appropriate selection method. Just as a
"chain is no stronger than its weakest link", a design team is no
stronger than it weakest team member. If design cost must be a
deciding factor, it may be better to negotiate the scope of services
with the most qualified firm rather than make a selection based on
low price where the reason for the low price may be an
unrealistically low estimate of the services that will be required.
In today climate, there are many things that can go wrong between
the conception of a project and project occupancy. Having all the
design team members selected based on qualifications rather than on
price should reduce the potential for errors in the design phase.
* * *
QBS Facilitator Services - January-February 2008
Last issue, we
discussed the Maine QBS Booth at the Maine Municipal Convention. One
of the ways that has been used to create interest in QBS is to have
"Think QBS" scattered around the Exhibit Hall. Many of the members
of one of the Sponsoring Organizations have graciously posted one of
these signs in their own booth. As a result, Convention Attendees
arrive at the QBS Booth having seen several "Think QBS" signs in
other booths which has created some interest.
Even those that have
some familiarity with the Maine QBS Program are not familiar with
the Facilitator Services that are offered as a part of this program.
Many are additionally surprised to know that the "Facilitator
Services" are FREE to those that desire some assistance in using the
QBS method of acquiring professional services. In the event there
are readers of this Newsletter who are also unfamiliar with these
services, we would share the following information.
The "Facilitator
Services" that are provided by the Maine QBS Program are intended to
assist the owner in a variety of areas. The Facilitator is available
to make presentations to governing bodies, administrators or to the
public on the purpose, benefits, and procedures that are related to
the use of the QBS method of selection. Frequently many of the
objections to the use of this method are the result of lack of
information or understanding of the benefits. The Facilitator can
also provide guidance in the preparation of public advertisements or
invitations to potential firms or individuals. The Facilitator does
not and will not become involved in the actual selection of a
professional firm or the evaluation of submissions but, if
requested, the Facilitator will assist in the establishment of an
evaluation process and help those that are doing the evaluations to
better understand the process and what is expected to be
accomplished.
The free services of the Facilitator provided by the
Maine QBS Program are intended to not only supplement the "Owner
Manual" that is a part of the material included in the Maine QBS
Website but also help the Owner fully understand the value of the
QBS Process. The published material that is on the Website is
intended to be customized for specific projects and for specific
applications. Frequently having some guidance on this task by an
experienced Facilitator will make the work of the Owner’s Selection
Committee much easier. The contact information for the Maine QBS
Program Facilitator, Richard A Eustis, is:
Richard A Eustis, PE
35
Pride St.
Old Town, ME 04468
Tel: (207) 827-2238
Email:
eustis@infionline.net
Remember there is no cost for the services of
the Facilitator.
* * *
QBS – Is there a cost? - October-November 2005
One of the questions that is
frequently asked is, "How much more will it cost for design fees if
I use QBS?" This is a question that is impossible to answer and it
also suggests the person asking the question is only considering a
small piece of the total project cost. Design costs are only a very
small part of the overall project cost and even if there is a slight
increase in design costs, there may be other savings that offset
this.
There have been studies made of the "Life Cycle Cost" of a
facility that suggest an overall cost breakdown over the life of the
project of: Operating and Maintenance Costs, 56%; construction costs
including land, 42%; and design costs only 2%. Thus if spending a
small addition amount on design results in either a reduction in the
on-going maintenance and operation of the facility or in the
construction of the facility, any small cost may pay dividends much
greater that the initial investment. Further, if spending a little
additional time on the coordination of the bidding documents or
checking to be sure all of the "Owner’s" requirements have been met;
the cost associated with this additional time is worth the
investment as it reduces the amount of changes that are required
during construction.
At the time the designer is being selected, it
is nearly impossible to predict the amount of time the designer will
be required to spend in meetings with the "Owner" to determine the
Owner’s priorities within the project, the importance of future
operating and maintenance costs as they relate to the design, time
required to secure the necessary permits and approvals or many other
desires of the "Owner". If a "designer" is required to "provide a
financial bid" on which the selection will be made, the designer
must make many assumptions as to time that will be required for each
of these activities and to keep the "bid" low, assume less time than
may eventually be required. If this occurs the project is "short
changed" because the "low bid" did not allow for services adequate
to meet the needs of the "Owner".
It is also worth noting, that for
any project to be totally successful, the "Owner" must believe the
most qualified designer has been hired and begin the project with
full confidence in the design team. If the "Owner" does not have
this high level of confidence in the designer and the process by
which the designer was selected, then it can only lead to an
unsatisfactory relationship. Becoming friends after the marriage is
too late.
This brings us back to the initial question and why it is
impossible to answer. The QBS process provides the opportunity for
the "Owner" to adequately review the qualification of several design
firms, check their references and interview them as a part of the
selection process. It assures that the "Owner" can negotiate an
appropriate design fee after the "Most Qualified Designer" has been
selected based on amount of time that is mutually agree will be
necessary for each phase of the design work. It also provides the
opportunity to include in these negotiations, the "Owner’s concern
for ongoing "life-cycle" costs and the relationship of these costs
to the initial construction cost as well as many other issues that
should be important to the project "Owner".