A/E CONTRACT PROCEDURES
CP 1 PROCEDURES FOR ARCHITECT-ENGINEER TO FOLLOW IN ENGAGING
PROFESSIONAL SERVICES AS A REIMBURSABLE ITEM UNDER THEIR
CONTRACT
(a) The A/E shall select at least three (3) professionally qualified firms to perform the
needed services. He shall have each firm submit completed Standard Forms 254 and 255,
U.S. Government Architect-Engineer Questionnaire. The A/E shall submit the three (3)
qualified firms 254s and 255s to the VA for verification that the firms are acceptable and
upon approval shall hold informal interviews with qualified firms. After an appraisal of
each firms capabilities, availability to do the work within the scheduled time and other
consideration of the written scope of professional work, the A/E shall list the firms in order
of professional qualification and desirability. He shall next begin the negotiation stage with
the firm considered most suitable, discussing the scope of work required and obtaining the
amount of the firms lowest acceptable fee together with any applicable unit fees. No fee
negotiations shall take place with any other qualified firm until fee negotiations with first
qualified firm have been successfully negotiated or terminated.
(b) The A/E shall submit the following information to the Contracting Officer for his
information and review:
(1) List of the three (3) qualified firms arranged in order of desirability together with
Standard Form 254 and 255 and any other appropriate information.
(2) Copy of Scope of Professional Work describing nature of services to be
performed.
(3) Name of the recommended firm with a brief justification for its selection and the
amount of the lowest acceptable fee and unit fee(s) quoted by the recommended firm
to perform the work.
(4) A/E's cost estimate of value of services to be performed.
(c) The Contracting Officer will review the A/E's submission and, if acceptable, he will
authorize the A/E to contract for services. If found unacceptable, the A/E may be directed
to:
(1) Re-negotiate with the recommended firm to attempt to obtain a lower fee and
failing to do this terminate negotiations, or
(2) Terminate negotiations with the recommended firm and start negotiation with the
next best qualified firm until a mutually acceptable fee is arrived at and the
Contracting Officer authorizes the A/E to contract for the services.
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