AEC Proposal Glossary
Clear definitions of proposal terminology for architecture, engineering, and construction firms. Every definition is written to stand alone — bookmark this page and reference it whenever you encounter an unfamiliar term.
Procurement Documents
RFI: Request for Information
A Request for Information is a preliminary document issued by an agency to gather general information about firms' capabilities and interest in a potential project. RFIs are non-binding — responding does not commit a firm to pursuing the project, and not responding does not disqualify them from future opportunities. RFI responses are typically 2-5 pages.
RFP: Request for Proposal
A Request for Proposal is a solicitation document asking firms to submit a detailed proposal for a specific project, including qualifications, technical approach, project schedule, and often pricing. In AEC procurement, RFPs typically follow a shortlisting phase where firms were first evaluated on qualifications alone via an RFQ or SOQ.
RFQ: Request for Qualifications
A Request for Qualifications is a solicitation issued by a client or agency to evaluate firms based on qualifications, experience, and team — without requesting a technical approach or pricing. Firms respond with an SOQ, SF330, or other format specified in the solicitation. Note: outside AEC, "RFQ" often means "Request for Quote" (pricing). In AEC, it almost always means qualifications.
SF330: Standard Form 330
Standard Form 330 is a federally standardized document used by architecture and engineering firms to demonstrate qualifications for government contracts. It consists of Part I (contract-specific qualifications submitted per proposal) and Part II (general firm qualifications updated annually). Required for federal A/E procurements under the Brooks Act, and widely used by state and local agencies.
SOQ: Statement of Qualifications
A Statement of Qualifications is a document prepared by a firm to demonstrate its qualifications for a project or contract. Unlike the SF330, an SOQ has no standardized format — the firm controls the layout, content, and emphasis. SOQs typically include a firm overview, staff resumes, project experience sheets, references, and relevant certifications.
Proposal Concepts and Roles
Best Value Selection
A procurement method where the agency selects the firm offering the best combination of qualifications, technical approach, and price — not necessarily the lowest bidder. Best value selection gives the evaluation committee discretion to weigh quality factors against cost, unlike low-bid procurement where price is the sole deciding factor.
Brooks Act
The Brooks Act (Public Law 92-582, enacted 1972) is a federal law requiring qualifications-based selection (QBS) for architecture and engineering services procured by federal agencies. Under the Brooks Act, agencies must select the most qualified firm based on demonstrated competence, then negotiate a fair and reasonable price. Price cannot be used as a selection factor.
Evaluation Criteria
The specific factors an agency uses to score and rank proposals. Evaluation criteria are listed in the solicitation and typically include relevant experience, key personnel qualifications, technical approach, past performance, and sometimes price. Each criterion usually has a weight or point value. Addressing every criterion — in order, with specifics — is the single most important thing in a proposal.
Key Personnel
The specific staff members identified in a proposal as essential to performing the work. Key personnel are named, evaluated individually, and often required to commit a minimum percentage of their time to the project. Replacing key personnel after award typically requires agency approval. Their resumes are a major component of qualification-based submittals.
Project Experience Sheet
A one-page or multi-page document summarizing a completed or ongoing project, used in proposal submittals to demonstrate a firm's relevant experience. Project sheets typically include the project name, location, client, contract value, completion date, the firm's role, key personnel involved, and a description of the scope and outcomes. Also called a project sheet, project profile, or project description.
Pursuit
Industry term for an opportunity a firm is actively chasing. A pursuit encompasses the entire effort — from identifying the opportunity, through the go/no-go decision, to preparing and submitting the proposal. Firms often track pursuits in a pipeline or CRM alongside their probability of winning and expected contract value.
QBS: Qualifications-Based Selection
Qualifications-Based Selection is a procurement method where firms are selected based on demonstrated competence and qualifications rather than price competition. Mandated by the Brooks Act for federal A/E contracts, and adopted by many state and local agencies through "mini-Brooks Act" legislation. Under QBS, the most qualified firm is selected first, then the agency negotiates a fair price.
Selection Committee
The group of people at the client or agency responsible for evaluating proposals and selecting the winning firm. Selection committees typically include project managers, technical specialists, procurement officers, and sometimes end users. Understanding who sits on the committee — and what they value — is critical to tailoring a competitive proposal.
Shortlist
The reduced list of firms selected to move forward in a procurement process after initial qualifications are evaluated. Typically 3-5 firms are shortlisted from a larger pool of respondents. Shortlisted firms are usually invited to submit full proposals, attend interviews, or both. Getting shortlisted is the first win — you can't win the project if you're not on the list.
Staff Qualifications
The education, certifications, registrations, experience, and specialized skills of a firm's personnel. Staff qualifications are a major evaluation factor in most AEC procurements. They are documented through resumes (in SOQs) or Section E of the SF330, and must be tailored to each pursuit to highlight the experience most relevant to the solicitation.
Submittal
The complete proposal package delivered to a client or agency in response to a solicitation. A submittal includes all required documents — qualifications, resumes, project sheets, technical approach, forms, certifications, and any other materials specified in the solicitation. The term is used interchangeably with "proposal" in most AEC contexts.
Certifications
DBE: Disadvantaged Business Enterprise
A federal certification for small businesses owned and controlled by socially and economically disadvantaged individuals. Many government contracts set DBE participation goals, requiring prime contractors to subcontract a percentage of work to certified DBE firms. Certification is administered by state and local agencies following U.S. DOT guidelines.
MBE: Minority Business Enterprise
A certification for businesses that are at least 51% owned, operated, and controlled by one or more minority group members. MBE certification is typically administered by state or local agencies and is used to track and encourage minority participation in government contracting. Some solicitations set specific MBE participation goals.
SBE: Small Business Enterprise
A certification for businesses meeting size standards defined by the contracting agency, typically based on annual revenue or number of employees. SBE programs encourage small business participation in government contracting through set-asides, goals, and preferences in the evaluation process.
WBE: Women Business Enterprise
A certification for businesses that are at least 51% owned, operated, and controlled by one or more women. WBE certification is used to encourage women-owned business participation in government contracting. Certification is administered by various state, local, and national organizations.
Team Structure
Joint Venture (JV)
A formal business arrangement where two or more firms combine resources to pursue and execute a specific project or contract together. Joint ventures are common in large AEC procurements where no single firm has all the required capabilities. The JV typically submits as a single entity with shared risk and responsibility.
Prime Contractor
The firm that holds the direct contract with the client or agency and bears primary responsibility for project delivery. The prime manages subconsultants, coordinates the team, and is the main point of contact for the owner. In proposals, the prime firm's qualifications and project management capability are heavily weighted.
Subconsultant
A firm contracted by the prime contractor to provide specific services or expertise on a project. Subconsultants are common in AEC when the prime doesn't have all required disciplines in-house — for example, a civil engineering firm may subconsult a geotechnical or environmental firm. Subconsultant qualifications are evaluated as part of the overall team.
Teaming Agreement
A formal agreement between two or more firms to pursue a specific project or contract together, typically as prime and subconsultant(s). Teaming agreements outline each firm's roles, responsibilities, scope, and terms before the proposal is submitted. They are usually executed before responding to the solicitation so the team structure is clear in the submittal.
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