Architectural Request for Proposal Template

REQUEST FOR PROPOSAL: ARCHITECTURAL SERVICES

DOCUMENT CONTROL

Document ID: RFP-ARCH-202X-001
Effective Date: [Effective Date]
Version: 1.0
Governing Jurisdiction: [State/Province], [Country]

---

STATUTORY & LEGAL COMPLIANCE NOTICE

This document is a formal solicitation instrument intended to serve as the foundational framework for a binding professional services agreement. It is not an offer of contract but an invitation to treat. Parties are advised that architectural services are subject to specific state licensure requirements, local zoning ordinances, and building code regulations. This template does not constitute specific legal advice. Counsel must review final executed agreements to ensure compliance with local statutes (e.g., AIA Document B101 or equivalent jurisdictional standards).

---

PARTIES & RECITALS

This Request for Proposal (“RFP”) is issued by [Company Full Legal Name], a [Entity Type, e.g., Delaware Corporation], having its principal address at [Principal Address] (“Client”), to [Bidder Full Legal Name], having its principal address at [Principal Address] (“Proposer”).

WHEREAS, the Client requires professional architectural design services for the project located at [Project Address] (the “Project”); and WHEREAS, the Proposer represents that it possesses the requisite licensure, expertise, and resources to perform such services;

NOW, THEREFORE, the parties agree to the terms herein upon the formal execution of a definitive Service Agreement.

---

OPERATIVE CLAUSES

1. SCOPE OF SERVICES

The Proposer shall provide comprehensive architectural services, including but not limited to: (a) Schematic Design; (b) Design Development; (c) Construction Documentation; (d) Bidding/Negotiation Assistance; and (e) Construction Administration. All services shall be performed in accordance with the standard of care practiced by highly qualified architects in the [Jurisdiction] area.

2. COMPENSATION & PAYMENT TERMS

The Client shall pay the Proposer a total fee not to exceed [Amount in USD] (“Total Fee”), payable upon completion of project milestones as defined in Exhibit A. Invoices shall be submitted monthly. Payments are due within thirty (30) days of receipt of an undisputed invoice. Late payments shall accrue interest at a rate of 1.5% per month or the maximum rate permitted by law.

3. TERM & TERMINATION

This engagement shall commence on [Effective Date] and terminate upon Project completion. Either party may terminate this agreement for convenience upon thirty (30) days' written notice. In the event of a material breach, the non-breaching party shall provide written notice of default. The breaching party shall have fifteen (15) days to cure said breach. Failure to cure results in immediate termination.

4. INTELLECTUAL PROPERTY & WORK MADE FOR HIRE

All drawings, specifications, models, and electronic data (collectively, “Instruments of Service”) prepared by the Proposer are deemed “works made for hire.” Upon full payment, all right, title, and interest in the Instruments of Service shall vest exclusively in the Client. The Proposer retains a non-exclusive license to use such documents for its professional portfolio.

5. CONFIDENTIALITY & NON-DISCLOSURE

The Proposer shall maintain the confidentiality of all proprietary project information, trade secrets, and financial data provided by the Client. This obligation survives termination for a period of five (5) years. The Proposer shall not disclose project-related details to third parties without prior express written consent from the Client.

6. REPRESENTATIONS & WARRANTIES

The Proposer warrants that: (a) it is duly licensed to practice architecture in [Jurisdiction]; (b) its services will conform to the latest applicable building codes and ADA requirements; and (c) it maintains adequate Professional Liability (Errors & Omissions) Insurance with limits of no less than $[Amount] per claim.

7. LIMITATION OF LIABILITY & INDEMNIFICATION

To the fullest extent permitted by law, the Proposer shall indemnify and hold the Client harmless from any and all claims, damages, and expenses arising out of the Proposer's negligent acts, errors, or omissions. The Proposer’s total liability to the Client shall be capped at the total insurance coverage amount carried by the Proposer.

8. DISPUTE RESOLUTION & GOVERNING LAW

Any dispute arising out of this RFP or subsequent agreement shall be submitted to mandatory binding arbitration under the rules of the American Arbitration Association (AAA). The laws of [Governing Jurisdiction] shall govern this agreement, without regard to its conflict of law principles.

9. MISCELLANEOUS

• Severability: If any provision is held invalid, the remainder of the agreement remains enforceable.
• Counterparts: This agreement may be executed in counterparts, each of which shall be deemed an original.
• Entire Agreement: This document constitutes the entire understanding between the parties, superseding all prior oral or written negotiations.

---

EXECUTION

FOR [COMPANY NAME]:
Signature: _____________________________________
Printed Name: [Authorized Signatory Name]
Title: [Title / Role]
Company: [Company Legal Name]
Date: [Date]

FOR [CLIENT / COUNTERPARTY]:
Signature: _____________________________________
Printed Name: [Authorized Signatory Name]
Title: [Title / Role]
Date: [Date]

---

STEP-BY-STEP EXECUTION & FILING GUIDE

1. Content Population: Use the "Find and Replace" feature in Microsoft Word to replace all bracketed text (e.g., [Company Full Legal Name]) with the accurate contractual data. Ensure currency formats in [Amount in USD] are written as "USD [Amount]".
2. Verification of Authority: Verify that the signatory for the Proposer possesses active architectural licensure in the project jurisdiction. Confirm via Secretary of State records that the Client entity is in "Good Standing."
3. Digital Execution: Utilize DocuSign, Adobe Sign, or an equivalent eIDAS-compliant platform. Ensure the "Audit Trail" feature is enabled to capture IP addresses and timestamps for each signature, as this creates a legally defensible chain of custody.
4. Appendices: Attach a detailed "Exhibit A" covering the specific architectural scope (Drawings, Site Visits, Permit Expediting) to ensure no ambiguity in the Statement of Work.
5. Retention: Store the final PDF/A (archival format) in a centralized, encrypted Legal Repository or Document Management System (DMS). Maintain for a minimum of seven (7) years post-Project completion to satisfy standard statutes of repose.