36.603 Collecting data on and appraising firms qualifications
Source: FAR 36.603 on acquisition.gov
Agencies and A-E firms must maintain and update comprehensive qualification files using SF 330 to ensure fair and effective selection for architect-engineer contracts.
Overview
FAR 36.603 outlines the requirements for federal agencies to collect, maintain, and appraise the qualifications of firms seeking architect-engineer (A-E) contracts. Agencies must establish or use designated offices or evaluation boards to manage data on interested firms, assign jurisdiction, and ensure proper record-keeping. Firms must submit Standard Form 330 (SF 330) to be considered, and agencies are responsible for classifying firms based on location, experience, capabilities, and capacity. The regulation mandates annual reviews and updates of firm files, including performance evaluations and contract awards, and requires outdated or irrelevant materials to be discarded. These data files are essential tools for evaluation boards and contracting officers during the selection process for A-E services.
Key Rules
- Establishing Evaluation Offices/Boards
- Agencies must maintain or use offices/boards to collect and manage firm qualification data, with assigned jurisdictions.
- Submission of Qualifications (SF 330)
- Firms must file SF 330, Part II (and Part I when applicable) to be considered for A-E contracts.
- Classification of Firms
- Agencies must classify firms by location, specialized experience, professional capabilities, and capacity, considering computer-assisted design skills when relevant.
- Annual Review and Update
- Offices/boards must review and update each firm’s file annually, encourage updated submissions, record contract awards, and ensure files are current.
- Use of Data Files
- Evaluation boards and contracting officers must use these files in the A-E selection process.
Responsibilities
- Contracting Officers: Use and rely on updated data files for A-E firm selection.
- Contractors: Submit and annually update SF 330 qualifications and performance data.
- Agencies: Maintain, review, and update firm files; assign jurisdiction; ensure compliance with data management requirements.
Practical Implications
- Ensures agencies have current, comprehensive data to evaluate A-E firms fairly and efficiently.
- Contractors must be proactive in submitting and updating qualifications to remain eligible.
- Outdated or incomplete files can result in missed contract opportunities or compliance issues.
(a) Establishing offices. Agencies shall maintain offices or permanent evaluation boards, or arrange to use the offices or boards of other agencies, to receive and maintain data on firms wishing to be considered for Government contracts. Each office or board shall be assigned a jurisdiction by its parent agency, making it responsible for a geographical region or area, or a specialized type of construction.
(b) Qualifications data. To be considered for architect-engineer contracts, a firm must file with the appropriate office or board the https://www.gsa.gov/forms-library/architect-engineer-qualifications" target="_blank">Standard Form 330, "Architect-Engineer Qualifications," Part II, and when applicable, https://www.gsa.gov/forms-library/architect-engineer-qualifications" target="_blank">SF 330, Part I.
(c) Data files and the classification of firms. Under the direction of the parent agency, offices or permanent evaluation boards shall maintain an architect-engineer qualifications data file. These offices or boards shall review the https://www.gsa.gov/forms-library/architect-engineer-qualifications" target="_blank">SF 330 filed, and shall classify each firm with respect to-
(1) Location;
(2) Specialized experience;
(3) Professional capabilities; and
(4) Capacity, with respect to the scope of work that can be undertaken. A firm’s ability and experience in computer-assisted design should be considered, when appropriate.
(d) Currency of files. Any office or board maintaining qualifications data files shall review and update each file at least once a year. This process should include:
(1) Encouraging firms to submit annually an updated statement of qualifications and performance data on a https://www.gsa.gov/forms-library/architect-engineer-qualifications" target="_blank">SF 330, Part II.
(2) Reviewing the https://www.gsa.gov/forms-library/architect-engineer-qualifications" target="_blank">SF 330, Part II, and, if necessary, updating the firm’s classification (see 36.603(c)).
(3) Recording any contract awards made to the firm in the past year.
(4) Assuring that the file contains a copy of each pertinent performance evaluation (see 42.1502(f)).
(5) Discarding any material that has not been updated within the past three years, if it is no longer pertinent, see 42.1502(f).
(6) Posting the date of the review in the file.
(e) Use of data files. Evaluation boards and other appropriate Government employees, including contracting officers, shall use data files on firms.