Survey on the Use of Standard Forms 254 and 255 for Architect-Engineer Qualifications (1996)

The Brooks A-E Act has proven to be an effective, efficient and appropriate means to procure A-E services. In turn, this survey also shows that SF 254 and 255 are effective formats for presenting A-E qualifications in accordance with the Brooks A-E Act. All of the information on the forms is used by various agencies and should be retained. However, these forms can be improved, which will enhance their effectiveness and simplify their use.

The survey indicates that the SF 254 is primarily used in conjunction with the SF 255. Although agencies are required by the FAR to maintain files of SF 254, they usually request that A-E firms submit SF 254 with their SF 255. This is mainly done to ensure that the SF 254 is current and tailored for the project.

Paper files were reported to be the primary method of maintaining SF 254. ACASS, which is maintained by USACE, is the only central automated database of SF 254. There was strong agreement that the preparation and submission of SF 254 should be automated, but there was not strong support for a central Federal automated database of SF 254.

The survey showed support for deleting the requirement for a SF 254 (and the SF 254 of any consultants) when a SF 255 is required, and including the pertinent information from the SF 254 on the SF 255. The data in Blocks 2, 4, 5, 7, 8, 9, and 10 of the SF 254 for the prime firm and all consultants would need to be integrated into the SF 255. However, the SF 254 would still be needed and maintained on file with agencies to identify qualified A-E firms for projects that were not publicly announced.

The following major improvements to the SF 254 were recommended by respondents:

• Block 8: Expand the matrix to show the personnel strengths by discipline in each branch office. Add the following disciplines: environmental engineers; CADD operators/technicians; industrial hygienists; fire protection engineers; chemists; geotechnical engineers; biologists; and project managers.

• Block 9: Correlate fee ranges with the small business size standards. Add fee ranges above $10 million. Break out Department of Defense work separately. Break out the work done specifically for the procuring agency.

• Block 10: Add profile codes for hazardous and toxic waste remediation, asbestos abatement and design-build. Also consider adding some or all of the 200 series codes in ACASS.

• Block 11: Add a project description and the firm’s role, including their role in a design-build project. Add the owner’s point of contact and phone number. Clarify whether the cost of work and completion date fields are for design or construction. List the performance evaluation and/or awards received on each project.

• Include a list of the firm’s current projects.

• Include a list of usual consultants.

• Describe computer capabilities and other specialized capabilities.

The following major improvements to the SF 255 were recommended by respondents:

• Block 4: Add the same disciplines noted above for the SF 254. Show the following by discipline for the prime firm and the consultants: total personnel, personnel in the office performing the work, and personnel to be utilized in the project. Provide a breakdown of registered and non-registered personnel for each discipline.

• Block 7: Include the person’s office location. Show the roles of the proposed personnel in the relevant past projects in Block 8.

• Block 8: Expand to 1–2 projects per page. Allow more than 10 projects when consultants are used. Include discussion of the relevancy of the example projects to the announced project. Add the names of key personnel and subcontractors who worked on the projects. Clarify whether the estimated cost is the A-E fee or the construction cost. Similarly, clarify whether the completion date is for the A-E services or the construction project. Add a field for any awards or performance evaluation received on a project. Add a field to show the A-E’s construction estimate versus the bid amount.

• Block 9: Show DoD work separate from other Federal work. Clarify if the estimated cost is A-E fee or construction cost.

• Add a block for CADD and other specialized equipment and capabilities.

• Add a block for an organizational chart.

• Add a block to address current workload and the firm’s capacity to perform the project in the required time.

This survey of has determined that changes to SF 254 and 255 are needed and identified specific changes that might be desirable. Follow-up actions by the Federal agencies, which are outside the sphere of the FFC, are required before any actual changes to SF 254 and SF 255 can occur.