Guide to Preparation of Instructions to Bidders

Owner-Architect Agreement Document List

USDA Rural Development Idaho has adopted the AIA Contract Documents for use on Rural Development partially or wholly funded projects. A combination of AIA documents and corresponding Rural Development attachments constitutes an acceptable set of contract documents for use on community facility projects. The group of acceptable documents are listed in the table below. The Rural Development attachments referenced here were specifically drafted to be used with the corresponding AIA document and should not be mixed with AIA documents of a different edition, series or AIA number.

When making a modification in one document you should ensure that appropriate modifications are made in all affected documents. It is Rural Development’s policy that the applicants use the AIA documents with minimal modification. However, Rural Development recognizes each project is unique and that modifications may be required to satisfy project requirements.

Before the applicant or Architect proceeds with the development of an agreement, they should contact the Rural Development Area Office to verify they have the most current information specific to the type of project and State where the project is located.

Idaho Rural Development does not publish guidance on Architectural fees, but architectural fees must be reasonable. If lump sum is used, Rural Development will not approve changes involving increased fees for items within the scope of the project simply because the architect’s project budget is exceeded. The Architect’s lump sum fee shall cover the work specified and should anticipate unforeseen tasks. If tasks outside the scope of the project become necessary, then an addition may be considered. Conversely, if the scope of the project is reduced, a reduction in fees shall be made. A draft owner-architect agreement must be sent to Rural Development for review prior to the owner or architect signing the document.

This table provides a list of the component parts of a complete Owner-Architect Agreement and notes on their use. Documents listed under the “Use Form” column must be used to develop the contract documents, unless a formal request is made by the Architect and approved by RuralDevelopmentState Office.

• Before an “Effective Date” is entered the Owner should consult with a Rural Development representative regarding funding requirements, appropriate services, and reasonable fees.
• Using the “Codes & Standards Matrix” specify applicable codes in paragraph 3.1.1.2 of Idaho RD Attachment 1
• Any additional Federal funding agency requirements should be outlined in Article 12
• Any State funding agency requirements not in conflict with Federal requirements should be outlined in Article 12
• RD funding can be used for payment of architectural services only after RD has concurred in the agreement and construction contracts are approved.
• In addition to copies customarily provided for Owner, Architect, and others, one executed copy with any Exhibits will be provided for Rural Development use.

• Per paragraph 11.10.5 provide a detailed cost estimate for reimbursable expenses on the project.
• Signature page must be executed and an original included in each copy of the agreement.

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