Choose a Contracting Approach
Photo: Allegra Trails
There are several ways to contract for professional trail services. The right approach depends on the project's stage of development, scope, complexity, available funding, and applicable procurement requirements.
An important consideration is how much planning and design has already been completed. Some projects are ready to solicit construction bids based on established plans and specifications, while others may benefit from an approach that combines design and construction or engages trail professionals earlier in the planning process.
Understanding the available contracting options can help project owners select an approach that fits their project, encourages qualified participation, and establishes clear expectations.
Project Delivery Approaches
Project delivery approaches determine how design and construction responsibilities are organized. The appropriate approach depends on the project's stage of development, scope, complexity, and procurement requirements.
Design-Bid-Build
Under this approach, planning and design are completed under a separate contract before construction is solicited. Construction contractors then bid on an established scope of work, plans, and specifications.
This approach is well suited to projects where completed design documentation supports environmental review, permitting, and other required approvals prior to construction. It also provides a consistent basis for contractors to prepare clear, comparable bids.
The level of documentation needed will vary by project.
Design-Build
Under design-build, a single contractor or team is responsible for both design and construction. This allows trail contractors to integrate design decisions with construction methods, site conditions, and costs.
This approach can be useful when project goals and requirements are established but detailed design has not been completed. Because the contractor has greater responsibility for design development and field decisions, clear expectations, communication, and collaboration between the project owner and contractor are essential.
Separately Contracted Professional Services
Trail projects may require professional services that are contracted independently or included within a larger planning, design, or construction contract.
These may include:
Planning, assessment, and design: Evaluating project feasibility, developing trail concepts and alignments, and preparing construction documentation.
Permitting and compliance support: Identifying requirements, preparing documentation, coordinating reviews, and supporting required approvals.
Construction management: Providing project oversight, coordination, quality review, and contract administration during construction.
Clearly defining which services are included in each contract, who is responsible for them, and how the work will be coordinated helps avoid gaps or duplication.
Projects Using Multiple Construction Resources
Some trail projects use a combination of professional trail contractors, agency crews, conservation corps, volunteers, or other construction resources. This is sometimes referred to as a hybrid construction approach.
These projects can support workforce development, community engagement, and stewardship, but coordinating multiple crews and resources can also reduce construction efficiency and productivity. Clear responsibilities, realistic schedules, and effective construction management are essential, particularly when work is completed in phases or by different groups.
Resource: Trail Contracting Scope Guide
The Trail Contracting Scope Guide outlines common planning, design, construction, and maintenance services to help project owners identify responsibilities, define project scope, and develop clear contracting documents.
Common Solicitation and Procurement Methods
Once a contracting approach has been selected, project owners need to determine how they will solicit and evaluate professional trail services.
Solicitation and selection methods may be dictated by the project owner's agency or organizational procurement policies, funding requirements, or applicable laws and regulations. Where flexibility exists, the appropriate method depends on the type of work, how clearly the scope is defined, and the relative importance of qualifications, technical approach, and price.
Common solicitation methods include Requests for Qualifications (RFQs), Requests for Proposals (RFPs), and Invitations to Bid (ITBs).
Request for Qualifications (RFQ)
An RFQ is used to evaluate firms based on their experience, qualifications, and capacity to perform the work. It is often appropriate for planning, design, construction management, and other professional services. Qualifications may be evaluated independently or as an initial phase of a larger selection process.
Request for Proposals (RFP)
An RFP invites firms to propose how they would complete a defined scope of work. Proposals may include qualifications, technical approach, schedule, and pricing. This method is useful when the proposed approach and expertise are important to project success.
Invitation to Bid (ITB) or Request for Quotation
These methods are generally used when the scope of work and requirements are sufficiently defined for contractors to prepare comparable prices. They are commonly used for construction projects with established plans and specifications or other clearly defined services.
Indefinite Delivery Contracts and Standing Agreements
These arrangements establish contracts with one or more qualified firms to perform work as needs arise, often over multiple years. They can be useful for ongoing trail maintenance, multiple smaller projects, or recurring services where the specific scope and timing of individual assignments may vary. Examples include Indefinite Delivery, Indefinite Quantity (IDIQ) contracts and Blanket Purchase Agreements (BPAs).
Sole-Source Procurement
Sole-source procurement involves selecting a contractor without a competitive solicitation. It may be appropriate when a contractor has unique qualifications or capabilities required for specialized work. Its use is subject to applicable procurement policies and may require documented justification and approval.
Next Step:
Develop the Solicitation
Once you've identified the appropriate contracting approach and procurement method, the next step is to develop a solicitation that clearly communicates the project's scope, requirements, and expectations.