Manual online subscription Open Call

Here you can find the different steps for the online application for the Open Call. This procedure is fully digital and can be made through this website. Below you can read how to include your portfolio, where you can create a new temporary association, how to select an existing temporary association,...

Minimum requirements to participate at the Open Call

By participating as a candidate for the open call, the design team declares that (from the rules of the open call):

  • It can present (at least) three projects, whether or not similar and made in own name, which allows evaluation of the conceptual ability. Projects can include both realizations as unrealized designs.
  • It doesn't fall within any of the exclusion situations.
  • For the architectural projects of the Open Call, it is registered on the list of the professional association of architects (or a similar professional association in the relevant country).
  • As a guarantee to the economic and financial capacity of the candidates, it can present a certificate of insurance against professional misconduct, with relevant minimum cover for the selected projects.

The projects will be presented in the portfolio to be added to this online application (see section 9).

The certificate of insurance together with the statements about the exclusion and the professional association will be asked at the moment of the tender (not yet for the online application). 

  1. Make your language selection 
  2. Register for the Open Call
  3. Log on www.vlaamsbouwmeester.be
  4. My Open Call
  5. Select and confirm projects
  6. Office, temporary association or intention of cooperation?
  7. How to create or select a temporary association?
  8. Add, modify or delete selected projects
  9. Uploaden and content portfolio
  10. Confirm your applications

1. Opening Team Flemish Government Architect website and language selection

Go to www.vlaamsbouwmeester.be and select english at the bottom left of the page or go directly to www.vlaamsbouwmeester.be/en

Select 'Open Call' under 'Instruments'. This leads you to the page where you can find all the information about the Open Call

At the bottom of this page you can see the projects of the last open call, you can also find them under the item 'projects'. If you click on 'projects' you can view all the Open Calls. The printable overview of each Open Call can be found under 'bundle info'

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2. Register for the Open Call

** only necessary if you have never participated in the Open Call

Through the 'Designers' section you can register for the Open Call. Click on the link 'Register your office here' and fill in your information and click 'confirm'. Your data will be sent and, after your account is activated, you can update this information yourself after logging in.

After your registration you will receive by email your username and a temporary link you can use to enter a password. You can use the login and password to log in to the 'designers' section.

If you wish to compose a temporary association (see section 6) it is also necessary to register your office. You can compose a temporary association after logging in. The only condition is that all partners of the temporary association have a registered account with the Flemish Government Architect. It is not allowed to register a temporary association through this page.

 

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3. Log on www.vlaamsbouwmeester.be

After registering, receiving your login and creating a password you have all the information to log in to the Open Call. If you enter this information on the 'designers' page, you can login and you can start submitting your applications.

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4. My Open Call

After logging in, the "My Open Call" page will be visible.

  • Via 'Download project bundel Open Call' you can download the project overview in printable format.
  • If an Open Call is active, you can click on "Become a candidate for Open Call" and you will get an overview of the various projects for which you can apply.
  • Below 'my open call projects' you will find all the projects you applied for in the past.

Editing your contact details can be done on this page using the link 'My data' (top of page) and on the page where the office or temporary association is selected by using the button 'Modify data' (see section 5).

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5. Select and confirm projects

After you have clicked 'Become a candidate for Open Call', you get the list of projects for which you can apply.

  1. Click the project for which you want to apply
  2. Choose between 'Subscribe as an office' or 'Subscribe as a temporary association' (more info in section 6)
  3. Enter your 'ambition'
  4. Enter your 'intention to cooperation'
  5. 'Save and go to confirmation' adds the project to your project list, but not yet definitively confirmed.

You can, while selecting projects, completing motivation and intention to cooperation, always close your window after you click 'Save and go to confirmation'. This saves your data so the next time you log in, you can continue your application, you can add or delete projects,.... No information is sent to the Flemish Government Architect until final confirmation (section 10).

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6. Office, temporary association or intention of cooperation?

What is the difference between these terms?

  • In a subscription with a temporary association (TA), the partners of the TA state that they will work exclusively with each other for a particular project. Members of the TA can not subscribe as an office or in another TA for the same project.
  • In a subscription as an office, the office will be a candidate without committing to another team
  • In both cases, an intention to cooperation with one or more other teams possible. This is, in most cases, the case for particular expertise or for teams that do not want to bind themself to one specific application. In an intention to cooperation, the cooperation begins at the time that the office or TA is selected in the first round and invited to submit a tender. At this time, the cooperation must be made concrete.

When do you choose which subscription form?

  • This choice is best made by the offices themselves
  • If one considers that all of the necessary expertise needed to complete the project is present within the office, they can choose to apply as an office
  • If one considers that additional expertise is needed to complete the project, then one can choose to compose a TA. A TA can be based on previous cooperation, on a specific complementarity between the offices,... . Applying as a TA is not open-ended. It is a commitment to the client that the offices will work as one team and that it was a conscious decision to broaden the expertise.
  • An intention to cooperation indicates that one is aware of the fact that there is a need of additional expertise on top of the own office to create well-founded visions and concepts for the project. This expertise is not necessarily specific to one office; this may be described in the intention to cooperation, eg: "We will cooperate with a structural engineer and landscape architect." Even so, the intention to cooperation can focus on a specific office. This office can be listed but is not exclusively tied to this candidacy. This means that the office that is mentioned in the intention to cooperation may also occur in the intention to cooperation of other teams. The offices that are mentioned in the intention to cooperation are not required to be registered at the Flemish Government Architect.
  • A TA can enter an intention to cooperation if the TA wants to start additional cooperations when it is selected for a project.

7. How to create or select a temporary association?

After selecting the project for which you want to apply, you choose the subscription form (office or temporary association - see section 5 and 6))

Subscribing with an existing temporary association

At 'subscribe as a temporary association' you can select a temporary association that already applied for an Open Call project. Select the temporary association under 'select' and define the office that wil act as contact under 'Choose the office that acts as a the contact office'. This is the office that will be contacted by the Team Flemish Government Architect in case of questions, selections, communications, ...

Create a new temporary association

  1. If your desired temporary association (TA) doesn't exist, then you can create a new TA in the drop down under 'new temporary association'. A lightbox will appear and you can enter a few letters of the name of your partner's office. A drop down list of all registered offices that meet your typed term will show. To add multiple offices place a comma after the first selected search result and repeat above to add your 2nd office. There are no restrictions on making a TA. Your own office is automatically added to the TA; it is not necessary to add your own office.
  2. You create the TA by clicking 'Make new temporary association'. You can select this new TA in the list of temporary association above. Also select the contact office for this TA for this project

Next, fill in the motivation and intention to cooperation. Afterwards you can confirm to go to the next step.

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8. Add, modify or delete selected projects

After entering your "subscription form" (office or emporary association), your 'motivation' and your 'intention to cooperation' and confirming, you get to the summary page of your selected projects. On this page you can:

  • Add projects via the '+ Add a project'. Clicking here takes you to the overview of the projects where you can choose another project.
  • Adjust projects via the button 'Customize' under the aerial view of the project. You can change the 'subscription form', 'motivation' and 'intention to cooperation'
  • Delete projects using the 'Delete' button under the aerial. This button removes the selected project and any information you entered for this project.
  • Upload your portfolio(s)

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9. Uploaden and content portfolio

After entering your "subscription form" (office or temporary association), your 'motivation' and your 'intention to cooperation', you can upload your portfolio.

  • After clicking on 'Kies bestand' you can select your portfolio in an explorer window
  • with the 'upload' button you add the portfolio to your application

Requirements for the portfolio:

  • The portfolio is no larger than 50MB
  • The portfolio may only be submitted in .pdf, .doc or .docx format
  • A portfolio will be asked for each office and each temporary association which submits an application. A seperate portfolio for each project isn't possible. However, you can highlight a specific project or projects in your portfolio if you apply for more than one project with the same subscription form.

Content of the portfolio:

  • Each portfolio must include (at least) 3 projects (whether or not similar and made in own name) that allow evaluation of the conceptual ability. Projects can include both realizations as well as unrealized designs. (contests, student projects,...)
  • The portfolio is the representation of your office or temporary association with the client. The selection of the design teams for different projects will be made based on this portfolio.
  • Ensure that the portfolio is sufficiently convincing. Synthesize the message, use clear and readable text and inspiring images and material
  • Structure your portfolio. Make sure that all the elements that you want to address to the client are covered. Possible components are the presentation of the team, short office presentation, the team vision, reference projects, distribution of tasks within the consortium, design methods, ...

The portfolio will be assessed by the selection committee on technical competence based on the following selection criteria:

  1. General design-based expertise in the project assignment (first criterion) is a review of the ability of the designer to achieve,through his design, objectives that are not strictly limited to the design itself, but also shape the public commissioning. Candidates must demonstrate that, by taking into account the context of the spatial task, they can guarantee the public function of the design. Thus there will be prompted an understanding of the social ambition that provides an overall value in addition to the specific function of the building.
  2. The professional competence (second criterion) is the expertise of the designer in all aspects of the design, realization and aftercare of spatial projects. Also, for example, acknowledgments by third parties such as architectural awards, entries in national and international journals and reference books, or academic performance fall under this criterion.
  3. Relevant experience (third criterion) assesses specific credentials of the designer. As part of this criterion possible references to earlier designs or finished projects are possible, and also research, internships or collaborations that have occurred in the past. A designer can specify all experiences that may be relevant for the project. Specific references for each assignment are not essential or strictly necessary.

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10. Confirm your applications

After you have selected all your projects and you have uploaded a portfolio for each subscription form, you can confirm your application(s).

  • You can do this by clicking the button 'confirm applications'
  • You have to confirm each subscription form (office or temporary association) separately.
  • After confirming, you reach the final check- and confirmation page for your projects. This is the final step in your application.
  • If you then click 'confirm' your projects are sent to the Flemish Government Architect. You (and any partners in a temporary association) will receive an email confirming the application.

After final confirmation no more changes can be made to the application!

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