Post on 20-Dec-2014
description
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Use and content of the RFP
Request for Proposals (RFP) is similar to bidding documents and include all information of the assignment, selection of consultants and contract conditions
Standard RFP published by the Bank Mandatory for contracts >$200,000 Recommended for contracts <$200,000
Content of RFP Letter of Invitation (LOI) Information to Consultants (ITC) ITC - Data Sheet Terms of Reference (TOR) General Conditions of Contract Sample Special Conditions of Contract (SCC) Technical & Financial proposals standard forms
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Letter of invitation (LOI)LOI is the RFP cover letter
LOI Content Basic information regarding source of financing for
the assignment
Basic information regarding the client and the assignment
Short list of consultants 6 firms: QCBS, QBS, Fixed Budget, Least Cost One firm: Consultants Qualifications, Single
Source Selection method
Content
Request for acknowledgement and confirmation of participation
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Information to consultants
ITC includes all general information regarding Eligibility of Consultants Preparation of Proposals Submission and receipt of proposals Proposals evaluation Contract negotiations and award
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Introduction - Eligibility
Consultant familiarization Client input Conflict of Interest Corruption and fraudulent
practices Commissions and gratuities Clarification and amendment
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Preparation of proposals
FULLTECHNICAL PROPOSAL
100 pages max
Tech 1 - Submission Form
Tech 2 - Consultant’s Organisation
Tech 3 - Comments on TOR
Tech 4 - Description on Approach, Methodology and Work Plan
Tech 5 - Team Composition and Task Assignments
Tech 6 - Curriculum Vitae of Professional Staff
Tech 7 - Staffing Schedule
Tech 8 - Work Schedule
SHORT TECHNICAL PROPOSAL
50 pages max
Tech 1 - Submission Form
Tech 2 - Not required
Tech 3 - Not required
Tech 4 - Description on Approach, Methodology and Work Plan
Tech 5 - Team Composition and Task Assignments
Tech 6 - Curriculum Vitae of Professional Staff
Tech 7 - Staffing Schedule
Tech 8 - Work Schedule
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Preparation of proposals (cont.)
Financial proposals
Remuneration and reimbursable
Taxes. separate estimate
Currency
Standard forms
Proposal validity
No bid security
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Submission, receipt and opening of proposals
Two envelopes
Signature
Original and Copies
Sealing of envelopes
Submission: Place, Date and Time
Shortly after submission deadline opening of technical proposals by Committee (public opening not usually required)
Late proposals rejected
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Evaluation of proposals
EVALUATION OF TECHNICAL PROPOSALS Technical Committee Points and scores system as specified in
ITC Data Sheet No access to Financial Proposals Review of the evaluation by IFAD Rejection of non responsive and non
acceptable (score below minimum threshold) proposals and consultant(s) notification
Notification to successful consultant(s) of opening of Financial Proposals
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Evaluation of proposals (cont.)
EVALUATION OF FINANCIAL PROPOSALS Public opening: Names, technical scores,
prices Responsiveness Currency conversion Score according to method specified in
ITC Data SheetCOMBINED EVALUATION In accordance with selection method As specified in ITC Data Sheet
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Evaluation of proposals (cont.)The procedures of proposals evaluation are summarized in the table below
Selection Procedure
Technical Evaluation
Financial Evaluation
Combined Evaluation
Selection of the
winning firm
QCBS Points and
scores Scores
Weighted scores (T-80/ P-20)
Highest combined
score
QBS Points and
scores
Highest technical
score n.a.
Highest technical
score
Fixed Budget Points and
scores Proposals
within budget n.a.
Highest technical
score
Least Cost Points and
scores
Minimum technical
score n.a. Lowest price
Qualifications
Selected firm with
best qualificatio
n
Selected firm with
best qualification
Single-source I nvited firm Invited firm
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Negotiations and award of contract
NEGOTIATION SEQUENCE Methodology and staffing Final TOR (without substantially changing
original TOR) Staffing schedule Client inputs Consultant outputs Activity schedule Skills transfer
Final TOR and agreed methodology to be incorporated in “Description of Services”which becomes part of the Contract
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Negotiations and award of contract (cont.)
FINANCIAL NEGOTIATIONS
If price was a factor in evaluation, limited to tax liability in Borrower’s country and how it will be or has been reflected in the contract
if negotiation fails, the Borrower invites second ranked proposal
as soon as negotiations successfully concluded, the Borrower must inform other firms that they were not successful
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Rejection of all proposalsand re-invitation
Upon consultation with IFAD:
If all proposals are non-responsive
If costs are substantially higher than allocated budget
Re-invitation may include revising RFP, budget and short list
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Confidentiality
Information relating to evaluation of proposals and recommendations concerning awards shall not be disclosed to the consultants who submitted proposals or other persons not officially concerned with the process, until the award of contract is notified to the successful firm
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ITC – Data Sheet
General Information
Phased Assignment: if any, list of phases (TOR)
Client inputs (e.g. offices, accommodations, staff)
Downstream assignment: if any, evaluation
Preparation of proposals
Association of Consultants
Number of staff-weeks/months (or in FBS: available budget)
Professional staff: minimum experience
Reporting language
Training: if any, scope, number, duration
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ITC – Data Sheet (cont.)
Taxes: regulation, source of information
Currency for local cost
Proposal validity
Number of copies
Submission: place, date, time
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ITC – Data Sheet (cont.)Evaluation criteria - Points
Specific Experience related to assignment [0 … 10]
No more than 10, since firms already shortlisted
Focus on specific experience
Work-plan and methodology adequacy (TOR) [20 … 50]
Main criteria for complex assignment, less important for routine assignment
Can be subdivided in a few sub-criteria, e.g. technical approach and methodology work-plan organization and staffing
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ITC – Data Sheet (cont.)Evaluation criteria - Points
Qualification and Competence of key staff [30 … 60]
Most important when expertise is key factor
For each key professional, individual assessment based on
general qualification [20 … 30] adequacy for the project [50 … 60] experience in region & language [10 … 20]
Indicate relative weight (%) of each expert
Transfer of knowledge program training [0 … 10] (sub-criteria as appropriate)
Local participation: when appropriate [0 … 10]
Minimum score: acceptable proposal >70 … 80
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ITC – Data Sheet (cont.)Financial proposal evaluation
Currency conversion
single currency for price conversion
source of exchange rates
date of exchange rates
Definition of financial scores (typically)
Fm = price of proposal with lowest price
Ff = price of proposal to be evaluated(f)
Sf = score of proposal f: Sf = 100*Fm/Ff
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Standard forms These forms will be included in the RFP, as appropriate,
and filled by the consultants Breakdown of remuneration rates, to be used and included
only when price is not a competitive factor: QBS, Consultants Qualifications, Single Source
Technical Proposal Submission form Firm’s references Comments and suggestions on TOR Team composition and task assignment Format of curriculum vitae Time schedule for professional staff Activity (Work) schedule
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Standard forms (cont.) Financial Proposal
Submission form
Summary of costs
Breakdown of price per activity
Breakdown of remuneration per activity
Reimbursable per activity
Miscellaneous expenses