PROJECT IMPLEMENTATION AND ADMINISTRATION SEMINAR NZ.pdf · Asian Development Bank . 2 Agenda ......

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Business Opportunities Seminar

Consulting Services

New Zealand October 2013

Presented By: Amr J. Qari, Procurement Specialist

Asian Development Bank

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Agenda

Types of ADB-Financed Consultants And

Consulting Assignments

Winning ADB-Financed Consulting Contracts

Learning From An Irish Success Story

Avoiding Common Mistakes

ADB’s Consultant Recruitment Procedures

Q&A

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Types of ADB-Financed Consultants and Consulting Assignments

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Types of Consultants

Consulting entities

Consulting firms

Universities

NGOs

Research institutes

Others – UN Organizations

Individuals

Sourced through a firm

Independent Consultants

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International Consultants

Extensive international experience

International best practices

National Consultants

ADB’s mandate to promote local expertise

Have to be nationals of the beneficiary country

Local expertise is available

Experience with international organizations or firms

Types of Consultants

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Technical Assistance Consulting Assignments PPTA (Project preparation) CDTA (Advisory TA) RETA (Regional TA)

Loan Project Consulting Assignments Project implementation supervision/support Capacity building Monitoring & Evaluation

Staff Consulting Assignments

Project preparation Evaluation Others

Others ABD engages consultants for ‘in-house’ projects, (e.g.

Information Systems and Technology Project, building services, etc.), internal training, auditing, institutional/organizational reviews etc.

Types of Consulting Assignments

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1. Country Partnership Strategy

6. Evaluation 6 2

2. Concept

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4. Loan Negotiation &

Board Approval

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5. Implementation

3 3. Preparation

Staff Consultants

Individual Consultants

Consulting Firm

Individual Consultants

Consulting Firm

Consulting Opportunities Across

ADB Project Cycle

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Winning ADB-Financed Consulting Contracts

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8-Step Plan to Win ADB-Financed Consulting Contracts

1. Collect relevant business intelligence

2. Build your brand name

3. Express interest

4. Know the country of the assignment and project site

5. Offer partnership to firms likely to be shortlisted

6. Prepare a responsive and strong technical proposal

7. Prepare a responsive and competitive financial proposal

8. Do good work

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Step 1: Collect relevant business intelligence

Study Country Partnership Strategy (CPS) and Country Operations Business Plans (COBP)

Obtain information from procurement plans (and project documents)

Check ADB website for opportunities in the Consulting Services Recruitment Notices (CSRN) section

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1 - http://www.adb.org Click on “countries”

2 – Select Region & Country

3 – Click on “Strategy”


http://www.adb.org/

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Click to download


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Click to download


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Navigate from adb.org to the Consulting Services Portal

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Search Procurement Plans by Country/Year


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Also search Procurement Plans by Sector/Projects

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Also search Procurement Plans by Sector/Projects

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Excerpt from Procurement Plan

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Search Recruitment Notices

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Customized

E-mail Alert

Sign-up

Form

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Visit ADB Headquarters/Resident missions

Visit departments responsible for projects

Brown-bag seminars

Business Opportunities Fairs

Visit government executing agencies

Register in ADB Consultant Management System (CMS)

Step 2: Build your brand name

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Step 2: Build your brand name

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Check opportunities on ADB website

Submit Expression of Interest on time

Step 3: Express Interest

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Step 3: Express Interest

Considerations

Capacity to compete

Capacity to deliver

Go it alone or associate/joint venture

Criteria

Eligibility – pass/fail

Management competence – (%)

Technical experience – (%)

Geographical experience – (%)

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Get to know the EA

Obtain first hand information

Field assessment

Identify local partner(s)

Estimate the local costs

Step 4: Know the country of the assignment and project site

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Step 5: Offer partnership to firms likely to be shortlisted

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Network with potential partners online and offline

Step 5: Offer partnership to firms likely to be shortlisted

Business Opportunities Fair in Manila

ADB LinkedIn Networking Site

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Step 6: Prepare a responsive and strong technical proposal

Technical proposal usually carries 80% of the weight under QCBS and 100% under QBS and FBS

Key Success Factors:

Understand client requirements (ADB, government)

Study the TOR

Select the best personnel

Personnel carry > 50% of the weight in technical score

Team Leader normally carries the heaviest weight

Visit the project site

Follow the instructions in the RFP

Understand the evaluation criteria

Clarify your understanding

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Technical Proposal Evaluation Criteria

Full Technical Proposal

Simplified Technical Proposal

Biodata Proposal

Experience of the firm

100-200

--

--

Methodology Work program Personnel schedule, etc.

200-400

300

100

for personnel schedule only

Personnel

500-700

700

900

Weight


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Experience of the Firm 100-200

Experience in similar projects

Experience in the region

Other factor

Factor for evaluating Experience of the Firm


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Approach & Methodology

200- 400

Understanding of Objectives

Methodology

Work Program

Person month requirement

Innovativeness

Counterpart Support

Presentation

Factors for evaluating Approach & Methodology


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Personnel (700)

Team Leader

/Expert A

Expert B

Expert C

Expert D

General Qualification

10-25%

Project Experience

60-70%

Country Experience

10-15%

300

200

100

100

Factors for evaluating Personnel


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Financial Proposal usually carries 20% of the weight under QCBS

Step 7: Prepare a competitive financial proposal

Remuneration

Fee (profit mark up)

Overhead

Social Charge

Salary

Provisional

sums

Reports Reproduction

Office support

Per diem

Communication

Travel

Out-of-pocket

Expenses

Other

Contingency

Competitive

Component

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ADB conducts Performance Evaluation Review (PER) for every consulting assignment and a poor performance record can affect consultants’ future opportunities with ADB

Drivers of strong performance:

Good team leader

Relationships with EA

Relationships between International & National consultants

Managing replacements

Step 8: Do good work

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Learning From An Irish Success Story

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An Irish Success Story

Irish companies unknown to ADB because Ireland

became an ADB member country in 2006

From 2007 to 2009, IrishCo (not its real name)

submits many EOIs remotely but does not get

shortlisted

IrishCo attributes failure to lack of: (i) track record

in ADB financed assignments, (ii) strong

commitment to winning ADB financed assignments

and (iii) strong partnerships.

The Challenge:

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In 2009, IrishCo’s top management makes a strategic

commitment to winning ADB financed assignments

Frequent travel to ADB HQ in Manila

Focus initially is exclusively on small assignments Shorter and simpler recruitment process

Recruiters are more willing to take risks with new firms due to

smaller budget

Opportunity to build valuable project references

Opportunity to build brand recognition

Gain familiarity with ADB processes and personnel

By end of 2009, IrishCo wins three small contracts

($37K, $60K, $175K)

The Solution:

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Individual

Contracts

PPTAs

Loan Implementation/

Grants Project Scale

Time

Equipped with project references and a network of

relationships, IrishCo targets larger assignments and

wins two contracts worth $580K and $660K in 2011

The Solution:

IrishCo’s Business Development Approach

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Failure to disclose conflict of interest

Firm or any of its associates not organized in an ADB member country

Wrong type of technical proposal is submitted

Technical Proposal includes costs [QCBS]

Proposal was not delivered in time to meet deadline

Employees from executing agencies included in consultant’s proposal (caution for government employees in general)


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CV Missing CV

Nationality not stated

Certification not properly accomplished

Discrepancy between person-months in the RFP and proposed person-months

Discrepancy between type of experts in the RFP and those proposed

Proposal makes radical changes to the TORs (Note: Comments on the Terms of Reference)

Proposed price exceeds maximum stipulated in request for proposals


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ADB’s Consultant Recruitment Procedures

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ADB Consulting Guidelines

All consultants financed by

ADB are engaged in

accordance with the

Guidelines on the Use of

Consultants by Asian

Development Bank and Its

Borrowers

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High quality services

Economy and efficiency

Opportunity for all qualified consultants to compete

Encourage use of national consultants

Transparency

Increase focus on anticorruption and ethics

ADB Consulting Guidelines – Principles

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Upon finding corrupt, fraudulent, collusive or coercive

practices, ADB will:

Declare a firm or individual ineligible either indefinitely or for a stated period of time

Cancel the corresponding portion of a loan

Reject a proposal to award contract


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Corrupt Practice the offering, giving, receiving, or soliciting, directly or indirectly, anything of value to influence improperly the actions of another party (e.g. bribery, kickbacks, extortion, bid manipulation)

Fraudulent Practice action or omission, including a misrepresentation, that knowingly or recklessly misleads, or attempts to mislead, a party to obtain a financial or other benefit or to avoid an obligation (e.g., false bid security/bank guarantees, work certificates, financial statements)

Collusive Practice an arrangement between two or more parties designed to achieve an improper purpose, including influencing improperly the actions of another party (e.g. leaking of bid information, rigged specifications)

Coercive Practice impairing or harming, or threatening to impair or harm, directly or indirectly, any party or its property to influence improperly the actions of a party


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Anticorruption Issues:

Payments in cash or in kind to influence decisions

Submission of false CVs

Misrepresentation of academic qualifications

Misrepresentation of firm’s qualifications


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Technical Assistance and Staff Consultancy

ADB (Project departments with Central Operations Services Office) selects and engages Consultants

Consultant selection Committee for assignments > $600,000

Loans, Grants and Delegated Technical Assistance

Executing Agencies (client Government Departments) select and engage Consultants

ADB reviews all steps of the process (RFP, Evaluation reports, Award recommendations, contract)

ADB System for Consulting Services:

Who selects consultants?

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QCBS – Quality and Cost Based Selection (Default)

QBS – Quality Based Selection

FBS – Fixed Budget Selection - FBS

LCS – Least Cost Selection

CQS – Consultant Qualification Selection

SSS – Single Source Selection


Available Selection Methods

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CSRN

Shortlisting

RFP/Submission of Proposals

Technical Evaluation

Opening of Financial Proposals

Ranking of combined scores

Contract negotiations

Consultant mobilization

Financial evaluation

Min.

Qualifying

mark

750


QCBS As The Default Selection Method

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After contract award, consultants can seek debriefing from the recruiting party (Executing Agency or ADB) about why its proposal was not selected


Debriefing

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Q&A

PROJECT IMPLEMENTATION AND ADMINISTRATION SEMINAR NZ.pdf · Asian Development Bank . 2 Agenda ......

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