Preparing EOI and RFP

Expression of Interest (EOI)

 EOI for short listing firms is requested for

Consulting services estimated more than
2 million NRs (as per PPR)
 International EOI for more than 100 million NRs
 Advertisement(PPA Sub-clause 30 and PPR
sub-clause 70)
 least 15 days notice in National news paper
 On website of concerned ministry or PPMO
2
Expression of Interest (EOI)
 Advertising for Expression of Interest (EOI)
a) General, Procurement Notice to be
prepared and published in UNDB online
and Development Gateway’s dg Market
b) Advertise in national gazette ,national
newspaper, websites
c) for contracts expected to cost more than
$200,000 shall be advertised in UNDB
online and dg Market
 EOI Notice only or EOI document to be
prepared and issued 3
EOI Notice/Document
 Notice should include:
• Name & address of client;
• Project details & Fund source
• Qualification of Applicant for EOI
• Applicant firm’s details e.g organization,
personnel, lead partner in case of JV
• Similar experience of last 7 years for firms
and 4 years for individual,
• CV of Key personnel to be involved in the
assignment (not required in ADB,IDA
except CQS method.
• Estimated duration of the assignment
EOI Notice/Document
 Notice should include:
• Information that only short listed
consultant will be eligible for submission of
proposal
• Documents to be submitted by the
applicant,
• EOI preparation procedure, place& date of
submission,
• contact address of the public entity
Short-listing

 Short list shall compromise 3- 6 firms(PPA)

 Should be based on predetermined
qualification, experience and capability
criteria . Criteria should not be changed after
EOI applications are received.
 In case International EOI shortlist should
cover firms from different countries,
background and one national firm.
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Short-listing

 In donor funded projects shortlist should have

wide geographic coverage , no more than two
firms from one country, and at least one firm from
developing countries unless qualified firm not
identified,
 The Short list for firm’s shall not include individual
consultant renowned firms who have not submitted
EOI can be included in the shortlist

 If 3 firms are not shortlisted, call for re- invitation of

EOI applications
7
Short-listing
 Information regarding the shortlist decision should
be given to all the EOI applicants

 In case of International EOI , preference should be

given to firms applying in JV with national firms

 In case of evaluation criteria for capacity , the

turnover requirement should be limited to 150% of
the assignment estimate.

 If any EOI applicant seeks information regarding

the reason for not being in the shortlist then the
information should be given within 5 days.Final EOI
Document (1).doc
Short-listing

Selection Criteria[Out of 100%]Score

a) ADB Standard EOI Format

i. Eligibility Requirement (Pass/Fail)
ii. Management Competence (10-20)
• qualifications and relevant experience of
the lead firm’s director or manager
assuming Project responsibility
• Benefit of association or joint venture
9
Short-listing

Selection Criteria
ii) Management Competence contd.
– Management coordination of joint venture
– Quality assurance
– Dealing with staff and quality performance
and complaints

iii) Technical Competence (60% - 80 %)

iv) Geographical Competence (10%-20%) eoi-

consulting-firms-20131114.doc
Request for Proposal (RFP)
The RFP is issued to all shortlisted firms & it
includes:
 Letter of Invitation
 Instructions to Consultants
 Data Sheet
 Technical Proposal- standard Forms
 Financial Proposal- Standard Forms
 Terms of Reference (TOR)
 Standard Forms of Contract 11
RFP
Letter of Invitation
 Project Details
 Source of Fund
 List of short-listed firms
 Selection method
 client details;
 date time and address for submission
 Request for confirmation of receipt of
LOI and intention to submit proposal12
RFP
Instructions to Consultants
 Introduction
 Fraud and Corruption
 Conflict of interest
 Proposal Validity
 Clarification & amendment of RFP doc.
 Preparation of proposal (Technical &Financial)
 Submission, receipt and opening of proposal
 Evaluation of proposals (Technical &Financial),
 Negotiations and award of contract
RFP
Instructions to Consultants
 Data Sheet gives information on: Data Sheet.docx
• client details ; method of selection;
• pre-proposal conference;
• language; permitted associations;
• Key staff information;
• payment currency; copies of proposal;
• evaluation criteria;
• submission & opening of proposal;
• evaluation weight age for TP and FP proposals;
• formula for financial score
• Address for negotiation & Expected date of start
RFP
Standard Forms
 Technical Proposal
1. Technical proposal Submission Form
2. Consultant’s Organization and Experience
3. Comments /Suggestions on TOR ,Counterpart
Staff & Facilities provided by the Client
4. Approach ,methodology , and Work Plan
5. Team Composition/Task Assignment/Summary
CV information
6. Curriculum Vitae format
7. Personnel Schedule
8. Work Schedule
RFP
Standard Forms
 Financial Proposal
1. Financial proposal Submission Form
2. Summary of Costs
3. Breakdown of Remuneration
4. Breakdown of Reimbursable Expenses
5. Miscellaneous Expenses
RFP
Evaluation Criteria
 Purpose of Evaluation Criteria
• Fixes measures for evaluation proposal
• Reference to Committee members for
evaluation of proposals so should not be
ambiguous.
• Should facilitate ease in evaluation
• Ensures fixed selection criteria that will not
be influenced by the proposals received
• Ensures short listed consultants that the
evaluation process is fair. 17
RFP
Evaluation Criteria (PPR 71)
 Marking Weightage for evaluation of proposals
a) Technical Proposal : 80
b) Financial Proposal : 20
 Mark Distribution Technical proposal ( 100)
a) Firm’s Specific Experience : 0 to 25 %
b) Methodology : 20 to 35%
c) Key Personnel : 30 to 60%
d) Transfer of knowledge : 0 to 10%
e) Participation by nationals : 0 to 10%
(Not applicable for National Bidding)
Sub criteria's to be kept to the essential only ,
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generally three.
RFP
Evaluation Criteria (PPR 71)
 Mark Distribution Technical proposal ( 100)
a) Firm’s Specific Experience : 0 to 25 %
b) Methodology : 20 to 35%
c) Key Personnel : 30 to 60%
d) Transfer of knowledge : 0 to 10%
e) Participation by nationals : 0 to 10%
(Not applicable for National Bidding)
Sub criteria's to be kept to the essential only ,
generally three.
 Pass mark should be mentioned
 RFP document should mention that the Key
Personnel involved in the firm’s work in hand 19
RFP
Standard Forms of Contract
 Lump Sum Contracts
 Time Based Contracts
 Performance Based Fee Paying Contracts
Agreement based on the condition that the
consultant shall provide his services agreed in
the contract when called for as required
 Percentage Contracts
- inspection of goods, architect's services,
supervision or monitoring service
 Indefinite Delivery Contracts
- when specific work load unknown but services
are required 20
Lump Sum Contracts

 Used for assignments in which the scope, service

period and required output are precisely specified
 Contract price is fixed for the contract period
normally with no price or physical contingencies.
 Fixed sum payments are made in accordance with
agreed schedule on delivery of agreed outputs.
 A lump sum contract transfers cost risk to the
consultant. However, it can increase risk of quality
to the Client due to the fixed fee and incentive to
the consultant to reduce input to maximize the
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profit.
Lump Sum Contracts

 The main advantage of this type of contract is

that it is easy to administer.

 Lump Sum contracts are often used for simple

and clearly defined assignments such as:
 Feasibility Studies ;
 Environment Studies;
 Detailed design of a standard structures ;
 Preparation of Bid documents, preparation of
data base and surveys
22
Time Based Contracts
 Used when period of consultancy services cannot
be precisely predicted as construction
supervision, management of large professional
organizations or design of complex structures

 This type of contract provides budget ceiling

specified in the Contract and could include
provisions for price and physical contingencies,
etc.

 The amounts are based on schedules which give

details on inputs (staff, and other costs)
23
Time Based Contracts

• Payment is based upon an hourly, daily or monthly

rate, plus reimbursable expenses using actual
expenses or as per agreed–upon unit prices.

• The duration and quantity of services may depend

on variables beyond the control of the consultants or
the services are related to activities to be performed
by third party e.g. Construction Supervision

• Time based contracts transfer cost risk to the Client

and so requires close supervision of the consultants
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Contract
 General Contents:
i. Form of Contract
ii. General Conditions of Contract
iii. Special Conditions of Contract
iv. Appendices
• Description of Services; Reporting Requirement
• Personnel Schedule
• Cost Estimates in Foreign Currency/ Local Currency
• Services ,Equipment to be provided by the Client
• Form of Advance Payment Bank Guarantee
• Dispute Notification Form
• Agreed minutes of negotiation 25
• TP Methodology ?