Use and content of the RFP

1
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 gt200,000
• Recommended for contracts lt200,000
• 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

2
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

3
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

4
Introduction - Eligibility

• Consultant familiarization
• Client input
• Conflict of Interest
• Corruption and fraudulent practices
• Commissions and gratuities
• Clarification and amendment

5
Preparation of proposals
FULL TECHNICAL PROPOSAL 100 pages max Tech 1 -
Submission Form Tech 2 - Consultants
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

6
Preparation of proposals (cont.)

• Financial proposals
• Remuneration and reimbursable
• Taxes. separate estimate
• Currency
• Standard forms
• Proposal validity
• No bid security

7
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

8
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

9
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
  Sheet
• COMBINED EVALUATION
• In accordance with selection method
• As specified in ITC Data Sheet

10
Evaluation of proposals (cont.)
The procedures of proposals evaluation are
summarized in the table below

11
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 Serviceswhich
  becomes part of the Contract

12
Negotiations and award of contract (cont.)

• FINANCIAL NEGOTIATIONS
• If price was a factor in evaluation, limited to
  tax liability in Borrowers 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

13
Rejection of all proposals and 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

14
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

15
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

16
ITC Data Sheet (cont.)

• Taxes regulation, source of information
• Currency for local cost
• Proposal validity
• Number of copies
• Submission place, date, time

17
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

18
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 gt70 80

19
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 100Fm/Ff

20
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
• Firms references
• Comments and suggestions on TOR
• Team composition and task assignment
• Format of curriculum vitae
• Time schedule for professional staff
• Activity (Work) schedule

21
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