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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