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Acquisition of Consultancy Services - Firms
- Economy and efficiency in the process;
- Equal opportunities for all consultants from member countries;
- Encouragement of the use of national and regional consultants to develop the capacities of the regional member countries; and
- Transparency in the procurement process.
The consideration of economy and efficiency, principle of equal opportunity of access to Bank financed services for all consultants from member countries, forms the basis of the types of selection procedure for consultants, as set out in the Rules.
Though some MDBs prefer “Time based Contracts” instead of “Lump Sum Contracts”, the Bank is in the process of examining the issue of “Time Based Contracts” as a test case.
Expression of Interest (EOI)
- A summary of similar projects undertaken as a lead partner;
- A summary of projects undertaken in the project country and in similar Countries;
- Client name, year in which the project was carried out;
- Experience of key personnel; and
- Any other information that may be relevant in support of the EOI.
The information should be restricted to the above, and should not include promotional or financial considerations at this stage of selection process.
- have relevant experience and resources to carry out the project with or without associate firms;
- submit its proposal with a significant number of man-months allocated to international experts that are required for the services under the project.
- be able to provide adequate project backup and back-stopping capacity throughout the project life.
Methods of Selection
- selection procedure based solely on technical quality, that is, the evaluation of the firms competence and experience, the technical quality of the proposal and the quality and experience of the staff to be assigned to the assignment - Price shall not be a factor;
- selection procedure based on technical quality with price consideration; that is a combination of technical quality and price - Price is a factor; and
- selection procedure which establishes the comparability of technical proposals and makes a decision on the basis of the lowest price - Lowest price for comparable services.
All three procedures involve the use of two-envelope systems – technical and financial- the technical envelope is opened first and technical evaluation is carried out independently, without opening the financial envelope. In all cases a minimum technical score –pass mark- is established in the RFP.
In the first procedure, which is used for complex assignments or those with high impact in the event of failure, technical quality, experience and competence are given priority consideration in the selection. The consultant with the best technical proposal and highest technical ranking would be selected without consideration of the price offer. The financial envelope would then be opened, discussed, negotiated and the contract award would follow if agreement was reached. In the second procedure, the results of the independent technical evaluation would be combined with the financial scores for all firms passing the minimum technical score. While the technical aspect is weighted between 0.7 and 0.9, the financial aspect is weighted between 0.3 and 0.1, and the firm with the highest combined score is invited for negotiations.
In the third procedure, which is for simple assignments, the technical proposals will be evaluated and ranked in order, with the highest first. For the financial evaluation, only the proposals for those firms that have passed the minimum mark and with technical scores falling within 10% of the highest ranked technical score, would be considered, and amongst these, the firm that submitted the lowest price would be considered for award of contract.
Request for Proposals (RFP)
- The standard letter of invitation containing the Instructions to Offerors for the preparation and submission of proposals as well as the basis for evaluation (both technical and financial):
- LOI Data sheet containing details of the specific assignment:
- Terms of Reference
- Draft Form of Contract
- Appendix 1: Formats for Technical proposals
- Appendix 2: Formats for Financial proposals
In general, a former member of the Bank’s staff can be a consultant provided he/ she has:
- Retired or resigned;
- No previous direct involvement of matters relating to the technical assistance; and
- Satisfactory performance during the previous service with the Bank.
However, a restriction exists for those Bank staff members who retired during the period 1995/96, to be employed as “Individual Consultants”. But this restriction does not apply to the same individual being used by a consulting firm. The Bank’s “Procurement Unit” and the “Human Resources & Career Management Department” should be consulted in case of doubt.
- Technical score of firms evaluated (i.e. for proposals considered technically qualified)
- Overall price submitted in their financial Proposals
- Any discounts to the cost proposal
- Conditions (if any) for the proposal