Millennium Challenge Account Zambia BASELINE DATA COLLECTION Pre-Proposal Conference 18 th August, 2015 Chibwe D. Mwelwa Procurement Director Reducing Poverty Through Economic Growth

 Purpose & Scope  MCC Program Procurement Principles  Procurement Plan  Procurement Process (QCBS)  Request for Proposals (RFP)  Evaluation of Proposals  Specific PPG Requirements 2 Reducing Poverty Through Economic Growth 8/18/2015 Presentation Outline

Purpose & Scope Three-fold: Assist prospective Consultants understand the Bidding Documents and put together responsive proposals; Assist prospective Consultants know what the expectations will be should they receive an award using Section 5 of the RFP, and Note the future relationship MCA-Zambia intends to have with any eventual winner of the Proposal. 3 Reducing Poverty Through Economic Growth 8/18/2015

1200 Twikatane Rd, off Addis Ababa Drive Procurement Organization MCC : Millennium Challenge Corporation: Provider of the Grant MCA-Zambia : Millennium Challenge Account Zambia: Management of the Fund Procurement Agent (PA) : Contracted by MCA-Zambia to carry out the procurement processes on behalf of the MCA-Zambia Fiscal Agent (FA): Contracted by MCA-Zambia to administer the finances of the MCA-Zambia 4Reducing Poverty Through Economic Growth8/18/2015

MCC Procurement Principles 5 Fair Principles TransparentCompetitive Open MCC Program Procurement Guidelines (PPG) Reducing Poverty Through Economic Growth8/18/2015

MCC Procurement Principles Cont’d  Open, fair, and competitive procedures used in a transparent manner in the procurement process.  Solicitations based on clear and accurate descriptions of what need to be acquired.  Contracts awarded only to qualified and capable suppliers / Contractors.  No more than a commercially reasonable price shall be paid  No Preferable treatment shall be given to any contractor or group of Contractors. - These Principles Underpin the MCC Program Procurement Guidelines 6Reducing Poverty Through Economic Growth8/18/2015

1200 Twikatane Rd, off Addis Ababa Drive Procurement Plan The procurement Process will commence with: Procurement Planning  Preparation of the Plan  PP includes the Procurement Method to be used and also takes into account the timelines General Procurement Notice (GPN)  Published on MCA Zambia Website  Any changes to the GPN are published as a revised version.  This is for Potential Contractors / Consultants to start planning  Published at least every 6 months 7Reducing Poverty Through Economic Growth8/18/2015

1200 Twikatane Rd, off Addis Ababa Drive Procurement Process Quality and Cost Based Selection (QCBS) P1.B.2.1 Quality and Cost Based Selection uses a competitive process that takes into account the quality of the proposal and the cost of the services in the selection of the successful firm. Cost as a factor of selection shall be used judiciously. The relative weight to be given to the quality and cost shall be determined for each case depending on the nature of the assignment. 8Reducing Poverty Through Economic Growth8/18/2015

1200 Twikatane Rd, off Addis Ababa Drive Request For Proposals (RFP) Is based upon the World Bank Standard Bidding Documents for Procurement of Services, with WB copyright MCC PPG, upon which the SBD-Services is based, has several criteria departures from that of World Bank. (As Indicated on next slide): 9Reducing Poverty Through Economic Growth8/18/2015

1200 Twikatane Rd, off Addis Ababa Drive Request for Proposal (IFB) Cont’d 5 key criteria departures for our purpose: Provision of broader advertising requirements for procurement opportunities, Tightening of restrictions on currency use, Prohibition of national preference in the procuring of goods, works and services, Inclusion of the excluded parties' list under US laws and policies, Identification of English as the official operating language for MCC-funded procurements. Bidders are advised to exercise caution on some of these significant differences. 1008/18/2015www.mcaz.gov.zm

Request For Proposals (RFP) Cont’d 11 Letter of Invitation (LOI) Terms of Reference Contract forms Bidding Procedure Reducing Poverty Through Economic Growth8/18/2015

1200 Twikatane Rd, off Addis Ababa Drive Reducing Poverty Through Economic Growth 12 Proposals submission not later than 10:00 hours on Tuesday, 15 th September, No late Proposals will be accepted. Electronic Proposals will not be accepted. Technical Proposals will be publicly opened at the same venue immediately thereafter. RFP Letter of Invitation 8/18/2015

1200 Twikatane Rd, off Addis Ababa Drive 13  Section 1 - Instruction to Consultants  Section 2 - Proposal Data Sheet  Section 3 - Qualification and Evaluation Criteria  Section 4 - Technical and Financial Proposal Forms RFP - Bidding Procedure Reducing Poverty Through Economic Growth Bidding Procedure 8/18/2015

RFP - Conditions of Contract 14 Contract Forms Section 5 – Contract Forms Section I - Agreement Section II - General Conditions of Contract (GCC) Section III - Special Conditions of Contract (SCC) Section IV - Appendices Reducing Poverty Through Economic Growth8/18/2015

RFP - Terms of Reference 15 Section 6 – Terms of Reference –Description of the Assignment –Implementation of the Assignment –Reporting Requirements Terms of Reference Reducing Poverty Through Economic Growth8/18/2015

Bidding Forms Section 4A - Technical Proposal Forms TECH-1 Technical Submission Form TECH-2 Financial Capacity of the Consultant TECH-3 Organization of the Consultant TECH-4 Experience of the Consultant TECH-5 References of the Consultant TECH-6 Description of Approach, Methodology and Work Plan for Performing the Assignment TECH-7 Comments and Suggestions TECH-8 Team Composition and Task Assignments TECH-9 Staffing Schedule TECH-10 Work and Deliverables Schedule TECH-11 CV of Proposed Key Personnel 168/18/ Twikatane Rd, off Addis Ababa Drive

Bidding Forms (Cont’d.) Section 4B - Financial Proposal Forms FIN-1 Financial Proposal Submission Form FIN-2 Price Summary FIN-3 Breakdown of Price by Activity FIN-4 Breakdown of Price by Remuneration 178/18/ Twikatane Rd, off Addis Ababa Drive

Clarifications & Amendments to the RFP (ITC 2.1) 18 Requests no later than 14 days prior to the Proposal Submission Date 1 st September, 2015 Clarifications no later than 10 days prior to the Proposal Submission Date 5 th September, 2015 All Amendments and Clarifications shall be uploaded on MCA-Zambia website; and a copy shall be sent to all Registered Consultants by through PA Reducing Poverty Through Economic Growth8/18/2015

Submission Form (ITC 1.14 & 4.3) 19 Proposals should be submitted in accordance with the format (TECH and FIN Forms) and in the sequence specified in the RFP Proposal Validity 120 days (From the final submission date) ORIGINAL of the Proposal to be signed in ink by the authorized signatory and initialed on all pages in ink. Appendix to Proposal attached and signed No alterations to the text of the provided form Submission Form (TECH-1) Reducing Poverty Through Economic Growth8/18/2015

1200 Twikatane Rd, off Addis Ababa Drive ITC/PDS – Qualification and Evaluation Criteria 20 Quality Cost Based Selection (QCBS)  Takes into account both Quality and Cost Quality : 80% / Cost : 20%  Two Envelope System  Financial Proposals for unselected technical Proposals are returned unopened  Strict adherence to Evaluation Grid (Marks Awarded according to the Grid/ Evaluation Criteria)  The firm with the highest combined score (Technical and Financial) is invited for negotiations Qualification & Evaluation Criteria Reducing Poverty Through Economic Growth8/18/2015

Technical Evaluation of Proposals 218/18/2015 Reducing Poverty Through Economic Growth The Technical evaluation of the Proposal is to be based on the contents of the Proposal itself, as defined in ITC 5, and will involve the following processes: Administrative Check Individual Technical Evaluation Consensual Technical Evaluation Substantial Responsiveness Notification of Technical Scores

Financial Evaluation of qualified Proposals 228/18/2015 Reducing Poverty Through Economic Growth Opening of Technically qualified Proposals Financial Evaluation Price Reasonableness Analysis Substantial Responsiveness Recommendation The Financial evaluation of the Proposal is to be based on the contents of the Proposal itself, as defined in ITC 5, and will involve the following processes:

1200 Twikatane Rd, off Addis Ababa Drive Technical Evaluation Panel (TEP) Selection: Members are on the panel for the specific skills they possess and NOT for the position they hold: The PA will undertake an analysis of the TEP constitution to ascertain this aspect. Members are checked for Conflicts of Interest ; Obtain MCC approval if required; Seek experts with experience i n the disciplines as part of the Evaluation Process; EVALUATE BY ONLY USING CRITERIA IN THE SOLICITATION 23 Technical Evaluation Panel (TEP) Reducing Poverty Through Economic Growth8/18/2015

Price Reasonableness Analysis -Not more that a commercially reasonable price shall be paid Eligibility Criteria -Country Eligibility: Individual & Firms -Subject by law or policy of the U.S.A or U.N Security council Bid Challenge System -First Level Review : MCA Zambia determination -Second level Review : Independent Body 24 Specific PPG Requirements Reducing Poverty Through Economic Growth8/18/2015

1200 Twikatane Rd, off Addis Ababa Drive Debriefing Process -Following notification of technical scores and/or award of contract, any Consultant, who submitted a proposal, wishing to ascertain the grounds on which its proposal was not selected, may request an explanation from MCA-Zambia as to why it was unsuccessful. -MCA-Zambia shall promptly provide the explanation as to why such Proposal was not selected, in writing and/or in a debriefing meeting. -This should assist Consultants in improving future Proposals. 25Reducing Poverty Through Economic Growth8/18/2015

1200 Twikatane Rd, off Addis Ababa Drive List Of Common Errors  Proposal not signed/Signed with an electronic signature  Omission of initializing all pages of the Proposal  TECH-1 not completed/signed as required by the RFP  Omission of Technical Proposal forms/not duly completed  Information provided in a different format than the TECH Forms  Key Personnel (CV) omitted in the Technical Proposal  Omission of Signature on the CVs  Electronic copy not provided/Electronic copy different than the Original hard copy  Financial Information (amount, monthly or daily rate of Key Personnel ) included in the Technical Proposal/CD  FIN-1 not completed/signed as required by the RFP 26 Reducing Poverty Through Economic Growth8/18/2015

1200 Twikatane Rd, off Addis Ababa Drive List Of Common Errors (Cont’d.) Key Personnel not meeting the required qualifications/Experience Submission of personnel not required in the RFP 278/18/2015

THANK YOU 288/18/ Twikatane Rd, off Addis Ababa Drive