1. Preparing EOI and RFP

2. Expression of Interest (EOI)
EOI for short listing firms is requested for Consulting services estimated more than 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

3. Expression of Interest (EOI)
Advertising for Expression of Interest (EOI)
General, Procurement Notice to be prepared and published in UNDB online and Development Gateway’s dg Market
Advertise in national gazette ,national newspaper, websites
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

4. 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

5. 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

6. 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.

7. 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

8. 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

9. Short-listing Selection Criteria[Out of 100%]Score
a) ADB Standard EOI Format
Eligibility Requirement (Pass/Fail)
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

10. 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 doc

11. 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

12. 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 proposal

13. 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

14. 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

15. RFP Standard Forms Technical Proposal
Technical proposal Submission Form
Consultant’s Organization and Experience
Comments /Suggestions on TOR ,Counterpart Staff & Facilities provided by the Client
Approach ,methodology , and Work Plan
Team Composition/Task Assignment/Summary CV information
Curriculum Vitae format
Personnel Schedule
Work Schedule

16. RFP Standard Forms Financial Proposal
Financial proposal Submission Form
Summary of Costs
Breakdown of Remuneration
Breakdown of Reimbursable Expenses
Miscellaneous Expenses

17. 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.

18. RFP Evaluation Criteria (PPR 71)
Marking Weightage for evaluation of proposals
Technical Proposal : 80
Financial Proposal : 20
Mark Distribution Technical proposal ( 100)
Firm’s Specific Experience : 0 to 25 %
Methodology : 20 to 35%
Key Personnel : 30 to 60%
Transfer of knowledge : 0 to 10%
Participation by nationals : 0 to 10%
(Not applicable for National Bidding)
Sub criteria's to be kept to the essential only , generally three.

19. RFP Evaluation Criteria (PPR 71)
Mark Distribution Technical proposal ( 100)
Firm’s Specific Experience : 0 to 25 %
Methodology : 20 to 35%
Key Personnel : 30 to 60%
Transfer of knowledge : 0 to 10%
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 will not considered for evaluation

20. 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

21. 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 profit.

22. 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

23. 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)

24. 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

25. Contract General Contents: Form of Contract
General Conditions of Contract
Special Conditions of Contract
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
TP Methodology ?