Recruitment of Consulting Firms by Executing Agencies

Submission 2-3 – Evaluation of Technical and Financial Proposals for

Direct Contracting (SSS) or Consultants’ Qualifications Selection (CQS) Method

Part A: To be filled out by the Executing Agency

(Fill in dates, delete other choices in the [ ] that are not applicable)
This is the [first, second, third...]. version of Submission 2-3 for review

Country: Loan or Grant No:

Project Name:
Package /
Assignment:

Executing Agency (EA):

Report submitted by:

Name:
Designation:
Signature:

Date: [dd-mmm-yy]

Selection Method: [CQS, SSS]

Date(s) of meeting(s) of the CSC Technical Evaluation of Proposals: [dd-mmm-yy]
Date(s) of meeting(s) for Examination of Financial Proposals: [dd-mmm-yy]

Attachments
Attachment 1: The Request for Proposals (RFP) as issued. [ ]
Attachment 2: Minutes of the CSC - Technical Evaluation Committee (CSC-TEV) [ ]
Attachment 3: Filled out Summary and Personnel Evaluation Sheets [ ]
Attachment 4: Notes on Financial Evaluation [ ]

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Attachment 1: Request for Proposal (as issued)
Attach to Submission 2 copy of the full RFP as issued to shortlisted entities.

Attachment 2: Minutes of the CSC - Technical Evaluation Committee

The EA should submit to ADB its internally-approved Minutes of CSC Technical Evaluation, and must ensure that
they include at least the following information:
(i) Date of CSC and list of all members (who must also sign the Minutes)
(ii) Project and Package Data
a. Loan number
b. Project title
c. Package Name and Number
d. Date of Issuance of RFP and Deadline for submission of proposals
e. Any/All extension(s) of period of validity of proposals –
including confirmations submitted by entities to extend period of validity of their proposal
f. Date of pre-proposal submission conference held by EA (if relevant) –
Minutes to be attached in annex to the Minutes
(i) List of entities who (a) were shortlisted, and (b) submitted a proposal - if an entity did not submit a proposal,
attach copy of the confirmation of withdrawal must be attached under Attachment 6, and (c) are not on ADB’s
complete sanctions list
https://lnadbg4.adb.org/oga0009p.nsf/sancALL1?OpenView&count=999 (Please go to sanction.adb.org to obtain
password for access to the ADB complete sanctions list. If shortlisted firms are found on the ADB complete sanctions
lists, the EA should report this information to ADB’s Office of Anticorruption and Integrity
https://www.adb.org/site/integrity/contacts
(iii) Narrative comments on each technical proposal evaluated
(iv) Statement on Ethical Conduct signed by all CSC members (Appendix 1 to Minutes)

Narrative comments on each technical proposal must include the following:

(i) Strength and weaknesses
a. Detailed description of strengths and weaknesses of each proposal in support of technical scores given –
this information may be used for debriefing of unsuccessful entities
b. For proposals scored below 750/1000, provide sufficient details on those parts of the proposal which are
markedly weak.
(ii) Personnel: When disqualifying an expert (zero rating), state clearly in narrative comments the basis for rating in
accordance with RFP, ITC section F “Disqualification of an expert”.
If an expert is found under ADB’s complete sanctions list
https://lnadbg4.adb.org/oga0009p.nsf/sancALL1?OpenView&count=999, ADB’s required IDD checks
https://lnadbg4.adb.org/oga0009p.nsf/alldocs/AANA-AA34XQ?OpenDocument, or ADB’s CMS suspension status
https://cms.adb.org, continue evaluation of the expert and request the consultant to replace the expert when the
consultant is invited to the negotiation. The EA should report this information to ADB’s Office of Anticorruption and
Integrity. https://www.adb.org/site/integrity/contacts
(iii) Justification must be provided for any criteria or CV scored with “Below Average” or “Non-Complying” rating.

Attachment 3: Filled out Summary and Personnel Evaluation Sheets (SES and PES)
Evaluation criteria and respective weights must be as circulated in the RFP. In preparing Submission 2 bear in mind
comments under Attachment 2 above.

Attachment 4: Notes on Financial Evaluation

The EA should submit to ADB its notes (and internally-approved CSC minutes, if held) that include, at least: (i) a
narrative summary of evaluation of the financial proposal and comments and (ii) justification for each price
adjustment, if any.

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 Part B: ADB Comments on EA’s Submission
(Delete any section for which there is no comment)
1. EA’s Narrative Comments on the Evaluation of Technical Proposals:
2. EA’s Summary and Personnel Evaluation Sheets (SES/PES):
3. EA’s Narrative Comments on Financial Proposal and adjustments (if any):
4. Other issues:
(e.g. Selection Process)
5. ADB-required Integrity Due Diligence Checks
a) Are any of the evaluated entities (including joint venture partners and proposed Yes [ ] No [ ]
sub-consultants) or their experts on the
ADB complete sanctions list?
https://lnadbg4.adb.org/oga0009p.nsf/sancALL1?OpenView&count=999
or ADB-required IDD checks?
https://lnadbg4.adb.org/oga0009p.nsf/alldocs/AANA-AA34XQ?OpenDocument

If YES, list the name(s) of the entity(ies) / expert(s):

b) Are any of the evaluated entities (including joint venture partners and proposed Yes [ ] No [ ]
sub-consultants) or their experts in a situation of actual or potential Conflict of
Interest, including a Conflict of Interest with the ADB staff by virtue of taking part
in this process (refer to RFP Instructions to Consultants, para. 3)?

If YES, the User Division must consult with OAI for advice on the case and
possible remedy.

6. Performance-Related Due Diligence Checks

a) Are any of the evaluated entities (including joint venture partners and proposed Yes [ ] No [ ]
sub-consultants) or their experts on the CMS suspension status
https://cms.adb.org ?

If YES list the name(s) of the entity(ies) / expert(s):

Reminders to Project Unit

1. The Project Unit must convey above comments (Section B) to the EA as relevant
2. Upon approval of Submission 2-3, the Project Unit advises the EA to invite the entity to contract negotiations. If
negotiations with the selected entity fails, notify ADB immediately.
3. The Project Unit must update the CRAM sheet and forward it to the EA for monitoring purposes

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 Prepared by:

Signature above printed name Signature above printed name

Project Unit PPFD (If applicable)
Note:
When PPFD review is required, the Project Unit Team
Leader signs the review document after the PPFD
Officer signs it.
Date: [dd-mmm-yy] Date: [dd-mmm-yy]

Approved: YES [ ] NO [ ] Conditional [ ]

Conditions for approval:

1.

Approved by:

Signature above printed name Signature above printed name

Director, Project Unit / Country Director, PPFD
Resident Mission
(Please sign as applicable)
Date: [dd-mmm-yy] Date: [dd-mmm-yy]

Distribution:
Project Unit/Country Director
Project Team Leader
PPFD-LCU
Assigned PPFD Procurement Specialist

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