Session: M5-4

Session:M5-4
Slide N0.1/31

Act [Section- 57]

Request for
Proposal (RFP)
Document & PDS
Rules [Rule-117]
CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 Applicability
Session:M5-4
Slide N0.2/31

Standard RFP for Selection of

Consulting Firm (National)
PS7

Lump Sum – Above Tk. 1 crore

CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
Request for Proposal (RFP) Document Session:M5-4
Slide N0.3/31

1. Instructions to Consultants
(ITC)
2. Proposal Data Sheet (PDS)
3. General Conditions of
Contract (GCC)
4. Particular Conditions of
Contract (PCC)
5. Proposal & Contract Forms
6. Terms of Reference

A Letter of Invitation (LOI) also included in the RFP

CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 Letter of Invitation (LOI)
Session:M5-4
Slide N0.4/31

Rule 117 (6) Contents of LOI

 Name of PE
 Source (s) of funds
 Brief description of objectives and scope of assignment
 Names of short-listed firms
 Method of selection
 Date, time & address of Pre-proposal meeting, if required
 Acknowledgement of receipt of LOI by Consultant
 Confirmation of Consultant’s intention to submit the
proposal & whether intends to associate with any other
Consultant

To invite short-listed Consultants

CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 Some Distinct Provisions of ITC
Session:M5-4
Slide N0.5/31

Rule- 117(10) & 117(19)

Validity of Proposal
Normally between 60 & 120 days

Time for preparation & submission of Proposal

Minm 28 days for National Procurement
Minm 42 days for International Procurement

CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 Session:M5-4
Proposal Currency and Taxes Slide N0.6/31

ITC 27 & 29
Proposal Currency
All prices to be quoted in Bangladesh Taka
for National Procurement

Taxes
The Consultant is subject to local taxes on
amounts payable by the PE as per the Applicable
Law

CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 Session:M5-4

Proposal Documents Slide N0.7/31

ITC 21

Proposal prepared by the Consultant comprises-

 Technical Proposal

 Financial Proposal

 Any other document required

as stated in PDS

CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 Proposal Preparation
Session:M5-4
Slide N0.8/31

ITC 22
The Consultant shall-
 examine detail documents
comprising the RFP
 prepare Technical Proposal using
Forms in furnished in Section 5A:
Technical Proposal; Standard Forms
 submit Financial Proposal using
Forms in furnished in Section 5B:
Financial Proposal; Standard Forms

Material changes, alterations to format & filling in blank space-failing

which may reject proposal
CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 Technical Proposal Preparation
Session:M5-4
Slide N0.9/31

ITC 23

 JV or sub-consultancy, as appropriate, is permissible

 Association among the short-listed consultants
not allowed
 Association with other Consultants (not short-listed)
in a JV is only permitted with prior permission of Client
 No prior permission required for a short-listed firm
associating with another as a sub-consultant
 Sub-consultancies in no event relieve the short-listed
Consultant from contractual obligations

CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 Technical Proposal Preparation
Session:M5-4
Slide N0.10/31

ITC 23
 QCBS/LCS – Estimated No. of Professional
staff-months indicated in PDS;
available budget not disclosed

 FBS – Normally no. of Professional staff-months

not disclosed; available budget disclosed
(excluding applicable Taxes)

 Proposed Professional staff must have at least

qualification experience stated in PDS

 Alternative experts for single position not allowed

 Key-staff (who will be evaluated) not allowed to offer inputs more

than one Proposal

CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 Financial Proposal
Session:M5-4
Slide N0.11/31

ITC 25

 All activities and items described

in Technical Proposal must be
priced separately

 Activities and items

described in Technical
Proposal but not priced,
assumed to be included in
the prices of other activities
or items [Rule-120 (4)]

CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 Session:M5-4
Slide N0.12/31

Proposal Submission,
Opening and Evaluation
will be discussed
during Evaluation Session

CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 Session:M5-4
Slide N0.13/31

Introducing Proposal
Submission Forms

CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
Section 5 : Proposal & Contract Forms Session:M5-4
Slide N0.14/31

5A:Technical Proposal
Proposal Form
5B: Financial Proposal

5C:Contract Agreement
Contract Form
5D: Appendices

CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 Session:M5-4

5A. Technical Proposal-Standard Forms Slide N0.15/31

5A1: Technical Proposal Submission Form

5A2: Consultant’s Organization and Experience
5A3: Comments & Suggestions on TOR and on Counter-part Staff &
facilities to be provided by the Client
5A4: Description of Approach, Methodology and Work Plan for
performing the Assignment
5A5: Work Schedule
5A6: Team Composition and Task Assignment
5A7: Staffing Schedule
5A8: Curriculum Vitae for Proposed Professional Staff

All these Forms to be filled in & submitted by the Consultants

with Proposals
CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 5A1. Technical Proposal-Standard Session:M5-4
Slide N0.16/31
Forms
Contents of the Form
 Location and date
 Proclamation not engage in
 Name and address of the Clients corrupt, fraudulent, coercive &
 Title of the assignment collusive practice
 RFP date  Client’s authority to reject
 Name and address of associated proposal
consultant  Authorised signature
 JVCA (if any)  Name & title of the signatory
 Sub-consultancy (if any)  Name of Firm
 Undertaking of negotiation within  Address of the Firm
proposal validity period
 Undertaking regarding
commencement of the assignment
within due date

CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 5A2. Consultant’s Organization Session:M5-4
Slide N0.17/31
& Experience
Consultant’s Experience-Major Work Undertaken during
the last Ten Years that best Illustrates Qualifications
Assignment name: Country:

Assignment Location Duration of assignment (months):

within country:
Name of Client: Professional Staff provided by your Organization:
No. of Staff:
No. of Person-Months:
Start Date (Month/Year): Completion Date (Month/Year):
Name of Joint Venture Consultants, if any No. of Person-Months of Professional Staff
provided by associated Consultant:
Name of Senior Staff (Project Director/Coordinator, Team Leader) Involved and Functions
Performed:
Detailed Narrative Description of Project:
Detailed Description of Actual Services Provided by your Staff:
Firm’s Name: Authorised Signature:

CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 Session:M5-4

5A3. Comments & Suggestions Slide N0.18/31

On the Terms of Reference

[Present and justify here any modifications or improvements to the
Terms of Reference the Consultant is proposing to improve
performance in carrying out the assignment. Such Suggestions
should be concise and to the point, and incorporated in your
Proposal]
On Counterpart Staff and Facilities
[Comment here on counterpart staff and facilities to be provided by
the Client according to Clause Reference 21.1 of the Proposal Data
Sheet including: administrative support, office space, local
transportation, equipment, data, etc.]

CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 5A4. Description of Approach, Session:M5-4
Slide N0.19/31

Methodology & Work Plan

 Technical Approach and

Methodology

 Work Plan, and

 Organisation and Staffing

CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 5A5. Work Schedule
Session:M5-4
Slide N0.20/31

No. Activity¹ Months²

1 2 4 4 5 6 7 8 9 10 11 12 n
1
2
4
4
5
n

1. Indicate all main activities of the assignment, including delivery of reports

(e.g.: inception, interim, and final reports), and other benchmarks such as
Client approvals. For phased assignments indicate activities, delivery of
reports, and benchmarks separately for each phase.
2. Duration of activities shall be indicated in the form of a bar chart. Months
are counted from the start of the assignment.

CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 5A6. Team Composition & Task Session:M5-4
Slide N0.21/31
Assignments

Name of Staff Firm/Organization Area of Expertise Position Assigned Task Assigned

CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 5A7. Staffing Schedule
Session:M5-4
Slide N0.22/31

No Name of Staff Staff-month input by month¹ Total staff-month input

1 2 4 4 5 6 7 8 9 10 11 12 n Home Field² Total

Total

1. For Professional Staff the input should be indicated individually, for

Support Staff it should be indicated by category (e.g.: draftsmen, clerical
staff, etc.)
2. Months are counted from the start of the assignment. For each staff
indicate separately staff- month input for home and field work.

CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
5B. Financial Proposal-Standard Forms
Session:M5-4
Slide N0.23/31

5B1: Financial Proposal Submission Form

5B2: Summary of Costs
5B3: Breakdown of Staff Remuneration
5B4: Breakdown of Reimbursable expenses

All these Forms to be filled in & submitted by the Consultants

with Proposals
CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 5B1. Financial Proposal Submission Session:M5-4
Slide N0.24/31

Form

 Location and date

 Proclamation not engage in
 Name and address of the Client corrupt, fraudulent, coercive &
 Title of the assignment collusive practice
 RFP date  Client’s authority to reject
 Total Cost (in figures and proposal
words-excluding local taxes)  Signed
 Local taxes  In the capacity of:
 Undertaking of negotiation  Duly authorised to sign the
within proposal validity period proposal on behalf of the
 Commissions or gratuities Applicant
offered  Date

CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 5B2. Summary of Costs
Session:M5-4
Slide N0.25/31

Cost Component Costs

Staff Remuneration (1)

Reimbursable Expenses (1)

Total

1# Staff Remuneration, Reimbursable Expenses and Taxes must coincide

with relevant Total Costs indicated in forms 5B3and 5B4.

CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
5B3. Breakdown of Staff Remuneration Session:M5-4
Slide N0.26/31

Name1 Position2 Staff-month Input3 (Staff- [Indicate Sub Cost for each staff] 4
Rate3 months)
Staff
Head Office
Field

Total Costs

1. Professional Staff should be indicated individually; Support Staff should

be indicated per category (e.g.: draftsmen, clerical staff).
2. Positions must coincide with the ones indicated in Form 5A7.
3. Indicate the total expected input of staff and staff-month rate required
for carrying out the activity indicated in the Form.
4. For each staff indicate the remuneration. Remuneration= Staff-month
Rate x Input
CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 5B4. Breakdown of Reimbursable Session:M5-4
Slide N0.27/31
Expenses
No. Description1 Unit Unit Quantity [Indicate sub cost for each item]3
Cost2
Per diem allowances Day
Travel expenses Trip
Communication costs between
[Insert place] & [Insert place]
Drafting, reproduction of reports
Equipment, Instruments, etc.
materials, supplies, etc.
Use of computers,
Laboratory tests.
Subcontracts
Other Transportation
Office rent, clerical assistance
Others (specify)
Total Costs

1. Delete items that are not applicable or add other items according to Clause
19.1 of the Proposal Data Sheet.
2. Indicate unit cost.
3. Indicate the cost of each reimbursable item. Cost=Unit Cost x Quantity
CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 Session:M5-4
Slide N0.28/31

Proposal Data Sheet

Section 2

CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 Session:M5-4
Slide N0.29/31

41.2 The number of points to be given under each of the evaluation

criteria are:
Criteria, sub-criteria Points
[Normally, sub-criteria are not provided, however, the Client may
decide depending on the type of assignment]
(i) Specific experience of the Consultant relevant to the [usually
assignment. 5 - 10]

Section 2.
(ii) Adequacy of the proposed work plan & methodology in responding to
the terms of Reference.

a) Work plan [Insert points]

b) Methodology [Insert points] Proposal
Data Sheet
c) Organization and staffing [Insert points]
[usually
Total points for criterion (ii): 20 - 50]
(iii) Professional staff qualifications and competence for the assignment Part 41.2
a) [Team Leader] [Insert points]
b) [Insert position or discipline as appropriate [Insert points]
c) [Insert position or discipline as appropriate [Insert points]
d) [Insert position or discipline as appropriate [Insert points]
e) [Insert position or discipline as appropriate [Insert points]
Total points for criterion (iii): [usually
40 - 60]
CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 Session:M5-4
Slide N0.30/31

[The number of points to be assigned to each of the

41.2 above position or discipline shall be determined
(cont.) considering the following three sub criteria and relevant
percentage weights:

Section 2.
General Qualifications [insert weight between
20% & 30%
Adequacy for the assignment [Insert weight between
50% & 60% Proposal
Time with the firm [insert weight between
15% & 30% Data Sheet
Experience in region and
language
[Insert weight between
10% & 20%
Part 41.2
Total Weight: 100% (cont.)
(iv) Suitability of the transfer of knowledge [usually
(training programme) 0 - 20]
[Insert sub criteria] See Documents

TOTAL POINTS 100

The minimum Technical Points required to pass is [insert points]
[usually within a range of 70-80 points]

CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 Session:M5-4
Slide N0.31/31

Amendments of, and Supplements to, Clauses in

ITC
Clause the Instruction to Consultants

The weights given to the Technical & Financial Proposals

44.1 are:
T=[Insert weight, normally between 0.7 & 0.9], &
P= [Insert weight, normally between 0.1 & 0.3]

CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB