Consulting

Welcometo

Business Opportunity Seminar

05 July 2011

Business Opportunities Business Opportunities Seminar (BOS)Seminar (BOS)

Introduction

How to get Short-listed

How to Prepare Responsive Proposals

Contract Negotiations and Administration

Business Opportunities Business Opportunities Seminar (BOS)Seminar (BOS)

Consulting ServicesConsulting Services

Introduction

Business Opportunities Business Opportunities Seminar (BOS)Seminar (BOS)

Consulting ServicesConsulting Services

1. ADB recruits consultants for Technical Assistance (TA) projects

2. Borrowers recruit consultants for loan and Grants projects

According to the Guidelines on the Use of Consultants by ADB and the Borrowers

Guidelines

Policies and procedures for selecting, contracting and monitoring consultants required for loan and technical assistance (TA) projects

ADB

Guidelines onThe Use of ConsultantsBy Asian Development Bankand Its Borrowers

April 2010

Asian Development Bank

What Kind of Consultants?

TA Consultants

Project Preparation Capacity Development Policy and Advisory Research and Development

What Kind of Consultants?

Consultants for Loan Projects

Detailed Design Implementation supervision Capacity Development

Service Providers and Eligibility

Service Providers (international and national) Firms Individuals Universities NGOs Research institutes Others – UN Organizations

Eligibility ADB member countries (67

members)

•9

Summary of Recruitment Summary of Recruitment CycleCycle

Consulting Services Recruitment Notice (CSRN)

ADB/EA prepares Short-list

ADB/EA issues Request for Proposal (RFP)

ADB/EA evaluates Technical Proposal

Public opening of Financial Proposal

ADB/EA does overall ranking

ADB/EA conducts negotiations and signs contract

Business Opportunities Business Opportunities Seminar (BOS)Seminar (BOS)

Where do you find information on ADB consulting opportunities ?

Consulting Services Consulting Services Recruitment Notice (CSRN)Recruitment Notice (CSRN)

Consulting Services Consulting Services Recruitment Notice (CSRN) Recruitment Notice (CSRN)

Business Opportunities Business Opportunities Seminar (BOS)Seminar (BOS)

How to get Short-listed

Pointers Pointers

1. Firms should register in ADB’s Consultant Management System (CMS)

2. Associate with more experienced Short-listed firms

3. Expression of Interest (EOI)

4. Get short-listed as a Joint Venture partner

Pointer 1Pointer 1

Register in the Consultants Management System (CMS)

Consultant Management Consultant Management System (CMS)System (CMS)

CMS RegistrationCMS Registration

Be legal entities that have the capacity to enter into binding and enforceable contracts with the ADB

Be incorporated or legally established in an ADB member country

Have at least five (5) permanent full-time professional staff; and

Have a bank account for financial transactions.

Pointer 2Pointer 2

Associate with Experienced Short-listed Firms

Shortlisted FirmsShortlisted Firms

Current List of Shortlisted Firms for Current List of Shortlisted Firms for Technical Assistance and Grant Financed Technical Assistance and Grant Financed ProjectsProjects

Pointer 3Pointer 3

Expression of Interest (EOI)

Consulting Services Consulting Services Recruitment Notice (CSRN) Recruitment Notice (CSRN)

Expression of Interest (EOI)Expression of Interest (EOI)

Pointer 4Pointer 4

Short-Listed as a Joint Venture partner

Short-listing Joint Ventures Short-listing Joint Ventures and Associationsand Associations

Qualifications of all firms in an association/JV should be taken into account

Higher weighting should be given to lead firm

Business Opportunities Business Opportunities Seminar (BOS)Seminar (BOS)

How to Prepare Responsive Proposals

Pointers Pointers

1. Know the rules of the Game

2. Loosing Proposals

3. Excellent Proposals

4. Financial Proposal

Pointer 1Pointer 1

Know the Rules-of-the-gameKnow the Rules-of-the-game

1. Request for Proposal (RFP)1. Request for Proposal (RFP)

Section 1: Letter of Invitation (LOI)

Section 2: Instructions to Consultants (ITC)

Section 3: Technical Proposal - Standard Forms

Section 4: Financial Proposal - Standard Forms

Section 5: Terms of Reference (TOR)

Section 6: Standard Forms of Contract

Section 7: List of ADB Member Countries

Policies and Procedures Policies and Procedures ‘Rules of the game’‘Rules of the game’

Guidelines on the Use of Consultants

Guidelines

Policies and procedures for selecting, contracting and monitoring consultants required for loan and technical assistance (TA) projects

ADB

Guidelines onThe Use of ConsultantsBy Asian Development Bankand Its Borrowers

April 2010

Asian Development Bank

•35

GuidelinesGuidelines

Policies

Need for high-quality services Need for economy and efficiency Need to give all qualified consultants an

opportunity to compete Need to encourage the development and use

of national consultants from developing member countries (DMCs)

Need for transparency in the selection process

Need for increasing focus on anticorruption

Other Selection MethodsOther Selection Methods

Quality Based Selection (QBS) Fixed Budget Selection (FBS) Least Cost Selection (LCS) Consultant’s Qualification Selection

(CQS) Single Source Selection (SSS)

Pointer 2Pointer 2

Losing Proposals !

Actual CasesActual Casesfrom TA CSC-EV minutesfrom TA CSC-EV minutes

25 TP samples between 2008-2011 4 sectors: Energy, Transport, Urban,

Natural Resources (water, environment)

For projects in 10 countries and 2 regions (CW/SE)

1st ranked=13, 2nd=6, 3rd=1, 6th=1, Below 750=4

2 Worst scores: 687 and 652

Why did they get 687 out of Why did they get 687 out of 1000 points?1000 points?

Not understanding the TA objectives (missing critical element of the project)

Thus, Approach and Methodology was wrong

Subsequently, proposing wrong expertsMismatch (requirement v s experience)Wondering why Short-listed in the first

place?

How about the TP with 652 How about the TP with 652 points?points?

Proposing Approach, Workplan and Personnel Schedule not complying with the TOR requirements

55 person-months while the requirement was only 25 p-m

Adding 4 new positions that were not included in the TOR (higher Financial cost too!)

Pointer 3 Pointer 3 Excellent proposalsExcellent proposals

13 out of 25 were first rankedHighly qualified Team Leaders with

relevant project and country experiences were proposed (highest points allocated for TL)

Using charts and tables effectively to demonstrate their good understanding of the project objectives

You MUST:You MUST:

Read and follow Instructions to Consultants (RFP Section 2) including Data Sheet Very Very carefully!

Visit the project site and meet the EA Understand Terms of Reference (TOR) very

well Propose TL who is familiar with ADB

procedures, guidelines Reduce home-office inputs Check the Evaluation criteria carefully and

propose the best candidates for the highest point position

Financial ProposalFinancial Proposal

How is it evaluated

Some tips for good Financial Proposal

Out of 6 2nd ranked TP, 2 became overall 1st after FP evaluation.

Financial Proposal Financial Proposals are evaluated for:

Compliance Data Sheet requirements are met Any conditional proposal?

Arithmetic checks To be corrected

Consistency with technical proposals Experts’ person-month inputs

Good Financial ProposalGood Financial Proposal

Avoid quoting short but be consistent with Technical Proposal per diem days, round trips, MTE Duration for the fixed amount items like

Communication, land transport, office operations

Unit rates, rather than lump sum amounts

We adjust them accordingly during the contract negotiations.

Contract Negotiations and Contract Negotiations and AdministrationAdministration

Contract Negotiations and Administration

Contract Management Contract Management IssuesIssues

Team leader/team chemistry Relationships with EA Relationships between international &

national consultants Role and responsibilities of national

consultants Replacements Performance evaluations Unsatisfactory performance Payment issues

Any Questions?Any Questions?

Please ask anything you want to know and or

unclear to you?

Thank you for attending the seminar!

Hope you have found this seminar useful.

Feel free to contact Central Operations Services Office Div. 1 should you have further questions after the seminar

Hiroyuki Maruyama （丸山裕之）

Tel: 0063 2 632 6437E-mail: hmaruyama@adb.org