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8/12/2019 Rules and Procedures for the Use Consultants AFDB Summary Of
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RULES AND PROCEDURES FOR THE USE OFCONSULTANTS USING QCBS AFDB) REVISEDJULY 2012
Presented by PROGEBE RHOFA
Session 1/2013 PROGEBE RCU Procurement committee
July 12, 2013
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PROCUREMENT FRAMEWORK
Grant agreement between AfDB and ITC specified typeand methods of procurement
AfDB relevant rules dating May 2008 revised July 2012
Consultants includes a wide variety of private and publicentities, including consulting firms, engineering firms,construction managers, management firms,procurement agents, inspection agents, auditors,Specialized Agencies and other multinational
organizations, investment and merchant banks,universities, research institutions, government agencies,nongovernmental organizations (NGOs), and individuals
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PROCUREMENT PRINCIPLES
Need for high quality services
economy and efficiency
effective competition
develop and use national and regional
consultants
transparency in selection process
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CONFLICT OF INTEREST (MANUAL 1.9)
Avoid conflicts between Consulting activities and procurement of goods
(a firm hired to provide consulting services for the preparationor implementation of a project shall be disqualified from
subsequently providing goods resulting from or directly related
to the firms consulting services for such preparation or
implementation /Page7-1.9 )
Conflict amongst consulting assignments (for eg.consultants hired to prepare Terms of Reference (TOR) for an
assignment shall not be hired for the assignment in question )
Relationship with borrower staff
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FRAUD AND CORRUPTION (MANUAL 1.22)
Borrowers or Grant beneficiaries such as ITC (and projectmanagement units PROGEBE) should ensure staff,consultants and their agents, sub-contractors, sub-consultants, service providers or suppliers and anypersonnel thereof, observe the highest standard of ethics
during the selection and execution of Bank-financedcontracts and avoid :
Corrupt practice
Fraudulent practice
Collusive practice
Coercive practice
Obtrusive practice
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QUALITY AND COST BASED SELECTIONPage 14 / 2.2
Steps : Preparation of TORs
Preparation of cost estimate and budget based on TORs
Advertising and shortlisting FDB non objection
Prepare RFP Issue and receive proposals
Technical evaluation consideration of quality FDB nonobjection Public opening of financial proposals
Financial evaluation
Final evaluation of quality and cost FDB non objection Negotiation, finalize contract FDB non objection ward
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TERMS OF REFERENCE Normally prepared by a person or a firm specialized in the area of the
assignment
Scope of services to be compatible with available budget
define clearly the objectives, goals, and scope of the assignment and
provide background information
If transfer of knowledge or training is an objective, it should be
specifically outlined along with details of number of staff to betrained, and so forth, to enable consultants to estimate the required
resources
TOR shall list the services and surveys necessary to carry out the
assignment and the expected outputs
TOR should not be too detailed and inflexible, so that competing
consultants may propose their own methodology and staffing
Firms shall be encouraged to comment on the TOR in their proposals.
Borrowers and consultants respective responsibilities should be
clearly defined in the TOR
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COST ESTIMATE (BUDGET)
essential if realistic budgetary resources are tobe earmarked
assessment of resources needed to carry outthe assignment: staff time, logistical support,
and physical inputs Costs divided into categories: (a) fee or
remuneration and (b) reimbursable, and furtherdivided into foreign and local costs
cost of staff time shall be estimated on arealistic basis for foreign and nationalpersonnel
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ADVERTISING AND SHORTLISTING
Assess relevant qualifications
Depending on type of procurement : regional :
4 PROGEBE countries /national : Gambia only
For regional/international bidding 6 firms of
similar category, capacity, business objectivesand a wide geographic spread and not more
than 2 firms from any one country
AFDB non objection on shortlist
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REQUEST FOR PROPOSALS
Use standard templates to draft and issue to shortlisted
consultants Letter of invitation
Information for Consultants
TORs
Proposed contract
Between 4 weeks minimum and 3 months maximum Request for clarifications allowed. Any response given to one
candidate should be sent to all shortlisted along with originalquestion
Offers received remain sealed until opening and should becomplete (technical and financial in separate envelopes) andcannot be changed
Offers received after closing time to be returned unopened
Technical envelopes opened after proposals submission
closing time (no need for public opening)
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EVALUATIONS : QUALITY
Indicative evaluation categories ,weighted for
importance and graded on a scale of 100 each Consultant relevant experience for assignment (0-10)
Qualityof proposed methodology (20-50)
Qualifications of only key staff proposed (30-60) : CVs accurate,complete and signed by both consultant firm head and individual
General qualifications
Adequacy for assignment
Experience in region
Transfer of knowledge (if indicated in TORs 0-10)
National staff participation (0-10) Essential sub-criteria breakdown allowed
Proposal unsuitable if it does not respond to importantaspects of the TOR or fails to achieve minimum score
Technical evaluation report FDB non objection
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EVALUATION : COST
Return financial proposals not to be opened for non
technically qualified firms
Notify vendors with the minimum technical grade,
Schedule and hold financial proposals opening (read
aloud and record consultant name, technical points,proposed prices) and send minutes to AFDB.
Correct arithmetic, convert to single currency (using
selling rates from central or commercial bank)
Exclude local identifiable indirect taxes
Lowest cost given 100 and other proposals given
financial scores that are inversely proportional to their
prices or other method to be documented in RFP
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FINALIZE EVALUATIONS, NEGOTIATE
Combined quality and cost scores according to weights
indicated in RFP Quality weight usually 80%
Cost weight usually 20%
Negotiate on TORs, methodology, staffing, borrowersinputs, etc without affecting substantially original TOR
and integrate in contract (description of services part) Major reductions in work inputs not to be made solely to
meet budget
No staff substitution unless both party agree that
changes are critical to meet objectives and substitutionhas equal or better qualifications than staff beingreplaced
Financial negotiations should clarify consultants taxliability in the borrower country (if any).
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CONTRACTING Types of contracts
Lump-sum : payment based on delivery of outputs. Price includes allcosts. No price renegotiation unless outputs change.
Time-based : payment based on inputs. Staff rates and reimbursableestimated. No price renegotiation allowed on base rates except toreduce fees (with Afdb clearance) if they are higher than usual rates forsimilar contracts
Reimbursable to be paid on actual expenses incurred upon
presentation of receipts. Ceilings for unit prices or standard perdiemrate can be indicated in RFP
AFDB non objection on initialed, negotiated contract
Notify all unsuccessful bidders
Publish award info (consultant name, technical points, evaluatedprice, final point raking, name of winning offer, price, duration,summary scope) in UNDB online and on bank website
Debriefing allowed for interested bidders in person or by emaildetailing why the bidders proposal was not selected
Information on proposal evaluation and awards recommendations tobe held confidential until award publication