rules and procedures for the use consultants afdb summary of

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

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