ASARECA National Sub Grantees meeting PROCUREMENT OF CONSULTANTS By Itaza Muhiirwa Procurement and Contracting Officer . Current challenges faced by sub grantees . Delays in procurement of project inputs / consultants Poor quality of supplies /consultancies High prices in some cases .
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Quality and cost based selection (QCBS) Based on technical quality with Price consideration . This is the preferred method for selection of consultants.
Quality based selection - (QBS) Based on technical quality.
Least cost selection –(LCS) Based on lowest price of technical compared evaluated proposals.
Activities of the consultant and their affiliates that conflict with their assignments
Consulting assignments that by their nature are or may be in conflict with each other (audit of own activities)
Relationship between the consultant and staff of the implementing agency
Consultants serving different clients with conflicting interests on closely related assignments.
Terms of reference
The first step of procuring a consultancy is the preparation and approval of the terms of reference
Terms of reference are prepared by the user department and approved by the project manager and ASARECA or the Bank
Back ground information about the project including the problem
Statement of objectives
Scope of work
Reporting (whom will the consultant report to)
Inputs provided by the clients office, literature – data reports, phone, email etc--)
Expected outputs by consultant and time of delivery
Key staff qualifications and experience
Advertisement ( Media, Website, Magazines etc.)
Receipt of applications /Expressions of interest
Evaluations of expression of interest
Request for proposal
Submissions of proposals (Technical and Financial)
Opening of Technical Proposals
Evaluation of technical Proposals
Opening of Financial Proposals
Award and contract signing
Solicitation is done through advertising.
Expressions of interests are received and opened .
EIO are evaluated against a given criteria.
Shortlist of 6 firms is prepared
Shortlist includes firms alone or in association
A request for proposal is sent to each of the 6 short listed firms and must include the following:
Letter of invitation
Instructions tom consultants
Terms of reference
Standard forms for the proposal
Consultants relevant experience for the assignment
Quality of the methodology of the proposal
Qualifications of the key staff proposed
Transfer of knowledge
Extent of national participation among key staff in the performance of the assignment
Selection based on technical quality with price consideration
Proposals are submitted in two separate envelopes (technical and financial)
Technical proposal is opened first –Financial proposal is kept sealed .
Evaluation team of 3-6 competent and independent members (with no conflict of interest) evaluate
relevant experience of candidate in the field of the assignment (0-10points)
Quality of the methodology proposed (20-50points)
Qualification of the key staff proposed (30-60 points)
Quality of transfer of knowledge
Participation by nationals optional (0-10)
Reject non responsive proposal – those scoring below pass mark usually 70% threshold established in the request for proposal
Prepare an evaluation report
Evaluation report establishes a ranking and explains where there are weaknesses and strengths
Attach individual mark sheets and scores
Look out for inconsistencies and disparities
Open price /financial proposals of those firms which passed the technical evaluation.
Verify responsiveness to the request for proposal document
Verify conformity with technical proposal
Compute for arithmetic and other errors
Lowest price gets highest mark
Invite top ranking officials of the consultant for the negotiation of the contract
- Final terms of reference
- Comments by the consultant
- Work plan
- Proposed staff
Final TOR and agreed methodology are to be incorporated in the final description of services in the contract
Price negotiations are usually restricted to treatment of taxes
Terms of payment
Price adjustment formula
Final contract is sent to ASARECA / the Bank for review.
Once cleared the Contract is signed by both parties .
High cost of preparing a good proposal by the consultants.
Preparation of terms of reference and evaluation of proposals by the client are labour intensive .
Terms of reference are critical and must be understood by both parties
Lack of good facilities provided by the client
Loss of key staff
Delayed decisions by the client
Poor supervision by the client
Insufficient budgetary appropriation
Inability to meet payment and other obligations promptly
Delay in seeking and getting exemption from payment of taxes /duties
Expiry of contracts