Session: M5-3

Session:M5-3
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Terms of Reference
(TOR)

CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 Placement of TOR
Session:M5-3
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 Instructions to Consultants
(ITC)
 Proposal Data Sheet (PDS)
 General Conditions of Contract
(GCC)
 Particular Conditions of
Contract (PCC)
 Proposal & Contract Forms

 Terms of Reference

CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 Objectives of TOR
Session:M5-3
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a consultant to -

 set boundaries on the project

 know what is & isn’t within their jurisdiction
 understand the context in which the ToR’s have been
framed
 have a clear idea of where they should begin
 have a clear idea of outcome

CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 Scope of TOR
Session:M5-3
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Includes:

 mission statement
 problem statement
 boundaries, beyond which the work should not go
 specific issues to be addressed
 desired outcomes/inputs
 persons involved
 project administration including timeframes, reporting
guidelines, resources available, meetings, intervention
strategies

CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 Aspects of TOR Session:M5-3
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Rule 116 (2),(3),(4)

 TOR should not be too detailed or inflexible

 The respective responsibilities of the Client &
Consultant shall be clear
 The scope of the Services shall be consistent
with the budget

CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 TOR Preparation
Session:M5-3
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Rule 116 (1) Normally contain the following sections

 background of the assignment
 objectives of the assignment
 scope of services
 transfer of knowledge (training), when appropriate
 list of reports, schedule of deliveries, period of
performance
 data, personnel facilities & local services to be
provided by the Procuring Entity
 institutional & organization arrangements

CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 Background
Session:M5-3
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Includes:
 name of the Procuring Entity
 project location & duration
 rationale of the project
 project history (what has been done so far & by whom)
 list of relevant studies & basic data
 need for consultants in the project & issues to be
resolved
 activities to be carried out by the consultants
 source of financing for the assignment
 supervision arrangements
A sample background is in the Module
CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 Objectives of the assignment
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Typical objectives may include :

 sector & strategy studies or assessments
 studies on public sector reform, institutional reform &
regulatory reforms, or leadership & management change
 master plans or project feasibility before investment
 preparation of tender documents & project detailed design
 project management & implementation supervision
 capacity building & training
 collection & analysis of data
 evaluation of PE’s assets for sale (such as in privatization
projects)
To avoid misleading, the TOR precisely describe the objectives
CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 Scope of services
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The scope of services may include

 definition of extent of assignment
 deliverables expected to indicate milestones &
assignment targets are being met
 description of work expected to meet aims &
objectives
 timetables & other factors effecting performance

This section of TOR details all the main activities to be conducted

by consultants & the expected results of those activities.

Only the activities, not the approach or methodology

CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 Transfer of knowledge
Session:M5-3
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any training or skill transfer activity, if required:

 details of trainees and

trainer skills
 skills to be transferred
 any preferences for method
of transfer
 time frame and monitoring
 evaluation arrangements on
completion

CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 Deliverables
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List of reports, schedule of deliveries, period of

performance

 Timing for assignment tasks

 Milestones or stage results
 Completion
 Reports and timing restraints

 inception report
 progress report
 interim report
 final report
Reporting requirements clearly specify
CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 Facilities provided by PE
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Data, personnel facilities & local services to be provided

by PE
RFP indicates the inputs provided by the PE to the
consultants. TOR complement the ITC by listing in
detail. Information and services provided by PE:

 Office space, vehicles, survey equipment, office &

computer equipment, available software &
telecommunication systems
 Documents
 Procuring Entity’s staff work

CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 Arrangements
Session:M5-3
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Institutional & organizational

 define the institutional setup & the organization

surrounding the assignment
 role & responsibilities of all those involved
 type, timing, & relevance of participation

The TOR should also define the hierarchy & level of

authority of the personnel of PE
CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 Qualifications
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TOR may include

 Consultants’ staff
 Academic/Technical qualifications
 Experience in the assignment area
 Total work experience
 Knowledge of foreign practice/work experience
abroad
 Knowledge of local environment/experience in
the country or region/in similar conditions
 Knowledge of languages

CPTU-IMED (PPRP II) Three-Week Training on Procurement of Goods, Works & Services Fineurop-ESCB
 Assignment
Session:M5-3
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Checking the TOR –

 Is it clear?
 What is the expected outcome?
 Is the sequence sensible?
 Are the limits defined?
 Is the time schedule reasonable?
 What are the deliverables and are they
clear?
 Are local resources available?

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