Welcome

to Business Opportunity Seminar

05 July 2011

Business Opportunities Seminar (BOS)

 Introduction  How to get Short-listed  How to Prepare Responsive

Proposals

 Contract Negotiations and

Administration

Business Opportunities Seminar (BOS) Consulting Services

Introduction

Business Opportunities Seminar (BOS) Consulting 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 on The Use of Consultants By Asian Development Bank and 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)

Summary of Recruitment Cycle

      

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
8

Business Opportunities Seminar (BOS)

Where do you find information on ADB consulting opportunities ?

Consulting Services Recruitment Notice (CSRN)

Consulting Services Recruitment Notice (CSRN)

Business Opportunities Seminar (BOS)

How to get Short-listed

Pointers

1. Firms should register in ADBs Consultant

Management System (CMS) firms

2. Associate with more experienced Short-listed 3. Expression of Interest (EOI) 4. Get short-listed as a Joint Venture partner

Pointer 1
Register in the Consultants Management System (CMS)

Consultant Management System (CMS)

CMS 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 2
Associate with Experienced Short-listed Firms

Shortlisted Firms

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

Pointer 3
Expression of Interest (EOI)

EOI Evaluation for Short-listing

 Eligibility pass/fail  Management Competence (%)  Technical Qualifications (%)  Relevant Geographical Experience
(%)

Consulting Services Recruitment Notice (CSRN)

Expression of Interest (EOI)

Pointer 4
Short-Listed as a Joint Venture partner

ShortShort-listing Joint Ventures and Associations

 Qualifications of all firms in an

association/JV should be taken into account

 Higher weighting should be given to

lead firm

Business Opportunities Seminar (BOS)

How to Prepare Responsive Proposals

Pointers

1. 2. 3. 4.

Know the rules of the Game Loosing Proposals Excellent Proposals Financial Proposal

Pointer 1
Know the Rules-of-the-game Rules-of-the-

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 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 on The Use of Consultants By Asian Development Bank and Its Borrowers

April 2010 Asian Development Bank

Guidelines
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
34

Business Opportunities Seminar (BOS)

Selection Procedure

Quality and Cost Based Selection (QCBS) More Quality

Quality and Cost Based Selection (QCBS) 80:20 Total score = 80% technical + 20% financial

Quality and Cost Based Selection (QCBS)

   
Expression of Interest (EOI) Shortlist Request for Proposal Technical and financial proposal submitted at same time

 Technical proposal evaluation  Public opening of financial proposals  Financial proposal evaluation  Combine technical (80%) and financial (20%)
scores to give overall score

Other Selection Methods

    

Quality Based Selection (QBS) Fixed Budget Selection (FBS) Least Cost Selection (LCS) Consultants Qualification Selection (CQS) Single Source Selection (SSS)

Pointer 2

Losing Proposals !

Actual Cases
from TA CSC-EV minutes CSC-

 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

Why did they get 687 out of 1000 points?

 Not understanding the TA objectives

(missing critical element of the project)  Thus, Approach and Methodology was wrong  Subsequently, proposing wrong experts  Mismatch (requirement v s experience)  Wondering why Short-listed in the first

How about the TP with 652 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 Excellent proposals

 13 out of 25 were first ranked  Highly 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:  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

Financial 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 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 and Administration

Contract Negotiations and Administration

Contract Management Issues

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