Title: International Development Business Bid to Win Partnering for Success, and Creating Winning Proposals
1International Development Business Bid to
WinPartnering for Success, and Creating
Winning Proposals
IDB Procurement Workshop Washington, DC April
15, 2004
2Presentation Objectives
- Develop a better understanding of
- International development business project
opportunities with through the IDB - Perhaps the 2 most critical success factors
- Strategic partnering
- Effective proposals
-
3The Road to Success
Partnering, Proposals, Persistence
4Types of Opportunities(for Consultants)
- Direct-hire with the IDB as client (smaller
value short term usually sole source). - Competitively-bid projects with IDB borrowing
country government as client (larger value,
longer term, formal competitive bids). - Subcontracts with other firms. (as partner, as a
team member).
5Large Value Contracts Competitive Bids
6Experts agree
- Partnering is perhaps the most critical
success factor. Most successful firms credit good
partnership as the most key success factor and
most firms who fail blame weak partnership as the
main failure factor
7Partnering for Succe
"The greatest change in corporate culture - and
the way business is being conducted - may be the
accelerated growth of relationships based on
partnership." -
Peter F. Drucker
8Why Partnering?
- Common Sense (good business sense)
- Locals have knowledge of the culture, political
situation, business and legal environment - Locals have the personal contacts
9Local firms winning more..
- IFI contract award trends companies from
developing and transition countries winning more
and more and more and more of the business - Not just local firms international firms within
region (ie., Brazilian firms winning contracts in
Colombia, Peru, Mexico, etc
- So If you cant beat em, join em.
10Why Partnering
- Having local content is now imperative in order
to earn points in most technical/ consulting
proposal evaluations - Partners Points
11Why Partnering
- Partnering now also a financial imperative in
most IDB and World Bank funded technical
assistance contracts. Why? - QCBS
Quality Cost Based Selection
12QCBS Getting Points for Partnering
- Financial Evaluation can now account for as much
as 25 of the overall proposal evaluation - Thus, greater price competition in IDB consulting
bids than in the past - Local content typically economizes on budget for
fees (and certain project expenses)
13QCBS Not all bad !
- Can make your bids more competitive against
traditionally high-priced tough competition. - And
- QCBS typically means lump sum remuneration
contracts (greater flexibility in project
management)
14Finding a Partner (How?)
- Step 1 Profiling a partner
- Step 2 Searching for and Identifying
prospective partners - Step 3 Short listing 2-3 best prospects
- Step 4 Contacting and meeting prospects.
15How to Find a Partner(Step 1 Profiling)
- Complete a prospective partner profile (matrix
criteria, qualities, skills, qualifications) - Use a checklist approach (evaluate
strengths/weaknesses)
16Profiling Partner Criteria
- Qualities (Skills)
- Honesty, integrity
- Communication skills
- Languages
- Work Ethic
- Qualifications
- Knowledge and expertise in the sector
- Project experience (including in projects funded
by World Bank, bilateral donors, etc.) - Relationships and reputation in the country
Domestic and international experience of firm
(export success?)
17Step 2 (Searching for them)
- Recommendations
- From other firms active in the region/country
- From IFI project officials (DC, in country)
- Embassies (and reciprocal)
- Trade missions
- Chambers of Commerce
- Industry associations
- World Bank / IDB contract listings
- Alumni
- Other ?
18WB / IADB /AsDB Contract Awards Listings
- Searchable contract data bases
- www.worldbank.org/sprojects/AdvancedContract.asp
- http//condc05.iadb.org/idbppi/asp/mainpage.asp
- www.adb.org/Documents/ADBBO/contracts.asp
- Other key sources of info on local consultants
- www.developmentex.com
- www.dgmarket.com
- www.consultingbase.com
19Assessing Prospective Partners
Check credentials, reputation
Do background check (trust but verify)
Have they worked with other foreign firms?
20Selecting the right partner
- Assess COMPATIBILITY of business objectives and
philosophy - Do not fear size differentials (different sizes
can compliment) - Visit plan or offices, meet key personnel
21Meet and Interview Prospective Partners
- Try and schedule meetings to take place in their
offices (permits you to assess human resources,
technical capabilities, etc.) - Cross-cultural sensitivities (be prepared to
socialize, get to know each other). - Partner relationships a two-way street always
remember they are interviewing you as well.
22Selecting the right partner
- Skills compliment and capabilities (includes
Human Resources assessment, compatibility of
organizational structures, quality of management,
technical capability) - Knowledge of technology and of local market
- Domestic and international experience of firm
(export success?) - Financial strength (consider cash infusions)
- Personal chemistry (the social factor)
23Structuring the Partnership
- Short term (joint bid) Subcontracting agreement
- Memorandum of Understanding
- Issue of Exclusivity (I.e,. On bids)
- Long term (joint venture)
24Before teaming
- with another business you should do a through
check on its financial and business standing. You
can even ask your potential partner for an
exchange of financial informationwhich should
not be a problem if you both sign a
confidentiality agreement. - - Investigate.. Formal due dilligence
25Ideally
- You and a potential teaming partner will work
together on a few small projects before going
after a large contract. This way you will develop
techniques for working together smoothly, while
developing a track record to demonstrate
compatibility to the contracting officials.
26The Strategic Approach
- Develop a strategy (Country targets, sector
focus commit time resources) - Knowledge (learn about IFI market, target
countries - Identify / Research Opportunities
- Partner, partner, partner
- Participate in the bidding game (EOIs, proposals)
27Bid to WinTypes of IDB Project Submissions
- General Letter of Interest (unsolicited)
- The Expression of Interest (EOIs / SOQs)
- In response to advertised requests for EOIs
- The Bid Technical Financial Proposals
- In response to Request for Proposals (RFP)
- ICB Bid (Goods, Equipment, Civil Works)
28Submissions are in Response to
- PUBLIC NOTICES
- General Procurement Notice (GPN)
- Specific Procurement Notice (SPN)
- Requests for Proposals (short-list)
- SUBMISSION
- Letter of Interest
- Expression of Interest
- Detailed Technical Financial Proposal
- Can be in response to direct invitation as
well
29Development Businesswww.devbusiness.com
Where to Find the Bid Notices
DB Online US 495 / year DB Print Only
US 550 / year DB Print Online US 725 /
year DB MOS Only US 275 / year (dont
bother)
(OUCH!)
30Other Procurement Notice Sources
- IDB Online Phased Out
- Notices now on IDB Web Site free of charge
- www.iadb.org/ros/notice/notice_eng.htm
31 Development Business - Online Version -
- Electronic version of Development Biz now rules.
- EOI submissions and goods/equipment bids are
sometimes due 30 days from the on-line
publication date, not from the issue date.
- THEREFORE SHOULD LOG IN AND CHECK
- FOR NEW PROCUREMENT NOTICES EVERY
- FEW DAYS (I.e. Monday, Wednesday, Friday).
32The General Procurement Notice (GPN)
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36General Letter of Interest(..in response to
GPN)
- Brief one-page letter (a mini EOI)
- Introduce firm and generally express keen
interest in project - Ask to be put on so-called mailing list
- Enclose minimal material
- Dont rely on so-called mailing list Track Dev
Biz for Specific Procurement Notices. - Copy IDB Project Officer ?
37Travel to the Country?
- .. Expensive, yet critical to the process
38The Specific Procurement Notice (SPN)
(Request for Expressions of Interest Consulting
Services)
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44The Formal Expression of Interest
- Cover letter (ideally one page)
- Convey interest and awareness of project/issues
- State why you should be short listed
- Intent to incorporate local experts (Identify
em) - Ask to be short listed !
- Accompanying 3-6 page pre-qual statement
- Description of Firm and a few key staff (CVs?
Depends) - Project Experience (Relevant Ones Brief
Snapshots) - Language capabilities (Should EOI be translated?)
- Brochures (Keep to a minimum)
45Preselection Criteria(Making the Short List)
- Legal Capacity (eligibility).. (Yes/No)
- Financial Capacity (Yes/No)
- General Technical Background and
Capability (40) - Experience in Similar Work. (35)
- Experience in the Country,
- or Similar Countries (10)
- Language Capability. (10)
- Use of Local Consultants.. (5)
46Goods Equipment Procurement Notices
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49Standard Bidding Documents (Goods)
- - Inter-American Development Bank Standard
Bidding Documents for the Procurement of Goods
www.iadb.org/regions/goodsidb.pdf - - Users Guide for the IDB's Standard Bidding
Documents for the Procurement of
Goods www.iadb.org/regions/uggoods.pdf
50You Made the Shortlist! The RFP
- Letter of Invitation
- Other short-listed firms
- QCBS (Quality Cost-Based Selection) or QBS
- Data Sheet
- Estimated person-months
- Evaluation criteria
- Prescribed Proposal Format (Standard Forms)
- Terms of Reference
- Draft Contract
51Key Proposal Evaluation Criteria
Actual criteria vary depending on nature of work,
country, etc.
Approx../- Qualifications/experience of team
members (CVs) .. 40 pts Approach, Methodology
Work Plan .. 40 pts Language Proficiency
... 10 pts Local Content (use of
local consultants) 10 pts
100 pts
52Other Evaluation Criteria
- Demonstrating understanding of difficulties of
assignment 10-15 pts. (Response i.e., proposing
Results-based management principles, and by
including Logical Framework - Local Participation
- (Ranges from 10-20 points out of 100)
- Hence, having locals on team is essential to
winning the contract - Financial Capability of firm (or consortia)
-
53Evaluation Grids
- A model can be found on World Bank website
- www.worldbank.org/procure
54The Proposal Process
- Timing (youve got just 3-4 weeks!)
- Strategy go or no go.
- Budget? Get more info / intelligence
- Request an extension?
- Assemble a Project Team
- Assign tasks
55The Proposal Process
- Assign tasks (i.e., Production,
graphics, packaging, cover, logistics) - CVs (start early)
- Get cracking, crank out a draft
- Drafter(s) proposal should have one voice
- Be compliant but be innovative
56Key Sources of Info for Your Proposal (i.e.,
Project Background, Objectives, Budget)
- IDB Project Report (now available for free on
line!). - In-depth info on the project.. as a guide for
preparing technical (and financial) proposal - Example follows
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59Total Compliance is Imperative
- Follow bidding instructions and terms of
reference to the letter. - Be Compliant.. But you can still strive for
originality and innovation in the work plan and
methodology
60Technical Proposal A Standard Format
- Section A Submission Letter
- Section B The Firms References
- Section C Comments and Suggestions on TOR
- Section D Methodology and Work Plan
- Section E The Team and Tasks Assigned
- Section F Curricula Vitae of Team Members
- Section G Time Schedule Team Members
- Section H Project (Work) Schedule (GANT)
- The Cover
61 The Cover
- Nice packaging conveys professionalism,
creativity, innovation - Use quality paper, binding, lots of color, and
creative graphics
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64Section B Firms References
- One-two page project quals / profiles (formal
requirement) - Can be also useful to include
- Narrative section describing firm and introducing
team via 2-3 sentence bios. (sell, sell, sell
your team members) - This section is where you sell your
qualifications.. With particular focus on
individual team members.
65Section C Comments/Suggestions on TOR
- Heres where you demonstrate understanding of
the assignment - Make suggestions as to other objectives, results,
deliverables - Largely narrative section basically reiterating
the TOR.. But perhaps more clearly than they were
written.
66Section D Approach, Methodology and Workplan
- Guts of the proposal
- Use graphics/models to illustrate your strategy
and approach - Use lots of tables (logical framework style) to
lay out methodology and workplan. - Divide project into Activities and Tasks (i.e.,
Work Breakdown Structure, WBS). - Summary tables, frameworks, bullet points make it
easy for them to read, understand, and evaluate.
67Logical Framework
- LogFrame is now the global project planning
tool of choice - Facilitates work plan and methodology
- IDB offers an on-line training session on
learning how to build a logical framework - Go to www.iadb.org/int/rtc/ecourses/
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70Section E Composition of Team
- Lists team members, their titles, and
responsibilities in 3-column table - Include a team/project Organization Chart (often
not requested, but its effective so you should
include one)
71Section F CVs of Team Members
- CVs of Team Members
- Follow prescribed format for all CVs.
- Try to keep reasonably short (i.e., not more than
3-5 pages max.) - Make sure CVs signed, even if by proxy
- Photos on CVs ? (Pros and cons)
72Section G Project Time Table
- Level of Effort of individual team members
- Bar Chart showing person days for each team
member for each activity - What theyre looking for is to make sure
sufficient days to the key people (and locals. - Youll have a chance to reallocate days during
negotiations, inception and implementation
73Section H Activity (Work) Schedule
- Project time-table (Activity by activity)
- GANT/Bar Chart showing timeline of project,
activity by activity, dates of key deliverables - Section H.2 a table/listing of deliverables and
due dates.
74The Financial Proposal
- Separate Envelope.. Will be opened in public and
only after Technical Proposals are evaluated - Costing proposal tricky. Often you have idea of
the budget or, at least, expected total person
months. - LUMP SUM CONTRACTS (QCBS)
- Pricing will depend much on analysis of the
competition knowledge of their rate standards - Research applicable taxes.
75Producing and Submitting the Proposal
- Print, Sign, Signature
- Copy, mark original and copies
- Packaging
- Delivery
- - Fedex?
- - Fly someone over?
- - If its late, its doomed!
- - Get a receipt.
76After the Submission The Waiting Game
- Wait (1-3 months on average Bid validity)
- How do you know when theyve decided?
- Letter re public opening of financial proposals
- Technical and Financial Scores read out
- Composite Score calculated (in QCBS)
- Invitation to Negotiate to the winning firm
- CONTRACT AWARD
- Project Implementation
77Protests
- Not happy with outcome?
- Think the evaluation was conducted unfairly? (ie.
as in a recent case where financial proposals
were opened and prices announced, but technical
scores were not.) - Can protest.. Directly with borrower/client
- At best, protest would result in a re-bid.
- Without strong case, protest will likely fail.
- Our usual advice fuggedaboutit.
- Rather Analyze lessons-learned.
78Negotiating the Contract
- Invitation to negotiate
- Negotiation Strategy (Target Outcome)
- Negotiation Issues
- Duration (Start-Finish dates)
- Scope of Services (Add-ons? More budget?)
- Deliverables Timetable (Maintain control !,
avoid linking them to factors not in your
control) - Terms of Payment
- Reporting Requirements
- Follow-on work
- Contingencies
79Project Implementation
- Do good work
- Keep IDB officer(s) informed of progress
- Keep eyes open for related opportunities
- Leverage presence and experience
- Document project (I.e. photos, videos) for future
bids
80Questions and Comments
hewilk_at_earthlink.net 3 Main Street, Suite
108 Burlington, VT 05401 USA t 802.658.1688
f 802.652.5165