Title: SELECTION OF CONSULTANTS BY ASIAN DEVELOPMENT BANK ADB
1SELECTION OF CONSULTANTS BY ASIAN DEVELOPMENT
BANK(ADB)
- Presented by
- Jyothi Krishnamoorthy
- Disbursement Analyst, India Resident Mission
2OBJECTIVES
- Understand the need for consultants
- Understand Consultant Selection Process in ADB
- Points that need attention for being considered
for consultant selection in ADB - Where to look for information
3Why CONSULTANTS?
- Specialized expertise in a particular
environment/ particular problem/ sub-sector - Dedicated attention to the specified task to be
completed within a predetermined time. - Maximum efficiency and economy
- Transfer of knowledge and skills to personnel of
Executing Agency
4Where CONSULTANTS?
- Project Preparation
- sector studies
- master plans
- feasibility studies
- strategic frameworks etc
- Project Implementation
- tender documents
- procurement assistance
- construction supervision
- project managers
- commissioning
- Advisory Services
- policy strategy
- commercialization and privatization
- institutional building
- training
- management advice
- technical advice
5Types of Consultants
- Individual consultants
- TAs and Loans
- Consulting Firms
- TAs and Loans
- Staff consultants
- Short Term individual consultants engaged by ADB
to work directly with ADBs own staff
6Use of consultants
- Directly appointed by the Executing Agency of any
ADB project - Appointed by ADB for a TA directly implemented by
ADB - Appointed by ADB as Staff Consultant for work
with ADB staff
- Domestic Consultants
- Defined as Nationals of the project country
- May compete for domestic and international
services - International Consultants
- National of any ADB member country having
exposure to international assignments.
7Guidelines
- Are applicable for selection of consultants in
any project or TA where ADB is financing
consulting services - Highlight the need to adhere to highest standards
of ethics in consultant selection - Clause 1.05 defines corrupt practice and
fraudulent practice (relation to anti corruption) - Any consultant /proposal disregarding
anti-corruption clause of guidelines will be
rejected and blacklisted.
8Guidelines - 1
- Only Nationals or firms of ADB member countries
may participate as Consultants - Not possible for a firm to participate in both
consulting and procurement activities - Should not have exceeded the quota for
shortlisting specified in guidelines
9Guidelines-Quota
- Consulting Firms
- Can submit only 3 technical proposals in a
calendar year (applicable only in case of TA
projects with a total budget exceeding 500,000) - Quota not applicable
- For technical assistance projects of budget less
than 500,000 - For Loan projects
- Individuals
- May be engaged on a repetitive basis for a
cumulative period of 12 months during any 24
month period. - Quota applicable only to Staff consultants
- Quota not applicable to TA or loan individual
consultants
10Guidelines-Selection Principles
- Consultants should be selected on competitive
basis - Process must be fair and well defined
- Selection must be fair and conducted in a
transparent manner - Competing consultants should be advised of
competitors - Consultants should be provided with evaluation
criteria - Consultants to be provided with the budget
11Methods of Consultant Selection
- Individual Consultants
- Evaluation by the CV
- Consulting Firms
- Quality and Cost Based Selection (QCBS)
- Preferred method of selection
- Quality Based Selection (QBS)
- Preferred only when scope of work is difficult to
define in detail because of - the complexity of assignment
- the need for an innovative solution
- alternative methodologies possible, therefore
difficult to compare Financial Proposals - Direct Selection
- Used only in exceptional cases with adequate
justification and prior approval - Used only when a form is clearly more qualified
than any other or in case of emergency
12Selection of Individual /Staff Consultants -
Steps Involved
- Advertisement in ADB-BO
- Receive Expression of Interest from individuals
in the form of CVs / prepare a LONG list of
individuals from DICON - Prepare shortlist of Individual Consultants
- Evaluate the CVs of shorlisted Consultants based
on selection criteria - Finalize contract with the first ranked
consultant
13Selection of Consulting Firms-Steps Involved
- Advertisement in ADB-BO
- Receive Expression of Interest from interested
firms / prepare a REFINED LONG list of firms from
DACON - Prepare shortlist of Consultants
- Send Request for Proposal with Terms of Reference
to shorlisted consultants - Receive proposals
- Evaluate Proposals and rank the consultants
- Finalize contract with the first ranked
consultant
Go to Performance Evaluation
14ADB-BO
- Requirement of Consultant in new projects or
Technical Assistance published in ADB Business
Opportunities (Blue book) - Also Updated regularly in the ADB Website
(Business Opportunities) - Back to Individual consultant selection Steps
- Back to Consultant Firms Selection Steps
15DICON
- Database of Individual Consultants
- Individual consultants to be registered in the
DICON - Requirements
- National of an ADB member country
- Minimum 3 years of experience in primary field of
expertise - No close relatives presently working in ADB
- Update profile regularly
- Will be deactivated if not updated for 2 years or
more - -Back to Individual Consultant Selection Steps
16DACON
- Database of Consulting Firms
- For shortlisting in TA projects consulting firms
need to be registered in the DACON - Requirements
- Incorporated in an ADB member country
- Minimum of 5 full time professional staff
- Been established for at least 2 years
- Completed a minimum of 3 major projects
- At least 50 of the professional staff must be
nationals of the country where the firm is
registered - Update profile regularly
- Will be deactivated if not updated for 2 years or
more - Back to Consulting Firm Selection Steps
17Shortlisting of Consultants
- Prepared from the refined long list after
evaluation of the individual/ firm - Generally 6 in number
- Should represent ADBs member countries in a
reasonably geographically balanced way - Should have experience in similar projects
- experience in the project country or in a similar
geographical region - For TAs firm must meet the DACON registration
requirements - in terms of staffing, management, and financial
capabilities - Back to Individual consultant selection Steps
- Back to Consultant Firms Selection Steps
18Selection Criteria for Individual Consultants
- CV evaluation
- Evaluation Parameters
- Academic Qualification 20
- Project Related Experience 70
- Country/Region Experience 10
- Selection of staff consultants is also the same
as Individual consultant - Engagements are short term, requiring travel with
ADB staff
--Back to Individual Consultant Selection Steps
19Expression of Interest
- To be sent to the concerned authority as
mentioned in the ADB-Business Opportunities - Enables a firm to be considered in the selection
process - Present it in the format requested giving
reference to the DACON registration - Highlight on
- relevant project experience
- project country/regional experience
- Keep it short, focused, easy to read, project
specific and not general - if it is for an assignment to be undertaken by a
firm, DO NOT submit biodata as it is the firm
which is being short listed - Back to Consultant Firms Selection Steps
20Request for Proposal
- Contains
- the letter of invitation
- instructions to consultants
- preparation of Technical Proposal
- preparation of Financial Proposal
- Data Sheet
- Terms of Reference (TOR)
- standard form of Contract
- list of ADB Member Countries
- diskette for Financial Proposal (QCBS)
- terms of reference (TOR)
- copy of ADB Consulting Services Guidelines
- Sent to Shortlisted firms requesting them to send
the technical and financial proposals for the
project - Provides information for shortlisted firms on how
to prepare Proposals according to ADB
requirements
Back to Consultant Firms Selection Steps
21Terms of Reference
The TOR consists of
- Detailed tasks
- detailed objectives
- scope of work and tasks to be undertaken
- required expertise and estimated inputs
- scheduling and reporting requirements
- available counterpart facilities
- Background information
- sub-sector information
- relevant work previously undertaken by ADB or
others - name of executing agency (EA) and implementation
arrangements - overall description of project
- overall objectives of the consulting assignment
22Terms of Reference
The TOR also includes
- Budget
- the budget is an estimate of the cost for the
consulting services - prepared by ADB in conjunction with the EA during
project formulation - the budget indicates the maximum available for
the consulting services
- Data Sheet
- general information
- clients name and contact details
- selection method
- type of Technical Proposal
- budget
- provisional sums
- Proposal validity period
- currency conversion details
- Taxation details
Back to Consultant Firms Selection Steps
23Proposal Preparation - Steps
- Types of Technical Proposal and submission time
- Full Technical Proposal for projects
gt1,000,000 (45 days) - Simplified Technical Proposal for projects
gt500,0000 lt1,000,000 (35 days) - Biodata Proposal for projects
lt500,000 (21 days) - FOLLOW ALL INSTRUCTIONS WHILE SUBMITTING YOUR
PROPOSALS.
- Acknowledge the letter of invitation
- Appoint production team and assign
responsibilities - production director
- technical coordinator
(preferably the team leader) - editor
- Prepare the technical proposal strictly in the
format as specified in the RFP - DO NOT ADD ADDITIONAL DETAILS !!! YOU WILL LOSE
MARKS
24Proposal Preparation - Steps
- Proposal Personnel
- identify expertise required
- identify potential personnel
- identify the possible need for participation of
associate firms - international and domestic
- Proposal Research
- analyze terms of reference requirements
- assemble background information
- visit project site to assess local factors
- meet with executing agency staff
25Proposal Contents FTP
- COVER
- Name of Firm and any associates
- Name of Project number and Title
- maybe a photo or relevant map or graphic
- COVERING LETTER
- Maximum two pages excluding necessary attachments
- EXPERIENCE OF THE FIRM
- Consists of two parts
- Part 1 of maximum 2 pages introducing the firm
and associate firms background and general
experience - Part 2 (maximum 20 pages) illustrating firm and
associate firms relevant experience. - DO NOT INCLUDE PROMOTIONAL MATERIAL
Complete all sections or state N/A. If you do not
provide information you will not get marks
26Proposal Contents FTP
- GENERAL APPROACH METHODOLOGY
- your understanding of project
- make reference to findings on site visit
- explain how work will be done
- identify key steps, phases, etc.
- use a structured logical approach
- be innovative without deviating from TOR
requirements - consider use of charts, diagrams, etc.
27Proposal Contents FTP
- STAFFING AND STAFFING SCHEDULE
- Include detailed organization chart
- personnel are the most critical component of the
technical proposal - selection of team leader will be evaluated twice
- for leadership capability and
- as a technical expert
- when possible nominate permanent employees
- WORK PROGRAM
- Include detailed Work program chart for all the
staff selected - useful to show task responsibilities of experts
28Proposal Contents FTP
- EXPERTs CVs
- Should not exceed 5 pages for each experts CV
29Proposal Contents FTP
- COMMENTS ON THE TOR
- also known as innovation
- suggestions and comments on any aspect of the TOR
which you think is not in consonance with the
implementation of the project - Do not be too loud But do exercise your
viewpoint with proper justifications concisely - points are allocated to this section so say
something!!!
30Proposal Contents FTP
- COUNTERPART STAFF AND FACILITY REQUIREMENTS
- also known as required support facilities
- items typically required
- office accommodation, secretarial assistance,
office equipment - local transportation, documents etc
- be realistic and take into account local
conditions - points are allocated to this section so do not
ignore this section. BE REALISTIC !!
31Proposal Preparation - Others
- Simplified Technical Proposal
- Same as that of FTP
- Only 10 pages for General Methodology, Work and
Staffing Schedule (50 pages in FTP) - Need not include
- Experience of the firm
- Counterpart Staff and Facility requirements
- Bio-data Technical Proposals
- Same as that of FTP
- Only 2 pages for General Methodology, Work, Staff
Scheduling - Need not include
- Experience of the firm
- Comments on TOR
- Counterpart Staff and Facilities Required
32PROPOSAL STYLE
- STANDARDIZATION AND DESIGN
- KEEP IT SIMPLE
- use a single type face and organize headings,
sub-headings and text in a standard way - develop a standard numbering system
- use running headers along the top of pages to
sections of the proposal - use section dividers (could be colored), to give
structure to the proposal - use tabs with labels to clearly identify the
different sections - consider the use of charts, graphs and diagrams
to explain concepts
- WRITING STYLE
- obey simple rules such as using short sentences
and a standard vocabulary of terms - standardize punctuation, spelling, capitalization
and use of underlining and bold face text - write names of organizations in full the first
time with the abbreviation in parenthesis
33PRESENTATION
- OBJECTIVES
- the proposal should be
- easy to read and well referenced
- well organized
- Convincing
- well written
- PRESENTATION QUALITY
- need to develop quality within the proposal
- quality of intellectual input
- quality of technical input
- quality of logic and expression
Back to Consultant Firms Selection Steps
34EVALUATION
- QCBS
- Technical and Financial proposals submitted at
the same time - Technical proposals evaluated first 80 weightage
for technical marks - Only firms which get 75 or more qualify for
consideration of financial proposals - Financial evaluation is marked on 20
- First ranked firm is one which scores highest
cumulative technical and financial score
- QBS
- Technical proposals submitted initially
- Technical bids evaluated
- First ranked consultant requested to submit
financial proposal
Full Technical Proposal Simplified Technical
Proposal Bio Data Proposal
Back to Consultant Firms Selection Steps
35EVALUATION CRITERIAFULL TECHNICAL PROPOSAL
- MAXIMUM 1,000 points
- Qualification of Proposer 100-200
- Approach and Methodology 200-400
- Personnel 500-700
Back to Evaluation Main Page
36EVALUATION CRITERIAFULL TECHNICAL PROPOSAL -
QUALIFICATION
- QUALIFICATION OF PROPOSER 100-200
- Experience in similar projects 70
- Experience in Similar Geographical Areas 50
- Any other factor 30
Back to Evaluation Criteria-FTP
37EVALUATION CRITERIAFULL TECHNICAL PROPOSAL
APPROACH METHODOLOGY
- APPROACH AND METHODOLOGY 200-400
- Understanding of Objectives 40
- Quality of Methodology 80
- Innovativeness(Comments on TOR) 40
- Work Plan 70
- Staffing Schedule 30
- Counterpart Facilities 20
- Proposal Presentation 20
Back to Evaluation Criteria-FTP
38EVALUATION CRITERIAFULL TECHNICAL PROPOSAL
PERSONNEL
- PERSONNEL 500-700
- Nominated International Experts 400
- (Each Evaluated separately)
- Team Leader 100
- Others 300
- Nominated Domestic Experts 200
- (Each Evaluated separately)
Back to Evaluation Criteria-FTP
39EVALUATION CRITERIASIMPLIFIED TECHNICAL PROPOSAL
- APPROACH AND METHODOLOGY (300)
- Approach and Methodology 200
- Work Plan 50
- Staffing Schedule 50
- PERSONNEL (700)
- Nominated International Experts
- Nominated Domestic Experts
Back to Evaluation Main Page
40EVALUATION CRITERIABIO-DATA PROPOSAL
- Staffing schedule an Work Plan 100
- Work Plan 50
- Staffing Schedule 50
- PERSONNEL 900
- Nominated International Experts
- Nominated Domestic Experts
Back to Evaluation Main Page
41FINAL RESULT
- Final Ranking is ascertained by combining the
technical and Financial Proposal scores - 80 of technical score
- 20 of the financial score
- EMPHASIS ON QUALITY
Back to Consultant Firms Selection Steps
42PERFORMANCE EVALUATION
- On completion of a TA or staff consulting
assignment the ADB undertakes a performance
evaluation - both firms and experts are evaluated
- The ratings are stored in ADB database
- Ratings are considered while making refined long
list / short list of consultants for subsequent
projects
43COMMON ERRORS MADE BY CONSULTANTS
- extracts from minutes of meetings held to rank
consultants TA technical proposals - NOTE, MANY OF THESE ERRORS ARE BASIC AND THEY ARE
OFTEN A RESULT FROM CONSULTANTS NOT PROVIDING
REQUESTED INFORMATION OR FOLLOWING INSTRUCTIONS
44ERRORS (1)
- Proposal ranked 2nd, (4 Proposals), 18 points
behind winner - the Proposal showed an implementation period of 4
months longer than that required by the TOR - 7 international experts were proposed compared to
the 4 positions in the TOR - 15 proposed trips to the field were considered to
be excessive
45ERRORS (2)
- Proposal ranked 2nd (3 Proposals), 23 points
behind winner - the personnel schedule was not in the required
format - the methodology gave the impression that the firm
did not intend addressing all the TOR tasks - inclusion of a project director was considered
inappropriate
46ERRORS (3)
- Proposal ranked 5th, (5 Proposals), 83 points
behind winner - strong project and country experience
- very experienced domestic associate firm, BUT..
- no nomination for one domestic position
- international economist was rated at zero because
she was from Bulgaria, a non-ADB member country
47ERRORS (4)
- Proposal ranked 4th, (4 Proposals), 67 points
behind winner - the work plan was weak as there were no linkages
between experts inputs and timing of deliverables - the committee was of the opinion that there were
too many associate firms which could complicate
management of the team - too much home office input was shown for the team
leader
48ERRORS (5)
- Proposal ranked 5th, (6 Proposals), 99 points
behind winner - assignment of tasks to team members was not clear
- the staffing schedule indicated limited input by
the team leader which was due to a conflict of a
previous commitment to another ADB project - the international financial analyst had strong
academic qualifications but no DMC experience
49ERRORS (6)
- Proposal ranked 3rd, (5 Proposals), 72 points
behind winner - a strong team of experts BUT.
- no site visit had been undertaken
- there were no details as to when the various
reports were to be submitted - distribution of person months indicated
inadequate allowance for economic analysis tasks - the TOR for this study was specific on the inputs
of the various experts in the team
50ERRORS (7)
- Proposal ranked 3rd, (5 Proposals), 68 points
behind winner - the number of pages exceeded the limit for
Simplified Technical Proposals - this applied to both the approach methodology
section and the experts biodata - there were 4 trips to the field for each expert
for a study with a 6 month duration - the inclusion of an administrative assistant was
not a TOR requirement
51ERRORS (8)
- Proposal ranked 4th, (5 Proposals), 76 points
behind winner - the methodology did not cover all TOR requirement
and focused too much on training activities - there was a lack of understanding of related
sector work previously undertaken by the ADB - the Proposal was difficult to read because of the
size and style of font used
52ERRORS (9)
- Proposal ranked 2nd, (3 Proposals), 17 points
behind winner - the proposed additional 10 months input and the
addition of 3 experts to the 8 required by the
TOR was inappropriate - the fragmented input by the team leader could
lead to management problems - otherwise very good methodology and a strong team
of experts
53ERRORS (10)
- Proposal ranked 3rd, (4 Proposals), 12 points
behind winner - proposal contained information about the firms
previous work experience which is not permitted
for the Simplified Technical proposal - the committee did not see the need for input by
the firms chairman
54ERRORS (11)
- Proposal ranked 4th, (4 Proposals), 80 points
behind winner - the Proposal presented a rather cursory approach
and methodology which demonstrated a lack of
understanding of the TOR objectives - none of the experts in the team were permanent
employees of either the lead firm or the
associate firms - 9 experts were nominated for the 5 TOR positions
55ERRORS (12)
- Proposal ranked 2nd, (3 Proposals), 80 points
behind winner - the methodology was very brief and was only
presented in chart form - the personnel schedule was not in the required
format - only expertise was shown, there were no names and
inputs were shown in days, not months - the team leader had a background in statistics
rather than investment finance
56ERRORS (13)
- Proposal ranked 4th, (4 Proposals), 91 points
behind winner - the Proposal was poorly presented with numerous
typing errors and redundant content - names in the personnel schedule did not match
those in the organization chart - the methodology was brief and did not address all
issues - biodata was not in the ADBs format
57ERRORS (14)
- Proposal ranked 4th, (4 Proposals), 182 points
behind winner - none of the quoted projects in the experience
section were relevant to the TAs requirements - the personnel schedule and the work program were
difficult to interpret - there were no nominations for two domestic
positions - the committee determined the Proposal to be
non-responsive
58ERRORS (15)
- Proposal ranked 3rd, (3 Proposals), 177 points
behind winner - inadequate information was contained in the
biodata of the domestic experts to allow for a
detailed evaluation - the inclusion of an executing agency employee as
a domestic consultant was not acceptable - the committee determined the Proposal to be
non-responsive
59SOURCES OF INFORMATION
- ADB Website www.adb.org
- New releases
- Conferences and seminars
- Publications
- DMC statistical data
- Project profiles
- ADB documents
- Links -http//www.adb.org/Business/Opportunities
- http//www.adb.org/Consulting/dicon
.asp - http//www.adb.org/Consulting/dacon
.asp - ADB Personnel at ADB office
60THANK YOU
- For Enquiries Contact
- ASIAN DEVELOPMENT BANK
- 4, San Martin Marg,
- Chanakyapuri,
- New Delhi - 110021