Recruitment of Consulting Firms by Executing Agencies ...



Recruitment of Consulting Firms by Executing AgenciesSubmission 3 – Evaluation of Financial Proposals and Overall Ranking for Quality- and Cost-Based Selection (QCBS), Fixed Budget Selection (FBS), or Least-Cost Selection (LCS)Part A: To be Filled out by the Executing Agency(Fill in dates, delete other choices in the [ ] that are not applicable)This is the [first, second, third...] version of Submission 3 for reviewCountry:Loan or Grant No:Project Name:Package / Assignment:Executing Agency (EA):Report submitted by:Name:Designation:Signature:Date:[dd-mmm-yy]Selection Method:[QCBS, FBS, LCS]Date(s) of meeting(s) for Evaluation of Financial Proposals:[dd-mmm-yy][dd-mmm-yy][dd-mmm-yy]Attachments:Attachment 1: Data Entry PageAttachment 2: Record of Opening of Financial Proposals (Form FEV 1)[ ]Attachment 3: Financial Proposals Price Adjustments (Form FEV 2)[ ]Attachment 4: Summary Evaluation Sheet and Final Ranking (Form FEV 3)[ ]Attachment 5: Minutes of the EA CSC-FEV[ ]NOTE: Data Entry Page (DEP) and Forms FEV 1, FEV 2 and FEV 3 are available for download from the ADB website. The forms are interlinked and part of a single Excel workbook. ()Attachment 1: Data Entry Page The Data Entry Page (DEP) can be found under the first tab of the Workbook. It is the main form to enter data related to the opening of financial proposals and financial evaluation. DEP is divided in three major sections and a number of sub-sections. The three major sections are: A- General Data; B- Record of Opening of Financial Proposals; and C- Currency Conversion / Exchange Rates.Data may be entered in the DEP before, during and after the opening of financial proposals. The data in section A, for instance can be entered any time after the approval of the technical evaluation and in preparation of the opening of financial proposals. This section includes basic information about the project and the assignment, the budget/cost estimate, and the source and date of the exchange rate. Section B of the DEP contains the record of opening of the financial proposals and also serves as the attendance sheet. Some information such as the name of the qualified consulting entities and the score of their technical proposals can be entered prior to the opening of financial proposals, this section is to be filled principally during the actual opening of the financial proposals. In Section C the exchange rates for the different currencies stated in the financial proposals of the consulting entities are entered. This data is used in form FEV-2 to establish the evaluated prices of each proposal in the single currency for evaluation of financial prices. Detailed instruction on the data to be entered is included in the DEP. It must be noted however that it is critical that all boxes in the DEP contain accurate data. This data will be used in subsequent worksheets FEV1, FEV2, and FEV3. Any mistake or omission in sections A, B or C may lead to erroneous results in the overall evaluation process. Note that the acronym “DS” as used in the DEP refers to the Data Sheet of the Request for Proposals (RFP).Attachment 2: Record of Opening of Financial Proposals (Form FEV 1)Form FEV 1 is found under the second tab of the workbook. This form is self-generated from the data entered in the DEP. After all the financial proposals have been opened and the prices read out, FEV-1 can be printed, and must be signed in the corresponding boxes by those in attendance. If representatives attending the opening have comments those can be hand written (or entered in FEV-1 before printing). The name and designation of the official responsible to prepare the FEV-1 is entered or handwritten in the corresponding box and the official must sign FEV-1. The actual form duly signed by the consulting entities and government representatives as well as the CSC member present at the opening must be submitted to ADB.Attachment 3: Price Adjustment of Financial Proposals (Form FEV 2)FEV 2, found under the third tab of the workbook, is where price adjustments are entered if needed. This form can only be accomplished once the financial evaluation has been completed. A brief description of adjustments for each proposal is entered in the first column, and the value of the adjustment is entered under the column representing the corresponding currency. For instance, adjustments to a US$ cost will be entered in US$ in the US$ column. Use one row for each adjustment. If more than 6 adjustments are needed, a row can be inserted in the appropriate section of the worksheet. The rest of the data in FEV 2 is auto-generated, including the evaluated total prices (ETPs) for each proposal.Attachment 4: Summary Evaluation Sheet of Financial Proposals (Form FEV 3)This form will be auto-generated from data entered in DEP, FEV 1 and FEV 2. The name and designation of the chairperson of the CSC is entered in the corresponding box and the form is printed and signed by the chairperson.Attachment 5: Minutes of the CSC - Financial Evaluation The EA should submit to ADB its internally-approved Minutes of CSC for Financial Evaluation, and must ensure that they include at least the following information:Date of CSC and list of all members (who must also sign the Minutes)Project and Package DataLoan numberProject titlePackage Name and NumberDate of approval of the evaluation of technical proposals by ADBDate of opening of the financial proposals Any/All extension(s) of period of validity of proposals – including confirmations submitted by entities to extend period of validity of their proposalComments and justification for each price adjustment if any;Narrative Summary of Evaluation of Financial Proposals and proposed Final Ranking; andStatement on Ethical Conduct signed by all CSC members (Appendix 1 to Minutes)Part B: ADB Comments on EA’s Submission(Delete any section for which there is no comment)EA’s Financial Proposal Evaluation and Final Ranking:EA’s Narrative comments on the evaluation of Financial Proposals, including adjustments / corrections made by the EA to the Financial Proposals of the firms (if any): Other issues:ADB-required Integrity Due Diligence ChecksIs the selected entity (including joint venture partners and proposed sub-consultants) or its experts on the ADB complete sanctions list? or ADB-required IDD checks? If YES, list the name(s) of the entity / expert(s): Yes [ ] No [ ]Is the selected entity (including joint venture partners and proposed sub-consultants) or its experts in a situation of actual or potential Conflict of Interest, including a Conflict of Interest with the ADB staff by virtue of taking part in this process (refer to RFP Instructions to Consultants, para. 3)?If YES, the User Division must consult with OAI for advice on the case and possible remedy.Yes [ ] No [ ]Performance-Related Due Diligence ChecksIs the selected entity (including joint venture partners and proposed sub-consultants) or its experts on the CMS suspension status ?If YES list the name(s) of the entity / expert(s): Yes [ ] No [ ]Reminders to Project UnitThe Project Unit must convey above comments (Section B) to the EA as relevantThe Project Unit must inform the EA to invite the first-ranked entity to contract negotiationsThe Project Unit must update the CRAM sheet and forward it to the EA for monitoring purposesPrepared by:Signature above printed nameProject UnitNote: When PPFD review is required, the Project Unit Team Leader signs the review document after the PPFD Officer signs it.Signature above printed namePPFD (If applicable)Date: [dd-mmm-yy]Date: [dd-mmm-yy]Approved: YES [ ] NO [ ] Conditional [ ]Conditions for approval:Approved by:Signature above printed nameDirector, Project Unit / Country Director, Resident Mission(Please sign as applicable)Signature above printed namePPFDDate: [dd-mmm-yy]Date: [dd-mmm-yy]Distribution:Project Unit/Country DirectorProject Team LeaderPPFD-LCUAssigned PPFD Procurement Specialist ................
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