Recruitment of Consulting Firms by Executing Agencies ...



Recruitment of Consulting Firms by Executing AgenciesSubmission 1 – Justification for use of the Direct Contracting (SSS) Method and Request for ProposalPart 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 1 for reviewCountry:Loan or Grant No:Project Name:Package / Assignment:Executing Agency (EA):Report submitted by:Name:Designation:Signature:Date:[dd-mmm-yy]Name of Firm / Entity:[The firm or entity is not in ADB’s complete sanctions list.]Justification for Use of SSS / Direct Contracting:Type of proposal: [Full Technical Proposal (FTP), Simplified Technical Proposal (STP), Biodata Technical Proposal (BTP)BTP is a default type of the proposal for SSS. Include justification for use of other types of proposalContract period: [Number of Years, Months]Loan closing date: [dd-mmm-yy]Type of contract: [Time Based, Lump-sum, Other]Type of shortlisting: [International, National]Budget Amount (in US$): [Indicate if Estimated, Maximum – provide Currency and Budget Amount] AttachmentsAttachment 1: Copy of ADB approval for SSS / Direct Contracting selection method if not stated in the RRP / Procurement Plan[ ]Attachment 2: Cost estimate/Budget[ ]Attachment 3: Complete draft Request for Proposals (RFP)[ ]Attachment 4: Narrative Evaluation Criteria (NEC)[ ]Attachment 2: Cost Estimate/BudgetThe cost estimate must not exceed the budget approved in the procurement plan. If it does, the procurement plan must be revised and submitted to the project unit for publication. The cost estimate must include all relevant components for the assignment, i.e. RemunerationOut-of-Pocket ExpensesProvisional Sums (non-competitive)Contingencies (non-competitive), andWhen relevant, a provision to cover local indirect taxes (in accordance with loan/grant agreement)Attachment 3: Draft Request for ProposalsIn submitting the draft RFP, the EA must ensure compliance with the following:The standard provisions of the SRFP (ITC and GCC) must not be modified;All applicable fields and clauses in the Data Sheet must be filled out/adapted to the requirements of the RFP;All applicable fields and clauses in the Special Conditions of Contract (SCC) must be filled out/adapted to the requirements of the assignment;All sections of the RFP are submitted, i.e.:Section 1 – Letter of Invitation containing the proposed shortlistSection 2 – Instructions to Consultants and Data SheetSummary and Personnel Evaluation Sheets (SES and PES)Section 3 – Technical Proposal – Standard FormsSection 4 – Financial Proposal – Standard FormsSection 5 – Eligible CountriesSection 6 – Bank Policy – Corrupt and Fraudulent PracticesSection 7 – Terms of ReferenceSection 8 – Conditions of Contract and Contract FormsTemplates for the Summary and Personnel Evaluation Sheets (SES and PES) are found on the ADB website - . SES and PES must be adapted to the specific requirements of each assignment, including the list of key international and national experts and the weight for each evaluation criteria/expert position.Attachment 4: Narrative Evaluation Criteria (NEC)Model NEC available on the ADB website - Part B: ADB Comments on EA’s Submission 1(Delete any section for which there is no comment)General Comments on Submission 1:Terms of Reference: Narrative Evaluation Criteria (NEC):Request for Proposals:Cost Estimate:Other issues:(e.g. Eligibility, Anticorruption Policy, Conflict of Interest, Contract Types)ADB-required Integrity Due Diligence Checks Is 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? YES list the name(s) of the entity(ies)/ expert(s): Yes [ ] No [ ]Is the selected entity the current ADB external auditor?If YES, seek clearance from OAG before proceeding and submit in attachment.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 their 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(ies)/ expert(s): Yes [ ] No [ ]Reminders to Project UnitThe Project Unit must convey the above comments (Section B) to the EA as relevantThe 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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