pre-qualification/ short listing of consultants pre-qualification/ short listing of consultants

PRE-QUALIFICATION/ PRE-QUALIFICATION/ SHORT LISTING SHORT LISTING OF CONSULTANTSOF CONSULTANTS

Stages of Selection of ConsultantPre-Qualification Process

• Setting Eligibility Criteria• Advertisement• EOI Document• Receipt & Evaluation of EOIs• Preparation of Shortlist of

Consultants

STAGES OF SELECTION STAGES OF SELECTION OF CONSULTANTOF CONSULTANT

Pre-qualification/ shortlisting of consultants (EOI)

Preparation of Terms of Reference (TOR)Request for Proposal (RFP) and Invitation of

ProposalsPre-bid meetingEvaluation of Proposals

• Evaluation of Quality/ Technical

• Evaluation of Cost

NegotiationsConsultant – Client AgreementAward of Contract

PRE-QUALIFICATION PRE-QUALIFICATION PROCESSPROCESS

SETTING ELIGIBILITY CRITERIASETTING ELIGIBILITY CRITERIAClient prepares a criteria for shortlisting of

consultantsCriteria is broadly based on :

• Past experience of Consultant• Experience of Key Personnel• Financial strength of Consultant

In addition to this other criteria such as quality system, infrastructure available etc. may be built in above broad criteria

The weightage given to each of criteria may differ from Client to Client and also on type of assignment

S.no Criteria Weightage

1. Past Experience of the firm

• Number of years experience

• Past experience of assignment of

similar nature

• Past experience in carrying out

assignment in related sectors

• Assignments carried out in India

60 Marks

20%

50%

20%

10%

2. Experience of Key Personnel

• Qualifications

• Relevant Experience

25 Marks

30%

70%

3. Financial Strength of the Consultant

• Turnover figure for the last three years

• Net profit figure for the last three years

15 Marks

50%

50%

A broad criteria given below for shortlistingSETTING ELIGIBILITY CRITERIASETTING ELIGIBILITY CRITERIA

Client keeps a minimum threshold (normally 50 marks) for short-listing

Alternatively client may specify in EOI document minimum requirements for each criteria• Minimum years of experience• Minimum no. of assignments executed• Minimum turnover etc

All firms meeting minimum criteria are shortlistedAlternatively client prepares a shortlist of

consultantsA shortlist normally consists of 5-7 firms

considered most qualified and suitable for proposal invitation

SETTING ELIGIBILITY CRITERIASETTING ELIGIBILITY CRITERIA

Diligent review of following key aspects is proposed for such shortlist• Qualification in field• Technical and Managerial capability• Core business and duration• Qualification of key staff• Performance record• Administrative and financial strength

SETTINGSETTING ELIGIBILITY CRITERIAELIGIBILITY CRITERIA

ADVERTISEMENTADVERTISEMENTMain objective is to inform eligible Consultants

about consulting opportunityExpression of Interest (EOI) through

advertisement may be invited as per Rule 168 of GFRs 2005

Promotes transparency, enhances competition and wider participation

To get EOI, Client lists all assignments in general Procurement Notice

It shall define broad scope of work and nature of consultancy services required

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Information requested from Consultants must be minimum and not complex to discourage them

Sufficient Time (normally not less than 30 days) for response

It shall also indicate how to obtain EOI Document. Client shall make available the copies of EOI document to interested consultants in hard copies as well as on its website.

EOI DOCUMENTEOI DOCUMENT

Client prepares an EOI Document containing following information :• Invitation to EOI• Brief about objectives and scope of work• Instruction to the Consultants• Pre-qualification/ Shortlisting Criteria• Formats for Submission

RECEIPT & EVALUATION OF EOIsRECEIPT & EVALUATION OF EOIs

EOIs received by Client as per last date of submission and in required format are considered for evaluation

All EOIs are evaluated using short listing criteria. The shortlisting criteria is specified in the EOI document

PREPARATION OF SHORTLIST PREPARATION OF SHORTLIST OF CONSULTANTSOF CONSULTANTS

Client shortlist all the Consultants who secure minimum required marks (normally 50)

The minimum qualifying requirement shall be specified in EOI document

Alternately Client may also prepare short list of Consultants as follows :• Preparation of preliminary list of consultants, from

various sources, claiming expertise in field• Detailed examination of experience and capability of

firms in preliminary list• Shortlist Consultants (normally 5-7) considered most

qualified and suitable to receive invitation for proposal