8/19/2019 Managing Preparation of Requests for Proposals

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MANAGING PREPARATION OFMANAGING PREPARATION OF

REQUESTS FORREQUESTS FOR

PROPOSALS:PROPOSALS:A QUANTITY SURVEYOR’SA QUANTITY SURVEYOR’S

OUTLOOKOUTLOOK

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The adoption of Act No 21 ofThe adoption of Act No 21 of2004 (The Public Procurement2004 (The Public Procurement

 Act, replacing and repealing a Act, replacing and repealing asimilar Act of 2001similar Act of 2001

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Consultants have to be very

familiar with the Act andRegulations made under theAct for competitive responsesto RFPs

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Some features of the Act and

Regulations wrt Consultants:

•  Act does not directly distinguishbtn Contractors, Consultants orSuppliers this done by Reg!lations"

•  Procuring #ntity Staff may andoften feature in evaluation andtender reporting

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•  Fraud and Corruption

•  Appeals

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 The RFP-Basic

features 1) Letter of Invitation

2) Information toConsultants

(normally of a generalnature on the RFP-incl. o!s an on!ts )

") #tanar Format for the

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%) #tanar Format forthe &nancial $ro$osal

') erms of Reference-

s$eci&es generalreuirements

*) #am$le Form ofContract

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Responding to the RFPResponding to the RFP

Read all pages carefully-ask for yr own copyRead all pages carefully-ask for yr own copy Stick to one Architect for a given RFPStick to one Architect for a given RFP

AN N!T"#$AN N!T"#$ Two i%portant parts& Two i%portant parts&

 Technical Technical

FinancialFinancial

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The Technical ProposalThe Technical Proposal

Consider and discuss %ain areas ofConsider and discuss %ain areas of

di'culty (e$g$ e)cessive anddi'culty (e$g$ e)cessive and

strenuous travels* e)tre%ely hugestrenuous travels* e)tre%ely huge

volu%es of reportsvolu%es of reports "sta+lish your technical capa+ilities&"sta+lish your technical capa+ilities&

-Availa+ility of sta,hiring possi+ilities-Availa+ility of sta,hiring possi+ilities

-Previous e)perience-Previous e)perience

-Consultants you %ay need-Consultants you %ay need

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rganise all information re!uired b"rganise all information re!uired b"

the Architect#$ngineer%the Architect#$ngineer%

Fir%.s previous e)perienceFir%.s previous e)perience

Co%%ents on T!R if anyCo%%ents on T!R if any /ethodology (your co%ponent0/ethodology (your co%ponent0 Sta, co%position and task assign%entsSta, co%position and task assign%ents

C1s on accepta+le for%atC1s on accepta+le for%at Ti%e schedules for Professionals Ti%e schedules for Professionals Activity schedulesActivity schedules

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The Financial ProposalThe Financial Proposal

2reakdown of your re%uneration per2reakdown of your re%uneration per

activity and su%%aryactivity and su%%ary

2reakdown of Rei%+ursa+les2reakdown of Rei%+ursa+les

-Regular sta, -Regular sta, 

-3ocal sta, -3ocal sta, 

-Consultants-Consultants

-!'ce rentsta, salaries etc$-!'ce rentsta, salaries etc$

-4our other costs e$g$ loss on other-4our other costs e$g$ loss on other

proposals5proposals5

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Financial Proposal contd&Financial Proposal contd&

2reakdown of /iscellaneous e)penses2reakdown of /iscellaneous e)penses

-Travel costs-Travel costs

-Su+sistence allowances-Su+sistence allowances

-!'ce rent-!'ce rent

-Phones and fa)es etc$-Phones and fa)es etc$

-"6uip%ent (vehiclesco%puterscopiers0-"6uip%ent (vehiclesco%puterscopiers0

-Software-Software

 

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For discussion%For discussion%

'pecial issues rt to )' profession'pecial issues rt to )' profession Additional work re7ecting in evaluation of lossAdditional work re7ecting in evaluation of loss

and e)pensesand e)penses

Additional ti%e in handlingAdditional ti%e in handling

disputesnegotiationsdisputesnegotiations Additional travels for valuations whereAdditional travels for valuations where

veri8cations +eco%e necessary-e)tra travelsveri8cations +eco%e necessary-e)tra travels

/easure%ent and valuing of variations/easure%ent and valuing of variations

(depending on nature of pro9ect and variation0(depending on nature of pro9ect and variation0 And for all& Professional :nde%nity issues wrtAnd for all& Professional :nde%nity issues wrt

RFPs5RFPs5

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*o can this be handled+*o can this be handled+

Raise so%e of the issue in co%%entsRaise so%e of the issue in co%%ents

to T!Rto T!R

 4our winning tea% %akes a lay client 4our winning tea% %akes a lay client

aware of what is at stake (e$g enter aaware of what is at stake (e$g enter a

caveat-that drastic changes in futurecaveat-that drastic changes in future

will attract added fees0will attract added fees0

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$istential -ontradiction%$istential -ontradiction%

 4our co%petitor friend will deeply 4our co%petitor friend will deeply

sy%pathi;e with you if you su+%itsy%pathi;e with you if you su+%it

late of the su+%ission is de8cientlate of the su+%ission is de8cient

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$istential contradiction cont.d$istential contradiction cont.d

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on.t avail hi% of thison.t avail hi% of this

opportunity====opportunity====

 Thank you