presentation to external stakeholders: improvements to the domestic request for proposal and...
TRANSCRIPT
Presentation to External Stakeholders:Presentation to External Stakeholders:
Improvements to the Improvements to the Domestic Request for Domestic Request for
Proposal Proposal and Contract Templateand Contract Template
Contracting Management Division
November 4, 2009
Interesting to know that …
Templates are based on World Bank (WB) format
Two types of template have been developed –
• Development project related
• Non-complex
Many PWGSC clauses have been adapted to CIDA’s context
Many WB clauses have been adapted to CIDA’s context
Because ….
Logically structured and easy to follow
Some clauses are less relevant for non-complex requirements
To be aligned with Canadian procurement best practices
To be aligned with International procurement best practices
DOMESTIC RFP STRUCTURE
TECH 2Certifications
TECH 3Bidder’s
Organization
TECH 4Bidder’s
Experience
TECH 1Acceptance of
Terms and Conditions
TECH 5Methodology
Section 2: Technical Proposal Standard Forms
Instructions to Bidders
Data Sheet
Section 1
TECH 6Personnel
Section 5: Evaluation Grid
Section 3: Financial Proposal Standard Forms
FIN 1Total Cost
FIN 2Aboriginal Supplier Incentive
FIN 3Reimbursable
Expenses
Section 6: Standard Form of Contract
General Terms and Conditions
Special Terms and Conditions
Section 4: TORs
WHAT HAS BEEN IMPROVED?
Bid Opening and Evaluation Process (see Decision Tree)
WHAT HAS BEEN IMPROVED?
Clear requirements and procedure for replacement of personnel:
• Prior to Contract award
• During contract implementation
WHAT HAS BEEN IMPROVED?
Adjustment mechanism during evaluation:
• Computational errors
• Discrepancy between partial and total amounts or between word and figures
• Minimum level of effort
• Discrepancy between the level of effort in the technical and financial proposal
WHAT HAS BEEN IMPROVED?
Clarifications during the proposal evaluation:
• CIDA may seek clarification or verification from Bidders
• The process for clarifications is defined
WHAT HAS BEEN IMPROVED?
Financial Evaluation
Goal: To have ALL fees (except local support staff) considered in the financial evaluation
• Common and coherent definitions of human resources (Personnel & Sub-consultant)
• Sub-Consultant’s costs: part of the financial proposal subject to evaluation reimbursed at cost
WHAT HAS BEEN IMPROVED?
WHAT HAS BEEN IMPROVED?
Financial Evaluation Goal : To improve the clarity and the fairness of the
evaluation process• If an element of the technical proposal is not priced, the
financial proposal will receive a score of zero
• Reimbursable expenses : part of the financial proposal not subject to evaluation used to assess compliance with the mandatory maximum budget,
if any
• Level of effort below the specified minimum = adjustment
WHAT HAS BEEN IMPROVED?
Negotiations:
• Definition of negotiable elements: advances tax payment modality level of effort is not negotiable
• Time limit to complete negotiations
WHAT HAS BEEN IMPROVED?
Insurance requirements may include:
1. Commercial General Liability Insurance
2. Errors and Omissions Liability Insurance
3. Health Insurance
4. Accident and Sickness Insurances
5. Workers’ Compensation Insurance
6. War Risk Accidental Death and Dismemberment
Insurance
Role and Responsibilities of CIDA Authorities
What is changing DocumentApproval authority
- Consultant’s responsibilities (TOR)- Value or period of Contract- Modifications to any terms and conditions of the Contract - Logic model
Contract Amendment
CIDAContracting Authority
Role and Responsibilities of CIDA Authorities
What is changing DocumentApproval authority
- Fees - New Position(s) - Position Description(s)- Replacement of Personnel by an Individual with Lower Qualifications
- Consultant’s responsibilities (TOR)- Value or period of Contract- Modifications to any terms and conditions of the Contract - Logic model
Contract Amendment
CIDAContracting Authority
Contract Change Form
Role and Responsibilities of CIDA Authorities
What is changing DocumentApproval authority
- Between the work plan approvals: new activities, changes in activities and/ or sub-activities, any increase or decrease greater than 10 percent of the specified timeframe , and distribution of cost among the budget line items - Existing Position(s) - Replacement of Personnel by an Individual with Equivalent Qualifications
- Fees - New Position(s) - Position Description(s)- Replacement of Personnel by an Individual with Lower Qualifications
- Consultant’s responsibilities (TOR)- Value or period of Contract- Modifications to any terms and conditions of the Contract - Logic model
Contract Amendment
CIDAContracting Authority
Contract Change Form
Project Change Form
CIDATechnical Authority
Role and responsibilities of CIDA Authorities
What is changing DocumentApproval authority
- Between the work plan approvals: new activities, changes in activities and/ or sub-activities, any increase or decrease greater than 10 percent of the specified timeframe , and distribution of cost among the budget line items - Existing Position(s) - Replacement of Personnel by an Individual with Equivalent Qualifications
- Fees - New Position(s) - Position Description(s)- Replacement of Personnel by an Individual with Lower Qualifications
- Consultant’s responsibilities (TOR)- Value or period of Contract- Modifications to any terms and conditions of the Contract - Logic model
- Replacement of Personnel by an Individual with Equivalent Qualifications- Nature and timing of activities- Distribution of cost among the budget line items specified in the Basis of Payment
Contract Amendment
CIDAContracting Authority
Contract Change Form
Project Change Form
Annual Workplan
CIDATechnical Authority
WHAT HAS BEEN IMPROVED?
Elements reworded:
• Contract termination clause • Excusable delay• International sanctions• Limitation of expenditure• IP clause
WHAT HAS BEEN IMPROVED?
Managing for Results:
• Incorporate aid effectiveness principles
• Align with CIDA RBM policies and guidelines
• Requirement to notify CIDA of any discrepancy
between the actual and expected results and
propose solutions to improve the achievement of
those project results
Guylaine’s Top Ten Tips for Preparing Good Proposals
1. Ask questions about the RFP before the RFP closing date
2. Contact only the CIDA Point of Contact identified in the RFP
3. Submitting a Proposal 1 second past the closing time is too late
4. Do not submit a Proposal by fax or Email
5. Don’t forget to sign your Proposal
6. Look carefully at the Data Sheet
7. The cornerstone of your proposal should be Section 5 of the RFP
8. Pay attention to all “MUST”s
9. Don’t change the Pricing basis
10.Be creative within the limits of the Instructions to Bidders
Questions?