Presentation to External Stakeholders: Improvements to the Domestic Request for Proposal and...

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)


Clear requirements and procedure for replacement of personnel:

• Prior to Contract award

• During contract implementation


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


Clarifications during the proposal evaluation:

• CIDA may seek clarification or verification from Bidders

• The process for clarifications is defined


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


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


Negotiations:

• Definition of negotiable elements: advances tax payment modality level of effort is not negotiable

• Time limit to complete negotiations


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



- Fees - New Position(s) - Position Description(s)- Replacement of Personnel by an Individual with Lower Qualifications


Contract Amendment


Contract Change Form



- 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



Contract Amendment



Project Change Form

CIDATechnical Authority

Role and responsibilities of CIDA Authorities


- 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



- 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



Project Change Form

Annual Workplan

CIDATechnical Authority


Elements reworded:

• Contract termination clause • Excusable delay• International sanctions• Limitation of expenditure• IP clause


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?

Presentation to External Stakeholders: Improvements to the Domestic Request for Proposal and...

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