Panchayat:Repo18/vol2-page0710

710 GOVERNAMENT ORDERS

Composition of Review Committee (not more than three members) to monitor the Consultant’s works

Review of the Progress Reports required from Consultant

Review of the final draft report

List of key positions whose CV and experience would be evaluated.

2. PREPARATION OF COSTESTIMATE AND THE BUDGET

The Cost Estimates or Budget should be based on the assessment of the resources needed to carry out the assignment, staff time, logistical support, and physical inputs (for example, vehicles, office space and equipment). Costs shall be divided into three broad categories;

Fee or remuneration;

Reimbursable costs;

and Miscellaneous expenses.

3. DECIDING CONTRACTING STRATEGY:

Before starting the tendering exercise, it is essential to agree on contract strategy viz. going for lump-sum or time based Contract, individual vs. firm, advertising vs. internal shortlisting, terms of payment etc. Various selection methods along with the thresholds applicable to each of them are mentioned in this manual.

4. ADVERTSNG

Advertisement is issued asking the potential service providers to indicate their interest in the assignment and provide abridged CVs of the proposed team members, their previous experience in similar type of assignment and the financial statement of the organisation through last 3 years balance sheets. The advertising may be issued in at least one largely circulated English and Malayalam Newspapers.

5. ShORT LISTING

If the assignment has been advertised, the expressions of interest received shall be evaluated to arrive at shortlist of the consultants. In preparation of the shortlist first consideration shall be given to those firms expressing interest, which possess the relevant qualifications.

6. CONTRACT AND RFP

(A) Various types of contracts are as under:

Lump Sum - These Contracts are used for assignments in which the content and the duration of the work is clearly defined. Paymentis made upon delivery of outputs. The main advantage of this type of contract is that it is easy to administer. Examples of Lump Sum contracts include Feasibility Studies, Environmental Studies, Detailed design of a standard structure etc.

Time Based - these contracts are used for assignments in which it is difficult to define the scope and the duration of the work to be performed. Payment is based upon an hourly, daily, or monthly rate, plus reimbursable expenses using actual expenses or agreed-upon unit prices. This type of Contract provides for a maximum total payable amount that includes a contingency for unforeseen work and duration, price adjustments etc. Examples of Time Based Contracts include Preparation of data, Complex Studies, Supervision of construction of civil works, Training assignments, Advisory services etc.

Percent contracts-relate to the fee paid to the consultant based upon the estimated or actual project Construction Cost or the Cost of the goods to be procured or inspected. Percentage is established based upon market norm or standard practice in the industry. Examples of percent contracts include Architectural services, Engineering services, Procurement services, Inspection agents etc.

(B) Request for Proposals (RFPs)

The RFP shall include:

A Letter of Invitation (LOI), which will include evaluation criteria

Information to Consultants - Standard Form of Technical and Financial Proposals. Terms of Reference

Draft of the proposed contract

A sampletechnical evaluation criteria is given below: Template:CREATE