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Strategy for Finding Consultancy Opportunities                        and Preparing Good Quality Submissions              ...
Sources of Information on Consultancy                                           opportunities                             ...
How to Get Started –                   Be Up to Date & Do Your Research                   Project-related information avai...
Project Summary List (extract)                                                               4PDF created with pdfFactory ...
Extract from a Project Summary                   Document (edited)                                                        ...
How to Get Started –                   Assess Consulting Opportunities                   (1) Procurement Notices for Consu...
Procurement Notices                                                               7PDF created with pdfFactory trial versi...
Procurement Notice            Procurement            Notice                                                               ...
How to Get Started –                 Subscribe to eSelection System                                                       ...
Web-based eSelection: Benefits for                   Consultants                   l    Ensures transparency, efficiency, ...
eSelection -                   https://eselection.ebrd.com/suite/                                                         ...
New to the EBRD?                                                                          12PDF created with pdfFactory tr...
How to Get Started –                   Be Up to Date & Do Your Research                   Information relevant for consult...
EBRD Contract award notices/shortlists                   http://www.ebrd.com/pages/workingwithus/procurement/consultancy.s...
Strategy for Winning Contracts –                   Basics               l    Consider focussing on smaller assignments    ...
Strategy for Winning Contracts –                  Build Experience & Capacity                   The EBRD’s Small Business ...
Strategy for Winning Contracts –                   Join Forces?                   Be realistic! Can you match the submissi...
Responding to Procurement Notices and RFP                                       Packages                                  ...
How to Get Started – Assess                   Procurement Notices                                                         ...
Strategy for Winning Contracts –                   Basics (1)                    Be pragmatic when drafting EoI or proposa...
Strategy for Winning Contracts –                   Basics (2)               l    Carefully assess submission requirements ...
Strategy for Winning Contracts –                   Assess Notice & Evaluation Criteria               l   What are the spec...
Strategy for Winning Contracts –                   “Be Kind to the Evaluators” (1)               (1) The key is to enable ...
Strategy for Winning Contracts –                   “Be Kind to the Evaluators” (2)               l   Submit documents that...
Strategy for Winning Contracts –                   “Be Kind to the Evaluators” (3)               l            Key Question...
Strategy for Winning Contracts –                   Avoid the Big Don’ts               l    Do not add financial offer to E...
Strategy for Winning Contracts –                   What to aim for                   l    Convince the evaluators that you...
Format and Content of                                            Expressions of Interest and                              ...
The EOI                                                                         29PDF created with pdfFactory trial versio...
Drafting an Expression of Interest –                   Typical Requirements                   l    Firm Profile           ...
EOI: Firm Profile                   Consultant’s structure: are you                   l    Sole operator (individual or fi...
EOI: Consortium / subcontracting                   Characteristics                   l    Sub-contractors: not directly li...
EOI: Consortium / subcontracting                   l    Importance: Section 5.5 b), PP&R (underlying                      ...
EOI: Consortium / Subcontracting                   l    If multiple firms in one EOI – indicate clearly lead              ...
EOI: Relevant Experience                   l    Technical, geographical, contextual                   l    Technical: e.g....
EOI: Relevant Experience - Content                   l    No compulsory template                   l    Indication who wer...
EOI: Experts’ CVs                   l    No compulsory template at EOI stage                   l    Identity of expert (na...
EOI: Experts’ CVs                   l    Availability of listed experts                   l    Required experts: listed in...
EOIs: Additional Requirements                   l    Eligibility Criteria (e.g., nationality requirements;                ...
EOIs – What not to include                   l    Detailed methodology or work plan                   l    Financial infor...
Proposals                                                                           41PDF created with pdfFactory trial ve...
Technical Proposals                   l    Experts                   l    Work Plan and Methodology                   l   ...
Technical Proposals - Experts                   l    Experts’ CVs                   l    Can be different from experts pro...
Technical Proposals: Experts                   l    Key Experts need to meet the minimal                        requiremen...
Technical Proposal: Work Plan and                   Methodology                   l    Response to the Terms of Reference ...
Technical Proposal: Work Plan and                   Methodology                   l    Objective-oriented ToR: greater var...
Technical Proposal: Resource Allocation                   l    Work plan – allocation of experts’ time and other          ...
Technical Proposal: Queries and                   Clarifications                   l    RFP 1 will contain deadline for su...
Financial Proposal – Components                   l    Fees of experts                   l    Per diem (lump sum to cover ...
Financial Proposal – evaluation tool                   l    Lump-sum / Time-Based                   l    The Financial Pro...
Financial Proposal                   l    Exclusive of indirect taxes (e.g.: Sales tax, Value                        Added...
How to contact us                   l    Project enquiries (existing EBRD projects only)                        Tel: +44 2...
Questions?                                                                            53PDF created with pdfFactory trial ...
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Strategy for Finding Consultancy Opportunities and Preparing Good Quality Submissions

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Strategy for Finding Consultancy Opportunities and Preparing Good Quality Submissions

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Strategy for Finding Consultancy Opportunities and Preparing Good Quality Submissions

  1. 1. Strategy for Finding Consultancy Opportunities and Preparing Good Quality Submissions Steven Gillard, Senior Advisor, Consultancy Services Unit 1PDF created with pdfFactory trial version www.pdffactory.com
  2. 2. Sources of Information on Consultancy opportunities 2PDF created with pdfFactory trial version www.pdffactory.com
  3. 3. How to Get Started – Be Up to Date & Do Your Research Project-related information available under www.ebrd.com. An excellent source of information on upcoming work: (1) Project Summary Documents (with references to required TC): http://www.ebrd.com/pages/project/psd.shtml (2) Environmental & Social Impact Assessments: http://www.ebrd.com/pages/project/eia.shtml 3PDF created with pdfFactory trial version www.pdffactory.com
  4. 4. Project Summary List (extract) 4PDF created with pdfFactory trial version www.pdffactory.com
  5. 5. Extract from a Project Summary Document (edited) 5PDF created with pdfFactory trial version www.pdffactory.com
  6. 6. How to Get Started – Assess Consulting Opportunities (1) Procurement Notices for Consultancy Assignments are published on: http://www.ebrd.com/saf/search.html?type=procure ment_notice&contract=Consultancy%20Services (2) Subscribe to Email alerts via eSelection https://eselection.ebrd.com/suite/ 6PDF created with pdfFactory trial version www.pdffactory.com
  7. 7. Procurement Notices 7PDF created with pdfFactory trial version www.pdffactory.com
  8. 8. Procurement Notice Procurement Notice Sign-up for Email alerts! 8PDF created with pdfFactory trial version www.pdffactory.com
  9. 9. How to Get Started – Subscribe to eSelection System eSelection for Consultants 9PDF created with pdfFactory trial version www.pdffactory.com
  10. 10. Web-based eSelection: Benefits for Consultants l Ensures transparency, efficiency, level playing field and cost reductions as a result of on-line submissions l Consultants can: (i) Subscribe for electronic notification about new opportunities by industry sector and area of expertise to increase competition (ii) Submit expressions of interest & proposals (including financial proposals) on-line/electronically (iii) View the status of application, manage participation in selection processes and monitor the progress of any selection process 10PDF created with pdfFactory trial version www.pdffactory.com
  11. 11. eSelection - https://eselection.ebrd.com/suite/ Register here Click here to view Send a query or Sends email with link to procurement notices request assistance reset password 11PDF created with pdfFactory trial version www.pdffactory.com
  12. 12. New to the EBRD? 12PDF created with pdfFactory trial version www.pdffactory.com
  13. 13. How to Get Started – Be Up to Date & Do Your Research Information relevant for consultants available under ww.ebrd.com: (1) Award/shortlist notices http://www.ebrd.com/pages/workingwithus/procurement/reports.shtml (2) Guidelines for Clients managing Technical Cooperation Funded Consultancy Assignments (English and Russian) http://www.ebrd.com/pages/workingwithus/procurement/consultancy.shtml (3) EBRD’s Procurement Policies and Rules http://www.ebrd.com/pages/research/publications/policies/procurement.sht ml 13PDF created with pdfFactory trial version www.pdffactory.com
  14. 14. EBRD Contract award notices/shortlists http://www.ebrd.com/pages/workingwithus/procurement/consultancy.shtml 14PDF created with pdfFactory trial version www.pdffactory.com
  15. 15. Strategy for Winning Contracts – Basics l Consider focussing on smaller assignments awarded via Direct Selection or Selection from Shortlist first (the first contract with EBRD enables you to demonstrate your excellence) l Be selective. Do you have any comparative/competitive advantage (e.g. expertise in the region, relevant linguistic skills)? 15PDF created with pdfFactory trial version www.pdffactory.com
  16. 16. Strategy for Winning Contracts – Build Experience & Capacity The EBRD’s Small Business Support (SBS) team seeks individual advisors to provide assistance to micro, small and medium-sized enterprises: (1) Enterprise Growth Programme (EGP) http://www.ebrd.com/pages/workingwithus/sbs/how/egp.sh tml (2) Business Advisory Services (BAS) http://www.ebrd.com/pages/workingwithus/sbs/how/bas.sh tml 16PDF created with pdfFactory trial version www.pdffactory.com
  17. 17. Strategy for Winning Contracts – Join Forces? Be realistic! Can you match the submission/evaluation criteria? If not, consider (i) consortia or sub-contracting opportunities, identify potential local, regional or international partner firms to complement your firm’s strengths (know-how, project references, key experts) (ii) engaging external experts/freelancers to satisfy requirements related to key personnel. EBRD often welcomes local participation. (Note, EBRD is not permitted to recommend you!) 17PDF created with pdfFactory trial version www.pdffactory.com
  18. 18. Responding to Procurement Notices and RFP Packages 18PDF created with pdfFactory trial version www.pdffactory.com
  19. 19. How to Get Started – Assess Procurement Notices Search by Search by sector contract type - Consultancy Services - Corporate goods works and services - Project goods, Search by country works and services Search Results - Issue Date - Deadline - Country - Notice Title - Sector - Notice Type 19PDF created with pdfFactory trial version www.pdffactory.com
  20. 20. Strategy for Winning Contracts – Basics (1) Be pragmatic when drafting EoI or proposal (1) Main objective is not to carry out the assignment in the EOI/ technical proposal (2) Main objective is to address the requirements as per procurement notice or Request for Proposal package and to be awarded the contract 20PDF created with pdfFactory trial version www.pdffactory.com
  21. 21. Strategy for Winning Contracts – Basics (2) l Carefully assess submission requirements / evaluation criteria as per procurement notice (i) Procurement Rules (e.g. conflict of interest?) (ii) Eligibility (tied or untied funding?) (iii) Deadlines (iv) Budget viable? (v) Specific submission requirements / evaluation criteria as per notice or Request for Proposal package? 21PDF created with pdfFactory trial version www.pdffactory.com
  22. 22. Strategy for Winning Contracts – Assess Notice & Evaluation Criteria l What are the specific submission requirements/evaluation criteria for EoIs/proposals? (i) Project references: Previous similar project experience? Similar budget/duration? Similar services/objectives/ activities? Similar country/region? (ii) Key experts/CVs: Relevant previous professional experience? Language requirements? How many key (!) experts? (iii) For proposals: Methodology, comments on Terms of Reference (“ToR”), work plan l Pay attention to detail! Is your expression of interest/ proposal responsive? 22PDF created with pdfFactory trial version www.pdffactory.com
  23. 23. Strategy for Winning Contracts – “Be Kind to the Evaluators” (1) (1) The key is to enable the evaluators to quickly and easily find and assess the relevant information (2) Demonstrate, don’t merely assert. (3) Consider your application from perspective of evaluation committee. Are you able to easily assess your firm’s strengths and compliance with evaluation criteria? 23PDF created with pdfFactory trial version www.pdffactory.com
  24. 24. Strategy for Winning Contracts – “Be Kind to the Evaluators” (2) l Submit documents that are (i) tailored (adapt your regular standard documents) (ii) focussed (all key points/evaluation criteria addressed?) (iii) concise (table of content, clear structure & headlines, easy to assess, short sentences, use tables instead of running text when appropriate etc.) (iv) accessible (submit one pdf-file not many) 24PDF created with pdfFactory trial version www.pdffactory.com
  25. 25. Strategy for Winning Contracts – “Be Kind to the Evaluators” (3) l Key Question: Who is addressee? Who will evaluate/contract selected firm? l EBRD or the Client? l Is addressee “banker, manager of private company or municipality”? 25PDF created with pdfFactory trial version www.pdffactory.com
  26. 26. Strategy for Winning Contracts – Avoid the Big Don’ts l Do not add financial offer to EoI (unless otherwise requested) l Do not apply if your firm is not eligible (check eligibility clause in procurement notice) l Do not submit late l Do not liaise with EBRD/Client after publication of notice (apart from requests for clarifications via instructions) l Do not stay silent on conflict of interest l Do not include experts/subcontractors who are not genuinely available 26PDF created with pdfFactory trial version www.pdffactory.com
  27. 27. Strategy for Winning Contracts – What to aim for l Convince the evaluators that you are someone they can work with. EOIs/Proposals well written and internally consistent. l Show that you can be flexible and reliable. l Remember that quality is always paramount for the Bank. Better a good proposal than a cheap one. 27PDF created with pdfFactory trial version www.pdffactory.com
  28. 28. Format and Content of Expressions of Interest and Proposals 28PDF created with pdfFactory trial version www.pdffactory.com
  29. 29. The EOI 29PDF created with pdfFactory trial version www.pdffactory.com
  30. 30. Drafting an Expression of Interest – Typical Requirements l Firm Profile l Relevant Experience l Available Experts l Other Requirements l What NOT to include 30PDF created with pdfFactory trial version www.pdffactory.com
  31. 31. EOI: Firm Profile Consultant’s structure: are you l Sole operator (individual or firm) l Firm + sub-contractors l Consortium (lead + consortium members) 31PDF created with pdfFactory trial version www.pdffactory.com
  32. 32. EOI: Consortium / subcontracting Characteristics l Sub-contractors: not directly liable to the contracting authority, only to the main consultant l Consortium members: structure, without legal personality distinct from that of its members by which all members are severally and jointly liable to the contracting authority 32PDF created with pdfFactory trial version www.pdffactory.com
  33. 33. EOI: Consortium / subcontracting l Importance: Section 5.5 b), PP&R (underlying principle is that multiple applications are grounds for disqualification) l A sub-contractor may appear in multiple EOIs / Proposals; however l A firm can be either lead consultant or consortium member in only one EOI / Proposal l Can be grounds for disqualification 33PDF created with pdfFactory trial version www.pdffactory.com
  34. 34. EOI: Consortium / Subcontracting l If multiple firms in one EOI – indicate clearly lead consultant, consortium members, subcontractors l Ensure that your subcontractors know the rules (if your subcontractor appears as a consortium member for another shortlisted firm, you could be disqualified) l Contact sheet provided by EBRD with every procurement notice 34PDF created with pdfFactory trial version www.pdffactory.com
  35. 35. EOI: Relevant Experience l Technical, geographical, contextual l Technical: e.g. “FIDIC Engineering missions” l Geographical: e.g. “Former CIS” l Contextual: e.g. “economies in transition from planned economy to market economy” 35PDF created with pdfFactory trial version www.pdffactory.com
  36. 36. EOI: Relevant Experience - Content l No compulsory template l Indication who were the contracting parties (client, consultant) in your previous contracts. What was your role (lead, consortium, subcontractor)? l Timeframe, value, input l Substantive experience (e.g. engineering firm: preliminary studies / feasibility study / design / project supervision / supervision on behalf of third party) l EBRD does not require formal certificates of completion 36PDF created with pdfFactory trial version www.pdffactory.com
  37. 37. EOI: Experts’ CVs l No compulsory template at EOI stage l Identity of expert (name, nationality) l Education, employment history l Relation with consultant l Relevant skills / experience should be emphasized. 37PDF created with pdfFactory trial version www.pdffactory.com
  38. 38. EOI: Experts’ CVs l Availability of listed experts l Required experts: listed in procurement notice l Additional experts: at consultant’s discretion (but stay focussed) 38PDF created with pdfFactory trial version www.pdffactory.com
  39. 39. EOIs: Additional Requirements l Eligibility Criteria (e.g., nationality requirements; licensing requirements) l Eligibility criteria can effect lead consultant, consortium members and sub-contractors, unless otherwise specified (e.g., nationality) or can be met by one member only (e.g., some licensing requirements) 39PDF created with pdfFactory trial version www.pdffactory.com
  40. 40. EOIs – What not to include l Detailed methodology or work plan l Financial information (fee rates, overall cost) 40PDF created with pdfFactory trial version www.pdffactory.com
  41. 41. Proposals 41PDF created with pdfFactory trial version www.pdffactory.com
  42. 42. Technical Proposals l Experts l Work Plan and Methodology l Resource Allocation 42PDF created with pdfFactory trial version www.pdffactory.com
  43. 43. Technical Proposals - Experts l Experts’ CVs l Can be different from experts proposed at EOI stage (but preferably additional). l Key Experts: absolute requirement (absence can lead to disqualification) l Other experts: only list experts with a significant contribution to the assignment 43PDF created with pdfFactory trial version www.pdffactory.com
  44. 44. Technical Proposals: Experts l Key Experts need to meet the minimal requirements sent out in RFP package (seniority, academic and professional background) l General eligibility requirements (e.g., nationality) need to be met by experts as a whole l Specific eligibility criteria (e.g., surveyor licenses in country of operation) need to be met by relevant experts only 44PDF created with pdfFactory trial version www.pdffactory.com
  45. 45. Technical Proposal: Work Plan and Methodology l Response to the Terms of Reference (ToR) l Analysis of requirements, identification of the requirements, response. l Consider: Objective-oriented or Task-oriented ToRs? 45PDF created with pdfFactory trial version www.pdffactory.com
  46. 46. Technical Proposal: Work Plan and Methodology l Objective-oriented ToR: greater variance in methods and approach l Task-oriented ToR: less discretion for consultant l Do the TOR contain scope for flexibility e.g. latter phases dependant on earlier findings? l Consultant-proposed variants to TOR: not prohibited, but compliant technical proposal is required 46PDF created with pdfFactory trial version www.pdffactory.com
  47. 47. Technical Proposal: Resource Allocation l Work plan – allocation of experts’ time and other resources l Experts listed in technical proposal need to be available to perform the assignment 47PDF created with pdfFactory trial version www.pdffactory.com
  48. 48. Technical Proposal: Queries and Clarifications l RFP 1 will contain deadline for submission of requests for clarifications l Contacting the Bank and/or the Client 48PDF created with pdfFactory trial version www.pdffactory.com
  49. 49. Financial Proposal – Components l Fees of experts l Per diem (lump sum to cover cost of consultant’s experts working outside regular place of work; UNDP or EU rates) l Reimbursable expenses o Travel Costs (international, local) o Miscellaneous (assignment-related communications, translation, interpreters, visa) 49PDF created with pdfFactory trial version www.pdffactory.com
  50. 50. Financial Proposal – evaluation tool l Lump-sum / Time-Based l The Financial Proposal forms: financial proposal form; breakdown of costs. Contains the total price proposed by the consultant. l Evaluation of financial proposal: on basis of total price l Remember 80:20 technical: financial is typical l No conditional FPs! 50PDF created with pdfFactory trial version www.pdffactory.com
  51. 51. Financial Proposal l Exclusive of indirect taxes (e.g.: Sales tax, Value Added Tax), unless indicated otherwise l If indirect taxes are due (consultant to determine), separate estimate of the indirect taxes 51PDF created with pdfFactory trial version www.pdffactory.com
  52. 52. How to contact us l Project enquiries (existing EBRD projects only) Tel: +44 20 7338 6372 / fax: +44 20 7338 7848 l Business Development and project proposals Tel: +44 20 7338 6372 / fax: +44 20 7338 7848 l General enquiries Tel: +44 20 7338 6629/ fax: +44 20 7338 6101 l Procurement opportunities Via website: www.ebrd.com/pages/workingwithus/procurement.shtml l Publications Tel: +44 20 7338 7553 / fax: +44 20 7338 6102 l Consultancy Services Unit Steven Gillard +44 7338 7834/ fax +44 20 7338 7451 gillards@ebrd.com 52PDF created with pdfFactory trial version www.pdffactory.com
  53. 53. Questions? 53PDF created with pdfFactory trial version www.pdffactory.com

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