This document discusses tendering procedures for Request for Proposals (RFPs) used in procuring consulting services. It defines RFPs, Expression of Interests (EOIs), Request for Quotations (RFQs), and Notice Inviting Tenders/Invitation for Bids (NITs/IFBs), and how they differ. An RFP is issued to shortlisted consultants and seeks technical and financial proposals, with the purchaser not committed to buying. The document outlines the key components of an RFP including the terms of reference, evaluation criteria, and contract terms. It provides guidance on preparing terms of reference, receiving and evaluating bids, and cautions on using Quality and Cost Based Selection (QCBS)

1. Block Education Officers’ Training
Tendering Procedures
Prof. (Dr.) Rajeev Ranjan
Chandragupt Institute of Management Patna

2. Agenda
 Introduction: Commonly used terms
 EOI vs RFP vs RFQ vs NIT/IFB
 RFP…?
 Contents of RFP
 Preparation of TOR
 Evaluation of Bids
 RFP: Caution@QCBS
 Sample RFP for Discussion

3. EOI
 Used as a Screening/Shortlisting Tool
 Likely to involve a further request before a
final decision
 Purchaser NOT committed to Buying

4. RFP
 Purchaser has NO clear defined criteria or
specification
 Focused on more than just pricing, thereby
entailing a bit of consulting from the
contractor
 Issued to the short-listed consultants to seek
their technical and financial proposals
 Purchaser NOT committed to Buying

5. RFQ
 Purchaser has clearly defined criteria or
specification
 Judged solely on Price
 Purchaser COMMITTED to buying

6. NIT/IFB/CFB
 Purchaser has clearly defined criteria or
specification
 Judged both on Price & Qualitative factors
 Purchaser COMMITTED to buying

7. EOI vs RFP vs RFQ vs NIT
EOI
• Used as a
Screening/Shortlisti
ng Tool
• Likely to involve a
further request
before a final
decision
• Purchaser NOT
committed to
Buying
RFP
• Purchaser has NO
clear defined
criteria or
specification
• Focused on more
than just pricing,
thereby entailing a
bit of consulting
from the contractor
• Issued to the short-
listed consultants
to seek their
technical and
financial proposals
• Purchaser NOT
committed to
Buying
RFQ
• Purchaser has
clearly defined
criteria or
specification
• Judged solely on
Price
• Purchaser
COMMITTED to
buying
NIT/IFB/CFT
• Purchaser has
clearly defined
criteria or
specification
• Judged both on
Price & Qualitative
factors
• Purchaser
COMMITTED to
buying

8. Request For Proposal…
 A document to be used by the Department for obtaining
offers from the consultants for the required service. (Rule-
131ZC)
 Issued to the shortlisted consultants to seek their
technical and financial proposals. (Rule-131ZC)
 Used for creating an open competition in order to bring
down the cost of a solution.
 However, RFP closest to the specifications may not
necessarily be the one with the lowest price.
 Therefore when accepting a proposal, the procuring
authority must carry out a cost benefit analysis to make
sure the cost does not out-weigh the benefits.

9. RFP: Contents [Rule-131ZC]
 A letter of Invitation
 Information to Consultants regarding the procedure for submission
of proposal
 Terms of Reference (TOR)
 Eligibility and pre-qualification criteria in case the same has not
been ascertained through Enquiry for Expression of Interest
 List of key position whose CV and experience would be evaluated
 Bid evaluation criteria and selection procedure
 Standard formats for technical and financial proposal
 Proposed contract terms
 Procedure proposed to be followed for midterm review of the
progress of the work and review of the final draft report.

10. Preparation of TOR [Rule-131ZB]
The TOR should include
 Precise statement of objectives
 Outline of the tasks to be carried out
 Schedule for completion of tasks
 The support or inputs to be provided by the Ministry or
Department to facilitate the consultancy
 The final outputs that will be required of the Consultant.

11. Receipt & Opening of Proposals
[Rule-131ZD]
 Proposals should ordinarily be asked for from
consultants in ‘Two-bid’ System with Technical and
Financial bids sealed separately.
 The bidder should put these two sealed envelops in a
bigger envelop duly sealed and submit the same to
the Department by the specified date and time at the
specified place.
 On receipt, the technical proposals should be opened
first by the Department at the specified date, time and
place.

12. Late Bids [Rule-131ZE]
 Late bids, i.e., bids received after the specified
date and time of receipt, should NOT be
considered.

13. Evaluation of Bids…
Evaluation of Technical Bids [Rule 131ZF]:
 Technical Bids should be analysed and evaluated by a
Consultancy Evaluation Committee (CEC) constituted
by the Department.
 The CEC shall record in detail the reasons for
acceptance or rejection of the technical proposals
analysed and evaluated by it.

14. Evaluation of Bids…
Evaluation of Financial Bids [Rule 131ZG]:
 The Department shall open the financial bids of only those
bidders who have been declared technically qualified by
the Consultancy Evaluation Committee as per Rule 131ZF
for
- Further analysis or evaluation
- Ranking, and
- Selecting the successful bidder for awarding the
contract on the basis of LCS (Least Cost System) or
QCBS (Quality and Cost Based Selection) as the case may
be

15. IFB: Caut!on@QCBS
 The RFP must specify the minimum qualifying
score for the quality of technical proposal [GFR Rule-
191(iii)]
 The RFP must also specify the relative weightages to
be given to the quality and cost (70:30, 60:40, 50:50
etc.) [GFR Rule-191(iii)]
 in NO CASE, the weightage of the Technical
Parameters, should exceed 80% [GFR Rule-191(iv)]

16. Thank you!