1
Application for Consulting Services Recruitment Notice (CSRN)
For all Selection Methods (excluding SSS)
This is the: [indicate whether 1st, 2nd, 3rd, etc.] request for reviewCountry
Loan/Grant No.
Loan/Grant Project Title
Title of the consulting services in Procurement Plan
Name of Executing Agency (EA):______
______
Report Submitted by:
Name/Designation: ______
Signature:______
Date Submitted:______
Date of EA Consultant Selection Committee-Shortlisting (CSC-SL) Meeting:______
Checklist of Attached Documents(For 1st Review):[Make sure all attachments with “Yes”.]
(For the 1st review)
Attachment 1: Procurement Plan published in ADB website[Procurement plan must be within a year and for each loan, not per MFF. Attach approval memo for individual changes in the procurement plan.] / Yes [ ] / No [ ]
Attachment 2: Budget for consulting services including contingency, provisional sums with breakdown, and a provision for indirect local tax / Yes [ ] / No [ ]
Attachment 3: Terms ofReference (TOR) to be posted in CSRN / Yes [ ] / No [ ]
Attachment 4: Additional Information which EA plans to post in CSRN / Yes [ ] / No [ ]
For ADB’s Project Division: Please attach a copy of previous communications with OSFMD Procurement Specialist related to items covered by this Submission Document (if any).
(For the succeeding review)
The information or documents requested in the latest review in Part B:
______/ Yes [ ] / No [ ]
1.CMS-CSRN (Profile Tab)
1.1Selection Profile * (see Note)
1. / Consultant Type / Firm / 9. / Source / International Shortlisting2. / Selection Method / 10. / Technical Proposal Type
3. / Selection Title
4. / Package Number / 11. / Package Name
5. / Advance Action / Yes[ ] / No[ ] / 12. / Approval Number
6. / Duration of Assignment / ______Months / 13. / Approval Date
7. / Budget Amount / 14. / Estimated Shortlisting Date
8. / Budget Type / Estimated / 15. / Estimated Commencement Date
1.2Supplementary Information:
16. / Date of Loan/Grant Effectiveness (if it is already effective)
17. / Date of Loan Account Close (Loan Closing Date)
18. / Date of Physical Completion [(17) – 6 months]
19. / Period Available for Contract Execution [(18) – (15)] (in months)
* Note:
1.Fixed. Do not change.
2.Indicate the selection method in accordance with the procurement plan.
3.Indicate the name of assignment in accordance with the procurement plan.
4.Optional. According to EA’s procurement ID, if any.
5.Yes – if the loan is not yet effective.
6.SCC 14.1 in Section 8 of the RFP shall follow this data.Assignment must end before the loan closing (item 17) although LCU recommends the contractbe completed prior to the date of physical completion as much as possible (item 18).
7.Indicate the budget exclusive of indirect local taxes in a single currency. The currency must be the one to be indicated in Data Sheet 14.1.2 or 14.1.4/27.2, Section 2 of the SRFP.
8.Do not modify unless the selection method is FBS in the procurement plan. FBS always uses “Maximum”.
9.Indicate “National” only when the procurement plan allows national shortlisting. Otherwise, this is always “International”. If it is an advance action, attach a copy of ADB approval for national shortlisting. National shortlisting does not exclude a foreign firm if it expresses interest.
10.Indicate the type of technical proposal (FTP, STP, or BTP) in accordance with the procurement plan.
11.Indicate name of Package/Component.
12.Four digit loan/grant number if the Project has been approved. If it is advance action, leave it blank.
13.In a format of dd-mmm-yyyy (e.g. 01-APR-2013). If it is advance action, leave it blank.
14-15.In a format of dd-mmm-yyyy (e.g. 01-APR-2013) in accordance with the standard timeline in CRAM.
16-18.In a format of dd-mmm-yyyy (e.g. 01-APR-2013).
19.Indicate in months.
[Procurement plan: When the procurement plan is not finalized under the advance action, the project division should attach a record of OSFMD concurrence to the proposed plan.]
1.3Additional Information ** (see Note)
1. / Possibility of contract extension / ( ) Yes / ( ) No / ( x ) Not Known2. / Possibility of consideration for downstream assignment / ( ) Yes / ( ) No / ( ) Not Known
3. / Country of assignment
4. / Country of eligibility for national consultants / Same as the country of assignment
5. / Other information / Offline EOI submission: Not permissible
** NOTE:
1.Do not modify.
2.This refers to conflicting situation with downstream assignment. If Yes, add details to Other Information.
4.Do not modify. This follows ADB consulting services guidelines clause 1.3 – footnote 6.
5.EOI should be submitted by on-line through CMS. EA must justify off-line submission if EA proposes it.
1.3.1For Off-line EOI Submission, justifications FOR APPROVAL
(if EA indicates off-line EOI submission in para. 1.3/item 5 for ADB’s approval)
Justifications:1.3.2For Off-line Submission, EA confirms:
(if EA indicates off-line EOI submission in para. 1.3/item 5 for ADB’s approval)
- EA willNOT accept EOI that is not in the ADB’s standard EOI template. / Yes [ ] / No [ ]- Online submission is always the main submission method.Offline is an option. / Yes [ ] / No [ ]
- EA will evaluate all EOIs submitted. / Yes [ ] / No [ ]
NOTE: EA may request resubmission of the EOI in ADB’s template if it is within the submission period.
1.4Agencies: Contact Information
1 / Executing Agency / Same as the EA in the cover page.2 / Contact Person
3 / Designation
(example: Project Manager)
4 / E-mail address and Fax number / e-mail:
Fax number:
1.5Publishing Plan
EOI submission period (advertisement period): / calendar days (not less than 30 days)[For reduced advertisement period (less than 30 days) or waiver of advertisement, attach a copy of the ADB approval.]
2.CSC Members:CSC meeting for EOI / proposal evaluationwill not include a consultant.
- Will there any consultant likely be in the CSC meeting? / Yes [ ] / No [ ]If “Yes”, state whether potential or actual conflict of interest may exist.
______
Note: The EA confirms that the consultant in the EA’s CSC Meeting does not have any ongoing business associations (whether direct or indirect) with any of the firms in the shortlist.
3.Shortlisting Criteria
3.1The EA will determine eligibility of EOI by the following criteria. / Yes [ ] / No [ ]3.1.1Eligibility Declaration in ADB standard EOI form (except CMS registration).
3.1.2Country of incorporation indicated in EOI must be ADB member country [CG 1.10].
3.1.3Government/state owned enterprise (SOE)in the borrower’s country is not eligible.
3.1.4A firm in the situation of conflict of interest (COI) is not eligible. COI comprises conflicts in the following generic areas:
[CG refers to ADB’s consulting services guidelines, which the consultant can download from adb.org]
(i)Conflicting activities between consulting services and procurement of goods, works, or non-consulting services [CG 1.11(a)];
(ii)Conflict among consulting assignments [CG 1.11(b)]; and
(iii)Conflicting relationships - relationship with Client’s staff [CG 1.11(c)].
3.1.5A firm is not sanctioned by ADB or not restricted by other conditions in CG 1.13.
Note: Eligibility is pass/fail. EA must attach evidence document to Submission 1 when excluding an EOI from evaluation.
3.1.2Country eligibility requires corporations or companies be incorporated in an ADB Member Country. Partnerships or non-corporations must have legally personality in an ADB Member Country for signing and entering a contract. These include universities, institutions, public sector organizations, and NGOs. The EA may request from the firm a copy of the certificate of incorporation to verify their nationality, i.e. country of incorporation indicated in EOI.
3.1.3SOE: CG1.13(b) requires the following conditions for eligibility: (i)legally and financially autonomous; (ii) operate under commercial law; and (iii) not a dependent agency of the borrower or sub-borrower.To include SOE in the shortlist, EA should consult with ADB project staff on the eligibility and attach a copy of the consultation result to Submission 1.
3.1.4Conflict of interest (COI). To ensure no shortlisted firm in a situation of COI, when EA finds a COI risk, EA should advise toADB project staff forconsultation with ADB’s integrity specialistas well as procurement specialist assigned to the country and for attaching a copy of the result of consultation to Submission 1.
3.1.5Sanction EA can verify the status by visiting ADB’s website for the sanction; access password for the website should be requested from ADB project staff. Government or EA’s black list does not apply.
3.2The EA will apply the following criteria in evaluating eligible EOIs. / Yes [ ] / No [ ](i)Technical competence
(ii)Geographical experience
(iii)Management competence
Additional criteria (if any):______
Rationale:______
Note: (1)ADB does not accept a financial criterion.
(2)Criteria for shortlisting do not include ‘Personnel’ or ‘experts’ except for CQS. Expertswill be evaluated during evaluation of technical proposal(Submission 2).
(3)For CQS, add criteria “(iv) Key experts”.
(4)Shortlist will comprise six firms with geographic spread (for LCS and CQS, three firms). No more than two firms from any one country. When preparing a shortlist, national shortlisting does not require geographic spread (CG 2.9).
(4)Additional criterion is subject to ADB’s approval.
4.CSRN (Terms of Reference Tab)
4.1Terms of Reference: must be prepared in a way that all items are complied with “Yes”4.1.1TOR uses the standard template in Section 7, SRFP? / Yes [ ] / No [ ]
4.1.2TOR for CSRN is final and will be attached to the RFP as Section 7.
4.1.3TOR includes position-based TORs for Key Experts in “4. Team Composition and Qualification Requirements for Key Experts”? / Yes [ ] / No [ ]
4.1.4TOR excludes a pass/fail or restrictive criteria (example: age, gender)?
[“minimum”, “at least”, “must”, “shall”, etc. should be replaced with “preferred” or “… will be advantage.”] / Yes [ ] / No [ ]
4.1.5TOR uses a separate appendix for support staff requirements, if any? / Yes [ ] / No [ ]
4.1.6TOR excludes financial information? / Yes [ ] / No [ ]
4.1.7TOR includes “6.Clients Input and Counterpart Personnel”? / Yes [ ] / No [ ]
4.1.8TOR includes “7. Information to facilitate Proposal preparation”? / Yes [ ] / No [ ]
Note 1: Position-based TOR for an expert includes (i) international / national; (ii) key / non-key; (iii) position title; (ii) preferred qualification; (iv) tasks and responsibilities. Only key experts will be evaluated.When EA wants specific support staff provision, the requirements should be in a separate appendix,
Note 2:Pass/Fail criteria such as, though not limited to, participation in a contract with a certain value is not acceptable. Instead RFP may ask the consultant to indicate person-months which an expert rendered in previous assignment in their CVwithout introducing a minimum threshold. This is to evaluate the technical proposal by its value to the assignment, not by pass/fail approach. When a proposal or a proposed expert does not meetEA’s expectation, the proposal or the expert may be given “Below Average rating (1-69%)” instead of disqualification or non-compliant rating.
5.CSRN (Cost Estimate Tab)
5.1Budget comprises five categories: (i) remuneration, (ii) expenses, (iii) provisional sums, (iv) contingencies, and (v) indirect local taxes? / Yes [ ] / No [ ]5.2Remuneration covers Key- and Non Key- experts following positions in TOR? / Yes [ ] / No [ ]
5.3Contracted staff is under expenses? / Yes [ ] / No [ ]
5.4Provisional sums are enumerated with corresponding amounts? / Yes [ ] / No [ ]
5.5Contingencies are 5-10% of the base cost which comprises remuneration, expenses, and provisional sums?. / Yes [ ] / No [ ]
5.6Budget for the contract will be indicated as “Estimated” in RFP Data Sheet. / Yes [ ] / No [ ]
Note:Follow the format in Form FIN-2 Summary of Costs and FIN-4 Breakdown of Other Expenses, Provisional Sums, and Contingency in Section 4 of the SRFP.
6.Action Upon Approval:Upon ADB’s approval of the CSRN application, EA will:
6.1.request from ADB the latest RFP template (SRFP) or downloadit from adb.org; start drafting RFP (Section 1 except shortlist in para. 3, Data Sheet in Section 2, and SCC in Section 8);and attach TOR used for CSRN without a modification. RFP should be prepared following the approved CSRN. EA may refer to the Guide for Submission 1 in adb.org;
6.2.complete RFP except shortlist in Section 1 before the EOI deadline after30 days submission period with help from the mission leader and ADB resident mission;
6.3.retrieve all EOIs from CMS for evaluation;
6.4.mandate the use of ADB’s standard EOI template when EA permits offline EOI submission;
6.5.complete shortlisting and make submission 1 to ADB within CRAM timeline after the EOI deadline, admitting that a delay by more than two month may result a full re-advertisement;
6.6.seek advice from ADB mission leader prior to Submission 1 a need for re-advertisement if number of EOIs received by the EA is less than 12; and
6.7.ensure RFP in consistent with CSRN (if content of CSRN is no longer applicable, request ADB a re-advertisement.)
Confirmed:YesNo
Justification, if NO: ______
- CSRN:
1.1.______
1.2.______
- Shortlisting Criteria:
2.1.______
2.2.______
- Terms of Reference (TOR):
3.1.______
3.2.______
- Cost Estimate/Budget:
4.1.______
4.2.______
- Action Upon Approval:
5.1.______
5.2.______
Upon LCU/project division’s approval of CSRN application, the Mission Leaderis requested to:
- Posting to CSRN in behalf of the EA incorporating review comments. Questions for inputting CSRN data should be addressed to CMS team by e-mail to .
- Send an updated CRAM sheet to the EA;
- Provide the EA with the latest RFP template (SRFP) downloaded from adb.org and follow up the EA’s drafting RFP for the assignment in consistent with the approved CSRN, following the guidance given in the Guide for submission 1 review in ADB website;
- Ensure that preparation of RFP (except shortlist in Section 1) must be completed before the deadline date of EOI submission;
- Monitor online EOI submission via CMS and ensure that EA retrieves all EOIs from CMS for evaluation; and that the EA mandates the use of ADB standard EOI template if OSFMD approved the offline EOI submission;
- Follow up the EA to complete shortlisting and make submission 1 to ADB within CRAM timeline.
- Ensure that there is no discrepancy between CSRN and RFP, particularly budget, international / national key expert total person-months input, duration of the assignment, and TOR; and
- Ensure that there is NO external ADB auditor in the shortlist. If included, secure the clearance from OAG before proceeding.
Review by:
______
Signature above Printed NameSignature above Printed Name
OSFMD (If applicable)Project Unit
Note: When OSFMD review is required,
the Project Unit Officer signs the
______review document after the OSFMD
DateOfficer signs it.
______
Date
Approved by:
______
Signature above Printed Name
Director, Project Unit /
Country Director, Resident Mission
(Please sign as applicable)
______
Date
Disclaimer:The review and approval of this submission document is conducted independently and must not serve as a precedent for future reviews.
Distribution:
Country Director / Director (Project Unit) / (Project Unit Specialist)
OSFMD-LCU
October 2013