STANDARD EXPRESSION OF INTEREST (EOI) DOCUMENT For Short listing of Consultants & CONSULTING SERVICES

PROCUREMENT OF CONSULTING SERVICES
(International Competitive Services)

Issued by:

Public Procurement Monitoring Office

Tahachal, Kathmandu

January, 2017

Preface

  1. This Standard Expression of Interest (EOI) document has been prepared by Public Procurement Monitoring Office of Government of Nepal (GoN) for the use by its implementing agencies including the procurement entities of Government Ministries, Departments, Authorities and Government owned corporate bodies for short listing of Consulting Firms for recruitment of consultants. The EOI document can be used for short listing of consultants for Quality and Cost-Based Selection (QCBS), Quality-Based Selection (QBS), Fixed Budget Based Selection (FBS), Least Cost Selection (LCS) and Consultant’s Qualification Selection (CQS).
  1. This Preface, notes provided for the procurement entity and the evaluation criteria weightage given in the document should be deleted from the EOI document to be issued to the consultants

Abbreviations

CV- Curriculum Vitae

DO-Development Partner

EA-Executive Agency

EOI-Expression of Interest

GON-Government of Nepal

PAN-Permanent Account Number

PPA-Public Procurement Act

PPR-Public Procurement Regulation

TOR-Terms of Reference

VAT-Value Added Tax

Table of Contents

Invitation for Expression of Interest (EOI)

Documents Comprising Application for EOI

FORM A – 1: Letter of Application

FORM A – 2: Identification of Firm

FORM – B: Details of Personnel

FORM – C: Overall Work Experience

FORM D – 1: Relevant Work Experience (in Similar Programme/Project)

FORM D – 2: Relevant Work Experience (in Similar Geographical Conditions)

Form – E: Curriculum Vitae of Key Personnel

Evaluation Criteria of EOI

Eligibility Criteria

1

Government of Nepal

[Insert Name of the Public Entity/Project]

Invitation for Expression of Interest (EOI)

for

[Insert brief description of the consultancy service]

(Insert Loan/Credit/Grant/GON Fund)

(Date of first publication………..)

  1. Government of Nepal (GoN) has allocated fund or has [received/applied for/intends to apply for] a [loan/credit/grant] from the [Insert: name of the Development Partner] and it intends to apply part of the proceeds of this [loan/credit/grant] to payments under the contract for [insert name of project/the services].
  2. The services to be provided include [Enumerate scope of services/tasks to be assigned as applicable].The assignment has been scheduled for a period of [insert time, period in years and/or months]
  3. The [insert: name of Implementing Agency/Client] now invites EOI from eligible consultants to indicate their interest in providing these services. Interested consultants must provide information indicating that they are qualified to perform the services.
  4. Consultants may create joint venture or associate to enhance their qualifications, experience and capacity to perform the assignment.
  5. Only the shortlisted consulting firms will be issued a request for proposal (Technical and Financial).
  6. EOI documents may be obtained from the address given below or can be download from the website given below within thirty (30) days from the first publication of this notice. Further information can be obtained from the address below during office hours.
  7. Interested and eligible consulting shall posses significant qualification, experience and capacity to perform the assignment along with their documents. Non-submission of these documents shall be a cause for the rejection of the application. Proposals received after due date or submitted by the applicant without receiving the EOI from the address below will not be considered.
  8. Any relevant matter that has not been mentioned in this notice shall be in accordance with the provisions of the Public Procurement Act 2063, Public Procurement Regulations 2064 and prevailing Law of Nepal.
  9. Application for EOI must be submitted in sealed envelopes delivered to the address below by on or before [inset time] of the thirty first (31st) day of first publication of this notice.
  10. In case, the last date of obtaining and submission of the EOI documents happens to be a holiday, the next working day will be deemed as the due date but the time will be the same as stipulated.

[Insert: Name of the Client]

[Insert: Full Address of the Client]

[Insert mailing address]

Phone: [Indicate country and city code]

Facsimile (fax): [Indicate country and city code]

E-mail: [Insert email address of the client]

Website: [Insert web address of the client]

Objective of Consultancy Services or Brief TOR

[Provide detail objectives of the consultancy services with expected deliverables or alternatively provide Brief TOR]

Documents Comprising Application for EOI

The application by the applicant shall comprise the following documents

Form A – Letter of Application, Identification of Firm, Office Organization, Financial Status, Logistic Support and Others (form A – 1 to 2 – 2)

Form B – Details of Professional Staff

Form C – Copies Audited Balance Sheets of Firm

Form D – Relevant Work Experience of the Firm (form D1 & D2)

Form E – Curriculum Vitae of Key Personnel.

Procurement of Consulting ServicesExpression of Interest (EOI)

1

FORM A – 1: Letter of Application

[Letterhead paper of the Applicant or partner responsible for a joint venture, including full postal address, telephone no., fax and email address]

Date: ......

To,

Full Name of Client: ______

Full Address of Client: ______

Telephone No.: ______

Fax No.: ______

Email Address: ______

Sir/Madam,

1. Being duly authorized to represent and act on behalf of...... (hereinafter "the Applicant"), and having reviewed and fully understood all the short-listing information provided, the undersigned hereby apply to be short-listed by [Insert name of Client) as Consultant for {Insert brief description of Work/Services}.

2. Attached to this letter are photocopies of original documents defining[1]:

  1. the Applicant's legal status;
  2. the principal place of business;

3. [Insert name of Client] and its authorized representatives are hereby authorized to verify the statements, documents, and information submitted in connection with this application. This Letter of Application will also serve as authorization to any individual or authorized representative of any institution referred to in the supporting information, to provide such information deemed necessary and requested by yourselves to verify statements and information provided in this application, or with regard to the resources, experience, and competence of the Applicant.

4. [Insert name of Client) and its authorized representatives are authorized to contact any of the signatories to this letter for any further information.[2]

5. This application is made in the full understanding that:

a.All decisions by [Insert name of Client) related to this EOI [Delete as applicable) document are final and binding.

  1. [Insert name of Client) shall not be liable for any decisions or actions related to this EOI [Delete as applicable) document and shall be under no obligation to inform the Applicant of the reasons for its decisions or actions.

6. All further communication concerning this Application should be addressed to the following person,

[Person]

[Company]

[Address]

[Phone, Fax, Email]

7. we declare that, we have no conflict of interest in the proposed procurement proceedings and we have

Not been punished for an offense relating to the concerned profession or business and our

Company/firm has not been declared ineligible.

8. The undersigned declares that the statements made and the information provided in the duly completed application are complete, true and correct in every detail.

Signed:

Name:

For and on behalf of (name of Applicant or :

partner of a joint venture)

FORM A – 2: Identification of Firm

Full name of the Firm:
Type of Firm/Organization / Public Limited
Private Limited
Joint Venture
Address:
(Please attach location map of your office)
Telephone number:
Fax number:
E-mail:
Others:
4. Date of Registration:
Registration No:
Date of last renewal: / Valid up to:
Name and address of contact person:
Telephone number (Office):
Facsimile number:
Electronic mail:
B. OFFICE ORGANIZATION
Total number of staff
Number of regular professional staff
Number of regular office support staff (technical)
Number of regular office support staff (Administrative/ Accounting, supporting staff)

C. FINANCIAL STATUS

Total asset
Total liabilities
Current liabilities
Current asset
Current credit resources
Average turnover of last 5 years

(Note: Supporting documents should be submitted for the above.Average turnover shall not exceed 150% of cost estimate)

D. LOGISTIC SUPPORT
Total office space (sq. m.)
Number of vehicles
Number of motorcycle, bicycle
Computer network in office
Yes
No
Number of computers
Number of printers
Other relevant technical equipment

[Insert other relevant technical equipment list, if required]

Procurement of Consulting ServicesExpression of Interest (EOI)

1

FORM – B: Details of Personnel

S. N. / DESIGNATION / NAME / HIGHEST QUALIFICATION/
YEARS WITH COMPANY / PROFESSIONAL EXPERIENCE AND DETAILS
OF WORK CARRIED OUT[3] / FULL OR
PART TIME
1. / Team Leader
2. / ...... Expert
3. / ...... Expert

Date:Signature of Applicant:

FORM – C: Overall Work Experience

S. N. / NAME OF PROJECT / LOCATION / VALUE OF
CONTRACT/YEAR
COMPLETED / CLIENT / DESCRIPTION OF WORK CARRIED OUT
1.
2.
3.
4.
5.
6.
7.

Note.- 1. Satisfactory completion of the mentioned contracts must be evidenced by the Client's reference. Give details of latest five projects.

Date:Signature of Applicant:

FORM D – 1: Relevant Work Experience (in Similar Programme/Project)

(Completed in the last 5 years)

S. N. / NAME OF PROJECT / LOCATION/ / VALUE OF
CONTRACT/YEAR
COMPLETED / CLIENT / DESCRIPTION OF RELEVANT WORK CARRIED OUT
1.
2.
3.
4.
5.

Note.- 1. Satisfactory completion of the mentioned contracts must be evidenced by the Client's reference.

Date:Signature of Applicant:

FORM D – 2: Relevant Work Experience (in Similar Geographical Conditions)

(Completed in the last 5 years)

S.N. / NAME OF PROJECT / LOCATION / VALUE OF
CONTRACT/YEAR
COMPLETED / CLIENT / DESCRIPTION OF RELEVANT WORK CARRIED OUT
1.
2.
3.
4.
5.

Note: 1. Satisfactory completion of the mentioned contracts must be evidenced by the Client's reference.

Date:Signature of Applicant:

Procurement of Consulting ServicesExpression of Interest (EOI)

1

Form – E: Curriculum Vitae of Key Personnel

  1. PROPOSED POSITION:
  2. NAME:
  3. DATE OF BIRTH:
  4. NATIONALITY:
  5. EDUCATION:

(The years in which various qualifications were obtained must be stated)

  1. OTHER TRAINING:
  2. LANGUAGE & DEGREES OF PROFICIENCIES:
  3. MEMBERSHIP OF PROFESSIONAL SOCIETIES:
  4. COUNTRIES OF WORKS EXPERIENCE IN RELATED FIELD:
  5. EMPLOYMENT RECORD FROM ………….. TO …………..

- CLIENT:

- POSITION HELD AND DESCRIPTION OF DUTIES:

  1. DETAILED TASKS ASSIGNED : (List task one by one and support each task by project experience on the right hand side)
  2. CERTIFICATION:

I, the undersigned, certify that, to best of my knowledge and belief, this Curriculum Vitae correctly describes my qualifications, my experience and myself. I understand that any willful misstatement described herein may disqualify me, if employed. This CV is for "(Insert brief description of Work/Services/Assignment)".

Evaluation Criteria

While indicating the weights in the EOI documents relating to EOI proposal for the selection of consultant, the public entity shall so indicate appropriate weights within the specified weighted as below according to the nature and complexity of the assignment.

Qualification: 25

  1. Qualification of key human resources up to 10%
  2. Availability of the staff with suitable qualification and experience with organizational structure (from formD-2) score up to 15%

Experience: 55

  1. General Experience of consulting company/Firm ( formulate criteria as appropriate and apportion the scores accordingly at least 7 years of experience) will be used the information from form C score up to 25%
  2. Experience in similar works (at least one contract from formD-1) score up to 20%
  3. Experience in similar geographical conditions (from formD-2) score up to 10%

Capacity: 20

  1. Financial Capacity(from form A-2) score up to 20%
  2. Total Score must be 100

Note: in the case of an individual consultant, General experience of similar assignment and Audited balance sheet should be based in the previous four years and their locations and his or her bio-data

Eligibility Criteria

If the consultant submitting the letter of intent is a firm or company then the applicant should submit following information with the application for EOI. No any Company or Firm inters in the process of further evaluation unless it furnishes the required documents

  1. True copy of the registration of the company/Firm in Nepal
  2. If two or more firms or companies are to provide the consultancy service as group, organization or joint venture, the names, addresses, profiles of such firms or companies and the name of the lead firm or company,
  3. Details of experience of similar assignments undertaken in the previous seven years and their locations,
  4. Audited balance sheet for last 7 years and evidence of latest FY………income tax clearance certificate or proof of tax return submission or extension of time certificate for tax return submission,
  5. VAT/PAN registration certificate for Domestic Company/Firms

Note: in the case of an individual consultant, details of experience of similar assignment and Audited balance sheet shall be consider in the previous four years and their locations and his or her bio-data

Procurement of Consulting ServicesExpression of Interest (EOI)

1 For application by joint ventures, all the information requested in the application documents is to be provided for each partner of the joint venture, if it already exists, and for each party to the joint venture separately. Each partner in the joint venture shall sign the letter.

2 Applications by joint ventures should provide on a separate sheet, relevant information for each party to the Application.

3 Clearly identify individual's experience on corporate projects included