Provision of Advisory Services For

PUR1308/14

Request for Proposals

PUR1607/17

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Provision of Advisory Services for

IT Operational Model and Transformation Project

Phase 2

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PUR1607/17

1.0INTRODUCTION

The European Bank for Reconstruction and Development (the “Bank” or the "EBRD") is an international financial institution. The EBRD was established by treaty in 1990 to foster the transition towards open market oriented economies and to promote private and entrepreneurial initiatives in Central and Eastern Europe, the Baltic States and the Commonwealth of Independent States that are committed to and applying the principles of multiparty democracy, pluralism and market economics. The EBRD has 63 members (61 countries, the European Community and the European Investment Bank). Further information about the EBRD's roles and activities can be found on the EBRD's website:

1.1Definitions:

The terms ‘EBRD’ and ‘The Bank’ shall mean the European Bank for Reconstruction and Development.
The term ‘Supplier(s)’ shall mean a party that submits a proposal in accordance with this RFP.
The term “Tender” shall mean the process by which the Bank evaluates and selects a Supplier to provide the Services described herein.
The term ‘RFP’ shall mean Request for Proposal.
The term ‘Proposal’ shall mean a combination of the documents defined in section 4.4 of this RFP. Specifically the Technical Proposal and the completed Quotation File.

2.0PROJECT BACKGROUND

2.1 Background and Objectives

EBRD is currently undertaking an Operations and Efficiency and Effectiveness (OEE) transformation programme, which includes the IT operating model. A high level Target Operating Model (TOM) to determine the desired future state for the organisation has been produced. The Bank now requires additional consultancy support in the detailed design and implementation of the TOM.

The principal objective of thisTender is to award a contract which will allow the Bank to begin the detailed design of the TOM. Subject to available budget and the outcome of other OEE initiatives, the contract may be extended to include the provision of advisory services to support the initial work package for the implementation of the TOM.

3.0EBRD CONTACT DETAILS

Your sole contact for the purposes of the RFP is:

Tom Gale – Principal, Deputy Head,Corporate Procurement Unit

EBRD

One Exchange Square

London

EC2A 2JN

Telephone: 020 7338 6255

Email:

4.0DESCRIPTION OF THISRFP

4.1 Overview

Suppliers wishing to participate in this Tender will be required to make a submission (the ‘Submission’) comprising of the following documents in accordance with the timetable outlined in section 4.2:

a technical proposal (the ‘Technical Proposal’)as defined in section 4.4.
a completed quotation file (the ‘Quotation File’) as defined in section 4.5.

4.2 Timetable

Date or Target Date / Activity
04/08/2016 / Publication of Request For Proposal (RFP) notice to EBRD website
18/08/2016 / Deadline to submit proposals
01/09/2016 / Contract Award

The EBRD reserves the right to amend or change these dates at any time.

4.3Technical Proposal

The Technical Proposalshall be prepared with reference to Annex B – Scope of Services and should contain as a minimum:

a brief overview of the Supplier’s organisation;
the Supplier’s understanding of the Bank’s requirements;
the Suppliers proposed approach to the services;
CVs of the team that the Supplier proposes deliver the services; and
a case study detailing how the Supplier has successfully delivered similar services in the last 24 months.

Suppliers wishing to participate must also confirm in their Technical Proposals that they understand and accept that any contract issued as a result of this Tender will be based on the template attached to this RFP as Annex D. Responses shall be submitted via e-mail to naccordance with the timetableset out in section 4.2 of this RFP.

4.4Quotation File

All Suppliers are required to completethe applicablequotation file (the ‘Quotation file’) attached as Annex D of this RFP. Prices are to be quoted in GBP net of VAT.

The Quotation File must be submitted:

on a CD or a USB drive by courier in a sealed envelope clearly identified as “PUR1607/17 – Advisory Services for IT Operational Model and Transformation Project – Phase 2 - Quotation File”;
in an envelope clearly bearing the Suppliers’ name; and
in accordance with the timetable set out in section 4.2 of this RFP.

Quotes submitted shall be valid for ninety (30days following date of receipt).

5.0EVALUATION METHODOLOGY

Table 1.

Element of the Evaluation / Maximum Score available
Understanding of the requirement / 210
Approach to the services / 140
Relevance of expertise / 140
Relevant experience / 210
Technical subtotal / 700
Maximum Financial Score / 300
OVERALL MAXIMUM SCORE / 1000

5.1Technical Evaluation

Suppliers’ Technical Proposals will be evaluated and scored by a nominated Tender Evaluation Panel (TEP) of Bank staff selected from operational departments who are directly involved with the services to be provided.

A minimum technical threshold applies to this procurement process. A Supplier will be deemed to have passed this threshold on meeting all of the following three conditions:

a majority of the TEP allocate it 70% (490 points) or higher of the maximum points available for the technical evaluation;
the mean of the combined TEP scores is 70% (490 points) or higher of the maximum points available for the technical evaluation; and
the Supplier scores the minimum qualifying mark for each element of the evaluation where one is specified in Table 1 above.

5.2Financial Evaluation

Following the review of the Technical Proposals, the Quotation Files of those Suppliers who have passed the technical qualification threshold will be opened. The Bank will calculate a total bid price for each Supplier based on its proposal. The Supplier proposing the lowest total bid price will be given the maximum financial score available (300). Other Suppliers’ (higher) prices will be divided into the lowest price and the result multiplied by the maximum score given.

FSa = LP/EPa x Maximum Financial Score

FSa= financial score for proposal a

LP= the lowest evaluated financial proposal

EPa = the financial proposal of a.

5.3Preferred Supplier

The Supplier achieving the highest combined score following the technical and financial evaluations shall be nominated as the preferred Supplier (the ‘Preferred Supplier’).

5.4Negotiations

The Bank will move to negotiate a contract with the Preferred Supplier.In the event that a satisfactory conclusion to the contract negotiations cannot be agreed the Bank may consider the next highest scoring Supplier to be the Preferred Supplier and will commence the procedure described above.

5.5Right to Reject

The Bank reserves the right to accept or reject any RFP response, or part thereof, and to annul the RFP process and reject all RFP responses at any time prior to award of contract without incurring any liability to the affected parties.

6.0CONTRACT

6.1Status of the EBRD

The EBRD is an international organisation established by international treaty. As such, the EBRD possesses a special status under public international law which has been confirmed under English law through statute (Statutory Instrument 1991, No. 757, The European Bank for Reconstruction and Development (Immunities and Privileges) Order 1991), available at:

Please also refer to the aforementioned establishment treaty of the Bank ("articles of incorporation") which lays out the immunities as found in Chapter VIII. These can be found at:

The special status of the EBRD requires it to seek specific provisions relating to such status in all contracts with external suppliers and service providers. EBRD is unable to agree to terms that expressly contradict its special status and internal policies as an international organisation.

6.2Contract Negotiation

The contract awarded shall be performed in accordance with the contract sample contained in Annex D of this RFP.

7.0GENERAL TERMS AND CONDITIONS OF THIS RFP

7.1Amendment

EBRD reserves the right to negotiate any or all terms and conditions, and to cancel, amend or resubmit this RFP in part or entirely at any time. None of the terms and conditions of this RFP can be revoked or amended in any way by Suppliers without the prior written agreement of EBRD.

7.2Supplier Costs

EBRD is not responsible for any Supplier costs associated with this RFP, Supplier responses or any contract discussions or negotiations. Nor is EBRD responsible for any indirectly related costs. No statement by EBRD should be viewed as a request by EBRD or justification for Suppliers to increase or change inventory, staff, facilities, business relationships with its suppliers, or internal business processes. All actions by Suppliers in response to this RFP or subsequent discussions or negotiations should be taken with the clear understanding that neither this RFP nor subsequent actions or omissions by EBRD obligate or commit EBRD to pay or reimburseSuppliers for any costs or expenses they incur. This RFP is not an offer to enter into a contract.

7.3Professional Competence

Suppliers shall absolutely rely on their own professional competence in evaluating and verifying the information contained in this RFP. Suppliers must take every opportunity to inspect and verify the information contained or referred to in this document or subsequent to it, subject to the confidentiality restrictions as detailed in section 7.6 of this RFP.

7.4Intellectual Property

The information contained in this RFP will remain EBRD’s intellectual property. Suppliersare granted a limited, revocable license to use the same for the purpose of responding to the RFP. By submitting a response to the RFP Suppliers grant EBRD a royalty free, irrevocable license to use the intellectual property in the proposal for its internal business purposes in relation to the procurement of the services required.

7.5Sole Response

Submission of a response as part of this process shall be deemed to be the Suppliers’ only offer(s).

7.6Confidentiality

Suppliers shall treat the RFPand EBRD's process of evaluating Suppliers as strictly private and confidential. The contents of this RFP, including specification, designs, drawings or other related documents shall be considered confidential and shall not be disclosed by the Supplier, the Supplier’s servants or agents to any persons, firm or corporation without the prior written consent of EBRD. Any such specifications, designs, drawings or other documents shall remain the property of EBRD and shall be returnable to EBRD within five (5) days of the Supplier receiving either, notification that it has been unsuccessful, or on written request from EBRD.

7.7EBRD Logo Protection

Please be advised that EBRD logo is a registered service mark and as such should not be reproduced without the express written permission of the Bank.

7.8General

Incomplete or inadequate responses, lack of response to an item or items, or misrepresentation in responding to this documentation may result in rejection of a Supplier’s Proposal.

After receipt of the RFP and until the award of any contract, neither information relating to the examination, clarification, evaluation and comparison of the submissions nor recommendations concerning the award of a contract shall be disclosed to the Supplier, or to any other outside parties, until the RFP process has been concluded and a contract awarded.

Any effort by a Supplier to influence EBRD in the process of examination, evaluation and comparison of the RFP, or in decisions regarding the award of a contract, shall result in the rejection of the Supplier’s Proposal.

Ownership of documentation or other information submitted in the RFP will become the property of EBRD unless otherwise requested at the time of submission. Any materials submitted in response to the RFP, which are considered to be confidential, should be clearly marked as such by the Supplier.

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PURRef

ANNEX A – SCOPE OF SERVICES

1)BACKGROUND

The European Bank for Reconstruction and Development (the “EBRD” or the “Bank”) was established to help build a new, post-Cold War era in Central and Eastern Europe. It has since played a historic role and gained unique expertise in fostering change in the region - and beyond.

The EBRD is committed to furthering progress towards ‘market-oriented economies and the promotion of private and entrepreneurial initiative’.

EBRD is currently undertaking an Operations and Efficiency and Effectiveness (OEE) transformation programme, which includes the IT operating model. A high Target Operating Model (TOM) to determine the desired future state for the organisation has been produced. The Bank now requires additional consultancy support in the detailed design and implementation of the TOM.

2)OVERALL OBJECTIVES

The Bank requires the services of a consultant (the “Consultant”) to begin the detailed design of the TOM (the “Services”).

3.1Delivery of IT tactical initiatives

The Consultant shall provide support to tactical IT initiatives to ensure benefits are quantified and delivered. This will involve supporting the Bank’s internal procurement function in exercises to identify opportunities to consolidate existing contracts and to identify and terminate unused services within the context of the TOM.

Deliverables

Review of five (5) IT contract to identify acost reduction of £500k pa.

3.2Development of user personae.

The Consultant shall undertake research across the Bank to identify ‘pain points’ and the characteristics of specific groups of users. Through analysis of this data the Consultant shall define ‘user personae’. This would then lead to the production of ‘toolkits’ to enable EBRD to build user research capabilities.

Deliverables

Listing of different user personae within EBRD including key characteristics of each.
Provision of tools and methodology to build EBRD research capability when engaging members of user personae groups.

3.3Refine the ‘to be’ architecture

The Consultant shall work with the EBRD Architecture Team to: refine the ‘as is’ Wardley Maps in the TOM; and to develop a ‘to be’ Wardley Maps (or an equivalent methodology). The Consultant is expected toutilise marketplace knowledge to produce a target state architecture and strategies for IT, data and digital services.

Deliverables

Wardley (or equivalent) mapping for IT/data/digital strategy, target state architecture.

3.4Refine The IT Global Portfolio & Roadmap

The Consultant shall develop a comprehensive roadmap (the “Roadmap”) based on the ‘to be’ mapping; and perform a full review of the IT global portfolio (the “Global Portfolio”). This would include the grouping of initiatives into themes and the scoping of an example project.

Deliverables

Provision of an updated and prioritised IT Global Portfolio.
Roadmap including a benefits realisation plan.
Selection and scoping of an example project.

3.5Evolve the cost/benefit model:

The Consultant shall develop a cost/benefit model to reflect the Global Portfolio and Roadmap. The Consultant shalldemonstrate how this model would be incorporated into the Bank’s governance process through theproduction of business case and benefits realisation plan templates.

Deliverables

Detailed business case and benefits realisation plan.

3.6Definition of future organisation

The Consultant would be required to assist the Bank map existing organisation structure to the TOM and business needs services.

Deliverables

Specification of roles and mapping of roles to the TOM and business needs services.

3.7Example business case

The Consultant shall produce an example business case for a project as defined by architecture and roadmap activities. This will include the results of a detailed user needs analysis. This exercise is intended to demonstrate the value of the approach, release early benefits and to build confidence and momentum in the transformation program.

Deliverable

Example business case as described above.

4)DELIVERABLES

All written deliverables will be provided to the Bank in English in the Microsoft Word format specified in the Work Order. These should be provided initially in draft format with the final version reflecting any comments from the Bank

5)IMPLEMENTATION ARRANGEMENTS

The Consultant shall report to the Director IT Transformation. The Services shall be delivered at the EBRD’s Headquarters in London where the Consultant’s personnel will be provided with desks and access to the Bank’s computer network. It is anticipated that the Services will commence on the 1stSeptember 2016. The Consultant will be required to provide a draft of all deliverables no later than <16th September 2016> for review. Final versions will be required no later than <20th September 2016.

Annex B – Quotation File

Suppliers will provide a breakdown of costs for performance of the Services on a time and materials basis. Please note that fees should be inclusive of all travel and expenses.

Breakdown of Costs

(All amounts to be exclusive of indirect taxes, including VAT,

which may be chargeable by the Consultant)

GBP
Name of Expert / Job Title / Number / Working Period / Rate / Total
Total Fees

Annex C – Standard Contract

CONSULTANCY SERVICES AGREEMENT

PURRef

BETWEEN

______

EUROPEAN BANK FOR RECONSTRUCTION AND DEVELOPMENT

AND

FULL NAME OF THE CONSULTANT

______

FOR THE PROVISION OF

INSERT CONTRACT NAME

Date: InsertDate

CONSULTANCY SERVICES TERMSHEET

This Termsheet forms an integral part of the Consultancy Services Agreement.

Contract Date / InsertDate
Consultancy Name / FirmName
(the “Consultant”)
Incorporation Country / Country
Contractor Address, Facsimile Number and e-mail address to be used for the purpose of Notice
(Section 29.2) / ContactNameAndFirmAddress
Consultancy Services / BriefOne-SentenceSummary
As further described in Schedule 1
EBRD Department / e.g. IT, Administrative Services, etc.
Site of Consultancy Services
(Definitions) / EBRD HQ London / EBRD RO office (pick one)
EBRD Contact Person Address, Facsimile Number and e-mail address to be used for the purpose of Notice
(Section 29.2) / OLNameandContactDetails
With a copy to:
Corporate Procurement Unit

Start Date / Same as the Contract Date [(if different, note that obligations begin on the Start Date, not on Contract Date as per Sec 3.1)]
Termination Date (expected) / InsertDate
Consultancy Services Fee
(See Section 18) / £xxx
Consultant’s Maximum Liability Amount
(See Section 24.2) / £xxx
Required Consultant’s Insurance Coverage Amount (Public Liability)
(See Section 17) / £1,000,000
Required Consultant’s Insurance Coverage Amount (Professional Liability)
(See Section 17) / £1,000,000
This Termsheet and the Consultancy Services Agreement reviewed by CPU Contact Person / YourName

CdV/1-2015 1

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CONSULTANCY SERVICES AGREEMENT

THIS AGREEMENT is concluded between:

(1)European Bank for Reconstruction and Development, an international financial institution established pursuant to the Agreement Establishing the European Bank for Reconstruction and Development, a multilateral treaty signed in Paris on 29th May 1990, having its headquarters at One Exchange Square, London EC2A 2JN, United Kingdom(the “Bank” or the “EBRD”);