Section 4.    Bidding Forms

List of Forms

Technical Proposal – Standard Forms

T1            Technical Proposal Submission Sheet.

T2            Bidder’s Organisation and Experience.

T3            Comments and Suggestions on the Terms of Reference.

T4            Description of the Approach, Methodology and Work Plan for performing the Assignment.

T5            Team Composition and Task Assignments.

T6            Curriculum Vitae for Proposed Professional Staff.

T7            Staffing Schedule.

T8            Work Schedule.

Bid Security Form

Financial Proposal - Standard Forms

F1            Financial Proposal Submission Sheet.

F2            Summary of Proposal (or Activity) Price.

F3            Summary of Fees.

F4            Summary of Reimbursables.

Note to Bidders: This Technical Proposal Submission Sheet should be on the letterhead of the Bidder and should be signed by a person with the proper authority to sign documents that are binding on the Bidder. It should be included by the Bidder in its technical proposal.

Date: [insert date (as day, month and year) of proposal submission]

Procurement Reference No: [insert Procurement Reference number]

To: [insert complete name of Procuring Entity]

We, the undersigned, declare that:

(a)          We have examined and have no reservations to the Request for Proposals, including Addenda No.: [insert the number and issuing date of each Addenda];

(b)         We offer to provide the consulting services for [insert a brief description of the Services] in conformity with your Request for Proposals and our proposal;

(c)          We hereby submit our proposal which includes this technical proposal, and a financial proposal sealed under a separate envelope;

(d)         Our proposal shall be valid for a period of [specify the number of calendar days] days from the date fixed for the proposal submission deadline in accordance with the Request for Proposals, and it shall remain binding upon us and may be accepted at any time before the expiration of that period;

(e)          We, including any associates, Joint Venture partners or Sub consultants for any part of the contract, have nationals from eligible countries [insert the nationality of the Bidder, including that of all parties that comprise the Bidder, if the Bidder is a Joint Venture, consortium or association, and the nationality of each subcontractor];

(f)           We do not have any conflict of interest as defined in ITB Clause 4;

(g)          We, our affiliates or subsidiaries—including any sub-consultants for any part of the contract—have not been debarred from participation in public procurement by the Government of the Federal Democratic Republic of Ethiopia, in accordance with ITB Sub-Clause 5.1(c);

(h)          We have read and understood the provisions on fraud and corruption in ITB Clause 5 and we undertake to abide by the Code of Ethical Conduct for Bidders during the procurement process and the execution of any resulting contract;

(i)            Our Proposal is binding upon us, subject to modifications agreed during any contract negotiations, and we undertake to negotiate on the basis of the staff proposed in our proposal;

(j)           We understand that this proposal, together with your written acceptance thereof, shall constitute a binding contract between us, until a formal contract is prepared and executed;

(k)         We understand that you are not bound to accept any proposal that you may receive;

Name: [insert complete name of person signing the proposal]

In the capacity of [insert legal capacity of person signing the proposal]

Signed: [signature of person whose name and capacity are shown above]

Duly authorised to sign the proposal for and on behalf of: [insert complete name of Bidder]

Dated on ____________ day of __________________, _______ [insert date of signing]

T2          Bidder’s Organisation and Experience

Bidder’s Organisation

[Provide a brief (approximately two pages) description of your firm/entity (and each associate for the assignment) – background, organisation etc.]

Bidder’s Experience

[Using the format below, provide information on relevant assignments carried out in the last five years which best illustrate your experience, where your firm/entity (and each associate for the assignment) provided services similar to the ones requested under this assignment.]

Bidder’s Name:                         

T3  Comments and Suggestions on the Terms of Reference

(Including the data, services and facilities to be provided by the Procuring Entity)

[Give any comments, suggestions or proposed improvements to the terms of reference e.g. deleting unnecessary activities, proposing additional activities, proposing different phasing etc. Any comments should be incorporated in your proposal.

Also give any comments on the data, services and facilities to be provided by the Procuring Entity e.g. administrative support, office space, local transportation, equipment, data, counterpart staff etc.]

Note to Bidders: The information requested is required in the format provided below and should be included by the Bidder in its technical proposal.

T4          Description of Approach, Methodology and Work Plan for performing the Assignment

[It is suggested that you present your Technical Proposal divided into the following three chapters:

 a)      Technical Approach and Methodology,

b)      Work Plan, and

c)      Organisation and Staffing, 

a)   Technical Approach and Methodology. In this chapter you should explain your understanding of the objectives of the assignment, approach to the services, methodology for carrying out the activities and obtaining the expected output, and the degree of detail of such output. You should highlight the problems being addressed and their importance, and explain the technical approach you would adopt to address them. You should also explain the methodologies you propose to adopt and highlight the compatibility of those methodologies with the proposed approach. 

b)   Work Plan. In this chapter you should propose the main activities of the assignment, their content and duration, phasing and interrelations, milestones (including interim approvals by the Procuring Entity), and delivery dates of the reports. The proposed work plan should be consistent with the technical approach and methodology, showing understanding of the TOR and ability to translate them into a feasible working plan. A list of the final documents, including reports, drawings, and tables to be delivered as final output, should be included here. The work plan should be consistent with the Work Schedule of Form T8.  

c)      Organisation and Staffing.  In this chapter you should propose the structure and composition of your team. You should list the main disciplines of the assignment, the key expert responsible, and proposed technical and support staff.]

 It is recommended that the approach, methodology and work plan, inclusive of charts and diagrams, should be no more than 50 pages.]

 Note to Bidders: The information requested is required in the format provided below and should be included by the Bidder in its technical proposal. Bidders may reproduce this format in landscape format, but are responsible for its accurate reproduction.

T5   Team Composition and Task Assignments

 Note to Bidders: The information requested is required in the format provided below for each named member of professional staff and should be included by the Bidder in its technical proposal.

T6  Curriculum Vitae for Proposed Professional Staff

1. Proposed Position: [only one candidate for each position]   

2. Name of Firm:                                                                                       

3. Name of Staff:                                       

4. Date of Birth:                                         Nationality:      

5. Education: [indicate college/university and other specialised education, giving names of institutions, degrees obtained and dates of obtained]                                                         

6. Membership of Professional Associations:                           

7. Other Training: [indicate other significant training not included under Education]                                                       

8. Countries of Work Experience: [list countries of work experience in the last ten years]                                                   

9. Languages: [indicate proficiency in each language as good, fair or poor for speaking, reading and writing]                                                                                   

10. Employment Record: [starting with present position, list every employment held since graduation, stating dates of employment, employing organisation and positions held]  

From: [year] _______ To: [year]              

Employer:      

Positions held:               

13. Certification: 

I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly describes myself, my qualifications, and my experience. I understand that any wilful misstatement described herein may lead to my disqualification or dismissal, if engaged.

___________________________________________  Date:                         

Signature of staff member or authorised representative of the staff                       Day/Month/Year

Full name of authorised representative: ___________________________                                         

Staff input should be counted from the start date of the assignment and indicated in weeks or months, as appropriate. Professional staff should be indicated individually by name; support staff should be indicated by category e.g. clerical staff. Input should be indicated separately for input at home and in the field and for foreign and national staff, for the purpose of calculating travel, subsistence etc.

T7      Staffing Schedule