Presentation to External Stakeholders: Improvements to the Domestic Request for Proposal and Contract Template Contracting Management Division November 4, 2009

Interesting to know that …  Templates are based on World Bank (WB) format  Two types of template have been developed – Development project related Non-complex  Many PWGSC clauses have been adapted to CIDA’s context  Many WB clauses have been adapted to CIDA’s context Because ….  Logically structured and easy to follow  Some clauses are less relevant for non-complex requirements  To be aligned with Canadian procurement best practices  To be aligned with International procurement best practices

WHAT HAS BEEN IMPROVED? Bid Opening and Evaluation Process (see Decision Tree)

WHAT HAS BEEN IMPROVED? Clear requirements and procedure for replacement of personnel: Prior to Contract award During contract implementation

WHAT HAS BEEN IMPROVED? Adjustment mechanism during evaluation: Computational errors Discrepancy between partial and total amounts or between word and figures Minimum level of effort Discrepancy between the level of effort in the technical and financial proposal

WHAT HAS BEEN IMPROVED? Clarifications during the proposal evaluation: CIDA may seek clarification or verification from Bidders The process for clarifications is defined

WHAT HAS BEEN IMPROVED? Financial Evaluation Goal: To have ALL fees (except local support staff) considered in the financial evaluation Common and coherent definitions of human resources (Personnel & Sub-consultant) Sub-Consultant’s costs: part of the financial proposal subject to evaluation reimbursed at cost

WHAT HAS BEEN IMPROVED?

Financial Evaluation Goal : To improve the clarity and the fairness of the evaluation process If an element of the technical proposal is not priced, the financial proposal will receive a score of zero Reimbursable expenses : part of the financial proposal not subject to evaluation used to assess compliance with the mandatory maximum budget, if any Level of effort below the specified minimum = adjustment

WHAT HAS BEEN IMPROVED? Negotiations: Definition of negotiable elements: advances tax payment modality level of effort is not negotiable Time limit to complete negotiations

WHAT HAS BEEN IMPROVED? Insurance requirements may include: 1.Commercial General Liability Insurance 2.Errors and Omissions Liability Insurance 3.Health Insurance 4.Accident and Sickness Insurances 5.Workers’ Compensation Insurance 6.War Risk Accidental Death and Dismemberment Insurance

Role and Responsibilities of CIDA Authorities

Role and responsibilities of CIDA Authorities

WHAT HAS BEEN IMPROVED? Elements reworded: Contract termination clause Excusable delay International sanctions Limitation of expenditure IP clause

WHAT HAS BEEN IMPROVED? Managing for Results: Incorporate aid effectiveness principles Align with CIDA RBM policies and guidelines Requirement to notify CIDA of any discrepancy between the actual and expected results and propose solutions to improve the achievement of those project results

Guylaine’s Top Ten Tips for Preparing Good Proposals 1.Ask questions about the RFP before the RFP closing date 2.Contact only the CIDA Point of Contact identified in the RFP 3.Submitting a Proposal 1 second past the closing time is too late 4.Do not submit a Proposal by fax or 5.Don’t forget to sign your Proposal 6.Look carefully at the Data Sheet 7.The cornerstone of your proposal should be Section 5 of the RFP 8.Pay attention to all “MUST”s 9.Don’t change the Pricing basis 10.Be creative within the limits of the Instructions to Bidders

Questions?