1. Achieving peak performance in contracting for services Presentation to the 10 th IPPU CPD Grand Imperial Hotel 31 st March, 2012 John F. A. Etidau

2. Expectations Addition of knowledge for CPD Skills in procurement of consultancy services

3. Achieving peak performance in contracting for services The presentation is expected to tackle pre- contract issues in consultancy services e.g. 1.What are the contents of TOR? 2.How a buyer can use them in preparation of the solicitation document, 3.Different types of services 4.Issues to be tackled when making decisions on the evaluation criteria

4. What are services

5. The Different Type of Services Consultancy Services – Reviews, – Assessments – Sector studies, – Audits Non Consultancy Services – Printings – Catering services – Security – Repair and maintenance services

6. Key Challenges in procurement of services Development of Terms of Reference Time & Financial Resources – Budgets/Work Plans Decision on In-house or Outsourcing Options Team or Individual Assignment Key Performance indicators/ milestones Contract monitoring issues

7. Terms of Reference Introduction/Background – Institutional arrangements – Mandate of the organization – Project brief - components & project objective – Sources of financing – Justification for doing the assignment

8. Objective of the assignment SMART Define the reason/purpose for the assignment Define what need to be achieved

9. Scope of services Detailed tasks or milestones Derived from the overall objective Measurable/Quantifiable Time specific Actionable

10. Qualifications for the assignment Academic qualifications Professional qualifications General experience Specific experience

11. Institutonal arrangements Reporting Structure Facilities by the Client Facilities/inputs by theConsultant

12. Reports Inception Report Progress Reports Draft Reports Final Reports Approving authority Definition of time for approvals

13. Duration of the assignment Duration for the assignment – calendar months Quantify the services – consultancy time – person days – consultancy weeks or months Location of the assignment

14. Type of contract to be signed Lumpsum based Contracts – Definition of outputs – Payment against outputs and deliverables Time based Contracts – Workdays/ work months 8.00am to 5.00pm – Part of the organizational team – Focuses on doing, coaching & transfer of skills – Management of projects

15. Budgeting & Workplanning Budget Realistic estimation of the cost of the assignment Number of Specialists Input in consultancy days/weeks or months Duration Unit Rates – Bench Mark

16. Workplans Generate procurement plan Quantify the lead time –Total Procurement Time Generate work plan Link up procurement plan and the workplan

17. Preparation of Solicitation Document The Bid Data Sheet – The ToR is the basis for preparation of SD – The objective and tasks/milestones – How much time is given for prepn. of RFP – The Key professional staff – Volume of the assignment – Duration of the assignment – Evaluation methodology – Append the ToR to the RFP

18. Evaluation Experience of the Firm – General experience in the Sector – Specific Experience in similar assignment Methodology& Workplan – Understanding of Terms of Reference – Methodology/model proposed – Workplan linkage with methodology Qualifications of Key Professional staff

19. Adequacy of the CV for the assignment Academic qualifications Professions qualifications General experience Specific experience Local Participation and Transfer of skills Local staff Transfer of skills

20. In-house or Outsourcing In-house Availability of skills Availability of time resources Cost aspects Magnitude of the project/ assignment

21. Individual or Team Multiplicity of skills Complexity of the assignment Time Constraints Transfer of liability – level of risk Capacity building & transfer of skills

22. Contract Monitoring Contract implementation plan Appointment of contract management teams Performance indicators and targets Monitor quality Monitor time Monitor human resources Monitor tasks Terms and conditions of contract