STANDARD REQUEST FOR

ARCHITECTURAL COMPETITION
PROPOSALS

Part 1: Standard Request Procedure

Part 2: Conditions of Contract for engagement

BOARD OF REGISTRATION OF ARCHITECTS

AND QUANTITY SURVEYORS
P. O. BOX 40866-00100 NAIROBI, KENYA
TEL: +254-20-2728444, 0726 243 005
EMAIL: [email protected], [email protected]
www.boraqs.or.ke
 TABLE OF CONTENTS

Introduction ii
Request for Proposals 1
SECTION A. Letter of Invitations 2
SECTION B. General Information 3
SECTION C. Technical Proposal – Standard Forms 13
SECTION D. Financial Proposal – Standard Forms 23
SECTION E. Terms of Reference 30
SECTION F. Standard Forms of Contract 31

Annexes:
Annex I. Large Assignments: Lump-um Payments 32
Annex II. Small Assignments: Time-Based Payments 33
Annex III. Small Assignments: Lump-Sum Payments 34

2
 INTRODUCTION

1. The Board of Registration of Architects & Quantity Surveyors of Kenya P. O. Box

40866-00100, Nairobi, has prepared this Standard Request for Proposals (SRFP) as a
guideline to be used for the selection of Building Consultants by Procurement
Institutions and Developers operating in Kenya.

2. The Standard request for proposals shall include the following:-

(i) Letter of Invitation
(ii) Information to Consultants
(iii) Terms of Reference

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 REQUEST FOR PROPOSALS (RFP)
(cover page)

Project Name ________________________________________ (Insert project name)

Title of Consulting Services ____________________________ (Insert title)

4
 SECTION A: LETTER OF INVITATION

To _______________________________

(Name and address of Consultant)

Dear Sir,

RE: (NAME OF PROJECT)

The _____________________________________ (name of the client) invites proposals

to provide the following consulting services: ___________________________ (short
description of objectives and scope of the assignment). More details on the services are
provided in the attached Terms of Reference.

The RFP includes the following documents:

Section A – Letter of Invitation

Section B – Information to Consultants

Section C – Technical Proposal – Standard Forms

Section D – Financial Proposal – Standard Forms

Section E – Terms of Reference

Section F – Standard Forms of Contract

Please inform us, upon receipt:

(a) That you received the letter of invitation; and

(b) Whether you will submit a proposal alone or in association.

Yours sincerely,

(insert: Signature, name and title of Client’s representative)

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SECTION B:- INFORMATION TO CONSULTANTS

1. Introduction 1.1 The Client is recommended to select a firm/consortium

among those invited to submit a proposal, in accordance
with the method of selection detailed under this section.

1.2 The consultants are invited to submit a Technical Proposal

and a Financial Proposal, or a further Proposal. A
Technical Proposal only or technical followed by design
proposals excluding financial proposal may be submitted in
assignments where the Client intends to apply standard
conditions of engagement and scales of fees for
professional services as is the case with Building and Civil
Engineering Consulting services. In such a case the
highest ranked firm shall be invited to negotiate a contract
on the basis of scale fees. The proposal will be basis for
contract negotiations and ultimately for a signed contract
with the selected firm.

1.3 The firm/consortium must familiarize themselves with

local conditions and take them into account in preparing
their proposals. To obtain first/hand information on the
assignment and on the local conditions, consultants are
encouraged to visit the Client before submitting a proposal
and to attend a pre-proposal conference where applicable.
The consultants’ representative should contact the client
representatives to arrange for their visit or to obtain
additional information on the pre-proposal conference.
Consultants should ensure that the client representatives are
advised of the visit in adequate time to allow them to make
appropriate arrangements.

1.4 The Client will assist the firm in obtaining licenses and
permits needed to carry out the services, and make
available relevant project data and reports.

1.5 Please note that (i) the cost of preparing the proposal and of
negotiating the contract, including a visit to the Client, are
not reimbursable as a direct cost of the assignment; and (ii)
the Client is not bound to accept any of the proposals
submitted. However design proposals shall be paid for in
accordance to regulations for the promotion of competition.

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2. Clarification 2.1 Consultants may request a clarification of any of the SRFP
and documents up to seven days before the proposal
Amendment of submission date. Any request for clarification must be sent
SRFP in writing by mail, cable, telex, facsimile, or electronic
Documents mail to the Client’s address. The Client will respond by
cable, telex, facsimile, or electronic mail to such requests
and will send written copies of the response (including an
explanation of the query but without identifying the source
of inquiry) to all invited consultants who intend to submit
proposals.

2.2 At any time before the submission of the proposals, the

Client may, for any reason, whether at his initiative or in
response to a clarification requested by an invited
firm/consortium, amend the SRFP. Any amendment shall
be issued in writing through addenda. Addenda shall be
sent by mail, cable, telex, facsimile or electronic mail to all
invited firm/consortium and will be binding on them. The
Client may at its discretion extend the deadline for the
submission of proposals.

3. Preparation of 3.1 Firms/consortium are requested to submit a proposal

Proposal (para.1.2) written in English language.

Technical 3.2 In preparing the Technical Proposal, consultants are

Proposal expected to examine the invitation documents in detail.
Material deficiencies in providing the information
requested may result in rejection of a proposal.

3.3 While preparing the Technical Proposal, the

firm/consortium must give particular attention to the
following:
(i) If a firm/consortium considers that it does not have all
the expertise for the assignment, it may obtain a full
range of expertise by associating with individual
consultants (s) and/or other firms or entities in a joint
venture or sub-consultancy, as appropriate. A
firm/consortium may not associate with the other
firms/consortium invited or bidding for the same
assignment.

(ii) For assignments on a staff-time basis. The proposal

shall, however, be based on the number of professional
staff-months estimated by the firm.

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 (iii)It is desirable that the majority of the key professional
staff proposed be permanent employees of the
firm/consortium or have an extended and stable
working relationship with it.

(iv) Proposed professional staff must, at a minimum, have

experience preferably working under conditions similar
to those prevailing in Kenya.

(v) Alternative professional staff shall not be proposed, and

only one Curriculum Vitae (CV) may be submitted for
each position.

3.4 The Technical Proposal shall provide the following

information using the attached Standard Forms:

(i) A brief description of the firm’s/consortium’s

organization and an outline of recent experience on
assignments of a similar nature. For each assignment,
the outline should indicate, inter alia, the profiles of the
staff proposed, duration of the assignment, contract
amount, and firm’s involvement.

(ii) Any comments or suggestions on the Terms of

Reference, a list of services, and facilities to be
provided by the Client.

(iii)A description of the methodology and work plan for

performing the assignment.

(iv) The list of the proposed staff team by specialty, the

tasks that would be assigned to each staff team
members, and their timing.

(v) CVs recently signed by the proposed professional staff

and the authorized representative submitting the
proposal. Key information should include number of
years working for the firm/entity and degree of
responsibility held in various assignments during the
last ten- (10) years.

(vi) Estimates of the total staff input (professional and

support staff; staff time) needed to carry out the
assignment, supported by bar chart diagrams showing
the time proposed for each professional staff team

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 member.
(vii) A detailed description of the proposed methodology,
staffing, and monitoring of training, if the Data Sheet
specifies training as a major component of the
assignment.

3.5 The Technical Proposal shall not include any financial

information.

Financial Proposal 3.6 In preparing the Financial Proposal, consultants are

expected to take into account the requirements and
conditions outlined in the invitation documents. The
Financial Proposal should follow Standard Forms (Section
D). It lists all costs associated with the assignment,
including (a) remuneration for staff (in the field and at
headquarters), and (b) reimbursable expenses such as
subsistence (per diem, housing), transportation
(international and local, for mobilization and
demobilization), services and equipment (vehicles, office
equipment, furniture, and supplies), office rent, insurance,
printing of documents, surveys, and training, if it is major
component of the assignment. If appropriate, these costs
should be broken down by activity.

3.7 The Financial Proposal should clearly identify, as separate

amount, the local taxes, duties, fees, levies and other
charges imposed under the law, on the consultants, the sub-
consultants, and their personnel.

3.8 Consultants shall express the price of their services in

Kenya Shillings or US Dollars or Euro as may be required
by the client.

3.9 Commissions and gratuities, if any, paid or to be paid by

consultants and related to the assignment will be listed in
the Financial Proposal submission form.

3.10 Proposal must remain valid for 90 days after the submission
date. During this period, the consultant is expected to keep
available the professional staff proposed for the assignment.
The Client will make its best effort to complete negotiations
within this period. If the Client wishes to extend the validity
period of the proposals, the consultants who do not agree have
the right not to extend the validity of their proposals.

4. Design Proposal 4.0 In preparing the design proposal, consultants are expected
to take into account the requirements of a clear brief

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 outlined in the invitation documents for the design
4.0 Design proposal.

4.1 The design presentation shall incorporate the following

standard information:
- site plan at scale 1:500
– Plans, Sections and elevations at scale 1:200
– Exterior Perspective Illustration A3 Size
– Scale Model 1:200 optional at the discretion of promoter
and to be paid for separately by promoter.
– Other graphic illustrations not exceeding A3 size sheets
are allowed.

4.2 The presentation information shall be mounted on

maximum of 5A1 size mounting boards.
– A design report A4 size including all drawings about and
outlining the design concept and response to the brief. It
shall include sections of summary reports on project cost
estimates, electrical mechanical installations and proposed
structural solution.
– No designs shall be required at this stage for electrical,
mechanical and structural engineering services.
– The report shall not exceed 25 pages of text of A4 size,
font size 12 and shall be bound. The numbers of reports
required are to be illustrated in the invitation documents.
– Verbal presentations may be invited for all bidders at the
discretion of the Evaluators and client and shall be
indicated on the invitation documents and dates and time
outlined.
– Audio Visual and computer point presentation, 3-D
CAD graphics may also be allowed at the discretion of the
evaluators and client and shall be indicated on the
invitation documents and dates and time outlined.
– The client and evaluators shall organize an exhibition in
the client offices or other suitable location where all
participants shall have an opportunity to view all
submitted works once the evaluator’s work is complete
and an award given.

5. Quality based 5.1 The quality based selection shall involve the invitation of
selection pre-qualified 3-7 firms/consortium to an interview. The
interviewing panel shall have at least 3 assessors at least
one of them shall have a relevant technical background.

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 The recommended assessment criteria for the selection
shall be the following:-
1. Firm’s history and resource capability to perform
required services
2. Evaluation of assigned personnel
3. Related experience (as appropriate)
Design services
Technical documentation
Contract administration
Studies
Other
4. Project Methodology
5. Approach to quality management
6. Familiarity with local area geography and facilities
7. Ability to relate to project requirements
8. Analysis of subjective statements (one page)
applicable to the project as required on the request for
qualification.
9. Reference check (evaluation transfer from reference
check from)

6. Submission 6.1 The original proposal shall be prepared in indelible ink. It

Receipt, and shall contain no interlineation or overwriting, except as
Opening of necessary to correct errors made by the firm/consortium
Proposal itself. Any such corrections must be initiated by the
person or person who sign(s) the proposals.

6.2 For each proposal, the consultants shall prepare the

number of copies. Each Technical Proposal, Financial
Proposal and design proposal shall be marked
“ORIGINAL” or “COPY” as appropriate. If there are
any discrepancies between the original and the copies of
the proposal, the original governs.

6.3 The original and all copies of the Technical Proposal shall
be placed in a sealed envelope clearly marked
“TECHNICAL PROPOSAL”, and the original and all
copies of the Financial Proposal in a sealed envelope
clearly marked “FINANCIAL PROPOSAL” and
warning: “DO NOT OPEN WITH THE TECHNICAL
PROPOSAL”. All copies of the design proposal in a
sealed envelope clearly marked “DESIGN PROPOSAL”
Both envelopes shall be placed into an outer envelope and
sealed. This outer envelope shall bear the submission
address and other information indicated in the following

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 Appendix and be clearly marked, “DO NOT OPEN,
EXCEPT IN PRESENCE OF THE EVALUATION
COMMITTEE”.

6.4 The completed Technical, Financial Proposals must be

delivered at the submission address on or before the time
and date stated in the following Appendix. Any proposal
received after the closing time for submission of proposals
shall be returned unopened.

6.5 After the deadline for submission of proposals, the

Technical Proposal shall be opened immediately by the
evaluation committee. The Financial Proposal shall remain
sealed and deposited with a responsible officer of the client
department until all submitted proposals are opened
publicly.

6.6 Design Competition proposals for shortlisted

firms/consortium shall be submitted at a specific date and
time.

7 Proposal
Evaluation
General 7.1 From the time the bids are opened to the time the contract
is awarded, if any firm/consortium wishes to contact the
Client on any matter related to its proposal, he should do so
in writing at the address indicated in the invitation
documents’. Any effort by the firm to influence the Client
in the Client’s proposal evaluation, proposal comparison or
contract award decisions may result in the rejection of their
proposal.

7.2 Evaluators of Technical Proposals shall have no access to

the Financial Proposals until the technical evaluation is
concluded. The Technical proposal shall constitute 70
marks and the financial proposals 30 marks

Evaluation of 7.3 The evaluation committee, appointed by the Client,

Technical evaluates the proposal on the basis of their responsiveness
Proposals to the Terms of Reference, applying the evaluation criteria
as follows
Points
(i) Specific experience of the consultant related

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 to the assignment 10

(ii) Adequacy of the proposed workplan and

methodology in responding to the terms of
reference 20

(iii) Qualifications and competence of the key staff

for the assignment 35

(iv) Suitability to the transfer of Technology

Programme (Training) 5
Total Points 70
A proposal shall be rejected at this stage if it does not
respond to important aspects of the Terms of Reference or if
it fails to achieve the minimum technical score required.

Evaluation of 7.4 In the case of design competitions where firms/ consortium

Design Proposals have already been shortlisted through a first stage
evaluation of Technical and financial proposals or shortlist
already prepared by the client the design assessment mark
shall be based on a total of 100 marks applying the
following criteria.
Points
(i) The design report 25
(ii) Master Planning 10
(iii)Functional response and Planning in response
to all client requirements as well as use of materials 30
(iv) The Architectural design Concept in relation to form,
scale of buildings and overall appeal. 20
(v) The general presentation quality and effective
communication 5
(vi) Other innovative and unique aspects of overall design----
Total 100
7.5 In the case of open design competitions, the evaluators
shall award marks in accordance with the following
criteria.
(i) Curriculum vitae 25 marks
(ii) Financil 15 marks
(iii)Design proposal 60 marks
Total 100 marks
The Curriculum Vitae shall be assessed as follows:-
Points
(i) General Experience of the consultants related
to the assignment 15
(ii) Qualification and competence of key staff for
assignment 10
Total 25

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 The design proposal shall be assessed as follows
Points
(i) The design report 15
(ii) Master planning 5
(iii) Function response and planning in response to
all client requirements as well as use of materials 15
(iv) The architectural design concept in relation to
form, context, scale of buildings and overall appeal 15
(v) The general quality and effective communication 3
(vi) Other innovative and unique aspects of the overall
design 7
Total 60
The Financial Proposal 15
Public Opening
and Evaluation of Total 100
Financial
Proposals 7.6 After the evaluation is completed, the Client shall notify
those consultants whose proposals did not meet the
minimum qualifying mark or were considered
nonresponsive to the SRFP and Terms of Reference,
indicating that their Financial Proposals will be returned
after completing the selection process. The client shall
simultaneously notify the consultants that have secured the
minimum qualifying mark, indicating the date and time set
for opening the Financial Proposals. The opening date
shall not be sooner than seven (7) days after the notification
date. The notification may be sent by registered letter,
cable, telex, facsimile, or electronic mail.

7.7 The Financial Proposals shall be opened publicly in the

presence of the consultants’ representatives who choose to
attend. The name of the consultant, the quality scores, and
the proposed prices shall be read aloud and recorded when
the Financial Proposals are opened. The Client shall
prepare minutes of the public opening.

7.8 The evaluation committee will determine whether the

Financial Proposals are complete (i.e., whether they have
costed all items of the corresponding Technical Proposals;
if not, the Client will cost them and add their cost to the
initial price) and correct any computational errors.
7.9 The highest mark obtained by the lowest bidder shall be 30

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 marks. The formula for determining the Financial Score
(FS) shall, unless an alternative formula is indicated in the
following Appendix, be as follows:-
FS = 30 X FM/F where FS is the financial score; Fm is the
lowest priced financial proposal and F is the price of the
proposal under consideration. The firm achieving the
highest combined technical and financial score will be
invited for negotiations. The technical score shall
constitute a maximum of 70 marks while the financial score
a maximum of 30 marks.

8. Negotiations 8.1 Negotiations will be held at the same address as “address to

send information to the Client” indicated in the following
Appendix. The aim is to reach agreement on all points and
sign a contract.

8.2 Negotiations will include a discussion of the Technical

Proposal, the proposed methodology (work plan), staffing
and any suggestions made by the firm to improve the Terms
of Reference. The Client and firm will then work out final
Terms of Reference, staffing, and bar charts indicating
activities, staff, periods in the field and in the head office,
staff-months, logistics, and reporting. The agreed work plan
and final Terms of Reference will then be incorporated in
the “Description of Services” and form part of the contract.
Special attention will be paid to getting the most the firm
can offer within the available budget and to clearly defining
the inputs required from the Client to ensure satisfactory
implementation of the assignment.

8.3 Unless there are exceptional reasons, the financial

Negotiations will not involve the remuneration rates for
staff (no breakdown of fees).

8.4 Having selected the firm on the basis of, among other
things, an evaluation of proposed key professional staff, the
Client expects to negotiate a contract on the basis of the
experts named in the proposal. Before contract
negotiations, the Client will require assurances that the
experts will be actually available. The Client will not
consider substitutions during contract negotiations unless
both parties agree that undue delay in the selection process
makes such substitution unavoidable or that such changes
are critical to meet the objectives of the assignment. If this
is not the case and it if is established that key staff were
offered in the proposal without confirming their availability,

15
 the firm may be disqualified.

9. Award of 9.1 The contract will be awarded following negotiations.

Contract After negotiations are completed, the Client will
promptly notify other consultants on the shortlist that
they were unsuccessful and return the Financial Proposals
of those consultants who did not pass the technical
evaluation.

9.2 The firm is expected to commence the assignment on the

date and at the location specified in the following
contract.

10. Confidentiality 10. Information relating to evaluation of proposals and

recommendations concerning awards shall not be
disclosed to the consultants who submitted the proposals
or to other persons not officially concerned with the
process, until the winning firm has been notified that it
has been awarded the contract.

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 APPENDIX

Clause
Reference

1.1 & 2.1 The name of the Client is: ______________________________________

____________________________________________________________
____________________________________________________________

1.2 Technical and Financial Proposals are requested: Yes ______ No ______
A Technical Proposal only is requested: Yes __________ No _________
A design proposal only is requested: Yes ____________ No _________

The name, objectives, and description of the assignment are: ___________

____________________________________________________________
____________________________________________________________

1.3 A pre-proposal conference will be held: Yes ________ No ______ (if Yes,
indicate date, time and venue) ___________________________________
____________________________________________________________
____________________________________________________________

The name(s), address(es), and telephone numbers of the Client’s official(s)

are: ________________________________________________________
____________________________________________________________
____________________________________________________________

1.4 The Client will provide the following inputs: _______________________

____________________________________________________________
____________________________________________________________

3.3 (ii) The estimated number of professional staff months required for the
assignment is; ________________________________________________

(iv) The minimum required experience of proposed professional staff is:

(insert title, number of years of professional experience, specific expertise)
____________________________________________________________
____________________________________________________________

(i) Training is a specific component of this assignment: Yes _________

No _______ (If yes, provide appropriate information)

(viii) Additional information in the Technical Proposal includes:

______________________________________________________

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3.7 Taxes: (Specify firm’s liability: nature, sources of information): ________

______________________________________________________

4.2 Consultants must submit an original and ____________ (insert number)

additional copies of each proposal
____________________________________________________________

4.3 The proposal submission address is: ______________________________

Information on the outer envelope should also include: _______________

4.4 Proposals must be submitted no later than the following date and time:
____________________________________________________________

5.1 The address to send information to the Client is: ____________________

____________________________________________________________
____________________________________________________________

5.2 The minimum technical score required to pass/insert number of points):

____________________________________________________________

5.3 The assignment is expected to commence on ____________________

(insert date) at (insert location) __________________________________

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SECTION C:- TECHINCAL PROPOSAL – STANDARD FORMS

(i) Technical Proposal submission form

(ii) Firm’s references

(iii) Comments and suggestions of consultants on the Terms of Reference and on data,
services, and facilities to be provided by the Client.

(iv) Description of the methodology and work plan for performing the assignment.

(v) Team composition and task assignments

(vi) Format of curriculum vitae (CV) for proposed professional staff.

(vii) Time schedule for professional personnel

(viii) Activity (work) schedule

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(i) TECHINCAL PROPOSAL SUBMISSION FORM

(Location, Date)

To: (Name and address of Client)

Ladies/Gentlemen:

We, the undersigned, offer to provide the consulting services for ___________________
_______________________________ (Title of consulting services) in accordance with
your Request for Proposal dated _______________________ (Date) and our Proposal.
We are hereby submitting our Proposal, which includes this Technical Proposal, and a
Financial Proposal sealed under a separate envelope.

We understand you are not bound to accept any Proposal you receive.

We remain,

Yours sincerely,

Authorized Signature:
Name and Title of Signatory:
Name of Firm:
Address:

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 (ii) FIRMS REFERENCES

Relevant Services Carried Out in the Last Five Years

That Best Illustrate Qualification

Using the format below, provide information on each assignment for which your firm
either individually as a corporate entity or in association was legally contracted.

Assignment Name: Country

Location within Country: Professional Staff provided by Your

Firm/Entity(profiles):
Name of Client: No. of Staff:

Address:

No of Staff-Months; Duration of
Assignment:
Start Date (Month/Year) Completion Date Approx. Value of Services (Kshs)
(Month/Year)

Name of Associated Consultants. If Any:

No. of Months of Professional
Staff provided by Associates Consultants:
Name of Senior Staff (Project Director/Coordinator, Team Leader) Involved and Functions
Performed:

Narrative Description of Project:

Description of Actual Services Provided by Your Staff:

Firm’s Name: _____________________________________

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 (iii) COMMENTS AND SUGGESTIONS OF CONSULTANTS ON THE
TERMS OF REFERRENCE AND ON DATA, SERVICES, AND
FACILITIES TO BE PROVIDED BY THE CLIENT.

On the Terms of Reference:

1.

2.

3.

4.

5.

On the data, services, and facilities to be provided by the Client:

1.

2.

3.

4.

5.

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(iv) DESCRIPTION OF THE METHODOLOGY AND WORK PLAN FOR
PERFORMING THE ASSIGNMENT

23
 (V.). TEAM COMPOSITION AND TASK ASSIGNMENTS

1. Technical/Managerial Staff

Name Position Task

2. Support Staff

Name Position Task

24
 (v) FORMAT OF CURRICULUM VATAE (CV) FOR PROPOSED
PROFESSIONAL STAFF

Proposed Position: _______________________________________________________

Name of Firm: ___________________________________________________________

Name of Staff: ___________________________________________________________

Profession: ______________________________________________________________

Date of Birth: ___________________________________________________________

Years with Firm: _______________________________ Nationality: ______________

Membership in Professional Societies: ________________________________________

Detailed Tasks Assigned: __________________________________________________

Key Qualifications:

(Give an outline of staff member’s experience and training most pertinent to tasks on
assignment. Describe degree of responsibility held by staff member on relevant previous
assignments and give dates and locations).

Education:

(Summarize college/university and other specialized education of staff member, giving

names of schools, dates attended, and degrees obtained.)

Employment Record:

(Starting with present position, list in reverse order every employment held. List all
positions held by staff member since graduation, giving dates, names of employing
organizations, titles of positions held, and locations assignments.)

25
Certification:

I, the undersigned, certify that these date correctly describe me, my qualifications, and
experience.

_______________________________________________________ Date: ___________

(Signature of staff member and authorized representative of the firm)

Full name of staff member: _________________________________________________

Full name of authorized representative: _______________________________________

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 (vii). TIME SCHEDULE FOR PROSESSIONAL PERSONNEL

Name Position Reports Due/ 1 2 3 4 5 6 7 8 9 10 11 12 Name of

Activities

Reports Due: _______________________

Activities Duration: __________________

Signature: _______________________
(Authorized representative)

Full Name: ______________________

Title: ___________________________

Address: ________________________

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 (viii). ACTIVITY (WORK) SCHEDULE

1st 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th

Activity (Work)

(b). Completion and Submission of Reports

Reports Date

1. Inception Report

4. Interim Progress Report

(a) First Status Report
(b) Second Status Report

3. Draft Report

4. Final Report

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SECTION D:- FINANCIAL PROPOSAL – STANDARD FORMS

(i) Financial Proposal submission form

(ii) Summary of costs

(iii) Breakdown of price per activity

(iv) Breakdown of remuneration per activity

(v) Reimbursables per activity

(vi) Miscellaneous expenses

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(i). FINANCIAL PROPOSAL SUBMISSIN FORM

(Location, Date)

To: ______________________________

______________________________

______________________________
(Name and address of Client)

Ladies/Gentlemen:

We, the undersigned, offer to provide the consulting services for (______________)
(Title of consulting services) in accordance with your Request for Proposal dated
(_______________________) (Date) and our Proposal. Our attached Financial Proposal
is for the sum of (_________________________________________________________)
(Amount in words and figures) inclusive of the taxes.

We, understand you are not bound to accept any Proposal you receive.

We remain,

Yours sincerely,

Authorized Signature:
Name and Title of Signatory:
Name of Firm:
Address:

30
 (ii). SUMMARY OF COSTS

Costs Currency(ies) Amount

Subtotal

Taxes

Total Amount of Financial Proposal

31
(iii). BREAKDOWN OF PRICE PER ACTIVITY

Activity No.: ____________________ Description: ______________________

Price Component Amount(s)

Remuneration

Reimbursables

Miscellaneous Expenses

Subtotal

32
(iv). BREAKDOWN OF REMUNERATIN PER ACTIVITY

Activity No. __________________________________ Name: ___________________

Names Position Input (Staff months, Remuneration

days, or hours as Rate
appropriate.)
Regular staff

(i)
(ii)

Consultants

Grand Total

33
 (v). Reimbursable Per Activity

Activity No: ____________________________________ Name: _________________

No. Description Unit Q;uantity Unit Price Total Amount

1. Air travel Trip

2. Road travel Kms

3. Subsistence Allowance Dat

Grand Total

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 (vi). MISCELLANEOUS EXPENSES

Activity No. _________________________________ Activity Name: ______________

No. Description Unit Quantity Unit Price Total Amount

1. Communication costs ___________

_____________________________
(telephone, telegram, telex)

2. Drafting, reproduction of reports

3. Equipment: computers etc.

4. Software

Grand Total

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SECTION E:- TERMS OF REFERENCE

Terms of Reference are the initial statement to the consultant of the services to be
performed and should therefore be clear and precise and should contain the following
sections:

(a) Background,

(b) Objectives of the assignment

(c) Scope of the services,

(d) Training (when appropriate)

(e) Reports and Time Schedule, and

(f) Data Services, Personnel, and Facilities to be provided by the Client.

36