Part 1: Section 4 Bidding Forms

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.

Standard RFP for the Procurement of Consultancy Services issued by the PPA (Version 1, January 2006)
Document: Section 4. Section Page 1 of 17 File Ref: 854942936.doc
Part 1: Section 4 Bidding Forms

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.

T1 Technical Proposal Submission Sheet

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]

Standard RFP for the Procurement of Consultancy Services issued by the PPA (Version 1, January 2006)
Document: Section 4. Section Page 2 of 17 File Ref: 854942936.doc
Part 1: Section 4 Bidding Forms

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]

Standard RFP for the Procurement of Consultancy Services issued by the PPA (Version 1, January 2006)
Document: Section 4. Section Page 3 of 17 File Ref: 854942936.doc
Part 1: Section 4 Bidding Forms

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

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.]

Assignment Name: Approx. value of the contract (in current US$)

Country: Duration of assignment (months):

Location within Country:

Name of Client: Total No of staff-months:

Address: Approx. value of the services provided by your

firm (in current US$)

Start Date (Month/Year): Completion Date (Month/Year):

Name of Associated Consultants, If Any: No of professional staff-months provided by

associated Consultants:

Names of Senior Staff (Project Director/Coordinator, Team Leader) involved and functions
performed:

Narrative Description of Project:

Description of Actual Services Provided by Your Staff:

Bidder’s Name:

Standard RFP for the Procurement of Consultancy Services issued by the PPA (Version 1, January 2006)
Document: Section 4. Section Page 4 of 17 File Ref: 854942936.doc
Part 1: Section 4 Bidding Forms

Note to Bidders: The information requested is required in the format provided below and should be
included by the Bidder in its technical proposal. If none, include form and state ”None”.

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.]

Standard RFP for the Procurement of Consultancy Services issued by the PPA (Version 1, January 2006)
Document: Section 4. Section Page 5 of 17 File Ref: 854942936.doc
Part 1: Section 4 Bidding Forms

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.]

Standard RFP for the Procurement of Consultancy Services issued by the PPA (Version 1, January 2006)
Document: Section 4. Section Page 6 of 17 File Ref: 854942936.doc
Part 1: Section 4 Bidding Forms

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

Professional Staff

Name Firm Area of Position Tasks Assigned

Expertise

Standard RFP for the Procurement of Consultancy Services issued by the PPA (Version 1, January 2006)
Document: Section 4. Section Page 7 of 17 File Ref: 854942936.doc
Part 1: Section 4 Bidding Forms

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:

11. Detailed Tasks Assigned: 12. Work Undertaken that Best Illustrates
Capability to Handle the Tasks Assigned:
[List all tasks to be performed [Indicate the following information for those assignments that best
under this assignment] illustrate the member of staff’s capability to handle the tasks listed
under point 11]
Name of assignment or project:
Year:
Location:
Client:
Main project features:
Positions held:
Activities performed:

Standard RFP for the Procurement of Consultancy Services issued by the PPA (Version 1, January 2006)
Document: Section 4. Section Page 8 of 17 File Ref: 854942936.doc
Part 1: Section 4 Bidding Forms

13. Certification:

I, the undersigned, certify that to the best of my knowledge and belief, this CV correctly de-
scribes myself, my qualifications, and my experience. I understand that any wilful misstate-
ment 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: ___________________________

Standard RFP for the Procurement of Consultancy Services issued by the PPA (Version 1, January 2006)
Document: Section 4. Section Page 9 of 17 File Ref: 854942936.doc
Part 1: Section 4 Bidding Forms

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 form in landscape
format, but are responsible for its accurate reproduction.
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

Staff Input (specify weeks or months) Total Staff Input

Foreign/
No
Name of Staff Nationa
. 1 2 3 4 5 6 7 8 9 1 1 12 Home Field Total
l
0 1

Totals

Full time input

Part-time input

Standard RFP for the Procurement of Consultancy Services issued by the PPA (Version 1, January 2006)
Document: Section 4. Section Page 10 of 17 File Ref: 854942936.doc
Part 1: Section 4 Bidding Forms

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 form in landscape
format, but are responsible for its accurate reproduction.
Indicate all main activities of the assignment, including milestones such as submission of reports and
other deliverables. For phased assignments, indicate activities separately for each phase.
T8 Work Schedule

Time Period (specify weeks or months)

No. Activity
1st 2nd 3rd 4th 5th 6th 7th 8th 9th 10th 11th 12th

Standard RFP for the Procurement of Consultancy Services issued by the PPA (Version 1, January 2006)
Document: Section 4. Section Page 11 of 17 File Ref: 854942936.doc
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Bid Security
[Input of Information to be completed by Bidder]
Date: [insert date (as day, month and year) of Proposal Submission].

Procurement Reference Number: [insert number of bidding process]

To: [insert complete name of Procuring Entity]

Whereas [insert complete name of Bidder] (hereinafter “the Bidder”) has submitted its
proposal dated [insert date (as day, month and year) of proposal submission] for
Procurement reference Number [insert Procurement Reference Number] for the provision
of [insert brief description of the Services], hereinafter called “the Proposal.”

KNOW ALL PEOPLE by these presents that WE [insert complete name of institution
issuing the Bid Security], of [insert city of domicile and country of nationality] having
our registered office at [insert full address of the issuing institution] (hereinafter “the
Guarantor”), are bound unto [insert complete name of the Procuring Entity] (hereinafter
“the Procuring Entity”) in the sum of [specify in words the amount and currency of the
bid security] (specify the amount and currency in figures), for which payment well and
truly to be made to the aforementioned Procuring Entity, the Guarantor binds itself, its
successors or assignees by these presents. Sealed with the Common Seal of this Guarantor
this [insert day in numbers] day of [insert month], [insert year].

THE CONDITIONS of this obligation are the following:

1. If the Bidder withdraws its bid during the period of proposal validity specified by the
Bidder in the Technical Proposal Submission Sheet; or

2. If the Bidder, having been notified of the acceptance of its proposal by the Procuring
Entity, during the period of proposal validity, fails or refuses to:

(a) Execute the Contract; or

(b) Accept the correction of its proposal by the Procuring Entity in accordance
with ITB Sub-Clause 28.3.

We undertake to pay the Procuring Entity up to the above amount upon receipt of its first
written demand, without the Procuring Entity having to substantiate its demand, provided
that in its demand the Procuring Entity states that the amount claimed by it is due to it, owing
to the occurrence of one or more of the above conditions, specifying the occurred conditions.

This security shall remain in force up to and including twenty-eight (28) days after the period
of bid validity, and any demand in respect thereof should be received by the Guarantor no
later than the above date.

Name: [insert complete name of person signing the Bid] In the capacity of [insert
legal capacity of person signing the bid]

Standard RFP for the Procurement of Consultancy Services issued by the PPA (Version 1, January 2006)
Document: Section 4. Section Page 12 of 17 File Ref: 854942936.doc
Part 1: Section 4 Bidding Forms

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

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

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

Standard RFP for the Procurement of Consultancy Services issued by the PPA (Version 1, January 2006)
Document: Section 4. Section Page 13 of 17 File Ref: 854942936.doc
Part 1: Section 4 Bidding Forms

Note to Bidders: This Financial 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 financial proposal.

F1 Financial Proposal Submission Sheet

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 offer to provide the consulting services for [insert a brief description of the
Services] in conformity with your Request for Proposals and our technical and financial
proposals;
(b) The total price of our proposal is: [insert the total proposal price in words and figures,
indicating the various amounts and the respective currencies], inclusive of local taxes
[amend if local taxes are not required to be included];
(c) 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, subject to any modifications resulting
from negotiations, and may be accepted at any time before the expiration of that period;
(d) We understand that you are not bound to accept any proposal that you 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]

Standard RFP for the Procurement of Consultancy Services issued by the PPA (Version 1, January 2006)
Document: Section 4. Section Page 14 of 17 File Ref: 854942936.doc
Part 1: Section 4 Bidding Forms

Note to Bidders: Bidders may reproduce this sheet in landscape format, but are responsible for its
accurate reproduction.
If BDS 14.3 requires the proposal price to be quoted separately for different Activities, complete this
form as a “Summary of Activity Price” for each activity and complete one overall Summary of
Proposal Price.
State the currencies under (currency 1), (currency 2) etc. Delete unused columns.
For lump sum contracts, this financial information will be used as a breakdown of contract price in
Appendix C of the contract. For unit price contracts, this financial information will be used as the
breakdown of cost estimates in Appendix C of the contract.

F2 Summary of Proposal (or Activity) Price

(Breakdown of Lump Sum or Cost Estimates)

State activity name or total proposal:____________________________________________

Cost item Cost (currency 1) Cost (currency 2) Cost (currency 3)

Fees

Reimbursables

Local taxes

Subtotals

Standard RFP for the Procurement of Consultancy Services issued by the PPA (Version 1, January 2006)
Document: Section 4. Section Page 15 of 17 File Ref: 854942936.doc
Part 1: Section 4 Bidding Forms

Note to Bidders: Bidders may reproduce this form in landscape format, but are responsible for its
accurate reproduction. Complete this form for the total proposal or for each activity as indicated in
the ITB.
The Bidder should complete a separate form for each currency or add currency columns and show up
to three totals. Where required, enter separate rates for home and fieldwork.

F3 Summary of Fees

State activity name or total proposal:__________________________ Currency:_________

Name Position Input Unit Rate Total

Qty (Days/months
etc)

Total

Standard RFP for the Procurement of Consultancy Services issued by the PPA (Version 1, January 2006)
Document: Section 4. Section Page 16 of 17 File Ref: 854942936.doc
Part 1: Section 4 Bidding Forms

Note to Bidders: Bidders may reproduce this form in landscape format, but are responsible for its
accurate reproduction. The Bidder should complete a separate form for each currency or add
currency column and show up to three totals. Complete this form for the total proposal or for each
activity as appropriate.

F4 Summary of Reimbursable

State activity name or total proposal:__________________________ Currency:_________

Description of Cost Quantity Unit of Unit Price Total Price

Measure

Total

Notes Local transportation costs are not to be included if local transportation is being made
available by the Procuring Entity. Similarly, the project site, office
rent/accommodations/clerical assistance costs are not to be included if being made
available by the Procuring Entity.

Standard RFP for the Procurement of Consultancy Services issued by the PPA (Version 1, January 2006)
Document: Section 4. Section Page 17 of 17 File Ref: 854942936.doc