Public Procurement Regulations For Consultancy Services - 2007

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Public Procurement Regulations For Consultancy Services - 2007

Table des matières

1 Part I General Provisions
2 PART II-Institutional and Regulatory Framework
3 Part III – Organization of Procurement Operations
1. 3.1 Complaints and Appeals
4 Part IV Principles and Methods of Consultants Selection
5 Selection Methods.
6 Part V Common Elements of the Selection Methods
7 Part VI : Procedures for proposal preparation, submission, opening, evaluation, negotiation, award and contract signature with firms
8 Part VII Selection of Individual Consultants

In the exercise of powers granted to it under the Public Procurement Act 2007 the Bureau of Public Procurement hereby makes the following Regulations :

Part I General Provisions

Citation and application.

(1) These Regulations may be cited as the Public Procurement Regulations for Consultancy Services 2007.

(2) These Regulations for the procurement of Consultancy Services have been prepared by the Bureau of Public Procurement (BPP) pursuant to the Public Procurement Act 2007.

Section 5(a).

(3) These Regulations shall apply to all procurement of consulting services by all Procuring Entities except where a waiver is first obtained under the Act.

(4) These Regulations shall not apply to contracts for physical services such as exploratory drilling, surveys, aerial photography, transportation installation and maintenance services or services which are provided by a contractor as a complement to a goods and works contract. The Regulations for Goods and Works are applicable in such cases

(5) These Regulations supersede all existing procurement regulations, directives and due process guidelines.

Interpretations

Section 1

(6) In these Regulations :

“Accounting Officer” means the administrative head of a procuring entity by whatever title called and/or the person charged with line supervision of the conduct of all procurement processes ‘

“Certification” means the approval by the BPP of the process and conduct of public procurement by any procuring entity at any stage ;

“Coercive practice” means harming or threatening to harm, directly or indirectly, persons or their property with intent to influence the manner of their participation in and/or their appropriate conduct of a procurement process and/ or the execution of a contract ;

“Conflict of interest” means but is not limited to the following situations :

(a) where a person has a direct or indirect interest in or relationship with a Bidder that is or may be reasonably perceived to be unethical due to that person’s influence or ability to affect the procurement process ;

(b) where a person receives or benefits by taking personal advantage of an opportunity that properly belongs to : the Procuring Entity he represents or the Government ;

(c) where a person for his personal benefit discloses to unauthorized persons confidential information belonging to; the Procuring Entity, the Government, or a Bidder ;

(d) where a firm (or the contractor or supplier with which it is affiliated) combines the functions of consultant with that of manufacturer or contractor ;

Provided that conflict of interest shall not be inferred :

(i) where a firm’s bid offering consultancy services is in combination with a supplier/manufacturer or contractor, its bid shall include relevant information about such relationship along with a statement to the effect that it shall limit its role to that of consultant and that neither the supplier or contractor, shall participate in the project in any other capacity ;

(ii) where two or more firms (suppliers, contractors and consultants) with disclosure to the Procuring Entity combine to bid for and/or execute a Turnkey or Design and Build contract ;

“Consulting Services” mean any one or a combination of the following :

(i) advisory and review services ;

(ii) pre-investment or feasibility studies ;

(iii) design ;

(iv) construction supervision ;

(v) management and related services ; and

(vi) other technical services or special studies.

“Collusive practice” means a scheme or an arrangement between two or more Bidders with or without the knowledge of the Procuring Entity, including non-disclosure of subsidiary relationships, designed to establish bid prices at artificial, non-competitive levels thereby depriving the Procuring Entity of the benefits of free and open competition ;

“Corruption” or “corrupt practice” means the offering, giving, receiving, or soliciting of anything of value to influence the action of a public official in the procurement process or in contract execution ;

“Description of Services” mean the detail of purpose of the assignment, tasks to be carried under the assignment and the outputs expected from the assignment ;

“Domestic firm” means a business or professional organization :

(a) incorporated or otherwise organized in Nigeria ; and

(b) having its principal place of business located in Nigeria ; and

(d) not having its assets controlled by foreign nationals or organizations incorporated or organized outside Nigeria ;

(e) with more than 50% of the persons who will perform services under the contract, whether employed directly or by a subcontractor, being nationals of Nigeria.

“Fraudulent practice” means anyone or combined misrepresentation or omission of facts that affects the procurement process or contract execution to the detriment of the Procuring Entity ;

“Goods” mean include objects of every kind and description including raw materials, products and equipment and objects in solid, liquid or gaseous form and electricity as well as services incidental to the supply of the goods ;

“Government” shall mean the Federal Government of Nigeria ;

“International Competitive Bidding” means the solicitation of bids from both domestic and foreign consultants ;

“Joint Venture” means an association where all member firms or persons are jointly and severally liable for the entire contract, shall designate one party to act as a leader with authority to bind the joint venture and to sign contract with the Procuring Entity ;

“Margin Of Preference” means the extra mark up on price allowed any dometic consultant bidding under International Competitive Bidding without being otherwise disadvantageous to the bid in terms of technical quality ;

“Monetary threshold” means the value limit in Naira set by the Bureau outside of which a procuring entity may not award a procurement contract without prior certification by the Bureau ;

“National Competitive Bidding” means the solicitation of bids from domestic consultants organized, registered or incorporated to carry on business under Nigeria Law ;

“Procurement” means the acquisition by any means of goods, works or services by the government ;

“Procuring Entity” means any public body engaged in procurement and includes a Ministry, Extra-Ministerial Office, government agency, parastatal and corporation ;

“Public Procurement” means procurement by procuring entities using public funds ;

“Subcontracting Arrangement”, includes an arrangement where any part of the consultancy assignment is subcontracted to a natural or legal person or combination of the two.

Conflict with International Obligations.

(7) If these Regulations conflict with the Government’s obligations under agreements with other countries or international organizations, the provisions under such international agreements shall prevail.

Corrupt, Fraudulent, Collusive or Coercive Practices.

(8) Where :

(a) a Procuring Entity establishes the use of corrupt, fraudulent, collusive or coercive practices of any kind in the procurement process, or

(b) the Bureau establishes the use of corrupt, fraudulent, collusive or coercive practices of any kind in the procurement process during prior review or post review of procurement procedures or procurement audits, the Procuring Entity shall immediately refer the matter to, or the Bureau shall promptly take up the matter, and will, upon substantiated evidence, direct

(i) exclusion of the Bidder from further proceedings in the procurement of the contract or reject a proposal for contract award, or

(ii) Measures to sanction such firm or individual, including declaring it ineligible, either indefinitely or for a stated period of time, to be awarded public financed contracts.

Eligibility

Section 15.

(9) To be eligible to bid for and execute contracts for the procurement of consulting services, every Bidder must :

(a) have the necessary professional and technical qualifications, managerial competence, bonafide reputation, financial viability, equipment and other physical facilities, including post-contract consultations or services (where appropriate), and qualified personnel to perform the contract ;

(b) possess the legal capacity to enter the consulting contract ;

(c) not be in receivership, insolvent, bankrupt or being wound-up, being suspended, or be the subject of any proceedings of the foregoing ;

(d) have fulfilled all fiscal obligations and social security contributions ;

(e) not have any partners/directors who have been convicted in any country for criminal offence related to fraudulent or corruptive practices, or criminal misrepresentation or falsification of facts relating to any matter ;

(f) not be declared ineligible for public financed contracts subject to paragraph 8 above.

Government agencies as consultants.

(10) Nothing in these Regulations shall preclude the participation of government-owned agencies, universities or research centers from participating in contracts for the procurement of consulting services.

Hire of Government Officials.

(11) Persons who are civil/public servants may only participate in or be hired under consulting contracts, either as individuals or as members of a team of consultants, if they are :

(a) acting in their capacities as employees of a government-owned agency, university or research center or ;

(b) on leave of absence without pay ; and

Conflict of Interest. Section 16 (24).

(12) Where a firm (or the firm with which it is affiliated) combining the functions of consultant with those of contractor or is associated with a manufacturer or is a manufacturer offering services as a consultant and is short-listed by a Procuring Entity for participation in a procurement, its proposal shall include relevant information on such relationship along with a statement to the effect that it shall limit its role to that of a consultant, and that neither the firm nor its associates/affiliates shall participate in the project in any other capacity.

(13) Consultants hired to prepare terms of reference for an assignment may not be hired to carry out the assignment itself.

Section 59 (12).

(14) “Conflict of interest” shall also be deemed :

(b) where a person receives or benefits by taking personal advantage of an opportunity that properly belongs to the Procuring Entity he represents or the Government ;

(c) where a person for his personal benefit discloses to unauthorized persons confidential information belonging to : the Procuring Entity, the Government, or a Bidder

(d) where a supplier or contractor (or the firm with which it is affiliated) combines the functions of manufacturer or contractor with those of consultant ;

Provided that a conflict of interest shall not be inferred :

(i) where a consultant’s bid is in combination with a supplier/manufacturer or contractor and its bid includes relevant information about such relationship along with a statement to the effect that it shall limit its role to that of consultant, and that neither the firm nor its associates and affiliates shall participate in the project in any other capacity ; and or

(ii) Where two or more firms (suppliers, contractors and consultants) with disclosure to the Procuring Entity combine to bid for and/or execute a Turnkey or Design and Build contract.

Procurement Planning Section 18.

(15)—(i) All procurements shall be undertaken within the approved budget of the Procuring Entity and be based on a meticulously prepared procurement plan. The Procuring Entity shall prepare an Annual Procurement Plan to be approved by the Accounting Officer.

(ii) The procurement plan should :

(a) be closely coordinated with the Budget departments of each Procuring Entity to ensure that the procurement expenditure is provided for in the budget;

(b) indicate the appropriate procurement methods for each project to the extent identified and ensure that no contract splitting is carried out ;

(c) detail the procurement steps and associated expenditure outlays for not less than the first 18 months thereof for projects sufficiently developed and evaluated ;

(d) provide for grouping of contracts to obtain economies of scale and reduce procurement costs ; and

(e) be continuously updated as procurement progresses or new projects are developed in accordance with budgetary provisions.

Mis-procurement.

(16) Whenever it is established that there exists one or a combination of the following instances, i.e.

(a) If any part or the whole of a procurement has been carried out by procedures other than approved by the BPP ; or

(b) if a contract was not included in the Procurement Plan ; or

(d) if the BPP comes to a determination that its certification was issued on the basis of false or misleading information ; the BPP shall declare a mis-procurement and withdraw any certification and/or such other approvals as hitherto given and shall initiate or apply such provisions of the Act as are relevant.

Review by BPP

Section 6 and 5.

(17) Subject to thresholds as may be set from time to time by BPP, BPP shall review the process and conduct of all public procurement falling within the purview of the Act to ensure that the process from bid solicitation to contract award is carried out in accordance with the approved procedures. BPP will also carry out periodic post review of contracts below the prior review thresholds.

Complaints and Appeals

Section 54 (1).

(18) Where a Bidder considers that its proposal has not been given appropriate attention and that it has or may suffer undue disadvantage due to a breach of an obligation in the selection procedure by a Procuring Entity with regards to the Act or these Regulations, the Bidder shall submit a complaint in writing not later than 15 working days after it becomes aware of the circumstances giving rise to the complaint or when it should have become aware of such circumstances, whichever is earlier

(19) The Bidder shall first submit its complaint to the Accounting Officer of the Procuring Entity conducting the procurement in issue. The Accounting Officer shall respond in writing to the Bidder within 15 working days stating what corrective action has or will be taken or if the complaint is rejected, stating the reasons for the rejection.

(20) If the Bidder considers that its complaint has not been equitably dealt with or is howsoever dissatisfied with the decision of the Accounting Officer, it shall submit an appeal to the BPP within 10 working days of its receipt of the Accounting Officer’s decision. The BPP shall review the case and issue a written declaration within 21 working days stating what corrective action has or will be taken or if the appeal is rejected, stating the reasons for the rejection.

(21) If the Consultant still considers that its rights have been compromised, it may appeal to the Federal High Court within 30 days after receipt of the decision of the Bureau.

(22) The following shall not be subject of a complaint or ap

(a) Complaints about the choice of the selection methodology

(b) Complaints about the rejection of all Consultant proposals by the Procuring Entity

(d) Complaints about a proposal having been rejected because it was submitted by a Consultant who was not short listed.

PART II-Institutional and Regulatory Framework

(23) The procurement function in the Federal Republic of Nigeria (FRN) will be carried out and supervised at three levels :

(a) National Council on Public Procurement, hereinafter called the Council

(b) Bureau of Public Procurement, hereinafter called the Bureau ; and

(24) The Council will be the overall public procurement supervisory body in the FRN. The Council shall consist of :

(a) the Minister of Finance as Chairman ;

(b) the Attorney-General and Minister of Justice for the Federation ;

(d) the Head of Service of the Federation ;

(e) the economic Adviser to the President ;

(f) six part-time members to represent

(i) Nigeria Institute of Purchasing and Supply Management

(ii) Nigeria Bar Association ;

(iii) Nigeria Association of Chambers of Commerce, Industry, Mines and Agriculture ;

(iv) Nigeria Society of Engineers ;

(v) Civil Society

(vi) Media ; and

(g) the Director-General of the Bureau who shall be the Secretary of the Council.

(25) Notwithstanding the provisions of Section (7), the Council may co-opt any person to attend its meetings but the person so co-opted shall not have a casting vote or be counted towards the quorum.

(26) The Chairman and other members of the Council shall be appointed by the President.

(27) The Council shall :

(a) consider, approve and amend the monetary and prior review thresholds for the application of the ;

(b) consider and approve policies on public procurement ;

(d) receive and consider for approval, the audited accounts of the Bureau ;

(e) approve changes in the procurement process to adapt to improvements in modern technology ; and

(f) give such other directives and perform such other functions as may be necessary to achieve the objectives of the Procurement Act.

(28) The Bureau shall perform the executive functions of regulating the conduct of procurement in the FRN. The Bureau :

(a) shall be a body corporate with perpetual succession and a common seal ;

(b) may sue and be sued in its corporate name ; and

(c) may acquire, hold or dispose of any property, movable or immovable for the purpose of carrying out any of its functions under these Régulations.

(29) The Objectives of the Bureau are :

(a) the harmonization of existing government policies and practices on public procurement and ensuring probity, accountability and transparency in the procurement process ;

(b) the establishment of pricing standards and benchmarks

(c) ensuring application of fair, competitive, transparent, value-for-money standards and practices for the procurement and disposal of public assets and services ; and

(d) the attainment of transparency, competitiveness, cost effectiveness and professionalism in the public sector procurement system

(30) The functions of the Bureau will be to

(a) formulate the general policies and guidelines relating to public sector procurement ;

(b) publicize and explain the provisions of the Procurement Act

(d) supervise the implementation of established procurement policies

(e) monitor the prices of tendered items and keep a national database of standard prices

(f) publish the details of major contracts in the procurement journal

(g) publish electronic and paper editions of the procurement journal and maintain an archival system for the procurement journal

(h) maintain a national database of the particulars and classifications and categorization of federal contractors and service providers

(i) collate and maintain in an archival system, all federal procurement plans and information

(j) undertake procurement research and surveys

(k) organize training and development programs for procurement professionals

(l) periodically review the socio-economic effect of the policies on procurement and advise the Council accordingly

(m) prepare and update standard bidding and contract documents

(n) prevent fraudulent and unfair procurement and where necessary apply administrative sanctions

(o) review the procurement and award of contract procedures of every procuring entity to which these Regulations apply

(p) perform procurement audits and submit such reports to the National Assembly bi-annually

(q) introduce, develop, update and maintain related database and technology

(r) establish a single internet portal that shall serve as a primary and definitive source of all information on government procurement containing and displaying all public sector procurement at all times ; and

(s) co-ordinate relevant training programs to build institutional capacity.

Part III – Organization of Procurement Operations

Complaints and Appeals

Section 54 (1).

(31) Where a Bidder considers that its proposal has not been given appropriate attention and that it has or may suffer undue disadvantage due to a breach of an obligation in the selection procedure by a Procuring Entity with regards to the Act or these Regulations, the Bidder shall submit a complaint in writing not later than 15 working days after it becomes aware of the circumstances giving rise to the complaint or when it should have become aware of such circumstances, whichever is earlie

(32) The Bidder shall first submit its complaint to the Accounting Officer of the Procuring Entity issuing the bid document. The Accounting Officer shall respond in writing to the Bidder within 15 working days stating what corrective action has or will be taken or if the complaint is rejected, stating the reasons for the rejection

(33) If the Bidder considers that its complaint has not been equitably dealt with or is howsoever dissatisfied with the decision of the Accounting Officer, it shall submit an appeal to the BPP within 10 working days of its receipt of the Accounting Officer’s decision. The BPP shall review the case and issue a written declaration within 21 working days stating what corrective action has or will be taken or if the appeal is rejected, stating the reasons for the rejection

(34) If the Bidder still considers that its rights have been compromised, it may appeal to the Federal High Court within 30 days after receipt of the decision of the Bureau.

(35) The following shall not be subject of a complaint or appea

(a) complaints about the choice of the procurement method ;

(b) complaints about the rejection of all Bidders by the Procuring Entity ;

(d) complaints about a bid having been rejected because it was unsigned and/or not accompanied by a valid bid security, if required, or submitted by a Bidder who was not prequalified

(36) Actual procurement activities will be carried out by the Procuring Entity. A Procuring Entity is a government ministry, or a government agency where these Regulations are applicable in accordance with section ….of these Regulations.

(37) The Accounting Officer will be the person responsible for supervision of all procurement activities in the Procuring Entity. The Accounting Officer will establish a Procurement Unit and a Tenders Board for the Procuring Entity

(38) The Tenders Board will be composed of :

(a) Accounting Officer (Permanent Secretary or Chief Executive Officer) of the Procuring entity, who will be the Chairman ;

(b) Heads of Department.

(39) The Procurement Unit shall serve as the Secretariat to the Tenders Board. and the Head of the Procurement Unit will be a non-voting member and Secretary of the Tenders Board

(40) The functions of the Accounting Officer shall be as follows :

(a) certifying the availability of funds required for procurement ;

(b) committing of funds prior to contract placement ;

(d) signing contracts ;

(e) ensuring that the implementation of the awarded contract is in accordance with the terms and the conditions of award ;

(f) implementing the recommendations of the Bureau ;

(g) establishment of and appointment of members of a tender board ;

(h) establishment of a procurement management unit ;

(i) Establishment of Procurement Planning Committee every year ;

(j) investigation of a complaint by a bidder ; and

(k) submission of reports of findings in respect of complaints to the Bureau

(41) The functions of the Tenders Board shall be to approve :

(a) procurement plans ;

(b) entity’s Procurement Manual ;

(d) bid evaluation reports for goods and works ;

(e) technical evaluation reports for consultant and non-consultant services ;

(f) negotiated contracts for consultant and non-consultant services ;

(g) contract variations resulting in price changes ; and

(h) responses to complaints.

(42) The Procurement Unit will have the responsibility of processing all procurement activities including the following :

(a) submission of the procurement plan prepared by the Procurement Planning Committee to the Tenders Board for approval ;

(b) preparation of tender notifications and request for expressions of interest ;

(c) preparation and submission to advertising media of documents for : soliciting quotations, prequalification, bidding and request for proposals;

(d) issuing documents for: soliciting quotations, prequalification, bidding and request for proposals ;

(e) receiving and arranging opening of: prequalification documents, bids, quotations and, request for proposals ;

(f) submission of evaluation reports to the Tenders Board for: prequalification, bids, quotations and consultants’ proposals, for approval ;

(g) submission of quotations for minor value procurements (below Naira 1.0 million) to the Accounting Officer for approval ;

(h) making arrangements for contract negotiations ;

(i) making arrangements for contract signing by the Accounting Officer ;

(j) preparing documentation for submission to the Bureau for approval ;

(k) preparing responses to complaints for submission to the Tenders Board, for approval ;

(l) preparation of documentation on complaints for submission to the Bureau ;

(m) preparation of all data and information required by the Bureau;

(n) any other assignment that will be given by the Accounting Officer that may be necessary to enhance performance of the procurement function.

Part IV Principles and Methods of Consultants Selection

(43) Scope of Consulting Services. Procuring Entities may need consulting services for a variety of needs in engineering, architecture, economics and finance, management of projects and procurement, or a combination thereof. Consulting services may be classified into the following categories :

(a) Advisory or Counseling Services, including staffing, training and institution building and specific advice on issues and projects.

(b) Pre-Investment Studies, including identification, pre-feasibility and feasibility studies, including regional or sectoral planning, policy and investment priorities.

(c) Engineering and Design Studies, to define the scope and design of a project, such as the preparation of drawings, specifications, detailed cost estimates and complete tender documents for the invitation of bids for construction and/or equipment procurement. In addition, these services may include assistance in the prequalification of contractors, analysis of bids and recommendations on the award of contracts, and drawing up final contract provisions with the selected contractor.

(d) Implementation or Supervision Services, to ensure execution of the project in accordance with the terms and conditions of the contract, manage expenditure control, and provide certification of materials, quantities and invoices submitted by the contractors and suppliers. Such services may also include introducing modifications in the design or specifications, as necessary, upon prior agreement with the Procuring Entity or the owner of the project.

(e) Project Management, where the Procuring Entity engages a Project Management Consultant to undertake the overall responsibility for planning, design, procurement, construction and commissioning of a project. The Project Management Consultant acts as the Procuring Entity’s executing arm in all matters connected with the implementation of a project. There is no uniform pattern according to which services under this category are rendered: sometimes a consultant may be engaged to act as the sole project consultant often with vast powers; or an independent consultant may be appointed under a project manager and be entrusted with the discharge of specific tasks.

(f) In addition, the Procuring Entity may also need specialist services to assist it in the preparation and appraisal of projects, and the supervision and evaluation of on-going projects or to provide advice on technical matters.

Types of Consultants.

(44) Consultants, to who these Regulations apply, may be grouped into one or a combination of the following :

(a) independent consulting firms (business and/or professional partnerships, private companies or corporations operating internationally or nationally, financial institutions and procurement agents) ;

(b) autonomous/semi-autonomous government organizations, multilateral-agencies, or non-governmental organizations (NGOs) ;

(d) consulting firms forming part of, or otherwise affiliated to, or associated with, or owned by contractors or manufacturers; or consulting firms combining the functions of consultants with those of contractors / manufacturers (see paragraphs ….on conflicts of interest) ; and

(e) individual consultants.

Training and Transfer of Technology.

(45) If the consulting assignment includes an important component for training or transfer of knowledge, the terms of reference shall indicate the objectives, nature, scope, and goals of the training program, including details on trainers and trainees, skills to be transferred, time frame, and monitoring and evaluation arrangements. The cost for the training program shall be included in the budget for the assignment and the consultant’s contract.

Criteria for Selection of Consultants.

(46) Subject to such other regulations as may herein be prescribed by the Bureau :

(a) Price shall not be the sole criteria for the selection of Bidders for the provision of consulting services ;

(b) The selection of consultants shall be based on the numerically weighted assessment of the experience, performances, quality of personnel, price and methodology, such as to rank the Bids from highest to lowest in terms of their calculated ratings. The Bid with the highest calculated rating shall be the “Highest Rated/Evaluated Bid”.

Procedure for Consultant Selection

(47) Every Procuring Entity shall proceed to selection of consulting firms by conducting activity in the following order :

(a) Preparation of the Terms of Reference.

(b) Preparation of the cost estimate (budget).

(d) Preparation and publication of a Request for Expressions of Interest for the consulting assignment.

(e) After completion of the analysis of the Expressions of Interest, preparation of a short-list of qualified consultants.

(f) Preparation of a Request for Proposals (RfP) with the selection criteria in the Specific Instructions, and the draft contract, in particular the Special Conditions of Contract, and issuing the package to the short-listed consultants.

(g) Evaluation of the technical proposals.

(h) Public opening of the financial proposals.

(i) Evaluation of the financial proposals.

(j) Selection of the best ranking proposal, followed by negotiations with the selected consultant, and.

(k) Awarding the contract to the selected consultant and signing it.

The Terms of Reference (TOR).

(48)—(1) The TOR shall define the work that the consultant is required to perform.

(2) Every TOR shall indicate :

(a) the scope and objective of the project ;

(b) the relevant background, including available studies, of the project and institutions concerned ;

(d) the schedules of implementation and expected outputs (periodic reports, documents and end products) ;

(e) the scope and nature of transfer of technology and training, if required ;

(f) the method of remuneration for the services ;

(g) the responsibilities of the Procuring Entity (client) and those of the consultant ;

(h) information on the Procuring Entity’s counterpart staff to be associated with the service and the facilities that will be provided to the consultant ;

(i) a description of the main terms and conditions of appointment ;

(j) the approximate number of staff-months that may be required ;

(k) an indication if “supplementary work” will be required (such as detailed engineering after the feasibility study, or supervision of implementation after detailed engineering), when continuity is essential. If this possibility is part of the project, the Procuring Entity shall indicate clearly in the RfP the scope and requirements for this follow-up assignment. Short listed consultants shall duly respond to the criteria of this assignment, to arrive at an equitable and transparent selection during proposal evaluation and to enable the Procuring Entity to negotiate a suitable contract for the follow-up assignment with the selected consultant when the situation arises.

(l) All other important elements considered necessary to enable the consultant to submit a comprehensive proposal and estimate of the cost.

TOR for Complex assignments.

(49) TORs for assignments of a complex nature such as might require research and innovation to achieve the aims of the assignment may be issued stipulating the allowance for the consultants to propose suitable approaches and methodology to meet the aims of the procuring Entity.

Preparation of complex TORs.

(50) Where a Procuring Entity does not have the capacity to prepare the TORs for a complex assignment, it may engage a specialist with the requisite qualifications to prepare such a TOR in accordance with the Regulations for Individual Consultants (Section V).

Description of Services.

(51) The TOR and any modifications agreed at the negotiation stage shall constitute the “Description of Services” in the contract between the consultant and the Procuring Entity.

Cost Estimate (Budget).

(52) The Procuring Entity shall estimate the cost of a proposed consulting assignment, including :

(a) the estimated resources needed for the assignment (level and type of personnel, realistic staff time, physical outputs and logistical support, if needed (such as vehicles, office supplies and computer equipment) ;

(b) cost estimates covering the technical requirements of the TOR to ensure that the financial commitments of the consultants fully reflect their technical proposals, which - if inaccurate - could result in deficient proposal evaluation and contract award, and unsatisfactory contract implementation ;

(i) remuneration (fees) and ;

(ii) reimbursable cost items (travel and transport, communications, production of reports, office rent, local staff salaries, local taxes, etc.) ;

(d) local taxes (indirect and direct) and customs duties on imported equipment and supplies, which shall be identified separately from the base cost.

Selection Methods.

Quality and Cost-Based Selection – QCBSSection 51.

(53) The Procuring Entity shall use any of the following selection methods :

(a) Selection based on the technical quality with price consideration. Using this method, quality and price factors are combined and weighted in varying proportions depending on the importance of the quality versus price. The weight given to price in the overall ranking of the consultants shall depend on the technical complexity of the assignment and the nature of the project. Careful consideration shall be given to evaluations to assure that price considerations do not compromise quality. Generally, the proportional weights shall be set at 80 points for quality and 20 points for price, but could be 70 and 30 points, respectively, for assignments of standard or routine nature, or conversely 90 and 10 points respectively, for assignments where technical quality is of critical importance. Only the technical proposals which have passed the minimum technical mark set in the RfP will proceed to the financial evaluation. The required methodology shall be explained in the RfP.

Quality Based Selection – QBS:Section 32.

(b) Selection based solely on the technical quality of proposals, where the degree of technical quality is of paramount importance and decisive for the success of the project.

Least-Cost Selection – LCS :

(c) Selection based on the technical quality of comparable smaller and routine assignments, where the qualified lowest financial proposal is selected.

Fixed Budget Selection – FBS :

(d) Selection based on a fixed budget, for simple assignments for which the budget is fixed and cannot be increased.

Consultants Qualification Selection – CQS:

(e) Selection based on the Consultants’ Qualifications, for smaller assignments, where the selection procedure only comprises the comparison of the most appropriate qualification and references. The selected most qualified consulting firm is requested to prepare a technical and financial proposal on the basis of detailed TOR. For this procedure, only a simplified RfP is required.

Sole-Source Selection (or Direct Contracting) (SSS):

(f) allowed only in exceptional circumstances, subject to BPP prior certification and generally for small assignments only.

Part V Common Elements of the Selection Methods

Choice of the appropriate selection method.

(54) The Procuring Entity shall determine the appropriate method for selection of consulting firms by reference to the TOR and the types of and complexity of tasks to be carried out under the assignment. The need for and timing of consulting services shall be based on the procurement plan, the approved expenditure, and the schedule for implementation of the project.

Prior review by BPP. Section 2 (a).

(55) The selection methods, procedures and contract award shall be subject to the prior review thresholds as may be set from time to time by the BPP.

Section 51 (e).

(56) In cases of national defence and security, selection of consultants may be subject to such procedures and considerations as prescribed by the BPP.

Thresholds for the Selection Method.

(57) The application of selection methods, procedures and the award of consulting contracts shall be subject to monetary thresholds set by the BPP from time to time.

Request for Proposals (RfP).

(58) For all selection methods (except CQ and SS, when only a simplified RfP is necessary), the Procuring Entity shall prepare a RfP, using the Standard Request for Proposals and contract documents approved by the BPP.

Contents of the RfP.

(59) The RfP shall comprise a complete set of documents, including :

(a) the Letter of Invitation ;

(b) a standard section comprising the Instructions to Consultants (ITC) on how and when to submit their proposals, complemented by the Specific Instructions elaborating on the standard instructions and indicating the specific requirements for the proposed assignment, including the evaluation criteria ;

(d) Financial Forms, to detail the consultants’ financial proposal and qualifications ;

(e) the TOR, and

(f) the draft Contract, including the General Conditions of Contract and the Special Conditions of Contract.

Modifications to RfP.

(60) Modifications to the ITC of the RfP shall only be introduced through the Specific Instructions. If the selection is subject to prior review, the Procuring Entity shall submit the complete set of documents including the RfP and the draft contract to the BPP for approval before it is issued, and BPP may request the Procuring Entity to make the necessary modifications to ensure that the documents are in conformity with the Act or these Regulations.

Selection Criteria. Section 49 (11).

(61) For all selection methods, including CQS and SS, the consultant shall be required to submit both technical and financial proposals.

Setting the Technical Selection Criteria in the RfP.

(62) The procuring entity shall base its selection of consultants on the following factors :

(a) the consultant’s professional qualifications, reliability, professional and managerial competence, and relevant experience for the assignment ;

(b) the effectiveness of the proposal in meeting the needs of the Procuring Entity (thoroughness of the consultant’s methodology, approach, and work plan, including its comments on the TOR) ;

(c) the qualifications and expertise of the key staff proposed for the assignment and whether the majority of such staff are drawn from the permanent staff of the consultant ;

(d) the price of the proposal ;

(e) for short lists including international consultants: the consideration given by international consultants to the inclusion of domestic consultants in the consulting assignment.

(63) In accordance with paragraph 41, the Procuring Entity shall for all selection methods subject to competition (that is except for CQS and SSS), grade the technical criteria on a scale of 0 to 100 points. This grading scale is detailed in the Specific Instructions of the RfP. The points attributed to each evaluation criteria are a function of the importance of each criterion for the assignment and may be adjusted as necessary.

As an example, the following range shall be used for domestic short-lists :

See Example p 540 of the word document (Public Procurement Regulation for Consultancy Services

(64) The allocation of points to the above factors will differ for the type of assignment. For assignments of detailed engineering and design (example 1), greater weight shall be given to the consultant’s proven experience and past performance, and relatively lesser weight shall be given to key staff, because such assignments are mostly carried out at a consultant’s home office. For an assignment for construction supervision and implementation services (example 2), the quality of key staff is much more important, since it has a direct bearing on supervision and management of the works, quality of performance and quality control, as well as transfer of technology/know-how.

(65) The Procuring Entity’s Specific Instructions in the RfP may divide the above main criteria into sub-criteria, each of which shall be awarded subpoints, also weighted on a scale of 0 - 100 (e.g. for “methodology and work plan”, the sub-criteria may be “innovation” and “relevance of detail”.) However, the number of sub-criteria should be kept to a minimum (generally not more than three) to avoid that the evaluation becomes too mechanical and a “numbers game”. Sub-criteria are also customary for the proposed key staff (e.g. general qualifications and experience, adequacy for the assignment, leadership role in the area of the assignment, knowledge of the region, language proficiency, etc.).

Types of Consulting Contracts.

(66) When preparing the RfP, the Procuring Entity shall select the type of contract to be used for the consulting assignment. The Procuring Entity shall select the most appropriate one of the standard form of contracts for consultants’ services as prepared by the BPP.

(67) These standard form of contracts shall be as contained in Annex 2 :

(a) Lump Sum Contracts for complex assignments ;

(b) Lump Sum Contracts for simple assignments ;

(d) Time-Based Contracts for simple assignments ;

(e) Lump-sum and time-based contracts for individual consultants.

Request for Expressions of Interest to be advertised.

Section 46

Section 44 (a), (b).

(68) The Procuring Entity shall advertise requests for “expressions of interest” (EoI) from interested firms in at least two widely distributed publications, the procurement journal, and on the Procuring Entity’s website.

(69) To enable the Procuring Entity to evaluate the EoI submissions and draw-up a short list, the Request for EoIs shall list explicit criteria of the assignment including :

(a) A statement of the subject and main elements of the assignment and the timeframe for conduct of the assignment ;

(b) stipulations for consultants to provide details (technical and financial) of the core business of their organization and years of experience, relevant experience in assignments of similar nature, references that can attest to successful completion, key personnel available for the assignment, and any other information that may show the consultant’s ability to carry out the assignment satisfactorily ;

(c) the name, telephone, fax number, website, e-mail address and physical address of the Procuring Entity and the responsible contact person ;

(d) Stating the time for response to the EoI (not less than 14 days from publication).

Analysis of the EoI and Short-Listing of Consultants.

(70) The Procuring Entity shall analyze the Expressions of Interest and the responses of the consultants, dividing the responses into ‘responsive’ and ‘non-responsive’.

(71) The ‘responsive’ EoIs shall be those which meet or are nearest to meeting the minimum level of experience or capacity expected of consultants by the Procuring Entity. A short-list of the best ranking candidates is then drawn up from the list of responsive EoIs such that there are 6 candidates.

(72) Contracts estimated to cost less than N250 million, the shortlist can be made of only national consultants if there are enough qualified firms in that assignment

Finality of Shortlists.

(73) A shortlist shall be drawn up only after the deadline for the submissions of EoIs. Once the Procuring Entity has drawn up a shortlist no further application from other firms or individuals shall be considered and the Procuring Entity shall not add or delete names without BPP’s prior approval.

Joint ventures.

(74) Consulting Firms may enter into associations with one or more other firms to enhance their technical capacity. Such associations may be either for the long term or for a specific assignment.

(75) Such associations may take different forms and constitute :

(a) a Joint Venture, whereby all members are jointly and severally liable for the entire contract, and all members are required to sign the contract with the client ; or

(b) a Subcontracting Arrangement, whereby the lead-firm assumes complete responsibility for and coordination of the intellectual services and signs the contract with the client, while the subcontractor only executes part of the contract assigned to it under specific terms of reference, and for this purpose signs a subcontract with the lead-firm .

(76) After the short list is finalized and the RfP is issued, any form of joint venture, other association, or subcontracting among the short-listed consultants, as well as with non-short-listed consultants, shall be allowed only with the approval of the Procuring Entity, and must be communicated in writing to the Procuring Entity at least 14 days before the Proposal submission date and in accordance with the provisions of the RfP.

(77) Non-domestic consulting firms may associate with one or more domestic consulting firms. However, no Procuring Entity may stipulate conditions which require mandatory joint ventures or other forms of associations between specific consulting firms. Procuring entities intending joint ventures between non-domestic and domestic consulting firms should include a statement to that effect in the EoI for the assignment.

Letter of Invitation (LoI) in the RfP. Section 46.

(78) The Procuring Entity shall ensure that the ‘Letter of Invitation’ (LoI) includes the following :

(a) the subject of the assignment ;

(b) a statement that the financing of the assignment is provided for in the budget of the Procurement Entity ;

(d) a statement that a consulting firm shall be selected on a competitive basis ;

(e) the selection method ;

(f) the details of the Procuring Entity ;

(g) the names of the short-listed consultants ;

(h) the list of the documents attached (Instructions to Consultants, TOR, Standard Forms for the technical and financial proposals, and the draft Standard Contract) on the basis of which the proposals shall be formulated ;

(i) an indication if it is a fixed price consultancy or if the duration of the assignment may be longer than 18 months, and will be subject to price adjustment;

(j) the deadline for proposal submission ;

(k) if the submission procedure will include a pre-proposal meeting ;

(l) a statement that the invited consultants are requested to respond immediately to the Procuring Entity that they are interested to submit a proposal for the assignment or that they decline.

Instructions to Short-listed Consultants (ITC) in the RfP. Section 48.

(79) All RfPs shall be accompanied by ‘Instructions to Consultants’ (ITC1) and associated Specific Instructions which shall :

(a) define the procedure, place and period for proposal submission (between 30-90 days depending on complexity) ;

(b) indicate the proposal validity period (normally 60-120 calendar days). It is important to define a realistic validity period to avoid that at negotiations the consultant substitutes key staff proposed and evaluated ;

(c) provide the details needed for responsive proposals, including the evaluation criteria and respective weights of technical and financial proposals ;

(d) state the minimum technical quality passing score ;

(e) provide information on the eligibility and association of consulting firms ;

(f) indicate the language of communication ;

(g) schedule visits to the project site if required ;

(h) give the date and time of a pre-proposal meeting (in the case of a complex assignment requiring clarifications on site), and

(i) explain the procedures for the proposal opening and evaluation, contract negotiations and contract award, and state clearly that the technical proposal should not contain any information on the financial proposal.

Draft Contract to be included in RfP

(Section 48 (1) (xvi).

(80) Procuring Entities shall adapt the Standard Contracts for consulting services provided by the BPP and attached to these Regulations as Annex …..

(81) The draft contract for each assignment shall be included in the RfP as an annexure.

Contents of the Standard Contract.

(82) The Standard Contracts shall include the following Clauses :

(a) General Conditions of Contract between the Procurement Entity and the Consultant, which comprise the standard contract provisions ;

(b) Special Conditions of Contract, indicating the requirements specific to the implementation of the assignment. Modifications to the General Conditions of Contract shall only be introduced through the Special Conditions of Contract. Different forms of contract are explained in Annex 2. In the rare circumstances that the Standard Contract is not applicable, Procuring Entities may use other forms of contract subject to prior approval by the BPP ;

(c) Contract duration : if a contract is expected to exceed 18 months, a price adjustment formula shall be included in the Special Conditions of contact to adjust the remuneration for foreign and/or local inflation. If price adjustment is indicated in the Specific Instructions of the ITC, it shall not be part of the financial evaluation.

(d) Clear payment provisions, which shall be agreed upon during contract negotiations. Payments may be on a lump sum basis (lump-sum contracts based on outputs) or on a monthly basis (“time-based” contracts based on actual time spent but limited to a ceiling, which is the contract price) :

(i) Design and Detailed Engineering shall normally be remunerated on a lump sum basis.

(ii) Supervision services are time-based contracts.

(e) Mobilization fees: Such advances shall not exceed 15% of the contract value for national consultants and 10% for foreign consultants. In all cases advances shall covered by a bank guarantee acceptable to the Procuring Entity. The mechanism for the recovery of the advance shall be clearly spelled out in the contract.

Cost estimate of the assignment.

(83) Except in the case of the Fixed Budget selection method, the RfP does not provide the estimated budget cost, only the estimated input of professional staff time. However, the Procuring Entity shall always prepare its own detailed cost estimate for the assignment, taking into account the estimated staff time and prevailing market rates for consultants, and the likely reimbursable costs such as travel, per diem, office rent, communication costs, computer costs, report production, printing and dissemination, and insurance. It will need this cost estimate to compare with the financial proposals. Consultants shall be free to submit their own estimates.

Procedure for the Rejection of Proposals.

(84) Procuring entities may reject all proposals submitted by consultants on the grounds of being non-responsive if :

(a) None of the proposals meet the objectives of the TOR. In this case, the Procuring Entity shall improve the clarity of the TOR and issue new requests for proposals to the same firms or to a newly drawn-up short list.

(b) All proposals are below the minimum qualifying mark for technical quality. In this case, the EoI shall be re-advertised and a new shortlist of consultants other than had earlier responded shall be compiled.

(c) All financial proposals substantially exceed the budget estimate. In such cases, the Procuring Entities increase the budget if it is determined that the costs estimates were too low, or scale down the scope of the services requested, or cancel the assignment altogether if it is not uneconomical to continue.

(85) In all cases where all proposals are subject to rejection, the Procuring Entity shall first obtain approval of the BPP and thereafter inform the competing consultants accordingly.

Only one Proposal Received.

(86) If only one short-listed firm has responded or remains as the only responsive firm among the proposals received, it may still be considered that a competitive procedure has taken place. The Procuring Entity may evaluate the sole consultant’s proposals, and, if satisfactory, invite it for contract negotiations, or continue with the one remaining candidate to negotiations and contract award.

Insufficient Competition.

(87) If no responses are received within the proposal submission period stipulated in the RfP, the Procuring Entity shall review the possible causes, and reformulate the RfP, including the estimated staff-time, or draw up a new short list, or both, and recommence the procedure. If the procedure is subject to prior review, the Procuring Entity shall do so after certification by the BPP. If, after a second call, there is still no response, the Procuring Entity may seek BPP approval to direct contracting of a qualified firm, based on the original RfP and submission of satisfactory technical and financial proposals.

Part VI : Procedures for proposal preparation, submission, opening, evaluation, negotiation, award and contract signature with firms

Preparation and Submission of the Proposals Section 48(1)-(3).

(88) Procuring Entities shall allow sufficient time for consultants to submit their proposals in response to the RfP. Depending on the complexity of the assignment, the period for submission shall not be less than 30 and no more than 90 calendar days. Any proposal received after the closing time for the submission of proposals shall be returned unopened.

Requests for clarifications by short-listed candidates before submission. Section 47(1).

(89) Up to 14 days before the proposal submission date, shortlisted candidates may request clarifications in writing (facsimile or electronic mail) on any of the RfP documents. The Procuring Entity shall respond to such requests, without identifying the source, within 7 working days by similar method, and simultaneously copy the clarification to the shortlisted consultants.

(90) Procuring Entities shall refrain from communicating with prospective candidates after publication of the RfP other than as provided for in the Regulations under this paragraph or in the event of pre-proposal meetings.

Pre-proposal Meeting. Section 47(4).

(91) For complex consulting contracts, a pre-proposal meeting may be arranged whereby potential candidate consultants meet with the representatives of the Procuring Entity to seek clarifications. Minutes of the meeting shall be provided to all prospective candidates (including those who did not attend) and be duly recorded in the records of the Procuring Entity. Any additional information, clarification, correction of errors or modifications of the RfP shall be sent to each shortlisted candidate in sufficient time before the proposal submission deadline to enable candidates to take appropriate action. If necessary, the Procuring Entity shall extend the submission deadline.

Modification of the RfP by the Procuring entity. Section 47(2).

(92) If needed or for purposes of the Procuring entity, the Procuring Entity may modify the RfP by issuing an addendum up to 14 days before the submission deadline. The Procuring Entity may extend the deadline for proposal submission, and if the procedure is subject to prior review by the BPP, do so with prior concurrence of the BPP.

Proposal modification or withdrawal by the short listed candidate. Section 49(4).

(93) A candidate may modify or withdraw its proposal prior to the submission deadline in accordance with the provisions in the RfP.

Currency. Section 46(1).

(94) Domestic consultants shall express their financial proposals in Naira. If international consultants are on the short list, they may express their foreign cost in a convertible international currency; however local costs shall be quoted in Naira. For purposes of the evaluation and comparison of costs, the RfP shall state that the source for the conversion of price proposals to Naira shall be the medium exchange rate of the Central Bank of Nigeria on the date of proposal submission. The RfP shall indicate that all payments shall be made in Naira.

Validity of Proposals. Section 48(1).

(95) Consultants shall be required to submit proposals valid for a period specified in the RfP, sufficient to enable the Procuring Entity to complete the comparison and evaluation of proposals, obtain the necessary approvals from BPP, if required, so that the award of contract can be effected within that period. The validity period should normally be from a minimum of 60 to 120 days from proposal submission through evaluation, contract award and signature, depending on the complexity of the proposal.

Extension of Validity of Tenders. Section 31 (b) (c).

(96) If an extension of proposal validity becomes necessary due to unforeseen difficulties in the proposal evaluation and award process, the Procuring Entity shall request the candidates in writing for their agreement before the expiration of the validity period stated in the Request for Proposals. The extension shall be for the minimum period required to complete the evaluation, obtain the necessary approvals and award the contract. If additional extensions are needed, prior no-objection of the BPP shall be requested stating the reasons for the requested extension.

(97) Whenever an extension of the proposal validity period is requested, candidates shall not be asked or permitted to change the quoted (base) price or other conditions of their proposal.

Procedures for Submission. Section 48 (1) and (2).

(98) The procedures for submission of proposals are described in the Standard RfP. Proposals shall be :

(a) properly identified by the candidates in order not to be mistaken with proposals for other assignments ;

(b) signed by a legal person who is authorized to bind the firm, and :

(c) technical and financial bids shall be delivered simultaneously at the location indicated in the RfP, in two separate sealed envelopes, enclosed inside a third sealed envelope, and no later than at the stipulated time.

(99) No amendment to either proposal shall be admitted thereafter.

(100) The Procuring Entity shall register the proposals received, issue a receipt for them, and verify that each proposal contains the technical and financial proposals in sealed envelopes. It will place them in a tamper-proof location. Proposals received after the deadline shall be returned unopened to the consultant. Proposal opening shall start immediately following proposal submission or if held at a different location, only with the difference of time needed to transport the proposals to the opening location.

Appointment or Evaluation Committee(s). Section 21 (f).

(101) No later than two weeks before the proposal submission date, the Procuring Entity shall constitute an evaluation committee of at least 3 experts in the subject of the assignment, headed by a chair person, to carry out the technical and financial proposal evaluation. The Procuring Entity shall ensure that the members of the evaluation committee possess the necessary technical and financial competence to evaluate the proposals, and include the person who drafted the TOR and the selection criteria for the RfP2. The technical and evaluation committees may consist of the same members or be supplemented by professionals specialized in each field of evaluation. At least a week before the evaluation starts, the team members shall meet to familiarize themselves with the background documentation and the evaluation procedures. If the Procuring Entity does not possess the qualified evaluation staff it should consider appointing independent experts from other Procuring Entities or hire individual consultants. For the purpose of evaluation, the Procuring Entity shall use BPP’s Standard Consultants Proposal Evaluation Report.

Confidentiality of the Evaluation and Selection Procedure. Section 52 (4).

(102) The Procuring Entity shall ensure that throughout the evaluation procedure, information on evaluation results and recommendations shall not be disclosed to anyone but those officially concerned until the successful consultant is notified of the contract award.

Proposal Opening. Section 48 (4) (5).

(103) Immediately following the deadline of the submission of proposals, the Procuring Entity shall first open the technical proposals. The Procuring Entity shall prepare minutes of the technical proposal opening for its record and sends a copy to the BPP. The Procuring Entity shall ensure that the financial proposals remain sealed and deposited in a safe box with the Procuring Entity’s designated authority and that no one has access to the financial proposals until their public opening. The proposal opening procedure is the same for QCBS, LCS, FBS, and for QBS only as far as the technical proposals are concerned.

A. Evaluation Procedure for the Quality and Cost Based Selection (QCBS).

Preliminary Examination.

(104) The technical evaluation committee shall first carry out a preliminary evaluation to determine if the technical proposals are substantially responsive i.e. by assuring that :

(a) the technical proposal has been properly signed, responds to the terms of reference, responds to all components of the TOR, the CVs of key staff included with the original copy has been signed by the individuals and they are initialed by the consulting firm, and lastly that the technical proposal is generally in good order.

Rejection on grounds of major deviation.

(105) If upon opening a technical proposal a major deviation is found, the technical proposal concerned will not be further evaluated and shall be marked ‘rejected’ and a statement to that effect made in the technical evaluation report. A major deviation would have occurred if any one or more of the following situations arise, i.e.

(a) if the original copy of proposal has not been signed ;

(b) the CVs in the original copy have not been signed by the firm and the individual ;

Procuring Entity may request clarifications after submission of proposals.

(106) If a Procuring Entity deems it necessary to seek clarifications from a candidate after technical proposal opening, candidates shall not be asked to alter their proposals, or to change the substance of their technical proposals. A Procuring Entity may need to ask clarifications, for example in the event that some pages of supporting information (CVs) are not initialed, if required in the RfP, or if the candidate has not sent the required number of copies or omitted a form. Requests for clarification and the candidates’ responses shall be made in writing and any discrepancies noted shall be recorded in the technical evaluation report.

Detailed technical evaluation.

(107) The evaluation committee’s team leader prepares a table in the form of a matrix with rows representing the technical selection criteria to measure the strengths and weaknesses of each technical proposal using the points attributed to each criterion in the RfP. The committee members then review the firm’s relevant experience for the assignment, the firm’s proficiency supported by written references of successful completion of similar assignments, the proposed methodology and work plan, the qualifications and proficiency key staff and their curricula vitae, which it may wish to verify for accuracy and completeness. Each committee member shall award scores to each technical criterion stated in the matrix in accordance with the points given in the RfP, rank the candidate’s technical proposal, and initial the individual evaluation sheet. Then the committee as a whole shall review the individual scores, and agree on the ranking of each candidate in accordance with the scores obtained. Major differences in the individual scores should be discussed and ironed out. The committee team leader then calculates the average of the individual scores for each criterion and prepares the combined technical evaluation and ranking sheet. After verification by the committee members, each member initials the combined evaluation sheet.

Technical Evaluation Report.

(108) The committee shall prepare a Technical Evaluation Report describing the evaluation procedure and attach the minutes of the opening of the technical proposals, as well as the individual and combined evaluation sheets. The Report is submitted to the designated authority of the Procuring Entity for approval. If the assignment is subject to a monetary threshold, the Report shall be submitted to the BPP with a recommendation for “No Objection”. After approval of the Technical Evaluation Report by the relevant Approving Authority, the technical ratings cannot be changed.

Proposals not meeting the qualifying technical mark. Section 53 (1) (iii).

(109) Only the proposals of the candidates that pass the minimum technical qualifying mark will move on to the financial evaluation. All proposals falling below the qualifying mark or were not responsive shall be eliminated and not given further consideration.

Financial proposals of unsuccessful technical proposals.

(110) Not later than 14 days after the approval/No Objection of the technical evaluation report, the Procuring Entity shall advise the unsuccessful candidates in writing of the decision and simultaneously return their financial proposals unopened.

Invitation for public opening of the financial proposals.

(111) The opening of the financial proposals shall be held not later than 14 days after the technical evaluation is approved by the Tenders Board or the receipt of the BPP’s No Objection. The Procuring Entity shall advise the successful consultants of the date and venue of the public opening of the financial proposals and invite them to attend or send representatives.

Opening of the Financial Proposals.

(112) The Procuring Entity shall appoint the same or a different evaluation committee with qualified professionals to carry out the evaluation of the financial proposals

(113) The Procuring Entity shall proceed to the public opening of the financial proposals by :

(a) allowing participating consultants to verify that the sealed financial envelopes have not been tampered with ;

(b) announcing the technical quality scores of the remaining candidates, and enunciates the price of each financial proposal ;

Minutes Section 51(5).

(114) The proceedings of the financial opening are recorded in minutes, which shall be sent to the candidates and published on the Procuring Entity’s website and the Procurement Journal. A copy is sent to the BPP for information, and later on attached to the Financial Evaluation Report.

Preliminary examination of the financial.

(115) The financial evaluation committee shall first verify if the proposals contain the required financial forms and if the financial proposal forms are signed. If the submission form is not present or has not been signed, the proposal shall be rejected.

Detailed Evaluation of financial proposals.

(116) The evaluation committee then proceeds to verify :

(a) If the proposals contain any arithmetical errors, corrects them, and conveys them to the candidates concerned for review and agreement. If a candidate does not accept the correction, its proposal shall be rejected ;

(b) That the financial strength of the firm and its working capital are adequate to carry out the assignment. For the purpose of comparing the cost of the proposals, corrected as the case may be, the costs shall be converted into Naira at the medium exchange rate quoted by the Central Bank of Nigeria at the date indicated in the Specific Instructions of the RfP ;

(c) That the consultants’ proposed payment terms, required mobilization fee and other terms agree to the draft Special Conditions of Contract which is attached to the RfP.

Local Taxes.

(117) Financial proposals shall generally consist of two components :

(a) the consultants’ fees, and

(b) its reimbursable expenses such as travel, office renting and supplies, translation, report printing and secretarial services. Where the RfP requires that the Consultants separately identify any foreign or local taxes (indirect and direct) and customs duties on imported equipment and supplies, these costs shall not be considered in the financial evaluation because they are difficult to specify, may be different from consultant to consultant, and would, therefore, distort the comparability of the proposals.

Financial proposals to cover technical proposals.

(118) The committee shall verify that the financial proposal covers all elements of the technical proposal (in particular the staff time needed to bring the assignment to a successful completion) particularly to ensure that the financial proposal adequately reflects the technical commitments and output of the consultant.

If some technical inputs are not costed or the staff time needed to carry out the assignment is clearly underestimated to favor the proposal’s financial rating, the committee shall adjust the cost of the proposal, using the cost elements of the proposal concerned or an average cost of the same elements of other proposals. Such adjustments, as well as any arithmetical corrections, shall be explained in the committee’s financial evaluation report. If training and transfer of technology are included in the TOR, the committee shall verify if sufficient funds have been budgeted in the proposals.

Margin of preference for domestic consultants. Section 49(2). Financial Scores and Ranking.

(119) If a shortlist consists of domestic and international consultants, a Procuring Entity may apply a margin of preference to the financial proposal of a domestic consultant in accordance with BPP Regulations, provided the allowance for such margin of preference was indicated in the RfP.

The lowest evaluated financial proposal is given a score of 100 and the scores of the other proposals are calculated by dividing the lowest cost proposal by the price of the respective other proposals, as follows: Sf = 100 x Fm/F, in which Sf is the financial score, Fm is the lowest price and F the price of the proposal under consideration. The evaluation committee finalizes its ranking of the candidates’ financial proposals accordingly and describes its financial evaluation procedure in its Financial Evaluation Report.

Combined Technical and Financial Evaluation Report. Section 51 (6) (vii), (viii).

On the basis of the technical and financial evaluation reports, the evaluation committee shall determine the best ranking candidate by applying the weights attributed to price versus quality as follows: In case of QCBS, the lowest Financial Proposal (Fm) will be given a financial score (Sf) of 100 points. The financial scores (Sf) of the other Financial Proposals will be computed as indicated above. Proposals will be ranked according to their combined technical (St) and financial (Sf) scores using the weights (T = the weight given to the Technical Proposal; P = the weight given to the Financial Proposal; T + P = 1) indicated in the Specific Instructions:

S = St X T% + Sf X P%

Negotiations.

(120) It then prepares a Combined Technical and Financial Evaluation Report, recommending the consultant with the highest combined technical and financial score for invitation to contract negotiations.

(121) The negotiating team appointed by the Procuring Entity shall formulate the technical and financial issues to be discussed at negotiations.

(122) The purpose of negotiations regarding technical matters shall be :

(a) to formulate and finalize the Terms of Reference into the scope of services to be carried out under the assignment ;

(b) to agree on the methodology and work plan ;

(d) confirm the availability of key staff, make adjustments regarding deliverables and staff time as may be necessary; Provided the selected firm shall not be allowed to substitute proposed key staff at the time of negotiations (or at contract award) unless this is unavoidable due to delay in the selection procedure and a resulting extension of the proposal validity period.

(123) If it turns out at negotiations that any key staff proposed is no longer available, the Procuring Entity may disqualify the consultant. However, if agreement can be reached on replacing key staff, their qualifications and experience shall be the same or better than for the key staff originally proposed.

(124) The final TOR and the agreed methodology shall be incorporated in the “Description of Services”, which shall form part of the contract

(125) The purpose of negotiations regarding financial matters shall be to agree

(a) on general payment terms

(b) payments to be made in foreign and local currency ;

(d) taxes (especially a clarification of the consultant’s local tax liability, if any) ;

(e) price adjustment formulas, if applicable, and other elements of the Special Conditions of Contract ;

(f) The Procuring Entity’s contribution of available documentation and studies, office space, and counterpart staff time and their responsibilities, shall also be discussed. However, the TOR, the terms of the contract on the basis of which the selection process was initiated and the proposal evaluated shall not be substantially altered. Unit prices, on the basis of which the financial proposal was ranked, shall not be negotiated.

(126) On completion of negotiations, the negotiation team prepares a report to the designated authority of the Procuring Entity, which then proceeds to contract award, subject to BPP’s “No Objection” where necessary.

Unsuccessful Negotiations.

Section 52 (3).

(127) If negotiations are unsuccessful, the Procuring entity shall invite the next best ranking candidate for negotiations and this procedure continues until the negotiation stage is successfully concluded. Once negotiations with the next candidate begin, the Procuring Entity shall not reopen negotiations with the former candidate.

(128) After successful completion of negotiations, but subject to “No Objection” by the BPP, where necessary, the Procuring Entity shall promptly proceed with the award of the contract to the successful candidate by sending it a ‘Notice of Acceptance’, and inviting it for contract signature. This procedure must be concluded within the period of proposal validity or the extended proposal validity. The Procuring Entity shall also notify the other shortlisted candidates who passed the technical minimum mark that they were unsuccessful.

B. Evaluation Procedure for the Quality Based Selection (QBS).

Use of the QBSSection 52 (1).

(129) The Procuring Entity shall apply the QBS method when :

(i) the high degree of technical quality of an assignment is of overriding importance because of its high supplementary impact on the successful outcome of the project and made the main focus of the competition ;

(ii) the scope of the assignment is difficult to determine and requires innovation, or ;

(iii) different technical approaches are possible making price comparison difficult.In all these cases, the price is of secondary importance and usually negotiated with the best ranking technical candidate. Examples are the construction of a large dam or a building with special architectural requirements, consultants assistance for privatization of complex public assets (petrochemical industries, utilities), or management advice where the outcome is of critical importance for the success of public sector efficiency (major institutional reforms).

Conduct of QBSSection 52 (2).

(130) The Procuring Entity may choose either of the following procedures to conduct Quality Based Selections :

(a) The RfP invites for technical proposals only and invites a financial proposal from the candidate with the best ranking technical proposal. After evaluation of the financial proposal it invites the candidate for contract negotiations ; or

(b) The RfP invites for technical and financial proposals in separate envelopes at the same time, but only opens the financial proposal of the best ranking technical candidate, which it then negotiates to conclude a contract. If negotiations are unsuccessful, the financial proposal of the next best ranking candidate is opened and negotiated, and so on till a satisfactory contract is concluded. The remaining financial proposals should be kept sealed in a safe box and returned unopened to the unsuccessful candidates.

(131) The RfP preparation and the evaluation and selection procedures are otherwise the same as for QCBS.

C. Evaluation Procedure for the Least Cost Selection (LCS)

Least Cost Selection (LCS).

(132) A Procuring Entity may apply the Least-Cost Selection method for smaller (less than x25 million) assignments, or assignments of standard and routine nature with well-established practices, where TOR can be easily defined, such as standard financial audits and simple engineering. The procedure is based on comparability of technical proposals and least cost. . When applying this method, the Procuring Entity shall issue the RfP and carry out the evaluation of technical and financial proposals as under QCBS. This method does not include weighting quality versus price. Following technical evaluation, the Procuring Entity shall retain only those firms that obtained the minimum technical score. As for QCBS, the Procuring Entity shall proceed to public opening and evaluation of the financial proposals of those candidates who scored the minimum technical score only. Following financial evaluation, the candidate with the lowest evaluated financial proposal is invited for negotiations. If agreement is not reached, the candidate whose financial proposal is ranked second lowest shall, in turn, be invited to negotiate and so on, until a satisfactory agreement is reached with next best ranked candidate.

D. Fixed Budget Selection (FBS)

(133) A Procuring Entity may apply the Fixed Budget Selection procedure for simple assignments where TOR and staff input can be precisely defined, and where the cost cannot exceed a fixed budget amount. The RfP shall state the fixed amount in the Specific Instructions. Candidates shall be requested to provide their best technical and financial proposals in separate envelopes, as under QCBS, with cost figures that shall not exceed the budgetary limit. For this purpose, the Procuring Entity shall prepare the TOR carefully and make a detailed internal cost estimate, to ensure that the budget is sufficient to carry out the requested assignment. The Procuring Entity shall proceed with the opening and evaluation of the technical proposals as under QCBS. At the public opening of the financial proposals of the technically qualified candidates, the financial proposals shall be read out aloud and the proposals that exceed the budgetary limit shall not be further evaluated. The Procuring Entity shall select the candidate who has submitted the highest ranked technical proposal within the budget limit for contract negotiations, award and signature subject to any necessary BPP certification.

E. Consultants Qualifications Selection (CQS)

Consultants Qualifications Selection (CQS)Section 52 (1).

(134) A Procuring Entity may apply the CQS method for small (less tnan x25 million)and unique assignments, mostly with a short duration;

(a) when a comprehensive selection procedure is not justified ;

(b) when the time and cost of examining and evaluating a large number of proposals are disproportionate to the value of the services requested ;

(c) when a firm’s specialty meets the unique criteria for a particular assignment for which there are few specialist firms available, and

(d) when it is in the interest of national defence and security.

(135) Under the CQS method, the Procuring Entity shall first prepare the TOR. Next, the Procuring Entity shall advertise to request expressions of interest. The request shall indicate the main elements of the assignment taken from the TOR and ask for information on the consultants’ qualifications, experience and proven competence in the area of the assignment. After review of the expressions of interest and information received, the Procuring Entity shall select the most suitable candidate and request it to submit a combined technical-financial proposal on the basis of a simplified RfP including detailed TOR. An evaluation committee of the Procuring Entity shall evaluate the technical and financial proposal, make its recommendations for contract negotiations, and submit them to the designated approving authority. Once approval is obtained, the Procuring Entity shall proceed to negotiations and contract signature.

F. Single Source Selection (Direct Contracting) – (SSS)

(136) A Procuring Entity may with the express written approval of the BPP, request a single firm to prepare technical and financial proposals based on a simplified RfP with detailed TOR, and, following BPP certification negotiate a contract. Since direct contracting does not have the benefits of competition and comparative analysis, the Procuring Entity shall take all cautionary measures to ensure that the principles of economy, efficiency and transparency are respected.

Section 47 (3) (iii).

(137) The following circumstances may warrant single source selection :

(a) Emergency situations arising from natural disasters or a financial crisis or other sudden unpredictable events of national consequence requiring immediate expert advice. However, sudden requirements for expertise that are caused by lack of or inadequate procurement planning shall not be justified as emergency situations.

(b) Small value, i. e. less than N1.0m ;

(d) continuity of similar services, where the original contract was awarded competitively following short listing, e.g. for assignments of “downstream work”, such as detailed engineering after the feasibility study, or supervision of implementation after detailed engineering. However, if the initial RfP, including the selection procedure, and the contract did not provide for possible downstream work, a normal competitive selection procedure shall be followed for the downstream activity, whereby the incumbent consulting firm may be included in the short list, provided it completed its upstream work satisfactorily and expresses interest ;

(e) It is in the interest of national defence and security.

G. Selection of Special Types of Consultants.

The following special types of consultants may be needed for particular assignments. Their use is identified during project preparation or as a result of a federal development policy program, or programs associated with national or international development organizations or activities.

Use of Financial Institutions.

(138) A Procuring Entity may decide to use the services of Financial Institutions (Investment Banks, Commercial Banks, Financial Management Firms, or Privatization Consultants) for advice in the privatization of public assets or assistance in the privatization process itself. Selection shall be by QCBS method. Selection criteria may include experience in similar assignments, having a network of potential purchasers, or past results in assets sold. When the assignment is for advice only, the selection shall be based on the normal comparison of quality and cost (“retainer fee” and reimbursable expenditures). If, in addition, the assignment includes assistance in privatization, the RfP and the selection procedure may be based on a “success fee” proposed by competing consultants on the basis of their individual estimate of the likely sale value of the assets, described in the RfP. Under this alternative, if the consultant passes the minimum qualifying technical mark, the success fee may be the only price element of competition, while the fee and the reimbursable cost are fixed amounts. Pre-proposal visits to the site (with minutes signed by participants) may be required to provide sufficient information to competing consultants in order to obtain responsive proposals and to avoid ambiguities during the evaluation procedure.

Use of Procurement Agents.

(139) For complex project activities, where the Procuring Entity lacks the necessary procurement capacity, BPP may direct that it contract a procurement agent to handle the procurement on behalf of the Procuring Entity. For the selection the Procuring Entity shall follow the QCBS method. The contract shall provide that the procurement agent will be paid a fixed fee or a percentage of the contracts that will be procured. If the contract is only for procurement advice, payment terms may be a fixed fee or on the basis of a “time-based” contract (number of staff-months) with a ceiling price. Since the work is fairly routine, the price competition may be increased in the selection criteria of the RfP by setting the proportional weight given to the cost of the assignment and the technical quality of the proposal at 50 points each

Use of Non-Governmental Organizations (NGOs).

(140) For social type of development projects, where the knowledge of the local community is paramount for the success of the project, or in cases where the contribution of civil society is needed, Procuring Entities may decide to use non-governmental or non-profit organizations (NGOs). Procuring Entities shall use the QCBS selection method for larger assignments, but for smaller assignments the CQS method may be applied. The normal procedures for advertising for expressions of interest and shortlisting shall be followed. The RfP should include criteria to ensure that NGOs are qualified and possess proven success rates in their field of competence (especially for social services). NGOs may be included in the short list if they express interest. Single source selection may be appropriate, subject to the Procuring Entity’s internal review procedures and BPP “no-objection” if the program activity is subject to prior review.

Part VII Selection of Individual Consultants

(141) When a Procuring Entity needs individual technical advice or assistance it may want to select individual consultants with the experience and qualifications necessary for a particular assignment. This type of services may include :

(a) preparation of TOR ;

(b) updating or revision of feasibility studies ;

(d) technical assistance in economic and sectoral planning, institutional reorganization and management ;

(e) assistance in procurement planning, preparation of bidding and proposal documents, and the evaluation of bids for goods and works and consultant proposals ;

(f) technical assistance in project management, supervision or completion reports ;

(g) training.

(142) Procuring Entities may advertise the assignment in order to receive expressions of interest. However, they may constitute a short list from their available database and approach the individuals directly by sending them the TOR. Selection shall be carried out through comparison of the qualifications of at least six suitable candidates. Regulations of the Procuring Entity for evaluation and approval of candidates shall apply. Criteria shall be academic background, experience, specific knowledge and verifiable references for successful completion relevant for the assignment. If quality of the assignment is paramount and the expertise rather rare, selection shall be done on the basis of quality only. When the expertise for an assignment is more generally available, fees may be negotiable depending on market conditions and availability of the individuals. For assignments of more than 6 months, an interview of the candidates must be carried out before final selection is made.

(143) Evaluation Criteria

Procuring Entities shall apply the following technical scores, which may vary according to the type of assignment, in the selection of individual consultants, as shown in the example below :

Evaluation Criteria Points

General Qualifications (Education, .. .. .. .. 10

Working Experience ... .. .. .. .. .. 15

Adequacy for the assignment

(applicability of experience) .. .. .. .. 65

Relevant Experience .. .. .. .. .. 5

Communication Skill, Compuer Skill, etc .. .. .. 10

(144) For a competitive selection of individual consultants, the Procuring Entity shall use BPP’s standard Letter of Invitation (LOI) and contract for individual consultants. If the consultants are selected on a competitive basis using quality only, the Procuring Entity shall contact the consultant with the highest technical score and if available negotiate the fee and other terms and conditions. If selection takes place on the basis of quality and cost comparison, the Procuring Entity shall offer the contract to the consultant with the highest combined score.

(145) Procuring Entities may contract individual consultants directly in exceptional cases, such as :

(a) tasks that are a continuation of previous work of the consultant, for which the consultant was selected ;

(b) assignments lasting less than six months ;

(d) when there are only few or no other consultants available with the required expertise.

Section 17 (13) (14).

(146) In such case, the Procuring Entity shall send the consultant the LoI with the TOR and conditions of contract, negotiate the fee if necessary, and sign the contract.

Schedule 1 Review and Approval of Consultants Selection

Review of Selection Procedure

(1) For all selection methods subject to prior review in accordance with thresholds [specified below…] [announced separately in BPP Procurement Notes], BPP shall fulfill the review function. For this purpose, BPP shall review the selection procedures proposed by the Procuring Entity, including advertising, the Terms of Reference, the Request for Proposals, and the planning of the procurement process, for conformity with the Regulations and the Procurement Law. The Procuring Entity shall promptly inform BPP of any delay, or other changes in the implementation of the procurement plan regarding the selection procedure, and agree with BPP on corrective measures.

(2) Internal Procurement Review at the Procuring Entity

(3) The Approving Authority of a Procuring Entity is the Tenders Board by delegation of the Minister where it concerns a Ministry or by delegation of the Chairman where it concerns a Public Enterprise.

(4) The Procurement Unit (PU) of a Ministry or a Public Enterprise prepares all procurement documents, including procurement plans, in collaboration with the project and budget units, and prepares requests for approvals and no-objections on behalf of the Tenders Board.

(5) The Procurement Planning Committee (PCC), which is composed of representatives of various departments in a Ministry or Public Enterprise, reviews if procurement plans meet the needs and budget of the Ministry or the Public Enterprise and tenders are on schedule with the needs assessment.

(6) Before Proposals are invited, the Procuring Entity shall furnish to BPP for its comments, the Request for Expressions of Interest and the draft Terms of Reference, the proposed shortlist and draft Request for Proposals, including the evaluation criteria; and the conditions of contract, and shall make such modifications in the said documents as BPP shall reasonably request. Any further modification shall require BPP’s approval before it is issued to the shortlisted candidates.

(7) For the evaluation of proposals, the Procuring Entity shall use BPP’s Standard Proposal Evaluation Report.

(8) After proposals have been received and evaluated, the Procuring Entity shall, before a final decision on the award is made, furnish to BPP in sufficient time for its review, the technical evaluation report (prepared, if BPP shall so request, by experts acceptable to BPP), together with the recommendations for the candidates who passed the qualifying technical mark and whose financial proposals will be evaluated. The technical evaluation report to BPP shall be accompanied by the three best ranking technical proposals. The Procuring Entity shall also request BPP’s no objection, if the technical evaluation report recommends rejection of all proposals.

(9) When BPP determines that the technical evaluation is inconsistent with the RfP and the approved procurement procedures, it shall promptly inform the Procuring Entity and state the reasons for such determination. Otherwise, BPP shall provide its no-objection and authorize the Procuring Entity to proceed with the opening and evaluation of the financial proposals, when it concerns a selection based on quality and price (QCBS, LCS, FBS), or give its “No Objection” to invite the candidate with the best ranking technical proposal to submit a financial proposal (QBS), or to open and evaluate the financial proposal of the candidate with the best ranking technical proposal (QBS). The “No Objection” to the technical evaluation report will also authorize the Procuring Entity to proceed with negotiating a contract with the firm obtaining the highest combined technical and financial scores

(10) Upon BPP’s no-objection, the Procuring Entity shall invite the selected firm for negotiations, with the intention to award the contract to the firm if negotiations are successful. If there are no or only minor changes in the draft contract issued with the RfP, the Procuring Entity and the selected candidate may negotiate the contract by facsimile or electronic mail. After successful negotiations, the Procuring Entity and the successful firm will initial the draft contract and submit the initialed contract to BPP for “No Objection” to sign the contract.

(11) If the Procuring Entity requires an extension of bid validity to complete the process of evaluation, obtain necessary approvals and clearances and to make the award, it should seek BPP’s prior approval for the extension of the proposal validity period.

(12) If the Procuring Entity receives protests or complaints from candidates about the evaluation, the Procuring Entity shall send a copy of the Procuring Entity’s response to BPP for information.

(13) The terms and conditions of a contract shall not, without BPP’s prior approval, materially differ from those on which proposals were issued.

(14) In all cases, also those not requiring prior review, the Procuring Entity will send one conformed copy of the contract to BPP promptly after its signing.

(15) The Procuring Entity shall publicly disclose in its website, the procurement journal and the website of the BPP, the description and amount of the contract, together with the name and address of the successful candidate, and ensure that the signed contract is duly recorded and filed.

(16) Below the Prior Review thresholds, In all cases below the prior review thresholds of the BPP, the Procurement Unit shall prepare the selection documents for submission to the Tenders Board or Accounting Officer depending on the value of the procurement..

(17) Post Procurement Review

The BPP shall order an annual Independent Procurement Review by independent consultants to verify compliance with the Regulations. The results of the post reviews shall be shared with the Auditor General and the Accountant General.

(18) Amendments, Modifications or Extensions

If an amendment to the contract, or change order, or extension would increase the original amount of the contract price by more than 15%, or if any other major modification is needed to complete the contract, prior BPP no-objection is required. BPP has the right to approve or reject such changes, and in the latter case, to propose alternative less costly modifications or recommend a reduction in the scope and size of the contract.

Schedule 2 Types of Consulting Contracts

1. Standard Contract Forms

Procuring Entities shall use the following Standard Contracts for Consultants Services prepared by BPP :

(a) Lump Sum Contracts for complex assignments ;

(b) Lump Sum Contracts for simple assignments ;

(d) Time-Based Contracts for simple assignments ;

(e) Lump Sum and Time-Based Contracts for Individual Consultants

2. In the rare circumstances that the Standard Contract is not applicable to a specific consulting assignment, a different contract form may only be used with BPP’s prior agreement.

3. For all contract forms, the main contract provisions are described in the General Conditions of Contract, which are standard and shall not be changed. Provisions that are specific to the assignment and any modifications to the General Conditions of Contract are detailed in the Special Conditions of Contract. Provisions of the General Conditions of Contract can only be modified through the Special Conditions of Contract. The Standard Contract, including the Special Conditions of Contract, shall always be part of the RfP.

4. All Contracts for Consulting Services, whether standard or otherwise, shall contain provisions for the following important elements or requirements.A Preamble explaining the Procuring Entity’s need for the services and confirming the readiness and ability of the consultant to render such services

(a) A list of the documents constituting the Contract

(b) Definitions and Interpretations of the basic terms used in the Contract.

(d) Postponement and Termination of the Contract, upon notice by the Procuring Entity or in case of force majeure, and the ensuing rights and liabilities of each party.

(e) Entry into force of the Contract.

(f) Modification of the Contract.

(g) The rights, obligations and liabilities of the parties, including circumstances of indemnification by one party to the other.

(h) Changes in the status or organisation of the consultant during the course of the Contract.

(i) Clarification of taxation requirements applicable to the consultant in the country where the project is located.

(j) Identification of the insurances that must be taken out by the consultant.

(k) Ownership of the material prepared by the Consultants.

(l) The consultant’s personnel and any counterparts of the Procuring Entity.

(m) Assignment of the services or any part thereof to subconsultants.

(n) Remuneration of the consultant and the method of payment.

(o) The procedure for settlement of disputes.

(p) The language of the Contract and the applicable law.

(q) The addresses of the Procuring Entity and the Consultant for the purpose of formal notices.

5. Lump Sum (Fixed Price) Contract

Under Lump Sum Consultancy Services, the candidate firm includes its total remuneration (fees) on the basis of the estimated input of its personnel, along with the cost of the inputs (reimbursables) to carry out the services. The services are paid on the basis of the agreed payment schedule in accordance with set milestones (deliverables) of the progress of the services, usually associated with reports. Lump sum contracts are used mainly for assignments in which the content and the duration of the services and the required output of the consultants are clearly defined. They are therefore easy to administer. As a general rule, contracts for assignments that provide for the production of regular reports are lump-sum based. Feasibility studies, design and detailed engineering services or standard accounting services are also contracted on a lump sum basis. The contract includes the agreed breakdown of the cost components. If the lump-sum contract is subject to price adjustment, the financial forms of the RfP should include the table asking for the detailed breakdown of the remuneration of the consultant, which shall be used to calculate the increase in the remuneration according to an agreed price adjustment formular which takes into consideration inflation rates local/international price adjustment formular should be included in all contracts with a duration of over 18 months.

6. Time-Based Contract

Time-based contracts are used when the scope and length of services are difficult to determine, either because the services are linked to activities of other parties in the project or because the inputs by the consultants to reach the objectives are spread over time. As a consequence, even though the contract may provide for periodic reports, the time spent is subject to variables that cannot be precisely estimated for the whole assignment. Therefore, the actual time spent becomes the main measurable cost element of the assignment. Payment is based on the agreed time-based rates for the consultant’s staff as detailed in the relevant remuneration schedule of the contract, complemented by the agreed reimbursable items.7. The time-based rates concern the staff month rates including all salaries, social benefits, costs, overheads and profits. The reimbursable costs are separate and will be paid according to unit rates and/or actuals. Consultants are required to keep time-sheets of the actual time spent and submit their invoices on that basis, which may be audited accordingly. The contract price agreed is included in the contract as the “ceiling amount” of the total payments to be made to the consultants. Usually, the contract requires the consultant to advise the Procuring Entity when it reaches 80 % of the ceiling price. This permits the Procuring Entity to make a judgment if the contract can be completed as envisaged, or if the scope of the assignment needs to be reduced to stay within the budget, or if an increase in the costs needs to be negotiated. The ceiling amount should include an allowance for contingencies to cover unforeseen work and expenses and a provision for price adjustment where appropriate.

8. Time based contracts are mostly suited for supervision services of works, lengthy studies with multiple components and inputs, longer term technical assistance or training, and management contracts.

Schedule 3 Information for Consultants on the content of the Request for Proposals

Standard Request for Proposals (RfP)

The RfP is a standard document issued by the BPP, which covers the majority of consulting assignments. It includes the standard “Instructions to Consultants” (ITC) and the “Specific Instructions”, which consists of line-item modifications to the standard clauses to adapt the ITC to the specific requirements of the assignment. If under exceptional circumstances, the Procuring Entity needs to amend the standard ITC, it shall do so through the Specific Instructions attached to the ITC and not by amending the main text.

Standard Contracts

The standard contracts (see Annex 2) issued by the BPP consist of the General Conditions of Contract, which are not changed, and the Special conditions of Contract, which consist also of line-item modifications of the standard section to specify the agreements reached during contract negotiations regarding the consulting assignment, including advances, payment arrangements, tax liabilities and reporting schedules. It also contains important annexes regarding the agreed Description of Services (which is the final version of the Terms of Reference agreed during contract negotiations), the breakdown of costs, the agreed fixed rates, and the list of key staff.

Contents of the RfP

Section 46 (1) (2)

The RfP shall include adequate information on the following aspects of the assignment :

• The name and address of the Procuring Entity :

• A requirement that the proposals are to be prepared in the English language

• The names of the shortlisted consultants that were selected after the analysis of the Expressions of Interest received, and to whom the RfP will also be sent ;

• a request to the shortlisted candidates in the introductory Letter of Invitation, which is part of the RfP, to acknowledge promptly receipt of the RfP, and to inform the Procuring Entity whether or not the candidate will submit a proposal ;

• a description of the assignment, including the nature, required characteristics, and location of the services to be procured, and when they are to be provided ;

• a statement that the Procuring Entity reserves the right to reject proposals without obligation ;

• a statement that if a short-listed firm (or the firm with which it will be associated) combines the functions of consultants with those of contractor, or if it is associated with a manufacturer or is a manufacturer with a department or design office offering services as a consultant, the shortlisted candidate is required to include in its proposal all relevant information on such relationship, along with a statement to the effect that it shall limit its role to that of a consultant, and that neither the firm nor its associates/affiliates shall participate in the project in any other capacity ;

• the deadline for submission of proposals. Any proposal received after the submission deadline shall be returned unopened, and this is not negotiable regardless of the circumstance ;

• if based on the Quality Based Selection (QBS), Quality and Cost-Based Selection (QCBS), Least-Cost Selection (LCS) or Fixed Budget Selection (FBS) method, the proposal must be divided into a separate technical and a financial proposal ;

• the RfP shall include standard forms to complete the technical and financial proposals, and clearly state that the technical proposal shall not provide any price information, subject to proposal rejection ;

• information on whether associations between short-listed consultants are acceptable (usually this is not the case to avoid limiting the competition or collusion among the candidates). Conditions for subcontracting part of the assignment are also stated ;

• the procedure on how clarifications are permitted about the information given in the RfP ;

• the names and contact information of officials to whom clarifications shall be addressed and with whom the consultants’ representative shall meet, if necessary ;

• reference to any laws in Nigeria that may be particularly relevant to the proposed consultants’ contract, including the requirement that the proposal is to be expressed in Nigerian currency and for international proposals, that the local costs are to be expressed in Nigerian currency ;

• a statement that the firm and any of its affiliates shall be disqualified from providing downstream services under the project if, in BPP’s judgment, such activities constitute a conflict of interest with the services provided under the assignment, or, conversely, that the assignment includes a possible contract for downstream work, as detailed in the RfP; in the latter case, a statement that the RfP provides a phasing of the assignment and candidates are usually requested to make indicative proposals for the downstream work ;

• details of the selection method to be followed, including the criteria and procedures for the evaluation of the qualifications of the consultants, including weights given to each criterion, and the relative weights for quality and cost in the case of QCBS, or lowest cost and quality (LCS) or quality and cost within a fixed budget limit (FBS); a statement if a margin of preference will be applied for shortlists consisting of domestic and international consultants ;

• the RfP shall include the details on the public opening of financial proposals and the financial evaluation ;

• the minimum technical qualifying mark necessary for a proposal to move to the financial evaluation (QCBS, LCS, FBS) ;

• an estimate of the level of key staff inputs (in staff-months) required of the consultants; minimum experience, academic achievement expected of key staff ;

• information if advances are allowed, what the requirements are for bank guarantees covering the advance, the modalities for reporting and payment arrangements ;

• information on contract negotiations, and financial and other information that shall be required of the selected firm during negotiation of the contract ;

• the period for which the consultants’ proposals shall be held valid (normally 60-120 days) and during which the consultants shall undertake to maintain, without change, the proposed key staff, and shall not increase the rates and total price proposed ;

• in case of extension of the proposal validity period, the right of the consultants not to maintain their proposal ;

• a statement indicating whether or not the consultants’ contract and personnel shall be tax-free or not; and if not: what the likely tax burden will be or where this information can be obtained, and a statement requiring that the consultant shall include in its financial proposal a separate amount clearly identified, to cover taxes ;

• if not included in the TOR or in the draft contract, details of the services, facilities, equipment, and staff to be provided by the Procuring Entity.

Specific Aspects of the Technical Proposal

The technical proposal must cover the following information and evidence :

• background, organization and experience of the shortlisted firm ;

• a list of similar assignments undertaken by the firm, at least during the last 3 to 5 years. Similar information regarding the associated firm or firms must also be submitted ;

• proposed technical approach and work program including :

o comments on the Terms of Reference ;

o the general approach proposed for carrying out the work plan, including the organization and time-schedule of the proposed services ;

o a bar chart indicating clearly the estimated duration (separately, in the home office and in the field) and the probable timing of the assignment of each professional to be used as well as estimates of the number of man-months to be allocated by each professional ;

o detailed description of the specific tasks to be assigned to each member of the proposed team ;

o in case of an association, details of the agreement defining the role of each firm and the mutual relationship.

• Name, age, nationality, background, education, employment record and detailed professional experience of each professional to be assigned for providing the services.

• Arrangement for office space, vehicles, office and field; equipment etc. required for carrying out the services.

Evaluation of the technical proposals

The technical evaluation will be based among others on the following criteria :

o general experience of the firm and particular experience in the sector concerned, years of experience and proven verifiable results

o responsiveness to the TOR and thoroughness of the approach and work plan ;

o qualifications and expertise of key personnel ;

o other aspects such as transfer of knowledge, training program, participation of domestic consultants in international proposals (if requested in the RfP)

Specific Information on the Financial Proposal

The financial proposal provides details on the following, both in the case of a lump sum or time-based assignment (staff-month rates plus reimbursable costs) :

• the currency in which the costs of services shall be converted, compared (Naira at the medium exchange rate of the Central Bank of Nigeria at the date of financial proposal opening), and paid ;

• a breakdown of all time-based rates, including basic salaries, benefits, allowances, local taxes, overheads etc. The proposal must also give an estimate of the cost of any reimbursable items such as per diem, office space, equipment, travel and transportation ;

• a breakdown of the individual items of expenditure in local cost for domestic proposals or foreign and local currency cost for international proposals ;

• Final evaluation will be based on the cost of the financial proposal. For Quality and Cost Based Selection, the weight of the technical and financial proposals is usually based on a proportion of 80-20 points;

• Proposals should remain valid for a period of 60 to 120 days from the date indicated in the RfP, depending on the complexity of the assignment.

Schedule 4 Information to Consultants on the Selection Procedure

This Annex provides information to Consultants, both firms and individuals, interested in participating in the procurement of consulting contracts.

Procuring Entity’s Role

The Procuring Entity is responsible for the selection and employment of consultants. It invites, receives, and evaluates proposals and awards the contract. The standard Request for Proposals (RfP) and the terms and conditions of the standard contract between the Procuring Entity and the Consultant define the rights and obligations of each contracting party.

The Procuring Entity reviews the procurement procedures, documents, Tender evaluations, award recommendations and the contract to ensure that the process is carried out in accordance with agreed procedures and administers the contract during execution.

Role of the Bureau of Public Procurement (BPP)

Section 5, 6.

The Council sets thresholds for the prior review of public procurement launched by Procuring Entities, and for contracts subject to “prior review” the BPP reviews the documents for their correctness before the Procuring Entity issues them, and issues “Certificates of no-objection for contract award”

If at any time in the procurement process, the BPP concludes that the agreed procedures were not followed in any material respect, or if the “no objection” was issued on the basis of incomplete, inaccurate or misleading information, the BPP may declare mis-procurement.

The BPP has the power to blacklist/debar any supplier, contractor, or service provider that contravenes the Procurement Act or the Regulations made pursuant to this Act, and to maintain a list of firms and persons that have been blacklisted/debarred from participating in public procurement, and to publish this list in the Procurement Journal.

If the BPP determines the engagement in corrupt or fraudulent practices by representatives of the Procuring Entity or of the Tenderer, the BPP may impose or cause to be imposed the applicable sanctions in the Procurement Act.

The BPP publishes the details of major contracts in the Procurement Journal and on its website.

The BPP publishes Standard Proposal Documents (SPDs) for various types of consultant selection. The Regulations require that the Procuring Entities use these documents, with minimum changes as necessary to deal with project-specific aspects.

Information on the Selection of Consultants

Invitation on opportunities for consulting assignments may be obtained from the BPP Procurement Journal, its website or the websites of the Procuring Entities. In addition, advertisements for expressions of interest are placed in leading national newspapers and widely used international newspapers for international shortlists.

Consultants’ Role

When consultants receive the RfP, and they decide that they can meet the requirements of the TOR, as well as the commercial and contractual conditions, they should make the arrangements necessary to prepare a responsive proposal (for example, visiting the country of the assignment, seeking associations, collecting documentation, setting up the preparation team).

If the consultants find in the RfP documents - especially in the selection procedure and evaluation criteria - any ambiguity, omission or internal contradiction, or any feature that is unclear or that appears discriminatory or restrictive, they should seek clarification from the Procuring Entity, in writing, within the period specified in the RFP. Consultants should ensure that they submit a fully responsive proposal including all the supporting documents requested in the RfP. It is essential to ensure accuracy in the curricula vitae of key staff submitted with the proposals. The curricula vitae should be signed by the individuals and dated and signed by the proposing firms. Noncompliance with important requirements may result in rejection of the proposal. Once the technical and financial proposals are received and opened, consultants shall not be required nor permitted to change the substance and the key staff or to change the quoted fee. Minor modifications may be made at the stage of negotiations in accordance with the provisions of the RfP.

Confidentiality

The procedure of proposal evaluation shall be confidential until the contract award is notified to the successful firm. Confidentiality enables the Procuring Entity and BPP to avoid improper interference or the perception of it. If, during the evaluation procedure, consultants wish to bring information to the notice of the Procuring Entity, BPP, or both, they should do so in writing in accordance with the provisions of the RfP.

Complaints

The Procuring Entity is responsible for the selection and award procedure and candidates should address themselves to the Procuring Entity for any queries, issues and possible complaints. In the case of a complaint regarding a specific selection procedure, such complaint should first be introduced in writing to the Procuring Entity, in accordance with these Regulations.

Information on contract award

Information on contract award will be published in the procurement journal and on the websites of the Procuring Entities concerned and the website of the BPP. If, after notification of award, a consultant wishes to ascertain the grounds on which its Proposal was not selected, it should address its request to the Procuring Entity. If a discussion is arranged, only the Proposal of the consultant can be discussed and not the Proposals of other consultants who participated in the selection.

Schedule 5 Procurement Filing

Section 40.

1. The experience is that lack of an efficient filing system causes long and costly delays in the search for documents at critical moments when procurement, Independent Post Reviews are needed by BPP, or procurement audits are required by the Auditor-General. BPP will issue Regulations separately on maintaining an elements of records of procurement proceedings :

• Description of the goods, works or consulting services requested, usually in the invitation to tender (for goods and works) or the request for proposals for consulting services)

• Document prescribing the selection of the tender method or consultant selection method and the reason for this.

• Lists of tenderers who submitted tenders or proposals, with names and addresses, usually obtained from the registration of tender or proposal submissions and from the minutes of opening of tenders and proposals.

• Minutes of tender and proposal opening, with recording of prices· Tender and proposal evaluation reports.

• List and summary of clarifications asked during prequalification, tender/proposal submission and evaluation (per tender and per proposal).

• Records of formal rejection of tenders or proposals and the grounds thereof.

• Records of procurement proceedings involving other than open competitive tendering, which did not result in a procurement contract and a statement on the likely reasons.

• Document by which it was decided to proceed with direct contracting and the reason for this.

• Document whereby it was decided to proceed to limited tendering and to grant a margin of preference and the grounds for this.

• Record of any complaints received from candidates and the responses sent.

Schedule 6 Selection Methods and Thresholds of Application

Selection Method Limit of Application

Quality and Cost Based Selection

(QCBS) Naira 25 million and above

Consultants Qualification Selection

(CQS) Less than Naira 25 million

Least Cost selection (LCS) Less than Naira 25 million

Quality Based Selection (QBS), Fixed

Budget Selection (FBS), Individual

Selection and Single Source Selection

(Single Source Selection) No Limit

Single Source (Minor value

procurements) Less than 1.0 million

For contracts estimated to cost less than Naira 25.0 million, the shoirtlisted may be composed of national firms only.

Schedule 7 Standard Procurement Processing Time

Standard Procurement Processing Time for QCBS

Activity Processing Time in Days

Preparation of Terms of Reference 7 to 14

Inviting for expression of interest up

to submission of the same by consultants at least 14

Evaluation of Expression of interest and

preparing shortlist and approval by the

Tenders Board 21

Preparation and issuance of the Request

for Proposal 21

Preparation and submission of proposals

by consultants At least 30

Evaluation of technical proposals and

approval of Evaluation Report at least 30

Notification of technically qualified

firms of date for Financial Proposal

Public Opening 7 to 14

Opening of Financial Proposals,

Evaluation of the proposals, approval

of combined Evaluation Report and

notification of negotiations to the firm

with the highest combined score 21

Negotiations and approval of negotiated

documents 7

Signature of contract 7

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