For both the FTP and STP, when cost is a factor of se- lection, the RFP has to indicate the relative weight as- signed to the technical and financial proposals. The weight for quality is normally 80 percent, with 20 per- cent for cost. Allocating more than 20 percent to the cost of the services is justified only for the selection of procurement agents and inspection agents, which may be weighted up to 50 percent (see Consultant
Guidelines, paras. 3.17 and 3.18). Bank policy requires
that the cost not be weighted less than 20 percent; otherwise, the benefits of price competition would be minimal for the Borrower compared with the dis- advantage of not being allowed to negotiate remu- neration rates. However, when quality is of primary importance, a minimum weight of 10 percent may be allocated to cost.
It is not mandatory to apply a pass-or-fail threshold when evaluating technical proposals. However, if cost is a factor of selection, a minimum technical qualifying mark may be provided in the RFP to reduce the risk of accepting low-quality proposals at a very low cost. A minimum technical qualifying mark in the range of 70 to 80 percent is normal. Any technical proposal with a score below this mark is rejected, and the finan- cial envelope is returned unopened at the end of the se- lection process. Setting the threshold too high increases the risk that most proposals will be rejected. (A nonre- sponsive technical proposal will be rejected regardless of whether there is a minimum mark or not.)
12.4 Specific Experience
(for the FTP only)
In the Bank SRFP, a maximum of 10 points is assigned to the specific experience of consultants in the field of
the assignment because the Borrower has already short- listed them based on their capabilities (that is, relevant qualifications and experience in assignments of a simi- lar nature). Ideally, there should be little difference be- tween short-listed competitors from the point of view of their specific experience. However, the experience of short-listed consultants is evaluated to identify more- specific aspects of their qualifications that make them more-suitable candidates for the proposed assignment. Depending on the importance of such specific aspects, the Borrower will decide how many points to allocate to this criterion. It is recommended that no fewer than 5 points be allocated; otherwise, the evaluation of the specific experience of consultants in the field of the as- signment would become practically irrelevant. (Aspects most frequently considered for evaluating specific ex- perience are listed in para. 17.2.2 of this Manual.)
12.5 Methodology and Work
Plan (for the FTP only)
The methodology and work plan for performing the as- signment is a key component of the technical proposal and should be evaluated carefully. This may require the selection of evaluation subcriteria well suited to the spe- cific aspects of the methodology and work plan pro- posed by the consultants.
A thorough methodology and work plan should generally outline the following three main aspects of the assignment:
•
Technical Approach and Methodology. In this sec- tion, consultants are expected to highlight their un- derstanding of the objectives of the assignment, the issues and their importance, and the approach they would adopt to address them. They should then out- line the methodologies they propose to adopt and show the compatibility of those methodologies with the proposed approach (for instance, the methods of interpreting available data; carrying out investiga- tions, analyses, and studies; and comparing alterna- tive solutions). If the TOR requires the consultant to provide a Quality Plan and carry out the assignment according to its provisions, an outline of the Quality Plan (its list of contents, for example) should be in- cluded in this section of the proposal.•
Work Plan. The consultants will also outline the main activities of the assignment and their content and duration, phasing and interrelations, and milestones (including interim approvals by the Borrower), as60 SETTING THE EVALUATION CRITERIA Evaluation Criteria for the STP
well as delivery dates of the most important outputs. The consistency of the technical approach and methodology with the proposed work plan is a good indication that consultants are able to translate their understanding of the TOR into a working plan. A list of the documents, including reports, drawings, and tables to be delivered as the final output, should be included here. The work plan will enable the consultants to prepare the Work Schedule, follow- ing Form TECH-8 of the RFP.
•
Organization and Staffing. In this section, the con- sultants outline the proposed structure and compo- sition of their team. It will list the main activities involved, the key experts responsible, and proposed technical and support staff. The roles and responsi- bilities of key experts should be set out in brief job descriptions. In case of association, this section will indicate how the duties and responsibilities will be shared among its members. Completion of the or- ganization and staffing section will allow consultants to summarize the team composition and task as- signments in Form TECH-5 of the RFP and prepare the staffing schedule following Form TECH-7. An organization chart illustrating the structure of the work team and the proposed links to the Borrower and institutions involved in the project should also be provided.The approach and methodology, work plan, and or- ganization and staffing are integrated aspects. The work plan depends on the technical approach and methodology adopted, and those in turn determine the required organization.
To facilitate its understanding and evaluation of the technical proposals, Borrowers are advised to invite consultants to illustrate in separate sections of their proposals, in a concise manner, each of the three aspects (see Form TECH-4 in section 3 of the ITC; also para. 14.4.2).
Consistent with this recommendation, the follow- ing subcriteria for the evaluation of “adequacy of the proposed methodology and work plan in responding to the TOR” are provided for under Paragraph Reference 5.2 (a)(ii) of the Data Sheet of the ITC:
•
Technical approach and methodology•
Work plan•
Organization and staffingIn very complex assignments, when the TOR re- quire consultants to carry out activities that differ substantially from each other, additional evaluation
subcriteria may be inserted. A feasibility study of a new seaport is an example in which the TOR assign major importance to traffic forecast, comparison of different layout alternatives, and design of large mar- itime structures.
In this case, the subcriterion “technical approach and methodology” might be split into four subcrite- ria, increasing the total number of subcriteria to six, as follows:
•
Traffic forecast•
Analysis of alternative layouts•
Geotechnical studies•
Other aspects of technical approach and method- ology•
Work plan•
Organization and staffingThis breakdown helps the Evaluation Committee better focus on the different levels of detail in its evaluation.
A phased assignment in which there is a need to evaluate the different phases separately (see para. 10.3.3) is another example. In this case, the subcrite- rion “technical approach and methodology” might be split into two subcriteria, increasing the total number of subcriteria to four, as follows:
•
Approach and methodology of the first phase•
Approach and methodology of the subsequent phases•
Work plan•
Organization and staffingThe total points allocated to methodology and work plan (20 to 50 for the FTP) should be split among the subcriteria, depending on the relative importance of each for the assignment. Even in these cases, the number of subcriteria should be kept to a minimum. Otherwise, the features being evaluated may become individually irrelevant and make the evaluation a me- chanical exercise, rather than an informed professional assessment of quality.
12.6 Methodology and Work
Plan (for the STP only)
For assignments requiring an STP, technical proposals are clearer when consultants outline in three separate chapters, even briefly, their technical approach and methodology, work plan, and organization and staffing. Only for small or very simple assignments can such subdivisions be omitted without diminishing the clarity
61
SETTING THE EVALUATION CRITERIA
of the proposal (also see the note in italics provided under the Form TECH-4 of the RFP).
Between 20 and 40 points may be allocated by the Borrower under Paragraph Reference 5.2 (b)(i) of the Data Sheet of the ITC for the criterion “adequacy of the proposed methodology and work plan in respond- ing to the TOR.” Because no subcriteria are provided, the Borrower shall evaluate the proposed methodology and work plan as a whole, taking into consideration the aspects listed under para. 17.3.2 and preferably using the grades indicated under para. 17.3.4.