In one of the first blog posts we highlighted the difference between Operational Procurement and Corporate Procurement. You can review this post at http://wp.me/p4X6vO-72. In essence, corporate procurement is when the World Bank procures goods, works or (consultancy) services itself, whereas in operational procurement, this is done by the borrowing country.
Roughly every quarter we have a meeting with the Corporate Procurement team to discuss any issues, problems, complaints and – every once in a while – compliments that you have raised with us. In this post, we’d like to update you on some of the changes in the corporate procurement process and the eConsultant2 system it uses. In the spotlight this time: the Request for Proposal (RFP) stage.
- Indication is given either with regards to ‘maximum budget’ for the assignment or estimated ‘level of effort’. So far, most TTLs provide a maximum budget rather than level of effort.
- Documents can be revised! Your bid is not submitted immediately, so save your documents to the system once they are ready, and come back later to upload other documents.
- In case of technical difficulties, take screenshots of error messages and provide them when you contact the helpdesk (firstname.lastname@example.org). The helpdesk can see when you are logged in and whether you have tried to upload documents: they can see it if you are genuinely experiencing problems, but also when you claim to have uploaded documents while you hadn’t even logged in that day!
- In order to protect vendors and respect their time and effort, the Corporate Procurement team is building in limits to the TTLs authority to simply cancel or revise a tender.
- A reminder email is sent on the day of the deadline of the RFP.
Evaluation of a tender
- Small assignments (between $50,000 and $250,000)
- Minimum of 2 evaluators
- Large assignments (over $250,000)
- Minimum of 3 evaluators
- Typically a proposal is reviewed by 4 or 5 evaluators. These evaluators independently assess the technical quality of the proposal, scoring them on pre-determined components.
- For the technical evaluation, an evaluation weight is assigned to each component in a tender (for instance: technical experience, 50%; quality of the team, 20%; experience in the region, 20%; language proficiency, 10%).
- Upon completion by the various evaluators, the TTL locks up the various scores, and can only then review the financial proposal. The scores for the technical quality cannot be changed after the TTL locks them up. The financial proposal thus has no impact on the technical score of the proposal.
- The TTL can determine which quality-price ratio will be used in the tender, ranging between 70-30 to 80-20. The TTL needs special permission from the corporate procurement team if a different ratio is desired.
- A vendor who made it to the RFP stage is entitled to brief feedback. This feedback will indicate strengths and weaknesses of the proposal, but no ranking or scoring.
DONT ever send proposals to the TTL directly. Given the system of checks and balances your proposal will automatically be disqualified from the process. Instead, in case of technical difficulties, send the proposal to the helpdesk (email@example.com) with the request to upload the proposal to the tender on your behalf.