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Letter of Invitation:

Subject: Third Party Validation of Recruitment and Selection Process in Selected


Ministries and Departments, Government of Pakistan
Dear Sir/Madam:
The Prime Minister’s Office, Government of Pakistan, Islamabad is seeking Proposals
from qualified and experienced consultants to carry out audit of the recruitment
process that has been followed in pre-selected ministries and departments as given in
the ToRs.

Government of Pakistan follows a clearly laid out recruitment policy for federal
government that claims strict adherence to merit in the process of filling all vacancies at
ministries, divisions, attached departments, subordinate offices, autonomous and semi-
autonomous bodies, corporations, companies and authorities.

Complete Request for Proposal (RFP) Package including Terms of Reference (ToRs) for
hiring of consultancy services, evaluation criteria and draft contract can be downloaded
from www.pmo.gov.pk and is also available on PPRA website www.ppra.org.pk. The
selection process will be strictly in accordance with PPRA rules SRO 1077(I)/2010
dated 26th November 2010 available at www.ppra.org.pk/doc/srvreg.pdf

Interested firms (national/international) are requested to send their proposals to the


undersigned in two separate sealed envelops clearly mentioned as “TECHNICAL
PROPOSAL” and “FINANCIAL PROPOSAL” both enclosed on one envelope marked as
“The Proposal”. The proposal must reach the office on the address given below within
15 days (Max by 1300 hrs on the last day) from the date of publication of the
advertisement in a newspaper or on the website, whichever is later. The bids “Technical
Only” will be opened at 1400 hours on the same day in the presence of bidders or their
representatives. “Financial Bids” will only be opened for those firms who will
technically qualify for the assignment. All others will be returns unopened.

A firm will be selected under Quality and Cost based selection method, procedures
described in this RFP and in accordance with the Public Procurement Rules.

Joint Secretary (PMDU)


Room 431 – C, Prime Minister’s Office
Constitution Avenue
Islamabad.
Terms of Reference

Third Party Validation of Recruitment and Selection Process


in Selected Ministries and Departments, Government of
Pakistan

Government of Pakistan
Prime Minister’s Office
Constitution Avenue, Islamabad.
Table of Contents
Introduction and Background: .................................................................................................. 4
Objectives of the Assignment: .................................................................................................... 4
Sub-Objectives: ........................................................................................................................................... 4
Scope of Work .................................................................................................................................. 5
Methodology ..................................................................................................................................... 5
Time Duration and Deliverables ............................................................................................... 5
Inception Report ........................................................................................................................................ 5
Draft report .................................................................................................................................................. 5
Final Report ................................................................................................................................................. 6
Duration of Assignment................................................................................................................ 6
Institutional Arrangements ........................................................................................................ 6
Experience and Expertise Required......................................................................................... 6
Selection Process ............................................................................................................................ 6
Bid Security/Performance Guarantee ..................................................................................... 6
Annexure A........................................................................................................................................ 6
List of Ministries and Departments with Number of Recruitments......................................... 6
Annexure B........................................................................................................................................ 8
Standard Forms for Technical Proposal Submission .................................................................... 8
Annexure C ...................................................................................................................................... 19
Forms for Financial Proposal Submission ..................................................................................... 19
Introduction and Background:

The Prime Minister’s Office, Government of Pakistan, Islamabad is inviting Proposals


from qualified and experienced consultants to carry out an audit of the recruitment
process that has been followed in pre-selected ministries and departments as given in
the ToRs.

Government of Pakistan follows a clearly laid out recruitment policy for federal
government that claims strict adherence to merit in the process of filling all vacancies at
ministries, divisions, attached departments, subordinate offices, autonomous and semi-
autonomous bodies, corporations, companies and authorities.

The Honorable Prime Minister through its office is now pleased to seek proposals from
consulting firms and organizations to undertake a critical and meticulous audit of the
selection process that has been carried out by ministries and their departments and
advise if the spirit of merit and transparency had been strictly adhered to.

Objectives of the Assignment:


The major objective of this assignment is to independently review and validate the
process of recruitment and selection of employees in all categories hired by the
Government of Pakistan at selected (Annexure A) ministries, divisions, attached
departments, subordinate offices, autonomous and semi-autonomous bodies,
corporations, companies and authorities.

Sub-Objectives:
The sub-objectives would include the following.
A. To establish whether the employer (ministry or department) was actually in
need of the employee (s) (Job Design)
B. To establish if all processes of recruitment were followed in accordance with
GoP Regulations and PPRA Rules
C. To ascertain if shortlisting was carried out in accordance with the qualification
criteria
D. To evaluate that the tests (if any) carried out for shortlisting were relevant and
robust.
E. To determine if any of those NOT shortlisted were of comparable qualification
and expertise to those shortlisted and interviewed.
F. To verify if timelines of the process were adhered to
G. To corroborate if the interviews were carried out by a qualified interview
committee and that the committee established and followed a judicious,
transparent and structured process
H. To assess whether Quota requirements (if any) have been adhered to
Any other objective which the committee to oversee this project may deem necessary.
Scope of Work
The following points cover overall scope of work during the assignment.
1. Inception meeting with the PMO and PMDU to agree on the overall objectives and
scope of work and clarification on the coordination and logistic arrangements etc.
2. Attending meetings with PMO and PMDU as and when required to present findings
of the draft report and submission of the revised report.
3. Review of documents provided by relevant ministries/departments including but
not limited to: Requisitions to and approval of positions from the Establishment
Division, Advertisements, Shortlisting Criteria, Tests, Constitution of Interview
Committee, Results, CV’s of qualified but not shortlisted candidates and CV’s of
selected candidates.
4. Develop data/information collection tools keeping in mind all relevant stakeholders.
5. Submission of work plan highlighting visit schedules to ministries and departments
for better coordination and facilitation.
6. Conduct physical visits to selected ministries and departments where employees
have been hired.
7. Provide any other evidence such as snaps, tabular information, notifications, and
official documents collected in relation to the audit as a means of verification.
8. Summarize all findings, recommendations and way forward and conclusion etc. in
the form of a report as per reporting format agreed with PMO/PMDU.
9. Submission of soft and 5 hard copies of final report.

Methodology
The consultant will be required to develop robust methodology covering qualitative and
quantitative methods pre agreed with the team (in the inception report).

Time Duration and Deliverables


The following deliverables will be expected:

Inception Report
The report should describe all activities to be carried out during the course of audit and
highlight work plan with timelines to be followed including stating the methodology to be used
in the collection of data. It should outline the tools and methodology for conducting the
evaluation. This may include, but not limited to, information for developing questionnaires,
structured formats, etc. to collect necessary information etc.

The report should be submitted within 1 week of contract signing.

Draft report
This report should contain necessarily the contents including executive summary, background,
evaluation methodology, findings, recommendations and conclusion backed by empirical
evidence essentially required. PMO/PMDU will provide further guidance on the format of the
report. On this report, PMO/PMDU will provide feedback and the consultant will incorporate it
accordingly before finalization of the Report.
The report should be submitted within 10 weeks of contract signing.
Final Report
This is the final submission which should ensure compliance on the comments of PMO/PMDU.
The report should be submitted within 1 week after final comments have been provided to the
consultant.

Duration of Assignment
The assignment is expected to be complete in 12 weeks. However, the client is flexible on time
frame.

Institutional Arrangements
The consulting firm will work under the direct supervision of the PMO/PMDU and will report to
Awais e Siraj, Team Leader, Prime Minister’s Delivery Unit. The consulting firm will be
responsible for all the arrangements regarding visit to ministries and departments. However,
PMO/PMDU will facilitate contacts with ministries and departments by getting a focal person
appointed in each ministry/department and a direct facilitation as well where required.

Experience and Expertise Required


The consulting firm should have at least 10 years of experience in conducting such audits with a
team of senior and support consultants duly qualified and experience to carry out such work.
Firms with demonstrated capacity and experience to Audit large size public sector
organizations will be at an advantage.

Selection Process
The consulting firm will be selected by the selection committee comprising of at least three
relevant competent person in accordance with the PPRA Rules and the criteria as given in the
“Evaluation Criteria” document.

Bid Security/Performance Guarantee


All bidders are required to submit a bid security/performance guarantee equivalent 2% of the
total bid submitted by them. The PO/DD may please be made in favor or DDO Prime Minister’s
Office.

Annexure A
List of Ministries and Departments with Number of Recruitments
The number of employees hired against each position will vary. The firm will only audit the position.
Annexure B
Standard Forms for Technical Proposal Submission
FORM 1 TECHNICAL PROPOSAL SUBMISSION FORM
[Location, Date]

To: JS PMDU
Prime Minister’s Office, Islamabad.
Dear Sir,
We, the undersigned, offer to provide the consulting services for [Insert title of
assignment] in accordance with your Request for Proposal dated [Insert Date] and our
Proposal. We are hereby submitting our Proposal, which includes this Technical
Proposal, and a Financial Proposal sealed under a separate envelope.

We hereby declare that all the information and statements made in this Proposal
are true and accept that any misinterpretation contained in it may lead to our
disqualification.

Our Proposal is binding upon us and subject to the modifications resulting from
Contract negotiations.

We undertake, if our Proposal is accepted, to initiate the consulting services


related to the assignment not later than the date indicated in the contract.

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

Yours sincerely,
Authorized Signature [In full and initials]:
Name and Title of Signatory:
Name of Firm:
Address:
FORM 2 CONSULTANT’S ORGANIZATION AND EXPERIENCE
2 A - Consultant’s Organization
[Provide here a brief (two pages) description of the background and organization of
your firm/entity and each associate for this assignment.]
2 B - Consultant’s Experience
[Using the format below, provide information on each assignment for which your
firm, and each associate for this assignment, was legally contracted either
individually as a corporate entity or as one of the major companies within an
association, for carrying out consulting services similar to the ones requested under
this assignment.]
Assignment name: Approx. value of the contract (in Pak Rs, US$ or
Euro):

Country: Duration of assignment (months):


Location within country:

Total number of staff-months of the


Name of Client: assignment:

Address: Approx. value of the services provided by your


firm under the contract (in current US$ or
Euro):

Start date (month/year): Number of professional staff-months provided


Completion date (month/year): by associated Consultants:

Name of associated Consultants, if any: Name of senior professional staff of your firm
involved and functions performed (indicate
most significant profiles such as Project
Director/ Coordinator, Team Leader):

Narrative description of Project:

Description of actual services provided by your staff within the assignment:

Firm’s Name:
FORM 3 COMMENTS AND SUGGESTIONS ON THE
TERMS OF REFERENCE AND ON COUNTERPART STAFF AND FACILITIES TO BE
PROVIDED
BY THE CLIENT

3 A - On the Terms of Reference


[Present and justify here any modifications or improvement to the Terms of Reference
you are proposing to improve performance in carrying out the assignment (such as
deleting some activity you consider unnecessary, or adding another, or proposing a
different phasing of the activities). Such suggestions should be concise and to the point,
and incorporated in your Proposal.]
3 B - On Counterpart Staff and Facilities

[Comment here on counterpart staff and facilities to be provided by the Client


including: administrative support, office space, local transportation, equipment,
data, etc.]
FORM 4
DESCRIPTION OF APPROACH, METHODOLOGY AND WORK
PLAN FOR PERFORMING THE ASSIGNMENT

a) Technical Approach and Methodology,


b) Work Plan, and
c) Organization and Staffing,

a) Technical Approach and Methodology. In this section you should explain your
understanding of the objectives of the assignment, approach to the services,
methodology for carrying out the activities and obtaining the expected output, and the
degree of detail of such output. You should highlight the problems being addressed and
their importance, and explain the technical approach you would adopt to address
them. You should also explain the methodologies you propose to adopt and highlight
the compatibility of those methodologies with the proposed approach.
b) Work Plan. In this section you should propose the main activities of the assignment,
their content and duration, phasing and interrelations, milestones (including interim
approvals by the Client), and delivery dates of the reports. The proposed work plan
should be consistent with the technical approach and methodology, showing
understanding of the TOR and ability to translate them into a feasible working plan. A
list of the final documents, including reports, drawings, and tables to be delivered as
final output, should be included here.

c) Organization and Staffing. In this section you should propose the structure and
composition of your team. You should list the main disciplines of the assignment, the
key expert responsible, and proposed technical and support staff.]

FORM 5 TEAM COMPOSITION AND TASK ASSIGNMENTS


Professional Staff
Name of Staff Firm Area of Expertise Position Assigned Task Assigned
FORM 6 CURRICULUM VITAE (CV) FOR PROPOSED PROFESSIONAL STAFF

1. Proposed Position [only one candidate shall be nominated for each position]:

2. Name of Firm [Insert name of firm proposing the staff]:

3. Name of Staff [Insert full name]:

4. Date of Birth: Nationality:

5. Education [Indicate college/university and other specialized education of staff member,


giving names of institutions, degrees obtained, and dates of obtainment]:

6. Membership of Professional Associations:

7. Other Training [Indicate significant training since degrees under 5 - Education were
obtained]:

8. Countries of Work Experience: [List countries where staff has worked in the last ten
years]:

9. Languages [For each language indicate proficiency: good, fair, or poor in speaking,
reading, and
writing]:

10. Employment Record [Starting with present position, list in reverse order every
employment held by staff member since graduation, giving for each employment (see
format here below): dates of employment, name of employing organization, positions
held.]:

From [Year]: To [Year]:


Employer:
Positions held:
11. Detailed Tasks 12. Work Undertaken that Best Illustrates Capability
Assigned to
Handle the Tasks Assigned
[List all tasks to be
performed [Among the assignments in which the staff has been involved,
indicate the following information for those assignments that
under this assignment] best
illustrate staff capability to handle the tasks listed under
point 11.]
Name of assignment or
project:
Year:
Location:
Client:
Main project
features:
Positions held:
Activities performed:

13. Certification:

I, the undersigned, certify that to the best of my knowledge and belief, this CV
correctly describes me, my qualifications, and my experience. I understand that
any wilful misstatement described herein may lead to my disqualification or
dismissal, if engaged.

Date:
[Signature of staff member or authorized representative of the staff]
Day/Month
/Year

Full name of authorized representative:


FORM 7 WORK SCHEDULE

Weeks
1 2 3 4 5 6 7 8 9 10 11 12
N° Activity

1
2
3
4
5
n

1 Indicate all main activities of the assignment, including delivery of reports (e.g.:
inception, interim, and final reports), and other benchmarks such as Client approvals.
For phased assignments indicate activities, delivery of reports, and benchmarks
separately for each phase.
2 Duration of activities shall be indicated in the form of a bar chart.
Annexure C
Forms for Financial Proposal Submission
Financial Proposal - Standard Forms

[Comments in brackets [ ] provide guidance to the short listed Consultants for the
preparation of their Financial Proposals; they should not appear on the Financial
Proposals to be submitted.]

Financial Proposal Standard Forms shall be used for the preparation of the Financial
Proposal.
FORM 1 FINANCIAL PROPOSAL SUBMISSION FORM

[Location, Date]

To: JS PMDU
Prime Minister’s Office
Islamabad, Pakistan.
Dear Sir,

We, the undersigned, offer to provide the consulting services for [Insert title
of assignment] in accordance with your Request for Proposal dated [Insert Date] and
our Technical Proposal. Our attached Financial Proposal is for the sum of [Insert
amount(s) in words and figures1]. This amount is inclusive of all the local taxes.
Our Financial Proposal shall be binding upon us subject to the modifications
resulting from Contract negotiations, up to expiration of the validity period of the
Proposal.

Commissions and gratuities paid or to be paid by us to agents relating to this


Proposal and Contract execution, if we are awarded the Contract, are listed below2:
Name and Address Amount and Purpose of Commission
of Agents Currency or Gratuity

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

Authorized Signature [In full and initials]:


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

1 Amounts must coincide with the ones indicated under Total Cost of Financial proposal
in Form 2.
2 If applicable, replace this paragraph with: “No commissions or gratuities have been or
are to paid by us to agents relating to this Proposal and Contract execution.”
FORM 2 SUMMARY OF COSTS
Costs
Item [Indicate Foreign [Indicate Foreign [Indicate Foreign [Indicate
Currency # 1]1 Currency # 2]1 Currency # 3]1 Local Currency]
Total Costs of Financial
Proposal 2

1 Indicate between brackets the name of the foreign currency. Maximum of three
currencies; use as many columns as needed, and delete the others.
2 Indicate the total costs to be paid by the Client in each currency. Such total costs must
coincide with the sum of the relevant Subtotals indicated in all Forms 3 provided with
the Proposal. (If Applicable)
3 All payments will be made to the selected company in Pakistani Rupee only.
FORM 3 BREAKDOWN OF COSTS BY ACTIVITY1

Group of Activities (Phase):2 Description:3


Costs

Cost component
[Indicate [Indicate [Indicate [Indicate
Foreign Foreign Foreign Local Currency]
Currency # 1]4 Currency # 2]4 Currency # 3] 4

Remuneration5
Reimbursable Expenses 5
Subtotals

1 Form 3 shall be filled for the whole assignment.


2 Short description of the activities whose cost breakdown is provided in this Form.
3 Indicate between brackets the name of the foreign currency. Use the same columns and
currencies of Form 2.
4 For each currency, Remuneration and Reimbursable Expenses must respectively
coincide with relevant Total Costs indicated in Forms 4.
5 PMO will NOT reimburse any direct or out of pocket expenses of any kind.
FORM 4 BREAKDOWN OF REMUNERATION1
(This Form 4 shall only be used when the Lump-Sum Form of Contract has been included in
the RFP. Information to be provided in this Form shall only be used to establish payments
to the Consultant for possible additional services requested by the Client)

Name2 Position3 Staff-month Rate4


Foreign Staff
[Home]
[Field]

Local Staff
[Home]
[Field]

1 Form 4 shall be filled in for the same Professional and Support Staff listed in Form 7.
2 Professional Staff should be indicated individually; Support Staff should be indicated per
category (e.g. draftsmen, clerical staff).
3 Positions of the Professional Staff shall coincide with the ones indicated in Technical Form 5.
Instructions for Consultants
Third Party Validation of Recruitment and Selection Process in Selected Ministries
and Departments, Government of Pakistan
The interested firm should attach the following documents with their proposal to meet the
minimum qualification criteria:

 Registration of firm/consortium with relevant professional body


 Documentary proof of being a valid legal entity i.e. Registration with Securities and
Exchange Commission of Pakistan or Registrar of Firms
 Proof of Income Tax/Sales Tax as applicable
 Audited Statement of Account for last three years
 Undertaking that the firm has not been blacklisted or debarred by any government
organization. Also that the firm does not have any known conflict of interest.
 A capacity statement on available expertise and resources relevant to the
assignment
 List of key permanent and other professional staff, with detailed CV’s of core team
relevant to the assignment, showing qualification and experience as well as details
of projects on which they have worked, their role in the project and duration of
their engagement with the project.
 The firms aggregate experience in Human Resource Audit (Selection and
Recruitment) in public and private sector, national and international (if any).
 Details of major works/projects completed in public/private sector worth at least
Rs.1.00 million or more during the last five years. The list must include a brief
description of the project relevant to the assignment. Project Completion Certificate
and Client Satisfaction Certificate should also be attached.

The Terms of Reference (ToRs) for consultancy services can be downloaded from
www.pmo.gov.pk and are also available on PPRA website www.ppra.org.pk. The selection
process will be strictly in accordance with PPRA rules SRO 1077(I)/2010 dated 26th
November 2010 available at www.ppra.org.pk/doc/srvreg.pdf

Acceptance or Rejection of Proposals:

The Competent Authority may reject any proposal at any time prior to the acceptance of a
proposal, as provided under Rule – 33 of Public Procurement Rules – 2004.

General Instructions to Consultants


Introduction

Prime Minister’s Office (PMO) is the Office of the Honorable Prime Minister of Pakistan. It’s
administrative is head is the Secretary to the Prime Minister (SPM).
1. PMO will select a consulting firm/organization (the Consultant) in accordance with the
Quality and Cost Based Selection method (QCBS) as per PPRA rules.
2. The Consultants are invited to submit a Technical Proposal and a Financial Proposal, as
specified in the Data Sheet and ToRs, for consulting services required for the
assignment named in the Data Sheet. The Proposal will be the basis for contract
negotiations and ultimately for a signed Contract with the selected Consultant.
3. Consultants should familiarize themselves with local conditions and take them into
account in preparing their Proposals. To obtain first-hand information on the
assignment and local conditions, Consultants are encouraged to visit the PMO/PMDU
(Designated for this assignment) before submitting a proposal to obtain any
information in this regard.
4. The Client will timely provide at no cost to the Consultants the inputs and facilities
specified in the Data Sheet, assist the firm and provide all support and access to
information needed to carry out the services.
5. Consultants shall bear all costs associated with the preparation and submission of their
proposals and contract negotiation. PMO is not bound to accept any proposal, and also
reserves the right to annul the selection process at any time prior to Contract award,
without thereby incurring any liability to the Consultants.
6. Conflict of Interest:
6.1. Consultants will provide professional, objective, and impartial advice and at all
times hold PMO’s interests paramount, strictly avoid conflicts with other
assignments or their own corporate interests and act without any consideration for
future work.
6.2. Without limitation on the generality of the foregoing, Consultants, and any of their
affiliates, shall be considered to have a conflict of interest and shall not be
recruited, under any the circumstances set forth below:
6.3. Conflicting activities
6.3.1. A firm that has been engaged by PMO to provide goods, works or services
other than consulting services for a project, and any of its affiliates, shall be
disqualified from providing consulting services related to those goods, works
or services. Conversely, a firm hired to provide consulting services for the
preparation or implementation of a project, and any of its affiliates, shall be
disqualified from subsequently providing goods or works or services other
than consulting services resulting from or directly related to the firm’s
consulting services for such preparation or implementation.
6.4. Conflicting assignments: A Consultant (including its Personnel and Sub-
Consultants) or any of its affiliates shall not be hired for any assignment that, by its
nature, may be in conflict with another assignment of the Consultant to be executed
for the same or for another Client.
6.5. Conflicting relationships:
6.5.1. A Consultant (including its Personnel and Sub-Consultants) that has a
business or family relationship with a member of PMO’s staff who is directly
or indirectly involved in any part of (i) the preparation of the Terms of
Reference of the assignment, (ii) the selection process for such assignment, or
(iii) supervision of the Contract, may not be awarded a Contract, unless the
conflict stemming from this relationship has been resolved in a manner
acceptable to the PMO throughout the selection process and the execution of
the Contract.
6.5.2. Consultants have an obligation to disclose any situation of actual or potential
conflict that impacts their capacity to serve the best interest of PMO, or that
may reasonably be perceived as having this effect. Failure to disclose said
situations may lead to disqualification of the Consultant or the termination of
its Contract.
6.5.3. No agency or serving/contract employees of PMO or PMDU shall work as
Consultants under their own ministries, departments or agencies. Recruiting
former government employees of the PMO/PMDU to work for their former
ministries, departments or agencies is acceptable provided no conflict of
interest exists. When the Consultant nominates any Department employee as
Personnel in their technical proposal, such Personnel must have written
certification from their government or employer confirming that they are on
leave without pay from their official positions and allowed to work fulltime
outside of their previous official position. Such certification shall be provided
to PMO by the Consultant as part of his technical proposal.
6.6. Unfair Advantage: If a shortlisted Consultant could derive a competitive advantage
from having provided consulting services related to the assignment in question,
PMO shall make available to all Consultants together with this RFP all information
that would in that respect give such Consultant other any competitive advantage
over competing Consultants.
6.7. Fraud and Corruption: The Consultants competing for this consultancy will adhere
to the highest ethical standards, both during the selection process and throughout
the execution of a contract. In pursuance of this policy, the PMO defines, for the
purpose of this paragraph, the terms and conditions set forth below as follows:
6.7.1. “corrupt practice” means the offering, giving, receiving, or soliciting, directly
or indirectly, of anything of value to influence the action of a public official in
the selection process or in contract execution;
6.7.2. “fraudulent practice” means a misrepresentation or omission of facts in order
to influence a selection process or the execution of a contract;
6.7.3. “collusive practices” means a scheme or arrangement between two or more
consultants with or without the knowledge of PMO, designed to establish prices
at artificial, noncompetitive levels;
6.7.4. “Coercive practices” means harming or threatening to harm, directly or
indirectly, persons or their property to influence their participation in a
procurement process, or affect the execution of a contract.
6.7.5. PMO will reject a proposal for award if it determines that the Consultant
recommended for award has, directly or through an agent, engaged in corrupt,
fraudulent, collusive or coercive practices, in competing for the contract in
question;
6.7.6. PMO will cancel the contract if it determines at any time that representatives
of the client or the consultant are engaged in corrupt, fraudulent, collusive or
coercive practices during the selection process or the execution of the contract;
and will sanction a Consultant including declaring the Consultant ineligible,
either indefinitely or for a stated period of time, if at any time determines that
the Consultant has, directly of through an agent, engaged in corrupt, fraudulent,
collusive or coercive practices in competing for, or in executing a contract.
6.7.7. Consultants shall be aware of the provisions on fraud and corruption stated
in the specific clauses in the General Conditions of Contract.
6.7.8. Consultants shall furnish information on commissions and gratuities, if any,
paid or to be paid to agents relating to this proposal and during execution of
the assignment if the Consultant is awarded the Contract, as requested in the
Financial Proposal submission form.
7. Origin of Goods and Consulting Services: Goods supplied and Consulting Services
provided under the Contract may originate from any country except if:
7.1. as a matter of law or official regulation, the Government of Pakistan prohibits
commercial relations with that country; or
7.2. by an act of compliance with a decision of United Nations Security Council taken
under Chapter VII of the Charter of the United Nations prohibits any imports of
goods from that country or any payments to persons or entities in that country.
8. Only one Proposal: Consultants may only submit one proposal. If a Consultant submits
or participates in more than one proposal, such proposals shall be disqualified.
However, this does not limit the participation of the same Sub-Consultant, including
individual experts, to submission of more than one proposal.
9. Proposal Validity: The Data Sheet indicates how long Consultants’ Proposals must
remain valid after the submission date. During this period, Consultants shall maintain
the availability of Professional staff nominated in the Proposal. PMO will make its best
effort to complete negotiations within this period. Should the need arise; however, PMO
may request Consultants to extend the validity period of their proposals. Consultants
who agree to such extension shall confirm that they maintain the availability of the
Professional staff nominated in the Proposal, or in their confirmation of extension of
validity of the Proposal, Consultants could submit new staff in replacement, which
would be considered in the final evaluation for contract award. Consultants, who do not
agree, have the right to refuse to extend the validity of their Proposals.
10. Eligibility of Sub-Consultants: In case a Consultant intends to associate with Consultants
and/or individual expert(s), such other Consultants and/or individual expert(s) shall be
subject to the eligibility criteria.
11. Clarification and Amendment of RFP Documents: Consultants may request a
clarification of any of the RFP documents up to the number of days indicated in the Data
Sheet before the proposal submission date. Any request for clarification must be sent in
writing, or by standard electronic means to PMO’s address indicated in the Data Sheet.
Any request for clarification must be sent in writing, or by standard electronic means to
PMO’s address indicated in the Data Sheet. The Client will respond in writing, or by
standard electronic means and will send electronic copy of the response (including an
explanation of the query but without identifying the source of inquiry) to all
Consultants who registered for the pre-bid conference.
11.1. At any time before submission of Proposals, PMO may amend the RFP by
issuing an addendum in writing or by standard electronic means. The addendum
shall be sent to all Consultants and will be binding on them. Consultants shall
acknowledge receipt of all amendments. To give Consultants reasonable time in
which to take an amendment into account in their Proposals PMO may, if the
amendment is substantial, extend the deadline for the submission of Proposals.
12. Preparation of Proposals:
12.1. The Proposal, as well as all related correspondence exchanged by the
Consultants and PMO shall be written in the language (s) specified in the Data
Sheet.
12.2. In preparing their Proposal, Consultants are expected to examine, in detail,
the documents comprising the RFP. Material deficiencies in providing the
information requested, may result in rejection of a Proposal.
12.3. While preparing the Technical Proposal, Consultants must give particular
attention to the following:
12.3.1. If a Consultant considers that it may enhance its expertise for the assignment
by associating with other Consultants in a joint venture or sub-consultancy, it
may associate with any one if so indicated in the Data Sheet. A Consultant must
first obtain the approval of PMO if it wishes to enter into a joint venture. In case
of a joint venture, all partners shall be jointly and severally liable and shall
indicate who will act as the leader of the joint venture.
12.3.2. The estimated number of Professional staff-months or the budget for
executing the assignment shall be shown in the Data Sheet, but not both.
However, the Proposal shall be based on the number of Professional staff-
months or budget estimated by the Consultants.
12.3.3. Alternative professional staff shall not be proposed, and only one curriculum
vitae (CV) may be submitted for each position.
12.3.4. Language: Documents to be issued by the Consultants as part of this
assignment must be in the language(s) specified in the Data Sheet. If it indicates
two languages, the language in which the proposal of the successful Consultant
will be submitted shall govern for the purpose of interpretation. It is desirable
that the firm’s Personnel have a working knowledge of PMO’s national
language.
13. Technical Proposal Format and Content:
13.1. Depending on the nature of the assignment, Consultants are required to
submit a Full Technical Proposal (FTP). The Data Sheet indicates the format of the
Technical Proposal to be submitted. Submission of the wrong type of Technical
Proposal will result in the Proposal being deemed non-responsive. The Technical
Proposal shall provide the information using the attached Standard Forms
13.2. A brief description of the Consultants’ organization and an outline of recent
experience of the Consultants and, in the case of joint venture, for each partner, on
assignments of a similar nature is required. For each assignment, the outline should
indicate the names of Sub-Consultants/Professional staff who participated,
duration of the assignment, contract amount, and Consultant’s involvement.
13.3. Information should be provided only for those assignments for which the
Consultant was legally contracted by PMO as a corporation or as one of the major
firms within a joint venture. Assignments completed by individual Professional
staff working privately or through other consulting firms cannot be claimed as the
experience of the Consultant, or that of the Consultant’s associates, but can be
claimed by the Professional staff themselves in their CVs. Consultants should be
prepared to substantiate the claimed experience if so requested by PMO.
13.4. A description of the approach, methodology and work plan for performing
the assignment covering the following subjects: technical approach and
methodology, work plan, and organization and staffing schedule.
13.5. The list of the proposed Professional staff team by area of expertise, the
position that would be assigned to each staff team member, and their tasks.
13.6. Estimates of the staff input (staff-months of foreign and local professionals)
needed to carry out the assignment
13.6.1. The staff-months input should be indicated separately for home office and
field activities, and for foreign and local Professional staff.
13.6.2. CVs of the Professional staff signed by the staff themselves or by the
authorized representative of the Professional Staff.
13.6.3. A detailed description of the proposed methodology and staffing for training,
if the Data Sheet specifies training as a specific component of the assignment.
13.7. The Technical Proposal shall not include any financial information. A
Technical Proposal containing financial information may be declared non
responsive.
14. Financial Proposals
14.1. The Financial Proposal shall be prepared using the attached Standard Forms.
It shall list all costs associated with the assignment, including (a) remuneration for
staff (foreign and local, in the field and at the Consultants’ home office). Evaluation,
however, will be based on lump sump cost of the assignment. The Client will not
reimburse any direct or indirect cost.
14.2. Reimbursable expenses indicated in the Data Sheet. If appropriate, these
costs should be broken down by activity and, if appropriate, into foreign and local
expenditures. All activities and items described in the Technical Proposal must be
priced separately; activities and items described in the Technical Proposal but not
priced, shall be assumed to be included in the prices of other activities or items.
15. Taxes
15.1. The Consultant may be subject to local taxes (such as: value added or sales
tax, social charges or income taxes on non resident Foreign Personnel, duties, fees,
levies) on amounts payable by PMO under the Contract. Any such taxes (amounts)
shall be accordingly included in the Financial Proposal and applicable amounts will
be included in the Contract.
15.2. Consultants may express the price of their services in a maximum of two
freely convertible currencies, singly or in combination. The Client may require
Consultants to state the portion of their price representing local cost in the national
currency if so indicated in the Data Sheet.
15.3. Commissions and gratuities, if any, paid or to be paid by Consultants and
related to the assignment will be listed in the Financial Proposal Form.
16. Submission, Receipt, and Opening of Proposals
16.1. The original proposal (Technical Proposal and Financial Proposal) shall
contain no interlineations or overwriting, except as necessary to correct errors
made by the Consultants themselves. The person who signed the proposal must
initial such corrections.
16.2. An authorized representative of the Consultants shall initial all pages of the
original Technical and Financial Proposals. The authorization shall be in the form of
a written power of attorney accompanying the Proposal or in any other form
demonstrating that the representative has been dully authorized to sign. The
signed Technical and Financial Proposals shall be marked“ORIGINAL”.
16.3. The Technical Proposal shall be marked “ORIGINAL” or “COPY” as appropriate.
The Technical Proposals shall be sent to the addresses as given and in the number
of copies indicated in the Data Sheet. All required copies of the Technical Proposal
are to be made from the original. If there are discrepancies between the original
and the copies of the Technical Proposal, the original one will governs.
16.4. The original and all copies of the Technical Proposal shall be placed in a
sealed envelope clearly marked “TECHNICAL PROPOSAL”. Similarly, the original
Financial Proposal shall be placed in a sealed envelope clearly marked “FINANCIAL
PROPOSAL” and with a warning “DO NOT OPEN WITH THE TECHNICAL PROPOSAL.” The
envelopes containing the Technical and Financial Proposals shall be placed into an
outer envelope and sealed. This outer envelope shall bear the submission address,
reference number and be clearly marked “DO NOT OPEN, EXCEPT IN PRESENCE OF THE
OFFICIAL APPOINTED, BEFORE [insert the time and date of the submission deadline
indicated in the Data Sheet]”. The Client shall not be responsible for misplacement,
losing or premature opening if the outer envelope is not sealed and/or marked as
stipulated. This circumstance may be case for Proposal rejection. If the Financial
Proposal is not submitted in a separate sealed envelope duly marked as indicated
above, this will constitute grounds for declaring the Proposal non-responsive.
16.5. The Proposals must be sent to the address/addresses indicated in the Data
Sheet and received by PMO not later than the time and the date indicated in the
Data Sheet, or any extension to this date. Any proposal received by PMO after the
deadline for submission shall be returned unopened.
16.6. PMO will open the Technical Proposal immediately after the deadline for
their submission. The envelopes with the Financial Proposal shall remain sealed
and securely stored.
17. Proposal Evaluation
17.1. From the time the Proposals are opened to the time the Contract is awarded,
the Consultants should not contact PMO on any matter related to its Technical
and/or Financial Proposal. Any effort by Consultants to influence PMO in the
examination, evaluation, ranking of Proposals, and recommendation for award of
Contract may result in the rejection of the Consultant’s Proposal. Evaluators of
Technical Proposals shall have no access to the Financial Proposals until the
technical evaluation is concluded and notified.
17.2. Evaluation of Technical Proposals
17.2.1. The evaluation committee shall evaluate the Technical Proposals (TP) on the
basis of their responsiveness to the Terms of Reference, applying the
evaluation criteria, sub-criteria, and point system specified in the Data Sheet.
Each responsive Proposal will be given a technical score. A Proposal shall be
rejected at this stage if it does not address/ respond to important aspects of the
RFP, and particularly the Terms of Reference or if it fails to achieve the
minimum technical score indicated in the Data Sheet.
18. Public Opening and Evaluation of Financial Proposals
18.1. After the technical evaluation is completed, PMO will inform the Consultants
who have submitted proposals and technical scores obtained by their Technical
Proposals, and shall notify those Consultants whose Proposals did not meet the
minimum qualifying marks or were considered non responsive to the RFP and TOR,
that their Financial Proposals will be returned unopened after completing the
selection process. PMO will simultaneously notify in writing Consultants that have
secured the minimum qualifying marks, the date, time and location for opening the
Financial Proposals. The opening date should allow Consultants sufficient time to
make arrangements for attending the opening. Consultants’ attendance at the
opening of Financial Proposals is optional.
18.2. Financial Proposals shall be opened publicly in the presence of the
Consultant’s representatives who choose to attend. The name of the Consultants
and the technical scores of the Consultants shall be read aloud. The Financial
Proposal of the Consultants who met the minimum qualifying marks will then be
inspected to confirm that they have remained sealed and unopened. These
Financial Proposals shall be then opened, and the total prices read aloud and
recorded.
18.3. The Evaluation Committee will correct any computational errors. When
correcting computational errors, in case of discrepancy between a partial amount
and the total amount, or between words and figures, the former will prevail. In
addition to the above corrections, activities and items described in the Technical
Proposal but not priced, shall be assumed to be included in the prices of other
activities or items. In case, an activity or line item is quantified in the Financial
Proposal differently from the Technical Proposal:
18.3.1. If the Lump-Sum form of contract has been included in the RFP, no
corrections are applied to the Financial Proposal in this respect. Prices shall be
converted into a single currency using the selling rates of exchange, source and
date indicated in the Data Sheet.
18.3.2. The lowest evaluated Financial Proposal (FP) will be given the maximum
financial score (FS) of 100 points. The financial scores (FS) of the other
Financial Proposals will be computed as indicated in the Data Sheet. Proposals
will be ranked according to their combined technical (TP) and financial (FS)
scores using the weights (T = the weight given to the Technical Proposal; P =
the weight given to the Financial Proposal; Hence the Score S = TP x T% + FS x
P%. The firm achieving the highest combined technical and financial score will
be invited for negotiations.
19. Negotiations:
19.1. The Committee of the client may negotiate with the highest ranked bidder
regarding methodology, work plan, staffing and special conditions of the contract.
The Committee shall not permit substitution of key staff, unless both parties agree
that undue delay in selection process makes such substitution unavoidable. In case
of failure of negotiations with the highest bidder, the committee may invite the next
ranked bidder for such negotiations and discussion. Negotiations are to be carried
out by the committee and its minutes shall be recorded. Negotiations by a single
member committee shall never be allowed: Provided that negotiations shall not
seek changes in the rates quoted bidder in accordance restrictions imposed on
financial negotiations under Rule 40 of Public Procurement Rules, 2004.
19.2. Negotiations will be held at the date, time and venue indicated in the Data
Sheet. The invited Consultant will, as a pre-requisite for attendance at the
negotiations, confirm availability of all Professional staff. Failure in satisfying such
requirements may result in PMO proceeding to negotiate with the next-ranked
Consultant. Representatives conducting negotiations on behalf of the Consultant
must have written authority to negotiate and conclude a Contract.
20. Technical negotiations: Negotiations will include a discussion of the Technical Proposal,
the proposed technical approach, methodology, work plan, organization, staffing, and
any suggestions made by the Consultant to improve the Terms of Reference. PMO and
the Consultants will finalize the Terms of Reference, staffing schedule, work schedule,
logistics, and reporting. These documents will then be incorporated in the Contract as
“Description of Services”. Special attention will be paid to clearly defining the inputs
and facilities required from PMO to ensure satisfactory implementation of the
assignment. PMO shall prepare minutes of negotiations, which will be signed by PMO
and the Consultant.
21. Financial negotiations: If applicable, it is the responsibility of the Consultant, before
starting financial negotiations, to contact the local tax authorities to determine the local
tax amount to be paid by the Consultant under the Contract. The financial negotiations
will include a clarification (if any) of the firm’s tax liability in the Client’s country, and
the manner in which it will be reflected in the Contract; and will reflect the agreed
technical modifications in the cost of the services.
22. Availability of Professional staff/experts: Having selected the Consultant on the basis of,
among other things, an evaluation of proposed Professional staff, PMO expects to
negotiate a Contract on the basis of the Professional staff named in the Proposal. Before
contract negotiations, PMO will require assurances that the Professional staff will be
actually available. PMO will not consider substitutions during contract negotiations
unless both parties agree that undue delay in the selection process makes such
substitution unavoidable or for reasons such as death or medical incapacity. If this is
not the case and if it is established that Professional staff were offered in the proposal
without confirming their availability, the Consultant may be disqualified. Any proposed
substitute shall have equivalent or better qualifications and experience than the
original candidate and be submitted by the Consultant within the period of time
specified in the letter of invitation to negotiate.
23. Conclusion of the negotiations: Negotiations will conclude to review of the draft
Contract. To complete negotiations PMO and the Consultant will initial the agreed
Contract. If negotiations fail, PMO will invite the Consultant whose Proposal received
the second highest score to negotiate a Contract.
24. Award of Contract
24.1. After completing negotiations PMO will award the Contract to the selected
Consultant and promptly notify all Consultants who have submitted proposals.
After signing of the contract, PMO shall return the unopened Financial Proposals to
the unsuccessful Consultants.
24.2. The Consultant is expected to commence the assignment on the date and at
the location specified in the Data Sheet.
25. Confidentiality: Information relating to evaluation of Proposals and recommendations
concerning awards shall not be disclosed to the Consultants who submitted the
Proposals or to other persons not officially concerned with the process, until the
publication of the award of Contract. The undue use by any Consultant of confidential
information related to the process may result in the rejection of its Proposal

Instructions to Consultants
DATA SHEET
Name of the Client: Prime Minister’s Delivery Unit, Prime Minister’s Office, Government of
Pakistan

Method of selection: Quality and Cost Based Selection (Single Stage Two Envelope
Process) The bidders will submit “Technical Proposal” and “Financial Proposal” in two
separate sealed envelopes within one envelope clearly marked as “The Proposal”. Technical
Proposals will be opened first and evaluated. Financial Proposals of only the Technically
Qualified firms will be opened. Other Financial Proposals will be returned unopened.

Financial Proposal to be submitted together with Technical Proposal: Yes √

Name of the assignment is: Third Party Validation of Recruitment and Selection Process
in Government of Pakistan Across All Employee Categories in Selected Ministries and
Departments

A pre-proposal conference will be held: Yes √

The Pre-proposal Conference will be held on 7th working day after the advertisement in
the newspaper. Participation in Pre-Proposal Conference will only be prior registration (at
least 24 hours in advance) and security clearance at the Prime Minister’s Office,
Constitution Avenue, Islamabad. Consultants may request a clarification of any of the RFP
documents up to the 2 days before the proposal submission date. Any request for
clarification must be sent in writing, or by standard electronic means to PMO’s address
indicated in the Data Sheet. The Client will respond in writing, or by standard electronic
means and will send electronic copy of the response (including an explanation of the query
but without identifying the source of inquiry) to all Consultants who registered for the pre-
bid conference.
The Client’s representative is:
Awais e Siraj
Team Leader, Prime Minister’s Delivery Unit
Address: Room 434 – A, Prime Minister’s Office,
Islamabad, Pakistan
Telephone:0092-51-9008512 Facsimile: 0092-51-9203243 Cell: 0092 333 4264786
Email: awsiraj@hotmail.com

The Client will provide inputs and facilities: No

The Client envisages the need for continuity for downstream work: No

Proposal Validity: Proposals must remain valid for 90 (ninety) days after the submission
date.

Clarifications: may be requested not later than 7 (seven) days before the submission date.

The address for requesting clarifications is:


Awais e Siraj
Team Leader PMDU
Room 434 – A, Prime Ministers Office, Constitution Avenue, Islamabad.
Phone 0519008512, 0333 4264786 awsiraj@hotmail.com

Proposals shall be submitted in the following language: English

Consultants may associate with other short listed Consultants: No √


The estimated number of professional staff required for the assignment is: 5 Senior
and 10 Support Consultants.

Amounts payable by the Client to the Consultant under the contract to be subject to
local taxation: Yes √ PMO will NOT reimburse the Consultant for any such taxes paid by
the Consultant.

Consultant to state local cost in the national currency: Yes √

Consultant must submit the original and 5 copies of the Technical Proposal, and the
original of the Financial Proposal.

The Proposal submission address is:


Mr. Humair Karim
Joint Secretary PMDU
Room 431 – C, Prime Minister’s Office, Islamabad.
Proposals must be submitted not later than 15 days from the date of advertisement.

Criteria, sub-criteria, and point system for the evaluation of Full Technical -
Proposals are:
Points

1) Specific experience of the Consultants relevant to the assignment: [30]


2) Adequacy of the proposed methodology and work plan in responding to the Terms of Reference: [30]
a) Technical approach and methodology [15]
b) Work plan [10]
c) Organization and staffing [5]
3) Key professional staff qualifications and competence for the assignment: [40]
a) Team Leader [30]
b) Support Consultants [10]

The number of points to be assigned to each of the above positions or disciplines shall be determined
considering the following three sub criteria and relevant percentage weights:

1) General qualifications [20%]


2) Adequacy for the assignment [60%]

3) Experience in region [20%]

Total weight: 100%

Total points for the above three criteria: 100

The minimum technical score required to qualify is: 50 Points

The single currency for price conversions is: Pakistani Rupee

Currency for all transactions with PMO: Pakistani Rupee

The source of official selling rates is: Selling rate of Treasury Management Department-
State Bank of Pakistan

The date of exchange rates is: Date of submission of Technical Proposal

Consultants Availability: All consultants presented or engaged during the period of


consultancy will remain available in Pakistan.

Bid Security: 2% of the total Financial Proposal/bid in the shape of PO/DD in favor of DDO
Prime Minister’s Office
Evaluation Criteria:
Third Party Validation of Recruitment and Selection Process in Selected Ministries
and Departments, Government of Pakistan
The consulting firm will be selected in accordance with the PPRA Rules Scoring Criteria is
as follows:
Parameter Marks
1 Specific experience of the Consultants relevant to the assignment: 30
Marks
2 Adequacy of the proposed methodology and work plan in responding to 30
the Terms of Reference: [30]
c) Technical approach and methodology [15]
d) Work plan [10]
e) Organization and staffing [5]
3 Key professional staff qualifications and competence for the assignment: 40
[40]
f) Team Leader [30]
g) Support Staff [10]
Total 100
Marks

The number of points to be assigned to each of the above positions or disciplines shall be
determined considering the following three sub criteria and relevant percentage weights:

1) General qualifications [20%]


2) Adequacy for the assignment [60%]
3) Experience in region [20%]

Total weight: 100%

The formula for determining the financial scores is the following:

FS = 100 x Fm / F, in which FS is the financial score, Fm is the lowest price and F the price
of the proposal under consideration.

The weights given to the Technical and Financial Proposals are:

T = _______[80]
F = _______[20]
Explanations:
Specific Experience of Consultants/Firm Relevant to the

Weighted Score (Out of 30)

Weighted Score (Out of 30)

Weighted Score (Out of 30)


Experience in the Region
Adequacy of Assignment

Total Weighted Score


General Qualification
Assignment:

Total % age

(Out of 30)
The firm has more than twenty years of experience in HR 20% 6 60% 18 20% 6 100 30
Audits and has carried out Recruitment Audit of similar %
nature in firms with more than 50,000 employees in
Pakistan as well as other countries (Asia and other
continents)

The firm has more than fifteen years of experience in HR 18% 5.4 50% 15 18% 5.4 86% 25.8
Audits and has carried out Recruitment Audit of similar
nature in firms with more than 25,000 employees in
Pakistan as well as in South Asia

The firm has more than ten years of experience in HR 15% 4.5 45% 13.5 0% 0 60% 18
Audits and has carried out such audits (HR Audits) of
similar nature in firms with more than 10,000 employees
in Pakistan.

The firm has more than ten years of experience in HR 15% 4.5 40% 6 0% 0 55% 10.5
Audits and has carried out such audits (HR Audits) of
similar nature in firms with more than 5,000 employees
in Pakistan.

The Committee can decide on scores of the firms falling in an overlapping category of the criteria
given above.

Evaluation of Adequacy of Methodology and Work Plan

The recommended grades and percentage rating for the adequacy of the proposed
approach, methodology and work plan shall be evaluated as:

Grade Percentage Rating Weighted Score (Out of 30


Excellent 100% 30
Good 90% 27
Average 70% 21
Below Average 40% 12
Poor 0% 0
The sub-criteria for evaluating this component of the proposal should usually include the
following:

1. Technical Approach and methodology,


2. Work plan
3. Organization and staffing.

Sample definitions of each grade are introduced below:

Sample definitions are examples and introduced for reference purpose only. The Committee’s decision
will be final and binding.

1. Technical approach and methodology

Excellent: The consultant properly understands the current situation, draws attention to
all main issues related to the assignment and raises other important issues that have not
been considered in the TOR. The proposal details ways to solve all issues by using
advanced and innovative approach and methodology.

Good: The consultant properly understands the current situation and the main issues
related to the assignment. The approach and methodology to solve the issues are discussed
in detail.

Average: The consultant understands the requirement indicated in the TOR. The approach
and methodology to solve the issues are consistent. However, the approach and
methodology are standard and not discussed in detail or not specifically tailored to the
assignment.

Below Average: The consultant does not have a proper understanding of the TOR and the
issues are not appropriately discussed. The approach and methodology do not have
consistency and are inappropriately presented.

Poor: The consultant misunderstands the requirement indicated in the TOR and important
aspects of the scope of consulting services. Approach and methodology do not comply with
the requirement in the TOR.

(ii) Work plan

Excellent: In addition to the requirements stated below under “Good”, the proposal
includes an impressive presentation of the work plan for efficient execution of the
assignment. The proposed work plan is consistent with the approach and methodology.

Good: The work plan responds well to the TOR. The timing and duration of all activities are
appropriate and consistent with the assignment output, and the interrelation between
various activities is realistic and consistent with the proposed approach and methodology.
Average: The work plan responds to the TOR and all required activities are indicated in the
activity schedule, but they are not detailed.

Below Average: Some activities required in the TOR are omitted in the work plan or the
timing and duration of activities are not appropriate. There are minor inconsistencies
between timing, assignment output, and proposed approach and methodology.

Poor: There are major inconsistencies between the requirements in the TOR and the
proposed work plan.

(iii) Organization and staffing

Excellent: In addition to the requirements stated below under “Good”, the proposal
includes an impressive presentation of a well thought out organization and staffing plan.
The proposed team is well integrated and has good support organization.

Good: The organization chart and staffing schedule is complete and detailed, and the
technical level and composition of the staffing arrangements are very well balanced. The
definition of duties and responsibilities are very clear. The staffing schedule is consistent
with the work plan and the timing and duration of each staff’s assignment are adequate.

Average: The proposed organization and staffing arrangement is complete and detailed
enough to meet all the requirements of the TOR.

Below Average: The proposed organization and staffing arrangement is not detailed and
the assignment schedule of each staff is not adequate. For instance, there are
inconsistencies between the staffing schedule and the required output. The organization
and staffing arrangement is not tailored to the proposed approach, methodology and work
plan.

Poor: The organization and staffing arrangement is not responsive to the requirement of
the TOR at all. It is assumed that the required output cannot be appropriately prepared
within the period of the assignment.

Key professional staff qualifications and


Weighted Score (Out of

Weighted Score (Out of

Weighted Score (Out of

Total Weighted Score


General Qualification

Experience in the

competence for the assignment: [40]


Adequacy of
Assignment

Total % age

(Out of 30)
Region

Team Leader [30]


30)

30)

30)

The Firm has five Senior Consultants to act as team leaders 20% 6 60% 18 20% 6 100 30
holding PhD in HR or Research or both with 20 years of %
national and international experience in consulting, audit and
research
The Firm has five Senior Consultants to act as team leaders 18% 5.4 55% 16.5 18% 5.4 91% 27.3
holding PhD/Master’s Degrees in HR or Research or both with
15 years of national and international experience in
consulting, audit and research.

The Firm has five Senior Consultants to act as team leaders 15% 4.5 50% 15 15% 4.5 80% 24
holding Master’s Degrees in HR or Research or both with 15
years of national and regional experience in consulting, audit
and research.

The Firm has five Senior Consultants to act as team leaders 12% 3.6 45% 13.5 0% 0 57% 17.1
holding Master’s Degrees in HR or Research or both with 10
years of national experience in consulting, audit and research.

Key professional staff qualifications and

General Qualification

Weighted Score (Out

Weighted Score (Out

Weighted Score (Out


Experience in the

Total Weighted
competence for the assignment: [40]

Score (Out of 30)


Adequacy of
Assignment

Total % age
Region
of 30)

of 30)

of 30)
Support Staff [10]

The firm has ten support consultants with a Master’s Degree 20% 2 60% 6 20% 2 100 10
in HR with ten years of national and international experience %
each in HR, Audit and Consulting

The firm has ten support consultants with a Master’s Degree 18% 1.8 55% 5.5 18% 1.8 91% 9.1
in HR with 8 years of national and international experience
each in HR, Audit and Consulting.

The firm has ten support consultants with a Master’s Degree 15% 1.5 50% 5 15% 1.5 80% 8
in HR with 5 years of national and regional experience each in
HR, Audit and Consulting.

The firm has ten support consultants with a Master’s Degree 12% 1.2 45% 4.5 0% 0 57% 5.7
in HR with 3 years of national and experience each in HR,
Audit and Consulting.

The Committee can decide on scores of the firms falling in an overlapping category of the criteria
given above.
DRAFT CONSULTANCY AGREEMENT

This Consultancy Agreement (the “Agreement”) is made and entered into this [insert date] (the
“Effective Date”) by and between Prime Minister’s Delivery Unit with its principal place of
operation located at Room 431 – C, Prime Minister’s Office, Constitution Avenue, Islamabad,
Pakistan (the “Organization”) and [insert name] with its principal place of business located at
[insert address] (the “The Party”) (hereinafter referred to individually as a “The Party” and
collectively as “the Parties”).

WHEREAS, the Organization is a Public Sector Organization as the primary office of the
Honourable Prime Minister of Pakistan.

WHEREAS, the Party has expertise in the area of [insert description of area of expertise];

WHEREAS, the Organization desires to engage The Party to provide consulting services in the
area of The Party’s expertise and The Party is willing to provide such services to the Organization;

NOW, THEREFORE, the Parties hereby agree as follows:

1. Engagement and Services

(a) Engagement. The Organization hereby engages The Party to provide and perform the services
set forth in Terms of Reference and as per Exhibit A attached hereto (the “Services”), and The Party
hereby accepts the engagement.

(b) Standard of Services. All Services to be provided by The Party shall be performed with
promptness and diligence in a workmanlike manner and at a level of proficiency to be expected of
The Party with the background and experience that The Party has represented it has. The
Organization shall provide such access to its information as may be reasonably required in order to
permit The Party to perform the Services. Moreover, the Organization will also facilitate the Party in
accessing information from ministries and departments as and when necessary. The Party will
submit a plan of its activities well in advance for meetings, interviews and access to data.

(c) Tools, Instruments and Equipment. The Party shall provide The Party’s own tools,
instruments and equipment and place of performing the Services, unless otherwise agreed between
the Parties.
(d) Representation and Warranty. The Party represents and warrants to the Organization that it
is under no contractual or other restrictions or obligations which are inconsistent with the
execution of this Agreement or which will interfere with the performance of the Services.

2. Consultancy Period

(a) Commencement. This Agreement shall commence on the Effective Date and shall remain in
effect until the completion of the Services or the earlier termination of this Agreement as provided
in Article 2 (b) (the “Consultancy Period”).

(b) Termination. This Agreement may be terminated by the Organization, without cause and
without liability, by giving [insert number in words] ([insert number]) calendar days written notice
of such termination to The Party. This Agreement may be terminated by either Party by giving
[insert number in words] ([insert number]) calendar days written notice of such termination to the
other Party in the event of a material breach by the other Party. “Material breach” shall include: (i)
any violation of the terms of Articles 1 (d), 3, 4, 5, 6, 8, 10 and 11, (ii) any other breach that a Party
has failed to cure within [insert number in words] ([insert number]) calendar days after receipt of
written notice by the other Party, (iii) the death or physical or mental incapacity of The Party or any
key person performing the Services on its behalf as a result of which The Party or such key person
becomes unable to continue the proper performance of the Services, (iv) an act of gross negligence
or wilful misconduct of a Party, and (v) the insolvency, liquidation or bankruptcy of a Party.

(c) Effect of Termination. Upon the effective date of termination of this Agreement, all legal
obligations, rights and duties arising out of this Agreement shall terminate except for such legal
obligations, rights and duties as shall have accrued prior to the effective date of termination and
except as otherwise expressly provided in this Agreement.

3. Consultancy Fee and Expenses

(a) Consultancy Fee. In consideration of the Services to be rendered hereunder, the Organization
shall pay Consultancy fee [alternative 1: of [insert number in words] ([insert number]) [insert
currency] for Services provided to the Organization]

(b) Expenses. The Party shall itself be responsible for all expenses incurred throughout the
consultancy period.
(c) Payment. The Party shall submit the final report and invoice to the Organization with a
weekly detailing the Services performed during the consultancy period and total the amount due.
The invoice shall be due and payable within [insert number in words] ([insert number]) calendar
days after receipt thereof by the Organization.

4. Work Product Ownership

(a) Defined. In this Agreement the term "Work Product" shall mean all work product generated
by The Party solely or jointly with others in the performance of the Services, including, but not
limited to, any and all information, notes, material, drawings, records, diagrams, formulae,
processes, technology, firmware, software, know-how, designs, ideas, discoveries, inventions,
improvements, copyrights, trademarks and trade secrets.

(b) Ownership. The Party agrees to assign and does hereby assign to Organization all right, title
and interest in and to the Work Product. All Work Products shall be the sole and exclusive property
of the Organization and The Party will not have any rights of any kind whatsoever in such Work
Product.

5. Confidential Information

(a) Defined. In this Agreement the term “Confidential Information” shall mean the Work Product
and any and all information relating to the Organization’s business, including, but not limited to,
research, developments, product plans, products, services, diagrams, formulae, processes,
techniques, technology, firmware, software, know-how, designs, ideas, discoveries, inventions,
improvements, copyrights, trademarks, trade secrets, customers, suppliers, markets, marketing,
finances disclosed by Organization either directly or indirectly in writing, orally or visually, to The
Party. Confidential Information does not include information which: (i) is in or comes into the
public domain without breach of this Agreement by The Party, (ii) was in the possession of The
Party prior to receipt from the Organization and was not acquired by The Party from the
Organization under an obligation of confidentiality or non-use, (iii) is acquired by The Party from a
third party not under an obligation of confidentiality or non-use to the Organization, or (iv) is
independently developed by The Party without use of any Confidential Information of the
Organization.

(b) Obligations of Non-Disclosure and Non-Use. Unless otherwise agreed to in advance and in
writing by the Organization, The Party will not, except as required by law or court order, use the
Confidential Information for any purpose whatsoever other than the performance of the Services or
disclose the Confidential Information to any third party.
The Party may disclose the Confidential Information only to those of its employees who need to
know such information. In addition, prior to any disclosure of such Confidential Information to any
such employee, such employee shall be made aware of the confidential nature of the Confidential
Information and shall execute, or shall already be bound by, a non-disclosure agreement containing
terms and conditions consistent with the terms and conditions of this Agreement. In any event, The
Party shall be responsible for any breach of the terms and conditions of this Agreement by any of its
employees. The Party shall use the same degree of care to avoid disclosure of the Confidential
Information as it employs with respect to its own Confidential Information of like importance, but
not less than a reasonable degree of care.

(c) Return of Confidential Information. Upon the termination or expiration of this Agreement for
any reason, or upon Organization’s earlier request, The Party will deliver to Organization all of
Organization’s property or Confidential Information in tangible form that The Party may have in its
possession or control. The Party may retain one copy of the Confidential Information in its legal
files.

6. Interference with Business

(a) Non-Competition. During the term of this Agreement, The Party will engage in no business or
other activities which are, directly or indirectly, competitive with the business activities of the
Organization without obtaining the prior written consent of the Organization.

(b) Non-Solicitation. The Party agrees that for a period of one (1) year after termination of this
Agreement, The Party shall not: (i) divert or attempt to divert from the Organization any business
of any kind in which it is engaged, including, without limitation, the solicitation of or interference
with any of its suppliers or customers, or (ii) employ, solicit for employment, or recommend for
employment any person employed by the Organization, during the Consultancy Period and for a
period of one (1) year thereafter.

7. Insurance
The Party shall maintain at its sole expense liability insurance covering the performance of the
Services by The Party. Such insurance coverage shall have limits and terms reasonably satisfactory
to Organization, and Organization may require The Party to provide to Organization a certificate of
insurance evidencing such coverage.

8. Independent Contractor
The Party agrees that all Services will be rendered by it as an independent contractor and that this
Agreement does not create an employer-employee relationship between The Party and the
Organization. The Party shall have no right to receive any employee benefits provided by the
Organization to its employees. The Party agrees to pay all taxes due in respect of the Consultancy
Fee and to indemnify the Organization in respect of any obligation that may be imposed on the
Organization to pay any such taxes or resulting from The Party’s being determined not to be an
independent contractor. This Agreement does not authorize The Party to act for the Organization as
its agent or to make commitments on behalf of the Organization.

9. Force Majeure
Either Party shall be excused from any delay or failure in performance required hereunder if caused
by reason of any occurrence or contingency beyond its reasonable control, including, but not
limited to, acts of God, acts of war, fire, insurrection, strikes, lock-outs or other serious labor
disputes, riots, earthquakes, floods, explosions or other acts of nature.

The obligations and rights of the Party so excused shall be extended on a day-to-day basis for the
time period equal to the period of such excusable interruption. When such events have abated, the
Parties’ respective obligations hereunder shall resume.

In the event the interruption of the excused Party’s obligations continues for a period in excess of
[insert number in words] ([insert number]) calendar days, either Party shall have the right to
terminate this Agreement upon [insert number in words] ([insert number]) calendar days’ prior
written notice to the other Party.

10. Non-Publicity
Each of Organization and The Party agree not to disclose the existence or contents of this
Agreement to any third party without the prior written consent of the other Party except: (i) to its
advisors, attorneys or auditors who have a need to know such information, (ii) as required by law
or court order, (iii) as required in connection with the reorganization of a Party, or its merger into
any other corporation, or the sale by a Party of all or substantially all of its properties or assets, or
(iv) as may be required in connection with the enforcement of this Agreement.

11. Assignment
The Services to be performed by The Party hereunder are personal in nature, and Organization has
engaged The Party as a result of The Party’s expertise relating to such Services. The Party,
therefore, agrees that it will not assign, sell, transfer, delegate or otherwise dispose of this
Agreement or any right, duty or obligation under this Agreement without the Organization’s prior
written consent. All consultants presented or engaged during the period of consultancy will remain
available in Pakistan. Nothing in this Agreement shall prevent the assignment by the Organization
of this Agreement or any right, duty or obligation hereunder to any third party.
12. Injunctive Relief
The Party acknowledges that a violation of Article 5 or 6 would cause immediate and irreparable
harm to the Organization for which money damages would be inadequate. Therefore, the
Organization will be entitled to injunctive relief for The Party’s breach of any of its obligations
under the said Articles without proof of actual damages and without the posting of bond or other
security. Such remedy shall not be deemed to be the exclusive remedy for such violation, but shall
be in addition to all other remedies available at law or in equity.

13. Governing Law and Dispute Resolution


This Agreement shall be governed by and construed in accordance with the laws of [insert name of
country], without giving effect to any choice of law or conflict of law provisions. The Parties consent
to the [insert “exclusive” or “non-exclusive”] jurisdiction and venue in the courts of [insert name of
courts] in the city of [insert name of city].

14. General
This Agreement constitutes the entire agreement of the Parties on the subject hereof and
supersedes all prior understandings and instruments on such subject. This Agreement may not be
modified other than by a written instrument executed by duly authorized representatives of the
Parties.

No waiver of any provision of this Agreement shall constitute a waiver of any other provision(s) or
of the same provision on another occasion. Failure of either Party to enforce any provision of this
Agreement shall not constitute a waiver of such provision or any other provision(s) of this
Agreement.

Should any provision of this Agreement be held by a court of competent jurisdiction to be illegal,
invalid or unenforceable, such provision may be modified by such court in compliance with the law
giving effect to the intent of the Parties and enforced as modified. All other terms and conditions of
this Agreement shall remain in full force and effect and shall be construed in accordance with the
modified provision.

15. Survival of Provisions


The following provision of this Agreement shall survive the termination of this Agreement: Articles
2 (c), 3, 4, 5, 6 (b), 7, 8, 10 and 15 and all other provisions of this Agreement that by their nature
extend beyond the termination of this Agreement.
IN WITNESS WHEREOF, and intending to be legally bound, the Parties have duly executed this
Agreement by their authorized representatives as of the date first written above.

Signed for and on behalf of Signed for and on behalf of


[insert name of Organization] [insert name of The Party]

By: By:
Name: Name:
Title: Title: