Preparation of Expressions of Interest and Proposals

Course summary (Preparation of Expressions of Interest and Proposals)

Objectives

• Preparation of pre-qualifications and EOIs
• Preparation of technical and financial proposal.
• Evaluation of these proposals by selection committees.

In this module we will study how to prepare expressions of interest and pre-qualifications for tenders procured by development projects. We will also learn how to prepare the technical and financial proposals for International projects for tenders and grants.

Moreover, we will become acquainted with the different programs formats, and we will see some examples of the requirements needed to win tenders and grants with these International institutions.

Finally, we will analyze step -by-step the way in which a proposal evaluation is carried out to award the project to the winning bid.

Preparing Pre-qualifications or Expressions of Interest (EOI) for international tenders needs a little preparation. We have to select, prepare and write correctly our references and CVs. We have to decide for each pre-qualification or Expressions of Interest (EOI) whether we want to go alone or in a consortium. Sometimes the terms Expressions of Interest (EOI) and pre-qualification are used indifferently for this stage, whose objective is to determine the short-list of firms or institution allowed to prepare a full proposal, although each institution tends to use one term or the other.

We have to assess the human Resources at our disposal for the project, the costs and determine which firm is going to lead (the Manager or consortium leader), before we start writing the Expression of Interest. Furthermore we will assess the economical-financial capacity of our company or institution, that is, if the financial requirements of the tender are fulfilled. If not, we will have to look for a contractor or consortium member, and study the possible payment schemes and their repercussion on the cash-flow.

Example: Proposals - Time Estimation /consultant:

As mentioned, when preparing a prequalification or Expressions of Interest (EOI), it is necessary to take several issues into account, such as the formats and cover letters:

- Cover letter and presentation of consortium
- Identification of consortium members and signature by the consortium leader, as i.e. The person representing the consortium.
- Financial data for the last 3 years.
- Personnel or staff data.
- Areas of specialization.
- References of similar projects with much detail.

The purpose of the technical proposal is to sell the methodology and experience of the firm, but even more the practical results and team proposed by our consortium. It is necessary to comply exactly with the formats and rules of the tender and institutions funding it. It is advisable to send a 1st draft to the partners, so that they can give their opinions about the proposal, and introduce the necessary improvements. Furthermore, we will ask them to write parts of the proposal. It is important to research (via Internet or by visiting the country and region if possible) about the project and its environment.

The financial proposal for technical assistance includes the fees, incidentals, reimbursable expenses, per-diems, which must be internally split by the partners. All information that can speed up payment must be provided and certificates and other standard documents must be attached. It is advisable using clear and simple language and arranging some dry-runs or simulations to improve the chances if there is a personal interview of various final bidders.