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G E N E R A L      S E C R E T A R I A T

ADMINISTRATIVE MEMORANDUM NO. 56
SUBJECT: PROCEDURES FOR REQUESTS OF BID PROPOSALS FOR PERFORMANCE CONTRACTS TO BE EXECUTED BY CONSULTING FIRMS, UNIVERSITIES, AND OTHER LEGAL PERSONS

 

JANUARY 26, 1977

The following regulations are added to Administrative Memoranda Nos. 42 and 46 on "Policies and Procedures on Performance Contracts (CPR)":

24. PROCEDURES FOR REQUEST OF BID PROPOSALS FOR PERFORMANCE CONTRACTS (CPR) TO BE EXECUTED BY CONSULTING FIRMS, UNIVERSITIES AND OTHER LEGAL PERSONS (for an amount of US $25,000 and above).

24.1 CPR's with legal persons will be awarded based on at least three bid proposals from firms, companies, public or private institutions, corporations, consulting firms, universities, etc., that best meet the conditions for the completion of the product, result or work, in accordance with requirements of the General Secretariat, and after proper evaluation by the Program, Department or Office Director.

24.2 Quality of the product, result or work, which means the implied ability to develop sound, practical and expeditious solutions with their counterparts to the problems encountered, will be the primary but not the only consideration in measuring the responsiveness of bid proposals and selecting a contractor.

24.3 In order that all the proposals be submitted on the same basis, the Program, Department or Office Directors will prepare a "Specifications Sheet" or a "Request for Proposal" (RFP), which should contain the following:

a) Terms of Reference and background action stating the nature of the problem, country, reason for doing this work, and relationship to other ongoing activities;

b) Scope of work detailing the output work desired with timetable and reporting schedule;

c) Instructions on where and by what date the proposal should be sent and name of Program, Department or Office Director in the General Secretariat whom prospective contractor can contact for technical clarification.

24.4 The prospective contracting party will be expected to include in his bid proposal the following:

a) Description of his understanding of project requirements;

b) His work plan: (i) methodology, and
                                     (ii) timing;

c) Output or work product anticipated;

d) List of persons who will do the work-with their curriculum vitae;

e) Costs, including clearly identifiable overhead rates;

f) A copy of his most recent audited financial statements, or reasonable equivalent which demonstrates financial responsibility and adequate financial strength to undertake the project.

g) Applicable experience in:

(i) Handling contracts of comparable size, complexity and technical specialty;

(ii) Technical performance in specialties of professional product required;

(iii) Providing similar technical performance under conditions comparable to those in a similar country;

h) Job capacity covering:

(i) Intention and ability to assign qualified personnel (including technical specialists and experienced supervisory personnel), and to provide contract product for the period which is anticipated;

(ii) Proficiency in the language in which the work will take place;

(iii) The workload of the prospective contracting party under other current contracts or obligations relative to its total strength;

(iv) The prospective contracting party's record of prior performance in areas of specialty consistent with the service required, including quality of work, maintenance of schedules and ability to work with and train local counterparts;

(v) The prospective contracting party's ability to provide subcontracted services, if necessary, and the qualifications of any proposed subcontractors and their personnel.

24.5 The prospective contracting party's known relationships with its clients, including the extent of litigation of other disputes which may have arisen out of previous contracts.

25. Proposals should be prepared in English or Spanish or French or Portuguese, and one original and four copies sent, via airmail registered, to the following address:

General Secretariat/OAS
Contracting Office
1725 Eye St., N.W. Room 202
Washington, D.C. 20006.

26. Proposals should be enclosed in sealed envelopes. The envelope must show the closing date, the title and the number of the RFP (but not the name and address of the prospective contractor) on its face. Return address (without name) should be shown on the back of the envelope.

27. As a general rule, a new CPR will not be awarded to the same contracting party unless his last CPR has been properly executed and satisfactorily evaluated by the Program, Department or Office Director. For contracts over US$50,000, the technical evaluation of the Proposal should be done by a Contracting Committee composed of a representative of the originating office; a representative of the Legal Affairs Department; a representative of the Contracting Office; and approved by the respective Executive or Assistant Secretary.

28. Exceptions to this procedure must be approved by the Assistant Secretary for Management, after receiving proper recommendation from the Program, Department or Office Director, requesting the CPR and from the Contracting Office Director.

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