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