Strategic Document in

Request for Proposal:

Terms of Reference (ToR)
 Introduction
• Terms of Reference (TOR) are a strategy-level
document that defines the tasks and duties
required of a project.
• It highlights project background and objectives at
high level.
• ToR should include planned activities, expected
inputs and outputs, project budget, working
schedules, and job descriptions.
• It is used to judge about the performance of
consultants
 ToR
TOR must provides a clear description of:

• The rationale behind undertaking the project

• The proposed methodology of project
management along with work plans and
activity schedules
• The expected resource requirements,
primarily regarding personnel
• Reporting rules and requirements
 A generic content format of Project ToR
1. Project Background
2. Project Objectives
3. Issues to be explored and analyzed against
certain criteria
4. Implementation Methodology to be applied
5. Expertise required
6. Output or reporting requirements
7. Mode of payments
8. Work plan, including activity schedules
 Recommended minimum contents of ToR
A. Project Title
B. Project Description
• Briefly describe the project rationale / background and
the objectives of the project
• Briefly describe the context of the required services
• Emphasize the relevance/purpose of the work required
and how it is linked to the project context
• List and describe the stakeholders for the project.
• If applicable, explain the peculiarity of the setting of the
road work required, if any (e.g., security risks involved in
conducting the work in certain village, communities,
certain cultures and unique practices
 Continued..
C. Scope of Work
• List the results that the PE should achieve, and the
major tasks expected to be undertaken by the
Consultant.
• Briefly describe the required activities (scope, and
location) and other information that will help to
understand the nature of the work
• It is always best to indicate in each activity the
data/information/policy framework already on
hand that and may be made available by
consultant as reference/input to the activity.
 Continued….
D. Expected Outputs and Deliverables
• List down the outputs and specific deliverables
in sequence, corresponding to the work and their
corresponding target delivery dates.
• If the specific dates are contingent on too many
variables and cannot yet be defined, the span of
time from the commencement of the work
• If there are multiple reviewers/certifying
authorities for each output/deliverable, they
shall be properly identified and indicated in this
section.
 Continued..
E. Institutional Arrangement
• Identify the specific authority who will directly
supervise the consultant, and to whom he/she
will be directly responsible to, reporting to,
seeking approval/acceptance of output from
(e.g. Management)
• Indicate the frequency of progress reporting, if
required (e.g., weekly, monthly, fortnightly, etc.)
• Indicate the recommended formats of report
• If any of the reports must be presented, indicate
the audience and expected location and venue.
• Identify institutions/organizations/individuals
with whom the consultant is expected to
liaise/interact/collaborate/meet with in the
course of performing the work
• Define roles / extent of participation of entities
involved in the management/implementation of
the contract (e.g. approving authority,
evaluating performance, etc.)
• Specify if the project will be able to provide (or
not) any facilities, support personnel, support
service, or logistical support, what they will be,
and at what stage of the work.
 F. Duration of the Work
• State expected duration of work / total no. of
days/weeks/months of the assignment
including effective person-days, if applicable.
• Emphasize the expected date of full completion,
indicate the consequences of any delay
• Indicate target date for the start of work and
expected completion date, including conditions
to determining both dates, if any
• Provide the estimated lead time for PE to
review outputs, give comments, certify
approval/acceptance of outputs.
 F. Duration and Cost Estimate
• Explain special reason for urgency, if any, and
serious impact of delay in the completion of the
work (e.g. cancellation of the budget allocation)
• The consultants’ staff, time spent at headquarters
and in the field;
• Professional and support staff required
• Direct costs such as travel, transport and per diem;
• The cost of physical inputs and materials such as
equipment, vehicles and office supplies;
• Other expenditure such as offices, communication,
services; and costs for special services, if any.
 G. Duty Station
• Identify the consultant’s duty station/location for
the contract duration, mentioning ALL the possible
locations of field works/duty travel in pursuit of
other relevant activities
• State whether or not the consultant will be
required to report regularly or be present at a
certain office during the work, including frequency
of reporting
 H. Qualifications of the Consultants
• The area of specialization, field of expertise, and other
qualities of an individual to perform the services
• The minimum level of education acceptable and the
fields of studies preferred
• The minimum number of years of work experience on
the preferred field of practice
• Special skills / specific experience (number of similar
works) and other qualifications which will prove to be
advantageous and vital to the success of the work
• Experience in working with indigenous people,
familiarity with the key issues, culture, religion,
knowledge of a local area.)
 I. Schedule of Payments
• In order to have a fair basis for payment,
terms of reference must clearly state the
outputs which link with percentage of
payment
• If duty travels are expected, the travelling
and subsistence rates should be
mentioned .
• Payment should separate professional
fee and reimbursables
 J. Criteria for Selection
• Indicate all the criteria which shall serve as basis
for evaluating proposals, which may be done in
either of the following manner :
• Combined Scoring method – where the
qualifications and methodology will be
weighted a max. of 70%, and combined with the
price offer which will be weighted a max of
30%; or
• Lowest price method – where the award will be
made to the qualified/responsive firm which
offered the lowest price.
 Legal Requirement
The procuring entity shall be responsible for
preparing the terms of reference for the assignment
with a view to ensuring compatibility between the
scope of the services described in the terms of
reference and the availability of budget.
The terms of reference shall contain:
(a) A precise statement of the objectives and goals;
(b) A clear description of the nature and scope of the
services required, their context and the time interval
in which they are provided;
(c) A description of the duties and responsibilities of
the consultant;
(d) A description of the duties and responsibilities of
the procuring entity;
(e) Information on any counterpart staff and its role;
(f) Information on training and the transfer of
technology, where necessary;
(g) A summary of the data, a list of all available
studies and information on the assignment, facilities
and services which will provided to the consultant;
(h) A clear statement of the criteria to be used in the
selection procedure.
THANKS