Approved financial institution means:
Consultant in the context of a "Request for Proposal" (RFP) meansproprietorship, who/which submits a proposal in response to the RFP, who/which must sign Form H of the RFP and who/which would be the Consultant, which will be called upon to negotiate with a view to signing the prospective contract with the Canadian International Development Agency (CIDA). Where the proposal is submitted by a consortium, joint venture or other type of association, the members of the consortium, joint venture or other type of association together comprise the Consultant. EACH member of a consortium, joint venture or other type of association must sign a copy of Form H of the RFP and, if a contract is awarded, must be a signatory to the contract and shall be jointly and severally liable and responsible for the fulfilment and execution of the contract.
Established in Canada meanshaving an establishment, where the Consultant conducts activities on a permanent basis, that is clearly identified by name and accessible during normal working hours.
Evaluation team means a team established by CIDA to evaluate the proposals.
Irrevocable Letter of Credit (ILOC) means a document from a Bank, or other approved financial institution, which irrevocably and unconditionally undertakes and guarantees to pay the Receiver General for Canada:
The ILOC must be valid until completion of all services to which it applies and cannot be amended or cancelled without agreement of all parties.
Local professional means an individual engaged in the recipient country by the Consultant for the provision of services under the contract; who has specific in-depth professional/technical expertise in a specific field of work; for whom the Consultant is fully accountable and responsible, and for whose workit assumes the risk.
Place of business means an establishment, where the Consultant conducts activities on a permanent basis, that is clearly identified by name and accessible during normal working hours.
Subcontractor means an individual, corporation, partnership (in Common Law regime) or sole proprietorship who/which is proposed by the Consultant to participate in the project under a contract with the Consultant.
The Consultant, including EACH member of a consortium, joint venture or other type of association (where the proposal is submitted by a consortium, joint venture or other type of association), must comply with the following requirements:
Where the proposal is submitted by a consortium, joint venture or other type of association, EACH member must meet either requirement (i), (ii) or (iii).
The Consultant commits to providing all of the personnel, including sub-contractors, in conformance with the proposed work schedules submitted for consideration to CIDA.
If, during contract negotiations, the Consultant can no longer provide the professionals proposed, CIDA reserves the right to disqualify the Consultant and to enter into negotiations with the Consultant who submitted the second-highest ranking proposal.
The Consultant shall have no pecuniary, or work-related interests in the business of any third party that would cause a conflict of interest, or seem to cause a conflict of interest.
It will be a term of every CIDA contract that:
CIDA has the right to disqualify the Consultant should it be determined that proposed project personnel are in conflict with the above requirements.
The Consultant shall not, directly or indirectly, pay a contingency fee for the solicitation, negotiation, or obtaining of a contract to any person other than an employee of the Consultant acting in the normal course of the said employee's duties (see section 5 of the Lobbyist Registration Act, S.C. 1988, c. 53, as amended).
CIDA reserves the right to disqualify any proposal submitted by a Consultant if the Consultant or any of the Consultant's officers, employees and Subcontractors included in the proposal:
CIDA will permit the Consultant to make representations prior to taking a final decision to disqualify a proposal on these grounds. Such representation must be made within ten days of CIDA informing the Consultant that it is considering such disqualification.
The requirements of the Federal Contractors Program for Employment Equity MUST be met by the selected Consultant. This applies to firms which employ 100 or more persons and where the total estimated value of the contract equals or exceeds $200,000. Consultants meeting both criteria may be required to demonstrate compliance with this program at the time of the contract negotiation. The Department of Human Resources Development Canada (HRDC) may request more detailed information, and, if in doubt, Consultants are advised to seek appropriate counsel directly from HRDC.
Any proposal must remain valid and open for acceptance for a period of 180 days after the closing date of the RFP (60 days in case of a Request for a Summary Proposal).
Requests for additional documentation must be received at CIDA no less than five (5) working days before the scheduled bid closing date. A request for an extension to the proposal closing date will only be accepted for consideration if it is received at least seven (7) working days before the closing date, in writing, by the CIDA Officer named in the RFP document. The request, if granted, will be communicated to all parties that requested the RFP at least three (3) working days before the closing date.
Information contained in a Consultant's proposal could be subject to release under the provision of access to information legislation. The proposing Consultant may indicate whether the proposal, or any part(s) thereof, is/are, in its view, exempt under the provisions of the legislation and which part(s) it would consent to release.
CIDA and the Embassy/High Commission require an advance notice of at least seven (7) days from any proposing Consultant who wishes to visit the project area.
The Consultant, in the performance of the services, shall use:
Canadian expatriates resident in the recipient country with all local working papers in order, and citizens of the recipient country, can be assigned by the Consultant to work on CIDA-funded projects. This requirement also extends to all proposed subcontractors. Other personnel may be assigned if it can be demonstrated that the required experience and qualifications are not available in Canada or the recipient country.
Since January l990, CIDA has made available to executing agencies a series of publications on management of technical cooperation personnel. Two of these publications are management manuals for executing agencies whose projects involve a technical cooperation component: Management of Students and Trainees in Canada and Management of Overseas Personnel. These two manuals outline standards defined by CIDA and detail what CIDA expects from executing agencies in managing personnel. The manuals also include a description of the costs, benefits and provisions that executing agencies must consider in their proposals. If the project for which you have submitted a proposal includes a component of training in Canada or on fielding of Canadians abroad, and you have not yet received the appropriate documents listed above, please contact the person referred to in Part I, "Inquiries", of the RFP document.
A time limit may be imposed by CIDA to ensure that negotiations are concluded effectively and in a timely manner. In instances where negotiations cannot be satisfactorily concluded between the selected Consultant and CIDA, CIDA reserves the right to initiate negotiations with the second highest ranking Consultant. Typical areas of negotiation may include:
The selected Consultant is advised not to start work prior to the effective date of the contract. Costs incurred prior to the effective date of the contract will not be reimbursed.
CIDA reserves the right to:
The Consultant may make a written request to CIDA to receive an oral debriefing on the strengths and weaknesses of the Consultant's own proposal and to receive the marks obtained by the Consultant for each requirement of the technical component listed in the evaluation grid and the marks obtained for the financial component.
The Consultant may also request the name of the successful Consultant, the total marks obtained by the successful Consultant in each of the three categories of the technical component listed in the evaluation grid (Experience of the Consultant, Methodology and Personnel) and the marks obtained by the successful Consultant for the financial component. Where the request involves a Consultant who is an individual, some information may qualify for protection under the Privacy Act and thus a written request must be directed to CIDA's Access to Information and Privacy Co-ordinator (Place du Centre, 200 Promenade du Portage, Gatineau, Québec, K1A 0G4).
The "cost of services" includes both the total fees and reimbursable expenses paid by CIDA for the provision of services. For the purpose of proposal evaluation, all taxes are excluded.
Fees are the rates (inclusive of all mark-ups) in Canada and overseas relating to professional, technical and administrative services to be provided under the contract, including those of the Consultant's personnel in Canada and overseas, its sub-consultants, outside consultants and local professionals. The all-inclusive rates (hourly, daily, monthly) shall include all the following cost elements: direct salaries, fringe benefits, overhead/indirect costs and profit.
Reimbursable Expenses means the out-of-pocket expenses directly related to the work, which may include:
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CIDA 102 - General Conditions (RFP) (PDF, 114 Kb, 9 pages)