Procedure for the procurement of consulting service - DOH

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MANUAL PROCEDURES FOR THE PROCUREMENT OF CONSULTING SERVICES ANNEX C. GUIDELINES IN THE PREPARATION OF THE TERMS OF REFERENCE (Culled from various procurement guidelines for consulting services of the GOP and Development Partners) 1. DEFINITION A TOR is a detailed description of services (work) needed to be carried out for a particular project or assignment. 2. PURPOSE AND USE 2.1 The TOR is the basis to attain agreement among responsible offices and technical staff, the DOH and funding entity on the objectives and scope of the proposed technical services to be undertaken by a consultant and outsourced 2.2 It informs prospective consultants of the intent, scope of works and services; and deliverables or outputs required 2.3 It is a tool for negotiation. It is the binding reference of the definition of the services required and expectations of the implementing unit from the prospective consultant and instrument of comparing with consultant‟s proposal 2.4 It defines the expertise needed and the conditions in implementing the services by the selected consultant 3. PARTICIPANTS 3.1 Requesting Office 3.2 TACT 3.3 Technical Office or Clearing Office 3.4 Bids and Awards Committee 3.5 BAC Secretariat 3.6 Funding Agency 3.7 External Experts, if needed 150
DOH CUSTOMIZED PROCUREMENT MANUAL VOLUME 4 2010 4. PROCEDURES 4.1 End-user prepares the TOR. 4.1.1 Establish basis for action. 4.1.1.1 Establish the need for technical assistance or consulting services and the main areas in which consulting services are to be sought. 4.1.1.2 Define the situation by which the consulting services will be employed, i.e., nature of the setting, involved offices and staff, working environment and state of institutional interaction or circumstances of relations of the working environment within implementing units. 4.1.1.3 Decide on what services are required from consultants. 4.1.1.4 Know what kind of professionals or consultants available. 4.1.1.5 Assess options for undertaking the services. Assess various approaches by which the services are to be done in terms of timing, cost and quality of outputs produced by the various approaches. 4.1.1.6 Make an inventory of completed and on-going undertakings and studies in DOH. The work required might have already been done. The TACT plays a crucial role on this by checking and ensuring that this does not duplicate previous or on-going efforts. 4.1.1.7 Define relations of required services to other projects and sector including social, social and physical environment and risks and problems. 4.1.1.8 Define key issues to be addressed especially those that may affect the design the project, allocation of resources, timing of decision points and study process effectiveness. 4.1.1.9 Identify DOH offices and units to be involved in the various aspects of the project and the review management and monitoring of the project. Know what other offices have specific interest on the project. Determine skills and health human resources that can participate in the preparation and implementation as well as interdependencies and connection of inputs among DOH units and other members of the health sector. With relevant senior staff, discuss and analyze alternative approaches to the consulting services required. 151
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