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Procurement Toolkit

This page contains the various documents, together called the M&E Procurement Toolkit, to assist government agencies in engaging technical consultants for monitoring and evaluation. It provides detailed guidance and tools on how to procure consultant services for monitoring and evaluation.

 

The Procurement Toolkit is targeted at any government agencies, including Ministries, State administrations, autonomous bodies, PSUs etc. in need of technical expertise on monitoring and evaluation. It can also serve as insight for private sector organizations, to understand the behind-the-scenes preparation and decision-making around procurement.

Flowchart Procurement Toolkit

 

This toolkit will offer a variety of resources that can be used and, in some cases, customized for the needs of the concerned government agency. The types of documents contained in this toolkit are:

  1. Handbook: Brings together all the documents with their intended context.
  2. Guidelines: Broad ideas and principles to be kept in mind while completing a task such as planning a process, implementation etc.
    1. General Financial Rules 2017: The GFR (read together with its amendments) offers the broad rules and principles for various financial operations of the government. For the purpose of M&E procurement, Chapter 6 is the key reference point.
    2. Manual for Procurement of Services: Based on the GFR, this Manual outlines specific guidelines on the procurement of services, including templates etc.
  3. Standard Operating Procedures: Step-by-step granular listing of actions to be taken to complete a task.
  4. Samples: Examples of a finished/complete document that has been created under an existing project, eg: sample RFP, sample ToR, sample Letter of Award.
Sample RFP and TOR for Evaluation of Umbrella CSS: These PDF documents include all the RFPs from DMEO’s engagement of consultancy firms for evaluation of Centrally Sponsored Schemes (CSS).

 

S. No. Title Document
1. Agriculture, Animal Husbandry and Fisheries (PDF)
2. Women and Child Development (PDF)
3. Human Resource Development (PDF)
4. Urban Transformation (PDF)
5. Rural Development  (PDF)
6. Drinking Water and Sanitation (PDF)
7. Health ( PDF)
8. Jobs and Skills (PDF)
9. Water Resource, Environment and Forest (PDF)
10. Social Inclusion, law and order & justice delivery (PDF)

Sample RFP and TOR for Evaluation of Umbrella CSS: These MS Word documents include select RFPs from DMEO’s engagement of consultancy firms for evaluation of Centrally Sponsored Schemes (CSS).

 

S. No. Title Document
1 Tender for consultancy for evaluation of centrally sponsored scheme in Women and Child Development Document
2. Tender for consultancy for evaluation of centrally sponsored scheme in Human Resource Development Document
3. Tender for consultancy for evaluation of centrally sponsored scheme in Urban Transformation Document
4. Tender for consultancy for evaluation of centrally sponsored scheme in Rural Development Document
5. Tender for consultancy for evaluation of centrally sponsored scheme in Jobs and Skills Document
6. Tender for consultancy for evaluation of centrally sponsored scheme in Water Resource, Environment and Forest Document
7. Tender for consultancy for evaluation of centrally sponsored scheme in Social Inclusion, law and order & justice delivery Document

Templates: Editable MS Word documents built with placeholder text specifically to be customized to the needs of a new project.

 

S. No Title Document
1. Template of Model RFP and TOR Document
2. Template of Central Sector Schemes Evaluation TOR Document

 

Other documents such as concept notes, checklists etc. may be added, as this is an evolving toolkit. The purpose of each new type of document will be clearly outlined, and they will be added to the list above.

 

The aim of this toolkit is to facilitate the procurement of M&E consultancy services by various government organizations. It will explain how to conduct the entire procurement process, through a step-by-step process

  1. Needs Assessment: What triggers the hiring of consultants? How does a government agency decide that it needs the services of external consultants?
  2. Scope Definition and Terms of Reference: Once it has determined that the need exists, what should a government agency do next? How does it clearly define the scope of the M&E services it needs? How does it articulate this in the form of a Terms of Reference?
  3. Preparing the RFP: Then, how is a Request for Proposals designed and prepared? How are industry views elicited and incorporated into an RFP? How is it published and disseminated?
  4. Evaluating the Proposals: When proposals or bids have been received, how are they evaluated? How can the process be made as objective and efficient as possible?
  5. Awarding the Contract: Once a winning proposal has been identified, how is the contract awarded? What do the commissioning agencies have to keep in mind?
  6. Monitoring the Contract Execution: Once the contract is awarded, how can the government agency monitor the execution of the contract? How can it ensure the highest quality results?

 

This toolkit has been prepared by the Procurement Team at DMEO, based on the experiences of DMEO in contracting evaluation studies, empanelment of institutions, monitoring dashboards etc.