Questions and Answers on Procurement Document – Framework Agreement for Audit Services EoS Lusaka

Please note that the annexes have been updated as of 10th November while the main Procurement Document remains the same 

1. The Terms of Reference (1.1.1) state that the Embassy intends to contract three audit firms. The qualification requirements in Section 4, however, require registration in a company or trade register (4.4), and the procurement document expressly allows tenderers to rely on the capacity of other companies (4.1), to tender as a consortium (4.2) and to engage subcontractors (5.1). Our understanding is therefore that a consultancy firm specializing in audits, reviews and assessments may submit a tender, provided that the assurance services are performed by authorized audit firms/authorized public accountants engaged as subcontractors or consortium partners, and that all consultant requirements in Section 5.5 are met by the proposed team. Please confirm that this understanding is correct.

Response 

Yes, your understanding is correct. 

1. Section 5.5 and the CV templates (Appendix 8 and 9) state different minimum requirements. For example, Appendix 8 requires at least three years' experience as Authorized Public Accountant or equivalent, which is not stated in Section 5.5. Which requirements apply?

Response 

Section 5.5 sets out the overall competence requirements for Level 1 and Level 2 consultants, while Appendices 8 and 9 specify the information and evidence that shall be provided to demonstrate fulfilment of those requirements. The qualification requirements and the CV templates should therefore be read together.

1. If the requirement in Appendix 8 applies, our understanding is that it is sufficient that the proposed Level 1 team includes authorized public accountants (or equivalent), so that the assurance services are always led by an authorized public accountant, rather than every Level 1 consultant holding such authorization? Can you also confirm that Level 1 corresponds to Consultant category 1 (Appendix 8) and Level 2 to Consultant category 2 (Appendix 9).

Response 

With regard to authorization as a Public Accountant (or equivalent), it is sufficient that the proposed Level 1 team includes consultants holding the relevant authorization. It is not necessary for every proposed Level 1 consultant to hold such authorization.

1. Appendix 9 refers to experience within "financial audit with or without assurance and/or efficiency audit". Our understanding is that experience of efficiency audits, organizational reviews and capacity assessments, as described in Section 2.2.1 of the Terms of Reference, constitutes relevant experience for Level 2 consultants under Section 5.5. Please confirm.

Response 

Yes, that understanding is correct. 

1. Section 5.6: are at least three reference assignments required per consultant level (i.e. a minimum of six in total), or per proposed consultant or three in total?

Response 

Section 5.6 refers to consultant levels, not individual consultants. Accordingly, the tenderer shall submit at least three (3) reference assignments for each offered consultant level. 

1. Section 8.1: please state the upward adjustment (weighting) factor that will be applied in the price-quality evaluation.

Response

The upward adjustment (weighting) factor applied in the price-quality evaluation is 3. Please note that there was a minor error in the illustrative example for tender B in the procurement document .

If the upward adjustment factor is 3, the calculations become:

Tender A

• Price: 480,000 SEK
• Quality score: 90/100

Percentage surcharge:

= 30%

Comparative value: 480,000 x (1+0.30) = 480,000 x 1.30 = 624,000

Tender B

• Price: 400,000 SEK
• Quality score: 75/100

Percentage surcharge:

 = 75%

Comparative value: 400,000 x (1 + 0.75) = 400,000 x 1.75 = 700,000

Result

The winning tender is A, since it has the lowest comparative value (624,000 SEK versus 700,000 SEK).

1. Section 6.3: when several consultants are proposed at the same level, how are the merits scored - based on the average, the strongest consultant, or the team as a whole?

Response

The team as a whole

1. Please confirm that the physical copy delivered to the Embassy constitutes the formal tender, and that the electronic copy sent to procurement.lusaka@gov.se is a complement. Should the physical tender be submitted in one original, or are a specific number of copies required?

Response 

Yes, the physical copy delivered to the Embassy constitutes the formal tender. The electronic copy sent to procurement.lusaka@gov.se serves as a complement to the physical submission.

One original hard copy of the tender is sufficient.