MANUAL FOR CONDUCTING VERY SMALL-VALUE PROCUREMENT
UNDER WORLD BANK/IDA SMALL GRANTS, LOANS AND CREDITS
List of Annexes
Annex A: Terms of Reference and Scope of Services
Annex B: Consultant’s Reporting Obligations
Annex C: Cost Estimate of Services, List of Personnel and
Schedule of Rates
Annex C
Cost Estimate of Services, List of Personnel and
Schedule of Rates
(1) Remuneration of Staff
Name
Rate
(per month/day/ hour in currency)
Time spent (number of
month/day/hour)
Total (currency)
(a) Team Leader
(b)
(c)
Sub-Total (1)
(2) Reimbursables6
Rate
Days
Total
(a) International Travel
(b) Local Transportation
(c) Per Diem
Sub-total (2)
TOTAL COST ___________________________
Physical Contingency7 _____________________
CONTRACT CEILING ____________________
6 To include expenses for international travel, local
transportation, per diem, communications, reporting costs, visas, inoculations, routine
medical examinations, porterage fees, in-and-out expenses, airport taxes, and other such
travel related expenses as may be necessary; reimbursable at cost with supporting
documents/receipts; except for per diem (which is fixed and includes housing and ______
expenses).
7 From 0 to 15 percent of total cost; use of contingency requires
prior approval of the Client.
SAMPLE CONTRACT FOR SMALL ASSIGNMENTS
LUMP-SUM PAYMENTS (IBRD/IDA FINANCED)
CONTRACT
THIS CONTRACT ("Contract") is entered into this [insert
starting date of assignment], by and between [insert Client’s name] ("the
Client") having its principal place of business at [insert Client’s address],
and [insert Consultant’s name] ("the Consultant") having its principal
office located at [insert Consultant’s address].
WHEREAS, the Client wishes to have the Consultant perform
the services hereinafter referred to, and
WHEREAS, the Consultant is willing to perform these
services,
NOW THEREFORE THE PARTIES hereby agree as follows:
1. Services
(i) The Consultant shall
perform the services specified in Annex A, "Terms of Reference and Scope of
Services," which is made an integral part of this Contract ("the
Services").
(ii) The Consultant shall provide the personnel listed in
Annex B, "Consultant’s Personnel," to perform the Services.
(iii) The Consultant shall submit to the Client the
reports in the form and within the time periods specified in Annex C, "Consultant’s
Reporting Obligations."
2. Term
The Consultant shall perform
the Services during the period commencing [insert starting date] and continuing
through [insert completion date], or any other period as may be subsequently agreed
by the parties in writing.
3. Payment
A. Ceiling
For Services rendered pursuant to Annex A, the Client
shall pay the Consultant an amount not to exceed [insert amount]. This amount has
been established based on the understanding that it includes all of the Consultant's costs
and profits as well as any tax obligation that may be imposed on the Consultant.
B. Schedule of Payments
The schedule of payments is specified below:1
[insert amount and currency] upon the
Client's receipt of a copy of this Contract signed by the Consultant;
[insert amount and currency] upon the Client's
receipt of the draft report, acceptable to the Client; and
[insert amount and currency] upon the Client's
receipt of the final report, acceptable to the Client.
[insert amount and currency] Total
C. Payment Conditions
Payment shall be made in [specify currency], no
later than 30 days following submission by the Consultant of invoices in duplicate to the
Coordinator designated in paragraph 4.
4. Project Administration
A. Coordinator.
The Client designates Mr./Ms. [insert name] as
Client's Coordinator; the Coordinator will be responsible for the coordination of
activities under this Contract, for acceptance and approval of the reports and of other
deliverables by the Client and for receiving and approving invoices for the payment.
B. Reports.
The reports listed in Annex C, "Consultant's
Reporting Obligations," shall be submitted in the course of the assignment, and will
constitute the basis for the payments to be made under paragraph 3.
5. Performance Standards
The Consultant undertakes to
perform the Services with the highest standards of professional and ethical competence and
integrity. The Consultant shall promptly replace any employees assigned under this
Contract that the Client considers unsatisfactory.
6. Confidentiality
The Consultants shall not,
during the term of this Contract and within two years after its expiration, disclose any
proprietary or confidential information relating to the Services, this Contract or the
Client's business or operations without the prior written consent of the Client.
7. Ownership of Material
Any studies reports or other
material, graphic, software or otherwise, prepared by the Consultant for the Client under
the Contract shall belong to and remain the property of the Client. The Consultant may
retain a copy of such documents and software.2
8. Consultant Not to be
Engaged in Certain Activities
The Consultant agrees that,
during the term of this Contract and after its termination, the Consultant and any entity
affiliated with the Consultant, shall be disqualified from providing goods, works or
services (other than the Services and any continuation thereof) for any project resulting
from or closely related to the Services.
9. Insurance
The Consultant will be
responsible for taking out any appropriate insurance coverage.
10. Assignment
The Consultant shall not
assign this Contract or sub-contract any portion of it without the Client's prior written
consent.
11. Law Governing Contract
and Language
The Contract shall be
governed by the laws of [insert government], and the language of the Contract shall
be3[insert language].
12. Dispute Resolution4
Any dispute arising out of
the Contract, which cannot be amicably settled between the parties, shall be referred to
adjudication/arbitration in accordance with the laws of the Client's country.
FOR THE CLIENT
FOR THE CONSULTANT
Signed by ___________________ Signed by
____________________
1 Modify, in order to reflect the output
required, as described in Annex C.
2
Restrictions about the future use of these documents and
software, if any, shall be specified at the end of paragraph 7.
3
The law selected by the Client is usually the law of its
country. However, the Bank does not object if the Client and the Consultant agree on
another law. The language shall be English, French, or Spanish, unless the Contract is
entered into with a domestic firm, in which case it can be the local language.
4
In the case of a Contract entered into with a foreign Consultant,
the following provision may be substituted for paragraph 12: "Any dispute,
controversy or claim arising out of or relating to this Contract or the breach,
termination or invalidity thereof, shall be settled by arbitration in accordance with the
UNCITRAL Arbitration Rules as at present in force."
