(INTERMEDIATE LEVEL)

CHERYL G. RAMOS
GPPB Recognized Trainer
 Non-consulting
Consulting Services
Services
• Intellectual or advisory
Should define• the
Services provided
scope of work requiredby
andathe
responsibilities expected from the Consultant
in nature and provided company or individual
by a qualified expert in for work of a physical
a particular field or nature with clearly
profession. measurable outputs.

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The TOR is the prospective Consultant’s first and
main introduction to the project

Should define the scope of work required and the

responsibilities expected from the Consultant

Should be adequate and clear to minimize risk of

ambiguities

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 Evaluating
Project design proposals

Project Negotiating
processing contracts

Evaluating
Briefing
Monitoring and managing performance
consultants
implementation
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Inconsistencies or contradictions between different sections of the TOR

Ambiguity in the TOR, leading to the receipt of widely varying proposals that are hard to
evaluate

An over-prescriptive TOR that does not allow bidders to present their own solution, approach
or methodology

Unrealistic score of work for the time frame

Unintended stipulations in the qualifications or experience that restrict competition

The omission of any information essential to the process of compiling a proposal

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Unclear TOR requires consultants to make
assumptions

Difficult to evaluate

Winning consultant might not provide what is really

needed which leads to less successful projects

Risk of disputes and claims, as it might not be

clear who is responsible

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 The budget should be reviewed to ensure budget
alignment

The budget should include the following break down of

costs:

1. Consultant’s fee, listed as number of working

months/weeks/days x fee per working month/week/day
2. Daily subsistence allowance multiplied by the
number of days.
3. Transportation costs
4. Other relevant costs e.g. communication and printing,
rental fees

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 What is the
expected outcome?
• What would
change, gets
improved, done or
achieved as a
result of the TOR?

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 What will success look
like?
• Having determined the
expected outcome,
how will we know if it
has successfully been
achieved?
• What are the required
quality standards?

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 Are the deliverables
quantifiable?
• In attempting to
ascertain success, are
the deliverables as
defined in the TOR
aligned with achieving
the expected outcome
and are they
measurable?

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 What skills are needed?

• In order to deliver the

expected outcome,
what specific skills and
knowledge are needed?
• Is experience more
important than
academic qualifications
or vice versa?

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How long will it take
to accomplish?
• It is often easy to
underestimate how
long it may take to
complete the work.

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 Are there any specific constrains to
completing the work?
• Is there anything that may prove an
obstacle to successful completion?
• Is there anything that the client is
providing that needs to be procured
or organized before services can
commence?
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How will monitoring data be
gathered during
implementation?
• Identify mechanisms that
can be included in the TOR
to allow interim monitoring
such as progress reports,
inception reports, defined
milestones or progress
meetings.

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 Will the TOR deliver the
results?
• As a final check, it is
useful to consider
whether the written word
in the TOR conveys the
nature and type of
results expected from
the work. If not, then
revisit the TOR.

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 Background of
Scope of Work the Project
Terms of Reference

Client
Support Timeframes

Constraints
Deliverables
Key
Reporting Performance
Requirements Indicators
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 Briefly describe the Sufficient information It must be able to
national context in must be provided to explain the reasons for
which the specific form a clear picture of undertaking the project
consultancy project will the setting for the and why it is designed
operate consultancy the way it is

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A short (1-2 page)
narrative to
introduce the
assignment,
including details
about the larger
project that the
assignment will be
part of.

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It should cover the following topics:
•The name of the agency;
•The title of the assignment;
•A brief description of the assignment;
•Background (the assignment setting)
•Rationale
•Goal (the macro objective)
•Purpose (the assignment objective)
•Location (map if required)
•The macro-economic context of the assignment, in
relation to on-going or proposed projects and
development plans.

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The TOR should describe the objective of the
assignment to make sure this is clear to the consultant.
CONSULTING FIRM INDIVIDUAL CONSULTANT
Prepare a feasible investment Prepare, review, supplement or
project to… update a feasibility study
Help the agency to conduct a Help to strengthen the capacity
comprehensive review of… of…
Help the agency to strengthen… Help the agency to implement…

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Describes the specific
outputs required from
the consulting firm or
individual, the required
activities and the time
frame for
implementation.
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General suggestions:

• Identify • Determine • Define the • For each • Use

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5
2

4
the key whether specific output, “phase”
issues that surveys, outputs define the headings
need to be special required activities to
addressed analyses describe
or these
modelling items
will be
required.

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General suggestions:

• Based on the • Assess the • Assign the • Estimate the

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6

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outputs and strength of outputs and time required
activities, the domestic activities to for the inputs
describe the consulting domestic and
key industry and international
consulting its ability to consultants
inputs by provide firms/
discipline individuals to
undertake the
work

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 Time frame for the
Brief general summary of assignment
the overall scope
Definition of the phases
Summary of key issues
Definition of the required
Need for surveys, special domestic and
analyses and models international consultant
inputs
Required outputs and the
expected activities
Project framework

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 Preferably
formulated to
SPECIFIC MEASURABLE ACCURATE REALISTIC TIME-BOUND
include time, place
and quantity

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The scope must be as detailed
as possible to enable the
consultants to understand the
needs of the assignment but
must not be overly prescriptive.
It is important to ensure that
the required scope is
consistent with any budgetary
constraints.

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 What?
Deliverable is stated as an end
result
When?
How
much? Ensure that all deliverables necessary
for the achievement of the objectives are
described

Where?

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Specific information
about the types of
products Organizational
standards and
practices.
The structure and
format for each
product. The timeframe for
products, including
milestones.
The language(s) in
which deliverables
Required meetings
should be written.
and consultations.

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State the proposed timing of the
activities, the expected total
number of working days/man days
and the total duration to which you
expect a deliverable to be
completed and submitted

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Factors to consider when deciding the time:

• Timing in relation to budget cycle and availability of funds

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• Seasonal factors such as access to the project area during wet or dry season (if
2 applicable)

• Whether the project depends on preliminary surveys

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• Whether the start of the project depends on some conditions, e.g. establishment
4 of task force, steering committee, or the availability of the counterpart staff

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Factors to consider when calculating the time:

Number of people Likely extent of Amount of consultation Complexity of

Number of different
available to undertake preparatory surveys and participation institutional
locations
the tasks required expected arrangements

Whether locations are

Number of people who
remote and whether Availability of transport Extent of preliminary Number and size of
will need to review and
extensive community and existing or wrap-up activities or reports and the time
comment on the draft
consultation will be infrastructure meetings required required to write them
reports
required

Whether any conditions will be

included that will determine whether
the consultant can proceed from one
phase to the next

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Dividing the assignment
The TOR should show the
into phases provides an
estimated duration of each
effective way to structure
phase and should define the
and monitor it.
milestones.

An inception phase
provides an opportunity
to modify, update and The TOR may include a
refine the TOR. requirement that the
consultant obtain a statement
When an assignment is divided of no-objection before
into several phases, the TOR proceeding to the next phase.
must provide sufficient time for
reviews and discussion between
the phases.

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All resources and support the
recipient government/institution
can provide to the Consultant free
of charge

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State clearly the restrictions, the
limitation or the extent of
responsibility or authority of the
Consultant

It should be conveyed at the onset

of the project so to avoid risk of
disputes
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Include requirements such as
contents, number of copies,
language, who should receive the
reports and whether they should be
submitted electronically, in hard
copy, or both

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The reports can include:
✓Inception report The definition of each report
✓Progress reports should include:
✓Interim report ❖Format
✓Draft final report ❖Indication of size
✓Final report ❖Frequency
✓Specific survey reports ❖Language
❖Content
❖Number of copies
❖Names of prospective
recipients

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 INCEPTION REPORT PROGRESS REPORTS

❑The consultant usually ❑Should keep the

submits the inception implementing officer
report within 4-6 weeks informed of the
after mobilizing consultant’s progress
❑Includes a detailed work ❑A common schedule is
program plus any major to submit them monthly
inconsistencies in the ❑Should be short, with no
TOR, staffing problems or more than 2 pages of text,
deficiencies and concise

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 INTERIM REPORT FINAL REPORT

❑If the assignment is ❑Submitted at the end of the

phased, this report should assignment
inform the project officer ❑TOR should either outline some
of the consultant’s standard contents for the report or
preliminary results, state when during the assignment
alternative solutions and the contents will be agreed
major decisions that need
to be taken ❑When the assignment includes this report, the TOR
may require the consultant to conduct them or to sub-
contract them to an appropriate local institution
SPECIAL SURVEY ❑When surveys are sub-contracted, the TOR should
REPORTS clearly define the consultant’s responsibility.
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The manner or method of
evaluating performance,
rating scale to be used,
required passing rate, when
and how often it shall be
conducted

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 TOR for Capacity Development Consultant
Background of the …improve the Government’s capacity in developing environmental friendly
energy systems in accordance with the overall “Green Energy 2015”
Project programme goals

Scope of Work • To conduct a “green energy” TOT Programme for 75 Staff in 3 Ministries

Deliverable/Timeframe • Competency assessment documented in inception report

• Develop training course modules, to be submitted within a month from
submission of inception report.
• Complete 3 TOT training courses within 1 month from submission of
training course material, of 1-week duration and conduct post-training
competency tests, all documented in the final report

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Client Support • Consultant shall be provided a copy of the agency’s existing training
materials as reference
• Training room facilities for the training courses shall be provided

Constraints • All developed materials relative to the project are strictly confidential and
are not to be shared with the public

Reporting • Inception and Final Report shall be submitted in MS Word Compatible

Format, submitted in soft and hard copies.
Requirements • Training modules submitted in soft and hard copies
• Two copies for every deliverable.

Key Performance • All 75 Staff trained within 3 months

• Average training satisfactory rate among participants should be min. of 3
Indicators from a scale of 1-5.
• 70% of staff to pass the “green energy” exam

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Agency X is conducting a two-day event to
be participated by 140 attendees (100 To be discussed with group mates:
international buyers and 40 local sellers).
Venue will be at the Philippine Pavilion, SM What information do you need to gather before
Megatrade Hall. The components of the you can prepare the TOR. Where will you get this
event include a Welcome Dinner Reception information and who will you need to talk to?
and Business-to-Business Meetings. The
Division in-charge is procuring for an
Events Organizer who has the capacity and
ability to host and run the event. To be accomplished and presented:

As the end-user of the Division, you are Prepare a TOR and present in word
tasked to prepare a TOR for the
procurement of an Events Organizer. or slide format

45 minutes to prepare and 5 minutes for the presentation

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 Contact us:
Unit 2504 Raffles Corporate Center, F. Ortigas Road,
Ortigas Center, Pasig City, Philippines 1605
THANK YOU! TeleFax: (632)7900-6741 to 44
Email address: training@gppb.gov.ph