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Course Contents (Back)
- Preliminary considerations before preparing Expressions of Interest
or Pre-qualifications.
- Preparation of Expressions of Interest (EOIs) and
Pre-qualifications.
- Preparation of the Technical proposal.
- Preparation of the Financial proposal.
Objectives
- Preparation of pre-qualifications and EOIs
- Preparation of technical and financial proposal.
- Evaluation of these proposals by selection committees.
Available Languages:  
Learning Unit Summary
In this module we will study how to prepare expressions of interest
and pre-qualifications for tenders procured by development projects. We
will also learn how to prepare the technical and financial proposals for
international projects for tenders and grants.
Moreover, we will become acquainted with the different programs
formats, and we will see some examples of the requirements needed to win
tenders and grants with these International Institutions.
Finally, we will analyze step -by-step the way in which a proposal
evaluation is carried out to award the project to the winning bid.
Preparing Pre-qualifications or Expressions of Interest (EOI) for
international tenders needs a little preparation. We have to select,
prepare and write correctly our references and CVs. We have to decide for
each pre-qualification or EOI whether we want to go alone or in a
consortium. Sometimes the terms EOI and pre-qualification are used
indifferently for this stage, whose objective is to determine the short-list
of firms or institution allowed to prepare a full proposal, although each
institution tends to use one term or the other.
We have to assess the human Resources at our disposal for the project,
the costs and determine which firm is going to lead (the Manager or
consortium leader), before we start writing the Expression of Interest.
Furthermore we will assess the economical-financial capacity of our company
or institution, that is, if the financial requirements of the tender are
fulfilled. If not, we will have to look for a contractor or consortium
member, and study the possible payment schemes and their repercussion on the
cash-flow.
As mentioned, when preparing a prequalification or EOI, it is necessary
to take several issues into account, such as the formats and cover letters:
- Cover letter and presentation of consortium
- Identification of consortium members and signature by the consortium
leader, as i.e. the person representing the consortium.
- Financial data for the last three years.
- Personnel or staff data.
- Areas of specialization.
- References of similar projects with much detail.
The purpose of the technical proposal is to sell the methodology and
experience of the firm, but even more the practical results and team
proposed by our consortium. It is necessary to comply exactly with the
formats and rules of the tender and institutions funding it. It is advisable
to send a first draft to the partners, so that they can give their opinions
about the proposal, and introduce the necessary improvements. Furthermore,
we will ask them to write parts of the proposal. It is important to research
(via Internet or by visiting the country and region if possible) about the
project and its environment.
The financial proposal for technical assistance includes the fees,
incidentals, reimbursable expenses, per-diems, which must be internally
split by the partners. All information that can speed up payment must be
provided and certificates and other standard documents must be attached. It
is advisable using clear and simple language and arranging some dry-runs or
simulations to improve the chances if there is a personal interview of
various final bidders.
Once short-listed, in most EU countries in order to subsidise the costs
of preparing proposals for international tenders, there are a series of
subsidies, for example in Spain:
- ICEX FAIP Programme: This subsidy offers financial support to
companies to prepare proposals, alone or in consortium, for
international tenders outside the EU.
- ICEX ASIST Programme: This is an annual subsidy which covers
marketing trips and lobbying costs to the headquarters of institutions
and to third countries.
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