e-PS3 Individual Consultant Lump Sum Preparation Guideline

01When to Use e-PS3

Use e-PS3 to hire an individual consultant under Section 38 of the Public Procurement Act 2006 and Rule 133 of PPR 2025, for an assignment where the person's qualifications and experience matter most and no team or extra professional support is needed. Payment is tied to reports or other deliverables submitted on set dates.

Nature

Service

Selection

Individual consultant (national)

Contract type

Lump sum, paid by milestone

Value

Assignment based

Ranking basis

CV points (90) + interview (10)

Currency

Bangladesh Taka

BPPA notes that lump sum contracts are not commonly used for individuals. Choose e-PS3 only when all of these are true:

• The scope of services is clearly defined and unlikely to change.
• You can name the outputs, usually reports, and the dates they are due.
• You want to pay for outputs, not for time spent. The advantage is simple administration: you only need to be satisfied with the output.

e-PS3, suitably tailored, may also be used for Single Source Selection of an individual consultant.

02How the Document Works

Guidance notes appear in brackets and italics. Decide which ones help applicants and keep them; delete the rest.

03The Selection Process

1. Write the TOR, including the evaluation points and minimum qualifying score.
2. Publish the request on e-GP with its closing date and time.
3. Applicants submit Forms 3A, 3B and 3C online, electronically signed.
4. e-GP opens applications automatically at the deadline and informs the PEC. There is no public opening (Rule 136).
5. The PEC scores each CV, disqualifies those below the minimum, and short-lists up to 7.
6. The PEC interviews the short-list for up to 10 points and ranks the top 3 by combined score.
7. Negotiate with the first-ranked applicant (Rule 144); if that fails, the second, then the third.
8. Obtain award approval, sign the contract, then notify the unsuccessful applicants.

04Write the Terms of Reference

The TOR is the only part of the request you write. Explain in clear terms what the consultant must do. It must contain:

The sample advertisement in e-PS3 (an Economist post) also shows header details worth stating:

• Job number, title, job family and location.
• Appointment (local hire), posting date and closing date.
• Language requirements (for example Bangla and English, both essential) and computer literacy.
• Appointment duration.

Write experience as a number The STD's own example: "Applicants must have overall working experience of 15 years with at least 10 years working experience in the relevant field of assignment." A number like this lets the PEC score consistently and lets applicants judge whether to apply.

At negotiation the TOR is finalised and becomes the Description of Services in Annex A of the contract. Write it so it can be used that way.

05Set the Evaluation Points

Allocate points within these ranges so the total is 90. The interview adds 10, so final scores are out of 100.

Example allocation Education 20 + experience 55 + accreditation 5 + other skills 10 = 90. You also set the minimum qualifying points; e-PS3 leaves the number to you. Say you set 60 of 90: an applicant scoring 58 is disqualified and is not interviewed, however strong the rest of the field.

Break each criterion down further if you can (for example points for a master's versus a PhD, or per year of relevant experience) so different PEC members reach the same score.

06Publish the Notice

Applications are made only through e-GP (Rule 135(5)). The advertisement format at the end of e-PS3 asks for:

• Ministry or Division, agency, client name and district.
• The assignment ("Expression of Interest for Selection of ..."), reference number and date.
• Source of funds and development partner, if any; project or programme code and name.
• Closing date and time.
• Brief description of the assignment, qualification and experience, other details.
• Name, designation, address and contact details of the official inviting applications.
• The statement that the Client reserves the right to reject all applications.

You may extend the deadline at your discretion, and revise the request by Addendum at any time before the deadline. The Addendum becomes part of the document.

07Opening, Evaluation and Interview

• Opening: automatic on e-GP right after the deadline; the PEC is informed immediately. Late applications are rejected by the system.
• Eligibility: check each applicant is Bangladeshi, has not been convicted or dismissed for misconduct, is not debarred, has paid taxes, and has no conflict of interest.
• Government employees: require the employer's written certificate that the applicant is on leave without pay and allowed to work full-time outside. Under Rule 133(9) your agency may not hire someone who worked for it immediately before going on leave.
• Scoring: rate academic background, relevant experience and its adequacy, knowledge of local conditions and language, using the points in the TOR. Disqualify anyone below the minimum.
• Short-list: at most 7 qualified applicants.
• Interview: test aptitude and presentation, rated out of 10.
• Ranking: add interview points to CV points and list at most 3 applicants in order of merit.
• Form 3C is not scored. The indicative remuneration is used only in negotiation.

Example ranking A scores 72/90 and 6/10 at interview = 78. B scores 68/90 and 9/10 = 77. C scores 65/90 and 7/10 = 72. A ranks first and is invited to negotiate; B and C are held in reserve.

From opening until signing, applicants must not contact you unsolicited. An attempt to influence the evaluation may lead to rejection of that application.

08Negotiation and Award

1. Invite the first-ranked applicant to negotiate at your office (Rule 144).
2. Finalise the TOR, work schedule, logistics and reporting schedule. These become the Description of Services.
3. Negotiate the remuneration and reimbursable costs, starting from Form 3C. The result becomes one fixed lump sum.
4. Review the draft contract; both sides initial the agreed version.
5. If negotiation fails, move to the second-ranked applicant, then the third.
6. After award approval, sign the contract. Agree the start date and place at signing; record the agreed duration in e-GP.
7. Promptly notify the other applicants that they were unsuccessful, and answer any debriefing request made through e-GP.

09Complete the Contract Annexes

The STD's sample payment schedule:

Example: a Tk. 12 lakh lump sum Inception report accepted: 15% = Tk. 1,80,000. Draft final report accepted: 55% = Tk. 6,60,000. Final report approved: the remaining 30% = Tk. 3,60,000. Each payment is due within 14 working days of the consultant's invoice.

The contract price includes all the consultant's costs and any tax obligation. Make sure the Annex B total and Clause 10.1 show the same amount.

10Contract Management

• Before start: collect a medical report showing the consultant is in good health and fit to perform (Clause 13).
• Your obligations: provide, free of charge, the data, local services, personnel and facilities listed in Annex A (Clause 19).
• Representative: your representative named in Annex A coordinates all activities.
• Reports: the consultant submits the Annex C reports, typed or computer composed; they are the basis of payment.
• Payment: in Taka, within 14 working days of an invoice submitted after the reporting obligation is met. Never exceed the lump sum.
• Final payment: only after you approve the final report. If you notify deficiencies, the consultant corrects them first.
• Changes: the contract, including its duration, can be modified only by written agreement of both parties.
• Ownership: all studies, reports, graphics and software belong to you. The consultant may keep a copy only with your written approval.
• Relationship: independent consultant only, not an employee.

11Termination and Disputes

• By you: at least 28 days' written notice, given after the event that makes termination necessary.
• By the consultant: at least 28 days' written notice, only if you fail to meet a payment obligation.
• Integrity breach: if the consultant engaged in corrupt, fraudulent, collusive, coercive or obstructive practice, first allow an explanation; if it is not satisfactory, revoke the award and declare the consultant ineligible for a stated period.
• Disputes: settle amicably first; otherwise arbitration under the Arbitration Act 2001, seated in Dhaka. Governing law is Bangladesh; contract language is English, with Bangla or English for day-to-day letters.

12Points to Correct in the Draft

The November 2025 draft has some cross-references that do not match. Fix these in your copy, or ask BPPA, so applicants are not confused:

• Section 1 Clause 4.2 points to Contract Sub-Clause 3.4 for the integrity definitions; they are in Sub-Clause 3.5.
• Clauses 8.6 and 9.1 refer to Clause 8.5 for the evaluation points and the ranking; the points are under 8.2 and the ranking is under 8.6.
• The table of contents calls the contract "Time-based"; the contract itself is headed "Lump-sum".
• Annex A refers to "Clause 22.1" for notice addresses; the contract has only 21 clauses. It also lists "Address of the Client" twice; the second should be the consultant's.
• Annex A says report production is the Client's responsibility "in case of Time based contract". For a lump sum, state clearly who pays for production and binding.
• Annex C's table names an "Inception Report", while the sample schedule below it says "Interim Report". Use one name.

13Issuing Checklist

• The assignment suits an individual: no team, clearly defined scope, outputs you can name and date.
• TOR has background, objectives, scope, selection criteria, work programme and locations.
• Minimum education and experience are stated as numbers.
• Points add up to 90 within the STD ranges, with a minimum qualifying score.
• Closing date and time, reference number and contact official are filled in.
• Unneeded italic guidance notes are removed; Section 1 and the contract clauses are unchanged.
• PEC members know the 7-applicant short-list, 10-point interview and top-3 ranking rules.
• Annex A, B and C formats are ready for negotiation, with cross-references corrected.

14Common Questions