e-PS4 Individual Consultant Time Based Preparation Guideline

01When to Use e-PS4

Use e-PS4 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, and where pay is based on the time the consultant actually spends.

Nature

Service

Selection

Individual consultant (national)

Contract type

Time based, up to a ceiling

Value

Assignment based

Ranking basis

CV points (90) + interview (10)

Payment

Monthly, in Taka

BPPA recommends a time-based contract when any of these is true:

• The scope of services cannot be set with enough precision.
• How long the work takes, or how much of it there is, depends on things the consultant cannot control.
• The output you need is hard to measure.

e-PS4, 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 a minimum qualifying score of at least 60.
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-PS4 (an Economist post on a two-year term, extendable on performance) 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 type and duration, and whether it may be extended.

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.

Even when the scope is uncertain, give your best estimate of the input. It drives the ceiling amount, and the consultant's Form 3C staff time. At negotiation the TOR becomes the Description of Services in Annex A.

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, with a minimum of 60. An applicant scoring 58 is disqualified and is not interviewed. You may set the bar higher, say 65, but never below 60.

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-PS4 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. D scores 59/90 and is out before the interview. 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 rate (monthly, daily or hourly), the expected input, and the reimbursables, starting from Form 3C. Together they set the ceiling amount.
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.

09Rates, Reimbursables and Ceiling

In Clause 11.1, keep one rate basis and delete the others. Each counts time differently:

Example: a part month Monthly rate Tk. 1,50,000. The consultant starts on the 19th and spends 12 days on the assignment that month: Tk. 1,50,000 ÷ 30 × 12 = Tk. 60,000. On a daily rate of Tk. 7,000 instead, with 9 working days in the same period, the bill would be Tk. 63,000.

• Per diem and travel: only when working away from the duty station, at the agreed rates.
• Other expenses: those detailed in Annex B.
• Anything else: reasonable expenses outside these categories are reimbursed only if you approve them, at your sole discretion and subject to budget.
• Ceiling (Clause 10): the total of remuneration and reimbursables, not to be exceeded. It covers all the consultant's costs and any tax obligation.

10Complete the Contract Annexes

The STD's sample reporting schedule:

1. Inception report
2. Interim progress reports: first status report, second status report
3. Draft report
4. Final report

Unlike e-PS3, Annex C carries no payment percentages. Reports track progress; payment follows the monthly invoices, with the final payment held until the final report is approved.

11Payments and Supervision

• Before start: collect a medical report showing the consultant is in good health and fit to perform.
• Supervise closely: a time-based contract needs you involved in the daily execution of the assignment. Your representative named in Annex A coordinates all activities.
• Monthly invoices: the consultant invoices remuneration and reimbursables at the end of every month, with supporting documents and vouchers for reimbursables. Pay in Taka within 15 calendar days of receipt.
• Check the time claimed against the rate basis rules and the work you observed. Keep a running total against the ceiling.
• Final payment: only after you approve the final report. If you notify deficiencies, the consultant corrects them first.
• Suspension: if the consultant fails to perform, you may suspend all payments by written notice.
• Overpayment: claim any excess within 3 months after accepting the final report; the consultant must refund it within 30 days of your claim.
• Your obligations: provide, free of charge, the data, local services, personnel and facilities listed in Annex A.
• 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.

Example: monthly invoice timing The consultant submits the September invoice on 1 October. Payment is due by 16 October, 15 calendar days later, weekends and holidays included.

12Termination 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.

13Points to Correct in the Draft

The November 2025 draft has some numbering and cross-reference errors. Fix these in your copy, or ask BPPA, so applicants and the consultant 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.
• From contract Clause 14 onwards the sub-clause numbers run one behind their headings (Clause 14 holds 13.1, Clause 22 holds 21.1). Renumber them.
• Clause 11.2 says leave counts "to the extent specified in Clause 15.2", but 15.2 is about reports. State the casual and sick leave allowed explicitly.
• The reports clause says reports are the basis for payments "under Clause 12"; payment conditions are in Clause 13.
• Annex A refers to "Clause 22.1" for notice addresses; that clause is dispute resolution. It also lists "Address of the Client" twice; the second should be the consultant's.
• Form 3B numbers the employment record, work illustrating capability and computer skill as 10, 11 and 12, repeating earlier numbers.

14Issuing Checklist

• The assignment suits an individual, and its scope, duration or output really is uncertain.
• You can supervise the consultant day to day.
• TOR has background, objectives, scope, selection criteria, work programme, estimated input and locations.
• Minimum education and experience are stated as numbers.
• Points add up to 90 within the STD ranges; the minimum qualifying score is at least 60.
• 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.
• Rate basis, Annex A, B and C formats are ready for negotiation, with cross-references corrected.

15Common Questions