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Preparing an Expression of Interest (EOI)

June 2015

This business guide was prepared with contributions from the Offices of Liaison with International Financial Institutions (OLIFI), located in Washington, Abidjan, Manila, Bridgetown, and the Canadian Executive Directors Offices at the Inter-American Development Bank and the European Bank for Reconstruction and Development. This guide summarizes the best practices for preparing an expression of interest (EOI)1 for an assignment financed by the multilateral development banks (the "Banks").

Overview

The Banks' main objective in advertising requests for expressions of interest (EOIs) is to inform as many eligible consultants as possible about a consulting opportunity under a Bank-financed assignment. Conversely, it is the executing agency in the borrowing country that is responsible for the selection of consultants and will be initiating the requests for EOIs. Information contained in the EOI will be used to prepare a short list of the most qualified consultants that will subsequently be invited to submit a proposal for an assignment. Fundamentally important, an EOI is the key opportunity for consultants to differentiate themselves from their competitors, during the crucial early selection phase of an assignment.

The process of getting on the short list is competitive and firms should use the EOI to sell their capabilities and expertise. Submissions must address all the prequalification criteria and should be written in a clear, concise, and logical format. Contact information for the decision maker will be listed in the request. In reviewing EOIs, the main considerations are technical capacity, managerial organization, qualifications relevant to the field of the assignment (e.g., previous work with Banks, sector expertise or, country/regional experience), key staff and local partners. Unlike the more formal proposal review process, an EOI is not evaluated according to a points-based system and an EOI is not expected to be a detailed bid or proposition.

It is important to know as much about the assignment as possible prior to preparing the EOI. Firms should regularly monitor the pipelines and monthly operational summaries of the Banks to learn of upcoming projects and should contact key staff at executing agencies prior to the advertisement of requests for expressions of interest. Many of the Banks' websites contain detailed project information including contact information for executing agencies. Firms are also advised to contact the Canadian Trade Commissioner Service through the Canadian embassy or consulate in the borrowing country, to gather project intelligence and ascertain information about local partners.

Detailed information for a specific project is available through the various documents that the Banks prepare and publish on their respective websites, before project approval:

EOI Format

Cover: Cover or title page, should include project title, assignment name, project loan number, firm name, logo, and contact information.

Cover Letter (content similar to an executive summary of the EOI): 1-2 page cover letter with key words in bold.

Statement of Qualifications: The statement of qualifications should highlight the firm's sector-specific expertise, country/regional experience, and collaboration with a local partner(s). The length of the document will vary according to the scope of the assignment. The statement of qualifications is an opportunity to profile your company, and should be detailed enough to address all of the prequalification criteria without becoming a mini-proposal. The following information should be included:

Submission Guide and Tips

Research: Ensure that you have thoroughly researched all of the relevant information from Bank websites, and contacted the executing agency in advance to clarify any significant points.

Appearance: Make the document attractive and legible with a professional look. Logos should be used but do not include extraneous clip art or graphics that may appear unprofessional.

Language: Ensure that the EOI is written in a clear, concise, and logical format with key words in bold. The language of the EOI must be the same language as the published request for EOIs. When English is indicated as the language of submission, it can be valuable (but not required) to submit a translated version in the language of the country.

Supporting Content and Materials: Confirm that you have included relevant information pertaining to your sector-specific expertise, country/region and Bank experience, key staff information (mini-bios vs. CVs), and information about local partners. Brochures can be attached but should not be an alternative to writing a responsive EOI. The executing agency will make its decision based upon the written information contained in the text of the EOI.

Contact Information: Indicate the contact point within the firm for receiving subsequent correspondence and requests for proposals.

Copies: Ensure that a sufficient number of copies are submitted as stated in the request for EOIs.

Submission Method and Delivery: Unless explicitly specified (i.e., 'electronic copy only'), submit a hardcopy and an electronic/e-mail copy as indicated in the EOI request. Ensure that your submission arrives on time. Send by registered courier or express mail and factor in potential time differences and delivery delays. Late EOIs will not be accepted.

Follow-up: Contact the executing agency to confirm receipt of the EOI.

Canadian Government Contacts

Offices of Liaison with International Financial Institutions (OLIFIs)

OLIFI Washington, Canadian Embassy, Washington
E-mail: IFIWashington@international.gc.ca

OLIFI Bridgetown, High Commission of Canada to Barbados
E-mail: Tammy.Brathwaite@international.gc.ca

OLIFI Manila, Embassy of Canada to the Philippines
E-mail: Xuguang.Huang@international.gc.ca

OLIFI Abidjan, Embassy of Canada to Côte d'Ivoire
E-mail: Hartman.Kouassi@international.gc.ca

Useful Internet Sites


1 The Caribbean Development Bank may use the term 'Statement of Capability' instead of Expression of Interest.

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