1. Needs Assessment Define the purpose of the survey (e.g., socio-economic, land, GIS mapping, environmental, traffic). Identify the scope of work (SoW): area coverage, methodology, duration, and expected deliverables. 2. Preparation of Terms of Reference (ToR) Clearly describe: Objectives of the survey. Tasks and methodology. Qualifications required (e.g., survey engineers, enumerators, GIS experts). Duration and reporting format. Evaluation criteria for firm selection. 3. Approval of Procurement Plan Include survey firm hiring in the project's procurement plan. Get approval from the Project Director / Steering Committee. 4. Invitation for Proposals Issue Expression of Interest (EOI) or Request for Proposal (RFP) in line with procurement rules (e.g., PPA/PPR in Bangladesh, World Bank Guidelines, ADB procedures). Advertisement can be through: Newspapers. E-GP (Electronic Government Procurement) system. Project website. 5. Submission & Opening of Proposals Interested firms submit technical and financial proposals. Proposals are opened in presence of committee members (and sometimes bidders). 6. Evaluation of Proposals Technical Evaluation: Relevant experience. Qualifications of team members. Work plan & methodology. Financial and institutional capacity. Financial Evaluation: Price competitiveness. Value for money. Methods: QCBS (Quality & Cost Based Selection) – most common. LCS (Least Cost Selection) – when tasks are simple. CQS (Consultant's Qualification Selection) – for small assignments. 7. Formation of Evaluation Committee A Tender Evaluation Committee (TEC) / Consultant Selection Committee (CSC) reviews and scores proposals. Marks are awarded based on pre-set criteria in the ToR/RFP. 8. Negotiation & Finalization Highest-ranked firm (based on QCBS or method chosen) is invited. Negotiate technical aspects, staffing, timeline, and financial terms. 9. Approval & Contract Signing Get approval from the Project Director / Steering Committee / Donor Agency (as per rules). Sign a formal contract agreement with the selected firm. 10. Mobilization Issue Work Order. Firm mobilizes its team, equipment, and resources to start the survey.
