PPR - 2007, Chapter 6, Clause 69

69. Terms of Reference to be Prepared:

In order to procure a consultancy services, a Public Entity shall have to prepare terms of reference containing the following matter as well:-
(a) Background and objective of the assignment to be performed by the consultant,
(b) Scope of the consultant and the assignment to be performed by him/her,
(c) If the study and the basic data concerning the assignment is available, descriptions thereof,
(d) If the consultant is required to transfer any knowledge and skill to the Public Entity, descriptions relating thereto,
(e) If training is to be provided, number of the employees to be trained,
(f) The functions and qualifications of the key personnel of the consultant and the estimated time required for the work to be performed by them,
(g) Time for commencement and completion of assignment by the consultant,
(h) Description of the information, physical facilities and equipment to be provided by Public Entity to the consultant, and
(i) Description of the report, data, drawing and survey report etc. to be submitted by the consultant.

PWD Part II, Procedural Directives, Volume A 15.3 step 1

15.3 Major Steps in the Selection of Consultants

Step 1. Preparation of Terms of Reference
The TOR shall include all information required to facilitate preparation of technical and financial proposals, to encourage consultants to purpose their own methodology and staffing, and to estimate the resources required. The following guidelines apply:

• TOR shall clearly define the objectives, scope of services and expected outputs.
• TOR shall clearly define the respective responsibilities of the client implementing agency and consultant.
• TOR should be prepared by a person in the implementing agency project management office who is specialised in the technical field, or by a consultant hired for his technical knowledge.
• The scope of work shall be compatible with the available budget.
• TOR shall provide or reference background information such as a list of relevant studies and basic data.
• TOR shall define the expected outputs to ensure that they are usable and can be easily adapted into further studies of design work.
• TOR shall list the data, facilities and services that will be provided by the client.
• If transfer of knowledge or training is an objective, it should be specifically outlined, detailing the number of staff to be trained and other pertinent information.
• TOR should be objective and flexible and should encourage consultants to make comments and propose alternate methodologies.
• TOR shall contain a request for a declaration of independence for confirming that the consultant is not associated with any potential suppliers or contractors.
  

Step 1.1 Suggested Outline for Terms of Reference
1. Introduction (client’s name, project name, funding source, title, location map)
2. Background (project history and current status, reports prepared to date, on-going
activities, interface agencies)
3. Objectives of Consulting Services (main objective, supporting objectives)
4. Detailed Scope of Consulting Services
5. Timing and Staffing Requirements
6. Reporting Requirements (inception report, interim report, draft final report, final report,
completion reports, monthly progress reports, number of copies)
7. Appendices (background reports and data)