Rule 184 of The General Financial Rules 2017 Short listing of consultants
Original Rule Text
Visual Summary
Identifies qualified consultants for further evaluation.
Mandates shortlisting based on prior responses.
Ensures competitive pool of at least three consultants.
Executive Summary
Rule 184 of The General Financial Rules, 2017 outlines the process for shortlisting consultants. This rule mandates that based on the responses received from interested parties, as per Rule 183, consultants who meet the specified requirements must be shortlisted for further consideration. A critical condition is that the number of shortlisted consultants must not be less than three, ensuring a competitive pool for subsequent evaluation stages.
In-Depth Analysis of the Rule
Rule 184 is a pivotal step in the procurement of consulting services, ensuring that only qualified and suitable firms proceed to the detailed evaluation phase. It directly follows the process of identifying likely sources and seeking expressions of interest, as detailed in Rule 183.
Breakdown of the Rule:
- Basis for Shortlisting: The primary criterion for shortlisting consultants is their response to the “Expression of Interest” or similar inquiries, as outlined in Rule 183. This ensures that the initial pool of candidates has demonstrated interest and a preliminary alignment with the project’s requirements.
- Meeting Requirements: Only consultants who meet the specific requirements and eligibility criteria, as defined in the initial inquiry and scope of work, should be considered for shortlisting. This step filters out unsuitable applicants early in the process.
- Minimum Number of Consultants: A crucial provision is that the number of short-listed consultants must be “not less than three.” This ensures a competitive environment, preventing single-source selection unless explicitly justified under other rules, and promotes fair evaluation.
Practical Example: A government department needs a consultant for a new IT project. After issuing an Expression of Interest (as per Rule 183), they receive responses from ten consulting firms. The department’s Consultancy Evaluation Committee reviews these ten responses against the pre-defined eligibility and pre-qualification criteria. They find that seven firms meet all the requirements. According to Rule 184, these seven firms are then shortlisted for further consideration, satisfying the condition of having “not less than three” consultants. These shortlisted firms will then be invited to submit detailed technical and financial proposals.
Related Provisions
Rule 184 is closely related to other provisions within the General Financial Rules, 2017, particularly those governing the overall procurement of services:
- Rule 183 of The General Financial Rules, 2017 Identification of likely sources: This rule describes the process of identifying potential consultants and seeking ‘Expression of Interest’, which directly feeds into the shortlisting process of Rule 184.
- Rule 185 of The General Financial Rules, 2017 Preparation of Terms of Reference: This rule details the creation of the TOR, which is then issued to the shortlisted consultants for their proposals.
- Rule 186 of The General Financial Rules, 2017 Preparation and Issue of Request for Proposal RFP: This rule covers the formal invitation for technical and financial proposals to the shortlisted firms.
Learning Aids
Mnemonics:
- “184: Shortlist Three” – A simple way to remember the rule number and the minimum number of consultants required for shortlisting.
Process Flowchart:
Multiple Choice Questions (MCQs)
1. What is the primary basis for shortlisting consultants under Rule 184 of the General Financial Rules, 2017?
- A) Financial bids
- B) Technical presentations
- C) Responses received as per Rule 183
- D) Direct nominations by the Ministry
Show Answer
Correct Answer: C
2. According to Rule 184 of the General Financial Rules, 2017, what is the minimum number of consultants that must be shortlisted?
- A) One
- B) Two
- C) Three
- D) Five
Show Answer
Correct Answer: C
3. Rule 184 of the General Financial Rules, 2017 applies to which stage of the consulting service procurement process?
- A) Final contract award
- B) Initial identification of sources
- C) Shortlisting for further consideration
- D) Monitoring the contract
Show Answer
Correct Answer: C
4. Which of the following is a key requirement for consultants to be shortlisted under Rule 184 of the General Financial Rules, 2017?
- A) They must have the lowest financial bid.
- B) They must meet the specified requirements.
- C) They must be a Public Sector Undertaking.
- D) They must have prior experience with the specific Ministry.
Show Answer
Correct Answer: B
5. If only two consultants meet the requirements after receiving responses as per Rule 183, what action should be taken according to Rule 184 of the General Financial Rules, 2017?
- A) Shortlist both consultants.
- B) Proceed with a single-source selection.
- C) Re-advertise the Expression of Interest to get more responses.
- D) Request the two consultants to form a consortium.
Show Answer
Correct Answer: C
Frequently Asked Questions
Q: What is the purpose of shortlisting consultants under Rule 184 of the General Financial Rules, 2017?
A: The purpose is to narrow down the pool of potential consultants to those who have demonstrated their interest and preliminary capability based on responses to initial inquiries (Rule 183), ensuring that only qualified firms proceed to the detailed evaluation stage.
Q: Can a Ministry shortlist fewer than three consultants if only two highly qualified firms respond, as per Rule 184 of the General Financial Rules, 2017?
A: No, Rule 184 explicitly states that the number of short-listed consultants “should not be less than three.” If fewer than three qualified firms respond, the Ministry would typically need to re-evaluate its strategy, potentially re-advertising or expanding its search to meet this minimum requirement.
Q: How does Rule 184 of the General Financial Rules, 2017 ensure fairness in the selection process?
A: By mandating a minimum of three shortlisted consultants, Rule 184 promotes competition and reduces the likelihood of arbitrary selection, ensuring that multiple qualified options are considered for further evaluation.
Key Takeaways
- Rule 184 governs the shortlisting of consultants based on responses to initial inquiries (Rule 183).
- Consultants must meet specified requirements to be considered for shortlisting.
- A minimum of three consultants must be shortlisted to ensure a competitive process.
- This rule is a crucial filter, ensuring only suitable candidates proceed to detailed proposal submission.
Conclusion
Rule 184 of The General Financial Rules, 2017 is fundamental to establishing a fair and competitive environment for the procurement of consulting services. By setting clear criteria for shortlisting and mandating a minimum number of qualified consultants, it ensures that government departments engage with a diverse and competent pool of experts, ultimately leading to better project outcomes and efficient use of public funds.