Structure of Workshop

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2 Objectives To develop an understanding of what it takes to win an IFI Proposal To understand how to put an IFI proposal together To understand standard practices and forms To understand the proposal evaluation process

3 Structure of Workshop Overview of IFI Structure and Procurement Roles and Responsibilities of Actors Working with the World Bank Overview of World Bank Project Cycle Overview of World Bank Main considerations for Consultant Selection Types of World Bank Procurement Opportunities Project Cycle and Related Documents

4 Structure of Workshop Working with the Asian Development Bank (ADB) Registering with the ADB Consultant Management System (CMS) Submitting an ADB EOI and Getting Short-Listed Technical Proposal Forms and Content Review of Technical Proposal Evaluation Process Financial Proposal Forms Review of Financial Proposal Evaluation Process

5 What are IFIs? International Financial Institutions Broad membership consisting of both lending member countries and borrowing member countries (BMCs) Operate either globally or regionally Lending typically associated with well-defined projects and implementation plans along with agreed-upon deliverables and measurable outcomes/performance indicators 5

6 What are IFIs? International Financial Institutions Broad membership consisting of both lending member countries and borrowing member countries (BMCs) Operate either globally or regionally Lending typically associated with well-defined projects and implementation plans along with agreed-upon deliverables and measurable outcomes/performance indicators 6

7 The Primary IFIs Asian Development Bank (ADB) Inter-American Development Bank (IDB) World Bank Group (WBG) African Development Bank (AfDB) Caribbean Development Bank (IDB) European Bank for Reconstruction and Development (EBRD) Location: Manila Regional, resident offices Member Countries:67 Borrowing Members: 41 Executive Dir: David Murchison Voting Power 5 th largest Location: Washington Member Country: 48 Borrowing Members: 26 Executive Dir: Guillermo Enrique Rishchynski Voting Power: 4% Location: Washington Regional, field, liaison offices Member Countries: 184 Borrowing Members:142 Executive Dir: Alister Smith Voting Power 2.78% Location: Abidjan Regional Offices Member Countries: 48 Borrowing Members: 26 Executive Dir: Hau Sing Tse Voting Power 4.9% Location: Barbados Member Countries: 25 Borrowing Members:17 Executive Dir: Dr. Gail Miller Voting Power 9.4% Location: London regional offices Member Countries: 60 Borrowing Members:27 Executive Dir: Claire Dansereau Voting Power 7

8 Roles and Responsibilities of IFI Actors Bank staff: feasibility studies and project preparation, overview of country and sector initiatives Executing Agencies: Government Ministries for execution of projects: procurement requirements, bidding documents, contract information, procedures & payments Country Office: execution, project ideas & procurement procedures, and problem solving Executive Director s Office: problem solving, policy trends Local firms: partnership on international bids, local knowledge, legal assistance, language skills, etc.

9 Sustainable Development Goals (SDGs) The Sustainable Development Goals (SDGs) are a set of 17 goals for the world. Their broad aims are to end extreme poverty, fight inequality and injustice, and to address climate change by The goals are associated with a number of new targets and indicators.

10 Canada s Consulting Services Ranking at the IFIs World Bank 5 th 9 th 14 th 10 th 10 th Inter-American Development Bank 7 th 26 th 19 th 16 th 15 th Asian Development Bank 6 th 18 th 3 rd 15 th 14 th African Development Bank - 1 st 2 nd 1 st 1 st

11 IFI Procurement Guidelines for selection of consultants and guidelines for goods and works contracts are available on Bank websites Pre-determined evaluation criteria utilized for selection of short-listed firms such as Regional experience Experience on similar projects Firm s experience and capability 11

12 The World Bank Group Projects: Contracts Awarded: econsultant2: UN Development Business (UNDB): Devex: dgmarket: 12

13 The Project Cycle and Related Documents What Type of Opportunity? Who? What information is publicly available Identification Short-term, individual WB/ADB MOS Preparation Short-term, individual and competitive WB/ADB and Borrower MOS, PID Appraisal Short-term, individual WB/ADB PAD/SAR, Project Proposals Negotiation -- WBIADB and Borrower GPN Implementation and Supervision Competitive (>US$ 200K) and short-term individual Borrower SPN/RFP, MCAN Evaluation Short-term, Individual WB/ADB -- 13

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15 Types of Consulting Opportunities with World Bank Group (1) Direct contracting with the World Bank Group(WB+IFC): Corporate Procurement via econsultant2 (individuals or firms) (2) Work on World Bank-financed projects: Operational procurement via - Goods and Works - Consulting Services (individuals or firms) (3) Sub-contracting or partnering (4) Working with project sponsors/investors via IFC and MIGA

16 WB Procurement Guidelines: Soon to Merge into WB Procurement Framework For Consultants For Goods & Works

17 econsult2 econsultant2 provides vendors with The ability to see other shortlisted firms notifications when responses posted to Q&A A comprehensive Help Menu Confirmation of successful file uploaded Confirmation of successful submission of documents Ability to withdraw submissions Vendor Eligibility Business Opportunities Selection Notifications Requests for Expressions of Interest for consultants hired directly by the World Bank Group for its operational work are published on this website. As a courtesy, the Bank Group also sends the notices to dgmarkets and UNDB Online. Firm Registration is necessary for eligibility

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19 WB Consultants Selection Process Five main considerations guide the Bank s policy on the consultants selection process: (a) the need for high-quality services, (b) the need for economy and efficiency, (c) the need to give all eligible consultants an opportunity to compete in providing the services financed by the Bank, (d) the Bank s interest in encouraging the development and use of national consultants in its developing member countries, and (e) the need for transparency in the selection process. 19

20 IFI Selection Methods for Consultants Quality- and Cost-Based Selection Quality-Based Selection Fixed Budget Least Cost Selection Consultants Qualifications Single Source Selection QCBS QBS FBS LCS CQS SSS QCBS is most common

21 Asian Development Bank ADB continuously seeks qualified consultants to engage in the development of its projects. Its database of consultants has more than 4,000 registered firm entries. Consultants register through the ADB Consultants Management System (CMS) ADBCMSLogin.jsp 21

22 Location of Key ADB Documents ADB s country partnership strategy (CPS) Country Operations Business Plan (COBP) Proposed ADB Projects: Consulting Services Recruitment Notice (CSRN): N_HOME_PAGE ADB Consultants Management System : n.jsp 22

23 ADB Consultant Management System (CMS) A web based integrated system to support ADB s consultant information management, consulting services recruitment, contract administration, and consultant performance management. Consultants create and update their profile, search opportunities, send Expressions of Interest (EOIs), respond to Non-Committal Inquiries (NCIs), and prepare and submit proposals. Login to the system by typing in your registered address and password.

24 Consulting Services Recruitment Notice A consulting services recruitment notice (CSRN) is posted in the Business Opportunities section of ADB s website. Provides detailed information on the consulting services required for ADB-financed or administered projects. The CSRN includes the terms of reference and is posted on ADB's website for at least one month for firms for EA-administered projects, 15 days for firms for ADB-administered projects or 7 days for individual consultants before shortlisting.

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26 Consultant Management System ADB Project Team Members can access all CMS functions like creating a selection, advertising opportunities, sending Non-Committal Inquiries (NCIs), distributing Request for Proposals (RFPs), sending Notice to Proceed (NTPs), and approving requests, even while working outside of the ADB network Executing Agencies (EAs) can access Consulting Services Recruitment Notice (CSRN) to post consulting opportunities for ADB-financed projects

27 Expression of Interest (EOI) Depending on the services, consultants submit an EOI as an individual or an entity. An entity can be a single consulting firm, lead consulting firm with sub-consultants, or a joint venture. When expressing interest as an individual, consultants offer up-to-date information on how their qualifications and experiences conform to the TOR requirements. Consultants submit EOIs on-line using a standard template provided in CSRN.

28 Expression of Interest (EOI) When expressing interest as an entity, the firm highlights its most recent projects and geographical experiences relevant to the TOR, as well as its management capacity. If a consultant is submitting an EOI as a joint venture (JV), the EOI will be submitted by the lead firm or lead partner, and should clearly identify each joint venture partner. Except for recruitment using consultants' qualification selection (CQS), CVs are not required when an entity submits an EOI.

29 Submitting an Expression of Interest (EOI) Convey interest and awareness of project/issues Complete Pre-Determined Sections Full Technical Proposal model requires inclusion of Firm s References Need to be ready See CMS Guidebook #2 Managing Consulting Firm Profiles 29

30 Sub-contracting or partnering approach Consortia are usually stronger, combining local or international expertise and capacity Firms can expand their ability to compete in the international market place, understand the requirements for International Competitive Bidding (ICB) and strategically improve their ability to lead. Helps provide qualifications needed to win if missing from your firm You can join the EOI of another firm or just be mentioned as a sub-contractor

31 Prequalification Submissions Weighted Evaluation Criteria Experience of the FIRM q measures if the Firm has demonstrated relevant experience with comparable projects or services Key Personnel q measures if the Firm is capable of offering the amount and type of skill and expertise required by the project Management Capability q measures if the Firm has the knowledge and management expertise to conduct a project of this size and scope 31

32 Prequalification Submissions Purpose: Identify a maximum of 6 qualified suppliers to present detailed proposal Experience of the FIRM Key Personnel Product Management Capacity Financial Certifications in house expertise description sample relevant project alliances and associates understanding of project management techniques track record Declaration of solvency bank interest to issue irrevocable letter of credit (for advances over $50k) proof of liability insurance (if applicable) 32

33 Pre-qualification Criteria (Making the Short List) Legal Capacity (eligibility) (Yes/No) Financial Capacity (Yes/No) General Technical Background and Capability 40% Experience in Similar Work 35% Experience in the Country, or Similar Countries 10% Language Capability 10% Use of Local Consultants / Inputs 5% 33

34 Consulting Firm Profiles The Firm s References Having an up to-date Consulting Firm Profiles contribute to a firm s chances of being shortlisted for a project particularly with Simplified Technical Proposal model. See CMS Guidebook #2 Managing Consulting Firm Profiles

35 The Firm s References One-two page project quals / profiles (formal requirement) Narrative section describing firm and introducing team. This section is where you sell your qualifications.. With particular focus on individual team members and results of assignment. Pre-determined format labelled as TECH-2B in Full Technical Proposal 35

36 Basic Contents in Project Profile Key Project Data - Project Name - Country - Project Location Within Country - Name of Client/ Funder/Partner - Start Date/ Completion Date - Reference Number Project Description - Description of Project - Description of Services Provided Personnel - Number of Staff - Number of Person Months - Name of Key Staff And Functions Performed Financial Data - Value of Services - Fees/Services - Reimbursables - Procurement - In-kind 36

37 Project Profile Layout

38 Short Listing of Firms: The Invitation to respond to Request for Proposal Short list should normally comprise a wide geographic spread of firms who have submitted EOI firms not more than two firms of any one nationality at least one firm from another developing country Different Types of RFPs responses 38

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40 Full Technical Proposal (FTP) Power of Attorney to sign the Proposal Proof of Legal Status and Eligibility 1. Technical Proposal Submission Form 2. Consultant s Organization and Experience 3. Comments or Suggestions on the: Terms of Reference and on Counterpart Staff and Facilities to be provided by the Client. 4. Description of the Approach, Methodology, and Work Plan for Performing the Assignment 5. Work Schedule and Planning for Deliverables 6. Team Composition, Key Experts Inputs, and attached Curriculum Vitae (CV)

41 Full Technical Proposal (FTP) Technical Evaluation Firm s qualifications and experience points Approach and methodology points Personnel biodata points Total 1,000 points

42 Simplified Technical Proposal (STP) Power of Attorney to sign the Proposal Proof of Legal Status and Eligibility TECH-1 - Technical Proposal Submission Form TECH-4 - Description of the Approach, Methodology, and Work Plan for Performing the Assignment TECH-5 - Work Schedule and Planning for Deliverables TECH-6 - Team Composition, Key Experts Inputs, and attached Curriculum Vitae (CV) Technical Evaluation Approach and methodology 300 points Personnel biodata 700 points Total 1,000 points

43 Biodata Technical Proposal (BTP) Power of Attorney to sign the Proposal Proof of Legal Status and Eligibility TECH-1 - Technical Proposal Submission Form TECH-5 - Work Schedule and Planning for Deliverables TECH-6 - Team Composition, Key Experts Inputs, and attached Curriculum Vitae (CV) Technical Evaluation Work plan and personnel schedule 100 points Personnel biodata 900 points Total 1,000 points

44 The Request for Proposal: Contents Letter of invitation - Shortlisted firms names (including associated firms, joint venture partners when applicable); Data Sheet - Selection method and type of technical proposal for the selection; Standard Forms TOR and any information that the recruiting party decides the shortlisted firms need, with the full background and assignment requirements; 44

45 The Request for Proposal: Contents Evaluation criteria for the technical proposals; budget for the assignment; and Draft Contract and Specifications See CMS Guidebook # 4 Creating the Technical Proposal

46 Technical Proposal: IFI Standard Forms ØPower of Attorney to sign the Proposal ØProof of Legal Status and Eligibility TECH-1 Technical Proposal Submission Form TECH-2 Consultant s Organization and Experience TECH-3 Comments or Suggestions on the: Terms of Reference and on Counterpart Staff and Facilities to be provided by the Client

47 Technical Proposal: IFI Standard Forms TECH-4 Description of the Approach, Methodology, and Work Plan for Performing the Assignment TECH-5 Work Schedule and Planning for Deliverables TECH-6 - Team Composition, Key Experts Inputs, and attached Curriculum Vitae (CV)

48 Section 1: Letter of Invitation This Section is a template of a letter from the Client addressed to a shortlisted consulting firm inviting it to submit a proposal for a consulting assignment. The LOI includes a list of all shortlisted firms to whom similar letters of invitation are sent, and a reference to the selection method and applicable guidelines or policies of the financing institution that govern the selection and award process.

49 Section 2: Instructions to Consultants This Section consists of two parts: Instructions to Consultants and Data Sheet. Instructions to Consultants contains provisions that are to be used without modifications.

50 Section 2 - Data Sheet The Data Sheet contains information specific to each selection and corresponds to the clauses in Instructions to Consultants that call for selection-specific information to be added. Provides information to help shortlisted consultants prepare their proposals. Information is also provided on the submission, opening and evaluation of proposals, contract negotiation and award of contract. Information in the Data Sheet indicates whether a Full Technical Proposal (FTP), Simplified Technical Proposal (STP) or Biodata Technical Proposal (BTP) shall be used.

51 RFP Types Different Types of RFPs require different levels of efforts Full Technical Proposal (FTP) Simplified Technical Proposal (STP) Biodata Technical Proposal (BTP) 51

52 Terms of Reference This Section describes the scope of services, objectives, goals, specific tasks required to implement the assignment, and relevant background information; provides details on the required qualifications of the key experts; and lists the expected deliverables. The inputs to be provided by the borrower; and Particulars of the output (i.e. reports, drawings, etc.) required of the consulting firm. This Section shall not be used to over-write provisions in Section 2 (Instructions to Consultants)

53 TECHNICAL PROPOSAL SUBMISSION FORM Template provided by the IFI Fill in the Blanks Sample in the workbook

54 Description of Approach, Methodology, and Work Plan Responding to the Terms of Reference (STP) Technical Approach and Methodology Explain your understanding of the objectives of the assignment, approach to services, methodology for carrying out the activities and obtaining the expected output, and the degree of detail of such output. Highlight the problems being addressed and their importance, and explain your technical approach addressing them.

55 Description of Approach, Methodology, and Work Plan Responding to the Terms of Reference (STP) Propose the main assignment activities, their content and duration, phasing and interrelations, milestones (including interim ADB approvals), and delivery dates for the reports. Also explain the methodologies you propose to adopt and highlight the compatibility of those methodologies with the proposed approach.

56 Description of Approach, Methodology, and Work Plan Responding to the Terms of Reference (STP) Organization and Staffing Propose your team's structure and composition. List the main disciplines of the assignment, the key expert responsible, and proposed technical and support personnel. Specify if you will be the lead firm in a joint venture or associate with sub-consultants. For joint ventures, attach a copy of the joint venture agreement.

57 Description of Approach, Methodology, and Work Plan Responding to the Terms of Reference (STP) Ten page maximum A description of the approach, methodology, and work plan for performing the assignment, including a detailed description of the proposed methodology and staffing for training, if the Terms of Reference specify training as a specific component of the assignment.

58 Description of Approach, Methodology, and Work Plan Responding to the Terms of Reference (STP) a) Technical Approach, Methodology, and Organization of the Consultant s team. Explain your understanding of the objectives of the assignment as outlined in the Terms of Reference (TOR), the technical approach, and the methodology you would adopt for implementing the tasks to deliver the expected output(s); the degree of detail of such output; and describe the structure and composition of your team. Do not repeat/copy the TORs in here. b) Work Plan and Staffing. Outline the plan for the implementation of the main activities/tasks of the assignment, their content and duration, phasing and interrelations, milestones (including interim approvals by the Client), and tentative delivery dates of the reports.

59 Workplan (STP) The proposed work plan should be consistent with the technical approach and methodology, showing understanding of the TOR and ability to translate them into a feasible working plan and work schedule showing the assigned tasks for each expert. A list of the final documents (including reports) to be delivered as final output(s) should be included here. The work plan should be consistent with the Work Schedule Form.

60 Description of Approach, Methodology, and Work Plan Responding to the Terms of Reference (STP) c) Comments (on the TOR and on counterpart staff and facilities) Your suggestions should be concise and to the point, and incorporated in your Proposal. Please also include comments, if any, on counterpart staff and facilities to be provided by the Client. For example, administrative support, office space, local transportation, equipment, data, background reports, etc.

61 FORM TECH-2 TEAM COMPOSITION & TASK ASSIGNMENTS Provide a summary chart demonstrating team composition Provide name, title and associated tasks Provide a summary of each personnel Note: This may be labelled TECH-5 for some IFI RFPs

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65 FORM TECH-5 CURRICULUM VITAE (CV) FOR PROPOSED INTERNATIONAL OR NATIONAL EXPERTS * It is important to submit a competent team of experts as well as relevant, well-prepared CVs. * Since CVs are the main vehicle for presenting the proposed personnel, they must showcase expertise of the proposed individuals * It is important to emphasize the complementary skills of the personnel, as this demonstrates that the Consultant considered the interdependence of the tasks to be carried out by the various experts. * Note: this may be labelled TECH -6 for most IFIs 65

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68 Personnel Section Structure CV s of Team Members Page limited. Usually 5 pages Make sure they re signed, even if by proxy 68

69 Technical Proposal Evaluation Proposed Personnel Measures the quality of the expertise and skills offered by the consultant Approach / Methodology Measures the adequacy and the reliability of the proposed means to achieve the expected results Management Plan Measures the quality of the project organization and the capacity to maintain the project on schedule and under control 69

70 Technical Proposal Evaluation Work Program Measures the degree of understanding of the work involved and the capacity to apply the approach to the project Value for Money 70

71 Personnel Evaluation The narrative evaluation criteria for personnel will give more weight to full-time employees of consulting firms and should be consistent with the evaluation sheets and should not include restrictive requirements. The narrative evaluation criteria should also be consistent with the TOR. The narrative evaluation criteria will be used internally to guide the evaluators.

72 Personnel Evaluation The personnel evaluation sheet incorporates the weights suggested below for core/ key experts and pass/ fail for other experts. Qualification and general experiences 10% to 20% Project-related experience 60% to 80% Overseas/country experience 10% to 20%

73 Technical Proposal Evaluation Evaluators first independently assess whether the technical proposals comply with RFP submission requirements, and then evaluate each proposal. Five basic tools used during technical evaluation include the: TOR; narrative evaluation criteria; personnel evaluation sheet; summary evaluation sheet; and scoring guide

74 Technical Proposal Evaluation If a firm fails to include in its proposal one of the core/ key experts identified in the TOR, the proposal may be a grounds for rejection The minimum passing technical score is specified in the RFP, which is 750 out of 1,000 points. The recruiting party then advises any firm whose technical proposal has scored less than 750 points that such firm has been unsuccessful.

75 Preparing Financial Proposals

76 Financial Proposal ADB Standard Forms 2 nd Inner Envelope with the Financial Proposal (if applicable): (1) FIN-1 - Summary of Costs (2) FIN-2 Breakdown of Remuneration (3) FIN-3 (4) FIN-4

77 Financial Proposal Respect all IFI financial regulations and standard rates Use unit costs based on current prices in Cdn$, US$, and local currency Activities scheduling and expenditures correspond to RFP and Technical proposal content

78 Financial Proposal Distinguishes project activity costs from management costs Reflects a proportionate balance between program and management costs Øtechnical assistance, capital costs Øtraining, fellowships ØManagement üprovide a financial management strategy not just a budget 78

79 Financial Proposal At the negotiations the firm shall be prepared to substantiate its rates, and accept that its proposed rates and other financial matters are subject to scrutiny. The Client does not accept an add-on margin for social charges, overhead expenses, etc. for Experts who are not permanent employees of the Consultant. In such case, the Consultant shall be entitled only to administrative costs and a fee on the monthly payments charged for sub-contracted Experts. 79

80 Financial Proposal Calculations (i) Salary is the gross regular cash salary or fee paid to the individual in the firm s home office. It shall not contain any premium for work away from headquarters or bonus (except where these are included by law or government regulations). (ii) Bonuses are normally paid out of profits. To avoid double counting, any bonuses shall not normally be included in the Salary and should be shown separately.

81 Financial Proposal Calculations (iii) Social Charges are the costs of non-monetary benefits and may include, inter alia, social security (including pension, medical, and life insurance costs) and the cost of a paid sick and/or annual leave. A paid leave during public holidays or an annual leave taken during an assignment if no Expert s replacement has been provided is not considered social charges.

82 Financial Proposal Calculations (v) Overheads are the Consultant s business costs that are not directly related to the execution of the assignment and shall not be reimbursed as separate items under the Contract. Typical items are home office costs (non-billable time, time of senior Consultant s staff monitoring the project, rent of headquarters office, support staff, research, staff training, marketing, etc.), the cost of Consultant s personnel not currently employed on revenue-earning projects, taxes on business activities, and business promotion costs.

83 Financial Proposal Calculations (vi) Profit is normally based on the sum of the Salary, Social costs, and Overheads. If any bonuses paid on a regular basis are listed, a corresponding reduction shall be made in the profit amount. Profit shall not be allowed on travel or any other reimbursable expenses. UNDP standard rates for the particular country may be used as reference to determine subsistence allowances

84 Form Fin - 1 : Summary of Costs

85 Form Fin-2 : Breakdown of Remuneration

86 Form Fin 3 : Breakdown of Reimbursable Expenses

87 Financial Proposal Evaluation Requesting and Evaluating Financial Proposals and Determining the Final Ranking of Proposals The procedure for requesting and evaluating financial proposals and ranking varies depending on the selection method The recruiting party evaluates the financial proposals and verify the price of each using the procedure in the RFP.

88 Quality Cost Based Selection Calculations are only for variable (or competitive) cost items such as remuneration and out-of-pocket expenditures. Fixed (or non-competitive) cost items such as provisional sums and contingencies are excluded. They are subtracted from the GEFP, resulting in a net evaluated financial proposal (NEFP). The recruiting party then gives the lowest NEFP a financial score of 1,000. To calculate the other proposals financial scores, the recruiting party divides the lowest NEFP by the NEFP being considered and multiplies the result by 1,000. Calculates the final score for each firm by adding the agreed technical score weighting to the agreed financial score weighting. Invite the first ranked firm to contract negotiation.

89 Quality Based Selection Evaluates the technical proposals using the RFP evaluation criteria and scoring system, Ranks the firms by technical scores, and obtain the required approval2. When CMS is used and financial proposals are invited, the financial proposals should remain unopened (encrypted). Invite the first ranked firm to submit a financial proposal. Reviews the financial proposal to check if it complies with the RFP requirement and identify any major issues for contract negotiation. Invite the first ranked firm to contract negotiation.

90 Sample Form for Preparing for Negotiations

91 Best Practices in Pursuing IFI Funded Projects Focus on your strengths and proven track record Review all IFI-strategies for target countries Concentrate on sectors of interest and priority issues Review the project pipeline and identify opportunities Track the evolution and review relevant documents Network with decision makers to gather intelligence Find a local partner

92 Questions?

93 For More information Contact