ECA_RFP_Section_J.1_-_Budget_item_and_definitions.pdf

J.1 Budget Line Items and Budget Definitions

Budget Line Items:

A. Direct Costs

1. Personnel

a. International Staff

i. Expatriate Staff

ii. HQ Technical Staff

b. Local In-Country Staff

i. Program Staff

ii. Operational Staff

2. Fringe Benefits

a. Fringe Benefits (including but not limited to fringe local staff, pooled benefits

– Expatriate & HQ Staff, expat staff allowances, i.e., shipment of HHE, relocation allowances, storage of HHE, education allowance, housing allowance, post differential, vehicle shipment, consumables, etc.)

3. Travel

a. International travel

b. Local and domestic travel (car rental, taxis etc.)

c. Per Diem

4. Equipment (unit cost greater than $500;

5. Supplies (equipment with a unit cost less than $500, including but not limited to work stations & chairs, file cabinets, computers, cellular phones, printers, etc.). This cost category does not include office supplies, which should be included under Miscellaneous Direct Costs.

6. Contractual

a. Direct Program activities (including fixed-price, but not cost type, subcontracts).

Non-fixed type subcontracts should be broken down into the categories specified in this section i.e. personnel salaries, fringe benefits etc.;

b. Training;

c. MEL costs;

d. Consultants (including but not limited to expatriate consultants, local consultants, studies, analyses, etc.)

e. Subgrants if any.

7. Miscellaneous Direct Costs

a. Equipment operation costs (e.g. including, but not limited to, vehicle rental/lease, vehicle and equipment maintenance/fuel/repair, motorcycle fuel/maintenance, generator fuel/maintenance, software licenses)

b. Insurance/Travel (e.g. DBA, Medevac, visas, permits, immunizations, exams, vehicle insurance, equipment insurance, other insurance)

c. Office operation costs (e.g. rent/utilities/repairs/maintenance, security services, office supplies, make ready costs)

d. Communication costs (e.g. general communications expense, mobile/cellular communication, internet, printing/photocopying, courier)

e. Other (e.g. professional fees – audit/legal/payroll, branding & marking, banking fees)

B. Indirect Costs (as applicable based on the offeror’s NICRA or otherwise)

1. Material Handling

2. Overhead

3. G&A

C. Total Estimated Cost (Direct Cost plus Indirect Cost)

D. Fees The budget must include fixed fee and a rationale for the proposed amounts must be included in the budget narrative.

E. Total Estimated Cost Plus Fee This item is the total price, which equals the total estimated cost plus fixed fee as specified in Section B.

Budget Line Item Definitions

Personnel: FAR 31.205-6, AIDAR 731.205-46 and AIDAR 752.7007 provides for compensation for personnel services. Direct salary and wages should be proposed in accordance with the Offeror’s personnel policies and meet the regulatory requirements. For example, costs of long- term and short-term personnel should be broken down by person years, months, days or hours. Bio Data Sheets are required for any individual specifically identified in the cost or technical proposal.

Fringe Benefits: FAR 31.205-6 provides for allowances and services provided by the Contractor to its employees as compensation in addition to regular wages and salaries.

If fringe benefits are provided for as part of a firm’s indirect cost rate structure, see FAR 42.700. If not part of an indirect cost rate, a detailed cost breakdown by benefits types should be provided.

Allowances: AIDAR 752.7028 provides for differentials and allowances with further references to Standardized Regulations. For example, allowances should be broken down by specific type and by person, and should be in accordance with Offeror’s policies and regulations. The Independent Government Cost Estimate for these services includes allowance limits established by the U.S. Department of State for Egypt. The allowance caps include the following:

Post Differential (25%) and COLA (15%)

Travel, Transportation, and Per Diem: FAR 31.205-46, AIDAR 731.205-46 and AIDAR 752- 7032 provide for costs for transportation, lodging, meals and incidental expenses. For example, costs should be broken down by the number of trips, domestic and international, cost per trip, per diem and other related travel costs.

Equipment and Supplies: FAR 2.101 provides for supplies as all property except land or interest in land, FAR 31.205-26 provides for material costs, and FAR 45 prescribes policies and procedures for providing Government property to Contractors, Contractors’ use and management of Government property, and reporting, redistributing, and disposing of Contractor inventory.

For example, costs should be broken down by types and units, and include an analysis that it is more advantageous to purchase than lease.

Consultants: FAR 31.205-33 provides for services rendered by persons who are members of a particular profession or possess a special skill and who are not officers or employees of the Contractor. For example, costs of consultants should be broken down by person years, months, days or hours.

Subcontracts: FAR 44.101 provides for any contract entered into by a subcontractor to furnish supplies or services for performance of a prime contract or a subcontract.

For every subcontract that involves development services or deliverables AND is not expected to be awarded on a fixed-price basis, separate spreadsheets should be submitted for each such subcontract with the same detail, organization and format set forth above in Subsection L.11(b)(2).

Participant Training: AIDAR 752.7019 and ADS 253 provides for participant training and training in development. For example, costs should be broken down by types and participants.

Miscellaneous Direct Costs: FAR 31.202 and FAR 31.205 provides for the allowability of direct costs and many cost elements. For example, costs should be broken down by types and units.

Overhead, G&A and Material Overhead: FAR 31.203 and FAR 42.700 provides for those remaining costs (indirect) that are to be allocated to intermediate or two or more final cost objectives. For example, the indirect costs and bases as provided for in an Offeror’s indirect cost rate agreement with the Government, or if approved rates have not been previously established with the Government, a breakdown of bases, pools, method of determining the rates and description of costs. Any indirect cost rate agreements for the offeror or a subcontractor should be included in the cost proposal.

Fixed Fee: FAR 15.404-4 provides for establishing the profit or fee portion of the Government pre-negotiation objective, and provides profit-analysis factors for analyzing profit or fee. For example, proposed fee with rationale supported by application of the profit-analysis factors.