AFINAL RFI FOCB 06082020.pdf

DATE ISSUED: June 8, 2020

DEADLINE FOR QUESTIONS: June 15, 2020 at 4:30 p.m. Kabul time

DEADLINE FOR RESPONSES/COMMENTS: June 22, 2020 at 4:30 p.m. Kabul time

SUBJECT: Request for Information (RFI) Number RFI-AFG-OED-20200608

Financial and Operational Capacity Building for an Afghan Higher

Education Institution (HEI)

ATTENTION: Interested Parties

This letter serves as notification that the U.S. Agency for International Development Mission in

Afghanistan (USAID/Afghanistan) intends to provide stakeholders an opportunity to provide information and comments on the draft statement of work (SOW) for the implementation of

“Financial and Operational Capacity Building for an Afghan Higher Education Institution (HEI)

Activity” and to assess the capabilities for the implementation of the Activity.

USAID/Afghanistan requests all interested parties to review and comment on the draft SOW.

All questions, comments, and responses regarding this request for information (RFI) must be submitted electronically in MS Word Version to Ms. Lealie M. Perry, the Contracting Officer at leperry@usaid.gov with a copy to kblaidoaaoed@usaid.gov by no later than the deadline indicated above. Please include the title, “Financial and Operational Capacity Building for an Afghan Higher Education Institution (HEI) Activity” in the subject line of your email, and please indicate your expression of interest in the implementation of this activity. Responses must not be more than five (5) pages.

This is a RFI only and is not binding on the part of the U.S. Government and does not obligate

USAID to issue a solicitation, nor does it commit USAID to pay any cost incurred in the review, response, and information exchange process with potential offerors, stakeholders, or any other interested party. The purpose of this RFI is to determine the soundness and robustness of the conceptual design, as well as to incorporate new and innovative ideas into the design. Please be advised that all submissions become Government property and will not be returned.

Sincerely, /s/

Lealie M. Perry

Contracting Officer

USAID Afghanistan

Attachment 1: Submission Instruction and Questions

Attachment 2: Draft SOW for “Financial and Operational Capacity Building for an Afghan

Higher Education Institution (HEI) Activity” mailto:leperry@usaid.gov mailto:kblaidoaaoed@usaid.gov

Attachment 1: Submission Instruction and Questions

A) Please provide the following information with your response:

1. Name of designated point of contact, organization/company, full address including email address and phone number.

2. Business type (large or small business) country of incorporation/ nationality.

B) Questions, comments, and responses regarding this RFI:

Questions, comments, and responses regarding this RFI shall be submitted in writing by email to Ms. Lealie M. Perry, the Contracting Officer, through email at leperry@usaid.gov with a copy to kblaidoaaoed@usaid.gov. Verbal questions, comments, and responses or phone calls will NOT be accepted. Questions will be answered by posting answers to the Beta.SAM.Gov (https://beta.sam.gov/) website.

The Government does not guarantee that questions received after the deadline will be answered.

C) Guiding Questions to address in the response:

1. Please submit your feedback regarding the desired results outlined in the Statement of Work (the “what”) rather than describing how your organization would propose to achieve the results (the “how”).

2. Will the proposed objectives and results contribute to the improvement of the capacity of an Afghan higher education institution (HEI)?

3. Are the proposed objectives and results measurable and achievable?

4. Are there any results that you would suggest the Mission consider changing, adding or eliminating? Why?

5. Does the proposed statement of work allow for flexibility, adaptation, and innovation?

6. Are the proposed objectives achievable in the proposed time frame?

7. What do you consider the strengths of the draft statement of work (SOW) and why?

8. What do you consider the weaknesses of the SOW and why?

9. Do you have any other comments or recommendations?

mailto:leperry@usaid.gov mailto:kblaidoaaoed@usaid.gov https://beta.sam.gov/

Attachment 2: Statement of Work for Financial and Operational Capacity Building for an

Afghan Higher Education Institution (HEI) Activity

1 PURPOSE

The purpose of this contract is to procure services to assist an Afghan higher education institution (HEI) in addressing areas for improvement in complying with federal assistance regulations and generally accepted accounting and financial reporting practices. Additionally, the

Contractor will aid the HEI in implementing and acting in accordance with its own manuals and standard operating procedures for financial management, human resources, and procurement.

The contract tasks will contribute to three main objectives: baseline assessment and action plan, capacity building and monitoring and reporting.

2 SCOPE OF WORK

The Contractor will complete the following activities in order to assist the HEI in strengthening its ability to be a compliant and responsible contractor of federal funding and building its capacity to effectively meet these requirements without a federally mandated third-party agent:

1. Baseline Assessment and Action Plan: The Contractor will assess the current state and operational effectiveness of financial management, human resources, and procurement systems of the HEI by conducting a baseline assessment and develop and implement a 12 month corrective action plan of the deficiencies noted.

2. Capacity Building: Based on the action plan, the Contractor will mentor and build the capacity of the HEI’s key staff to effect substantial changes in financial management, human resource management and procurement within the HEI.

3. Monitoring and Reporting: The Contractor will monitor implementation of the processes, procedures, and management controls put into place as a result of the baseline findings.

3 DESCRIPTION OF REQUIREMENTS

Based on an initial baseline assessment, the Contractor will provide technical capacity building support to operationalize the financial management, human resources, and procurement systems of the HEI. The tasks under this assignment will be completed no later than 12 months after the award of this contract. As such, clear communication between the Contractor, USAID, and the

HEI is vital to ensure a coordinated effort to efficiently and effectively establish a timeline to correct any deficiencies and establish the necessary management controls required.

TASK 1

The Contractor must perform an initial baseline assessment of the HEI’s current financial and operational systems as well as staff capacity and capabilities. The Contractor will review the

HEI’s compliance in the areas of financial, human resources, and procurement policies, procedures, and processes. Upon a thorough desk review, the Contractor will provide guidance in establishing additional or modified internal controls required for the HEI to operate independently and efficiently. The assessment must include a synopsis of the financial operating reality of the HEI and a review of the HEI’s ability to budget and properly record financial transactions by funding source. The Contractor will develop and implement a detailed plan to improve the existing procedures and management controls for financial management, human resource management and acquisition and assistance systems.

Additionally, the Contractor will detail and track the productivity of the HEI staff and systems towards self-sustaining financial management practices. The Contractor will complete a thorough review of the current staffing pattern of the Finance, Procurement and Human

Resources departments; including an assessment of the qualifications and position requirements to make actionable recommendations to HEI leadership, including its Board of Trustees, regarding potential staffing changes. In addition, the assessment will evaluate the current staffing levels, and the technical capacity of each individual. The Contractor will also review each office’s processes for compliance with the established standards and university policies. The baseline assessment report will include an organizational chart of the finance, human resources, and procurement functions that depicts staff members and qualifications required to properly perform these functions.

The assessment will primarily draw from the HEI’s recently conducted audits, assessments and reports. A written report must be submitted with observations and recommended action steps and timeline to be completed within the 12 month period of the award. Recommended steps should take a phased approach.

The baseline assessment report is due within 45 days after the award of the contract.

TASK 2

Based on the findings of the baseline assessment, the Contractor will provide a team of qualified professionals to support and mentor the HEI staff on the day-to-day duties. It is crucial that the

Contractor work closely and collaboratively with the HEI.

The Contractor will provide specific technical capacity building to the HEI in the areas of financial management, human resources management, and procurement. This would be accomplished by the Contractor through the provision of full-time Contractor staff to physically operate on the HEI’s campus over a period of time not to exceed 12 months. The Contractor staff must provide specific technical capacity building through work mentoring, shadowing, and structured training programs. The Contractor will provide mentoring, on-the-job training, and formal training for key staff to effect substantial financial management, human resource management and procurement system changes within the HEI.

The Contractor will also assist the HEI’s staff in preparing and submitting a report package for the Senior Management and/or Board before each quarterly Board meeting. This package may include the following:

● A complete package of internal financial statements;

● The current cash position report;

● Aged accounts receivable and accounts payable listings;

● List of any/all receivables recommended for write-off;

● All proposed policies, manuals or standard operating procedures requiring Board of Trustees approval;

● Latest reports issued by the Contractor for review and discussion by the Board.

Such reports are intended to provide the Board with clear and transparent information to clearly assess all progress made by the HEI.

TASK 3

The Contractor will be responsible for monitoring and reporting on the performance of the HEI’s finance, human resources, and procurement staff; processes; procedures; and management controls. The Contractor will produce monthly progress reports against the HEI’s progress and adherence to the baseline assessment and action plans to correct identified deficiencies.

The Contractor will also conduct a Midterm Progress Report by the end of the fifth month of the award. The report will summarize progress against the action plans and it will assess the current operational structures in place for the sustainability of the HEI’s finance, human resources, procurement procedures and management controls as well as the HEI’s financial capacity.

A Final Report upon award completion will be submitted comparing against the baseline and midterm.

If a significant instance of non-compliance is noted at any time, a Spot Alert Report must be issued and sent to the Board, the HEI’s President, the Program Manager, and the Contracting

Officer in USAID/Afghanistan.

4 MANAGEMENT REQUIREMENTS

The contractor must be able to properly manage the contract activities. For this purpose, the contractor must have the necessary organizational capacity, capable team and clear lines of supervision, accountability, decision-making, and responsibility. While on the HEI’s property, the Contractor Staff will be required to follow the HEI’s security protocols, procedures, and directives including directives given by the HEI security staff.

5 DELIVERABLES

During the course of this award, the Contractor will produce the following reports:

● Baseline Assessment Report, including a detailed action plan and organizational chart; due 45 days from the start of the award;

● Monthly Progress Reports;

● Midterm Progress Report, including an assessment of the HEI’s operational sustainability, due five months from the start of the award;

● Final Report;

● Materials for any organized training conducted by the Contractor for HEI staff;

● Any additional special reports as requested by USAID/Afghanistan.

[END OF THE RFI]