J.2 Budget Narrative Template.docx

Attachment J.2

Offeror: Cost Proposal Narrative Template

Offerors must completely and accurately complete this form using this template (including the font contained therein). The Contracting Officer can consider material deviations non-responsive and remove the Offeror from further consideration. However, Offerors may adjust the worksheet to correspond with their technical approach, but may not adjust cost categories, unit number, or unit price columns without discussing the suggested changes with the Contracting Officer.

General Assumptions

In this section, the Offeror must state what assumptions it utilized in composing the budget estimate; examples include an annual inflation rate, annual salary escalation rate, information in the organization’s recovery or accounting of specific cost items, foreign currency exchange rate, etc., as applicable. Offerors must note that all estimated costs must be directly allocable to this contract.

I. Summary Budget: Prime Contractor Contractual Line Item

Labor Salaries

Long-term Expatriate

Long-term CCN

Home Office

Fringe Benefits

Allowances

Travel

Programmatic Travel

Entitlement Travel

Equipment and Supplies

Other Direct Costs

Contractual

Subcontracts: Organizations

Subcontracts: Consultants

Grants

Indirect Costs

Overhead

G&A

Total Estimated Cost (excluding Fixed Fee,)

Fixed Fee

Total Estimated Cost + Fee

II. Summary Budget: Inclusive of Subcontract Costs

U.S. Government technical personnel have prepared an “Independent Government Cost Estimate” (“IGCE”) as a cost analysis “technique” to allow for a comparison of costs proposed by the Offeror. This IGCE cannot reasonably include a subcontract line item as the Government cannot accurately anticipate the level of subcontracting necessary for an offeror to successfully implement its technical approach. Therefore, the Government requests that the Offeror include a separate summary budget that incorporates proposed subcontractor costs throughout the cost centers.

Labor Salaries

Long-term Expatriate

Long-term CCN

Home Office

Fringe Benefits

Allowances

Travel

Programmatic Travel

Entitlement Travel

Equipment and Supplies

Other Direct Costs

Indirect Costs

Overhead

G&A

Total Estimated Cost (excluding Fixed Fee)

Fixed Fee

Total Estimated Cost + Fixed Fee

III. Escalation Rate

The Offeror must propose and justify an escalation rate for the following cost categories using current market data from available U.S. Government or partner government macro-economic indices.

1. Expatriate Annual Salary Increases

2. Cooperating Country National Annual Salary Increases

IV. Direct Labor Salaries

In this section, discuss proposed staffing, how salaries were determined, and how those salaries will be escalated, as applicable. If staff is grouped into subcategories, then explain those. Discuss any relevant organizational policies that affect the budgeting, accounting, and tracking of salaries. This category should not include consultants hired under the contract Include all relevant information related to how recruitment, retention, management, and establishment of rates, as it affects the budget estimate for salaries and wages.

The Offeror must submit Employee Biographical Data Sheet Form AID 1420-17 (EBD) in Annex of the cost proposal to certify the employment and salary history to support the proposed daily rate.

Summary Table

This table summarizes the number of individuals proposed for each labor category by contract year. The Offeror must explain any adjustments year-over-year for each labor category with references to its technical approach.

Initial Number Proposed

Total

Offerors must include TCNs proposed to receive expatriate benefits as Expatriate LTTA.

A. Proposed Long-Term Expatriate Labor Costs under Year 1 of the Contract

The Offeror must justify any deviation, if any, between the proposed daily rate and the current daily rate for an individual.

The Offeror must justify the number of proposed expatriates vis-à-vis their technical approach.

B. Proposed Long-Term Professional CCN Labor Costs

C. Proposed Long-Term Administrative CCN Labor Costs

D. Proposed Home Office Labor Costs

Note that Offerors should include in this cost category contractor employees providing short-term technical assistance (STTA) (i.e., this would not include consultants hired to support the contract).

E. Level of Effort—All Labor

The below table requires the offeror to provide the LOE estimated for every position over all five years of contract performance. Please note how the Offeror calculated the LOE (i.e., in conformance with its employment policy). Importantly, please note any significant fluctuations in LOE over the period of performance.

V. Fringe Benefits

In this section explain the basis for estimating proposed fringe benefit costs and for which positions they are budgeted. Indicate whether proposed costs are the result of legal requirements, company policy, and/or prevailing practice. Specify the basis for estimating the amount. Unless the NICRA or applicable policy provides something different, the Offeror should include CCN fringe benefits as Other Direct Costs.

The Offeror must show how it calculated the proposed fringe benefit costs pursuant to its most recent NICRA. For firms that do not possess a NICRA or audited financial statements, an offeror may submit independent certified reviews of financial statements by a certified accounting firm to support their proposed indirect cost recovery rates. However, note that USAID reserves the right to subject these statements to further review and may require additional information and conditions prior to the establishment of a formal indirect rate.

Total

VI. Allowances

In this section explain the basis for proposed allowances, for which positions they are budgeted, and specify the estimating methodology. Per diem may be included here or under the travel and transportation line, in accordance with the organization’s accounting practices.

The Offeror must provide a list of the allowances for which certain of its proposed employees remain eligible. The proposed allowances must conform with the rates allowed in the Department of State Standard Regulations (DSSR). The Offeror must not apply escalation to these rates.

The Offeror should include the following allowances, when applicable, depending on the place of performance. The offeror should also include the proposed cost for each allowance so that the Government can understand the total value of expatriate costs.

Table. Summary of Allowance Costs

Note that the offeror must place entitlement travel (e.g., “rest and recuperation” and “home leave”) in the “Travel” cost category.

Also, note that the Offeror must place the following costs in the “Travel” or “Other Direct Cost” category:

· Defense Base Act (DBA) Insurance costs

· Annual medical examinations

· Visas and work permits and passport processing fees

Table. Summary of Proposed Allowance Costs Per Individual

Post Allowance

Danger Pay

TQSA

SMA

Education

Housing

Air Freight (UAB)

HHE Shipment

HHE Storage

Post Allowance

Danger Pay

TQSA

SMA

Education

Housing

Air Freight (UAB)

HHE Shipment

HHE Storage

Note that for allowances that require a calculation with a base of application, e.g., post differential, the offeror may use the “unit cost” column to provide the percentage and the “unit no.” column to provide that base of application, e.g., base salary.

Note that the Offeror may provide an additional chart to show the calculation of the allowances, e.g., temporary quarters subsistence allowance or education allowance.

Provide a justification for proposed costs related to “Household Effects” (HHE), e.g., storage and shipment, if applicable. The Offeror may summarize quotations it received to justify proposed costs.

Provide a summary of the market research to justify proposed costs for housing, which must include related utility costs.

VII. Travel

In this section explain the basis for proposed travel and transportation costs, for which positions they are budgeted, and specify the estimating methodology. Travel and transportation can include international and in-country travel, as well as local transportation costs. The purpose, destination and number of trips should be indicated, as well as the source of cost estimates.

A. Proposed Programmatic Travel for Year 1

Offerors must also discuss the basis for its estimated travel costs (e.g., quotations or historic cost data).

International

Regional

Ground

Per Diem

B. Proposed Entitlement Travel

(i)

To/From Post

R&R

Home Leave

(ii)

To/From Post

R&R

Home Leave

C. Proposed Per Diem Costs Associated with Programmatic Travel for Year 1

Note that column (a) refers to home office or other labor category providing STTA.

Note that column (c) represents the total of column (d) and column (f).

Provide a description justifying the number of international programmatic trips.

D. Proposed Other Travel Costs

Local Ground Transport

[●] trips 8

Airport Transport

[●] trips

Medical Exam

[●] person

Communications

[●] trips

Annual Medical Examinations

Visas, Work Permits, Processing Fees

Travel Miscellaneous

Total

Proposed miscellaneous costs must not exceed $150 per trip, but Offerors are encouraged to propose significantly less depending on the length and purpose of the trip.

Offerors must explain each of the proposed costs by sub line-item (e.g., local ground transport).

VIII. Acquisition—Programmatic Equipment and Supplies

In this section, explain the basis for any items of equipment proposed for procurement. Explain the necessity of the items, and specify the estimating methodology for proposed costs. Pursuant to the U.S. Federal Acquisition Regulation, “Equipment” means a tangible item that is functionally complete for its intended purpose, durable, nonexpendable, and needed for the performance of a contract. Equipment is not intended for sale, and does not ordinarily lose its identity or become a component part of another article when put into use. Equipment does not include material, real property, special test equipment or special tooling.

In this section, explain the basis for any proposed supplies and other items proposed for procurement. Explain the necessity of the items, and specify the estimating methodology for proposed costs. Pursuant to the U.S. Federal Acquisition Regulation, “Material” means property that may be consumed or expended during the performance of a contract, component parts of a higher assembly, or items that lose their individual identity through incorporation into an end item. Material does not include equipment, special tooling, special test equipment, or real property.

A. Proposed Acquisition—Equipment and Supplies Costs for Year 1

(i)

(ii)

Total

Note that these costs must directly relate to implementation as opposed to administration of the contract. For example, the Offeror can propose the procurement of equipment and supplies for a partner government institution if contemplated and required by its technical approach.

B. Proposed Acquisition—Administrative Equipment and Supplies Costs for Year 1

Total

Examples of administrative equipment and supplies includes vehicles, computers, printers, generators, scanners, phones, and software. It does not include maintenance services or office supplies

IX. Other Direct Costs

In this section, include any other proposed direct cost items that do not fall under the direct cost categories that are described herein, i.e. Salaries and Wage, Fringe Benefits, Allowances, Travel and Transportation, Equipment, Materials and Supplies, Subcontracts. Explain the necessity of the items, and specify the estimating methodology for proposed costs.

A. Proposed Other Direct Costs for Year 1

CCN Severance Pay

CCN 13 Month Salary

CCN Insurance

CCN Pension

CCN Worker’s Compensation

Note that the provision of CCN fringe benefit costs must conform with local law.

Note that Offerors can include “Program Activity Costs” in this section in another table, but the Offeror must provide a cost breakdown. These costs can include surveys, events and workshops, assessments, etc., but the offeror must describe how these costs further the implementation of the proposed technical approach.

X. Subcontracts

In this section, list separately each proposed subcontractor. For each, indicate the proposed subcontract type, state the proposed amount of the subcontract and its purpose in supporting contract implementation.

Specifically and separately address each of the same elements discussed herein in the below sections, as applicable, for each proposed subcontractor, i.e., General Assumptions, Salaries and Wages, Fringe Benefits, Allowances, Travel and Transportation, Equipment, Materials and Supplies, ODCs, Subcontracts, Indirect Costs, proposed Fixed Fee, as applicable.

In order for consent to subcontract to be given at the time of the award, the Offeror must address each of the elements in FAR § 44.202-2 in Part 5 of its cost proposal. In the absence of such, consent will not be provided at the time of award, but a request for consent to subcontract may be considered by the contracting officer after the award is made.

Offerors may also list the grants under contract amount under this line item.

XI. Indirect Costs

In this section, state whether the organization holds a current negotiated indirect cost rate or whether an indirect cost rate proposal is included with the submission. The Offeror must fully explain the categories of indirect costs proposed and how the indirect cost rate(s) are applied. See L.7.c .4. “Indirect Costs” of the RFP.

A. Summary of Proposed Indirect Costs

Overhead

G&A

B. Application of the Overhead Indirect Cost Rate

C. Application of G&A Indirect Cost Rate

Labor Salaries

Fringe Benefits

Allowances

Travel

Material Acquisition

Other Direct Costs

Contractual (Less subcontractor fee)

Indirect Costs (Overhead)

Total Estimated Cost (Less G&A and Fee)

G&A ([●] %)

The application of G&A against all cost categories may depend on the Offeror’s NICRA.

XII. Fixed Fee

If an Offeror is proposing an amount of fee, then it should fully explain the basis of its fee estimated, elaborating on the factors that were taken into consideration in estimating the fee amount. The Offeror should use the structured approach offered by the General Services Administration (GSA) to show its analysis. Further, the fixed fee calculation should only include the direct costs of the Prime Offeror less the costs of the subcontractor(s), if any, as the base of calculation.

SUBOFFEROR A

As provided in the above Section, the Offeror should discuss each cost category under each proposed subcontract.