RFP No 72030620R00012-FOCB-8-24-2020.pdf

Date Issued: August 24, 2020 Questions Due Date and Time: September 8, 2020, 04:00 PM Kabul Time Closing Date and Time: September 23, 2020, 04:00 PM Kabul Time

SUBJECT: Request for Proposal (RFP) # 72030620R00012, Financial and Operational Capacity Building (FOCB) for an Afghan Higher Education Institute (HEI) Activity

ATTENTION: ALL PROSPECTIVE OFFERORS

The United States Government, represented by the U.S. Agency for International Development, Mission to Afghanistan (USAID/Afghanistan) is seeking proposals from qualified organizations interested in providing the services described in the attached solicitation for the implementation of the FOCB activity.

If you decide to submit a proposal, it must be submitted in accordance with the attached solicitation and received no later than the date and time indicated above and to the email address indicated below and in Section L of the solicitation. Hand delivered proposals (including commercial courier) and facsimile transmission will not be accepted.

This procurement will be a full and open competition, under which any type of organization, such as a large or small commercial (for-profit firm), educational institution, or non-profit organization is eligible to compete. The competitive proposal method of solicitation, as set forth in Part 15 of the Federal Acquisition Regulation (FAR) 48 CFR Chapter 1, will be utilized for this procurement. USAID/Afghanistan anticipates award of one Cost-Plus Fixed Fee (CPFF) completion type contract with an estimated period of performance of one (1) year. The Geographic code for this procurement is 937 and the NAICS code is 541990. The estimated cost range for this contract is $5,000,000 to $7,000,000.

Offerors are encouraged to read the entire solicitation. Special attention should be paid to Section L – Instructions, Conditions and Notices to Offerors, and Section M – Evaluation Criteria. Proposals in response to this solicitation must be valid for 90 days.

This solicitation in no way obligates USAID to make an award nor does it commit USAID to pay any costs incurred in the preparation and submission of a proposal.

The primary point of contact for this RFP is Ms. Lealie M. Perry, Contracting Officer. Proposals in response to this solicitation and any questions related to this RFP must be submitted to the Contracting Officer, Ms. Lealie M. Perry, by email at leperry@usaid.gov with a copy to kblaidoaaoed@usaid.gov by the date and time indicated above. No questions will be accepted after this date and time. Each e-mail must contain a subject line, which clearly indicates the name of the offeror and the solicitation number.

Sincerely, Lealie M. Perry

Lealie M. Perry Contracting Officer Office of Acquisition and Assistance (OAA) mailto:leperry@usaid.gov mailto:leperry@usaid.gov mailto:kblaidoaaoed@usaid.gov

RFP # 72030620R00012: Financial and Operational Capacity Building (FOCB) for an Afghan Higher Education Institute (HEI) Activity

SOLICITATION, OFFER, AND AWARD 1. THIS CONTRACT IS A RATED ORDER

UNDER DPAS (15 CFR 350)

RATING

PAGE OF

PAGES 2 | 94

2. CONTRACT NUMBER

TBD

3. SOLICITATION NUMBER

SOL-72030620R00012

4. TYPE OF SOLICITATION

☐ SEALED BID (IFB)

☒ NEGOTIATED (RFP)

NEGOTIATED (RFP)

5. DATE ISSUED

TBD

6. REQUISITION/PURCHASE NO.

REQ-306-20-000037

7. ISSUED BY CODE 8. ADDRESS OFFER TO (If other than Item 7) Office of Acquisition & Assistance (OAA) USAID/Afghanistan, Kabul

NOTE: In sealed bid solicitations “offer” and “offeror” mean “bid” and “bidder”

SOLICITATION

9. Sealed offers in original and___1____ copies for furnishings the supplies or services in the Schedule will be received at the place specified in item 8, or if hand carried, in the depository located in_______ until__04:00 local time 09/23/2020_____ CAUTION - LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions Contained in this solicitation.

10. FOR A. NAME B. TELEPHONE (NO COLLECT CALLS) C. E-MAIL ADDRESS

INFORMATION CALL:

Assefa Abebe AREA CODE +93

NUMBER

700-11-3530

EXT.

kblaidoaaoed@usaid.gov

11. TABLE OF CONTENTS

(X) SEC. DESCRIPTION PAGE (X) SEC. DESCRIPTION PAGE(S)

PART I - THE SCHEDULE PART II - CONTRACT CLAUSES

X A SOLICITATION/CONTRACT FORM 2 X I CONTRACT CLAUSES 52

X B SUPPLIES OR SERVICES AND PRICE/COST 3 PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

X C DESCRIPTION/SPECS./WORK STATEMENT 7 X J LIST OF ATTACHMENTS 64

X D PACKAGING AND MARKING 12 PART IV - REPRESENTATIONS AND INSTRUCTIONS

X E INSPECTION AND ACCEPTANCE 14 X K REPRESENTATIONS, CERTIFICATIONS 66

X F DELIVERIES OR PERFORMANCE 15 AND OTHER STATEMENTS OF OFFERORS

X G CONTRACT ADMINISTRATION DATA 22 X L INSTRS., CONDS., AND NOTICES TO OFFERORS 76

X H SPECIAL CONTRACT REQUIREMENTS 27 X M EVALUATION FACTORS FOR AWARD 91

OFFER (Must be fully completed by offeror)

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

12. In compliance with the above, the undersigned agrees, if this offer is accepted 90 calendar days (60 calendar days unless a different period is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENT

(See Section I, Clause No. 52.232-8)

10 CALENDAR DAYS(%) 20 CALENDAR DAYS (%) 30 CALENDAR DAYS (%) CALENDAR DAYS (%)

14. ACKNOWLEDGMENT OF AMENDMENTS AMENDMENT NO. DATE AMENDMENT NO. DATE

(The offeror acknowledges receipt of amendments to the

SOLICITATION for offerors and related documents numbered and dated):

15A. NAME AND CODE FACILITY 16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN

ADDRESS OF OFFEROR OFFER (Type or print)

15B. TELEPHONE NUMBER ☐ 15C. CHECK IF REMITTANCE 17. SIGNATURE 18. OFFER DATE

AREA

CODE

NUMBER

EXT.

ADDRESS IS DIFFERENT FROM ABOVE -

ENTER SUCH ADDRESS IN SCHEDULE.

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEMS NUMBERED

20. AMOUNT

21. ACCOUNTING AND APPROPRIATION

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

☐ 10 U.S.C. 2304(c) (1) ☐ 41 U.S.C. 253(c)( )

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

(Electronic copies)

ITEM

Clause G.4

24. ADMINISTERED BY (If other than Item 7) CODE 25. PAYMENT WILL BE MADE BY CODE mailto:kblaidoaaoed@usaid.gov

RFP # 72030620R00012: Financial and Operational Capacity Building (FOCB) for an Afghan Higher Education

26. NAME OF CONTRACTING OFFICER (Type or print) Lealie M. Perry

27. UNITED STATES OF AMERICA

/S/

(Signature of Contracting Officer)

28. AWARD DATE

IMPORTANT -- Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice. STANDARD FORM 33

PART I: THE SCHEDULE

SECTION A- SOLICITATION/CONTRACT FORM

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 PURPOSE

The purpose of this contract is to provide financial and operational capacity building to the HEI.

B.2 CONTRACT TYPE

This is a completion-type Cost Plus Fixed Fee (CPFF) contract. For the consideration set forth below, the Contractor must, during the contract period set forth in Section F.4 of this contract, achieve the objectives and provide the reports and other deliverables and outputs in accordance with the performance standards specified in Sections C and F of this contract.

B.3 TOTAL ESTIMATED COST, FIXED FEE, AND OBLIGATED AMOUNT

(a) The total estimated cost for the 12-month period for the performance of the work required exclusive of fixed fee, if any, is $______. The fixed fee, if any, is $________. The total estimated cost plus fixed fee, if any, is $____________.

(b) The total estimated cost for the 12-month option period for the performance of the work required exclusive of fee, if any, is $_______. The fixed fee, if any, is $_________. The total estimated cost plus fixed fee, if any, is $_________.

(c) Within the total estimated cost plus fixed fee (if any) specified in paragraph (a) above, the amount currently obligated and available for reimbursement of allowable costs incurred by the Contractor (and payment of fee, if any) for performance hereunder is $_______. The Contractor must not exceed the obligated amount.

(d) It is anticipated that the obligated amount set forth above will be sufficient to fund the payment of costs incurred and fixed fee (if any) earned by the Contractor in the performance of the work required through approximately _______.

B.4 CONTRACT BUDGET

As the period of performance for this contract is twelve months (one year).

Budget Line Item Budget in US $ Total ($) First Six Months Second Six Months Total

Direct Costs Security Cost Indirect Costs

RFP # 72030620R00012: Financial and Operational Capacity Building (FOCB) for an Afghan Higher Education

Total Estimated Cost Fixed Fee Total Estimated Cost Plus Fixed Fee

B.5 ESTABLISHMENT OF INDIRECT COSTS

For the Prime Contractor: Pending establishment of revised provisional or final indirect cost rates, allowable indirect costs must be reimbursed on the basis of the following negotiated provisional or predetermined rates and the appropriate bases:

Description Rate Base Type Period

TBD TBD 1/ 1/ 1/

TBD TBD 2/ 2/ 2/

TBD TBD 3/ 3/ 3/

1/ Base of Application:

Type of Rate:

Period:

2/ Base of Application:

Type of Rate:

Period:

3/ Base of Application:

Type of Rate:

Period:

For Major Subcontractor(s): Pending establishment of revised provisional or final indirect cost rates, allowable indirect costs must be reimbursed on the basis of the following negotiated provisional or predetermined rates and the appropriate bases:

Description Rate Base Type Period

TBD TBD 1/ 1/ 1/

TBD TBD 2/ 2/ 2/

TBD TBD 3/ 3/ 3/

1/ Base of Application:

Type of Rate:

Period:

2/ Base of Application:

Type of Rate:

Period:

3/ Base of Application:

Type of Rate:

Period:

“Major subcontractor(s)” are those subcontractors whose proposed cost exceeds 20% of the Offeror’s total proposed cost.

RFP # 72030620R00012: Financial and Operational Capacity Building (FOCB) for an Afghan Higher Education

The Contractor is allowed to recover applicable indirect costs (i.e., overhead, G&A, etc.) on other direct costs (ODCs), if it is part of the Contractor’s usual accounting procedures, consistent with FAR Part 31, and their Negotiated Indirect Cost Rate Agreement (NICRA).

B.6 ADVANCE UNDERSTANDING ON CEILING INDIRECT COST RATES AND

FINAL REIMBURSEMENT FOR INDIRECT COSTS

(a) The Contractor must make no change in its established method of classifying or allocating indirect costs without the prior written approval of the Contracting Officer.

(b) Reimbursement for indirect costs must be at the lower of the negotiated final provisional/pre-determined rates or the following ceiling rates:

Description 2020 2021 [Rate 1 description to be inserted] ___% ___% [Rate 2 description to be inserted] ___% ___% [Rate 3 description to be inserted] ___% ___%

(c) The Government will not be obligated to pay any additional amount should the final indirect cost rates exceed the negotiated ceiling rates. If the final indirect cost rates are less than the negotiated ceiling rates, the negotiated rates will be reduced to conform to the lower rates.

(d) This advance understanding must not change any monetary ceiling, cost limitation or obligation established in the contract.

B.7 COST REIMBURSABLE

Allowable costs will be limited to reasonable, allocable and necessary costs determined in accordance with FAR 52.216-7, Allowable Cost and Payment, FAR 52.216-8, Fixed Fee, if applicable, and AIDAR 752.7003, Documentation for Payment.

B.8 PAYMENT OF FIXED FEE

Pursuant to FAR 16.306 (d) “Cost-Plus-Fixed-Fee Contracts” and FAR 52.216-8, payment of fixed fee will be based upon the acceptance of deliverables described in Sections C and F of this contract by the Contract Officer’s Representative (COR) per section E of this solicitation and must be in accordance with the approved fee schedule below. The Contractor must submit a proper invoice for the amount of fee associated with the deliverable (See Fee Schedule below).

Fee schedule [The following table will be filled in at time of award]

DELIVERABLES

Due Date

Fee Amount

% of Fee Fee in $

Total

RFP # 72030620R00012: Financial and Operational Capacity Building (FOCB) for an Afghan Higher Education

B.9 PAYMENT

(a) Payment under this contract shall be made in accordance with the clauses of this contract entitled "Allowable Cost and Payment" (FAR 52.216-07), "Prompt Payment" (FAR 52.232-25, Alternate I), "Payment by Electronic Funds Transfer – Other Than System for Award Management" (FAR 52.232-34), "Documentation for Payment" (AIDAR 752.7003), and this Section B.9.

(b) Payment must be made by the payment office designated in Section G.4 of this contract.

(c) The Contractor's billings must be in accordance with the clause of this contract entitled "Documentation for Payment" (AIDAR 752.7003) delineated between costs and fixed fee.

[END OF SECTION B]

RFP # 72030620R00012: Financial and Operational Capacity Building (FOCB) for an Afghan Higher Education

SECTION C - PERFORMANCE WORK STATEMENT

C.1 PERFORMANCE WORK STATEMENT OF WORK

Statement of Work 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 must 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 must contribute to three main objectives: baseline assessment and action plan, capacity building and monitoring and reporting.

2 SCOPE OF WORK

The Contractor must 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 must assess the current state and operational effectiveness of financial management, human resources, and procurement systems of the HEI by conducting a baseline assessment and developing and implementing a 12-month corrective action plan of the deficiencies noted.

2. Capacity Building: Based on the action plan, the Contractor must 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 must 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 must provide technical capacity building support to operationalize the financial management, human resources, and procurement systems of the HEI. The tasks under this assignment must 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 absolutely vital to ensure a coordinated effort to efficiently and effectively establish a timeline to correct any deficiencies and establish the necessary management controls required.

RFP # 72030620R00012: Financial and Operational Capacity Building (FOCB) for an Afghan Higher Education

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 must review the HEI’s compliance in the areas of financial, human resources, and procurement policies, procedures, and processes. Upon a thorough desk review of existing audits and reports, the Contractor may desire to complement the assessment with remote or in-person interviews with select HEI staff to inform recommendations. Based on the findings, the Contractor must 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. In consultation with the HEI, the Contractor must 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 must detail and track the productivity of the HEI staff and systems towards self-sustaining financial management practices. The Contractor must 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 must evaluate the current staffing levels, and the technical capacity of each individual. The Contractor must also review each office’s processes for compliance with the established standards and university policies.

The baseline assessment report must 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 must primarily draw from the HEI’s recently conducted audits, assessments and reports, however, the Contractor may propose consultations with the HEI to complement the findings. 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 30 calendar days after the award of the contract.

TASK 2

Based on the findings of the baseline assessment, the Contractor must 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 must 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

RFP # 72030620R00012: Financial and Operational Capacity Building (FOCB) for an Afghan Higher Education 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 must 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 must 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 must include, but not limited to, 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 must monitor and report on the performance of the HEI’s finance, human resources, and procurement staff; processes; procedures; and management controls. The Contractor must produce monthly progress reports against the HEI’s progress and adherence to the baseline assessment and action plans to correct identified deficiencies.

The Contractor must conduct a Midterm Progress Report by the end of the fifth month of the award. The report must 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 must 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, the Contracting Officer, and Contracting Officer Representative 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, RFP # 72030620R00012: Financial and Operational Capacity Building (FOCB) for an Afghan Higher Education the Contractor Staff must follow the HEI’s security protocols, procedures, and directives including directives given by the HEI security staff.

For the successful implementation of the activity, the following positions are designated as Key Personnel Positions:

The Chief of Party (COP) and Deputy Chief of Party (DCOP) have ultimate responsibility for project management and decision-making and they serve as the primary point of contacts with the USAID and GoA counterparts and project sub-awardees. The COP, with the support of DCOP, will emphasize teamwork through ongoing coordination and communication. S/he will hold the below responsibilities:

1. Chief of Party

● Professional Accounting Qualification (ACCA/CA/CPA full/part qualified) and master’s degree in finance and accounting from a reputable university with a minimum of seven years of relevant working experience as a COP preferred.

● Minimum 10 years’ experience in business process documentation and reengineering with at least two years’ experience in systems-based non-profit organization functions or large private sector entities.

● Preference will also be given to candidates having experience in implementation of institution reforms to integrate information technology solutions in finance, human resource and procurement units;

● Analytical ability practical problem-solving skills and resourcefulness in performing varied tasks in the area;

● Demonstrated skills in retrieving gathering and obtaining information from various sources;

● Sound organizational skills and ability to prioritize and deliver assignments in a timely manner often under severe time pressures;

● Demonstrated initiative in developing practical approaches that improve efficiency and effectiveness of the project;

● Strong interpersonal skills and commitment to work in a team-oriented multi-cultural environment;

● Strong transformational leadership skills to motivate other team members to work together.

2. Deputy Chief of Party

○ Bachelor’s degree in finance commerce or accounting from a reputable university with seven years of relevant working experience.

○ Having experience in implementation of institution reforms to integrate information technology solutions;

○ Strong analytical ability, practical problem-solving skills, and resourcefulness in performing varied tasks in the area;

○ Strong interpersonal skills and commitment to work in a team-oriented multi-cultural environment;

○ Strong team building and leadership skills.

5 DELIVERABLES

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

RFP # 72030620R00012: Financial and Operational Capacity Building (FOCB) for an Afghan Higher Education

● Baseline Assessment Report, including a detailed action plan and organizational chart; due 30 calendar 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 SECTION C]

RFP # 72030620R00012: Financial and Operational Capacity Building (FOCB) for an Afghan Higher Education

SECTION D - PACKAGING AND MARKING

D.1 BRANDING STRATEGY

(a) Branding and Marking under this contract must comply with the policies found at USAID Automated Directives System (ADS) Chapter 320. The Contractor can review and download the regulations, guidance, and graphics on branding and marking requirements at https://www.usaid.gov/ads/policy/300/320

(b) In accordance with ADS 320, USAID policy is to require exclusive branding and marking in USAID direct acquisitions using any source of funds. Contractors and subcontractors' corporate identities or logos must not be used on USAID-funded program materials. Marking is not required on Contractor vehicles, offices, office supplies or other commodities used solely for administration of the USAID-funded program. Marking is not permitted on any communications that are strictly administrative, rather than programmatic, in nature. USAID identity is also prohibited on Contractor and recipient communications related to award administration, such as hiring/firing of staff or renting office space and/or equipment.

(c) The Contractor must develop a broad Branding Implementation Plan (BIP) and Marking Plan (MP) (See Section D.3 below) for the contract to describe how the program deliverables must be branded and marked. The BIP must implement the USAID branding strategy below:

Activity Name: Financial and Operational Capacity Building (FOCB) for an Afghan Higher Education Institute (HEI) Activity

Branding: How the USAID logo will be positioned on materials and communications: All USAID logos on materials and communications produced under this contract must be positioned in accordance with the standardized USAID regulations on branding. The Contractor must use full branding and the USAID tagline “From the American People” on materials and communications, which may be translated into local languages as appropriate. Co-branding and no branding must only be considered on a case-by-case basis as considered appropriate by the Contracting Officer (CO) and Contracting Officer’s Representative

(COR).

Desired level of visibility: All branding must comply with the standardized USAID regulations on branding and USAID identity must be prominently displayed on commodities or equipment. All branding for USAID, its partners, and other USG and non-USG entities engaged in a specific activity implemented under this contract, must have equal representation on all public or internal documentation and communications, commodities or equipment, publications, advertising, presentations, studies, reports, websites, brochures, and events.

Organizations to be acknowledged: When activities occur in coordination with other USG or non-USG partners, acknowledgement of the contribution and efforts of these organizations must be included in any relevant public or internal documentation, publications, advertising, presentations, brochures, etc. Project documents must not use the Contractor’s logo, but must acknowledge that the document was prepared for USAID/Afghanistan.

Communication Strategy: The Contractor must develop a comprehensive communications strategy that will focus on two distinct levels. It will shape the internal and external environment and atmosphere in which the activity will operate. The communication messaging should be culturally appropriate and effective to ensure that the target audience can easily understand the message in their context. The internal strategy will announce the program to major education sector players, the activities’ potential https://www.usaid.gov/ads/policy/300/320

RFP # 72030620R00012: Financial and Operational Capacity Building (FOCB) for an Afghan Higher Education partners, and direct beneficiaries. It will enable the sharing of information and ideas, support interaction and create cohesion among the stakeholders.

D.2 AIDAR 752.7009 MARKING (JAN 1993)

(a) It is USAID policy that USAID-financed commodities and shipping containers, and project construction sites and other project locations be suitably marked with the USAID emblem. Shipping containers are also to be marked with the last five digits of the USAID financing document number. As a general rule, marking is not required for raw materials shipped in bulk (such as coal, grain, etc.), or for semi-finished products which are not packaged.

(b) Specific guidance on marking requirements should be obtained prior to procurement of commodities to be shipped, and as early as possible for project construction sites and other project locations. This guidance will be provided through the cognizant technical office indicated on the cover page of this contract, or by the Mission Director in the cooperating country to which commodities are being shipped, or in which the project site is located.

(c) Authority to waive marking requirements is vested with the Regional Assistant Administrators, and with Mission Directors.

(d) A copy of any specific marking instructions or waivers from marking requirements is to be sent to the Contracting Officer; the original should be retained by the Contractor.

D.3 ANTICIPATED ELEMENTS OF MARKING

(a) In accordance with ADS 320.3.2.3, a Marking Plan must be developed by Contractors to enumerate the public communications, commodities, and program materials and other items that visibly bear or will be marked with the USAID Identity. As stated in ADS 320.3.2, USAID’s policy is that programs, projects, activities, public communications, or commodities implemented or delivered under contracts and subcontracts exclusively funded by USAID are marked exclusively with the USAID Identity. Where applicable, a host-country symbol or logo, or another U.S. Government logo may be added.

(b) Except for the manufacturer’s trademark on a commercial item, the corporate identities or logos of contractors or subcontractors are not permitted on USAID-funded program materials and communications, unless specified in the USAID Graphic Standards Manual or approved in advance by the Principal Officer.

(c) The Marking Plan may include requests for exceptions to marking requirements for programmatic reasons, to be approved by the Contracting Officer. Section 320.3.2.4 describes what the Marking Plan must address. Section 320.3.2.5 lists the exceptions to Marking Plan requirements.

(d) Waivers, as defined by ADS 320, may be necessary for compelling political, safety or security concerns, or if the marking will have an adverse effect in the host country. Contract deliverables to be marked with the USAID identity must follow design guidance for color, type, and layout in the Graphic Standards Manual, available at www.usaid.gov/branding, or any successor branding policy.

(e) The Contractor’s Branding Implementation Plan and Marking Plan are hereby [incorporated into the contract].

[END OF SECTION D]

http://www.usaid.gov/branding

RFP # 72030620R00012: Financial and Operational Capacity Building (FOCB) for an Afghan Higher Education

SECTION E - INSPECTION AND ACCEPTANCE

E.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

The following contract clauses pertinent to this section are hereby incorporated by reference (by Citation, Number, Title, and Date) in accordance with the clause at FAR "52.252-2 CLAUSES INCORPORATED BY REFERENCE" in Section I of this contract. See http://acquisition.gov/far/index.html for electronic access to the full text of a FAR clause.

FEDERAL ACQUISITION REGULATION (FAR) (48 CFR CHAPTER 1)

NUMBER TITLE DATE

52.246-3 INSPECTION OF SUPPLIES-COST-REIMBURSEMENT MAY 2001

52.246-5 INSPECTION OF SERVICES-COST-REIMBURSEMENT APR 1984

E.2 INSPECTION AND ACCEPTANCE

(a) USAID inspection and acceptance of services, reports and other required deliverables or outputs must be subject to the performance standards set forth in Sections C and F. Unless otherwise specified, inspection and acceptance must take place at USAID/Afghanistan, Kabul.

(b) Inspection of all deliverables required hereunder must be made by the Contracting Officer’s Representative (COR) (see Section G.2 of this contract) who has been delegated authority to inspect and accept all services, reports and other required deliverables. Acceptance of services, reports and other deliverables by the COR must form the basis for payments to the Contractor.

E.3 MONITORING AND EVALUATION

A multi-tiered monitoring and evaluation approach will be adopted to rigorously and regularly monitor the progress and obstacles to activity implementation. The result of these monitoring and evaluation efforts will be used to assess whether or not objectives are being achieved and if they should be adjusted.

The Contractor must input all required information into the USAID’s Afghan Info System at:

https://usaidinfo.usaid.gov/ (or any successor database) on a quarterly basis.

[END OF SECTION E]

http://acquisition.gov/far/index.html https://usaidinfo.usaid.gov/

RFP # 72030620R00012: Financial and Operational Capacity Building (FOCB) for an Afghan Higher Education

SECTION F: DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

The following contract clauses pertinent to this section are hereby incorporated by reference (by Citation Number, Title, and Date) in accordance with the clause at FAR "52.252-2 CLAUSES INCORPORATED BY REFERENCE" in Section I of this contract. See http://acquisition.gov/far/index.html for electronic access to the full text of a FAR clause.

FEDERAL ACQUISITION REGULATION (FAR) (48 CFR CHAPTER 1)

NUMBER TITLE DATE

52.242-15 STOP-WORK ORDER AUG 1989

52.243-2 CHANGES-COST REIMBURSEMENT AUG 1987

ALTERNATE II APR 1984

F.2 PERIOD OF PERFORMANCE

(a) The effective date of this contract is the date the Contracting Officer signs the cover page of this contract. The period of performance of this contract is anticipated to be one (1) year or twelve (12) months.

(b) The Government reserves the right to extend the term of this contract at the prices/costs set forth in Section B in accordance with the terms and conditions contained in FAR 52.217-9 entitled, “Option to Extend the Term of the Contact”.

F.3 PLACE OF PERFORMANCE

The place of performance of this contract will be primarily in Afghanistan.

F.4 SCHEDULE OF PLANS AND REPORTS

(a) In accordance with AIDAR clause 752.242-70, Periodic Progress Reports, the Contractor must submit all plans, reports and other deliverables required by this contract electronically to the designated COR, with a copy to the Contracting Officer.

(b) The contractor is responsible for providing these plans, and reports. The Contractor must allow at least 10 calendar days for review and comments from the COR on any draft plans and reports.

The Contractor must submit the plans and reports set forth in Sections C and F to the COR as described below. All plans and reports must be produced in English.

(a) PLANS

1. Mobilization Plan: A realistic plan for mobilizing the project once awarded to ensure timely and effective implementation is required. The mobilization plan must demonstrate a clear understanding of the technical requirements of the contract. The mobilization plan must address benchmark technical, management, and logistical requirements that include: rapid mobilization of key personnel and other staff (expatriate and local staff). Draft mobilization plan must be submitted with the proposal as an annex. The final Mobilization Plan is due within http://acquisition.gov/far/index.html

RFP # 72030620R00012: Financial and Operational Capacity Building (FOCB) for an Afghan Higher Education five (5) calendar days from the effective date of the contract and must be submitted to the

COR.

2. Semi Annual Work Plan: The Contractor must submit an semi annual work plan describing how the Contractor intends to implement and organize each six month’s work to the COR. It must be a coherent and realistic work plan developed with full participation of USAID COR.

The Contractor must submit a work plan delineated by fiscal quarters with the proposal for OR review and approval. The revised work plan must be submitted to the COR within 15 calendar days of the award.

The work plan must include a schedule of activities and tasks planned to be conducted, and the inputs planned to be provided by the Contractor. This must include a description of planned activities and tasks and an estimated budget organized by tasks. The work plan must be accompanied by a financial plan linked to the activities proposed in the work plan. The work plan must also describe contract-level outputs that the Contractor expects to achieve during the period, linked to the performance indicators set forth in the Monitoring and Evaluation Plan.

3. Activity Monitoring and Evaluation Plan (AMEP): The semiannual work plan should be accompanied with the Activity Monitoring and Evaluation Plan (AMEP). This is a revised and refined version of the draft AMEP submitted with the proposal. The Plan must include, at a minimum: brief Activity overview, the Activity theory of change, the Activity logical framework, M&E goals and objectives, description of M&E systems and organization staff unit structure (major roles and responsibilities), calendar of performance management tasks, list of objectively verifiable performance indicators to track results, precise definitions for each indicator (as noted by Performance Indicator Reference Sheets (PIRS), and information on data sources and methodology for data collection, estimated values for baseline data and targets (including plan for baseline data collection if none is available).

4. Branding Implementation Plan and Marking Plan: A Branding and Marking Plan must be submitted within 30 calendar days from the effective date of the contract for approval by the COR, in consultation with the USAID DOC.

5. Closeout Plan: The contractor must submit a closeout plan to the COR for approval 30 calendar days before the completion of the Activity. The plan must include an illustrative property disposition plan, a delivery schedule for all reports or other deliverables required under the contract, and a timetable for completing all required actions including the submission date of the final property disposition plan to the USAID COR.

(B) REPORTS

After USAID COR approval, reports will be uploaded to the Development Experience Clearinghouse (DEC) (https://dec.usaid.gov), as appropriate. Reporting requirements are as follows:

1. Monthly Performance Reports: The Contractor must prepare and submit monthly reports. The monthly reports must be submitted electronically to the COR and are intended to be concise reports (no more than five pages) that summarize progress toward accomplishment of the benchmarks set forth. The report must: (1) provide an update of progress made toward fulfillment of the activity objectives/results, (2) identify implementation issues, (3) contain a discussion of obstacles encountered and possible delays, if any, in fulfillment of activities included in the work plan, and/or achievement of targets set forth in the AMEP, and (4) contain a https://dec.usaid.gov/

RFP # 72030620R00012: Financial and Operational Capacity Building (FOCB) for an Afghan Higher Education forecast of activities for the month immediately following the period being reported. The final format of the reports must be agreed upon in consultation with the COR. On the month where the Quarterly Performance Progress Report is due, the quarterly report takes the place of the monthly report.

2. Quarterly Performance Reports: The Contractor must submit brief quarterly performance reports to the COR within 15 business days of the end of each USAID fiscal quarter reflecting results and activities of the preceding quarter. The report (no more than 10 pages plus annexes) must describe the plan for the reporting period (as set forth in the annual work plan) and assess overall progress for that period in relation to agreed-upon performance indicators for that quarter. A description of the specific accomplishments of the Contractor during the quarter must also be provided, including information on all activities, both ongoing and completed, including success stories with a special focus on gender using stories, quotes, and photos, as appropriate. The quarterly reports must highlight any issues or problems that are affecting the delivery or timing of services provided by the Contractor. The final format of the report must be agreed upon in consultation with the COR.

3. Quarterly Financial Report: The Contractor must submit a quarterly financial report to the

COR and the Office of Financial Management (OFM) of USAID/Afghanistan within two weeks after the end of each quarter. The quarterly financial report must contain a summary page which shows spending by category for the quarter, cumulative spending to date, available funding for the remainder of the activity and any variances from planned expenditures. If there are significant accrued expenditures for the quarter being reported upon which for some reason have not yet been billed to the contract, the Contractor must include a brief note to that effect, with the specific amount involved, thus enabling the COR to accurately track the expenditure rate.

4. Annual Report: The Activity annual reporting period must coincide with the Mission’s annual reporting period that ends on September 30. The Contractor must submit a draft report, capturing results against the AMEP in a format agreed with by the COR. The COR will provide comments on the draft Annual Results Report and the Contractor must then submit a final report to the COR for approval. The final format of the report must be agreed upon in consultation with the COR.

5. Short-term Consultant Reports: Unless otherwise agreed to in writing by the COR, the

Contractor must submit a brief written report that describes the purpose of the consultancy, progress made, and any observations to be shared, issues and/or problems encountered, and details of expected follow-on activities by resident Contractor staff as well as actions to be performed by participating counterparts.

6. Other Activity Technical Reports: The Contractor must prepare and disseminate, as directed in the Annual Work Plan and by the COR, other reports and deliverables needed to accomplish the purpose of this contract, such as studies of policy and other issues, products, sectors, markets, technologies, etc.

7. Other Ad-hoc Reports: As required from time to time, the contractor must prepare and present data and other information needed for periodic portfolio reviews, for USAID/Afghanistan Annual Report and Congressional Budget Justifications, scene setters, briefing packages, speeches, talking points, congressional delegation briefings, success stories, press releases, and public information/outreach documents. This information will address activities that highlight the impact of USAID/Afghanistan activities. The reports will be on an ad-hoc basis, based on specified formats, USAID-required processes, within the scope of the contract and at the request of USAID/Afghanistan COR.

RFP # 72030620R00012: Financial and Operational Capacity Building (FOCB) for an Afghan Higher Education

8. Final Report: The Contractor must prepare and submit to the COR a detailed final/completion report which summarizes the accomplishments of this contract, methods of work used, and recommendations regarding any unfinished works. The report will include, but not be limited to:

● Discussion of the objectives achieved by the activity with estimation and/or a description of the economic/financial impact of the achievements

● Discussion of the objectives not fully achieved, problems encountered, and lessons learned;

● A description of all public and private financial and business institutions worked with in connection with activity components and an evaluation of their strengths and weaknesses;

and

● A financial report showing the amounts expended and remaining, if any.

The final/completion report must also contain an index of all reports and information products produced under this contract. The final format of the report must be agreed upon in consultation with the COR.

(C) OTHER DOCUMENTS

1. Gender Strategy: The contractor must develop a gender strategy that addresses opportunities for female advancement throughout all components. The contractor is required to ensure that gender issues are suitably addressed throughout the activity and to undertake specific efforts to ensure that the interventions do not discriminate against either gender.

F.5 AIDAR 752.7005 SUBMISSION REQUIREMENTS FOR DEVELOPMENT

EXPERIENCE DOCUMENTS (SEP 2013)

(a) Contract Reports and Information/Intellectual Products.

(1) Within thirty (30) calendar days of obtaining the contracting officer representative's approval, the contractor must submit to USAID's Development Experience Clearinghouse (DEC) one copy each of reports and information products which describe, communicate or organize program/project development assistance activities, methods, technologies, management, research, results and experience. These reports include: assessments, evaluations, studies, technical and periodic reports, annual and final reports, and development experience documents defined as documents that:

(i) Describe the planning, design, implementation, evaluation, and results of development assistance; and

(ii) Are generated during the life cycle of development assistance programs or activities. The contractor must also submit copies of information products including training materials, publications, videos and other intellectual deliverable materials required under the Contract Schedule. The following information is not to be submitted:

(A) Time-sensitive materials such as newsletters, brochures or bulletins.

(B) The contractor's information that is incidental to award administration, such as financial, administrative, cost or pricing, or management information.

(2) Within thirty (30) calendar days after completion of the contract, the contractor must submit to the DEC any reports that have not been previously submitted and an index of all reports and information/intellectual products referenced in paragraph (a)(1) of this clause.

(b) Submission requirements. The contractor must review the DEC Web site for the most up-to-date submission instructions, including the DEC address for paper submissions, the document formatting and

RFP # 72030620R00012: Financial and Operational Capacity Building (FOCB) for an Afghan Higher Education the types of documents to be submitted. The submission instructions can be found at:

https://dec.usaid.gov.

(1) Standards.

(i) Material must not include financially sensitive information or personally identifiable information (PII) such as social security numbers, home addresses and dates of birth. Such information must be removed prior to submission.

(ii) All submissions must conform to current USAID branding requirements.

(iii) Contract reports and information/intellectual products can be submitted in either electronic (preferred) or paper form. Electronic documentation must comply with Section 508 of the Rehabilitation Act of 1973.

(iv) The electronic submissions must consist of only one electronic file, which comprises the complete and final equivalent of the paper copy.

(v) Electronic documents must be in one of the National Archives and Records Administration (NARA)-approved formats as described in NARA guidelines related to the transfer of permanent E-records. (See http://www.archives.gov/records-mgmt/initiatives/transfer-to-nara.html).

(2) Bibliographic information. Descriptive information is required for all contractor products submitted.

The title page of all reports and information products must include the contract number(s), contractor name(s), name of the USAID contracting officer's representative, the publication or issuance date of the document, document title, (if non-English, provide an English translation of the title), author name(s), and development objective or activity title (if non-English, provide a translation) and associated number, and language of the document (if non-English). In addition, all hard copy materials submitted in accordance with this clause must have, attached as a separate cover sheet, the name, organization, address, telephone number, fax number, and internet address of the submitting party.

F.6 REPORTING FORMAT

(a) The cover page of all reports must include the USAID identity (U.S. Agency for International Development/Afghanistan) prominently displayed, the contract number, Contractor name, name of the activity, the publication or issuance date of the document, document title, and author name(s). All materials must include the name, organization, address, and telephone and email address of the person submitting the materials.

(c) Electronic formats must be submitted with MS Word or Pdf

(d) All files that are submitted must be unlocked.

F.7 LANGUAGE OF REPORTS AND OTHER OUTPUTS

All reports and other outputs must be in the English language, unless otherwise specified by the COR.

See also AIDAR 752.211-70, Language and Measurement (June 1992), incorporated by reference into this contract. Any supplements presented in a language other than English must be accompanied by a certified translation.

F.8 KEY PERSONNEL

(a) The key personnel specified below are considered to be essential to the work being performed.

https://dec.usaid.gov/ http://www.archives.gov/records-mgmt/initiatives/transfer-to-nara.html

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