NEPDG_Secretariat_ _MIS_-_SOL-391-14-000043_Amendment_1.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE

PAGE OF PAGES

1 15

2. AMENDMENT/MODIFICATION NO.

3. EFFECTIVE DATE

8/14/2014

4. REQUISITION/PURCHASE REQ. NO

5. PROJECT NO. (If applicable)

6. ISSUED BY CODE 7. ADMINISTERED BY (IF OTHER THAN ITEM 6) CODE

Office of Acquisition and Assistance

USAID/Pakistan

US Embassy, Ramna 5

Islamabad, Pakistan

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State, and Zip Code)

TO ALL OFFERORS

9A. AMENDMENT OF SOLICITATION NO.

SOL-391-14-000043

9B. DATED (SEE ITEM 11) July 18, 2014

10A. MODIFICATION OF CONTRACT/ORDER NO.

CODE:

FACILITY CODE:

10B. DATED (SEE ITEM 11)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

The above numbered, solicitation is amended as set forth in item 14. The hour and date specified for receipt of Offers is extended is not extended.

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning one copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers, FAILURE OF YOUR

ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY

RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If Required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO., AS DESCRIBED IN ITEM 14

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify Authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43,103 (b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is NOT is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible

The purpose of this amendment is to 1) extend the deadline from August 20, 2014 to August 29, 2014 2) Provide answers to questions received (in writing and at the August bidders' conference 3) Provide additional information to Offerors and 4) provide the slides from the August 6, 2014 bidders' conference

Request for Proposals SOL-391-14-000043 is hereby amended as follows (see continuation page)

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

Ryan Weddle

15B. CONTRACTOR/OFFEROR 15C. DATE

SIGNED

16B. UNITED STATES OF AMERICA

/s/

16C. DATE

SIGNED

(Signature of person authorized to sign) (Signature of Contracting Officer)

NSN 7540-01-152-8070 STANDARD FORM 30 (REV. 10-83)

Previous Edition Unusable Prescribed by GSA FAR (48 CFR) 53.243

I. COVER PAGE

After “Closing Date” delete “August 20, 2014” and insert “August 29, 2014” in lieu thereof

II. SECTION L

1. In Section L.6 ADDITIONAL SUBMISSION INSTRUCTIONS, add the following to part (a):

“Proposals which are incomplete (in the cost and/or technical portions) or represent a clear deviation from the requirements of the RFP will be considered non-responsive, at the discretion of the Contracting Officer. Non-responsive proposals will not be considered, and will not be subject to cost analysis or technical evaluation. Offerors that submit non-responsive proposals will be notified accordingly in writing.”

2. After Section L.7 DELIVERY INSTRUCTIONS, Hard Copies Submission, Part (c), add the following:

“USAID will not assist in granting Offerors access to the Diplomatic Enclave. Offerors who nonetheless wish to attempt delivery of the hard copies of the proposals to the U.S.

Embassy must arrive at the main gate of the U.S. Embassy by 14:30 PM on August 29, 2014.

A USAID representative should be present to receive the proposals. If not, the Offeror may request the guard to contact Ryan Weddle at extension 1262 or the USAID Office of

Acquisition and Assistance at extension 1160 or 1279.”

III. ATTACHMENTS

Add the following attachments J.7-J.10

(see continuation pages)

Attachment J.7

Questions and Answers

1. Will USAID share CCN rates for local Pakistani companies? Any template or bracket structures will be helpful for costing.

Yes. Please see Attachment J.8

2. How integrated will be the NEDPG system be with existing databases used by USAID, e.g. PakInfo or TrainNet? Would we be able to use GIS data and mapping facility of

USAID Pakinfo for this project? Taking forward what USAID has already done, using existing resources, etc?

The system will not be integrated into databases like TrainNet or PakInfo. However, some of the data provided on USAID’s projects may be migrated from PakInfo.

1. Does USAID have best practices that could be shared regarding the use of these types of databases in other countries? Does a preliminary map already exist?

No. However, you may wish to do a search for information related to the USAID

GeoCenter which has coordinated GIS mapping efforts in some counties. Also, you may explore the following link: https://gistdata.itos.uga.edu (Registration is required) Getting maps and shape files will be contractor’s responsibility.

2. What are the conflict parameters for US based vendor subcontractors, the ones which will be consented and actively participating? Are organizations awarded this contract precluded from future education funding from USAID?

The firm awarded this project will not be precluded from future education funding unless its participation in this project (or participation of its subcontractors) results in the firm gaining access to non-public information that would give the firm an unfair competitive advantage. This is highly unlikely, as the data generated from the system is unlikely to inform the design of future procurements

3. We would request extension for the submission date. Pakistan is closed all week next week.

The submission date has been extended until August 28th.

4. Is the staff of the Secretariat required to conduct field work?

No.

https://gistdata.itos.uga.edu/

5. Since under the 18 amendment to the Constitution of Pakistan education has been largely devolved to the Provinces so the main thrust of the Secretariat's activity will be to work with the provinces. Does the project also envisage such an arrangement in its design?

The Contractor may be required to work with provincial offices under the close guidance of the COR. Note that travel to the provinces for this purpose is not anticipated.

6. Since the Secretariat has also been assigned the task of coordination of policies in the education sector; its role in dissemination of research and formulation of draft recommendations need to clarified. Will there be a need of Policy and Analysis Section in the Secretariat to cater for policy coordination?

The contractor will need to facilitate NEDPG meetings on policy issues, provide administrative support to the NEPDG, generate reports in a format so that they are most useful for NEPDG members and GOP policymakers. To be clear, the NEPDG

Secretariat is not a think tank, and the contractor will not need to provide in-depth research and analysis of education policy issues.

7. The activities assigned to the Secretariat entail monitoring of activities/projects of the education sector being carried out by various stake holders but the project does not specifically spell out this function. It needs to be clarified.

The Secretariat is responsible for entering data into the MIS and generating reports for the NEPDG. Project monitoring of ongoing activities in the field is not within the scope of this contract.

8. Where do we expect to host the MIS servers? are you expecting to host the application and database servers

i. In a secure data center operated by USAID.

ii. In a secure data center operated by local ISP (Internet Service Provider).

iii. In a secure communication & server room maintained with in the premises of secretariat.

iv. In a cloud data center operated outside Pakistan like the Microsoft cloud, Amazon cloud, Google cloud etc.

Secure data will be stored in the contractor facility and/or a cloud-based system provided security requirements are met. The details for this arrangement should be spelled out in the Offeror’s proposal. USAID will not provide space for the server.

9. Should we include cost of all software licenses acquired from third parties in the purposed budget, e.g. Operating System licenses, database licenses, workstations licenses

Yes.

10. Can we have sample data which will input into the MIS by NEDPG partners / GOP?

No. The secretariat is required to develop the format in which data would be collected in consultation with the COR.

11. Is the data currently reported in standard format?

No. The Contractor needs to come up with the standard format in consultation with the

USAID COR.

12. Do you foresee the need for the secretariat to employee data entry operators to input data manually?

Yes, if needed.

13. Who is the ultimate administrator of the data? It is important to establish this point and to identify the final authority that will allow access to the MIS. What is the process essentially to identify, authorize and grant access to the users of the MIS?

For the life of the contract, USAID will be the administrator of the data. The subsequent administrator of the data will be identified in consultation with the COR in the project closeout plan.

14. Are you expecting the MIS access to be available from remote projects sites run by

NEDPG partners/GOP. By this we mean remote rural areas and small towns. This will have impact on the training and operational cost. Plus the speed of the connectivity and availability on mobile platform will have to be considered when designing ad budgeting

MIS.

Access will be provided to NEPDG members based in Islamabad. They should have the ability to access the system from their own computers in Islamabad or in their home offices (e.g. Washington, London, Ottawa). However, access from rural areas of Pakistan is not required, and access from a mobile platform is not within the scope of the contract.

15. When the NEDPG was initially established? Who are its members? and Who is managing this group at present?

Development partners have regularly been meeting for the last four five years but

NEDPG has been formalized last year through a consultative process and by finalizing the ToRs (Attachment J.9). Around 20 Multilateral and Bilateral organizations are member of this group. USAID is the Chair and DFID is the Deputy Chair.

16. Is there any formal memorandum or agreement of cooperation among the existing

NEDPG members, including provincial level stakeholders and provincial governments?

There is a ToR document (J.9) that binds the NEPDG group together at the national level.

As the group consists mostly of development partners and is primarily meant for coordination in between the development organization, there is no formal agreement with the government but the Govt. is occasionally invited to the meetings and the chair participates in Govt. meetings whenever invited at national and provincial level. For coordination with provincial governments there is an informal working group of the same development partners who meet occasional and make sure the discussion trickles down and there is a bottom-up input into NEDPG meetings.

17. What are the key functions of this existing NEPDG? Do they have some sort of GIS - MIS at present? Does the NEDPG have so-far collected some data/ information about education sector projects and program?

The Terms of Reference for NEDPG can be found in Attachment J.9. Presently NEDPG does not have any GIS/MIS. All the data is currently maintained in an Excel sheet.

18. Does USAID have any format agreement with other key stakeholders for the establishment of this NEDPG Secretariat and Mapping Activity Project? Who identified the requirement of this project; the government, donors and/or the development organizations?

USAID took the lead in identifying the need and requirements of this project after discussing it with the development partners. But there would be a need to take them further on board and consult them to fine tune the project requirements by the contractor through secretariat.

19. Does USAID anticipate the need for establishing Provincial Education Development

Partner Groups (PEDPGs) as well; in present or in the long run? As after 18th

Amendment - provincial autonomy, donors are contracting and reaching out provincial governments directly - without involving Federal Ministry/ Academy of Education and

Training?

There are currently informal working group for the same purpose which NEDPG may decide to formalize during the course of the project or later; depending on the need.

20. Has USAID established a formal contract with:

i. Survey of Pakistan - for GIS related information,

ii. NEMIS - for education sector statistics,

iii. Provincial Government/ Education Departments - for provincial education sector data,

iv. Directorate of Staff Development - for teachers training related data, and,

v. Other programs and projects - for their interventions and activities in education sector.

If no such formal arrangements are there for ensuring flow of data/information to

NEDPG and its Secretariat, than who will initiate and manage this?

USAID has not established formal contracts with i-iv. USAID keeps coordinating and working with the institutions at various levels but has not developed formal understanding with any of these as such specifically for this activity. It will be contractor’s responsibility to coordinate with AEPAM and other Pakistani gov't agencies that have existing GPS maps of schools and school related statistics.

21. Would we be able to use GIS data and mapping facility of USAID Pak/info for this project? Taking forward what USAID has already done, using existing resources, etc?

Yes. Some of the data provided on USAID’s projects may be migrated from PakInfo.

22. Ensuring physical participation of provincial level stakeholders would be a challenge?

Just an idea, should we introduce use of high tech/ video conferencing and meeting equipment, its cost implications?

No. We envision of the coordination will be done in-person, over the phone, email, or a simple VOIP tool like Skype.

23. Please explain the requirement of the place for meetings for the Secretariat. Can a contractor propose their own office space?

It could be any place in Islamabad which is secure, easily accessible and accommodate

NEDPG meetings for 20-30 people at a time. The facility should be of international business standards and should accommodate PowerPoint presentations.

24. How much staff should be dedicated for the Secretariat?

Please see C.6 Key Personnel for a description of the required personnel. Additional staff may also be proposed if necessary.

25. Is primary data for mapping readily available? If so, what is the source? Where is the retrospective data and how much of it should be expected?

As explained above, currently NEDPG maintains its projects’ data in an Excel format which is provided by the members upon a data call from the NEDPG chair.

26. Does the Secretariat exist currently? Where does the NEPDG meet?

The Secretariat does not exist currently. The Contractor will need to establish the

Secratariat. The NEDPG has been meeting at Serena but the members have also been hosting meeting on rotational basis. The representatives of Technical Working Group

(TWGs) are also a part of NEDPG who may decide to meet on an occasional basis to have a discussion on a specific thematic area.

27. Please explain the required sustainability plan for the data and the MIS.

This should be defined by the Offeror in their proposal in accordance with section C.5.3.

28. Can public sector input be incorporated into the database as part of this project?

Yes.

29. What happens at the project closeout after 2 years? Will there be an extension?

The Offeror’s proposal should outline a plan for ensuring the continuation of the core functions of the Secretariat after contract closeout. This will be further clarified in consultation with the COR and detailed in the Closeout Plan. The Contractor should not anticipate receiving an extension.

30. Please explain the data protection requirements? Are there any pertinent Protection

Acts? How secure the MIS and its data should be both physically and virtually in terms of access?

The Offeror’s proposal should describe how data security will be provided in accordance with C.5.1 of the RFP. Moreover, USAID’s Office of the Chief Information Officer will need to review the plans for IT installation at several stages. For more information, please refer to Automated Directives System (ADS) Chapter 548 available online at http://www.usaid.gov/sites/default/files/documents/1868/548.pdf The Federal

Information Security Management Act (FISMA) is pertinent as well.

31. Are only the USAID and other Donor Agencies funded/supported schools being mapped through this activity or does it include all the schools that exist in Pakistan?

Only the schools and other education projects funded by NEPDG members will need to be mapped through this activity.

32. Has GPS coordination already been done?

No.

33. Will Satellite Imagery be required?

The Offeror may propose whatever type of mapping imagery meet the requirements of the RFP.

34. What is USAID’s Gender Policy and its requirements as they pertain to this procurement?

See section C.9.1 of the solicitation. The following link has also been provided there.

http://www.usaid.gov/sites/default/files/documents/1865/GenderEqualityPolicy_0.pdf

35. Will there be any collaboration between USAID and Alif Ailaan on this project?

Not directly. Alif Ailaan is a partner of DFID not USAID.

http://www.usaid.gov/sites/default/files/documents/1868/548.pdf http://www.usaid.gov/sites/default/files/documents/1865/GenderEqualityPolicy_0.pdf

36. Will the MIS be used for Planning and/or Replication?

The MIS will inform plans for education projects in Pakistan. The MIS will not be replicated.

37. Can expat consultants be hired for this project (section i)?

Yes. However, please be aware of the limitations on sub-contracting to non-Pakistani entities (Section I.9)

38. Please explain the expected timeline management from the contractor. What happens if the contractor faces delay due to the implementing partners or the GOP?

The Contractor is responsible for meeting the timelines set out in the Contract and Work

Plan. If USAID determines that a delay is due to a factor outside of the manageable interest of the Contractor (i.e. it is outside of the Contractor’s control), then an extension of a timeline may be granted (i.e. the COR can grant an extension to a timeline in the approved Work Plan, the CO can grant an extension to a timeline mentioned in the

Contract). If the Contractor believes that it may face delays, they should approach

USAID as soon as possible, in writing, explaining the reason for the potential delay so that the best outcome can be determined.

USAID does reserve the right to apply penalties for unsuccessful or delayed contract implementation (see B.7) and may terminate the contract for default if there are severe delays that the contractor is responsible for.

39. What is the expected size of the MIS? How many users is it expected to have? Will provinces be able to access it at different access levels?

There are 20-30 members who would be accessing the system and each one of them may have different level of access to the system depending on the role the person has assumed in his organization.

40. How will the transparency of data be ensured? Will a local Pakistani be able to access this MIS for information?

The system will only be used be the members of the NEPDG. The general public will not have access to the system.

41. Does the mapping activity include both Public and Private sectors schools?

Yes – the system must be able to track any schools (public of private) supported by

NEPDG members.

42. What will be the Data Sharing Protocol? Will the contractor legally represent the

Secretariat or USAID while collecting data and holding partner meetings?

The Contractor will not legally represent USAID, but the Secretariat will be comprised of

Contractor staff. The Contractor is not expected to approach implementers directly.

Rather, data from implementers will be provided directly to the Contractor by the

NEPDG members.

43. What are the Contributors’ (of data) expectation of the MIS? What functionalities are they looking forward to?

Please see section “C.4.2.1 Specifications”

44. Will there be a periodic or continuous data call for input into the MIS? How frequently will the database be updated?

At least on a quarterly basis per C.4.2.2.b

45. What is the extent of the information to be provided by the MIS?

Please refer to the specifications in C.4.2.1, which may be further honed as directed by the COR.

End of Attachment J.7

Attachment J.8

Salary Range for local Cooperating Country National staff at the US Mission in Pakistan

Annual Salary Range

40 Hours per Week

Type of Jobs

1 Manual Labor and semi skilled Rs. 262,353 - Rs. 682,699

Janitor/Janitress, Janitor Supervisor, Laborer, Gardener, Duplicating Equipment Operator, Chauffeur, Gardener, Automotive Mechanic, Motor Vehicle Serviceman, Trades Helper, Warehouseman, Clerk Typist, Distribution Clerk, Guard, Mail Clerk/ File clerk, Maintenance Man, Power Plant Operator, Receptionist etc.

2 Skilled Labor Rs. 442, 538 - Rs. 1,025,273

Automotive Mechanic, Boiler Operator, Chauffeur, Clerk Stenographer, Clerk Typist, Dispatcher, Guard, Guard/Receptionist, Locksmith, Mail Clerk, Maintenance Man, Mechanic (Building Trades), Power Plant

Operator, Procurement Clerk, Receptionist, Supply Clerk, Telephone Operator, Guard Supervisor, Library

Clerk, Mail Supervisor Maintenance Foreman, Medical Technician, Payroll Clerk, Personnel Clerk, Program

Clerk, Purchasing Agent, Receptionist, Secretary, Security Clerk, Shipment Clerk, Telephone Supervisor, Travel Clerk, Utilities Foreman, Voucher Examiner, Work Control Clerk, Administrative Assistant, Automotive Mechanic Foreman, Customs Expediter, Guard Supervisor, Library Assistant (Technical

Services), Library Clerk (LOC), Medical Technician, Motor Pool Supervisor, Payroll Clerk, etc

3 Middle level Management & Assistants Rs. 727,688 - Rs. 2123,730

Accounting Technician, Administrative Assistants, Agricultural Assistant, Arts and Graphics Assistant, Budget Analyst, Cashier, Commercial Assistant, Cultural Affairs Assistant, Development Assistance

Assistant, Distribution Assistant , Economic Assistant, Information Assistant, Language Instructor, Librarian

,Maintenance Supervisor, Nurse, Participant Training Assistant, Payroll Supervisor, Personnel Assistant, Political Assistant, Procurement Agent, Program Assistant, Project Management Assistant, Protocol

Assistant, Purchasing Agent, Reference Librarian, Secretary , Security Investigator, Security Investigator, Shipment Assistant, Shipment Assistant, Shipment Assistant (POV), Shipment Supervisor, Supervisory

Accounting Technician, Supervisory Audio Visual Technician, Supervisory Language Instructor, Supervisory Voucher Examiner, Supply Supervisor, Technical Services Librarian, Translator, Travel

Assistant, Voucher Examiner, etc.

4 Management Level employees Rs. 1,986876 - Rs. 6,052,637

Accountant, Agricultural Specialist, Arts & Graphics Specialist, Budget

Analyst, Chief Accountant, Chief Librarian, Commercial Specialist, Cultural Affairs Specialist, Cultural Affairs Specialist, Cultural Affairs

Specialist, Development Assistance Specialist, Development Program

Specialist, Distribution Record System Specialist, Distribution Specialist, Economic Specialist, Engineer, Financial Analyst, Information Specialist, Library Director, Maintenance Supervisor, Medical Officer, Participant

Training Specialist, Personnel Specialist, Political Specialist, Procurement

Supervisor, Program Specialist, Project Management Specialist, Security

Investigator, Supervisory Budget Specialist, Supv. Financial Analyst etc.

End of Attachment J.8

Attachment J.9

End of Attachment J.9