RFP_SOL-497-14-000001_BANTU_Amendment_No_01.pdf

AMENDEMENT NO. 1

REQUEST FOR PROPOSAL

SOL-497-14-000001

“HEALTH TECHNICAL ASSISTANCE PROJECT (BANTU)”

Issuance Date: June 5, 2014 Question Due Date: June 20, 2014 Question Due Time: 2:00PM, Jakarta Time Closing Date of Proposals: August 6, 2014 Submission Time of Proposals: 2:00 PM, Jakarta Time

The purpose of this Amendment No. 1 to the RFP SOL-497-14-000001 is to response to questions and requests for clarifications which were received prior to the closing date for acceptance of questions (June 20, 2014) and to provide additional information which is of relevance to prospective Offerors in responding to this RFP.

Accordingly, the following information is provided and the solicitation is amended as specified herein.

A. Delete the Closing Date of Proposals of “July 25, 2014” and substitute with “August 6, 2014”.

B. Delete section F.5 LEVEL OF EFFORT table on page 22 from the RFP entirely and substitute with the following:

Labor Category Number of Work-Days Long-term Technical Assistance (U.S, CCN, TCN) 6,920 days Short-term Technical Assistance (U.S, CCN, TCN) 11,890 days Home Office Support 285 days Total 19,095 days

C. Delete section H.30 GRANT UNDER CONTRACT on page 44 from the RFP entirely and substitute with the following:

“H.30 GRANT UNDER CONTRACT

(a) The Contractor must award grants on behalf of USAID. The Head of the Contracting Activity has approved this procedure for this contract, subject to the requirements detailed in ADS Chapter 302.

(b) The Contractor must ensure that the requirements that apply to USAID-executed grants (including Agency policies regarding construction activities in ADS Chapter 303 and applicable standard provisions in ADS Chapter 303 and ADS Chapter 308) are also applied to the grants that the Contractor executes. The Contractor must administer grants in accordance with the requirements of 22 CFR 226, ADS Chapter 303, the provisions of the Contract, and applicable Federal law.

(c) The total value of an individual grant to a U.S. organization must not exceed $100,000. (This limitation does not apply to grant awards to non-U.S. organizations.)

(d) The Contractor must work with USAID to establish selection criteria for grantees.

(e) The Contractor must not execute any grant without receiving prior USAID approval of the selection of the grant recipients.

(f) USAID may terminate grant activities unilaterally in extraordinary circumstances.

(g) USAID does not authorize the Contractor to execute or administer cooperative agreements on its behalf.”

D. Delete section L.10.6 Part 5 – Subcontracting Plan on page 91 from the RFP entirely and substitute with the following:

“L.10.6 Part 5 – Subcontracting Plan Part 5 - Subcontracting Plan. Any Offeror that is not a small business must include a proposed small business subcontracting plan in accordance with FAR 19.704. (Attachment 5) If the Offeror or any subcontractors has a current Federal approval of its procurement system, the proposal should so note and provide pertinent Federal agency contact information and if possible a copy of the approval letter.”

E. Under Section M.3(c) – Organization Capacity and Management, on page 97, delete the word “Sections C.5 – C.6”, and substitute with “Section C”

F. Delete Attachment 5 – SAMPLE SMALL BUSINESS SUBCONTRACTING PLAN on page 112 from the RFP entirely and substitute with the new attachment enclosed.

RESPONSES TO QUERIES RAISED IN RESPONSE TO THE RFP

1. Question: Page 16 of the RFP provides an illustrative list of staff in addition to the Project Director, including a Senior Administrative Officer, Travel/Logistics Specialist, Budget and Finance Manager, and Information Technology Specialist. Can USAID clarify whether each of these positions are included in the professional services category and therefore subject to the limited LOE specified on page 22?

Response: Yes, all personnel are included in the LOE specified.

2. Question: The LOE listed on page 22 seems low for a five-year project. It includes less than two long-term personnel for the life of the project (at 260 days/year for a full-time staff person). Is the proposed LOE correct?

Response: The LOE table has been revised at number B. above.

3. Question: Page 82 of the RFP requires an appendix with biographical information, including resume/CVs, for proposed candidates. On page 85 the RPF states that the Offeror must include, in an annex, resumes/CVs for all key personnel. Does USAID require CVs and letters of commitment for the non-key personnel as well?

Response: CVs must be provided for key personnel at a minimum.

4. Question: May we postmark the copies of the technical and cost application by July 25, or do they need to physically arrive in Jakarta by July 25?

Response: Application/proposal must be physically received at the designated address on August 6, 2014 before 2:00PM Jakarta Time.

5. On p. 15 in Section C.4 Monitoring and Evaluation, the RFP states that “The Contractor must establish a monitoring plan that tracks performance on all three components and links performance of tasks to the Mission’s CDCS results framework and performance monitoring plan.” On p. 82 in Section L.9.2, the RFP states that the “Monitoring and Evaluation Plan” is not included the page limitation. On p. 84 in Section L.9.3(c), the RFP states that “Offerors must include a proposed first year Performance Management Plan (PMP).” Could you please confirm the following:

a. Question: The references to “monitoring plan” and monitoring and evaluation plan” indicate the same plan?

Response: Yes, the PMP and the Monitoring and Evaluation plan are the same plan.

b. Question: The PMP should be submitted as part of the “monitoring and evaluation plan?”

Response: Yes, the PMP and the Monitoring and Evaluation plan are the same plan.

c. Question: In either case the PMP may be included in an annex not to count against the page limit?

Response: PMP may be included as an annex.

6. On p. 22 Section F.5 Level of Effort states the level of effort for this requirement is as follows:

Long-term technical Assistance (U.S., CCN, TCN) – 2,040 days; Short-term Technical Assistance (U.S., CCN, TCN) – 1,255 days; Home Office Support – 45 days; Total – 3,340 days. We have the following related questions:

a. Question: Can you please confirm that these figures represent the annual level of effort required?

Response: The LOE table has been revised at item number A. above.

b. Question: Specifically related to Home Office Support, we respectfully request that USAID allow Offerors to propose the level of HO Support required in accordance with their US Government NICRA. Different organizations have different means of recovering these costs, and in accordance with the FAR and DCAA requirements are not allowed to change this recovery method on a contract-by-contract basis. For those organizations that recover HO Support costs through their overhead rate (for example) the rate can typically be twice as high as an organization that recovers these costs as a direct cost. Under this scenario the contractor that recovers the cost through their (much higher) overhead rate would be allowed to recover all their costs, while the contractor that recovers them as a direct cost would not be able to recover the cost. This instruction would appear to unfairly advantage an organization that recovers HO Support costs through its indirect cost rate structure and unnecessarily disadvantage an organization that recovers these costs direct.

Response: Yes, Offeror may propose the level of HO Support required in accordance with their US Government NICRA.

c. Question: In general, related to all of the labor line items, would USAID consider specifying that LOE indicated is illustrative, and that Offerors may propose the LOE that is consistent with their Technical Approach?

Response: The LOE table is an estimation of the technical assistance needs that USAID will need over the life of the project. Offerors may propose the LOE consistent with their Technical Approach.

7. On p. 84 (L.9.3(c)6. Long-term, organization subcontracted), the RFP states that “USAID requests an organization to provide continual capacity building on various organizational issues, such as grant writing, financial management, organizational governance, advocacy, and other aspects to local non-profit organizations involved in USAID/Indonesia health programs.” We have the following related questions:

a. Question: Is the long-term organization described here the same as the “training organization” mentioned in the RFP?

Response: The offeror should propose the appropriate mix of organizations and individuals that will be required to provide the LOE and services required by USAID.

b. Question: Does the funding for this organization correspond to the $245,000 listed in the standard budget elements on page 88 for item III. Contractual (Local Firm)?

Response: $245,000 is an ILLUSTRATIVE budget line item only. The offeror should propose the appropriate mix of organizations and individuals that will be required to provide the LOE and services required by USAID.

8. Question: On p. 86-87 (L.9.3(f)4. Performance in Using Small Business (SB) Concerns), the RFP states that offerors must: provide a narrative summary of small business concerns over the past five years; provide with your summary a copy of the most recent SF 294 ―Subcontracting Report for Individual Contracts for each contract completed in the past 5 years; and the names and addresses of up to three SB concerns for USAID to contact for their assessment of the Offeror’s performance in using SB concerns over the past five years. Given that the US Government Standard Forms (SF) 294s are 1-2 pages each and therefore would total more than 20 pages alone, we respectfully request that

USAID confirm that this requirement may be included in an annex that does not count against the 20-page limit.

Response: The SF 294 may be included in an annex section that does not count against the 20-page limitation.

9. Question: On p. 86 in Section L.9.3(f) Past Performance, the RFP states that Offerors must provide: “a description of performance to include: scope of work or complexity/diversity of tasks.” However, on p. 111 Attachment 4 of the RFP provides a Past Performance Information Short Form template that does not contain a field for a description of performance.

Response: The offeror must include the required information regarding description of performance. If the provided spaces are inadequate, offeror may use additional pages as necessary.

10. Question: Could USAID please clarify if a description of performance should be added to the Past Performance Information Short Form?

Response: The offeror must complete the Past Performance Information Short Form, and include the required information regarding description of performance.

11. Question: On p. 91 in Section L.10.6 Part 5- Subcontracting Plan) the RFP states: “If the Offeror is other than a small business, it must submit a Subcontracting Plan (Attachment 5). Submitted Plans must address subcontracting with small business (SB), veteran-owned small business, service-disabled veteran-owned small business, HUB Zone small business, small disadvantaged business, and women-owned small business concerns, for a cumulative 25% minimum of all sub-contracting. This plan will be the equivalent of a master subcontracting plan for the overall contract.” Under this scenario, for example, every $75,000 contracted with local subs, we would be required to contract $25,000 to a USSB. We are concerned that this would have the effect of diminishing opportunities for subcontracting with local organizations, which would seem to be contrary to the objectives of USAID Forward, as well as being less cost efficient. Additionally, FAR 19.702 (b)(3) states that Subcontracting plans are not required— “For contracts or contract modifications that will be performed entirely outside of the United States and its outlying areas”.

Would USAID therefore consider eliminating the minimum requirement for subcontracting with US SBs to allow Offerors to propose subcontracting in accordance with their Technical Approach, or alternately, reducing the requirement to a minimum goal of 5%?

Response: Section L.10.6 Part 5 has been revised at item number D. above

12. Question: On page 32 in Section H.6 it states that CCN salaries “may not, without the approval of the Mission Director or the Assistant Administrator having program responsibility for the project, exceed the prevailing compensation paid to personnel performing comparable work in the cooperating country as determined by the USAID Mission.” In order to ensure compliance with this requirement, can you please provide the current Local Compensation Plan for Indonesia?

Response: The U.S. Embassy Local Compensation Plan is not the sole determinative factor for “the prevailing compensation paid to personnel performing comparable work in the cooperating country as determined by the USAID Mission.” USAID/Indonesia looks at a broad range of compensation plans as applied by various bilateral and multilateral donor and international firms active in Indonesia, including the U.S. Embassy Local Compensation Plan, in determining what the prevailing compensation for a given position may be. While USAID/Indonesia has a sincere interest in ensuring the equitable treatment of its employees (paid in accordance with Local Compensation Plan) with the treatment given by USAID contractors to their employees, the U.S.

Embassy Local Compensation Plan is only one factor in determining the fairness and reasonableness of contractor employee compensation.

U.S. Embassy Local Compensation Plan

Annual Salary (IDR) Max Low

Senior Technical IDR 553,309,151 IDR 261,605,169

Mid-Level Technical IDR 229,634,980 IDR 136,615,067

Junior Technical IDR 186,197,783 IDR 91,769,705

Administrative/Support IDR 110,840,745 IDR 56,413,129

13. Question: The LOE table included in section F.5. includes 2,040 days for long-term technical assistance, which would only be equivalent to 1.5 professional staff over five years. As the scope of work appears to be labor intensive, can USAID please clarify if the table in section F.5 was intended to represent one year of the project?

Response: The LOE table has been revised at item number B. above.

14. Question: Can USAID please clarify if the Monitoring and Evaluation Plan, as referenced in Sections C.4 and L.9.2 NOTE is synonymous with the Performance Management Plan, as referenced in Sections L.9.3(c) and M.3(b)(5), and thus can be submitted as an unnumbered annex?

Response: Refer to response number 5, as above.

15. Question: Section M.3(d) Key Personnel makes reference to job descriptions found in Section C.8 however section C.8 is a list of project deliverables. Can USAID please clarify the correct section to reference is C.5.1 for job descriptions?

Response: Section M.3(d) should reference C.5.1. The second sentence of M.3(d) should be “They will be evaluated in terms of their ability to fulfill the job description described in section C.5.1.”

16. Question: Section M.3(c) Organizational Capacity and Management requests demonstrable experience in reference to section C.5 Staffing and section C.6 Gender Equity. Can USAID please clarify if that section should only focus on those areas, or if we should similarly address sections C.3 and C.4?

Response: The referenced Section has been revised at item E. above.

17. Question: Per H.30.j. can USAID confirm that contractors are not expected to give advances to all organizations, but only those organizations whose pre-award responsibility determination would make them eligible to receive an advance? Furthermore, for those grantees who have sufficient capacity to receive advances, the paragraph states that those advances will be reimbursed through the contractor’s regular vouchering system, any interest or refunds by the grant recipients would be paid to USAID. However, as these funds are reimbursed through the contractor’s regular vouchering system, any interest or refunds would belong to the contractor rather than USAID. Can USAID please clarify this in H.30.j.

Response: Section H.30, GRANTS UNDER CONTRACT has been revised in item number C.

above.

18. Question: The language in H.30.k, is more constrictive than the grants under contract authorizing language in ADS 302.3.4.12 and ADS 302.3.5.6. Would USAID consider referring to the language that already exists in the ADS sections?

19. Question: The language in sections H.30.n and H.30.k can be read as slightly contradictory regarding acceptance of liability by a contractor. Section H.30.n states a contractor shall “assume all liability with respect to its awarding and administration of grants on behalf of USAID, and with respect to the acts or omissions of its grantees hereunder, particularly to the extent that losses to the USAID foreign assistance program arise from the Contractor’s negligence or bad faith in performing its responsibilities”, however Section H.30.k states “USAID retains the right at all times, through the Contracting Officer to dictate a different decision with respect to the award or administration of any grant”. As such, would USAID consider changing H.30.n. to read, “The Contractor shall assume all liability with respect to its awarding and administration of grants on behalf of USAID, and with respect to the acts or omissions of its grantees hereunder only to the extent that such losses to the USAID foreign assistance program arise from the Contractor’s negligence or bad faith in performing its responsibilities.”

20. Question: As such, would USAID consider changing H.30.n. to read, “The Contractor shall assume all liability with respect to its awarding and administration of grants on behalf of USAID, and with respect to the acts or omissions of its grantees hereunder only to the extent that such losses to the USAID foreign assistance program arise from the Contractor’s negligence or bad faith in performing its responsibilities.”

21. Question: In Section L.9(f) of the RFP, on page 87, USAID requests that offerors provide SF 294 forms “for each completed contract against which you were required to report for the past 5 years.” For projects during the past five years, Offeror has more than 750 SF 294 forms. Will USAID instead allow offerors to submit 10 relevant SF 294 forms for review?

Response: Yes.

22. Question: Could USAID please provide the name and telephone number of the Point of Contact responsible for claiming shipped packages at the U.S. Embassy? To prevent a package from being held in Customs, can USAID provide a secondary contact that could be contacted in the event that the Primary Point of Contact is unreachable?

Response: Neither USAID nor the U.S. Embassy is responsible for clearing items through customs in Indonesia. Each offeror is responsible for ensuring the delivery of their proposals to the designated address by the deadline stated in the RFP.

23. Question: Could USAID identify the Indonesia salary or labor rate ceiling for CCNs and TCNs?

Response: Refer to response number 12, above.

24. Page 80, Section L.7.2, Delivery Instructions “The US Post Service (USPS) postmark will determine timeliness.”

a. Question: Please clarify the date by which a package must be postmarked to be considered timely.

Response: The Stamp provided by the Annex Post Guard upon receipt will determine the timeliness for both delivery methods; Post Service (if sent by mail) and delivery by hand.

b. Question: If a proposal is sent through a courier service, does the above stated timeliness policy apply?

Response: Yes, refer to response to question no 23.b above.

25. Question: Page 82, L.9, Instructions for the Preparation of the Technical Proposal- How many copies should the Offeror submit of the Technical Proposal?

Response: Reference page 79, L.7.2(a) – “submit one (1) original and five (5) copies of Technical Proposal”.

26. Question: Page 82, L.9.2, Technical Proposal is limited to 20 pages–The executive summary is currently counted within the 20 page limit. Would USAID consider excluding the excluding the executive summary from the page limitations?

Response: The page limit is 20 pages, including the executive summary.

27. Question: Page 91, L.10.4, Part 3 – System for Management Award and Online Representations and Certifications Application – Do non-U.S.-based subcontractors need to complete ORCA or Section K?

Response: Yes, it is “federally mandated that any business wishing to do business with the Federal Government under a FAR-based contract must be registered in SAM before being awarded a contract.” The prime contractor must ensure and verify that all proposed subcontractors are registered in System for Management Award (SAM), of which ORCA is a part.

28. Question: Page 92, L.10.8, Part 8 – “(4) The information requested above in Parts (2), (3), (4) and

(7) for each Sub-Contractor.”–Please clarify which section the instructions are referring to.

Response: The section is referring to L.10.7 Part 7 – Evidence of Responsibility.

29. Question: Page 96, M.3, Technical Evaluation Criteria. For the Offeror to better understand USAID’s needs in the technical proposal, could USAID further explain how each evaluation criteria will be weighed (i.e., provide a percentage breakdown for each category)?

Response: Section M.3 on page 96, second paragraph states: “Order of Importance: The criteria are presented in descending order of importance, with the sub-criteria under each criterion presented in descending order of importance, with Key Personnel and Past Performance of equal importance.” USAID is not using percentages to weight the criteria. As stated on page 98, section M.5 EVALUATION METHODOLOGY, “The technical evaluation committee will use an adjectival approach when evaluating the proposals.”

30. Question: Page 84, L.9.3(c) Please clarify what is meant by “feasibility processes and approaches” for providing support services to consultants and technical advisors.

Response: This means that the proposal will be evaluated on how feasible the proposed processes and approaches are for the Indonesian context.

31. Question: Will respondents have access to health program evaluations that have not yet been officially posted?

Response: There are no relevant program evaluations that will be provided as part of this solicitation.

32. Section L.7.2, page 79, For enhanced readability and to comply with the Paper Reduction Act:

a. Question: May the business proposal be printed double-sided?

Response: Yes, the proposal may be printed double-sided.

b. Question: May budgets be printed on 11x 17 paper?

Response: Yes, the budget may be printed on 11x17 paper.

33. Question: Section L.10.3, page 89, Will any property, such as furniture, equipment or vehicles be made available from another project?

Response: USAID does not anticipate the transfer of any property.

34. Question: Section L.10.3, page 88, Would USAID make available the most current FSN pay scale?

Response: Refer to response number 11, as above.

35. Section L.10.3, page 88

a. Question: Does the figure of $245,000 for contractual (local firm) represent the ceiling for all subcontracts under this bid, or can we exceed that amount?

Response: Refer to response number 7.b. above.

b. Question: Under which line item in the table on page 88 should the Prime add subcontractor costs, as each subcontractor will provide their own summary table?

Response: Under Cost Line Items, III. Contractual (local Firm) the prime should total up the identified and proposed subcontractors. Each of the submitted subcontract, the prime offeror must submit the detail cost proposal of each proposed subcontractor.

36. Question: Section F.5, page 22, Section F.5 on page 22 includes the level of effort for specified labor categories. Can USAID please clarify if professional Home Office staff providing administrative, management and quality assurance support to the project count against the 45 days of Home Office Support LOE specified in section F.5? If so, in cases where a company’s cost structure includes the costs for these Home Office professional positions providing administrative and management support as part of their overhead rates, how will USAID ensure that such companies are providing the designated LOE if they are not direct billing their labor hours but rather charging them through their indirect rates?

Response: The LOE table has been revised in item number B. above.

37. Question: Section L.9.2 page 82 and L.11 page 93, Section L.9.2 indicates that the Branding and marking plan does not count against the pages limits of the technical proposal and can be included in an appendix. However, instructions for the Branding and Marking Plan appear in section L.11 which is part of the cost proposal instructions. Please confirm where it should be included.

Response: The Branding and Marking Plan may be included as an annex.

38. Question: Section C.5.1 and 5.2 page 16, The Project Director’s qualifications and role are described in section C.5.1, and the required capacity of other staff is described in section C.5.2. Neither section includes a role for quality assurance of deliverables.

How does USAID envision staffing for quality assurance of this project?

Response: The Project Director will be responsible for all aspects of program management and outcomes, including ensuring high quality deliverables, as noted in Section C.5.1.

39. Question: Cover Letter, The cover letter that indicates the selected offeror’s eligibility for selected future procurements may be impacted by the performance of procurement sensitive technical assistance activities. Will there be a mechanism for the offeror to decline to identify technical assistance for selected assignments in order to remain eligible to bid on future procurements?

Response: No, the awardee may not decline assignments to remain eligible for future procurements.

40. Question: Section L.9.3(d) page 85, Please confirm that the matrix of consultants requested in L.9.3(d) is an illustrative table, and not a complete list of all consultants that the offeror currently has available.

Response: Confirmed, this is an illustrative table. The offeror must demonstrate the ability to identify and hire local, regional and international technical assistance as required by

USAID.

41. Question: On Section C.2 Scope of Work - will USAID/Indonesia develop SOWs for consultants or will the contractor be responsible for developing SOWs upon assignment form USAID?

Response: USAID will provide the requests and draft SOWs for the contractors.

42. Question: Section C.2 Scope of Work - Please clarify the difference between "hiring individual experts" and "hire or subcontract with a team of experts?" What additional requirements does the Mission have for the latter that do not apply to the former?

Response: Hiring an individual means hiring one person for a specific assignment. Hiring or subcontracting a team of experts means that a particular assignment may require more than one person, such as, for example, an evaluation team. The requirements would not normally differ, except that individual assignments within the team might vary, and logistics would differ for a team, rather than for an individual.

43. Question: On Section C.5 Staffing - Do all project staff need to be based in Indonesia, or can certain positions be based in another country.

Response: Core staff as referenced in Section C.5 of the RFP must be based in Indonesia.

Proposals must demonstrate that all other staff (LTTA, STTA, etc.) will be available to work in a timely fashion when work is requested, regardless of where they are based.

44. Section F.5 Level of Effort on page 22 is shown as follows:

Labor Category Number of Work-Days Long-term Technical Assistance (U.S, CCN, TCN) 2,040 days Short-term Technical Assistance (U.S, CCN, TCN) 1,255 days Home Office Support 45 days Total 3,340 days

Question: Can the Mission please clarify if these are intended as annual levels of effort, or whether there is some other level of effort to be taken into account?

Response: The LOE table has been revised in item number B. above.

45. Question: Section H.6(A)(b) page 31 states. Will USAID allow for salary escalation from year 2 to year 5 that may exceed prevailing compensation?

Response: Refer to response number 12, as above.

46. Question: Section L.7.2 Delivery Instructions - please clarify if proposal may be submitted electronically, via email.

Response: Proposals must be submitted both in hardcopy and in electronic files transmitted by email. The hard copy is to avoid any error in reproduction of proposals containing graphics, charts, tables, and special formatting. Offerors electing to submit proposals electronically by e-mail are cautioned that graphics, charts, tables, and special formatting are often garbled during e-mail transmission, and care should be exercised to ensure that the product we receive will be adequate can be impacted through e-mail transmissions. Offerors are also cautioned to exercise care in ensuring that electronically transmitted proposals are adequate for evaluation and comply with the criteria specified in this RFTOP. USAID will not be held responsible for lost or corrupted e-mail transmissions, in whole or part. Email submissions shall be at the risk of the Offeror. E-mail submission is to be made to Proposals@usaid.gov.

47. Question; Is it required that all subcontractors proposed be registered to operate in Indonesia, or is it sufficient for only the prime to be registered.

Response: The environment for organizations/contractors working in Indonesia is complex, and being registered is a basic requirement for effectively operating in country. The prime contractor must demonstrate that all of its subcontractors will be operationally ready to begin work in a timely fashion.

Issuance of this Amendment No. 1 to RFP No. SOL-497-14-000001 does not constitute a commitment on the part of the U.S. Government to make an award nor does it commit the Government to pay for costs incurred in the preparation and submission of a concept paper or application. Further, the U.S.

Government reserves the right to reject any or all concept papers or applications received. In addition, final award of any resultant Agreement cannot be made until funds have been fully appropriated, allocated, and committed through internal USAID procedures the condition on which this RFP is issued

Except as provided herein, all terms and conditions of the Original RFP issued on June 5, 2014 remains unchanged and in full force and effect. No further questions will be accepted under this

RFP.

Attachments: ATTCHMENT 5 – SAMPLE SMALL BUSINESS SUBCONTRACTING PLAN mailto:Proposals@usaid.gov

ATTACHMENT 5

SAMPLE SMALL BUSINESS SUBCONTRACTING PLAN

USAID SMALL BUSINESS SUBCONTRACTING PLAN TEMPLATE

(Also see Federal Acquisition Regulation 19.704 and 52.219-9)

The U.S. Agency for International Development’s Office of Small and Disadvantaged Business Utilization (OSDBU) recommends that offerors use the following format to submit proposed Individual Subcontracting Plans, including modifications. While this template has been designed to be consistent with Federal Acquisition Regulation (FAR) 52.219-9, other formats of a subcontracting plan may be acceptable. However, failure to include the essential information as exemplified in this model may be cause for either a delay in acceptance or the rejection of a bid or offer where the clause is applicable.

Further, the use of this template is not intended to waive other requirements that may be applicable under FAR 52.219-9 or that may appear in the Government’s solicitation. This template is not intended to replace any existing Corporate/Commercial Plan that is more extensive.

A subcontracting Plan is generally required if the estimated cost of the contract may exceed $650,000 ($1,500,000 for construction) and the contract has subcontracting possibilities. See FAR 19.702 for exemptions.

SOLICITATION NUMBER: ___________________________________________

CONTRACT VEHICLE (CHECK ONE):

STAND-ALONE CONTRACT ___ INDEFINITE QUANTITY CONTRACT (IQC)___

FEDERAL SUPPLY SCHEDULE ORDER___ CONTRACT MODIFICATION___

Note: Federal Acquisition Regulations to not require Subcontracting Plans for Task Orders against IQC contracts. Subcontracting utilization for Task Orders is reported against the base contract for IQC contracts.

DATE OF PLAN SUBMISSION:

CONTRACTOR:

ADDRESS:

STATE/ZIP CODE

DUNN & BRADSTREET (DUNS) NUMBER:

ITEM/SERVICE (Description):

RFP No. SOL-497-14-000001

NEW/INITIAL CONTRACT

PERIOD OF CONTRACT PERFORMANCE (MM/DD/YYYY – MM/DD/YYYY):________ __________

Base (if options apply) $_______________ Performance Period/Quantity ____________

Option 1: $_______________ Performance Period/Quantity ____________

Option 2: $_______________ Performance Period/Quantity ____________

Option 3: $_______________ Performance Period/Quantity ____________

Option 4: $_______________ Performance Period/Quantity ____________

$_______________ Total Contract Cost

CONTRACT MODIFICATION (if applicable)

NEW PERIOD OF CONTRACT PERFORMANCE (MM/DD/YYYY – MM/DD/YYYY):________________

Original/Base $___________________ Performance Period/Quantity _________

Modification $___________________ Performance Period/Quantity _________

Task Order $___________________ Performance Period/Quantity _________

$___________________ Modified Total Contract Cost

Failure to include the essential information of FAR Subpart 19.7 may be cause for either a delay in acceptance or the rejection of a bid or offer when a subcontracting plan is required. “SUBCONTRACT,” as used in this clause, means any agreement (other than one involving an employer-employee relationship) entered into by a Federal Government prime contractor or subcontractor requesting supplies or services required for performance of the contract or subcontract.

If assistance is needed to help locate small business sources, contact the Small Business Specialist (SBS) in OSDBU that supports the applicable USAID Bureau. The main phone number for OSDBU is (202) 567-4730.

USAID’s FY 2014 Subcontracting Goals are:

Small Business (SB) 23.0% Service Disabled Veteran Owned Small Business (SDVOSB) 3.00% Small Disadvantaged Businesses (SDB, includes Section 8(a) firms) 5.00% Woman-Owned Small Business (WOSB) 5.00% Historically Underutilized Business Zone Small Business (HUBZone) 3.00%

1. Type of Plan (check one)

_____ Individual plan (all elements developed specifically for this contract and applicable for the full term of this contract).

_____ Master plan (goals developed for this contract) all other elements standardized and approved by a lead agency Federal Official; must be renewed every three years and contractor must provide copy of lead agency approval.

_____ Commercial products/service plan (goals are negotiated with the initial agency on a company-wide basis rather than for individual contracts) this plan applies to the entire production of commercial service or items or a portion thereof. The contractor sells commercial products and services customarily used for non-government purposes. The plan is effective during the offeror’s fiscal year (attach a copy).

2. Goals

Below indicate the dollar and percentage goals for Small Business (SB), Small Disadvantaged (SDB) including Alaska Native Corporations and Indian Tribes, Women-owned and Economically Disadvantaged Women-Owned (WOSB), Historically Underutilized Business Zone (HUBZone), Veteran Owned Small Business (VOSB), Service-Disabled Veteran-Owned (SDVOSB) Small Businesses and “Other than Small Business” (Other) as subcontractors.

Indicate the base year and each option year, as specified in FAR 19.704 or project annual subcontracting base and goals under commercial plans. If any contract has more four options, please attach additional sheets which illustrate dollar amounts and percentages. PLEASE NOTE: Zero dollars is not an acceptable goal for the SB, SDB, WOSB, HUBZone, VOSB or SDVOSB categories since this does not demonstrate a good faith effort throughout the period of performance of the contract. Formula for below: 2.b. + 2.h. = 2.a.

a. Total estimated dollar value of ALL planned subcontracting, i.e., with ALL types of concerns under this contract is _____ ____ (Base Period - if options apply).

b. Total estimated dollar value and percent of planned subcontracting with SMALL BUSINESSES (including SDB, WOSB, HUBZone, VOSB and SDVOSB): (% of “a”)

$ ________________ and ________________% (Base Period - if options apply)

c. Total estimated dollar value and percent of planned subcontracting with SMALL DISADVANTAGED BUSINESSES: (% of “a”) $ ________________ and ________________% (Base Period - if options apply)

d. Total estimated dollar value and percent of planned subcontracting with WOMEN-OWNED SMALL BUSINESSES: (% of “a”) $ ________________ and

e. Total estimated dollar and percent of planned subcontracting with HUBZone SMALL

BUSINESSES:

(% of “a”) $ ________________ and _________% (Base Period - if options apply)

f. Total estimated dollar and percent of planned subcontracting with VETERAN-OWNED SMALL BUSINESSES: (% of “a”) $ ____________and ________________% (Base Period - if options apply)

g. Total estimated dollar and percent of planned subcontracting with SERVICE-DISABLED VETERAN-OWNED SMALL BUSINESSES: (% of “a”) $ ________________ and

h. Total estimated dollar and percent of planned subcontracting with “OTHER THAN SMALL BUSINESSES” (As defined by the Small Business Administration as “any entity that is not classified as a U.S. small business. This includes large businesses, state and local governments, non-profit organizations, public utilities, educational institutions and foreign-owned firms.)

(% of “a”) $ ________________ and ________________% (Base Period - if options apply)

i. Provide a description of ALL the products and/or services to be subcontracted under this contract, and indicate the size and type of business supplying them (check all that apply):

j. Provide a description of the method used to develop the subcontracting goals for SB, SDB, WOSB, HUBZone and SDVOSB concerns. Address efforts made to ensure that maximum practicable subcontracting opportunities have been made available for those concerns and explain the method used to identify potential sources for solicitation purposes. Explain the method and state the quantitative basis (in dollars) used to establish the percentage goals. Also, explain how the areas to be subcontracted to SB, WOSB, HUBZone, VOSB and SDVOSB concerns were determined, how the capabilities of these concerns were considered contract opportunities and how such data comports with the cost proposal. Identify any source lists or other resources used in the determination process. (Attach additional sheets, if necessary.)

Name DUNS # Services / Products Percentage of Subcontracting

Value

Enforcable Commitment in place? Y/N

Dollar Value

Other Than Small Business

Small Business Dollars

SDB

WOSB

HUBZone

VOSB

SDVOSB

k. Indirect costs have ____ have not ____ been included in the dollar and percentage subcontracting goals above (check one).

l. If indirect costs have been included, explain the method used to determine the proportionate share of such costs to be allocated as subcontracts to SB, SDB, WOSB, HUBZone, VOSB and SDVOSB concerns:

3. Subcontracting Program Administrator:

NAME: ______________________________________________

TITLE: ______________________________________________

ADDRESS: ______________________________________________

TELEPHONE: ______________________________________________

E-MAIL: ______________________________________________

Duties: Does the individual named above have general overall responsibility for the company’s subcontracting program, i.e., developing, preparing, and executing subcontracting plans and monitoring performance relative to the requirements of those subcontracting plans and perform the following duties? ___yes ___no (If NO is checked, please identify who in the company performs those duties, or indicate why the duties are not performed in your company on a separate sheet of paper and submit with the proposed subcontracting plan.)

a. Developing and promoting company-wide policy initiatives that demonstrate the company’s support for awarding contracts and subcontracts to SB, SDB, WOSB, HUBZone, VOSB and SDVOSB concerns; and for assuring that these concerns are included on the source lists for solicitations for products and services they are capable of providing; __yes __ no

b. Developing and maintaining bidder source lists of SB, SDB, WOSB, HUBZone, VOSB and SDVOSB concerns from all possible sources; __yes __ no

c. Ensuring periodic rotation of potential subcontractors on bidder’s lists; __ yes __ no

d. Assuring that SB, SDB, WOSB, HUBZone, VOSB and SDVOSB businesses are included on the bidders’ list for every subcontract solicitation for products and services that they are capable of providing. __ yes __ no

e. Ensuring that Requests for Proposals (RFPs) are designed to permit the maximum practicable participation of SB, SDB, WOSB, HUBZone, VOSB and SDVOSB concerns.

__ yes __ no

f. Reviewing subcontract solicitations to remove statements, clauses, etc., which might tend to restrict or prohibit small, 8(a), SDB, WOSB, HUBZone, VOSB and SDVOSB small business participation. __ yes __ no

g. Accessing various sources for the identification of SB, SDB, WOSB, HUBZone, VOSB and SDVOSB concerns to include SBA’s Dynamic Small Business Search web page (http://dsbs.sba.gov/dsbs/search/dsp_dsbs.cfm) and/or the System for Awards Management (www.sam.gov), local small business and minority associations, local chambers of commerce and Federal agencies’ Small Business Offices; ___ yes ___ no

h. Establishing and maintaining contract and subcontract award records; __ yes __ no

i. Participating in Business Opportunity Workshops, Minority Business Enterprise

Seminars, Trade Fairs, Procurement Conferences, etc; __ yes __ no

j. Ensuring that SB, SDB, WOSB, HUBZone, VOSB and SDVOSB concerns are made aware of subcontracting opportunities and assisting concerns in preparing responsive bids to the company; __ yes __ no

k. Conducting or arranging for the conduct of training for purchasing personnel regarding the intent and impact of Section 8(d) of the Small Business Act, as amended; __ yes __ no

l. Monitoring the company’s subcontracting program performance and making any adjustments necessary to achieve the subcontract plan goals; ___yes ___ no

m. Preparing and submitting timely, required subcontract reports; ___ yes ___ no

n. Conducting or arranging training for purchasing personnel regarding the intent and impact of 8(d) of the Small Business Act on purchasing procedures; __ yes __ no

o. Coordinating the company’s activities during the conduct of compliance reviews by

Federal agencies; and __ yes __ no

p. Other duties: ________________________________________________________ http://dsbs.sba.gov/dsbs/search/dsp_dsbs.cfm http://www.sam.gov/

4. Equitable Opportunity

Describe efforts the offeror will undertake to ensure that SB, SDB, WOSB, HUBZone, VOSB and SDVOSB concerns will have an equitable opportunity to compete for subcontracts. These efforts include, but are not limited to, the following activities:

a. Outreach efforts to obtain sources:

1. Contact minority and small business trade associations

2. Contact business development organizations and local chambers of commerce

3. Attend SB, SDB, WOSB, HUBZone, VOSB and SDVOSB procurement conferences and trade fairs

4. Review sources from the Dynamic Small Business Search web page

(http://dsbs.sba.gov/dsbs/search/dsp_dsbs.cfm)

5. Review sources from the System for Award Management web page

(www.sam.gov)

Additional efforts: _________________________________________________

b. Internal efforts to guide and encourage purchasing personnel:

1. Conduct workshops, seminars and training programs;

2. Establish, maintain, and utilize SB, SDB, WOSB, HUBZone, VOSB and SDVOSB source lists, guides, and other data for soliciting subcontractors; and

3. Monitor activities to evaluate compliance with the subcontracting plan.

Additional efforts: _________________________________________________

5. Flow-Down Clause

The contractor agrees to include the provisions under FAR 52.219-8, “Utilization of Small Business Concerns,” in all acquisitions exceeding the simplified acquisition threshold that offers further subcontracting opportunities. All subcontractors (except small business concerns) that receive subcontracts in excess of $650,000 ($1,500,000 for construction) must adopt and comply with a plan similar to the plan required by FAR 52.219-9, “Small Business Subcontracting Plan.” [Note: In accordance with FAR 52.212-5(e), the contractor is not required to include flow-down the clause if it is subcontracting commercial items.]

6. Reporting and Cooperation http://dsbs.sba.gov/dsbs/search/dsp_dsbs.cfm http://www.sam.gov/

The contractor gives assurance that it will

i. Cooperation in any studies or surveys that may be required;

ii. Submit periodic reports which illustrate compliance with the subcontracting plan

iii. Submit its Individual Subcontracting Report (ISR) and Summary Subcontract Report (SSR); via the Electronic Subcontracting Reporting System (eSRS) website (www.esrs.gov)

iv. Ensure that its subcontractors with subcontracting plans agree to submit the ISR and/or the SSR using eSRS

Reporting Period

Report Due

Due Date

Oct 1 - Mar 31

ISR

4/30

Apr 1 - Sept 30

ISR

10/30

Oct 1 - Sept 30

SSR

10/30

Oct 1 – Sep 30 Year End SDB Report

90 days of SSR submission

Contract Completion

Final ISR

30 days after completion

Please refer to FAR Part 19.7 for instruction concerning the submission of a Commercial Plan:

SSR is due on 10/30 each year for the previous fiscal year ending 9/30. Reports are required when due, regardless of whether there has been any subcontracting activity since the inception of the contract or the previous reporting period.

The eSRS reporting for USAID IQC contracts must include the applicable information for each task order issued under the IQC contract. Contractors should include a statement in the remarks section of eSRS to indicate the task order number and dollars awarded via the task order.

7. Description of Record Types (Ref: FAR 52.219-9(d)(11)) In order to demonstrate your firm’s adherence to the requirement to maintain records that reflect your compliance with requirements and goals in the plan, describe your firm’s records maintenance procedures for locating each category of small business for use as a subcontractor:

8. Description of Good Faith Effort

Maximum practicable utilization of SB, SDB, WOSB, HUBZone, VOSB and SDVOSB concerns as subcontractors in Government contracts is a matter of national interest with both social and economic benefits. When a contractor fails to make a good faith effort to comply with a http://www.esrs.gov/ subcontracting plan, these objectives are not achieved and 15 U.S.C. 637(d) (4) (F) directs that liquidated damages shall be paid by the contractor. Describe your firm’s commitment to making a good faith effort towards the subcontracting goals.

Required Signatures:

This subcontracting plan was submitted by:

Signature: __________________________________________________

Typed/Print Name: __________________________________________________

Title: __________________________________________________

Date: __________________________________________________

This plan was reviewed and approved by:

Signature: __________________________________________________

Typed/Print Name: __________________________________________________

Title: Contracting Officer

Date: __________________________________________________

Attachment No. ____

Ca te go ry

Na m e

DU

NS

Se rv ic es

Pr od uc ts Pe rc en ta ge o f

Am ou nt

Su bc on tr ac te d

Pe rc en ta ge of T ot al

Co nt ra ct

Va lu e

En fo rc ab le

Co m m itm en t in p la ce

Y/

N

O th er T ha n

Sm al l Bu si ne ss

Sm al l B us in es s D ol la rs

SD

B

W O

SB

HU

BZ

on e

VO

SD

VO