SOL-596-14-000001_-_Amend_3_-__FINAL_ _SIGNED_12-23-14.pdf

“B.4 LINE ITEMS

The Total Estimated Cost of this contract is within the following range: $15.5 - $16.5 Million.

The summary budget for the five years period is as follows:

Direct Labor $__________ Subcontracts and Grants $_500,000 * Other Direct Costs $__________ Indirect Costs $__________ Total Estimated Cost $__________ Fixed Fee $__________ Other Initiatives $__________ Total Estimated Cost Plus Fixed Fee $__________

* $250,000 for Subcontracts and $250,000 for Sub grants.

NOTE: The Contractor will not be paid any sum in excess of the ceiling price. The only person authorized to commit or obligate additional funds is the Contracting Officer. Incurrence of costs in excess of the total amount obligated based on directions received from any individual other than the Contracting Officer and without prior Contracting Officer’s approval, shall not be reimbursed to the Contractor.

LIMITATION OF FUNDS

The ceiling price of this contract is $xxxx. In accordance with FAR clause 52.232-22, funds currently obligated under this contract are limited to $xxxxx. The contractor is not authorized to incur expenses in excess of $xxxx and shall notify the Contracting Officer in writing whenever it has reason to believe that the costs it expects to incur under this contract in the next 60 days, or when added to all costs previously incurred will exceed 75% of the total obligated amount.”

3) Section B.6 CEILING ON INDIRECT COSTS, is modified to add the definition of “Major Subcontractors” as follows:

“* Major Subcontractors are those subcontractors whose proposed cost exceeds $1,000,000.”

4) Section B.7 APPROVED MAJOR SUBCONTRACTORS, this section is deleted in its entirety.

5) Sections B.8 PAYMENT OF FIXED FEE and B.9 CANCELLATION CEILING are added to the RFP as follows:

“B.8 PAYMENT OF FIXED FEE

Payment of fixed fee, subject to FAR 52.216-8, may be made upon receipt of a proper invoice. Subject to FAR 52.216-8, Fixed Fee, shall be allocated based upon the proportion of the labor provided over the period covered by the invoice. In the event that the contractor does not provide the total Level of Effort stipulated in the contract budget, the total amount of fixed fee will be reduced in similar proportion.

B.9 CANCELLATION CEILING

In the event that the Government cancels requirements for services in subsequent program years under this contract, the following conditions will apply.

(a) If cancellation under the clause at 52.217-2, ― “Cancellation Under Multi-year Contracts” occurs, the Contractor will be paid a cancellation charge not over the cancellation ceiling defined as follows:

The cancelation ceiling shall be the amount allotted to this contract under the Limitation of Funds clause (FAR 52.232-22) at the time the cancellation notice is issued by the Contracting Officer.

(b) In accordance with the Cancellation Under Multi-year Contracts clause, the cancellation charge will cover only:

(1) Costs-

(i) Incurred by the Contractor and/or subcontractor;

(ii) Reasonably necessary for performance of the contract; and

(iii) That would have been equitably amortized over the entire multi-year contract period but, because of the cancellation, are not so amortized; and

(2) A reasonable profit or fee on the costs.

[END OF SECTION B]”

PAGE NO.

SOLICITATION/CONTRACT NO. ORDER NO. AMENDMENT NO.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (CONTINUED)

STANDARD FORM 30 (CONTINUATION)

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

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SOL-596-14-000001 03

SOL-596-014-000001 03

6) Section D.3 BRANDING STRATEGY FOR USAID CENTRAL AMERICA PROJECT FOR A SUSTAINABLE RESPONSE TO HIV – PASCA II:

Delete D.3 in its entirety and replace with D.3: See Attachment J.4 of the RFP.

7) Section F.3 PLACE OF PERFORMANCE is modified as follows:

“F.3 PLACE OF PERFORMANCE

The place of performance for this contract is Central America Region: Belize, Costa Rica, El Salvador, Guatemala, Nicaragua and Panama and the contractor’s home office. Selected activities with limited level of effort will be developed in Honduras which will be defined in close coordination with the COR and USAID/Honduras. ”

8) Section F.7.2 Annual Work Plan, first paragraph is modified as follows:

“Within 45 days after the 30 days of mobilization of the Contract, the Contractor must submit in English for USAID COR approval its first Annual Work Plan covering the period from award date through September 30, 2014.

Annual work plans for subsequent years will be due August 31 of each year. The Annual Work Plans must include:”

9) Section F.7.3 Performance Monitoring Plan, first paragraph and first sentence of the second paragraph are modified as follows:

“The Contractor is required to develop a Performance Monitoring Plan (PMP) in English in accordance with USAID’s regional HIV/AIDS PMP for the complete award period, for USAID/Guatemala HIV Regional Program review and approval within 45 days after the 30 days of mobilization. The PMP must have incorporated into it responses to comments made by USAID. The Contractor is required to include outcome indicators in its proposed PMP.

The PMP shall demonstrate how this monitoring tool will: help clarify and focus project objectives; serve as an early warning system and as a forecasting, and reporting tool; promote on-going discussions pertaining to project scope and direction; and aid in effective management decision making.”

10) Section F.7.8 Accrual Reports, is deleted in its entirety.

11) Sections F.7.9 and F.7.10 are modified to read: “F.7.8 Report on Non Expendable Property acquired by Contractor” and “F.7.9 General Instructions for Reports and Plans” and to delete “Quarterly Financial Reports” reflected in the table provided in this section.”

12) Section H.11 KEY PERSONNEL, Item (1) is modified as follows:

“(1) Proposed key personnel The quality of key personnel proposed will be an evaluation factor.”

13) Section H.15 GRANTS UNDER USAID CONTRACTS, last paragraph is modified as follows:

“If the contractor is considering including grants as an activity, it is a requirement to present a copy of its Grants Manual for Contracting Officer approval, within 45 days from the 30 days of mobilization. This document shall be presented in English.”

13) Section H.20 TRAVEL TO CENTRAL AMERICA WHERE THERE IS USAID PRESENCE, is modified as follows:

“All work related travel from contractor’s personnel requires prior country clearance by the USAID Mission.

Country Clearance requests shall be made at least 10 business days in advance of travel.”

14) Section H.27, CONSENT TO SUBCONTRAT, is added to the RFP:

“In accordance with Contract FAR clause 52.244-2, Subcontracts, the Contracting Officer consents to award of subcontracts as proposed in the Contractor’s proposal which resulted in the award of this Contract to the following firms for the products or services specified here:

Contractor Name Services to be Performed

The Contractor must request Contracting Officer consent and submit the information required by the aforementioned clause for any subcontracts requiring consent but not listed here.”

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15) Section J – LIST OF DOCUMENTS EXHIBITS AND OTHER ATTACHMENTS, add the following Attachment:

“J.4 BRANDING STRATEGY FOR USAID CENTRAL AMERICA PROJECT FOR A SUSTAINABLE RESPONSE TO HIV – PASCA II”

16) Section L.5 52.233.SERVICE OF PROTEST (SEP 2006), add the following at the end of Item (a):

“Fax copy to: William Buckhold, fax: (202) 216-3058”.

17) Section L.6 GENERAL INSTRUCTIONS TO OFFERORS, at the end of this section add the following:

“(g) Electronic and Hard copy proposals are required for this solicitation.

18) Section L.7, DELIVERY INSTRUCTIONS, is deleted in its entirety and replaced with the following:

(a) Proposals submitted in response to this RFP will be received the following manner:

Electronic technical and cost proposals are accepted and must be submitted by the established date and time on the RFP cover page, at the following e-mail address: guatemalaproposals@usaid.gov. However, electronic files shall not exceed the 20MB limit (per email), and shall not be zipped files.

Questions in response to this solicitation must be received in writing via e-mail only to guatemalaproposals@usaid.gov. NOTE: Each e-mail must contain subject line which clearly indicates the name of the Offeror and the solicitation number. Sample subject line: “ABCD, Inc. – RFP No. SOL-520-14-000001, USAID Central America Project for a Sustainable Response to HIV – PASCA II”. All questions and requests for clarification must be received no later than November 14, 2013. No questions will be accepted after this date.

(b) Closing Date and Time:

All proposals in response to this RFP shall be due at the electronic address specified in paragraph (a) above, not later than the date stated in Block 9 of the SF 33 cover of this Solicitation.

(c) The information below must be placed in the cover page of the proposals:

“RFP No.: SOL-520-14-000001 USAID Central America Project for a Sustainable Response to HIV – PASCA II”

Technical and Cost/Business Proposals must be kept separate from each other. Technical Proposals must not make reference to pricing data in order that the technical evaluation may be made strictly on the basis of technical merit.

(d) Number of hard copies. One (1) original and three (3) copies of the Technical Proposal is required. One (1) original and Two (2) of the Cost/Business Proposal is required. Both volumes must be delivered at the following address:

USAID/Guatemala Acquisition and Assistance Office Km. 6.5 Final Boulevard Los Próceres Santa Catarina Pinula, Guatemala

NOTE: Offerors are responsible for ensuring timely delivery of proposals. If your firm utilizes the services of an independent agent in Guatemala to deliver proposals, please be certain they understand that additional time may be needed to allow for security review of any packages and that the closing date and time are firm. USAID and the State Department accept no liability for late delivery, or non-delivery, attributable to the diplomatic pouch. Offerors should plan accordingly and are advised not to send their proposal via diplomatic pouch. Any proposal not received in the designated office listed above by the closing date and time will be processed as late. Delivery to the post office or air courier representative does not constitute meeting the statutory requirement that proposals are received timely at the designated office. For purposes of recording the official receipt of proposals, the date/time stamp by the Office of Acquisition and Assistance, USAID/Guatemala will govern.

(e) Notify potential applicants that if a discrepancy exists between the applicant’s electronic and hard copies of the application, the hard copy will be the overriding document.

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19) Section L.8 INSTRUCTIONS FOR THE PREPARATION OF THE TEHNICAL PROPOSAL, Delete Items A. General, B. Content, B.1 Technical Approach and B.2 Management, Administration and Personnel and replace with the following:

(a)Offerors must organize the technical proposal to follow the technical evaluation criteria listed in Section M.

(b) The written Technical Proposal shall not exceed 30 (thirty) pages and shall be written in English. (ANY PAGES OVER 30 PAGES WILL NOT BE EVALUATED.) The technical approach shall not merely repeat the contents of the SOW; rather, it shall offer original, critical thinking and analysis related to each result. Offerors shall use only 8.5 inch by 11 inch (210mm by 297mm) paper, single-spaced pages with margins no less than one inch on each border. Number each page consecutively. Do not use a font type smaller than 12 pitch.

Note: A page in the technical proposal that contains a table, chart, graph, etc., not otherwise excluded below, is subject to the 30-page limitation.

Not included in this page limitation are the following:

a) Table of Contents;

b) Dividers;

c) Appendix attachments which contain biographical information (i.e., resumes (CVs of no more than two pages) and other supporting documentation provided by the Offeror) for proposed candidates;

d) Past Performance Information/Summary Table; and Past Performance Short Forms;

f) Acronym list;

g) Charts, such as Management Structure Organizational Chart(s); and

h) Performance Monitoring Plan (PMP)

i) Attachment J4: Branding Implementation Plan and Marking Plan.

c) The technical Proposal shall include the information set forth below:

Executive Summary

1. Technical Approach

Offerors will submit a strategic approach that will convincingly demonstrate the understanding of the Government’s requirements. The narrative technical approach must set forth the Offeror’s conceptual approach and methodology for the achievement of “USAID Central America Project for a Sustainable Response to HIV – PASCA II”.

Offerors are encouraged to partner with other implementers if they do not have substantial experience areas of technical expertise required under this RFP.

a) Methodologically-sound and evidence-based strategy, based on a clear conceptual framework and theory of social change.

Proposal must include a clear conceptual framework and theory of social change underpinning the proposed approach to addressing required results and outlines enumerated in the SOW. It must also clearly describe the methodological approach for each of the expected results and outlines defined and how this methodology will successfully address project objectives.

b) Realism, innovation, appropriateness, and sustainability of proposed approach, given a deep understanding of

Central America’s context.

This section shall clearly describe the context in which the project will be implemented and demonstrate understanding of challenges, needs and opportunities for the implementation of the expected results outlined in the SOW. Additionally, Offerors must describe their plans to strengthen the country ownership of interventions as well as mechanisms for coordination with other USAID and USG interventions implemented under the Central America Partnership Framework.

c) Coherence and complementarity of the proposed results, activities and indicators.

Offerors must describe the coherence and complementarity of the proposed results, activities and indicators as well as how the project will integrate and address the guiding principles outlined in the SOW in order to achieve the purpose of the program. Offerors must describe the concordance with the Partnership Framework results and areas of implementation.

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d) Gender. USAID’s commitment to advance gender equality and pursue gender as a key development issue should be fully reflected in this activity. In developing its program, USAID/Guatemala seeks to ensure that gender considerations are incorporated into all aspects of its planned program. Gender considerations should be integrated into the activities, ensuring that men, women, and transgender women benefit from USAID support and that gender awareness is a build-in component of the proposed program activities.

USAID will evaluate the appropriateness of the implementing partner’s proposed activities, staff and budget with regard to gender integration. The areas or aspects of the USAID Central America Project for a Sustainable Response to HIV - in which gender is relevant shall be clearly indicated, and the proposal should specifically show how gender issues will be addressed; how results will be determined taking gender into account; and what resources will be provided to do this.

In order to ensure that USAID assistance makes possible the optimal contribution to gender equality, in developing the Partnership Framework, Components and Intermediate Results, must consider the following two questions:

(1) How the different roles and status of women, men and transgender women within the community, political sphere, workplaces (for example, roles in decision-making and different access to and control over resources and services) will affect the work to be undertaken.

(2) How will the anticipated results of the work affect women, men and transgender women differently?”

2. Management, Administration and Personnel

“a) Management

The Offeror will present a management plan that describes its proposed management structure and the processes and approaches it will use to provide the technical and advisory services described in the statement of work. The Offeror will specify the functions and management and decision-making authorities for each individual and sub-contractor noted in the Offeror’s management structure. The Offeror should demonstrate strong alliances, consortia, or partnering arrangements with local entities (such as civil society organizations, private sector, governments) in order to build local capacity.

Overall quality, responsiveness, and comprehensiveness in the Offeror’s management plan and staffing/recruitment plans will include at a minimum:

i. Organization chart describing links between key staff, non-key staff and home office personnel (if any), and relation between organizations (if several implementing partners are proposed under the same proposal).

ii. Key personnel and long-term technical staff combined with high-level short term technical assistance consultants.

iii. Clear description of roles and responsibilities, communication arrangements across the region as well as with home office backstops (including specific functions, management and decision- making and authorities), and approach and timeframe for mobilizing. USAID expects that the Offeror will maintain open, timely, and effective communications with USAID, resulting in an implementation partnership that proactively addresses potential problems with flexible, workable solutions. The main office and the Chief of Party of this project must be based in Guatemala City.

iv. Clear description of the COP delegation of authority. USAID expects that the Offeror will delegate a high percentage of the administrative and financial decision-making of the contract to the local office.

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SOLICITATION/CONTRACT NO. ORDER NO. AMENDMENT NO.

b) Administration

The proposal shall discuss how sub-grants/sub-contracts will be managed, if proposed. The resulting contractor will be required to submit to the Contracting Officer any sub-grants above $100,000 prior to approval. Additionally, the proposal shall describe the efficient use of the resources being provided for this program (i.e. dedicate the majority of the resources to technical activities, etc.).

c) Key Personnel Adequacy of staff key strengths (i.e., skills, education, and experience) vis-à-vis their roles and responsibilities in the proposal. Specific requirements for key personnel:

Chief of Party (COP):

A Master’s degree in social sciences, public administration or other related field, with at least 15 years of senior management experience, with progressively increasing responsibilities in managing development projects

Experience working with senior government officials, civil society and the private sector to build consensus among diverse actors.

At least 10 years’ experience working in the public health field or in public administration.

Experience managing regional or multi country contracts and agreements preferred.

At least 5 years’ experience in Latin America is required.

Fluency in English and Spanish required (min level 3 in Spanish).

Based on USAID Forward Principles regarding “Investing in Local Organizations” and more specifically on working with improving the capacity development of local actors, a Central American citizen is highly preferred but not required for this position.

Deputy Chief of Party

A social science, business management or law degree, with at least 10 years of experience of progressively increasing responsibilities in development projects in Central America. Demonstrated experience in effectively working with national associations, grass roots organizations, government structures, senior government officials, other donors and USG projects. The Deputy will be responsible for the technical approach of the project.

At least 5 years’ experience working in public health field.

Fluency in Spanish and English required (min level 3 in Spanish).

Guatemalan resident is highly preferred but not required.

The proposed chief of party or deputy chief of party shall possess sensitiveness towards inclusion issues such as gender analysis and integration of activities to close gender gaps.

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SOLICITATION/CONTRACT NO. ORDER NO. AMENDMENT NO.

SOL-596-14-000001 0

Financial and Administrative Manager:

Bachelor’s degree in relevant field.

A minimum of five years’ experience in financial and administrative management of large international projects.

Demonstrated experience with financial and administrative systems of large international projects.

Fluency in Spanish and English required (min level 3 in Spanish).

Guatemalan resident is highly preferred but not required.

Country Representatives (Belize, Guatemala, El Salvador, Nicaragua, Costa Rica and Panama) A social science, business management or law degree, with at least 5 years of experience with progressively increasing responsibilities in development projects in the country. Demonstrated experience in effectively working with national associations, grass roots organizations, government structures, senior government officials, other donors and USG projects. Country Representatives will be responsible for leading project implementation in each country.

Fluency in the second language (Spanish or English, according to the country where s/he will be located) preferred.

Fluency in the second language (Spanish or English, according to the country where s/he will be located) preferred. Please check with the technical office.”

20) L.9 INSTRUCTIONS FOR PREPARING THE COST/BUSINESS PROPOSAL is modified as follows:

1. Item (a) is modified as follows:

“(a) Part 1 – Standard Form (SF) 33

The Offeror must submit the cover page (Section A) of this Solicitation [Standard Form (SF) 33, "Solicitation, Offer, and Award"], with blocks 12 through 18 completed, with an original signature of a person authorized on behalf of the Offeror to sign the offer.

Budget narrative must be in Word, text accessible, budget must be in Excel and formulas may not be locked.”

2. Item (b)(2)(G) Subcontracts/Consultants is modified as follows:

“(G) Subcontracts/Consultants: A total amount of $250,000 will be used for subcontracts over the life of the resulting contract.”

3. Item (b)(2)(P) standard cost elements is modified as follows:

“(P) The following standard cost elements shall be included in the submission, as applicable. Individual subcontractors should include the same cost element breakdowns in their budgets, as applicable.

Direct Labor $__________ Subcontracts and Grants $_500,000 * Other Direct Costs $__________ Indirect Costs $__________ Total Estimated Cost $__________ Fixed Fee $__________ Other Initiatives $__________ Total Estimated Cost Plus Fixed Fee $__________

* $250,000 for Subcontracts and $250,000 for Sub grants.”

4. Sections L.9 (h) Part 8 – Letters of Commitment (Subcontractors), and L.9 (i) Part 9 – Information to Support Consent to Subcontractors are deleted in its entirety in the RFP.

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5. Section L.9 (j) Part 10 – Information Concerning Work-Day, Work-Week, and Paid Absences is changed to read:

“(h) Part 8 - Information Concerning Work-Day, Work-Week, and Paid Absences

(1) The Offeror and each proposed major subcontractor* shall indicate the number of hours and days in its normal work-day and its normal work-week, both domestically and overseas, for employees and consultants. In addition, the Offeror and each proposed major subcontractor shall indicate how paid absences (holidays, vacation and sick) shall be covered.

(2) A normal work-year, including paid absences (holidays, vacations, and sick leave) is 2,080 hours (260 days x 8 hours per day). However, some organizations do not have an 8-hour workday, and some accounting systems normally provide for direct recovery of paid absences by using a work-year of less than 2,080 hours to compute individuals' unburdened daily rates. The Offeror and major subcontractors shall describe their core work day and work week policies.

(3) The work day and work week policies and the method of accounting for paid absences for the Offeror and major subcontractors will be incorporated into the content in Section B.

* Major Subcontractors” are those subcontractors whose proposed cost exceeds $1,000,000.”

21) Delete Sections M.1 and M.2 in their entirety and replace with the following:

“M.1 GENERAL INFORMATION

The criteria presented below have been tailored to the requirements of this particular RFP and are presented in order of priority. Offerors shall note that these criteria serve to:

(a) identify significant matters which Offerors shall address in their proposals; and

(b) set the standard against which all proposals will be evaluated.

To facilitate the review of proposals, Offerors should organize the narrative sections of their proposals in the same order as the selection criteria. The technical proposals will be evaluated in accordance with the technical evaluation criteria set forth below. Thereafter, the cost/business proposals will be evaluated for general reasonableness, allowability, allocability, effectiveness, and realism. To the extent that they are necessary, (if the award is made based on the initial proposals) negotiations will then be conducted with all Offerors whose proposal, after discussion and negotiation, has a reasonable chance of being selected for award.

Awards will be made based on the ranking of proposals according to the technical selection criteria and sub-criteria identified below, in order of descending priority.

For overall evaluation purposes, technical factors, when combined, are considered significantly more important than cost/price factors.

M.2 EVALUATION CRITERIA

1. Technical Approach (50 points)

Technical approach will be evaluated based on the following sub-criteria.

a. Methodologically sound and evidence-based strategy, addressing results and outlines described, based on a clear conceptual framework and theory of change.

b. Realism, innovation, appropriateness, and sustainability of proposed approach, given a deep understanding of Central America’s context.

c. Coherence and complementarity of the proposed results, activities and indicators.

d. The proposal shall demonstrate the offeror capacity to respond to the gender analysis questions and recommendations included in Section L.8.1 (d).

e. The proposal shall include a key member (COP or DCOP) with the capacity to perform the gender analysis and define specific activities to help close gender gap.

ORDER NO. AMENDMENT NO.

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2. Management and Personnel - (30 points

Management

Extent to which the Offeror provides a chart with clear description of staffing roles and responsibilities and appropriate skill sets for personnel proposed and proposed sub-contractors, with defined lines of management, supervisory authority, and technical responsibilities. If sub grants/sub contracts are proposed, must be included the approach describing the efficient use of resources to technical activities.

Key Personnel Extent to which the Offeror includes high quality staff in the proposal, in compliance with technical requirements described in previous section. The key staff professional skills must be highlighted in order to match with the roles described in the management section.

Key Personnel include Chief of Party Deputy Chief of Party Financial Manager Country Representatives”

- END OF MODIFICATION -

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