ATTACHMENT_J.1_-_TASK_ORDER_01_RFTOP.pdf

SOL-620-15-000009: USAID Integrated Health Program

TO 01 - Mobilization and Personnel Recruitment

PART I - THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PURPOSE

The purpose of this Task Order (TO) is to provide services that fall within the Statement of

Objectives (SOO) specified in Section C.

B.2 CONTRACT TYPE AND SERVICES

This is a Cost-Plus-Incentive-Fee (CPIF), type TO. For the consideration set forth in the TO, the

Contractor will provide the deliverables or outputs described in Section C and Section F and comply with all TO requirements.

B.3 ESTIMATED COST, INCENTIVE FEE, AND OBLIGATED AMOUNT

In accordance with FAR Part 52.232-22 - Limitation of Funds:

(a) The estimated cost for the performance of the work required hereunder, exclusive of incentive fee, if any, is TBD. The incentive fee, if any, is TBD. The estimated cost plus incentive fee, if any, is TBD.

(b) Budget

Direct Costs TBD

Indirect Costs TBD

Target Fee TBD

Cost Plus incentive fee Ceiling Price TBD

The contractor will not be paid any sum in excess of the ceiling price.

(c) Within the estimated cost plus incentive fee (if any) specified in paragraph (a) above, the amount currently obligated and available for reimbursement of allowable costs incurred by the

Contractor (and payment of fee, if any) for performance hereunder is TBD. The Contractor will not exceed the aforementioned obligated amount.

(d) Funds obligated hereunder are anticipated to be sufficient through o/a TBD.

B.4 PAYMENT OF INCENTIVE FEE

(a) The Task Order Contracting Officer (TOCO) and Contractor agree to negotiate a target cost, minimum fee, target fee, maximum fee, and proposed share ratio.

(b) The proposed share ratio is 85/15, 85% for USAID/Nigeria and 15% for the Contractor;

however, the TOCO and Contractor must agree to a final share ratio in the TO.

(c) The fee adjustment formula is TBD.

(d) Upon successful achievement of agreed upon milestones under the TO, the Contractor must provide evidence of its achievement to the TOCOR and TOCO. Upon receipt of TOCOR concurrence, and written approval by the CO, the Contractor must submit an invoice for the amount of the associated fee.

B.5 LABOR

(a) Compensation of personnel under this Contract or any resulting subcontract must be in accordance with AIDAR 752.7007 Personnel compensation (July 2007).

(b) The TO labor rates must not exceed the ceiling rates negotiated and set forth in the base

IDIQ Contract.

B.6 INDIRECT COSTS

Reimbursement for allowable indirect costs will be at the negotiated final or predetermined rates indicated in the base IDIQ Contract, and cannot exceed the ceiling rates in the IDIQ Contract.

B.7 COST REIMBURSABLE

The U.S. dollar costs allowable must be limited to reasonable, allocable, and allowable costs determined in accordance with FAR 52.216-7, Allowable Cost and Payment, and FAR 52.216-8, Fixed Fee, if applicable: AIDAR 752.7003, Documentation for Payment; OMB Circular 1-21, Cost Principles for Educational Institutions and OMB Circular A-122, Cost Principles for Non-profit organizations.

[END OF SECTION B]

SECTION C- STATEMENT OF OBJECTIVES

C.1 TITLE

USAID Integrated Health Program: TO 01 - Mobilization and Personnel Recruitment

C.2 BACKGROUND

The USAID Integrated Health Program award will be the flagship health project on USG support for improvements in reproductive, maternal, newborn, and child health outcomes in Nigeria.

The Offeror will need to maintain a central office in Abuja with reasonable proximity to USAID

Office (located within the US Embassy in Central Area) and key Government of Nigeria institutions such as the Federal Ministry of Health (FMOH) and the National Primary Health

Care Development Agency (NPHCDA).

The complexity of the USAID Integrated Health Program requires use of flexible and innovative approaches one of which is having rapid mobilization of office space; recruitment of key personnel and staff in-country ready for activities; furnishing a fully functional central office and procurement of equipment and vehicles for the central office.

The Abuja office will coordinate the implementation of activities in the other state offices (when established) and will ensure that technical staff at state offices receives updates on key national activities.

C.3 OBJECTIVES

Objectives for this TO are:

(a) Establish a fully functional head office in Abuja, Nigeria;

(b) Recruit and maintain key personnel and staff needed in-country ready for activities in subsequent TOs; and

(c) Establish financial, procurement and grants/compliance systems for effective implementation of TOs.

C.4 TASKS

C.4.1 ESTABLISH ABUJA, NIGERIA OFFICE

The Offeror will establish a fully functional central office in Abuja, for managing its operations.

The central office will be located in close proximity to U.S. Embassy, FMOH, and NPHCDA, and will serve as the in-country headquarters for the USAID Integrated Health Program. The central office will also be the main liaison office with the USAID Mission to Nigeria, FMOH, NPHCDA, and other relevant government agencies involved in health.

C.4.2. PERSONNEL RECRUITMENT

C.4.2.1 KEY PERSONNEL

The Offeror must recruit key personnel listed in Section F.6 and mobilize them in-country. All key personnel must be available to provide services at 100% Level of Effort.

C.4.2.2. STAFFING STRUCTURE

Develop non-key personnel staffing plan for daily operations of the Abuja central office.

C.4.3 ESTABLISH FINANCIAL, PROCUREMENT AND GRANTS/COMPLIANCE

SYSTEMS FOR EFFECTIVE IMPLEMENTATION OF TOs

The Offeror will establish fully functioning financial, procurement and grants/compliance systems for effective implementation of state-level TOs. These systems must support timely and accurate reporting to USAID/Nigeria and adhere to USG rules and regulations.

C.5 PERFORMANCE ASSESSMENT

Performance assessments under this TO will be in line with an agreed upon Quality Assurance

Surveillance Plan (QASP). The assessment will be conducted through site visits by the TOCOR, to monitor if the office is established and functioning with appropriate staff in place for daily operations.

C. 6 OTHER KEY CONSIDERATIONS

C.6.1 TRANSITION PLAN

The central management functions, including all key personnel and other staff under this TO will be transitioned to another TO under the IDIQ Contract. The subsequent TO will be awarded before the expiration of TO 1.

C.6.2 For additional considerations, please refer to Section C of the IDIQ

[END OF SECTION C]

SECTION D – PACKAGING AND MARKING

Reference base IDIQ Section D requirements.

[END OF SECTION D]

SECTION E – INSPECTION AND ACCEPTANCE

E.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

Clauses referenced in the base “IDIQ” Contract are incorporated into this section of the TO.

E.2 INSPECTION AND ACCEPTANCE

USAID inspection and acceptance of services, reports and other required deliverables or outputs will be subject to the performance standards set forth in Sections C and F. Inspection and acceptance will take place at:

USAID/Nigeria

1075 Diplomatic Drive

Central Business District

P.M.B. 519 Garki, Abuja or at any other location where the services are performed and reports and deliverables or outputs are produced or submitted. Inspection of all deliverables required hereunder shall be made by the TOCOR designated in Section G, who has been delegated authority to inspect and accept all services, reports and other required deliverables. Acceptance of services, reports and other deliverables by the COR shall form the basis for payments to the Contractor.

E.3 RESPONSIBLE OFFICIAL

In accordance with the clauses of this Contract entitled ―Inspection – Cost Reimbursement, (FAR 52.246-5) and ―Inspection – Fixed Price, (FAR 52.246-4), inspection of results or other deliverables required by this TO will be made by the cognizant COR. Acceptance of goods/services and reports or other deliverables by the cognizant TOCOR for this TO will form the basis for payments to the contractor, and will form the basis of the contractor‘s permanent performance record with regard to this Contract.

[END OF SECTION E]

SECTION F - DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

Clauses referenced in the base IDIQ Contract are incorporated into this section of the TO.

F.2 PERIOD OF PERFORMANCE

The period of performance for this TO will not exceed twelve (12) months from the date of the award.

F.3 PLACE OF PERFORMANCE

The place of performance for this TO is Abuja, Nigeria.

F.4 PERFORMANCE STANDARDS

The contractor’s performance will be evaluated based on the completion of specific tasks as outlined in the TO, adherence to the mobilization plan, and reports submitted to the TOCOR in accordance with the performance standards set forth in Section C, will be conducted jointly by the TOCOR and the Contracting Officer, and will form the basis of the Contractor's permanent performance record with regard to this Contract as required in FAR Part 42.15 and AIDAR

742.15.

F.5 REPORTS AND DELIVERABLES OR OUTPUTS

(a) In addition to the requirements set forth in Sections C, I and J, AIDAR clause 752.242-

70, Periodic Progress Reports, and AIDAR 752.7005, Submission Requirements for

Development Experience Documents (Jan 2004), the Contractor must submit required deliverables or outputs to the TOCOR specified in Section G with a copy to the TOCO, and

USAID/Nigeria Monitoring and Evaluation Unit at e-mail: abujaprog-me@usaid.gov . All deliverables and reports will be in English unless otherwise noted in this section.

(b) The Contractor and the TOCOR have the authority to make minor changes to the deliverables and reports specified below. Any such change must not change the basic substance of the deliverable, require funds beyond the amount obligated or exceed the total ceiling price or any budgetary limitation.

(c) The cover page of all deliverables must include the USAID Identity prominently displayed, the TO Contract number, contractor name, the publication or issuance date of the document, document title, author name(s), and project title. Descriptive information is required whether contractor-furnished products are submitted in paper or electronic form. All materials must include the name, organization, address, and telephone/fax/internet number of the person submitting the materials.

mailto:abujaprog-me@usaid.gov

Deliverables & Reporting Requirements – Summary

SECTION

NO.

DELIVERABLES DUE DATE

1 Quality Assurance Surveillance Plan

(QASP)

Approved pre-award

2 TO Monthly Report Within 5 working days after each implementation month

(1) Quality Assurance Surveillance Plan (QASP)

The contractor must submit a Quality Assurance Surveillance Plan that outlines a surveillance schedule and clearly describes the surveillance methods to be used through the implementation of TO 01. The plan must include roles and responsibilities for surveillance throughout the duration of the contract. The QASP must be consonant with the PWS and focus on the quality and timeliness of the output to be delivered and not on the steps required or procedures used to provide the service. The plan must provide for the prevention and ready detection of any challenges, and for timely and positive corrective action.

(2) TO Monthly Report

A summary of work conducted by the contractor for the period which reports on progress against the PWS, identifies problems, recommends remedial actions, and outlines activities and significant events for the next reporting period. Reports must include, at a minimum, updates on recruitment of key personnel and other staff, and planned versus actual cost incurred under the

TO.

The last monthly report should serve as the final report for this TO. The report should contain more information than the normal monthly report. In addition to the regular information, the final mobilization plan report should discuss the achievements of the TO against expected outcomes outlined in the award. It should also include explanations for any results above or below expected outcomes.

F.6 KEY PERSONNEL

(a) The key personnel whom the Contractor must furnish for the performance of this

Contract are as follows:

Position Title Name

Country Director TBD

Director of Finance and Administration TBD

Senior Grants/Compliance Manager TBD

Senior Monitoring and Evaluation (M&E) Advisor TBD

(b) The personnel positions specified above are considered to be essential to the work being performed hereunder.

Prior to replacing any of the individuals specified above, the Contractor shall immediately notify both the Contracting Officer and USAID COR reasonably in advance and shall submit written justification (including proposed substitutions) in sufficient detail to permit evaluation of the impact on the program. No replacement of personnel will be made by the Contractor without the written consent of the Contracting Officer. All key personnel will transfer from TO 1 to TO 2 at the completion of TO 1.

(c) All key personnel proposed must be full-time, must be located in Abuja, Nigeria, and must be employed by the prime contractor. All key personnel positions require fluency in

English Language. The minimum requirements and responsibilities of key personnel under this

TO are as follows:

1. Country Director

Responsibilities:

Provide the overall leadership, strategic guidance, vision, and management to staff for successful implementation;

Work closely with subsequent TO key personnel and supervises project staff and ensures the strategic and functional integration of all technical areas as well as strong collaboration with donors, other implementers, and local counterparts;

Responsible for meeting contractual obligations, producing deliverables and targets, and achieving project results as specified by USAID/Nigeria under each

TO;

S/he oversees project planning, provides technical direction and support and ensures implementation, with a focus on results, and financial accountability for all project activities;

Communicate/work with FMOH, NPHCDA, and key stakeholders at national level.

Minimum requirements:

Post-graduate degree in International Health, Social Sciences, Management or related discipline;

Demonstrated progressive experience in RMNCH programs and working with development agencies and organizations, government officials, civil society leaders, community leaders, project beneficiaries and project staff;

Demonstrated management capacity in RMNCH programs with proven ability to oversee multiple projects simultaneously in multiple locations;

Possess excellent organizational, analytical, oral and written communications skills in English; demonstrated supervisory skills; and ability to work well on team.

2. Director of Finance and Administration

Oversee the project operations including; but not limited to, human resources, logistics, procurement, subcontracts or sub-awards, and accounting/finance;

Develop the financial capacities of all TOs under this award;

Develop internal control measures for the award;

Conduct internal and coordinate external financial audits for all TOs;

Prepare budgets for annual work-plans and financial reports for USAID/Nigeria.

A master’s degree in Business Administration, Finance or other relevant fields;

Progressive demonstrated experience supervising project operations, including human resources, procurement, subcontracts or sub-awards, and accounting/finance;

Demonstrated ability for developing and managing large budgets, and in-depth knowledge of USG Cost Accounting Standards;

Demonstrated experience managing logistics and/or supply chain management for the implementation of public health programs in low- and/or middle-income countries;

Possess excellent organizational, analytical, oral and written communications

3. Senior Grants/Compliance Manager

Implementation of grant activities at state level under the various TOs;

Identify funding opportunities, prepare and process grant applications and oversee the grant management and implementation for all public sector opportunities;

Ensure all sub-awards are in compliance with the rules and regulations of governments and other multi-lateral donors;

Strengthen and maintain the necessary administrative structures and inter-departmental processes to ensure grant transparency, smooth implementation, reporting, requisite controls and monitoring;

Primary point of contact for post-award grants implementation, and will ensure that all grant files are complete, accurate and up-to-date;

Work closely with the finance team on budget development, cost monitoring and budget-reporting requirements.

A Bachelor’s degree or equivalent in international development, social science, finance, business administration, or related field is required;

Progressive demonstrated experience working with USG, public or private international organizations, in a grants management position;

Demonstrated knowledge of USG rules, regulations, policies and procedures in awarding and administering grants;

Demonstrated ability to supervise multiple projects simultaneously;

Possess excellent organizational, analytical, oral and written communications

4. Senior Monitoring and Evaluation (M&E) Advisor:

Provide the strategic guidance, vision, and management for successful monitoring and evaluation of project;

Work closely with subsequent TO key personnel and supervises M&E staff and ensures the strategic and functional integration of all M&E activities as well as active collaboration with donors, other implementers, and local counterparts;

S/he oversees M&E activities, provides technical direction and support and ensures results for project activities.

Post-graduate degree in International Health, Epidemiology, Social Sciences, or related discipline;

Demonstrated progressive experience in monitoring and evaluation of RMNCH programs and working with development agencies and organizations, government officials, civil society leaders, community leaders, project beneficiaries and project staff;

Demonstrated technical skills in monitoring and evaluation of RMNCH programs with excellent organizational, analytical, oral and written communications skills in English, demonstrated supervisory skills; and ability to work well on team.

F.7 AUTHORIZED WORK WEEK

(a) A normal workweek for full time staff will not be less than 40 hours, unless otherwise agreed upon at the TO level.

(b) A 6-day work week is authorized for consultants. No overtime or premium pay is authorized.

[END OF SECTION F]

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 AIDAR 752.7003 DOCUMENTATION FOR PAYMENT (NOV 1998)

(a) Claims for reimbursement or payment under this Contract must be submitted to the Paying

Office indicated in the schedule of this contract. The Contracting Officer’s Representative

(COR) is the authorized representative of the Government to approve vouchers under this

Contract. The Contractor must submit either email, paper or fax versions of the SF-1034 –Public

Voucher for Purchases and Services Other Than Personal. Each voucher must be identified by the appropriate USAID Contract number, in the amount of dollar expenditures made during the period covered.

(1) The SF 1034 provides space to report by line item for products or services provided.

The form provides for the information to be reported with the following elements:

TOTAL EXPENDITURES (Document Number: XXX-X-XX-XXXX-XX)

Line Item Description Amt. Vouchered Amt. Vouchered

To Date This Period

0001 As per TO $XXXX.XX $XXXX.XX

0002 As per TO $XXXX.XX $XXXX.XX

Total $XXXX.XX $XXXX.XX

(2) The fiscal report must include a certification, signed by an authorized representative of the Contractor, as follows:

The undersigned hereby certifies to the best of my knowledge and belief that the fiscal report and any attachments have been prepared from the books and records of the Contractor in accordance with the terms of this Contract and are correct: the sum claimed under this Contract is proper and due, and all the costs of contract performance (except as herewith reported in writing) have been paid, or to the extent allowed under the applicable payment clause, will be paid currently by the

Contractor when due in the ordinary course of business; the work reflected by these costs has been performed, and the quantities and amounts involved are consistent with the requirements of this Contract; all required Contracting Officer approvals have been obtained; and appropriate refund to USAID will be made promptly upon request in the event of disallowance of costs not reimbursable under the terms of this Contract.

BY:______________________________________

TITLE:___________________________________

DATE: ___________________________________

(b) Local currency payment. The Contractor is fully responsible for the proper expenditure and control of local currency, if any, provided under this Contract. Local currency will be provided to the Contractor in accordance with written instruction provided by the Mission Director. The written instructions will also include accounting, vouchering, and reporting procedures. A copy of the instructions must be provided to the Contractor’s Chief of Party and to the Contracting

Officer. The costs of bonding personnel responsible for local currency are reimbursable under this Contract.

(c) Upon compliance by the Contractor with all the provisions of this Contract, acceptance by the Government of the work and final report, and a satisfactory accounting by the Contractor of all Government-owned property for which the Contractor had custodial responsibility, the

Government shall promptly pay to the Contractor any moneys (dollars or local currency) due under the completion voucher. The Government will make suitable reduction for any disallowance or indebtedness by the Contractor by applying the proceeds of the voucher first to such deductions and next to any un-liquidated balance of advance remaining under this Contract.

(d) The Contractor agrees that all approvals of the Mission Director and the Contracting

Officer which are required by the provisions of this Contract must be preserved and made available as part of the Contractor’s records which are required to be presented and made available by FAR clause 52.215-2 of this Contract entitled “Audit and Records – Negotiation”.

G.2 TASK ORDER CONTRACTING OFFICER

The Task Order Contracting Officer executing and administering the Task Order will be based at the following address:

USAID/Nigeria

Office of Acquisition & Assistance c/o U.S. Embassy

Plot 1075

Diplomatic Drive

Central District

Abuja - Nigeria

G.3 TASK ORDER CONTRACTING OFFICER REPRESENTATIVE (TOCOR)

The TOCOR for the award is [TBD]. A copy of TOCOR designation letter will be shared with the contractor.

G.4 PAYING OFFICE

Electronic copies of invoices must be submitted to the USAID/Nigeria payment office at e-mail:

nigeriapayments@usaid.gov with a copy to the TOCOR’s email address.

Send via email, one invoice, all other required supporting documents, and SF-1034

Public Voucher for Purchases and Services Other Than Personal.

mailto:NIGERIAPAYMENTS@USAID.GOV

Include Subject Line: Contractor Name, Award #, Invoice #

The SF-1034 must be signed.

The invoice must provide the bank account details, including the bank account number, the bank name and address, the SWIFT Code and the ABA number

The Contractor may submit vouchers for payment monthly or bi-monthly for costs incurred at the time of invoice.

G.5 ACCOUNTING AND APPROPRIATION DATA

[TBD]

G.6 TECHNICAL DIRECTIONS/RELATIONSHIP WITH USAID

(a) Technical Direction is defined to include:

(1) Written directions to the Contractor which fill in details, suggest possible lines of inquiry, or otherwise facilitate completion of work;

(2) Provision of written information to the Contractor which assists in the interpretation of drawings, specifications, or technical portions of the work statement;

(3) Review and, where required, provide written approval of technical reports, drawings, specifications, or technical information to be delivered. Technical directions must be in writing, and must be within the scope of the work as detailed in Section C.

(b) The Contracting Officer, by separate designation letter, authorizes the TOCOR to take any or all action with respect to the following which could lawfully be taken by the Contracting

Officer, except any action specifically prohibited by the terms of this Contract:

(1) Assure that the Contractor performs the technical requirements of the Contract in accordance with the contract terms, conditions, and specifications.

(2) Perform or cause to be performed, inspections necessary in connection with a) above and require the Contractor to correct all deficiencies; perform acceptance for the

Government.

(3) Maintain all liaison and direct communications with the Contractor. Written communications with the Contractor and documents must be signed as "Task Order

Cognizant Technical Officer" with a copy furnished to the Contracting Officer.

(4) Issue written interpretations of technical requirements of Government drawings, designs, and specifications.

(5) Monitor the Contractor's production or performance progress and notify the

Contractor in writing of deficiencies observed during surveillance, and direct appropriate action to effect correction. Record and report to the Contracting Officer incidents of faulty or nonconforming work, delays or problems.

(6) Complete Contractor Performance Reports (CPARs) every six to 12 months for task orders.

(7) Obtain necessary security clearance and appropriate identification if access to

Government facilities is required.

(8) If to be provided, ensure that Government furnished property is available when required.

LIMITATIONS: The TOCOR is not empowered to award, agree to, or sign any contract (including delivery or purchase orders) or modifications thereto, or in any way to obligate the payment of money by the Government. The TOCOR may not take any action which may impact on the contract schedule, funds, scope or rate of utilization of

LOE. All contractual agreements, commitments, or modifications which involve prices, quantities, quality, and schedules must be made only by the Contracting Officer.

(c) In the separately-issued TOCOR designation letter, the CO designates an alternate

TOCOR to act in the absence of the designated TOCOR, in accordance with the terms of the letter.

(d) Contractual Problems: Contractual problems of any nature that may arise during the life of the contract must be handled in conformance with specific public laws and regulations (i.e.

Federal Acquisition Regulation and Agency for International Development Acquisition

Regulation). The Contractor and the TOCOR must bring all contracting problems to the immediate attention of the Contracting Officer. Only the Contracting Officer is authorized to formally resolve such problems. The Contracting Officer will be responsible for resolving legal issues, determining contract scope and interpreting contract terms and conditions. The

Contracting Officer is the sole authority authorized to approve changes in any of the requirements under this Contract. Notwithstanding any clause contained elsewhere in this contract, the said authority remains solely with the Contracting Officer. These changes include, but will not be limited to the following areas: scope of work, price, quantity, technical specifications, delivery schedules, and contract terms and conditions. In the event the Contractor effects any changes at the direction of any other person other than the Contracting Officer, the change will be considered to have been made without authority.

(e) Failure by the Contractor to report to the Contracting Office any action by the

Government considered to be a change, within the specified number of days contained in FAR

52.243-7 (Notification of Changes), waives the Contractor's right to any claims for equitable adjustments.

(f) In case of a conflict between this Contract and the TOCOR designation letter, the contract prevails.

[END OF SECTION G]

SECTION H – SPECIAL CONTRACT REQUIREMENTS

H.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

Contract clauses and requirements outlined in Section H of the base IDIQ Contract are hereby incorporated by reference. Additional special contract requirements, if any, will be inserted at

[END OF SECTION H]

PART II – CONTRACT CLAUSES

SECTION I – CONTRACT CLAUSES

I.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

All applicable clauses included in the base IDIQ Contract are hereby incorporated into the TO by reference. New and/or updated clauses may be inserted at award.

[END OF SECTION I]

PART III – LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

SECTION J - DOCUMENT, EXHIBITS AND OTHER ATTACHMENTS

All needed attachments are in Section J of the IDIQ.

[END OF SECTION J]

PART IV – REPRESENTATIONS AND INSTRUCTIONS

SECTION K – REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS

OF OFFERORS

Not required.

[END OF SECTION K]

SECTION L - INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS

L.1 NOTICE LISTING SOLICITATION PROVISIONS INCORPORATED BY

REFERENCE

All applicable clauses included in the base IDIQ Contract under this section are hereby incorporated into this Task Order by reference.

L.2 DELIVERY INSTRUCTIONS

Please see instructions in Section L.5 of the IDIQ RFP.

L.3 INSTRUCTION FOR PREPARATION OF TASK ORDER PROPOSAL

(a) Organization of Technical Proposal

(1) Format and Presentation

The technical proposal must be entirely separate from the cost proposal and must not include cost information nor make reference to cost data, to ensure that technical evaluation may be made strictly on the basis of technical merits.

(2) Technical Proposal Page Limitation

(i) The technical proposal will be submitted under Volume 1 Tab 10 of the

IDIQ RFP submission.

(ii) Technical proposals may not exceed 20 pages, excluding attachments and annexes, and must be on 8.5 by 11 inch or A4 size paper, single spaced, 12-point font with one-inch margins on all sides and tabs for ease of reference to each section.

(iii) Cover letter, Cover page, Tabs/dividers, Table of Contents, Acronym list, Executive Summary, and Annexes do not count against the 20-page limitation. Any page in the technical proposal that contains a table, chart, or graph, not otherwise excluded above, is subject to the page limitation.

(iv) All information from appendices must be referenced in the technical proposal and summarized and included in the annex section. All critical information from appendices/ annexes clearly identified and summarized in the technical proposal will be evaluated as part of the basis of award.

Illustrative Annexes – including but are not limited to:

Staffing Structure;

Mobilization Plan;

Quality Assurance Surveillance Plan;

CVs of Key Personnel, Key personnel resumes and letters of commitment;

Personnel summary matrix – long term and short term staff, consultants, and other personnel specialists; and, Organizational Chart(s).

Note: Offerors will determine the type of information to be submitted as annexes to their technical proposal in response to the instructions provided in the RFTOP.

The list provided above is not all-inclusive.

(v) Additional documentation beyond the 20-page limit and the referenced annexes will not be read or evaluated by USAID.

(b) Content of Technical Proposal

(1) Information provided in the technical proposal will indicate a clear understanding of the work to be undertaken and the responsibilities of all parties involved. The technical proposal must be concise, comprehensive, and responsive to the instructions contained herein. Offerors must take into account the technical evaluation factors and sub-factors listed in Section M. It must clearly demonstrate how the proposed approach will meet the goals and all objectives of the activity, and fulfill the Offeror’s program implementation responsibilities.

(2) The proposal must contain information that demonstrates offerors’ understanding of the requirements and must be prepared in such a manner as to enable the review committees to make a thorough evaluation and arrive at a sound determination of whether the proposal meets all technical requirements or satisfies the requirements of the solicitation.

(3) Unnecessarily elaborate brochures or other presentations beyond those sufficient to present a complete and effective proposal in response to this RFTOP is not desired and may be construed as an indication of the Offeror’s lack of cost consciousness. Elaborate art work and expensive visual or other presentation aids are neither necessary nor wanted.

(4) Offerors must organize the technical proposal to follow the same order in which the technical elements are listed below, and per the technical evaluation criteria listed in Section M.

L.3.1 Cover Letter (does not count against the 20-page limitation)

Include the name of the organization submitting the proposal and the organization’s DUNS number. Major subcontractors, if any, (hereafter referred to as “subs”) must be clearly identified, along with their DUNS numbers; major subs are defined as those expected to perform at least

20% of the Offeror’s proposed total cost of the TO budget, or a prominent part of the technical effort. Include a contact person for the proposal, including his/her name (both typed and signed), title or position with the organization, address, telephone, and email address. Also state whether the contact person is the person with authority to contract for the Offeror, and if not, that person should also be listed.

L.3.2 Table of Contents (does not count against the 20-page limitation)

The Technical Proposal will contain a Table of Contents with page numbers indicated.

L.3.3 Acronym List (does not count against the 20-page limitation)

See the acronym list in the IDIQ RFP.

L.3.4 Executive Summary (not to exceed 2 pages, does not count against the 20-page limitation)

The executive summary describes the basic elements of the Offeror’s proposal.

L.3.5 Factors for Evaluation

The offeror must provide a PWS with its proposal that addresses the SOO in Section C of this

RFTOP. The offeror must provide a cross-reference matrix that maps the SOO Task

Requirements to the PWS. The narrative must specify exactly what the offeror will do in response to the RFTOP. While the PWS must be specific about the technical approach, the offeror must also clearly address its implementation plan, how performance standards are tied to performance requirements, and measurement of proposed results.

(a) Factor 1 – Mobilization Plan - [See Section M.2.2(a)]

Each Offeror must provide a detailed methodology, a description of specific deliverables to be accomplished under the TO, and timeline of activities to take place in order to respond to requirements in this RFTOP.

(b) Factor 2 - Key Personnel and Staffing - [See Section M.2.2(b)]

(1) The Offeror must include in the main body of the technical proposal a description of the skills and abilities of each of the proposed key personnel. This section must describe personnel proposed to fill the key positions indicated in Section F of this

RFTOP and must contain brief biographies of proposed individuals. A personnel matrix (see Attachment J.14 of the IDIQ RFP) of all proposed key personnel, providing an analysis of how their relevant skills match or exceed the minimum requirements in Section F.6 of this RFTOP must be submitted along with the resumes. Resumes or CVs of proposed key personnel must be included as an annex to the technical proposal. Please note that the Resumes or CVs are not counted in the page limit, but are limited to 2 pages for each key personnel.

The Offeror must include as part of its proposal a statement signed by all individuals proposed as key personnel, confirming availability to serve under the proposed contract including a commitment to mobilize to post within a specified period of time, and serve in the proposed position for the required period.

(2) An Offeror must elaborate on its vision for how the proposed individuals will fulfill the responsibilities described in Section F and how they will work together with USAID for the successful management of the activity.

(3) The Offeror will list all other (i.e. non-key personnel) professional personnel positions, organogram, or other description, and provide a brief explanation the necessity of these positions. The Offeror may not provide names or qualifications of non-key personnel as they will not be evaluated.

(c) Factor 3 - Financial Management - [See Section M.2.2(c)]

The Offeror must provide their approach in establishing financial, compliance, grants, and procurement management systems adequate for managing the award, complying with USG and local regulations, and ability to respond to emerging issues during program implementation.

This section must also discuss how the Offeror will establish and maintain internal control processes to detect and mitigate potential or actual fraud, waste, and abuse through the life of the

(d) Factor 4 - Quality Assurance Surveillance Plan - [See Section M.2.2(d)]

The offeror must submit a Quality Assurance Surveillance Plan that outlines a surveillance schedule and clearly describes the surveillance methods to be used. The plan must include roles and responsibilities for surveillance throughout the duration of the contract. The QASP must be consonant with the PWS and focus on the quality and timeliness of the output to be delivered and not just on the steps required or procedures used to provide the service. The plan must provide for the prevention and ready detection of any challenges, and for timely and positive corrective action.

L.4 INSTRUCTIONS FOR THE PREPARATION OF THE COST/BUSINESS

PROPOSAL

(a) The cost/business proposal will be under Volume 2 Tab 3 of the IDIQ RFP submission.

(b) The cost proposal must be submitted under separate file from the technical proposal. The cost proposal will be in Excel (2003 version or newer) and compatible with a MS Windows XP operating environment. All calculations and formulas must be visible, and unlocked.

(c) Offeror must provide this information using detailed spreadsheets, budget narratives and footnotes.

(d) While there is no page limit, Offerors are encouraged to be as concise as possible, but still provide the necessary detail to address the RFTOP requirement.

(d) Offerors must structure their cost proposals in the order below.

L.4.1 Part 1 - Standard Form (SF) 33

The Offeror must submit Section A of this RFTOP [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. In addition, all amendments if any, to the solicitation must be acknowledged.

L.4.2 Part 2 - Proposed Costs/Prices

(a) Offerors must submit the Cost/Business Proposal containing the following information:

(1) Completed Sections B.3, B.4, and B5 of the RFTOP, or otherwise be determined non-responsive.

(2) The proposal must provide a summary and detailed budget, broken out by major cost elements, for the contract period. This must include a complete breakdown of the cost elements and those costs associated with any proposed subcontract.

Supporting information must be provided in sufficient detail to allow a complete analysis of each line item cost. Detailed budgets are only required for the

Offeror and major subcontractors.

(3) The cost and pricing information must include the basis of each cost (i.e., vendor quotes, market surveys, historical experience, etc.) and should describe any significant assumptions. This information must also be provided for major subcontractors, if any. Also, include the estimated amount to be spent on other direct costs, particularly local costs associated with fieldwork. This may include an estimate of the travel time between the Mission and project sites or the number of days estimated for a field visit and the number of estimated visits.

(4) A budget narrative that supports each estimated unit cost in the detailed budget must be provided. The budget narrative must describe the nature of individual cost items proposed, calculations, and include a description of the source of that particular cost estimate (current market value, current catalogue price, current vendor price quotes, etc.). Narratives for the individual cost items must provide a discussion of any estimated escalation rates where applicable. Estimated costs proposed to exceed ceilings imposed by USAID or Federal procurement policy must be fully explained and justified.

(b) Offeror should keep in mind that it is their responsibility to ensure that the information provided is sufficient to provide a basis for USAID’s determination that the costs proposed are realistic and reasonable.

(c) Incentive Fee:

Offerors must submit the following information:

Proposed Target Cost, Target Fee, Minimum Fee and Maximum Fee; and, Proposed Fee Adjustment Formula, above and below the Target Cost.

The CO will consider merit of the Offeror’s rationale in establishing the proposed adjustment formula in accordance with elements FAR 16.402-4 for a multiple-incentive arrangement, to determine reasonableness of the final fee.

(d) For each line item, Offerors are to include an itemized budget detail and justification in support of these components. The table below is a representative format of the expected

Offeror’s presentation.

Labor Category & Rates Period

(Monthly)

Total

Item Category IDIQ Discount TO

Salaries and Wages

a) Long Term Expatriate Staff

b) Local Professionals

b) Local Support Staff

c) Home Office

Labor Total

Item Period

(Monthly)

Total

Fringe Benefits

a) Long Term Expatriate Staff

b) Local Professionals

b) Local Support Staff

c) Home Office

Allowances

a) Long Term Expat b)Short Term Expat, if applicable

Consultants

a) International/Regional

b) Local

Travel, Transportation, and

Per Diem

a) Entitlement Travel

b) Programmatic Travel by Staff

c) Consultants Travel

Equipment and Supplies $ $

Subcontracts $ $

Participant Training (including Tuition and Travel costs if any)

Security Costs $ $

Other Direct Costs $ $

Total Direct Costs $ $

Indirect Costs $ $

a) Overhead

b) Material Handling

c) G&A

Total Estimated Cost $ $

Incentive Fee $ $

Total Estimated Cost plus

Incentive Fee

Note: This budget format is to be similarly applied to all sub-contractor budget presentations. A

“major subcontractors” are subcontractors whose proposed costs exceed 20% of the Offeror’s proposed total cost or perform a key element of the scope of work. All sub-factor rates must be mapped through the prime rates established in Section B of the IDIQ.

(e) Budget Line Item Definitions and Illustrations

The regulatory references provided below for each Budget Line Item are not intended to be a complete list of applicable regulations or policies. Also, the regulatory references assume cost reimbursement contract types, and may vary or differ in their applicability given other types of contracts:

(1) Labor - Proposed personnel, labor categories, proposed salaries and level of effort.

Per Section B.8 Labor of the Basic IDIQ Contract, the Offeror is highly encouraged to propose lower unburdened daily rates than those listed in the

Basic IDIQ. The proposed rates for relevant labor categories must not exceed the Unburdened Ceiling Daily Rates specified in Section B.8 of the

IDIQ.

Biographical Data Sheets (see Attachment J.9 of the IDIQ RFP) are required for all long term and short term expatriate personnel and all long term cooperating country personnel being proposed (forms may be obtained at http://www.usaid.gov/sites/default/files/AID1420-17.doc ). Bio‐data forms must be properly completed, certified and signed by both employee and Contractor in the appropriate spaces with all blocks completed, as appropriate.

Salaries of TCN and CCN personnel must be reflected on the bio‐data form in U.S. dollar and Offerors will state the exchange rate used if the proposed personnel salary histories include salaries in currency other than the U.S. dollar.

Labor cost for TCNs and CCNs must not exceed the thresholds in the US

Embassy’s local employee compensation plan (LCP) – (See Attachment

J.10 of the IDIQ RFP). However, this must only be used as guidance, as offerors are expected to offer compensation in accordance with prevailing market rates.

Narratives must provide a discussion of the estimated annual escalation of all salaries where applicable. Escalation factors proposed for labor categories identified in Section H.3 of the IDIQ must not exceed the limitations therein. Salaries proposed in excess of maximum annual salary rate described in ADS 302.3.6.10, USAID Contractor Salary Threshold

(USAID CST) will not be accepted, unless approved in writing in accordance with ADS 302.3.8.4.

(2) Fringe Benefits: FAR 31.205-6 provides for allowances and services provided by the Offeror to its employees as compensation in addition to regular wages and salaries. If the Offeror has a fringe benefit rate that has been approved by an agency of the Government, such rate should be used and evidence of its approval should be provided. If a fringe benefit rate has not been approved, the Offeror must propose a rate and explain how the rate was determined. If the latter is used, the narrative must include a detailed breakdown comprised of all items of fringe benefits (e.g., unemployment insurance, workers compensation, health and life insurance, retirement, FICA, etc.) and the costs of each, expressed in dollars and as a percentage of salaries. A detailed cost breakdown must indicate benefits types for both international and CCN staff as applicable. Fringe will only be applied to direct labor, unless otherwise stated on the Offeror’s NICRA.

(3) Allowances: AIDAR 752.7028 provides for differentials and allowances with further references to Standardized Regulations. Allowances must be broken down by specific type and by person. Allowances must be in accordance with the

Offeror’s policies and the applicable federal regulations and policies.

(4) Consultants: FAR 31.205-33 provides for services rendered by persons who are members of a particular profession or possess a special skill and who are not officers or employees of the Offeror. Unit costs for each proposed position, key or not, must be expressed in an amount per work day with the corresponding level of effort required for the position (number of work days) and then calculated to a total cost for each cost period where the salary would be applicable. Completed biographical data sheets, Form AID 1420‐17 (Attachment J.9 of the RFP) must be provided for all consultants.

(5) Travel, Transportation and Per Diem: FAR 31.205‐46, AIDAR 731.205‐46 and AIDAR 752‐7032 provide for costs for transportation, lodging, meals and incidental expenses. The cost proposal must indicate number of trips, domestic and international, and the estimated cost per trip, including airfare, per diem, and other related travel costs. The origin and destination, purpose for each proposed trip, duration of travel, and number of individuals traveling must be specified.

Per diem must be based on the Offeror's normal travel policies (offerors may choose to refer to the Federal Standardized Travel Regulations for cost estimates).

(6) Equipment and Supplies: Specify all other equipment, materials and supplies expected to be purchased, including type, unit cost, and units. The proposal must include a detailed procurement plan which provides explicit information on how procurements will be accomplished. Detailed information will include a comprehensive list of supplies and equipment to be purchased, type of equipment, manufacturer, estimated unit cost, the number of units to be purchased, and the expected geographic source. This information must support the equipment and supplies budget line in the cost proposal. Goods and services provided by the

Offerors under this USAID-financed award are expected to be subject to the 935

Geographic Code.

(7) Subcontracts (other than commodities): FAR 44.101 provides for any contract entered into by a Sub-contractor to furnish supplies or services for performance of a prime contract or a subcontract. Information sufficient to determine the reasonableness of the cost of each proposed major Subcontractor must be included.

(8) Participant Training (if any): AIDAR 752.7019 and ADS 253 provides for participant training and training in development. For example, costs should be broken down by types and participants.

(9) Security Costs: As discussed in Section C of the RFP, USAID encourages

Offerors to seek adequate security to suit their operational needs and appropriate for the areas of operation within Nigeria. Offerors must detail all proposed security cost elements in order to allow the Contracting Officer to perform a cost realism analysis of proposed security costs. Security costs documentation must be presented in a consistent format to facilitate meaningful review and cost realism analysis. All costs budgeted under this line item must not be duplicated in other line items within the budget. The following are some examples of possible security cost breakout elements:

Security and Security – Related Communications Equipment;

Security Training;

Static Guard Services;

Security Modifications to Residential; and

Office Facilities as appropriate for the respective areas of operation.

(10) Other Direct Costs: FAR 31.202 and FAR 31.205 provides for the allowability of direct costs and many cost elements. Costs must be broken down by types and units. These costs are eligible for financing if reasonable, allocable, and allowable in accordance with the applicable cost principles. The narrative must provide a breakdown and support for all other direct costs. The narrative must provide a breakdown and support for all other direct costs. An illustrative list of other direct costs may include:

Communications: Specific information regarding the type of communication cost at issue (i.e. mail, telephone, cellular phones, internet etc.) must be included in order to allow an assessment of the realism and reasonableness of these costs.

Office Rent and Utilities: Specific information regarding the cost of any facilities needed to perform program activities.