Amendment No 01 to RFP-FOCB.pdf

Date Issued: September 14, 2020

Subject: Amendment # 01 to Request for Proposal (RFP) # 72030620R00012, Financial and

Operational Capacity Building (FOCB) for an Afghan Higher Education Institute (HEI)

Activity

DEAR ALL PROSPECTIVE OFFERORS

The purposes of this Amendment #01 to the (RFP) # 72030620R00012 are to amend three section of the

Request for Proposal and to provide USAID responses to questions received from interested offerors (see attached).

Accordingly, the RFP is specifically amended as follows:

1.1 Section L.6 (d)(4)(a) Delete “Offerors may propose up to three key personnel positions, which must include a Chief of Party (COP) and Deputy COP (DCOP)”; and

Replace with “Offerors must propose at a minimum, two key personnel positions, which must include a Chief of Party (COP) and Deputy COP (DCOP)”.

1.2 Section L.7 (b) Delete “Other Price and Cost Detail Instructions: The proposed detailed budgets for the three-year base period and one two-year option period must be shown separately. In addition, the summary table must show a budget for both periods and an overall proposed budget. Offerors must use the sample budget template (Attachment J.5) of this solicitation”; and

Replace with “Offerors must use the sample budget template (Attachment J.5) of this solicitation”.

1.3 Section M.3.2, Delete “USAID will evaluate the quality, practicality and realism of the offeror’s draft

AMEP Plan and supporting economic analysis and data that describe the quantifiable impact of proposed interventions as well as conformity with Section L.6 (d)(3) of this RFP”; and

Replace with “USAID will evaluate the quality, practicality and realism of the offeror’s draft AMEP

Plan and proposed interventions as well as conformity with Section L.6(d)(3) of this RFP”.

2) USAID responses to all the questions received from the applicants are provided on the following pages.

Except as amended in this Amendment #01, all other terms and conditions of the subject RFP including proposal submission date and time remain unchanged as September 23, 2020 at 4:00pm Kabul time.

Sincerely, Lealie M. Perry Lealie M. Perry

Contracting Officer

Office of Acquisition and Assistance

Amendment #01 to (RFP) # 72030620R00012 HEI Activity

Attachment: Questions and USAID Responses.

USAID Responses to Questions on Request for Proposal (RFP) #

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

TECHNICAL QUESTIONS

1. With respect to Evaluation Criteria 2, is the measurement that refers to the “supporting economic analysis and data that describe the quantifiable impact…” to be constructed from the “existing audits and reports” as referenced PWS Task 1?

USAID Response: Section M.3.2, Evaluation Criterion 2, amended to read as “USAID will evaluate the quality, practicality, and realism of the offeror’s draft AMEP Plan and proposed interventions as well as conformity with Section L.6(d)(3) of this RFP”.

2. Where is the raw data to support the generation of a supporting economic analysis to be accessed by an offeror for use in Draft Activity Monitoring & Evaluation Plan?

USAID Response: See response to Question number 1.

3. How many staff members are there in procurement, human resource and finance department of HEI?

USAID Response: Approximately 45 members are working in the target departments of the HIE.

4. What do we mean by recently conducted reports, assessments reports? Kindly clarify the nature of these reports that will be available to contractor during the performance of

Task-1.

USAID Response: By reports we are referring to capacity development assessments, evaluations, and audit reports prepared by external entities as well as quarterly progress reports prepared by the beneficiary HEI.

5. As mentioned in Task-2, the contractor will provide a team of qualified professionals after completion of Task-1. Kindly clarify if contractor is required to provide details of proposed qualified professionals at proposal stage or not.

USAID Response: The details of qualified professionals required during the proposal stage are for proposed Key Personnel as required under Section c(4), F. and L.6.

6. Kindly clarify who will be responsible for the arrangement of training facility and related costs, etc. to provide formal training to HEI staff.

USAID Response: The successful offeror (“contractor”) will be responsible for the arrangement of training facilities and related cost must be budgeted for by the offeror.

Most of the training sessions may be arranged within HEI facilities; however, the contractor will cover other relevant training costs (stationary, equipment, refreshments etc). The contractor may also consider a few of the training sessions outside of the HEI.

This may require additional costs.

7. Page 7, Section C, 2 Scope of Work 1. States that a baseline assessment and action plan should be completed including the assessment, development, and implementation of a 12-month corrective action plan for the deficiencies noted. Given the period of performance of the contract is only 12 months and the baseline assessment is expected to be completed within 30 days of the contract, could USAID please confirm if the length of the corrective action plan should be for 11 months only?

USAID Response: As mentioned in the RFP, the contractor should prepare the baseline report within 30 calendar days after the award. The expected deliverables should be planned/ achieved during the 12 months.

8. On Page 9, the RFP states, “The Contractor staff must provide specific technical capacity building through work mentoring, shadowing, and structured training programs.” Is it possible for USAID to elaborate further on the terms “work mentoring” and “shadowing” and what USAID envisions these constituting?

USAID Response: The contractor should be able to define various strategies for capacity development which include structured and informal or on the job training.

9. Semi Annual Work Plan (Mentioned in F.4) needs to be submitted with the proposal or after the award of the contract?

USAID Response: As stated under Section L.6 of the RFP, the draft work plan must be submitted with the proposal. It will be refined after the contract is awarded.

10. Can you please confirm the complete name of the target entity? From our research, we have come across Afghan Pamir Higher Education Institute, but clarity on exact name of target entity and its legal status is required.

USAID Response: USAID is not able to disclose the name of the HEI at this point in the procurement process.

11. Task one-Baseline study narrates ‘Upon a thorough desk review of existing audits and reports, the Contractor may desire to complement the assessment with remote or in-person interviews with select HEI staff to inform recommendations’ – Can existing audits and reports be elaborated further in order to ascertain what types of reports will be available to finalize the baseline study report?

USAID Response: Please refer to question # 4.

12. We understand expectation is to build capacity of target entity (in this case HEI), and on job training would be a key component with an embedded team. However, we understand that consultant engagement would not mean performing day to day operational/management tasks by HEI, correct? Also we understand there would be certain targets set on completion of baseline study which would then require both consultant as well management of HEI to take certain actions (for example recruitment of more staff or implementation of IT solutions etc.) Any failure of management not taking action, will not be linked to consultants fees, as far as consultant keeps working, monitoring and reporting the factual status adequately, correct?

USAID Response: Correct in both cases.

13. We understand that the exact level of effort required for capacity building and monitoring activities will be clearer once the baseline is completed, is it expected from consultants to provide input cost for the 12 months period in the absence of the baseline study?

USAID Response: It is expected that the baseline study will determine the level of capacity building needed in different areas. It is expected that all areas will be at different levels that can always be improved.

14. As per Task 2, ‘Contractor must provide a team of qualified professionals to support and mentor the HEI staff on the day-to-day duties’ Is there any specific teaming requirement

(number of experts, experience requirements) as only two key personnel positions are currently required by section 4- management requirements.

USAID Response: As specified under Section L.6 (4), the offeror must propose a management structure that is feasible, efficient, and has commitment to the building of local capacity and enhancing gender equality. Therefore, the Offeror should propose the appropriate teaming requirement.

15. Section C.1.3 Task 2 states that contractor staff providing technical capacity building to the HEI should be embedded full-time at the HEI campus. Is this limited to just those capacity building staff, or is there an expectation that all contractor staff work full-time from the HEI? If the latter, will the HEI provide dedicated workspace for all contractor staff and STTA? Is there a charge for this space? If so, please provide guidance for appropriate budgeting.

USAID Response: The offerors could consider suggesting best approach.

16. C.1 Performance Work Statement Under Task 1 the Government states, "The assessment must primarily draw from the HEI’s recently conducted audits, assessments and reports." Was this assessment completed by a Contractor or internally by the HEI? If by a Contractor, can you please provide the Contractor's name and contract number?

USAID Response: Both internal and external. USAID is not able to share the reports at this stage in the procurement process.

ADMINISTRATIVE QUESTIONS

17. With respect to PWS Task 1, Will the Government provide copies of the “existing audits and reports” pertaining to the specified HEI?

USAID Response: The copies of the audits will be shared only with the contractor, after the award is made.

18. What if contract is extended for more than 12 months due to unforeseeable circumstances and events? How it will impact on contractor’s proposed cost and fixed fee?

USAID Response: USAID does not anticipate an extension of the contract beyond 12 months.

19. Do you mean “Afghan Higher Education Institute” or “Ministry of Higher Education

Afghanistan”? Kindly share the website address to have complete background.

USAID Response: As set forth in the RFP, we have stated Afghan higher education institution (HEI). The specific name and website of the beneficiary will be shared only with the apparent winner.

20. Which CVs do you want us to include at the proposal stage in addition to those of the

COP and Deputy COP?

USAID Response: As stated under Section l.6 (4) Offerors must submit CVs for each proposed Key Personnel.

21. Will the assignment be carried out in Kabul only or the contractor is expected to travel to other provinces for the delivery of the Project?

USAID Response: The activity will be implemented in Kabul. Travel to other provinces of Afghanistan is not expected.

22. If we receive a delayed response to our questions, would you consider an extension in the deadline for filing the proposal please?

USAID Response: The proposal submission date and time remain as is.

23. On page 79, the RFP mentions that “Minimum qualifications and roles and responsibilities of proposed key personnel/implementation team (not to exceed one page per person)” will not be included in the page limit. Would you confirm that this should be attached as a separate annex?

USAID Response: Yes, It could be submitted as annex

24. Given the current COVID 19 restrictions, it may be difficult to deploy key personnel to

Kabul within 30 days of the award start date. If necessary, would USAID consider providing approval for key personnel to work remotely due to COVID restrictions?

USAID Response: Depending on the situation and the impact of COVID-19, working remotely may be approved.

25. The RFP is for the FOCB of an Afghan Higher Education Institute (HEI). Is this HEI is geographically located in Afghanistan or located at one place only? Are there other branches of the HEI?

USAID Response: The beneficiary HEI is located in Kabul. The HEI has no branches.

26. Standard Form (SF) 33 is any different format?

USAID Response: SF 33 is the form provided on page 2 of the RFP.

27. Can we get access to financial statements (or extracts), any existing diagnostic report and high level management structure (including number of employees department wise) to better understand the current state of the target entity?

USAID Response: Access to the financial statements can be granted only after the contract is awarded.

28. Considering all questions will be submitted by today from prospective bidders and then it will be responded by USAID, can we request to kindly extend proposal submission deadline by 8-10 days, to understand requirements properly, and develop a responsive proposal

USAID Response: There will not be an extension for proposal submission date and time.

29. Given the current pandemic situation and restrictions related to COVID-19, would

USAID consider allowing the Chief of Party (COP) or Deputy Chief of Party (DCOP) to be located outside of Afghanistan until any required travel restrictions are lifted?

USAID Response: Please see response to Question # 24.

30. If the contractor proposes any international staff as key personnel, is it expected the international staff will live within the HEI’s compound, or is accommodation outside the

HEI compound permitted? If so: a. Will the HEI guarantee availability of this accommodation throughout the period of performance? b. Will the HEI provide a secured and dedicated parking space for a B6 vehicle? c. Is there an expectation that international

STTA would lodge within the HEI compound? If so, would USAID please provide information on availability of temporary lodging?

USAID Response: USAID encourages the offeror to choose the best approach and set forth in its proposal.

31. C.1 Performance Work Statement is the Contractor to provide office space required in order to hold interviews, focus groups, etc. or will the HEI provide this work space?

USAID Response: USAID anticipates the HEI may provide the facilities. . The offeror should be prepared to find alternative locations.

32. F.2 Period of Performance, when does the government anticipate making the award and when does the Period of Performance starts?

USAID Response: The period of performance is 12 months, beginning on the award date.

33. F.3 Place of Performance, where in Afghanistan will the work take place and which HEI is this project supporting?

USAID Response: See response to Questions # 25.

34. L.6 Instructions for Preparation of the Volume, on Page 80 of the RFP the Government states, "Full contact information must be provided for each reference: names, position title, relationship, e-mail address, mobile, and office telephone numbers." Is it the

Government's intention to contact the references for each Offeror's proposed Key

Personnel positions pre-award?

USAID Response: Yes.

35. Please specify the following in relation to procurement function:

• Value of total procurement in USD

USAID Response: Please see page 1 of the RFP; the total value of the procurement is between $5,000,000.00 and $7,000,000.00.

• Nature of procurement (goods / services, import / domestic, etc.

USAID Response: Please see page 1 of the RFP; the nature of the procurement of services.

36. Please specify the following in relation to Human Resource function:

• Total employee cost including benefits

USAID Response: Please see Section L.7 of the RFP under “Cost Element); the offeror is required to propose costs of Direct Labor salary/wages in accordance with the Offeror’s personnel policies.

• No. of on-roll employees and contractual manpower

USAID Response: It is the responsibility of the Offeror to propose on-roll employees and contractual employees.

37. Are all the three functions centralized or decentralized? Further, only one location is to be covered as part of the review or there will be multiple locations? If there will be multiple locations, please specify the number of locations

USAID Response: The beneficiary HEI is located in one place and the HR, Finance, and Procurement departments operate from this one location.

38. We understand that the sub-process wise scope has not been defined. We have mentioned below the proposed sub-process wise scope of each in-scope process; please specify if any more activities to be covered or any activity to be eliminated?

USAID Response: The offerors may propose sub-processes and activities to be added and/or to be eliminated.

• Finance and Accounts - Controls over book closure activities - Treasury controls (Cash and Bank review) - Segregation of duties - Recoding of manual Journal voucher

USAID Response: The offeror should propose what activities are to be accomplished to build the capacity of the beneficiary in finance and accounts within the proposed 12-month period of performance.

• Procurement - Procurement Planning - Vendor selection and contracting - Purchase

Order Management - Receipt of Material (GRN) - Vendor Invoice Processing - Accounts payable including vendor advances - Vendor performance evaluation

USAID Response: The offeror should propose what activities are to be accomplished to build the capacity of the beneficiary in procurement within the proposed 12-month period of performance.

• Human Resource - Recruitment and selection - Attendance and leave monitoring -

Salary processing and payment - Payroll Accounting - Full and final settlements -

Employee loans and advances - Please specify if the contract manpower also to be covered under review? - Please specify if the labor related statutory compliances to be covered or not?

USAID Response: The offeror should propose what activities to be accomplished to build the capacity of the beneficiary in Human Resources within the proposed 12-month period of performance.

COST/BUDGET QUESTIONS

39. Is it expected that fixed fee would be equal to a certain percentage of cost?

USAID Response: The percentage of the fixed fee will be determined by competition

(market). However, per FAR 15.404-4, the fee for this particular contract shall not exceed

10 percent of the contract’s estimated cost, excluding fee.

40. The project cost mentioned is $5,000,000 to $7,000,000. Can we make our financial proposal lesser than this mentioned amount?

USAID Response: Yes. USAID will review for reasonableness using this range.

41. On page 83, (b) Other Price and Cost Detail Instructions indicates that the proposed detailed budgets for the three-year base period and one two-year option period must be shown separately. However, the expected period of performance for this contract is only

12 months. Could USAID please confirm that offers only need to submit a 12-month budget showing costs for the first six-months and second six-months as required the sample budget template (Attachment J.5)?

USAID Response: Section L.7 (b) of the RFP amended to read as “Offerors must use the sample budget template (Attachment J.5) of this solicitation”.

42. On page 85, it states salary/wages should be proposed in accordance with the Offeror’s personnel policies, be reasonable and in the market value of the position and must meet the regulatory requirements. It further states that proposed salaries for CCN must be within NTA scale. If it is proven certain positions’ market value are significantly higher than the NTA scale, would USAID consider providing waivers for the positions?

USAID Response: USAID is not considering providing a waiver for proposed salaries above the NTA.

43. On page 83, the RFP states the annexes to the cost proposal are limited to Annexes A-E;

however, on page 88, two additional items are listed under annexes under (k) information for each proposed subcontractor and (l) Representations, Certifications, and Other

Statements of Offerors. Would USAID confirm that items k and l can be included as annexes to the cost application?

USAID Response: Yes, confirmed.

44. Under Financial Proposal, Annex-D - A Statement that the Offeror has registered as an entity with System for Award Management (SAM). Kindly please further clarify this.

USAID Response: Additional information on SAM can be found here:

https://sam.gov/SAM/pages/public/index.jsf

45. Proposed detailed budgets for the three-year base and one two-year option period must be shown separately [L.7.(B)]. Please further clarify this. Is this is different from the Budget

Sample Sheet given in J.5.

USAID Response: Please see response to Question # 41 above.

46. Can USAID please clarify if past performances information (PPIs) is limited to 3 PPIs in total for both prime and subcontractors combined?

USAID Response: As stated under Section L.6 (d)(5), up to three (3) PPI of the most recent (over the last three years) and relevant contracts or task orders is required for the

Offeror and each major subcontractors for efforts similar to the work in the subject proposal.

47. Section L.7 (b) states “The proposed detailed budgets for the three-year base period and one two-year option period must be shown separately. In addition, the summary table must show a budget for both periods and an overall proposed budget.” Section M.4 also references the evaluation of base and option periods. May USAID please confirm that the budget submission required is for 12 months, and that the references to a budget with a 3-year base and 2 year option periods are in error?

USAID Response: Please see response to Question # 41 above.

48. For budgeting purposes, what award start-date would USAID have offerors assume?

USAID Response: The anticipated planned start date is November 1, 2020.

49. Section H.35.D of the RFP states that “annual salary increases of any kind of not more than 3% cumulatively may be granted after the employee’s completion of each 12-month period of satisfactory services under the contract.” We respectfully request that the above-mentioned salary restriction be removed from the RFP as it appears to be inconsistent with AIDAR 752.7007 Personnel Compensation, incorporated in the contract under H.9 which stipulates that personnel compensation be in accordance with the contractor’s established policies, procedures, and practices, with reimbursement subject only to the USAID Contractor Salary Threshold. The salary restriction above may https://sam.gov/SAM/pages/public/index.jsf preclude contractors from following their established policies, procedures and practices, as required by AIDAR 752.7007.

USAID Response: H.35 (d) is deleted in its entirety because this planned contract is only for one year.

50. Section L.7 (j) states that “(j) The cost proposal must have four parts: (1) completed

Standard Form (SF) 33, (2) proposed detailed cost/prices and its summary, (3) budget narrative and (4) annexes to cost proposal.” Section L.6 includes the SF 33 in the list of documents to be included with the technical submission. May USAID please advise whether offerors should submit the SF 33 twice, or if the reference to the SF-33 will be removed from one of the Volume requirements?

USAID Response: Please submit only one copy of SF-33. Double submission is not required.

51. Section H.35, regarding the return of overseas employees, states that “USAID will not reimburse any costs including airfares, mobilization, nor demobilization in the event that such employee/Consultant has not completed one (1) full year tenure in Afghanistan.”

Since this is a 12-month contract, would USAID consider removing this or reducing the tenure period specified?

USAID Response: Section 35 (c) is deleted in its entirety because this is a 12-month contract.

52. Annex G - Draft Security Plan, what is the page limitation for the Draft Security Plan?

USAID Response: There is no page limit for the security plan.

53. L.7 Part 2 - Proposed Costs/Prices (9), Is it the Offeror's responsibility to propose the security requirements needed in accordance with its Draft Security Plan? Or are Offerors required to price those elements listed on page 86 security costs to include personal security detail, security and security related communication equipment, etc.

USAID Response: The offeror must do both.

54. How many resources are required to be stationed at client location during (1) capacity building and (2) monitoring and reporting phase?

USAID Response: The offeror should propose.

55. Is there any specific experience or technical qualification requirement for resources to be deployed during capacity building phase?

USAID Response: The offeror should propose.

56. Please clarify if whether transactional level testing also needs to be done? if Yes, then, please specify

• If the transactional testing to be done basis data analytics or physical review of supporting documents is also required?

USAID Response: The Offeror should propose.

• What is the review period to be covered?

USAID Response: The Offeror should propose.

57. What is the accounting ERP in the organization?

USAID Response: This will be disclosed at the award stage.

58. Please specify if the accounting and data maintenance is centralized or decentralized?

USAID Response: The accounting and data maintenance systems should be centralized at the H in Kabul, Afghanistan. Further clarification will be provided at the award stage.

--- End of Amendment #01 ---