Promote Women's Leadership Development (WLD)

RFP-00108 - TT WLD Jawana and Scholarship Recruitment Campaigns

USAID Contract No. AID-306-I-14-00010

Request for Proposal (RFP) No. 00108

TT WLD Jawana and Scholarship Recruitment Campaigns

To: Offerors

From:Tetra Tech (WLD) Women’s Leadership Development Project

Date:January 14, 2016

Reference:USAID/Tetra Tech Contract No. AID-306-I-14-00010, WLD Project

Proposal Submission Deadline: February 14, 2015 (via email at 3:00 PM Kabul, Afghanistan local time)

Enclosed is a Request for Proposals (RFP) as referenced above. Tetra Tech WLD (henceforth Tetra Tech) invites potential Offerors to submit a best-price proposal for the work funded by the U.S. Agency for International Development (USAID) under the contract referenced above.

Schedule

  1. Type of Subcontract – An award resulting from this RFP will be a Firm Fixed Price Subcontract, with deliverable progress payments based on the final approved Pricing Matrix (Attachment B).
  1. Submission of Questions – Tetra Tech stands ready to answer any and all reasonable questions necessary to understand the requirements of this RFP. A reasonable question is one that is (a) not already adequately addressed in this RFP, and (b) has material relevance to the ability of a potential Offeror to prepare a fully responsive proposal. Tetra Tech will not provide guidance on preparation of an Offeror’s proposal or information regarding cost or pricing, or any other technical or administrative requirement that is addressed in the RFP package. Questions must be submitted no later than 28 January, 2016 (02:00 PM, Kabul, Afghanistan local time). Offerors are required to address questions to Tetra Tech via email: No questions will be answered over the phone or in person. Offerors must insert in the subject line of their email the full RFP Number and Subproject Name. All reasonable questions will be answered, and all such answers will be compiled in a Question & Answer (Q&A) List. Within two days or less of the question submission deadline, Tetra Tech will issue an amendment to the RFP with the Q&A List; if no reasonable questions are submitted, an amendment will not be issued.
  1. Amendment(s) – Tetra Tech reserves the right to amend this RFP up until 48 hours before the specified proposal submission date and time by means of a notification posted on ACBAR , ACCI and Promote Women’s Leadership and Development . As such, all interested Offerors must check the ACCI, ACBAR and Promote WLD websites for an applicable RFP amendment(s).
  1. Submission of Proposals – A proposal must be in English. The proposal must be submitted by email with two separate electronic files and clearly labeled: (1) Technical Proposal and (2) Price Proposal.

Incomplete and Late proposals shall not be considered for further process. All email electronic submissions are time stamp sensitive.

  1. A proposal shall be delivered to the listed email address and within the specified time below by no later than the Proposal Submission Deadline (date and time) specified above to:

The email subject line and attached files shall be clearly marked Proposal for RFP (number and name as shown above). Tetra Tech reserves the right to not evaluate a non-responsive proposal.

  1. Offeror’s Agreement with Terms and Conditions – The completion of all RFP requirements in accordance with the instructions in this RFP and submission to Tetra Tech of the technical and price proposals will constitute an offer and indicate the Offeror’s agreement to the terms and conditions in this RFP and any attachments hereto.
  1. Tetra Tech reserves the right to award a subcontract without discussion and/or negotiation; however, Tetra Tech also reserves the right to conduct discussions and/or negotiations, which among other things may require an Offeror(s) to revise its proposal (technical and/or price). Issuance of this RFP in no way obligates Tetra Tech to award a subcontract, nor does it commit Tetra Tech to pay any costs incurred by an Offeror in preparing and submitting a proposal.
  1. Compliance with RFP Instructions – Offerors are required to fully review all instructions and specifications contained in this RFP. Failure to so will be at the Offeror’s risk.
  1. Index of RFP – This RFP is comprised in its entirety of the following sections and attachments:

Sections of RFP

Section 1Technical Proposal Documents

Section 2Price Proposal Documents

Section 3Subcontract Requirements

Section 4Evaluation Criteria

Technical Package

Attachment A:Statement of Work

Attachment B:Bill of Quantities (BOQ) – Non-priced

ANNEX 1:DUNS Application Registration Instructions

Proposal Templates

Attachment B:Bill of Quantities (BOQ) – must be priced by Offeror

Attachment C: Proposal Cover Letter

Attachment D: Summary of Relevant Experience

Attachment E: Staffing Plan

Attachment F: Implementation Plan and Timeline

Attachment F II: Implementation Plan Machinery, Equipment and Tool List

Attachment G: Government of Islamic Republic of Afghanistan (GIRoA) Certifications

Attachment H: Certifications of Anti-Kickback and No Conflict of Interest + Lobbying + Procurement Information

Attachment I: Lower Tier Subcontracting Plan

Attachment I-II: Lower Tier Subcontracting Data Sheet

Attachment J: Vetting Form

Attachment K: Subcontractor Advertising and Media Samples

  1. Composition of Proposal – Offerors shall submit Technical Proposal Documents (Section 1) and Price Proposal Documents (Section 2) for the Works described in Attachment A of this RFP, using the templates represented in Attachments C through L (see above), and including an Offeror priced version of Attachment B.
Sections of RFP
(1 through 4)

Section 1 – Technical Proposal Components

The Technical Package for this RFP consists of Attachment A, which constitutes the complete statement of work that Tetra Tech WLD is soliciting proposals for by means of this RFP. In order for a responsible Offeror to prepare a responsive technical proposal, the Offeror shall complete and submit the formats presented below, i.e., Attachments C through L, which shall comprise the Offeror’s technical proposal.

Attachment C: Proposal Cover Letter – Letter must be on a company letterhead, sealed and signed by a person authorized to legally represent the Offeror. Use Attachment C.

Attachment D: Summary of Relevant Work Experience – Offerors should list five (5) current and previous projects that are relevant to the type of work covered by this RFP. Projects identified should be of a type similar to the RFP specified work. If an Offeror does not have projects of a similar type, they should identify projects that show the ability to perform works as close as possible to the type identified. The Offeror is required to distinguish between works performed as the prime contractor or subcontractor; dollar values should be based on the portion of the project performed, i.e., works performed as a subcontractor should only include the dollar amount of the subcontract and not the prime contract. Identified experience should be of a dollar value equal to or greater than the magnitude of this project; less consideration will be given for

projects identified that are lower than the magnitude of this project. Recently completed (past 6 months) or current works will be given greater consideration than older projects, and completed projects greater consideration than current projects.

Attachment D should be fully completed; incomplete and blank information could affect consideration given to an Offeror’s proposal in the technical evaluation phase. Tetra Tech-WLD reserves the right to contact all listed referenced clients. Use Attachment D.

Attachment E: Staffing Plan – The Offeror should describe the proposed technical and managerial team and attach copies of the CVs for the proposed personnel (e.g., Project Manager, Supervisor, etc…). If one individual fills more than one of these roles, please state this in the proposal. Identifying an individual in the staffing plan and not utilizing them in that capacity during subcontract performance may be grounds for Termination for Default of any resulting subcontract. Use Attachment E.

Attachment F: Implementation Plan and Timeline – The Offeror should prepare an Implementation Plan and Timeline in general conformity with Attachment F. The Implementation Plan and Timeline must list critical activities and tasks and include a timeline for their implementation, plus the identification of key milestones is required.

This Implementation Plan and Timeline shall demonstrate the Offeror understands all of the work requirements to successfully implement the RFP project. Use Attachment F or submit in Microsoft Project or Primavera (preferred).

Attachment F II: Implementation Plan Equipment, Machinery, Office Equipment and Tool Plan

The implementation plan shall reflect that the offeror understands the scope of work clearly and shall carry out the work in a planned, coordinated and realistic manner. The offeror should explain that how to achieve the expected quality and give details how to implement the project with his manpower, equipment, software, hardware, computers, procurement, logistic support, quality control in a proper execution and timely completion of the works with Tetra Tech WLD Project acceptance and satisfaction.

The offeror shall submit and provide a machinery, equipment, office equipment and tools list to Tetra Tech with this RFP. Identify the make, model, capacity and year of each machinery, equipment(s), office equipment(s) and tools. (If and As Applicable)

Attachment G: Government of Islamic Republic of Afghanistan (GIRoA) Certifications – The Offeror shall submit a copy of their registration certificate documenting authorization from GIRoA to legally conduct work in-country. A for-profit firm shall submit a current, valid copy, 4 months before expiration of its Afghanistan Investment Support Agency (AISA) registration in order to have its proposal evaluated and be considered for award. Use Attachment G.

Note: If Offeror plans to use a lower tier subcontractor, the same Attachment G and Attachment L required documents shall be submitted with the RFP offer. Failure to disclose subcontractor subcontracts shall serve as grounds for termination.

The offeror shall submit clear color copy of the owner(s) and the offerors authorized person(s) Tazkira and Passport for the prime subcontractor and the lower tier subcontractor(s).

The offeror shall identify If the owner is different that the listed person on the authorized business license. All required Tazkiras and or Passports shall be provided by the offeror.

Attachment H: Certifications of Anti-Kickback and No Conflict of Interest + Lobbying + Procurement Information – The Offeror must sign, stamp and submit a copy of the described U.S. government certifications. Use Attachment H.

Attachment I: Lower Tier Subcontracting Plan – The Offeror is required to disclose its plan to use lower-tier subcontracts. Offerors must disclose the names of all lower-tier subcontractors. The Offeror must disclose the specific percentage of work anticipated to be subcontracted regardless of percentage. The offeror must use the form provided in Attachment I: Lower Tier Subcontracting Plan. If “No Lower-Tier Subcontracting is planned”, then the Offeror must state this on Attachment I and submit the same as part of its technical proposal. Failure by an Offeror to identify lower-tier subcontractors in its proposal may be grounds for subsequent award Termination for Default. During the evaluation and/or negotiation process,

Tetra Tech-WLD reserves the right to request additional information (e.g., additional details for principal(s)

and employees, such has but not limited to owners and directors, past organizational performance information, etc.) regarding all proposed lower-tier subcontractors. This information will be submitted to

USAID. Additionally, in the event of award, the selected Offeror and all approved lower-tier subcontractors will be required to maintain payroll and personnel records during the life of the award and for three (3) years

after completion of the award. The exact lower-tier subcontracting requirements will be specified in the award. Use Attachment I.

Attachment I-II: Lower-Tier Subcontracting Data Sheet - The Offeror shall provide the support Lower – tier subcontractor information as required per data sheet. Offeror’s shall disclose the names of all lower-tier subcontractors. The Offeror shall disclose the specific percentage of work anticipated to be subcontracted regardless of percentage. The offeror shall use the form provided in Attachment I-II: Lower Tier Subcontracting data sheet.

Lower-Tier Subcontractor Data Required

The Subcontractor shall submit the Lower Tier Subcontractor’s information as required in Attachments E, F, G, H, I and J. The Lower Tier Subcontractor Attachment I and I-II if applicable to the Lower Tier Subcontractor.

Attachment J: Vetting Form offeror shall complete as indicated leaving Sections II and III blank.

Vetting is required for all subcontracts valued over $25,000 USD accumulatively and or at one time award value. All vetting information shall be accurate to avoid delays and approval by the US Government and USAID Vetting Unit.

Attachment K: Subcontractor Advertising and Media Sample offeror shall provide samples of their successful current and past advertising and media work activities in Kabul, Herat, Mazar-e-Sharif, Jalalabad and Kandahar provinces in Afghanistan.

Section 2 – Price Proposal

Attachment D: Bill of Quantities-Priced by Offeror – Attachment B of this RFP is a non-priced Bill of Quantities (BOQ) for the work presented in Attachments. An Offeror must complete the Bill of Quantities by pricing all applicable line items. After being fully priced by the Offeror, Attachment D will represent the Offeror’s Price Proposal and shall be submitted to Tetra Tech. When pricing the Bill of Quantities, the Offeror must comply with the following instructions:

  1. The rates and costs tendered in the BOQ shall, except insofar as it is otherwise provided under the Subcontract, include all costs related labor, supervision, overhead, materials, transportation, lodging, meals and incidental expenses, construction, maintenance, security, insurance, profit, taxes and duties, together with all general risk, insurances, liabilities and obligations set out or implied in the subcontract. In other words, all offered costs and the final price are on a fully burdened basis.
  1. When preparing the priced BOQ, the Subcontractor is required to:
  • Provide, as applicable, all Units and Quantities for all BOQ line items, e.g., Unit = m3 and Quantity = 50 for RCC.
  • Provide Unit Cost and Extended Cost for all line items.
  1. A rate or cost shall be entered against each item in the priced BOQ, whether quantities are stated or not. The cost of items against which the Offeror has failed to enter a rate or price shall be deemed to be covered by other rates and costs in the BOQ.
  1. Errors will be corrected for any arithmetic mistakes in computations or summation as follows: (a) where there is a discrepancy between amounts in figures and amount in words, the amount in words will govern; and (b) where there is a discrepancy between the unit rate and the total amount derived from multiplication of the unit cost and the quantities, the unit rate as quoted will govern, unless there is an

obviously gross misplacement of the decimal point in the unit cost, in which event the total amount as quoted will govern and the unit rate shall be corrected.

Note: The Price Proposal (priced Attachment D) shall be submitted in a separate email file and clearly labeled as such.

Section 3 – Subcontract Requirements

  1. Period of Performance

The Subcontractor shall complete all work under this subcontract within a negotiated, subcontract specified Period of Performance stated in calendar days from the time of award, and shall expeditiously work to complete the project to the standards of quality that the subcontract stipulates.

  1. Mobilization for Works

Upon award and signing of the subcontract, the subcontractor shall submit all the required materials list to Tetra Tech WLD Representative(s). (If and As Applicable)

Once the materials list have been approved by TT WLD the subcontractor shall be informed to mobilize all the required personnel (including but not limited to an experienced project supervisor), equipment, materials, and other implements in such numbers as will be required to initiate and complete the works. (If and As Applicable)

Non-construction related projects shall commence once the authorized TT WLD representative contacts the subcontractor with the required task assignments and deliverables and or milestones.

  1. Schedule of Works

Using the attachment titled Implementation Plan & Timeline as a template; the subcontractor will prepare a Work Plan and submit the same to the Tetra Tech Technical Representative for review and written approval within three days of subcontract award. As warranted during the implementation of the works, the Work Plan will be periodically updated by the subcontractor and submitted to the Tetra Tech Technical Representative for review and approval so as to remain current and accurate. (Timeline Schedule acceptable formats Microsoft (MS) Project and or Primavera)

  1. Deliverables

Before and during the implementation of the activity, the subcontractor shall deliver to Tetra Tech Technical Representative Deliverables 1 through 4 as specified in Attachment A. In addition the Subcontractor shall be required to submit Weekly Progress Reports and progression photos as specified by Tetra Tech Technical Representatives.

  1. Specification Changes

Any change in plans and specifications proposed by the subcontractor are required to be submitted to the Tetra Tech Technical Representative(s) for review and approval in written form (Subcontract Modification) prior to the commencement of changes. Under no circumstances may any approvals be considered binding that are not in the Tetra Tech authorized written format as prepared, issued and authorized by the Tetra Tech WLD Contract Department and the TT WLD Chief of Party.

  1. Requests for Information (RFI)

At any time during the course of the work, if the subcontractor needs additional information or has questions, he shall submit a written Request for Information (RFI) to the Tetra Tech Technical Representative.

  1. Executive Order on Terrorism Financing (AAPD 02-04, Mar 2002)

The Offeror is reminded that U.S. Executive Orders and U.S. law prohibits transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. It is the legal