RFP No. Musharikat-KBL-17-001, Mod. 1
Table of Contents
1.Introduction and Purpose
1.1Purpose
1.2Objectives
1.3Statement of Work, IQC (Indefinite Quantity) Subcontract
1.4Project Period of Performance
1.5Issuing Office
1.6Type of Award Anticipated
2.General Instructions to Offerors
2.1General Instructions
2.2Proposal Cover Page
2.3Questions regarding the RFP
2.4Eligibility Requirements
3.Instructions for the Preparation of Technical Proposals
3.1Technical Evaluation Criteria
3.2Contents of Technical Proposal
3.3Cost/Price Proposals
4.Final Offers and Negotiations
5.Basis of Award
5.1Best Value Determination
5.2Responsibility Determination
6.Inspection & Acceptance
7.Compliance with Terms and Conditions
7.1General Terms and Conditions
7.2Government Withholding Tax for Afghan Based Companies
7.3Source and Nationality
7.4Data Universal Numbering System (DUNS)
7.5Vetting Procedure
7.6Conflict of Interest Declaration for the Musharikat Subcontractor
7.7Whistleblower Protections Act
8.Attachments
8.1Attachment A: Scope of Work
8.2Attachment B: Proposal Cover Letter
8.3Attachment C: Fixed Price Labor Schedule
8.4Attachment D: Instructions for Obtaining a DUNS Number - DAI’S Vendors, Subcontractors
8.5Attachment E: Self Certification for Exemption from DUNS Requirement
8.6Attachment F: Past Performance Form
8.7Attachment G: Representations and Certifications of Compliance
8.8Attachment H: Proposal Checklist
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RFP No. Musharikat-KBL-17-001, Mod. 1
Synopsis of the RFP
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RFP No. Musharikat-KBL-17-001, Mod. 1
- RFP No.
- Issue Date, Modification No. 1
- Title
- Issuing Office
Promote Musharikat Kabul Office .
- Deadline for Receipt of Questions, Extended
All questions should be submitted via email to: . Questions or requests for clarificationsvia phone or in person will not be accepted.
- Deadline for Receipt of Proposals, Extended
All Offerors are required to submit one (1) electronic (soft) copy of their quotation via email to:
- Point of Contact
- Anticipated Award Type
DAI Musharikat reserves the right to issue more than one subcontract, as required, to meet project requirements.
- Period of Performance
- Basis for Award
To be considered for award, bidders must meet the requirements identified in Section 5.2Responsibility Determination.
- Compliance with Terms and Conditions
- Procurement Ethics
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RFP No. Musharikat-KBL-17-001, Mod. 1
1.Introduction and Purpose
1.1Purpose
DAI, the implementer of the USAID-funded Musharikat project,invites qualified offerors to submit proposals to provide event management services in support of project implementation.
1.2Objectives
This subcontract will provide event management services for the current three (3) Promote Musharikat coalitions during implementation of their regional advocacy campaigns. Therefore, the subcontract will support the following objective, sub-objective and activity of the Promote Musharikat prime contract:
- Objective 3: Increase awareness and support for women’s rights in all 34 provinces of Afghanistan.
- Sub-objective 3.1: Coalitions’ Campaign Plans Designed and Implemented
- Activity 3.1.2: Support Issue Based Coalitions to design and implement awareness ABC (Attitude and Behavior Change) strategies and campaigns
Now that the first three Musharikat Coalitions are formed, the project will work with each Coalition to design and deliver culturally effective, integrated, and far-reaching public awareness, outreach and advocacy campaigns that raise awareness of women’s rights, challenge social norms that are harmful to women, encourage more positive attitudes and behavior toward women, and strengthen women’s capacity to fully participate in Afghan society. These campaigns will be tailored to Coalition objectives and may include:
- Promoting awareness of existing laws, rules, and rights that offer women formal protections, and the importance of upholding them;
- Highlighting key pieces of legislation under consideration and their potential impact on women’s lives within the Afghan community, encouraging citizens to lobby lawmakers to support gender equality;
- Stressing the benefits of empowered women to families, communities, and countries; and,
- Educating women in culturally effective ways to increase their participation in the advancement of women’s equality and empowerment.
1.3Statement of Work,IQC (Indefinite Quantity) Subcontract
The current three (3) Promote Musharikat coalitions: Access to Economic Opportunity, Access to Education, and Violence against Women will implement regional advocacy campaign plans for one year beginning in July 2017. Musharikat acts as a provider of technical assistance and resources to support implementation of advocacy campaigns for women’s rights platforms decided and implemented by Afghan women leaders and tailored to the Afghan context.The Offeror shall provide event management servicesin support of the 3 coalitions’ advocacy plans.
Specifically, the Offeror will plan and manageall logisticsfor the following types of coalitionevents:
- Educational Workshops, Seminars and Trainings
- Consultative Workshops with Government Officials
- Conferences
- Community outreach contests (Wall Art/graffiti, essay contest, etc.)
- Community Stakeholder Meetings
The events will be heldin the five primary urban centers throughout Afghanistan - Kabul, Mazar, Jalalabad, Herat, and Kandahar as well as in capital cities of the other 29 provinces.
A detailed IQC Scope of Work (SOW) is provided in Attachment A.
1.4Project Period of Performance
The period of performance of the IQC subcontract resulting from this RFP shall be thedate of award plus 12 (twelve) months.
1.5Issuing Office
The Issuing Office and Contact Person noted in the above synopsis is the sole point of contact at DAI for purposes of this RFP. Any prospective offeror who fails to register their interest with this office assumes complete responsibility in the event that they do not receive direct communications (amendments, answers to questions, etc.) prior to the closing date.
1.6Type of Award Anticipated
DAI anticipates awarding anIQC Subcontract with Firm–Fixed-Price Task Orders. This subcontract type is subject to change during the course of negotiations.
An IQC Subcontract is:An Indefinite Quantity Contractused when the specific quantity of services and/or materials required is indefinite (not known). This type of subcontract allows for the issuance of Task Ordersto provide similar services, products, and materials as required by Musharikat within an established ceiling price and time frame.
Each Task Order SOW will fall within one of the categories of event management support outlined in the IQC subcontractand Musharikat will issue a request for task order proposal (RFTOP) when new work is required. Task Orders will have individual scopes of work and budgets negotiated with payments made upon completion of deliverables. The aggregate value of all Task Orders issued under the IQC subcontract cannot exceed the total ceiling.
A Firm-Fixed-Price (FFP) Task Order is: A task orderissued for a total firm-fixed-price for the provision of specific services, goods, or deliverables and is not adjusted if the actual costs are higher or lower than the fixed price amount. The winning subcontractor/s is expected to include all costs, direct and indirect, into their proposed task order prices.
DAI Musharikat reserves the right to issue more than one subcontract, as required, to meet project requirements. If DAI determines that one Offeror does not possess the geographic experience and/or capacity to successfully implement event management activities in all provinces, separate subcontracts may be issued on a regional basis.
2.General Instructions to Offerors
2.1General Instructions
“Offeror”, “Subcontractor”, and/or “Bidder” means a firm proposing the work under this RFP. “Offer” and/or “Proposal” means the package of documents the firm submits to propose the work.
Registering for RFP/Expressing Interest in submitting proposal:
Offerors who wish to submit a proposal should register their intent by sending an email to with the subject “Register for RFP Musharikat-KBL-17-001.” This will ensure that the Offeror obtains copies of any modifications to the RFP as well as responses to questions.
Closing date for submission of proposals: Proposals are due by 4:00 pm local time Kabul on 20July 2017. All Offerors are required to submit one (1) electronic copy of their quotation via email to Offers received after the closing date will not be considered, except under extraordinary circumstances, at the discretion of DAI.
Offerors wishing to respond to this RFP must submit proposals, in English, in accordance with the following instructions. Offerors are required to review all instructions and specifications contained in this RFP. Failure to do so will be at the Offeror’s risk. If the solicitation is amended, then all terms and conditions not modified in the amendment shall remain unchanged. Keep in mind that on slower internet connections, large proposal files may take a long time to upload. Package your proposal properly to reduce the file size (save as a single compressed PDF file, and select Minimum Size).
2.2Proposal Cover Page
A cover page shall be included with the proposal on the Offeror’s company letterhead with a duly authorized signature and company stamp/seal using Attachment B as a template. The cover letter MUST contain the following information:
- Title of RFP: (from the front page of this RFP document)
- RFP Number: (from the front page of this RFP document)
- Company Name:
- Company Address:
- Name of Company’s authorized representative:
- Telephone No, Mobile Phone #, Email address:
- Type of Registration and Registration Number:
- Acceptance of Tax Withholding Statement and TIN
- DUNS number (or statement of agreement to obtain a DUNS)
- The Offeror will certify a validity period of ninety (90) calendar days for the prices provided.
- Signature and date
Issuance of this RFP in no way obligates DAI to award a subcontract or purchase order. Offerors will not be reimbursed for any costs associated with the preparation or submission of their proposal. DAI shall in no case be responsible for liable for these costs.
The submission to DAI of a proposal in response to this RFP will constitute an offer and indicates the Offeror’s agreement to the terms and conditions in this RFP and any attachments hereto. DAI reserves the right not to evaluate a non-responsive or incomplete proposal.
2.3Questions regarding the RFP
The closing date for submission of questions or requests for clarification is 4:00 pm local time Kabul on 17 July 2017.
Each Offeror is responsible for reading and complying with the terms and conditions of this RFP. Requests for clarification or additional information must be submitted in writing via email to . No questions will be answered by phone or in person. Copies of questions and responses will be distributed in writing to all prospective bidders who are on record as having registered their interesting in submitting a proposal in response to this RFP.
2.4Eligibility Requirements
Firms and NGOs registered and operating in Afghanistan are eligible to submit a proposal in response to this RFP. Firms and NGOs must have a valid Afghan business license or registration to be eligible for award. In addition, Offerors must have at least two years documented experience in management of events such as conferences, training, or workshops.
Note - Organizations included in the List of Parties Excluded from Federal Procurement and Non-Procurement Programs are not eligible for Federal awards. In addition, organizations are not eligible for awards if they have members who appear in the U.S. Department of Treasury’s List of Specifically Designated Nationals (OFAC’s Sanctions List) and Blocked Persons or who have been designated by the United Nations Security (UNSC) sanctions committee established under UNSC Resolution 1267 (1999) (the 1267 Committee) as an individual linked to Taliban, Osama bin Laden, or Al Qaeda organization.
3.Instructions for the Preparation of Technical Proposals
Technical proposals shall be submitted in a separate electronic file from cost/price proposals, and shall be clearly labelled “VOLUME I: TECHNICAL PROPOSAL.” The technical and cost proposals may be submitted in the same email, but must be separate files.
3.1Technical Evaluation Criteria
Proposals will be assigned to each proposal during evaluation according to the following criteria:
Evaluation Criteria / Maximum Points- Technical Approach & Work Plans
- Personnel Qualifications & Staffing Plans
- Corporate Capabilities, Experience & Past Performance
Total Points / 100 points
3.2Contents of Technical Proposal
The Technical proposal should address all the requirements listed in this RFP and comprised of the following sections numbered accordingly:
[A] Technical Approach & Work Plans: Total possible points =25
This Offeror shall describe itstechnical approach, methodology and work plan for accomplishing the anticipated IQC SubcontractScope of Work.
Note: To prepare the technical proposal, Offerors should refer to Attachment A: Scope of Work and Estimated Quantities for the IQC Subcontract. The table in this section includes theestimated quantities, types of activities, and locations for which event management services will be provided.
Offerors should demonstrates their ability to achieve timely and acceptable performance of the proposed work. Offerors are reminded that time is of the essence when delivering services under the subcontract resulting from this RFP.
This section will be scored based on the extent to which the technical approach and methodology is clear, logical, well-conceived, and technically sound, reflects appreciation for the likely problems to be encountered, and directly addresses the objectives identified in the Statement of Work. The Work Plan will be reviewed for expediency and realism.
[B] Personnel Qualifications & Staffing Plan: Total possible points=30
The Offeror shall demonstrate its technical staffing expertise and staff capacity to undertake the project.
For each key person identified in the proposal, the Offeror shall provide a CV not exceeding 2 pages inlength and in chronological order starting with the most recent experience. Female staff are preferred.
This section will be scored on the extent to which the staffing plan incorporates personnelwho have the experience and ability to effectively carry out the scope of work. This section should include two parts:
1)The Offeror’s proposed personnel and staffing plan with roles and responsibilities clearly defined for each staff member proposed for accomplishing the anticipated IQC Subcontract Scope of Work.
Note: To prepare the technical proposal, Offerors should refer to Attachment A: Scope of Work and Estimated Quantities for the IQC Subcontract. The table in this section includes theestimated quantities, types of activities, and locations for which event management services will be provided.
[C]Corporate Capabilities, Experience & Past Performance: Total possible points =45
The proposal must provide a detailed account of the Offeror’s record in event management for workshops, training, and conferences demonstrating experience managing all logistics, registration, transportation, food/refreshments, and audio-visual requirements.
1)List of Relevant Previous Projects - Offerors must provide a list of 3 -5 previous projects which include event management for workshops, training, conferences of similar or greater size/scope implemented in Afghanistan over the last 5 years. Offerors may include projects where Offeror acted as a subcontractor if relevant.
This information shall be supplied as a table, and shall include the legal name and address of the organization for which services were performed, a description of work performed, the duration of the work and the value of the contract, and a current contact phone number and email of a contact person at the organization who is familiar with the Offeror’s performance. Use Attachment F, “Past Performance Form” to provide this information.
2)Copies of Previous Contracts – Provide copies of the cover page of three (3) previous awards which include event management in the SOW as verification of relevant experience. Redacted versions of the cover page will be accepted.
3)In addition, Offerors must provide at least three (3) positive past performance references letters for event planning and management which verify successful completion.
4)Finally, a description of the Offeror’s corporate capabilities must be included in the proposal, which outlines management capacity and experience to design and implement the media campaign.
Proposals will be scored based on the extent to which the Offeror has successfully managed similar events and how lessons learned from those activities could be applied to this subcontract. Scores will also reflect the Offerors’ ability to deliver projects on time and within budget.
3.3Cost/PriceProposals
Cost/Price proposals shall be shall be submitted in a separate electronic file fromtechnical proposals, and shall be clearly labeled as “VOLUME II: COST/PRICE PROPOSAL”. The technical and cost proposals may be submitted in the same email, however, make sure that you do NOT include any cost information in the technical file. Technical and Cost proposals are evaluated independently.
Cost proposals must be submitted in Afghani currency (AFN) and must include the following documents:
[A] Budget
Offerors must complete the excel template titledAttachment C: Fixed Price Labor Scheduleand submit it as part of Volume II.
Instructions for Completion of Attachment C: Fixed Price Labor Schedule
- Offerors should enter all labor categories/positions required to provide event management services for the event types 1-6, and the level of effort required for each position. Sample categories are entered in red font.
- In the “Fixed Daily Rate” column, fully “loaded” daily rates should be entered.
- Fully loaded is defined as the actual salary paid for that labor category/position with the following items added: Payroll costs (fringe benefits, etc.), indirect costs applicable to labor, and profit or fee, if any. Fixed daily (loaded) rates must include consideration of the subcontractor's established personnel policies and procedures, except what is covered as Other Direct Costs.
- To determine the mix of labor categories and level of effort required for event management of Event Types 1-6, Offerors should refer to Attachment A: Scope of Work, IQC Subcontractwhich provides a detailed list of tasks to be performed by the subcontractor. To better understand the labor requirements, the number of participants, anticipated locations for the events, and assumptions are included in Attachment A as well as on Attachment C, excel spreadsheet.
- Based on the calculations, Offerors should then provide the total fixed unit price for Labor for EACH event. For example, in Row 10, Offerors should include the total fixed labor cost for event management of EACH single Training, Workshop or Seminar (2 day event).
- In addition, Offerors must provide the total fixed price labor, for the estimated quantity of the specific event. For example, in Row 11, Offerors should include the total labor cost for provision of event management services for all 78 Training/Workshops or Seminars (2 days). Note that formulas are already entered in the excel spreadsheet for these calculations.
This schedule will be used by DAI for determining reasonableness and realism of the fixed “loaded” labor rates and level of effort. In addition, the fixed unit labor prices provided by Offerors for event management of various events (e.g. conferences) in Attachment C will be compared across all proposals received. While Musharikat believes in cost savings, loaded labor rates and LOE should be realistic and feasible for the services to be provided.