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AECOM International Development
Stability in Key Areas-West (SIKA-West)
Bagh-e-Azadi Street
District 5, Near Tabiban Clinic
Herat, Afghanistan
To: Offerors
From: Stability in Key Areas-West (SIKA-West)
Date: September 23, 2012
Subject: Request for Proposal (RFP) Number SIKA-West-HT-12-09-02
Subproject
Name and No: SIKA-West-HT-12-09-02: SIKA-West Custom Database Design, Implementation &
Training
Reference: USAID/AECOM Contract No. AID-306-C-12-00004, Stability in Key-Areas (SIKA-
West)
Dear Offerors:
Enclosed is a Request for Proposal (RFP) for “SIKA-West Custom Database Design, Implementation
& Training” in Afghanistan. SIKA-West invites Offerors to submit a best-price proposal for the work
funded by the U.S. Agency for International Development (USAID) under Contract No. AID-306-C-
12-00004, Stability in Key Areas-West (SIKA-West).
I. Type of Subcontract – A Firm Fixed Price Subcontract is contemplated with an anticipated
duration of two (2) months.
II. Submission of Questions – The SIKA-West Subcontracts Unit is ready to answer questions
and provide assistance in understanding the requirements of this RFP. SIKA-West will not
provide technical guidance on preparation of your proposal regarding exact information to
provide cost or pricing, or any other technical requirement. Questions may be submitted no
later than 2 October 2012 (4:00 pm. Herat, Afghanistan local time) to the Subcontracts Unit
via email at grants.subcontracts@sikawest.com. No questions will be answered over the
phone or in person; all questions must be submitted in writing. Offerors must insert in the
subject line of their email the full RFP Number and Project Name (e.g. SIKA-West-HT-12-
09-02, SIKA-West Custom Database Design, Implementation & Training.
III. Submission of Proposals – Both Technical and Price Proposals must be in English and
comprised of one (1) original hard-copy and one digital copy (on CD-ROM). Proposals must
be delivered to the address below no later than 8 October 2012 (2:00 pm Herat, Afghanistan
local time) to:
Stability in Key Areas-West Office
Nikbakht Brothers Compound
Bagh-e-Azadi Street
District 5, Near Tabiban Clinic
Herat, Afghanistan
Attention: Subcontracts Unit
Page 1 of 28
Request for Proposal (RFP) Number SIKA-West-HT-12-09-02
Both the hard and soft copy (on CD-ROM) of the Technical and Price proposal shall be
placed in a sealed envelope clearly marked “Proposal for RFP SIKA-West-HT-12-09-02” and
“TO BE OPENED ONLY BY A SUBCONTRACTS INDIVIDUAL WHO IS NOT A
MEMBER OF THE EVALUATION COMMITTEE AND A WITNESS.” The CD-ROM
version does not need to include signed and stamped versions of the documents so long as the
required signed and stamped documents are included in the hard copy version. SIKA-West
reserves the right not to evaluate a non- responsive proposal. Please note that no drawings or
photos should be submitted as part of the proposal. The proposal must be submitted in two
parts under separate, sealed envelopes and clearly labeled: (1) Technical Proposal and (2)
Price Proposal.
Electronic submittals meeting the standards listed above are acceptable. Electronic submittals
are date stamped with the time received into SIKA-West servers. This time may be later than
when sent by the Offeror.
Electronic submissions must be addressed to grants.subcontracts@sikawest.com and received
no later than the proposal deadline. The subject line of the proposal email must be “SIKA-
West-HT-12-09-02”.
Submission of the proposal to any other email account or copied to any other email account
will be considered a non-responsive bid.
IV. Offeror’s Agreement with Terms and Conditions – The completion of all RFP
requirements in accordance with the instructions in this RFP and submission to SIKA-West 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. SIKA-West reserves the
right to award a subcontract without discussion and/or negotiation; however, SIKA-West 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 SIKA-West to award a subcontract, nor does it commit SIKA-West to pay any
costs incurred by the Offeror in preparing and submitting the proposal.
V. Compliance with RFP Instructions – Offerors are required to fully review all instructions
and specifications contained in this RFP. Failure to do so will be at the Offeror’s risk.
VI. Confirmation of Receipt of RFP – Please confirm receipt of this RFP by email within 72
hours. Failure to confirm receipt may disqualify a recipient from consideration of award under
this RFP.
VII. Index of RFP – This RFP is comprised in its entirety of the following sections and
appendices:
Sections of RFP
Section 1 Statement of Work
Section 2 Proposal Submission Documents
Section 3 Technical Proposal Components
Section 4 Price Proposal Components
Section 5 Inspections and Acceptance
Section 6 Subcontract Requirements
Section 7 Evaluation Criteria
Appendices
Appendix A Proposal Cover Letter
Appendix B Proposal Checklist
Appendix C Summary of Relevant Work Experience
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Request for Proposal (RFP) Number SIKA-West-HT-12-09-02
Appendix D Past Performance References
Appendix E Implementation Plan, Timeline (Excel Format) & Coordination Plan
Appendix F Staffing Plan
Appendix G Management Capability Information
Appendix H Price Proposal Cover Letter
Appendix I Priced Deliverables and Payment Schedule
Appendix J Detailed Cost Breakdown (Excel Format)
Appendix K Afghanistan NGO Registration Certificate/ Copy of AISA Business License
Appendix L Tax Exemption Certificate (issued by MOE)
Appendix M Organizational Resources & Financial Capability
Appendix N Marking Plan
VIII. Composition of Proposal – The proposal is comprised of Technical (Section 3), and Price
(Section 4) for the activities described in the Statement of Work (Section 1). The proposal
will consist of Appendix A through N (see above).
Sections of RFP
(1 through 7)
Section 1 – Statement of Work
1.1 Introduction
USAID has contracted AECOM to implement the Stability in Key Areas-West Project in Western
Afghanistan. AECOM will support Afghan citizens and the Government of the Islamic Republic of
Afghanistan (GIRoA) sub-national offices in Farah, Herat, Badghis and Ghor Provinces. This will be
accomplished by building GIRoA capacity at the provincial and district level and working with
District Entities (DEs).
Stabilization programming will prepare the sub-national entities for the transition from stabilization to
traditional development. The ultimate goal of the stabilization programming is to eliminate sources of
instability while at the same time supporting and promoting good governance and sustainable
development that are Afghan owned, Afghan led and sustained by existing Afghan institutions. SIKA-
West is a project of USAID/Afghanistan in collaboration with SIKA-East, North and South.
1.2 Background and Statement of Problem
SIKA-West is requesting proposals from qualified database developers to develop a custom database,
implement the database, and train the SIKA-West M&E Database Officer on its use and maintenance.
Currently the SIKA-West database, tracking 36 separate indicators, is on numerous Excel
spreadsheets, and SIKA-West intends for all existing databases to be incorporated into one Access-
based system, that will be maintained from the SIKA-West HQ in Herat.
Based on the project work plan, it has become essential that SIKA-West implement a technological
platform that provides for more efficient database and reporting systems to be utilized by SIKA-West
staff and management. The first step in this process is to consolidate all Excel spreadsheets onto an
Access database.
1.3 Objectives
The purpose of this RFP is to solicit proposals for an Access database, consolidating SIKA-West’s
existing Excel database, and all existing reporting templates for 36 separate indicators, and
photographs.
An important requirement of this proposal will also be to build the capacity of SIKA-West’s Database
Officer to be able to maintain and update the Access database. The contractor must be able to supply
general onsite support services for this database at the SIKA-West offices in Herat for an agreed upon
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Request for Proposal (RFP) Number SIKA-West-HT-12-09-02
number of hours per week. The rest of the time the contractor can work on the design and
modifications of the database from a remote location.
1.4 Estimated Project Duration
The proposed project duration is approximately two (2) months, including project start-up, closedown
and any necessary modifications. The project is expected to start on 22 October 2012 and end on 19
December 2012.
1.5 Expected Outcomes
Design Access-based database incorporating all SIKA-West existing Excel databases,
reporting templates for 36 separate indicators and program photographs.
Implement database following feedback from SIKA-West M&E Manager and Database
Officer.
Train one (1) Database Officer on the maintenance and updating of database. This may
involve allowing the Database Officer to shadow the database developers.
1.6 Activities
As follows, please find a description of activities or tasks the selected subcontractor will implement
during the different phases of the database development. The below is not meant as a comprehensive
list, but rather overall guidelines as relates to important phases of the database development.
Specifically, the subcontractor will perform the following activities:
A. Database Design
During the preparation and start-up of the training activity, the subcontractor must complete
the following tasks. Several tasks may run concurrently.
1. Conduct a needs assessment based on SIKA-West contractual requirements to USAID
and the SIKA-West PMP, to ensure that the database meets program requirements.
2. Work with the M&E Manager and Database Officer to modify the existing data collection
template.
3. Work with the M&E Manager and Database Officer to design Versions 1.0 of the
database.
4. Incorporate weekly, monthly and quarterly reporting requirements into the database.
5. Modify database following SIKA-West feedback. Feedback may be received multiple
times as issues arise and SIKA-West staff beta-test the database.
B. Database Implementation
1. Install the database on a terminal in the SIKA-West Herat office
2. Install the database on SIKA-West’s online data storage site, OneSource, enabling the
Database Officer to regular upload a backup copy of the database to OneSource
3. Set up a system allowing Provincial Satellite Offices to send data to Herat HQ office on
Excel spreadsheets, and then be uploaded by the Database Officer
4. Set up system to allow Database Officer to generate monthly reports from the database
according to the requirements of SIKA-West’s Performance Monitoring Plan (PMP)
C. Training
1. Train the SIKA-West Database Officer to be able to maintain and update database.
2. These training sessions may involve allowing the Database Officer to shadow the database
designer and be involved at every level of the database design.
3. A key component of this training will be a practical test of the Database Designer to ensure
he/she is able to maintain the database, generate reports and solve any minor issues.
Throughout each phase of the process, the selected subcontractor will work in consultation with the
SIKA-West Point of Contact (POC), Clint Lambert, M&E Manager.
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Request for Proposal (RFP) Number SIKA-West-HT-12-09-02
1.7 Staffing
Prior to administration of the database development, the subcontractor, if necessary, will provide
training to its database development team and share its training materials with SIKA-West. A staffing
plan must be included in the technical proposal that demonstrates adequate expertise, training, and
supervision for a database of the intended scale and complexity.
1.8 Administration
Prior to implementation the subcontractor will submit a detailed timeline so that the SIKA-West POC
will be able to identify exactly when and where each sampling point identified by SIKA-West will be
surveyed. As the database is developed, the subcontractor will provide ongoing, weekly reports of
database development activities, challenges encountered and recommended solutions.
1.9 Deliverables & Due Dates
Upon award of a subcontract, the deliverables detailed in below table will be submitted to SIKA-West
according to deadlines established by the selected subcontractor. The deliverables are intended as
evidence or confirmation that the activities have been successfully completed. The Offeror should
detail proposed costs per deliverable in Appendix H Priced Deliverable and Payment Schedule.
All of the deliverables must be submitted to and approved by SIKA-West before payment will be
processed.
No. Deliverable Description Due Date
1 Deliverable 1: Database Data Collection Templates Due 7 days after subcontract
In conjunction with SIKA-West refine existing data collection award – 29 October 2012
templates to meet data collection requirements for all 36
indicators.
2 Deliverable 2: SIKA-West Database Version 1.0 Due 21 days after subcontract
In conjunction with the SIKA-West Database Officer, design a award – 12 November 2012
draft version of the SIKA-West Database that will enable staff
to field test it and provide feedback.
3 Deliverable 3: SIKA-West Database Version 2.0 Due 28 days after subcontract
In conjunction with the SIKA-West Database Officer, design a award- 19 November 2012
Version 2.0 of the SIKA-West Database, based on feedback
provided by staff. The database designer must also provide
explanations on why some comments or requirements could not
be incorporated into the Database 2.0.
4 Deliverable 4: SIKA-West Database Version 2.1 Due one month after Version 2.0
Following the end of the project the Database Designer will be is completed -19 December 2012
available to make any additional modifications to the database
for a period of one month, allowing staff to use and report any
glitches in the system. The M&E Database Officer will be
responsible for making changes, and the Database Designer
will provide support.
5 Deliverable 5: Trained SIKA-West Database Officer Due 28 days after subcontract
At the end of the project the Database Designer will administer award- 19 November 2012
a test of the SIKA-West Database Officer, to ensure he/she has
the capacity to modify the database, manipulate data and
provide necessary reports. The M&E Manager will also be
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Request for Proposal (RFP) Number SIKA-West-HT-12-09-02
No. Deliverable Description Due Date
administering an independent test as well to monitor the
performance of the Database Officer. Recommendations for
additional training can be made at this point.
5 Deliverable 5: Final Report Due at the same time as the final
The Subcontractor will submit a final report in the English 2.1 version of the database - 19
language containing lessons learned, challenges encountered, December 2012
and the methods used to overcome them. The final report is
expected to be roughly 5-10 pages. The report will be made
available only to the SIKA-West program. The report will be
e-mailed to the SIKA-West M&E Manager and a copy
emailed to the subcontracts manager.
Section 2 – Proposal Submission Documents
Appendix A: Proposal Cover Letter – The Offeror shall complete, sign and submit the cover letter
found in Appendix A.
Appendix B: Proposal Checklist – The proposal must contain a completed copy of the template
shown in Appendix B.
Section 3 – Technical Proposal Components
Note: Appendices C through G shall comprise the Technical Proposal.
Appendix C: Summary of Relevant Work Experience – Offerors must submit evidence of previous
experience in implementing a vocational training program and documentation of successful
completion. Offerors must use Appendix C to provide the requested information.
Appendix D: Past Performance References – Within Appendix D of the proposal, Offerors must
include copies of letters from past or current clients as documentation of successful performance.
Appendix E: Implementation Plan, Timeline & Coordination Plan– Offerors will provide a draft
work plan (matching activities to the timeline and persons responsible for activities) that lays out all
activities to match the allotted timeframe.
Required sample documents shall be submitted in accordance with the Statement of Work. The work
plan/strategy shall be submitted as Appendix E and must include the following items:
a. Appendix E.1: Draft Implementation Plan (matching activities to the ongoing work, timeline
and persons responsible for activities) – The draft implementation plan should include steps of
assessment and survey planning, rounds of implementation, analysis and reporting.
b. Appendix E.2: Implementation Timeline – Using the Excel format provided in Appendix E
c. Appendix E.3: Coordination Plan – This plan should demonstrate how the project will be linked
to other programs or other SIKA-West components, as well as the local government, and key
local partners.
Appendix F: Staffing Plan – Within Appendix F of the Technical Proposal, Offerors must describe
the technical and managerial team proposed for the project and attach copies of the resumes for the
proposed senior positions (e.g., Project Manager). If one individual fills more than one of these roles,
please state this in the proposal.
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Request for Proposal (RFP) Number SIKA-West-HT-12-09-02
Appendix G: Management Capability Information – Offerors shall provide the following information
as Appendix G. Offerors must discuss the following:
1. How long the organization has been in existence
2. The organization’s mission and objectives
3. How the organization’s mission relates to the proposed activities in the Statement of Work
a. Appendix G.1 Audited Financial Statements - The Offeror must submit audited financial
statements for the last three years certified by an independent public accountant. If the Offeror
does not have audited financial statements, internal financial reports should be submitted.
b. Appendix G.2: Within Appendix G.2, the Offeror should submit a copy of the Organization
Chart, and a description of the management structure and oversight procedures.
Section 4 – Price Proposal
The Price Proposal must be under separate, sealed envelope and clearly labeled as such.
Appendix H: Price Proposal Cover Letter The Offeror should complete, sign and submit the Price
Cover Letter found in Appendix H.
Appendix I: Priced Deliverables and Payment Schedule – Offerors must enter their prices on
Appendix I for all specified Deliverables. Price shall include all labor, other direct costs (materials, etc.)
and overhead.
Appendix J: Detailed Cost Breakdown – A cost breakdown of summary prices provided in Appendix I
must be included in Appendix J, which outlines costs per deliverable by labor (by person and daily rate),
materials, security, training, production costs, overhead and other costs. This must be submitted in Excel.
The Offeror may not include a separate line for tax. This must be factored into the overall cost.
Appendix K: Afghanistan NGO Registration or AISA Certificate – The Offeror should submit a
copy of their registration certificate documenting the NGO’s authorization from the Government of
Afghanistan to conduct work in-country. All for-profit firms must submit a copy of their AISA
registration in order to have its proposal evaluated and be considered for award.
Appendix L: Tax Exemption Certificate- If the Offeror is a NGO and exempt from tax withholding,
then a copy of the Tax Exemption Certificate issued by the Ministry of Economy must be attached as
Appendix L.
Appendix M: Organizational Resources & Financial Capability Questionnaire Offerors shall
provide the following information as Appendix M. Offerors must discuss the following:
1. The resources (financial, material, human etc.) that the organization will utilize in support of the
proposed activities.
2. Appendix M.1: Audited Financial Statements: Offerors must provide audited financial statements
for the last three years and certified by an independent public accountant. If the Offeror does not
have audited financial statements, internal financial reports must be submitted.
3. Appendix M.2: Financial Capability Questionnaire. The Offeror must complete and submit the
questionnaire included as Appendix M2.
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Request for Proposal (RFP) Number SIKA-West-HT-12-09-02
Section 5 – Inspection & Acceptance
The SIKA-West Project Manager will inspect from time to time the services being performed to
determine whether the activities are being performed in a satisfactory manner, and that all equipment or
supplies are of acceptable quality and standards. The subcontractor shall be responsible for any
countermeasures or corrective action, within the scope of this RFP, which may be required by the SIKA-
West Project Manager, SIKA-West Chief of Party and/or USAID representative as a result of such
inspection.
Section 6 – Subcontract Requirements
6.1 Executive Order on Terrorism Financing – 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 responsibility of the contractor to
ensure compliance with these Executive Orders and laws. This provision must be included in all purchase
orders/sub-awards issued under the Prime Contract. In addition to conducting a background check for
any new personnel, the Offeror agrees to conduct a search for the prospective employees name on the
following site: http://www.treasury.gov/offices/enforcement/ofac/sdn/index.html
6.2 Communications with USAID and Other Agencies – All of the Offeror’s written or oral
communications with or to USAID including the FPO (Field Program Officer) or Development Advisor,
the Provincial Reconstruction Team, or ministries relative to the proposed activities must be through or
with the authorization of SIKA-West, which can be requested by contacting the SIKA-West
Subcontracts, Grants, and Compliance Manager for this RFP.
6.3 English Language Requirement – All work plans, reports and other deliverables shall be
provided in English. The Offeror shall have a minimum of one English speaking representative at all
times when work is in progress.
6.4 Government of Afghanistan Tax Withholding – Pursuant to Article 72 of the Afghanistan
Tax Law dated March 2009, SIKA-West is required to withhold income taxes from the gross amounts
payable to all Afghan for-profit subcontractors/vendors and transfer this to the Ministry of Finance Tax
Division (MOF). In accordance with this requirement, SIKA-West shall withhold two percent (2%) tax
from the gross amount of each invoice received from for-profit Afghan subcontractors/vendors with
active current AISA license. If Offeror is a for-profit firm, a copy of the organization’s AISA license
must be submitted with the proposal. If selected for award, your firm’s Tax Identification Number (TIN)
must be submitted to SIKA-West prior to issuance of the Subcontract. This withholding tax applies to all
for-profit vendors/subcontractors who provide supplies, materials, construction and services. This tax is
not applicable to non-profit organizations.
6.5 Branding Implementation Plan and Marking Plan - Markings under this subcontract shall
comply with the USAID “Graphic Standards Manual" available at www.usaid.gov/branding or any
successor branding policy. In accordance with ADS 320 “Branding and Marking,” this subcontract
incorporates USAID’s policy directives and required procedures on branding and marking of USAID-
funded programs, projects, activities, public communications, and commodities with the USAID identity.
The Branding Implementation Plan and Marking Plan are included as an appendix to the awarded
subcontract.
Section 7 – Evaluation Criteria
7. 1 Technical and Financial/Management Capability - The Offeror’s proposals shall be
evaluated to determine overall technical capability to effectively implement the project. The sub factors
used to determine this will be:
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Request for Proposal (RFP) Number SIKA-West-HT-12-09-02
a. Number of completed projects (5 points) – This score relates to the number of projects the
organization has implemented.
b. Demonstrated geographic experience (10 points) – The Offeror will receive maximum points
if it has implemented activities within the Districts and Provinces described in Section A.2. of the
Statement of Work.
c. Relevancy of projects (ongoing and completed) (10 points) – This relates to the type of
activities the Offeror has implemented (e.g. training, surveys, communications).
d. Implementation Plan & Timeline (15 points) – Does the Offeror understand the activities to be
undertaken, the order in which they should occur and timeline by which they should be
completed?
e. Coordination Plan (10 points) – This is based on the Offeror’s proposed plan for coordinating
with relevant GIRoA Ministries, other SIKA-West activities and local partners.
f. Afghan NGO/Firm (5 points) – Is the Offeror registered with the appropriate GIRoA Ministry?
g. Discussion of Past Performance (15 points) – This is dependent upon all information presented
by the Offeror in Appendix D.
h. Staffing Plan (20) – Do the proposed technical and managerial staff have the skills, education
and experience necessary to implement the activity?
i. Financial and Management Capacity (10 points) – Does the Offeror have the financial and
management capacity to complete the activity. Appendix G will be reviewed and evaluated.
7.2 Selection by Means of Best Value Determination
SIKA-WEST shall select for award by making a best value determination. A best value determination
means that, in SIKA-West’s estimation, the selected offer will provide the greatest overall benefit to the
SIKA-West project in response to the requirements stated in this RFP. SIKA-West will use the trade-off
process to make a best value determination, which means that it may be in the interest of SIKA-West to
consider award to other than the lowest priced Offeror or other than the highest technically rated Offeror.
The evaluation factors and allocated points are presented in Section 7.1 of this RFP. In total, the technical
evaluation factors, when combined, are significantly more important than the total offered price. This
process permits trade-offs among price and non-cost factors and allows SIKA-West to accept other than
the lowest price proposal. The perceived benefits of a higher price proposal shall merit the additional
cost. However, even though technical factors are significantly more important than price, cost data will
be evaluated on the basis of cost reasonableness, allowability and realism based on the following
considerations:
· Are proposed costs realistic for the work to be performed under the award?
· Do the costs reflect a clear understanding of the work requirements?
· Are the costs consistent with the various elements of the Offeror’s technical proposal?
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Request for Proposal (RFP) Number SIKA-West-HT-12-09-02
Appendices of RFP
(A through N)
APPENDIX A – PROPOSAL COVER LETTER-Technical
Herat, Afghanistan
<Insert Date>
TO: SIKA-West
Ladies and Gentlemen:
We, the undersigned, offer to undertake the RFP No. SIKA-West-HT-12-09-02, “SIKA-West Custom
Database Design, Implementation and Training”, in accordance with your Request for Proposal dated
24 September 2012 and our Proposal (Technical and Price).
Our proposal shall be binding upon us, including mutually agreed upon modifications resulting from
subcontract negotiations, up to [insert _Month & Day_ year], at which time the validity of our
proposal will expire.
We understand that SIKA-West is not required to accept and/or evaluate proposals that do not
conform to the instructions of this RFP, and additionally, SIKA-West may reject all proposals and not
award a subcontract for this RFP.
Sincerely yours,
Authorized Signature:
Name and Title of Signatory:
Name of Firm:
Address:
Page 10 of 28
Request for Proposal (RFP) Number SIKA-West-HT-12-09-02
APPENDIX B - PROPOSAL CHECKLIST
(Please check all that apply and include this page in the sealed envelope with the proposal)
Offeror: __________________________________________________________________________
Have you?
Submitted your technical and financial proposal to SIKA-West into different sealed
envelopes, each containing one (1) hard copy and one electronic copy (CD-ROM) or email
submission by the required deadline?
Does your proposal include the following?
Cover Letters (use template in Appendices A and H)
Summary of Relevant Work Experience (use form in Appendix C)
Past Performance References (Letters from clients submitted as Appendix D)
Implementation Plan, Timeline & Coordination Plan (to be submitted as Appendix E)
Staffing Plan (use template in Appendix F and submit resumes/CVs for proposed staff))
Management Capability Information (to be submitted as Appendix G)
Priced Deliverable and Payment Schedule (use template in Appendix I)
Detailed Cost Breakdown (use Excel template in Appendix J)
NGO Registration Certificate/ AISA Business License (to be submitted as Appendix K)
Tax Exemption Certificate (if applicable, to be submitted as Appendix L)
Organizational Resources & Financial Capability Information (to be submitted as Appendix
M)
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Request for Proposal (RFP) Number SIKA-West-HT-12-09-02
APPENDIX C - SUMMARY OF RELEVANT WORK EXPERIENCE
Include projects that best illustrate your work experience relevant to this RFP, sorted by decreasing order of completion date.
Projects should have been undertaken in the past three years. Projects undertaken in the past six years may be taken into consideration at the discretion of the
evaluation panel.
# Project Title Description of Activities Location Client Cost in AFN Start-End Completed Completion Type of
Province/District Name/Tel No Dates on Letter Received? Agreement –
schedule (Yes/No) Subcontract,
(Yes/No) Grant, PO (fixed
price, cost
reimbursable)
1
2
3
4
5
6
7
8
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Request for Proposal (RFP) Number SIKA-West-HT-12-09-02
APPENDICES D - F:
APPENDIX D - PAST PERFORMANCE REFERENCES
Offerors must include copies of letters from past or current clients as documentation of successful
performance and include it as Appendix D of the technical proposal.
APPENDIX E - IMPLEMENTATION PLAN, TIMELINE & COORDINATION PLAN
Offerors should develop and submit a proposal that complies with instructions detailed in Section 3
Technical Proposal Components as Appendix E.
Appendix E.2 Implementation Timeline should be completed in the Excel format shown below.
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Request for Proposal (RFP) Number SIKA-West-HT-12-09-02
Stability in Key Areas-West (SIKA-West)
USAID Contract No. AID-306-C-12-0004
Annex E.2 Implementation Timeline
Instructions for completion: The first 3 tasks are included as an EXAMPLE and should be deleted by the applicant and replaced with activities specific to the RFP. Key
activities should be listed under Description of Activity and an X should be marked in the columns/weeks in which the activity will take place and be completed. The applicant
may modify the number of tasks and weeks included as needed to include a complete timeline.
Week Week Week Week Week Week Week Week Week Week Week Week Week Week
No. Description of Activity/Task 1 2 3 4 5 6 7 8 9 10 11 12 13 14
1 Meet with Govt. Ministry to Coordinate Workplan X
2 Finalize and submit workplan To SIKA-West X
3 Select Trainees, obtain letters of commitment X
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
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Request for Proposal (RFP) Number SIKA-West-HT-12-09-02
APPENDIX F - STAFFING PLAN
Offerors must complete the below table and submit resumes/CVs of proposed staff.
POSITION NAME TITLE AND TASK OF TEAM MEMBER
Overall
Management
Position (e.g.,
Project Manager)
Top Technical
Position
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Request for Proposal (RFP) Number SIKA-West-HT-12-09-02
APPENDIX G – MANAGEMENT CAPABILITY INFORMATION
Appendix G.1 Audited Financial Statements - The Offeror must submit its audited financial
statements for the last three years certified by an independent public accountant. If the Offeror does
not have audited financial statements, internal financial reports should be submitted.
Appendix G.2 Organization Chart - The Offeror must submit an organization chart, description of
management structure and oversight procedures.
Appendix G.3 Accounting System & Financial Capability Questionnaire - The following
questionnaire should be completed and submitted as Appendix G.3.
The main purpose of this questionnaire is to understand the systems adopted by your institution for
financial oversight and accounting of funds, especially those provided through the U.S. Federal
Government.
The questionnaire should be completed by the financial officer of your institution.
SECTION A: General Information
Please complete this section which provides general information on your institution.
Name of Institution:
Name and Title of Financial Contact Person:
Name of Person Filling out Questionnaire:
Address:
Telephone, Email
Enter the beginning and ending dates of your institution's fiscal year:
From: (Month, Day) ______To: (Month, Day) ________
SECTION B: Internal Controls
Internal controls are procedures which ensure that: 1) financial transactions are approved by an authorized
individual and are consistent with U.S. laws, regulations and your institution's policies; 2) assets are
maintained safely and controlled; and 3) accounting records are complete, accurate and maintained on a
consistent basis. Please complete the following questions concerning your institution's internal controls.
1. Does your institution maintain a record of how much time employees spend on different projects or
activities? Yes: No:
2. If yes, how?
Page 16 of 28
Request for Proposal (RFP) Number SIKA-West-HT-12-09-02
3. Do you maintain inventory records for your institution's equipment? Yes: No: (if no, explain)
4. How often do you check actual inventory against inventory records?
5. Are all financial transactions approved by an appropriate official? Yes: No:
6. Does your institution use a payment voucher system or some other procedure for the documentation of
approval by an appropriate official? Yes: No:
7. Does your institution require supporting documentation (such as original receipts) prior to payment for
expenditures? Yes: No:
8. Does your institution require that such documentation be maintained over a period of time?
Yes: No:
If yes, how long are such records kept?
9. Are different individuals within your institution responsible for approving, disbursing, and accounting
of transactions? Yes: No:
10. Are the functions of checking the accuracy of your accounts and the timely recording of accounting
data performed by different individuals? Yes: No:
SECTION C: Fund Control and Accounting Systems
Fund Control essentially means that access to bank accounts and/or other cash assets is limited to
authorized individuals. Bank balances should be reconciled periodically to the accounting records. If cash
cannot be maintained in a bank, It is very important to have strict controls over its maintenance and
disbursement.
An Accounting System accurately records all financial transactions, and ensures that these transactions
are supported by documentation. Some institutions may have computerized accounting systems while
others use a manual system to record each transaction in a ledger. In all cases, the expenditure of funds
provided by AECOM must be properly authorized, used for the intended purpose, and recorded in an
organized and consistent manner.
1. Does your institution maintain separate accounting of funds for different projects by?
Separate bank accounts: A fund accounting system:
2. Will any cash from the subcontracts be maintained outside a bank (in petty cash funds, etc.)?
Yes: No:
Page 17 of 28
Request for Proposal (RFP) Number SIKA-West-HT-12-09-02
If yes, please explain the amount of funds to be maintained, the purpose and person responsible for
safeguarding these funds.
3. If your institution doesn't have a bank account, how do you ensure that cash is maintained safely?
4. Does your institution have written accounting policies and procedures? Yes: No:
5. Are your financial reports prepared on a: Cash basis: Accrual basis:
6. Is your institution's accounting system capable of recording transactions, including date, amount, and
description? Yes: No:
7. Is your institution's accounting system designed to detect errors in a timely manner? Yes: No:
8. Are reconciliations between bank statements and accounting records performed monthly and reviewed
by an appropriate individual? Yes: No:
Page 18 of 28
Request for Proposal (RFP) Number SIKA-West-HT-12-09-02
APPENDIX H – PRICE PROPOSAL COVER LETTER
Herat, Afghanistan
<Insert Date>
TO: SIKA-West
Ladies and Gentlemen:
We, the undersigned, offer to undertake the RFP-SIKA-West-HT-12-09-02, “SIKA-West Custom
Database Design, Implementation and Training”, in accordance with your Request for Proposal dated
24 September 2012 and our Price Proposal.
Our attached Proposal is for the sum of: Amount in Words and figures (00000.00 must be in
Afghani).
Our proposal shall be binding upon us, including mutually agreed upon modifications resulting from
subcontract negotiations, up to [insert _Month & Day_ year], at which time the validity of our
proposal will expire.
We understand that SIKA-West is not required to accept and/or evaluate proposals that do not
conform to the instructions of this RFP, and additionally, SIKA-West may reject all proposals and not
award a subcontract for this RFP.
Sincerely yours,
Authorized Signature:
Name and Title of Signatory:
Name of Firm:
Address:
Page 19 of 28
Request for Proposal (RFP) Number SIKA-West-HT-12-09-02
APPENDIX I - PRICED DELIVERABLES AND PAYMENT SCHEDULE
Offerors shall enter proposed prices in the Bid Amount Column. Deliverables are defined in
Section 1, Subsection 1.7, Deliverables and Deliverable Due Dates. Note that in addition to
providing proposed prices for deliverables, the Offeror should provide a detailed breakdown of
costs in Appendix I.
YOU DO NOT NEED TO AGAIN DESCRIBE THE DELIVERABLES, PLEASE FILL IN
APPROPRIATE LOCAL CURRENCY AMOUNTS ACCORDING TO YOUR SUGGESTED
COST PROPOSAL
No. Deliverable Amount Percentage of
Total
in AFN
1 Deliverable No. 1
10%
2 Deliverable No. 2
15%
3 Deliverable No. 3 35%
4 Deliverable No. 4
40%
Total 100%
APPENDIX J - DETAILED COST BREAKDOWN
The Offeror must submit a detailed cost breakdown in the Excel format shown below.
Page 20 of 28
Request for Proposal (RFP) Number SIKA-West-HT-12-09-02
Appendix J - Detailed Cost Breakdown
Instructions: Offerors must submit a detailed cost breakdown of all costs to be incurred during implementation of the activity. Illustrative categories are listed
below. The Offeror may add or delete rows as necessary. The Offeror may directly bill a portion of headquarters office costs to the activity. But, in the Comment
column there must be an explanation of how this cost is justified.
RFP Name & No. Duration of Activity (in months):
Unit Description
No. of Unit Cost Total Cost
Category (e.g. month/ day/ Comments/Explanations
Units (in dollars) (in dollars)
trip/ item etc.)
1 Personnel
Title, Name $0
Title, Name $0
Title, Name $0
Subtotal Personnel $0
2 Fringe Benefits
Health insurance $0
Subtotal Fringe $0
3 Other Direct Costs
Office rent $0
Internet charges $0
Communications (cell phone) $0
Expendable Office supplies (paper, pens, staples, clips, etc.) $0
Utilities (electricity, water) $0
Generator fuel $0
Security $0
Subtotal Other Direct Costs $0
4 Travel and Transportation
Vehicle rental $0
Domestic airfare $0
Transportation allowance for participants $0
Per diem (only authorized for trips in excess of 12 hours) $0
Subtotal Travel and Transportation $0
5 Material and Equipment
Toolkits $0
Subtotal Materials and Equipment $0
6 Headquarters Charges
Director $0
Accountant $0
Office Rent $0
Subtotal Headquarters Charges $0
7 Fee $0
TOTAL $0
Page 21 of 28
Request for Proposal (RFP) Number SIKA-West-HT-12-09-02
APPENDIX K – Afghanistan NGO REGISTRATION CERTIFICATE/ Copy of AISA Business
License
The Offeror must submit a copy of the registration obtained from the relevant GIRoA Ministry.
APPENDIX L - TAX EXEMPTION CERTIFICATE- If the Offeror is a NGO and exempt from
tax withholding, then a copy of the Tax Exemption Certificate issued by the Ministry of Economy
must be attached as Appendix K.
Page 22 of 28
Request for Proposal (RFP) Number SIKA-West-HT-12-09-02
APPENDIX M – ORGANIZATIONAL RESOURCES & FINANCIAL CAPABILITY
Appendix M.1 Audited Financial Statements - The Offeror must submit audited financial statements
for the last three years certified by an independent public accountant. If the Offeror does not have
audited financial statements, internal financial reports should be submitted.
Appendix M.2 Accounting System & Financial Capability Questionnaire - The following
questionnaire should be completed and submitted as Appendix M.2.
The main purpose of this questionnaire is to understand the systems adopted by your institution for
financial oversight and accounting of funds, especially those provided through the U.S. Federal
Government.
The questionnaire should be completed by the financial officer of your institution.
SECTION A: Internal Controls
Internal controls are procedures which ensure that: 1) financial transactions are approved by an authorized
individual and are consistent with U.S. laws, regulations and your institution's policies; 2) assets are
maintained safely and controlled; and 3) accounting records are complete, accurate and maintained on a
consistent basis. Please complete the following questions concerning your institution's internal controls.
1. Does your institution maintain a record of how much time employees spend on different projects or
activities? Yes: No:
2. If yes, how?
3. Do you maintain inventory records for your institution's equipment? Yes: No: (if no, explain)
4. How often do you check actual inventory against inventory records?
5. Are all financial transactions approved by an appropriate official? Yes: No:
6. Does your institution use a payment voucher system or some other procedure for the documentation of
approval by an appropriate official? Yes: No:
7. Does your institution require supporting documentation (such as original receipts) prior to payment for
expenditures? Yes: No:
8. Does your institution require that such documentation be maintained over a period of time?
Page 23 of 28
Request for Proposal (RFP) Number SIKA-West-HT-12-09-02
Yes: No:
If yes, how long are such records kept?
9. Are different individuals within your institution responsible for approving, disbursing, and accounting
of transactions? Yes: No:
10. Are the functions of checking the accuracy of your accounts and the timely recording of accounting
data performed by different individuals? Yes: No:
SECTION B: Fund Control and Accounting Systems
Fund Control essentially means that access to bank accounts and/or other cash assets is limited to
authorized individuals. Bank balances should be reconciled periodically to the accounting records. If cash
cannot be maintained in a bank, It is very important to have strict controls over its maintenance and
disbursement.
An Accounting System accurately records all financial transactions, and ensures that these transactions
are supported by documentation. Some institutions may have computerized accounting systems while
others use a manual system to record each transaction in a ledger. In all cases, the expenditure of funds
provided by AECOM must be properly authorized, used for the intended purpose, and recorded in an
organized and consistent manner.
1. Does your institution maintain separate accounting of funds for different projects by:
Separate bank accounts: A fund accounting system:
2. Will any cash from the subcontracts be maintained outside a bank (in petty cash funds, etc.)?
Yes: No:
If yes, please explain the amount of funds to be maintained, the purpose and person responsible for
safeguarding these funds.
3. If your institution doesn't have a bank account, how do you ensure that cash is maintained safely?
4. Does your institution have written accounting policies and procedures? Yes: No:
Page 24 of 28
Request for Proposal (RFP) Number SIKA-West-HT-12-09-02
5. Are your financial reports prepared on a: Cash basis: Accrual basis:
6. Is your institution's accounting system capable of recording transactions, including date, amount, and
description? Yes: No:
7. Is your institution's accounting system designed to detect errors in a timely manner? Yes: No:
8. Are reconciliations between bank statements and accounting records performed monthly and reviewed
by an appropriate individual? Yes: No:
Page 25 of 28
Request for Proposal (RFP) Number SIKA-West-HT-12-09-02
APPENDIX N
SAMPLE MARKING PLAN-
Note: This is not required as part of the proposal. It is included as information for the Offeror.
Upon subcontract award, this will be the first deliverable due.
Sub Project Number and Name: _____________________________________________________
Name of Implementing Partner: _____________________________________________________
Name and Title of Partner’s Agent: __________________________________________________
Name and Title of SIKA-West Project Manager:
_________________________________________
Instructions: This form has been created to provide implementing partners (subcontractors and
grantees) and SIKA-West Project Managers with a summary of marking requirements found in the
SIKA-West Branding Implementation Plan (BIP). This form must be completed by the SIKA-West
Project Manager in conjunction with the agent of the implementing partner. For guidance on specific
branding formats, please communicate with the SIKA-West M&E Department.
Subproject Activities:
1. Provide a short summary of the activities to be completed including the project location. For
example, what materials or equipment will be purchased? What events will take place?
Include 2-3 sentence summary here:
2. Please place an “X” below for each activity that will take place as part of this Sub project. The
implementing partner will be responsible for ensuring the Marking noted in the table below is
implemented according to standards and templates provided by the SIKA-West M&E
Department.
Mark
Activity Description Required Marking
“X”
Infrastructure
Rehabilitation of building
Bridge construction
Well rehab or digging 1. An interim sign will be posted at the project site
during construction and,
Canal rehab or digging 2. A permanent durable and visible plaque is posted
Road works when the project is completed.
New construction
Other (please describe)
Page 26 of 28
Request for Proposal (RFP) Number SIKA-West-HT-12-09-02
Non Infrastructure
Billboards USAID graphic logo must be posted on the billboard.
Training/Workshop/Conference Banners must be on display at the event site.
Commodity procurement Stickers with USAID graphic logo must be placed on
all items procured with USAID funds.
Radio or TV programs Public communications financed by USAID that are
audio visual or electronic must permanently display
the USAID graphic logo. Please note that audio
products must disseminate the message orally.
Other (please describe)
Closing ceremony
Closing or ground breaking Banners must be on display at the event site.
ceremony
Documents
Reports Graphic logos must be included on the documents.
Certificates (training or other)
Invitations
Other (please describe)
3. Co- Branding and Co-Marking:
a) Co-branding with GIRoA: SIKA-West and the implementing partner will always seek to
acknowledge, empower and legitimize GIRoA by including their logos alongside the USAID
logo. The SIKA-West Project Manager will determine when co-branding is appropriate for
the activity.
b) Co-Branding with Grantee: Grantees (but not subcontractors) may display their logo on
branding activities financed by USAID. The SIKA-West Project Manager will determine
when co-branding is appropriate for the activity
c) Co-Branding with Subcontractor: Subcontractors are not allowed to co-brand USAID
funded activities, materials or commodities with their logo.
d) AECOM logo must not appear on any USAID funded programmatic material.
4. Requests for Exceptions or Waivers of Marking Requirements – If you do not feel it is
possible to mark one or more of the items or events listed above, please describe below (1) what
marking you want to be exempt from (2) how the activity or item meets the requirement for an
exception or waiver. Note that any exception or waiver requires USAID approval. This request
should be submitted to the SIKA-West Project Manager for review.
Page 27 of 28
Request for Proposal (RFP) Number SIKA-West-HT-12-09-02
Include full detailed justification here:
Page 28 of 28
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