MODIFICATION
R -- to assist in legally establishing, fully incorporated and functional America India Development Alliance (AIDA) with a duly constituted board of Directors and Key Staff, and make AIDA fully qualified
- Notice Date
- 1/14/2004
- Notice Type
- Modification
- Contracting Office
- Agency for International Development, Overseas Missions, India USAID-New Delhi, Dept. of State, Washington, DC, 20521-9000
- ZIP Code
- 20521-9000
- Solicitation Number
- 386-04-004
- Response Due
- 1/21/2004
- Archive Date
- 2/5/2004
- Point of Contact
- Jerry Kryschtal, Contracting Officer, Phone 91-11-419-8796, Fax 91-11-419-8390 or 8612, - Naveen Srivastava, Acquisition & Assistance Specialist, Phone 91-11-419-8547, Fax 91-11-419-8390,
- E-Mail Address
-
jkryschtal@usaid.gov, nsrivastava@usaid.gov
- Description
- The purpose of this modification No.M002 is to provide clarification to a number of questions raised as shown on the continuation sheet, and to attach to section J, the list of firms that requested the RFP. CONTINUATION PAGE Q1. Will a proposal with a few full-time contracted staff be viewed more favorably than a proposal of numerous part-time contracted staff? Example: Three contractors working full-time compared to, say, six contractors working half-time. A. Based on the technical approach the staffing should be appropriately proposed. We did not however envisage FTE?s [in the cost estimates]. Q2. Will it be possible to see a list of potential contractors (including lead proposal person and contact info) before the proposal deadline? By "potential contractors" I mean those organizations/individuals who have registered with Mr Srivastava for updates to the RFP and/or who are otherwise known to be proposing. The purpose being that knowledge of prospective bidders allows for teaming of organizations, if interested, to submit a single proposal. A. List of the Requestors of the RFP No. 386-04-004 is attached herein below. Q3. The schedule for completion of tasks as laid out in the RFP is extremely compressed. We are prepared to put together a proposal that meets the timeline, but believe a more thorough job could be done if more time were available. We wonder if the Mission would consider expanding the timeframe somewhat and, if so, whether the Mission could issue some additional guidance on acceptable parameters for the completion of tasks. A. We are running against time and there is no possibility of expanding timelines. Q4. The RFP is somewhat ambiguous about whether the successful contractor is expected to meet the operating costs of the new institution in its first year of operations, including staff salaries, office space, etc., in both India and the U.S. If so, our preliminary budgeting indicates that the proposed contract amount might be insufficient for this purpose. Would the Mission consider funding the direct costs of operating the new institution in its first year from another source or supplementing the available funds for this contract to meet these requirements? A. There is no ambiguity about the successful contractor meeting the operating costs and the Independent Govt. cost estimate is inclusive of all such costs. No, the mission would not consider funding direct costs of operating the new AIDA institution in its first year from other source[s] or supplementing the available funds for this contract. Q5. The cover letter for the RFP gives instructions for submission of the proposal in hard copy to the USAID Mission in India. In the General Instructions to Offerors on page L-6, the RFP indicates that electronic submission by email is acceptable. Can the Mission confirm that submission by email is acceptable? A. Though submission by email is acceptable, we insist that requisite copies be sent to RCO/USAID/India at the address provided in the RFP. Q6) The anticipated last date for response ( we will of course keep checking your website for updates)? A. The closing date remains firm as January 21, 2004. Q7. Will the team be a sort of a project management unit working in USAID delhi for a dedicated period of time? If so, could you let us have some idea of the timeframe. Would the team deputed need to be full time employees of the bidding firm? A. No, the team is not envisaged to be based in USAID/New Delhi. All logistical support is to be provided by the successful contractor. Q8. Would recruitment of key staff also be a part of the assignment? A. Yes. Q9. a. Deliverable 4: Task 13 and 14: Are we required to prepare the budget on our own or assist the board of directors in preparing the budget ? b. Deliverable 6: Task 19: Are we required to develop the manual on our own or only assist the AIDA in preparing the manual? A. For both 9a. & 9b - The successful contractor would develop manuals/budget, however the finalization of such would be subject to review and acceptance of the AIDA Board and USAID. Q10. Task 20: What would the preparation of financial reporting systems imply? We are assuming that we would provide assistance only in terms of reporting formats process to close books, process to collate information and management certificate confirming compliance of USAID reporting and monitoring standards. A. The assumption is correct. However this has to be integrated into the financial manuals & processes also to be developed by the successful contractor. Q11). Are we required to assist the management in procurement/development of financial reporting software? A. YES, The successful contractor will be required to develop the procurement manuals & FRS. Q12). Would this activity involve review of the periodic reporting to monitor compliance of the USAID guidelines and monitoring standards? A. No. Q13). Deliverable 8: What would the term ?manage day to day operations? mean? A. It is envisaged that the successful contractor will provide support and backstopping functions for smooth functioning of AIDA till it becomes fully staffed/twelve month period whichever is earlier. Q14). It is not clear what is the meaning of management?s expenses. Does it mean the LOP investment of $12.3 million in Task 14 over a period of five years? In case it does, then what is the estimated amount to be spent in the first twelve months? A. By management expenses we mean the operating costs incurred for the first year of the smooth functioning of AIDA. We don?t envisage any programmatic expense during this period. The successful contractor is expected to propose a percentage or amount based on the estimated operating costs. Q15). The management support for a period of twelve months includes a number of accounting and related activities. What exactly are the expectations, for e.g. is the expectation that of a certain number of full time personnel and others on fixed hours basis, level of expertise etc.? A. Yes, it is expected that the successful contractor will provide backstop and support functions to the AIDA organization for a period of one year or until AIDA is fully staffed & operational, which ever is earlier. Q16). Do we want an interim entity to handle the payroll or would the employees be on the AIDA payroll? A. No interim entity is envisaged. The successful contractor to employ required Key staff on contractual basis, their continuation would depend upon performance, to be absorbed in AIDA once fully functional as stated in Task 29. Q17). What is the source of initial funding and/or guarantor/promoter for the minimum capitalization of the company ? A. The initial subscriber capital is provided by the successful contractor (budgeted as plug Figure of $1000), the process however must comply with Indian laws & regulations. Q18). As listed on Page F-2, is there an expectation to submit a document on development experience apart from the relevant assignment credentials that we would submit along with the proposal? A. As listed on page F-2 under the clause F-8 the successful contractor is required to submit a copy electronically & a hard copy of the Report(s) generated as a result of the efforts under this SOW/activity to the PPC/CDIE/DI. However, relevant assignment credentials are expected as part of the proposal to be submitted to RCO/USAID/India only for evaluation purposes. Q19). Would Small business/ Disadvantaged business concern credential only mean using them as partners or can we include credential of work done for small/ disadvantaged businesses. Do such alliances need to be in US/ India/ anywhere in the world? A. No. It means ONLY using small businesses /disadvantaged businesses as partners / subs anywhere in the world under USAID /federal funding. NOTE: Only U.S. firms can be considered as small/disadvantaged, Non-US firms are not required to provide SB/SDBU details. Q20). Would the members of the Board of Directors of AIDA be executive directors or non-executive (part-time)? A. Only Non-Executive (part-time). Q21). Does the division of mandays between US and India against the various tasks have to be strictly as prescribed? Could we project a more realistic estimate of mandays? A. The offerors are expected to project realistic estimates of mandays, whether US expats or CCN/TCN. The estimate LOE provided in Section L.10 is only IGCE and for the purposes of initial budgeting. Q22). What does the cost estimation of USD 710,000 cover? Consultants fee and expenses only or does it also include registration fee etc. for the company ? A. It does include registration fess etc. and all such other expenses for the initial first year. Q23). Task 23: In regard to the corporate structure of AIDA, the RFP suggests that AIDA would be incorporated as a Section 25 company. We wish to clarify if the above structure has now been frozen or is the option of registering AIDA as a society or trust still under contemplation/available? A. The decision to charter AIDA under section 25 is frozen. Q24). Task 23: Ordinarily AIDA would be required to obtain registration under the terms of the Foreign Contribution Regulation Act, 1976 - one of our tasks/deliverables would be to ascertain whether or not under any specific and/or general notifications, any exemption has been given by Ministry of Home Affairs (MHA) to USAID and whether the same would be available to AIDA. In Addition to the above, approvals would be required from the RBI under current FEMA Regulations, for the inward remittances. In view of the specific milestones prescribed in the RFP, we wish to understand if the time taken to secure the approvals referred to above ffrom FCRA and RBI, have been factored therein? A. Our understanding is that no specific exemption is available to USAID. Yes, the time required to secure approvals referred herein have been factored. Q25). Task 24 and Task 27: In regard to engagement of key staff/support staff, we wish to attain better clarity on the structuring of the proposed employment contracts ie. Whether the personnel proposed to be engaged by AIDA shall be designated as Consultants or full-time employees of AIDA. Furthermore, in the event the staff are intended to be whole time employees, there could be issues related to their designation as workmen/supervisory staff, that will need to be analysed and the consequences of the staff being designated as workmen, if at all, will need to be detailed for the benefit of management. A. Under the current SOW, the key staff/support staff proposed will not be on AIDA payrolls but contracted by successful contractor to provide necessary services. Q26). Task 26: AIDA would be required to fulfill various statutory compliances prescribed under the Companies Act, Income Tax Act, and Foreign Contribution Regulation Act etc. Additionally, periodic information is also required to be filed with the FCRA authorities. We would perhaps be expected to review these and draft the necessary documents, incorporation charter documents, initial corporate compliances etc..? A. Yes. Q27). Deliverable 10: It is envisaged that AIDA would need to be obtain USAID pre-award certification. Presumably this certification entitles AIDA to receive USAID funds. We would like to understand what a USAID pre-award certification is? How is it obtained - procedure/standards/ qualifications etc? What is the assistance envisaged from consultants/legal advisors for obtaining such certification? How many pre-awards are expected each year? A. The USAID pre-award certification is given in ADS 303.5.9 which the new entity AIDA should comply. Attachment J. List of the Requestors of the RFP No. 386-04-004 Grant Thornton LLP 333 John Carlyle St, # 500 Alexandria, VA 22314. T: 703 637 2708 F: 703 837 4455 Email: marnold@gt.com POC: Martina J. Arnold, Proposal Specialist, Global Public Sector Ernst & Young Pvt Ltd. B 26, Qutub Institutional Area New Delhi 110016. INDIA T: +91 11 515 94225 / +91 11 9811051494 (cell) F: +91 11 266 11012 / 13 Email: abhijit.bhaumik@in.ey.com POC: Abhijit Bhaumik, Associate Director IBM Business Consulting Services 6710 Rockledge Drive Bethesda, Maryland 20817 T: 301 803 6372 / 703 598 6501 (Cell) F: 845 491 4137 Email: kbyers@us.ibm.com POC: Karen M Byers, Contract & Negotiations Specialist Ernst & Young Pvt Ltd 2nd Floor, A Wing, Divyasree Chambers, Langford Road, Bangalore. INDIA T - Direct : + 91 80 51186073 T: + 91 80 2245646 extn 6073 F: + 91 80 2240695, 51146677 Email: Gayathri.Kalia@in.ey.com POC: Gayathri Kalia, Senior Advisor Kenan Institute of Private Enterprise Washington Center The University of North Carolina at Chapel Hill 1300 Pennsylvania AVE NW, North Tower Suite 370 Washington, DC 20004 USA T: 202 289 6282 F: 202 331 4119 Dr. Jennifer Bremer, Director Email: jbremer@kenan.org <mailto:jbremer@kenan.org> Eloy del Toro, Assistant Director Email: edeltoro@kenan.org <mailto:edeltoro@kenan.org> Sathguru Management Consultants Pvt Ltd & Rep., CALS, Cornell in India. 15 Hindi Nagar, Punjagutta, Hyderabad 500034. Tel: +91-040-23350586, 23356507, 55666459 Mobile:+91-0-98851 22444. POC: K.VIJAYARAGHAVAN. Director Email: vijay@sathguru.com Management Systems International 600 Water St. SW Washington, DC 20024 Tel. (202) 484-7170 Fax (202) 488-0754 <www.msiworldwide.com> Email: Kenny,Veronica [VKenny@msi-inc.com] POC: Veronica Kenny Obed Dorceus Email: Obed Dorceus [odorceus@comcast.net] Alok Jay Bhalla ASCA Consulting T: 925.208.2202 Cell: 925.336.1862 F: 925.648.8002 Email: Jay Bhalla [jaybhalla@comcast.net] Coffin Capital 5482 Wilshire Boulevard, Suite 200, Los Angeles, CA 90036 USA T: +1-213-761-7772 F: +1-213-330-0270 Email: zcoffin@CoffinCapital.com <mailto:zcoffin@CoffinCapital.com> POC: Zachary Coffin, General Partner
- Place of Performance
- Address: USAID, US Embassy,, West Building, Shantipath, Chanakyapuri, New Delhi
- Zip Code: 110021
- Country: India
- Zip Code: 110021
- Record
- SN00503433-W 20040116/040114211520 (fbodaily.com)
- Source
-
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