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REQUEST FOR PROPOSAL
Security Transportation and Logistics Services
Original Date Issued: January 24th
Closing Date: January 31st 2015
Request for Proposal No: RFP/FIELD/AFGH/PFMA/LOG/FFP/2015
The IRD Solutions managed Public Financial Management Program for Afghanistan (PFMA) seeks
proposals from eligible providers to provide security Logistics Services for PFMA.
PFMA anticipates awarding one (1) contract as a result of this Solicitation. A full copy of the solicitation
is attached. This proposed procurement is funded under an Australian Department of Foreign Affairs and
Trade (DFAT). The attachments include Mandatory DFAT Terms and Conditions that will be applicable
to this award. All terms and conditions will be applicable unless expressly indicated otherwise.
The proposed period of performance for this fixed price unit of measure contract, will be o/a from 1st
March 2015 to September 30, 2015. Questions and communications pertaining to the RFP must be
directed in writing to:
sibrahim@pfmrd.com
dpenman@irdglobal.org
dnaylor@ird.org
by no later than close of business, 5:00.p.m (Afghan Standard Time) 28th 5. Pm January. Potential
Offers
may
submit
questions
in
writing
by
email
with
the
subject
line
FIELD/AFGH/PFMA/LOG/FFP/2015/1 –RFP Questions. No questions will be accepted after this date
and time. The answers to all questions will be shared with all potential eligible bidders. The final Closing
Date of the RFP is 5 p.m. on January 31st 2015.
This RFP in no way obligates PFMA to award a contract nor does it commit PFMA to pay any cost
incurred in the preparation and submission of a proposal.
PFMA bears no responsibility for data errors resulting from transmission or conversion processes. IRD
reserves the right to award more or fewer awards than anticipated above.
Sincerely,
Mian Asif Shah
Project Director, PFMA
PFM RD, Q Kabul Hotel & Business Complex, Taimany Wat Sabequa Square, Airport and Continental 40M Road, Kabul,
Afghanistan, Finance@pfmrd.com
Sponsored by the Australian Department of Foreign Affairs and Trade (DFAT)
PURPOSE
The purpose of this RFP is to procure Security Transportation and Logistics Services for the Public
Financial Management program for Afghanistan (PFMA) based in Kabul.
TYPE OF CONTRACT/ TO BE AWARDED AS A RESULT OF THIS SOLICITATION
This is a Firm Fixed Unit Price contract:

Fixed Monthly Rates
CONTRACT TERM
The contract term is anticipated on or about March 1 2015 and to September 30, 2015 (inclusive).
COMPANY INFORMATION
Public Financial Management program for Afghanistan (PFMA)
IRD Solutions, LL,
c/o International Relief Development
1621 North Kent Street
Fourth Floor
Arlington
VA 22209
Contracting Officer
Dede Naylor, PFMA Contracts Officer
Contracting Officer Technical Representative (COTR)
David Penman PFMA Program Security Risk Manager
PAYING OFFICE
Payment office and invoices instructions will be included in the contract.
TIMELINE AND DELIVERY INSTRUCTIONS
Proposals submitted in response to this RFP will be received in the following manner:
 Three (3) copies of the technical proposal should be hand delivered in a double sealed envelope
in the sealed metal box marked PFMA at the internal pedestrian entry point of the Q Hotel
Kabul entry facility and marked the attention of Mrs. Nazanin Masood PFMA, Q Kabul Hotel &
Business Complex, Taimany Wat Sabequa Square, Airport and Continental 40M Road, Kabul,
Afghanistan. A CD- ROM of the technical proposal should be included inside the sealed
envelope.
 Three (3) copies of the financial proposal should be hand delivered in a double sealed envelope
in the sealed metal box marked PFMA at the internal pedestrian entry point of the Q Hotel
PFM RD, Q Kabul Hotel & Business Complex, Taimany Wat Sabequa Square, Airport and Continental 40M Road, Kabul,
Afghanistan, Finance@pfmrd.com
Sponsored by the Australian Department of Foreign Affairs and Trade (DFAT)
Kabul and marked the attention of Mrs. Nazanin Masood PFMA, Q Kabul Hotel & Business
Complex, Taimany Wat Sabequa Square, Airport and Continental 40M Road, Kabul,
Afghanistan. A CD-ROM of the financial proposal should be included inside the sealed envelope
including cost calculations in excel format.

Bidders are expected to stamp and sign both the Specifications and the Draft Contract as proof of
their acceptance of the Work and Contract Terms & Conditions.

Closing Date and Time. All proposals in response to this RFP shall be due to the abovementioned address, not later than 5 pm AST, January 31st 2015. Late Proposals will be
rejected and returned unopened.

Services are anticipated to start on March 1 2015.
SPECIFICATIONS
The Public Financial Management Program (PFMA) is an Australian Aid initiative, funded by the
Australian Department of Foreign Affairs and Trade (DFAT) to strengthen budget formulation and
execution capacity of the Government of the Islamic Republic of Afghanistan (GIRoA). The Program
consists of three sub-components:
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
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Sub-Component 1: Targeted support to six key central Line Ministries (Ministries of Education,
Public Health, Agriculture, Economy, Finance and Public Works) to improve budget planning,
project design, procurement and financial administration;
Sub-Component 2: Targeted support to provincial Line Directorates to facilitate improved
budget and financial management processes; and
Sub-Component 3: Policy and advisory support for DFAT to engage with GIRoA and its
development partners in the wider PFM reform agenda
The Australian financed PFM program commenced in September 2012 and was originally implemented
as a component of the Development Assistance Facility for Afghanistan Phase Three (DAFA) III, with an
expected completion date of September 2015. Following a decision by DFAT to conclude DAFA III
before the end of 2014, separate arrangements have been established for the continued implementation of
the PFMA program until its original planned completion in September 2015.
PFM program activities are based at Q Hotel facility that provides secure office and International
residents living space. The secure hotel location reduces the exposure and risk for advisers and simplifies
administrative burdens relating to the provision of meals, cleaning services, electrical power, and internet
services.
From time to time, the Contractor may be required to travel from the main base of operations to regional
and provincial centres on a periodic basis to support PFMA mission requirements under Component 2 of
the program as requested and agreed. The Contractor will be requested to separately provide quotations
for these services should they be requested. The current specification includes only Components 1 and 3.
In support of PFMA program activities, the Contractor will be required to provide armored vehicle and
“soft skin” transport services including equipment and personnel to support daily transport for PFMA
staff throughout the metro Kabul area. No travel outside of the metro Kabul area is currently envisaged,
however regional travel will be agreed in advance by separate contract as per sub component 2. The
PFM RD, Q Kabul Hotel & Business Complex, Taimany Wat Sabequa Square, Airport and Continental 40M Road, Kabul,
Afghanistan, Finance@pfmrd.com
Sponsored by the Australian Department of Foreign Affairs and Trade (DFAT)
Contractor is required to provide 24/7 logistics and transportation services to PFMA employees,
subcontractors consultants and visitors.
The anticipated period of performance of the proposed contract is approximately for a period of Seven 7
months. Logistic provider will be required to provide 24/7 vehicles fully equipped.
PFMA – Request for Secure Transport Services
The DFAT financed PFMA program will be based at the Q Kabul Hotel, in Kabul Afghanistan. PFMA
requires armored local transport livery services for senior expat technical advisors to and from the Q
Kabul Hotel to various locations within Kabul including GOIRA Ministries, Embassies and International
Organizations. In addition, PFMA provides “soft skin” drop and pick services for Senior National
Advisors. The Contractor will provide armored and soft skin vehicles for the periods specified.
In addition to leased transport of AV and soft skin vehicles, PFMA also requires provision of
comprehensive vehicle maintenance support services for one (1) DFAT owned vehicle for the period
March 1 to September 30, 2015. In order to keep the vehicle in good working order and available for use
by the program, the Contractor will support:





a)
b)
c)
d)
e)
f)
Inspection of the vehicle as road worthy and FULLY operational for service
(including all documentation and licenses).
2 x sets of keys to be supplied with contractor-supplied vehicle and in PFMA
possession for the period of the contract.
Licensing, registration and then insurance for the vehicle for the full performance
period so that the vehicle can be used and is in full compliance if stopped and all of
its requisite paperwork is correct (vehicle registration, armour and communications
licences).
The contractor shall provide a valid Communications license, and MoI armoured
vehicle supplier license for each armoured vehicle with VHF communications (2).
Provision of the standard minimum specified equipment provided below.
ALL fuel and servicing, with a 24/7 „loaner‟ and immediate replacement if it
breaks down or for administrative reasons is non-operational in Kabul and
provincial visits as agreed by IRD PFMA and supplier prior to departure. The
Contractor should price the daily rate for replacement separately.
Driver coverage 24/7 English speaking driver that is fully trained and
experienced.
Fitted with EMC data control tracking device, GPRS enabled to Afghan
telecoms standards and include a remote capability to disable / restrain the
engine management system and include panic alarm inside passenger area
AND accessible via web based devices, I.E. open source web page / portal
„login‟ to specific PFMA assets.
Sim card and airtime for above system with 1,000 data transmissions per
month (30 days) per unit.
Secure access to GPRS tracking equipment suppliers tracking software
including web based tracking portal and vehicle identification data (as above
in article c).
All VHF frequencies (2 X rebroadcast based and 1 x „simplex‟) to re program
PFMA Motorola personal (GP340 x 10) and vehicle / operations room (GM
PFM RD, Q Kabul Hotel & Business Complex, Taimany Wat Sabequa Square, Airport and Continental 40M Road, Kabul,
Afghanistan, Finance@pfmrd.com
Sponsored by the Australian Department of Foreign Affairs and Trade (DFAT)
360 x 6) VHF radio sets. This equipment and frequencies must be licensed
under the provider's existing communications license.
Technical Requirement Summary--Transportation Services
Item No. 1
B6
Armoured
Vehicle.
Period of Performance
2012 or later model „B6 Armoured Vehicle‟ with
run flats, Spare Run Flat Wheels, Spare wheel
brace, Socket set Tool Kit, 2.5 tonne Hydraulic
Jack, Heavy Duty Crow Bar, Sledge Hammer,
Vehicle wheel chocks, Snow Chains, Lightweight
stretcher, GPRS WEB based tracking system with
control over ECU via remote monitoring (I.E.
PFMA control room) with Panic Alarm, GP360
VHF Vehicle Mounted System, VHF fitted system
to have full VHF capability within Kabul (linked to
in situ rebroadcast base stations) and include
minimum 2 x secure channels and 1 x simplex
(P2P) capability. Manufacturer‟s vehicle medical
kit, Shovel, Blanket, heavy duty gloves. 5 lb. ABC
Fire Extinguisher, Dynamic Tow Rope, 4 D
Shackles, Vehicle fitted Satellite phone with geo
stable external antenna. Satellite phone (Thuraya
XT-Dual) or equivalent, Firefly Strobe, Marker
Panel, Glow sticks, Flashlight, GPS Navigation
system with current, and up to date, Afghanistan
mapping
Driver(s), English Speaking 24 hours/7days week
All Fuel and Maintenance for all vehicles including
immediate replacement of the Vehicle if it becomes
inoperable is included. ALL Licensing and
Registration is included.
Driver, English Speaking 24 hours/7days week
All Fuel and Maintenance including immediate
replacement of the Vehicle if it becomes inoperable
is included. Licensing and Registration is included.
Item No. 2
1
01
March
2015
30Sep15
7
months
Included
Included
Included
Included
Q
Period of Performance
PFM RD, Q Kabul Hotel & Business Complex, Taimany Wat Sabequa Square, Airport and Continental 40M Road, Kabul,
Afghanistan, Finance@pfmrd.com
Sponsored by the Australian Department of Foreign Affairs and Trade (DFAT)
Service and Maintenance as specified for 2010
Toyota Land Cruiser PLUS 2012 4x4 with run
flats, Spare Run Flat Wheels, Spare wheel brace,
Socket set Tool Kit, 2.5 tonne Hydraulic Jack,
Heavy Duty Crow Bar, Sledge Hammer, Vehicle
wheel chocks, Snow Chains, Lightweight stretcher,
GPRS WEB based tracking system with control
over ECU via remote monitoring (I.E. PFMA
control room) with Panic Alarm, GP360 VHF
Vehicle Mounted System with Headset, VHF fitted
system to have full VHF capability within Kabul
(linked to in situ rebroadcast base stations) and
include minimum 2 x secure channels and 1 x
Service
simplex (P2P) capability.
Support and
Manufacturer‟s vehicle medical kit, Shovel,
Maintenance
Blanket, heavy duty gloves. 5 lb. ABC Fire
B6 Vehicles.
Extinguisher, Dynamic Tow Rope, 4 D Shackles,
Vehicle fitted Satellite phone with geo stable
external antenna. Satellite phone (Thuraya XTDual) or equivalent, Firefly Strobe, Marker Panel,
Glow sticks, Flashlight, GPS Navigation system
with current, and up to date, Afghanistan mapping
1
30Sep2015
7
months
Included
Driver, English Speaking 24 hours/7days week
Included
All Fuel and Maintenance including immediate
replacement of the Vehicle if it becomes inoperable
is included. ALL Licensing and Registration is
included.
Included
Item No. 3
Period of Performance
Year Model 2010 or newer, Must meet Western
basic road safety standards, heat and air, airbags, etc
GPRS based tracking system with control over ECU
via PFMA control room with Panic Alarm AS PER
AV system (or equivalent)
NonArmoured
(soft skin)
sedan
1
March
2015
Driver, English Speaking 24 hours/7days week
All Fuel and Maintenance including immediate
replacement of the Vehicle if it becomes inoperable
is included. ALL Licensing and Registration is
included.
2
1
March
2015
30Sep2015
7
months
Included
Included
PFMA will arrange meals and waiting/rest area for Drivers on site during working hours. All drivers and
vehicles must be fully licensed, certified and insurance in full compliance with Afghan Law. The
Contractor shall also maintain a valid required communications licence issued to their company and
encompass PFMA radio equipment for the duration of the contract.
PFM RD, Q Kabul Hotel & Business Complex, Taimany Wat Sabequa Square, Airport and Continental 40M Road, Kabul,
Afghanistan, Finance@pfmrd.com
Sponsored by the Australian Department of Foreign Affairs and Trade (DFAT)
All Fuel and Maintenance including 2 hour replacement of the Vehicle if it becomes inoperable is
included. Licensing and Registration is included.
Please note that drivers are required to be adequately trained and experienced in travelling in high risk
conflict zones and be fully familiar with Kabul travel. Drivers are prohibited from using mobile phones
while vehicles are moving and especially when passengers are in the vehicles, unless communication is
immediately related to security conditions. Drivers are not permitted to text at any time they are behind
the wheel either moving or stationary.
Local National PFMA Personnel routinely travel to Afghan Ministries, Embassies, and International
Organization Offices within the Kabul area. In addition, the PFMA implements a “drop and pick” policy
for selected staff, to support “to and from” transport from staff the residences in outer lying Kabul
neighborhoods. For fuel estimation purposes:
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The average number of work related round trips per day is: 4
The average mileage per round trip: 15 km
The average number of “drop and pick” trips per day is: 2.5
The average mileage per trip is 10 km
The average number of social movements (evenings) per day is: 1
The average mileage per round trip is 15 km.
The current work locations include: MAIL, MoPH, MoPW, MoF, MoEc, MoF and the
Australian Embassy (daily/routinely) as well as commonly visited secure locations without metro
Kabul.
All vehicles shall be operated by Contractor Personnel. At no time during the course of the provision of
services shall PFMA expat or local staff be authorized to operate the vehicles. Should Contractor
personnel be requested to allow PFMA staff to operate the vehicles, the Contractor is authorized to
decline and is requested to report such requests immediately to PFMA Security Personnel.
1. DELIVERABLE
Contractor is to provide proof of
all licensing (including personal
Driver License and AV Training
cert) and insurances to cover
specified Services and drivers
(consultants) for the duration of
the contract. PFM Security to
keep possession of required
original documents for period of
contract.
Contractor will provide names
and summary of experience
information for approval for all
intended Drivers including a
verbal test on the geographical
knowledge of Kabul Municipality
in the providing services to
2. TIME FRAME
3. Responsible
Prior to the start of the
contract
Contractor in conjunction with
PFMA Program Security &
Risk Manager
Prior to the start of the
contract
Contractor in conjunction with
PFMA Program Security &
Risk Manager
PFM RD, Q Kabul Hotel & Business Complex, Taimany Wat Sabequa Square, Airport and Continental 40M Road, Kabul,
Afghanistan, Finance@pfmrd.com
Sponsored by the Australian Department of Foreign Affairs and Trade (DFAT)
PFMA and proposed driver hours
of duty / rotation schedule in
accordance with Afghan labour
laws.
Contractor will provide proof (by
submission) of all necessary
licensing including, AISA license,
and all pertinent business
operations licenses particular to
the services being provided.
Contractor will participate in
emergency response / relocation
and evacuation planning meeting
drills and other activities for all
locations as directed by the
PSRM
Contractor will participate and
support as applicable extraction
plan for personnel deployed to
ministries and PFMA office and
housing premises.
Maintenance and Transport report
of all vehicles according
specifications and tasking reports
Provide and Maintain a
replacement vehicle within two
(2) hours to scope and
specification of the contract.
Provide a suitably Qualified
English Speaking Drivers and
rotation of personnel within
Afghan Labour Law to allow for
24/7 coverage.
As directed, provide PFMA with
all relevant Airport, and Ministry
Passes for vehicles
KIAI Car Park „A‟ pass
Prior to the start of the
contract
Contractor in conjunction with
PFMA Program Security &
Risk Manager
Reviewed and Revised
within 7 days of Contract
Start Date
Contractor in conjunction with
PFMA Program Security &
Risk Manager
As applicable
Reviewed and Revised
within 7 days of Contract
Start Date
Contractor in conjunction with
PFMA Program Security &
Risk Manager as applicable
Daily / Weekly / Monthly
as required
Contractor in conjunction with
PFMA Program Security &
Risk Manager
As required
Contractor
Start of Contract
Contractor
Start of Contract
Contractor
Conduct
The Contractor will follow IRD Security Policy and Procedures implemented by IRD Program Security &
Risk Manager at all times. All contractor-assigned personnel will represent PFMA and therefore are
required to act, dress and represent themselves appropriately at all times. The PFMA PSRM require
immediate notification in conjunction with an action plan for resolution of contractor- assigned personnel
failing to represent IRD/PFMA accordingly. PFMA
holds the contractor fully responsible for
maintenance or discipline of all contractor assigned staff and requires notification of discipline and / or
contractor personnel contract termination in order to ensure compliance. PFMA will not be involved in
the discipline of the contractor‟s personnel other than to immediately report matters that are likely to
PFM RD, Q Kabul Hotel & Business Complex, Taimany Wat Sabequa Square, Airport and Continental 40M Road, Kabul,
Afghanistan, Finance@pfmrd.com
Sponsored by the Australian Department of Foreign Affairs and Trade (DFAT)
result in breeches of safety, security and / or compliance and, will make appropriate and responsive
recommendations for courses of action.
The Contractor is required to report to the PFMA PSRM any and all behavior of PFMA personnel who in
the opinion of its contractor personnel act in a way that could jeopardize the safety and security of
themselves, others who are transported in contractor operated equipment or who violate standard IRD
security policies, and who travel in PFMA funded vehicles.
In addition, the Contractor will ensure that all proper licenses and permits are filed with PFMA
PSRM and with Afghan Government and are fully up to date at all times. Failure to maintain full and
complete licensing and insurances is grounds for immediate termination. As part of the larger integrated
security system, the Contractor will assist as required to support a 24-hour manned operations center to
monitor PFMA security operations including; coordinating staff tracking, and emergency
communications. Regular communication is routinely required with all guards deployed to Observation
Posts, Entry Control Points, and personal quarters.
The Contractor will provide on request, detailed and accurate records of the Contractor staff qualifications
and training records. The Contractor will ensure suitability for post of all assigned personnel. All
positions listed in staffing requirements will be fully covered and replaced with a person of wholly similar
skills acceptable to PFMA and approved by PFMA Security personnel while the incumbent is on leave or
vacation. All staff identified for temporary or permanent replacement will be introduced and approved
prior to assignment to PFMA PSRM to ensure full compliance and appropriate communication at all
times.
Consistent with their formal responsibilities, the Contractor will assist the PFMA PSRM to maintain
Security Policy and Procedures and Systems, all PFMA and IRD Policy and Emergency Response
Procedures (ERPs), and all other required procedures compliant with ISO 31000/2009. Security planning
will be fully synchronized with and directly accountable to PFMA Security Policy.
IRD will review the contract after an initial probationary period of 3 months and amend or terminate as
needed should provision of service be deemed inadequate or if one or more deliverables have not been
consistently met. IRD will regularly monitor and inform contractor of deficiencies in service delivery.
IRD will provide a verbal brief on all required deliverables prior to the commencement of the contract.
PROPOSAL GENERAL INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS
PFMA intends to award one (1) Contract as a result of this solicitation. Award will be made to the
responsible Offeror(s) whose proposal(s) represents the best value after evaluation in accordance with
the factors and sub factors in the solicitation. PFMA may reject any or all proposals if such action is in
PFMA‟s interest. PFMA reserves the right to make multiple awards if, after considering the additional
administrative costs, it is in PFMA ‟s best interest to do so. Compliance with all applicable terms and
conditions as well as cost realism will be considered major factors for award by the evaluation
committee.
TECHNICAL PROPOSAL PREPARATION INSTRUCTIONS TO OFFERORS
(1) Cover Page (including solicitation number and name of Offeror, signed by an official authorized
to commit the Offeror)
(2) Executive Summary (one page)
PFM RD, Q Kabul Hotel & Business Complex, Taimany Wat Sabequa Square, Airport and Continental 40M Road, Kabul,
Afghanistan, Finance@pfmrd.com
Sponsored by the Australian Department of Foreign Affairs and Trade (DFAT)
(3)) Concise Presentation of each of the Technical Evaluation Criteria below: (no more than 10
pages).
(i) Overall Technical Understanding/Knowledge of Services
(ii) Technical Ability to Provide Services in Afghanistan (including relevant
licences).
(iii ) Management Approach and Capability
(iv) Past Prior Relevant Experience
a. The Offeror shall provide a brief description of the overall management structure for this
contract, including a clear delineation of staff authorities and lines of responsibilities, with special
emphasis on relationships with any in-country staff, subcontractors, and other contractors if
applicable.
b. The Offeror shall identify whether management support will be located in-country, at a regional
location, or from for example the US. Offerors shall discuss all applicable company policies for
in-country staff/subcontractors, including but not limited to procedures related to:
safety/emergencies, relocation/repatriation, gender sensitivity training of contractor employees,
emergency evacuation, and response, background/security checks, in-country travel, management
oversight/monitoring of performance, cost-control measures, staff
selection/retention/replacement, communication with staff, proper contractor identification, and
proper interaction between in-country staff and contractor employees.
c. The Subcontractor shall provide a clear and succinct description of their firm‟s Quality Assurance
efforts to maintain the consistency and quality of the support services, including replacement of
equipment, and retention of qualified field employees. Quality assurance involves multiple
activities, including the following: orientation and training of contractor staff in the knowledge
and skills necessary to complete the work assignments; standard operating procedures, tools and
approaches on which to base customized help; cost control measures, feedback from logistics
support customers and ongoing assessment of progress in implementing support plans; and,
documentation and reporting on logistical support activities.
d. Previous Experience
The Offeror shall provide a clear and succinct demonstration of his/her recent successful relevant
experiences (within the past 5 years) in adherence to task schedules and mission requirements,
responsiveness to technical direction, and ability to overcome program, technical, or schedule
difficulties without extensive guidance from the procuring agency.
BUSINESS PROPOSAL PREPARATION INSTRUCTIONS TO OFFERORS
The business proposal must be prepared on 8 ½” x 11” paper, using no smaller than a 12 point font and a
1” margin. The business proposal is not restricted to a page limitation. However, Offerors are advised
that any documentation that is not attributable to the information requested for inclusion in the business
proposal, or any documentation that appears to be an overflow of the technical proposal, shall not be
evaluated. The business proposal must include, at a minimum, the following sections:
Part I: Valid Offer Requirements
PFM RD, Q Kabul Hotel & Business Complex, Taimany Wat Sabequa Square, Airport and Continental 40M Road, Kabul,
Afghanistan, Finance@pfmrd.com
Sponsored by the Australian Department of Foreign Affairs and Trade (DFAT)
(1) Contract Proposal Cover Sheet and Table of Contents
 The cover sheet of your Business Proposal must include the following information (as
applicable):
 RFP Solicitation and/or amendment number;
 Name and address of Offeror;
 Name and telephone number of point of contact;
 Name, address, and telephone number of Cognizant Institutional Contract Administration Officer;
if applicable
 The following statement:
 “By submitting this proposal, we grant the IRD Contracting Officer and authorized
representative(s) the right to examine, at any time before award, those records, which include
books, documents, accounting procedures and practices, and other data, regardless of type and
form or whether such supporting information is specifically referenced or included in the
proposal as the basis for pricing, that will permit an adequate evaluation of the proposed price
and validity of the offer.”
 Date of Submission;
 Expiration date of Offer;
 Name, title, company stamp and signature of authorized representative who is legally qualified to
bind your institution.
 Evidence and description and certification of corporate insurance and limitations
(2) A Completed Pricing Schedule consistent with the pricing units and categories, and including
Budget Explanations, based on length of assignment and other factors. Vacation coverage and
other leave or replacement costs and 24/7 shift rotations MUST be included in the price.
(5) Past Performance Information
(6) Other Administrative Data, including a copies of your most recent valid licenses, and all other
licenses and insurances, including but not limited to:

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


Business - Afghan Investment Support Agency (AISA)
Communications License.
Armour vehicle supplier business licence.
Armour licence for intended B6 vehicle
Logistics License
Transportation License
Taskera, UN and other Security Checks for all Personnel
The Contractor will ensure vehicle and personnel permits/passes are coordinated for all venues visited by
PFMA personnel. The Contractor is required to comply with all relevant Afghan Laws applicable to
Logistics Service Providers or any foreign operated organization, including all applicable tax provisions,
and including periodic revisions to those laws as amended by the Government of the Islamic Republic of
Afghanistan, from time to time.
All vehicle prices must be proposed on monthly basis, inclusive of the cost of driver (s), fuel,
maintenance, insurance, all indirect and material handling fee (if any). The monthly fees will be based on
vehicles and driver being available on 24/7/365 basis. The monthly rates should be calculated as follows:
(Monthly Rate X 12) / 365 = Daily Rate.
Part II - Joint Venture / Teaming Agreement Information (if applicable)
PFM RD, Q Kabul Hotel & Business Complex, Taimany Wat Sabequa Square, Airport and Continental 40M Road, Kabul,
Afghanistan, Finance@pfmrd.com
Sponsored by the Australian Department of Foreign Affairs and Trade (DFAT)
If two or more parties have formed a partnership or joint venture for the purposes of submitting a proposal
under this solicitation and, if selected, would perform the contract as a single entity, Laws, or Joint
Venture or Partnership Agreement. In addition, the teaming arrangements must be identified, company
relationships must be fully disclosed and respective responsibilities and method of work must be
expressly stipulated. The joint venture or partnership agreement must include a full discussion of the
relationship between the organizations, including identification of the organization, which will have
responsibility for negotiation of the Contract which organization will have accounting responsibility, how
work will be allocated, and profit or fee, if any, shared. In addition, the principles to the joint venture or
partnership agreement must agree to be jointly and severally liable for the acts or omissions of the other.
Part III - Evidence of Responsibility
The Bidder must submit sufficient evidence of responsibility for the contracting officer to make an
affirmative determination of responsibility. To be determined responsible, a prospective Bidder must:
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

Have or able to obtain adequate financial resources;
Be able to meet the required delivery or performance schedules
Possess a “satisfactory performance record”
Have a satisfactory record of integrity and business ethics and a corporate policy/training in
Ethics and Business Conduct
Possess or able to obtain the necessary organization, experience, accounting and operational
controls; and technical skills
Has or be able to obtain the necessary equipment and facilities and
Be otherwise qualified and eligible in accordance with the applicable laws
Audited financial statements for the previous fiscal year
Host Country Taxes And Duties
This activity is not tax exempt. Bidders are advised that all goods and services, equipment, materials
and funds introduced into Afghanistan under this DFAT funded award, are not tax exempt under
Afghan laws, from customs duties and income taxes of every kind. In accordance with the provisions of
Afghanistan Tax Law, Article 72, PFMA shall withhold the following fixed percentage amounts from
each gross amount of each invoice due to Contractor and remit the withheld amount to the Da
Afghanistan Bank to the account of the Medium Tax Office, bank account number #{INSERT}
For contractors registered with AISA (Afghanistan Investment Support Agency), the fixed amount of
withholding shall be 2% (two per cent of the total payment amount).A copy of registration must be
provided to PFMA For non-registered Subcontractors, the fixed amount of withholding shall be 7%
(seven per cent of the total payment amount). All Afghan contractors are required to provide a copy of
their signed subcontracts and/or purchase orders with PFMA to the Medium Tax Office upon signature.
Past Performance Information
PFMA will focus on information that demonstrates quality of performance relative to the size and
complexity of the acquisition under consideration. PFMA is not required to contact all references
provided by the Offeror but reserves the right to do so. References other than those identified by the
Offeror may also be contacted to obtain additional information that can be used in the evaluation of the
Offeror‟s past performance.
PFM RD, Q Kabul Hotel & Business Complex, Taimany Wat Sabequa Square, Airport and Continental 40M Road, Kabul,
Afghanistan, Finance@pfmrd.com
Sponsored by the Australian Department of Foreign Affairs and Trade (DFAT)
The Offeror shall provide a list of all contracts currently in process for work similar in size and
complexity to this acquisition within Afghanistan. The contracts listed may include those entered into by
the U.S. Federal Government as well as private commercial and other International Organizations and
Donors. For each contract provide the following information in summary chart form:
1.
2.
3.
4.
5.
6.
7.
8.
9.
Name and Address of customer/client or Government Agency
Contract Number
Contract Type (Fixed Price, Cost Reimbursement, etc.)
Total Contract Value
Description of Duties Performed (not just a title)
Period of Performance
Contracting Officer‟s name, address, telephone, fax, and email address, and
Program Manager‟s name, address, telephone, fax, and email address
Location where work was performed
Other Administrative Data
The Offeror‟s proposal must stipulate that it is predicated upon all the terms and conditions of the RFP
and draft subcontract. In addition, it must contain a statement to the effect that it is firm for a period of at
least 60 days from the date of receipt.
The Offeror‟s proposal must list name and telephone number of person authorized to negotiate the final
terms of the subcontract.
The Offeror‟s proposal must list any current commitments with the DFAT as prime or subcontractor and
indicate whether these commitments will or will not interfere with the completion of work and services as
contemplated under this proposal.
The Offeror‟s proposal must identify any former Australian Government employee to be utilized on this
project by providing the individual‟s name, when employed by the Australian Government, where
employed, and the capacity in which employed.
Information concerning work-day, work-week, and paid absences
The Offeror shall indicate the number of hours and days in its normal work-day (Shift) and its normal
work-week for employees and consultants assigned to this activity In addition, the Offeror shall indicate
how paid absences (holidays, local holidays, vacation and sick) shall be covered.
PFM RD, Q Kabul Hotel & Business Complex, Taimany Wat Sabequa Square, Airport and Continental 40M Road, Kabul,
Afghanistan, Finance@pfmrd.com
Sponsored by the Australian Department of Foreign Affairs and Trade (DFAT)
Evaluation Factors for Award
Evaluation criteria consist of factors and sub factors. The proposals will be evaluated under two (2)
evaluation factors: Technical, and Cost. IRD intends to evaluate proposals and award all contracts
without discussions Therefore, the Offeror’s initial proposal should contain the Offeror’s best terms
from a cost or price and technical standpoint.
Offerors are advised that in proposal evaluation, consideration shall be given to technical proposals and
past performance and evidence of full compliance with the requirements rather than to cost or price
unless, as a result of technical evaluations and past performance, proposals are judged to be essentially
equal, in which case cost shall become the determining factor. Furthermore, cost/price will be evaluated
on the basis of cost realism analysis. Discussions, if held, will be conducted only with those Offerors
determined to be within the competitive range. In addition to a cost/price analysis of each Offeror‟s
proposed total estimated price, the proposal evaluation shall consist of a review of the following technical
and other non-cost factors:
TECHNICAL PROPOSAL
Technical proposal Sub-Factors and Points
(1) Technical Understanding/Knowledge of Services
(2) Ability to Provide Services in Afghanistan
(3) Management Approach/Capability
(4) Previous Experience
Technical Proposal Total Possible Points
(20)
(20)
(20)
(40)
(100)
COST PROPOSAL
(1) Overall per Unit Prices according to the Schedule
(2) Completeness and Compliance with Business Proposal Requirements
(90)
(10)
Cost Proposal Total Possible Points
(100)
MAXIMUM POSSIBLE COMBINED POINTS
200
Evaluation of Technical Proposal (Proposed Technical Outline)
Overall Technical Understanding/Knowledge of Services
This portion of the proposal will evaluate how well the proposal demonstrates the Offeror‟s overall
technical understanding of the need, and purpose of the activities. Offerors will be evaluated on their
understanding of the requirements.
Ability to Provide Services in Afghanistan
This portion of the proposal will evaluate how well the proposal demonstrates the Offeror‟s ability to
provide services in the proposed environment, demonstrating expert understanding of the operational
challenges that can often be faced on the ground.
PFM RD, Q Kabul Hotel & Business Complex, Taimany Wat Sabequa Square, Airport and Continental 40M Road, Kabul,
Afghanistan, Finance@pfmrd.com
Sponsored by the Australian Department of Foreign Affairs and Trade (DFAT)
Management Approach and Capability
This portion of the proposal will evaluate how well qualified and experienced the Offeror is as an
organization, (its history, size, type of services etc), experiences managing/performing the services
described in this solicitation.
Previous Experience
This portion of the proposal will evaluate how well qualified and experienced the Offeror is in
successfully performing the activities described in the solicitation based on their work experience within
the last 5 years and customer satisfaction with quality, price and responsiveness (references).
Evaluation of Business Proposal
Each Offeror shall be evaluated on its past performance under current and prior contracts. By past
performance, this means the Offeror's record of conforming to specifications as well as full compliance
with all legal and industry regulations and requirements, and to the highest standards of professionalism,
integrity and performance quality., including the Subcontractor's record of forecasting documenting and
controlling costs; the Offeror's adherence to contract schedules and terms, including the administrative
aspects of performance; the Offeror‟s ability to maintain adequate supporting documentation; the
Offeror's reputation for reasonable and cooperative behaviour and commitment to customer satisfaction;
and generally, the Offeror's business-like concern for the interest of the customer and the degree of
quality of deliverables and performance.
Price
Price/Cost information will be evaluated based on Offeror‟s responses to the Business Proposal
Instructions. Price/Cost will be evaluated on the basis of cost realism and cost reasonableness, which
means that the costs in an Offeror‟s proposal:
(1) Are realistic for the work to be performed;
(2) Reflect a clear understanding of the requirements; and
(3) Are consistent with the various elements of the Offeror‟s technical proposal.
Final Source Selection
In evaluating proposals for final selection and award, PFMA will perform a "best value" analysis, making
award to the Offeror whose integrated proposal offers the highest technical merit at the best overall price.
While price is not expected to be the exclusive controlling factor in the selection of the successful
Offeror, the degree of importance of price as a factor will be greater depending upon the degree of
equality of the proposals and other factors evaluated. Award will be made to the Offeror whose proposal
conforms to the Request for Proposal (RFP) requirements and is judged to represent the best value for the
price to PFMA. Best value means the expected outcome of an acquisition that, in the PFMA‟s estimation,
provides the greatest overall benefit in response to the requirement. This may result in an award to a
higher-rated, higher-priced Offeror, where the decision is consistent with the evaluation criteria and the
designated competitive selection official reasonably determines that the expected benefits of the non-cost
criteria outweigh the Cost/Price difference.
PFM RD, Q Kabul Hotel & Business Complex, Taimany Wat Sabequa Square, Airport and Continental 40M Road, Kabul,
Afghanistan, Finance@pfmrd.com
Sponsored by the Australian Department of Foreign Affairs and Trade (DFAT)
It is PFMA’s Policy that no gifts of any kind and of any value be exchanged between
vendors/Subcontractors and PFMA personnel. Discovery of the same will be grounds for
disqualification of the vendor/Contractor from participation in any PFMA procurements and may
result in disciplinary actions against PFMA personnel involved in such discovered transactions.
PFM RD, Q Kabul Hotel & Business Complex, Taimany Wat Sabequa Square, Airport and Continental 40M Road, Kabul,
Afghanistan, Finance@pfmrd.com
Sponsored by the Australian Department of Foreign Affairs and Trade (DFAT)