Q&As - RFP 19AQMM20R0064 M&E Services.pdf

Questions Due: 7 February 2020 / 11:00 a.m. EST Solicitation Number: 19AQMM20R0064

Department of State (DOS): Monitoring and Evaluation Services – Questions and Responses

QUESTION

TECHNICAL

OR COST

RFP SECTION #,

TITLE, & PAGE

VENDOR QUESTION(S)

VENDOR

RECOMMENDATION

DOS RESPONSES

Solicitation Number: SAQMMA17R0222 – Questions and Responses Page 1

SBU - CONTRACTING AND ACQUISITIONS

1 Technical SOW - Key

Personnel, Colombia-M&E

Specialist (Two (2) each); Page 35

Will the Government please clarify the meaning of “each” within this title reference?

Please clarify the statement by updating heading to read:

“Colombia-M&E Specialist

(Two (2))”?

RFP has been revised to read: Two (2)

Colombia M&E Specialists

2 Technical SOW -Business

Licenses; Page 6

Will the Government modify the

RFP to reflect that companies can submit technical proposals without proof of licensure to ensure fair competition and best value for the

Government?

As written, this RFP would require bidders to be licensed in 10 Eastern Caribbean

Countries, 5 additional Island nations, 7 Central American

Nations, 2 North American nations, & 5 South American nations. (29 total licenses) and provide the incumbent with an extreme advantage while inhibiting fair competition, as it will be impossible for bidders to secure licenses in all of these locations in less than 30 days to include with technical submission.

Would the Government please consider modifying the SOW to reflect that the awardee must be compliant with all relevant country laws

(Labor and Civil) prior to beginning work on the contract?

The license requirements remain as stated in RFP 19AQMM20R0064. However, amended to read:

Contractor shall submit with their technical proposal proof of business licenses or present a detailed plan as to how he/she will obtain business licenses prior to the required period of performance.

Failure to provide proof of business licenses or a detailed plan will result in a non-responsive to Solicitation. For this requirement, business license is required where key personnel are based and performing core duties. The following locations are applicable:

North America (2)

- United States

- Mexico

Central America (6)

- Guatemala

- El Salvador

- Honduras

- Belize

- Panama

- Costa Rica

South America (3)

- Colombia

- Peru

- Ecuador

Questions Due: 7 February 2020 / 11:00 a.m. EST Solicitation Number: 19AQMM20R0064

TECHNICAL

OR COST

Solicitation Number: SAQMMA17R0222 – Questions and Responses Page 2

Caribbean (7)

- Jamaica

- Barbados

- Bahamas

- Haiti

- Dominican Republic

- Trinidad & Tobago

- Guyana

3 Technical SOW - Business

License; Page 6

"The Contractor shall have all appropriate business licenses to work in the countries as outlined in the Solicitation.”

Does the Government also expect that all SMEs obtain work permits and visas?"

If the SME is not a local national, the SME is required to obtain all necessary permits and/or visas to work in the specified country.

4 Technical SOW - Business

License; Page 6

“The Contractor shall have all appropriate business licenses to work in the countries as outlined in the Solicitation.”

Does the Government expect that

SMEs be paid via local payroll and be subject to taxation by the local government, and be subject to local governmental labor regulations for time off, insurance and benefits provisions?"

The government expects SMEs are paid and taxed in accordance with local laws and regulations.

The government expects SMEs will be subject to local government labor regulations for time off, insurance and benefits provisions.

5 Technical SOW – Eastern

Caribbean – M&E

Specialist; Page 41

Is it the intent of the Government to require bidders to be licensed in all

Eastern Caribbean nations as specified in the RFP (Antigua &

Barbuda, Barbados, Dominica, Grenada, St. Kitts & Nevis, St.

Lucia, and St Vincent & the

Grenadines) or only in Barbados

The intent of the government is only to require a license for Barbados and not the other islands covered by the Eastern

Caribbean listed in RFP 19AQMM20R0064

(Antigua & Barbuda, Barbados, Dominica, Grenada, St. Kitts & Nevis, St. Lucia, or St

Vincent & the Grenadines).

Questions Due: 7 February 2020 / 11:00 a.m. EST Solicitation Number: 19AQMM20R0064

TECHNICAL

OR COST

Solicitation Number: SAQMMA17R0222 – Questions and Responses Page 3 since the EC Specialist will be based in Bridgetown?

6 Technical SOW - Workplan;

Can the Government please clarify if the requirement for a Workplan is included in the 30-page technical volume?

No, the workplan is not included in the proposal. As stated on page 7, the workplan is a deliverable to be submitted within 30 days of award.

7 Technical SOW – Security

Requirement; Page

Can the Government please advise if personnel will be authorized to begin work with either an interim

Secret or interim MRPT clearance?

Per provision H-001 Security Requirement, Assignment of Contractor Personnel: An interim Secret clearance is acceptable for initial contract performance. An interim

MRPT certification is acceptable for initial contract performance.

8 Technical SOW – Security

Requirement; Page

Will the government consider making allowances for the unpredictability for the MRPT certification timeline?

Provision H-001 Security Requirements, Page 51, each Contractor employee must have an individual security clearance commensurate with the required level of access prior to contract performance.

9 Pricing

SOW – U. S.

Government

Furnished

Equipment and

Information; Page and

Key Personnel -

Pages 15 - 48

“The Government anticipates providing furnished workspace and other appropriate computer hardware and software, telephones and other material appropriate to the performance of tasks for all on-site positions identified in the SOW. All computer resources in use at the U.

S. Government facility will be

Government furnished.”

Individual OCONUS positions state that, “This position may ultimately be based in a U. S. Embassy facility, however, the contractor shall provide an office space and equipment for the M&E specialist until they are able to transition to

Embassy facilities, which is

Would the Government please consider identifying all required software and hardware packages?

RFP 19AQMM20R0064 has been amended to include:

The Government expects an estimate for obtaining and maintaining all supplies required during the entire period of performance. The Offeror may be required to furnish the following:

Temporary or permanent office space

Laptop computer

Mobile phone

Microsoft Office Suite

Adobe

Questions Due: 7 February 2020 / 11:00 a.m. EST Solicitation Number: 19AQMM20R0064

TECHNICAL

OR COST

Solicitation Number: SAQMMA17R0222 – Questions and Responses Page 4 dependent on the individual’s ability to obtain and hold either a MRPT or

RSO security clearance as well as the availability of space in Embassy facilities. If the M&E Specialist is unable to transition into Embassy

Facilities for any reason, the contractor shall provide an office space and equipment until the end of the contract.”

Does the Government expect all submitted pricing to reflect the total cost of maintaining office space, computers, phone and supplies for the duration of the PoP? If so, please provide a required list of equipment to include computers, software packages and other necessary equipment. "

Sharepoint

PowerBi

10 Technical SOW –

OBJECTIVES -

Objective 4; Page 8

"The contractor shall ensure that all measure development, collection, and reporting processes are institutionalized at all posts in the

Western Hemisphere.”

Contract staff can develop and administer training and can develop and distribute continuity manuals, but do not have the authority over

DoS staff to hold them accountable for institutionalizing sustainability.

Will the Government please clarify the meaning of “ensure the institutionalization of the

The contractor must ensure that all measure development, collection and reporting processes are taught so all tasks will continue after contract ends.

Questions Due: 7 February 2020 / 11:00 a.m. EST Solicitation Number: 19AQMM20R0064

TECHNICAL

OR COST

Solicitation Number: SAQMMA17R0222 – Questions and Responses Page 5 measurement development, collection, and reporting processes?"

11 Technical FAR Clause

52.222-17; Page 64

FAR Clause 52.222-17 requires the awardee to allow qualified incumbent personnel the right of first refusal.

In order to avoid providing the incumbent contractor an unfair advantage, will the Government provide a list of all incumbent personnel and their contact information to all bidders?

The Government clearly requires the awardee to offer the position on this contract to the incumbent employee

IAW FAR Clause 52.222-17, cited on Page 64 of the solicitation. Without a list of the qualified incumbent employees in each key position, it places the non-incumbent bidder at a disadvantage to the incumbent, as the bidder will have to withdraw offers from qualified personnel they submitted for the position.

Would the government please consider proving bidders with access to the incumbent employees, and affording them the opportunity to secure a Letter of Intent to be submitted with the proposal, without concerns of exclusivity or threats from the incumbent?

This will ensure fair competition which can only benefit the government.

FAR 52.212-5, Contract Terms and

Conditions Required to Implement Statutes or Execution Orders –Commercial Items

(Oct 2019): FAR Clause 52.222-17 is not identified as a requirement under this RFP.

12 Technical SOW –Key

Personnel; Page 15

-16

The Position Description for the

Program Manager and the Deputy

Program Manager specify MRPT certification.

The PM and DPM do not require SECRET clearances. The PM and DPM will not be escorting personnel.

Questions Due: 7 February 2020 / 11:00 a.m. EST Solicitation Number: 19AQMM20R0064

TECHNICAL

OR COST

Solicitation Number: SAQMMA17R0222 – Questions and Responses Page 6

This opportunity requires a

SECRET Facility Clearance and further states that specific personnel operating under the oversight of the

PM and DPM will require Secret

Clearances.

The PM or DPM must serve as escort personnel for other program personnel when they attend DSS briefings in order to secure access badges.

Will the Government modify the

SOW to reflect the PM and DPM require Secret Clearances and that they must be US citizens?

The requirement remains as stated in RFP

19AQMM20R0064.

13 Technical/ Price SOW - Copy

Editor and

Reporting

Specialist (Part-

Time) and H-016

Key Personnel;

Pages 26 and 54

Would the Government please provide hours per week for the part-time positions of Copy Editor and

Reporting Specialist?

to read:

This position will be PART-TIME (defined as at least 20-hour work week)

14 Technical SOW –

Assignment of

Contractor

Personnel; Pages

52, 53

Will the Government allow for the one-time transfer of MRPT certifications from the incumbent to the awardee if an incumbent employee elects to remain on the contract?

Would the Government please consider modifying the SOW to state that DS will allow for a one-time transfer of existing MRPTs from the incumbent to the awarded company for personnel remaining on the contract to allow for a more smooth and rapid transition and for personnel to maintain access to Embassy and US

Government facilities?

If applicable, the Government will allow a one-time transfer of incumbent personnel to the newly awarded contractor. This process will be addressed at the award kickoff.

Questions Due: 7 February 2020 / 11:00 a.m. EST Solicitation Number: 19AQMM20R0064

TECHNICAL

OR COST

Solicitation Number: SAQMMA17R0222 – Questions and Responses Page 7

15 Technical SOW Will the Government please confirm that medical evacuation insurance for all personnel assigned to this contract is required?

Would the Government please modify the SOW to state that all offerors must provide medical evacuation insurance for forward deployed personnel?

The requirement remains as stated in RFP

19AQMM20R0064.

16 Cost RFP B-010; Page

5; and Page 3

Offerors are required to provide a cost for each CLIN. However, it is impossible to reasonably predict the frequency or nature of the required travel.

Will the Government consider modifying the solicitation to make

Travel and ODCs cost reimbursable

CLINs IAW the DSR and the RFP

Page 5, Section B-010 and provide a basis of estimate based on historical data or a fixed, not to exceed amount?

Would the Government please modify the

Solicitation to change the

Travel CLIN to a Cost-

Reimbursable CLIN or provide a BOE for fairness to all offerors?

Per provision B-010 Type of Contract, Travel and other direct costs will be cost reimbursable.

RFP 19AQMM20R0064 Travel CLIN has been amended to read:

Not-to-exceed $120,000 per year

17 Technical SOW - Guatemala-

M&E Specialist;

"“This will be a full-time (defined as at least 40-hour work week) for one (1) year with four (4) option years. This position is open to U.S.

Citizens or Third Country

Nationals. This position may ultimately be based in a U.S.

Embassy facility; however, the contractor shall provide an office space.”

Will the Government please confirm this position is not open to Local

Nationals? "

Would the Government please modify the SOW to specify whether the position is open to Local Nationals?

to include Local National:

This position is open to U. S. Citizens, Third

Country Nationals or Local Nationals.

Questions Due: 7 February 2020 / 11:00 a.m. EST Solicitation Number: 19AQMM20R0064

TECHNICAL

OR COST

Solicitation Number: SAQMMA17R0222 – Questions and Responses Page 8

18 Technical SOW - Guatemala-

M&E Specialist;

"“This will be a full-time (defined as at least 40-hour work week) for one (1) year with four (4) option years. This position is open to U.S.

Citizens or Third Country

Nationals. This position may ultimately be based in a U.S.

Embassy facility; however, the contractor shall provide an office space.”

Will the Government please confirm if the contractor will follow

Embassy schedule? "

Would the Government please modify the SOW to specify whether LNs are required to follow Embassy work schedule?

to state that all in-country personnel will follow Embassy hours of operation.

Technical

SOW – Key

Personnel - Page

"“For all other positions […] If filled by a Local National -requires

RSO vetting approval.""

Will the Government please specify if an additional cost-reimbursable background check must be performed utilizing a local third-party vendor? "

Would the Government please specify in a clause on the SOW whether additional background checks will be required for Local Nationals?

The contractor chooses to hire personnel.

Local National personnel will be vetted by the RSO.

20 Technical L-002

INSTRUCTIONS,

CONDITIONS,

AND NOTICES

TO OFFERORS

OR

RESPONDENTS -

Method of Award –

Factor Three – Past

Performance; Page

“If a significant portion of the work to be performed is proposed to be accomplished by subcontractors or affiliates of the Offeror, THREE (3) contractor evaluation questionnaires shall be submitted by customers of the proposed subcontractor(s) or affiliate(s).”

Will the Government please consider quantifying a “significant portion of the work to be performed” so that we may submit

If a significant portion of the work to be performed is proposed to be accomplished by subcontractors or affiliates of the

Offeror, the subcontractor shall submit

THREE (3) past performance evaluations

Significant portion as identified on page 61, 52.212-5 Contract Terms and Conditions

Required to Implement Statutes or

Executive Orders--Commercial Items (Oct

2019); under FAR 52.219-14, Limitations on

Subcontracting (Jan 2017) (15 U.S.C.

637(a)(14)).

Questions Due: 7 February 2020 / 11:00 a.m. EST Solicitation Number: 19AQMM20R0064

TECHNICAL

OR COST

Solicitation Number: SAQMMA17R0222 – Questions and Responses Page 9 all required documentation in compliance with the RFP?

21 Technical L-002

INSTRUCTIONS,

CONDITIONS,

AND NOTICES

TO OFFERORS

OR

RESPONDENTS -

Method of Award –

Factor Three – Past

Performance; Page

“If a significant portion of the work to be performed is proposed to be accomplished by subcontractors or affiliates of the Offeror, THREE (3) contractor evaluation questionnaires shall be submitted by customers of the proposed subcontractor(s) or affiliate(s).”

Will the Government please clarify whether it requires THREE (3) evaluation questionnaires for the subcontractor/affiliate team in aggregate, or whether every subcontractor/affiliate should each submit THREE (3) evaluation questionnaires?

If a significant portion of the work to be performed is proposed to be accomplished by subcontractors or affiliates of the

Offeror, the subcontractor shall submit

THREE (3) past performance evaluations

22 Technical Section C, Business Licenses,

pg. 6-7

The requirement for all Contractors to have appropriate business licenses to work in the countries listed in the proposal is unduly restrictive of competition. The company’s “current” country registration total does not correspond with company’s ability to perform the work successfully. A single company having business licenses in each of the countries listed appears to favor the incumbent. Such a provision is a clear violation of the Competition in

Contracting Act and numerous provisions in the FAR. Will DOS consider revising this requirement to

We recommend that the agency remove this condition entirely or lower the requirement so that the

Contractor can work to comply with the laws of each country as necessary upon award and find other ways to perform tasks in the meantime.

The license requirements remain as stated

Contractor shall submit with their technical proposal proof of business licenses or present a detailed plan as to how he/she will obtain business licenses prior to the required period of performance.

Failure to provide proof of business licenses or a detailed plan will result in a non-responsive to Solicitation. For this requirement, business license is required where key personnel are based and

Questions Due: 7 February 2020 / 11:00 a.m. EST Solicitation Number: 19AQMM20R0064

TECHNICAL

OR COST

Solicitation Number: SAQMMA17R0222 – Questions and Responses Page 10 ensure fairer competition and compliance with applicable procurement law?

North America (2)

- United States

- Mexico

Central America (6)

- Guatemala

- El Salvador

- Honduras

- Belize

- Panama

- Costa Rica

South America (3)

- Colombia

- Peru

- Ecuador

Caribbean (7)

- Jamaica

- Barbados

- Bahamas

- Haiti

- Dominican Republic

- Trinidad & Tobago

- Guyana

23 Technical Section L, Factor

Two – Staffing

Plan, Page 96

Can State please confirm that the contingent agreement position and negotiated salary range should not be provided to the Government?

Given that this is firm fixed price contract, contractors are not providing salary information for each individual on the contract, but rather a fully loaded price for each position as specified on page 105 of the RFP.

Given that this is firm fixed price contract, contractors are not providing salary information for each individual on the contract, but rather a fully loaded price for each position as specified on page 105 of the RFP.

The Offeror will provide fully loaded labor rate for each position identified in

Appendix One – Labor Rates Tables, Base plus all Option Years and any additional

Labor Category the Offeror proposes.

24 Technical Section L, Factor

Three – Past

Can State please confirm that fax numbers are not required for the

Offeror recommends that

State only requires voice numbers and email addresses

Facsimile numbers are not required. RFP

19AQMM20R0064 and Past Performance

Questions Due: 7 February 2020 / 11:00 a.m. EST Solicitation Number: 19AQMM20R0064

TECHNICAL

OR COST

Solicitation Number: SAQMMA17R0222 – Questions and Responses Page 11

Performance, page reference checks of the past performance questionnaires?

for the two points of contact for each reference check of the past performance questionnaires.

Questionnaires has been amended to remove Facsimile number

25 Technical Section L, Technical

Proposal, page 94

Appendix Two, resume format template is comprised of: I, cover sheet, II candidate qualifications and experience and III candidate personal information. The instructions on page 94 state to include a two-page resume. Can

Offerors please use a four-page limit for the information required in

Resume Format Template sections

I, II and III?

Offeror recommends that

State please revise the page limit for each Key Personnel

Resume from two pages to four pages, inclusive of the

Sections I, II, and III of the

Resume Format Template in

Appendix Two.

Resume format remain as stated in RFP

19AQMM20R0064.

26 Technical Section H, US

Citizen Personnel, Page 52 states that “All U.S. citizen personnel that do not require a personnel security clearance for contract performance must possess a favorable MRPT certification prior to contract performance.” Given the processing time required, can State confirm that proposed candidates require the ability to obtain and maintain a MRPT certification but do not require one prior to contract performance?

Offeror recommends that

State please confirm that proposed Key Personnel must require the ability to obtain and maintain a MRPT certification but are not required to have one prior to contract performance.

Per provision H-001 Security

Requirements, Page 51, each Contractor employee must have an individual security clearance commensurate with the required level of access prior to contract performance.

27 Technical Section C, Key

Personnel, page 24-

Can State confirm that per the

Senior Data Management Specialist and Data Management Specialists position descriptions (pages 24 of

116 and 25 of 116), proposed candidates for these positions require the ability to obtain and maintain a SECRET security clearance but do not require a

Offeror recommends that

State please confirm that the

Senior Data Management

Specialist and Data

Management Specialists positions require the ability to obtain and maintain a

SECRET security clearance but do not require clearance

Per provision H-001 Security

Requirements, Page 51, each Contractor employee must have an individual security clearance commensurate with the required level of access prior to contract performance.

Questions Due: 7 February 2020 / 11:00 a.m. EST Solicitation Number: 19AQMM20R0064

TECHNICAL

OR COST

Solicitation Number: SAQMMA17R0222 – Questions and Responses Page 12 clearance prior to contract performance?

prior to contract performance.

28 Technical Section M, Appendix Two –

Resume Format

Template, page 110

In appendix 2 Resume Format

Template Section II. A.

Employment, the template includes:

“Dates of Employment: From-To;

Duration of Employment:

Years/Months; Date:

(MMDDYYYY)”

Can State confirm that the third category “Date: (MMDDYYY)” is not necessary?

Offeror recommends that

State please remove the

“Date: (MMDDYYYY)” from Section II.A. of the

Resume Format Template.

Resume format remain as stated in RFP

19AQMM20R0064.

29 Technical Section C, Telework

Requirements for

Key Personnel

Only, page 15

Page 15 states that key personnel may request to telework if the employee has completed one full year under this contract.

Offeror recommends State please amend the language to

“Employees may telework only with written COR approval.”

Telework requirement remain as stated in

RFP 19AQMM20R0064.

30 Technical Section C, Key

Personnel, page 15

Page 15 states “All other full key personnel positions located CONUS may be filled by either a US Citizen or Third Country National and require a MRPT certification.”

Offeror recommends that

State please exclude part time staff from this requirement, and amend the language to

“All other full-time key personnel positions located in

CONUS may be filled by either a US Citizen or Third

Country National and require an MRPT certification.”

The security language noted in this section of RFP 19AQMM20R0064 remains as stated.

31 Technical Section C, Border

Security M&E

Specialist, page 22

Please confirm that the requirement for the Border Security M&E

Specialist is “In depth knowledge and/or experience with border security” and not criminal justice.

Offeror recommends that

State please revise the requirement to “In-depth knowledge and/or experience with border security.”

RFP 19AQMM20R0064 has been amended to note requirement the Border Security

M&E has an in-depth knowledge of border security

32 Technical Section C, Counternarcotic

Please confirm that the requirement for the Counternarcotic M&E

Offeror recommends that

State please revise the to note requirement for Counternarcotics

Questions Due: 7 February 2020 / 11:00 a.m. EST Solicitation Number: 19AQMM20R0064

TECHNICAL

OR COST

Solicitation Number: SAQMMA17R0222 – Questions and Responses Page 13

M&E Specialist, Specialist is “In depth knowledge and/or experience with counternarcotic” and not criminal justice.

requirement to “In-depth knowledge and/or experience with counternarcotic.”

M& E has an in-depth knowledge of counternarcotics

33 Technical Section C, Copy

Editor and

Reporting

Specialist (Part-

Time), page 26

Page 26, under Copy Editor and

Reporting Specialist (part time), states, “This position will be full-time (defined as at least 40-hour work week)”. Please confirm that this position is part time.

Offer recommends that State please confirm that the Copy

Editor and Reporting

Specialist will be part-time.

RFP 19AQMM20R0064 has been amended to note the Copy Editor and Reporting

Specialist is a PART-TIME position.

34 Technical Section C, Guatemala – M&E

Specialist, page 27

Page 27 under Guatemala M&E

Specialist, states, “This position is open to U. S. Citizens or Third

Country Nationals. Please confirm that this position is open to U. S.

Citizens, Third Country Nationals, or Local Nationals.

Offeror recommends that

State please revise the requirement so the

Guatemala M&E Specialist position is open to U.S.

Citizens, Third Country

Nationals, or Local

Nationals.

This position is open to U. S. Citizens, Third Country Nationals or Local

Nationals.

35 Technical Section C, El

Salvador - M&E

Specialist, page 31

Page 31 under El Salvador M&E

Specialist, there are several references to Panama. Please confirm that these should say El

Salvador.

Offeror recommends that

State please confirm that the references to Panama under the El Salvador M&E

Specialist should be El

Salvador.

RFP 19AQMM20R0064 has been amended to reference El Salvador and not Panama.

36 Technical Section C, Guyana and Suriname –

M&E Specialist, Page 46 states that the Guyana and

Suriname M&E Specialist must “be based on Georgetown”.

Offeror recommends that

State please consider the

Guyana and Suriname M&E

Specialist to be based in either Georgetown or

Paramaribo.

Requirements for Guyana M&E Specialist remains as stated in RFP

19AQMM20R0064.

37 Technical Section C, Guyana and Suriname –

M&E Specialist, Page 46 states that the Guyana and

Suriname M&E Specialist must possess “high level knowledge of

Mexican laws, customs, current events, and governmental institutions.”

Offeror recommends that

State please revise the requirement to “high level knowledge of either

Guyanese or Surinamese laws, customs, current

RFP 19AQMM20R0064 amended to read, High level knowledge of Guyanese and

Surinamese laws, customs, current events, and governmental institutions

Questions Due: 7 February 2020 / 11:00 a.m. EST Solicitation Number: 19AQMM20R0064

TECHNICAL

OR COST

Solicitation Number: SAQMMA17R0222 – Questions and Responses Page 14 events, and governmental institutions.”

38 Technical Section C, Senior

Data Management

Specialist, page 24

Page 24 states both that the Senior

Data Management Specialist “shall be based in D.C. and will sit in the

INL/WHP office space” and “This position...will not be housed in

INL/WHP facilities. The contractor shall provide off-site office space.”

Can State please confirm where this position is expected to be located?

Offeror recommends that

State please confirm that the

Senior Data Management

Specialist will be seated in

DC at contractor facilities.

This position will have access to INL/WHP facilities (when needed) but will be based at the contractor's office.

39 Technical Section C, Objectives, Page 8

Page 8 lists two activities (3.3 and

3.4) titled “Report Specific Measure

Pages.” Can State please confirm that Activity 3.3 and Activity 3.4 are different Activities, and provide titles and descriptions of each?

Offeror suggests that State keep the title and description of Activity 3.3: Report

Specific Measure Pages, and based on the description of

Activity 3.4 in the solicitation, retitle Activity

3.4 to “Periodic Data

Updates.”

RFP 19AQMM20R0064 has been amended

Activity 3.4 to read “Systematic Data

Updates”

40 Technical Section C, Key

Personnel, Pages

39-40 & Page 42

Personnel requirements for M&E specialists from Jamaica and The

Bahamas demand FSI 4/4 Spanish language skills, even though these countries are not Spanish speaking.

Offeror recommends State please remove Spanish language requirement for

M&E specialists stationed in non-Spanish speaking countries.

RFP 19AQMM20R0064 has been amended to remove the language requirement

41 Technical Section L, Technical

Proposal, page 94

Page 94 states that the “Technical proposal, consisting of an Executive

Summary, and Technical Approach, shall not exceed a length of 30 pages. Can State please confirm if a

Table of Contents page and

Acronym List can be included as part of the Technical proposal and that these two sections will not count towards the 30 page limit?

Offeror recommends that

State please allow for a Table of Contents page and

Acronym list be included as part of the Technical

Proposal, and not be counted towards the 30 page limit.

Table of contents and acronym list are permitted and will not count towards the

30-page limit.

Questions Due: 7 February 2020 / 11:00 a.m. EST Solicitation Number: 19AQMM20R0064

TECHNICAL

OR COST

Solicitation Number: SAQMMA17R0222 – Questions and Responses Page 15

42 Technical Section L, Technical

Proposal, page 94

Page 94 states that “Appendices containing key personnel resumes and all other requested documents, will not be included in the 30 page limit.” Can State please confirm that documentation of Offeror’s Secret level clearance and business licenses to work in the countries outlined in the Solicitation can be included as Appendices to the

Technical Proposal and will not be included in the 30 page limit?

Offeror recommends that

State allow for documentation of Offeror’s

Secret level clearance and business licenses to work in the countries outlined in the

Solicitation to be included as

Appendices to the Technical

Proposal, and will not be included in the 30 page limit.

Documentation of Offeror’s SECRET level clearance and business licenses to work in the countries outlined in the Solicitation can be included as Appendices to the

Technical Proposal and will not be included in the 30-page limit

43 Technical Section L, Technical Proposal

(page 94), Proposal

Submissions (page

95)

Page 94 states that “The Technical proposal, consisting of an Executive

Summary, and Technical Approach, shall not exceed a length of 30 pages,” and that “individual past performance references shall not exceed four (4) pages.” Page 95 indicates that the Technical

Proposal will be outlined as “Tab A

– Technical” and “Tab B – Past

Performance.” Can State please confirm the following:

1. If the contents of Tab B are counted towards the 30 page limit?

2. If Offerors are required to submit both Past Performance References and have their clients submit Past

Performance Questionnaires? If so, are both counted as contents of Tab

B?

In response to the questions listed left, Offeror recommends the following from State:

1. No, Tab B does count toward the 30 page limit.

2. Yes, Offerors are required to submit both Past

Performance References and have their clients submit Past

Performance Questionnaires.

Yes, both should be included in Tab B.

3. Yes, each Past

Performance Reference can be up to four (4) pages in length and do not count toward the 30 page limit.

No, contents of Tab B are not counted towards the 30-page limit.

Per provision M-010, Appendix Three, Past

Performance Questionnaires (PPQ) instructions: Agencies/Firms identified to complete the PPQ shall returned the PPQ directly to the Contracting Officer identified in the solicitation by the due date/time noted

Individual past performance references shall not exceed four (4) pages.

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3. If Offerors are required to submit

Past Performance References, can each reference be four (4) pages in length and do all Past Performance

References count towards the 30 page limit?

44 Cost Section H, Subcontracting, RFP page 51, Subcontracting, states that all subcontractors are required to submit an Organizational Conflict of Interest Disclosure Statement or

Representation, and are subject to the same FCL and security vetting requirements as the Prime

Contractor. Can Department of

State please confirm that vendors that provide ancillary, secondary, non-programmatic services or products to the prime contractor or any subcontractors, and do not provide technical or substantive inputs to contract performance, are not subject to the OCI disclosure and FCL and security vetting requirements that the

“Subcontracting” section on RFP page 51 applies to subcontractors?

Offeror recommends that

State does not require

Offerors to provide OCI disclosure, FCL, and security vetting requirements for vendors that provide ancillary, secondary, non-programmatic services or products to the prime contractor or any subcontractor.

Those positions that must hold a security clearance or public trust certification must be direct billable positions stipulated by

CLIN in accordance with contractual requirements.

45 Cost Section B, Type of

Contract, page 5

RFP section B-010 on page 5 indicates that this contract is Firm

Fixed Price. RFP page 58 incorporates, among others, the following FAR clauses:

• 52.232-7 Payments under

Time-and-Materials and

Labor Hour Contracts

(Aug 2012)

Offeror recommends FAR

52.232-7 Payments under

Time-and-Materials and

Labor Hour Contracts (Aug

2012) and FAR 52.243-3

Changes-Time-and-Material or Labor-Hours (Sept 2000) be removed from the

Solicitation, as they do not to remove FAR 52.232-7 and 52-243-3

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• 52.243-3 Changes-Time-and-Material or Labor-

Hours (Sept 2000)

Can Department of State please confirm that these clauses are applicable only to T&M or L-H contracts, and therefore do not apply to this contract?

apply to this Firm-Fixed

Price contract.

46 Cost Section C, Staffing, Page 15 Staffing section indicates that “contractor shall provide all domestic personnel and in-country

M&E specialists with...laptop computers...”. Could the government please confirm if the contractor needs to provide laptops for the entire period of performance if Post will be providing work stations and necessary IT equipment to in-country M&E Specialists?

Offeror recommends that laptop computers for in-country M&E Specialists only be required for those that will not have a work station at Post or for periods of time that they will not have work stations at Post.

NOTE: For in-country M&E Specialists the requirement for laptop and necessary

IT equipment is only required during the period the M&E Specialist is unable to transition to Embassy facilities (awaiting appropriate MRPT certification, RSO security clearance or the availability of space in Embassy facilities). All domestic

M&E Specialists must be furnished with laptops during the contract's entire period of performance.

47 Cost Section H, Clause

652.237-72, page

Our understanding of clause

652.237-72, on RFP page 66, is that it applies only to Contractor personnel whose primary place of performance (official duty station) is on-site at a Department of State facility. Can Department of State please confirm that clause 652.237-

72 does not apply to Contractor staff whose primary place of performance (official duty station)

Offeror recommends that, in accordance with FAR

637.110(b), Department of

State confirm that the requirements in 652.237-72 are applicable only to

Contractor personnel whose primary place of performance

(official duty station) is on-site in any Department of

State facility.

The government confirmed that requirement reference to 652.237-72 on page 70 only refers to those on-site in any

State Department Facility.

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Solicitation Number: SAQMMA17R0222 – Questions and Responses Page 18 is off-site and not at a Department of State facility?

48 Cost Section H, Clause

652.237-72, page

On RFP page 67, “652.237-72

Observance of Legal Holidays and

Administrative Leave (Feb 2015)” part (d) states: “ For fixed-price contracts, if services are not required or provided because the building is closed due to inclement weather, unanticipated holidays declared by the President, failure of

Congress to appropriate funds, or similar reasons, deductions will be computed […]”. Per FAR

637.110(b), we understand that FAR

652.237-72 is applicable only to

Contractor personnel whose place of performance (official duty station) is on-site at any Department of State facility. Accordingly, can

Department of State please confirm that the stipulations in FAR

652.237-72(d) are also applicable only to those Contractor personnel whose place of performance

(official duty station) is on-site at any Department of State facility?

Offeror recommends that, in accordance with FAR

637.110(b), Department of

State confirm that the requirements in 652.237-

72(d) are applicable only to

Contractor personnel whose primary place of performance

(official duty station) is on-site in any Department of

State facility.

The government confirmed that requirement reference to 652.237-72 on page 70 only refers to those on-site in any

State Department Facility.

49 Cost Section M, Appendix 1 –

Labor Rates

Tables, page 105

Can State please confirm that the number of hours for each year for the 2 Data Management Specialists should be 4160 hours instead of

4040 hours?

Offeror recommends that

State please revise the number of hours for each year for the two (2) Data

Management Specialists from

4040 to 4160.

RFP 19AQMM20R0064 has been amended to change hours of the Data Management

Specialists from 4040 to 4160 hours.

50 Cost Section M, Appendix 1 –

Can State please confirm that the number of hours for each year for the 2 M&E Specialists in Mexico

Offeror recommends that

State please revise the number of hours for each

RFP 19AQMM20R0064 has been amended to change hours of the Mexico M&E

Specialists from 4040 to 4160 hours.

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Labor Rates

Tables, page 105 should be 4160 hours instead of

4040 hours?

year for the two (2) M&E

Specialists in Mexico from

4040 to 4160.

51 Cost Section M, Appendix 1 –

Labor Rates

Tables, page 105

Can State please confirm that the number of hours for each year for the 2 M&E specialists in Colombia should be 4160 hours instead of

4040 hours?

Offeror recommends that

State please revise the number of hours for each year for the two (2) M&E

Specialists in Colombia from

4040 to 4160.

RFP 19AQMM20R0064 has been amended to change hours of the Colombia M&E

Specialists from 4040 to 4160 hours.

52 Cost Appendix One –

Labor Rate Tables, pages 105-109

Considering that the labor rates reflect salary, applicable indirect costs and profit, please confirm that the offeror may propose a lower number of hours per position should its indirect cost structure allow for recovery of paid time off (vacation, holidays, sick) through indirect rates, instead of recovering these costs by direct billing.

Offeror recommends State allows offerors to propose less than 2080 hours for full time positions when paid time off needs not be directly billed. Some offerors may recover paid time off through its indirect cost structure.

The government confirmed that it will allow the proposal of less than 2080 hours for full time positions.

53 Cost Section H-001, page 51, Does State have a specific format in which it would like to receive the

Organizational Conflict of Interest

Disclosure Statement or

Representation from each intended proposed subcontractor?

Offeror recommends that

Department of State provides a standard template.

No specific format, the Contractor shall obtain for the Department an

Organizational Conflict of Interest

Disclosure Statement or Representation from each intended Subcontractor or consultant.

54 Cost Section B, Type of

Contract, page 5

Page 5, B-010 Type of Contract, states: “The price shall include all direct and indirect costs, overhead, general and administrative expense, profit, shipping / delivery charges, insurance, assembly, etc.” Can

Department of State please confirm that applicable indirect costs and profit can be applied to travel and other direct costs?

Offeror recommends that applicable indirect costs and profit may be applied to cost reimbursable items, in accordance with offerors’ accounting practices.

The government confirms that applicable indirect costs and profit can be applied to travel and other direct costs.

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55 Technical Section C

Statement of Work, Telework

Requirement for

Key Personnel

Only, Page 15

Would DOS consider making some of the 31 positions described under the Key Personnel Section, and listed in the table under section H-

016 Key Personnel as non-key personnel?

We recommend reducing the number of key personnel positions for two reasons:

(1) if all staffing positions are key personnel, it will be difficult for any current incumbent staff to shift to any new contractor award, due to the requirement to maintain all proposed key personnel; and (2) it will be more of a burden on the government to maintain and approve changes over the life of the project to that large number of personnel. We suggest four key personnel positions: (1) Program

Manager; (2) Deputy

Program Manager; (3) Senior

Data Management Specialist;

and (4) Senior M&E

Specialist At Large.

Key personnel positions remain as stated in

RFP 19AQMM20R0064.

56 Technical Section C

Statement of Work, Objectives, Page 7

Given that some of the activities described in this section require an unknow amount of ad hoc reporting, training and technical assistance, does DOS anticipate the need for short-term technical assistance beyond the 31 full time staff positions described?

We recommend allowing for a pool of addition STTA resources to provide DOS access to specialized knowledge and skills to increase the capacity of the contract to fulfill these requirements.

RFP 19AQMM20R0064, SOW – Staffing

Section: “The contractor shall propose all staffing necessary to accomplish this requirement, complete and provide costs breakdown per Appendix One

57 Technical Section C, Business Licenses,

pg. 6-7

The requirement for all Contractors to have appropriate business licenses to work in the countries listed in the proposal is unduly restrictive of competition. The

We recommend that the agency remove this condition entirely or lower the requirement so that the

Contractor can work to

The license requirements remain as stated

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Solicitation Number: SAQMMA17R0222 – Questions and Responses Page 21 company’s “current” country registration total does not correspond with company’s ability to perform the work successfully. A single company having business licenses in each of the countries listed appears to favor the incumbent. Such a provision is a clear violation of the Competition in

Contracting Act and numerous provisions in the FAR. Will DOS consider revising this requirement to ensure fairer competition and compliance with applicable procurement law?

comply with the laws of each country as necessary upon award and find other ways to perform tasks in the meantime.

Contractor shall submit with their technical proposal proof of business licenses or present a detailed plan as to how he/she will obtain business licenses prior to the required period of performance.

Failure to provide proof of business licenses or a detailed plan will result in a non-responsive to Solicitation. For this requirement, business license is required where key personnel are based and

North America (2)

- United States

- Mexico

Central America (6)

- Guatemala

- El Salvador

- Honduras

- Belize

- Panama

- Costa Rica

South America (3)

- Colombia

- Peru

- Ecuador

Caribbean (7)

- Jamaica

- Barbados

- Bahamas

- Haiti

- Dominican Republic

- Trinidad & Tobago

- Guyana

58 Technical Pg. 5 In 2017, INL/WHP procured an n/a Contract # SAQMMA17F4637.

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M&E contract that piloted new measure development. This project developed standardized strategic-level indicators that were collectable across the hemisphere, designed data collection templates and databases to centrally store the data, and produced an annual report. Can we have access to these indicators and the annual report.

For Information contact FOIA, FOIA@state.gov

FOIA hotline on 202-261-8484

59 Technical n/a Can you provide details about the incumbent project? Specifically, the

SOW, contract number, progress made and any reports/deliverables?

n/a Contract # SAQMMA17F4637.

For Information contact FOIA, FOIA@state.gov

FOIA hotline on 202-261-8484

60 Technical n/a We believe that it is important for

DOS/INL to be forward thinking and create dynamic systems

/indicators.

- Is this something that DOS/INL is open to as part of the solution?

How is this tied into DOS into

Office of Technology and

Innovation, Bureau of Intelligence and Research at US DOS?

n/a No changes to RFP 19AQMM20R0064 based on this statement

61 Technical n/a Is the idea to develop this new system and roll this out to the other hemispheres?

n/a The requirement is to continue to build upon an existing structure and roll out new aspects of the system across the hemisphere.

62 Cost Section C

Statement of Work, Staffing, Pages 14-

For each of the in-country M&E

Specialists, the position descriptions all state that, although the positions

“may ultimately be based in a U.S.

In order to ensure contractor non-labor direct costs in country are comparable, and based on the same

RFP 19AQMM20R0064 ODCs CLIN has been revised to read:

Not-to-exceed $100,000.00 per year mailto:FOIA@state.gov mailto:FOIA@state.gov

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Embassy facility”, the contractor shall provide office space until they are able to obtain clearance.

Further, the description states that, “if the M&E Specialist is unable to transition into Embassy Facilities for any reason, the contractor shall provide an office space and equipment until the end of the contract.” Given that pricing office space requires a specific timeframe of reference, does DOS anticipate each contractor budget to contain costs for office space in each country for the base year and all option years?

parameters, we would recommend a plug figure for in-country direct costs, including travel, so that cost comparisons may be fair.

Not-to-exceed $120,000.00 per year

63 Cost Section C

Statement of Work, Telework

Requirement for

Key Personnel

Only, Page 15

In light of the need for in-country

M&E Specialists to potentially work offsite until cleared to work inside a

U.S. Embassy, would DOS consider removing the telework requirement that the employee must complete one full under this contract, so that they may telework if needed prior to clearance?

We recommend removing the one-year restriction so that it would be possible for a new staff person to telework while awaiting clearance to work inside the U.S. Embassy space.

Telework requirement remains as stated in

RFP 19AQMM20R0064.

Provision H-001 Security Requirements, Page 51, each Contractor employee must have an individual security clearance commensurate with the required level of access prior to contract performance.

64 COST Section C – SOW, Pages 5-48

Throughout the SOW there are statements including, “This positon

MAY require travel…..”. Will the

Government please consider providing contractors with a plug figure for travel?

Since travel is unknown and is a cost reimbursable CLIN, will the Government consider providing a plug figure for the travel CLIN?

Not-to-exceed $120,000.00 per year

65 COST M-008 Appendix

One – Labor Rates

Tables; Pages 105-

Appendix 1 identifies annual billable hours as 2080, made up of

40 hour workweeks for 52 weeks in a year.

Would the Government please consider using 1920 hours as the billable hours so that contractors may account for Government (both US

Quantity of billable hours will remain as stated in RFP 19AQMM20R0064.

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Typically “annual billable hours” provided to the Government are either 1920 or 1880 due to holidays and PTO. Typically, a fully loaded hourly rate includes the Fringe rate which may include holidays and/or

PTO. Will the Government please confirm whether the annual billable hours are: 2080, 1920 or 1880?

and in-country) mandated holidays and PTO?

66 Technical Business Licenses, The contractor shall have all appropriate business licenses to work in the countries as outlined in the

Solicitation.

Can the government please clarify whether the prime is required to hold all 20 business licenses, or if subcontractors who are performing work in various countries may hold the license for the countries in which they are performing work?

That the Government allow all business license requirements to be held by the appropriating team member doing the work in country, not necessarily just the prime.

The Contractor or sub-contractor (if applicable) shall have all appropriate business…