RFQ 19GT5025Q0047 - Monitoring Services - Questions and Answers.pdf

RFQ 19GT5025Q0047 – Monitoring Services

Questions and Answers

1. On page 2, the RFQ states the requirement to leverage “digital solutions, and artificial intelligence (AI) technologies.” Could the Embassy provide clarification or examples of what kind of digital solutions and AI technologies they would like to be incorporated in the evaluation project

Regarding the use of "digital solutions and artificial intelligence (AI) technologies" in the evaluation project, the U.S. Embassy in Guatemala envisions these tools as a means to enhance the efficiency, accuracy, and depth of the Monitoring and Evaluation (M&E) process. While we do not prescribe specific technologies, we encourage vendors to propose innovative solutions that align with the project’s objectives and demonstrate their expertise in applying technology to M&E processes.

Examples of potential applications include:

• Data Collection and Management: Streamlining data collection using digital platforms or mobile applications, and automating data entry and validation with AI tools.

• Data Analysis and Insights: Using AI-driven analytics to identify trends and patterns, and predictive tools to forecast outcomes or risks.

• Reporting and Visualization: Employing dashboards for real-time data visualization and tools like Natural Language Processing (NLP) to analyze qualitative feedback.

Vendors should ensure that proposed tools comply with U.S. government data security and privacy standards, are user-friendly, and adaptable to the needs of the PD section’s grants and contracts portfolio.

Innovation and creativity in leveraging technology will be an important factor in the evaluation process.

2. On page 2, section 3, the example CLIN shows the quantity of services rendered to be “4.” Could the Embassy provide a unit for the quantity?

The "four" under the header “Quantity” refers to the quarterly reports that the awarded contractor will need to submit for partial payments during the one-year contract period. These reports will reflect progress and completion of deliverables as outlined in the SOW, aligned with the specific phases and requirements of the project. Deliverables must be completed by the time each quarterly report is submitted to ensure compliance with the contract timeline.

3. How many activities would the contractor evaluate under this project?

The U.S. Embassy in Guatemala expects vendors to propose an estimated number of grants and/or contracts they can feasibly evaluate, based on the requirements outlined in the Statement of Work (SOW). The proposed number should reflect the vendor’s capacity to deliver high-quality evaluations and must be directly linked to the quoted price. Vendors should ensure their pricing accounts for the resources, tools, and effort required to evaluate the proposed number of activities. We encourage vendors to clearly explain the assumptions and conditions that inform their proposed number, such as the duration, complexity, or geographic scope of the grants/contracts. Vendors should also indicate whether their proposed number is final or subject to adjustment based on evolving project conditions. This approach allows the Embassy to assess the feasibility of each proposal while ensuring alignment between the scope of work and pricing.

4. What kind of activities would the contractor evaluate under this project?

While the specific activities have not yet been determined, they will align with the mission of the Public Diplomacy (PD) section and focus on advancing U.S. foreign policy objectives. Activities may include initiatives such as educational and cultural exchanges that highlight American innovation and values, media and information campaigns that advance accurate understanding of U.S. policy, and capacity-building efforts that strengthen partner nations’ economic competitiveness and resilience. Examples include programs that promote entrepreneurship, workforce readiness, and youth leadership aligned with free-market principles. These activities may vary in scope, duration, and complexity and may involve both grants and contracts. We encourage vendors to propose adaptable methodologies that can effectively evaluate a range of Public Diplomacy initiatives. Flexibility and innovation in your approach will be key to meeting the project’s objectives.

5. How frequently does the Embassy want to conduct evaluations?

The timeline for grants/contracts evaluations will depend on the specific objectives, outcomes, and characteristics of each grant or contract. While the SOW outlines general requirements, such as weekly or monthly meetings and quarterly reports, the evaluation schedule for individual activities will be tailored during the planning phase, when contract is awarded.

6. Will the Embassy and partners provide program documentation to facilitate monitoring and evaluation activities? If so, what kind of documentation will be made available?

The Embassy will provide relevant program documentation to support the M&E process, with specific materials determined during the planning phase for each grant or contract, when this contract is awarded. Examples of documentation that may be shared include program proposals, progress reports, budgets, monitoring plans, and any baseline or previous evaluation data. The exact type of documentation will depend on the objectives and scope of each activity. The Embassy will ensure the contractor has access to necessary materials while adhering to data security and confidentiality policies.

7. Does the Embassy wish the contractor to conduct data collection under this contract? If so, what kind?

For example, site visits, quantitative interviews (in-person, phone, online), focus group discussions, in-depth interviews, etc.

Yes, the awarded contractor may be required to conduct data collection under this contract. The specific type of data collection—such as site visits, quantitative interviews (in-person, phone, or online), focus group discussions, or in-depth interviews—will be determined in agreement with the Embassy during the planning phase. This will depend on the outcomes being evaluated, the specific needs of the grants/contracts, and available resources. Vendors should ensure their proposals demonstrate the capacity to conduct data collection and optimize resources as needed.

8. Who is the target audience for potential data collection? For example, beneficiaries or program leaders.

The target audience for potential data collection will vary depending on the specific grant or contract being evaluated. Typical audiences in Public Diplomacy programs may include beneficiaries such as students, educators, civil society leaders, entrepreneurs, or community members impacted by the initiatives. Additionally, program leaders, implementing partners, and other stakeholders involved in the design or delivery of activities may also be included in the data collection process. The specific audience will be determined during the planning phase for each evaluation when contract is awarded.

9. The pricing section of the solicitation shows a quantity of 4. It appeared that the payments would be deliverable based. Are you just looking for a total amount for all the services/deliverables in our pricing response.

Yes, the Embassy is looking for a total amount for all services and deliverables in the pricing response.

The quantity of four refers to the quarterly reports, which will serve as key deliverables tied to the payment schedule. Payments will be quarterly over the one-year contract, contingent upon the successful submission and approval reports and deliverables.

10. For the Digital Platform, is the government open to a solution that is based on the use of existing State

Department technology resources (i.e. Microsoft Power Platform, SharePoint, or some other State Department approved technology) or is the government willing to accept an existing COTS cloud-based solution that is not currently deployed within the State Department?

The Embassy is open to using existing State Department technology resources as well as other Commercial Off-The-Shelf (COTS) cloud-based solutions. Any proposed solution must comply with U.S.

government standards and requirements, including those related to data security, privacy, and regulatory compliance. Vendors are encouraged to propose the solution that best supports the project’s objectives while fully meeting these standards.

11. How many resources would need access or licensing for the Digital Platform?

Ideally, the platform would also provide the flexibility to grant internal access to as many users as the Embassy deems necessary, without requiring individual licenses or increasing costs, even if the platform is private. However, if this is not feasible, the Embassy understands the need to work within the constraints of the proposed solution. Vendors are encouraged to propose cost-effective options that balance functionality and user access while meeting the project’s objectives.

12. Does the government have any requirements for the technical and pricing submission (i.e. page limits, pricing separate from technical and prior experience, etc.)

There is no page limit.

13. On page 2 of the RFQ, Section 3. Pricing, the RFQ provides a table for bidders to provide their pricing information. Can the US Embassy kindly confirm what the four represents under the header “Quantity?

Does the quantity refer to the four quarters of the one year period of performance OR if this relates to four distinct deliverables (i.e., (1) Initial Planning Documents, (2) Monitoring and Evaluation Framework,

(3) Digital Platform, and (4) Comprehensive Analysis Report?

The "four" under the header “Quantity” refers to the quarterly reports that the awarded contractor will need to submit for partial payments during the one-year contract period. These reports will reflect progress and completion of deliverables as outlined in the SOW, aligned with the specific phases and

14. A related question here is: “Section 7, Period of Performance, states: “Partial payments will be distributed according to agreed deliverables and milestones”. Can the US Embassy kindly confirm if this means that the price in Section 3 can be broken down by the Deliverables stated in Section 5?

Partial payments will be tied to the quarterly reports submitted during the one-year contract period. The total contract amount will be evenly distributed across these four payments, reflecting progress and completion of deliverables as outlined in the SOW.

15. On page 3 of the RFQ, Section 4. Scope of Work, II. Development of Monitoring and

Evaluation Framework, the RFQ states that the successful bidder will “design and implement a logic model for each grant/contract subject to evaluation… develop a monitoring plan tailored to the specific objectives of each initiative… conduct an after-action review for each grant/contract to assess lessons learned and areas for improvement.”

- Can the US Embassy provide an estimate of the number of grants/contracts that will receive this level of support?

The U.S. Embassy in Guatemala expects vendors to propose an estimated number of grants and/or contracts they can feasibly evaluate, based on the requirements outlined in the Statement of Work (SOW). The proposed number should reflect the vendor’s capacity to deliver high-quality evaluations and must be directly linked to the quoted price. Vendors should ensure their pricing accounts for the resources, tools, and effort required to evaluate the proposed number of activities. We encourage vendors to clearly explain the assumptions and conditions that inform their proposed number, such as the duration, complexity, or geographic scope of the grants/contracts. Vendors should also indicate whether their proposed number is final or subject to adjustment based on evolving project conditions. This approach allows the Embassy to assess the feasibility of each proposal while ensuring alignment between the scope of work and pricing.

- Can the US Embassy confirm whether the successful bidder will be performing these tasks during the awarded period of performance (i.e., drafting logic models, developing project-specific M&E frameworks, and performing AARs) or is the successful bidder tasked with establishing the process, procedure, and tools for Embassy staff to design logic models, develop monitoring plans, and conduct after action reviews in the future?

The successful bidder will be directly responsible for performing the tasks outlined in the SOW during the contract period (one year), including drafting logic models, developing project-specific M&E frameworks, and conducting After Action Reviews (AARs) for the initiatives being evaluated. While the contractor may propose tools or methodologies that could inform future Public Diplomacy Section’s efforts, the primary focus of this contract is on implementing these tasks for specific grants and contracts during the period of performance.

- If the successful bidder must conduct the after-action reviews, does the Embassy envision that the contractor will conduct primary data collection to assess outcomes, or should the reviewers rely primarily on secondary data such as indicator reporting and grantees’ programmatic reports?

The successful bidder may be expected to conduct a combination of both primary and secondary data collection. While secondary data, such as indicator reporting and grantees’ programmatic reports, will provide valuable context and baseline information, primary data collection may be necessary to fully assess outcomes and gather insights directly from beneficiaries, stakeholders, or program participants.

The specific approach to data collection will be determined collaboratively with the Embassy during the planning phase, based on the objectives, scope, and available resources for each initiative. Vendors should ensure their proposals demonstrate the capacity to conduct both types of data collection as needed.

16. On page 3 of the RFQ, Section 4. Scope of Work, III. Creation and Implementation of

Digital Tools, the RFQ states that the successful bidder will “ensure the platform facilitates data collection, analysis, and reporting…”

- Can the US Embassy kindly confirm that the successful bidder will establish this platform, perform necessary testing of functionality, and launch initial data collection, analysis, and evaluation during the designated period of performance?

Yes, the successful bidder will be responsible for establishing the digital platform, performing necessary testing to ensure functionality, and launching initial data collection, analysis, and evaluation during the designated period of performance. The platform must be fully operational and capable of supporting the

M&E process as outlined in the SOW, including facilitating data collection, analysis, and reporting for the grants/contract being evaluated.

The bidder will not, however, manage long term data collection, analysis, and evaluation extending beyond the initial 12-month period of performance?

- Can the US Embassy kindly confirm if they envision the successful bidder to conduct primary data collection to inform these indicators during the 12 month period of performance or that data will be collected from implementing partners and other secondary sources?

The successful bidder will conduct data collection during the 12-month period of performance, which may include both primary data collection and the use of secondary data from implementing partners, such as programmatic reports and indicator tracking. The specific approach will be determined collaboratively with the Embassy during the planning phase, based on the objectives and needs of each initiative being evaluated. Long-term data collection, analysis, and evaluation beyond the contract period will not be the responsibility of the contractor.

- Can the U.S. Embassy kindly confirm if they envision the digital platform to be developed as a stand-alone system or integrated with existing Department of State platforms currently in use, and whether they expect the contractor to host the platform (e.g., Azure, AWS) or if hosting and necessary subscriptions will be provided by the Embassy/Department of State? If the contractor must host the platform, how many users from the PD team will need access to the platform?

The Embassy is open to either a platform that integrates with existing Department of State systems or a stand-alone digital platform, as long as it complies with U.S. government standards for security, privacy, and regulatory requirements. If the contractor is responsible for hosting the platform, the Embassy expects free access to the platform. Ideally, the platform should provide the flexibility to grant internal access to as many users as the Embassy deems necessary, without requiring individual licenses or increasing costs. However, if this is not feasible, the Embassy understands the need to work within the constraints of the proposed solution. Vendors are encouraged to propose solutions that are cost-effective, functional, and fully aligned with the project’s objectives.

17. On page 3 of the RFQ, Section 4. Scope of Work, IV. Regular Monitoring and Reporting, the RFQ states that the successful bidder should submit comprehensive reporting “no later than thirty (30) days following the completion of each initiative. Can the US Embassy kindly confirm what constitutes an initiative?

In the context of the RFQ, an "initiative" refers to any grant, contract, or programmatic activity that is subject to evaluation under the scope of the M&E contract. Each initiative will be defined during the planning phase, based on its specific objectives, deliverables, and timeline. The comprehensive reporting requirement applies to the evaluation of these individual activities, ensuring that outcomes and impacts are thoroughly documented within 30 days of their completion.

18. On page 5 of the RFQ, Section 9. Additional Requirements, the RFQ states that “the contractor must provide references of prior experience in M&E Services for the past three (3) years.”

Can the US Embassy kindly confirm that three references are sufficient? If not, please indicate the number of desired number of references?

Yes, three references demonstrating prior experience in M&E services over the past three years are sufficient. Vendors should ensure that the references provided are relevant to the scope of work outlined in the RFQ and reflect their ability to successfully deliver similar projects.

19. What type of contract is anticipated? (For example, cost plus fixed fee; time and materials, etc.)

We will issue a firm fixed price purchase order.

20. What is the place performance? (Is work expected to be conducted primarily from the contractor’s office, or within Guatemala?)

The primary place of performance for this contract is Guatemala. While much of the work can be conducted remotely from the contractor’s office, certain activities—such as in-person sessions, site visits, or supervision of data collection—may require the contractor’s presence in Guatemala. These in-person requirements will be determined collaboratively with the Embassy based on the specific needs of each initiative.

21. Is travel required?

Travel may be required under this contract, as certain activities such as site visits, in-person sessions, or supervision of data collection, could necessitate the contractor’s presence. The specific travel requirements will be determined collaboratively with the Embassy based on the needs of each initiative when contract is awarded.

22. Is it anticipated that the expected deliverables (including/especially the digital platform) will be developed in Spanish, English, or both?

English will be the primary language for deliverables, including the digital platform. However, certain components may need to be in Spanish to support local implementation or data collection, as determined during the planning phase.

23. Could DOS clarify what is the quantity of 4 in table in Section 3, Pricing, page 2?

The "four" under the header “Quantity” refers to the quarterly reports that the awarded contractor will need to submit for partial payments during the one-year contract period. These reports will reflect progress and completion of deliverables as outlined in the SOW, aligned with the specific phases and requirements of the project. Deliverables must be completed by the time each quarterly report is submitted to ensure compliance with the contract timeline.

24. Could DOS share approximately how many grants/contracts are in its portfolio? This will aid contractors in providing more accurate cost proposals.

The U.S. Embassy in Guatemala expects vendors to propose an estimated number of grants and/or contracts they can feasibly evaluate, based on the requirements outlined in the Statement of Work

(SOW).

The proposed number should reflect the vendor’s capacity to deliver high-quality evaluations and must be directly linked to the quoted price. Vendors should ensure their pricing accounts for the resources, tools, and effort required to evaluate the proposed number of activities.

We encourage vendors to clearly explain the assumptions and conditions that inform their proposed number, such as the duration, complexity, or geographic scope of the grants/contracts. Vendors should also indicate whether their proposed number is final or subject to adjustment based on evolving project conditions.

This approach allows the Embassy to assess the feasibility of each proposal while ensuring alignment between the scope of work and pricing.

25. The RFQ does not explicitly request a technical approach (methodology). May we include a methodology/technical approach under “Additional Information,” given that it directly affects pricing and quality?

Yes, vendors are welcome to include their proposed methodology or technical approach under “Additional Information.” As it directly impacts pricing and quality, providing a clear and detailed methodology will help the Embassy better assess the feasibility and alignment of your proposal with the project’s objectives.

While the Embassy may suggest its own methodology during the planning phase, having the contractor’s perspective is valuable for ensuring a comprehensive and effective approach.

26. Are CVs or bios of proposed key personnel required? If so, what level of detail is expected?

CVs or bios of proposed key personnel are not required. Instead, vendors may provide an organizational chart that outlines the roles and responsibilities of key personnel involved in the project. The chart should demonstrate the team’s structure and capacity to fulfill the requirements outlined in the SOW.

27. May past performance examples cover projects from the past five years instead of three, to better illustrate relevant experience?

Yes, vendors may include past performance examples from the past five years if they are relevant to the project and demonstrate experience aligned with the requirements of the SOW. However, vendors should ensure that recent examples are also included to reflect current capabilities.

28. Are consortiums/joint ventures allowed? If so, can past performance from all consortium members be combined? Are there specific requirements for how consortiums should present legal registration and roles?

The US Embassy will award a purchase order to a contractor that will be responsible for the performance of services. If you are subcontracting services, it is the principal offeror responsibility to guarantee the services provided.

29. Please confirm the procurement method: will the award be made strictly on a Technically

Acceptable/Lowest Price basis, or will technical merit carry weight in evaluation?

Yes, award will be issued to the lowest price, technically acceptable offeror.

30. Could you provide more details on the four projects to be monitored (e.g., thematic areas, implementing partners, scale, and geographic location in Guatemala) to help us better estimate costs?

The U.S. Embassy in Guatemala expects vendors to propose an estimated number of grants and/or contracts they can feasibly evaluate, based on the requirements outlined in the Statement of Work (SOW). The proposed number should reflect the vendor’s capacity to deliver high-quality evaluations and must be directly linked to the quoted price. Vendors should ensure their pricing accounts for the resources, tools, and effort required to evaluate the proposed number of activities.

While the specific activities have not yet been determined, they will align with the mission of the Public Diplomacy (PD) section and focus on advancing U.S. foreign policy objectives. Activities may include initiatives such as educational and cultural exchanges that highlight American innovation and values, media and information campaigns that advance accurate understanding of U.S. policy, and capacity-building efforts that strengthen partner nations’ economic competitiveness and resilience. Examples include programs that promote entrepreneurship, workforce readiness, and youth leadership aligned with free-market principles. These activities may vary in scope, duration, and complexity and may involve both grants and contracts. We encourage vendors to propose adaptable methodologies that can effectively evaluate a range of Public Diplomacy initiatives. Flexibility and innovation in your approach will be key to meeting the project’s objectives.

31. Is the contractor expected to budget for and conduct primary data collection in the field, or will data be provided by implementing partners, with the contractor’s role limited to establishing and managing the processing system?

The successful bidder may be expected to conduct a combination of both primary and secondary data collection. While secondary data, such as indicator reporting and grantees’ programmatic reports, will provide valuable context and baseline information, primary data collection may be necessary to fully assess outcomes and gather insights directly from beneficiaries, stakeholders, or program participants.

The specific approach to data collection will be determined collaboratively with the Embassy during the planning phase, based on the objectives, scope, and available resources for each initiative. Vendors should ensure their proposals demonstrate the capacity to conduct both types of data collection as needed.

32. Is travel to Guatemala required, or is remote implementation acceptable? If travel is required, what level of presence is expected (short-term missions vs. long-term staffing)?

Travel may be required under this contract, as certain activities such as site visits, in-person sessions, or supervision of data collection, could necessitate the contractor’s presence. The specific travel requirements will be determined collaboratively with the Embassy based on the needs of each initiative when contract is awarded

33. Does the Embassy have preferences for specific platforms or U.S. government–approved systems (e.g., cloud hosting, FedRAMP compliance)? Are there existing indicator frameworks or Embassy M&E templates that we must align with, or may we propose our own?

The Embassy is open to using existing State Department technology resources as well as other Commercial Off-The-Shelf (COTS) cloud-based solutions. Any proposed solution must comply with U.S. government standards and requirements, including those related to data security, privacy, and regulatory compliance.

Vendors are encouraged to propose the solution that best supports the project’s objectives while fully meeting these standards.

34. Please clarify expectations for data security: must data be hosted on servers located in the U.S., or can secure hosting in Guatemala also be considered? Will contractors be required to comply with additional Embassy/Department of State IT security protocols? Will background checks, security clearances, or facility access approvals be required for contractor staff?

While secure hosting in Guatemala may be considered, vendors must ensure that all hosting solutions comply with U.S. government data security and privacy standards. Specific requirements, such as server location, will be determined during the planning phase in consultation with the Embassy. Contractors may also be required to adhere to additional Embassy/Department of State IT security protocols, as applicable.

These requirements will be outlined during the contracting process.

35. What languages must the digital platform and reports support (English only, or also Spanish)?

English will be the primary language for deliverables, including the digital platform. However, certain components may need to be in Spanish to support local implementation or data collection, as determined during the planning phase.

36. Is there an estimated budget ceiling for this project, or a range the Embassy anticipates?

This information is not for public disclosure.

37. Could you confirm that the budget should be a fixed-price budget inclusive of all costs and overheads, and that an itemized budget is not required?

Yes, your offer should be a firm fixed price offer.

38. Could the Embassy consider extending the proposal submission deadline by one week to allow offerors to prepare more competitive submissions?

Due date for offers has been extended to September 22, 2025.

39. Could the U.S. Embassy – Guatemala please confirm that it intends to procure the Monitoring Services using FAR Part 13, Simplified Acquisition Procedures?

This is a full and open competition solicitation.

40. Could the U.S. Embassy – Guatemala please confirm that the deliverables and milestones against which the contractor will receive partial payments are to be agreed after award?

Yes, the deliverables and milestones tied to partial payments will be finalized and agreed upon after the award during the initial planning phase to ensure alignment with the contract’s objectives.

However, please note that the U.S. Embassy in Guatemala expects vendors to propose an estimated number of grants and/or contracts they can feasibly evaluate under this contract. This estimate should reflect the vendor’s capacity to deliver high-quality evaluations and align with their quoted price. Vendors should clearly explain the assumptions behind their proposed number, such as the duration, complexity, or geographic scope of the grants/contracts, and indicate whether the number is final or subject to adjustment based on evolving project conditions.

While the specific activities have not yet been determined, they will align with the mission of the Public Diplomacy (PD) section and focus on advancing U.S. foreign policy objectives. Activities may include initiatives such as educational and cultural exchanges that highlight American innovation and values, media and information campaigns that advance accurate understanding of U.S. policy, and capacity-building efforts that strengthen partner nations’ economic competitiveness and resilience. Examples include programs that promote entrepreneurship, workforce readiness, and youth leadership aligned with free-market principles. These activities may vary in scope, duration, and complexity and may involve both grants and contracts.

We encourage vendors to propose adaptable methodologies that can effectively evaluate a range of Public Diplomacy initiatives. Flexibility and innovation in your approach will be key to meeting the project’s objectives.

41. Could the U.S. Embassy – Guatemala please clarify the submission requirements, including:

a. If there are any page length or font requirements?

There is no page limit and you can use any font.

b. If the following is everything that should be included in the quotation:

Your offer shall provide enough information to verify that you can provide the services required.

A completed SF18 is required.

Additional information as required in the RFQ

• The contractor must provide references of prior experience in Monitoring and Evaluation services, preferably with U.S. government agencies or international organizations, for the past 3 years.

Yes, vendors are required to include past performance examples that are relevant to the project and demonstrate experience aligned with the requirements outlined in the SOW.

While vendors may include references from previous years, it is important to also provide recent examples that showcase current capabilities and expertise.

• The contractor must demonstrate expertise in developing logic models, monitoring plans, and digital tools for M&E purposes. Experience in digital solutions, and artificial intelligence (AI) technologies is also required. Include proof of experience with your offer.

Yes, vendors are required to include past performance examples that are relevant to the project and demonstrate experience aligned with the requirements outlined in the SOW.

While vendors may include references from previous years, it is important to also provide recent examples that showcase current capabilities and expertise.

Regarding the use of "digital solutions and artificial intelligence (AI) technologies" in the evaluation project, the U.S. Embassy in Guatemala envisions these tools as a means to enhance the efficiency, accuracy, and depth of the Monitoring and Evaluation (M&E) process.

While we do not prescribe specific technologies, we encourage vendors to propose innovative solutions that align with the project’s objectives and demonstrate their expertise in applying technology to M&E processes.

• The contractor must have necessary organization, experience, and skills or the ability to obtain them.

The contractor must demonstrate the necessary organizational structure, relevant experience, and required skills to successfully perform the work outlined in the SOW. If certain capabilities are not currently available, the contractor must show the ability to obtain them in a timely manner.

• The contractor must have the necessary personnel, equipment and financial resources available to perform the work.

The contractor must have access to qualified personnel, appropriate equipment, and sufficient financial resources to execute the project effectively. Proposals should clearly outline how these resources will be utilized to meet the contract’s objectives.

42. Could the U.S. Government please provide an estimated grant size and number of grantees to be supported by the Monitoring Services project? This will ensure that bidders can budget accurately and improve the quality of quotations that the Government receives.

The specific grants and/or contracts to be evaluated under this project have not yet been determined.

However, vendors are expected to propose an estimated number of grants and/or contracts they can feasibly evaluate, based on the requirements outlined in the SOW, their capacity to deliver high-quality evaluations, and their quoted price. Vendors should clearly explain the assumptions informing their estimates, such as the duration, complexity, or geographic scope of the grants/contracts.

43. Similarly, could the U.S. Government please clarify:

• If there is any expectation that contractor personnel will need to travel within Guatemala?

Yes, contractor personnel may need to travel within Guatemala for activities such as site visits, in-person sessions, or supervision of data collection. The specific travel requirements will be determined collaboratively with the Embassy during the planning phase when contract is awarded.

• Whether contractor experts are anticipated to be primarily located in the US or in Guatemala?

Contractor experts may be primarily located in the U.S. or Guatemala, depending on the vendor’s proposed approach. However, the contractor must ensure that personnel are available to meet the project’s needs, including any in-person requirements in Guatemala, as necessary.

44. To enable offerors to develop an accurate work plan and propose realistic and feasible pricing, can the

Government please provide the number of grants and contracts that will fall under this evaluation?

The U.S. Embassy in Guatemala expects vendors to propose an estimated number of grants and/or contracts they can feasibly evaluate, based on the requirements outlined in the Statement of Work (SOW). The proposed number should reflect the vendor’s capacity to deliver high-quality evaluations and must be directly linked to the quoted price. Vendors should ensure their pricing accounts for the resources, tools, and effort required to evaluate the proposed number of activities. We encourage vendors to clearly explain the assumptions and conditions that inform their proposed number, such as the duration, complexity, or geographic scope of the grants/contracts. Vendors should also indicate whether their proposed number is final or subject to adjustment based on evolving project conditions. This approach allows the Embassy to assess the feasibility of each proposal while ensuring alignment between the scope of work and pricing.

45. Can the Government please confirm that the contractor will be able to contact beneficiaries and conduct local data sampling?

Yes, the contractor may contact beneficiaries and conduct local data sampling as part of the evaluation process. However, this will depend on the specific needs of the evaluated projects or grants and must be conducted under the guidelines of the Embassy. All such activities will require prior coordination and approval from the Embassy. Specific requirements will be determined collaboratively during the planning phase once the contract is awarded.

46. Can the Government please confirm that pricing should be submitted in an Excel file separate from the technical proposal narrative? You can submit the price in the format you prefer.

47. Can the Government please confirm offerors do not need to include a price narrative to accompany their price quote? We didn’t requested this.

48. Can the Government please clarify what the quantity of “4” represents in the pricing table on RFQ page 2? Does PDS intend to make four payments of equal value, one per quarter of the period of performance?

The "four" under the header “Quantity” refers to the quarterly reports that the awarded contractor will need to submit for partial payments during the one-year contract period. These reports will reflect progress and completion of deliverables as outlined in the SOW, aligned with the specific phases and

49. On page 4 under “Period of Performance,” the RFQ states that “Partial payments will be distributed according to agreed deliverables and milestones”. Shall the respondent propose a FFP payment schedule based on the five deliverables listed in section 5 or would PDS prefer to negotiate this post award?

Partial payments will be tied to quarterly reports, as outlined in the RFQ. The payment schedule will be finalized post-award during the planning phase. The Embassy is looking for a total amount for all services and deliverables in response to the pricing. Payments will be quarterly over the one-year contract, contingent upon the successful submission and approval reports and deliverables.

50. Could the Government please clarify the type of surveys it anticipates under this requirement?

Specifically, will a sample or illustrative survey instrument be provided?

The specific type of surveys will depend on the grants and contracts being evaluated. While no sample survey instrument is provided, vendors are encouraged to propose methodologies that align with the objectives of the SOW while optimizing resources. Survey instruments will be finalized collaboratively after the contract is awarded.

51. Could the Government confirm the expected length of each interview/survey and the approximate sample size?

The expected length of interviews/surveys and approximate sample size will be determined collaboratively during the planning phase, based on the specific needs of each initiative. While the specific grants and contracts to be evaluated under this contract have not yet been identified, vendors should consider small-scale projects with target audiences typically ranging from approximately 500 to 4,000 individuals.

Vendors are encouraged to propose a realistic and well-defined approach in their proposals, taking into account the size and scope of the projects as referenced above. While vendors are not required to provide specific sample sizes or survey/interview lengths, they should use the scale of the projects as a basis for determining the number of initiatives they can feasibly evaluate within their quoted price. This will help ensure alignment between the contractor’s capacity and the project’s objectives.

52. RFQ page 5 states: “The contractor must have the necessary personnel, equipment and financial resources available to perform the work.” Could the Government kindly clarify whether offerors need to demonstrate as part of their proposals that they have the necessary financial resources to perform the work? If demonstrating adequate financial resources is required at the proposal stage, will the submission of financial statements for 2023 and 2024 be considered adequate to meet this requirement? Offeror shall provide information to confirm that has the capacity to provide the services required under this solicitation.

The contractor must have access to qualified personnel, appropriate equipment, and sufficient financial resources to execute the project effectively. Proposals should clearly outline how these resources will be utilized to meet the contract’s objectives.

53. Does the Government have a template or required format for Section 3, Pricing? If so, could the

Government please provide it? The RFQ is the format.

54. Section 3, Pricing, provides a CLIN table and notes that Value Added Tax (VAT) is not included in rates and that the U.S. Embassy Guatemala will provide an IVA exemption form. Could the Government please confirm offerors should provide pricing in U.S. Dollars (USD)? VAT applies only to local Guatemalan companies. You can provide a quote in USD if you can submit an invoice in that currency.

55. Can the Government please clarify which – if any – of the priorities, goals, and objectives within the current Guatemala Integrated Country Strategy are applicable or most relevant to this evaluation?

The evaluation will align with Public Diplomacy priorities, goals, and objectives that support U.S. foreign policy. Vendors are encouraged to focus on the specific requirements outlined in the SOW. Activities applied to this contract may include initiatives such as educational and cultural exchanges that highlight American innovation and values, media and information campaigns that advance accurate understanding of U.S.

policy, and capacity-building efforts that strengthen partner nations’ economic competitiveness and resilience. Examples include programs that promote entrepreneurship, workforce readiness, and youth leadership aligned with free-market principles. These activities may vary in scope, duration, and complexity and may involve both grants and contracts.

We encourage vendors to propose adaptable methodologies that can effectively evaluate a range of Public Diplomacy initiatives. Flexibility and innovation in your approach will be key to meeting the project’s objectives.

56. The cover page of the RFQ states that proposals must be compatible with MS-Word 2007/2010 or MS-

Excel 2007/2010. Since this version is no longer available on the market and many offerors may not have access to it, can the Government please confirm that formats compatible with MS-Word 97-2003 and MS- Excel 97-2003 will be acceptable? This is acceptable.

End of questions and answers.

https://www.state.gov/wp-content/uploads/2022/08/ICS_WHA_Guatemala_Public.pdf