19KG1025Q0030 - QA_.pdf

SBU - CONTRACTING AND ACQUISITIONS

Questions and Answers

Evaluation of projects

Solicitation Number: 19KG1025Q0030

Question submission deadline: September 3, 2025

Offer due date: September 16, 2025, 5:00 pm UTC+06.

Q1:

C5+1 Youth Council Program Evaluation

If we understand correctly,

a) Primary audience: C5+1 project director (1 person) and team (3-5 people), YC members (49) and alumni (186) – 240 people

b) Secondary audience: C5+1 program’s stakeholders, YC projects beneficiaries. – unknown

1. Could you please clarify, would you be able to provide contacts of the primary audience and that they would be willing to participate in the survey? As we would like to suggest the survey to be online or via telephone call. Would be the contact list of alumni be live and up to date? The U.S. Embassy will provide all relevant and necessary information related to the program to launch the evaluation which includes project progress reports, grant agreements, and implementing partner contacts as defined in the Solicitation on page 7. Furthermore, the U.S. Embassy will ensure that the evaluation team has access to all relevant documentation.

2. Regarding the secondary audience: could you please clarify the stakeholders? The secondary audience will include participants of the C5+1 Youth Council (YC) members’ small projects as defined on page 5 of the Solicitation and any other stakeholders identified during the document review process defined on page 7.

3. Could you please clarify if you would be able to provide the contact list of YC projects beneficiaries? The U.S. Embassy will provide all relevant and necessary information related to the program to launch the evaluation which includes project progress reports, grant agreements, and implementing partner contacts as defined in the Solicitation on page 7. Furthermore, the U.S. Embassy will ensure that the evaluation team has access to all relevant documentation.

4. Do we understand correctly that YC projects beneficiaries are located in one city depending on the project that has been led in particular city. And it would be possible to gather them for FGDs. Yes, the YC projects beneficiaries are in the cities where the projects have been implemented as defined on page 5 of the Solicitation.

Depending on the topic of the Focus Group Discussion (FGD), the evaluator can gather them in one location.

5. In addition, could you please tell how many approximately YC projects beneficiaries per one project. The details will be obtained during the document review process that is defined on page 7 of the Solicitation.

Q2:

Work Where You Are (WWYA) Program Evaluation

c) Primary audience: WWYA project director, WWYA trainers and teachers, WWYA participants and alumni (260 participants)

d) Secondary audience: employers and employees of WWYA alumni

1. Could you please clarify, would you be able to provide contacts of the primary audience and that they would be willing to participate in the survey? As we would like to suggest the survey to be online or via telephone call. The U.S. Embassy will provide all relevant and necessary information related to the program to facilitate the evaluation, including project progress reports, grant agreements, and implementing partner contacts as outlined on page11 of the Solicitation.

Additionally, the U.S. Embassy will ensure that the evaluation team has access to all relevant documentation.

2. Could you please clarify employers and employees of WWYA alumni are the same people from the primary audience? Or as we understand they are not included in the 260 participants of WWYA. Could you please clarify the regions where the employers and employees of WWYA alumni are concentrated? The primary audience for WWYA is defined as participants of the WWYA courses (English language and entrepreneurship) per the Background section on page 9 of the Solicitation. The

WWYA project director, trainers, and teachers listed are in addition to the 260 mentioned participants. The secondary audience includes the employees of

WWYA students, particularly when they have launched or expanded local business opportunities. The WWYA project was implemented across all seven regions of the Kyrgyz Republic.

3. Would it be possible to provide the contact lists of all audiences? The U.S. Embassy will provide all relevant and necessary information related to the program to facilitate the evaluation, including project progress reports, grant agreements, and implementing partner contacts as outlined in the Solicitation on page 11.

Additionally, the U.S. Embassy will ensure that the evaluation team has access to all relevant documentation.

4. Could you please tell if the trainers and teachers are in the same region? Or are they mostly available online? WWYA courses are delivered in a hybrid of online and in-person classes as described on page 9 of the Solicitation.

5. These questions regarding the location of employers and employees of WWYA alumni, and WWYA trainers and teachers are important as it would define the method either KII or gather them in person for FGDs. Please see answer to question 4 above.

6. I would also like to clarify whether it is possible to submit documents for this project as a separate company and at the same time as part of a consortium with another company.

Or is it necessary to choose one option for submission — either individually or as part of a consortium? Offerors may choose to bid as a separate company and at the same time as part of a consortium with another company.

Q3:

• Volume 1 Pricing- Can a price proposal template be provided to bidders to use for their proposals to ensure comparability between bidders? As part of this solicitation, there is no requirement to use specific budget template. A budget template can be developed by an offeror.

• Volume 1 Pricing – Can the State Department provide additional information regarding the budget that is available for both evaluations? As part of this solicitation, there is no requirement to use a specific budget template. A budget template can be developed by an offeror. Budget information cannot be provided.

Volume 2 Technical Requirements- Can additional details be provided in terms of the required content for the technical proposal, including the structure and page limits? What materials are required to be included and what will bidders be scored on? The U.S.

Embassy will provide all relevant and necessary information related to the program to facilitate the evaluation, including project progress reports, grant agreements, and implementing partner contacts as outlined in the Solicitation on pages 7 and 11.

Additionally, the U.S. Embassy will ensure that the evaluation team has access to all relevant documentation.

• Volume 2 Technical Requirements- Do bidders need to include a technical approach in their technical proposal or just past performance, qualifications and CVs for the team members?

The draft technical approach is welcomed in the technical proposal; it is expected that the evaluation team will develop a detailed evaluation methodology after reviewing the project documentation during the screening process.

• When are both evaluations expected to start? Between October 13 and October 31, 2025.

• Will both evaluations be awarded to the same bidder? Yes.

• On page 9 of the RFQ it says “include 260 WWYA members, alumni, and implementing partner staff, stakeholders, and relevant external partners”. Can the State Department clarify whether it means 260 WWYA members, or 260 stakeholders across those various groups total? The 260 reflects the total number of WWYA members and does not include stakeholders across the various groups.

• What is meant by the statement that bidders must meet “all local insurance requirements”?

Specifically, what do bidders need to include in their proposals to demonstrate this? The contracted organization must have all internal policies and procedures that comply with the legislation of the country where the service is performed, and it bears sole responsibility for ensuring compliance with applicable laws.

• Can the State Department provide more information regarding the number of stakeholders for the C5+1 Youth Council (YC) project? The U.S. Embassy will provide all relevant and necessary information related to the program to facilitate the evaluation, including project progress reports, grant agreements, and implementing partner contacts as outlined in the Solicitation on page 7. Additionally, the U.S. Embassy will ensure that the evaluation team has access to all relevant documentation.

Q4:

1. Period of Performance: Could you please confirm the anticipated length (months, potential start date, and any option periods), and whether the work is expected to be part-time/level-of-effort or full-time? The full duration for design and delivery of the evaluation should not exceed 12 months from the contract start, as described on pages 7 and 12 of the

Solicitation. The work is expected to be part-time/level-of-effort rather than full-time, as the deliverables and monthly progress briefings suggest a structured timeline with specific milestones rather than continuous engagement.

2. Scope Clarifications:

• Expected deliverables (e.g., evaluation plan, data collection tools, interim briefs, final report, presentation). Please see page 8 (C5+1 Youth Council Program

Evaluation) and page 12-13 (Work Where You Are Program Evaluation) for the required deliverables of each of these evaluations.

• Anticipated level of effort (approximate number of workdays or FTEs). While the

Solicitation does not list the anticipated level of effort, please see pages 8, 12, and 13 for the required deliverables for these evaluations to determine the approximate number of workdays or FTEs that the bidding firm will require to successfully complete this contract.

• Location/travel expectations (onsite vs. remote, number of site visits, per-diem assumptions). The Solicitation does not specify any travel expectations.

• Any data access or stakeholder interview requirements the contractor should plan for.

The U.S. Embassy will provide all relevant and necessary information related to the program to facilitate the evaluation, including project progress reports, grant agreements, and implementing partner contacts as outlined in the

Solicitation on pages 7 and 11. Additionally, the U.S. Embassy will ensure that the evaluation team has access to all relevant documentation.

Q5:

Technical proposal questions

1. Subject Matter Expert and Technical Expert staffing per evaluation

In Volume II, item 7, the RFQ states that each evaluation team must include “a subject matter expert … and a technical expert.”

Please confirm whether we may propose one senior expert per each evaluation whose

CV clearly demonstrates both the subject-matter content expertise and the technical expertise in relevant assistance programs, thereby fulfilling both expert roles. If this is not acceptable, please confirm that two distinct individuals (SME and separate technical expert) and two CVs are mandatory for each evaluation. The Solicitation specifies that each evaluation team must include both a subject matter expert (SME) and a technical expert. While the Solicitation does not explicitly state whether one individual can fulfill both roles, the requirement for CVs for both positions suggests that two distinct individuals may be preferred. However, the U.S.

Embassy acknowledges that there may be cases where one highly qualified individual could fulfill both roles. If the Offeror proposes a senior expert whose

CV clearly demonstrates both subject-matter content expertise and technical expertise in relevant assistance programs, the U.S. Embassy would consider this approach, provided the individual’s qualifications and experience meet the requirements outlined in the Solicitation.

2. Proposing additional team members

May offerors propose additional team members other than those required in Volume II –

Technical Requirements? Offerors may propose additional team members beyond the minimum requirements outlined in the Solicitation on page 2, as long as they meet the deliverable requirements and enhance the evaluation process. The

Solicitation does not restrict the inclusion of additional personnel.

3. Shared staff between evaluations

May offerors utilize some of the same staff members across both evaluations if they meet the respective qualifications for each evaluation? We recognize the evaluation lead and researcher/analysts would be used across both, but could the SME and technical experts cover both evaluations if they have the qualifications? The

Solicitation does not explicitly prohibit shared staff between evaluations if the same staff members meet the qualifications for both evaluations; they can likely be utilized across both projects. However, Offerors should ensure that the workload and deliverables for each evaluation are not compromised.

4. Language and regional experience for TL/SMEs

Please confirm there is no local-language requirement for the Lead Evaluator or

SME/Technical Expert roles, and that demonstrated experience from Central Asia or comparable regions, paired with a bilingual Research/Analysis Support team, is acceptable. The Solicitation does not require local-language proficiency for the

Lead Evaluator or SME/Technical Expert roles.

5. Preferred technical outline

Reference: Volume II - Technical Requirements.

• Question: The RFQ specifies seven minimum technical requirements to be addressed in Volume II, but does not prescribe a proposal outline. Please confirm that offerors may organize Volume II in their own logical structure, provided all seven minimum requirements are clearly addressed. Please follow the minimum requirements on page 2 and check evaluation factors in the

Solicitation. The Solicitation does not have any specific requirements for the structure of bids.

6. Remote-first delivery

Please confirm that a remote-first approach for survey/questionnaire administration, KIIs, and FGDs is acceptable, with in-person data collection and meetings only if specifically requested. The Solicitation does not specify any travel expectations.

7. Regional coordination scope

Beyond PDS Kyrgyz Republic and the implementing partners, do you anticipate formal coordination with U.S. Embassies in other C5 countries? Beyond coordination with the Public Diplomacy Section (PDS) of the U.S. Embassy in the Kyrgyz Republic and implementing partners, the Solicitation does not explicitly mention formal coordination with the U.S. Embassies in other the other C5 countries. The U.S.

Embassy in the Kyrgyz Republic will facilitate access to all relevant documentation and ensure the evaluation team has the necessary introductions and support to carry out the evaluation effectively. Please see pages 7 and 11.

8. Access support letters

We note the Program Manager and M&E Specialist will provide introduction to the relevant implementing partners; will PDS also provide letters of introduction to ministries, universities, and private-sector stakeholders to facilitate data collection as needed? As noted in the Solicitation, the Program Manager and M&E Specialist will provide introductions to the relevant implementing partners to support the evaluation process. Please see pages 7 and 11.

9. Technical acceptability determination

Reference: Evaluation Factors section.

Question: The RFQ indicates that award will be made on a Lowest Price Technically Acceptable basis. Please clarify how “technical acceptability” will be determined. Specifically:

• Will technical acceptability be assessed solely on a pass/fail basis against the seven minimum technical requirements in Volume II? The technical package of a successful offer should be compliant with technical requirements listed in

Volume II.

• Or will the evaluation factors listed (e.g., past performance, organizational qualifications, responsibility) be assessed with adjectival ratings as part of determining technical acceptability? Please see above.

• If assessed on a pass/fail basis, please confirm that each of the seven listed minimums is a strict threshold. Yes.

Financial Proposal Questions

10. Budget Template

Reference: Page 2, Volume I pricing.

“’The quotation must contain a detailed description of required services and breakdown of expenditures for each project per deliverables.”

Question: Can you please share a budget template that offerors can use for volume I?

As part of this Solicitation, there is no requirement to use a specific budget template. Budget templates can be developed by an Offeror.

11. Contract Type and Relevant Cost Model

Question: Could you please confirm the intended contract type for this award? We understand the Embassy may anticipate Firm Fixed Price (FFP) per deliverable, but since this is not explicitly stated we would appreciate confirmation. Yes, we anticipate a

Firm Fixed Price (FFP) cost model per deliverable.

Question: In addition, could you please clarify whether offerors should present the cost build-up for each deliverable using a specific format (e.g., Time & Materials style with labor categories, LOE and burdened rates, or Cost-Plus-Fixed-Fee style with direct costs, indirects, and fee), or whether a lump-sum total per deliverable is sufficient?

While there is not a specific format required by the Solicitation, Offerors are welcome to provide their form of breakdown to support their price information.

General questions

12. Separate or shared proposals

Are offerors expected to submit a joint proposal addressing both evaluations, or are separate technical or separate cost proposals for each evaluation required? The

Offerors shall submit a quotation including Volume I and II. The quotation must contain a detailed description of the required services and the breakdown of expenditures for each project per deliverables as described on page 2.

13. Insurance

Could the government please provide more specifics on the type and quantities of insurance that offerors are expected to have to perform the services? The contracted organization must have all internal policies and procedures that comply with the legislation of the country where the service is performed, and the contracted organization bears sole responsibility for ensuring compliance with applicable laws.

Q6

1. Are firms registered in Kyrgyz Republic or other Central Asian countries eligible to bid as prime contractor? There is no requirement for specific in-country registration.

Are Volumes 1 and 2 of our quotation to be submitted together or separately? The

Offeror shall submit a quotation including Volume 1 and 2. The quotation must contain a detailed description of required services and breakdown of expenditures for each project per deliverables as per page 2.

2. In Volume 1 of our quotation can the “detailed description” of services and costs per deliverable be a short description in a table, or do we need to provide a lengthy description of the contents of each deliverable? A more detailed description of the deliverables can be provided in Volume 2, whereas a shorter description and breakdown can be provided in Volume 1.

3. In Volume 2, are copies of insurance policies to be submitted as annexes to prove that we meet all local insurance requirements? Copies of insurance policies shall be provided if/when requested.

4. In Volume 2, should our specialized experience and technical competence be demonstrated through past performance references? The Solicitation requires

Offerors to demonstrate their experience and resources to implement large-scale and complex evaluation projects for donor organizations which includes providing a list of clients over the past 5 years.

Should we submit CPARS? This is not necessary.

5. In Volume 2, should we submit our firm’s policies and procedures for data protection and quality assurance as an annex? Please describe the firm’s policies and procedures in general for data protection and quality assurance. The Offeror may also submit this information as an annex. If submitted as an annex, please provide reference in

Volume 2.

6. Will the U.S. Embassy PDS and/or implementing partners provide organizational assistance and logistical support or should we budget for this support (e.g., contacting and organizing interviews and meetings with YC members, alumni, IP staff, stakeholders, and external partners)? Per the deliverable requirements the Offeror shall provide all deliverables listed on pages 7-8 and 12-13. However, the Solicitation does not specify any expectations for travel or providing logistical support. The Solicitation does not restrict the inclusion of any additional costs per the Offeror’s decision.

7. Is there a contract ceiling or cost estimate for this solicitation? There is no contract ceiling. The provided cost estimate will be used for internal purposes.

8. Are there any page limits for the quotation, Volume 1, and/or Volume 2? There is no page limit, however, if the file size should exceed 30 MB, the submission must be made in separate files and attached to separate emails with less than 30 MB each.