72026720R00004 PMSE RFP Questions and Answers.pdf

RFP 72026720R00004 PMES

Technical Questions and Answers

1. Page 13, Section C.5 states: "The Contractor must operate from two offices:

main office in Baghdad and small office in Northern Iraq while using other office space through procuring this service from local based organizations." We have the following related questions:

a. Does USAID expect the Offeror to have staff based in more than two offices and that this additional office space should be rented from local organizations?

b. If so, is this intended to support data collection in other parts of the country or is there another purpose? If not, can USAID please clarify what it means by “using other office space”?

Q 48. Page 13 states that contractors must operate out of a main office in Baghdad, a small office in northern Iraq, and other office space from local based organizations. Can USAID clarify the requirement for using office space from local based organizations?

USAID response: At a minimum, the Contractor is required to have an office in Baghdad and an office in northern Iraq. Offerors should propose their structure accordingly. The changes to RFP have been made in Amendment 01.

2. On Page 15, Section C.5.2.1.2 Third Party Monitoring (TPM) USAID suggests that at least 10 TPM monitors should be hired and that the Contractor must hire staff who are “Iraqi residents (from the same localities/close to the activities locations)”. We have the following related questions:

a. Can USAID provide more information on the activity locations to be subject to TPM?

b. Do the activity locations subject to TPM cover all 18 governorates?

c. How many governorates will be covered on a regular basis?

d. Are governorates in Kurdistan included?

e. Are there particular governorates where TPM site visits will be focused, or alternatively, are there any governorates where there will be few or no site visits? Can USAID provide information on which governorates these are?

f. Section C.5.2.1.2, page 14: In order to assist with planning and budgeting for TPM activities, could the Mission please share provincial-level location data for each activity listed in attachment J1 to note where implementation is taking place?

USAID response: USAID/Iraq activities cover all 18 provinces with a geographic focus on Ninewa and Anbar and including the Kurdistan Regional Governorate.

Third Party Monitoring will cover all activities in all targeted provinces.

3. Regarding Page 16, Section C.5.2.1.2, Outcome Monitoring and Compliance Monitoring, can USAID please provide more information about the volume and scope of tasks required for outcome monitoring and compliance monitoring? Will this require additional site visits beyond meetings at IP main offices?

USAID response: Please refer to ADS 201.3.5.5, Types of Program Monitoring when you provide your technical approach in this regard. Each of USAID/Iraq’s activities will undergo outcome monitoring which should be reported on a quarterly basis. Also, refer to the outcome monitoring for more information on methods and tools other than meetings at the IP main offices.

For compliance monitoring, please, refer to the SOW which included, environmental compliance regulations (22 CFR 216), gender empowerment and gender equality per ADS 205 and Trafficking in Person (C-TIP) Policy released in 2012.

4. Page 15, Section C.5.2.1.2, Manage Team of Third Party Monitors, indicates that: “The Contractor must maintain staff in Iraq that have sector-specific knowledge and expertise across the range of technical sectors in which USAID works in Iraq.” Would USAID consider allowing the contractor to provide some sector specific subject matter experts based in the home office or a network of expatriate consultants?

USAID response: Contractors can offer sector specific subject matter experts based in the home office or a network of expatriate consultants.

5. Page 17, Section C.5.2.1.2 Third Party Monitoring (TPM) states: “The Contractor must provide and manage a user-friendly database for planning, storing, organizing, searching, and archiving monitoring data which is readily accessible to the IFMs, USAID/Iraq staff, and others as appropriate, the database may be built on the existing database to ensure continuity of monitoring data.” We have the following related questions:

a. Can Offerors be granted access to see a version of this “existing database”?

b. Can USAID please provide details about the existing database, such as where it is hosted and what application it is written in?

c. Would USAID please consider describing the current vendor/platform/language of this system and the access approach (internet-accessible, inside USAID network, etc.) of the existing database?

d. Please confirm if the monitoring database is the same as the Mission Performance Indicator Tracker referenced on page 18?

e. Our understanding is that at one point in recent years the Mission was using the DevResults database to manage its performance data, yet the RFP indicates that the Mission is currently using a spreadsheet. Can USAID comment on its experience with DevResults and why it is currently using a spreadsheet.

USAID response: Access to the current database cannot be extended to offerors. The current monitoring database is different from the Mission

Performance Indicator tracker. The monitoring database is used as a repository for all site visit reports with the possibility of providing analysis of data. The current database is accessible for USAID/Iraq. The IFM Database is hosted on Digital Ocean Cloud and all media files are hosted in S3 Amazon Web Services (AWS), the database back-end is written in PHP7.2 and the Database engine is MySQL, the front-end is a web application written in HTML, CSS, and JavaScript.

The IFM Database is a web application that can be accessed with a web browser, and its A single-page application (SPA) build on Angular a Google Web Framework.

DevResults database is no longer used and the current database was created and established by the PMSP contractor.

f. For the Performance Management System discussed in section

C.5.2.1.4, does USAID want implementing partners to have the ability to input indicator data directly into the system?

USAID response: Implementing partners will not have access to the data base. Uploading data is the responsibility of the M&E contractor.

g. Section C.5.2.1.2, page 17 notes that “the database may be built on the existing database to ensure continuity of monitoring data.” Could USAID please clarify if the current database is hosted on USAID’s server and will remain on USAID’s server under the PMES contract, or would the Contractor be expected to host the database on their own server?

USAID response: The current data base is not hosted on USAID’s server and USAID expects that it would be hosted on the Contractor’s server under the PMES contract.

6. Page 17, Section C.5.2.1.2, Reporting, states: “The timeframe of reports is expected to be weekly.” Could USAID please clarify whether this means one week after each site visit, or that the Contractor will be doing TPM visits for all 17 activities every week with weekly reports?

USAID response: USAID expects TPM visits on a weekly basis for all activities, or a subset of, the 17 activities with weekly reports based on the weekly monitoring plan set up in coordination with USAID.

7. Page 18, Section C.5.2.1.4 Performance management system states: “The Iraq Mission is using a Microsoft Excel spreadsheet as a Performance Indicator tracker”. We have the following related questions:

a. Would USAID please consider providing Offerors with this spreadsheet or, alternately, just the structure of the spreadsheet, including indicators but without actual performance data?

USAID response: The PMP indicators table (with no figures) is attached to the RFP. Please note that this table will be updated on an annual basis by adding and removing indicators. (See attachment J.5; Indicator Tracking Table).

8. Regarding Page 18, Section C.5.2.1.4, Performance management system, would USAID please share its planned time frame for transitioning to the USAID/Washington developed DIS system for managing performance indicator data?

USAID response: USAID/Iraq expects to transition to the DIS system within two years of contract award.

9. a) Page 20, Section C.5.2.2.1, Evaluations, states: “The contractor may be required to respond to up to two impact evaluations service requests annually.”

However, page 35, Section F.6, indicates one (1) impact evaluation annually.

Can USAID please confirm the number of impact evaluations to be performed annually??

b) Page 35, Section F.6 Reports and Deliverables or Output, A. Projected Workload/Initial Planning. Under Evaluations and Assessment Services, USAID provides an estimate of 1 impact evaluation annually. On page 20, under Impact Evaluations, USAID states that the “contractor may be required to respond to up to 2 impact evaluation service requests annually.” Could you USAID please clarify the number of impact evaluations anticipated annually?

c) Section C.5.2.2.1, page 20 states that “the Contractor may be required to respond to up to 2 impact evaluations service requests annually.” However, Section F.6 (A), page 35 notes that only one (1) impact evaluation will be required annually. Will USAID please clarify the number of new impact evaluations that will be started per year that the Contractor should budget for?

d) Page 20 of the RFP states that the Contractor may be required to respond to up to two impact evaluations per year. However, the workload table on page 25 states there will only be one impact evaluation annually. Can USAID provide further clarification on the number of impact evaluations to expect per year?

Additionally, does USAID expect the projects listed in attachment J.1 to be targeted for impact evaluation as part of the new methods and untested hypotheses described in Program Cycle guidance?

USAID response: USAID/Iraq anticipates up to one impact evaluation annually.

The changes to RFP are in Amendment 01.

10. Page 32, Section F.5, Key Personnel states: “An advanced university degree in a relevant subject area is required” for the COP. Would USAID allow additional years of experience to count in lieu of an advanced degree.

USAID response: At least 10 years of managerial and M&E experience will count in lieu of an advanced degree for the COP. Please see the RFP revisions in Amendment 01.

11. Page 32, Section F.5, Key Personnel, states that “familiarity with Third-Party

Monitoring is required” for the COP. Given that Third-Party Monitoring is relatively new, would USAID consider allowing the Offeror to substitute this COP requirement with familiarity with data collection in challenging environment.

USAID response: USAID has changed the TPM requirement with familiarity and a certain level of experience with data collection in challenging environments.

The RFP is revised in Amendment 01.

12. Page 33, Section F.5, Key Personnel, states: “An advanced university degree in economics, project management, business/financial management, or a relevant field…is required” for the DCOP. Would USAID allow additional years of experience to count in lieu of an advanced degree?

Page 33, Section F.5, Key Personnel, 2. Deputy Chief of Party, b. Required Qualifications. Given the emphasis of managerial and operational experience, we respectfully request that USAID allow additional years of work experience to count in lieu of an advanced degree.

USAID response: An advanced university degree in economics, project management, business/financial management, or a relevant field is highly desired. The RFP is revised in Amendment 01.

13.

a) Page 34, Section F.5, Key Personnel, states: “An advanced university degree in international relations, economics, statistics, public policy, research methods, program assessment, evaluation/measurement or another relevant field is required” for the Senior Monitoring and Evaluation Specialist. Would USAID allow additional years of experience to count in lieu of an advanced degree?

b) Page 34, Section F.5, Key Personnel, states: “Demonstrated experience in designing and implementing performance and impact evaluations of development interventions including evaluation design, developing evaluation questions, etc. is required” for the Senior Monitoring and Evaluation Specialist. We respectfully suggest that, given the Senior Monitoring and Evaluation Specialist is to be a locally hired position, it will be difficult to find someone who has experience with impact evaluations. Would USAID consider making this experience with impact evaluations preferred rather than required?

c) Page 34, Section F.5, Key Personnel, states that “experience with Third-Party

Monitoring is required” for the Senior Monitoring and Evaluation Specialist. Given that Third-Party Monitoring is relatively new, would USAID consider allowing the Offeror to substitute this Senior Monitoring and Evaluation Specialist requirement with experience with data collection in non-permissive environments?

d) Page 33, Section F.5, Key Personnel, 3. Senior Monitoring and Evaluation Specialist (locally hired position). To allow offerors to provide USAID with the most qualified candidates, would USAID allow for the Senior Monitoring Evaluation Specialist to be open to local and international candidates? If so, would USAID waive the full working proficiency requirement in Arabic for the Senior Monitoring Evaluation Specialist?

USAID response: The senior Monitoring and Evaluation Specialist position is open to local and expatriate experts, with all other qualifications and experience remaining applicable. Proficiency in Arabic language is preferred. The Section F.5 Key Personnel of the solicitation is revised in the Amendment 01.

14. Page 35, Section F.6 Reports and Deliverables or Outputs indicates that there is a required minimum of five (5) surveys annually. We have the following related questions:

a. Can USAID please provide more details about the 5 required annual surveys?

USAID response: USAID anticipates that we will require youth, gender and sector surveys (e.g., economic, social, health, etc.). The exact requirements will be determined on an annual basis between USAID and the contractor.

b. Are all of these to be national random sample surveys?

USAID response: National may not always be expected, depending on the subject and USAID’s need for information.

c. If so, what sample size does USAID anticipate (for budgetary purposes)?

USAID response: USAID anticipates at least one national level survey with multiple Governorate-level surveys throughout the year.

d. If they are not national random sample surveys, can USAID please describe the anticipated scope/size/sample?

USAID response: A governorate-level survey, for example, of a focus area with USAID interventions would be anticipated. For example, Ninewa Province or Anbar Province, as necessary and as determined by

USAID.

15. Page 35, Section F.6, Reports and Deliverables or Outputs indicates that there will be 30-40 Third-Party Monitoring site visits weekly. We have the following related questions:

a. Does USAID anticipate that monitors will need to stay overnight at sites?

USAID response: USAID has requested that monitors be located near the activities to avoid the need for overnight visits.

b. Will the site visits involve speaking with beneficiaries, particularly female beneficiaries and, if so, what proportion of site visits will involve beneficiary interviews and interviews with female beneficiaries?

USAID response: Yes. Beneficiary feedback is integral part of the field monitoring, so offerors should ensure beneficiary interviews are applicable and relevant. Offerors technical approach should ensure gender equity in all site visits.

16. Given the technical proposal is limited to 15 pages and there is a lot of content to cover, would USAID consider allowing Offerors to include a 2-page executive summary that will not count toward the page limit?

USAID response: The instructions have been modified to allow for a 2 page Executive Summary. Please see Amendment 1 to the solicitation.

17. Section F.6 on page 35 indicates 1 to 5 performance evaluations per year. For budgeting purposes, should we plan for 5 PEs per year?

USAID response: For budgeting purposed offerors should plan for 3 evaluations per year. The RFP is revised in Amendment 01.

18. Will USAID/Iraq consider a one-page Executive Summary outside the page limit?

Section L.7 (b), page 95 notes that the “page limit does not include Cover/Title, Table of contents, List of acronyms; Section dividers; and Annexes.” Would USAID also consider excluding the Executive Summary from the 15-page limitation?

USAID response: See the answer to Question 15 above.

19. Please confirm the number of pages allowed per CV.

USAID response: CVs are limited to three pages each.

20. Please confirm if the “ad hoc polls or surveys” (page 22) will be nationwide or otherwise large in scope, as this has significant implications for budgets and can require specialized expertise and experience in the complex context of Iraq.

USAID response: They will be a mix of both; nationwide and local. Please, refer to the response provided on assessments and surveys.

21. Please confirm if the Mission intends to exercise additional option years under the current PMSP contract.

USAID response: No, the PMSP award will end in January 2021.

22. In Section F there are references to DO teams, but it is our understanding that, as the Iraq Mission does not have a CDCS, there are no DO teams. Please clarify to which teams this refers (technical or project teams)?

USAID response: There is a single DO team, which is the Governance and Economic Growth Office.

23. Page 35, Section F.6 Reports and Deliverables or Outputs, A. Projected workload/Initial planning. Under M&E Capacity Building Services, can USAID clarify if the 3-5 center- based training courses and workshops and 20-40 coaching sessions are anticipated annually or for the life of the contract?

USAID response: 3-5 center-based training courses and workshops and 20-40 coaching sessions are anticipated annually.

24. Section F.5 (1), pages 32 and 34: Key Personnel (KP) requirements for the Chief of Party and Senior Monitoring and Evaluation Specialist include “statistical analysis and experimental design.” Given the relatively small number of experimental evaluations, meeting this requirement is likely to pose challenges and limit the pool of highly qualified key personnel, would USAID consider making these qualifications “highly desirable” instead of “required” and allow bidders to demonstrate competency in both areas through qualifications on non-key personnel?

USAID response: Experimental design experience for the COP and SMES is highly desirable. The RFP has been revised in Amendment 01.

25. Section F.6 (B.7), page 38 notes that the Contractor must submit “associated raw data of all evaluations, assessments, in-depth research, polls, surveys, and baseline surveys conducted under this contract.” USAID’s Open Data Policy requires submission of organized and structured datasets and considers submission of unstructured qualitative data to the Development Data Library as optional (per FAQs to the Open Data Policy).

a) Given the sensitive context and potential risks to respondents of publishing raw data, would USAID be amenable with contractors submitting de-identified data, in accordance with the Open Data Policy?

USAID response: Yes, the contractor is allowed to submit de-identified data in situations decided (by USAID and the contractor) to be potentially risky and politically sensitive.

b) Secondly, given the high level of effort required to appropriately de-identify unstructured qualitative data typically used for MEL activities (such as transcripts, interview responses, and focus group notes) and relatively limited benefit of public access to such data in light of the potential risks to respondents, would USAID consider requiring submission only of quantitative data?

USAID response: No, USAID requires the submission of both quantitative and qualitative data.

26. Section L.7 (b), page 95, states: “The technical proposal must be submitted in

Adobe Acrobat (PDF) format, along with a Microsoft Word copy of the technical proposal body.” Can USAID clarify what constitutes the technical proposal body?

USAID response: Follow instructions to offerors and evaluation criteria for developing this section. Section L.7, page 95: “The Technical Proposal will consist of the Technical Proposal Body and Annexes. These two parts together will constitute the Offeror’s technical proposal.”

27. How will the PMES project interface with the existing IMEP project?

USAID response: The existing MEL project (PMSP) will be ending January 2021, if the new activity started in September as anticipated, there will be 4 months overlap, three for mobilization of the new contract and demobilization of the existing contract.

28. How will the PMES project interface with the existing MENA-MELS project?

USAID response: This is a separate USAID/Iraq specific MEL contract.

29. Aside from the TPM team, is there an expectation for travel for team members?

If so, where and how often should we expect staff to travel?

USAID response: The Offeror must propose a combination of necessary travel for team members based on Statement of Work in this solicitation.

30. Where does the Mission envision conducting many of the learning events associated with component 4? The RFP calls for five annual learning events.

USAID response: All of the events will be conducted in Iraq.

31. Page 25 of the RFP states that the Contractor must develop a plan to address processes and procedures for gender equity/sensitivity. Should this plan appear in the proposal or upon award? If so, will it be a separate annex, or should it be integrated into the rest of the technical proposal?

USAID response: This plan should be submitted after award of the contract.

32. Where does USAID expect the training courses and workshops for IPs and other stakeholders will take place?

USAID response: The training courses and workshops will be conducted in Iraq.

33. Can USAID provide the average number of verification visits per quarter or year that the current Activity undertakes?

USAID response: The Offeror must refer to the number stated in the Section F.

6, page 35 of the RFP, 30-40 visits per week.

34. Section C.5 states that the Contractor must provide the identified Level of Effort per each of the expected results/deliverables. Is the LOE expected to be provided through the Staffing and Management Plan (Section L.10) as an allocation of LOE for each position for each component?

USAID response: Yes, LOE is expected to be provided through the Staffing and Management Plan (Section L.10) as an allocation of LOE for each position for each component.

Contractual Questions and Answers

1. Page 94, Section L.6, Delivery Instructions, states that: “the Technical Proposal Body must be separately submitted in Microsoft Word”. Can USAID confirm whether Offerors should include the cover/title page, table of contents and list of acronyms as part of the Technical Proposal Body submission in Word?

USAID’s Response: Yes, please include cover/title page, table of contents and list of acronyms as part of the Technical Proposal Body submission in Word.

2. Page 95, Section L.7, Instructions for the Preparation of the Technical Proposal, states: “Text in graphs and charts must not have a font size smaller than 9-point.”

Can USAID please confirm that this requirement applies to textboxes and graphics as well?

USAID’s Response: Confirmed.

3. Page 96, Section L.8, Key Personnel, states: “References (three for each key personnel position) must be sent by the referee directly to USAID, submitted to the email address specified for receipt of proposals in Section L.6 of this solicitation, in advance of the proposal submission date and time.” Would USAID consider allowing Offerors to submit the contact information for the three references for each key personnel in Annex B instead of having all 9 referees emailing USAID directly with reference information?

USAID’s Response: The references must be sent by referees to USAID directly.

4. Page 96, Section L.7, Instructions for the Preparation of the Technical Proposal,

(d) Organization, lists Past Performance as a section that comprises the Technical Proposal Body, along with the Key Personnel, Technical Approach, Staffing and Management Plan sections. Given the tight page constraints, would USAID consider allowing Offerors to include this past performance narrative in Annex D instead and not count toward the page limit?

USAID’s Response: Annex D must include only Past Performance Information Forms and must be submitted by the Offeror’s referees directly to USAID. The past performance narrative must be part of the technical proposal, not Annex D.

5. Page 97, Section L.10, Staffing and Management Plan, states that Offerors must include a “staffing matrix”. Would USAID consider giving Offerors the option to include this staffing matrix in an annex rather than in the Staffing and Management Plan section?

USAID’s Response: The staffing matrix can be part of Annex A.

6. Page 97, Section L.10, Staffing and Management Plan, requires that Offerors include an organizational chart. Can USAID please confirm that the organizational chart should be included in Annex A and does not need not be included in the Staffing and Management Plan section?

USAID’s Response: Confirmed.

7. Page 97, Section L.11, Past Performance, asks that Offerors: “list in an annex to the technical proposal up to three of the most recent and relevant contracts for efforts similar to the work in the subject proposal.” Can USAID please clarify whether Offerors should list a total of 3 contracts for both itself and any major subcontractors, or whether Offerors should list 3 for itself and an additional 3 for each major subcontractor?

USAID’s Response: Offerors must submit up to three of the most recent and relevant contracts for itself and an additional three for each major subcontractor.

8. Page 97, Section L.11, Past Performance, states: “For all contracts listed above the Offeror is required to submit as part of its proposal, the most recently submitted contractor performance assessment report (CPAR) that is available in the CPAR System (CPARS). For each referenced contract that is not CPARS, the contractor must request that referees send the following information directly to USAID using the format provided in Attachment J.2 Past Performance Information Form.” We have the following related questions:

a. For the contracts that the Offeror is submitting CPARS in Annex D, can USAID please confirm the Offeror is not required to include PPI Forms (using Attachment J.2) for those contracts?

b. For the contracts that the Offeror is requesting the referees to send completed PPI Forms directly to USAID, can USAID confirm that those PPI Forms should also be included in Annex D, just without the performance information that the referees will add in the version they send directly to USAID?

USAID’s Response:

a. If the Offeror submits CPARs the PPI Form is not required.

b. Confirmed. The Offeror must include in Annex D PPI Forms in

Attachment J. The referee must send the form that includes performance information directly to USAID

9. Page 98, Section L.11 Past Performance, states: “Additionally, the Offeror must describe the relevance of the referenced contracts in its proposal.” Can USAID confirm the Offeror can include how the contracts listed in Annex D are relevant to PMES in Annex D as well, and not count toward the page limit?

USAID’s Response: Offerrors must describe relevance in the technical proposal body. Annex D is for the CPARs and/or past performance information forms.

10. Given this opportunity was not on the USAID Business Forecast and the requirement to recruit three key personnel, would USAID consider extending the proposal deadline?

USAID’s Response: USAID will not consider extending the proposal submission deadline.

11. Page 100, Section L.11, Part 2, Proposed Cost/Prices, Budget Narrative, (1)

Direct Labor Salary and Wages, requires that offerors provide: “A detailed level of Effort (LOE) estimate with separate line item for each proposed individual identifying each individual by name must be provided.” As many project positions in the budget will be TBD (not named at the proposal stage), will USAID please consider changing the requirement to name individuals for all the positions in the LOE chart, to naming only those positions that are named in the budget?

USAID’s Response: USAID agrees with this change the RFP has been updated accordingly.

12. Section L.11 requires that offerors must submit the most recently submitted contractor performance assessment report (CPAR) that is available in the CPAR System. However, this is not listed in the technical annexes. Shall these be submitted as part of Annex D?

USAID’s Response: Yes, CPARs should be submitted as part of Annex D.

13. For cost purposes, could USAID provide a fixed exchange rate for the proposal?

USAID’s Response: Fixed exchange rate for budgeting purposes is USD 1.00 = Iraqi Dinar 1,138.00

14. Section l.8 of the proposal requires that references (three for each key personnel position) must be sent by the referee directly to USAID. Would it be acceptable to USAID for bidders to collect references and send to USAID to ensure that deadlines are maintained? Alternatively, can we send the reference contact information directly to USAID to contact references?

USAID’s Response: References must be sent by the referees directly to USAID.

15. Section H.25 states that “Consulting Agreements” are considered a form of

Subcontract, in which case these consultants are held to all applicable subcontract requirements. Can USAID please clarify whether this includes Section H.9 and if consent to subcontract is required for every consultant engaged by either the contractor or an approved subcontractor?

USAID’s Response: Consent to subcontract is required only in accordance with

FAR 52.244-2.

16. Section L.10.2 requires that the offeror must ask referees from three small businesses to provide an assessment of the performance in using SB concerns and that these references must be submitted to USAID directly by the referee. Is there a template or specific information that USAID must see in these references?

USAID’s Response: There is no required format for the reference.

17. Page 9, Section C.2 Background. The RFP states there are currently 17 activities in USAID/Iraq’s portfolio. Attachment J lists 16. We note that the Genocide Recovery and Persecution Response- Learning and Pilots activity is not included in attachment J; is this the 17th activity?

USAID’s Response: No, the Genocide Recovery and Persecution Response- Learning and Pilots activity is not a part of current USAID/Iraq activities. USAID anticipates at least one additional award in the coming year.

18. Can USAID please confirm that due to perceived OCI constraints no current USAID-funded implementer (non-MEL) in Iraq is eligible to bid on this solicitation?

USAID’s Response: Please refer to the cover letter of the solicitation: “Any current USAID/Iraq implementing partner, contractor or grantee, shall be disqualified from pursuit of work under this solicitation, either as a prime or subcontractor, if the work under the anticipated contract would be related whatsoever to the contractor or grantee's current award, as determined by the Contracting Officer. The Head of the Contracting Activity, in consultation with USAID's Competition Advocate, may authorize a waiver (in accordance FAR 9.503) by determining that preclusion of the Contractor from the contract would not be in the Government's interest.” Also, please review Section H.22 of the solicitation. USAID will consider waivers on a case-by-case basis, with an acceptable mitigation plan.

19. Page 56, H.19 AIDAR 752.204-71 PARTNER VETTING. Can USAID confirm that the J.3 USAID Partner Information Form is to be completed by the prime and all subcontractors? If so, can USAID confirm that the completed forms are to be included with the cost proposal?

USAID’s Response: The Vetting form must be sent to the POC identified in Section H.19(c). Please also review the section L.4 that states: “The contracting officer notifies the offeror when to submit the USAID Partner Information Form.

For this solicitation, USAID will vet after the contracting officer establishes the competitive range/makes an award determination.”

20. Page 96, L.8 Key Personnel. Can USAID provide a template for key personnel references to complete and submit directly to USAID?

USAID’s Response: USAID does not have a required template.

21. Page 97, Section L.10.1, Overall Past Performance. USAID notes that Offerors must list in an annex up to three of the most recent and relevant contracts for efforts similar to the work in the subject proposal. USAID also notes that offerors must provide CPARs or Past Performance Information Forms for each listed past performance contract.

a. Can USAID confirm that CPARs can be placed into Annex D: Past Performance Information Forms?

USAID’s Response: Confirmed

b. Can USAID confirm that Offerors do not need to provide a narrative of the relevance of reference contracts, a scope of work, and name of the COR and ACOR if a CPAR report is being submitted for referenced projects in Annex D: Past Performance Information Forms?

USAID’s Response: The relevance of contracts referenced in CPARS must be described in the proposal, not the Annex D.

c. Can USAID confirm if a narrative describing the relevance of referenced contracts is required in the Technical Body of the proposal?

USAID’s Response: See the response to the question above.

22. Page 98, L.10.2 Performance in Using Small Business Concerns. Can USAID provide a template for the assessment from small business references to submit directly to USAID?

USAID’s Response: There is no required format.

23. Page 106, L.12 Instructions for the Preparation of Branding Implementation and Marking Plan. Can USAID confirm that offerors are not required to submit a BIP and MP? If offerors are required to submit, should it be included with the technical or cost proposal?

USAID’s Response: Please review the section L.12. It states: “Offeror(s) must submit a BIP and MP separately only upon the explicit written request of the Contracting Officer.”

24. Could USAID kindly confirm that Representations, Certifications, and Other Statements of Offerors, Policies and procedures, Information concerning work-day, work-week and paid absences and Evidence of responsibility are only required from the Prime offeror and not from its subcontractors?

USAID’s Response: The Offeror and each proposed major subcontractor must complete Section K. Representations, Certifications, and Other Statements of Offerors”. Please review Section L.11, page 103 of the solicitation.

25. Could USAID kindly confirm that there is a blanket waiver for TCNs pursuant to AIDAR 722.170 or should offerors submit individual requests in the proposal as needed?

USAID’s Response: There is no blanket waiver for TCNs. Offerors must submit individual requests.

26. Page 7, Section B.4 Line Items. Could USAID kindly confirm that the required amount for CLIN 02001 under the table is the total amount of Option 2 year and not only the Direct costs figure?

USAID’s Response: This is a typo and will be corrected in the Amendment 01 to the solicitation.

27. In the RFP cover letter, USAID notes that the cost estimate for this contract is $20-25 million over the five-year period of performance. We believe that the suite of services presented in the SOW along with the high operating costs required for the Iraqi context will likely exceed the budget allocation. Would USAID consider adjusting the cost estimate to reflect the need for higher operating costs?

USAID’s Response: No, the range provided will not be adjusted.

28. Section H.25, page 61 indicates that consultants need to be brought in through the Contractor’s individual subcontracting mechanism, and budgeted as subcontractors, which may not align with the Contractor’s consulting agreement mechanism or cost policy statement. The other option, per the RFP, is to hire these individuals as direct employees. Does this mean that the consulting agreement mechanism is not allowed under the contract?

USAID’s Response: Per the Section H.25 USAID considers Consulting Agreement as a form of subcontract. It does not mean that the consulting agreement mechanism is not allowed under the contract.

29. Section H.25, page 61: If an organization’s Cost Policy classifies independent consultants engaged to perform work in support of an activity as a direct cost, per the organizations NICRA, there may be specific indirect costs allocated for Consulting agreements that do not apply on Subcontracts. In order for organizations to be consistent with their NICRA and other policies and procedures, would USAID revise the language of this section?

USAID’s Response: Section H.25 explains how USAID treats independent consultants versus direct employees of the contractor for the purpose of administrative approvals. Contractors should allocate direct/indirect costs in accordance with Cost Policies and approved NICRAs.

30. Section L.8, page 96 notes that three references for each proposed Key

Personnel (KP) candidate must be sent by the referee directly to USAID, submitted to the email address for the receipt of proposals, and prior to the submission date and time. To mitigate any risk that a KP reference is not submitted before the RFP deadline, would USAID consider modifying this requirement to require reference contact details in each KP resume instead?

Alternatively, would USAID be willing to allow bidders to submit completed reference questionnaires directly to USAID to ensure references are received by the RFP deadline?

USAID’s Response: No, references (three for each key personnel position) must be sent by the referee directly to USAID, submitted to the email address specified for receipt of proposals in Section L.6 of this solicitation, in advance of the proposal submission date and time.

31. Section L.10.1(a)2 and (b) and (d), page 97 - 98, list out a number of items to be included in the proposal, such as a describing the relevance of the referenced contracts, extraordinary problems, and quality awards. Can those be included in the Annex D with the Past Performance Information Forms?

USAID’s Response: See response to question 9.

32. Are there any mandated security requirements Contractors should be aware of in procuring security services (regarding, for example, expat lodging)?

USAID’s Response: There are no mandated security requirements. Please review Section C.6 of the solicitation.

C.6 SECURITY AND IMPACT OF EXTERNAL ENVIRONMENT

Security for the Contractor's personnel and offices is the responsibility of the Contractor. The Contractor must remain fully abreast of the political and security situation to the best of its ability as it may affect the implementation of this contract. The Contractor must assess the security situation in Iraq, and institute appropriate measures. The Contractor must establish security protocols that facilitate safety of all staff and safety of data collected under this contract and allow completion of required tasks and activities in the prevailing operating environment. If security factors are expected to disrupt implementation or to cause delay in attaining established targets, the Contractor must immediately notify USAID.

33. Can USAID provide any guidance re: R&R, home leave, or regional rest breaks for staff? How often should Contractors expect to budget for each?

USAID’s Response: Please review Section H.24 Application of Iraq Service Recognition Package of the solicitation.