Amendment_01_SOL_72011123R00006_Q_and_A.pdf

Question Number

Section Question Answer

Cover letter, section L

As the due date for both Past Performance information and the Technical and Cost Proposals are on a Sunday, please kindly confirm that USAID will be able to provide confirmation of receipt to offerors prior to the due date/time.

The due date is revised and now falls into USAID's regular working hours. As such, USAID will be able to provide receipt to offerors prior to the due date/time.

Cover letter, section L

The cover page notes that the closing date for receipt of proposals is November 19, 2023, which is a Sunday. Section L.4, page 98, further notes that “it is the Offeror’s responsibility to ensure that the electronically submitted proposal is received by the due date and time” and “…email is NOT instantaneous…delays of several hours [can] occur from transmission to receipt.” Likewise, section L.5 states that “late proposals will not be considered.” Given the above, can USAID please confirm that someone will be available to confirm receipt of proposals immediately prior to the submission deadline?

The due date is revised and now falls into USAID's regular working hours. As such, USAID will be able to provide receipt to offerors prior to the due date/time.

3 Section B

Section B.4, page 6, states, “the amount of $1,600,000 is a lump sum exclusively reserved for GUCs,” and section C.5, page 9, states, “Grants will be provided to local non‐governmental organizations.” Would USAID consider, subject to Contracting Officer review and approval, the issuance of in‐kind grant to host country government‐related entities?

Offerors must not plan for any type of grant to partner government entities (terminology based on ADS 302).

4 Section B How are the fixed fees expected to be limited and what is the ratio with direct and indirect costs? Do you have specific expectations?

Fixed fee is limited in accordance with FAR

15.404. USAID has no expectations regarding

the ration of direct and indirect costs.

Sections B, F, L, and cover letter

Section B.4, Cost Plus Fixed Fee Budget, Page 6 states that, “For purposes of offeror proposals, the Base Period will be a total of four years and four months (e.g., fifty‐two months) and the Option Period will be for a total of eight months. The total period of performance of base plus option year must not exceed five (5) years.” However, Section F.2, Period of Performance, Page 25, states, “The Base Period will be for four years and three months (e.g., 51 months) and the Option Period will be for eight (9) months.” Can USAID please clarify the correct length of the Base and Option Periods?

The cover letter, section B.4, section F.2, and section L.8 have been revised. The base period is 51 months and the option period is 9 months. Offerors should use July 2024 as the award month.

Sections B, F, L, and cover letter

The cover letter and Section L.8 indicate a base period of 51 months and an option period of nine months. However, Section B.4, Cost Plus Fixed Fee Budget, on page 6, stipulates a base period of 52 months and an option period of eight months for proposal budgeting purposes. In addition, Section L.8, on page 105, under Summary Budget, directs offerors to use June 2024 as the estimated award, which would align with a 52‐month base/eight‐month option. Could USAID confirm the applicable base and option periods and the anticipated award month?

The cover letter, section B.4, section F.2, and section L.8 have been revised. The base period is 51 months and the option period is 9 months. Offerors should use July 2024 as the award month.

Sections B, F, L, and cover letter

On Page 6 of 121, Section B.4., the RFP states that “the Base Period will be a total of four years and four months (e.g., fifty‐two months)”. However, on page 25 of 121, Section F.2, the RFP states that “The Base Period will be for four years and three months (e.g., 51 months). Would USAID please confirm that the base period of the Armenia Strategic Communications Activity is 4 years and 3 months (51 months total) in duration?

The cover letter, section B.4, section F.2, and section L.8 have been revised. The base period is 51 months and the option period is 9 months. Offerors should use July 2024 as the award month.

Sections B, F, L, and cover letter

On Page 6 of 121, Section B.4., the RFP states that “the Option Period will be for a total of eight months”. However, on page 25 of 121, Section F.2, the RFP states that “the Option Period will be for eight (9) months”. Would USAID please confirm that the option period of the Armenia Strategic Communications Activity is 9 months in duration?

The cover letter, section B.4, section F.2, and section L.8 have been revised. The base period is 51 months and the option period is 9 months. Offerors should use July 2024 as the award month.

9 Section B

Section B.6, Advance Understanding on Ceiling Indirect Cost Rates and Final Reimbursement for Indirect Costs, page 7, requires offerors to propose ceilings for their indirect rates. We are deeply concerned about the issue of cost recovery given uncertainties affecting international development which have been apparent during the COVID‐19 pandemic, the crises in Afghanistan and Ukraine, and now inflation rates and oil prices that have not been seen in decades. The NICRA specifies provisional rates often based on prior years and not reflective of the current much less future operating environment.

In forecasting indirect cost rates for a five‐year period, the contractor must make assumptions about the volume of work that will be generated by USAID, representing the base for indirect cost rates as well as the pool of indirect costs we will incur, both of which contain significant elements outside the contractors’ control. Not allowing offerors to recover their reasonable, allocable, and allowable indirect costs would not be consistent with a cost reimbursable contract type and would present a performance risk for USAID.

Given the fact that we may be facing significant, as yet unknown, events that may have substantial impacts on indirect cost rates and given that the cost‐ reimbursable contracting model is meant to allow for the recovery of all costs, both indirect and direct, we respectfully request that the requirement for indirect cost ceilings be removed from this solicitation. Instead, we request that contractors be allowed to recover their indirect costs in accordance with their US Government Negotiated Indirect Cost Rates applicable at the time.

Indirect cost ceilings will not be removed from the solicitation.

10 Section C

Section C.3.2, page 12, states that contractors must conduct audits across a series of GOA agencies at the national level, however also include “regional authorities/Marzpetarans,” and regional entities are not listed on the list of principal counterparts on Section C.3, page 10. Can USAID please confirm that activities and GOAM counterparts are envisioned as being limited to national or central government actors?

Regional authorities/marzpetarans are part of the central government. Furthermore, page 10 states that the list of principle counterparts is not comprehensive.

11 Section C Could you please specify the deliverables for the Component 1, 2 and 3 since there is a gap between the tasks and expected results in the corresponding sections of the C.3 section on the three main focus areas?

Expected results in section C are deliverables in addition to those in section F. Additional in‐ scope deliverables may be added through the workplan during implementation.

12 Section C How is the consultant expected to assess the current state of how cross government communication efforts are organized, staffed, budgeted, and executed? Do you have specific expectations on the methodology?

Offerors must propose their own methodology.

13 Section C What kind of equipment/software to advance communication efforts is expected? Will USAID provide its solutions, or can we issue grants on IT solutions?

USAID does not prescribe solutions at the soliciation stage other than what is in the statement of work. Offerors must propose their own solutions.

14 Section C Should any parts of the scope of work be prioritized over the others?

Offerors must make this determination.

Unless specifically stated in the statement of work or elsewhere in the RFP, USAID is not prioritzing any part of the statement of work.

15 Section F Can USAID please confirm that offerors are only supposed to provide minimum qualifications for key personnel positions?

Yes

16 Section F

Section F.2, page 25, states that the Base Period is 51 months, with an Option Period that will be for eight (9) months.” Can USAID please confirm that the base period is 51 months, and the Option Period is nine (9) months, totaling 60 months?

Section F.2 and all other references to duration/dates are revised. The base period is 51 months and the option period is 9 months.

17 Section F

Section F.6, page 28, notes that the Strategic Communications Plan is due within 60 days of award; however, no information about the expected content of said report is provided in the subsequent description on page 34.

To facilitate respondents’ ability to adequately describe and plan for meeting start‐up deliverables, can USAID kindly provide information on the intended contents and scope of this Plan?

F.6 is revised to provide details for the plan.

18 Section J

The first paragraph of Attachment J.3 – Past Performance Reference Form discusses a project scope that does not appear to be relevant to strategic communications, stating that “USAID/Armenia, is seeking relevant past performance information for a USAID solicitation, RFP 72011123R00006 for which the selected offeror will provide technical assistance to strengthen key economic actors within both the public and private sector to exercise economic stewardship, particularly to enhance Armenia’s economic security and ability to take advantage of periods of economic growth and navigate economic downturns, and ultimately build a more resilient Armenian economy.”

J.3 is deleted in its entire and replaced with a new form.

19 Section J

The Attachment J.4 Budget Template differs slightly from the cost categories listed in the RFP per section L.8. Differences include:

•Reference to a Catalyc c Financial Pool in the budget template but no reference to it in the RFP; our assumption is this pool is erroneous and can be deleted.

•Different ordering of several categories (e.g., Allowances and Grants ordered differently);

•Different naming of cost categories (e.g., “Travel” versus “Travel, Transportation, and Per Diem”; or “Salaries & Wages” versus “Personnel (Salaries & Wages)”).

•Different lines completely: e.g., budget template does not ask for a “Total Estimated Cost” line, but the RFP does.

•Equipment & Supplies listed separately in the Budget Template versus together in the RFP.

Could USAID please confirm that the RFP language in L.8 supersedes any discrepancy with the budget template, particularly with the given summary budget format on pages 105 to 107; or provide additional clarification if possible?

J.4 is replaced. The new attachment does not include a summary; offerors are to use the template format from L.8. The detailed budget has been revised to reflect the budget lines from L.8.

If offerors find additional discrepancies between J.4 and L.8, offerors are to follow L.8 and note the discrepancy in the cost notes.

20 Section J

In Attachment J.4, Strategic Communications Budget Template, there is a line item for a “Catalyctic Financial Pool”. In Section L.8, there is no mention of a “Catalyctic Financial Pool” as a required budget item. Could USAID please confirm if offerors are supposed to propose a “Catalyctic Financial Pool”?

J.4 is revised to remove the pool.

21 Section K

Section K.1 incorporates FAR 52.237‐8 (Restriction on Severance Payments to Foreign Nationals) on page 78. In line with the requirements of Armenia’s labor law, we may be required to occasionally pay severance to its employees.

As the above‐referenced clause places contractors in a position of getting questioned for legitimate costs of doing business, we respectfully request that USAID replace FAR 52.237‐8 with FAR 52.237‐9 (Waiver of Limitation on Severance Payments to Foreign Nationals).

USAID will not replace FAR 52.237‐8 with FAR 52.237‐9. Offerors are reminded that severance can be an allowable cost during implementation when a contractor complies with FAR 31.205‐6 (g).

22 Section L

Section L.4(g) states, “Contractor Past Performance Information is due earlier than the Technical and Cost Proposals” (98) but there is no earlier deadline provided in the RFP. However, Attachment J.3 lists the submission date for past performance reference forms as November 12, 2023, at 9:00 a.m.

Armenian time, a week before the November 19 closing date of the RFP.

Could USAID please confirm the submission date and time for past performance information?

L.4(g) and J.3 are revised. Past performance information is due on the same date as all other parts of the proposal, i.e. technical, cost, and branding and marking plan.

23 Section L

Section L.4, page 98, states that the proposals will be submitted electronically. Given that proposal must be submitted in this format, can USAID please confirm that you will accept signatures applied electronically – including in situations where the RFP refers to “an original signature” (such as on the SF 33 in the cost/business volume)?

Section L.8a. (1) is revised to confirm that electronic or digitzed signatures are acceptable.

24 Section L

Section L.5, page 102, includes instructions for how the technical proposal should be organized and does not include an Executive Summary. Would USAID consider adding an Executive Summary that does not count against the existing page limit?

No.

25 Section L Would USAID kindly confirm that offerors may include a two‐page executive summary that does not count against the 21‐page limit of the technical proposal?

No.

26 Section L Would USAID allow the inclusion of a one‐page executive summary to be included as part of the Technical Volume Submission?

No.

27 Section L

Section L.5 requires that the branding and marking plans be submitted separately from contractor past performance and the technical and cost proposals. However, Section L.8 lists these as a submission requirement for the cost proposal. Could USAID confirm if the branding and marking plans should be included in the cost proposal? If not, does USAID want them also submitted as a separate volume?

L.5 is revised to remove the requirement for a separate submission of the Branding and Marking Plan. The Branding and Marking Plan must be submitted as part of the cost proposal in accordance with section L.8.

28 Section L

Section L.5, page 98, states that all Attachment s “must be in MS Word, Adobe PDF, *or* MS Excel readable format,” while Section L.7, page 101, states that technical proposals must be “submitted in Microsoft Word *and* Adobe PDF.” Given USAID’s stated preference for a single email Attachment per volume, which is also included in Section L.5, can USAID please confirm that:

a.Offerors need only submit technical proposals in a single format?

b.Offerors may elect to submit files in either Microso Word or Adobe PDF?

Section L.7 is revised to confirm that offeros need only submit technical proposals in a single format which may be either Microsoft Word or Adobe PDF.

29 Section L

Section L.5, page 102, provides for a Technical Capacity Section of 4 pages and a Technical Approach section of 5 pages, totaling 9 pages. Would USAID consider increasing the page limit of the Technical Approach section to allow the offeror to provide a more detailed and compelling Technical Approach?

No. A more detailed and compelling technical approach is not required, as the contractor will implement USAID's statement of work in section C, not their technical approach.

30 Section L

In order for offerors to provide a more complete representation of relevant past performance, would USAID please consider allowing for the submission of five of the most relevant awards for the prime offeror and three to five of the most relevant awards for any major subcontractor?

L.6 is revised to allow up to 10 past performance references which includes all references for the prime and for major subcontractors, i.e. the total number of references for the prime offeror and alll subcontractors must not exceed 10 references.

31 Section L

Section L.6.1.a, page 100, states that the Past Performance Matrix may be submitted in Microsoft Excel. Can USAID please confirm that it may be submitted with the forma ng settings provided in the template (i.e., that the font, size, and margin specifications in Section L.7 do not apply to the Past Performance Matrix)?

USAID confirms that the matrix may be submitted with the matrix's existing formatting settings.

32 Section L

Section L.6, page 100, notes that for the purposes of past performance evaluation, a “major subcontractor” is defined as a subcontractor whose proposed level of effort exceed 20% of the offeror’s total effort. Can USAID please confirm that this classification applies to the cost as well?

The RFP is revised to clarify that the definition applies throughout the solicitation to all parts.

33 Section L

Section L.6.a.b, page 101, specifies that Past Performance Reference Forms (if required) are to be submitted directly to USAID/Armenia. Can USAID please clarify how a referee’s failure to reply by the Past Performance deadline would affect evaluation of the Offeror’s proposal?

It is an offeror's responsibility to ensure they are received by USAID.

34 Section L

Section L.6, page 101, states that offerors that are not small businesses must “Provide a narrative summary of your organization's use of small business concerns over the past three years.” Can USAID please confirm this information may be submitted as a narrative annex (i.e., in Word) to the Past Performance Matrix, or alternatively share how USAID would prefer this information is shared?

USAID confirms this may be submitted as a narrative annex to the past performance matrix.

35 Section L Section L.6, page 100 notes that past performance is due before the rest of the proposal, but the due date is not specified on the cover page. Can USAID please confirm what the due date for Past Performance is?

The RFP is revised. See response to question 22.

36 Section L

On Page 102 of 121, Section L.7, the RFP states that “Required Annexes specified below will not be counted towards the page limit”. Could USAID confirm that annexes are not required as part of the technical proposal submission?

L.7 is revised to remove the reference to required annexes.

37 Section L

Section L.7 states that offerors must submit the technical proposal in Adobe PDF and Microsoft Word. Would USAID please confirm that offerors are only required to submit the main body of the technical proposal in Word, not the front mater (cover, table of contents, and list of acronyms) or annexes? If offerors must submit the entire technical proposal in Word, would USAID please confirm that offerors may insert any pages with signatures as images for the signee’s security and that these images may extend past 1‐inch margins?

Section L.7 is revised to confirm that offeros need only submit technical proposals in a single format which may be either Microsoft Word or Adobe PDF.

38 Section L

Section L.7.3, page 104, requires Offerors to include “An Organizational Chart (not to exceed 1 page) displaying… brief descriptions for all home office and field employees.” Can USAID please confirm that the brief descriptions are defined as roles/responsibilities, and if so, that they are allowed to be included in either the Staffing and Management Plan or the Table of Management Positions rather than the Organizational Chart?

L.7.3 is revised; the requirement is removed.

39 Section L

In Section L.7.3, USAID states that the organizational chart must show “the activity’s anticipated staffing structure and office(s) with lines of authority and brief descriptions for all home office and field employees” (104). Would USAID consider allowing these staff descriptions to be included within the Table of Management Positions of the Staffing Capability section?

L.7.3 is revised; the requirement is removed.

40 Section L

For Offerors to develop rates for positions based on market research it is important to gather salary data from multiple, credible sources as this allows for triangulation and filling of data gaps. To ensure a comprehensive analysis, would USAID consider providing the Mission’s salary ranges for FSNs in Armenia?

The Armenia salary range is from 3,937,403 for grade 1 minimum range to 50,754,641 for grade 13 maximum range.

41 Section L

Could USAID please confirm offerors have flexibility in numbering the various parts to the cost proposal provided it generally follows the same order as presented in the RFP? Otherwise, could USAID please confirm the correct labeling given previous questions regarding elements of the cost proposal?

The RFP is revised. Offerors must follow the numbering of the cost proposal in accordance with L.8.

42 Section L Section L.8, pages 104‐115, does not include instructions as to where the offeror should budget closeout costs. Can USAID please confirm where they would like to see this in the budget?

There is no seprate category for closeout costs. Offerors must include closeout costs in the most appropriate categories.

43 Section L

Section L.8 states that “the cost proposal must be in MS Excel and compatible with a MS Windows operating environment. All calculations and formulas must be visible and unlocked, and worksheets must be connected. Calibri font size 12, text accessible” (104). Could USAID confirm if it requires Excel spreadsheets to be in Calibri font size 12?

L.8 is revised to confirm the the font type and size is only required for the cost notes.

44 Section L Could USAID please confirm that, for the purposes of the cost proposal preparation and submission requirements, major subcontractors are defined as those proposed to have a total estimated cost of $2.5 million and above?

The RFP has been revised to confirm that a “major subcontractor” is defined as a subcontractor whose proposed level of effort exceeds 20% of the offeror’s total effort.

45 Section L

Please confirm that the provided Grants Under Contract (GUCs) plug figure should not contain management or administrative expenses incurred by the contractor. Instead, should the management or administrative expenses incurred by the contractor be separately budgeted for these grants?

L.8 is revised to clarify that any management or administrative expenses incurred by the contractor should be separately budgeted.

46 Section L Section L.8, page 104, states that Calibri font size 12, text accessible is required for the preparation of the cost/business proposal. Can USAID please confirm that this requirement only applies to the budget narrative?

L.8 is revised to confirm the the font type and size is only required for the cost notes.

47 Section L

Section L.8.I, page 110, states, “The Offeror and each proposed major subcontractor must include a complete copy of it most current Negotiated Indirect Cost Rate Agreement (NICRA) or other documentation from its cognizant Government Audit Agency, if any, stating the most recent final indirect cost rates.” Would USAID consider receiving NICRA’s sealed bids from major subcontractors? If yes, could USAID kindly provide the instructions?

No, all proposal information must be submitted by the prime offeror in accordance with the proposal instructions.

48 Section L

Section L.8, Part 2/Proposed Costs/Prices, paragraph “J. Fee” on top of page 112 of 121, states that Offerors proposed fee “must be justified”. However, this appears to contradict FAR 15‐404‐4, (c) (5), which states “The contracting officer shall not require any prospective contractor to submit breakouts or supporting rationale for its profit or fee objective but may consider it, if it is submitted voluntarily.” Accordingly, we ask that the solicitation language be revised to reflect FAR 15‐404‐4, (c) (5).

The RFP is revised to require offerors' fee to comply with FAR 15.404‐4 (c)(4)(i)(C).

49 Section L

Regarding page 112‐113 of 121, Section L.8 (5) SAM and UEI Requirements – can USAID please confirm this is informational and not a specific part of the cost proposal to be submitted, as this information would already be confirmed by the Offeror on both the cover page and as part of Part 8 – Representations, Certifications, and Other Statements of Contractor?

This information is a specific part of the proposal that must be submitted in accordance with L.8.5.

50 Section L

Section L.8 Instructions for the Preparation of the Cost/Business Proposal, Part (7) Branding and Marking Plan (pages 113‐114 of 121) states at the final paragraph, “Both of these [BIP and MP Plans] must be submitted via separate email as described”. Section L.5 Proposal Delivery Instructions (see page 99 of

121) also lists the Branding and Marking Plans as a stand‐alone part outside of the cost proposal.

Could USAID please confirm that the BIP and MP are not part of the Cost Proposal and are to be submitted as a standalone document and separate email submission to the client?

The RFP is revised. See answer to question 27.

51 Section L Section L.8, page 114 states that the contractor must submit summaries of major subcontractors’ personnel policies. Would USAID consider pushing this requirement to post‐award?

No.

52 Section L

For Section L.8 Part 9 – Policies & Procedures pages 114‐115 of 121:

•Could USAID please confirm that Offerors do not need to provide a summary of policies listed in paragraph (b) if they have prior USAID Contracting experience, per paragraph (a)?

•Could USAID please confirm that Paragraph (1) Fringe Benefit Informa on on page 115 is erroneous and can be deleted?

•Could USAID please confirm if Paragraphs (1) and (c.) listed on page 115 should be its own Cost Proposal Part, labeled “Information Concerning Work‐ Day, Work‐Week, and Paid Absences”?

L.8.9.a exempts offerors and subcontractors who have previous USAID experience from submitting their policies, but they must still submit summaries in accordance with L.8.9.b.

53 Section L Pertaining to Section L.8 (11), (11) Portions of Section K Not Available Online, could USAID please clarify which portions the Section K is being referenced?

Offerors must review section K to determine which portions, if any, are not available online.

54 Section M

Section M.2.2, page 117‐118, states, “The price analysis will utilize the standard deviation methodology. USAID will establish a mean using all proposed prices. If the Offeror’s proposed price falls within two standard deviations of the mean, it will be deemed fair and reasonable. If the Offeror’s proposed price falls outside of two standard deviations, RCO will further analyze the price to determine whether it is fair and reasonable.” Given this evaluation approach incorporates standard deviation, would USAID consider allowing all technically successful Offerors the opportunity to submit best and final offers to final selection?

No. Offerors are advised to offer their best price, as USAID intends to make an award without discussions (while USAID reserves the right to conduct a competitive range).

55 Section M

Section M.5, page 119, states, “Performance information will be used for both the responsibility determination.” Can USAID please confirm the other criteria for which past performance will be judged, or revise the sentence to remove the “both”?

Section M.5 is revised to clarify the information will be used for the responsibility determination and the source selection decision.

56 Section M

Section M.5, page 120, states, “(e) An Offeror’s performance will not be evaluated favorably or unfavorably when: (1) The Offeror lacks relevant performance history, (2) Information on performance is not available, or (3) The Offeror is a member of a class of Offerors where there is provision not to rate the class against an element.” Can USAID please confirm what the consequence will be if an offeror is determined to lack relevant past performance?

As stated in M.4, if an offeror lacks relevant past performance, the evaluation factor will be rated neutral and will count neither for nor against an offeror.