WAVE Questions and Answers.pdf

RFP 72011520R00010

USAID’s Central Asia Regional Water and Vulnerable Environment Activity

Questions and Answers

1. In section L.7.2.2 Key Personnel and Staffing Plan of the RFP (page 82), USAID requests that “Resumes for key personnel must contain contact information (e-mail and phone number) of supervisors for the three most recent positions the candidate has held.” However, in section L.7.2.4 Technical Proposal Annexes (page 84) USAID says “…resumes should include the name, telephone number, and email of at least two references who do not work for the employee's current company.” Could USAID please clarify whether Offerors should include supervisory references for the three most recent positions, or two references who currently do not work in the employees’ current company?

2. On page 82 of the RFP, USAID writes “Resumes for key personnel must contain contact information (e-mail and phone number) of supervisors for the three most recent positions the candidate has held” and on page 84 of the RFP, USAID requires resumes to include references. Candidates for key personnel positions may not be informing their current supervisors that they are applying for this position. Additionally, this requirement may be in violation of confidentiality if USAID were to contact a supervisor working at a competing firm or organization. Would USAID allow candidates to list references of the candidate’s choice as opposed to their current and previous supervisors?

USAID Response to Questions 1 and 2: Key Personnel references should be submitted as required in the Section L.7.2.2. The discrepancy is fixed.

3. Section L.6(b)(4) states (page 79) “For Technical proposal and Past Performance, acceptable file formats are Microsoft Word (.DOCX) and Adobe Acrobat (.PDF).” Given the 8 mb limit on emails, please confirm that the Offeror may submit its technical proposal in PDF only.

USAID Response: USAID confirms that the Offeror may submit its technical proposal in PDF only.

4. Section L.7.2.4, Annex 5 Past Performance Information (page 85) states that with respect to past performance references Offers must submit “…up to five (5) of the most recent (active or ended no more than 1 year ago) and relevant contracts/agreements…” Would USAID consider a more flexible requirement, such as active or ended projects no more than 5 years ago, as to allow Offerors to present recently closed, but relevant, past performance references?

5. USAID requires past performance on similar contracts/agreements within the last year.

Many USAID RFPs require past performance on similar contracts/agreements within the last three years; would USAID be amenable to allowing past performance on contracts ending within the last three years?

USAID Response to Questions 4 and 5: Offerors must submit up to five (5) of the most recent (active or ended no more than 3 years ago) and relevant contracts/agreements for efforts similar to the work in the subject proposal for the Offeror. Section L.7.2.4 is revised accordingly.

6. With reference to Section L.7.2 Content of the Technical Proposal (pages 80-81), could USAID confirm that the (1) Draft Year One Work Plan and (2) Draft Activity Monitoring, Evaluation and Learning Plan under Section (iii) Management Approach are not included in the 20-page limit?

7. Section L.7.2 states that the management approach should include a Draft Year 1 Work Plan and a Draft Activity Monitoring, Evaluation, and Learning Plan. Given the 20-page limit on the technical proposal and the typical length of these two documents, would USAID please confirm that they may be presented as Annexes 6 and 7 of the technical proposal, excluded from the 20-page limit?

8. In the description of the Management Approach, Section L.7.2.3, the Draft Year One Work Plan and Draft Activity Monitoring, Evaluation, and Learning Plan (AMELP) are not mentioned. Please confirm that offerors are expected to submit these two items. If so, could USAID please confirm that the Draft Year One Work Plan and the AMELP will be allowable annexes to the technical narrative?

USAID Response to Questions 6 - 8: USAID confirms that Draft Year One Work Plan under Management Approach can be presented as Annex to the Technical Proposal. Draft Activity Monitoring, Evaluation and Learning Plan is excluded from the Technical Proposal requirement.

Sections L.7.2 and L.7.2.4 are revised accordingly.

9. Sections D.3 Branding Strategy (pages 9-11) and H.23 Performance Management and Reporting System (PMRS) states (pages 50-51) reference client SMEs while there are no references to SMEs in Attachment J.1 Statement of Objectives. Could USAID clarify?

10. Section H.23 includes language about the Performance Management and Reporting System that appears to be from the ECP RFP as it discusses client SME selection, non-bank financial institutions (NBFIs), and tracking leverage of the Project Fund. Would USAID revisit this language for its applicability to WAVE?

11. Sections D.3 on pages 10-11 (paragraph on Public or Private Sector Partners) and H.23 (second paragraph) on pages 50-51 include references to ECP and its Scope of Work.

Could USAID please remove these paragraphs or update them for this project?

12. Section L.8 on page 89 includes the cost category “Project Fund” with a description that is applicable to ECP. Could USAID please confirm that this cost category is not required for the Regional Water and Vulnerable Environment Activity?

13. Section D.3 indicates that the branding plan must describe how the project will be communicated to client small and medium enterprises (SMEs), stakeholder groups, the general public, the business community, the government, and to the mass media. The section further describes private sector engagement and includes a reference to the Enterprise Competitiveness Project (ECP) in the Kyrgyz Republic. Will USAID please clarify whether SMEs and the business community may be omitted from the WAVE branding plan? If so, will USAID please further confirm the relevant stakeholders that should be targeted for outreach under this activity?

14. Section L.8 Instructions for the Preparation of the Cost Volume, Project Fund (page 89) states that the Project Fund “can be utilized to support SMEs as well as NBFIs.” Neither SMEs nor NBFIs are referenced in Attachment J.1 Statement of Objectives. Could USAID clarify?

15. Section L.8 indicates that a Project Fund to support SMEs and NBFIs may constitute up to 35 percent of the total cost. Given the statement of objectives, would USAID clarify the purpose and target stakeholders of the Project Fund?

USAID Response to Questions 9 - 15: The references in Sections D.3, H.23 and L.8 are removed, and the RFP is revised accordingly.

16. May an organization be part of / member to more than one consortia bidding for this call?

17. Section L.7.2.4 on page 84 states, "USAID neither requests nor desires exclusivity arrangements between contractors and proposed personnel." Would USAID please also consider prohibiting exclusive partnership arrangements with local and regional organizations?

USAID Response to Questions 16 and 17: The Organization may be part of more than one consortia if this Organization is not a major subcontractor.

18. Section B.5.A on page 6 states that the amount of ordered costs under CLIN 0002 will not exceed $3,000,000 over the life of the contract. Section L.8 on pages 85 and 93 states that CLIN 0002 should be at most 20% of proposed costs. Based on a budget range of $23-24.9 million, $3 million represents 12-13% of the total budget. Could USAID please confirm whether CLIN 0002 is capped at $3 million or whether Offerors may propose up to 20% of their budget for CLIN 0002?

19. Given the uncertain nature of task orders under CLIN0002, would USAID be amenable to a proposed plug figure for CLIN0002?

20. Section L.8 indicates that no more than 20 percent of the total cost is to be allocated to CLIN 002. Given that Section B.5 indicates that CLIN 0002 will be no more than $3 million, which is less than 20 percent of the high end of the estimated range ($24.9 million), will USAID confirm that $3 million should be considered the ceiling for CLIN 0002?

21. Section L.8 on page 93 states that the cost proposal must include separate detailed budget tables for each CLIN. Section M.4 on page 100 states, “The analysis will include the proposed cost and fee for the IDIQ CLIN for complete performance of the maximum level-of-effort, if ordered, and all other direct costs.” Could USAID please provide additional guidance on the detailed budget for CLIN 0002, such as an LOE ceiling as referenced in Section M.4?

22. Is it correct to assume that CLIN 0002 will largely consist of short-term technical assistance and associated costs? Section B.5.A on page 6 also references equipment and training as possible direct costs, which would be difficult to estimate without probable Scopes of Work. If CLIN 0002 will include equipment or training, could USAID please provide plug figures for these items?

USAID Response to Questions 18 - 22: Given the uncertain nature of task orders under CLIN 0002 the Offeror should propose a plug figure of $3,000,000 for CLIN 0002. CLIN 0002 will not exceed $3,000,000 over the life of the contract. When CLIN 0002 is activated, a detailed Scope of Work and a Budget will be required. Sections L.8 and M.4 are revised accordingly.

23. If CLIN 0002 is capped at $3 million, could USAID please confirm whether this ceiling is inclusive or exclusive of associated indirect costs and/or fixed fee?

24. Could USAID please clarify how fixed fee will be paid under CLIN 0002?

USAID Response to Questions 23 and 24: Fixed fee and the offeror’s indirect rate shall be applied on the total ceiling of the contract. The $3 million ceiling is exclusive of both.

25. Section L.7.1 notes that text in tables, graphics, charts, graphs, etc. may be smaller than 12 points in size, but must be legible. We respectfully request that offerors may use text in text boxes smaller than 12 points in size, if it is legible.

USAID Response: To ensure that all offerors provide effectively the same number of pages in their response, USAID requests all offerors to abide by the guidance regarding font size and type including in tables. Graphics and footnotes may utilize smaller font sizes provided they are clearly legible.

26. Section L.8, Standard Form (SF) 33, on page 86 requires an original signature on the SF-33. Since proposals will be submitted electronically, could USAID please confirm that a scanned or electronic signature would be sufficient?

USAID Response: USAID confirms that an original, scanned or electronic signature would be sufficient.

27. Section L.8, Salary and Wages, on page 87 states at the end of the second paragraph, “Consulting fees must clearly specify the number of days for each consultancy.” Since the new Biographical Data Sheet template does not include past consultant rates/fees or days per consultancy, could USAID please remove this requirement?

USAID Response: The Offeror should use revised Contractor Employee Biographical Data Sheet Form AID 1420-17. Section L.8 of the RFP is revised accordingly.

28. The Outreach and Communications Plan referenced in Section D.4 and attachment J.6 is not listed as a required annex in Section L. Can USAID please confirm that the Outreach and Communications Plan is not a required component of the Technical Proposal and required annexes?

29. Section J provides an Outreach and Communications Plan template. Section D.4 requires an Outreach and Communication Plan with strategies and activities that meet international marketing, brand building, advertising, and content creation standards.

Further, it requests contractors propose a social media strategy as well as a high quality, high impact national campaign. Please clarify where in the proposal these items are to be included or whether an Outreach and Communications Plan is required following award.

USAID Response to Questions 28 and 29: The Outreach and Communications Plan is listed as Annex 7 to the Technical Proposal, Sections L.7.2 and L.7.2.4 were revised accordingly.

30. Please clarify if ceiling indirect cost rates are required for proposed subcontractors.

USAID Response: USAID confirms that the ceiling indirect cost rates are required for proposed subcontractors.

31. On page 1 the Statement of Objectives, under Context, USAID states that implementation of project components in Afghanistan is contingent on additional funding being made available. The same page also states that the “activity will also look for opportunities to connect and coordinate with Afghanistan.” Could USAID clarify the level of engagement expected with Afghanistan in the absence of supplemental funding?

USAID Response: No implementation of project activities in Afghanistan is expected with the absence of supplemental funding.

32. In section L.7.2.3 Management Approach on page 83, USAID writes that "In addition, successful management of task orders will require a demonstrated ability to propose the best methodology for the Tasks in this award." Please clarify if this sentence refers to the contractor’s management approach in responding to task order requests.

USAID Response: Reference to Task Orders methodology is deleted, Section L.7.2.3 is revised accordingly.

33. On Page 82 of the RFP, the third paragraph and three bullets pertain to environmental compliance. The three bullets for this paragraph pertain to aspects of environmental compliance related to, in order, management, staffing, and the cost proposal/narrative.

Please clarify/confirm that the bulleted environmental compliance topics should not be part of the PWS but rather should be part of the technical approach or discussed in other sections of the technical and cost proposals.

34. Please confirm if the content for environmental compliance is required (per page 82, “For the purpose of this solicitation, offerors should reflect illustrative costs for environmental compliance implementation and monitoring in their cost proposal.”) or optional (per page 92, “Offerors may propose costs to complete environmental assessments or comply with requirements, if any.”).

35. Section L.7.2.1 requests an approach to achieving environmental compliance and management as part of the technical proposal. Would USAID allow offerors to present this information as an annex not subject to page limits?

USAID Response to Questions 33 - 35: Environmental Compliance does not need to be part of the PWS and should be presented as an Annex 8. Sections L.7.2 Content of the Technical Proposal and L.7.2.4 Technical Proposal Annexes are revised accordingly.

36. USAID is requesting a narrative description of the staffing plan as part of the technical proposal; would USAID be amenable to a one-page staffing matrix as an annex to the technical proposal?

USAID Response: The Offerors should follow the instructions of the Section L.7.2 Content of the Technical Proposal.

37. On Page 19, the RFP says: “All selected indicators must be in line with the activity as well as the Mission-wide Performance Management Plan (PMP)”. Can USAID/CA please share the Mission-wide PMP?

USAID Response: Draft Activity Monitoring, Evaluation, and Learning Plan is excluded from the list of required attachments to the Technical Proposal. The RFP is revised accordingly.

38. Would USAID please provide the IEE for this activity?

USAID Response: The IEE for this activity is not available, the Offerors should use information in the Section H.21 and Environmental Review Checklist for Identifying Potential Environmental Impacts of Project Activities and Processes (ERC) Template 2019 provided as an Attachment J.13 for the RFP. The IIE will be available to the Successful Offeror at the time of the award.

39. Section L.7.2.3 indicates that the management approach should describe how the contractor will work with lead firms; NGOs; and local, regional, and national entities.

Would USAID confirm that lead firms are not a target stakeholder of WAVE and that we may omit reference to them in our management approach?

USAID Response: USAID confirms that lead firms are not a target stakeholder of WAVE.

40. Section L.7.2.4, Annex 4, indicates resumes for key personnel must include details on similar work undertaken in the last 13 years. As there are no years of experience required in Section F.9 Key Personnel, we respectfully request USAID remove the need to demonstrate 13 years of experience in Key Personnel resumes.

USAID Response: Requirement “similar support work during the last 13 years” is deleted from the Section L.7.2.4.

41. Section M.3.2, evaluation criteria for the Key Personnel and Staffing Plan section, requires offerors to demonstrate a “convincing approach to… identifying and partnering with organizations for task order implementation.” Yet, Section L.7.2.3 Management Approach states: “The Offeror must describe their approach to identifying and partnering with qualified organizations to ensure the requirements are met.” Would USAID please confirm that offerors should follow instructions in Section L.7.2.3 and that these requirements will be evaluated under the Management Approach rather than the Key Personnel and Staffing Plan section?

USAID Response: USAID confirms that the Offerors should follow instructions in Section L.7.2.3 and evaluated according to Section M.3.2, the discrepancy is fixed.