1. Q&A PLSO Amendement 1- Phase 1 FINAL-Signed.pdf

Amendment 1 RFP 72012124R000010

Issuance Date: April 29, 2024

Subject: Amendment 01 to Request for Proposal (RFP) No. 72012124R000010

Reference: USAID/Ukraine Partner Liaison Security Operation (PLSO)

Dear Offerors, The purpose of Amendment 01 is to answer the questions received in response to the subject solicitation and, as a result, revise the RFP. All changes made to the RFP are highlighted in yellow for ease of reference. We strongly advise offerors to carefully review the entire document for any potential adjustments. All other terms of the RFP remain unchanged.

Thank you again for your interest in the USAID/Ukraine Partner Liaison Security Operation (PLSO). We appreciate the thoughtful questions submitted. Your engagement is instrumental in ensuring a comprehensive understanding of the requirements by all potential offerors.

Sincerely, Brian Ellis Contracting Officer USAID/Ukraine

1. Will USAID confirm that the cover page is not included in the ten-page limit for Phase One submissions?

Answer: As per Section L.7, Phase One proposals - including any summaries, cover letters, or similar if added by the Offeror - must adhere to the page limit of 10 pages total. Nothing is excluded from the page limitation.

2. Will USAID allow the capacity of proposed subcontractors to be included in the corporate experience component of the submission?

Answer: Yes - the Offerors may include relevant experience of a proposed first-tier Subcontractor/Subgrantee.

3. On Page 37 of RFP Number 72012124R00010, USAID states under “Preclusion from Competing for Future Activities”: Due to the nature of the work, the contractor is precluded from all future activities, as a prime or sub, in USAID/Ukraine during the life of the contract, with the exception of the follow-on contract (if any). This does not automatically flow down to subcontractors and the specific work subcontractors perform will be analyzed for OCIs at that time.

We believe that with proper safeguards and firewalls, measures can be put into place to ensure that the PLSO implementer does not gain any tangible competitive advantages for future procurements from USAID/Ukraine. We also believe that USAID would benefit from the increased group of bidders, which is likely to result from a change in this stance on preclusion. We respectfully request that USAID consider deleting this language on preclusion, as we believe the issue is fully addressed on page 76 of the RFP under Part 10 - OCI Mitigation Plan.

Answer: This is a combined answer for questions 3, 4, 5, 40, 55, 56 ,57, 61, 64, 65. It provides a concise summary highlighting the main points regarding questions related to clauses C.7 and H.12, focusing on restrictions and considerations regarding concurrent and future activities in the context of the USAID/Ukraine contract.

● Coordination with FAR Definitions: The definition of "affiliate" can be found in FAR part 2.

● C.7 Restriction on Security/Protection Services: The Contractor or its affiliates, are prohibited from providing specifically security/protection services to any organization in Ukraine at any time during the performance of this contract. This restriction applies to the company as a whole, not just the program.

● H.12 Preclusion from Future Activities: As per H.12, the contractor is precluded from competing in all future activities, as a prime or first tier sub, for USAID/Ukraine during the life of the contract.

● Evaluation of Subcontractors: As per Section H.12 and Section C.7 of the RFP, the restriction on concurrent security/protection services and future activities with USAID/Ukraine applies to the contractor (and affiliates per Section H.12), not automatically to subcontractors. The determination of whether subcontractors are subject to this restriction will depend on their relationship to the contractor and will be evaluated for potential conflicts of interest on an individual basis and covered in the OCI mitigation plan.

● Existing Contracts and Bidding: Prime Offerors must be able to comply with C.7 at award vis a vis existing contracts for security/protection services in Ukraine.

● Changes. The language of C.7 and H.12 will remain unchanged.

4. Please confirm whether subcontractors providing services to the prime (“the Contractor”) under this proposal are classified as “affiliates” and as a result if they (the subcontractors) are prohibited from providing security/ protection services to any organization in Ukraine during the performance of the contract. If a prime bidder has a major subcontractor on its team that currently provides security and logistic services in Ukraine to a commercial organization, which is not an IP, under an ongoing USAID contract and also routinely provides security/ protection services to multiple other organizations in Ukraine.

Answer: Please refer to the answer to question 3.

5. Please confirm whether this preclusion on conducting activities in Ukraine for USAID applies to subcontractors. The RFP states that this preclusion does not automatically flow down to subcontractors, but this suggests that the preclusion may. If a Prime has a subcontractor team member for assistance with the delivery of this contract that currently delivers intelligence, security risk management and logistics for TPM activities as a subcontractor for a USAID project in Ukraine. In this specific case, would this subcontractor likely be subject to a conflict of interest, as the TPM is not an implementing partner but audits the implementing partners?

Answer: Please refer to the answer to question 3.

6. The requirement seems to be for a 24/7 365 capability. Is the LOE limit large enough to meet this contract requirement?

Answer: According to USAID’s independent estimate, the LOE specified in section F.4.d aligns with the requirements of a term-type contract. Please also refer to section F.6 for information on authorized work week.

7. Does the requirement for the place of performance flow-down to subcontractors? Furthermore, reference is made to adherence to “USAID/Ukraine’s physical presence and virtual work guidance attached in Section J”, however, no such document is contained in Section J, therefore, a copy of this document is requested.

Answer: Yes - as per Section F.3 - Place of Performance is Ukraine. The RFP has been corrected to change the name of the referenced document to J.3 USAID Ukraine Implementing Partner Notices.

8. What information is required on the proposal cover page for major subcontractors, if any?

Answer: As outlined in Sections L.7 and L.8 of the RFP, the proposal cover page should include the names of any major subcontractors, among other details. Additionally, if available, you may provide major subcontractors' UEI (Unique Entity Identifier) numbers on the cover page. It's important to note that only major subcontractors should be listed on the cover page, while names of non-major subcontractors or other resource partners should not be included.

9. The Travel Tab is blank in the J.1 Budget Template is blank. Does the government want bidders to build their own table here detailing the project travel cost elements or will the Government provide the table?

Answer: Offerors are responsible for determining the necessary travel for the project based on their proposed approach and populating the Travel Tab in the J.1 Budget Template accordingly.

10. The LOE Table Tab is blank. Does the Government intend to provide a format for the LOE tab?

Answer: No - As per Section L.9, Part 3, offerors should use the guidance provided and populate the table themselves.

11. The Fixed Fee Calculation Tab is blank. Does the Government intend to provide a format for the Fixed Fee Calculation Tab?

Answer: No - USAID does not intend to provide a format for the Fixed Fee Calculation tab.

12. Does the Salary base rate include fringe benefits?

Answer: According to the attached J.1, PLSO Budget Template provided in the RFP, fringe benefits should be included as a separate line item.

13. Can the Contractor pay employee salaries in USD or in local currency or both?

Answer: The prime contractor must consult the terms of the RFP as well as local legal counsel regarding payment of staff.

14. Will the Government please provide Insurance Limits for GPAM/ DNC/ EL/ PL/ PI?

Answer: Offerors are encouraged to conduct independent research and determine appropriate insurance coverage and the applicable insurance limits.

15. Does the RFP include any and all equipment the USG requirements for this contract?

Answer: Offerors should identify and propose the equipment necessary to meet the requirements outlined in the RFP. Offerors are responsible for identifying and including all necessary equipment, including vehicles, in their proposed budgets.

16. Are there any restrictions, guidance, limits, or recommendations on Accommodation for this contract?

Answer: Consider any specific allowances for Ukraine and relevant contract provisions for further information on accommodation requirements. Additionally, please review FAR 52.222-50 "Combating Trafficking in Persons" for any restrictions or guidance regarding accommodation.

17. Due to the local rules implemented in Ukraine to control the outflow of funds from Ukraine, will the Government pay the Contractor outside of Ukraine to a nominated bank account in the Contractor’s name?

https://aoprals.state.gov/Web920/location_action.asp?MenuHide=1&CountryCode=1113

Answer: Yes- accounting details will be confirmed at the award stage, and in accordance with the guidance provided in Section G.5, USAID will reimburse the contractor for submitted and approved invoices.

18. Per page 12, first paragraph, “…Contractor must appoint a project manager who will report to and will be a PoC for the COR and CO in matters related to planning, reporting, payments, performance, training, work priorities under this contract.” Would USAID please confirm the reference to “project manager” in this sentence is the same key personnel position as the Operations Manager?

Answer: Yes, the project manager referred to in the paragraph can indeed be the same individual as the operations manager.

19. Per page 13, first bullet, Section C.3 provides “the Contractor must be able to provide certified trainers in order to conduct training for the IPs…” on a number of safety and security related matters.

The same paragraph states the contractor should be able to “identify and recommend other existing training programs to IPs.” How does USAID envision these elements working together? Could USAID provide further clarification on the nature of training to be provided by the PLSO versus that provided through other training programs? What type of complementarity does USAID seek through this provision?

Answer: USAID is expecting that the Contractor will provide complimentary training sessions to the IPs where gaps in training exist. The Contractor will not substitute all mandatory training that IPs’ staff take per their Security Policies. For example: IP’s expat staff took HEAT training but local staff are lacking knowledge on mine/UXO awareness while they work on the de-occupied territories of Ukraine. The Contractor should be able to deliver this type of training. The Contractor may use subcontractors.

20. Per page 13, second to last bullet, Section C.3 includes a provision, “The PLSO must provide site visit trip reports detailing findings and any non-prescriptive recommendations to the IP, COR, relevant COs and the IP CORs/AORs for follow-up or/and training provided.” We have the following questions:

a. Could USAID please provide further clarification on the type of site visits that are envisioned within the program?

b. Are site risk assessments conducted at the request of an IP, included in the scope of work? Or, are site visits limited to those conducted at the request of the USAID/Ukraine PLSO CO?

Answer: a) While some site visits are routine and aligned with the work plan, others may be requested by the implementing partner (IP). These visits serve to assess the location of the IP's operations, workspace, and security environment; and provide relevant security advice, as needed. Additionally, the Contractor may deliver training to staff working in the fields during these visits.

b) Site risk assessments, as prescribed in Section C, are included in the scope of work. These assessments may be based on requests by IPs and should be coordinated with the COR or may be requested by the

COR.

21. Per page 34, would USAID please provide access to the document, “USAID/Ukraine completed Gender Equality and Social Inclusion (GESI) Analysis” in the link provided in the RFP the Google document requires access.

Answer: The link has been updated to provide access.

22. Per page 42, H.18, would USAID please provide the Initial Environmental Examination related to this RFP?

Answer: IEE is currently awaiting approval.

23. Per page 70, L.7, would USAID please confirm the cover page is not part of the 10 page limit for Phase One?

Answer: Please refer to the response provided for question 1.

24. Per page 71, L.8 first para, “Offerors may use smaller font size for text in graphs, charts, tables, and text boxes, so long as the text is legible”; would USAID please confirm this provision also may be applied to Phase one?

Answer: Yes, this provision may also be applied to Phase 1 proposals.

25. Per page 75, Part 6 (1), would USAID please confirm the J.2 attachment will only be used for Phase 2 proposals?

Answer: Yes.

26. Page 71, Section L.8 Phase Two states “The outline for the technical proposal is specified below… Cover Page, Table of Contents.” Will USAID please confirm the Cover Page and Table of Contents are excluded from the 20 page limit?

Answer: As per Section L.8, Phase two proposals - including any summaries, table of contents, cover letters, or similar if added by the Offeror - must adhere to the page limit of 20 pages total. Nothing is excluded from the page limitation.

27. Page 71, Section L.8 Phase Two states, “Offerors must propose two positions as key personnel defined as TBD in Section F.9 in addition to the pre-defined key personnel position.” However, due to the extremely fluid context in Ukraine and difficulty in sourcing qualified staff that meet the requirements for the length of the base period and subsequent option years, and in line with gender considerations, page 34 H.5, would USAID consider reducing the key personnel requirement to two key personnel positions total?

Answer: No.

28. Page 73, Section L.9 Phase Two states, “Labor costs for CCNs must not exceed the thresholds in the US Embassy’s local employee compensation plan (LCP)…” Will USAID please provide the LCP for Offerors to ensure labor costs are in line with USAID’s requirements?

Answer: As identified in Section L.8, Part 3, the current LCP threshold for CCNs salaries is $93,646/year.

Offerors are expected to conduct their own market research and use their established policies to propose justified CCN salaries.

29. In relation to clause C.7, can the government clarify the extent to which provision of security advice or security related hardware or software would cause a conflict of interest with the advice being provided to the IPs? For example, if a company has a general website of information available to all of its subscribers that may provide country security alerts, including for Ukraine, culminated from a variety of sources, would this constitute a conflict of interest? Is the concern limited to providing security advice to those organizations identified in C.3?

Answer: The intent of clause C.7 is to prevent conflicts of interest that may arise when the Contractor or its affiliates provide security/protection services to any organization in Ukraine while simultaneously offering advice or guidance to implementing partners (IPs) under this contract. In relation to your example, the scenario provided does not fall within the scope of 'sec/protection services' as outlined in clause C.7. Therefore, it most likely does not pose a conflict but should be discussed with the COR on a case-by-case basis. Additionally, it's important to note that the concern extends beyond providing security advice solely to the organizations identified in C.3.

30. Can the government clarify the anticipated time between the final award and expected program implementation?

Answer: USAID expects program implementation to start immediately after award.

31. IP numbers - How many organizations are there on the IP and sub-partner list.

Answer: As of now, there are over 40 implementing partners (IPs) and over 100 subs. Please note that these numbers are subject to change as projects are completed and new projects are launched.

32. Locations/Operating Areas. What are the priority IP operating areas relative to risk zones eg How many IPs are east of the E95 Kyiv/Uman/Odessa line?

Answer: The majority of IPs have their head offices located in the capital, but they operate in various regions across the country. Many IPs focus on delivering aid to vulnerable populations in de-occupied territories and areas closer to the frontline. Therefore, our estimation is that there is an approximate 50/50 distribution of IPs west and east of the E95 Kyiv/Uman/Odessa line.

33. IP rotation periods - An indicative estimate of the number of ‘new arrivals’ per year would be useful.

Answer: Approximately 100 expatriates require security briefings annually, which can be conducted in groups as needed.

34. Information Database and Incident Reporting requirements - Is there an existing incident taxonomy / standard that USAID and IPs prefer?

Answer: USAID will provide a template for the incident report text and questions to be addressed. The database can be established in a mutually agreed-upon format.

35. Information Database and Incident Reporting requirements - Is there a preferred platform or GIS? Are there relevant technical specifications for the database?

Answer: Yes, USAID intends to utilize the MAGE application as a GIS platform.

36. Database of Contact Information - How many individual entries is this likely to include (to the nearest 100)? How often will this information be updated? Is the contact database the same details for both receipt of reporting and access to the SID?

Answer: The database is likely to include approximately 300 individual entries, which will be updated as needed, with updates occurring approximately once or several times a week. The exact format of the contact database will be determined in consultation with the COR and agreed upon during implementation.

37. Vehicles - Any USG policies regarding vehicle use, driver hours etc. Is there any provision for access to USG secure parking facilities?

Answer: The USG does not provide vehicles nor grant access to parking facilities. It is the responsibility of the Contractor to obtain vehicles, arrange for parking, and ensure compliance with local regulations governing driver working hours and rest periods to maintain safety standards.

38. Recruitment of Staff - Are there relevant USG/USAID policies determining staff recruitment? I.E.

a minimum number or proportion of locally-employed (UKR national) staff.

Answer: There are no specific USG/USAID policies determining a minimum number or proportion of locally employed staff. Please refer to section F.4 of the RFP for the required Level of Effort (LOE) of different labor categories.

39. Conscription/Mobilization - As this operation supports the development/reconstruction/relief effort, does the contract offer any exemption from mobilization conscription for locally-employed staff?

Answer: USAID contractors are expected to comply with all relevant host country laws and regulations, including those concerning conscription. We strongly advise collaborating closely with your legal counsel to ensure complete compliance and to remain updated on any changes or developments in these requirements.

40. Can the government clarify that the preclusion from competing in future USAID/Ukraine activities mentioned in Section H.12 is limited in scope to security-related activities as described in Section C.7? This would ensure organisations with experience and expertise operating in Ukraine, providing services wholly unrelated to security, are not unreasonably excluded from potential competition on RFP# 72012124R00010.

Answer: Please refer to the answer to question 3.

41. Would the USAID please grant a 10% U.S. company price-preference?

Answer: No

42. Will another round of Q&A be permitted after the submission of Phase One proposals?

Answer: As prescribed in L.6, a second round of questions may be authorized prior to Phase Two. USAID advises interested parties to regularly check https://sam.gov website for amendments.

43. Will USAID be interested in contractors offering software that provides open-source information with real-time alerts, geo-visualization tools, actionable insights with customized reports? The purpose would be to provide more accurate information from mass media, local media, social media and networks to provide information and maintain GIS maps and other forms of data visualization to identify trends and patterns that can help IPs better anticipate emerging security threats. This database will also manage locations of IP offices.

Answer: USAID welcomes innovative solutions that align with the objectives outlined in the RFP. While we appreciate the proposed software's capabilities, the decision on its utilization will be based on various factors and determined by USAID. Additionally, for GIS purposes, USAID intends to utilize the MAGE application.

44. Will USAID be interested in contractors offering human geography information as a source of foundation data using AI to determine vulnerability indicators? The purpose would be to gather, analyze, and report on the political, security sector, economic, social/humanitarian, and infrastructure issues within Ukraine as they are relevant to IP programs and operations.

Answer: Please refer to the response provided for question 43.

45. In the following statement, can the USG explain what existing support is being provided for IPs?:

“All Contractor’s activities must complement, rather than duplicate, existing security related support to USAID’s IP community in Ukraine, focusing on the specific needs of USAID IPs and sub-partners and striving for cost efficiency and effectiveness.”

Answer: Currently, IPs use their own security policies and resources. In addition, the USAID's Partner Liaison Security Specialist provides limited security services to IPs, depending on availability.

46. Will USAID be interested in contractors offering online training for certain courses?

Answer: Yes, online training can be integrated among other interventions to effectively fulfill the requirements outlined in the Statement of Work (SOW) of the RFP.

47. Will USAID require a baseline risk analysis for determining IP’s needs?

Answer: A baseline risk analysis would be a valuable activity for a PLSO to assess and address the needs of implementing partners.

48. Will USAID want offerors to provide vehicles in the bid or will USAID be providing them?

https://sam.gov/

Answer: USAID will not provide vehicles or equipment required for contract implementation. Offerors are responsible for identifying and including all necessary equipment, including vehicles, in their proposed budgets.

49. Will USAID be interested in Contractors offering Virtual Reality (VR), and/or Augmented Reality (AR) training for certain courses? The reason for this would be because the long-term retention of visual training far exceeds any classroom or online training.

Answer: Please see answer on question #43.

50. Can the USG explain how they came to the Level of Effort in F.4 (12,300 days level of Effort)? Is that a max limit? If it is the max limit, can we use Consultants and STTAs [Section H.1. (f)] to reach that number?

Answer: The Level of Effort (LOE) specified in Section F.4 of the RFP was determined based on USAID's market research. This LOE represents the maximum limit. Offerors may utilize LOE Consultants and Short- Term Technical Assistance (STTAs) to reach this number, provided they remain within the limits for each labor category specified in Section F.4(d) and comply with other requirements outlined in the RFP.

51. Can Offerors propose a different distribution of CCN, USN and TCN levels of effort? RFP Section F.4. Level of Effort

Answer: No. As outlined in Section F.4(e) of the RFP, the number of Level of Effort (LOE) for any labor category may not be transferred to any other labor category without prior approval from the Contracting Officer.

52. RFP Section F.9.1 lists the Key Personnel positions as the Operations Manager and two other “TBD” positions; however, Section L.8 B Management Proposal states bidders must include CVs for all Key Personnel positions. Can USAID please clarify what the title and qualifications are for the “TBD” positions so we can identify qualified candidates? Or are bidders only required to provide a CV for the Operations Manager in their proposals?

Answer: Offerors must identify and propose two additional key personnel positions and present required skills set to effectively implement the requirements outlined in Section C/SOW, achieve sustainable results, and collaborate with various stakeholders. As per Section L.8, Offerors must include CVs for all key personnel positions, including those designated as "TBD" in Section F.9.

53. RFP Section F.9.2 Key Personnel Requirements and Responsibilities: a. The third bullet point states that: “Position descriptions and associated minimum position qualifications to be added at award”. Are there additional requirements necessary before award?

Answer: Before award, the offeror must include in its proposal, as per Section L.8, "Description of the roles, responsibilities, and minimum qualifications of all key personnel positions, and why the key personnel are appropriate for the contract. Offerors must include CVs for all key personnel, including three references. Minimum qualifications will be included in the subsequent contract. Offerors must propose two positions as key personnel defined as TBD in Section F.9 in addition to the pre-defined key personnel position."

54. Section L.7: Can bidders use less than 12-point font in charts, tables, text boxes, and graphs?

Answer: Yes, Per Section L.8, Offerors may use smaller font size for text in graphs, charts, tables, and text boxes, so long as the text is legible.

55. Section C.7 (page. 16) states “the Contractor or its affiliates may not provide security/protection services to any organization in Ukraine at any time during the performance of this contract.” Could you define ‘affiliates’? Do you mean part of the legal structure of the contractor (ie subsidiaries) or does this definition extend to subcontractors on this contract?

Answer: Please refer to the answer to question 3.

56. Section B – Services and Prices/Costs and Section H – Special Contract Requirements. P. 31. Does the restriction on providing security/protection services extend to all subcontractors under this contract, and does the restriction on participating in future USAID/Ukraine activities apply equally to subcontractors, or will their potential conflicts of interest be evaluated on an individual basis?

Answer: Please refer to the answer to question 3.

57. Section H.12 – Organizational Conflict of Interest – Preclusion from Competing for Future Activities. P. 37. Our company currently does subcontracting work on another USAID project. How would the award of the PLSO contract affect our ability to continue subcontract work, or be awarded new subcontract work?

Answer: Please refer to the answer to question 3.

58. Section L – Proposal Submission Instructions. P. 68. Are offerors allowed to change the prime-subcontractor teaming configuration after the initial phase of submission, and if so, what are the conditions for such changes?

Answer: If the subcontractor experience was considered in Phase One, it may not be changed; however, additions to the team are allowed but would not alter the initial Phase One evaluation. Offerors are cautioned that changes to Phase One proposals, once submitted, are not permitted and may lead to exclusion. Please refer to Section L7/L.8 for further information.

59. Section M – Evaluation Criteria. Factor 1: Corporate Experience. P. 78. How does USAID define ‘relevancy’ of corporate experience in evaluating proposals for this contract?

Answer: Please refer to instructions outlined in Section L.7 under A. Corporate Experience.

60. Section H.12 – Organizational Conflict of Interest – OCI Mitigation Plan. P. 37. Can USAID provide examples of scenarios that would be considered 'unequal access to information,' potentially leading to organizational conflicts of interest (OCIs)?

Answer: Offerors should consult their legal counsel concerning OCIs. The evaluation of OCIs is very fact-based and will be determined on a case by case basis.

61. C.7 No Concurrent Security Activities. P. 16. Given the clause "To avoid a conflict of interest with the advice/guidance provided to IPs, the Contractor or its affiliates may not provide security/protection services (e.g. guard or facility strengthening services, security related hardware or software, etc.) to any organization in Ukraine at any time during the performance of this contract," could USAID consider a modification to allow the Contractor to engage in other security activities, provided that all personnel and equipment used are dedicated and separate from the PLSO operations?

Answer: Please refer to the answer to question 3.

62. Section C –P. 11-16 Description/Specifications/Statement of Work. Does the scope of the PLSO program include providing extraction services, security details, logistics, or vehicle support for implementing partners? Are such services funded through the IP program budgets, or are they covered under the PLSO funding?

Answer: No, the scope of the PLSO program does not include providing extraction services. Instead, it supports IPs in developing plans and logistics for such operations.

63. Cover Page- P. 1. Could USAID please explain the decision to solicit the USAID/Ukraine Partner Liaison Security Operation (PLSO) as a full and open competition instead of opting for a Service-Disabled Veteran-Owned Small Business (SDVOSB) set-aside or a general small business set-aside? Given the advantages small businesses, including SDVOSBs, often bring in terms of responsiveness and strong local partnerships? We are interested in understanding the considerations that influenced this approach, and any considerations in the teaming strategy when submitting a response to this proposal.

Answer: Full and open competition was determined to be in the best interest of the government.

64. H.12 Organizational Conflict of Interest (Page 37) – Preclusion from Competing for Future Activities. The solicitation reads: “Due to the nature of the work, the contractor is precluded from all future activities, as a prime or sub, in USAID / Ukraine during the life of the contract”. As an established contractor with business base in support of the USAID Ukraine Mission we respectfully request clarification on this restrictive preclusion. If all required OCI Mitigation plans are approved to segregate the contemplated contract from other support areas of the organization, would we be able to continue our existing work, and obtain additional work as a Prime contractor with USAID Ukraine if it was of a different scope / nature?

Answer: Please refer to the answer to question 3.

65. Please clarify clause C7 – we are seeking confirmation that this clause refers to those resources dedicated to the USAID programme, as opposed to the company as a whole. We have existing long-term security contracts in Ukraine with specialists dedicated to those tasks alone – these are managed entirely separately and ringfenced so the key personnel assigned to this USAID project would be dedicated solely to the USAID programme alone. Would our existing separate contracts preclude us from applying due to perceived conflict of interest?

Answer: Please refer to the answer to question 3.

66. Is the envisaged / intended start date of the programme 1 October in line with USAID’s fiscal year?

Answer: USAID is unable to provide an exact forecast for the start date. However, for reference purposes, you may consider October 1, 2024 as the tentative start date.

67. We would be using a local team to provide the service. We would seek to augment their capability and services from our GSOCs in theUK, Canada and Singapore; would this be acceptable, or would all services have to be run exclusively from the office in Ukraine?

Answer: As per Section F.3 the place of performance is Ukraine. The Contractor must have the principal office in Kyiv where all key personnel must be located. Additionally, to ensure effectiveness, contractor staff should be full-time in Ukraine to the greatest extent possible (Section F.3). Please also refer to attachment J.3. “USAID Ukraine Implementing Partner Notices”. Offeror management approaches will be evaluated per Section M and as approaches may differ amongst Offerors, we cannot state a specific acceptable approach..

68. In section C3 it states: At the general and specific direction of the COR, the Contractor must meet with, and provide informational briefings to newly arrived international staff of USAID IPs tailored to suit the IPs organizational approach and area of operations. At the request of individual IPs, briefings may also include non-prescriptive personal security advice. All briefings must provide a balanced perspective on the realities of operating in Ukraine. Briefings must contain up-to-date security information, including the political, security sector, and economic status, in addition to standard security information.

Are all of these briefings and other IP training mentioned later in C3 required to be in person in Ukraine or can they be virtual for topics that are generally acceptable to be conducted online? For all other trainings not authorized to be conducted virtually or that require "hands on" instruction, will IP training be conducted in Kyiv region or some other designated training area in Ukraine?

Answer: As per Section F.3, the place of performance for the contract is Ukraine. While online briefings can be considered, in-person sessions are preferred, both in the capital and outside. Additionally, to ensure effectiveness, contractor staff should be full-time in Ukraine to the greatest extent possible.

69. RFP states no active monitoring of IP movements is required. If an IP requests such monitoring will that be required?

Answer: Per section C.4 of the RFP, Contractor must not actively monitor IP movements or activities in order to obtain information. In case a situation occurs in which such monitoring is requested, that request must be first coordinated with the COR.

70. Will the government consider COTS phone applications that can be tailored to IPs security information sharing requirements and alert or informational notifications? Or will the requirement be for SMS and other back up comms channels (email or calls) only?

Answer: USAID is expecting a minimum of an SMS bulk messaging and a popular internet messenger that most of IP staff use. Other tools can be considered as well.

71. In Section F6: It states Monday to Friday 5 day work week is authorized. But in order to support the requirements stated in C3 & F7 (If the Contractor becomes aware of a security incident directly affecting a USAID IP or sub-partner, the Contractor must provide immediate (within 2 hours regardless if weekend, holidays, or after-hours) notification to the COR, the CO, the IP’s cognizant COR/AOR, the PLSO COR and others as directed by the COR such as RSO) this will require 24 hour on call staff 7 days per week to monitor information streams, receive threat information and comply with response and reporting requirement. Will alternative work weeks be authorized?

Answer: The RFP was revised to update the language in Section F.6.

72. In Section H1, subsection e): Due to requirements for training SMEs and other specialists as occasionally required to fulfil contract requirements, is a bidders established GSA rates for various consultant labor categories under a current MRAS contract acceptable?

Answer: Yes, however, the rates must be within the limits established in Section L.9, Part 3 (1), para 3 of the RFP and will be evaluated per Section M.

73. Will the offeror be able to utilize support personnel located outside of Ukraine at established GSA contract rates for positions requiring occasional work on the project to include, finance, HR, logistics and project controls, Program Manager etc.?

Answer: Per Section F.3 of the RFP, the Contractor must have the principal office in Kyiv where all key personnel must be located; other staff should be full-time in Ukraine to the greatest extent possible. The proposed rates must be within the limits established in Section L.9, Part 3 (1), para 3 of the RFP and evaluated per Section M. Per Section H1, para F, Prior to engaging new staff, the COR must provide technical approval for all positions except purely administrative ones.

74. Section L states that “Phase One proposals - including any summaries, cover letters, or similar if added by the Offeror - must adhere to the page limit of 10 pages total.” Could USAID confirm that the cover page is included within the page limit?

Answer: Please refer to the response provided for question 1. Nothing is excluded from the page limitation.

75. Section L states that “Offerors may present up to three experience examples.” Could USAID confirm whether this should be in the past performance matrix template?

Answer: For Phase One proposals - Section L.7.A does not require use of part performance matrix template to present corporate experience.

76. In the USAID/Ukraine Implementing Partner Location Guidance”, it states that “Staff must be based in Ukraine no later than January 1, 2024.” Could USAID confirm the updated date?

Answer: Yes - January 1, 2024 remains the established date as per the USAID/Ukraine Implementing Partner Location Guidance.

77. Section C.4 states, “To avoid a conflict of interest with the advice/guidance provided to IPs, the Contractor or its affiliates may not provide security/protection services (e.g. guard or facility strengthening services, security related hardware or software, etc..) to any organization in Ukraine at any time during the performance of this contract.” Could USAID confirm whether this applies to subcontractors?

Answer: Please refer to the definition of the term “affiliates” provided in FAR part 2.

78. Would USAID consider releasing this proposal as a WOSB or SB set-aside?

Answer: Please refer to question 63.

79. What is the role of PLSO in relation to RSO, INSO, OSAC, and the USAID IP security teams? How would they work together?

Answer: The PLSO's role involves establishing connections with RSO, INSO, OSAC, and USAID IP security teams. This collaboration can include reporting, information exchange, participation in conferences, and close coordination with IP security teams to ensure effective security measures.

80. What are the current challenges USAID and IPs are facing now, regarding security?

Answer: The primary challenge currently facing USAID and IPs regarding security is the threat of Russian missile, drone, and artillery attacks targeting various locations across the country. For detailed information, Offerors are encouraged to conduct a basic security assessment using available online resources.

81. How does USAID envision this project working with the current USAID PLSO?

Answer: USAID envisions this project collaborating with the current USAID Partner Liaison Security Specialist (PLSS). The PLSS will oversee the operations of the Partner Liaison Security Office (PLSO), provide advisory support to a reasonable and limited extent, and serve as a point of contact (POC) for the PLSO at the USAID mission. Additionally, the PLSS may be appointed as a Contracting Officer Representative with relevant duties. Currently, the PLSS is fulfilling PLSO duties as time permits.

82. Based on the PLSO program, IPs will have to opt into the PLSO program. How would USAID or the implementer mitigate any risks associated with this? What risks do you think exist if all IPs are not involved?

Answer: The successful Offeror is expected to have no issues with engaging IPs. It is important to note that all current USAID awards include a clause about security and provide guidance to collaborate with the PLSO and PLSS. Additionally IPs are required to work on security plans as part of their contractual obligations, which reinforces the importance of their involvement in the PLSO program.

83. How quickly would USAID expect this contract to startup after award?

Answer: USAID expects program implementation to start immediately after award.

84. What are the expectations / templates for the weekly OSINT reports on security trends / issues?

What are the priorities for production, i.e.: data density, analysis, veracity in near-real time, etc.?

Answer: The weekly OSINT reports should provide accurate and insightful analysis of security trends in Ukraine. Priority should be given to delivering timely updates, accurate information, and meaningful insights. Reports should adhere to established/agreed upon templates to ensure consistency and ease of use for recipients. The final format and content of the report will be coordinated with the COR after the contract award.

85. What are the expectations for “intro to Ukraine” trainings, i.e.: medical, cultural, diplomatic, security, logistical, etc.?

Answer: The "intro to Ukraine" training should prioritize security aspects. Additionally, briefings on medical, diplomatic, and other relevant topics would be beneficial.

86. What requirements are there for legal and insurance representation or advisement from the sub to the prime or the IPs?

Answer: This falls under the purview of privity of contract. Subcontractors must comply with all relevant laws and regulations, including those specified in the RFP, and seek legal counsel as needed to address any legal or insurance issues.

87. What restrictions are there in basing portions of the operations in countries outside Ukraine?

Answer: Please refer to Section F3. Place of Performance of the RFP.

88. Does on-call physical security have to be coordinated with USAID and / or RSO or can be on-call at sub’s discretion?

Answer: Physical security is not part of the current PLSO SOW.

89. What is the sub’s level of discretion to make in-stride modifications to contracted subs for specific portions of the description of work?

Answer: USAID does not regulate the relationship between first and second-level subcontractors. Any adjustments must comply with the PLSO contract terms, including scope, quality, and timelines.

[END OF Q&A Amendment 1]