Amendment 2_QandA SOL No. 72016721R00007 Kosovo Municipal Integrity.pdf

Q&A SOL No. 72016721R00007

Kosovo Municipal Integrity

Questions and Answers

SOL No. 72016721R00007 Kosovo Municipal Integrity

1. Section H.10 (a) & (g) (pages 48-50) of RFP requires proposed salaries for CCNs/TCNs below LCP max, however 48 CFR 722.170 allows salaries higher than LCP max with approval from for Mission Director, would USAID allow offerors to submit waivers with proper justification in accordance with the waiver procedure for proposed TCNs/CCNs whose salaries are above LCP max?

USAID Response: Yes. Offerors may submit waivers with proper justification in accordance with the waiver procedure for USAID review and approval.

2. Please confirm that Offerors may adjust the structure of the Past Performance Information

Sheet (Attachment 2) to ensure legibility and efficient use of space, as long as all requested information is included.

USAID Response: Yes. Offerors may adjust the structure as long as all the requested information is included in the form.

3. Page 93 indicates that “Text in graphs and charts must not have a font size smaller than

9-point.” Please confirm that a table or call out box would also be subject to the 9-point requirement.

USAID Response: The table and call-out box are not subject to the 9-point requirement.

Tables must comply with the 11 point Times New Roman requirement.

4. With regard to Section L.6, page 93 (Technical Proposal Organization), item 1, please confirm that the cover letter is limited to two (2) pages.

USAID Response: The cover letter is limited to two (2) pages.

5. We note that Sections L.7 and L.8 (page 93) specify a desired file format for each section of the technical proposal body; this is atypical, and could be interpreted as requesting separate files/email attachments for the Technical Approach vs the Management and Staffing section.

Please confirm?

USAID Response: USAID confirms that there is only one unified file format for submission of the technical proposal. As stated in Section L.6 page 93 “ The technical proposal is strictly limited to no more than 40 pages in length excluding those documents listed under the “Note” below. The technical proposal must be written in English using

Times New Roman font point size 11 or more with one-inch margins all around, typed on standard 8.5’’ x 11” (210 mm by 297 mm) or A4 paper, single spaced with each page numbered consecutively. The technical proposal must be submitted in Adobe

Acrobat (PDF) format, along with a Microsoft Word copy of the technical proposal body.

6. I am hoping to find out if there is an incumbent contractor currently performing these services, if similar services have been performed in the past, or if this is a new requirement.

If this is a follow-on requirement, could you please provide the previous contract or task order number?

USAID Response: There is a current activity performing similar services under Contract

No. AID-167-C-17-00001Activity, Transparent, Effective and Accountable Municipalities

(TEAM) Activity in Kosovo. See “Section C - Statement of Work” of the subject solicitation to further understand the development context and challenges.

7. L.6 (p.93) May offerors include a cover page that does not count toward the 40-page limit?

USAID Response: The maximum two (2) cover pages do not count toward the 40-page limit as stated in Section L.6 of the subject solicitation on page-93.

8. L.6 (p.93) Is the maximum cover letter page limit one or two?

USAID Response: The maximum cover letter page limit is two (2) pages.

9. L.6 (p.93) As with graphs and charts, may offerors present textboxes in a 9-point font size?

USAID Response: No, the minimum 9-point font size only applies to graphs and charts.

10. In Section L.8, the RFP states that “If Offerors propose an international COP, the Offerors may propose that a local COP replaces the international COP after a certain period of time;

however, Offerors must explain their approach for this transition, and budget accordingly”

(p.95). However, in Section C.6, the RFP states, “The Contractor must deliver an international Chief of Party (COP) and transition plan, for USAID approval, for transferring the COP responsibilities to the Local Deputy Chief of Party (D/COP)” (p.24). Can USAID clarify whether Offerors must propose an international COP?

USAID Response: Yes, offerors must propose an International COP.

11. According to Section L.8 (p.95), “The offeror must clearly state which key personnel positions will serve as Leader of Objective 1, Leader of Objective 2, Leader of Objective 3 and

Leader of Objective 4. Offerors may propose that an individual serve as leader of more than one objective, as long as this is clearly explained in the staffing plan.” Can USAID confirm that if offerors do not propose that an individual serve as leader of more than one objective, then there may be one Leader of an Objective who is not designated as Key Personnel?

USAID Response: Correct.

12. Can USAID confirm that Offerors may designate non-key personnel as Objective Leads, if consistent with their technical and staffing approaches?

USAID Response: Yes, because there are four designated objective leads then one of the objective leads should/has to be a non-key staff (since there should only be 5 Key Personnel).

13. Can Offerors designate non-Objective Leads as Key Personnel?

USAID Response: Due to their important roles in activity implementation, Key Personnel should be COP, DCOP and objective lead positions.

14. Will USAID/Kosovo provide an exchange rate for the purpose of the cost proposal?

USAID Response: USAID doesn't provide an exchange rate, it is at the Offerors discretion and risk.

15. Section C.6.4 (p. 24) states that the contractor “must deliver an international Chief of Party

(COP) and transition plan, for USAID approval, for transferring the COP responsibilities to the Local Deputy Chief of Party (DCOP)”; Section L.8.c (p. 94), however, states that offerors may propose an international COP who is eventually replaced by a local, in which case they should explain the transition approach. Would USAID kindly confirm that offerors must propose an international COP?

USAID Response: See the answer to Question 10.

16. Section F.5 (p. 33) states that offerors may propose “not more than five key positions,” including a COP and DCOP; Section L.8.c (p. 94), however, states that offerors “must propose five key personnel positions,” including a COP, DCOP, and three additional positions. Would USAID kindly confirm that offerors must propose a COP and DCOP, as well as up to three optional additional positions?

USAID Response: Offerors must propose a COP and DCOP, as well as three additional positions. In total, the Offeror must propose five (5) Key Personnel positions.

17. Section H.10(d) limits offerors to administering 3% annual salary increases to long-term project staff. We respectfully request that the above-mentioned salary restrictions be removed from the RFP, as they appear to be inconsistent with AIDAR 752.7007 Personnel

Compensation, incorporated in the contract under Section H.9(a) (p. 48), which stipulates that personnel compensation be in accordance with the contractor’s established policies, procedures, and practices, with reimbursement subject only to the USAID Contractor Salary

Threshold. The salary restriction above may preclude contractors from following their established policies, procedures, and practices, as required by AIDAR 752.7007.

USAID Response: Annual salary increases of 3% will remain as stated but that does not preclude the prospective contractor from requesting increases above 3% as specified in the solicitation.

18. Section L.4(e)(1) states that an offer may be deemed unacceptable without a completed

Standard Form (SF) 33; no SF 33, however, was included. Would USAID please provide the

SF 33?

USAID Response: Yes. Please see attachment 6 .

19. Section L.5 indicates a 5 MB limit for the emailed proposal submission. A complete technical or cost proposal is likely to exceed this limit significantly, thereby requiring proposals to be split into a cumbersome number of parts. Additionally, it may not be possible to split or reduce some.

USAID Response: USAID confirms that the 5MB limit can be exceeded up to 25MB.

20. Section L.6 (p. 93) states that the contractor must include a Cover Letter (not to exceed one

[2] page). Would USAID please clarify the number of pages allowed for the cover letter?

USAID Response: The page limit for the Cover Letter is two (2) pages.

21. Will USAID kindly confirm the page limit for the Cover Letter? Under L.6, General

Instructions for the preparation of the Technical Proposal, it indicates Cover Letter (not to exceed one [2] page). Please advise if the page limit is 1 or 2 pages.

USAID Response: The page limit for the Cover letter is two (2) pages.

22. Under L.9, (d) Part 4 – Past Performance Information, can USAID please confirm if offerors should submit a table detailing the projects available in CPARS? Current Instructions on Pg.

98 indicate that Offerors must not submit past performance information for contracts in

CPARS. Please clarify. In addition, will USAID kindly specify the number of past performance references required?

USAID Response: Correct. As stated in the solicitation on page 99, “Offerors must not submit past performance information for contracts in CPARS”. There is not a specific required number of past performance references. Offerors may submit references that are relevant and similar in nature with the subject activity.

23. Will USAID kindly clarify if they mean Attachment 2 instead of Attachment 3 on Pg. 98 under L.9, (d) Part 4 – Past Performance Information where it is mentioned “Provide for each of the contracts the information that is required per Attachment 3 “Past Performance

Information Sheet.”

USAID Response: Correct. It should read Attachment 2 “Past Performance Information sheet”.

24. As referred to on Pg. 94 under L.8, (c) Management Approach and Staffing Plan, is there any flexibility in the number of Key Personnel that must be submitted?

USAID Response: There should be five (5) Key Personnel.

25. On Pg. 92, USAID indicates a preference that the technical and cost proposal each be condensed and submitted as one file. However, in Section L.5 USAID instructs that the required Cover Letter must be submitted in Adobe pdf, and all attachments must be in MS

Word. Could USAID please clarify the preferred submission file type for the cover letter, technical proposal, cost narrative and technical and cost attachments/annexes?

USAID Response: As stated in Section L.5, “All attachments must be in MS Word, Adobe

PDF, or MS Excel readable format, as described in the instructions below.” Please read the instructions in Section L.6 - L.9 in detail to understand the submission requirements.

26. On Pg. 24, Under Section C.6.4- Organization Structure and Staffing Partners, it is indicated that the Contractor must deliver an international Chief of Party (COP) and transition plan, for USAID approval, for transferring the COP responsibilities to the Local Deputy Chief of

Party (D/COP). However, on Pg. 94, under L.8, (c) Staffing Plan, it is indicated that “If

Offerors propose an international COP, the Offerors may propose that a local COP replaces the international COP after a certain period of time.” Could USAID kindly clarify if the COP is required to be an international expert.

USAID Response: See answer to Question 10.

27. The cover letter and Pg. 98 state: “USAID discourages the use of exclusive agreements as this limits USAID’s and Kosovo’s ability to receive the best services.” In preparation for this opportunity, we have been informed of numerous exclusive arrangements with partners and staff. How does USAID recommend that implementing partners address this issue when attempting to partner or obtain commitments from staff that have already committed to exclusive agreements?

USAID Response: USAID has made its position clear with respect to discouraging the use of exclusive agreements. Each potential offeror must act in good faith to honor USAID’s recommendation. USAID will not direct potential Offerors with respect to their own recruitment of staff and partnership formation.

28. On Pg. 93 of the RFP, USAID states: “Text in graphs and charts must not have a font size smaller than 9-point.” Could USAID kindly clarify if a 9-point font is also acceptable for

Textboxes?

USAID Response: See answer to Question 9.

29. Thank you for providing the minimum and maximum ranges for the Kosovo Local

Compensation Plan. Would USAID please provide the additional detail of the plan?

USAID Response: USAID will not provide additional details of the plan.

30. Could USAID please confirm that the Branding and Marking plan is not required at this time, and will be requested only from the apparently successful offeror?

USAID Response: As stated in Section L.9 (f) Part 6- Branding and Marking Plan

“Offeror(s) must submit a Branding and Marking Plan separately, only upon the explicit written request of the Contracting Officer.”

31. To ensure consistent understanding across all offerors, could USAID please indicate any portions of Section K they do not believe to be found online and that must be submitted with the proposal?

USAID Response: Offerors should determine which portions of Section K are not found online and submit that information with the proposal.

32. Page 11 of 104 – “USAID’s Transparent Effective and Accountable Municipalities (TEAM)

(2017-2021)”. Does USAID foresee any overlapping period between TEAM and MIA? Is there a USAID expectation that TEAM’s TI and T2 municipalities will be included in MIA’s sixteen municipalities to capitalize on prior investments?

USAID Response: It's up to Offerors to propose the approach to selecting focus municipalities. USAID does not exclude nor favor any approach. The Offeror must ustify its proposed approach.

33. Page 24 of 104 – Support Fund. Please clarify if both the Support Funds’ Subcontracts and

GUCs will be in-kind support only.

USAID Response: As stated in the solicitation C.6 (5. Support Funds), up to 10 percent of the total budget of the award will go towards a Support Fund that will support implementation of the four activity objectives.

34. Page 24 of 104 – Support Fund. Please confirm that the Support Fund (up to 10% of the total budget) does not cover / is different from local subcontractor budgets that are proposed as part of an offeror’s team.

USAID Response: The Support Fund does not cover local and/or international subcontractor budgets.

35. Extension to the Proposal Deadline. We would kindly request an extension to the proposal deadline by two weeks, to July 29, 2021

USAID Response: USAID will maintain the submission deadline of July 15, 2021.