Questions and Answers 72016824R000001 Energy Policy 2 Activity in BiH.pdf

72016824R000001, Energy Policy 2 Activity in BiH - Questions & Answers

1. Would USAID consider extending the proposal deadline by two weeks until May 24th 2024? This would give proposed Offerors adequate time to prepare a more thorough and thoughtful response.

The proposal deadline is May 13, 2024, as stated in the RFP # 72016824R00001.

2. Section L.5 (f), Factor 1 - Technical Approach, page 96, requires that the successful contractor “ensure that counterpart commitments related to an intervention are honored.”

Can USAID consider removing this requirement or rephrasing? It will likely not be possible for a Contractor to guarantee a counterpart will honor their commitment.

Within their technical approach the offerors are expected to address how they plan to ensure that counterpart commitments related to an intervention are honored. The language does not imply that the successful Contractor will be held responsible for situations beyond their control.

3. Section L.5(g) Factor 2 – Management Approach/Key Personnel, pages 98: In Factor 2 –

Management Approach, USAID requests Offerors to include a list of proposed subcontractors with justifications within Annex C. However, in Section (i), page 101, USAID lists requirements for Annex C but the list of proposed subcontractors is not mentioned. Can USAID confirm that the subcontractor list and justification should be included in Annex C?

USAID confirms that the subcontractor list and justification must be included in Annex C. This is clarified in Amendment 01 of RFP # 72016824R00001. See Section L.5(i).

4. Section L.5(g) Factor 2 – Management Approach/Key Personnel, pages 97-98: Can

USAID clarify what personnel information should be included in this section of the technical proposal versus what should be included in Annex C? For example, should role descriptions, role rationale, and personnel qualifications be included in both the management approach and Annex C?

Submission requirements for Management Approach/Key Personnel are clarified in Amendment 01 of RFP # 72016824R00001.

5. Section L.5 (h) Factor 3 – Past Performance, (d) Performance in Using Small Business

(SB) Concerns, page 99-100.

a.

Would USAID consider removing or modifying the past performance small business evaluations in section (2) and (3) including but not limited to: a narrative summary of the use of small businesses, a list of recent contracts with subcontract reports, and names and addresses of three small businesses, in order to accommodate Offerors that are new to

USAID and USG federal contracting who have not been required by other clients to monitor or provide this information?

Please see Section M.3.3 Past Performance, section (e) which describes situations where an offeror is lacking relevant past performance.

6. Section L.5(g) Factor 3 – Past Performance, Page 99.

a.

Can USAID clarify if the information requested for contracts not in CPARS (contact names, location of work, dollar value, relevance to acquisition, etc.) should be included within Attachment J.6 within Annex D, or within this section of the technical proposal?

Past Performance submission requirements are clarified in Amendment 01 of RFP # 72016824R00001.

b.

Similarly, can USAID clarify if information on 1) extraordinary problems and 2) quality awards and certifications should be included within Attachment J.6 in Annex D or within the technical proposal?

Extraordinary problems must be included in J.6 (and included in Annex D), while quality awards and certifications are to be included within the Past Performance Section of the Technical Proposal. This is clarified in Amendment 01 of RFP #

7. Within the SF-33 table, Box 12, page 3, the Minimum Bid Acceptance Period is zero (0) calendar days. Would USAID kindly update this with the revised RFP?

This is clarified in Amendment 01 of RFP # 72016824R00001, in Section L.4

General Instructions to Offerors.

8. Section L.4 Delivery Instructions, page 94, states that “no more than one email for Technical proposal and one email for Cost Proposal are allowed.” Given that some organizations may need to submit audited financial documents to comply with the RFP’s requirements, it is possible that they may exceed the 25MB email limit. Would USAID consider removing the limitation on the number of emails allowed for the Cost Proposal?

This is clarified in Amendment 01 of RFP # 72016824R00001.

9. In Section L.6.1.x Indirect Costs, page 106, the RFP provides instructions for major subcontractors who do not have a NICRA. Can USAID please confirm that the same instructions apply to Offerors without a NICRA?

Instructions for Offerors without a NICRA are clarified in Amendment 01 of RFP #

10. In Section L.6.3 Letters of Commitment, page 109, the RFP states “The representations and certifications, as set forth in Section K of this solicitation, with the last page signed.”

Would USAID confirm that Section K should be appended to the Letters of Commitment from subcontractors?

Representations and certifications for subcontractors need not be submitted with the proposal. This is clarified in Amendment 01 of RFP # 72016824R00001.

11. Section H.6 (a), page 44, requires that the “Contractor’s Certified Compensation Plan [be] submitted in its cost proposal.” Would USAID please confirm that this Compensation Plan is for CCNs’ only?

The compensation plan must include all long term positions in the country of contract performance.

12. In Attachment J.1 (Budget Template) there are a number of pre-filled line items in the

Detail tab (a series of staff titles are included in the personnel section, for example).

Would USAID please confirm the pre-filled line items are illustrative only, and that offerors may remove/replace them as needed?

USAID confirms that the pre-filled line items in the Detail tab of Attachment J.1 Budget template are illustrative only, and offerors may remove/replace them as needed.

13. Attachment J.7 (Small Business Subcontracting Plan Template) is included with the RFP, but there are no instructions to include J.7 as part of the cost proposal. Would USAID please confirm that J.7 is not required to be submitted with the cost proposal?

Offerors, except for small business offerors, must complete and submit Attachment J.7 Small Business Subcontracting Plan as an annex to the cost/business proposal.

This is clarified in Section L.6.C(a) in Amendment 01 of RFP # 72016824R000001.

14. Sections F.5 and L.5.g state the deadline for the awardee to submit names and CVs for proposed Key Personnel candidates in terms of a number of days (5). However, one specifies “business days,” while the other states only “days” – which could be inferred to potentially include non-working days. Please confirm that the awardee will have 5 *business* days to submit names and CVs of proposed Key Personnel candidates.

The awardee will have 5 business days after the award to submit names and CVs of proposed Key Personnel candidates. Section F.5 is updated accordingly via Amendment 01 of RFP # 72016824R000001.

15. Could USAID confirm whether offerors must resubmit Section K?

Please see K.2 52.2048 Annual Representations and Certifications (FEB 2024) (d), included in the RFP. Sections K.9 and K.10 must be completed and submitted with the cost proposal.

16. Section L.5.a states “No more than 150 characters (including spaces) are allowed for text boxes, charts and photos.” Please confirm that this limitation applies to the TITLE of a text box and to the LABEL (Caption) for a chart or photo.

As stipulated in Section L.5, text boxes, charts, and photos must contain no more than 150 characters.

17. While the Section L.5.b states that “offerors are allowed to adjust the budget template to be responsive to the RFP and to align with the offeror’s cost accounting structure,” Section L.6.1.ii. states that “if Local Fringe Benefits are proposed as a direct charge that is not recovered via the Offeror’s NICRA rate, then the Offeror’s Excel budget must identify local fringe benefit costs as a separate line item within the Fringe Benefit category.” Could USAID please confirm that offerors are allowed to budget for local fringe benefits within Other Direct Costs in order to be aligned to its Cost Accounting Standards?

If Local Fringe Benefits are proposed as a direct charge that is not recovered via the Offeror’s NICRA rate, then the Offeror’s Excel budget must identify local fringe benefit costs as a separate line item within the Fringe Benefit category.

18. While Section L.5.b states that “offerors are allowed to adjust the budget template to be responsive to the RFP and to align with the offeror’s cost accounting structure,” Section L.6.1.ix. Other Direct Costs states that “the offeror must not include the cost of non-professional salaries […] under the ODC cost category.” Could USAID please confirm that offerors are allowed to budget for non-professional salaries (such as drivers or cleaners) within Other Direct Costs in order to be aligned to its Cost Accounting Standards?

All proposed staff must be included in Personnel Category, including local non-professional staff. Please follow the Budget Template, provided as Attachment J.1 of the RFP.

19. Section L.5.f states “…The technical approach must include a work plan for the first year by components and results, with appropriate benchmarks, milestones and concrete deliverables.” Section L.5.1 states that the draft year 1 work plan should be presented as Annex B. Can USAID confirm that the work plan should be presented as an annex to the technical proposal, for the purposes of avoiding duplication?

USAID confirms that the draft year 1 work plan should be presented as an annex (Annex B) to the technical proposal. This is clarified in Amendment 01 of RFP # 72016824R000001.

20. Section L.5.g requests “descriptions of role, technical expertise, and estimated amount of time to be devoted to the activity” for the core professional project team as part of Factor 2 – Management Approach/Key Personnel. Can USAID confirm that this information should be presented in Annex C, the draft staffing plan?

As indicated in Section L.5.g), the composition and organizational structure of the core professional project team including descriptions of the role, technical expertise, and estimated amount of time to be devoted to the activity are to be included in Annex C.

21. Section L.5.g states, “A summary chart shall be presented showing the estimated Level of Effort (LOE) for each position of the core professional team and for each of the planned short-term technical positions.” Can USAID confirm that this information should be presented in Annex C?

As indicated in Section L.5.g), a Level of Effort Chart showing the estimated Level of Effort (LOE) for each position of the core professional team and for each of the planned short-term technical positions is to be presented in Annex C within Technical Proposal.

22. Section L.5.g and L.5.i limit Annex C to 5 pages while requiring it to contain:

[a] A comprehensive draft staffing plan indicating (i) roles, (ii) expertise, and (iii) qualifications for Key Personnel (p101) as well as (iv) summaries of qualifications for other long-term staff, short-term staff, professional staff, and administrative staff (p98) [b] An organization chart (p101) [c] A summary chart showing LOE and nationality for both long-term and short-term staff (p97) [d] A list of proposed subcontractors and the justification for their selection (p98).

Assuming 1 page each for items b-e, this would only leave 2 pages for item a, a staffing plan table that must show all staff who will be involved in implementation. Given the amount of information to be included, would USAID consider increasing the page limit for Annex C to 10 pages?

The page limit for Annex C is increased to 8 pages. This is clarified in Amendment 01 of RFP # 72016824R00001.

23. Section L.5.g states, “In its Management Approach, offerors shall describe the experience, education and qualifications of the proposed key personnel and other full-time technical staff, short-term consultants, and home office support personnel.” Can USAID confirm that this information should be presented in Annex C, the draft staffing plan?

The experience, education and qualifications of the proposed key personnel and other full-time technical staff, short-term consultants, and home office support personnel is to be included in Annex C. Please see updated section L.5.g) in

24. Section L.5.g requests as part of Annex C, “A list of proposed subcontractors (if applicable) and the justification for their selection.” However, this list of proposed subcontractors is not referenced in the list of annexes in Section L.5.i (p101). Can USAID confirm that a list of proposed subcontractors should be presented as part of Annex C?

See Question # 3 above.

25. Please confirm that offerors may submit projects done under procurement mechanisms such as grants or cooperative agreements as past performance (in addition to projects performed under contracts, as specified in Section L.5.h).

USAID confirms that offerors may submit projects done under procurement mechanisms such as grants or cooperative agreements as past performance (in addition to projects performed under contracts, as specified in Section L.5.h). This is clarified in Amendment 01 of RFP # 72016824R00001.

26. Section L.5.h.a states that Form J.6 is required to submit information regarding relevant past projects for which no CPAR report is available. Form J.6 will afford evaluators an immediately accessible, concise, and directly relevant summary; therefore, please confirm that Offerors may submit form J.6 for all reference projects for the convenience of evaluators.

Offerors must submit no more than five (5) of the most recent and relevant awards for efforts similar to the work in the subject proposal using attachment J.6, regardless of whether or not they are available in CPARS. This is clarified in

27. Section L.5.h (Past Performance) requests (A) A narrative summary of offerors’ use of small business concerns. This appears to be the only past performance information requested within the narrative—all other past performance information is clearly stated to be within the annexes.

Would USAID consider accepting all information regarding past use of small business concerns as part of Annex D (Past Performance Information), outside of the 30-page limit? As written, the requirements would appear to disadvantage large businesses by requiring them to devote pages to a requirement that small businesses are not subject to.

Submission requirements for use of small business concerns are updated in L.5.h(d) in Amendment 01 of RFP # 72016824R00001.

28. Section L.5.1 requests that Annex B, Draft Year 1 Work Plan, include “[a] a timeline for activities, broken down by month; [b] a schedule for all major meetings, trainings and events and where they will be implemented; [c] the rationale and expected results for each activity; [d] designation of responsibility for implementation; [e] equipment and supplies required; [f] staff and partner requirements; [g] coordination requirements; [h] potential constraints to implementation and a plan to mitigate these constraints; [i] a list of any international travel and the rationale; and [j] a basic work plan for Years 2-5 in Gantt chart format.” A 6-page limit is stated for Annex B.

Assuming the Draft Year 1 Work Plan will require 3-4 pages for item a above (timeline of activities broken down by month) and 1-2 pages for item j (basic work plan for Years 2-5 in Gantt chart format), this does not leave any space to include the other requested items (b-i above).

Given the amount of information to be included, would USAID consider increasing the page limit for Annex B to 12 pages?

Page limit for Annex B is increased to 10 pages. See the revision in Section L.5.i) in

29. For Annex C (Annex to Factor 2, Management Approach), please confirm that charts can be combined where it is logical to do so – for example, that LOE can be shown on the organizational chart or in the staffing plan.

It is up to offerors to organize Annex C, as long as it meets all submission and formatting requirements. See updated Section L.5.g) in Amendment 01 of RFP #

30. L.6.1.viii. Environmental Compliance Costs. Could USAID please confirm whether the offeror is allowed to budget for lump sums for illustrative environmental compliance costs?

As indicated in Section L.6.1.viii., offerors should reflect illustrative costs for environmental compliance implementation and monitoring in their cost proposal.

The cost estimate for environmental compliance must be supported by the corresponding section in the Budget Narrative.

31. The requirements for letters of commitment from subcontractors also briefly references representations and certifications, without providing further instruction. Please confirm that representations and certifications are *not* required to be submitted for subcontractors.

Representations and certifications are not required to be submitted for Subcontractors. This is clarified in Amendment 01 of RFP # 72016824R00001.

32. There is a missing section between Sections L.6.5 and L.6.7. Could USAID please confirm whether the RFP is missing a Section L.6.6. with additional requirements?

This is corrected in Amendment 01 of RFP # 72016824R00001. Sections have been renumbered.

33. Could USAID please confirm that the years to be indicated in the budget spreadsheet would be as follows?

Year 1: 1st September 2024 – 31st August 2025 Year 2: 1st September 2025 – 31st August 2026 Year 3: 1st September 2026 – 31st August 2027 Year 4: 1st September 2027 – 31st August 2028 Year 5: 1st September 2028 – 31st August 2029

This level of detail is not needed for budgeting purposes. As included in L.6.B. of the RFP, offerors should assume a contract start date of September 2024.

34. The Detail budget tab of the budget template (Attachment J.7) has two hidden columns (C and D). Could USAID please confirm whether the offeror must complete these two columns?

Offerrors need not complete columns C and D in the Detail budget tab of the Budget

Template (Attachment J.1). However, the same tab has hidden rows 1-6 that need to be populated. Amendment 01 of RFP # 72016824R00001 includes Attachment J.1 (entitled “Attachment J.1 Amendment 01”) with rows 1-6 of the Detail tab unhidden.