Q and A - RFP72018224R00001.pdf

RFP Amendment 1 Date of Issuance: February 12, 2024

Subject: Amendment No. 1 to the Request for Proposals (RFP) #72018224R00001

Activity Title: Accelerating Albania's European Union (EU) Accession through Improved Competitiveness

The purpose of this amendment is to:

a) provide answers to the questions submitted by interested offerors; and

b) to amend the original solicitation.

The original RFP#72018224R00001 is deleted in its entirety and replaced with an updated RFP included within this posting. All changes in the amended solicitation are highlighted for ease of reference.

Attached are:

1) The definitive and controlling amended solicitation 72018224R00001 for the USAID/Albania “Accelerating Albania's European Union (EU) Accession through Improved Competitiveness Activity” with adjustments highlighted to ensure ready access to the current solicitation emphasizing the newly added content within the RFP. This is the solicitation that governs this procurement.

2) Answers to Questions submitted with respect to the solicitation for the USAID/Albania “Accelerating Albania's European Union (EU) Accession through Improved Competitiveness”.

The RFP as amended is the legally binding and controlling document for this procurement.

USAID appreciates the time and effort put into preparing proposals in response to this solicitation.

QUESTIONS AND ANSWERS (Q&A)

RFP#72018224R00001

Q.1 We would like to know if this is a brand-new contract OR if there is (was) an incumbent performing these services. If not brand new, could you please provide the current / previous contract number?

A.1. The solicitation is for a new freestanding contract with no prior incumbent contractor.

Q.2 L.14 of Solicitation No. 72018224R00001 indicates that a QASP template should be included in the RFP attachments:"...Quality Assurance Surveillance Plan (QASP) (See Attachment J.3)."However, none of the attachments posted last week include such a template. Would you be able to clarify?

A.2 A QASP template will not be provided. The Offeror must develop a QASP as instructed in the Solicitation FAR Subpart 46. Section L.14 of the Solicitation is updated accordingly.

Q.3 Page 1, Cover Letter, states: “The overall estimated cost of this procurement is approximately $12 million, inclusive of fees.” Further in the RFP, page 91, Section L.12(b)4, Fixed Amounts for the Cost Proposal, states: “Pursuant to ADS 302.3.5.7, the magnitude of the requirement is between $12 million and $15 million for a five-year activity.”

Question: The offeror respectfully requests confirmation that the budget is not expected to exceed $15 million.

A.3 The overall estimated cost for this procurement is approximately $12 million, inclusive of fees. Section L.12(b).4 of the Solicitation is updated accordingly.

Q.4 Page 20, Section F5.2, Key Personnel, Strategic Communications Lead, states: “the Offeror should ensure that the Strategic Communications Lead position has the requisite familiarity with robust and wide-reaching media engagement, expertise in designing, preparing, and presenting cutting edge and professional communications and outreach campaigns and materials, diplomatic communications expertise in politically sensitive environments, and broad understanding of the technical approach needed to accomplish the objectives of this activity.” Further in the solicitation, page 20, Section F5.3, Key Personnel, EU Accession Lead, states: “the Offeror should ensure that the EU Accession Lead position has the requisite familiarity with robust and wide-reaching media engagement, expertise in designing, preparing, and presenting cutting edge and professional communications and outreach campaigns and materials, diplomatic communications expertise in politically sensitive environments, and broad understanding of the technical approach needed to accomplish the objectives of this activity.”

Question: The offeror respectfully requests confirmation of the requisite experience for EU Accession Lead.

A.4 The EU Accession Lead does not require the media engagement expertise as stated above.

Section F.5 of the Solicitation is updated accordingly.

Q.5 Page 83, Section L.6, Proposal Submission and Delivery Instructions states The USAID email gateway accepts messages whose total size with attachments is 15 MB.

Question: The offeror respectfully requests that the file size limit be increased to 25MB, to allow for the applicant to submit files as single attachments.

A.5 The file size limit is increased to 25MB. Section L.6 of the Solicitation is updated accordingly.

Q.6 Page 86, Section L.9, Activity Monitoring Evaluation and Learning (AMELP) Plan states:

“The AMELP will include sections with the following elements:…. Performance Indicators Reference Sheets (PIRs), which include a definition and detailed description of the performance indicators to be tracked including: unit of measure; data source; method of data collection;

justification/management utility; baseline values; annual targets; annual actual data; frequency and schedule for data collection; individual responsibility for data collection and availability of data;

and detailed plans for data analysis, review and reporting.”

Question: The offeror respectfully requests confirmation that Performance Indicator Reference Sheets should not be included in the draft AMELP in consideration of the page limitations.

A.6 Performance Indicators Reference Sheets (PIRS) are not required to be submitted. The solicitation is updated accordingly.

Q.7 Page 95, Section L.14, Quality Assurance Surveillance Plan, states: “The Offeror must provide a draft QASP (see Attachment J.3)…” However, page 64, Section J, List of Attachments, notes that Attachment J.3 is the Initial Environmental Examination (IEE) or Request for Categorical Exclusion (RCE).

Question: The offeror respectfully requests USAID provide the QASP template.

A.7 A QASP template will not be provided. The Offeror must develop a QASP as instructed in the Solicitation FAR Subpart 46. Section L.14 of the Solicitation is updated accordingly.

Q.8 Page 20, the second paragraph of the requirements for the KP position EU Accession Lead states “The Offeror should ensure that the EU Accession Lead position has the requisite familiarity with robust and wide-reaching media engagement, expertise in designing, preparing, and presenting cutting edge and professional communications and outreach campaigns and materials, diplomatic communications expertise in politically sensitive environments, and broad understanding of the technical approach needed to accomplish the objectives of this activity.” This seems to apply to the Strategic Communications Lead position and is repetitive with the requirements for that position.

a. Would USAID please provide alternate requirements for the EU Accession Lead KP, if available?

A.8 USAID has adjusted the requirements for the EU Accession Lead key personnel position.

Media engagement expertise is not required for this position. Section F.5 of the solicitation is updated accordingly.

Q.9 Page 21, Section F.6, Reports, Plans and Deliverables, includes submission deadlines for various reporting requirements, including:

· Quarterly Performance Report/Annual Reports within fifteen (15) calendar days after each quarter

· Quarterly Financial Report within fifteen (15) calendar days after the end of each quarter

· Annual Report within fifteen (15) calendar days after the end of each fiscal year

a. Would USAID please consider the following adjusted timelines for the aforementioned reporting requirements considering offerors' internal processes of closing books, validating MEL data, etc.?

· Quarterly Performance Report/Annual Reports within thirty (30) calendar days after each quarter;

· Quarterly Financial Report within thirty (30) calendar days after the end of each quarter;

· Annual Report within thirty (30) calendar days after the end of each fiscal year

A.9 USAID will not revise the deadlines for the deliverables under Section F.6 Reports, Plans and Deliverables. The due date of submission of the Quality Performance Report/Annual Report, Quarterly Financial Report and Annual Report will remain the same as it is stated in the solicitation.

Q.10 Page 35, Section H.7.f, Additional Requirements and Personnel Compensation – Consultants, states “If such concurrence has been made, compensation shall not exceed the USAID SES established rate AWCPAS, otherwise requires the approval of the Contracting Officer. Unless the consultant is an employee of the Contractor, they are considered subcontractors subject to the applicable clauses 52.244-2 requirements… for all consultants that will be engaged through subcontracts, although the subcontract is not a subject for Contracting Officer’s consent, the prior written concurrence of the Contracting Officer’s Representative (COR) is required on the SOW and International Travel if applicable.”

Q.10.a Would USAID please clarify why the SES established rate AWCPAS applies to the competitive market procurement of subcontractors, as it is intended for salaried employees which are different in nature than procurement of consultant subcontractors?

A.10.a The SES established rate for the Agencies without a Certified SES Performance Appraisal System (AWCPAS) applies to employees not subcontractors; however, the offeror must comply with AIDAR 752.7027 when applicable.

Q.10.b Would USAID please confirm that 1) consultants are considered subcontractors and therefore must adhere to the requirements of 52.244-2; however 2) they do not require Contracting Officer Consent to Subcontract?

A.10.b Consultants are considered as subcontractors and must adhere to FAR 52.244-2.

Contracting Officer consent for subcontractors is required. This solicitation is updated accordingly.

Q.11 Page 49, Section H.29, Cloud Computing – per AAPD 16-02, Revision 3, the clause “Cloud Computing” should be inserted “in all solicitations and contracts that include the Information Technology Approval” (April 2018) special contract requirement.”

a. Would USAID please consider removing the Cloud Computing clause, as Solicitation Clause H.30, Limitation on Acquisition of Information Technology (April 2018), is inserted in lieu of the “Information Technology Approval” clause?

A.11 Section H.29 of the Solicitation is deleted. The solicitation is updated accordingly.

Q.12 Page 23, F. 6 Reports, Plans, and Deliverables, point 5 Annual Work Plan Instructions state “The Annual Work Plan must indicate implementation processes and schedules, projected results, indicators and targets and project costs associated with the activities as outlined in Section C (PWS), including any special activities for rapid response.”

a. Would USAID please confirm that the draft AWP included in the proposal should not include costs, as per the instructions to keep technical and cost data separate?

A.12 Correct. A draft Annual Work Plan should not include cost.

Q.13 Page 83, Section L.7 General Instructions for the Preparation of the Technical Proposal, point (b) Page Limitation states “The technical proposal must be submitted in Adobe Acrobat (PDF) format, along with a Microsoft Word copy of the technical proposal body”. Moreover, point

(a) General under the same Section states “The Technical Proposal will consist of the Technical Proposal Body and Annexes.”

a. Would USAID please confirm the MS Word document submission applies only to the Technical Body excluding the annexes?

A.13 MS word document submission is required only for the body of the Technical Proposal, not the annexes. This solicitation is updated to reflect the clarification.

Q.14 Page 83, Section L.7 General Instructions for the Preparation of the Technical Proposal, point (b) Page Limitation states “The technical proposal is strictly limited to no more than 25 pages.” On page 84, point (d) Organization lists a breakdown of each section within the technical proposal with their own page limits that do not add up to the total 25 pages mentioned on page 83.

a. Would USAID please confirm the page limitation for Technical Proposal is the total of all pages indicated under point (d) Organization, which is 50 pages excluding annexes?

A.14 Page limitation for the Technical Proposal is 25 pages. Section L.7.d lists the documents that are required to be submitted, along with the applicable page limitations as well as which documents do not count toward page limitation. Section L.7.b of the Solicitation is updated to clarify the required number of pages and avoid any ambiguity with respect to the number of pages in an offeror’s submission.

Q.15 Page 83, Section L.7 General Instructions for the Preparation of the Technical Proposal, point (b) Note states “A page in the technical proposal that contains a table, chart, graph, etc., not otherwise excluded, is subject to the page limitation. Text in graphs and charts must not have a font size smaller than 9-point Calibri”.

a. Would USAID please confirm that the requirement of using no smaller than 9-point Calibri includes also text boxes, tables, and graphics?

A.15 Only text in graphs and charts must not have a font size smaller than 9-point Calibri. A font size smaller than 9-point Calibri does not apply to text boxes and tables.

Q.16 Page 84, Section L.8 Technical Approach/Performance Work Statement, paragraph three mentions that the PWS must include a theory of change, also required by L. 9 Activity Monitoring, Evaluation, and Learning Plan per page 86. However, on page 101 Attachment J.1 Statement of Objectives, the RFP has provided a TOC.

a. Would USAID please clarify whether Offerors should modify the original TOC?

A.16 Offerors may modify the original theory of change based on the approach they will propose.

Q.17 Page 86, Section L.9 Activity Monitoring, Evaluation, and Learning Plan lists Performance Indicators Reference Sheets (PIRS) for all indicators as part of the plan content for the proposal.

a. Would USAID please confirm that given the page limitation full PIRS for all indicators are not required in the draft AMELP at the proposal stage?

A.17 Performance Indicators Sheets (PIRS) are not required to be submitted as part of the AMELP in the proposal stage. This solicitation is updated accordingly.

Q.18 Page 86, Section L.9 Activity Monitoring, Evaluation, and Learning Plan instructions refer to both a log frame (paragraph one) and a results framework (bullet point one).

a. Would USAID please clarify if there is a preference for which methodology should be used?

A.18 Offerors may use “a results framework or other visualization.” This solicitation is updated accordingly.

Q.19 Page 95, Section L.14 Quality Assurance Surveillance Plan states “the Offeror must provide a draft Quality Assurance Surveillance Plan (QASP) (See Attachment J.3).” While per Section J on page 64, Attachment J.3 is referenced as the IEE/RCE.

a. Would USAID please clarify if there is meant to be a QASP attachment? And if so,

b. Would USAID please provide the QASP template in a new attachment?

A.19 A QASP template will not be provided. The Offeror must develop a QASP as instructed in the Solicitation and FAR Subpart 46. Section L.14 of the Solicitation is updated to remove the reference to a template.

Q.20 Page 100, Attachment J. 1 Statement of Objectives:

a. Would USAID please consider, for the purposes of this proposal, graded, sorted, and packaged produce as high-value processed food products?

A.20 No. USAID is utilizing the USDA definition of processed foods, which is “Foods that are manufactured, usually on a large scale, using any of a wide variety of processing techniques, most often with the goal of preserving food for market.”

Q.21 Target value chains for the Activity:

a. Would USAID please confirm whether or not wine is excluded from the list of products that USAID/Albania is able to support?

A.21 USAID would be open to pursuing authorization for support to the wine industry under ADS 312, should the offeror justify it meets the objectives of the activity as outlined in the RFP.

However, USAID has not identified nor has a preference for one high-value, processed agri-food product over another.

Q.22 Page 10, Section B.8.1.c, Fixed Fee, states “the Contractor must propose the Fee Distribution Schedule as per the illustrative fee payment and delivery schedule presented in the table below. The final Fee Distribution Schedule, and any subsequent changes, must be approved by the CO, and shall be incorporated in the contract upon award.”

a. Since Fee payment is tied to deliverable completion, would USAID please clarify if it would consider an annual update to the Fee Distribution Schedule resubmitted along with the annual work plan, to ensure deliverables align with the approved work plan and evolving project needs in line with USAID’s emphasis on CLA?

A.22 Fee Distribution Schedule will not be updated annually. The Fee Distribution Schedule would only be modified to the extent permitted by applicable regulatory authorities and contractual best practices..

Q.23 Page 10, Section B.8.1.f, Fixed Fee, states “as a condition for the payment of the portion of the total fixed fee associated with a specific target and/or deliverable, the Contractor must complete the goal, target, and/or deliverable. When a Fee Bearing Milestone is not completed or achieved, the portion of the total fixed fee allocated to the Milestone in the Fee Distribution Plan will not be paid.”

a. Would USAID please clarify if it will consider paying a proportional amount of fee for partially completed deliverables as agreed in the Fee Distribution Plan? For example, if a deliverable was to “adopt three legislative changes” for $50,000 and only two changes were adopted, would the deliverable payment be $0, or proportional at $33,333 (i.e. 67% of the deliverable)?

A.23 Payment of deliverables will be based on the Fee distribution schedule. The percentage will be agreed upon during the award stage.

Q.24 Page 11, Section B.8.2 at the end of 2. Illustrative Fee Payment Schedule (Table 1), the statement in brackets says “(To be finalized after award)”

a. Would USAID please clarify if this statement is referring to the Illustrative Fee Payment Schedule (Table 1) that needs to be completed after the award and is not required at the proposal stage?

A.24 The Illustrative Fee Payment Schedule (Table 1) is required to be submitted as part of the proposal. The Fee Payment Schedule will be finalized in the award stage.

Q.25 Page 39, Section H.14, Nonexpendable Property Purchases and Information Technology Resources, states “the Contractor is hereby authorized to purchase the following equipment and/or resources: [to be completed at time of award.]” The reference to “Nonexpendable Property” as defined in AIDAR 752.245-70 Government Property – USAID Reporting Requirements, which includes “personal property that is complete in itself, does not lose its identity or become a component part of another article when put into use; is durable, with an expected service life of two years or more; and that has a unit cost of more than $500.”

However, Page 89, Section L.12.b.2 Budget Line-Item Headings, defines “Equipment” as having a “unit cost greater than $5,000” and “Supplies” as having “a unit cost less than $5,000.”

a. Would USAID please clarify if Offerors should budget for “equipment” for prior approval (items with a unit cost of more than $5,000) or “nonexpendable property” for prior approval (items with a unit cost of more than $500)?

A.25 Offerors should strictly align with all applicable regulatory authorities in their submissions.

Offerors should abide by good faith interpretations of any applicable FAR or AIDAR provisions.

Separate and apart from specific regulatory references, an offeror is called among to prepare a budget in accordance with the instructions for the cost proposal. Offerors should prepare cost proposals abiding by the cost principles and all applicable regulatory authorities.

Q.26 Page 88, Section L.12.a Part 1 – Standard Form (SF) 33 & Section B, states “the Offeror must submit the cover page (Section A) Of this Solicitation [Standard Form (SF) 33, “Solicitation, Offer, and Award”], with blocks 12 through 18 completed, with an original signature of a person authorized on behalf of the Offeror to sign and date the offer.”

a. The subject header of this section refers to “Standard Form (SF)33 & Section B, however, the instructions provided do not indicate whether a completed Section B needs to be submitted as part of a complete offer. Would USAID please clarify if Offerors should complete Section B for submission?

A.26 Offeror must submit the cover page (Section A) of this Solicitation [Standard Form (SF) 33, “Solicitation, Offer, and Award”], with blocks 12 through 18 completed, with an original signature of a person authorized on behalf of the Offeror to sign and date the offer. Submission of Section B is not required. Solicitation is updated to reflect the clarification.

Q.27 Page 88, Section L.12.b Part 2 – Proposed Costs/Prices, states “Proposed salaries for expatriates must be within Contractor Salary Threshold (CST) (see ADS 302.2.6.10…) and proposed salaries for CCNs must be within the market value of the position in and salary scale for Albania. A compensation plan must be submitted as an Annex to the Cost Proposal.”

a. Would USAID please provide a copy of the Local Compensation Plan for Albania to ensure the compensation proposed for Cooperating Country Nationals (CCNs) does not “exceed the prevailing compensation paid to personnel performing comparable work in the cooperating country as determined by the USAID Mission”?

b. If there are limitations on sharing the LCP, would USAID kindly disclose, at the very least, the maximum LCP amount in U.S. Dollars?

A.27 Offerors should abide by the cost principles and ensure reasonable costs. Compensation should honor market research and relevant data. USAID/Albania Local Compensation Plan salaries range from $10,758 to $72,283.

Q.28 Page 89, Section L12. b.1.(b) point C: Overall Budget Category Budgets (five-year budgets for all budget categories identified in Section B.4); and D. Annual Budget Category Budgets (annual budgets for all budget categories identified in Section B.4)

a. Would USAID please clarify if the summary budget in the Excel template provided suffice the required information in C and D? Or

b. Would USAID please clarify if offerors should create a separate Excel sheet to present the budget table specified on page 8, Section B.4?

A.28 The budget template is provided as an illustrative tool to be utilized by Offerors. The Offeror may adjust the budget template as needed. Offeror should submit Section B.4 as well.

Q.29 Page 89, Section L12.b.2 Budget Line-Item Headings and Page 90-91, Section L12.b.3 Budget Line-Item Definitions, in order to undertake a meaningful comparison of cost, Offerors must use the following standard cost elements organized as specified below and as included in the budget template provided (Attachment J.2).

a. Would USAID please provide clarification on the appropriate sequence and titles of the cost elements or cost categories that contractors should utilize for consistency purposes?

A.29 Offerors should follow instructions provided in the Budget Line-Item Definitions (Section L.12.b.2 Budget Line-Headings of the Solicitation). Attachment J.2-Illustrative Budget Template is only an illustrative budget. Offeror may revise the template as it fits its purpose.

Q.30 On page 89, the specified order is 1. Personnel, 2. Fringe Benefits, 3. Travel, 4. Equipment,

5. Supplies, 6. Contractual, 7. Other Direct Cost, B. Indirect Cost, and D. Fixed Fee. However, the Excel sheet's summary and prime detail display a different sequence: Direct Labor – Salaries and Wages, Fringe Benefits, Travel and Per Diem, Allowances, Other Direct cost, Equipment and Supplies, Subcontracts/Consultants, Grants, Indirect Costs, and Proposed Fixed Fee. In addition, the Budget Line-Item Definitions display a slightly different one: Personnel, Fringe Benefits, Allowance, Travel Transportation and Per Diem, Equipment and Supplies, Consultants, Subcontracts, Participant Training, Other Direct Costs, Overhead, G&A and Material Overhead and Fixed Fee

a. Would USAID please confirm whether "Allowances" should be excluded from the "Fringe Benefits" budget category? This inquiry is based on the classification on page 89, section L12.b.2.A.2, where "Allowances" is listed under the fringe benefit category.

A.30 Refer to FAR 31.205 for the Fringe Benefits and to AIDAR 752.7028 for the Allowances.

Q.31 Page 89, Section L12.b.2 Budget Line-Item Headings, includes “computers, cellular phones, printers, etc.” under the definition of “Supplies.” Page 50, Section H.30, Limitation on Acquisition of Information Technology (April 2018), states “The term “information technology” includes computers, ancillary equipment (including imaging peripherals, input, output, and storage devices necessary for security and surveillance), peripheral equipment designed to be controlled by the central processing unit of a computer, software, firmware and similar procedures, services… and related resources.”

a. Would USAID please confirm if the items mentioned under “Supplies” (i.e. computers, cell phones, printers) are considered “Information Technology” per Section H.30 requiring prior approval and inclusion in Section H.14 of the Contract, regardless of their value and classification as “Supplies”?

A.31 Computers, cellular phones, printers are considered as Information Technology.

Q.32 Page 89, Section L.12, point (2) Budget Line-Items Heading states “Program activities (including, but not limited to trainings, grants under contracts (this amount will be limited to no more than $3,500,000), etc.).”

a. Would USAID please confirm that the referenced $3,500,000 is a ceiling figure for grants under contract and not for activity costs?

A.32.a The reference to a $3.5 million ceiling was an inadvertent error by the Government which is deleted in the amendment to the Solicitation. Section L.12.b.6.1 of the Solicitation has been revised accordingly.

b. In addition, would USAID please confirm that, if the Offeror includes GUC as part of their technical approach, the $3,500,000 referenced is a ceiling and not a target figure?

A.32.b Reference to a $3.5 million ceiling was an inadvertent error by the Government, This reference is deleted in the amendment to the Solicitation. The Offeror may include Grant Under Contract as part of their technical approach. The Solicitation is updated to reflect this.

Q.33 Page 91, Section L.12.b.4, Fixed Amounts for the Cost Proposal, states “the magnitude of the requirement is between $12 million and $15 million for a five-year activity.” However, the Solicitation cover page states “the overall estimated cost of this procurement is approximately $12 million, inclusive of fees.”

a. Would USAID please clarify if the estimated cost for this procurement is between $12 million to $15 million? Or

A.33 The overall estimated cost for this procurement is approximately $12 million, inclusive of fees. Section L.12(b) 4 of the Solicitation is updated accordingly.

Q.34 Would USAID please clarify if the estimated cost of this procurement is $12 million, recognizing that the Government reserves the right to make an award less than or in excess of the estimated ceiling identified?

A.34 The estimated cost for this procurement is $12 million. Government reserves the right to make an award less than the estimation, not in excess.

Q.35 Page 91, Section L.12.b.7, Supporting Documents, states “Negotiated Indirect Cost Rate Agreements, from the offeror and all subpartners, must be included in the Cost Proposal.”

a. Would USAID please clarify if NICRAs are required from all subcontractors, or just major subcontractors exceeding 20% of the Offeror’s total proposed cost?

A.35.a A NICRA is required from all subcontractors only if they have NICRA. If the subcontractors do not have NICRA documentation, it will be acceptable not to submit it.

b. Would USAID please confirm other supporting documentation permissible in lieu of NICRA for entities without a NICRA?

A.35.b Other supporting documents in lieu of NICRA are permissible for the entities that do not have NICRA.

Q.36 Attachment J.2 Illustrative + Budget + Template: The purpose behind removing the specified columns and rows is to ensure clarity and consistency throughout the template.

a. On the Summary sheet, would USAID please clarify whether offerors are permitted to eliminate blank columns A and B?

A.36.a. Attachment J.2 Illustrative Budget Template is only an illustrative budget. Offeror may revise the template as needed. Therefore, the offeror may eliminate columns A and B if they consider it appropriate to do so.

b. Regarding the Prime Detail Sheet, aside from removing column A, which contains instructions, would USAID please clarify whether the offerors are permitted to eliminate blank column B and blank row #1?

A.36.b. Attachment J.2 Illustrative Budget Template is only an illustrative budget. Offeror may revise the template as needed. Therefore, the offeror may eliminate columns B and blank row#1 if they consider it appropriate.

c. On the Subcontractor 1 sheet, would USAID please clarify whether the offerors are permitted to eliminate blank column A?

A.36.c. Attachment J.2 Illustrative Budget Template is only an illustrative budget. Offeror may revise the template as needed. Therefore, the offeror may eliminate column A if they consider it appropriate.

Q.37 In the RfP you are mentioning geographical code 937. Could you please clarify whether the list of countries under this geographical code can be found at:

https://www.usaid.gov/sites/default/files/2022-05/310maa.pdf or https://pdf.usaid.gov/pdf_docs/PBAAE881.pdf?

A.37 USAID’s publicly accessible operational policy provides a clear definition of Geographic Code 937. Geographic Code 937 is defined as the United States, the cooperating/recipient country, and developing countries other than advanced developing countries, and excluding prohibited sources.

Q.38 If the Offeror is an Albanian or the US entity, is it allowed to use resources from entities from the professional network of the Offeror, that are located outside the geographic code 937?

A.38 Resources from outside geographic code 937 are not allowed under this procurement. To the extent permitted by the regulatory authorities governing USAID’s contracting, USAID will consider any well justified and legally compliant selective waiver request by a contractor on a case by case basis in accordance with USAID’s publicly available operational policies.

Q.39 Given the geographical code mentioned in the RfP, is there any opportunity to engage international experts from EU countries to enhance the experience of the team in terms of the EU-accession topics?

A.39 An Offeror can engage international experts from EU countries upon waiver approval from USAID. If an offeror proposes procurement of resources outside 937 geographic code, it must be accompanied by geographic code waiver request.

Q.40 Under the Objective 1 in the RfP you state ‘will co-create new, or improve existing, sustainable, highly efficient, transparent, and inclusive consultation processes/mechanisms’. Is the responsibility of the Offeror to also help with the drafting of the legislation solutions that are aligned with EU acquis?

A.40 USAID is utilizing the Statement of Objectives approach to allow offerors the flexibility to propose interventions and approaches to achieve the stated objectives.

https://www.usaid.gov/sites/default/files/2022-05/310maa.pdf https://pdf.usaid.gov/pdf_docs/PBAAE881.pdf

Q.41 On page 1, USAID states that the estimated cost of this procurement is approximately $12 million, inclusive of fees. However, Section L.12(4) on page 91 states the magnitude of the requirement is between $12 million and $15 million for a five-year activity. Would USAID please confirm the ceiling for this activity?

A.41 The overall estimated cost for this procurement is approximately $12 million, inclusive of fees. Section L.12(b) 4 of the Solicitation is updated accordingly.

Q.42 Section L.12(b)(1)(a) on page 88 states Offerors are required to submit a corresponding compensation plan for all positions identified in the management and staffing plan, including expatriate staff as well as local national positions. Would USAID please confirm that if no long-term expatriate staff are proposed, Offerors need to submit a compensation plan that covers only long-term local national staff?

A.42 Offerors are not required to submit a compensation plan as annex to the cost proposal. This amended Solicitation has removed this requirement.

Q.43 Section L.12(b)(2)(A) on page 89 lists the major cost categories as specified in the provided budget template. However, none of the cost categories list subcontractors under the larger cost category. Would USAID please confirm if subcontractors should fall under Cost Category 6, Contractual? In addition, would USAID please confirm that subcontractor costs do not contribute to the $3,500,000 ceiling for program activities?

A.43 Subcontractors fall under Category 6 - Contractual (SEction L.12 (b)(A) of the Solicitation).

Reference to $3.5 million ceiling was an inadvertent error by the Government which has now been deleted by this Solicitation. Section L.12.b.6.1 of the Solicitation has been revised accordingly.

Q.44 Section L.12(g) on page 93 requires information to support consent to major subcontractors. Would USAID allow Offerors to include information to support consent to all subcontractors, even if they do not meet the major threshold, to support a rapid startup?

A.44 Yes. The offerors may submit information to support consent to all subcontractors proposed.

Q.45 Is it permissible to change the format of Attachment J.5 as long as all information from the template is included?

A.45 Yes. Offerors may change the format of Attachment J.5 as long as all information provided in the template is included. Accessibility, ease of understanding, and legibility of all content is critical.

Q.46 Would USAID clarify if Annex G, Draft AMELP, is required to include all the AMELP sections that are listed on page 86 of the RFP, or if that list is only required for the final AMELP that will be submitted after award? If the Draft AMELP is required to include all listed sections, would USAID consider removing the requirement for PIRS since the draft AMELP is limited to five pages?

A.46 The Performance Indicators Reference Sheets (PIRS) are not required to be submitted as part of the proposal. The Solicitation is updated accordingly.

Q.47 Section F.5 (p. 20). Under the EU accession lead position, the RFP states: “The Offeror is expected to provide the educational and professional experience criteria for this individual, which best positions the activity to meet its stated goal. Further, the Offeror should ensure that the EU Accession Lead position has the requisite familiarity with robust and wide-reaching media engagement, expertise in designing, preparing, and presenting cutting edge and professional communications and outreach campaigns and materials, diplomatic communications expertise in politically sensitive environments, and broad understanding of the technical approach needed to accomplish the objectives of this activity” (Section F.5, p. 20). These qualifications are repeated from the strategic communications lead. Can USAID review and amend this language with the preferred qualifications for the EU accession lead, if appropriate?

A.47 The EU Accession Lead does not require the media engagement expertise as stated above and has amended the RFP accordingly.

Q.48 Section H.7(e)(2) (p. 36). The RFP states that “Annual salary increases exceeding the maximum salary of the highest senior Foreign Service national (FSN) position authorized under the U.S. Embassy Local Compensation Plan require the advance written approval of the Mission Director through the Contracting Officer.” We respectfully request that this salary restriction be removed, as it appears to be inconsistent with AIDAR 752.7007, Personnel Compensation, incorporated in the contract under Section H.6 (p.35), which stipulates that personnel compensation aligns with the contractor’s established policies, procedures, and practices, with reimbursement subject only to the USAID Contractor Salary Threshold. This salary restriction may preclude contractors from following their established policies, procedures, and practices, as required by AIDAR 752.7007.

A.48 This salary restriction has been removed from the Solicitation as amended. Offerors must abide by all applicable FAR and AIDAR regulatory authorities with respect to compensation.

Q.49 Section H.17 (p.39). The clause regarding Grants Under USAID Contract (GUC) speaks only to branding and marking requirements for GUC. Can USAID replace Section H.17 with the GUC authorizing language from ADS 302 (ADS 302.3.5.6 and ADS 302.3.4.13)?

A.49 Offerors may utilize fit-for-purpose, strategic, and results-oriented Grants under Contract in their proposals. The clause regarding Grants Under USAID contract is revised to include authorizing language from ADS 302.

Q.50 Section L.6 (p. 83). The RFP states that, in addition to submitting the entire proposal in PDF, offerors must submit the body of the technical proposal in MS Word. Can USAID confirm that this requirement only consists of the technical approach (narrative and Performance Work Statement) and the Personnel and Management Approach?

A.50 The MS Word document submission is required only to the body of the Technical Proposal (the technical approach narrative and Performance Work Statement). This requirement does not apply to Annexes. This solicitation is updated to reflect this.

Q.51 Section L.8 (p. 85). Due to the inclusion of the Branding Implementation and Marking Plans within the Strategic Communication Plan, would USAID consider removing the page limitation for Annex H?

A.51 The page limit for Annex H “Draft Strategic Communications Plan, including the Branding Implementation Plan (BIP) and Marking Plan” has been increased to eight (8) pages.

Q.52 Section L.9 (p. 86). Due to the five-page limit for the Activity, Monitoring, Evaluation, and Learning Plan (AMELP), would USAID consider removing the Performance Indicator Reference Sheets (PIRS), which would add considerable length?

A.52 The Performance Indicators Reference Sheets (PIRS) are not required to be submitted as part of the proposal. Solicitation is updated accordingly.

Q.53 Section L.11 (p. 87). The RFP’s past performance instructions request that offerors “list” up to five relevant and recent contracts. The instructions also include information that offerors must provide for contracts not in CPARs. This information is included in Attachment J.5, which offerors are instructed to use. Can USAID confirm that Attachment J.5 should only be used for contracts not in CPARs?

A.53 Yes. Attachment J.5 should only be utilized for the past performance contracts that are not in CPARs.

Q.54 Section L.12(b)(2) (p. 89). Budget line-item headings included in this section differ slightly from budget line-item headings provided in Attachment J.2. Could USAID clarify that the offeror should use the headings listed in Attachment J.2?

A.54 The Offeror should use Budget line headings provided in Solicitation (Section L.12 of the

Solicitation). Attachment J.2 -Illustrative Budget template is only an illustrative. The Offeror may revise the template mindful of the importance of ease of understanding of its content.

Q.55 Section L.12(f) (p. 93). The RFP states that “the Offeror may be requested prior to award to submit additional specific information” to support the determination of responsibility. Can USAID confirm that no evidence of responsibility information is requested at this phase of the proposal?

A.55 The Offeror must submit Evidence of Responsibility as per instructions in Section L.12.(7)(f) Part 6 - Evidence of Responsibility of the Solicitation.

Q.56 Section L.12(g) (p. 93). The heading for Part 8 of the cost proposal notes that information to support consent is required for major subcontractors, but the instructions refer to “proposed subcontractors.” Can USAID confirm that information to support consent to subcontract is required for major subcontractors only?

A.56 The Offeror may submit information to support consent to all subcontractors proposed by the Offeror. Offerors must submit support consent for proposed major subcontractors.

Q.57 Section L.14 (p. 95). The RFP says to use Attachment J.3 for the Quality Assurance Surveillance Plan (QASP). However, Attachment J.3 is an Initial Environmental Examination.

Can USAID confirm that offerors do not need to use a template for the QASP?

A.57 Offerors are not required to use a template for QASP. The QASP template is not provided as part of the Solicitation. The reference to Attachment 3 for the QASP has been removed in the amended Solicitation.

Q.58 Can USAID clarify whether the cost proposal estimate of $12-15 million under Section L.12 (p. 91) or $12 million on the cover page is the correct amount?

A.58 The overall estimated cost for this procurement is approximately $12 million, inclusive of fees. Section L.12(b) 4 of the Solicitation is updated accordingly.

Q.59 Could USAID please share the current Country Mission Local Compensation Plan?

A.59 USAID/Albania Local Compensation Plan salaries range from $10,758 to $72,283.

Q. 60 On page 83, USAID indicates a cover page for the technical proposal. Does USAID have any requirements on what should be included on the cover page submission?

A.60 There is no requirement for the cover page submission.

Q.61 Could USAID please confirm the anticipated start date for the program?

A.61 The estimated award date of this procurement is on or around June 2024. Offerors are strongly encouraged to monitor the updates of the award date on the business forecast.

Q.62 Per page 86 of the solicitation, it is noted that PIRS must be included in the AMELP. Would USAID consider allowing offerors to submit the PIRS as a separate annex to the 5 page AMELP?

A.62. The Performance Indicators Reference Sheets (PIRS) are not required to be submitted as part of the proposal. Solicitation is updated accordingly.

Q.63 As part of the submission requirements on page 95 of the solicitation, USAID has requested submission of a QASP. Could USAID please provide a template for this requirement?

A.63 There is no template for the Quality Assurance Surveillance Plan. Offeror must develop a FAR-compliant QASP as instructed in the Solicitation.

Q.64 On page 83 section L.7 (b) indicates "Text in graphs and charts must not have a font size smaller than 9-point Calibri". Can USAID please confirm that this includes text in tables as well?

A.64 The font size smaller than 9-point Calibri does not apply for text in the tables.

Q.65 On page 84 in section L.8 the RFP makes clear that the PWS should be written from the perspective of USAID. Will USAID accept text boxes in the PWS that can be easily deleted by USAID prior to incorporating the PWS into Section C of the contract?

A.65 Text boxes may be used in the Performance Work Statement. No deletions will be made by USAID prior to incorporating the Performance Work Statement into Section C of the contract. Nor can tables be used to evade the applicable page limitation.

Q.66 On page 22, USAID notes that “Large Businesses” are required to submit a subcontracting plan. Could USAID please provide a definition of what would constitute a large business?

A.66 “Large Businesses” is considered a subcontract that is expected to exceed $750,000 as per

FAR 19.702.

Q.67 Per page 85 of the RFP, Annex D includes signed letters of commitment, relevant memorandum of understanding, and teaming arrangements. May offerors include letters of collaboration in annex D as well?

A.67 Offerors may submit letters of collaboration in attachment K. This solicitation is updated accordingly.

Q.68 In reference to page 89 section 6 Contractual. Could USAID please confirm that non-program activity subcontracts eg. security, etc. should be included under section 6 under its own line item?

A.68 Non-program activities (e.g., security, etc.) should be included under section 7, which addresses Other Direct Costs (See Section L.12. 2. 7).

Q.69 Considering that AIDAR 732.401 and ADS 636 provide authority and guidance, respectively, for advances to contractors where a contract includes a GUC program, can USAID confirm that they will allow Offerors with Letters of Credit (LOC) to use and make drawdowns from their LOC for disbursements to grantees should the offeror include GUCs in its proposal?

A.69 Advances for grants via Letter of Credits (LOC) are allowable. Grants under this contract are intended for Albanian nongovernmental and private sector entities for the purpose of meeting the desired activity objectives. No funds will be provided through grants to government partner entities. See the revised Section H.17 governing Grants under USAID Contracts.

Q.70 On page 34 at H.5(b)(2) “International Travel” it is stated that airfare must be “based on the least expensive type of economy-class travel on a direct route between the starting and ending points of the proposed travel.” This requirement exceeds the conditions for allowability stated at AIDAR 752.7002(b) which states: “Reimbursement for travel will be in accordance with the applicable cost principles and the provisions of this contract and will be limited to the cost of travel by the most direct and expeditious route.” While we note that this AIDAR clause allows for additional contractual requirements for allowable international travel, the language as currently stated at H.5(b)(2) of the RFP does not allow for the exceptions at 2 CFR 200.475 and FAR 31.205- 46(b). We respectfully request that H.5(b)(2) be removed from the RFP or edited to align with the cost principles of the FAR and Uniform Guidance.

A.70 The solicitation has been amended to ensure consistency with applicable regulatory authorities. Section H.5 (b)(2) governing International Travel has been updated.

Q.71 On page 34 at H.5(b)(4) “International Travel” it is stated that “no significant additional travel-related costs are to be incurred." The ambiguity of the term “significant” as stated will allow wide-ranging interpretation by USAID that could cause the successful offeror to operate in non-compliance with its internal travel policies; in addition, it provides USAID with wide latitude in imposing restrictions that exceed the parameters of the cost principles. We respectfully request that H.5(b)(4) be removed from the RFP.

A.71 Section H.5 (b)(4) “international travel” is updated to delete the word “significant” in order to provide clarity. The SolicitaLtion is updated accordingly.

Q.72 On page 35 at H.7 “Additional Requirements and Personnel Compensation” it is stated that “…unless the consultant is an employee of the Contractor, they are considered subcontractors subject to the applicable clause 52.244-2 requirements…For all consultants that will be engaged as subcontractors, although the subcontract is not a subject for Contracting Officer consent, the prior written concurrence of the COR is required on the SOW and International Travel if applicable.” Could USAID please clarify and/or confirm that Contracting Officer consent will never be required for consultant subcontracts, including cost reimbursable consultant subcontracts?

A.72 The Contracting Officer consent to subcontractors is required. Section H .7 ”Additional Requirements and Personnel Compensation” is updated accordingly.

Q.73 On page 91 section L.12(b)(3) “Budget Line Item Definitions” where it is stated, “For every subcontract that involves development services or deliverables and is not expected to be awarded on a fixed price basis, separate spreadsheets must be submitted,” could USAID please provide a definition and parameters for “development services?”

A.73 FAR-35.001 provides the definition of the development services.

Q.74 General: Is there an incumbent performing this work currently, and if so, can USAID provide the contract number?

A.74 The solicitation is for a new freestanding contract with no prior incumbent contractor.

Q.75 General: Please provide USAID's latest Local Compensation Plan (LCP) for Albania.

Otherwise, it is impossible to comply with H.7 ADDITIONAL REQUIREMENTS AND PERSONNEL COMPENSATION (p. 36), section e.2, which references the LCP as applicable to TCN and CCN salaries. Without the LCP, it is likewise impossible to comply with L.12b.1.a.

A.75 USAID/Albania’s Local Compensation Plan salaries range from $10,758 to $72,283.

Q.76 General: Please provide USAID's maximum SES established rate (AWCPAS). Otherwise, it is impossible to comply with H.7 ADDITIONAL REQUIREMENTS AND PERSONNEL COMPENSATION (p. 36), sections e.1 and f, which reference this threshold.

A.76 USAID’s maximum rates are established by ADS 302.3.6.9. Solicitation is updated accordingly.

Q.77 General: Please provide an estimated award date and/or an estimated project start date for the purpose of budgeting and anticipating the due dates of the various deliverables. Alternatively, please inform if Offerors can use the date from USAID's business forecast as the anticipated award date.

A.77 The estimated award date of this procurement is on or around June, 2024. Offerors are strongly encouraged to monitor the updates of the award date on the business forecast.

Q.78 General: Are subcontractors required to be registered in SAM by the submission date of this proposal?

A.78 Subcontractors are required to be registered in SAM. This limitation does not apply to local organizations. However, local organizations that will be proposed by the Offeror as subcontractor must be registered in SAM prior to the award.

Q.79 Cover Letter (p. 1) and H.2 AIDAR 752.225-70 SOURCE AND NATIONALITY REQUIREMENTS (FEB 2012) (p. 33) and H.3 AUTHORIZED GEOGRAPHIC CODE (p. 34):

USAID designates the…