RFP_72026319R00003_-_TRADE_Activity_-_Questions_&_Answers_-_FINAL.pdf

Reference: RFP# 72026319R00003, TRADE Activity

Subject: Questions and Answers to TRADE Activity RFP

Date: July 24, 2019

1. Ceiling Rates for Indirect Cost: It is our understanding that the government is not requiring a cost-sharing arrangement under the subject RFP. For bidders with extensive past performance implementing prime contracts for the U.S. Government and established NICRAs, the example situations described in FAR 42.707(b)(1) may not apply. If that is the case, will the government consider waiving the requirement to apply ceiling rates for indirect costs? If not, can the government articulate its rationale for requiring ceilings on indirect costs?

USAID Answer: Section B.7 - ceiling rate information is applicable if the offeror proposes ceiling rates.

2. Please confirm that the total for “Social Insurance for Egyptian staff” [B.4 (p. 3) and attachment J.2] should be the sum of the social insurance amounts for the prime and its named subcontractors.

USAID Answer: Correct.

3. Could USAID please provide a fillable PDF or MS Word version of Section B so that offerors may complete this section, as required in Section L.7(a) of the RFP?

USAID Answer: Section L.7(a) in the RFP has been revised.

4. Can the definition of New and Expanding Export-Ready Enterprises (NEEREs) be further elaborated (initially used on p.6)? Are there specific size requirements (minimums and/or maximums)? How fast must the company be expanding to be considered "expanding"? How long can the company be in existence before it is no longer considered "new"? Also, do the definitions for SME in J.10 apply to NEEREs?

USAID Answer: Please refer to the expanded definition of NEEREs on page 7, Section C.3.

5. Can USAID provide guidance on how they would like activities under Component 1 to integrate with the anticipated activities under the upcoming Business Egypt effort?

USAID Answer: Business Egypt is in a very early stage in the design process.

6. Can USAID provide more detail about the line item "Procurement - to support Results 2 & 3"?

Guidance is provided that the contractor must procure additional equipment and necessary tools/supplies for EDA. Will those costs be under this line item? Are other agencies included such as FSA? Does USAID intend to provide guidance about how these funds will be used, or is it the responsibility of the contractor to describe how the funds will be used? Is there any guidance on how the funds should be split between Component 2 and Component 3?

USAID Answer: Procurement to support trade institutions under Results 2 and 3 must be placed under this line item. No further guidance is available at this time. Please note that the plug figure for this line item has been removed (refer to revised Section J.2).

7. Is this target for NEERE firms receiving assistance from the TRADE project, or for all NEEREs in selected sectors?

USAID Answer: The target specified is for NEEREs that are receiving technical assistance from the contractor and as per the instructions in the RFP.

If it is the latter, how does USAID define which companies qualify as NEEREs?

USAID Answer: Please see revised definition of NEEREs on page 7, Section C.3.

8. Is USAID aware of any available baseline data specifically for NEEREs?

USAID Answer: The NEEREs will be selected based upon criteria established by the Contractor (see Section F.7.1(b)). Additionally, please refer to Section E.3.C paragraph two for baseline guidance.

9. In section C.4.2. Result 2, page 10, it says “The Contractor is required to support the EDA with procuring necessary equipment…” Could USAID provide an estimate or plug figure for the amount to be spent on procurement for EDA? Is procurement expected for other entities under Result 2 or Result 3?

USAID Answer: Procurement to support trade institutions under Results 2 and 3 must be placed under this line item. No further guidance is available at this time. Please note that the plug figure for this line item has been removed (refer to revised Section J.2).

10. Previously in section C.9 of the Egypt Trade RFI released in 2017, USAID asked for a Grants Under Contract pool of up to $10 Million. In the current RFP we noticed the grants portion of the RFI has been removed. Can USAID confirm whether they have decided to omit grants from the budget or leave that decision up to the bidder.

USAID Answer: The posted RFP has no reference to Grants Under Contract (GUC).

11. USAID refers in the RFP the importance of coordinating and collaborating with other relevant USAID/Egypt programs. It would be highly beneficial if offerors had access to some of the final deliverables produced under Strengthening Entrepreneurship and Enterprise Development (SEED). Can USAID please release and attach to the RFP the relevant deliverables from USAID SEED project that have not yet been publicly released? We would in particular like to request access to the investment profiles that SEED produced?

USAID Answer: The SEED project was not referenced in the RFP.

12. In Section F.8, Key Personnel, the RFP requires the chief of party to have a “minimum of 10 years of progressively responsible experience managing complex trade-related development programs.” To broaden the pool of high-quality candidates available to effectively lead a project as technically diverse and managerially demanding as TRADE, would USAID consider revising the criteria to be less restrictive? With only a slight adjustment, for example, USAID could instead consider requiring that the chief of party have a “minimum of 10 years of progressively responsible experience managing and leading complex development programs, including trade-related projects.”

USAID Answer: The RFP has been amended to reflect this suggested language, please refer to Section F.8.

13. Under Key Personnel, the COP requirements include that “oral and written fluency in Arabic is desirable.” The DCOP requirements do not contain that statement. Is it correct that speaking Arabic for the DCOP is not considered a high priority for the candidate proposed for that position?

USAID Answer: Whether Arabic proficiency is a "high priority" is the offeror's decision, the RFP reflected minimum requirements.

14. Is USAID looking for Arabic proficiency across all key personnel?

USAID Answer: The RFP reflected minimum requirements for Key Personnel.

15. Contract completion and Fixed Fee Payment: For the purposes of measuring completion and developing a schedule for fixed fee payment, should bidders assign fee values to the deliverables table in Section F.6? From Section G.4 it is our understanding that fee will be assigned to the deliverables described in Section F.6.

USAID Answer: Please refer to Section B.5 for clarification on the payment of fixed fee, no fixed-fee payment schedule is required.

16. We consider it likely that candidates to be proposed as Key Personnel on Egypt TRADE will have been engaged with their current employer for multiple years. Restricting references to the past three years may force candidates to disclose their willingness/intent to leave their current employer (assuming referees are contacted prior to award of the Egypt TRADE contract). To mitigate this potential unintended consequence of the procurement process, would USAID consider revising the requirement in Section L.5.d.4.i (page 115) to references within the past five (5) years?

USAID Answer: Please see revised Section L.5.d.4(i).

17. For budgeting purposes, can you provide an expected start date?

USAID Answer: The anticipated duration of the TRADE Activity is five years.

18. On page 59, under Section H.15, Additional Requirements for Personnel Compensation, the RFP states that for U.S. staff, “Annual increases (e.g., cost of living, merit, promotion increase, or any other type) of not more than 3% of the current labor pool may be granted after the employee’s completion of each twelve-month period of satisfactory services under the Contract.” For TCN and CCN staff, the RFP states that “Annual salary increases of not more than 5% (includes promotional increase) may be granted after the employee’s completion of each twelve months of satisfactory service.” Furthermore, the RFP states that annual salary increases exceeding these limitations and the maximum salary of the highest Foreign Service national (FSN) position on the Local Compensation Plan (LCP) requires contracting officer and mission director approval, respectively. We respectfully request that the restrictions on salary increases of not more than the annual cost of living allowance received by federal General Schedule employees be removed from the RFP as this limitation on salary increases may preclude contractors from following their established policies, procedures, and practices, as required by AIDAR 752.700.

USAID Answer: Section H.15, regarding salary increases, pertains to base salary increases, and it is the Offeror's decision as to what benefits and allowances will be offered.

19. Per Section H.15 of the RFP, (c) Consultants, (1) U.S. Consultants (page 59), “Compensation must not exceed (A) the highest rate of annual compensation received by the consultant during any full year of the immediately preceding three years or (B) the maximum daily salary rate as described in H.15, whichever is less.” We respectfully request that this salary restriction be removed from the RFP as it appears to be inconsistent with AIDAR 752.7007 Personnel Compensation, incorporated in the contract under Section H.15 (page 58), 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 752.700.

USAID Answer: Sections H.15 (a) and (c), under Additional Requirements for Personnel Compensation, have been revised.

20. CCN and TCN Benefits: Section H.15. Personnel Compensation, Additional Requirements for Personnel Compensation (a)(2) notes that CCN and TCN staff generally be extended the same benefits as TCNs and CCNs employed as direct hires by the USAID Mission. Attachment J.6.

details the maximum and minimum salary thresholds for discrete FSN grades but does not articulate the benefits provided by the Mission. For the purpose of adequately costing our proposal for the government’s consideration, will the government consider providing details of the benefits provided to Mission CCN and TCN staff?

USAID Answer: The LCP in Section J.6 reflects base salary maximum values. It is the offeror's decision as to which benefits are included.

21. Headquarters-based staff compensation: Section H.15. Personnel Compensation, Additional Requirements for Personnel Compensation (b)(1) is structured and worded assuming that U.S.

staff will be 100% assigned to the contract workforce, such as may occur for expatriate staff engaged specifically under any contract that may result from this solicitation. Palladium’s cost allocation methodology requires headquarters-based staff working on a project to allocate time worked on a particular project directly to that project. Further, Palladium’s headquarters-based staff typically work across multiple programs or cost centers and are not assigned to a contract for 100% time. Will the government consider clarifying the language in this clause to apply only to field-based USNs, provided that headquarters-based staff adhere to the contractor’s established policies, procedures, practices and cost principles (per H.15(a))? Alternatively, for the purposes of administrative experience in implementing the contract, will the Government consider use of Ceiling Daily Rates or similar mechanisms?

USAID Answer: Section H.15(b)(1) applies only to field-based project staff. Additionally, RFP Sections H.15(a) and (c) have also been revised.

22. Consultant Rates: Section H.15. Personnel Compensation, Additional Requirements for Personnel Compensation (c) describes rate requirements for consultants engaged on labor hour or cost-type agreements. Section H.20 confirms that the contractor will be subject to the standard parameters of FAR 52.244-2 for the purposes of requesting consent to subcontract. For the purposes of requesting consent to subcontract for professional service consultants, will the government consider use of a streamlined approach to requesting consent, such as establishment of labor categories and rate ceilings within which the advance consent of the Contracting Officer is not required? This seems to be in the intention of Section H.15. Personnel Compensation, Additional Requirements for Personnel Compensation (c)(1) and (2), but it is not explicit. Would USAID please confirm?

USAID Answer: Subcontracts utilized under the TRADE Activity must be in accordance with

FAR 52.244-2.

23. Please confirm that the small business subcontracting plan [referenced in Section H.19 (p. 65), but not referenced in Section L.7] is not required as part of the proposal submission.

USAID Answer: Section H.19 has been deleted.

24. Section H.20, final paragraph, (p. 65) references consent to subcontract elements included at the time of proposal submission, but Section L does not reference these elements. Please confirm where such elements should be presented within the cost proposal.

USAID Answer: The Offeror is permitted to include requests for consent to subcontract within its Cost Proposal as an annex if so desired. This has been clarified in the added Section L.7(g) in the RFP.

25. Attachment J.6: Local Compensation Plan lists the FSN 10-12 range as 284,058 – 805,426.

However, our understanding is that the range for current USAID/Egypt implementers are using for FSN 10-12 is 341,615 – 968,630. Can USAID clarify if the current LCP ceiling rate is EGP 805,426? The LCP provided has a top FSN grade of FSN12. Does USAID’s LCP have an FSN13 grade? May offerors propose an FSN13 grade in line with their corporate policies and procedures?

USAID Answer: The current (as of Sept. 2018) LCP maximum annual base salary amount is EGP 861,004. Please see Section J.6 for the revised LCP. Please note that FSN grade 12 is the maximum.

26. Can USAID clarify if the LCP ranges provided in Annex J.6. are gross salaries?

USAID Answer: Please see Section J.6 for the revised LCP (current as of Sept. 2018). The LCP ranges reflect maximum annual base salaries, and not the total gross salaries.

27. Attachment J.2 indicates that offerors should incorporate a separate line item for “Activities and

Training”. Section L.7 of the RFP does not require offerors to provide a detailed “Activities and Training budget”. Can USAID please clarify if such a detailed breakdown is required? Can USAID also confirm what offerors should consider “Activities” under this line item?

USAID Answer: Please see revised Section L.7(b) in the RFP.

28. Page 59 of the RFP references Section J.6, Local Compensation Plan (Range). The LCP provided in

J.6 lists a maximum salary of 806,426, which is the FSN-12 maximum annual salary without bonus in USAID’s most recent FSN Scale from February 4, 2018. However, Section J.6 does not provide guidance or a range for Grade 13. Can USAID confirm that offerors may follow the FSN Scale from February 4th, 2018, which allows offerors to propose local salaries up the Grade 13, Step 13 maximum of 1,412,786 as a base salary? If there is a more current version of the FSN Scale, can USAID please provide a copy as part of this RFP amendment?

USAID Answer: Please see the revised Section J.6. The maximum annual base rate is grade 12, EGP 861,004 (current as of Sept. 2018).

29. Section C of the RFP indicates a significant level of equipment procurement and training for various stakeholders and beneficiaries. Could USAID please confirm that the $3M figure in the Summary Budget in Attachment J.2 is a plug figure for all anticipated procurements in support of all stakeholders?

USAID Answer: The plug figure in Section J.2 has been removed.

30. The RFP incorporates Section K Representations and Certifications. However, Section L.7 “Instructions for the Preparation of the Cost Proposal” is silent on Reps and Certs. Could USAID please inform offerors in which Part of the Cost Volume Reps and Certs should be included?

USAID Answer: Please refer to revised Section L.3(f).

31. Per Section L.6 on page 117, under Factor 3 (Past Performance Summary), the RFP requests that the offeror describe how its past performance and its team are relevant to TRADE in no more than three pages. Factor 1 (Technical Approach, Staffing Plan, and Organizational Capacity) on the same page of the RFP requests that the offeror describe its experience and that of its subcontractors with executing the tasks outlined in each of the three results presented in the scope of work. The RFP requests that both of these descriptions be included in the 20-page limit of the technical proposal body, which may be redundant for USAID reviewers. We respectfully ask that USAID consider allowing offerors to remove the requirement for an organizational capacity description and a past performance summary in the 20-page limit and instead allow offerors to include one single “past performance summary” as an introduction to the past performance information annex.

USAID Answer: Please see revised Section L.6, Factor 3.

32. Can USAID specify which currency exchange rate should be used to convert EGP costs into USD for budget purposes?

USAID Answer: The budget must be in USD, and reflect the current exchange rate at the time of submission.

33. Are small businesses required to provide indirect ceiling rates?

USAID Answer: Small businesses are permitted to provide indirect ceiling rates if they elect to.

34. In Section L.3(f) – Page 13 USAID mentions that the offerors should include Section K in order to submit an acceptable proposal but then does not detail in the cost instructions that this section is required. Where would USAID like to see the inclusion of this document?

USAID Answer: RFP Section L.3(f) has been revised.

35. Would USAID consider adding an annex where various charts and figures such as the Organizational chart can be put?

USAID Answer: The inclusion of additional annexes is the Offer's decision.

36. Can USAID allow bidders to provide a full organizational chart as a one-page annex not counting towards the 20 page limit?

USAID Answer: The inclusion of additional annexes is the Offer's decision; please refer to Section L.5(b) for page limitation instructions.

37. Page 120, Section L.7 Instructions for the preparation of the cost proposal, (d) Part 5 states “Offerors must also include letters of commitment signed by each person proposed as key personnel…” Please confirm that offerors should include personnel letters of commitment as part of the cost proposal and not as an Annex to the Technical Proposal.

USAID Answer: USAID assumes the question referred to RFP Section L.7(e) Part 5, Offerors should include letters of commitment for Key Personnel within its Cost Proposal as an annex.

38. Section L.6, Factor 3 (page 117) states that Offerors must provide “a completed Past Performance Information Questionnaire (reference Section J.9) for itself and each major subcontractor.” Sub-point 2 of the same section states “List in the Annex up to five of the most recent (within the past five years) and relevant projects managed by the Offeror.” Please confirm that Offerors are to provide up to 5 reference projects for the prime Offeror, plus up to 5 reference projects for each major subcontractor.

USAID Answer: Please refer to the revised Section L.6 Factor 3.

39. In Section L6, Factor 3, Item 2, the solicitation reads: “List in the Annex up to five of the most recent (within the past five years) and relevant projects managed by the Offeror. For the determination of a past project’s relevancy to that of the TRADE Activity, the Offeror must consider such factors as: contracts of similar size, scope and complexity that were performed in the Middle East North Africa region.” (Emphasis added). Would USAID consider removing the preference for geographic relevance (to Middle East and North Africa), in favor of allowing bidders to cite past performance in countries that share economic or social characteristics with Egypt?

40. Section L.5.d.4.i (page 115) states that “SOQs should clearly present solid evidence of the Offeror’s selection of the individual.” Please clarify what information must be provided in the SOQ in order to respond to this requirement.

USAID Answer: USAID believes that sufficient information has been provided. However, this Section has been revised.

41. Section L.6.f.3 (page 118) states “The Government intends to use its Contractor Performance Assessment Reporting System (CPARS) as the primary source for evaluating past performance,” and the evaluation criteria for Past Performance (listed in Section M.2) mirror CPAR evaluation factors. This makes the evaluation criteria appear particularly relevant to the Past Performance Questionnaires required in the proposal’s annex. Can USAID please clarify the factors to be used to evaluate the Offeror’s 3-page summary of past performance (discussed in Section L.6, Factor 3, on RFP page 117)?

USAID Answer: Information contained in Section L.6.f(3) and Section M.2 clearly state what USAID is looking for in regards to Past Performance, and the manner in which it will be evaluated. However, Section L.6 Factor 3 has been revised.

42. To enable Egypt TRADE to effectively benefit public and private trade-support institutions, please confirm that the Grants under Contract clause will be added to the resultant contract.

USAID Answer: The RFP does not reference a Grants Under Contract (GUC) component.

43. Section L.7 (b) paragraph 1 (p. 118) says to include in the Cost Proposal, “Cost Agreements with subcontractors.” Please confirm a Letter of Commitment specifying the type of intended subcontract meets the requirements for this element.

USAID Answer: Please refer to the revised Section L.7(b).

44. Section L.7 (b) paragraph 1 (p. 118) indicates bio-datas should be included in Part 2 of the cost proposal, but L.7 (e) (p.120) requires bio-datas in Part 5 as well. Please confirm that bio-datas should only be submitted in Part 5 of the Cost Proposal, and that they should be submitted for key personnel only.

USAID Answer: Please refer to the revised Section L.7(e).

45. L.7 (b) paragraph 1 (p. 118) states that the budget template (J.2) is illustrative, but in the budget template (J.2), there is a $3 million plug figure for procurement. Are we required to use this $3 million figure?

46. Given the $3 million plug figure for procurement included on the budget template (J.2), please consider revising the definition of major subcontractor listed in Factor 3 of Section L.6 (p. 117) to read, “one whose proposed cost exceeds 20% of the proposed total cost, excluding the procurement figure provided for Results 2 and 3.”

47. L.7 (b) paragraph 3 (p. 119) requests that the detailed worksheets “be provided in one large spreadsheet with linkages to the summary worksheets.” Please confirm “one large spreadsheet” means one excel file with various tabs (worksheets).

USAID Answer: Correct.

48. L.7 (b) paragraph 3 (p. 119) states, “Budget must be completed in format provided below.”

Please confirm this refers to the instructions that follow in that same paragraph.

USAID Answer: Please refer to the revised Section L.7(b) paragraph three.

49. Page 115 of the RFP requests that offerors “…include three (3) references (within the past three years)…” We ask that USAID consider accepting references for key personnel that extend back more than 3 years. This will enable offerors to showcase references that highlight skills and experiences that are most relevant to Egypt TRADE. Several key personnel candidates have also expressed concerns about sharing the reference from their current employer and/or client. Will USAID accept references that extend back more than 3 years?

50. L.7(b) of the RFP states that biodata sheets and cost agreements with subcontractors should be included in Part 2 of the Cost Volume. However, these documents are later required in Parts 5 and 4 of the Cost Volume, respectively. Could USAID please clarify which Part of the Cost Volume each of these should be included?

USAID Answer: Please refer to the revised Section L.7(b) Parts 2 and 5.

51. Section H.20 of the RFP requires that if offerors wish to request consent for proposed subcontractors in their proposal they should address the elements of FAR 44.202-2 for each subcontractor. However, Section L.7 “Instructions for the Preparation of the Cost Proposal” is silent on consent information. Could USAID please inform offerors in which Part of the Cost Volume Subcontractor Consent information should be included?

USAID Answer: The Offeror is permitted to include requests for consent to subcontract within its Cost Proposal as an annex if so desired. This has been clarified in the added Section L.7(g) in the RFP.

52. Section L.7(b) indicates that offerors must comply with “FAR 15.408, Table 15-2, I. General Instructions A, E, G and II. Cost”. However, the FAR indicates that Table 15-2 provides “Instructions for Submitting Cost/Price Proposals When Certified Cost or Pricing Data Are Required.” Since Certified Cost or Pricing Data are not required if two or more responsible offers submit priced offers or if there is a reasonable expectation that two or more responsible offerors, competing independently, would submit priced offers (per FAR 15.403-1(c)(1)), would USAID please consider removing this requirement from Section L.7(b)?

USAID Answer: Certified cost or pricing data is not required.

53. L.7(b), third paragraph, states that the budget must be completed “in the format provided below”. Can USAID please confirm that this refers to Attachment J.2?

USAID Answer: Please see revised Section L.7(b) in the RFP.

54. We assume that the Technical Evaluation Factors listed in Section M.2 are presented in descending order of importance. If this assumption is not valid, could USAID please clarify the relative importance of each factor?

USAID Answer: Please see revised Section M.2, specifying that all three technical evaluation factors are of equal weight.

55. Section M.2 states that Offerors that are not small businesses will be evaluated with regard to their past performance utilizing small business concerns as subcontractors. As is typical, please confirm that USAID will accept Offerors’ response to this criterion in an annex that will not count toward the proposal’s 20-page technical page limit.

USAID Answer: Please refer to the revised Section L.6 Factor 3 item 1.