Amendment No 1_Request for Qualifications_Solicitation No 72027819R00005_Vertical Structures AE IDIQ_signed.pdf

Attachment #1

Notes: Vertical Structures A&E IDIQ Pre-proposal Conference

The USAID/Jordan Vertical Structures Architect-Engineer (A&E) Indefinite-Delivery, Indefinite Quantity (IDIQ) Contract conference commenced on Thursday, January 16, 2020. The purpose of the conference was to provide proposal submittal guidance on the Request for Qualifications (RFQ) that was posted on beta.sam.gov on December 23, 2019. A total of 11 engineering firms were in attendance. The USAID project team presented on USAID business practices and requirements for proposal submittals and activity delivery. Time was allotted for informal questions and answers.

It was noted that any questions and/or answers related to the solicitation throughout the conference were not official and that all questions must be formally submitted in writing to JVS@usaid.gov by January 23, 2020 12:00pm. Formal questions and answers are published as a separate attachment to these conference notes as part of Amendment No. 1 to the RFQ. Also enclosed as separate attachments are the PowerPoint Presentation (PPP) and amended sections of the RFQ.

Welcoming remarks by Rami Abu Ktaish: Engineer, USAID Education and Youth Office

-The purpose of the Vertical Structures activity is to provide the Government of Jordan (GOJ) with support services from multiple local A&E firms. Services will be performed through Task Orders for the rehabilitation and construction of infrastructure primarily in the area of public buildings (vertical structures) including health facilities, schools, and other infrastructure works that USAID may specify and describe. These services will strengthen the development impact, sustainability, and cost effectiveness of USAID/Jordan’s infrastructure investments across education, health, economic, energy, and governance sectors.

- USAID expects to design about 30 new schools and 20 kindergartens including their facilities through the Vertical Structures A&E IDIQ.

-The Task Orders under the A&E Indefinite Delivery Indefinite Quantity (IDIQ) contract are expected to include designing new schools and health facilities. This Multiple Award IDIQ contract will be a contract issued by USAID/Jordan to Jordanian A&E firms.

http://beta.sam.gov/ mailto:JVS@usaid.gov

-During the conference, we will explain in detail, general and technical requirements of the contract, planning, design, climate risk, gender consideration, branding and marking, CPARS.

Welcoming remarks by Andreea Surdu: Contract Specialist, USAID Acquisitions and Assistance Office

-USAID/Jordan acquisition overview and proposal compliance review

- Attendees were requested to submit questions in writing by January 23. Any responses to questions asked during the conference are not official and subject to correction. Final answers will be posted with Amendment No 1.

-Overview of USAID history, diversifying our partner base, focus on value: performance and delivery

-Compliance overview, to do business with USAID, you need to register in SAM.GOV. You must have DUNS number ( https://www.dnb.com/duns-number/get-a-duns.html ) and NCAGE Code ( https://eportal.nspa.nato.int/AC135Public/CageTool/home ). - In Proposals, section L.2.d:

you need to be considered Valid Jordanian AE firms to be selected for this proposal, Only Jordanian AE firms currently registered as Class IA geographic code 937 are valid

-Must adhere to all RFQ instructions.

-Accurate and complete information: penalties for false statements prescribed in 18 U.S.C. 1001.

-Respond to every instruction in full exactly as requested.

Welcoming remarks by Dr. Issam Omar: Senior Engineer, USAID Education and Youth Office

Clarification from Rami :

Specialized experience is the past experience for the A/E firm, and offerors will need to list five projects (activities) that are similar in scope and complexity to our activity (vertical structures).

You may submit A/E services and designs submitted to for roads and water projects, however they are not really related to our IDIQ project.

Vertical structure means the designs of buildings, including the components of the building.

https://www.dnb.com/duns-number/get-a-duns.html https://eportal.nspa.nato.int/AC135Public/CageTool/home

Q. Only schools and hospitals?

A. No, all vertical structures. It is related to all buildings, but hospitals and schools are the primary focus.

Clarification by Rami on Financial Capability:

The purpose of submission of documents to demonstrate for Financial Capability are to demonstrate that your company is financially capable of performing the work. The information to be provided as requested in the RFQ are for example financial records that could be from your accounting system or from the bank you deal with. Any information that proves that your company could handle this contract financially.

Q. We signed for SAM and DUNS but what is the cage is it something new that we have to sign in or a by-product?

A.If you are registered in SAM, then you should have your N-CAGE code, but it should be renewed on an annual basis. We advise that you should check your annual registration to make sure that your status is registered. Please make sure that you get your N-CAGE sooner rather than later because it will take some time to process. Note: Links to SAM, DUNS and N-CAGE are provided above.

Q. You mentioned the technical evaluation criteria about the evidence of responsibility, what is the acceptable evidence for that? Do you mean testimonies from clients or summary of our responsibilities?

A.We refer you to section L, page 115 for a detailed description. You just need to respond to it.

Financial capability is part of your evidence of responsibility.

Q. You said that we have to say that we are responsible in terms of project time and budget.

How could we present that? Are we going to present the schedule and plans for our projects to show time and budget?

A. Part of it could be read through the past performances, if you have a record of your CPARS and if it shows that you are responsible, that would work. However, it will depend what kind of reviews you got on your CPARS. Part of it also could be recommendation that you get from people, the results of your projects

Q. For Team composition: USAID has restricted five pages to the CVs, but what if the team was larger than 5 or 6 people? You stated that you wanted two key personnel, the IDIQ Manager and a Design Manager in the RFP and apart from those, there should be a team composed of engineering disciplines. So, could we present the team CV if they are more than 5? Should we add an annex for that?

A. This is an excellent point to highlight. We are going to amend Key Personnel to have only 1: the IDIQ Manager. The rest will remain the same. We will have five engineering disciplines including the Construction Manager, Mechanical Engineer, Structural and Architect. You need to submit a CV for each one of them. This means 6 pages for 6 people.

Q. Organization chart: Is it the original organization chart of the company or is it the specific organization chart for the key personnel in the RFQ?

A.This is Item No. 3 related to the capacity, so you have to submit the organization chart for the entire IDIQ, including the the people assigned to implementation of any task order. So your chart will involve the key personnel along with the 5 engineering discipline individuals and any other personnel important for the implementation. The chart should show a line of communication and responsibilities for everyone. This will be part of your capacity evaluation. You should also submit a narrative for this organization chart.

Q. Past performance project: It is related to vertical structure, but what about the service?

Do we show design or design and supervision?

A.This IDIQ is for architect and engineering services for vertical structures and the main component is the design, but it might contain construction management services. So please provide your construction management experience.

To clarify, construction management services will be limited because construction supervision will be implemented through host country contracts. Past performance should be linked to the references that you provide. It should also be clarified that because the first two Task Orders are design focused, any limited construction management services you provide will be mostly design consultation. We do anticipate, however, that some of the other Task Orders later on will focus on a wider range of construction management services.

Q. It is a bit strange to separate design from supervision, why is that?

A. USAID is a development agency where one of our development objectives for Jordan is to work with the GOJ to build its technical capabilities. Our model of USAID contracting for the design of infrastructure and partnering with the Ministry where they have responsibility for construction and supervision is a common model we have used in many countries where USAID has a presence. It is more efficient to have a design completed by USAID and work with the Ministry to build its capacity to manage the supervision of the project.

Q. Do we have to fill Part one, which is the contractor information, and send Part Two to clients to be filled in or USAID will send Part Two to our clients?

A.It is the responsibility of the company to complete the form in accordance with the instructions and the completion certificate is not enough.

If there were major issues with the referenced projects, please show what corrective action were taken to overcome it. It is a great example of responsiveness and responsibility.

The company (i.e. the offeror)will complete Part 2, but we will call references cited in Part 2 to validate.

Q. Elaborating on my question regarding the experience for TO1 and TO2: Should we provide in our experience that we built schools and hospitals? Is it enough to provide that for vertical structures or should it be a mixture of two? If the submission is only for schools, does that mean that they are disqualified?

A. The different Task Orders will include schools, hospitals and other structures, so it does not disqualify you but this might impact the rating for schools and hospitals because the first two Task Orders are for health facilities and for schools.

Q. Should the staff of our company be registered with the engineering association and have a record of engineering with our company, or shall we involve new staff in it?

A.It is preferred that your staff will be registered with your companies and it is better to show that they will be part of the project that you have implemented. This will also present the qualification of the company. In the key personnel part, you must show that each individual that your company proposes is part of the company. Their past experience should be experience as a part of your company.

Q. Financial capabilities of the firm, should it include the past three Trial balance for the financial statement or should it include something else?

A.The more information the better. Please submit this question officially so that we can modify it accordingly. That being said, there are still page limitations. Give the information that is most relevant and that will provide concise evidence that your firm is financially capable.

Q. For the past experience project we are providing: Should it be in the last 5 or 7 years?

Page 109 says it should be in the past 7 years and page 111 says it should be for 5 years.

A. Page 109 and page 111 are referring to two different things: Past Experience and Past Performance. However, we realize that maybe not a lot of you had the ability to implement projects over the amount of 3 million over the past five years, so we will consider amending the period to 7 years to include more opportunities for constructions over 3 million. We prefer that the same project in the past experience will be listed in the past performance. Please submit a request for USAID to increase the past performance into 7 years to match the past experience. Performance could include projects under the value of 3 millions.

Q. Is the CPARS enough for USAID? If yes, it is more than 3 pages for each CPARS ?

A.You have to fill the same information.

Q. Are joint ventures allowed?

A. Yes.

Q. Can projects currently in progress be considered as past experience?

A. It depends. Have you been rated on these projects? Do you have a written history on your performance? If you have strong records of evaluation from references, like a C-PARS for a project that is ongoing, you can submit those.

Q. Past performance: Do we need two pages per project in order to give properly the needed information?

A.Please submit it as a formal question. It is not how many pages; it is only how having the best information. This is the main focus: How well you can show us your performance within the page limitations.

Q. Past experience: are you going to consider the regional or just national?

A. It depends. We may consider any experience that we could verify, but if all of your provided projects are outside Jordan, this is may make it more difficult to verify.

Q. Financial Capacity: What is your financial parameter so that we could ask for a certain parameter that USAID will need?

A.I don’t think that we can limit something like that to certain formatting. Please submit your question so we can get a better idea of what you mean, but it sounds like you are asking for information that might be limiting.

Q. Filling forms: retype the forms or fill it as it is?

A.Type what you can in the forms, but there are added annexes that could be used. Everything in general should go inside the provided space.

Q. Joint venture with international consultant is not allowed?

A.Both firms are responsible legally. If you are a joint venture with an international firm, this could be a problem from the qualification point of view as this IDIQ is open for 1A local firms.

So what you will end up with another firm that does not have the same qualification? The compliance should be the same for both firms. This also applies to sub-consultants.

Q. The font is 12 new time roman even the annexes?

A.Yes

Q. Construction manager and Key Personnel: If you are focused mostly the ones are in the design phase, how we could show the link between the design Manager and Construction?

A.If all the projects that you will submit are design projects, I don’t think it should link the construction manager, but you should provide the CV for the construction manager as part of the professional qualifications. You will not indicate in section E as part of the project.

Even your other engineers might not be a part of your previous projects, please clarify that. Also, please note, again, that we will be amending the requirement to remove the Design Manager.

This is no longer a Key Personnel position.

Q. Are the qualifications for the key individuals mentioned in the RFQ?

A.We refer you to section L and Amendment 1 of the RFQ.

Q. What is the limit of the cost impact in case the contractor makes any error.

A. Architect-engineer contractors shall be responsible for the professional quality, technical accuracy, and coordination of all services required under their contracts. A firm may be liable for Government costs resulting from errors or deficiencies in designs furnished under its contract.

Therefore, when a modification to a construction contract is required because of an error or deficiency in the services provided under an architect-engineer contract, the contracting officer (with the advice of technical personnel and legal counsel) shall consider the extent to which the architect-engineer contractor may be reasonably liable. The contracting officer shall enforce the liability and issue a demand for payment of the amount due, if the recoverable cost will exceed the administrative cost involved or is otherwise in the Government’s interest. The contracting officer shall include in the contract file a written statement of the reasons for the decision to recover or not to recover the costs from the firm.

Q. Who will be giving the Approval for the technical submission of the design?

A. At the task order level, there will be several stages of review and approval of required design deliverables. USAID will provide the final approval at each stage of design as documented in the task order with consultation of the applicable Ministry.Q: Environmental assessments: If the project has a positive impact, should it be part of the ministry of environment approval?

A. Upon awarding the Task Order, awardees will need to consult the USAID environmental officer here in Jordan to get his feedback on how to prepare it, and there are USAID regulations that you can refer to. The regulations have detailed information. USAID will provide you with the initial environmental examination , and will give you the category of exactly what is needed from your side. If there is a need to comply with GOJ, We should comply with them.

Q: Could you email editable copies of the forms to us?

A: The standard forms you need for submittal (like the SF 330) Can be found online. This is where we find them. There is a standard government forms library. Google GSA Forms library.

The link is also provided here: https://www.gsa.gov/reference/forms .

Q. Regarding Jordan’s new design timeline , shall we go with it or with the proposed time schedule.

A. Yes, if it is related to the Task Order. However, at this stage, the focus is on IDIQ, the A&E firms should comply with and meet the timeline provided.

Q. You mentioned the organizational chart and how to present it, and it should show everything, including personnel, and key individuals and their needed staff such as sub https://www.gsa.gov/reference/forms contractors, etc. In the IDIQ: shall we look at the table which has the 23 individual experts, to be included there without their names?

A.You should have 6 CVs with their names. I think you are referring to the long list of individuals for the salary rates in Section B, yes? These individuals are not part of the evaluation.

In the future we will discuss with the technically qualified IDIQ holders their daily rate estimate.

This is at the cost proposal stage.

Q. After shortlisting or selecting the 3 to 5 IDIQ contractors, would there be a Request for Cost Proposal or will all cost be negotiated at the Task Order level?

A.There will be a cost negotiation at the IDIQ level. After selecting the highly qualified holders, we will reach out to them to discuss the fees, which is close to the profit. The first Task Orders will be fixed price task orders, as it is related to the designs. For other types of Task orders, that will be cost plus fixed fee, so we need to agree with you on the fee. Again, this will be in the IDIQ stage before issuing the requests for Task Orders. At the IDIQ stage, we will agree on the key personnel and their daily rate estimated.

Q. Is there a timeframe for the IDIQ?

A. The life of the IDIQ contract is 5 years.

Q. I understood that we will receive your questions by Jan. 31st, so we will have two weeks for the preparation of the technical proposal, is there any consideration of extending the time for submission?

A. No. Please see Amendment 1.

1/16/2020 Pre-Proposal Conference 1

Attachment #2:

Vertical Structures A&E IDIQ Activity

Pre-Proposal Conference

January 16, 2020 Amman, Jordan

1/16/2020 2

• Diversifying our Partner Base -New partnerships -Local Set-Aside

• Engaging our Stakeholders

– Enabling Partners: outreach on the Acquisition process

– Sources Sought, Pre-proposal conference, Q&As

• Focus on Value

– Pay for Performance: expanding Firm Fixed Price

Contracts

– Local Set Aside

USAID Acquisitions in Jordan

1/16/2020 3

Proposals: Compliance Overview

• Register in sam.gov

• DUNS # and NCAGE Code #

• You MUST have all 3

1/16/2020 4

Proposals: Compliance Overview: Section L continued

• Section L.2.d: Only local AE firms currently registered as Class 1A

• geographic code 937

• Must adhere to all RFQ instructions or may be eliminated

• Accurate and Complete Information: penalties for false statements prescribed in 18

U.S.C. 1001.

• Respond to every instruction in full exactly as requested

• Sample TOs are for your information only and are not to be addressed in this rfq

• L.4: Submission/Delivery Instructions: ex: English,Electronic, PDF, Times New Roman 12 pt font

• don’t be late! Closing date/time: February 13, 2020 at 12:00pm Jordan Time

• JVS@usaid.gov

1/16/2020 5

Proposals: Compliance Overview: Section L

• Section L.5: Complete SF330: including signature by an authorized representative

• Table for page limitations and direct preparation instructions on page 108.

Proposals: Compliance Overview: What NOT to do

• Instead of proposal, or along with proposal, sending us a blanket capabilities statement

• Repeating in the RFQ and stating that your firm can do it and do the best job

• Providing information we asked for in one section in another section

• Changing the format to anything other than what was asked

• Not providing something we asked

• Submitting one week, one day, 1 hour, 1 minute late

Q&As

1/16/2020

Please take 10 minutes with your team:

● Review what we’ve discussed so far

● Write down your questions

● We will discuss as a group

**Please note that this session acts as a brainstorming session to help you form your final questions. all final questions MUST be submitted in writing by January 23, 2020. Any questions and answers discussed during the conference will not be considered complete and final. All official answers will be administered to everyone through an Amendment to the solicitation.

duration: 30 minutes

Coffee Break

Vertical Structures in Jordan: Context and Objectives

Development Challenges ❏ Growing population ❏ quality of basic education ❏ access to quality health facilities ❏ Syrian refugee influx

Contract Objectives

● Support the GOJ by providing Architectural and Engineering (A-E) services, primarily in the area of public buildings, including health facilities, schools, and other vertical infrastructure (30 schools, 20 KG, 4 Health facilities, etc).

● Major anticipated activities will be with the Health and Education offices (DESIGN). For other offices, EDE and DRG, other type of buildings will be designed (institutional and services buildings).

PAST USAID-Related Interventions (since 2006) ❏ JSEP - Jordan School Expansion Project ❏ SKEP – Schools for a Knowledge Economy Project ❏ IHSR – Integrated Health Services and Resiliency ❏ JSP – Jordan School Project 10

Vertical Structures in Jordan: Context and Objective

1.Planning

❏ Site Visits, Meetings, and Data collection ❏ Needs Assessment ❏ Site Selection

2.Design

❏ Components ❏ Stages and Review Process ❏ Coordination, Stakeholder and community engagement ❏ Deliverables / Design Package ❏ Other requirements

1/16/2020

Vertical Structures in Jordan: Required A&E Services

3.Tendering

❏ Prepare and validate tendering requirements and documents – MPWH ❏ Organize the construction site visits and help during pre-bid conference ( Construction contractors –

HCC)

❏ Assist USAID and GOJ in technical evaluation / cost proposals analysis, upon demand ❏ Participate in construction site handover

4.Construction Management Services

❏ Site Supervision NOT Included ❏ Limited CM services for certain task orders / design consultation

5.Cross Cutting Services ❏ Institutional Capacity Building - e.g., training to support startup of newly constructed schools ❏ Studies ( for future potential projects) ❏ Monitoring and Evaluation

1/16/2020

Vertical Structures in Jordan: A&E Services (continued…)

●USAID Environmental Compliance Requirement – (22CFR216) ❏ IEE – Threshold Determination for Activity (EA and EMMP) ❏ Climate Risk Management ❏ Consult with Mission Environmental Offices and Climate Integration lead

●Gender Considerations – for Working Team and Designed Buildings

●Branding and Marking

●Deliverables and Reporting – IDIQ vs TOs

●CPARS : Contractor Performance Assessment Reporting System ❏ Professional Quality of Design - Liability

1/16/2020 13

Vertical Structures in Jordan: Other Technical Requirements

Contractor Responsibilities Responsibility for the Design:

• The Contractor shall be responsible for the professional quality, technical accuracy, and the coordination of all designs, drawings, specifications, and other services furnished by the Contractor under this contract.

• The Contractor shall, without additional compensation, correct or revise any errors or deficiencies in its designs, drawings, specifications, and other services.

• Neither the Government’s review, approval or acceptance of, nor payment for, the services required under this contract shall be construed to operate as a waiver of any rights under this contract or of any cause of action arising out of the performance of this contract, and the Contractor shall be and remain liable to the Government in accordance with applicable law for all damages to the Government caused by the Contractor’s negligent performance of any of the services furnished under this contract.

Responsibility for the Design:

• Design standards and guidelines.

• Design concept vs project goals.

• Who owns the designs?

Relationships/Collaboration with Other Stakeholders:

• Government of Jordan counterparts

• Local communities

• Other USAID funded projects

• Local stakeholders

• International organizations and donors

Firm Fixed-Price Contract:

● A firm-fixed-price contract provides for a price that is not subject to any adjustment on the basis of the contractor’s cost experience in performing the contract.

● Payments are based on complete agreed upon deliverables

Understanding “ Design with Funding Limitations”

• The Government may require the architect-engineer contractor to design the project so that construction costs will not exceed a contractually specified dollar limit (funding limitation).

• If the price of construction proposed in response to a Government solicitation exceeds the construction funding limitation in the architect-engineer contract, the firm shall be solely responsible for redesigning the project within the funding limitation.

Q&As

1/16/2020

Please take 10 minutes with your team:

● Review what we’ve discussed so far

● Write down your questions

● We will discuss as a group

**Please note that all final questions MUST be submitted in writing by January 23, 2020. Any questions and answers discussed during the conference will not be considered complete and final. All official answers will be administered to everyone through an Amendment to the solicitation.

Rami Abu Ktaish Dr. Issam Omar

Technical Proposal Submittals: Best Practices

❏Eligibility - Grade 1A Classification: VALID Class 1A certificate in the field of buildings – As classified by MPWH

❏Use clear, correct, and concise English.

❏Follow all requirements in:

❏Section L “ Instructions, conditions, and notices to Offeror.”

❏SF 330 is the standard form. Don’t modify or change the form. Signed by Authorized

Representatives

❏Cost is not part of the technical proposal

❏Adhere to page limit

❏Deadline dates / time

❏Cost is not part of the technical proposal

❏Project References – (Available, Related, with Updated Information)

❏Sufficient Evidence of Responsibility and Financial Capacity

Technical Proposal Submittals: Best Practices

• Most highly technically qualified firms are chosen first, and those firms will be sent a Request for Cost Proposal

• Cost proposal submission instructions will be sent with the Request for Cost Proposals

• Short turnaround time to receive proposals: ~1 week

• Negotiations ~1-2 weeks

• During negotiations, if a mutually satisfactory contract cannot be negotiated, the offeror will be notified and negotiations will be concluded.

Negotiations will be initiated with the next firm on the final selection list

• 6% of estimated cost for construction

• limitations on subcontracting to firms agreed upon during negotiations

• Cost Proposals will be IDIQ level at this stage.

Task Order Cost Proposals will be sent out when Task Orders are competed against the IDIQ winners

Cost Proposal Submittals:

Best Practices

Final Q&As

1/16/2020

Please take 10 minutes with your team:

● Review what we’ve discussed so far

● Write down your questions

● We will discuss as a group

**Please note that all final questions MUST be submitted in writing by January 23, 2020. Any questions and answers discussed during the conference will not be considered complete and final. All official answers will be administered to everyone through an Amendment to the solicitation.

1/16/2020 24

THANK YOU!

Attachment #3

Vertical Structures A&E IDIQ Questions and Answers

The following are a collection of questions sent by firms to the JVS@usaid.gov email as a follow-up to the Pre-Award Conference held on January 16, 2020.

1. As mentioned in the conference, we understand that joint ventures and associations will be allowed only if all parties are local Jordanian companies with Class 1A based on MPWH classification, i.e. joint venture between local Jordanian consultant and an International consultant will not be allowed. Please confirm.

A: Confirmed. All joint ventures must consist of only Jordanian firms that hold a Class 1A Certification as defined by the Ministry of Public Works and Housing (MPWH).

2. Please advise if the experience of sub-consultants will be considered as part of the evaluation (Prime Consultant – Sub Consultant).

A: The experience of subcontractors will not be evaluated as part of prime contractor’s specialized experience.

3. The Past Performance Information form (PPI) is tw o pages. As you asked to fill 5 forms for 5 projects within limit of 5 pages. How we can constrain with the page limitation?

A: The page limitation for Past Performance has been extended to 10 pages. Please refer to Amendment No 1, Section L.5 for additional page limitation extensions.

4. Please amend the page limitation for the past performance section to 10 pages instead of 5, as we are requested to fill 5 past performance forms for 5 projects and the standard number of pages for the form -as provided from your end- is 2 pages.

A: Please see response to Question #3.

mailto:JVS@usaid.gov http://pages.as/ http://pages.as/

Request for Qualifications (RFQ) 72027819R00005-Amendment#1 USAID/Jordan Vertical Structures A&E IDIQ

5. The offeror will present documentation of past performance such as CPARS and documents to demonstrate financial capacity.

Q- Can the page limit of the proposal be increased in order to provide the required documents?

A: Please see response to Question #3.

6. R eference to Past Performance Information (PPI) template, it consists of 2 pages, and since the Consultant shall submit 5 projects, please consider 10 page limitations for this item instead of 5 pages.

A: Please see response to Question #3.

7. Referring to (PPI) part 1, section 9. what is meant by "information provided in response to

RFQ NO."?

A: The RFQ or RFP # associated with the project for which you are providing past performance.

8. Page format: You mentioned that we need to use Times Roman, size 12, is that for the attached files only? Or do we need to use it filling the (PPI) and (SF330) also? Considering that the blocks we need to fill are not capable for all information to be filled using size 12.

A: The Times New Roman, size 12 page formatting is for attachments only. It does not apply to any standard forms. When filling in the standard forms, please use a font that will either fit inside the box. If there is extra information that will not fit inside the standard form boxes, please reference it in an additional page.

9. Specify the information required for the financial capacity, e.g. Trial Balance, Financial Statement etc. and confirm on the No. of sheets to be attached and for how many fiscal years?

A: The information provided should demonstrate that your firm has adequate financial resources to perform the contract, or the ability to obtain them. The page limitation for evaluation factor #5 has been increased to 10 pages to allow for pre-formatted documents from financial institutions.

Evidence of Responsibility Narrative is included in the 10 pages and is limited to 1 page.

Generally, the last 3 years of audited financial statements will probably suffice.

10. Page 115- Technical Evaluation Criteria, E. Evidence of Responsibility Including Financial Capacity:

Q: What represents an accepted evidence of responsibility, the required documents?

A: To be determined responsible, a prospective contractor must:

● Be able to comply with the required or proposed delivery or performance schedule, taking into consideration all existing commercial and governmental commitments;

● Have a satisfactory performance record (See FAR 9.104-3(b) and Subpart 42.15). A prospective contractor must not be determined responsible or non-responsible solely on the basis of a lack of relevant performance history, except as provided in FAR 9.104-2;

● Have a satisfactory record of integrity and business ethics;

● Have the necessary organization, experience, accounting and operational controls, and technical skills, or the ability to obtain them (including, as appropriate, such elements as production control procedures, property control systems, quality assurance measures, and safety programs applicable to materials to be produced or services to be performed by the prospective contractor and subcontractors). (See FAR 9.104-3(a));

● Have the necessary production, construction, and technical equipment and facilities, or the ability to obtain them (See FAR 9.104-3(a)); and

● Be otherwise qualified and eligible to receive an award under applicable laws and regulations (e.g., Equal Opportunity, Clean Air and Water, etc.).

● Have adequate financial resources to perform the contract, or the ability to obtain them (see FAR 9.104-3(a))

11. Please advise if we should include the company’s financial statement in section H-iii (Evidence of Responsibility). If yes, kindly advise the allowed number of pages for the financial statement.

A: Please see response to Question #10.

12. Reference to “Evidence of Responsibility, including Financial Capacity”, is it permissible for the Consultant to submit supporting documents as evidence (i.e., financial audited statements, letter from the Bank, … etc.) as Annex to the submission? If yes, will there be any limitations to the page numbers?

A: No. Supporting documents are subject to the page limitation.

13. As mentioned in section L, Past Experience was specified for the last 5 years, and past performance was specified for the last 7 years, please confirm if both could be adjusted to 7 years.

A: Past Experience was specified at 7 years, and Past Performance was specified at 5 years. Past Performance has been amended to 7 years. Please refer to Amendment No. 1.

14. Reference to SF-330 Section F, it is requested to present 5 relevant projects within the last seven years, and reference to Past Performance Information, it is requested to present recent contracts performed within the last five years, please confirm accepting the PPI references within the last seven years if they are the same of the projects added in Section F.

A:See Response to Question # 13.

15. In PPI, clarify what is required from items 7, 8 and 9 (contractor, other, Information Provided in Response to RFQ No. subsequently).

A: 7 refers to the contact person you are using as a reference 7a: The name of the person who was the Contracting Officer of the project for which you are providing the Past Performance 7b: The name of the person who was theTechnical Officer (aka the COR) for the same project 7c: Project Description: Give brief description of the same project 7: Name of the Prime Contractor for the same project (could be your firm if you were Prime) 8: Any other information you wish to provide about the same project that you think would be useful 9: The Solicitation # of the same project

16. In PPI, Part II, please elaborate what is required by “Note: The actual dollar amount of …”

A: The “Note..” at the bottom of the PPI is stating that, if you were the Prime Contractor in the sample project you provided for PP, then in Block 4 of Part II, instructs you to disclose how much money from the project went to your subcontractor. If you were the subcontractor in the sample project you provided for PP, then Block 4 of Part II, instructs you to disclose how much money from the contract went to you as a subcontractor.

17. In the attached form J-8 “CONTRACTOR EMPLOYEE BIOGRAPHICAL DATA SHEET”:

confirm whether this sheet should be filled and attached to the submission or not? It is not part of attachment J-1 SF330.

A: The Bio Data sheet is NOT part of attachment J-1. This sheet is required only for Key Personnel. The only Key Personnel for the IDIQ is the IDIQ Manager. In addition, Bio Data sheets are NOT to be submitted at the technical proposal stage. Please refer to Amendment No.

1.

18. It is assumed that ATTACHMENT J-8 BIO DATA SHEET AID-1420-17-6-13-19 is to be submitted during task order stage as it includes salaries and financial details, therefore Contractors need to only submit the Resumes in SF330 Section E. RESUMES OF KEY PERSONNEL PROPOSED FOR THIS CONTRACT at this stage. Please confirm.

A: Please see response to Question #17.

19. Please advise if we should fill out form J-8 (BIO DATA SHEET AID-1420-17-6-13-19), as it is was included in the attachments part of RFQ.

20. Reference to “Contractor Employee Biographical Data Sheet”, please confirm if the Consultant shall submit this form for the proposed key personnel at this stage.

21. Do we have to fill the Contractor Employee Biographical Data Sheet (Attachment)?

22. Reference to RFQ Section L Page 108, six (6) Key Personnel are requested: IDIQ Manager, Architect, Construction Manager, Structural Engineer, Mechanical Engineer, Electrical Engineer, while in Section F Page 58 the RFQ refers to a Design Manager position. We assume that the Design Manager is the same as the IDIQ Manager, please confirm.

A: Key Personnel information has been amended to reflect 1 Key Personnel: IDIQ Manager.

The Design Manager position is no longer designated as Key Personnel. The other 5 disciplines are Engineering disciplines, not Key Personnel. Please refer to Amendment No. 1.

23. Page 115-Technical Evaluation Criteria A+B regarding team composition and the related experience:

Q: You defined 2 key personnel and 5 disciplines. Shall we estimate the required number of engineers within each discipline?

A: Key Personnel information has been amended to reflect 1 Key Personnel: IDIQ Manager.

Please refer to Amendment No. 1. CVs for the head of specialities (lead engineers, also referred to as Engineering Disciplines) from each five disciplines to be included (one each).

24. Is it required to nominate only the two key personnel: IDIQ Manager and Design Manager?

A: Please see response to Question #23.

25. Section F.8 “Key Personnel”, it is requested to furnish IDIQ Manager and Design Manager, whilst in the pre-award conference, it was mentioned that the Design Manager CV will not be requested for the IDIQ submission, please confirm.

26. Section F.8 Key Personnel

Would you please confirm that the minimum qualifications on page 59 are required for the Design Manager and not the IDIQ Manager (which appears to be a typographical error).

27. Please advise if we should submit CV for the Design Manager (key personnel 2).

28. Is it required to provide the names, qualifications and evidence for the non key personnel or just salaries?

A: Salaries and all cost/price related information must not be included at the technical proposal stage. A Request for Cost Proposals will be issued to the most highly qualified offerors, with instructions for submittal of salaries and cost/price submittal requirements. The Offeror shall provide names and titles of non-key staff with a letter from Jordan Engineers Association that proves that all listed staff are currently working with the Offeror.

29. Can we add our Performance Certificates issued by the clients in an annex as a proof to the PPI Forms? How many sheets is allowed?

A: No.

30. Elaborate on what information is required from the Consultant at this stage regarding attachment J-3 Branding & Marking?

A: Attachment J-3 Branding and Marking Plan should be used by the contractors as a guideline to prepare the Draft Branding Strategy Plan and the Marking Plan that should be submitted with the technical proposal. After selection of the IDIQ holders, the selected contractors will be requested to revise the plans based on USAID comments.

The Branding and Marking strategy will be discussed in detail with each individual offeror that is selected, and all necessary revisions will be made with further guidance at that stage. For the purposes of submitting the Branding and Marking Strategy with this technical proposal, please submit using your best judgement for what will work for your firm while abiding by the guidance in the template. For more information on USAID Branding requirements, refer to https://www.usaid.gov/branding .

31. Although RFQ in Section L Page 113 states that Contractors must provide a four (4) page maximum narrative describing its Branding Implementation Plan (BIM) and a marking plan (MP), however based on our experience with USAID qualification forms, we assume that we only need to enclose ATTACHMENT J-3_ Branding and Marking Guidance and Template to ensure our compliance with the USAID Branding and Marking Plan, kindly confirm.

A: Please see response to Question #30.

32. Branding and Marking Guidance and Template for Acquisition Awards

Please advise what does the “Date of Plan” under the Branding Strategy Template refer to.

A: Please see response to Question # 30.

33. Page 116-C. Capacity: How the organization chart included in section D will enable offeror to effectively carry out tasks similar to those described in the statement of work:

Q- Do you mean the original Organization chart of the company or the suggested one for the specific statement of work?

A: The Organizational Chart shall represent the offeror’s current structure with emphasis on the staff that may be involved in the potential work tasks listed in the RFQ.

34. Page 112 point 1) the contractor must have the necessary production, construction and technical equipment and facilities or the ability to obtain them.

Q- Please clarify what kind of equipment and facilities are concerned.

A: Please demonstrate whether or not your firm has the equipment and facilities to effectively deliver the requirements of the activity (as stated in Section C), or the ability to obtain equipment and facilities if your firm does not currently have them.

https://www.usaid.gov/branding

35. Page 8 – NOTE: The ceiling on fixed fee does not apply to fixed –priced Task Orders. Please Clarify.

A: A fixed fee ceiling refers to a Cost Plus Fixed Fee type Task Order. We reserve the right to award a Cost Plus Fixed Fee type Task Order at some point under this base IDIQ contract. Please note that Cost and Price will be addressed after the most highly technically qualified firms are selected. Cost/Price related matters should not be addressed in the technical proposal.

36. We believe that the best way to reach a high level of quality of design and construction is by assigning the design firm to be the supervisor of the same project. This is believed to save time, cost and minimize the need of VOs, please advise!

A: As described in the RFQ, the scope of services under the IDIQ may include a wide spectrum of services as listed in the RFQ. In general, most of the Task Orders under this IDIQ will be focused on A/E design services with construction and construction supervision services implemented under Host Country Contracts (HCC).

37. The IDIQ contract type is requested for the first time in Jordan which will need extra attention while preparing the proposal. Moreover, the answers to inquiries are expected to be issued on the 31 st of January and the submission date is on the 13 th of February.

Q- Will you please extend the time of submission by one week?

A: At this time, USAID does not anticipate extending the proposal submission deadline. The proposal submission deadline remains Thursday, February 13, 2020 12:00 pm Jordan Time.

38. Deadline for the Submission of the Qualifications

Would you please extend the deadline for the submission of the qualifications by two (2) weeks from the original submission date of February 13, 2020 to become February 27, 2020.

We would appreciate the expeditious response to the above

A: Please see response to Question #37.

39. Please extend the submission deadline in order to have enough time to complete the registration.

A: Please see response to Question #37.

40. Reference to Standard Form 1447 “Solicitation/Contract”, please confirm if the Consultant shall submit this form at this stage.

A: SF 1447 must be submitted and filled out only at the Cost Proposal submittal stage, not at the Technical Proposal submittal stage. Please do not submit SF 1447 in your Technical Proposal package.

41. Section L.5 [Instructions for Preparation of the Technical Proposal (Base IDIQ)]

● Section A: Specialized Experience and Technical Competence under SF 330 Table (page 108) provides that offerors must fill in Section F and the page limitation is 5 pages: 1 Section F for each project.

Would you please confirm that in the case of a Contractor-Major Subcontractor association each firm shall present 5 pages of Section F independently.

A: No, the page limitation applies to the proposal regardless of the number of subcontractors.

Please refer to Amendment No 1, Section L.5 for any page limitation extensions.

● Section B: Professional Qualification of the SF 330 Table (page 108) provides that offerors must submit six (6) pages of Section E (Resumes): A resume for each Key Personnel and the Engineering Discipline individuals which are specified as five (5) disciplines.

However, Section F.8 [Key Personnel] of the Request for Qualifications (RFQ) provides that the two Key Personnel are the IDIQ Manager and the Design Manager.

And Therefore, seven (7) resumes would have to be submitted under Section B to account for the Key Personnel and the Engineering Disciplines individuals.

Would you please clarify and confirm the number of personnel for which Section E is to be filled out.

A: Contractor to provide resumes for 6 personnel. In addition, Key Personnel information has been amended to reflect 1 Key Personnel: IDIQ Manager. Please refer to Amendment No. 1.

42. Section C.4 [Statement of Work]

The second paragraph of Section C.4 of page 25 provides, in part, the following:

The Contractor may be required to validate technical assessments, review design drawings, tender documents, bills of quantities, and cost estimates prepared by others.

Would you please advise whether the above projects referred to are previous USAID projects. If affirmative, would you please provide the number and details of the said projects which the Contractor may be requested to review.

A: No, “by others” means any other entity including, but is not limited to, the Government of Jordan, donor organizations, other USAID projects and other private sector and NGO entities. The scope of such services will be detailed in the designated Task Order(s) as applicable.

43. Section C.4.1.3 (a) Special Design and Cross – Cutting Considerations

The second paragraph of Article 1 (Coordination) of page 30 provides, in part, the following:

The Contractor shall coordinate with and use the available resources from other USAID projects, coordinate with such projects as needed to identify issues and challenges and ensure consistency and integration and avoid duplication as well as for developing a list of schools, hospitals, and other facilities in dire need of such improvements.

Please clarify the following:

1. The available resources (referred to above) which will be at the disposal of the Contractor for the purpose of coordination.

2. What does the term “duplication” refer to.

A: More details regarding the “available resources” will be provided at the task order level..

These resources may include previous studies, assessments, design guidelines and concepts, evaluations, etc. “Duplication” refers to repeating studies, assessments, evaluations and other efforts that would provide basically the same information available from previous projects.

44. Section L [Instructions, Conditions, And Notices to Offerors]

Sub-section C [Capacity] of page 110 requires the offerors to demonstrate that the proposed technical team has the “capacity to manage and accomplish multiple projects simultaneously within the establish time constraints”.

In order to consider the above requirement related to capacity, would you please advise whether each Task Order (i.e. Design of New Schools and Jordan Healthcare Facilities Design) will be awarded to a single contractor or multiple contractors.

A: USAID will award a single contractor to each Task Order.

45. Facilities Need Assessment

The RFQ stipulates that the Contractor shall engage with the different entities and stakeholders (i.e. MPWH, MOE and MOH) to assess the needs for the basic education throughout the country and for the healthcare facilities which are to be renovated/expanded, and submit an assessment report to USAID for approval.

Would you please advise whether the concerned entities such as the Ministry of Education (MOE) and Ministry of Health (MOH) have their own needs assessment reports - generated based on statistics - which the Contractor may rely upon.

A: The scope of works under particular Task Orders will include information regarding available previous assessments. The task orders will also specify how the A/E firm shall use the available data from the line ministries and other entities.

46. Past Performance Information

Would you please advise whether reference letters from previous clients on past projects in Arabic language are acceptable.

A: Reference letters are not acceptable.

47. As mentioned in PROFESSIONAL QUALIFICATIONS section (page 109 in RFQ); the Offeror must list proposed employees per each engineering discipline for the team proposed in Part I, Section C in SF330 form.