PFMA Amendment no 1 - RFP Q and A.pdf

Public Financial Management and Administration Solicitation Number 72027820R00001 Request for Proposal Questions and Answers

Contractual Questions

No. Reference Doc Page Question

1 Cover Page 1 The RFP cover letter and Section L state that proposals are due on May 17, 2020 but do not list a time. Could USAID provide a time at which proposals are due on May 17, 2020?

USAID Answer: Date Offers Due: May 17, 2020 09:00 am EDT (16:00 Jordan Time).

2 Cover Page 1 The RFP cover letter states that the estimated budget range is $25M - $49,999,999. Could USAID please consider providing a more narrow estimated budget range for this contract?

USAID Answer: Range will be amended in the solicitation Cover Page.

3 Cover Page 1 The Cover Letter states the estimated amount of this contract as between $25,000,000 and $49,999,999. Will USAID consider narrowing this range?

USAID Answer: See answer to question number 2.

4 Cover Page 1 The current cost range provided is $24.9MM - $49.9MM.

In order to facilitate the development of the Cost Proposal, can USAID please define the target cost range more narrowly?

USAID Answer: See answer to question number 2.

5 RFP 3, Section B.4.

Please confirm that offerors are not required to provide detailed budgets for the $3,500,000 plug figure under

CLIN003.

USAID Answer: USAID confirms offerors are not required to provide a detailed budget for CLIN003.

6 RFP 4, Section B.6.

A company’s indirect rates are widely acknowledged to be proprietary and sensitive financial information, the disclosure of which could result in competitive harm and, consistent with the Trade Secrets Act, should therefore be protected from such disclosure to third parties, including to competitors. Thus we respectfully request that the Major Subcontractor’s indirect rate information not be included in the final Contract.

USAID Answer: Major Subcontractor's indirect rate information will not will not be included in the final contract. Major subcontractors may submit their Indirect rates/ NICRA directly to the CO through jordan_pfma@usaid.gov mentioning the solicitation number, and the prime bidder.

7 RFP 10, Section C.3, Sub- Objective 1.2

The RFP indicates that one of the required inputs on Objective 1, 2 and 3 includes special equipment such as computer systems/software and office equipment. Can USAID provide a plug figure that offerors should include in their budgets? Additionally, please confirm that per the guidance found in ADS 509, such special equipment will not be considered IT “used by an Agency” and therefore exempt from the IT management and approval requirements otherwise imposed by clauses H.22 and H.28 of the RFP.

USAID Answer: USAID cannot provide a plug figure to include in the offerors budgets and USAID confirms that per the guidance found in ADS 509 such special equipment will not be considered IT “used by an Agency”.

8 RFP 46, Section F.6

Several reports listed in the summary of plans, reports, and other documents in the referenced section do not have due dates for the “draft” version of reports, but mention that the final version is due within X days of receipt of COR comments, which we understand to be comments received on drafts submitted ahead of the final submission. These include the Annual Work Plan for Year 1, the Sustainability Plan, and the Gender Strategy. Should the Offeror assume that the version of the document submitted with the proposal shall be considered the “draft” version of these reports?

USAID Answer: Yes, the offeror should assume that documents submitted with the proposal will be considered the “draft” version of these requested reports.

mailto:jordan_pfma@usaid.gov

9 RFP 51, Section G.10

The preferred method for implementing grants is through a letter of credit to issue grant advances. Would USAID allow the contractor to administer a grants program without opening a letter of credit?

USAID Answer: Yes.

10 RFP 52, Section H.2.D

“Additional Requirements for Personnel Compensation” requires Contracting Officer’s approval for “initial starting salaries of all USN, TCN, and CCN consultants or employees whose salaries are charged as a direct cost…if the proposed salary is 3% higher than the employee’s current salary or wage, or the annual salary or wage received during the previous year.” Under USAID’s new instructions on the Employee Biographical Data (EBD) sheet, implementing partners must propose salaries at the market value for positions. Also in Section H.2 (parts b and c), the RFP states “Salaries and wages must be reflective of the ‘market value’ for each position” and “the Contracting Officer will consider the ‘market value’ of each proposed position and the associated minimum qualifications as defined in the position description.”

a. Considering the new EBD instructions and market value determination method, can USAID remove or revise the language contained in Section H.2.d to reflect the new requirements?

b. Page 53, Section H.2.H – This section also states that Contracting Officer’s approval is required when the proposed salary for consultants/short-term employees exceeds the annual compensation received by the consultant during the preceding year by 3%. Would USAID consider removing or revising this language to reflect the new EBD/market rate determination requirements?

Answer: Section H will be revised accordingly to reflect the new requirements.

11 RFP 52 & 134,

Section H.2., Page 52;

Section L.7

The RFP states that “Salaries and wages for long-term staff must be based on the requirements of the positions proposed and the market value of the position, and should NOT be based on the proposed individuals’ salary histories.” However, in Section H.2. on Page 52, the RFP states that initial salaries of long-term personnel must be approved by the Contracting Officer if they are 3% higher than the employee’s current salary. Based on the revised biographical data sheet, Contractors should no longer ask for salary history information, and instead should set initial salaries based on contractor policies, the position requirements, and market value. Can USAID please clarify when Contracting Officer approval is required for initial salaries for long-term personnel? Similarly, in order to retain qualified staff and to allow a Contractor to account for changing market conditions, would USAID consider removing or increasing the limit on annual salary increases in H.2(g) to 5%.

USAID Answer: Section H will be revised accordingly to reflect the new requirements. USAID however will not consider removing or increasing the limit on annual salary increases to 5%.

12 RFP 53, Section H.2(g)

States that annual salary increases may not exceed 3 percent for project staff. We respectfully request the entirety of H.2(g) be removed as it appears to be inconsistent with AIDAR 752.7007 Personnel Compensation, incorporated in the contract under Section I.3, 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 limitation on salary increases may preclude contractors from following their established policies, procedures, and practices, as required by AIDAR 752.7007.

USAID Answer: USAID will not consider removing or increasing the limit on annual salary increases to 5%, however, offerors must follow their established policies, and practices, as required by AIDAR 752.7007.

13 RFP 54, Section H.2.K

Work Week does not state whether short-term international consultants/employees may work a six-day work week while in country. Can USAID confirm that international short-term assistance may work a six-day work week?

USAID Answer: Section H will be revised accordingly.

14 RFP 59, Section H.10, This Special Contract Requirement includes the requirement that the Contractor “provide their personnel with transportation facilities.” Can the Government please clarify its intent with this requirement and what “facilities” the Contractor might be expected to provide?

USAID Answer: Sentence will be removed and revised in the RFP.

15 RFP 59, Section H.9.e

“The total value of an individual grant to a non-U.S.

NGO must not exceed $200,000.” Given that there is no regulatory ceilings that exist for grants to non-U.S.

organizations as per regulations contractors are required to follow in ADS 302.3.4.13 and ADS 303, would USAID consider removing section H.9.e.?

USAID Answer: The language on H.9.e will be removed accordingly to remove the total value of an individual grant to a non-U.S. NGO not to exceed $200,000 cap.

16 RFP 61, Section H. 13

Notes that the Contractor must submit 0 percent VAT invoices for any payments. However, under FAR 31.205-41 (a)(1) VAT is an allowable cost until such time that the contractor receives exemption. We kindly request that USAID revise this section to read “USAID will provide the Contractor correspondence to assist the Contractor in obtaining this exemption form the Government of Jordan (GoJ). VAT costs incurred prior to receiving exemption may be submitted for reimbursement in accordance with FAR 31.205-41. VAT costs incurred prior to receiving exemption may be submitted for reimbursement in accordance with FAR 31.205-41.”

USAID Answer: Ministry of Planning & International Cooperation (MoPIC) with the support of USAID will provide the contractor with VAT exemption, usually at the start date of the implementation. Until the exemption is received, in accordance with FAR 31.205-41, VAT costs are allowed.

17 RFP 68, Section H. 26

Relates to Section 508 of the Rehabilitation Act of 1973.

As the offeror is not required to procure and deliver commodities or services directly to or for USAID that adhere to Section 508 standards, and Section 508 standards apply only to Federal agencies (See E202.1 Application, and General Exceptions E202.4 of the 508 standards), we respectfully ask USAID to remove this clause from the contract.

USAID Answer: H.26 will be removed and the RFP will be revised accordingly.

18 RFP 93, Section I.9

“AIDAR 752.232-70 – Letter of Credit Advance Payment” states all payment under this contract must be by means of a Letter of Credit. Would USAID consider utilizing different mechanisms, that do not require advance payment, for cost reimbursement under this contract?

USAID Answer: Letter of Credit (LOC) method, if requested, will only be allowed for administering the Grants under Contracts component, and it is subject to the Contracting Officer’s approval. If LOC is not requested, the GUC will be administered on a cost reimbursement basis.

19 RFP 104, Part III, Section J

“Attachment J.6: Contractor and Major Subcontractor Policy for Workday, Workweek, and Paid Absences” and “Attachment J.7: Approved Subcontracting Plan” are stated as “to be attached at award.” However, Page 138, Section L.7.E and L.7.F state that these documents must be included in the proposal for subcontractors. Will USAID please confirm that these forms are required for all subcontractors?

a. Will USAID please confirm that Offerors may use their own templates for both the Workday, Workweek, and Paid Absences Policy and the Approved Subcontracting Plan?

USAID Answer: Attachments J.6 and J.7 are required for “major subcontractors” as defined in section L.4(a)(1).

Offerors are to use the attachments and not their own templates.

20 RFP 125,

Section L.5, Please confirm that offerors can submit both Technical and Cost proposals in Adobe PDF.

USAID Answer: Offerors can submit their Technical Proposal in Adobe PDF, while Cost proposals must be submitted as stated in Section L.7.

21 RFP 126,

Section L.6.A

May offerors use a font smaller than 12 point but no smaller than 9 point in textboxes as well as in tables and charts?

USAID Answer: No, unless they are part of a table or a chart.

22 RFP 126,

Section L.6.A

Can USAID please clarify the use of the term “double-sided” in the page limits for the Technical Proposal and Annexes? Does each side of a sheet of paper count as one page – i.e., are 15 double-sided pieces of paper the equivalent of 30 single-sided pages?

USAID Answer: This section will be revised.

23 RFP 126,

Section L.6.A

Separate from the cover page, will USAID allow offerors to include a cover letter in the Technical Proposal that will not be counted against page limits provided?

USAID Answer: USAID will allow offerors to include a cover letter (not to exceed one page) in the Technical Proposal that will not be counted against the page limits provided.

24 RFP 126,

Section L.6.A

Page limits for the Technical Proposal (15) and for Annexes (25) in Section L.6 (p. 126) refer to double-sided pages. The term is also found in Contract Clause 52.204-4, confirming that this refers to printed pages.

There may be some confusion over interpreting the RFP language given that proposals are to be submitted electronically and not in printed form. Please confirm that the page limits are 15 for the technical proposal and 25 for the annexes.

USAID Answer: See answer to question 22 above.

25 RFP 126 - 127,

Section L.6.A

Since Annex A has a total of 12 pages (9 pages for the key personnel resumes and references and 3 pages for the letters of commitment), the instructions require Offerors to complete the remaining 8 Annexes (Annex B – Annex I) in only 13 pages. This page allocation is insufficient to provide the information requested under these Annexes. Consequently, we request a page limit for all the Annexes of at least 40 pages.

USAID Answer: Page limitation has been increased.

26 RFP 126,

Section L.6.A

“Annexes are exempt from the fifteen (15) page limitation.

Annexes, when combined, cannot exceed a total of twenty (25) double- sided pages.” Given the requirements for all annexes, could USAID please consider increasing the total page limit for the annexes to 35?

USAID Answer: See answer to question number 25.

27 RFP 127, L.6.B.

Factor II, paragraph

Please confirm that the “key personnel resumes” discussed here are the same as the “statements of qualifications” referred to earlier in this section and in L.6.A.

USAID Answer: “Key Personnel Resumes” and “Statements of Qualifications” are not the same. For each Key Personnel proposed the SOQ should clearly explain why the individual is suited for the proposed position. Also, the SOQ should demonstrate that the proposed personnel possess the skills, knowledge and experience to function as proposed within the project team. SOQs may include items normally associated with CVs or resumes, including but not limited to information such as work experience, education, references, language capability, and progressive levels of responsibilities. SOQs should not simply be a restatement of CVs or Resumes.

28 RFP 129,

Section L.6

Could USAID kindly confirm that Key Personnel CVs should be included in Annex A?

USAID Answer: Statement of Qualifications for Key Personnel should be included in Annex A.

29 RFP 129,

Section L.6

Could USAID kindly confirm whether the past performance section is meant to have a narrative in the volume or be entirely provided in the annex?

USAID Answer: Past Performance information must be entirely provided in the annexes.

30 RFP 129, L.6.B,

Factor III, Sub-Factor

Please confirm that the elements presented under this subfactor are to be included entirely in the prescribed annexes (and not the 15- page technical proposal).

USAID Answer: See answer to question number 29.

31 RFP 132,

Section

L.6, IV

The instructions for past performance require offerors to supplement their small business narrative summary with a list of the recent contracts from the past three years for which we submitted subcontract reports to eSRS. Can USAID clarify the number of contracts offerors should provide in their list from the past 3 years?

USAID Answer: The offerors are requested to provide 3 of recent [past three years] contracts of which you submitted subcontract reports to eSRS.

32 RFP 132,

L.6, Factor IV Past Performanc e, “To supplement the narrative summary in (A), provide a list of the recent [past three years] contracts for which you submitted subcontract reports to eSRS (FAR 52.219- 9(d)(10) and a copy of any similarly recent subcontracting reports if they were not submitted to eSRS.” Given that the past three years’ reports would constitute more than 800 pages and consist of a file of more than 40 MB, could USAID please confirm that Offerors can submit their three most recent contract reports? Can you kindly confirm that these reports can be included in the Annex?

USAID Answer: See the answer to question 31. USAID confirms that these reports can be included in the Annex.

33 RFP 136,

Section L.7.B.10

The RFP states, “This line item shall accommodate all expenses related to the Cross cutting PFM Reform Component, excluding the applied fixed fee.” Are Offerors permitted to include expenses other than direct project activities, such as LTTA and STTA labor, towards this line item?

USAID Answer: Offerors are requested to use the plug figure provided in the RFP without providing a detailed budget.

34 RFP 136,

Section L.7.B.13

The RFP states, “The offeror must provide rationale supporting profit analysis factors.” Would USAID please provide its requirements for an adequate rationale?

USAID Answer: Please refer to the Federal Acquisition Regulations (FAR) 15.404-4.

35 RFP 138,

Section L.6

Kindly indicate the start date that offerors should use for budgetary and work plan purposes.

USAID Answer: The estimated start date will be in November 2020.

36 RFP 139,

L.7.J

The title of the referenced section is: “Letters of Commitment (Major Subcontractors).” However, the section states: “The Cost/Business Proposal must include a letter, on subcontractor letterhead, and signed by an authorized representative of each subcontractor.”

Can USAID please confirm that a Letter of Commitment is required for each subcontractor, and not just major subcontractors?

USAID Answer: Letters of Commitment are only required for Major Subcontractors.

37 RFP 140,

Section L.8, Given that the Branding Implementation Plan and Marking Plan will not be evaluated as part of the initial submission, would USAID consider exempting this section from page limits?

USAID Answer: Page limitation has been increased.

38 RFP

Attachments

Attachment J.4

In order to maximize limited space allowed in the annexes, can the Offeror exclude Part II of the Past Performance template provided in J.4 since this is to be completed by the Agency?

USAID Answer: Page limitation has been increased.

39 RFP

Attachments

Attachment J.4

Attachment J.4 requires offerors to answer the following for each contract presented for Past Performance: “Did this project include work leading towards a successful working relationship(s) with local authorities, CSOs, or others that led to concrete achievements in building stability and self-reliance?” and “Did this project include work with similar activities in a non-permissive environment(s)?” To help offerors respond to these questions, could USAID kindly clarify the following:

Do “local authorities” refer to Government of Jordan authorities?

How does USAID define non-permissive environments?

USAID Answer: Yes, “local authorities” refer to Government of Jordan authorities. USAID describes a non-permissive environment as a context, at the national or sub-national level, in which uncertainty, instability, inaccessibility or insecurity constrain USAID's ability to operate safely and effectively.

40 RFP 10, Section C.3, Sub- Objective 1.2

Given that procurements may be anticipated, particularly for Objectives 1, 2 and 3, would USAID consider providing a plug figure for procurements under this contract?

USAID Answer: See answer for question number 7.

Technical Questions

No. Reference RFP Page Question

1 RFP 31,

Section F.5.A.3

Would USAID consider revising the educational requirement for the Revenue Performance Reform Component Team Leader to, "An advanced degree or at a minimum a Bachelor’s degree and relevant work experience?

USAID Answer: For the Revenue Performance Reform Component Team Leader, the educational requirement will be ”at least a master’s degree in economics, business, or a related field, or at a minimum a bachelor's degree in these areas and 8 years of relevant work experience.”.

2 RFP 31,Section F.5.3, Given that years of relevant experience is a key consideration for the successful implementation of activities under the Revenue Performance Reform Component, it is standard practice to allow additional years of experience in lieu of graduate degree. Please confirm that a professional with a Bachelor’s degree and 10 years of relevant experience would satisfy the required qualifications for the position.

USAID Answer: For the Revenue Performance Reform Component Team Leader, the educational requirement will be ”at least a master’s degree in economics, business, or a related field, or at a minimum a bachelor's degree in these areas and 8 years of relevant work experience.”.

3 RFP 128,

Section L.7, I

Listed requirements for the draft AMELP include ‘estimated values for baseline data and targets (including plan for baseline data collection if none is available).’

Please clarify as to what is expected under ‘targets’.

USAID Answer: As stated in the purpose of this solicitation, please set reasonable targets per year to ensure the progress of the implementation.

4 RFP 128,

Section L.6

Per page 128 the offeror’s “Draft Year 1 Work Plan must show proposed year one tasks ... and must comply with the requirements of F.1., except the requirement for the financial plan”. F.1 refers to 52.242-15 Stop-Work Order, 52.242-15, Alternate I and Periodic Progress Reports. Is this the intent of this requirement or to incorporate F.

more broadly?

USAID Answer: Must comply with the requirements of F.6(1); not F1.

5 RFP The Development Objective (DO) 1 results framework in Attachment J.10 does not appear to align with the current USAID/Jordan CDCS or with the DO1 and intermediate results described in Sections F.7., page 34, and C.3., page 18. Specifically, Attachment J.10 describes DO1 as “Inclusive Private Sector-Led Growth” whereas the other sections describe DO1 as “Broad-based, Inclusive Economic Development Accelerated.” Can USAID confirm the correct title for the current DO1 and provide the correct associated IRs for DO1?

USAID Answer: The correct title is the one for the CDCS that is going to be soon approved and implemented. So, it should be "Inclusive Private Sector-Led Growth”. The RFP language is amended accordingly.

6 RFP Could USAID confirm whether the FRPFM activity has developed any research o r diagnostics that have informed the decisions to functionally reorganize tax administration and/or develop a revenue management system and if so, can these documents be shared?

USAID Answer: FRPFM has not developed any research that has informed the decisions to functionally reorganize tax administration and/or develop a revenue management system. These ideas came from USAID, in discussion with stakeholders and building on USAID's experience in the region.