Questions and Answers RFP No. 72027821R00007 PAJ.pdf

RFP No. 72027821R00007 USAID/Jordan - Public Accountability and Justice Strengthening Activity

Questions and Answers Date: March 30, 2021

1. Section B.4 seems to use the format and terminology of a CLIN structure, but the attached budget template and Section L seem to use slightly different groupings that are not aligned with a CLIN structure. Could USAID please clarify these differences?

USAID/Jordan Response: The corrected budget template is being uploaded to beta.sam.gov with this RFP amendment.

2. Could USAID please add a row in the budget template for the Institutional Support Fund, as B.4 mentions the fund as being separate from other regular contract costs?

USAID/Jordan Response: The corrected budget template has the appropriate CLIN structure consistent with the RFP. Please see the answer to question no.1 above.

3. Section F.2 states, “The period of performance for this contract is four (4) years from the effective date of the award, subject to the conditions set forth in Section H.43,” but the RFP does not have a Section H.43. Could USAID please clarify which section presents these conditions?

USAID/Jordan Response: The referenced section should be H.41. This will be reflected in this RFP amendment.

4. Could USAID please clarify who would qualify as “short-term advisors” in Section F.4? Would USAID consider consultants and those who provide short-term technical assistance to be short-term advisors?

USAID/Jordan Response: Short-term advisors are those providing technical assistance or other support on a short-term basis.

5. Could USAID please provide a revised Section K with a signature box?

USAID/Jordan Response: Signature box was added to section K. Please see K.15

6. Could USAID please define “benchmarks” as used in Section L.1.f and Section M.1 and clarify how benchmarks differ from milestones?

USAID/Jordan Response: For the purposes of this RFP, the words “benchmarks” and “milestones” are used interchangeably.

7. Regarding Section L.4.a, could USAID please clarify whether offerors should respond to the first three questions in the Contractor Performance Report – Short Form as well as Part I: Contractor

Information of the form in Attachment J.4 for contracts that are in CPARS? Or should offerors only respond to the first three questions in the form for contracts that are in CPARS?

USAID/Jordan Response: Attachment J-4 is deleted from the RFP. Offerors must provide Past Performance information as follows:

a. In Section 4 of the Technical Proposal Body, provide the information described in L.7.4.b & L.7.4.c. This information will be included within the page limitation for the Technical Proposal Body.

b. In Annex 6 to the Technical Proposal, provide the information described in L.7.4.a.

There is no template or required format for Annex 6. The page limitation for this Annex is increased to 6 pages.

c. If applicable, in Annex 7 to the Technical Proposal, provide the information described in L.7.4.d. There is no template or required format for Annex 7.

8. Could USAID please clarify whether “Past Performance Matrix” in Section L.7.4.a.i refers to the table in Attachment J.4 for past performance reports?

USAID/Jordan Response: See the response to question number 7.

9. Annex 7 to the technical volume seems to be related to and referring to the subcontracting plan that is often included in the cost volume. Could USAID please clarify whether the offeror should include a subcontracting plan in the proposal? If so, should this be included as an annex in the cost volume?

USAID/Jordan Response: A subcontracting plan is not required for this RFP. Information related to what should be included in Annex 7 is described under Section L.7, under 4. Past Performance, letter d. Performance in Using Small Business (SB) Concerns (page 128 of the RFP). See also the response to question number 7.

10. Could USAID please confirm that any information offerors are required to include in Annex 7 does not also need to appear in the main body of the technical proposal?

USAID/Jordan Response: Yes confirmed.

11. Section L.7.4.c states, “Describe any quality awards or certifications that indicate exceptional capacity to provide the service or product described in the SOW. This information is not included in the page limitation.” Given that this information will not count against the technical proposal’s 30-page limit, could offerors include the information in Annex 6 rather than in the main body of the technical proposal? Could offerors also include any information that Section L.7.4.b requests in Annex 6? If so, could USAID please increase the page limit for Annex 6 to allow for this additional content?

USAID/Jordan Response: This information must be included in the Technical Proposal Body and will count against the page limitation for that section of the proposal. See the response to question number 7.

12. Could USAID please provide the most recent local compensation plan in Jordan?

USAID/Jordan Response: Proposed salaries for contractor staff should be based on the contractor’s personnel policies and the current market value for the work to be performed. Please see section H.4 and H.5 of the RFP, and also Section L.8, 0001a Personnel. For the purposes of Section H.5, Offerors will note that the maximum salary permitted under the Mission Local Compensation Plan for Jordan is currently JD 86,278.00 per annum.

13. Section C of the RFP, pages 11-28, provides an expansive outline of the project objectives, sub-results and requirements, as well as technical deliverables and the technical proposal, including required information on management, personnel, institutional capabilities and other requirements. Section L.7, Instructions for the Preparation of the Technical Proposal, page 123, limits the Technical Proposal to 30 pages. Would USAID kindly consider increasing the page limit of the Technical Proposal to 35 pages to allow Offerors the space to propose more creative responses and to integrate and detail innovative technologies?

USAID/Jordan Response: Yes, USAID shall increase the page limit of the technical proposal body to 35 pages.

14. Section C.7, Sub Result 2.3, page 23, states the Contractor must “provide technical assistance and needed tools to support the MOJ in upgrading the technology as needed, including programming and testing.” Can USAID please confirm that the costs for those tools will be funded under the Institutional Support Fund, as outlined in the illustrative examples under Section C.8, page 26, and for that reason Offerors do not need to budget separately for them?

USAID/Jordan Response: Yes, USAID confirms.

15. Section L.7, Instructions for the Preparation of the Technical Proposal, page 122, the solicitation states: “Proposals, including any text boxes, must be written in font style Times New Roman, font size 12. Smaller font size, but not smaller than 10 pt., can be used in tables and graphs.” We have the following related questions:

a. Would USAID kindly confirm that Offerors may use a smaller font size, but not smaller than 10 point, for text boxes as well?

USAID/Jordan Response: The required font size for any text boxes is 12pt. Tables and graphs may utilize a smaller font size but not smaller than 10pt.

b. Would USAID allow offerors to use a different font for textboxes and graphics?

USAID/Jordan Response: No. The required font style is Times New Roman.

16. Section D.3, Branding Implementation and Marking Plan, page 29, states: “The contractor’s Branding Implementation Plan and Marking Plan will be finalized and submitted for Contracting Officer approval prior to award.” Section L.9, Instructions for the Preparation of the Branding Implementation and Marking Plan, page 135, indicate Offerors must submit a Branding Implementation and Marking Plan, but does not specify how or when the Plan is to be submitted. We have the following questions:

a. Can USAID please confirm that offerors should submit Branding Implementation and Marking Plan at the time of their proposal submissions?

USAID/Jordan Response: Yes, the Branding Implementation and Marking Plan must be submitted at the time of the proposal submission.

b. Can USAID please clarify whether the Plans should be submitted with their Technical or Cost Proposals?

USAID/Jordan Response: The Branding Implementation and Marking Plan must be submitted with the technical proposal.

17. Section L.8, Instructions for the Preparation of the Cost Proposal, Part 2, Standard Cost Elements, Item 0001d, Institutional Support Fund, page 132, states: “For this category, Offerors must propose a minimum of $10 million over the life of the contract to support activities described in the scope of work.” Will USAID please confirm that for the Cost Proposal, and given the requirement for USAID approval on the use of these funds, offerors should only include the minimum $10 million as a total figure in the budget, as opposed to providing any specific details on how it might be used?

USAID/Jordan Response: That is correct. Offerors may utilize a $10M plug figure for this line item and do not need to provide detailed cost elements for this budget item.

18. Given the limited time to prepare the extensive requirements for the Technical Proposal and respective annexes, would USAID consider extending the delivery date of the proposal by one week, to April 25, 2021?

USAID/Jordan Response: Yes. The deadline is extended to April 25, 2021 at 8:00 AM Jordan time.

19. Section L.8, Instructions for the Preparation of the Cost Proposal, Part 2, Standard Cost Elements, pages 129-130 instructs: “In preparing budget submissions, Offerors must utilize the budget template provided in Attachment J-3 to this RFP. Offerors must at a minimum utilize the major categories of cost listed therein and highlighted in yellow, i.e.

Personnel, Other Direct Costs, Subcontracts, etc., and also must utilize the major subcategories of cost highlighted in grey in the template, such as Key Personnel, Long Term Field Staff, Short-term Technical Advisor, etc.”

We respectfully point out that the budget template in Attachment J-3 does not include highlights in yellow or grey, and does not include the subcategories mentioned in the instructions cited above. Would USAID please modify the instructions and/or the J-3 template as needed, and confirm that Offerors may modify the format as necessary to comply with these instructions?

USAID/Jordan Response: Please see the answer to question no.1 above.

20. The budget format per Attachment J-3 does not completely correspond to the one presented in the Section L.8., Part 2, Standard Cost Elements, pages 129-133, nor with the contractual budget format by CLINs in section B.4., pages 8-9. We have the following related questions:

a. The J-3 budget template does not include a line item for the Institutional Support Fund (item 0001d). Can USAID please provide a modified J-3 template, of confirm that Offerors may modify the format as necessary?

USAID/Jordan Response: Please see the answer to question no.1 above.

b. The J-3 budget template displays GUCs below Fixed Fee, which differs from the contractual budget format by CLINs in section B.4., pages 8-9. Can USAID please confirm that Offerors may modify the budget template so that GUCs correspond to line item 0001e, to be placed before Indirect Costs (line item 0001f) and Fixed Fee?

USAID/Jordan Response: Please see the answer to question no.1 above.

21. Section L.8, Instructions for the Preparation of the Cost Proposal, Part 2, Standard Cost Elements, item 0001a-Personnel, page130, instructs: “Salaries for long-term and short-term TCN and CCN employees must be in compliance with AIDAR 722-170,” which requires salaries and benefits to be consistent with those of TCNs and CCNs employed by the USAID mission. To enable offerors to comply with this requirement, would USAID please provide the most recent version of the Local Compensation Plan for Jordan?

USAID/Jordan Response: Please see the answer to question no.12 above.