QnA_WEC_RFP72027822R00005_Amendment2.pdf

Request for Proposal (RFP) No.72027822R00005-Water Efficiency and Conservation (WEC) Activity Amendment No.02 - Attachment 1

Answers to Questions

1. Question: Given that the release of the WEC RFP was immediately prior to the New

Year holiday, would USAID please consider extending the proposal due date by one week?

Answer: The proposal due date remains unchanged.

2. Question: Current Covid-19 Omicron surges prevent our staff from traveling to Jordan to discuss our approach and staffing with local partners. Considering the required complex technical approach and the need to retain competent local staff through our partners, this discussion cannot be limited to remote video conferences. We are therefore requesting a minimum extension of the deadline for submission to April 30, 2022.

Answer: The proposal due date remains unchanged.

3. Question: Regarding Section C.4, 4.2, Component 2. Support the Government of Jordan to reduce reliance on groundwater and explore other sources of water on Page 19, the title suggests that Component 2 incorporates all the other components. However, the illustrative activities under Component 2 only address Component 1 and Outcome 2:

Increased ability of the GoJ to manage and plan irrigated agriculture only addresses

Component 1 and Component 4 (agriculture water re-use). Are we supposed to engage the Government of Jordan to respond to Component 3 (industrial re-use) and

Component 5 (water conservation in the municipal sector)?

Answer: Adequate and appropriate engagement of the Government of Jordan will be required in all of the components of this activity. Component 2 represents the

“governance” support to the GoJ, and therefore must provide political support to all of the other components. It is worth noting that the illustrative activities are here only to provide examples of activities that USAID would deem appropriate under the components. They are not by any means exhaustive or mandatory (please see footnote number 24 on page 18 in Section C in the RFP).

4. Question: On page 10 of the RFP, USAID requests that “Specific cross-cutting objectives related to support to gender, youth, persons with disabilities (PWD), and private sector engagement must be defined and integrated by the Contractor throughout contract implementation...” Could USAID please confirm whether numerical targets for crosscutting activities are expected within the proposal, or that this is a general activity statement?

Answer: Numerical targets for crosscutting activities are expected within the proposal.

5. Question: The RFP indicates that a draft and final MEL plan should be submitted after award. Section L does not provide any instructions for the inclusion of a MEL description or a draft MEL plan in the proposal. Can USAID confirm if the bidders are

2 / 8 expected to provide a MEL description or a draft MEL plan in the proposal. If yes, can

USAID kindly provide instructions on where to include the required information

(proposal body or in the Annexes) and pages limitations if applicable.

Answer: Offerors are neither required nor expected to provide a Monitoring, Evaluation and Learning (MEL) description or a draft MEL Plan in the proposal.

6. Question: On Page 24, last paragraph, can you please elaborate on the concept of

"agricultural demand points"?

Answer: While this activity deals with increasing conservation and efficient use of water in agriculture, Offerors must be vigilant in preventing the reinvestment of the saved amounts of water to expand agricultural areas. Component 2 is therefore central in supporting the GoJ to prevent that from occurring.

7. Question: Would USAID please indicate which funding accounts will be used to support the WEC activity?

Answer: No. This information will not be made available.

8. Question: Would USAID please provide a copy of the RFP that is searchable?

Answer: USAID provided a searchable copy of the RFP via Amendment 1.

9. Question: L8. (p. 127-128) states that the Proposal Body (25 pages) must include three sections, including section #2 (Staffing and Management Plan) and section #3 (Past

Performance). Elsewhere in the same table, Staffing and Management Plan is listed as

Annex B with a 2-page limit, and Past Performance is listed as Annex G. Can USAID clarify whether Staffing and Management and Past Performance is to be included only within the Proposal Body or as separate Annexes, or both?

Answer: In Section 2 of the Technical Proposal Body, Offerors must provide the information described in L.8 of the RFP, on page 128 under the heading “Section 2:

Staffing and Management Plan.” Under that same section, there is a description of what Annex B may include.

Section L.8 of the RFP indicates in the table (pg 127) that the “Proposal Body” must include a “Section 3: Past Performance.” The Past Performance information that the

Offeror must provide in that section and the corresponding Annexes is described in the narrative portion of that same section (pages 130-131). Under “Section 3: Past

Performance”:

(a) describes the information required in Annex G to the Technical Proposal

Body.

b) and c) describe the information that must be included in the Technical

Proposal Body.

(d) describes what must be provided in Annex H, if applicable.

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10. Question: Does USAID require a Past Performance narrative section within the

Technical Proposal body, or should offerors provide Past Performance information solely in Annex G? (Reference: L.8, p.128)

Answer: See the answer to question #9 above.

11. Question: (Reference: L.8, p.128) USAID indicated that the offeror should complete

“Past Performance Matrix” for Annex G. Would USAID provide a specific template for the “Past Performance Matrix”?

Answer: USAID does not require offerors to follow a specific template.

12. Question: Section L.8. Instructions for the Preparation of the Technical Proposal (P.

130): In Section 3, subpoint a. on Past Performance, will USAID consider revising the major subcontractor definition from ‘one whose proposed costs exceeds 20% of the

Offeror’s total proposed cost’ to ‘one whose proposed costs exceeds 10% or 15% of the Offeror’s total proposed cost or is expected to perform a significant share of the work? We believe that the 20% threshold of the total budget, which includes a significant plug figure for grants, which in our experience is best performed by the prime contractor to maintain adequate controls, will result in higher barrier to inclusion of a major subcontractor and may not be consistent with USAID’s intentions. Additionally, this will better reflect the diverse and comprehensive scope of

WEC and allow for more complete demonstration of the capabilities for Offerors, inclusive of their integral teaming partners.

Answer: No. The major subcontractor definition utilized for the purposes of the past performance evaluation remains unchanged.

13. Question: Section B.5(a) on page 8 states that USAID has estimated the total LOE for

Professional/Technical Staff to be 22,500 labor days. As USAID has not presented the estimated LOE as a mandated ceiling, would USAID please provide a dollar budget ceiling to ensure all offerors are working from the same assumption?

Answer: No. Providing a budget estimate for an CPFF term type contract is not in line with USAID’s policy (See ADS 302.3.5.7).

14. Question: Would USAID be able to provide a budget range in dollar amounts for this activity?

Answer: See response to question 13.

15. Question: Regarding the LOE ceiling described in B.5(a) on Page 8, can USAID confirm that this LOE ceiling only applies to Professional/Technical Staff and not for example, administrative, finance, grants and compliance, and MEL staff?

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Answer: USAID’s LOE estimate includes professional/technical labor. Kindly refer to

L.9 of the RFP, under Preparation guidance, Part 2 - Proposed Costs/Prices, c. LOE

(on page133), which states:

“USAID has estimated the total LOE for Professional/ Technical Staff

(including Long-term Expatriate and Local, Short-term staff and Consultants) to be 22,500 days. USAID recognizes that the level of effort required to perform the contract may vary depending upon the proposed approach. As a result, Offerors are requested to submit an LOE table that reflects the positions and/or labor categories pursuant to the specific technical approach being proposed. This must be included as a separate tab in the spreadsheet utilizing the required budget template included as an attachment to this RFP.”

16. Question: Regarding the LOE ceiling described in B.5(a) on Page 8, can USAID please confirm that the LOE ceiling does not apply to cost reimbursable subcontractors?

Answer: USAID’s assumption is that the proposed LOE will include, at a minimum, all of the technical and professional labor needed to implement the contract in accordance with the Offeror’s technical approach. Section B.5(a) is envisioned to include the prime’s proposed labor and any proposed subcontractor labor under cost type subcontracts.

17. Question: Section H.4(1)(a) on page 53 states that Cooperating Country Nationals

(CCNs) and Third Country Nationals (TCNs) must not exceed the prevailing compensation paid to personnel performing comparable work in the cooperating country. Would USAID please provide the FSN maximum rate to ensure salaries are below the threshold?

Answer: The ceiling for CCNs performing comparable work is JOD 86,278.

18. Question: (Reference: Section H.5) Kindly provide the most recent Jordan Local

Compensation Plan (LCP).

Answer: USAID/Jordan does not share the Mission Local Compensation Plan.

19. Question: L.9, Salaries and Wages, (p. 133) states “Biographical Data Sheets are required for…all individuals to be sent outside the United States.” Please confirm that this applies only to LTTA positions.

Answer: Biographical Data Sheets are required for all individuals to be sent outside the United States both for short-term and long-term positions.

20. Question: Section L.9 Part 4 on page 137 states “The Offeror must submit a copy of its personnel policies and procedures.” Would USAID please confirm that only Offerors without prior Federal contracting experience are required to submit personnel policies?

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Answer: All offerors must submit a copy of their personnel policies and procedures.

21. Question: Reference: L.8 (p. 127) – As with tables and graphs, may the offeror use a

10-point font for textboxes?

Answer: No. The general font size requirement applies to textboxes.

22. Question: (Reference: L.8, Annex D, p.130) – If Offeror’s choose to propose additional key personnel beyond the COP and DCOP, will USAID allow additional space for the Annex D page limit to adequately represent these positions?

Answer: The RFP amendment increased the page limit on Annex D from 3 to 6 pages.

23. Question: (Reference: F.5 Key Personnel, p.31) Relative to the minimum requirements specified in the RFP for the Chief of Party (COP) and Deputy Chief of Party (DCOP), respectively, would USAID allow flexibility for each requirement to be met by either the COP or DCOP candidate rather than only for the specific position described? For example, if the DCOP candidate meets or exceeds the minimum 5- year water sector leadership experience, can that suffice to meet the criteria overall that was specified in the COP minimum criteria? Similarly, on other technical requirements. This will allow for greater flexibility in Offeror’s Key Personnel staffing approach enabling them to better meet or exceed the objectives of USAID under WEC.

Answer: Please see Amendment 02 to the RFP for the revised requirements on key personnel qualifications.

24. Question: Regarding Section F.5 Key Personnel on Page 31, Deputy Chief of Party

(DCOP). The DCOP position states that "S/he will … oversee project operations, and progress including grants management, progress reporting deliverable submission and administrative topics." At the same time, the DCOP must have "demonstrated experience in Market Systems Development Projects." This suggests that USAID wants a Market Systems Expert DCOP who will also manage day-to-day project administration and control. Can offerors propose alternative staffing models that cover these functions with a different mix of key personnel?

Answer: Please see the answer to Question 23.

25. Question: L.9, Summary Budget, (p. 132) states: “Offerors must provide a summary budget for the contract period reflecting summary cost information for each of the major budget categories separately as well as line-item totals in the last column of the spreadsheet. Offerors must use the mandatory budget template provided as an attachment to this RFP.” However, the summary tab in the provided budget template does not include major budget categories, only line items. Can USAID confirm whether offerors should include subtotals for major budget categories in the summary budget?

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Answer: In the “Summary” tab of the budget template the following is indicated by the formulas included therein:

● 0001a comprises the Direct Cost subcategories listed in the “Prime Detail” tab, including: salaries and wages; fringe benefits; allowances; travel and transportation; equipment and supplies; training; and other direct costs.

● 0001c should reflect the proposed subcontract(s) amount.

● 0001d should reflect the proposed grants under contract amount (use the plug figure of $7M).

● 0001e should reflect the proposed indirect costs.

● 0001f should reflect the proposed fixed fee amount.

26. Question: L.9, LOE, (p. 133) states “. . .Offerors are requested to submit an LOE table that reflects the positions and/or labor categories pursuant to the specific technical approach being proposed. The Offeror must clearly provide a rationale for the proposed LOE, which must be realistic and appropriate for the work to be accomplished. This must be included as a separate tab in the spreadsheet utilizing the required budget template included as an attachment to this RFP”. Can USAID confirm that the referenced tab is the LOE table included in the summary tab of the provided budget template? If so, can USAID confirm offerors may add a justification column on the template to allow offerors to provide our rationale for the proposed LOE?

Answer: The amended RFP requires offerors to provide the rationale for the LOE proposed in Annex D only.

27. Question: Section L.9.2.a (p.132): Proposed Costs/Prices, Summary budget, states:

“Offerors must use the mandatory budget template provided as an attachment to this

RFP.” Please clarify whether subcontractors are required to use the mandatory budget template provided as an attachment to the RFP?

Answer: Yes. Note that the RFP under the “Standard Cost Elements” heading (pg.

133) states: “The following standard cost elements must be included in the budget and budget narrative, and include the minimum information required as applicable. The

Offeror must provide the same information for any identified subcontractors, including the same cost element breakdowns in their budgets as applicable.”

28. Question: Section L.8.2 Staffing and Management Plan (p.129), Annex D: Section 2 states the Staffing and Management Plan must include “proposed staff as well as the proposed level of effort and where each will be based”, while Annex D “must include a table summarizing the proposed LOE required to implement its approach, including each proposed position and/or categories and the corresponding number of days proposed”. May the offeror provide proposed LOE for each position only once and in

Annex D only?

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Answer: Provide the information as it is described in the RFP instructions.

29. Question: (Reference: Section L.8.2 Staffing and Management Plan, p.129): Please confirm that USAID has no expectation or requirement that CCN key personnel are exclusive or non-exclusive to the offeror for this proposal, and that such language should not be included in the Letters of Commitment? In this way, well qualified CCN professionals can maximize their participation in this activity and USAID can have greater assurance of the opportunity to work with most qualified local personnel.

Answer: USAID discourages exclusive teaming or staffing arrangements.

30. Question: (Reference: Section M, p.143). USAID states that evaluation criteria for the

Staffing and Management Plan include “the extent to which the proposed staffing, including key personnel and non-key staff, demonstrates the necessary technical expertise and management capacity to effectively implement the statement of work and achieve the outcomes and overall target described in Section C.” Could USAID kindly remove this reference on non-key staff, noting that such staff are not submitting

Letters of Commitment or providing CVs and references on which USAID could reasonably base its evaluation?

Answer: Please see the amended RFP for the revised Factor 2.

31. Question: Can USAID confirm that Section K on Page 137 and the Evidence of

Responsibility on Page 138 must be submitted for all subcontractors or just major subcontractors?

Answer: Offerors must submit Representations, Certifications and Other Statements of the Offeror in accordance with Section K as amended for the prime offeror and all subcontractors. Evidence of responsibility must be submitted for all subcontractors.

32. Question: RFP Section L.7 does not provide instructions for sealed bid submission from subcontractors. We kindly request USAID to provide email instructions for submission.

Answer: Sealed bids are not requested or required under this solicitation.

33. Question: Can you please confirm that the Minimis Rate as described in 2 CFR 200, Subpart E, Section 200.414 (f) is an option for a company that does not have NICRA.

Answer: No. 2 CFR 200 applies to assistance awards, but does not apply to contracts.

(see Section L.9 Part 2-Proposed Costs/Prices, Standard Cost Elements (11) Indirect

Costs (p.135) for info).

34. Question: Would USAID consider a waiver for an exception to the Geographic Code for the procurement of goods and services?

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Answer: No.