AMENDMENT 01 - MSP RFP Questions and Responses.pdf

Municipal Support Program (MSP) Activity

Request for Proposal (RFP) No. 72027822R00006

Questions and Responses

1. Whereas USAID’s April 2021 RFI specified the first selection of PPMs as governate capital municipalities, the RFP (Section C.5.1) does not name the first 10. Given that a rapid needs assessment and report must be submitted shortly after award, can USAID provide any guidance on the expected selection process of the first PPMs?

USAID/Jordan Response: As stated in Section C.5.1, the determination of supported municipal sector stakeholders will be made by USAID/Jordan and the Government of Jordan

(GOJ). The initial determination will be made in accordance with the selection criteria that will be formulated by USAID in collaboration with the GOJ, the contractor and relevant stakeholders. Section C.5.1 has been updated to include information on the Selection Criteria mentioned above.

2. Section C.5.3 on page 31 of the RFP refers to materials, software, hardware, tools, and systems to be procured under the $15M Institutional Support Fund. Could USAID confirm that in addition to procuring transferable assets for beneficiaries, the

Contractor may utilize this Fund to cover costs related to technical assistance (through

STTA or subcontracts) that would be complementary to the material assets being purchased – for instance capacity building on tariff setting and enforcement provided alongside GIS software and property tax software?

USAID/Jordan Response: USAID/Jordan confirms that the Institutional Support Fund can be used to fund technical assistance, but only that which is directly associated with the materials, software, hardware, tools, systems, and other items procured under the Institutional

Support Fund, as approved by USAID.

3. Use of grants under contract is suggested under IRs as a means to build municipal capacity in various functions. Section C.5.4 limits grants to NGOs. Is it USAID’s intent that NGOs would use grants to provide capacity-building services directly to municipalities, or that the activities of NGOs would complement the MSP Activity’s capacity-building services?

USAID/Jordan Response: The Grants Under Contract (GUC) component is intended to support MSP’s goal, outcomes, and Intermediate Results (IRs) outlined under section C.5.2.

The GUCs can be used to provide capacity-building services to municipalities as well as complement the MSP Activity's capacity-building services.

4. Section H.25.12 on page 82 notes that a draft Construction Implementation Plan (CIP) may be included as a distinct section of the Annual Work Plan or as a separate document. Is it expected that a CIP is submitted annually, or as a construction project is designed?

USAID/Jordan Response: The Construction Implementation Plan (CIP) must be submitted as a separate document and not as a distinct section of the Annual Work Plan. The CIP is not required to be submitted annually. However, the CIP must be regularly updated to include site and activity specific plans and procedures for approved individual construction activities which must be included as distinct sections or annexes to the CIP. Sections C.5.2, C.5.5, F.6.1.8, and H.25.12 of the MSP RFP have been revised accordingly.

5. Please confirm that USAID is referring to the headings in C.5 and not all headings/sub-sections of C when it states “the Technical Approach section must be organized in the same order as and separately address each of the components and outcomes set forth in

Section C.”

USAID/Jordan Response: Section L.8.1 has been updated for clarity.

6. May Offerors provide an Executive Summary for the Technical Proposal that will not count toward the 20-page limit?

USAID/Jordan Response: No, an executive summary is not required by the MSP RFP and should not be submitted.

7. Section L.9 Part 4 on page 142 states, “The Offeror must submit a copy of its perso nnel policies and procedures.” Would USAID please confirm that only Offerors without prior Federal contracting experience are required to submit personnel policies?

USAID/Jordan Response: All Offerors must submit personnel policies as required by Section

L.9 Part 4 of the MSP RFP.

8. Section L.10 on page 145 of the RFP states, “Offerors must submit a Branding

Implementation Plan and Marking Plan. The Branding Implementation Plan will be included in and made a part of the resultant contract.” Can USAID please confirm that the Branding Implementation and Marking Plan should be included as part of the Cost

Proposal, and whether or not there is a page limitation?

USAID/Jordan Response: Offerors can submit the Branding Implementation Plan as an attachment to the Cost proposal. There is no page limitation for the Branding Implementation

Plan and Marking Plan.

9. Will USAID provide the anticipated start date for this activity?

USAID/Jordan Response: The estimated start date for this award is September 2022.

However, Offerors are advised to monitor the Business Forecast website for information regarding this activity including any updates to the estimated start date.

10. Section F.5.C (p.41): The RFP states that the Deputy Chief of Party shall have “at least eight years of relevant technical and management experience in development related projects of a similar scope.” Please confirm that offerors may propose candidates who have a combined eight years of technical and management experience.

https://www.usaid.gov/business-forecast/search

USAID/Jordan Response: USAID/Jordan confirms that candidates who have a combined eight years of technical and management experience may be proposed for the Deputy Chief of Party position.

11. Section L.8 (p.130): For tables and graphs, may offerors use a font other than Times

New Roman?

USAID/Jordan Response: Offerors may use a font other than Times New Roman in graphs and tables as long as all the other requirements stated in Section L.8 are met, and the font used for the tables and graphs is not smaller than 10 pt.

12. Section L.8 (p.131): May offerors include an executive summary that does not count toward the 20-page limit?

USAID/Jordan Response: Please see USAID/Jordan response to Question No. 6 above.

13. Section L.8.2 (p. 133): As a part of Annex 2 to the Technical Proposal and in addition to the organizational chart, may offerors include a table that lists lines of reporting, percentage of level of effort, and where staff will be based?

USAID/Jordan Response: No, the requirements under Section L.8.2 Management Approach and Staffing Annex 2 remain unchanged.

14. Section L.8.3 (p. 133): Please clarify whether offerors should present past performance information in a matrix. If so, may offerors develop their own past performance matrices?

USAID/Jordan Response: Offerors are authorized to develop their own Past Performance

Matrix. However, Offerors are also encouraged to use the “Past Performance Template” that is publicly available through https://www.usaid.gov/documents/1868/past-performance-matrix.

15. Section L.9 Part 2 (p. 137): The RFP states that the “Offeror’s proposed personnel policies, salaries and wages must be based on the requirements of the positions proposed and the market value of the position.” However, on page 138, the RFP later suggests that maximum daily rate allowed for TCN and CCN employees under the LCP is $468.69. Would USAID consider removing the requirement for Offerors to comply with the LCP so that Offerors may propose competitive daily rates that are based on market value and compliant with their personnel policies and procedures?

USAID/Jordan Response: This requirement is set forth in the AIDAR 722.170 and is a matter of USAID policy. Therefore, proposed daily rates for CCN and TCN staff must comply with the requirements set forth in Section L. 9 and H. 2 of the MSP RFP. However, per Sec tion

H.2 of the MSP RFP and AIDAR 722.170, the selected contractor can request specific written approval from the Contracting Officer.

https://www.usaid.gov/documents/1868/past-performance-matrix https://www.usaid.gov/documents/1868/past-performance-matrix

16. Should offerors include subcontractors focused on construction/A&E services under

CLIN 0001f – Construction or CLIN 0001c – Subcontracts?

USAID/Jordan Response: Any costs related to Construction and A&E services must be included under CLIN 0001f - Construction.

17. P. 86.; H. 27 Conflicts of Interest. Can USAID please clarify that the areas of future potential conflict of interest under item (e) concerning the “work under this contract might affect the personal or financial interests of the Contractor” refers not the performance of the Statement of Work for USAID but to activities procured or tendered through the Contract for goods or services under the Construction or Grants

Under Contract Line activities.

USAID/Jordan Response: Section H.27 has been deleted.

18. P. 132. The instructions for preparing the Technical Proposal Body under point “1.

Technical Approach” include a statement that the “Technical Approach section must be organized in the same order as and separately address each of the components and outcomes set forth in Section C”. Can USAID please clarify that respondents should organize the response according to the subsections in section C (e.g., from C.1 through

C.7), or is this restricted to section C.5 (and subsections under C.5) including the

Guiding Principles in section C.7?

USAID/Jordan Response: See USAID/Jordan Response to Question 5 above.

19. L.8 INSTRUCTIONS FOR THE PREPARATION OF THE TECHNICAL

PROPOSAL, Page 130 indicates that text boxes must adhere to the 12-point font size requirement for the technical proposal. Would USAID consider allowing text boxes to be presented in 10 point size font, such as is permitted for tables and graphs?

USAID/Jordan Response: No, any text boxes must be written in Times New Roman, font size 12 per the requirements of Section L.8 of the MSP RFP.

20. L.9 INSTRUCTIONS FOR THE PREPARATION OF THE COST PROPOSAL:

Supporting documents – Page 142 Part 2 – Proposed Cost/Prices, (c) Budget Narrative last paragraph: First line says that “… Offeror must provide additional supporting budget documentation to substantiate any proposed costs.” The third sentence in the paragraph makes it sound as optional to submit other supporting documentation:

“Other supporting documentation may be submitted if the Offerors believes that it is necessary to substantiate, or support costs proposed by the Offeror.” Please confirm that quotations for Equipment and Supplies included in the budget as well as quotations for airplane travel costs, shipment of household effects and unaccompanied baggage (air freight) are not required to be submitted as part of the cost volume.

USAID/Jordan Response: USAID confirms that quotations are not required to be submitted as part of the cost volume. However, as stated in the RFP, the Offeror must include a description of the source of its particular cost estimates, clearly explain its assumptions and indicate the basis for all proposed items of cost, such as the method of estimating costs, sources utilized for market research, etc.

21. L.9 INSTRUCTIONS FOR THE PREPARATION OF THE COST PROPOSAL:

Standard Cost Elements, under Travel, Transportation, page 138 states that offerors must “… Specify the purpose of travel, the origin and destination for each proposed trip …” Because the route and purpose of each trip are difficult to define at this time, would USAID permit offerors to simply budget an estimated number of trips with the expectation that detailed travel plans will be clearly defined in implementation?

USAID/Jordan Response: No, the requirements under Section L.9 Part 2, C 001b “Travel, Transportation” remain unchanged. Offerors are expected to submit the information required under this section to the extent that it can be anticipated.

22. L.9 INSTRUCTIONS FOR THE PREPARATION OF THE COST PROPOSAL: Part 2

– Proposed Costs/Prices (page 136) requires that offerors use USAID’s provided budget template. USAID’s provided template poses some challenges to developing a detailed and accurate cost estimate (e.g., while labor is categorized only key personnel and long -term staff, offerors’ pricing may be developed using USN, TCN, and CCN labor types).

The template also does not have a tab for LOE or separate tabs for detailed calculations of travel, events, trainings, and workshops.

a) Would USAID consider allowing offerors to use their own budget templates as long as the major cost line items are presented in the same order and level of detail as requested in USAID’s budget template?

USAID/Jordan Response: In accordance with Section L.9, Offerors must utilize and strictly conform to the budget template included as an attachment to the MSP RFP.

b) If Offerors may use their own templates, please advise if USAID would like Offerors to include the summary sheet provided in the template.

USAID/Jordan Response: Please see USAID/Jordan Response under Question 22 (a).

c) If USAID’s template is required, please confirm that additional spreadsheets may be included with USAID’s budget template to allow for a detailed and accurate cost estimate.

USAID/Jordan Response: Please see USAID/Jordan Response under Question 22 (a).

23. Section C.5.1 of the RFP specifies that target municipalities will include "at least 10

Principal Partner Municipalities (PPM), not to include Greater Amman Municipality.

Subsequent determinations will expand PPMs, to include additional municipalities, as needs arise and based on availability of funds." Could USAID please clarify whether at least 10 PPMs are prioritized for support starting in Year 1? Furthermore, do these

PPMs include Aqaba?

USAID/Jordan Response: Yes, at least 10 PPM municipalities will be prioritized for support starting in Year 1. Section C.5.1 is revised to reflect this information. For the final selection of target municipalities please see USAID’s response under Question 1.

24. Pages 148-149, Section M.2 of the RFP states that evaluation criteria for the

Management Approach and Staffing include "the extent to which the proposed staffing mix and proposed staff, including key and non-key personnel, have the requisite skills, expertise and experience for successful implementation of the Statement of Work."

Could USAID kindly remove the reference to non-key personnel since such staff are not submitting letters of commitment or providing CVs on which USAID could reasonably base its evaluation?

USAID/Jordan Response: Section M.2.2 has been updated to reflect the removal of the reference of the non-key personnel.

25. Page 130, Section L.8 of the RFP states that "proposals, including any text boxes, must be written in Times New Roman, font size 12." Given the RFP requirement to

"separately address each of the components and outcomes set forth in Section C" (p.

132), would USAID allow a smaller font size of 11 point or a commensurate increase in the page limits to facilitate a complete response to the 40 activities outlined under

Outcomes 1 and 2?

USAID/Jordan Response: No. Proposals, including any text boxes, must be written in

Times New Roman, font size 12, except as indicated in the USAID/Jordan answer to

Question 11 above. The page limits remain unchanged.

26. Page 31, Section C.5.3 Institutional Support Fund states that illustrative examples of items procured through the fund include “equipment, furniture, needed software or hardware, tools, systems, or upgrades to current platforms…”. Can USAID clarify whether the fund is restricted solely to the procurement of material goods and associated costs, or can relevant institutional support technical assistance services be allocated to the Fund?

USAID/Jordan Response: Please see USAID/Jordan response to Question 2.

27. Page 39-41, Section F.5, Key Personnel. Will USAID consider amending the minimum degree requirements for the Chief of Party and Deputy Chief of party from “…or other fields relevant to the field of municipal governance, from an accredited university” to

“…or other relevant fields, from an accredited university.” This will ensure Offerors can propose candidates with an overall relevant mix of educational and professional background.

USAID/Jordan Response: Section F.5 has been revised to reflect “other related fields” for the degree requirement.

28. Page 39-42, Section F.5 Key Personnel. Given that it is in the best interest of USAID and the program to retain the highest quality personnel available for implementation, does USAID discourage the use of exclusivity for proposed Key Personnel, especially if they are Jordanian nationals?

USAID/Jordan Response: Yes, USAID discourages the use of exclusivity for proposed Key

Personnel.

29. Page 133, Section L.8.2 Management Approach and Staffing. Under Annex 2, Organizational Chart, USAID notes that Offerors may propose additional Key

Personnel but must detail required experience levels and how candidates meet that experience. Can USAID confirm that this information may be contained elsewhere in the Management Approach and Staffing, for example under Annex 3, CVs, as the

Annex 2 Organizational Chart is primarily a visual item.

USAID/Jordan Response: Yes, Offerors must submit CVs and Letters of Commitment for each proposed Key Personnel as required by Section L.8.2 of the MSP RFP.

30. Page 133-134, Section L.8.3 Past Performance. Will USAID consider past performance within the past 5 years?

USAID/Jordan Response: Offerors are required to list 3 (each the prime and any proposed major subcontractor) of the most recent (the past three years) and relevant contracts for efforts similar to the work in the subject proposal per Section L.8.3 of the MSP RFP and

FAR 42.1503 (g).

31. Page 134, Section L.8.3.1 Past Performance. USAID notes that offerors are to submit a

Past Performance Matrix as Annex 5, and then notes that “Annex 2 does not count towards the page limit.” In the required format box on Pages 131-132, Annex 5 is listed as having a 4-page limit. Can USAID confirm that this should be in reference to Annex

5, and that Annex 5 does not count towards the 20-page Technical Proposal Body page limit?

USAID/Jordan Response: Yes, USAID confirms that this should be in reference to Annex 5, and that Annex 5, and all other Annexes do not count toward the 20-page limit. Section

L.8.3.1 Past Performance has been updated to reflect the reference of Annex 5.

32. The plug figures for Institutional Support Fund and Grants Under Contract indicated in Section B.4 of the RFP differ from the values included in the Prime Detail tab of

Attachment J.4. Could USAID confirm the intended values of these plugs?

USAID/Jordan Response: The correct plug figures for these items were included in Section

B.4 of the RFP and in the “CLIN Summary” tab of the budget template. The “Prime Detail” tab of the RFP budget template at Attachment J.4 has been updated to reflect the addition of another year to reflect a period of performance of 5 years and to correct the plug figures for these cost items.

33. Per FAR 16.301-1, since the contract will be a CPFF completion-type contract, a ceiling can be established only at “total costs” and not at CLIN level. Therefore, we respectfully request that USAID remove the following language from Section B.4:

“These cost item amounts may not be adjusted without a written modification signed by the Contracting Officer. The contractor will not bill any amounts against this contract in excess of the amounts specified for each cost item as indicated above.”

USAID/Jordan Response: The requirements under Section B.4 remain unchanged.

34. USAID/Jordan Response: We understand that any capital improvement project with a value more than $1 million triggers the Foreign Affairs Act 611(e). As the construction plug figure for this project is $5 million, could USAID confirm if a 611(e) is in place for this project, or if the contractor will need to obtain the 611 (e) certification?

USAID/Jordan Response: A 611(e) certification is not in place for this project. The need for a 611(e) certification will be monitored and assessed during contract implementation. (See

H.25.12.11).

35. Per Section H.2(b) of the RFP, “Unless otherwise approved by the Contracting Officer, the maximum prevailing compensation will be the same as the maximum salary under the Mission Local Compensation Plan.” We respectfully request that the above-mentioned salary restriction be removed from the RFP as it appears to be inconsistent with AIDAR 752.7007 Personnel Compensation, incorporated in the contract under

Section 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 salary restriction above may preclude contractors from following their established policies, procedures, and practices, as required by AIDAR 752.7007.

USAID/Jordan Response: See response to Question 15.

36. Section H.25.5 states, “The contractor is responsible for acquiring any required permits, approvals, and coordination (prior to, during, and after the construction is completed) with required Host Government entities.” To allow more flexibility for subcontractors to lead this process, particularly local subcontractors, would USAID confirm that subcontractors of the prime contractor may also be responsible for acquiring permits and approvals and facilitating coordination, as supervised by the contractor?

USAID/Jordan Response: The Prime Contractor will be responsible for coordinating all work performed under the Contract including ensuring that the required permits and approvals are obtained, and facilitating coordination with Host Government entities.

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

USAID/Jordan Response: Section K of the MSP RFP is revised to reflect the addition of the signature box. Please see Section K.15.

38. The RFP indicates that all grants issued under the contract must be to local non-governmental organizations. However, the regulations allow contractors to execute solely in-kind grants to government entities. Would USAID confirm that solely in-kind grants to government entities will be allowed under this contract, pursuant to ADS

302.3.4.13?

USAID/Jordan Response: Under this RFP, Grants Under Contracts are contemplated for

Non-Governmental Organizations (NGOs). In-Kind Support is envisioned under the

Institutional Support Fund.

39. Section L.8 (2. Management Approach and Staffing) of the RFP states, “As Annex 2 to the Technical Proposal, the Offeror must include an organizational chart showing all proposed staff and subcontractors, their lines of reporting, percentage of level of effort

(LoE) and where they will be based (including any staff embedded in GoJ offices and limited home office personnel).” The following paragraphs state, “Offerors must propose candidates for the Key Personnel positions outlined in Section F of this RFP, which include the Chief of Party, Deputy Chief of Party, and Construction Activities

Coordinator. The Offeror must demonstrate that the proposed key personnel candidates, at a minimum, meet all of the requirements as set forth in Section F, and demonstrate how their skills, knowledge and experience are relevant to the successful implementation of the Statement of Work and make candidates suited for the proposed position.” Could USAID confirm that the requested key personnel narratives should be included in the management and staffing narrative, as part of the technical body, instead of Annex 2?

USAID/Jordan Response: Yes, the key personnel narratives must be included under the

Technical Proposal Body/2. Management Approach and Staffing (Section L.8.2 of the MSP

RFP) as a narrative as required by this Section and not in Annex 2. Section L.8.2 has been updated for clarity.

40. Section L.8 (3. Past Performance) of the RFP states that “Annex 2 does not count towards the page limit” (page 134). Could USAID confirm that Annex 5 is meant here, instead of Annex 2, given that this section falls under past performance?

USAID/Jordan Response: Please see the response to Question 31 above.

41. L.8. (3. Past Performance) states that offerors are to describe any quality awards or certifications within the technical proposal body (page 134). Given that this information pertains to the past performance section, could USAID confirm that this information may be included in Annex 5 “Past Performance Matrix” rather than the main body of the technical proposal? If so, could USAID please increase the page limit for Annex 5 to allow for this additional content?

USAID/Jordan Response: No, Offerors must describe any quality awards or certifications under the Technical Proposal Body as required by Section L.8.3 Past Performance.

42. The RFP does not specify that references are required for key personnel as part of

Annex 3 CVs. could USAID please confirm that we may provide references for key personnel, to be included on a third page of the CV?

USAID/Jordan Response: References for Key Personnel are not required under the MSP

RFP.

43. Does USAID have a preferred template for Annex 5 “Past Performance Matrix” to provide Offerors?

USAID/Jordan Response: See response to Question 14.