MECLA RFP Questions and Answers.pdf

Monitoring, Evaluation, Collaboration, and Learning Activity (MECLA) RFP No. 72030625R00001 Questions and Answers Amendment no. 0001

January 10, 2025

1. We are a national NGO operating in Afghanistan since 2013, so are we eligible for this assignment?

USAID Response: USAID will conduct this procurement through full and open competition, meaning all eligible organizations are welcome to participate, provided they meet the requirements outlined in the solicitation.

2. There is no template recommended for the technical proposal for the assignment, where there are other templates provided, can you please clarify?

USAID Response: To prepare your proposal, we encourage you to carefully review the solicitation, particularly Section L – Instructions to Offerors, which provides detailed guidance on the submission requirements.

3. Can we apply as a consortium partner with other International or National NGO?

USAID Response: You may submit your proposal independently, as part of a partnership, or in collaboration with other organizations, provided all parties meet the requirements outlined in the RFP.

4. I understand that the MECLA RFP is posted on the System for Award Management.

However, it seems the system is currently under maintenance, and we are unable to access it. Could you please provide the link or let us know where we can download the attachments?

USAID Response: We have verified that the RFP is available for download on SAM.gov without any issues. To assist you, here is the direct link to the RFP:

https://sam.gov/opp/ea3c2df0dcfe46e587aea04f89f59cdd/view

If you are experiencing difficulties accessing the document, we recommend trying the following steps:

● Use a different internet browser (e.g., Google Chrome, Mozilla Firefox, Microsoft

Edge), as browser compatibility can sometimes cause issues.

● Clear your browser cache and cookies before attempting to access the site again.

https://urldefense.proofpoint.com/v2/url?u=https-3A__sam.gov_opp_ea3c2df0dcfe46e587aea04f89f59cdd_view&d=DwMFaQ&c=euGZstcaTDllvimEN8b7jXrwqOf-v5A_CdpgnVfiiMM&r=z9M8urpeDmjo9uYGd0BOjUH614DbmQYkC4YW-PuzlHtHCtbj0JivHoE-TLzZdlb_&m=9rC2FgcB-XWKBX6ZR3t-K5lFOPf2b60-IbesKnfB_w3Piey74YPOYz44c_Jiz1Ot&s=lrN38YnjAHiGCiXgN-QplB2THuthgAFgXIfWuOgCQO4&e= https://sam.gov/opp/ea3c2df0dcfe46e587aea04f89f59cdd/view

5. Section C.6, Tasks, Objective One: Third Party Monitoring Services, page 19 states: "For the purposes of this award, the Contractor is expected to conduct a minimum of twelve

(12) site visits per quarter per Activity." Could USAID kindly confirm how many activities are subject to TPM?

USAID Response: Number of USAID and other partners' activities currently estimated between 15-20 subject to change at any given time during the MECLA implementation.

Section C.6, Tasks, Objective One: Third Party Monitoring Services, Item e), page 20 states: “Follow-up Call Back Monitoring. The Contractor must conduct callbacks to validate TPM findings and seek additional feedback from respondents on data irregularities, red flags, redistribution and IP questions. The callback model must include regular follow-up calls to beneficiaries of 25-30 percent of site visits. These calls will include scripted questions tailored to oversight concerns and will probe more deeply for evidence of fraud, waste, and abuse.” Making such follow-up calls would require the contractor to collect personally identifiable information, such as names and phone numbers, from beneficiaries, which could raise security concerns for certain IPs and activities. Could USAID please consider revising this requirement to state that specific parameters and the feasibility for follow-up call-back monitoring will be defined between the client office or A/COR, the IP, the MECLA COR, and the contractor for each activity at the time the TPM plan is developed for that activity?

USAID Response: USAID and the contractor, who collects beneficiary data, are mandated to safeguard personally Identifiable Information to ensure adherence to the

Do-No-Harm Principal. Exceptions to the requirements outlined in the RFP, will be decided on a case by case basis with the MECLA contractor.

6. Section C.6, Objective Two: Evaluation and Assessment Services, A. Performance

Evaluations, page 21 states: "Performance evaluations, as well as those defined by OMB

Memorandum M-20-12 which provides program evaluation standards and practices for the USG, must include developmental evaluations, formative evaluations, outcome evaluations, and implementation evaluations." This seems to suggest that all performance evaluations must include elements of developmental, formative, outcome and implementation evaluations. Could USAID please confirm this is not its intent, and clarify what is meant by this passage?

USAID Response: USAID confirms that it does not intend that each performance evaluation must include developmental evaluations, formative evaluations, outcome evaluations, and implementation evaluations. The intent is that performance evaluation could be conducted in the form of developmental evaluation, formative evaluation, outcome evaluation, and implementation evaluation.

7. Section C.6, Tasks, Objective Four: Program Support Services, page 24 describes work under Objective Four as what appears to be part time/intermittent. Can USAID please confirm if the Key Personnel position “Program Support Services Team Lead” can therefore be a part-time position?

USAID Response: The Program Support Service Team Lead is not a part-time position.

8. Section F.5.1, Approved Key Personnel, page 29 - Would USAID allow offerors to propose alternative positions for Key Personnel as long as all of the Section F requirements are still met? This could allow offerors to propose a more efficient Key

Personnel structure that still accomplishes the objectives laid out in Section C.

USAID Response: Offerors should respond to the Key Personnel requirements as outlined in the RFP. USAID may consider negotiating alternative positions with the successful offeror during the award process, if deemed necessary, and are subject to

USAID approval.

9. Section F.6.1, Due Dates for Plans, Reports, and Deliverables, page 31 indicates that the Security Plan is “Due within 15 calendar days from the effective date of the contract.” However, Section L.8.2 Instruction, page 146 states that “A draft security plan must be included as an annex (Technical Proposal) to the technical proposal and must contain the processes and what the offeror or the proposed subcontractor envision will be necessary to secure the contractors in the performance of this requirement (See

Attachment J.7 for security plan development guidance).” Would USAID kindly confirm that the draft security plan is due only after award? If it is due at the proposal stage, would USAID confirm that it should be Annex G to the technical proposal?

USAID Response: The draft security plan is required to be included as part of the technical proposal and may be submitted as Annex G. The successful bidder will be required to provide a full security plan and finalize it within the 15 days after the effective date of the contract.

10. Section F.6.1, Due Dates for Plans, Reports, and Deliverables, page 31 indicates that the Branding Strategy and Marking Plan are “Due 30 calendar days after contract period of performance start date.” However, Section L.9, Instructions for the Preparation of

Branding Implementation and Marking Plan, page 150 says: “Offerors must submit an

Initial Branding Implementation Plan (BIP), and a Marking Plan (MP).” Would USAID kindly confirm that the draft Branding Implementation Plan and Marking Plan are due only after award? If they are due at the proposal stage, would USAID clarify if they should be an annex to the technical proposal, an annex to the cost proposal, or a separate file?

USAID Response: USAID confirms that the offeror must submit an Initial/ draft

Branding Implementation and Marking Plan along with the proposal. The Branding and

Marking Plan will not be scored. The Final Branding and Marking Plan will be due 30 days after award. Offeror may submit it as an annex to the technical proposal or a separate file.

11. Section F.6.1 Due Dates for Plans, Reports, and Deliverables, page 32 lists deliverables and states: “A site visit report for each site visit is required within 5 days of the completion of the site visit and a monthly Site Visit Report for each Activity is required within 10 days of the end of each month.” Can USAID please confirm that the requirement is for a site visit report within 5 business days of the completion of the site visit and the monthly site visit report is due for each activity within 10 business days of the end of each month? Additionally, could USAID clarify whether the monthly reporting timelines apply uniformly across all three client offices—USAID/Afghanistan Mission, BHA, and PRM—or whether they would be staggered and defined separately with each office after the award?

USAID Response: USAID confirms the requirement for site visit report is 5 business days and for the monthly TPM report 10 business days.

12. Section L.6.5.b.1 Proposal Submission, page 136 allows offerors to submit budgets as text accessible, MS Excel spreadsheets; the technical proposal, budget narrative, and all other required documents that form part of the proposal can be in both Adobe Acrobat

PDF and MS Word. However Section L.8, page 139, mentions “The cost proposal will be in Microsoft Excel (2010 version or newer) and compatible with a MS Windows operating environment.” Can USAID confirm Microsoft Excel (2010 version or newer) is required only for the budget, but that the rest of the Cost proposal can be in Adobe

Acrobat PDF and/or MS Word?

USAID Response: Yes, Microsoft Excel (2010 version or newer) is required only for the budget and rest of the Cost proposal can be in Adobe Acrobat PDF and/or MS Word.

13. Section L.6.5.b.4, Proposal Submission, page 137, states that “an email must not exceed

25MB (in total file/data size)”. However, Section L.8.(f), Instructions for the Preparation of the Cost/Business Proposal, page 140, limits files to 2MB. Given that offerors may need more than 2MB per individual files, especially in the full Cost Proposal would

USAID kindly confirm the 25MB limit is applicable to submission emails, not to individual files?

USAID Response: The 25MB limit is applicable to email (including all attachments) not individual files.

14. Section L.7, Instructions for the Preparation of the Technical Proposal, page 137 instructs offerors to write proposals “with each page and paragraph numbered consecutively.” Would USAID kindly confirm that pages should be numbered, but that paragraphs within the narrative do not require their own numbers?

USAID Response: Yes, To clarify, all pages must be numbered consecutively, but numbering paragraphs within the narrative is optional.

15. Section L.7, Instructions for the Preparation of the Technical Proposal, page 137 instructs offerors to use “Times New Roman point 12 font size (can be 10-point font in charts, graphs and tables).” Would USAID kindly confirm that offerors may also use 10-point font for text boxes and footnotes?

USAID Response: USAID will accept font size 10 for tables, text boxes and Footnotes.

16. Section L.7, Instructions for the Preparation of the Technical Proposal, page 137 instructs offerors: “The Technical Proposal which includes the Technical Approach, Management Approach, and Institutional Experience and Capability Sections” must be “submitted in Adobe PDF.” Annex F to the technical proposal is a past performance matrix based on the format outlined in Attachment J.3, which is an Excel file. Would

USAID kindly confirm that offerors may submit Attachment J.3 as an Excel file, separate from the PDF?

USAID Response: Yes, offerors may submit the past performance matrix Attachment J.3 as an Excel file.

17. Section L.7, Instructions for the Preparation of the Technical Proposal, page 137 instructs offerors to use “Times New Roman point 12 font size (can be 10-point font in charts, graphs and tables).” Attachment J.3, which provides the format for Annex F to the technical proposal, is in Century Gothic font. Would USAID kindly confirm that offerors may alter Attachment J.3 to use Times New Roman font?

USAID Response: Yes, USAID will accept font size 10 for tables, text boxes and

Footnotes and alter to use Times New Roman font.

18. Section L.7, Instructions for the Preparation of the Technical Proposal, page 137 instructs offerors to write proposals “on standard 8 1/2" x 11" pages.” Would USAID confirm that offerors may use 11x17 tabloid pages to present the past performance matrix (Attachment J.3)?

USAID Response: Yes, USAID will accept 11x17 tabloid pages for presenting the past performance matrix (Attachment J.3).

19. Section L.7, Instructions for the Preparation of the Technical Proposal, page 138 provides the required order of the technical proposal. Within the technical narrative, before the annexes, it lists “9. Past Performance (does not count against page limit).” Section L.7.4 Contractor Past Performance, page 139 provides instructions for the past performance section, indicating that past performance information should go in

Annex F. Would USAID kindly confirm that all past performance information belongs in

Annex F, and offerors do not need to include a past performance section in the technical narrative?

USAID Response: The offerers should include past performance brief summary before the annexes and provide further details in the Annex F.

20. Section L.7, List Item 2, Instructions for the Preparation of the Technical Proposal, Page

138 ask offerors to include SF 33 as part of the technical proposal. However, Section

L.8.2 – Instructions, page 141, ask offerors to include Standard Form (SF) 33. Can USAID confirm SF 33 only needs to be submitted with the Cost Proposal, Volume II?

USAID Response: Yes, Offerors are only required to submit the Standard Form (SF) 33 with the Cost Proposal, Volume II.

21. Section L.7 Instructions for the Preparation of the Technical Proposal, page 138 lists “Annex E: Proposed subcontractor signed letters of commitment (not to exceed one page).” However, Section L.8, Instructions for the Preparation of the Cost/Business

Proposal, page 149 states that the subcontractor letters of commitment belong in the cost proposal, in Part 7, Sub-Contractor Information: “A letter, on Sub-Contractor letterhead, and signed by an authorized representative of each Sub-Contractor, which specifically indicates the Sub-Contractor's agreement to be included in the Offeror's proposed teaming arrangement.” Would USAID kindly confirm that subcontractor letters of commitment should go in the cost proposal and not the technical proposal?

USAID Response: Subcontractor letters of commitment should be included in the cost proposal (Volume II), as outlined in Section L.8, Instructions for the Preparation of the

Cost/Business Proposal. Offerors may choose to include a note in the technical proposal referring to the relevant section in the cost proposal.

22. Section L.7 Instructions for the Preparation of the Technical Proposal, page 138 provides the required order of the technical proposal, listing a requirement for Annex B: Staffing

Plan. Section L.7.2 (page 138-9) provides instructions for the Management Approach, indicating that the approach should “provide a staffing plan with clear lines of responsibility and reporting…” Would USAID kindly confirm that all staffing plan information belongs in the Management Approach, and offerors do not need to include

Annex B?

USAID Response: The offerers should include key qualifications and rules and responsibilities and clarify reporting lines in the management approach section. The staffing plan in ANNEX B should include all staff.

23. Section L.7.4, Contractor Past Performance, page 139 states: “The past performance form may be found in RFP Section J.3. Each PPR is not to exceed two pages.” Attachment

J.3 is an Excel file that lays out past performance information in a tabular format. Would

USAID kindly confirm that offerors should provide the PPRs in the Excel format provided in Attachment J.3? Due to the format, would USAID kindly confirm that each PPR should be presented on a single row, and that each row may be a maximum of two printed pages?

USAID Response: USAID confirms that each PPR should be presented in a single row and each PPR does not exceed two pages.

24. Section L.7.4, Contractor Past Performance, page 139 lists “Performance in Using Small

Business (SB) Concerns (as defined in FAR 19.001)” as part of the past performance section. Would USAID kindly confirm that offerors may include the small business usage information in Annex F? May offerors use three additional pages, beyond the PPR page limits, to present the small business usage information?

USAID Response: Small business information shall be provided within the two page limit for each PPR.

25. Section L.7.4, Contractor Past Performance, page 139 states: “The evaluation will assess the extent small business concerns participated”—and then some text appears to be incomplete. Would USAID kindly clarify what the evaluation will assess regarding small business concerns?

USAID Response: The missing text in Section L.7.4 has been added and highlighted in yellow in the revised/amended RFP.

26. The following Annexes described in Section L.8.1 – Definitions, Page 141, appear duplicative with Parts 3, 4 and 5 described in Section L.8.2 – Instructions, page 147-148 and are highlighted below:

1. Standard Form (SF) 33.

2. Proposed Costs/Prices - Budget Tabs

(i) Summary Budget by major cost element; and

(ii) Detailed Cost Budget by major cost element.

3. Evidence of Responsibility.

4. Subcontractor Information.

5. Information Concerning Workday, Workweek, and Paid Absences.

6. Waiver under FAR Part 4.21 Prohibition on Covered Telecommunications and

Video Surveillance Services and Equipment (June 2023); and

7. Joint Venture or Partnership.

8. Annexes

● Annex 1 Form AID 1420-17 (See Attachment J.1), must be provided for key personnel and other technical specialists as Cost Proposal Annex 1 to the cost proposal.

● Annex 2 A detailed Level of Effort chart must be submitted as Cost

Proposal Annex 2.

● Annex 3 Copy of Travel policies and procedures must be included as Cost

Proposal Annex 3.

● Annex 4 Procurement policies and procedures must be included as Cost

Proposal Annex 4.

● Annex 5 Copy of Human Resource/ Personnel policies and procedures must be included as Cost Proposal Annex 5.

● Annex 6 The fixed fee schedule must be submitted as Cost Proposal

Annex 6.

● Annex 7 A certification that the proposed personnel were not suggested or requested by USAID must be included as Cost Proposal Annex 7.

● Annex 8 Subcontracting Plan - (See Template J.2).

● Annex 9 Representations, Certifications, and Other Statements of Offeror

(See Section K and I).

● Annex 10 Additional Information

Further, Section L.8.2, Instructions, Page 142 describes the following organization of the

Cost Proposal as:

Part 1 - Standard Form (SF) 33 and its Amendments

Part 2 - Proposed Costs/Prices:

Part 3 - Representations, Certifications, and Other Statements of Offerors (Please see

Section K)

Part 4 - Policies and Procedures

Part 5 - Subcontracting Plan

Part 6 - Evidence of Responsibility

Part 7 - Sub-Contractor Information

Part 8 - Information Concerning Workday, Work-Week, and Paid Absences

Part 9 - Waiver under FAR Part 4.21 Prohibition on Covered Telecommunications and

Video Surveillance Services and Equipment (June 2023)

Part 10 - Joint Venture or Partnership

Could USAID please confirm that Annexes 3,4,5,8 and 9 may be deleted as the information will already be presented in Parts 3,4 and 5 of the Cost Proposal?

USAID Response: USAID requires offerors to provide all annexes and cost proposal parts as outlined in Sections L.8.1 and L.8.2 of the RFP. While there may appear to be overlap, each section serves a distinct purpose in evaluating the proposal. Offerors should ensure all required information is submitted in the specified format to meet the

RFP requirements.

27. Section L.8, Instruction for the Preparation of the Cost/Business Proposal, page 143 states: “Attachment J.10 contains a sample template of the expected budget presentation.” However, Attachment J.10 provides an Initial Environmental Examination

(IEE). Could USAID verify that offerors should refer to Attachment J.4 Summary and

Detailed Budget Template?

USAID Response: Yes, it was a typo. Offerors should refer to Attachment J.4 Summary and Detailed Budget Template.

28. Section L.8.2, Part 2 – Proposed Cost/Prices, Item 10, page 146, requires that “Indirect cost ceiling rates must be included in the cost proposal.” We are deeply concerned about cost recovery given recent experience with global factors beyond contractors' control, which are unpredictable. These include the global COVID-19 pandemic, supply chain disruptions, travel limitations and more recently, record high inflation, not seen in over

40 years. All these caused drastic changes in project and headquarters operations worldwide, significantly impacting indirect cost rate structures. Although implementing partners have managed to respond over time, it initially created hardship and risk in our ability to implement USAID programs. Given these factors and considering that the cost-reimbursable contracting model is designed to allow for the recovery of all costs, both indirect and direct, we respectfully request that USAID consider deleting requirement.

USAID Response: The requirement to include indirect cost ceiling rates aligns with FAR

42.704, which supports effective cost management and risk mitigation. Additionally, ADS 302 and AIDAR 742.7 emphasize the need for prudent cost control and responsible stewardship of U.S. Government funds.

USAID understands the challenges posed by external factors such as inflation and encourages offerors to propose ceilings that account for cost variability. These ceilings will be reviewed during negotiations to ensure they are realistic and sustainable.

29. In the RFP cover letter, USAID notes that the deadline for receipt of proposals is January

31. Would USAID consider extending this deadline?

USAID Response: USAID is not considering an extension to the January 31 proposal deadline.

30. Section B.6, notes (c) and (d) reference indirect ceiling rates, conflating provisional indirect rates and ceilings on indirect rates. Would USAID please remove notes (c) and

(d) and/or add the appropriate section regarding advance understanding on ceiling indirect cost rates and final reimbursement for indirect costs?

USAID Response: Please refer to the answer of the question no. 28.

31. Section C.2 mentions that MECLA is to provide services to USAID/Afghanistan Mission, USAID Bureau of Humanitarian Assistance, and the Department of State’s Bureau of

Population, Refugee and Migration (PRM). Would USAID please clarify whether MECLA will provide services under each objective for all three Mission/Bureaus?

USAID Response: USAID Confirms that MECLA will provide services to USAID under all objectives while it will provide services to BHA and PRM mostly under objective one, while it remains available to provide service to other objectives on an ad hoc basis not regular.

32. Section C.6 notes that the Contractor is expected to conduct 250 – 300 TPM visits every month, and describes a typical site visit as including “visiting an implementation or a distribution site where the monitors will observe provision of goods and services and will conduct interviews with IP staff, and other stakeholders as necessary.” Are these

250 – 300 TPM site visits meant to be inclusive of the other TPM services required, including collecting beneficiary feedback and special studies/surveys or should offerors separately budget for these other TPM services?

USAID Response: USAID confirms that 250-300 TPM site visits per month does not include collecting beneficiary feedback, special studies/surveys.

33. In Section C.6, USAID requires that “In case USAID does not identify the priority sites, the Contractor must prepare the schedule using a sampling method. The sample selection does not need to be designed for statistical significance, but it must make a reasonable case that the sites selected are representative of the activity work plan.”

Would USAID allow the Contractor to propose sampling approaches based on criteria other than representativeness of the activity work plan?

USAID Response: Sites selected shall be representative of the activity work plan.

34. In Section C.6, USAID provides a helpful description of expected site visit frequency for

USAID activities, mentioning that for the purpose of this award, “the Contractor is expected to conduct a minimum of twelve (12) site visits per quarter per Activity”. For budgeting purposes, would USAID be able to provide more information about these activities and their geographic distribution (number of provinces, for example)? Also, will the Contractor be expected to conduct a minimum number of site visits for BHA and

PRM activities? If so, would USAID be able to provide more information about the relevant BHA and PRM activities and geographic distribution for the purposes of budgeting?

USAID Response: Total site visit per month covering all stakeholders will be 250-300 a month and it will be across all 34 provinces of Afghanistan.

35. In Section C.6, USAID states “that the Contractor must be able to apply remote data collection technology for monitoring and evaluation of the activities”. Does USAID consider remote TPM approaches to contribute to its expected 250 – 300 TPM visits per month?

USAID Response: Remote TPM approaches are expected to contribute to 250-300 TPM site visits per month.

36. Section F.3 Place of Performance notes that “some limited services might be needed in

Doha, Qatar; Astana, Kazakhstan; and Washington D.C., USA.” To better design the technical approach and for more accurate budgeting, will USAID please provide more detail as to the expected activities and frequency at the locations outside of

Afghanistan?

USAID Response: Services to Washington DC and Astana and Doha might be limited to a maximum of four per year for the purpose of strategic planning, Portfolio Review or some other tasks of that nature.

37. Because many companies have policies that allow flexibility in work schedules, would

USAID consider amending Section F.4 Authorized Workday/Week to include, “Contractor’s home office personnel must follow contractor policies regarding workday and work week.”

USAID Response: Offerors are encouraged to refer to Section H.14 paragraph F and

Section L.8.2, Part 8, for guidance on workday and workweek requirements. While contractor home office personnel may follow their internal established personnel policies and practices, any deviations from the requirements outlined in the RFP must align with these sections and be agreed upon during the award process.

38. Section H.5 USAID/Afghanistan Sub-Award Requirements refers to the number of tiers of sub-awards. Can USAID please confirm if this section does not apply to subcontracts?

USAID Response: Yes, Section H.5 does not apply to subcontracts under USAID contracts. You may refer to Section H.2 for consent to subcontract.

39. Section H.14 USAID/Afghanistan Additional Requirements for Personnel Compensation

(C) states that “Consultants and similarly termed personnel classifications, if a non-employee of the Contractor, are subject to subcontracting requirements, including FAR

52.244-2”. Could USAID please confirm that CO consent to subcontract is not required for individual consultants?

USAID Response: Short-term technical expertise or consultant services under this contract are subject to COR approval unless it is explicitly stated in the award and must be scheduled as part of the work plan and scope of work approval process. CO consent to subcontract is generally not required for individual consultants, as they are considered short-term experts and not subcontracts, provided they comply with the RFP requirements.

40. Section H.14 USAID/Afghanistan Additional Requirements for Personnel Compensation

(F), could USAID please consider adding that “Contractor’s home office personnel must follow contractor policies regarding workday and work week.”?

USAID Response: The requirements in Section H.14(F) are designed to ensure consistency with the project’s operational needs. While home office personnel may follow contractor internal policies regarding workday and workweek, any deviations impacting the award performance must align with the requirements outlined in the RFP and be agreed upon during the award process.

41. In Section L on page 146 USAID states a draft security plan must be included as an annex, but in Section F on page 31 USAID states a security plan would be due within 15 calendar days from the effective date of the contract. Could USAID please confirm that a security plan does not need to be submitted with the proposal?

USAID Response: Please refer to USAID response to Question no. 9.

42. In Section L.7 USAID indicates that the page limit for the technical approach is ten (10) pages. Would USAID consider extending the page limit for the technical approach to twelve (12) pages, to allow more space to address each component?

USAID Response: The page limit for technical approach will remain unchanged.

43. Section L.7.4 Contractor Past Performance, notes that Past Performance Reference

Forms should not exceed 2 pages per PPR, however the attachment J.3 includes a Past

Performance Information Matrix excel file, should the PPRs be included in the matrix or in the standard USAID past performance form?

USAID Response: In the Matrix.

44. Section L.8.1 Definitions notes that Offerors must submit cost proposal annexes as separate attachments but Section L.8.2 Instructions notes that Annexes should be included in the Cost/Business Proposal. Will USAID please confirm if the cost proposal annexes can be submitted as part of the cost/business proposal PDF file?

USAID Response: USAID confirms that the cost proposal annexes should be included as part of the Cost/Business Proposal PDF file, as outlined in Section L.8.2.

45. Section L.8.2 Instructions provides a list of items to include in the cost/business proposal which differ in structure then the instructions beginning on page 147 of the RFP. As an example, policies and procedures are included in 8. Annexes in the list but mentioned under Part 4- Policies and Procedures on page 148 of the RFP. Will USAID please confirm which is accurate and how Offerors should structure the cost/business proposal?

USAID Response: Please refer to USAID response to Question no. 26.

46. Section L.8.2, part 2, section 9. Security costs outline what security costs must address.

Will USAID please confirm that the specific security costs budgeted may vary based on

Offerors technical and management approaches and does not need to include the specific costs noted?

USAID Response: USAID confirms that the specific security costs budgeted may vary based on the Offeror's technical and management approaches. While the budget should address security needs, Offerors have the flexibility to propose security costs that align with their approach and the requirements of the project, as long as they meet the general expectations outlined in Section L.8.2, Part 2, Section 9.

47. Section L.8.2, part 3 representations, certifications, and other statements of offerors states that each proposed subcontract shall complete all representations, certifications, and other statements of offeror. Will USAID please confirm that all subcontractors need to complete Section K but do not need to provide SF LLL or Certification Regarding

Trafficking in Persons Compliance Plan unless they are a major sub?

USAID Response: USAID confirms that all subcontractors must complete Section K, but they are not required to submit SF LLL or the Certification Regarding Trafficking in

Persons Compliance Plan unless they are considered major subcontractors.

48. Section L.9 Instructions for the Preparation of Branding Implementation and Marking

Plans states a Branding Implementation Plan and Marking Plan will be submitted by the

Offeror and negotiated and approved by USAID/Afghanistan prior to the award date.

Will USAID please confirm that a draft Branding Implementation Plan and Marking Plan is due with the proposal and if so, what section should it be included in?

USAID Response: Please refer to USAID response to Question no. 10.

49. Section L.10 Policies and Procedures, and Compensation Plan states that offers must submit a total compensation plan setting forth salaries and fringe benefits. Given the paragraph directly above that states that: “If the Offeror and/or its major subcontractor do not have prior USAID contracting experience, it shall submit policies and procedures, especially regarding salary scales, fringe benefits, merit increases, promotions, leave, differentials, travel, procurement, and per diem, etc., as they relate to this Activity...”, can USAID confirm that the compensation plan submission is not necessary if the

Offeror and/or its major subcontractor have prior USAID contracting experience?

USAID Response: USAID confirms that the compensation plan submission is not required if the Offeror and/or its major subcontractor have prior USAID contracting experience. If they do not have prior USAID experience, they must submit the relevant compensation policies and procedures as outlined in Section L.10.

50. Will USAID please confirm that Annex 3: travel policies and procedures, Annex 4:

procurement policies and procedures, and Annex 5: human resources/personnel policies do not need to be submitted if the Offeror has prior USAID contracting experience as noted in Part 4- Policies and Procedures?

USAID Response: Please refer to Section L.10 of the RFP.

51. Section C: Statement of Work: Please highlight which Afghan regions are expected to have more vs less programming to monitor - if there are activities more heavily weighted in any particular area than the population density or number of settlements would suggest.

USAID Response: USAID implements its activities across Afghanistan.

52. Statement of Work: We have not identified any stated or suggested language in the

USAID RFP that discusses any USAID requirement for business/entity registration within

Afghanistan. Please confirm that no such requirement for valid business licensing in

Afghanistan is expected by USAID for compliant proposal submission.

USAID Response: USAID does not require business/entity registration within

Afghanistan for compliant proposal submission. However, offerors must ensure compliance with any relevant local laws and regulations for operating in Afghanistan.

53. Solicitation Package/Proposal Deadline (Offers Due): Please consider an extension of the proposal deadline from January 31, 2025, 04:00 pm EST to 14 February 2025 4:00 pm

EST.

USAID Response: Please refer to USAID response to Question no. 30.

54. Section F.5 Definition of Key Personnel? All these should have to be full time or any of them can be part-time too?

USAID Response: All key personnel shall be full time.

55. Section C.6 Where is the OPPD located? Technical Offices?

USAID Response: USAID works across many different time zones. Currently USAID

OPPD and Technical Offices work mostly out of Astana, Doha and the United States.

56. Section L.7.4 Please clarify if the 5 past performance references in Annex F are required to be projects implemented within the last 5 years.

USAID Response: Past performance references are not limited to the past 5 years.

57. Section L.7.4 Of the 5 past performance references, how many should be provided by the prime contractor, and how many by the major subcontractor, if there is one?

USAID Response: Section L.7.4 does not specify how many references must be provided by the prime offeror versus the major subcontractor. The Offeror may submit up to five

(5) references in total. If a major subcontractor is included, their past performance can be included as part of the five references, particularly for areas where they will play a critical role, in line with FAR 15.305(a)(2)(iii). However, the prime offeror remains responsible for demonstrating its own relevant performance.

58. Section C.6 The RFP notes the Contractor is expected to conduct 250-300 TPM visits per month and a min. of 12 site visits per quarter per Activity. For planning and cost estimation, can USAID provide a list of active Activities with provincial distribution?

USAID Response: Please see the answer to questions No.34

59. Section C.6 Context monitoring is included in the SOW but without any idea of how much data is to be collected. Can USAID provide any idea of the scope of this sub-activity?

USAID Response: Context monitoring could include political, social, and economic situations that may affect the implementation of the activity in one way or another.

Context monitoring will be need-based and may not be labor intensive.

60. Section C.2 The MECLA contract shall provide third party monitoring, evaluation, collaboration, and learning services and program support to the USAID/Afghanistan

Mission, USAID Bureau of Humanitarian Assistance (BHA) and the Department of State's

Bureau of Population, Refugee and Migration (PRM). Please indicate the relative share of proposed costs to be attributed to each institutional stakeholder.

USAID Response: As a rough estimate, BHA and PRM are expected to contribute approximately 18% each of the total budget, with the remaining share attributed to the

USAID/Afghanistan Mission. Offerors should prepare their budgets in alignment with the requirements outlined in the RFP.

61. Section C.2 Can USAID provide a complete list of those mechanisms which will be supported under this contract? Which of the OAPA & Bureau of Asia mechanisms are included under this contract?

USAID Response: MECLA is a Mission mechanism and does not include other mechanisms in the agency.

62. Section C.6 Can USAID provide its current evaluation plan which may indicate the sectors to be covered by particular types of evaluations?

USAID Response: No further information is available. The information provided in the

RFP is sufficient.

63. Section C.6 Mention is made of the Mission's "new strategic framework." Can this be provided?

USAID Response: Here is the link to the public version

64. Section C.6 Ob. 2, B. Impact Evaluations Given the variation of cost possible, can USAID provide a plug value for these impact evaluations? USAID identify which mechanisms they intend to conduct an impact evaluation for?

USAID Response: USAID is not able to provide a plug value for impact evaluation. No impact evaluation is planned at this time but impact evaluations might be conducted during the life of MECLA. A maximum of two (2) impact evaluations over the life of the contract.

65. Section C.6 Ob. 2, A. Performance evaluations & assessments: Does USAID anticipate that USN/TCNs would be active (physically) in Afghanistan to complete Performance

Evaluations and Assessments?

USAID Response: Depending on the situation it could be physically or remotely.

66. Section C.6 Ob. 2, B. Impact Evaluations: Does USAID expect for bidders to include the cost of impact evaluations in their core budget, or would it be an optional cost determined later in implementation?

USAID Response: Offeror should include the cost of impact evaluations in their core budget, though specific details may be finalized during implementation.

67. Section C.6 and Section F.6.1 The RFP states that the Contractor must submit a CLA Plan annually, but this is not included in Section F.6.1. Please clarify. In addition, is a MECLA

AMELP required? (Section F.6.3 mentions performance targets normally found in the

AMELP/PMP.) If so, please indicate when it is due and whether it must be periodically updated.

USAID Response: The CLA plan will be required and it will include how the IP uses data collected from monitoring and evaluation to promote learning and recommend actions for adaptation. The MECLA is not required to have an AMELP.

68. Section C.6 and Section F.6.3 The RFP states the Contractor must facilitate a quarterly review of TPM findings, etc. for each activity. Depending on the number of activities https://drive.google.com/file/d/12aP7GGuLHn8uWX6P5y673-vhnFQtavMj/view?usp=drive_link

(see above) and the facilitation role, this could amount to quite an important and substantial task. One would assume the review would result in a report by Activity yet this is not included in Section F.6.3. Site visit reports (per visit) and a monthly compilation by Activity are required reports. Please clarify the purpose of the quarterly review, who will lead it, and how it relates to the monthly Activity-level site visit reports.

USAID Response: Based on the data collected from TPM, the IP for MECLA will arrange quarterly meetings with the COR/AORs and the relevant technical office to discuss the findings and recommendations. No regular report is required.

69. Section C.6 Does the Mission have a current portfolio-wide learning agenda, or is the

Contractor to develop this?

USAID Response: There are sector specific learning questions. The contractor is expected to work with the technical offices to revise the learning questions when and if needed.

70. Section C.6 Where will the short-term advisory assistance covered under Objective 4 be provided? Can the Mission offer an estimated LOE per year based on past usage under the SUPPORT I/II and AMELA awards? Of this figure, approx. how much has been provided remotely?

USAID Response: Short term advisory assistance is demand driven and there is no pre-defined LOE that can be shared.

71. Sections F.6.1 & F.6.2 F.6.1 requires a Security Plan while F.6.2 states the Plan may be required. Please clarify.

USAID Response: Please refer to USAID response to Question no. 9.

72. Section F.6.3 The description of the required Monthly Performance Report mentions

"benchmarks set forth in the contract." Can USAID clarify what these benchmarks are, and whether discussion of them in the quarterly (the industry standard) as opposed to monthly reports would be more useful.

USAID Response: As indicated in the RFP benchmarks will be included in the contract.

73. Section F.6.3 Please confirm that the Annual Performance Report covers 12 months ending on September 30th, and not the "fiscal year of the Activity" (which usually differs from the USG FY).

USAID Response: USAID confirms that Annual Performance Report covers 12 months ending on September 30th.

74. Section F.6.4 The Objective 1 list of deliverables includes DQA reports. Are DQAs to be done by the Contractor, or a third party? What is the periodicity of the reports?

USAID Response: DQA will be conducted by the contractor each year.

75. Section F.6.4 What is the "Organizational Learning and M&E Capacity Building

Assessment" mentioned as a deliverable under Objective 3? When is this deliverable due?

USAID Response: RFP revised to reference following up on recommendations from evaluations, special studies and monitoring visits.

76. Section F.6.4 Under Objective 4, will the Contractor be required to do anything other than provide advisory services and prepare the report of the Mid-Term Stocktaking exercise? Please confirm that the Mission will lead the exercise itself.

USAID Response: The contractor will have the advisory rule in providing technical writing, facilitation support or development of processes. The Mission will be in the lead for exercises under Objective 4 while the technical part will be handled by the contractor.

77. Section L.7 May major subcontractors provide PPRs in Annex F? If so, a maximum of two?

USAID Response: Yes, major subcontractors may provide their Past Performance

References (PPRs) in Annex F as per Section L.7.

78. Section M.4.1 The technical evaluation criteria include, for Technical Approach, the

Contractor's approach to engagement and coordination with Mission IPs. Some of this work may best be done in person. Where are the majority of IPs located, if not in

Kabul? Should offerers budget for some travel associated with their approach in this area, or should it be assumed this is entirely done remotely?

USAID Response: The majority of Mission IPs are located across Afghanistan's 34 provinces. Offerers should budget for travel in their technical approach, as in-person engagement may be necessary depending on the locations and nature of the work. Final travel requirements will be determined during implementation.

79. Section L.8 Are offerors required to use the Local Compensation Plan (LCP) or the

National Technical Assistance (NTA) salary scale can be applied for local employees in

Afghanistan? If the NTA salary scale is not acceptable for local employees, we kindly request a copy of the current LCP for reference.

USAID Response: The National Technical Assistance (NTA) Salary Scale and its

Implementation Guidelines were discontinued in December 2022 and are no longer applicable. Offerors are encouraged to comply with the relevant USAID provisions and clauses outlined in AIDAR 722 and to use their own personnel policies, considering the market conditions for local employees in Afghanistan.

80. Section L.8 (f) On page 140, section L.8 (f) states, "All files must be unprotected, including any spreadsheets, which are to be provided as Excel files with visible cell formulas intact and not exceeding 2MB in file size." However, it is unclear whether this file size limit applies specifically to the Budget Excel file alone or to the combined Excel and budget narrative file, if required. Could you please clarify?

USAID Response: 25MB is maximum total file/data size for each email submission. 2MB is the maximum size limit for the excel spreadsheet only.

81. Section L.8.1 On page 140, L.8.1 states, "For both Detailed Budget Worksheets and

Summary Worksheets, the cells that contain budget figures should be formatted as

Numbers or Currency, with no decimal places, and with comma separators." We understand this to mean that decimals are not permitted, but commas must be used to separate place values in the numbers. Could you please confirm?

USAID Response: Yes, it is OK.

82. Part 2 (a)(ii) On page 143, Part 2 (c) states, "The detailed budget must be submitted for the prime and all subcontractor(s), if any." However, Part 2 (a)(ii) specifies, "For each major subcontractor (defined as subcontractors whose proposed cost exceeds twenty

(20) percent of the Offeror’s total proposed cost), the Offeror must include a full detailed budget worksheet linked to the Prime’s in the same spreadsheet." Could you please clarify whether non-major subcontractors are also required to submit a detailed budget with their cost proposal, or if this requirement applies only to major subcontractors?

USAID Response: The detailed budget must be submitted for the prime and all subcontractor(s).

83. L 8.2 On page 143, the first bullet point states, "Costs of long-term and short-term personnel should be broken down by person years, months, days, or hours." However, the third bullet point on page 144 specifies, "Offeror must express unit cost for each proposed amount per workday with the corresponding level of effort (LOE) ..." Could you please confirm whether offerors are required to present the unit cost per workday for each labor category?

USAID Response: Yes, offerors are required to present the unit cost per workday for each labor category.

84. L.8.2 Part 2 (a)(ii) Under part 2, (a)(ii), the last sentence on page 142 states “ The prime

Offeror must conduct appropriate cost or price analyses to establish the reasonableness of proposed subcontract prices. Offerors must submit a copy of the cost/price analysis performed on subcontractor budgets.” Would a budget narrative from a subcontractor be sufficient to determine a subcontractor’s proposed cost and price reasonableness?

USAID Response: A budget narrative from a subcontractor may provide helpful context, but it alone is generally not sufficient to establish the reasonableness of proposed costs.

A cost/price analysis must be performed by the prime to assess the reasonableness of proposed costs.

85. L.8.2 Part 2 (d) On page 143, Part 2(d) specifies that "The Offeror must submit a detailed budget narrative that supports, item by item, the cost estimates proposed in its detailed budget by cost category." However, there is no mention of subcontractors. We understand this to mean that a budget narrative is not required from subcontractors.

Could you please confirm if our interpretation is correct?

USAID Response: Subcontractors are also required to provide a budget narrative that supports their proposed costs. The prime Offeror must ensure that subcontractor budget narratives are included and align with the overall detailed budget submission.

86. L.8.1. We understand that Annex 2 is to be provided by the Prime Offeror, reflecting the

LOE for prime personnel, while subcontractors are expected to develop their own separate LOE chart. Could you please confirm if this interpretation is correct?

USAID Response: Yes, that’s correct.

87. L.8.1. Could USAID please confirm that subcontractors are only required to complete and submit Annex 9, with no other annexes needed?

USAID Response: Yes, that’s correct.

88. L.8 There are no specific instructions regarding the contents of subcontractors' cost proposals other than budget detail to meet the requirements, if any. We would appreciate it if USAID could clarify what other documents or information are required from both major and non-major subcontractors as part of the cost proposal.

USAID Response: Subcontractors must provide a detailed budget and budget narrative.

Major subcontractors may need to submit additional documents if specified in the RFP.

The prime Offeror is responsible for ensuring all requirements are met.

89. L.8.2 Part 2 Are offerors permitted to modify the budget detail tab in Attachment J.4 to align with their accounting…