Responses to Questions_SOL-72039120Q00011_DC Comments.pdf

Amendment-01 to Solicitation 72039120Q000011

Responses to Questions Solicitation 72039120Q00011

1. Will the Contractors be shortlisted for a specific set of services e.g. (monitoring / evaluation / assessment) and/or sectors (energy / health / education etc.)? OR will a complete lot of shortlisted contractors receive all the Multiple BPA call orders?

USAID Response: All BPA holders will have equal opportunity to compete for each SOW.

2. In evaluation criteria M.2.2. Management plan total is 20 marks, however, the sum of its sub-component marks (a, b and c) comes to 26?

USAID Response: See Amendment 1.

3. Is there any conflict of interest to bid for PMES for a firm working as sub-contractor of an international firm on one of the USAID funded programs in Pakistan?

USAID RESPONSE: As this is a separate activity from any currently funded award, the local organization is eligible to submit a proposal. However, the organization would not be able to monitor or evaluate the program for which it is a subcontractor.

4. The Attachment A (in Excel) suggests that the PPE, traveling, lodging and meals costs shall be fixed for the duration of BPA i.e. five-year. Keeping in view the consistent hike in prices in the country on year on year basis, Is there any scope for the inflation rate to be applied to these line items as well?

USAID Response: The cost for PPE and Travel will be determined at the time of BPA Call.

5. What will be the basis of costs of PPE, traveling, lodging and meals in the absence of specific scope of work, location spread and time frame of various call orders? Please guide.

USAID Response: The cost for PPE and Travel will be determined at the time of BPA Call.

6. What is considered by USAID under PPE relevant to security budget costs? Please guide

USAID RESPONSE: Please see H.8 Procurement of “Covered Material”

7. Does DBA Insurance apply to local contractors? Normally, this insurance is not available in Pakistan. Do we still need to account for such cost in our Cost proposal?

USAID Response: No. The local entity does not need to account for this cost.

8. Under Section C, page 9 of the Statement of Interest (SoI), the anticipated positions for M & E services include Team lead, Performance Monitoring Specialist, Evaluation Specialist etc. However, based on our past experience of rendering M & E support services across KP, Punjab, Sindh and Baluchistan, we believe positions like enumerators, field supervisors, coordinators, FGD moderators, Key Informant Interviewers etc. are central for implementation of a wide array of activities under M & E support. Hence, can we suggest / incorporate additional positions in our budget for the proposed BPA agreement?

USAID Response: Yes, additional positions can be suggested in the proposed budget.

9. Secondly, in attachment A, i.e the budget sheet, all the columns are well defined and understandable; however, the last column i.e the Grand Total of the 5 years needs elaboration. Although, the number of estimated Monitoring of site visits mentioned in the RFQ is 250, Data Quality Assessments 20, Evaluations 2-3 and Assessments 2; but since, at this stage, we don’t know the exact nature/scope of these components, their geographical spread, the exact number of targeted districts where these components will be implemented, as well as the number of respondents / beneficiaries for each intervention, it would be difficult to quantify labor, travel and other costs associated with each component. Hence, in order to get the cumulative figure of five years, we need to have an exact number of units, days, items etc. which would be multiplied by the unit cost to get the accurate figure for one year and then subsequently for the Grand Total of five years. We would appreciate USAID to guide on how we, at this stage, can quote the Grand Total of five years in the absence of precise number of units, days, items etc.

USAID Response: The potential offeror is not required to provide the Grand Total of the cost at the BPA level. However, this will be required at each of the BPA call levels.

10. USAID is requested to share sample Performance Management Plans of some of its ongoing activities? It’d be useful to have these for various award types.

USAID Response: Activity-level Monitoring, Evaluation and Learning Plans (AMELPs) are not public.

11. Under the Section L.5.1., it is stated that the technical approach should provide following details for Component 1 and Component 2: a) A realistic assessment of the level of effort, including staffing, needed to implement this component; and b) A realistic, comprehensive set of milestones for achieving this component. Since the level of effort and staffing requirements can only be determined after going through the SOW of each BPA order, the requirement of this information may not be relevant at this stage. USAID is requested to clarify the expectation.

USAID Response: See Amendment 1

12. The key lessons learnt from the past iterations of MEL contracts (PERFORM, MEP and IMEC) are currently missing. It would be useful if USAID can share (sources to) these.

USAID Response: Please visit USAID’s Development Experience Clearinghouse page at https://dec.usaid.gov/dec/home/Default.aspx for samples of work conducted under previous MEL contracts.

https://dec.usaid.gov/dec/home/Default.aspx

13. Under Section C, Human Resources and Planning, the anticipated positions for M&E services are listed. Does the offeror need to provide one resume against each position or resumes of a pool of consultants against each position are to be submitted?

USAID Response: Resumes are not required.

14. Under Section C, Human Resources and Planning, the anticipated positions for M&E services are listed. To ensure the availability of consultants with appropriate level of experience, can each position be segregated further into senior-, mid- and junior level consultants?

USAID Response: USAID will not dictate the position classification.

15. We understand that the level of effort of technical and human resources proposed for a particular activity will be budgeted at the call order stage, which will relate only to delivery of the task. For the preparation of proposals in response to call orders, the awardees will need to engage technical and human resources. For that, a core team of resources will have to be maintained by the BPA awardees. The budget template does not seem to have any section for that

USAID Response: USAID considers that the potential offeror has or will have the resources to meet the requirement of BPA call. It is up to the Potential Offeror how it maintains its HR resources. USAID does not dictate the offeror’s HR policy.

16. Under the evaluation criterion in M.2, the score/ evaluation weightage to be given to resumes of proposed team is not clear. Please clarify what score is allocated to the resumes and what will be the basis of evaluation of the resumes?

USAID Response: See Amendment 1. The reference of M.2 is incorrect. The word “resumes “is mentioned under L.5.

Resumes will not be evaluated. See Amendment 1 (this portion of the evaluation criterion will be removed)

17. Under Section M.2.2., 8 points are allocated to ‘Use of local assistance’; whereby USAID will evaluate the extent to which the Offeror proposes an appropriate mix of Pakistanis in both technical, administrative, and leadership positions. Since the BPA is for locals only, the teams will also comprise of Pakistani locals. In this case, this criterion may not be relevant. Please clarify.

USAID Response: USAID will review how best the local resources are utilized by the offeror.

18. In the evaluation criterion of technical approach, it is stated that mobile technology and data visualization, to bolster performance management efforts should be incorporated.

The development of mobile tech and data visualization systems will require IT, Management Information System and Geographic Information System Expert(s). These positions are not included in the list of anticipated personnel. Should applicants propose these additional technical experts/ consultants in their technical and cost proposals at this stage? Moreover, the mobile tech and data visualization systems will require additional administrative costs as well, for example server/ hosting costs. Please clarify how this can be built into the budget template.

USAID Response: The potential offerors can include other positions as appropriate. The prices under the BPA are burdened labor only.

19. The Section L of solicitation states that ‘Competition will be limited to local Pakistani entities’ and ‘U.S. and international firms and organizations are not eligible to submit an offer’. Please clarify if a US and/or international firm can be included in a consortium/ joint venture/ sub-contracting with a local firm serving as the prime contractor.

USAID Response: The definition for “local entity” for the consortium (USAID will not entertain consortiums; however, a local entity can have subcontractors). As for joint venture partners the entity will need to be registered in accordance with Pakistan law.

The percentage of work done by subcontractors must be mentioned by the Prime Awardee.

20. The multiple award BPA for 5 years means that some of the consultants proposed at the proposal submission stage may not be available at the call order stage due to engagement elsewhere and may have to be replaced. Will replacement of team members be allowed at post award stage? If yes, please share any guidelines for replacement.

USAID Response: All anticipated proposed positions must have burdened daily rates associated at the time of the BPA. The out years will have associated inflation rates that will be negotiated at time of the BPA.

21. Local organizations can add value to the implementation of M&E activities either by bringing specialized technical expertise or by providing cost effective services. If a BPA awardee intends to engage local organizations for implementation, do these have to be identified and commitments obtained at this proposal stage? Or can BPA awardees identify and engage these local partners at call order stage depending on the nature of specific M&E activities?

USAID Response: It is up to the offeror to engage with organizations of it choosing to assist them with their award. However, all anticipated proposed positions must have burdened daily rates associated at the time of the BPA. The out years will have associated inflation rates that will be negotiated at time of the BPA.

22. Does USAID allow inclusion of individual experts in proposed teams of more than one offeror? Or can the proposed individual experts/ consultants be associated with only one offeror at the proposal stage?

USAID Response: It is up to the offeror to engage with individual experts of it choosing to assist them with their award. However, all anticipated proposed positions must have burdened daily rates associated at the time of the BPA. The out years will have associated inflation rates that will be negotiated at time of the BPA.

23. The marking scheme/ proposal evaluation criterion given in M.2 allocates scores only to various sections of technical proposal. Will the selection of BPA awardees be quality-based or will costs also be evaluated at this stage?

USAID Response: Please see M.1 Selection Process in this regard.

24. In the annexed budget template, under the travel cost heading, we propose to provide unit costs for lodging, meals and travel costs as separate lines for senior, mid and junior level staff separately. Please confirm if this will suffice.

USAID Response: USAID will not opine on separate costs for individuals. This will be in accordance with the organizational written policy.

25. In the attached budget template, the columns BF and BG require grand total. In the absence of level of effort, the total cost cannot be calculated. Please clarify how will this be filled.

USAID Response: OAA USAID: The Total Cost for BF and BG will be provided at the BPA Call Level.

26. The budget template does not contain provisions for building hazard allowance for selected staff who may be exposed to higher risks as part of their travel to merged districts of KPK or other vulnerable locations. Please clarify how this can be built into the budget template.

USAID Response: The percentage of allowances are included in the daily burdened rates for each position, if the organization’s current policy allows for hazard and security allowances for all its workforce.

27. The section H.7 lists various insurance requirements including DBA coverage via AON Risk Insurance Services. Please clarify how this can be built into the budget template.

Also, we understand that BPA awardee will obtain DBA coverage upon award of each contract at the call order stage. Please confirm if this is correct.

USAID Response: This coverage is not required unless the offeror meets the applicability requirement for DBA.

28. As per the Section M – Evaluation Factors, the total points for M.2.2 Management Plan are 20; however, the bifurcation of point as per subsections (a) Overall Management Plan;

(b) Security Management Plan; and (c) Use of Local Assistance, adds up to 26 points.

We would greatly appreciate it if USAID could rectify/clarify the total score.

29. For Infrastructure projects, will USAID employ different M&E process or will it be under this RFP

USAID Response: This question is beyond the scope of this solicitation.

30. Can the local company partner with a senior international firm to seek support on specific interventions, for e.g. would local firms be allowed to partner with MSI, Dexis, IBTCI, SI or similar firms? If we do this

1. Would that matter in scoring

2. Would that be considered a negative by USAID

USAID Response: USAID does not restrict how the contractor will partner in order to accomplish the work or make partnering arrangements to accomplish the work. The BPA holder shall be responsible for any work under the BPA Call. The arrangement must fall under the definition of a local entity.

31. USAID has mentioned that they have developed several tools during the PERFORM. Can you please share the basic information on those tools?

USAID Response: Various tools were developed for data collection, data analysis and data reporting. Please visit USAID’s Development Experience Clearinghouse page at https://dec.usaid.gov/dec/home/Default.aspx for examples.

32. USAID in section ‘C’ has identified 14 areas from energy to water to agriculture to youth etc. We as company do not have all the expertise on board, does USAID expect us to list the expertise of all these individuals in our management portfolio and would that matter in scoring of points.

USAID Response: Potential offerors are expected to share all the required areas of expertise.

33. Is USAID willing to hold an informatory seminar before the submission of the proposal to educate the local companies on do’s and don’ts on the proposal submission. We believe this will help a lot in USAID receiving quality proposals.

USAID Response: An event is not planned.

34. Is this RFI in line with USAID NPI strategy?

USAID Response: This is not an RFI; however, USAID is seeking to use local partners for the solicitation, some of which may be new or underutilized.

35. If we calculate the total amount assigned for five year project, 4Million seems quite low, some of the SME’s who have previously worked on USAID projects have set a very high daily rate standard, this will be a major challenge attracting good quality resources for the M&E assignments. How does USAID plan to address this challenge?

https://dec.usaid.gov/dec/home/Default.aspx

USAID Response: Thank you for your comment. The estimated cost for the 5-year project is $4M.

36. Kindly clarify L.1.3 under (Eligibility), whether firms owned by a) dual nationals or b) international citizenship can apply for this opportunity while they own a company in Pakistan and is registered in Pakistan. For e.g. A company registered in Pakistan but owned by American Citizens, can they participate.

USAID Response: A “Local entity” entity is defined as: a corporation, a nonprofit organization, or another body of persons that--

(1) is legally organized under the laws of Pakistan.

(2) has as its principal place of business or operations in Pakistan; and

(3) either is--

(a) majority owned by individuals who are citizens or lawful permanent residents of Pakistan; or

(b) managed by a governing body the majority of whom are citizens or lawful permanent residents of Pakistan.

For purposes of this provision, ‘majority owned’ and ‘managed by’ include, without limitation, beneficiary interests and the power, either directly or indirectly, whether exercised or exercisable, to control the election, appointment, or tenure of the organization's managers or a majority of the organization's governing body by any means.”

All the above are linked to each other and it’s not that it only depends on one of the above factors in isolation. As for the individual, the individual must be a citizen or lawful permanent resident of Pakistan and fulfill other conditions specified in the above clause.

37. The NOC process requires a letter of facilitation from USAID, will USAID be willing to share the letter of support?

USAID Response: The potential offeror is expected to have all the resources to secure NOC.

However, USAID will provide support permissible under the regulation and USAID/Pakistan mission policy to the BPA holders.

38. Will the payment be made in PKR or USD?

USAID Response: Please see Section G.10 PAYING OFFICE of the solicitation.

39. The budget does not allow to increase the rates over the period of five years, would the selected companies be allowed to factor in inflation and change in overhead on yearly basis?

USAID Response: Please note that “Annual Increase of % - Base Rate” is mentioned in the Attachment A, Budget Excel Sheet, which allows for an annual increase (including inflation).

40. Per new regulations of USAID regulation 899, baring from use of certain Chinese manufactured ICT equipment, we as a company are already using several of those products, will USAID expect us to replace them? If yes

1. Can we charge these items in our budget or overheads?

USAID Response: Please review 52.204-24 Representation Regarding Certain Telecommunication and Video Surveillance Services or Equipment (AUG 2020) and 52.204-26 Covered Telecommunications Equipment or Services Representation (Dec 2019) under Section K, and 52.204-25 Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment. (AUG 2020)

Please see Section L for requesting waiver for the equipment.

USAID will not pay for the replacement costs.

41. We use Tablets for data collection in the field which are already featured on our inventory. We would appreciate it if you could explain how this cost will be reflected in the budget, i.e. will this be reflected as rental cost in the reimbursables?

USAID Response: Please review 52.204-24 Representation Regarding Certain Telecommunication and Video Surveillance Services or Equipment (AUG 2020) and 52.204-26 Covered Telecommunications Equipment or Services Representation (Dec 2019) under Section K, and 52.204-25 Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment. (AUG 2020)

Please see Section L for requesting waiver for the equipment.

USAID will not pay or reimburse for replacement equipment.

42. As USAID is aware, the Government of Pakistan now requires consultants to obtain no objection certificates (NOC) from the provincial governments before proceeding in the field. These NOCs are activity specific, and new NOCs have to be obtained before every field activity. While we are fully cognizant of the process, and will initiate and carry through the application, we would like to alert USAID that this process typically takes at least two to three months in our experience.

USAID Response: Thank you, for sharing the information.

43. According to the latest policy of SECP/ Ministry of Interior, all consulting firms are required to get survey questionnaires approved from the Ministry of Interior before implementation in the field. Again, we would like to alert USAID that we would appreciate it if necessary, approvals from USAID are processed well in time, so that we can take final questionnaires to the relevant authorities for approval.

USAID Response: Every requirement will be issued through a BPA call, and each BPA call will have its Statement of Work (SOW) providing complete details on the work to be performed and accomplished.

44. Will USAID provide a tax exemption certificate for general sales tax? If not, are we required to reflect the GST amount in the budget?

USAID Response: Based on the bilateral agreement with Pakistan, USAID does not pay taxes on the awards.

45. Kindly let us know if there will be a conflict of interest for firms currently working on capacity building initiatives in Pakistan for USAID.

USAID Response: Please read 752.209-71 Organizational conflicts of interest discovered after award. (JUN 1993) and also read FAR Subpart 9.5 - Organizational and Consultant Conflicts of Interest.

46. Will it be possible to include the cost of anticipated positions (Task Manager, Performance Monitoring Specialist, Evaluation Specialist, Gender Specialist, Sector Specialists, Data Analyst & Report Writer), as full-time/permanent project employees for M&E services, in our overheads.

USAID Response: These costs are to be determined by the offerors.

47. The budget sheet requires to add overheads through Indirect costs and Fringe, companies will be relying on several of STA’s for field expertise as well as several of specialized tasks. Where/How can a firm include Fringe Benefits and overheads of its consultants/outside resources.

a. Additionally, can we be allowed to keep few key positions as FTE’s and charge as overhead

b. Will USAID allow companies to present rates in form of bands for various positions and allow to charge the rate for specific resource per the task order requirement

USAID Response: The Fringe Benefits and Overheads (Indirect Cost) should be included in the burdened daily rate for each position included in the budget.

a. It is up to the organization and its policy. The solicitation clearly states how to provide the budget.

b. Yes, the daily burdened rate range can be provided.

48. Will USAID require Form AID 1420-17 Contractor Employee Biographical Data Sheet (OMB Control No: 0412-0520) for local staff.

USAID Response: It is not a USAID requirement.

49. Are the tasks under the BPA exempted for local taxes?

USAID Response: USAID will not pay for taxes.

50. Referring to page 63, M2.2 (c), please elaborate the term "appropriate mix of Pakistanis". We understand that this RFQ is intended for Pakistani entities/firms and not for foreign entities. Being a local firm, all our staff proposed for technical, administrative and leadership positions will be Pakistani.

USAID Response: It is up to the local organization to determine its staff mix. However, USAID will review how best the local resources are utilized by the offeror.

51. Referring to page 63, M2.2 shows 20 points. However, the breakup of M.2.2 (a, b and

c) does not add up to 20. Please clarify.

52. Referring to page 63/64, M2.3, is there any limit of Past performance sheets to be attached?

USAID Response: The page limit for past performance is 3-pages for each contract. See Amendment-1.

53. Referring to Page 16, F-5, Place of performance (b) states that “The Contractor may perform certain tasks outside of Pakistan”. Please clarify the following

a. Tentatively which countries are anticipated for performance outside of Pakistan?

b. We understand that the Fixed Daily Rates for Tasks outside of Pakistan will be decided at the RFQ / solicitation stage of such tasks. Please Confirm.

USAID Response: F.5 (b) will be deleted. No work is to be performed outside of Pakistan.

54. Can we propose international experts as part of the proposed team/s or only Pakistani national experts should be proposed?

USAID Response: It is up to the local organization to determine its staff mix.

55. Bullet (b) under Section L.3 on page number 57 of the RFQ requires submission of a cover letter, signed copy of the statement of ability to deliver services, past performance and budget in MS Excel. Section L.5 on page 58 onwards includes instructions on the sections required in the Technical Proposal. Could you please clarify whether the signed copy of the statement of ability to deliver the services mentioned in L.3 will entail all these sections required in Section L.5? If not, kindly clarify, what actually is required in the signed statement of ability?

USAID Response: The signed statement of ability to deliver services should reference all the proposed services by the offeror.

56. Section L.5.1, subsection (b) Technical Approach: Component 1 Monitoring Support, bullet vi requires providing “a realistic assessment of the level of effort, including staffing needed to implement the component” as part of the proposed approach you prefer another method to propose the level of effort, please share the details. Could you please clarify that what should be the basis of our estimation of the level of effort (LOE) since the scope of the activities is not clear as yet. Should we assume a scenario for a specific kind of monitoring activity and propose the level of effort for that activity accordingly? If you prefer another method to propose the level of effort, please share the details.

A realistic assessment of staffing is needed to implement the component.

57. The same question applies to subsection (c) Technical Approach: Component 2 – Evaluation and Assessment Services, bullet vi.

58. Since the RFQ is issued to Local Entities of Pakistan, could you please confirm if an international organization is allowed to be included as a subcontractor to a Pakistan-based Lead Organization for this assignment?

USAID Response: It is up to the local entity to hire an international firm or not. The daily burdened rates under the BPA will apply to all organizations.

59. Please confirm if we need to include the PDF titled 2_First Page_Sol_72039120Q00011 in the proposal? If so, could you please clarify what needs to be included under Section 11 schedule under quantity, unit, unit price and amount?

USAID Response: Yes, and you can mention the daily burdened rates are provided in the Attachment A to the solicitation.

60. Since the RFQ is for signing BPAs, we understand that the financial proposal to be completed on the MS Excel template provided with the RFQ will only include the fee rates of experts and unit rates of other logistic items, etc. Could you please confirm what is to be included in the last two columns of the financial proposal, highlighted in blue in the given template, with columns titled Grand Total (PKR) and Grand Total (US Dollar)?

USAID Response: The Grand Total in US Dollars will be required at the BPA call level.

61. Page 4 of the RFQ, section B.8 Budget mentions that all budgets must be submitted with the Daily Rates specified in the budget format table. However, the same section further says the fixed hourly rates. Could you please confirm that whether the bidders need to submit daily rates or hourly rates of the expert teams?

USAID Response:

OAA USAID: Yes, it is daily burdened rates, and not the hourly rates. See Amendment 1.