Annex A. Questions & Answers - M&E BPA 72039124R00003 Amendment 1.pdf

Annex A - USAID’s Responses to the Questions

Amendment # 1

Solicitation # 72039124R00003

Blanket Purchase Agreement -

Performance Monitoring and Evaluation Services

Solicitation No. 72039124R00003

Amendment # 1

Questions and Responses

Question # 1: Is there any incumbent/recompete or is this a brand-new project? If yes, could you please provide us with their award number or even if the customer bought similar services in the past.

Answer: The incumbent names and award numbers are as follows:

(a) Associates in Development (Pvt) Ltd. - BPA # 72039121A00001

(b) Institute of Social and Policy Sciences - BPA # 72039121A00002

Question # 2: The solicitation document does not specify whether detailed CVs for key experts are required with the technical proposal. Could you please confirm if detailed CVs are required, and if so, provide any guidelines or formatting instructions for submission?

Answer: The Solicitation does not specify key experts and or submission of their CVs.

Question # 3: How many BPAs does USAID intend to award?

Answer: There is no lower or upper limit for BPA awards.

Question # 4: Can USAID provide an indication of how many call requests are expected to be procured through the BPA?

Answer: USAID can not provide an indication of the number of calls to be issued under the BPA.

Question # 5: Can USAID confirm what the definition of a major subcontractor would be for this

BPA?

Answer: USAID/Pakistan has not defined a major subcontractor for this BPA.

Question # 6: Can USAID clarify if there are any specific guidelines for consortium formation?

Answer: There are no guidelines for the consortium formation.

Question # 7: Can USAID confirm that the overall ceiling for this multiple-award BPA is

$3,617,529 USD for 5 years?

Answer: The ceiling for this multiple-award BPAs is $3,617,529 until March 30, 2026. All relevant sections (B.4 and F.4) have been changed.

Question # 8: Can USAID provide an indication of the average size of each BPA Call?

Solicitation # 72039124R00003

Answer: USAID/Pakistan cannot provide an indication of the average size of each BPA call.

Question # 9: Can USAID provide an indication of what “other cities” can be included in the locations for ceiling per diem rates?

Answer: USAID/Pakistan activities are implemented all over the country. We have only mentioned the major cities. Offeror should propose a per diem rate for “other cities” other than the major cities specified in the solicitation.

Question # 10:M&E BPA Proposal 72039124R00003 B.4, page 5: Could USAID confirm if offerors are allowed to include other STTA roles in addition to the list provided?

Answer: No.

Question # 11:M&E BPA Proposal 72039124R00003 C.3, page 11: On the last bullet of component 3, can USAID confirm what “PoCs” stand for?

Answer: The term “PoC” stands for Point of Contacts.

Question # 12:M&E BPA Proposal 72039124R00003 F.3, page 19: Are the estimated quantities of reports & deliverables provided in the table the upper or lower limit that USAID expects?

Answer: Section F.3 of the BPA solicitation provides an estimated number and type of deliverables for the three Components listed in Section C.3 of this solicitation.

The actual deliverables will be identified in each BPA Call.

Question # 13:M&E BPA Proposal 72039124R00003 F.4, page 20: Can USAID confirm the expected effective date of the BPA commencement?

Answer: The anticipated effective date of the BPA will be January 2025.

Question # 14:M&E BPA Proposal 72039124R00003 G.7, page 22: Can USAID confirm if a forecast of potential calls will be provided to BPA holders? Can USAID confirm the expected turnaround time between a call proposal request, to submission, to award?

Answer: At this time, USAID/Pakistan cannot provide a forecast of potential BPA calls. The turnaround time for a BPA call will range from 75 to 90 days.

Question # 15:M&E BPA Proposal 72039124R00003 L.1, page 40: Can USAID confirm that the definition of a local entity in terms of (3) is “either (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,” and that both these requirements do not have

Solicitation # 72039124R00003 to be met? Since [our organization] is registered with the Securities and Exchange

Commission of Pakistan (SECP) and has majority foreign ownership, but its CEO is

Pakistani and the Board is comprised of two members (one Pakistani and one foreign), can USAID confirm whether [our organization] qualifies as a local organization under these circumstances? If not, could USAID clarify whether increasing the number of local members on the Board would allow us to qualify as a local organization?

Answer: We encourage potential offerors to consult with their legal advisor/counsel on such matters.

Question # 16:M&E BPA Proposal 72039124R00003 L.5, page 42 & M.2.2, page 46: Section L.5 refers to the “offeror’s security approach” and section M.2.2 refers to a “security management plan.” Can USAID clarify the required format of the offeror’s response to security?

Answer: There is no specific format for addressing the requirements of Section L.5 and

M.2.2.

Question # 17:M&E BPA Proposal 72039124R00003 L.6, page 43: Can USAID confirm if the offeror may include the past performance of major subcontractors in the submission? If so, how many can be used?

Answer: Submission of past performance information for subcontractors depends on its management approach. If it proposes a subcontractor then the past performance information must have been provided for prime and subcontractor in accordance with the Section L.6 and M.2.3 of the BPA solicitation.

Question # 18:M&E BPA Proposal 72039124R00003 Attachment J.1: The template instructions state the “performance period (4 years)”. Can USAID confirm that the performance period is 5 years and not 4?

Answer: The period of performance will end on March 30, 2026 as mentioned in amended Solicitation. Relevant sections and attachments are updated.

Question # 19:M&E BPA Proposal 72039124R00003 Attachment J.2: The attachment doesn’t mention the Task manager/Team lead and Report writer positions. Can USAID confirm if these 2 positions should be included in attachment J.2?

Answer: Additional positions cannot be added to Attachment J.2.

Question # 20:M&E BPA Proposal 72039124R00003 Attachment J.7: Can USAID confirm the submission deadline for the BPA call request? If the date is similar to that of the

BPA, will USAID consider providing an extension so that offerors can effectively respond to both the BPA and the call?

Solicitation # 72039124R00003

Answer: The submission deadline for both BPA solicitation and BPA Call Request is extended until October 15, 2024.

Question # 21: It would be helpful to indicate the mix of different types of USAID activities to be covered under the BPA, i.e., a breakdown of the 50 activities currently underway categorized according to the relevant focal area (e.g., education, health, energy, etc.). This will help proposers to better tailor their selection of specialists to actual requirements, as well as allocate appropriate levels of effort for them in the budget.

Answer: USAID/Pakistan cannot specify the number of activities by technical areas.

However, the scope of work for each BPA Call will fall within the parameters outlined in Section C.3 of the BPA solicitation.

Question # 22: There are an estimated 250 site visits per year mentioned. It would be useful to have a list of the current geographical locations in which USAID activities are being carried out to be able to plan and cost travel and other logistical arrangements necessary.

Answer: USAID/Pakistan is implementing activities throughout Pakistan.

Question # 23: Given the volume of activities to be evaluated and site visits conducted, does

USAID recommend minimum staff numbers for the mentioned positions and their corresponding levels of effort (LOE)? For instance, some specialists will be required intermittently, but it would be difficult to estimate their anticipated workload/availability requirements without some upfront guidance from USAID.

Answer: USAID/Pakistan will be issuing various BPA Calls to BPA holders. Detailed requirements for each BPA Call Request will be shared with BPA Holders as needed. Therefore, USAID/Pakistan cannot recommend minimum staff numbers for the positions mentioned or their levels of effort (LOEs).

Question # 24: The anticipated staff positions mentioned include a Performance Monitoring

Specialist and an Evaluation Specialist listed separately. Can these two roles be combined under one M&E Specialist? If not, can you elaborate on the different scope of work related to each of the two positions mentioned?

Answer: No, these positions cannot be combined. These are two distinct areas of expertise.

Question # 25: The staff positions also include Sector Specialist. It is assumed that several such specialists would be required for different types of USAID activities being implemented (e.g., health, education, infrastructure, economic growth, agriculture, energy, peace, governance, and community resilience). Are there

Solicitation # 72039124R00003 specific expertise or minimum number requirements for such Sector Specialists, and can the contractor propose qualified individuals to cover more than one area of specialization?

Answer: Potential areas of expertise are mentioned in section C of the BPA solicitation.

Number of sector experts will depend on the requirement of the BPA call.

Question # 26: Can the Gender Specialist and DEIA Specialist positions be likewise combined into a single individual(s)?

Answer: Gender and DEIA are distinct areas of expertise. USAID Pakistan cannot determine if both the expertise can be performed by one individual.

Question # 27: Our reports are usually drafted by area specialists and then reviewed internally before the final document is checked by an editor (assisted by secretarial staff) for language clarity, grammar, and formatting. What is the intended role of the separate Report Writer listed in the M&E services positions mentioned? Can the

Report Writer and Editor positions be combined into a single Documentation

Specialist(s)?

Answer: Report writing requires a distinct set of skills. However, the offeror may determine if other members on an M&E team may and may not write a report.

Report Writer and Editor positions cannot be combined into a single

Documentation Specialist(s) as both have different roles.

Question # 28: It is assumed that additional staff may be added by the contractor to its team after award of the contract, based on actual requirements and future needs.

Kindly confirm if so, and the procedure and requirements for such subsequent additions.

Answer: The additional needs, if any, will be identified as per the requirements of each

BPA Call.

Question # 29: In Section C.1 (Purpose), it is mentioned that the monitoring will include verification of environmental requirements and mitigation plans of different

USAID activities, but no separate provision for environmental specialists has been mentioned. Are Environmental Specialists included in Sector Specialists or should they be added separately cross cutting all sectors?

Answer: USAID/Pakistan cannot determine if Environmental specialists be a separate cross-cutting position.

Question # 30: The total ceiling for this multiple-award BPA is $3,617,529. However, the budget template and pricing matrix specify that all proposed rates should be in Pakistani

Rupees (PKR), and payments will be made in local currency as per the solicitation.

Solicitation # 72039124R00003

Could USAID please provide guidance on how to calculate the currency exchange rate for this conversion?

Answer: Offerors are required to propose rates in Pakistani Rupees, as specified in Section

L.7(d) of the BPA solicitation. The payment will be made in Pakistani Rupees using the prevailing exchange rate.

Question # 31: Apart from the 5% annual escalation allowed for per diem rates, is there any escalation allowed for other costs to be quoted in PKR due to subsequent annual salary/rate increments, inflation, currency devaluation, etc.?

Answer: No escalation beyond 5% will be allowed. Offerors should consider any other factors/costs when proposing their Fully Burdened Daily Rates (FBDR).

Question # 32: In Pakistan, sales tax applicable on services ranges from 15.00% to 16.00%, depending on the location, as per the Sales Tax Act 1990 and related provisional acts. Can we include this sales tax as a separate line item in our overall budget.

Answer: No separate line item should be added in the overall budget. Offerors should consider such factors when proposing their Fully Burdened Daily Rates (FBDR).

Question # 33: The budget template (Attachment J.1) only lists staff positions and rates. Is it permissible to include multiple staff members for the same position in the budget, even though this is not specified in the template?

Answer: There is no need to include multiple staff members for the same positions in the

Budget template. However, if an offeror believes that multiple staff members are required to perform the work for the same position for any specific BPA Call, they may propose accordingly.

Question # 34: The Price Evaluation Matrix (Attachment J.2) specifies the LOE for each position for Year 1. Is this LOE fixed, or can it be adjusted as needed? Additionally, does the total cost in this matrix pertain to a single location, task, site visit, or is it the total proposed budget?

Answer: There is no need to adjust Attachment J.2 as USAID/Pakistan has developed this matrix for price evaluation only. Offerors will fill out the price evaluation matrix utilizing the Year 1 rates proposed in Attachment J.1 Budget Template. The total cost in this matrix does not pertain to a single location, task, site visit, or represent the total proposed budget.

Question # 35: Section B.5, which outlines the payment schedule, is not included in the solicitation document. Could you provide information on the payment schedule?

Answer: Payment schedule will be included in the BPA Call only.

Solicitation # 72039124R00003

Question # 36: The solicitation mentions only staff costs and per diem expenses. Are there provisions for purchasing equipment and/or other commodities necessary for task performance?

Answer: There is no provision for equipment and/or other commodities costs. Offerors should consider any other factors when proposing their Fully Burdened Daily

Rates (FBDR).

Question # 37: The proposal submission date stated in the solicitation is October 7, 2024. We would like to request a two-week extension to the submission deadline on account of the very diverse nature of the assignment, for which much time and effort will be required to properly assess and provision for the range of technical, logistical, and support resources required and prepare a responsive proposal with accurate budget estimates. This will also allow prospective bidders, including

USAID Implementing Partners who are currently engaged in closing out the current USG financial year this month, some additional time to be able to respond appropriately to this solicitation.

Answer: See Answer to Question # 20.

Question # 38: As per point H.2 (page 23) of the solicitation: "In accordance with the principles of FAR Subpart 9.5, BPA holders currently implementing USAID/Pakistan’s projects (through grants, cooperative agreements, contracts, etc.) are precluded from providing services under this BPA for the duration of the project implementation award. Similarly, prior to submitting an offer or application for any of the USAID/Pakistan’s solicitation for project implementation, the BPA holder must seek Contracting/ Agreement Officer’s concurrence that an award does not implicate an apparent or real organizational conflict of interest.". As current BPA holders, also implementing a USAID/Pakistan project due to conclude in 2027, can you please confirm if [we] are eligible for this BPA.

Answer: Pursuant to Section H.2 of the BPA solicitation, we encourage you to seek guidance from the Contracting/ Agreement Officer’s of your respective award.

Question # 39: Is Joint Venture allowed & on what terms for Assessment of BPA?

Answer: There are no guidelines for a Joint Venture.

Question # 40: In case of future BPAs will JV be allowed or we have to declare it at this stage?

Answer: BPA Call Requests will only be solicited from the successful BPA awardees.

Question # 41: SECTION H – SPECIAL CONTRACT REQUIREMENTS: We are currently serving as an

Solicitation # 72039124R00003

Independent Experts on EMO project for 4 Education Management

Organizations. Will [our] organization’s current role as Intendent Expert be considered as conflict of interest for Assessment of SBEP request for proposal?

Answer: Pursuant to Section H.2 of the BPA solicitation, we encourage you to seek guidance from the Contracting/ Agreement Officer’s of your respective award.

Question # 42: ATTACHMENT J.2: PRICE EVALUATION MATRIX: Please explain the days specified in this matrix. Are these fixed for General BPA ? or these days are for Assessment of SBEP RFQ . Please see the example extracted below.

Labor: Fully Burdened Daily Rates (FBDR) Labor

Performance Monitoring Specialist

50 days of effort

Year 1 (labor category) * PKR___ (proposed FBDR): PKR_________

USAID TORs - B.4 FULLY BURDENED DAILY RATES (FBDR) AND PER DIEM RATES: Is the given matrix expected to be filled for general BPA call for future requests ?

the instructions state, ‘to be filled at the time of award”. Please clarify.

Answer: USAID/Pakistan has developed a price evaluation matrix (see Attachment J.2) for price evaluation purposes only.

Question # 43: USAID TORs - F.3 REPORTS AND DELIVERABLES: Please explain the estimated

Solicitation # 72039124R00003 quantity column. Is this an example of [a] given quantity relating to the general

BPA or SBEP Assessment BPA?

Answer: The quantity mentioned is for general BPA.

Question # 44: ATTACHMENT J.3 : Past Performance Information (PPI) – Is this template required for general BPA submission as well ? OR at the moment it is required for SBEP

Assessment BPA Call only?

Answer: This is only required for the BPA solicitation, not for SBEP Assessment BPA Call

Request.

Question # 45: BPA call for future requests: only financial / rates for next 4 years of professional staff and per diem are required and no other document . Please clarify.

Answer: Please provide only the required documents in accordance with the instructions in Section L of the BPA Solicitation and Section L of the BPA Call Request.

Question # 46: To submit the quotations for general BPA and Assessment of BPA 2 separate submissions are required . Please confirm.

Answer: Yes. Offerors are required to follow instructions of each solicitation.

Solicitation # 72039124R00003

BPA Call Request - Assessment of Sindh Basic Education Programme (SBEP)

Attachment J.7: RFQ No. 72039124Q00010

Questions and Responses

Question # 47: In reference to Section L of the ToRs, it is mentioned that the submission should include the Price Quotation as outlined in Sections B.3 and B.4. However, there is no explicit mention of a requirement for a technical proposal. Could you kindly confirm whether both a Price Quotation and a technical proposal are required for this call?

Answer: Only price quotation is required for the SBEP BPA Call Request. Please note that

USAID/Pakistan will first evaluate and award the BPAs to the successful offerors in accordance with Section M of the solicitation, and then will evaluate the price quotes, of the winning offerors only, for BPA Call submitted in accordance with the Section M of Attachment J.7.

Question # 48: Section D states that “the Contractor will prepare and submit a Branding

Implementation Plan (BIP) and Marking Plan (MP)” and the templates have been included as part of the BPA solicitation. Section F.1 states that, “The Contractor must submit a Branding Implementation Plan and Marking Plan within 30 days of the BPA Call award.” Can USAID kindly confirm if the offeror’s response to the call request should include a BIP and MP?

Answer: Offeror’s response to the BPA call request should not include a BIP and MP.

Question # 49: SBEP Assessment - BPA Call Proposal No. 72039124Q00010 C.4, Design and methodology, pg 8: Could USAID please clarify the list of roles that would be considered key personnel? Would these roles be over and above the nine roles already identified under the main BPA document?

Answer: BPA Call is a stand alone activity and will require its own implementation team.

Question # 50: SBEP Assessment - BPA Call Proposal No. 72039124Q00010 F.2, page 17: The overall period of performance is listed as 6 months. Could USAID clarify the expected timelines of the data collection phase of this activity?

Answer: Data collection phase will be determined on the basis of the start date of the award.

Question # 51: Under this call 2 aspects are being advertised . USAID is requesting two separate proposals. Please confirm.

a. General BPA call for future requests and for which rates are being asked and blocked – Firm Fixed Price Basis.

b. b. A BPA Call for Assessment SBEP RFQ is also attached to this (J.7)

Answer: Yes.USAID/Pakistan is requesting two separate proposals. (a) BPA and (b) BPA Call

Solicitation # 72039124R00003

Question # 52: SECTION D – BRANDING AND MARKING: Please clarify if this is required for

General BPA Call & Assessment of SBEP?

Answer: Section F.1.l of the BPA Call states that, “The Contractor must submit a Branding

Implementation Plan and Marking Plan within 30 days of the BPA Call award.”

Question # 53: ATTACHMENT J.E - Branding Implementation Plan: Please clarify if this is required for General BPA Call & Assessment of SBEP ?

Answer: Section F.1.l of the BPA Call states that, “The Contractor must submit a Branding

Implementation Plan and Marking Plan within 30 days of the BPA Call award.”

Question # 54: ATTACHMENT J.F - Marking Plan: Please clarify if this is required for General BPA

Call & Assessment of SBEP ?

Answer: Section F.1.l of the BPA Call states that, “The Contractor must submit a Branding

Implementation Plan and Marking Plan within 30 days of the BPA Call award.”

Question # 55: In SBEP Assessment Call is a Second Learning Event required for budgeting?

because it is stated as optional in the price schedule. Please confirm.

Answer: Yes, the price for the Second Learning Event is required in the SBEP BPA Call

Request. The term 'optional' refers to whether or not USAID/Pakistan choose to conduct the second event during the implementation phase.

Question # 56:With reference to the first BPA Call (attached with the BPA RFP) for Assessment of SBEP (Attachment J.7), can you please confirm if a firm that conducted engineering M&E for the activity is eligible to submit a response to the specific

Call Order?

Answer: Pursuant to Section H.2 of the BPA solicitation, we encourage you to seek guidance from the Contracting/ Agreement Officer’s of your respective award.

Question # 57: ATTACHMENT J.E - Branding Implementation Plan: Please clarify if this is required for General BPA Call & Assessment of SBEP ?

Answer: Section F.1.l of the BPA Call states that, “The Contractor must submit a Branding

Implementation Plan and Marking Plan within 30 days of the BPA Call award.”

Question # 58: ATTACHMENT J.F - Marking Plan: Please clarify if this is required for General BPA

Call & Assessment of SBEP ?

Answer: Section F.1.l of the BPA Call states that, “The Contractor must submit a Branding

Implementation Plan and Marking Plan within 30 days of the BPA Call award.”

End of Questions & Answers