72044024R00002_Vietnam PCS_QuestionsAndAnswers.pdf

RFP No. 72044024R00002 USAID/Vietnam Program Cycle Support

QUESTIONS AND ANSWERS

Request for Proposal # 72044024R00002

1. P. 88. Section L.6 Instructions for the Preparation of the Technical Proposal?

Can USAID please confirm that the 25-page limit for the technical proposal does not include the cover page, table of contents, acronym list, or annexes?

Response: The 25-page limit for the technical proposal does include the cover page, table of contents, acronym list. The only annexes listed are not subject to the page limitation.

Please refer to the instruction of page limitation at the Section L.6, page 88-89 of the RFP.

2. P. 99. Section L.7.8 Employee Biographical Data for Key Personnel Can USAID please confirm that a biographical data form and a letter of commitment are not needed for any personnel other than the Chief of Party? We noted that the requirements of P.90. Section L.6.6 prohibits the individual identification of any personnel, including Key Personnel, other than the Chief of Party. We also note that the Bio-Data requirements of P. 93. Section L.7.3-2.1 Direct Labor Salary and Wages only applies to the Chief of Party position.

Response: Confirmed.

3. P. 14. Section C.4.1 Detailed Requirements – Objective 1 – Performance Tracking The RFP states (Bullet 6) that the Mission estimates that the Contractor will conduct a minimum of 40 DQAs over the life of the activity. Is this estimated as individual assessments at the indicator level or is it referring to carrying out DQAs at the activity level? For example, with the latter this could mean that one DQA could entail carrying out DQAs for some or all applicable performance indicators for one of the Mission's activities.

Response: This refers to the number of DQAs at activity level, not at indicator level.

4. P. 15. Section C.4.1 Detailed Requirements – Objective 1 – Evaluation, Assessment and other Research Services The description for the evaluation subcomponent in the RFP (p. 15) states the Contractor must implement both performance and impact evaluations. Does the Mission anticipate that the Contractor would carry out any developmental evaluations and, if so, how many does the Mission estimate over the life of the activity?

Response: At this stage, the Mission doesn’t anticipate any developmental evaluation.

5. P. 22. Section F.4 Level of Effort.

Subsection a) delineates LOE requirements across two labor categories: a) CCNs and b) USN/TCN. The LOE allocation reflects 25% of the total LOE in the USN/TCN classification. In light of the Mission’s emphasis on localization, we envision a benefit to shifting a portion of the USN/TCN LOE to CCNs. We recognize the obligations of Subsection c) which restricts the shifting of LOE among those labor categories and would apply those obligations to an adjust split of the LOE that favors greater CCN contributions.

Please consider shifting the LOE requirement to a total 33,251 days and at least 25,011 days for CCNs.

Response: The LOE requirement will be kept unchanged. During the implementation of the contract, based on the actual situation, LOE may be shifted among the two categories, CCNs and USNs/TCNs, which is subject to the CO’s prior approval.

6. P. 24 Section F.7 Reports and Deliverables.

Would the Mission consider making the Quarterly Financial Reports (Deliverable No. 7) due 30 days (not 15) after the end of each fiscal quarter?

Response: Quarterly Financial Report is due within 30 days of the end of a quarter.

7. P. 29: Section F.8 Key Personnel.

Please confirm that the Contractor must furnish “at least” three (3) full-time positions that will be key personnel for the performance of this contract. Our envisioned management approach includes more than three critical positions/roles that should be subject to the Key Personnel commitments. We understand that any additional key personnel positions will need to be included in Annex B along with a position descriptions and minimum qualifications.

Response: Key Personnel requirements have been updated. Please see the Amendment 01 to the RFP.

8. Can the Mission please provide the approximate number of IPs that are anticipated to be included under Objective 2 CLA capacity strengthening activities?

Response: Number of IPs to be included in the Objective is subjected to their need and priorities of the Mission. The Mission anticipates at least 40 IPs to be included under this Objective over the course of the Activity.

9. Advance understanding on ceiling indirect cost rates and final reimbursement for indirect costs. Given that this RFP is a small-business set- aside, would USAID please consider removing the requirement that Offerors propose indirect ceiling cost rates? Indirect ceiling cost rates can pose a significant risk to small businesses, which are more likely to face changes in indirect rates due to their smaller portfolios and have fewer resources to absorb any losses Response: USAID appreciates the potential burden on small businesses, however this is a cost reimbursement style contract which already places heightened cost and performance risk on the USG.

10. This task has become even more significant with the recent diplomatic upgrade to a

Strategic Comprehensive Partnership between the U.S. and Vietnam, announced on September 10, 2023, during President Biden’s visit to Vietnam, opening a new chapter of cooperation between the two countries. 10a. Can USAID elaborate on the specific sectoral changes or requirements that may have resulted from President Biden’s visit?

10b. What programmatic changes (if any) to sectors and what new programs may come online in the coming years?

Response: 10a. The upgrade in the U.S. - Vietnam relation is significant. While specific sectoral changes are being evaluated, USAID/Vietnam remains committed to aligning strategies with the Government of Vietnam’s (GVN) objectives. 10b. As for new programs, in a close collaboration with GVN’s counterparts, we're actively assessing emerging priorities to foster sustainable development in Vietnam.

11. Design: Technical support in Design at all levels (Strategy, Project, Activity). Estimated a minimum of 45 design tasks over the life of the contract. Conduct and/or support USAID staff to conduct necessary desk reviews, technical briefs, surveys, assessments, analysis (including gender analyses), consultations (including field consultations) with relevant stakeholders at central, provincial and/or lower levels, and local communities to draw relevant information and evidence as an input to the design process at all levels.

We very much appreciate that Section C includes estimated numbers of tasks. However, the description of subtasks in the first bullet point under design includes activities with a very large cost range – from desk reviews to surveys. To allow Offerors to budget accurately, could USAID please provide additional guidance on how many of the 45 design tasks are likely to be similar to: 11a. Desk reviews/technical briefs; 11b. Surveys and assessments; and 11c. Consultations?

Respond: Over the course of the Activity, we anticipate at least: 10 desk reviews/technical briefs, 25 surveys/assessments, and 10 consultations under the Design tasks. The surveys/assessments under the design tasks can also be counted under the Evaluation, Assessment and other Research Services/Assessments, surveys and studies.

12. Design Technical support in Design at all levels (Strategy, Project, Activity). Estimated a minimum of 45 design tasks over the life of the contract… Conduct and/or support USAID staff to conduct necessary desk reviews, technical briefs, surveys, assessments, analysis (including gender analyses), Assessments, surveys, and studies: …(Estimated a minimum of 35 assessments, other research activities, and from 5-10 gender analyses over the course of the Activity).

As gender analyses are listed under design tasks and assessments, could USAID please confirm:

12a. That gender analyses are NOT counted in the 45 design tasks?

12b. That gender analyses are NOT counted in the 35 assessments?

12c. That “other research activities” ARE counted in the minimum of 35 assessments?

Response:

12a: Yes, the gender analyses are not counted in the design tasks.

12b: Yes, gender analyses are not counted in the 35 assessment.

12c: Yes, other research activities are counted in the minimum of 35 assessments.

13. Would USAID consider allowing Offerors to propose a labor mix that shifts LOE from USN/TCNs to CCNs while maintaining the 33,251 LOE total?

Response: See response to Question No. 5.

14. We appreciate that the roles and minimum qualifications listed for the two identified Key

Personnel are key to successful implementation of PCS. So that Offerors may present Key

Personnel teams that meet USAID’s needs and reflect their specific technical approaches, would USAID consider revising the instructions so that Offerors must ensure that the roles and identified minimum qualifications for the Chief of Party and Institutional Learning Advisor that USAID provided in the RFP are covered among the three proposed Key Personnel?

Response: The Key Personnel requirements have been updated. Please see the Amendment 01 to the RFP.

15. U.S. Staff (including expats): Annual salary increases (e.g. cost of living, merit, promotion increase, or any other type) of not more than 3% may be granted, once per annum.

Annual salary increases of any kind exceeding these limitations or exceeding USAID maximum SES established rate (AWCPAS), or the USAID CST, require the advance written approval of the Contracting Officer. Would USAID please confirm that this requirement only applies to staff working full-time on PCS?

16. Could USAID please confirm that Offerors may make minor changes to the Budget

Template, for example to clearly calculate LOE?

Response: Yes, provided that the budget includes key cost items as shown in the “Summary Tab”.

17. The technical proposal must be written in English and typed on standard 8 1/2" x 11" paper, single spaced, one-sided, Calibri point 12 font size (except for the cover page and tables/charts/graphic which can be no smaller than 10 point font) with each page numbered consecutively. Could USAID please confirm that textboxes may be in 10 point font?

18. Could USAID please confirm that the Cover Page, Table of Contents, and Acronym lists are not subject to the page limitation?

Response: Please refer to the response to Question No. 1.

19. This [technical approach section] must include how the offeror will recruit, onboard, and retain qualified technical experts, programmatic, and administrative personnel to provide the services described in Section C; how the offeror will respond efficiently to multiple, ad hoc requests for MEL and other related activities; and how the offeror will maintain operational systems that efficiently provides financial reporting, logistics, administration, and personnel management. We respectfully suggest to USAID that the quoted information is more suited to the Management Plan than the Technical Approach. These elements are also redundant with elements required in the Management Plan. Would USAID consider altering this instruction to require this information in the Management Plan instead?

Response: The RFP has been updated accordingly. Please see the Amendment 01 to the

RFP.

20. The prime Offeror, and major subcontractor(s) when combined, must demonstrate relevant capacity and experiences in successfully managing and delivering similar work, particularly MEL/CLA related services of comparable size, scale, duration, nature and complexity, and successfully building capacity, with a primary focus on MEL/CLA, for implementing partners, including local organizations (including local governments if any)…

* For the purpose of this section, the term “major subcontractor” includes only those subcontractor(s) valued at 20% or more of the contract value over the entirety of the performance period as reflected in the Cost Proposal.

20a. Would USAID please consider allowing Offerors to include institutional experiences of non-major subcontractors in this section?

Response: No. However, the definition of “major subcontractor” has been updated.

Specifically, “major subcontractor” includes only those subcontractor(s) valued at 10% or more of the contract value.

20b. Would USAID please revise the definition of “major subcontractor” in this section to include subcontractors implementing significant aspects of the contract?

Response: No. Please also see the response to Question 20a.

21. The cost proposal shall be submitted in a separate volume from the technical proposal and must contain the following components in the order set forth below.

Please note that the order of components in section L.7 does not match the order of components in the Budget Template for CPFF. Could USAID please confirm that budget narratives should follow the order in the budget template?

Response: The mentioned “components” are referred to the sections of the cost proposal as listed under Section L.7, not the cost items under the Budget Template. The budget narratives should follow the order as it is in the proposed budget spreadsheet. Please also refer to response to Question No. 16.

22. In the Annex, the Offerors must include a resume for the Chief of Party. The submitted resume must include a minimum of five references The resumes may not exceed three pages … Would USAID please allow Offerors to present the five references on a separate, fourth page?

Response: Yes.

23. Offerors must fill in all parts of Section B where “TBD” is listed. Could USAID please confirm that Offerors should not fill in TBD items related to the amount obligated?

24. Could USAID please confirm that detailed budgets are only required for the prime and major subcontractors?

25. Can USAID clarify the requirement to provide past performance? Is the prime able to submit up to 5 total past performances for itself and up to 3 separate past performances for the major subcontractor (8 total) or does USAID consider the past performance for the major subcontractor to be included in the total of 5 for the prime?

Response: Yes, the offeror must provide up to 5 total past performances for itself and up to 3 separate past performances for the major subcontractor (if any).

26. Can USAID confirm that for the “TBD” third key personnel position, that the offeror can select the title and scope of work for the position?

Response: The title, position description and minimum qualifications of the key personnel position(s) proposed (other than the Chief of Party) must be included in the Annex B. Key Personnel requirements have been updated. Please see the Amendment 01 to the RFP.

27. The RFP states that the positions of the two other key personnel positions other than COP should not be named. However, page 91 of the RFP states “The title, position description and minimum qualifications of the third key personnel position proposed (other than the Chief of Party and Institutional Learning Advisor) must be included in the Annex B.” Can USAID confirm should the offeror provide the name and qualifications of all three key personnel or only for the COP?

Response: No individual other than the COP should be identified nor will be evaluated.

28. Page 7, Section B.4: Can USAID please identify the CLINs for this agreement. Will Direct, Indirect, and Fixed Fee all be separate?

Response: There will be only one CLIN under this contract.

29. Page 12: Can USAID please clarify the type of partners referred to in this sentence under Designing Tasks, “...identified through a regular consultation process with both USAID/Vietnam and its partners?”

Response: “Partners” include but are not limited to Government of Vietnam counterparts, USAID/Vietnam’s implementing partners, and other relevant local stakeholders.

30. Page 12: Can USAID please clarify this sentence under Designing Tasks: “USAID/Vietnam will provide further terms for specific assignments to be carried out under this contract through AWPs.” Are these separate from the design tasks described in this paragraph? If so, please provide examples of what these tasks could be and where they fit within the objectives.

Response: No.

31. Page 12: Please clarify what USAID/Vietnam means by “short notice requests” under

Responsive Systems. Are these different from the tasks mentioned in Designing Tasks?

Response: No. “Short notice requests” refers to matters concerning time urgency. These tasks typically are ad-hoc, yet they are given priority.

32. Page 12: Please clarify USAID’s meaning of this sentence under Cost Efficiency: “...the

Contractor must take into consideration the need to balance cost and the quality of data to ensure that the services are high enough quality for management needs and that costs are reasonable and appropriate.” For example, it is not clear what needs to be balanced between the “cost and quality of data.”

Response: Cost efficiency means to optimize cost without sacrificing the quality and integrity of the data/information collected based on the specific needs and priorities of tasks assigned.

33. Page 12: In the cost Efficiency paragraph, USAID says that performance monitoring services conducted by the Contractor will not replace performance monitoring conducted by USAID/Vietnam staff or USAID/Vietnam IPs (Implementing Partners). Will USAID provide guidance about what should be monitored under this contract vis- à-vis what USAID/Vietnam and USAID/Vietnam IPs monitor?

Response: The Contractor shall assist USAID/Vietnam and its implementing partners to strengthen monitoring systems, its quality, and foster a culture of effective utilization. For example, the Contractor may assist IPs to develop/revise their Activity Monitoring, Evaluation, and Learning Plan, it is not within the Contractor's scope to gather or submit data to USAID on behalf of the respective IPs.

34. Page 14: One of the example tasks under Performance Tracking is to “Assist other monitoring efforts led by USAID staff as requested (e.g., site visits) to observe and report on activities taking place, identify challenges, lessons learned, and recommend possible solutions to identified issues.” This task has budget implications in both ODCs and direct or STTA labor. Can USAID please estimate the frequency with which the Contractor may provide this support, the assignment duration and the required deliverables?

Response: USAID/Vietnam requires to conduct a minimum of three site visits/activity/fiscal year (DQAs are counted as site visits). USAID estimates that up to 25% of total site visits require assistance from the Contractor. Upon request, the Contractor will jointly plan, conduct site visits with USAID/Vietnam staff and jointly develop site visit reports to share with USAID and IP(s) after the site visits.

35. Page 15: The RFP states that the final evaluation and assessment methods and approach will be “jointly developed by the Contractor and USAID and approved by USAID.” Please clarify what USAID means by “jointly developed.” Will it be an iterative process where USAID reviews drafts or is it expected to be more collaborative? Also, please clarify who will be approving this on behalf of USAID.

Response: USAID expects this process is a collaborative effort where USAID and the Contractor collaboratively identify scope of work (SOW), including purposes, objectives, questions, etc.). The Contractor will take the lead in fully developing the SOWs which then will be reviewed by relevant USAID technical staff, local stakeholders (if any) before receiving final approval by the Contracting Officer's Representative (COR).

36. Page 15: USAID states that for evaluations, the objective “is to provide high-quality, transparent, independent, and collaborative evaluation services...” Please clarify what

USAID means by “transparent.”

Response: "Transparent" in this context means that the evaluation approach, its process, findings, and recommendations are open, clear, and easily understood by relevant stakeholders involved. It involves providing clear documentation of methodologies, data sources, and analysis techniques, as well as openly disseminating evaluation results, recommendations, and collaboratively developing utilization plans with relevant stakeholders. Please refer to the response to Question No. 35 for additional information.

37. Page 15: USAID states they expect an estimated minimum of 10 performance evaluations during the period of performance. Should the offeror use 10 performance evaluations to estimate costs for the budget? Or can USAID please provide a plug figure to include in the budget for performance evaluations? In the same paragraph, USAID states that impact evaluations are not planned at this time. If there were to be impact evaluations, this would have cost implications. Will USAID please provide a plug figure for potential impact evaluations in certain years of the contract or indicate in the RFP that additional funds will be provided should USAID require impact evaluations?

Response: At this time, USAID/Vietnam does not anticipate any impact evaluation to be conducted over the course of the Activity. In the annual plan process, the Contractor will work closely with USAID to plan for this evaluation, if any, including budget planning.

38. Page 15: Under assessments, surveys and studies, USAID states that there is an “estimated minimum of 35 assessments, other research activities, and from 5-10 gender analyses...” These estimated minimums could have budget implications, so can USAID please clarify if the “other research activities” are part of the minimum of 35 assessments or if there is a separate minimum for other research activities?

Response: Please refer to the response to Question No. 12.

39. Page 16: Can USAID please clarify whether the “creative and effective displays of data” are separate deliverables from what is required to be submitted with evaluations and assessments? Or is this a reiteration of the requirements for the evaluations and assessments?

Response: This is a reiteration of the requirements for the evaluations and assessments.

40. Page 16: For the CLA (Collaborating, Learning, and Adapting) component, USAID states, “The Contractor will also support USAID/Vietnam’s IPs’ adaptive management and implementation processes as they feed into USAID’s programming and support implementation of the current and future CDCS.” As this requires the PCS Contractor to have access to IP management and implementation approaches, which are often considered proprietary, will USAID require IPs to participate in this task?

Response: Yes. USAID will lead the process.

41. Page 17: One of the illustrative tasks of the CLA component is to “Support the collection of thematic information and contextual changes...” Could USAID please confirm if this is different from assessments and special studies described in earlier sections of the RFP with different deliverables?

Response: Depending on the scope of work and level of complexity, it may be included as part of the assessments and special studies.

42. Page 18: USAID states that the capacity building activities “can complement but should not duplicate existing capacity building opportunities provided by the Agency or the Mission.” Will USAID please share a list of existing capacity building opportunities or specify what capacity building activities are required of this contract versus what is already provided?

Response: The ongoing capacity building efforts provided by the current MEL/CLA mechanisms, USAID Learns, can be found in their annual reports on Development Experience Clearinghouse (DEC).

43. Page 23, F.4.(e): Can USAID please clarify whether travel days count toward “productive work days?”

44. Page 24, F.7 Reports and Deliverables: Are the Pause and Reflect sessions connected to a particular objective or are they to review and reflect on contract performance?

Response: Pause and Reflects sessions are used to reflect on the Contract performance.

45. Page 24, F.7 Reports and Deliverables: Are the bi-annual progress reports in place of providing quarterly progress reports?

Response: Progress reports are required bi-annually not quarterly.

46. Page 88: Will USAID please confirm that the cover page, table of contents, and acronym list are not included in the 25-page limit? Meaning, the 25-page technical proposal will contain only the Technical Approach, Institutional Experience and Past Performance, and Management Plan?

Response: Please refer to response to Question No. 1.

47. Page 90: Please confirm that USAID does not want the Offeror to provide names in the proposal of any personnel or key personnel other than the proposed COP?

48. Page 93, Paragraph 2.1: The language used by USAID references IDIQ unburdened Ceiling Daily Rates (CDRs). Additionally, there is reference to DCAA forward pricing agreements or other federal contract rates, etc. This language is more consistent when trying to establish CDRs. Please confirm this reference is not erroneous. If CDRs are in fact required, additional instruction is required – labor categories, requirements (minimum education and years’ experience, substitution, etc.).

Response: This language is an error and has been removed from the RFP.

49. Page 94: Please confirm that USAID requires Monitoring and Evaluation (ADS 203.3.5) https://dec.usaid.gov/dec/home/Default.aspx https://dec.usaid.gov/dec/home/Default.aspx costs for this activity as a line item (or CLIN?)? It is not clear that the scope of work requires PCS to conduct data collection for the implementation of its own contract. If this is required, please clarify the requirements in the SOW. Since this is not an implementation contract, the data that would be collected is very different and on a small scale.

Response: M&E will not be its own line item (CLIN) in the final contract. We anticipate only one CLIN. The referred section in the RFP has been updated accordingly.

50. Pages 94-95: M&E, Costs associated with Environmental Compliance – The RFP states that these should be budgeted under their own line item. However, many contractor’s budget elements of these across different cost categories per their accounting structure (for example, an M&E Manager’s time under Labor, their travel under Travel, etc.), or consultant line for environmental compliance consultant and travel line for their associated trip. Please confirm instructions on pages 94-95, which state these costs should go under the same line item similarly named.

Response: The offerors can structure the cost proposal in accordance with their accounting system. Sufficient data must be included in the proposal in order to allow an assessment of the realism and reasonableness of the proposed costs. The referred section has been updated. Please see the Amendment 01 to the RFP.

51. On the cover page of the solicitation, the Government estimates 33,251 days level of effort and stipulates that this is a term contract. There are no other instructions for offerors on how to address this parameter. It would be helpful to clarify a few points, however. For example:

a. Should offerors’ cost proposals strive to meet the stipulated number of days, or do we have flexibility (higher/lower)?

Response: A total of 33,251 days level of effort is required under this contract.

b. How should offerors address paid absences regarding the term limit? Some offerors may charge paid absences directly (particularly regarding local personnel) versus separately under an indirect rate.

Response: LOE is for productive work days. Productive workday means full workdays during which directly-allocable, approved project activities are performed. It excludes leave (sick, annual, etc.) and holidays. Please refer to Section F.4 of the RFP.

c. What if anything is the determination of which labor hours count versus doesn’t count? Does all labor count, such as drivers, accountants, consultants, employees, subcontract labor, etc. Or is there some other demarcation the Government expects to see?

Response: The LOE is inclusive of person-days associated with direct employee, subcontractor, and consultant labor performing the services required. The LOE does not include home office management and oversight that are billable direct labor.

Please refer to Section F.4 of the RFP.

d. USAID said that consultants fall into one of these two categories – employee and subcontract. Please clarify which category is most appropriate.

Response: USAID/Vietnam has no preference. It depends on the offeror’s accounting system and practice. However, either being under employee or subcontract categories, productive work days provided by consultants are counted against the total LOE.

52. Please clarify whether the total estimated costs reflected in the Vietnam PCS forecast of

$10M-$24.55 is the expected floor and ceiling for the cost proposal or if there is another ceiling within which offerors should prepare their cost proposals.

Response: The $10M-$24.55 is the range defaulted by Business Forecast and thus has no implications on either the floor and ceiling of the subject contract. Given the type of this contract, no ceiling is provided.

53. In section B.6, considering that not all Offerors have indirect rates listed in Section B.6 and established NICRAs, we kindly request the removal of this requirement and specifically remove B.6 subpoints b). and c). to reflect this change. This will help small businesses ensure they continue to offer USAID the most cost effective support across their awards.

Response: Please refer to response to Question No. 9.

54. In section B.8 of the RFP USAID mentions the basis of payment for the Fixed Fee. Can USAID provide guidance on what it considers to be a reasonable and competitive fixed fee for this contract?

Response: It’s the offerors’ call to determine how much fee is appropriate in order to make their offers competitive while taking into account the level of risks and constraints they may face during the contract implementation.

55. In Section C, page 12, Budget Planning, the contractor is responsible for tracking the “Federal fund types funding each task, and the share of Federal fund types paying for non-task related costs.” Can USAID define the “Federal fund types” in this context?

Response: Given its nature, this contract will be funded from a variety of USAID funding lines. In this context, “Federal fund types” are identical to funding lines supported by the entire USAID/Vietnam Mission as well as multiple Missions, Bureaus and Independent Offices (M/B/IOs) across the Agency. Specific funding lines will be provided by the COR during the contract implementation.

56. In Section C, page 14, the contractor is responsible for monitoring assistance including site visits. Can USAID estimate the number of site visits to be ordered each year, the expected volume of data to be collected in each site, and typical methods of data collection, for example, observation checklist, beneficiary interview, quantitative survey, focus group discussion, etc.?

Response: Please see response to Question No. 34.

57. In Section C, page 15, the contractor is responsible for evaluations and assessments, surveys, and studies. USAID provided a minimum of 10 performance evaluations and 35 assessments. Can USAID also provide estimates of the maximum number of these deliverables?

Response: There is no maximum number of these deliverables available at this point.

During the implementation, through the annual work plan process, the Contractor is advised to reach out to USAID for clarification on whether there are any constraints or guidelines regarding the maximum number of deliverables allowed within the scope of the Contract.

58. In Section C, page 17, Objective 1 requires work with USAID/Vietnam’s Development Outreach Coordinator team to develop program learning materials such as videos.

Developing videos can have major budget implications depending on their length, subject matter, filming location, requirements for b-roll, etc., as can producing and publishing large runs of certain full-color, glossy deliverables. Can USAID provide an estimate of how many videos and high-end publications it anticipates requiring over the life of PCS?

Response: It’s advised that the number of videos for learning purposes is minimal and would only be requested in some specific circumstances.

59. Can USAID provide an estimate of the production value of the videos? For example, low production value using a webcam; medium production value using a camera operator and video and sound editor; high production value using a production studio.

Response: The value of the videos fluctuates based on several factors. Please see response provided for Question No. 58.

60. In Section C, page 17 contains an Objective 1 requirement to capture knowledge for departing staff. Can USAID provide an estimate of the number of departing staff that offerors will engage over the life of PCS?

Response: On an annual basis, the number of departing staff range from 3-5.

61. In Section C, page 17, Objective 2 requires “organizational development and capacity building for current and potential local partners in support of USAID’s localization agenda.”

Page 17 also notes a minimum of 20 training events. Can USAID confirm that the “organizational development and capacity” activities are included in the 20 training events?

62. Does USAID envisage the Contractor providing support for new USAID foreign assistance activities to obtain the agreements with, and/or permissions from (Project Approval), Government of Vietnam entities that may be necessary to begin implementation in country?

63. In Section F, page 25, Startup Plan, the Contractor is responsible for describing “anticipated bureaucratic, legal, and other delays/problems, and steps to resolve them.” Aside from normal compliance with national business regulations, does USAID anticipate that the

Activity will be required to obtain operating agreements or permissions from a Government of Vietnam entity/counterpart prior to starting implementation?

Response: In Section F, page 25, the Contractor must outline expected bureaucratic and legal challenges and propose solutions. Despite potential challenges and difficulties in gaining approvals e.g visas and work-permits for expatriate personnel, organization of international workshops or expatriate personnel travel to work in provinces etc obtaining buy-in from local authorities is essential for successful implementation. Further guidance will be sought from USAID to refine the startup plan accordingly.

64. In Section F, page 27, Branding Implementation Plan and Marking Plan, the Contractor is responsible for describing “how the contractor will promote a program to beneficiaries and host-country citizens.” Section C (page 16) describes support for the DOC team outreach under learning activities. Does USAID envisage public outreach intended to promote other USAID programs to host country citizens beyond the dissemination of learning materials described in Section C?

Response: Development Outreach and Communications (DOC) efforts under this Activity should complement but should not duplicate or replace efforts made by other programs/activities. The Contractor may be tasked to support the Mission DOC’s effort, particularly through the dissemination of relevant products produced by the Activity.

65. In Section L.7.3 of the RFP page 93, point 2.1 Direct Labor Salary & Wages USAID indicates that “The proposed rates must not exceed the unburned ceiling daily rates as set forth in the IDIQ”. Can USAID please confirm that this statement is an error as this RFP is not related to any IDIQ?

Response: This is an error and the language has been removed from the RFP.

66. In Section L.6 on page 88, the RFP specifies seven sections in the outline for the technical proposal. The outline does not specify a Cover Letter. Will USAID allow offerors to include a one-page Cover Letter between the Cover Page and the Table of Contents?

Response: It’s up to offerors to decide which information should be incorporated in the technical proposal to differentiate their proposals among others’. If included, the Cover Letter will be subject to the page limitation.

67. Section L.6 appears to request similar or potentially duplicative discussions required by 4.

Technical Approach and 6. Management Plan that may all fit best under the Management Plan. Can we avoid repetition in the proposal by consolidating the following points in the Management Plan? Specifically:

● Recruiting/Staffing. Subsection 4. Technical Approach on page 89 requires a description of “how the offeror will recruit, onboard, and retain qualified technical experts, programmatic, and administrative personnel.” Similarly, 6. Management Plan on page 91 states that the offeror “must outline a staffing plan which defines how they will rapidly mobilize personnel to implement the program, [and] identify and used skilled and experienced personnel.”

● Ad Hoc Requests. Subsection 4. Technical Approach on page 89 requires a description of “how the offeror will respond efficiently to multiple, ad hoc requests for MEL and other related activities.” Similarly, 6. Management Plan on page 91 states that “the management must lay out the approaches the contractor will use in order to be able to respond promptly and effectively to ad hoc requests of the Mission.”

● Operational Systems. Subsection 4. Technical Approach on page 89 states that the offeror address how it “will maintain operational systems that efficiently provides [sic] financial reporting, logistics, administration, and personnel management.” While subsection 6.

Management Plan does not have a similar requirement, this content may be better positioned within the Management Plan alongside other discussions required therein such as (per page 91), i.e. “the plans and processes the offeror will use to mobilize quickly and start implementation within 120 days of contract award.”

● Question: Could USAID shift the three requirements outlined above out of 4. Technical Approach and into 6. Management Plan, thereby allowing offerors to bundle management and operational discussions in one section for a more coherent, thorough presentation?

Response: Please refer to the response to Question No. 19.

68. Section L2.9, page 95, Value Added Tax (VAT), USAID anticipates that “this activity may not be considered foreign assistance by the Government of Vietnam” and “VAT will not be reimbursed by the host government under this contract.” Can USAID specify any other tax implications of operating in country as a non-foreign assistance entity that the Contractor should consider in the preparation of its cost proposal?

Response: At this stage, for the budgeting purpose, tax implications such as VAT and personal income tax (for expatriate and local personnel, fully loaded into salaries) are anticipated. The Contractor must be considerate in how they establish their Vietnam office, and comply with local tax laws and regulations. Depending on the Contractor’s unique approach, there may be other tax implications that USAID cannot expect to define at this present time.

69. Section M.2 TECHNICAL EVALUATION CRITERIA, page 101, factor 2 specifies that “Institutional Experiences and Past Performance are of equal importance.” USAID then describes in detail how it will evaluate Past Performance. There is, however, no parallel description of how it will evaluate Institutional Experiences. Can USAID specify how Institutional Experiences will be evaluated?

Response: Please refer to Section L.6.5.1 for further details on “Institutional Experience” requirements.

70. There is no travel or ODC in the budget, but there are references to travel at various places in the solicitation. Is travel anticipated for the international technical assistance part of the team?

Response: Costs proposed should be inline with the technical approach submitted by the offerors. Please refer to Section M.3 of the RFP for cost proposal evaluation.

71. Is there a budget range or ceiling available for this activity? LOE is listed, but we didn’t see an overall budget number in the solicitation.

Response: Given the contract type, no ceiling is provided for this solicitation.

72. If the small business prime is US-based, does this firm need to register in country or could a local partner in-country who is registered be sufficient?

Response: The registration in Vietnam allows IP to obtain visas and work permits for expatriate personnel, to hire Vietnamese employees (including paying for their insurance and taxes) and conduct business transactions directly. Assuming that i) the local partner has registered properly as a for-profit entity in Vietnam, ii) the U.S Prime has registered as a for-profit entity in U.S and iii) the U.S Prime partner and its local partner have contractual arrangement to authorize the local partner to conduct business transactions in Vietnam on behalf of the U.S Prime, the local partner registration is sufficient. The local partner, however, need to file for taxes (VAT, Corporate Income Tax (CIT) and personal income taxes (PIT) for Vietnamese and foreign resident). In some scenarios, local subcontractors may be contracted with and paid directly by the U.S. Prime.

73. The solicitation mentions 3 key personnel positions. Does USAID envision the budget of this contract will include office space in Vietnam or would USAID be willing to recommend existing USAID projects where these (and other project staff) could co-locate?

Response: USAID/Vietnam expects that an office will be established for this activity.

74. Could USAID share any recent assessments of USAID/Vietnam capacity strengthening needs?

Response: Please see response provided for Question No. 42.