Amendment 01 - Q and A RFP 72048624R00012_USAID-TICA Event _Logistics Support Activity.pdf

Amendment No: 01

Request For Proposal (RFP) No.: 72048624R00012 USAID-TICA Event and Logistics Support Activity

Issuance Date: June 7, 2024 Closing Date/Time for Questions: June 18, 2024 Closing Date/Time for Receipt of Proposals: July 3, 2024, 16:00 Bangkok Time

Section 1 Question:

1. According to the solicitation for the Blanket Purchase Agreement (BPA), the agreement is set to span two years (refer to Section 1.9, Period of Performance, on Page 6), concluding in August 2026 (first paragraph, Page 9).

Could you kindly confirm the anticipated start year for the Mission's initial activity? Should we expect this to begin in September 2024?

USAID: Subject to the evaluation of the offeror’s proposals, the BPA is expected to be awarded by September 2024, with individual Call Orders issued in the following months.

Section 2 Questions:

2. To aid us in planning our staffing, could the Mission kindly provide an estimate of the number and timeline of workshops or meetings expected to be held in Thailand, Lao PDR, and Cambodia? Additionally, any insights into the anticipated number of planned activities would be greatly appreciated.

USAID: At this time, one activity is planned for October 2024. It will take place in Bangkok, and other provinces that can be reached by land transport ( no domestic flights required). The international participants are expected to be around 20 pax, and an additional 20 pax for resourced persons and other guests, estimated totalling 40. The event should be around 5-6 days. A simultaneous translation from Thai to English and vice versa may be required.

The second event will take place in Vientiane Lao PDR in November, 2024 for 5 days. The total participants is expected to be around 60 pax, with 10 pax flying from Bangkok to Vientiane, and 50 from Lao PDR including from other provinces outside of Vientiane.

We estimate that 6 workshops/events/visits/meetings will take place during the 2-year period.

Generally, each activity period is from 4-10 working days. Participants can vary from 10-60 depending on the format (i.e. focus group meetings, visit, workshop). It is difficult to estimate the

Amendment 01

RFP 72048624R00012

USAID-TICA Event and Logistics Support Activity timeline for other activities at this stage but the contractor will receive 2-3 months notice for new workshops, but the lead time for simple visits and group meetings may be less than that.

3. In the first paragraph of the cover of the Request for Proposal, the focus is on interventions and implementations related to human resource development (HRD). However, Section 2 – Statement of Work on Page 8, Paragraph 2, also references areas such as health, environment, economics, and social development, in addition to HRD.

Could the Mission kindly clarify whether this solicitation is exclusively focused on health, or if it also includes the broader range of issues mentioned? Additionally, understanding the specific HRD topics pertinent to each country would be very helpful for us.

This information will greatly assist us in planning and allocating the appropriate Program Managers and Coordinators, as well as addressing the logistical, translation, and technical requirements for each assignment.

USAID: The solicitation is mainly focusing on event and logistics support. The HRD does not exclusively focus on health but a broad range of areas/issues. We do not expect the contractor to have technical knowledge in these fields. However, possible specific HRD topics may include the following:

● One Health

● Global Health Security

● Malaria

● Digital Economy

● Countering Trafficking in Person

● Others

4. On Page 8, in Section 2.2 Objective/Statement of Work, it is mentioned that “translation services ranging from verbal and written language from Thai to English and English to Thai, Khmer to Thai and Thai to Khmer, and Lao to Thai and Thai to Lao (written language only)” will be required.

Could the Mission please clarify whether verbal translation is necessary, and if so, whether it should be simultaneous or consecutive?

USAID: The verbal translation may be required during field visits, particularly from Thai to English and English to Thai, Khmer to Thai and Thai to Khmer. It should be simultaneous.

Section 3 Question:

5. Could the Mission kindly provide clarification on the expected communication materials referenced in Item 3.6, Call Order Deliverables No. 9, on Page 11?

USAID-TICA Event and Logistics Support Activity

USAID: The communication materials refers to items related to branding and communication such as coordinating logos, designing a workshop backdrop and drafting social media messages (per Section 2 of the RFP).

Section 7 Questions:

6. Section 7.5 on Page 34 indicates that a complete proposal shall consist of a Cover Letter, a Technical Submission, and a Past Performance submission. The technical approach will consist of the Offerer’s response to the requirements example outlined in Annex 1, along with the associated costs for the activities detailed in the example event.

Would the USAID/RDMA kindly confirm that the technical approach/proposal prepared by the Offeror should consist of a response to the requirement example outlined in Annex 1, along with the associated costs for the activities detailed in the example event in a Technical Proposal (in lieu of of the illustrative example of the Cost Proposal)?

USAID: For clarity, Offerors are encouraged to submit two (2) separate components in their Technical Submission: (i) technical approaches; and (ii) cost proposal. Please be reminded that the cost factor will be evaluated solely for cost realism and its support of the technical approach.

7. The solicitation states in the Section 7.6 on Page 36 that the Offeror should also propose an estimation of budget for logistical and management costs such as airfare, lodging, per diem, venue rental, etc. associated with the activities detailed in the example event in Annex 1.

Would the USAID/RDMA kindly advise if the proposal on the estimation of budget for logistic and management costs should be detailed in the Technical Proposal OR the illustrative example of the Cost Proposal is requested?

USAID: As a follow-up to the above question, the estimated budget for logistics and management costs (associated with the example of requirement, Annex 1) should be included in the (ii) cost proposal, as part of the Technical Submission.

Section 8 Question:

8. In Section 8 - Attachments, Annex 1, "Example of Requirements - Measuring Results," on Page 37, the solicitation states, "The participant's satisfaction rate should be above 70 percent." Could the Mission please clarify whether this refers to the response rate of participants?

Additionally, we assume the satisfaction survey will cover various aspects such as technical content, syllabus, trainers, and logistics and coordination. Does the 70% satisfaction rate specifically pertain to the logistics and coordination services provided by the contractor?

USAID: The 70% satisfaction rate refers to how satisfied the participants of our deliverables and it will be measured specifically on the logistics and coordination services provided by the contractor.

USAID-TICA Event and Logistics Support Activity

The survey may be combined with the Thai government partner which will include other aspects such as the technical content.

However, as mentioned, RDMA will measure only the services provided by the contractor.

End of Questions and Answers (End of Amendment 01 of RFP 72048624R00012)