72049219R00009_Qs_&_As.pdf

RFP 72049219R00009 Amendment no. 2 Evidence-Driven Collaborating, Learning and Adapting (ED-CLA) at USAID/Philippines

ANSWERS TO QUESTIONS RECEIVED ON ED-CLA RFP

1. Will the Mission consider extending the closing date for submission of proposals?

The closing date for submission of proposals is extended from August 12 to August 30, 2019 at

0600H Philippine Standard Time (PST). The amended RFP reflects this.

2. Could you please tell me if the Combined Synopsis/Solicitation posted as solicitation number

72049219R00009 on FBO contains requirements similar to any work performed currently or in the past, or will this be a new requirement? If possible, can you please provide the most recent contract or task order number?

This is a new requirement from the Mission.

3. When is the expected award date of this contract?

Award is expected to be made by Spring 2020.

4. Could USAID provide an estimate of how many days will be provided (ex. 15, 30, 60, 90) to develop and submit on-demand task orders under this contract?

The contractor will have 14 calendar days from date of issuance of the Request for Task Order

Proposal (RFTOP) to respond with a proposal.

5. The Subject of the RFP refers to the title of this proposal as “Evidence-Driven Collaborating, Learning and Adapting (ED-CLA) at USAID/Philippines.” However, On Page 8, Section C.1, Title of Program, the RFP states “The title of this program is ‘Evidence-Driven Collaboration, Learning and Adapting at USAID/Philippines.” Can USAID confirm the title of this program?

The title is “Evidence-Driven Collaboration, Learning and Adapting (ED-CLA) at USAID/Philippines.

6. Is there an incumbent contractor for this effort? If so, who is it?

There is no incumbent contractor for this effort.

7. When does USAID anticipate an award for this contract?

See response to Q2.

8. Can USAID please provide an organizational chart or organogram for the Mission and its offices?

The organizational chart is attached in Section J of the amended RFP.

9. The FBO notice and the header of internal pages of the RFP use RFP No. 72049219R00009.

However, the cover page of the RFP uses RFP No. 72049218R00009. Can USAID please verify the correct RFP number?

. The correct RFP number is 72049219R00009. The RFP has been amended to reflect the correct number.

10. B.5.c and L.6 Part 3: Both clauses reference a limitation for Other Direct Costs (ODCs) of 3% of the total cost over the life of the contract for CLIN 2 – On-Demand Services. The solicitation transmittal letter references an estimated contract value of $13m and Clause B.2 suggests that CLIN 2 should account for approximately two-thirds of contract value. Applying the estimates and limitations outlined above the total budget for CLIN 2 ODCs is $260,000 and roughly $50,000 per year. Page 16 – Clause C.4.d On-Demand Tasks per Objective is understood to the scope of services for CLIN 2. That scope reflects a number of activities that specify non-labor costs which would exceed in costs the stipulated threshold of $260,000. Please confirm that the $260,000 cost limit for ODCs under CLIN 2 should be applied.

The ODCs for On-Demand services under CLIN 2 will be negotiated per Task Order. The limitation on CLIN 2 ODCs is deleted and will be reflected in the amended RFP.

11. Clause B.7 sets cancellation ceilings based on the multi-year non-severable CLIN 1 component.

As the non-severable is only 3 years (base period), please confirm that only Contract Year 2 and 3 cancellation ceiling amounts are required since the contract obligation does not extend beyond the base period. Please confirm that the last sentence of the clause is redundant as the cancellations are outlined in the table.

The clause has been revised and the RFP amended.

12. Can USAID please clarify whether the task orders issued under the IDIQ portion of the contract will be CPFF completion or CPFF term? Section B.5.b. indicates that fee for CLIN 2, as presented in B.3.a, will be paid based upon the contractor’s furnishing of 8000 person-days, which is indicative of a term type. However, F.8 of the RFP highlights possible deliverable requirements for CLIN 2, which is indicative of a completion type. If task orders will be completion type, could USAID please revise B.5.b?

Task Orders that are to be issued under this hybrid contract shall be CPFF completion.

13. The Contractor is required to propose ceilings on its indirect cost rates. Considering that

Philippines ED-CLA is a small business set aside, would USAID consider removing this requirement, using the same logic as USAID uses in its current IDIQ template, i.e., while small businesses make every effort to maintain competitive rates and similar overall wrap rates (year on year multipliers), the effect of any one contract on a smaller base can significantly change an indirect rate?

Section B.8 has been deleted from the amended RFP.

14. The RFP states that “The amount of ordered Other Direct Costs will not exceed 3% of the total estimated cost of CLIN 2.”

a) Is it USAID’s intent to encourage Offerors to budget most of their anticipated ODCs under

CLIN 1?

b) Considering that CLIN 2 will constitute two-thirds of the total contract cost, and on-demand services may involve high-cost items such as large venue rentals and large events, would USAID consider increasing the percentage or eliminating the cap?

a) ODCs for CLIN 1 and CLIN 2 should be allocated and budgeted separately.

b) See answer to Q10.

15. USAID notes that the “amount of ordered Other Direct Costs will not exceed 3% of the total estimated cost of CLIN 2.” Given some of the activities mentioned under CLIN 2, including the potential need for venue rentals, materials, and/or security, would USAID consider removing this limitation?

See answer to Q10.

16. Indirect Cost: It is our interpretation that B.6 requires us to propose indirect cost billing rates as defined in FAR 42.701. Is this correct?

B.6 is applicable to organizations with existing Negotiated Indirect Cost Rate Agreements

(NICRAs). Organizations without NICRAs should direct cost all proposed expenditures.

17. B.8 apparently requires the proposal of ceiling, or capped, indirect cost rates, but does not identify specific indirect rates. Are we correct that B.8 requires the proposal of indirect cost rate ceilings?

See answer to Q13.

18. Is it the Government’s intent that all the indirect cost rates proposed as billing rates in B.6 have corresponding ceiling rates proposed in B.8?

Please see response to Q13.

19. Will the pricing of CLIN 2 be a NTE 8,000 hours and then there will be ODCs to account for all the training/coaching/other materials for that line item?

Yes. The pricing of CLIN 2 shall account for the NTE 8,000 person-days as well as the ODCs. See answer to Q14.

20. Clause C.6 Personnel states “If the required expertise for individual task orders (TOs) has not been captured in the relevant labor categories, USAID reserves the right to add new labor categories at a later date.” Other than the two Key Personnel categories, no other labor categories are defined in the Statement of Work. Page 90 – Clause L.6.Part 3 states that:

“USAID has specified 8,000 person-days of labor, to include subcontractor and consultant hours, as the maximum level of effort that may be required during the contract period for performance for authorized work under IDIQ CLIN 2 – On-Demand Services. Accordingly, the Offeror must propose qualifications and costs associated with the above number of person-days of level-of-effort, as follows:

Mid-level Monitoring and Evaluation Specialist, local Mid-level Expert in Education, local Mid-level Expert in Environment, local Mid-level Expert in Democracy & Governance, local Mid-level Expert in Economic Growth, local Mid-level Data Scientist, local” Page 16 – Clause C.4.d On-Demand Tasks per Objective is understood to be a summary of the scope of services for CLIN 2 and reflects requirements that would be most effectively addressed by broader mix personnel. Further, it may be beneficial to draw from non-local personnel to support specific On-Demand Tasks as outlined on page 89 Clause L.5.3.c which states, “The Offeror must describe its proposed plan that demonstrates organizational capability to recruit expatriate and local staff and/or local consultants and to effectively organize staff into teams that can undertake the tasks in this award.” Please confirm that offers should propose labor categories which are consistent with the proposed technical and management approach.

Based on the Statement of Work, Offerors should propose all labor categories and skill sets that they think will be necessary for future on-demand services. Personnel are open to all-- Americans, Third Country Nationals (TCNs), and Cooperating Country Nationals (CCNs). Note that there will be tasks to be performed in Non-Permissive Environments (NPEs). The positions listed are meant to be indicative not exclusive. Offerors should propose labor categories that are consistent with their proposed technical and management approaches. The RFP has been amended to clarify that the specified technical specialists are indicative not exclusive.

21. What is the expectation of USAID/Philippines regarding the coordination between the ED-CLA contract and the ongoing CLA contract for the Health sector?

The Mission and Health CLA activities have several complementarities. The Health CLA COR is part of the Mission MEL Champions working group that will provide significant input to the Mission CLA activity. The Mission and Health CLA activities should share lessons learned and good practices in program implementation. The Health CLA activity may contribute to some cross-cutting indicators that the Mission CLA activity will be primarily responsible for.

22. We request clarification regarding the expectation of using GIS. On page 16, the RFP mentions that it is expected 14 GIS maps under Objective 3 of the On-Demand Task. Yet, on page 26 the RFP refers to 10 GIS or SOTA report. Can you please clarify this discrepancy?

Page 16 demands 14 Map outputs (detailed cartographic productions, printed or otherwise) while pages 26 requires using geospatial Input devices/system to collect/collate data and produce 10 reports not necessarily a map but geospatially enabled csv datasets (similar to excel format but with location columns).

23. The RFP mentions that USAID/Philippines Office of Health has an existing Collaborating, Learning and Adapting activity (2018-2022) that implements the majority of evaluation, monitoring and learning tasks for this sector. Would ED-CLA be responsible to conduct some MEL activities for the health sector?

The Mission ED-CLA will not be responsible for conducting MEL activities specific to the health sector. Some cross-cutting activities, however, may include health contributions.

24. The RFP mentions that the first task under Core Services under Objective 3 to facilitate a review or updated review(s) of mission CLA systems and capacity. Is there an existing CLA review? If so, when was the review conducted? What was the scope and its findings? Is there a final report that USAID can provide to offerors?

A CLA Maturity Assessment and Action Planning, facilitated by USAID staff, is planned for USAID/Philippines staff o/a September 2019. The resulting report and action planning will be provided to the Contractor after award.

25. Can USAID provide information regarding the Data Steward in the Mission? Where does the

Data Steward sit within USAID/Philippines structure? In which unit? Is there only one Data Steward?

The mission has one Data Analyst performing Data Stewardship functions under the Program Resource Management office and reports directly to the Deputy Chief PRM.

https://www.usaid.gov/data/frequently-asked-questions#Q1 https://drive.google.com/file/d/1f196IEA576T2rEXqvhS8Gb8X1Prqt5DM/view?usp=sharing https://www.usaid.gov/data/frequently-asked-questions#Q1

26. The first intended outcome mentions USAID/Philippines staff, with enhanced capacity, lead the mission and others in CLA practices. Who are those 'others' that are mentioned in this intended outcome? Please clarify.

. USAID staff with enhanced CLA leadership skills and capabilities, would ideally be a leader in CLA in other fora, such as with implementing partners and other donors. For example, s/he may facilitate a pause and reflect exercise with implementing partners or design more strategic collaboration approaches with donors.

27. For the first task under On-Demand Services for Objective 2, the RFP includes a note that mentions that the Senior M&E Specialist is expected to serve as the principal investigator for at least the majority of the major evaluations. Does this mean that USAID anticipate that the M&E Specialist will be the Evaluation Team Lead for the majority of the major evaluations?

Please clarify if that is the case.

Yes. USAID anticipates the Senior M&E Specialist to be the Evaluation Team Lead for most of the major evaluation, as appropriate, in order to promote learning synergies between projects and activities. If the evaluation team leadership requires a sector-specific expertise that the Senior M&E Specialist does not possess, another Evaluation Team Lead may be selected:

however, the Senior M&E Specialist should still be closely involved in the evaluation implementation.

28. For the first task under On-Demand Services for Objective 2, the RFP includes a note that mentions that the Senior M&E Specialist is expected to serve as the principal investigator for at least the majority of the major evaluations. How does USAID/Philippines define a 'major evaluation'? Please clarify.

Major evaluations are defined as including: multi-sector evaluations, project-level evaluations, multi-activity evaluations and portfolio-level evaluations. Major evaluations will be further defined in the specific task orders issued for “on-demand services.”

29. Is USAID/Philippines a pilot Mission for the adoption of DIS?

No. USAID /Philippines is not one of the pilot missions for DIS adoption. However, the Mission is preparing itself and the CLA Project for the eventual implementation of the DIS.

30. What is the expected timeframe that USAID/Philippines have for the introduction and adoption of DIS?

There is currently no advertised timeframe for USAID/Philippines DIS implementation.

However, the Contractor should plan on identifying and utilizing a secure, web-based Portfolio Management solution in the interim.

31. With reference to C.3 VISION and OBJECTIVES, page 10 notes “strategic internal collaboration” yet mentions external (outside the Mission) collaboration partners, e.g., “external stakeholders.” Please confirm the scope of the strategic collaboration.

The client focus of this activity is USAID staff. As USAID staff have their capacity as leaders in CLA strengthened, they should increasingly be CLA leaders — including facilitating strategic collaboration — in both internal and external fora. It is not the intent of the Statement of Work for the Contractor to directly serve stakeholders external to USAID.

32. With reference to C.4 SOW, Objective 2, page 12. states Contractor must “Identify and utilize a secure, web-based Portfolio Management solution that shall include elements of data management, standardization and collection for the Mission’s PMP indicators…” Please clarify if this platform is to be based in the Contractor’s office (outside the USAID firewall), or within the Mission.

The system the Offeror shall propose will exist outside of USAID firewall, in a FEDRAMP-approved secured external website accessible anytime by USAID/Philippines Program Management staff with admin/elevated rights. The Offeror should plan on identifying and utilizing a secure, web-based Portfolio Management solution in the interim. Refer to the response to Q30.

33. How many retreats and training sessions does USAID anticipate per year?

USAID anticipates approximately 17 retreats and training sessions over five years. See Section

C.4.d. of the RFP.

34. Based upon the PWS(Performance Work Statement), USAID says that the contractor will procure and administer training, are you anticipating for the contractor to design and customize training curriculum or are there training programs already in place?

This on-demand task will be based on the needs of the mission, which may be further determined through upcoming CLA Maturity assessments. There are several promising curricula that other missions have used to enhance CLA capacity, such as Insights Discovery:

however, the Contractor should expect to tailor discussions to USAID staff needs.

35. How many leaders will the contract support for on the job coaching?

The Contractor may expect to provide on-the-job coaching to approximately 40-50 USAID staff throughout the life of the Contract. This may include but is not limited to: coaching a staff on designing a complexity-aware evaluation; co-facilitating a pause-and-reflect workshop with a USAID staff while simultaneously coaching him/her in the process; coaching USAID staff participating in an internal evaluation.

36. How many additional facilitators do you anticipate utilizing aside from the CLA Director?

See the On-Demand Tasks table in C.4.d for quantities. The Design Team envisioned 17 large leadership enhancing opportunities, 19 medium-large learning events and 15 medium-large partner meetings over the base and two option years that may require additional facilitators beyond the Key Personnel.

37. With reference to C.4 SOW, Objective 2, please explain the relationship between b.5 (core) and b.7 (on-demand), both involving evaluation design. What services mentioned under b.5 would be required if on-demand evaluation/assessment was not ordered? Could b.5 be folded into b.7?

B.5 entails the Offeror contributing to SOW development for select, strategic evaluations to assist USAID staff, who are the primary authors of evaluation SOWs. B7 refers to actual implementation of external evaluations to be conducted and led by the Offeror for USAID under separately issued Task Orders.

38. SOW, Objective 2, could b.8 work in NPEs involve third party monitoring for environmental compliance? Could this work involve TPM for contextual monitoring?

Yes. On-demand third party monitoring in NPEs may include environmental compliance and contextual monitoring.

https://www.insights.com/us/what-we-do/why-insights/

39. A task under Core Services for Objective is to “identify and utilize a secure, web-based Portfolio Management solution.” Can USAID Philippines provide information if there is an existing system the Mission is using?

There is no integrated system as of this time. The Agency is currently building a portfolio management system (Development Information System) using an iterative IT process called Agile. The Contractor should plan on identifying and utilizing a secure, web-based Portfolio Management solution in the interim. See response to Q31.

40. What current systems and technology is in place to manage the community of practice?

There are no current, formal management systems in place for the communities of practices.

Technology is not expected to play a role in these.

41. When is the USAID Development Information Solution (DIS?) expected to be fully functional, reference page 12?

The Initial Production Release will provide the first set of missions with access to DIS. The nine missions which formerly used the AidTracker Plus platform will begin receiving DIS in 2019.

These are: South Africa (bilateral and regional), Ethiopia, Rwanda, Ghana, Lebanon, Vietnam, Nepal, El Salvador (bilateral and regional) and Peru. There is no definite timetable of DIS implementation in the Philippines as of this time. The Contractor should plan on identifying and utilizing a secure, web-based Portfolio Management solution in the interim. See response to Q31.

42. The RFP mentions doing meta-analysis of lessons learned and good practices. The RFP further states that the analysis will include work “inside and outside of USAID.” In the strictest sense, a meta-analysis is a rigorous approach to assess outcomes based on a collection of works in the meta-analysis pool. Given the potentially broad and intensive scope of this task, can USAID provide information on which projects are being identified for the meta-analysis?

The Offerors should not limit themselves to a strict definition of meta-analysis. The purpose of meta-analyses to be conducted through this contract is to garner more meaningful learning between high-level monitoring, evaluations, assessments and other research, in order to obtain a “bigger picture” of the Philippines’ journey to self-reliance. An example is:

https://usaidlearninglab.org/library/getting-big-picture-meta-analysis-liberia-country-development-cooperaton-strategy

43. Does the contractor have to provide a branding and marking plan with their proposal response?

Offerors are not required to submit a Branding and Marking Plan with their proposals.

However, Offerors in the competitive range will be required to submit Branding and Marking Plans.

44. Can a downloaded FAR Report/Reps and Certs PDF from SAM be submitted with the proposal or does USAID require us to fill out the version in the RFQ?

Offerors are to fill out the Reps and Certs in Section K of the RFP and submit them as part of their Cost Proposal.

45. Is there an incumbent contractor for this effort? If so, who is it?

See answer to Q6.

https://usaidlearninglab.org/library/getting-big-picture-meta-analysis-liberia-country-development-cooperaton-strategy https://usaidlearninglab.org/library/getting-big-picture-meta-analysis-liberia-country-development-cooperaton-strategy

46. Does USAID require us to submit resumes and bio-data sheets for other proposed resources or just the two named key personnel?

Offerors are to submit resumes and completed bio-data sheets (AID 1420-17s) for the two Key Personnel only. However, Offerors are to submit resumes for other proposed resources.

47. When does USAID anticipate an award for this contract?

See answer to Q3.

48. When will the oral presentations be required if a contractor gets to that round? Will the presentations be provided via skype/phone or will it require travel to Manila?

Oral presentations are currently anticipated to occur in the second and third weeks of

November. Should there be a change, Offerors in the competitive range will be informed. It is USAID’s preference to have the oral presentations done in person in Manila. However, if this is not possible for an Offeror, the presentation may be done virtually via Skype, Facetime or video patch.

49. Would USAID consider increasing the page limit?

No. The technical proposal shall be limited to only twenty (20) pages.

50. Do the answers to the scenarios count towards the page limit or can these be a separate appendix?

Offeror must present their responses to the scenarios as an Annex to the Technical proposal.

51. With reference to Background, page 9. states that the Mission currently has 33 active awards, and that in October 2019, 16 “on-going” activities are expected. Since awards are normally associated with an “activity,” what explains this rapid, significant decline in number?

a) As a part of this contract, will the awarded contractor be helping to manage the eight active projects that will be in place by October 2019?

b). As a part of this contract, will the awarded contractor be helping to manage the 16 ongoing activities in Mindanao that will be in place by October 2019?

a) The decline from 33 to 16 awards is due to activities coming to an end.

b) The CORs and AORs manage the activities. The awarded contractor’s role is to advise, mentor and coach these CORs and AORs and provide technical assistance.

52. Does USAID have an estimate of the number of FTEs to support this effort? Are the LOE estimates provided in Section C intended to correspond to the allocation of FTEs across each of the three scope of work objectives?

The LOE estimates provided in Section C correspond to the allocation of FTEs across each of the Objective. The Offeror shall determine how much effort is needed for all the activities, core and on-demand

53. Is there a preference or expectation that activities under CLIN2 will be serviced by different personnel than supporting the core activities in CLIN 1?

The expectation is that there may be opportunities when the CLA Director and/or the Senior

M&E Specialist may lead separate Task Orders.

54. The Mission notes that the USAID/Philippines Office of Health has an existing CLA activity to be run concurrently (2018-2022) with the proposed activity. Does USAID intend for the Contractor to conduct MEL and CLA activities for health activities?

The Contractor will not be responsible for conducting MEL activities specific to the health sector. Some cross-cutting activities, however, may include health contributions.

55. Under Core Services for Objective 1, USAID states that the Contractor will “support USAID staff in managing communities of practice.” Can USAID please provide a list of existing Mission communities of practice?

The Mission currently has working groups focused on learning, private sector engagement and leadership.

56. The specifications for the Portfolio Management System on RFP pg. 12 seem specific. Does the

Mission have a system in mind for this? Will this system be subject to the cost limits imposed on Missions in anticipation of the DIS? Is the information from NPE monitoring on RFP pg. 14 expected to be managed by this PMS? For planning purposes, when does USAID anticipate DIS to be fully functional?

USAID/Philippines does not endorse a specific system or company for the portfolio management system. It will be within the full discretion of the contractor to decide to use open source or Commercial Off-The-Shelf (COTS) web-based portfolio management system. A full cost justification report will be needed to support their choice of solution. Data collection/collected on NPE environment should be integrated and be part of the main features/functions of the proposed portfolio management system. The agency has not given any time frame yet for DIS implementation in the Philippines. The Contractor should plan on identifying and utilizing a secure, web-based Portfolio Management solution in the interim.

See answer to Q31.

57. Some of the on-demand tasks in C.4.d pg. 16 do not match those of the on-demand deliverables in F.8 pgs. 26-27. Should offerors regard all tasks/deliverables as illustrative? The list of on-demand deliverables included in Section F.8 only includes deliverables for Objective

2. Does USAID have a list of deliverables for Objectives 1 and 3?

On-demand activities in F8 are linked to on-demand tasks in C4. On-demand activities and tasks are based on current mission demands. However, the detailed scopes and quantities of these on-demand tasks will be confirmed at the issuance of specific Task Orders. Activity nos. 7 & 8 on page 27 are for Objective 1 while Activity nos. 9 & 10 are for Objective 3.

58. Regarding the On-Demand tasks per objective listed on page 16 of the RFP under C.4, are the quantities of tasks fixed? Has USAID set ceilings, floors or established targets for level of effort or percent of the total estimated cost for each task or category of tasks? What type of contract will Task Orders under the IDIQ be (e.g., Time and Materials, Cost-Plus-Fixed-Fee, etc.)?

The quantities are based on current estimates of mission demand and need. The estimated level of effort for CLIN 2 is 8,000 person-days. Under CLIN 2, the contract type shall be cost-plus-fixed-fee completion.

59. Section C.6, USAID requires that "key personnel must have strong networks with Philippine technical experts in learning, monitoring, evaluation, research, economic growth, governance, health, education, and environment." Please clarify what strong networks mean (previously worked with, know people who know people), and are networks required in all these categories? Are certain networks more valued/given more weight than others?

Key personnel must have strong familiarity with networks of Philippine technical experts in the aforementioned sectors. Scenario 3 in Section L.5.3 gives offerors an opportunity to demonstrate its familiarity with local networks. Relying on Key personnel’s strong networks should allow offerors to quickly mobilize when on-demand tasks are required. The networks most valued are those described in C6: learning, monitoring, evaluation, research, economic growth, governance, health, education, and environment.

60. Can USAID clarify whether the 16 ongoing activities valued at nearly $265 million refer specifically to activities being implemented in Mindanao? Can respondents assume that nearly half of USAID’s portfolio has some implementation in Mindanao?

All of the activities mentioned are entirely or partially implemented in Mindanao.

61. Would USAID consider providing details on implementing partners working in Non-Permissive

Environments – e.g., national government agencies, local government units, international nongovernment organizations, domestic nongovernment organizations, media, academic, private sector associations, for-profit contractors, etc.? Such as referenced on page 11, C.4, a.

Objective 1, a.3.; page 14, C.4, c. Objective 3, c.8; and page 16, Section C.4.d, Objective 2 activities.

USAID will not be providing details of partners working in NPEs. Offerors should demonstrate familiarity with these networks.

62. The table in Section C.4.d On-Demand Tasks per Objective, can USAID clarify whether the

“Quantity” column represents the anticipated number of on-demand tasks per sub-objective under CLIN 2?

Yes. The ”Quantity” column represents the anticipated number of on-demand tasks per sub-objective under CLIN 2.

63. The majority of “Core” services tasks exceed the number of “On Demand” services for each

Objective, however the budget allocated for “Core” services is estimated at one third of the total award. Is there any flexibility in the “Core” budget amount?

While it may look like the number of “core” services exceed the number of “on-demand” services, they are not for the most part “big ticket” items but are day-to-day tasks for the CLA Director and the Senior M&E Specialist. Thus, these were estimated to not exceed one-third of the total contract cost.

64. Can the offerer be provided a copy of the 2013-2019 Philippines Country Development

Strategy as part of Q&A to assist in establishing our response to this solicitation?

The current Philippine Country Development Strategy is available here:

https://www.usaid.gov/philippines/cdcs

65. Does USAID have an existing approach to establishing the basis of interaction between MEL

Champions and the M&E functions outlined in the Solicitation or will the offerer be expected to assist in developing the approach?

It is expected that before the contract award date, the Mission’s MEL Champions’ roles and responsibilities will be further defined. The Contractor’s focus will primarily be on learning, https://www.usaid.gov/philippines/cdcs while the formal responsibilities of Monitoring and Evaluation remain with the Program Office. Offerors are not expected to develop this approach.

66. Will the offerer’s M&E personnel/functions be directed by or led by MEL Champions or USAID

Mission leadership?

The Contracting Officer’s Representative (COR) will direct the Contractor’s M&E functions as outlined in the contract.

67. Is the offerer anticipated to buy/procure/field this Web based Portfolio Management solution or does it already exist with USAID? If yes, should the offerer include these costs in our cost proposal?

There is no integrated web-based portfolio management system in-mission as of this time.

USAID/Philippines does not endorse a specific system or company for the portfolio management system. It should be within the full discretion of the contractor to decide whether to use open source or Commercial Off-The-Shelf (COTS) we-based portfolio management system. A full cost justification report will be needed to support their choice of solution.

68. Can USAID clarify that Non-permissive environments includes the entirety of Mindano and are there others that the offerer should be aware of?

Non-permissive environments include any locations where travel by U.S. Government personnel is not allowed by the Regional Security Office of the US Embassy in the Philippines.

While NPEs currently cover much of Mindanao and some areas of Palawan, NPEs may vary.

69. Can USAID confirm it these items will be provided in individual RFP’s under the IDIQ and therefore will be priced separately as required?

Separate Requests for Task Order Proposals (RFTOPs) will be issued for each on-demand task.

The contractor is expected, within 14 calendar days, to provide USAID with a technical and cost proposal in response to the RFTOP.

70. Are there any requirements that K/Ps be American Nationals? Can K/P be Filipino Nationals?

Does that create any issues with access to US Embassy?

There is no requirement for the Key Personnel to be American nationals. See answer to Q20.

USAID shall obtain the necessary clearances for Contractor employees’ access to the US Embassy compound.

71. USAID is requiring that the Contractor prepare a management plan. Is this a contract deliverable, and if so would USAID consider reflecting it in Section F and provide information on the due date of submission?

In its Technical Proposal, the Offeror must propose a management plan that will show how the offeror will monitor activities in non-permissive environments. It is not a contract deliverable.

72. The three primary objectives center around USAID/Philippines rather than on IPs, though there are references to IP capacity, systems, and support in portions of Section C.4. Is the priority for USAID/Philippines staff with auxiliary support to IPs as needed to achieve the primary objectives?

USAID staff are the main clients of the Contract. IPs are secondary beneficiaries of the Contract objectives as USAID staff develop as CLA leaders, ideally leading CLA practices for IPs.

The Contractor’s most direct interactions with IPs will most likely be with those working in NPEs.

73. USAID notes the need for coaching USAID staff. Does USAID have an estimate for the number of staff who would participate in coaching sessions, or will that be at the discretion of the Offeror?

The Contractor should expect to provide on-the-job coaching to approximately 40-50 USAID staff throughout the life of the Contract. This may include but it not limited to: coaching a staff on designing a complexity-aware evaluation; co-facilitating a pause-and-reflect workshop with a USAID staff while simultaneously coaching him/her in the process; coaching USAID staff participating in an internal evaluation.

74. A core activity includes data collection. To ensure accurate cost estimates, does USAID have a plug figure or further details regarding the scope of that effort?

The contractor must provide electronic primary data sets to USAID/Philippines. USAID

Philippines has a mission-wide Geospatial Decision Support system that supports informed decision-making. This includes elements of data management, standardization and collection using global positioning system hand held receivers (GPS Units) to capture geo-referenced location, data of activities, etc. Contractors are required to collect and provide spatial data, and the use of GIS for spatial data development and reporting should be included.

75. What are the demographics of the USAID personnel to be trained; what are their education levels, nationalities, and primary and secondary language spoken? a) What are the titles/job descriptions of the 133 USAID personnel targeted for this project?

The main USAID personnel who will be trained and coached as CLA leaders will be Philippine foreign service nationals at technical levels FSN-10 to FSN 12 and American foreign service officers. As such, the majority will have master’s degrees or higher. All of the Filipino staff are bilingual in English and at least one Philippine language. The majority of the American staff speak English as their first language and are not proficient in Filipino. While job titles and descriptions vary, the majority of those to be trained and coached as CLA leaders will likely be project management specialists in the technical and program offices. Broader mission learning events may include staff at all levels, including those from the financial management, executive and contracting offices.

76. How does this project interact with the active projects and on-going activities mentioned on page 9?

The Evidence-Driven CLA activity will interact with projects through areas described in Section

C4, such as data collection, baseline development target-setting, monitoring and review of high-level, cross-cutting indicators and contextual indicators (some of which are drawn from Project Appraisal Documents). It will interact with ongoing activities through areas described in Section C such as conducting select external assessments, evaluations and other research at the project or activity level, and conducting third-party monitoring of activities in NPEs. The Evidence-Driven CLA activity will not be responsible for collecting data or conducting internal evaluations that are part of the scope of work of individual activities. The Evidence-Driven CLA activity will also not be responsible for directly strengthening the capacity of activities’ implementing partner staff.

77. Objective 3: Page 14

a) c.9. Define format for dissemination of information and best practices (through publication, internal document development, training sessions?)

b) c.8. Describe the partners involved in this section of the project

a) The format for dissemination will depend on on-outputs to be developed under each Task Order.

b) Partners as described in c.8 are primarily implementing partners.

78. Will contractors be required to enter and work in Non-Permissive Environments (NPE) deemed unsafe, or can alternative training methods be utilized (e.g., Video training/mentoring, phone, delivering communication equipment, or providing travel for staff in NPE areas to safer cities, etc.)?

The Contractor will be allowed to employ alternative monitoring methods in NPEs deemed unsafe.

79. By what metrics will the chosen organization’s performance be evaluated? What metrics are used to evaluate successful performance of USAID requirements?

The Contractor’s performance will be evaluated based on how successful it has addressed or implemented the requirements of the contract and the individual task orders. This will be reflected in the annual Contractor’s Performance Appraisal Report (CPARs).

80. By what metrics will impact on the downstream population of the personnel trained (e.g., Direct reports, peers, support departments, customers, etc.) be measured? What is the frequency of measurement?

The Contractor will propose how it will measure “success” of the training and how often meaningful measurement will be taken.

81. What special software, data collection, or similar be required to obtain for data collection?

What level of support and orientation is available to the USAID tools referred to in the RFP?

USAID/Philippines does not endorse a specific system or company for acquiring quantitative or qualitative data. Instead, the USAID data team shall provide agency data collection best-practices and sample case studies based on the needed dataset. Data collection should be integrated and be part of the main features/functions of the proposed web-based portfolio management system. It should be within the full discretion of the contractor to decide whether to use open source or Commercial Off-The-Shelf web-based portfolio management system.

82. Describe the current USAID Philippines cultural climate and acceptance of the Evidence-Drive

Collaboration, Learning and Adapting model. (Are the provided scenarios representative of the climate?

The scenarios provided are representative of the current climate at the Mission.

83. Will electronic communication/network access be available to the chosen organization at any required facilities to perform this contract?

The Contractor is expected to obtain its own stable internet connection, voice & telecoms at all times to conduct information exchange between itself and USAID. USAID Philippines will not provide such services. There are private telecommunication firms that provide such services at competitive rates.

84. Describe any other facility, logistical, communication, operational etc. requirement for the contractor facility near USAID.

Offerors should determine logistical requirements for the facility that will fulfill the objectives of the SOW.

85. Is the Team Lead for evaluations under the IDIQ, expected to be an expat?

No. The Team Leads for Evaluation under Task Orders are not expected to be expatriates. See answer to Q20.

86. USAID lists “Eleven (11) over LOP” as the number of deliverables for procuring and administering leadership development training and coaching materials for USAID staff. Can USAID clarify the type of deliverable 11 refers to (e.g., 11 modules, 11 courses developed, etc.)?

The 11 training or coaching sessions referred to are those that require administration and procurement of curriculum beyond the Key Personnel’s core capabilities/services.

87. Please confirm that the minimum requirements for the key personnel in section F are the minimum qualifications required for the CLA Director.

Section F describes the minimum qualifications for the CLA Director and Senior M&E Specialist.

88. “Short Term Consultants”: Will these short-term consultants be identified and priced on an

“On demand” basis under the IDIQ?

Yes Short term consultants will be identified and priced on an “On Demand” basis.

89. Shared office space in Mindanao be shared with whom?

This is a suggestion. It is up to the Contractor how it will set up its office/base in Mindanao for projected activities to be undertaken in NPEs. Not specified. This simply refers to the fact that, given unpredictable needs in Mindanao, the Contractor may choose not to have a designated, full office in Mindanao.

90. Is there currently another project there that the offerer should be aware of or coordinate with in order to provide pricing feedback?

No. There is no current project.

91. Does USAID have a preferential location in Mindanao such as General Santos City Zamboanga, CDO etc?

No. USAID has no preference as to where in Mindanao the Contractor chooses to set up its office/base.

92. Does the USAID CO intend to issue guidance to avoid Host Government taxes?

USAID shall assist the Contractor in securing VAT exemption.

93. Place of Performance: Will the selected company be responsible for their own security team/vehicles when travelling in a contested area? Or between areas?

Yes. The contractor will be responsible for its staff’s security.

94. What is the pay structure for the contract?

Invoices should be submitted for completed tasks under their respective CLINs. See B.3.i.

95. Could USAID share the USAID Employee Compensation Plan referenced: "Shall not exceed the thresholds in the U.S. Embassy Manila local employee compensation plan (LCP). Contracting Officer’s approval is required for salaries exceeding the LCP threshold."

The LCP is in Section J of the amended RFP.

96. The RFP envisions a flexible and dynamic process for accessing On Demand Services, including the ability to quickly adjust to Mission needs that might arise in the often-changing Philippines environment. However, Section H.33 describes a lengthy process for acquiring services under CLIN2 which runs contrary to this objective including items more appropriate to a traditional IDIQ mechanism such as detailed budgets, CO reviews/requests and other items. Please confirm or clarify that the Mission anticipates using such a process.

The intent of this solicitation is the award of a Hybrid Cost Plus Fixed Fee with an IDIQ completion. Thus, the process outlined in H.33 will be followed.

97. In respect to the salary restriction captured in Section H.8, if a proposed employee was compensated in a previous role over the past three years with non-salary tangible U.S. taxable benefits (i.e. housing cost coverage and meals), can the offeror apply this amount to the proposed salary figure?

See H.8(g) and FAR 31.205-6 for the definitions of salaries.

98. Is the maximum salary requirement for key personnel exclusive or inclusive of any provided benefits such as insurance, training, performance incentives, etc.?

The maximum basic salary rate for contractor’s employee is the USAID Contractor Salary

Threshold (CST) of $680.38 a day or $176,900 a year. USAID assumes 260 person-days a year.

99. Does USAID have a preference regarding the manner in which the offeror incorporates its operations in the Philippines (i.e. local branch office of a U.S. company or establish a domestically incorporated subsidiary)?

USAID has no preference regarding the manner in which a Contractor incorporates its operation in the Philippines. However, it must have the legal personality to implement the project and meet its employer responsibilities in the country.

100. Would the USAID team clarify if there is any specific guidance regarding “convenient proximity” of the offeror’s office location distance from USAID? Is there any specific metric in respect to absolute distance, estimated driving time, etc.?

. An ideal proximity would be within a 10-minute walking distance of the U.S. Embassy. If walking distance is not practical, the Contractor’s office space shall be no more than three kilometers, or a 15-minute ride in medium traffic, from the Embassy.

101. Section H.8.a.3. states that TCN and CCN employees may not exceed the LCP. Could USAID please provide a copy of the mission’s LCP and/or guidance should USAID be unable to furnish the LCP?

See response to Q95.

102. Confidentiality and Ownership of Intellectual Property, the RFP states that “all findings, conclusions and recommendations must be considered confidential and proprietary” in conjunction with page 45 Section (b) Submissions to the Development Data Library (DDL) (1), which states that “The Contractor must submit to the Development Data Library (DDL), at www.usaid.gov/data, in a machine-readable, non-proprietary format, a copy of any Dataset created or obtained in performance of this award.” May the Offeror conclude that the raw data shall be made publicly available from the DDL while analyses shall only be made public with USAID written consent?

Once a contractor submits data to the DDL, the data does not automatically become a ‘public’ dataset. The raw data goes to a series of clearance process, data quality and integrity checks.

It goes back and forth between AORs/COR, OPS specialist, Data Steward, RLO Legal, etc until a final recommendation for public release is agreed upon. Data submission flows are to be from contractor to USAID DDL or contractor to USAID implementing mission. Contractors are not allowed to release acquired data from USAID projects directly to the public in any form.

103. To clarify, will K/P be authorized work space within the USAID facility at US Embassy Manila or are they expected to perform their core functions from outside the embassy compound with visits to the USAID offices?

The Contractor must find sufficient workspace within reasonable proximity to the U.S.

Embassy in the Philippines. While the Contractor will likely participate in meetings within the U.S. Embassy compound, a workspace will not be provided.

104. Can USAID provide the US Embassy Manila LCP or is this available elsewhere for consideration in the development of our pricing strategy?

See response to Q95.

105. Can USAID please review H.20.a “April 16” and F.6.iand clarify Tax Report submittal dates?

The tax report submission date is April 15. The amended RFP has the correct clause.

106. Page 36 - H.8 (2)/H.13/H.17 and several other embedded website links are broken; please provide access to all documents referred to via hyperlinks.

The amended RFP contains working hyperlinks.

107. In what type of setting/format (e.g., in-person/teleconference; where, if in person) is the oral presentation made?

The oral presentation may be in-person or through face time, skype or video patch. See answer to Question no. 48.

108. Does the Past Performance Template need to be send out to customer to fill out part II? Does the contractor need to send it out to them?

Yes, the Offeror must send them out to the organizations that can vouch for the Offeror or provide feedback.

109. Can USAID confirm whether Section K is needed from subcontractors and, if so, only major subcontractors?

Yes, Section K is required of the prime and all identified major subcontractors.

110. Can a downloaded FAR Report/Reps and Certs PDF from SAM be submitted with the proposal or does USAID require us to fill out the version in the RFQ?

Offerors are to fill out and submit the Reps and Certs in Section K of the RFP as part of their Cost Proposals.

111. We respectfully request USAID/Philippines to reconsider the submission of proposals from small business offerors and request only electronic submissions. Having a request of hard-copy submissions puts an extra burden to small business offerors. If this is not possible, we request an extension of the hard-copy submission of the technical and cost proposal to be due Aug. 19th, 2019.

Hard copy submission has been deleted in the amended RFP..

112. USAID is requesting past performance information in both the Technical and Business volumes. Could USAID please confirm that past performance information should be provided in the Technical Volume?

Yes. The past performance information should be submitted as part of the Technical Proposal.

The amended RFP reflects this.

113. Please confirm the 8,000 person days of labor, to include subcontractor and consultant hours under CLIN 2, should only be allocated to the positions as follows:

• Mid-level Expert in Education (local)

• Mid-level Expert in Environment (local)

• Mid-level Expert in…