RFP#72052120R00005 Amendment 01.pdf

AMENDMENT ISSUANCE DATE: February 21, 2020 ORIGINAL CLOSING DATE February 28, 2020 NEW CLOSING DATE AND TIME: March 9, 2020, 1:00 p.m.

SUBJECT: Request for Proposals (RFP) No. 72052120R00005 Amendment 01

COMMUNICATION SUPPORT CONTRACT

Dear Prospective Offerors:

The purpose of Amendment No. 01 is to provide answers to the questions received regarding the subject RFP, to provided as attachment a revised budget template and to change the due date from February 28, 2020 to March 9, 2020, at 1:00 p.m. Haiti local time.

Thank you for your interest in USAID projects.

Sincerely, Sharon M. Baker Contracting Officer USAID/Haiti

Request for Proposals (RFP) No. 72052120R00005 Amendment 01 Communication Support Contract

Modifications:

1. Page 7, B.5 PRICE SCHEDULE AND BUDGET PAYMENT SCHEDULE, delete the existing table and insert the following in lieu thereof:

2. Page 11, Section C.3 OBJECTIVE AND STATEMENT OF WORK, second paragraph – delete the paragraph in its entirety, starting with “A concept paper…” and ending “…initiate work under this contract.” Insert the following in lieu thereof:

“WORK ASSIGNMENTS

Consistent with the Tasks outlined above, activities in Section C will be defined through subsequent Work Assignments (WA). Many of these WA’s will be based on demand and subject to the availability of funding. Given the flexible nature of this contract, it is essential that the Contractor possess the ability to quickly scale up and scale down staffing based on the amount of work assigned.

The process for developing WA’s under this contract will use the following 6-step process:

• Step 1 - Receipt of Statement of Work (SOW) or Statement of Objectives (SOO). In most cases, assignments or projects will be initiated directly by the DOC team. The COR will also consider the contracts overall ceiling capacity in relation to any one WA. If determined to be within scope and contract capacity is available, the COR will provide the Contractor with the applicable written SOW or SOO. A SOW will be used when USAID has already determined the specific desired activities, processes, and deliverables, technical specifications for it each, and creative concept or messaging, and milestones /deadlines. A SOO will be used when USAID has determined the activities’ objectives only and would like the Contractor to propose the best approach for achieving those objectives.

• Step 2 – Contractor Prepares Assignment Work Plan or Performance Work Statement.

Based on the information provided by the COR noted in Step 1, the Contractor shall prepare an assignment work plan (in the case of an SOW) or a performance work statement (in the case of an SOO), a budget and quotes from subcontractors for the activity and submit a completed WA checklist. The work plan or performance work statement must include descriptions of deliverables, proposed labor categories/labor mix, required level of effort, and period of performance. However, it is the contractor’s responsibility to ensure proposed WA personnel meet the requisite qualification requirements for specific labor categories.

LOE (Hours) Burdened

Hourly Rate LOE (Hours)

Burdened Hourly Rate

LOE (Hours) Burdened

Hourly Rate LOE (Hours)

Burdened Hourly Rate

LOE (Hours) Burdened

Hourly Rate Labor* Account Manager -$ -$ -$ -$ -$ -$

Event Manager -$ -$ -$ -$ -$ -$ Hostesses -$ -$ -$ -$ -$ -$ Add labor categories as necessary* -$ -$ -$ -$ -$ -$ Total Labor

ODCs** Travel & Per Diem 1,680.00$ 1,764.00$ 1,852.00$ 1,945.00$ 2,044.00$ 9,285.00$ Subcontracts Other Direct Costs 422,712.00$ 438,222.00$ 471,519.00$ 497,316.00$ 524,704.00$ 2,354,473.00$ Total ODCs Total T&M -$ -$ -$ -$ -$ -$

*Labor is fully-burdened **ODCs will be reimbursed at actual costs

(Plug numbers)

Base Period

TotalYear 1 Year 2 Year 3 Year 4 Year 5 Option Years

• Step 3 – USAID Review and Feedback. USAID will review the Contractor’s proposed plan/technical approach, budget and checklist and provide feedback on any necessary revisions to the Contractor.

• Step 4 – Revisions and Negotiations. Based on USAID’s feedback, the Contractor shall make any necessary revisions to the work plan or performance work statement until an agreement is reached between the requesting operating unit (in the case of buy-ins), the COR and Contractor on the Work Assignment.

• Step 5 – Approval of Assignment. The assignment work plan, budget and checklist must be approved by the COR, in coordination with the requesting operating unit, when applicable. The COR will send the contractor an assignment approval memorandum approving the WA. The assignment approval memorandum will include the assignment SOW/SOO, deliverables, and maximum ceiling price (not to exceed).

• Step 6 – Contract Modification. USAID will modify the contract and add funding if necessary to incorporate the assignment work plan or performance work statement.”

3. Page 80, L.4 PROPOSAL PREPARATION AND DELIVERY INSTRUCTIONS, delete “February 28, 2020,” and insert “March 9, 2020,” in lieu thereof.

4. Page 87, L.6 INSTRUCTIONS ON PREPARATION OF PRICE PROPOSAL, delete the bullet “The Offeror may submit an alternate spreadsheet along with a narrative explanation for proposing a different labor mix and LOE. A work day is eight hours during any 24 hour period.” and insert the following in lieu thereof: “The Offeror must use the budget template provided in J.2 Budget Template Amendment 01 and propose LOE to fit their technical approach along with a narrative explanation for proposing a different labor mix and LOE. A workday is eight hours during any 24 hour period.”

Questions and answers:

1. Wants to confirm if the effort mentioned above is considered as a new requirement or are there incumbent contracts? If there is an incumbent vendor, would you be able to provide the contract details (such as: Vendor Name, Contract Number, Award Date, Value)? Also, is the estimated value for this requirement greater than $250,000?

Answer: This is a new communication support contract. In accordance with USAID 302.3.5.7, c Illustrative LOE and plug numbers for ODCs and Travel have been provided in the J.2 Budget Template Amendment 01 (attached) to assist offerors in preparing their price proposal.

2. How many USAID projects in Haiti are to be considered in this communication strategy?

Answer: The communication strategy encompasses all USAID projects in education, health, economic growth and agricultural development, humanitarian assistance and food security.

3. Can you precise or specify how many sites/locations are involved? Or ventilate between the metropolitan area and provinces?

Answer: It is not possible to know in advance how many events will be in PAP and which will be in the provinces. This is a Time and Materials procurement – the contractor will invoice for the labor, materials and travel required for all activities. Illustrative numbers are provided to assist offerors in preparing their price proposal.

4. How many success stories do you plan to video (year estimate)?

Answer: This will be determined after award and based on annual workplan.

5. How many VNR are planned in the metropolitan area/how many in the provinces?

Answer: See response to questions #3 and #4.

6. If you need an estimate for printing, can you share elements to estimate printing work usually requested:

type and quantities?

Answer: Contractors will be expected to procure all printing requirements, as needed, in accordance with their procurement policies and procedures. Printing requirements will be provided, as needed, in Work Assignment(s).

7. How many strategic public outreach events do you usually conduct per year (apart from the 24 routine events)?

Answer: See response to questions #3 and #4.

8. Can you give a details/repartition about the average size (for 50 people? For 300? for 3,000 people?)

Answer: Historically, the average size of an event is 200-300 people. Additional information will be provided, as needed, in Work Assignment(s).

9. What are the usual quantities of visibility items ordered per year: T-shirts, Caps, etc. 1,000/10,000?

Answer: Contractors will be expected to procure all visibility items, as needed, in accordance with their procurement policies and procedures. Additional information will be provided, as needed, in Work Assignment(s).

10. Focus groups: can you estimate the repartition between metropolitan area and provinces?

Answer: See response to question #3. Additional information will be provided, as needed, in Work

Assignment(s).

11. Audience polling, market research and surveys: can you give information about the number of them per year and targeted areas, sample size, length of questionnaire (minutes)?

Answer: See response to question #3. Additional information will be provided, as needed, in Work Assignment(s).

12. Can USAID explain the use of plug numbers and the labor provided?

Answer: In accordance with FAR 16.6, this will be a Time and Material contract. Contractors must propose an hourly rate for all direct labor that is performed by the contractor and subcontractors.

• Direct labor hours must have specified fixed hourly rates that include wages, overhead, general and administrative expenses, and profit;

• Materials include:

• Direct materials, including supplies transferred between divisions, subsidiaries, or affiliates of the contractor under a common control;

• Subcontracts for supplies and incidental services for which there is not a labor category specified in the contract;

• Other direct costs (e.g., incidental services for which there is not a labor category specified in the contract, travel, computer usage charges, etc.); and

• Applicable indirect costs.

As noted in the answer to Question#1, USAID is not able to provide an estimate for this contract. To assist the contractor, illustrative labor ceilings and plug numbers for ODCs have been provided to the contractor. Actual requirements for each task will be provided, as needed, in Work Assignment(s). The attached budget template presents a notional number of hours of level of effort (LOE) by labor category over the life of the contract.

However, Offerors are encouraged to propose their own labor mix to fit their technical approach.

You will find attached the revised budget template as J.2 Budget Template-Amendment 01.

Year 1 Year 2 Year 3 Year 4 Year 5

LOE

(Hours)

LOE

(Hours)

LOE

(Hours)

LOE

(Hours)

LOE

(Hours)

Account Manager* 2,080 2,080 2,080 2,080 2,080 Assistant 600 600 600 600 600 Event Manager 216 216 216 216 216 Hostesses 216 216 216 216 216 Add labor categories as necessary*

Total

LOE is illustrative.

Base Period

Total

Option Years