72061522R00014 - PLSO 2022 - Amendment 1 Q_A.pdf

RFP No. 72061522R00014 – PLSO 2022

USAID Responses to Questions for Request for Proposals (RFP) No. RFP No.

72061522R00014 – Partner Liaison Security Operation (PLSO) 2022 for USAID KEA

1. Does USAID envisage making a surplus vehicle(s) available to the activity to remove the cost of a Nairobi based project vehicle?

Response: No

2. Can USAID confirm the anticipated award and start date for this activity?

Response: We plan to have an award in place in the fourth quarter of 2022. Please continue to review the USAID business forecast for updates to this solicitation.

3. Does USAID envisage PLSO physical visits and activities being conducted inside Somalia, or will physical operations only support cross-border operations from Kenya.

Response: There shall be no PLSO physical visits in Somalia.

4. Regarding the DBA rates shown in H.6, are bidders required to use these rates, or can they use their own rates? We have our own DBA policy that we use for contracts.

Response: Bidders must use the rates in accordance with H.6 of the solicitation pursuant to AIDAR 752.228-3 Worker’s Compensation Insurance (Defense Base Act)

5. Regarding H.14, are bidders required to identify climate change impacts and to include a risk mitigation and GHG emission reduction plan in their proposals?

Response: For the moment, no, however this could change during the period of performance of the contract.

6. Regarding L.7, “Part 2–Proposed Costs/Prices” (first paragraph), is a separate budget required to be submitted for subcontractors?

Response: Yes, as a separate worksheet on your main budget. Please refer to L.7 of the RFP which states:

“Part 2–Proposed Costs/Prices General: The Offeror must provide a complete budget for the total proposed estimated cost during the period of performance, including the budgets for each major Subcontractor (if applicable), by cost element utilizing the provided Excel budget template in Attachment 1.”

Please note “major subcontractors” are those subcontractors whose proposed cost is at least 20% of the contract value or have a prominent part of the technical effort.

7. Regarding L.7, “Part 2–Proposed Costs/Prices, (2) Detailed Budget”, is there a specific format or template that bidders should use for the detailed budget?

Response: Yes. Please refer to L.7 of the RFP which states:

“Part 2–Proposed Costs/Prices

General: The Offeror must provide a complete budget for the total proposed estimated cost during the period of performance, including the budgets for each major Subcontractor (if applicable), by cost element utilizing the provided Excel budget template in Attachment 1.”

8. Regarding L.7, “Part 2–Proposed Costs/Prices, (G) Training and Conferences,” are there specific training and/or conferences that are required for this Activity?

Response: Please submit your proposal in accordance with the Statement of Work and the

RFP.

9. Regarding L.7, “Part 2–Proposed Costs/Prices, (I) Subcontracts (if applicable),” – it states that the “Offeror must provide information sufficient to determine the reasonableness of the cost of each proposed subcontract. Similar information as submitted by the prime offerors on the cost proposal must be provided for all subcontracts.” Please clarify what this means. Are bidders required to submit a Summary Budget and a Detailed Budget for their subcontractors as well?

Response: Yes, as a separate worksheet on your main budget. Please refer to L.7 of the RFP which states:

“Part 2–Proposed Costs/Prices General: The Offeror must provide a complete budget for the total proposed estimated cost during the period of performance, including the budgets for each major Subcontractor (if applicable), by cost element utilizing the provided Excel budget template in Attachment 1.”

10. Regarding L.7, “Part 4–Policies and Procedures,” it says that “Upon request of the Contracting Officer, the Offeror will submit policies and procedures, especially regarding salary scales, fringe benefits, merit increases, promotions, leave, differentials, travel, procurement and per diem, etc., as they relate to this project and the CO may determine that a pre- award survey is necessary.” Could the USAID please clarify if these are required to be submitted as part of the proposal?

Response: This requirement only applies to the successful Offeror; these are not to be submitted as part of the proposal.

11. Regarding L.7, “Part 6–Evidence of Responsibility,”– what documents qualify as “evidence of responsibility” for each of the seven items listed here?

Response: Contractors are encouraged to review the relevant FAR clauses stated under L.7, “Part 6–Evidence of Responsibility,” of the RFP.

12. On page 10 of the RFP, in the bulleted list of “duties and responsibilities” it states: “Producing situational supplementary reports containing information pertinent to the operating environment of USAID/KEA IPs to be distributed to the relevant parties at EXO’s request”. Does this mean that the EXO will decide on the topics for these supplementary reports and the EXO will also decide when and how often they will be produced and shared?

Response: No, EXO will not decide on the topics of the reports. It’s envisioned that the Contractor will collect and report on valid information and will also determine the format of these reports. The Contractor will also decide when and how often the reports should be produced and shared.

13. On page 10 of the RFP, it is stated that” the Mission implements cross-border Somalia programs”. Is the contractor expected to travel to Somalia?

Response: No

14. On page 11, under Travel, it mentions travel will be required for, among other things, “response to security incidents.” What is expected of the contractor with regard to responding to security incidents, and what type of incident will trigger travel?

Response: Bidders are expected to provide this information in their proposals

15. Section B3 states “In case of a security incident, the Contractor will be required to respond immediately.” Please provide more information on what the expected response is.

Response: Bidders are expected to provide this information in their proposals

16. Section C1 states “Additionally, the Mission implements cross-border Somalia programs.” Is the PLSO responsible for providing services to operations that IPs are conducting outside of Kenya?

Response: No

17. What types of phones will IPs have? Will they be internet enabled? Will location tracking of IPs phones be available or required?

Response: It is expected that IPs will have varying categories of phones: basic upwards of smartphones, some with internet and others without. Location tracking of IPs is not a requirement.

18. Section C3 states “Developing and managing an “information cascade” (e.g. phone tree) system to help USAID/KEA account for its IPs and for their employees during emergency situations.”

a. What is the expectation of services from the PLSO for the employees of the IPs listed in the section?

Response: The expectation is for the PLSO to design a method to spread a brief message efficiently to a large number of people at one given time. Please design an approach as to how you would develop and manage this information cascade.

b. How many additional employees aside from IPs will be included in the information cascade?

Response: This cascade will only be for USAID KEA IPs, and not USAID employees

c. Will the PLSO be granted access to the employees of IPs phone numbers?

Response: Yes. The PLSO may collect the phone numbers of the IPs.

d. Is the expected outcome of the information cascade to relay information only or is a response from recipients (IPs and employees) expected to be collected?

Response: At a baseline, relaying information. If you can develop a system to collect responses, this is welcomed.

19. Who will have access to the databases mentioned in section C3?

Response: USAID/KEA and the PLSO contractor.

20. Section C3 states “Establishing a formal online community for information-sharing among

USAID/KEA IPs to support the exchange of pertinent security-related information.” Can this be on Slack or do you require a standalone website?

Response: The contractor is expected to provide any platform that will successfully fulfill this requirement of the SOW.

21. Section D.2 states “The Contractor must submit a final branding implementation plan and marking plan no later than 30 days after award.” But section F.6.5 states “Branding and Marking Plan submitted and completed with feedback from USAID – within 90 days of the award.” Is the branding and marketing plan due 30 days or 90 days after the award?

Response: The Branding and Marking plan will be due within 60 days of the award. The RFP has been amended to reflect this change.

22. Section H.13 states “The Contractor must not acquire information technology as defined in this clause without the prior written approval by the Contracting Officer as specified in this clause.” Should the information technology equipment (laptops, cell phones, ect) cost be included in the quoted cost or will they be provided by USAID?

Response: Cost for technology equipment should be included in the submitted budget, no equipment shall be provided by USAID.

23. Section D.2 states "The Contractor must submit a final branding implementation plan and marking plan no later than 30 days after award. The plan must be in accordance with ADS

320.3.2. The plan must be submitted to the COR for approval. However in Section F under Deliverables and Plans, 5. Branding Implementation Plan and Marking Plan, it states Branding and Marking Plan must be submitted and completed with feedback from USAID – within 90 days of the award. When must the branding plan be submitted to USAID?

Response: Within 60 days of the award. The RFP has been amended to reflect this change.

24. Section H13 paragraph 4c states "The Contractor must not acquire information technology as defined in this clause without the prior written approval by the Contracting Officer as specified in this clause". Given that IT will be required in order to fulfill the requirements of the contract, and associated costing will be required to be budgeted for, does the RFP assume that IT equipment will be acquired as part of the award?

Response: The contractor will be required to furnish all equipment needed to perform the contract.

25. Please clarify, what information is to be covered in the 30 page limitation? What information may be provided as annexes to the 30 page document and thus not limited by page count?

Section L.6.1 paragraph (9) Technical Proposal Annexes. States that "The technical proposal annex shall contain the documents and information specified below. All RFP No.

72061522R00014 – PLSO 202279 information from the annex shall be referenced in the technical proposal and included in the annex section. Only the annex listed below can be submitted and is not included in the stated page limitation; USAID will not review and consider any additional annexes provided.

a. Contractor Past Performance information - Annex A does not count towards the page limit.

However, paragraph (v) on page 76 states "The Cover Page, Table of Contents, Acronym list, Executive Summary, Past Performance Forms and associated CPAR records, letters of commitment, and CV’s/Resumes of Key Personnel including references do not count against the 30 page limitation and can be included as separate Annexes. Which statement is correct; what items may be included as annexes?

Response: Only the Contractor’s Past Performance information such as Past Performance

Forms and CPAR records do not count against the 30 page limit and can be included as a separate Annex (Annex A). Section L.6 of the RFP has been amended to reflect this change.

26. Section C – Statement of Work

Page 8 – 1. Background

It states; “The Mission portfolio includes a broad range of democracy and governance, education, global health, economic growth, agriculture, and environment activities implemented through more than 60 Implementing Partners (IPs) implementing approximately 90 activities throughout Kenya. Additionally, the Mission implements cross-border Somalia programs.” Is there a requirement under this RFP to support cross-border

Somalia programs?

Response: No.