Questions and Answers RFP 72061723R00015 MEL SI.pdf

USAID MEL-SI RFP No. 72061723R00015 QUESTIONS AND RESPONSES.

COVER PAGE

1. Cover Page, SF-33: In box 12 it states, “In compliance with the above, the undersigned agrees, if this offer is accepted within “0” calendar days……. “. We request USAID’s guidance on the number of days of validity Offerors should enter in this box.

USAID Response: Proposals should be valid for not less than 250 days from the proposal submission/closing date. This has been included in the amended Request for Proposals (RFP).

2. Could USAID kindly provide offerors with a time for the submission deadline on October 2?

USAID Response: Proposals are due on October 2, 2023, not later than 16:00 p.m. Washington, DC time (EST). This has been included on the cover page of the RFP amendment.

3. Cover Page and L.6 Delivery Instructions: Solicitation states, “Proposals must be emailed to kampalausaidsolicita@usaid.gov in MS Word format” and “Offerors must provide proposals in compatible MS Word (and PDF with Optical Character Recognition) and budgets as text accessible, Unlocked Excel spreadsheets”. Can USAID confirm that offerors can submit proposals, especially cost/business volume, in PDF OCR format as opposed to Word?

USAID Response: Offerors must provide proposals in compatible MS Word (and PDF with Optical Character Recognition) and budgets as text accessible, unlocked Excel spreadsheets.

4. Can USAID clarify what time proposals must be submitted on October 2nd?

USAID Response: Refer to response number 2 above.

5. Cover page: On Page 1 of the RFP, it states the closing date, but not the time: “CLOSING DATE:

October 2, 2023.” Can USAID please confirm the time and time zone of the proposal submission closing date?

USAID Response: Refer to response number 2 above.

6. Could USAID confirm when task orders are expected to begin implementation? Will USAID release task orders immediately after the award of the IDIQ?

USAID Response: Task Orders are anticipated to begin implementation within 12 months after awarding the IDIQ.

7. Could USAID kindly allow Offerors to provide a one-page executive summary exclusive of page limits to give panelists a brief overview of proposals?

USAID Response: The executive summary will be required at Task Order RFP level.

mailto:kampalausaidsolicita@usaid.gov

SECTION B - SERVICES AND PRICE/COSTS

8. B.7.(b) – LABOR, MINIMUM QUALIFICATIONS. This section states, “To perform Task Orders under this IDIQ, the Contractor must provide personnel that meet the minimum education and experience requirements set forth below.” We do not see guidance or evaluation criteria related to these personnel in Sections L and M pertaining to this requirement. Could USAID please include guidance in Sections L and M on how personnel should be presented and how they will be evaluated?

USAID Response: Personnel is not an evaluation factor and will not be evaluated for this RFP.

Personnel are anticipated to be evaluated at the Task Order RFP stage; the proposed RFP rates are guides to Offerors to develop unburdened ceiling daily rates.

9. B.7(a)(6): There appears to be a word missing in this sentence: "If junior-level personnel are required under Task Orders, they must be proposed at rates below the unburdened ceiling daily rate." Should the sentence be: "If junior-level personnel are required under Task Orders, they must be proposed at rates below the unburdened MID-LEVEL ceiling daily rate."

USAID Response: Yes, this language has been added to the RFP section B.7(a)(6).

10. B.7(b), Minimum Qualifications: Kindly consider deleting the minimum qualifications for the

Junior-Level labor category as it limits new graduates from participating, and doesn’t correlate with the content in Table 1, Unburdened Ceiling Daily Rates, which does not include Junio Level.

If keeping the Junior Level qualifications is important for USAID, kindly reduce the number of years of experience required for a junior-level professional with a Bachelor's Degree from 3-5 years of experience to 0 years of experience. Many junior level staff have a degree, fill Research Assistant needs, but often have 0 years of professional experience right out of school. Also, having a year range (3-5) creates a gap of 5 years to meet the minimum qualifications required to meet the mid-level professional qualification.

USAID Response: The junior labor category has been removed from table 3.

11. B.7(c) Subcontractor Rates: USAID indicates that the Ceiling Daily Rates are also applicable to subcontractors, but may USAID confirm these rates would only be applicable to subcontractors receiving a CPFF type agreement under a CPFF task order? If a contractor intends to issue a T&M or Fixed Price to a subcontractor under a CPFF task order, is it correct that these ceiling rates and requirements would not apply?

USAID Response: Yes, if the proposed subcontractor is a firm fixed price type, then the CDRs are not applicable.

12. B.7(c) Subcontractor Rates: Section iii states: If the [Subcontractor] rate proposed to USAID, inclusive of the Prime’s allocable indirect costs and a reasonable profit are above the Prime’s unburdened CDRs, the Prime must disclose the amount of the indirect costs, and the amount of the proposed profit that were added to the Subcontractor’s proposed rates.

May USAID clarify or further explain this requirement? Is USAID essentially stating that any burdened rate proposed for a subcontractor must include a breakout of indirects and profit included?

USAID Response: When the subcontractor’s CDRs are above the Prime’s, the Prime will disclose how much profit/indirect they have loaded onto the subcontractor CDRs.

13. B.7(c) Subcontractor Rates: Section iii states: If the [Subcontractor] rate proposed to USAID, inclusive of the Prime’s allocable indirect costs and a reasonable profit are above the Prime’s unburdened CDRs, the Prime must disclose the amount of the indirect costs, and the amount of the proposed profit that were added to the Subcontractor’s proposed rates. If the Prime is working with a subcontractor that considers this information proprietary, would USAID accept a direct submission of this information from the subcontractor?

USAID Response: USAID will accept NICRA rates directly from the subcontractor.

14. B.8 Indirect Rates: Fringe benefits is not an indirect rate and not included in many NICRAs. Kindly consider removing the column entitled Fringe Rate %

USAID Response: USAID’s experience is that Fringe is often a part of NICRAs. Maintaining the column will aid USAID in administering the contract.

15. B.8 Indirect Rates: Section B.8 does not seem to indicate whether indirect rates will be adjusted when a contractor’s provisional rates change. Will the provisional rate be adjusted based on a Contractor’s approved NICRA each year?

USAID Response: Yes.

16. Section B.7 Labor (a) states that central management costs will be handled using the following method in subsection (1): “The Contracting Officer has determined that a key (full-time) technical manager is not necessary or required to administer the basic IDIQ. The Contractor may include the costs for this central management as part of their indirect costs or may charge percentages of the individual's effort under Task Orders to the extent the functions are allocable to the particular Task Order. Treatment of central management cost must be in accordance with the Contractor's accounting system.” (Emphasis ours.)

According to a recent issue of the NGO Newsletter reporting on a protest by TRAX International Corporation (B-420361.7 & .8, June 28, 2023, released July 10; GAO protest decision:

https://www.gao.gov/products/b-420361.7%2Cb-420361.8) “RFP-directed program management costs charged indirectly is a text-book violation of FAR [cost principles] and [Cost Accounting Standards]” (NGO Newsletter, August 2023, p. 35) because sharing the cost of common activities across multiple awards could result in sizable, multi-year disallowances from a subsequent audit to the contractor. Will USAID consider rephrasing the requirement and direct offerors to charge all allocable central management costs to task orders to eliminate the risk of disallowances to successful offerors from subsequent audits?

USAID Response: Per the RFP, the CO determined that the central management costs are neither necessary nor required; therefore, IDIQ management costs are NOT anticipated. The Contractor will only charge for actual key technical management costs as allocable on the task Orders.

17. Section B.2 states that the Government will issue task orders that are either Cost-Plus-Fixed-Fee or Fixed-Priced type. Please confirm any criteria USAID will use to determine which contract type it will use at the task order level? May we assume that for illustrative tasks that require more https://www.gao.gov/products/b-420361.7%2Cb-420361.8 open-ended flexible responsiveness (such as those that refer to ‘technical assistance and other support’ (e.g., page 16) and ‘respond to data calls from OHH and their IPs (page 18), USAID will use a CPFF mechanism? We do note on Page 29 that ‘Cost reimbursable line items may be allowed in fixed-price task orders for elements of the task order that cannot be reasonably estimated’ and assume this will apply to such open-ended requests as referenced above.

USAID Response: USAID will utilize the FAR 16.104 factors in determining which contract type is suitable for each Task order and each Task order solicitation will state upfront what contract type is envisioned for the work being solicited.

18. Would USAID consider adding language to Section B.7(b) to allow entry-level, non-technical positions below the junior-level qualifications?

USAID Response: Refer to response to question #10 above.

19. On page 12 of the RFP, section B.7 (b) Minimum Qualifications, USAID provides a table highlighting the minimum education and experience requirements for personnel.

a. Would USAID consider revising the education substitutions in Table 3 so that a Senior

Level would be eligible with a bachelor’s degree and 12 years’ experience, and Mid-Level with a bachelor’s degree and 9 years of experience?

USAID Response: USAID maintains both the minimum education and experience requirements for personnel as originally included in the RFP.

b. Would USAID consider revising the Junior level qualifications to a Bachelor’s degree plus

0 years’ experience, given that there are no ceiling daily rates proposed for these levels?

We understand actual rates for specific personnel would be approved at the Task Order level.

USAID Response: Refer to response to question#10 above.

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

20. Section C contains subsection C.4.1 that details Objective 1 and contains Results and Sub- Results. Under Result 1.1, the RFP contains four Sub-Results numbered 1.1.1, 1.1.2, 1.1.3, and

1.1.5. Can USAID confirm that Sub-Result 1.1.5 was mis-numbered and that there are only four Sub-Results under Result 1.1? Alternatively, if Sub-Result 1.1.4 was inadvertently excluded from the RFP, can USAID kindly amend the solicitation to include the requirement?

USAID Response: This was a typo and has been corrected. The sub results are 1.1.1 - 1.1.4.

21. Section C, Page 17, skips from sub-result 1.1.3 to 1.1.5. Is there a sub-result 1.1.4?

USAID Response: Please refer to response to 20 above.

22. Section C.4.2 Statement of Work, Objective 2: On Page 18 of the RFP, it states the objective is to “Implement and maintain a comprehensive performance management and reporting system for the USAID/Uganda Health and HIV/AIDS and OVC portfolio.” Can USAID clarify if Offerors will be expected to design, build, and implement entirely new performance management and reporting systems, or instead are expected to maintain already existing and established systems?

USAID Response: Offerors are NOT expected to design, build, and implement entirely new systems but rather, maintain established working systems, adapt the new changes and/or upgrades to the same.

23. Please confirm whether the illustrative task order SOWs in Attachments J9 and J10 reflect the scale and value of task orders expected within this award? This will aid estimation of technical staffing requirements and optimal structure per task order as well as anticipated management burden and development of cost proposals.

USAID Response: Yes, the illustrative MEL and SI Task Orders are a fair reflection of the scale and value of the final task orders that will be issued under the IDIQ.

24. “C.4.1 Objective 1, Result 1.1, Sub-Result 1.1.1, Illustrative services” refers that the contractor will provide ‘Technical assistance towards the continuous improvements in the functionality of the Agencywide Development Information Solutions (DIS) to enhance its functionality and utilization as a tool for facilitating learning by the Mission and IPs’. Given that the DIS is an Agency tool that would not be upgraded by a MEL-SI contractor, please confirm that the contractor would play more of an advisory role here, making recommendations for whole-of-Agency changes to the DIS.

USAID Response: Yes, that’s correct. It would be an advisory role, and this RFP section has been updated to reflect this.

25. Page 20 refers to ‘Result 3.1: Support to the OVCMIS, CWBMIS, and related information systems provided to the GOU’ and ‘Result 3.2: OVCMIS in Selected Districts Improved’. Given the ongoing and frequent reporting requirements for OVC, does USAID anticipate a requirement for embedding staff into Government of Uganda offices for these Result Areas?

USAID Response: USAID does not anticipate embedding staff into Government of Uganda offices.

26. We note that illustrative services under Result 1.2 and Result 1.3 are complementary to Result

4.1. Can USAID confirm that the essential difference relates to subject matter content, with 1.2 and 1.3 focusing on Activity performance and contribution to CDCS Objectives, and 4.1 focusing on higher-level elements of the CDCS, more specifically with an eye to policy and cross-sectoral theme contribution to successful delivery of the CDCS?

USAID Response: That’s correct, the illustrative services under Result 1.2 and Result 1.3 are complementary with the essential difference relating to subject matter content.

27. Since task orders may extend up to two years past the five-year ordering period, can USAID please clarify whether offerors should propose seven years’ worth of CDRs, rather than just five years?

USAID Response: USAID is only requesting five years at this time.

SECTION D - BRANDING AND MARKING

28. Is a Branding and Marking plan required for the IDIQ submission or will it be required post-award?

USAID Response: The Branding and Marking plan will be required at Task Order level where work requiring branding and marking will be executed.

SECTION F - DELIVERIES OR PERFORMANCE

29. Section F.3 Place of Performance states, “performance of this contract and resulting Task Orders will be Uganda and the United States.” Given USAID/LFT’s guidance about considering regional partners as part of the Agency’s localization agenda, the potential for future lockdowns and a return to remote work in response to new COVID strains, and some offerors having home offices located outside of the United States, would USAID consider changing Section F.3 to state, “The primary place of performance for this contract is Uganda and the United States. However, additional work may take place at other locations as directed by MEL- SI COR or TOCOR.”

USAID Response: Work under the resulting Task Orders will principally be performed in Uganda and the United States. No work will be performed elsewhere.

30. Section F.5 Reports and Deliverables or Outputs contains a table of reports. The table contains two required reports—an IDIQ final report (shown as No. 1) and other reports on request by USAID (shown as No. 3). Can USAID confirm that a deliverable No. 2 was not inadvertently omitted from the table?

USAID Response: This was a numbering error, and this has been corrected, there was no omission of deliverable no.2.

SECTION H - SPECIAL CONTRACT REQUIREMENTS

31. Would USAID please remove the requirement in H.19 that Contracting Officer approve all personnel with a starting salary greater than their current salary? In accordance with Washington DC and many other state laws, it is not the practice of many companies to request salary history information from prospective employees. Provided written justification of market rate exists, we respectfully request reference to current or past salaries be removed.

USAID Response: Requirements under H.19.2(B) and H.19(3) to which this refers have been deleted and no longer form part of this RFP.

32. Would USAID please provide a copy of the additional benefits and allowances paid to cooperating country nationals and third country nationals by the USAID Mission to ensure compliance with H.19.3.a?

USAID Response: Please refer to AIDAR 722.170 Employment of third country nationals (TCN's) and cooperating country nationals (CCN's); and AIDAR 752.7028, Offeror shall note that TCN and CCN employees are not eligible for differentials and allowances, unless specifically authorized by the cognizant Assistant Administrator or Mission Director.

33. H.19 Personnel Approvals: Please consider deleting from H.19.2(B) and H.19.3, "the individual's current salary level" as the benchmark for establishing salaries. US contractors are prohibited from asking prospective employees or consultants for their salary as using current salary as the basis of establishing new salaries is considered discriminatory. The current SF 1420 also does not include salaries anymore for this reason.

USAID Response: This requirement has been deleted from the RFP.

34. Section H.19(b) (2-3), states that one of the conditions of salary approval is “the individual’s current salary level.” However, biodatas no longer require salary history and thus salary history should not be a consideration in establishing salaries. Would USAID please remove this requirement?

USAID Response: This requirement has been deleted from the RFP.

SECTION J - LIST OF ATTACHMENTS INCLUDED AND REFERENCED BY LINK

35. Attachment J.1 COST/PRICE EVALUATION MATRIX INSTRUCTIONS and Attachment J.1.1.

Cost/Price Evaluation Matrix Excel.

a. There are some differences between the Cost/Price Evaluation Matrix Instructions (J.1) as compared to the Cost/Price Matrix Excel spreadsheet (J.1.1). On page 2 of the Instructions, in the Labor section, each labor category is listed showing 260 days of level of effort (LOE). In the Matrix spreadsheet, there are two distinct sections, one for Staff Labor and one for Consultants. Additionally, in the Matrix the Consultant section shows 26 days for each category, as compared to 260 days in the Instructions. Could USAID please confirm if Offerors should fill out the Matrix unchanged, or if the Matrix should be revised according to Instructions?

USAID Response: Offerors should complete the matrix unchanged. We do not expect the Consultants to expend 260 Days LOE.

b. Would USAID please confirm that the first section, Staff Labor, of the Cost/Price Matrix

Spreadsheet is for long-term international labor only?

USAID Response: No. Please refer to the Labor category description in the matrix for details, for each labor category USAID has stated the applicable staff category i.e., Home office and all staff.

c. Would USAID please confirm that Offerors should adjust LOE totals for long-term international labor to align with the Offeror’s methodology for recovery of paid absences (leave and holidays)?

USAID Response: Yes. Please refer to Note #3 of attachment J.1- Cost/price evaluation matrix and instructions for guidance.

36. Attachment J.1 Cost Price Evaluation Matrix Instructions: The instructions in L.8.3.1 and Attachment J.1 conflict as it relates to overhead. Attachment J.1 asks for the overhead rate ceiling to be used, “The prime offeror will also include its overhead and proposed fixed fee percentage ceiling(s)”, but L.8.3.1 asks that Offerors use their current provisional indirect rates.

Would USAID kindly update Attachment J.1 instructions to allow Offerors to use their current provisional indirect rates in the Price and cost matrix?

USAID Response: All reference to overhead rate ceilings rates have been deleted from attachment J.1.

37. Excel Attachment J.1.1 Cost Price Evaluation Matrix: The Cost Price Evaluation Matrix includes fixed LOE for labor categories under Category 2, Consultant Labor for Home Office Management and support (U.S. based) and Category 3, Finance, Accounting & Procurement Staff (All). If offerors perform those functions with staff labor only, may we reduce the LOE to 0 if we don’t use consultants to manage projects?

USAID Response: No. Offerors should complete the matrix unchanged. All offerors use the same number of days for all categories. The only exception is the recovery of paid absences.

38. In Attachment J.1 Cost/Price Evaluation Matrix and Instructions document of the RFTOP, note 3 USAID indicates that “the Offeror must enter the appropriate labor cost and paid absences in the Sample Budget below”. Can USAID please clarify if the Offeror must complete the sample budget as per page 2 and 3 of Attachment J.1 Instructions or the Attachment J.1.1 Excel budget template?

USAID Response: Offerors are required to complete required details in both attachment J.1 - Cost/Price evaluation matrix and instructions tables and the J.1.1 (excel budget template)

39. Can USAID please clarify the difference between section L.8.2 Part 2 Proposed Prices and Costs on page 95 and section L.8.3 Part 3 Price and Cost Evaluation Matrix on page 96 of the RFTOP.

Both of the sections refer to the completion of Attachment J.1.1.

USAID Response: Both sections contain information to fill out attachment J.1.1.

40. In Attachment J.1 Cost/Price Evaluation Matrix and Instructions document of the RFTOP, Part A Labor on page 2 USAID indicates that “the offeror will multiply the proposed CDR (use the rate proposed in the last year of the contract) with the USAID provided level of effort in person-days.” Can USAID please clarify if this instruction is based on the Excel budget model or is it a separate request and where the last year’s rates must be applied?

USAID Response: Please note that attachment J.1 are instructions for completing the evaluation price matrix and is not a separate requirement. Offerors are to utilize these instructions in completing the Excel budget matrix.

41. In Attachment J.1 Cost/Price Evaluation Matrix and Instructions document of the RFTOP, there is a Part A Labor on page 2 and then a second Part A Labor on the same page. Can USAID please clarify if the Offeror must follow any of these two instructions or are they just for illustrative purposes?

USAID Response: The first Part A provides directions for the second Part A.

42. Part III. Attachment J.5 Disclosure of Lobbying Activities: The Disclosure of Lobbying Activities form is included in the attachments but not listed as a required form in the business volume section. Does USAID require submission of a completed disclosure of lobbying activities form with the business volume?

USAID Response: Yes, all offerors are required to submit their lobbying disclosure certifications along with their business volumes.

43. Part III. Attachment J.6 Contractor Employee Biographical Data Form: As IDIQ does not have any key personnel listed and all key personnel requirements/specifications will be defined in subsequent task orders, please confirm USAID does not expect offerors to submit bio data forms for any staff with IDIQ proposal.

USAID Response: Yes, USAID does not expect biographic data sheets from Offerors. This requirement has been removed from the RFP.

44. Attachment J.1 Cost and Price Matrix: In “Attachment J.1.1 Cost Price Evaluation Matrix and Instructions” file, Offerors are instructed to use the 260 days/year plugged figure provided by USAID for Staff Labor. Can offerors whose annual number of workdays is less than 260 and the rest is recovered through fringe make appropriate adjustments/reductions to the annual number of days indicated in the Attachment?

USAID Response: Yes, Offerors can change their yearly work days as per their personnel policies

45. Attachment J.1.1 and J.1: Should Offerors only submit Attachment J.1.1 (Excel) or should also submit Attachment J.1 (Word) that contains CDR rates table?

USAID Response: Offerors should submit both.

SECTION L – INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS OR RESPONDENTS

46. We note on Page 94 that section L.7.1.1.a CORPORATE/INSTITUTIONAL CAPABILITY states: ‘The Offeror must provide the following to demonstrate its capability: Experience performing the services set forth in Section C, especially experience in the following areas:

1) Providing technical support to strengthen monitoring, evaluation, and learning for evidence-based programming.

2) Implementing and maintaining performance management systems for health and HIV/AIDS Programming.

3) Providing technical assistance to strengthen governance, quality, and utilization of government management information systems like the Ugandan Government’s OVC Management Information System and Child Wellbeing Management Information System.”

We note that these three areas correspond to the first three objectives listed in Section C. Please confirm whether we can include demonstration of our capability to deliver Objective 4:

Systematically analyze the effectiveness and sustainability of USAID/Uganda’s work in advancing national and or agency policy priorities including, but not limited to gender equity and social inclusion, localization, climate resilience and private sector engagement) and / or that failure to include this within the defined areas above will not be detrimental to the offeror.

USAID Response: Yes, Offerors should demonstrate their capability to deliver on all objectives.

Objective#4 has been added under section L.7.1.1. (a).

47. Section L.7.1.1.b states: “List at least five of the most recent and relevant contracts, cooperative agreements, or grants for services similar to the work in the subject proposal. The most relevant indicators of performance are contracts of similar size, scope, and complexity. At least three (3) must be from the prime and at least two (2) may be from any mix of prime and subcontractors”. Would USAID consider allowing the offerors to include up to 5 recent past performances for the prime as well as up to 5 past performances for each major subcontractor?

USAID Response: There must be at least three past performance records from the Prime and at least two from any mix of the Prime and subcontractors.

48. Page 92, L.6 Delivery Instructions, the RFP states, “Only 12-point Calibri font may be used, with each page numbered consecutively at the bottom of the page. Page margins must be a minimum of one inch at the top, bottom and each side. The font used in tables and charts may be adjusted as appropriate but must be no smaller than 9 points.” Could USAID kindly confirm that Offerors are allowed to use a font type other than Calibri for tables, graphics, charts, and text boxes?

USAID Response: For tables, graphics, charts, and text boxes, Offerors should use only Calibri font size 9.

49. L.7 Instructions for the Preparation of the Technical Proposal: Can offerors include a cover/transmittal letter, and will it be included in the page count?

USAID Response: The cover letter is not part of the 10-page limit. This section of the RFP has been updated.

50. L.7 Instructions for the Preparation of the Technical Proposal: Can references/citations of work be included in an annex, and will it count towards the page count?

USAID Response: See response 67.

51. L.7.1 ORGANIZATION OF THE TECHNICAL PROPOSAL: The list of contents does not include an executive summary to the Technical Proposal. Would USAID please consider adding an executive summary to the content, excluded from the page limitation?

USAID Response: USAID does not require an executive summary at the IDIQ level, this will be required at Task Order RFP.

52. L.8.2 Part 2 – Proposed prices and costs: In paragraph two of this section, it states “Offerors should assume a projected award date of (insert month/year) IDIQ contract award date and subject to Government funds availability and other internal time impacts.” (highlight added).

Would USAID please fill in the month/year information in this sentence?

USAID Response: USAID anticipates awarding the IDIQ contract by April 2024.

53. L.8.2 Part 2 Proposed prices and costs. Under (a)(3) of this section it states, “The Offeror must also provide a Prime and Major Subcontractor Percentage of Labor Overview Chart (See Attachment J.1) as an annex to the Cost/Business Proposal identifying the anticipated labor utilization for the prime and all subcontractors.” (Highlight added) Would USAID please clarify if offerors should provide this information for “prime and major” subcontractors or for “prime and all” subcontractors?

USAID Response: Please follow guidance provided under B.7.c Subcontractor rates for required information.

54. L.8.4, L.8.5, L.8.6, L.8.8, Parts 4,5,6 and 8: Would USAID please confirm if documentation for Parts 4,6, and 8 is required for all subcontractors or for major subcontractors only?

USAID Response: Unless the RFP explicitly states the requirement as for “only major subcontractors,” the Prime Offeror must present the stated requirements for all its proposed subcontractors, major and minor.

55. Section L.7.1, Organization of Technical Proposal, the RFP states, “The Technical Proposal should be structure in the following parts:

1. Contractor Performance Information

2. Corporate/Institutional Capability”

However, in the subsequent sections – sections L.7.1.1 and M.3, the RFP instructs offers to organize the Technical Proposal with the Corporate/Institutional Capability section first followed by the Past Performance Information section. Would USAID clarify its preferred structure of the Technical Proposal?

USAID Response: This has been rearranged as follows:

The Technical Proposal should be structured in the following parts:

1. Corporate/Institutional Capability. Ten (10) page limit.

2. Contractor Performance Information - Use Past Performance Matrix form in

Attachment J.2 and five (5) page limit for other information.

56. Could USAID kindly confirm the award date to be inserted in Section L.8.2 of the RFP?

USAID Response: See answer 52.

57. With respect to Section L.8.5 of the RFP, could USAID kindly confirm that offerors who do have prior Federal contracting experience do not need to submit a copy of their personnel policies in accordance with Section L.8.5?

USAID Response: ALL Offerors with or without prior Federal contracting experience must submit a copy of their personnel policies. This has been revised in the RFP.

58. Section L.7 defines Major Subcontractors ...”to perform at least 20% of technical work” and they will need approval as per FAR 52.244-2. Can USAID kindly confirm the requirements under Sections L.8.9, L.8.8, L.8.6, L.8.4 are applicable only to Major Subcontractors; not others?

USAID Response: Please refer to USAID’s response to question#55 above.

59. L.7.1 Organization of Technical Proposal: Please clarify if the Past Performance Matrix from Attachment J.2 needs to be limited to activities in the last 5 or 10 years. Also, is there any limitation on the number of activities listed by the prime and subcontractors in the consortium.

USAID Response: Offerors should provide past Performance information on work performed in the last 10 years. Section L.7.1.1.b does not state a maximum number of past performances to be submitted for the prime or the subcontractors, only that there must be at least three from the Prime and at least two from any mix of the Prime and subcontractors.

60. L.7.1 Organization of Technical Proposal: Can USAID please indicate the “other information” you are seeking regarding contractor performance information beyond the past performance matrix form.

USAID Response: “Other information” is information that is not captured under any element in the past performance matrix.

61. L.8.2 Part 2 – Proposed prices and costs (a)(3): The solicitation requests offerors to provide a

Prime and Major Subcontractor Percentage of Labor Overview that identifies the anticipated labor utilization for the prime and all subcontractors. Since this is an IDIQ and work is yet to be identified, estimating the percentage of labor by subcontractor will be hypothetical based on intention. Is that what USAID is looking for, or will you provide more information about the % of type of work anticipated?

USAID Response: Yes, Offerors should provide a hypothetical % for work to be subcontracted.

62. L.8.2(c) Indirect Costs: May subcontractors who consider their NICRA proprietary business information not to be shared outside of the government during the proposal stage present their NICRA directly to USAID?

USAID Response: Yes.

63. L.8.3, Part 3 – Price and cost Evaluation Matrix: Full time staff for organizations who do not bill their fringe costs directly to the project consider full time work less than 260 workdays per year. Attachment J.1.1 includes 260 workdays as full time for all staff labor. May offerors who recover their paid absences through their fringe benefits rate reduce the number of days from 260 according to their accounting standards so that there is no double counting.

USAID Response: Yes

64. L.8.5, Part 5, Policies and Procedures: If the Offeror has prior Federal contracting experience, how does USAID prefer the Offeror to respond to this section?

USAID Response: USAID has amended this RFP section to include the following language: “ALL Offerors with or without prior Federal contracting experience must submit a copy of their personnel policies….”

65. L.8.11, Part 11 – Legislative Reporting Information: This section asks that the Offeror include total anticipated value of subcontracting, estimated cost/price, and the period of the subcontract. However, the Offeror will not know this information at this stage given this is an IDIQ and specific work would not be identified. May USAID clarify how Offerors should respond to these requirements? Or provide additional guidance on how Offerors are to respond?

USAID Response: Yes, Offerors should provide a hypothetical % for work to be subcontracted.

66. The RFP contains two different instructions regarding font. Section L.6 Delivery Instructions subsection (c) states, “only 12-point Calibri font may be used…[t]he font used in tables and charts may be adjusted as appropriate but must be no smaller than 9 points.” (Emphasis ours.)

However, Section L.7.1 Organization of the Technical Proposal states, “use a 12-point font for text and 10 for graphics” but does not state the type of font to be used. Can USAID confirm:

Offerors should submit proposals using Calibri 12-point font; and Tables and charts may use no smaller than 9-point font; graphics may use no smaller than 10-point font.

USAID Response: Both RFP sections state that graphics may be adjusted to Calibri font “not less than 9 points”

67. Section L.7.1 Organization of Technical Proposal notes that the Contractor Performance

Information section should use Past Performance Matrix form in Attachment J.2 and five (5) page limit for other information.”

Can USAID confirm that the page limit for Contractor Performance Information is the five pages for other information plus the completed Attachment J.2 Past Performance Matrix for a total of (at least) 6 pages?

USAID Response: Yes, the limit for Contractor Performance Information is the five pages for other information in addition to the past performance information Matrix.

68. Are offerors required to keep the Attachment J.2 Past Performance Matrix to one page or are they allowed to use multiple pages for the form? If offerors are allowed to use multiple pages, is there a page limit for the Past Performance Matrix? If the Past Performance Matrix exceeds one page, does it count against the 5-page limit for Contractor Performance Information?

USAID Response: Do not exceed the 47-row limit of the spreadsheet or the columns A to M limit. You may provide it in excel format.

69. The Attachment J.2 Past Performance Matrix’s default font is Century Gothic 10 point. Are offerors allowed to use the default font or should they use Calibri font as referenced in Section L.6? If the answer is to use Calibri, what point size should offerors use?

USAID Response: Offerors should use Calibri font as referenced in Section L.6.

70. Section L.7.1.1.a Past Performance Information subsection (a) states that, “[t]he offeror (including all partners of a joint venture) must provide performance information for itself, the contractor teaming arrangements, if any, and each major subcontractor…” Please confirm that “contractor teaming arrangements” should be removed from the requirement as CTAs are not relevant to this procurement since it isn’t released under a federal supply schedule (and therefore only traditional prime-subcontractor arrangements apply).

USAID Response: Contractor teaming arrangements is a general term to refer to an offeror who forms an arrangement such as a joint venture. It does not refer to contractor teaming arrangements under GSA schedules.

71. L.8.2 Part 2 states, “Offerors should assume a projected award date of (insert month/year) IDIQ contract award date.” Can USAID please clarify the month and year to be inserted into this sentence?

USAID Response: Refer to response #52 above.

72. L. 6 Delivery Instructions: Solicitation stipulates that file sizes may not exceed 4MB. Can USAID please re-consider / increase file size limitation?

USAID Response: Offerors are requested to ensure that files do not exceed 4MB. Offerors may send multiple emails labeled per RFP instructions.

73. L. 8 Instructions for the Preparation of Business/Cost Proposal under L.8.2 (a) (3): Under L.8.2

(a) (3) it is stated, "The Offeror must provide a Prime and Major Subcontractor Percentage of Labor Overview Chart (see Attachment J.1).". Attachment J.1 does not include a Prime and Major Subcontractor Percentage of Labor Overview Chart - please provide.

USAID Response: This requirement has been revised in the RFP.

74. L. 8 Instructions for the Preparation of Business/Cost Proposal under L.8.2 (c) Indirect Costs:

Can USAID confirm that subcontractors without approved NICRA may utilize a 10% de minimis rate applicable to MTDC?

USAID Response: Yes, pursuant to FAR 31.702, subcontractors without an approved NICRA may utilize a 10% de minimis rate.

75. L. 8 Instructions for the Preparation of Business/Cost Proposal under L.8.4 Part 4 -

Representations, Certifications and Other Statements of Offerors.: Please confirm if Section K is indeed required for "each proposed subcontractor" and not just for major subcontractors.

USAID Response: The Offeror and each proposed subcontractor must complete Section K, "Representations, Certifications, and Other Statements of Offerors.

76. L. 8 Instructions for the Preparation of Business/Cost Proposal under L.8.4 Part 4 -

Representations, Certifications and Other Statements of Offerors. This section states, "Offerors and proposed subcontractors must ensure they are registered in CCR (www.sam.gov) per FAR part 4." Our understanding is that subcontractors are not required to be registered in SAM. The https://nam10.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.sam.gov%2F&data=05%7C01%7Cetravers%40air.org%7C4bc10db32c26427443d308dba8b50d01%7C9ea45dbc7b724abfa77cc770a0a8b962%7C0%7C0%7C638289267786659779%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=C%2FjWQpEAs1LcSbOyDZAd%2FN8A%2BQceTV1f4zeGeZ22bKo%3D&reserved=0 only requirement applicable to subcontractors is to have a Unique Entity Identifying Number (UEI). Please confirm our understanding is correct.

USAID Response: Your understanding is correct. As per ADS 302.3.6.11 In order to receive an award, all contractors and subcontractors are required to have a unique entity identifier in accordance with FAR Part 4.6, Contract Reporting, and 4.11 System for Award Management regardless of whether they are required to be registered in the SAM database. The Prime will need to be registered in Sam.gov.

77. L.8.6 Part 6 - Information Concerning Workday, Workweek, and Paid Absence: Please confirm if this information is indeed required for "each proposed subcontractor" and not just for major subcontractors.

USAID Response: The Offeror and all subcontractors must describe their workday and work week policies for Workday, Workweek, and Paid Absence.

78. L.8.8 Part 8 - Evidence of Responsibility: Please confirm if this information is indeed required for "each proposed subcontractor" and not just for major subcontractors.

USAID Response: The Prime Contractor and all subcontractor(s) must submit sufficient evidence of responsibility for the Contracting Officer to make an affirmative determination of responsibility pursuant to the requirements of FAR Subsection 9.104-1.

79. Business Proposal: Does USAID require a small business subcontracting plan to be submitted with the proposal?

USAID Response: Pursuant to FAR19.702(b) small business Subcontracting plan is not required under this IDIQ. However, USAID encourages the participation of small business concerns and disadvantaged enterprises, in accordance with FAR Part 19 (CFR Chapter 1) and AIDAR Part 726 (48 CFR Chapter 7). Accordingly, offerors are encouraged to make every reasonable effort to identify and offer opportunities to small business concerns and disadvantaged enterprises.

80. Section L.6.(d) requires that “Each email must be 4MB or less in size.” With a 4MB limit on emails, it is possible that offerors may need to split individual documents (for example, splitting the Technical Proposal file into two separate files) and submit them in separate emails so that they do not exceed the MB limit. If there is any flexibility on that limit, would USAID consider increasing the MB limit for emails?

USAID Response: Please refer to RFP section L.6(d) Delivery Instructions bullet#2 for guidance on splitting emails.

81. Section L.7.1.1.(a) and Section M.3 state that the offeror must demonstrate capability in and will be evaluated on experience in the following areas: “1) Providing technical support to strengthen monitoring, evaluation, and learning for evidence-based programming. 2) Implementing and maintaining performance management systems for health and HIV/AIDS programming. 3) Providing technical assistance to strengthen governance, quality, and utilization of government management information systems similar to the Ugandan

Government’s OVC Management Information System and Child Wellbeing Management Information System.”

These areas map to stated objectives 1-3 in Section C; however, Sections L and M do not include instructions or an evaluation criterion that correspond with Objective 4. Since Objective 4 is quite different from the other objectives and focuses on key Agency priorities, will USAID include instructions related to and a criterion that evaluates Offeror’s abilities to systematically analyze the efficiency and effectiveness of USAID/Uganda’s work in advancing national and or agency policy priorities including, but not limited to gender equity and social inclusion, localization, climate resilience and private sector engagement (Obj 4)?

USAID Response: Instructions to and criteria for evaluating objective 4 have been included under RFP sections L and M respectively.

82. Section L.7.1 states that for the Past Performance Information portion of the Technical Proposal, offerors must “Use Past Performance Matrix form in Attachment J.2 and five (5) page limit for other information.”

a. Due to the number of columns in the Attachment J.2 matrix, converting the matrix to a Word format to include as an annex within the Technical Proposal document may affect readability of the content. As such, can offerors submit the completed Attachment J.2 matrix as a separate Excel file attachment to the Technical Proposal?

USAID Response: Yes. Refer to response to question#68 above.

b. Section L.7.1.1.b, parts (b) and (c) ask for additional pieces of information outside of the information provided in Attachment J.2. It is our understanding that these are two requirements which may be addressed in the additional five pages of the Past Performance Information section. However, part (c) states “This information is not included in the page limitation.” As such, can USAID clarify the information that must be provided in the additional five pages?

USAID Response: This is past performance information relevant to IDIQ scope but is neither captured by the past performance form nor is a quality award or certification indicating exceptional capacity to provide the service or product described in the statement of work.

83. Section L.8.2, page 95, notes “Offerors should assume a projected award date of (insert month/year) IDIQ contract award date and subject to Government funds availability and other internal time impacts,” but does not include an anticipated award date. Can USAID please clarify the anticipated award date of the IDIQ, and approximate timeframe for when initial Task Orders will begin to be released?

USAID Response: USAID anticipates awarding the IDIQ contract by April 2024 and the Task Orders within 12 months thereafter.

84. Section L.8.4, page 96, requires that proposed subcontractors must be registered in SAM.gov.

Would USAID please remove this requirement as this is not a requirement for subcontractors under FAR 52.204-7?

USAID Response: Refer to response#76 above.

85. Section L.8.10, notes in the heading, “Letters of Commitment (Major Subcontractors)” but the description below it refers to “each subcontractor.” Would USAID please clarify if Letters of Commitment should only be submitted for major subcontractors?

USAID Response: Yes, the Prime Offeror should submit letters of commitment for “major” subcontractors. The RFP section has been revised accordingly.

86. Section H.3(2)(b)(2), does not appear to comply with FAR 52.247-63 or with AIDAR 752.7002.

We respectfully request that the language be revised to the following, "The airfare is compliant with FAR 52.247-63, and represents the most direct and expeditious route at the lowest priced airfare available to the contractor.

USAID Response: Section H.3(2)(b)(2) is revised as follows: "The airfare is compliant with FAR 52.247-63 and represents the most direct and expeditious route at the lowest priced airfare available to the contractor.

SECTION M - EVALUATION FACTORS FOR AWARD

87. M.3.1 TECHNICAL EVALUATION CRITERIA: It appears that USAID is prioritizing Objectives 1-3, and not Objective 4 in the evaluation criteria. Is this correct? Would USAID please confirm that experience in Objective 4 is less important than Objectives 1-3 combined?

USAID Response: See response to question 46 above.