Attachment_1-_QUESTIONS_AND_ANSWERS_-_PLSO_72062019R00001.pdf

RFP Number: 72062019R00001 Partner Liaison Security Operations (PLSO) Project

QUESTIONS AND ANSWERS

A. GENERAL QUESTIONS

1. I am wondering if an incumbent exists for the potential requirement: Partner Liaison

Security Operations (PLSO) Project outlined under 72062019R00001. If so, could you please provide the following information?:

·Vendor name ·Contract number ·Value ·Date of award ·Expiration date

USAID Response: There is no incumbent for this procurement.

2. Does the Combined Synopsis/Solicitation posted as solicitation number

72062019R00001 on FBO contain requirements similar to a existing contract or will this be a new requirement?

USAID Response: This is a new requirement for USAID/Nigeria.

3. If this solicitation is an existing project would USAID be willing to share the current staffing plan?

USAID Response: Please see response to Question 2 above.

4. I noticed you currently have a requirement out on FBO for a PLSO Project. If you are having trouble garnering competition on this or other requirements you currently have on your desk, FedBid may be able to help. Is there anything on your desk where FedBid could handle the competition/outreach for?

USAID Response: USAID/Nigeria is anticipating adequate competition for this procurement through www.fbo.gov.

5. I was wondering if you could provide me with a Request for Proposal (RFP) for the

Partner Liason Security Operations (PLSO) Project. I have gained access to view the contract online but I was just looking for a little bit more information regarding the work scope. If there is anything you can do or can point me in the right direction that would be greatly appreciated.

http://www.fbo.gov/

USAID Response: The work scope is provided in Section C of Request for Proposal (RFP) Solicitation Number 72062019R00001 which is accessible on www.fbo.gov.

6. For travel planning purposes, could you please provide us with an overview of the geographical footprint of current IPs in Nigeria?

USAID Response: USAID/Nigeria has over 80 IPs working in all 36 States of the Federation, including the Federal Capital Territory, Abuja. The footprint changes constantly as projects close out and new ones come on board.

7. Could you kindly provide us with the current number of IPs and a general estimate of total staff numbers operating on USAID/Nigeria funded projects?

USAID Response: Please see response to Question 6 above.

8. Should the office space required in Abuja have the ability to also host training courses and IP meetings? If so, what number of training or meeting participants should be used as the basis of defining a suitable location?

USAID Response: Contractor will determine this based on assessment and demand by the IPs.

9. Where the bidder includes pre-existing training materials as part of the solution can the intellectual property rights remain with the bidder; understanding that the materials will be used within the contract period of performance within the IP community?

USAID Response: Pre-existing training materials can remain the intellectual property of the bidder. However, training materials adapted and used for USAID/Nigeria IP trainings will be in accordance with FAR 52.227-14 and FAR 52.227-23.

10. Will the bidder be required to physically work on a national basis within Nigeria and so require transport and security services, or will all work be conducted only within Abuja?

If work outside Abuja is required can specific cities of interest be listed?

USAID Response: Contractor will focus the bulk of its efforts on collaborating with all USAID-funded IPs, located throughout Nigeria. The contractor is expected to develop creative methods to achieve the deliverables set forth in this contract.

11. Where the bidder has the ability to provide relevant qualifications, eLearning or cloud-based self-delivered training solutions to the IP community can this be costed as an option within the financial proposal?

http://www.fbo.gov/

USAID Response: Options are not anticipated for this procurement. Offerors must propose activities based on their technical approach, consistent with requirements described in the RFP.

12. It is our intention to bid for this project as a joint venture. One of the partners is based in

Abuja, Nigeria, while the other is based in Cape Town, South Africa. Can you confirm that this is allowed under the contract?

USAID Response: Please review instructions in Section L.9.5, Part 5 of the RFP regarding requirements for Joint Ventures.

B. RFP COVER LETTER

13. On the Cover Letter, paragraph 2, the text states that this is a full and open competition, but in paragraph 3 it discusses a small business size standard of $15 million. Later, on page 106, K.3 (a) (1) and (2) it states that the small business size standard is $7 million.

Can USAID please confirm whether or not this is a small business set aside, and if so which is the applicable NAICS code and size standard?

USAID Response: This procurement is not a small business set aside. Section K.3 (a) (1) and (2) of the RFP has been corrected to reflect that the small business size standard is $15 million. The applicable NAICS code and size standard is indicated on the RFP cover letter.

C. RFP SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

14. On p13 – C.4.2.1 illustrative tasks – Meet with and provide informational briefings to newly arrived USAID IPs in Nigeria. Are briefings expected to be carried out at the IPs base location prior to arrival as well or only in Abuja?

USAID Response: Informational briefings for newly arrived IPs will be done in Abuja.

15. On p13 – C.4.2.1 illustrative tasks – IP risk-management meetings including formulating agendas, soliciting topics of interest from IPs, developing presentations and training materials, and arranging guest speakers and soliciting feedback on PLSO services, quarterly at a minimum. Is this additional security training provision (materials) for IPs and is it expected that quarterly meeting be provided on a regional basis (i.e.:

north/south/east/west depending upon IP locations) or is it expected to be centrally held in Abuja?

USAID Response: No, this is not additional training for the IPs. Location for quarterly meeting should be determined by factors such as logistics convenience, cost efficiency, security etc.

16. On p13 – C.4.2.1 illustrative tasks – Conduct Site Visits. Can you please define what is expected from a site visit? If security provision is in-place (by the IPs themselves), then typically a security review would provide recommendations for improvements where necessary. Is this what is envisioned for the site visits?

USAID Response: Site visits will be based on expedience of security or demand by the IP, usually to resolve issues after a security incident. Recommendation for security review shall not be communicated directly to the IP, but through the IP COR

17. On p13 – C.4.2.1 illustrative tasks – Provide non-prescriptive guidance to IPs regarding security upgrades and security-related contract modifications in coordination with the COR. In this instance, does non-prescriptive mean non-binding in the sense that the IPs will choose to accept or reject the suggestions?

USAID Response: This means the Contractor can not direct IPs to do any security up-grades or security-related contract modifications. Any recommendation(s) on this must be passed through the IP COR

18. On p16 – C.5.2, p75 H44 7 p77 H45 – Privacy and Security Information Systems

Incident Reporting 7 SBU) There is no direction in the illustrative tasks as to IT/Cyber security training for IPs. Is this expected to be self managed by the IP or included on security reviews when carrying out security reviews and training?

USAID Response: The Contractor shall provide all relevant security training that will enhance the operations of IPs.

19. On p16 – C.5.2, p75 H44 7 p77 H45 – Privacy and Security Information Systems

Incident Reporting 7 SBU) Incident reporting is classed as Sensitive But Unclassified (SBU). Should it be assumed by the contractor that all IPs and security partners are operating at the SBU levels when reporting incidents to the contractor and vice versa and what plans are in-place if IPs are not capable of handling SBU information within the required parameters?

USAID Response: Yes. All IPs are required to be capable of handling SBU information.

20. On p16 C.5.2 Security Considerations – Nigeria has been designated a high threat and high crime post and the Contractor is expected to take steps to be responsive to this shifting environment. How does the travel threat map at page 155 relate to the overall travel threat assessment provided at p16? Is it that the overall threat assessment for Nigeria is HIGH and the travel threat assessments are sub-sets of HIGH threat? i.e.:

HIGH 1, HIGH 2 & HIGH 3?

USAID Response: The Travel Threat Map is only a guide to help offerors understand the overall threat assessment as it relates to locations where USAID funded projects are implemented.

21. On p18 C.6.5 Travel – Occasional travel by the Contractor to IP activity sites is required under the contract, as needed or requested for trainings, briefings, site visits, and response to security incidents. Currently there are approximately 80 partners implementing activities on behalf of USAID/Nigeria. Does USAID maintain a map of the IP locations in order that it can be cross-referenced to the travel threat map (p155) so that a travel budget can be designed to prioritize the most vulnerable IPs

USAID Response: USAID/Nigeria IPs work in all 36 States of the Federation, including Abuja. Please see response to Question 20 above.

RFP SECTION F - DELIVERIES OR PERFORMANCE

22. On p24, F5, Key Personnel – This position requires the following minimum requirements: Master’s degree or equivalent in related field, at least ten (10) years of experience in security operations and assessments, at least five (5) years of experience working in Nigeria, West Africa, and/or similar conflict environments. Is there flexibility on the Masters degree requirement for this position? What, if any, are the equivalencies for Bachelor degrees and years of experience?

USAID Response: The requirement for a Masters degree has been changed. Please see minimum requirements for Operations Manager in Section F.5(d) of the RFP.

23. Page 24: Key Personnel Operations Manager requires a Master Degree or equivalent in related field. Can you please clarify what is the standard of criteria used to determine the equivalency of a Master Degree. What counts as an equivalent qualifier for a Master Degree?

USAID Response: Please see response to Question 22 above.

24. Section F.5 Key Personnel, Operations Manager Requirements: "Masters Degree or

Equivalent" Work experience is a common substitute for education, or lack of a degree.

Will USAID waive the requirement for a Masters Degree if the proposed candidate exceeds ALL other basic requirements but has a four-year degree? NOTE: USAID Kenyan Solicitation No. 50L-615-16-000001 did not require a Masters Degree.

25. F.5 Key Personnel / Attachment J.7, Key Personnel Matrix: Regarding the requirement for the Operations Manager to have Master’s degree or equivalent in a related field, would USAID consider waiving this requirement or allow relevant experience to be substituted instead?

26. On p28 F6 (5) – The contractor must provide the following information related to international travel and training: Training and travel plans in a format and frequency specified by the COR. (refer p12 – C.4.2.1 illustrative tasks), does this refer to the new arrivals briefing for IPs and/or will it take place during the site visits to perform security functions and training as per p13 C.4.2.1?

USAID Response: This refers to any international travel and training the Contractor may require to enhance their operations and/or to fulfill the scope of work.

D. RFP SECTION I - CONTRACT CLAUSES

27. I.1 Notice Listing Contract Clauses Incorporated by Reference: RFP Section I.1 states that FAR 52.215-12, Subcontractor Certified Cost or Pricing Data, is incorporated as a requirement. Please confirm that certified cost/pricing data will be required of all subcontractors, or only of major subcontractors. If yes, must the pricing data be certified at the time of proposal submission? Does this requirement apply also to JV partners?

USAID Response:

• Certified cost/pricing data will be required following guidance in FAR 52.215-12.

• This requirement is applicable to the prime contractor and each subcontractor that falls under the threshold stated in the FAR.

E. RFP SECTION L - INSTRUCTIONS, CONDITIONS, AND NOTICES TO

OFFERORS

28. On p121, L.6 (c) Format and Presentation – it lists the different sections of the proposal (and annexes).The second to last bullet point is left empty. Can USAID confirm if there is missing text here or if the Security Plan should move up one bullet?

USAID Response: The second to last bullet point has been deleted, the Security Plan has moved up one bullet.

29. On p122, L.6.5, Technical Approach.

Can USAID please clarify what should be part of the body of the Technical Approach and what should be in the Annexes? For example, the Mobilization Plan is listed on p123 as part of the Technical proposal body, but on the list on p121 it is an Annex; on p124 the Staffing Plan is also listed as part of the Technical Proposal but on p121 it is an Annex;

on p123. The Personnel Matrix is referred to as Attachment J.7, does it count against the 30 page technical limit? Would it be possible to get a full list of the Annexes that USAID would like to receive?

• Offerors will determine what should be part of the body of their Technical Approach. All annexes submitted as part of the offeror’s technical proposal must be cross-referenced in an appropriate section of the technical narrative.

• Personnel Matrix does not count against the 30 page technical limit, however, it must be cross-referenced in the appropriate technical narrative. As stated in Section L.6(a)(3) “Cover letter, Cover page, Tabs/dividers, Table of Contents, Acronym list, Executive Summary, and Annexes do not count against the 30-page limitation.”

• As indicated in Section L.6.(c) of the RFP, Offerors will determine the type of information to be submitted as annexes to their technical proposal, in response to the instructions provided in the RFP.

30. Can you please clarify and confirm the number of pages allowed in the Technical Approach and how they correspond to the excel spread sheet Volume I Technical Management Proposal listed on the FBO website pertaining to Solicitation #72062019R0000. There is no 30 page document listed on the Proposal Preparation checklist but there is on the RFP.

USAID Response: The proposal preparation checklist serves as a tool only and can be modified to suit contents of your submission in response to the requirements of the RFP.

As stated in Section L.2(a) of the RFP, the proposal checklist is provided to help both the Government and the Offeror expedite submission/review.

31. Can you please advise which items on Page 141 under technical approach fit under the 30 page limit, specifically which Factor(s) and Sub Factors are part of the 30 page limit within the technical approach?

USAID Response: All items on Page 141 under technical approach must fit under the 30 page limit. As stated in Section L.6(a)(1) of the RFP, Technical proposals may not exceed 30 pages, excluding attachments and annexes.

32. The cover page of the RFP indicates the proposal must be delivered in person, however

Section L.5 page 199 said the proposal can be submitted electronically, can you please clarify/confirm electronic delivery/submission?

USAID Response: As stated in Section L.5(b), “The Offeror will submit the proposal electronically. Hard copies will NOT be accepted.” The cover page of the RFP has been corrected.

33. L.6 Instructions for Preparation of the Technical Proposal: RFP Section L.6 states that

“All information from the appendices must be referenced in the Technical Proposal and summarized and included in the Annex Section.” Please clarify the difference between the “appendices” and the “Annex Section.” RFP Section L.6(c), Format and Presentation of Volume I –Technical Proposal, does not include an Appendix section, only an Annex Section. Please confirm that only the Annex Section is required? Secondly, considering that the Technical Proposal Volume is limited to only 30 pages, please provide further detail as to how Offerors should “reference all information from the appendices in the Technical Proposal.” Does this mean a cross-reference to the corresponding section is acceptable, or must Offerors provide a summary of the Appendix content in the Technical Proposal? Would the USAID consider increasing the page count limit?

• Section L.6(a)(4) has been amended to reference ‘annexes” to ensure consistency with instructions in Section L.6(c).

• All information contained in the annexes must be cross-referenced to the corresponding sections in the technical proposal. Annexes not referenced in the technical proposal narrative will not be evaluated.

• Page limit remains unchanged.

34. L.6 Instructions for Preparation of the Technical Proposal, Institutional Capability and Management Plan [L.6.5(c); but not included in L.6(c)] This section requires that “The Contractor … have proven experience working on security matters in Nigeria.” Does this requirement apply to all major subcontractors and JV partners as well?

USAID Response:

• Sentence has been revised in Section L.6.5(c) to read: “The Contractor must have proven experience in working on security matters in Nigeria or areas similar to Nigeria and demonstrated capability of effectively implementing security procedures and policies required by clients.”

• Yes, this applies to all major subcontractors and partners proposed under the RFP.

35. L.6 Instructions for Preparation of the Technical Proposal, Contractor Performance Information [L.6.5 (d)]. Section L.6.5 (d), part 4 (iii), states that Offerors must “provide a list of three recent contracts for which you submitted subcontract reports to eSRS (FAR 52.219- 9(d)(10), and a copy of any similarly recent subcontracting reports if they were not submitted to eSRS.” Would USAID consider waiving this requirement? Would the USAID consider allowing the Past Performance Reports to be included in the Annex or else not included within the page count?

• This requirement remains as stated in the RFP.

• Past Performance Reports can be included as Annex, provided they are cross-referenced to the corresponding section in the technical proposal.

36. L.8 Security Plan. The sample plan provided in Attachment J.1 has a requirement for site plans and/or photographs. Will Offerors be required to submit these as part of their proposed security plan?

USAID Response: Attachment J.1 is provided as a sample plan. Offerors will provide site plans and/or photographs, as applicable, consistent with their proposed security plan.

37. L.9 Instructions for Preparation of the Business/Cost Proposal: The instructions for the

Business/Cost Proposal include a requirement to include “the costs associated with each proposed subcontract.” Does this mean that Offeror’s Cost Proposals must include subcontractor costs for each item listed in RFP Section L.9 (i.e., itemized budget detail (i.e., a complete breakdown of the costs associated with each item) and cost justification;

subcontractor portion of the security plan costs and Branding & Marking Plan)? Or should the Prime Offeror only include subcontractor costs as shown in the Illustrative Budget Format” provided in Section L.9.2?

USAID Response: Yes. As stated in the RFP the budget format is to be similarly applied to all major sub-contractor’s budget presentations. “major subcontractors” are subcontractors whose proposed costs exceed 20% of the Offeror’s proposed total cost or perform a key element of the scope of work.

38. Regarding the “Illustrative Budget Format” provided in Section L.9.2, the instructions state that “This budget format is to be similarly applied to all major sub-contractor budget presentations.” Please confirm that all major subcontractor and JV partners must provide cost data in this same format.

USAID Response: All proposed major subcontractors must provide cost data in this same format as the prime contractor.

39. RFP Section L.9.2(5g) requires that “The proposal … include information sufficient to determine the reasonableness of the cost of each proposed major Subcontractor.” Could the USAID please provide further detail as to how this reasonableness evaluation will be conducted? RFP Section L.9 requires that “Each Offeror … submit a copy of its current personnel policies.” Does this requirement apply to all major subcontractor and JV partners?

• Please see Section M.3 of the RFP for information regarding cost evaluation.

• The Offeror and each proposed major subcontractor must submit a copy of its most current personnel policies, especially regarding current salary and wage scales, fringe benefits, merit increases, promotions, leave, differentials, travel and per diem regulations, etc.

F. RFP SECTION M - EVALUATION FACTORS FOR AWARD

40. M.3 Cost/Business Proposal Evaluation: RFP Section M.3 states that “This evaluation is conducted with the expectation of adequate cost/price competition and will rely heavily on market forces to determine whether the proposed cost/price is fair and reasonable.”

Given that there is insufficient market competition in Nigeria for these services, please explain how the USAID will use market data to ensure proposed prices are fair and reasonable.

USAID Response: USAID will consider offerors’ rationale for any unit costs presented in the cost proposal and supporting narrative, factors outlined in Section M.3 of the RFP, as well as guidance contained in FAR 15.404-1(b) to determine fair and cost realism, completeness, and reasonableness.