J.4_Consolidated_Q&A.pdf

RFP # 72062318R00003 USAID/Kenya and East Africa Development Outreach and Communications Support for USAID/Kenya and East Africa Questions and Answers

REQUEST FOR PROPOSALS # 72062318R00003, Amendment 1

DEVELOPMENT OUTREACH AND COMMUNICATIONS SUPPORT FOR

USAID/KENYA AND EAST AFRICA

SOLICITATION QUESTIONS AND RESPONSES

Dear Offerors, We thank you for submitting questions in response to the referenced Request for Proposals (RFP). We are providing our responses to the questions as follows. The responses to the questions are in blue font immediately following each question.

A revised RFP incorporating some of the changes resulting from responses to questions is posted along with this document. Changes will be highlighted for ease of reference.

Questions and Answers

1) In the forecast, the estimated cost of this project was between $4 and $10 million. The RFP does not provide an estimated ceiling. Can USAID please clarify the estimated range or ceiling of this project?

USAID requests that you propose your best cost for this activity. We will not be providing a range.

2) Section B.7 (page 7) and B.8 (page 8) of the RFP both mention payment of fixed fee; however, they appear to conflict with each other. Could USAID please confirm:

(a) That B.7 is applicable to this project, and B.8 is not?

Section B.8 is applicable to this project.

(b) That if B.8 does apply, offerors should propose a fee payment schedule based on the deliverables in Section F?

USAID confirms that a fee payment schedule should be proposed based on the deliverables in Section F.

3) Section C seems to describe the scope of work as being implemented by the COP independently.

Given that the current DOC team within the Mission consists of several people, can USAID confirm that the Chief of Party for this program will be supervising a team of FSN/USPSC staff whose salaries will not be paid by the Contractor?

Development Outreach and Communications Support for USAID/Kenya and East Africa Questions and Answers

The Chief of Party will not supervise a team of Foreign Service National (FSN)/United States Personal Services Contractor (USPSC) staff.

4) Sections L.9(b)8(a)1 and 2 on page 68 contain contradictory instructions regarding information to be submitted for relevant past projects. Item 1 states “Please only include for each past performance reference the title of the project, the contract number, and the contact information (name, e-mail address and phone number) of the Contracting Officer’s Representative (or equivalent).” Item 2 adds “Scope of work or complexity/diversity of tasks, Primary location(s) of work, Term of performance, Skills/expertise required, Dollar value, and Contract type, i.e., fixed-price, cost reimbursement, etc.” Please confirm that Offerors should follow the instructions in Item 1.

Offerors should follow the instructions in Item 1.

5) Section L.9(b) (“Content of the Technical Proposal”) on pages 67 and 68 lists Past Performance as both the fourth section of the technical proposal and as the first annex. Please confirm that Past Performance information should only be included as Annex A.

Please note that these are two different requirements. The technical proposal must provide detailed information on Past Experience, and the Annex must provide detailed information on Past Performance. Page 68 makes this distinction.

6) Section L.9(b) of the RFP on pages 67-68 states that technical proposals are limited to 20 pages and must present the following elements. After enumerating what we feel are reasonable page counts for the required non-technical proposal elements (which add to 19 – see table below), we respectfully submit that there are not enough pages left to address the three technical sections.

Therefore, we respectfully request that USAID increase the page limit by 3 to 5 pages.

Required Non-Technical Proposal Element Estimated No. of Pages

1) Cover Letter 1

2) Table of Contents <excluded from PL by L.9(b)2>

3) Acronym List <excluded from PL by L.9(b)3>

4) Executive Summary 2

5) Technical Approach

<Technical Elements> 6) Key Personnel and Team Composition

7) Past Experience

8) Past Performance <assuming this is covered under Annex (i) below>

9) Annexes – including: --

(i) Past Performance Information <assumes 5 one-page PPR forms and 5 pages of small business utilization information, required by Sections L.9(b)8(d)(3)(A)-(C)>

(ii) CVs of Key Personnel 3

Development Outreach and Communications Support for USAID/Kenya and East Africa Questions and Answers

(iii) Illustrative Branding Strategy, Branding Implementation Plan, and Marking Plan

Total required non-technical elements: 19

USAID accepts this request. The page limit for technical proposals is now 25 pages.

7) Would USAID consider increasing the page limit by 5 pages to allow other-than-small-business offerors to submit the past performance utilizing small business narrative (3 pages), references (1 page) and eSRS information (1 page), which is required by Sections L.9(b)8(d)(3)(A)- L.9(b)8(d)(3)(C)?

USAID accepts this request. Please refer to question 6.

8) Section L.9 on page 67 states “The technical proposal should be organized by the technical evaluation criteria listed in Section M.” However, the evaluation criteria headings provided in Section M.2 do not match the technical proposal section headings listed in Section L. For ease of evaluation, please clarify which set of headings Offerors should use.

Please follow the headings in Section L.9.

9) For budget purposes, could USAID please further define some variables associated with coordinating meetings and capacity building trainings (such as estimated frequency and number of participants), or provide lump sum plug figures for all meetings and training costs?

Meetings/trainings will take place every quarter with an estimated attendance of at least 25 participants.

10) Printing costs can vary significantly—based not only on print quantities, but also on the type of paper used and other characteristics (number of ink colors, whether varnish or gloss are used, etc.).

Can USAID clarify expectations on some of these variables with regard to printing needs and also event and meeting sizes, or provide plug figures?

Products for printing will always be expected to be in full color. Quantities for would range between 2,000 and 2,500. Major print products include, but not limited to, annual reports, calendars and brochures.

11) It is our understanding that the proposed project team will be embedded with USAID in the mission.

For budget purposes, could USAID please confirm what facilities will be provided (such as office space and associated operating costs, utilities, internet, equipment, furniture, laptop, etc.)?

The project team will not be embedded with USAID in the mission. Contractor is expected to provide its’ own facilities.

12) Section M.2(2) on page 76 (Technical Evaluation Criteria – Management Structure and Key

Personnel) goes from sub-item (a) to sub-item (c). Please confirm that this was a typographical error and no evaluation criteria are missing.

This was a typographical error that has now been rectified.

Development Outreach and Communications Support for USAID/Kenya and East Africa Questions and Answers

13) Section L.8, Format and Presentation, page 66 of the RFP states: “The font used in tables and charts may be adjusted as appropriate but must be no smaller than 9 point.”

Would USAID allow offerors to use a font size no smaller than 9 point for graphics and textboxes as well?

Yes. The RFP has been amended to reflect this.

14) Section L.9.(b).1, INSTRUCTIONS FOR THE PREPARATION OF THE TECHNICAL PROPOSAL, Cover

Letter, page 67 of the RFP, includes the Cover Letter within the 20-page limit for the Technical Proposal.

Given that the information contained in the Cover Letter will not be evaluated, would USAID kindly consider excluding the Cover Letter from the 20-page limit?

Yes. The RFP has been updated accordingly.

15) Section L.9(b)8., Annex A, Past Performance Information, does not specify a specific format for the presentation of the information indicated in items a) through d), pages 68-69. Will USAID allow offerors to use their own Past Performance Information templates providing it includes the requested information listed in those items?

Offerors may use their own templates, as long as all the information required is captured. Please also refer to the response to Question # 4 for the required information.

16) Section L.9 (b) Content of the Technical Proposal, page 68, lists the outline for the technical proposal as:

Cover letter Table of Contents Acronym List Executive Summary Technical Approach Key Personnel and Team Composition Past Experience Annexes (Past Performance, CV of Key personnel, Illustrative Branding Strategy)

However, Section M.2 Technical Evaluation Criteria, of the RFP, pages 76-77, lists the following criteria:

1. Technical Understanding and Approach

2. Management Structure and Key Personnel

3. Institutional Capacity and Experience

4. Past Performance

Moreover, on page 67, Section L.9 Instructions for the Preparation of the Technical Proposal states, “The technical proposal should be organized by the technical evaluation criteria listed in Section M.”

Development Outreach and Communications Support for USAID/Kenya and East Africa Questions and Answers

Can USAID please confirm that Offeror’s should use the headings and organization from Section M.2 for the outline of their proposal?

Please see the response to Question # 8.

17) L.9(b).8 Annex A (d) Performance in Using Small Business (SB) Concerns, page 67, the RFP states that offerors must provide a narrative summary of small business concerns over the past three years;

provide a list of recent contracts for which you submitted subcontract reports to eSRS; and the names and addresses of three SB concerns for USAID to contact for their assessment of the offeror’s performance in using SB concerns over the past five years.

Given that this information is in addition to the 5 PPRs and will be at least one page on its own, we respectfully request that USAID allow offerors to include this requirement a separate annex that does not count against the 20-page limit.

Please see the response to Question # 7.

18) Will USAID kindly confirm that offerors may use title pages to separate the annexes which will not be counted against the 20-page limit?

USAID respectfully declines this request.

19) In order to provide a sufficiently detailed and compliant Illustrative Branding Strategy, Branding

Implementation Plan, and Marking Plan, per Section L.9.(b).8, we respectfully request that USAID:

a. Allow offerors to include this as an annex in the cost proposal? We agree – this annex may be included as part of the cost proposal.

b. If not, can USAID please confirm that the Illustrative Branding Strategy, Branding Implementation and Marking Plan should be listed as Annex C, not Annex D? See above.

20) Given the complexity of the scope of work and the US Government Federal Holiday on July 4, would

USAID consider extending the deadline for submission by one week?

No, we cannot accommodate this request.

21) Section F.5 Reports and Deliverables or Outputs, page 18, of the RFP includes the following Task under Videography: “Produce 10 videos of two minutes each that represent the program and a personal profile related to that program. Produce a five minute video that is the best of the above.”

Can USAID please confirm that this requirement is for 10 videos of two minutes each over the entire five-year period of performance of the project?

The videos are for the entire five-year period of performance.

22) Section C.2.2 Illustrative Summary of services to be provided, page 10 states: “These products and services will be produced for USAID’s three operating units—Kenya, the East Africa Region covered by the Mission and Somalia.” We have the following questions:

Development Outreach and Communications Support for USAID/Kenya and East Africa Questions and Answers

a. Could USAID please provide additional information on which illustrative activities offerors should anticipate delivering for the USAID/Somalia Office?

b. Which of the illustrative activities, if any, may require traveling or working in Somalia?

c. Does USAID anticipate that regular travel to Somalia be necessary to fulfill the required services?

d. When does USAID anticipate the USAID/Somalia Mission to be established?

a. Support in media monitoring

b. There will be need to travel or work in Somalia

c. No

d. This is yet to be determined

23) Section C.2.2 Illustrative Summary of services to be provided, page 13, states: “Professional videography and photography: The Contractor may be requested to assist with the development of videos for YouTube, website, social media, internal and presentation purposes for Kenya and East Africa regional activities. The Contractor would need to undertake storyboard development, filming and editing working closely with DOC in the development of the story and editing.”

Can USAID provide offerors with an estimate of how much photography should be budgeted for?

Photography will be expected to cover at least three events in a month.

24) Section C.2.2 Illustrative Summary of services to be provided, page 13, states: “As part of the implementation of the communications strategy, there may be a need to develop a specific communication campaign. The Contractor will be required to develop, implement and manage the campaign strategy for Kenya, Somalia and East Africa regional activities. In addition, many materials will require pre-testing with the relevant audience. The Contractor may be asked to manage the pre-testing process as well.” We have the following questions regarding these support services:

a. Will USAID require the contractor to pay for advertisements, media buys or placements? No

b. Will USAID require the contractor to develop or conduct digital or on-line campaigns, or to organize communications events? Yes to “develop or conduct digital or on-line campaigns” and No to “organize communications events”

25) Section F.5, Reports and Deliverables or Outputs, page 18 of the RFP states: “Contractor shall support the development Mission strategic communications plans for Kenya, East Africa and Somalia. Upon request, Contractor will be required to develop strategic communications plans for specific technical offices.” We have the following questions regarding these support services:

a. Can USAID please clarify what support services are anticipated under “campaign materials and pretesting?”

Campaign materials include but not limited to Messages, Story boards, Draft materials, Name of campaign etc. Pretesting will include bringing together members of the priority audience to react to the components the communication campaign before they are produced in final form.

b. Does USAID anticipate the Contractor to support key components of the consultations, research

(focus groups, interviews, etc,) or writing?

Development Outreach and Communications Support for USAID/Kenya and East Africa Questions and Answers

Yes

26) Section C.2.2 Illustrative Summary of services to be provided, page 10, states: “Upon request, Contractor will also support the development of specific strategies for technical teams including the Office of Economic Growth and Integration (OEGI), Office of Education and Youth (EDY), Office of Health Population and Nutrition (HPN), Office of Democracy Governance and Conflict (DGC), the Environment Office (ENV), Food For Peace (FFP) for both Kenya and regional activities, the Office of Foreign Disaster Assistance (OFDA), including all technical offices represented in the Somalia office.”

We have the following questions related to these required services:

a. Does USAID anticipate convening communicators once per quarter in a similar manner, or will all partners be convened together quarterly? All partners will be convened together quarterly

b. Will these be in Nairobi or elsewhere in Kenya? Nairobi, Mombasa and Kisumu

27) Section F.5 Reports and Deliverables or Outputs, page 18, states: “Regional capacity building workshops:

Contractor shall also coordinate a two-day regional communications coordinating workshop annually for regional communications partners initiated by DOC team. Contractor support includes logistics, accommodation, venue rental, two tea breaks and lunch.” We have the following questions:

a. Is the workshop expected to be held outside of Nairobi? No

b. How many people are expected to attend the workshop? 25 people

28) Section C.2.1 Purpose, page 9, states: “The Contractor shall support the collection of information for communications materials by hosting coordinating meetings as well as capacity building trainings of USAID implementing partners of the Kenya and East Africa Regional Mission and Somalia according to the schedule determined by the communications team.”

Can USAID kindly clarify how frequently they anticipate the Contractor to provide training?

Quarterly

29) Section F.5 Reports and Deliverables or Outputs, of the RFP, page 18, states: “Communications meetings: At least one per quarter or at request by the DOC team, contractor to hold communications meetings to collect data from implementing partners and to be held in contractor’s offices.”

Would it be acceptable to USAID for the Contractor to rent space for these meetings?

Please propose the method you feel best responds to the requirements.

Development Outreach and Communications Support for USAID/Kenya and East Africa Questions and Answers

30) Section C.1 of the RFP, page 9, states: “This contract will provide cost reimbursable support for ongoing, routine DOC work for Kenya and East Africa as well as a number of special projects on written request for Kenya, East Africa and Somalia for a period of five years.”

Can USAID please clarify what is meant by “special project” and how many there may be during the period of performance?

The production of special videos for a specific audience; production of mounted photos for exhibition, etc. Ten anticipated special projects for the life of the contract.

31) Section C.2.2. of the RFP, page 10, states: “The Contractor may also need to provide translated versions of materials and assist with identifying language (including sign language) translators and interpreters to accompany teams into the field when needed.”

Can USAID please clarify whether the Contractor needs to engage the services of the language translators and interpreters?

This would be a short-term subcontract since request will be made on a need basis.

32) Section C.2.2 of the RFP, page 11, states: “Monthly e-bulletin: Upon request, the contractor shall also produce newsletters for USAID’s technical offices.”

Can USAID please clarify how many newsletters may be requested for production for the technical offices?

At least three.

33) Sections B.7 and B.8 of the RFP appear to contain different approaches regarding the payment of fixed fee.

Will USAID please clarify whether Section B.7 or B.8 will be used for this contract?

Please see the response to Question # 2.

34) Page 71 of the RFP states that the labor cost for TCNs and CCNs must not exceed the thresholds in the US Embassy’s local employee compensation plan (LCP).

Question: If a Local Compensation Plan (LCP) is available for Kenya or other locations in East Africa, can this guidance be provided?

The local compensation plan is considered sensitive but unclassified information, so while we cannot share it, we will provide you with the range of salaries in the latest Kenya LCP as follows:

Lowest FSN-3: KES 787,218 per year (base salary) Highest FSN-13: KES 12,809,600 per year (base salary)

Development Outreach and Communications Support for USAID/Kenya and East Africa Questions and Answers

35) On page 10, the RFP notes, “The Contractor may also need to provide translated versions of materials and assist with identifying language (including sign language) translators and interpreters to accompany teams into the field when needed.”

Question: For budgeting purposes, can USAID specify the number of trips needed to accompany teams into the field?

At least two per month.

36) On page 10, the RFP notes, “The Contractor is responsible for designing, printing and distributing the

USAID Kenya and USAID East Africa regional calendars (approximately 7,000 copies).”

Question: For budgeting purposes, is this 7,000 for each USAID Kenya and USAID East Africa regional calendars or 7,000 total between the two of them? Is the 7,000 over five years or some other period?

5,000 calendars for Kenya and 2,000 for East Africa annually.

37) On page 10, the RFP notes, “The Contractor is responsible for designing, printing and distributing the

USAID Kenya and USAID East Africa annual report (approximately 2,500 copies each).”

Question: For budgeting purposes, is this 2,500 copies annually for each of the five years in the period of performance?

2,500 Kenya report and 2,500 East Africa report annually.

38) Regarding the county brochures, on page 11, the RFP notes, “Upon request, the Contractor will be expected to update, design and print Kenya county brochures (approximately 500 for each of 47 counties). Additional copies will be printed as required.”

Question: For budgeting purposes, can USAID specify whether this is 500 of 47 counties over the entire period of performance? If the offeror is expected to budget for additional copies, can the number be specified?

500 copies for each of the 47 counties annually. Budget for additional copies to include at last 100 county brochures for at least 10 counties.

39) On page 12, the RFP notes, “Media monitoring should be provided for all media activities covering

Kenya, East Africa and Somalia (on written request).”

Question: Does “on written request” relate to just Somalia or all three areas of Kenya, East Africa and Somalia?

“On written request” relates to Somalia only.

40) On pages 12 and 13, “Gathering content from the field” and “Covering events outside of Nairobi” imply field travel.

Development Outreach and Communications Support for USAID/Kenya and East Africa Questions and Answers

Question: For budgeting purposes, can USAID specify how many visits/trips/events are required for these services?

At least three per month.

41) On page 13, the RFP notes the need for professional photography and videography.

Question: For budgeting purposes, can USAID specify the number of days or products requested for this activity?

At least four days including travel time.

42) C2.2 of the RFP lays out an illustrative summary of services to be provided. F.5 Deliverables has a set of tasks. Several items in C.2.2 that have cost implications are not noted under F.5. These items include annual calendars, annual reports, Kenya county brochures, brochures and graphic design.

Question: Should these be budgeted in the cost proposal even though they are not mentioned in F.5?

Yes.

43) Question: Can annexes be excluded from the page count?

Please see the response to Question # 6.

44) Question: Is Somalia and East Africa regional travel envisioned under this contract? If so, can USAID specify how many trips and days?

No trips to Somalia. Regional travel, at least four trips annually.

45) Question: What is the range of the estimated total Cost-Plus-Fixed-Fee that the Government anticipates over the 5-year period of performance?

Please see the response to Question # 1.

46) Whether companies from Outside USA can apply for this? (like, from India or Canada)

The geographic code for this procurement is 937. This is defined as the United States, the Recipient country, and developing countries other than advanced developing countries, but excluding any country that is a prohibited source. Please refer to Automated Directives System (ADS) 310mab for a list of advanced developing countries (https://www.usaid.gov/sites/default/files/documents/1876/310mab.pdf).

47) Whether we need to come over there for meetings?

USAID assumes that this question relates to meetings during performance of the contract. A strong presence in Kenya is encouraged for successful performance of this contract.

https://www.usaid.gov/sites/default/files/documents/1876/310mab.pdf

Development Outreach and Communications Support for USAID/Kenya and East Africa Questions and Answers

48) Can we perform the tasks (related to RFP) outside USA? (like, from India or Canada)

Services are to be performed in Kenya.

49) Can we submit the proposals via email?

Please refer to Section L.7 of the RFP. E-mail is the only approved method of proposal submission.

50) Whilst there is reference in Section B to a Cost plus fixed fee model, we would like to clarify that all personnel engaged to deliver this opportunity will be charged out on either a daily or an hourly fee rate (this will include all direct personnel costs+ overhead contribution and a profit margin) . This fee rate will not include any out of pocket expenses or any third party costs (for any activities that are required to support the scope of works)

Please refer to FAR Subpart 16.3 for a discussion on fixed fee (https://www.acquisition.gov/far/html/Subpart%2016_3.html).

51) For billing purposes, please clarify which currency will be applicable?

Kenyan organizations may bill in Kenya Shillings, while foreign based organizations may bill in US Dollars.

52) What mechanism exists to mitigate foreign currency exchange risk where the billing currency is different to the currency where the services are delivered? (i.e. US dollar billing but fees and costs are incurred in jurisdictions which use different currencies?)

Most expenses will be incurred by the Contractor in Kenya Shillings. The fluctuation of the Kenya Shilling versus the US Dollar has not been very significant over the last few years. We do not anticipate currency exchanges to be an issue.

53) It is also assumed that any direct or indirect taxes in any jurisdictions where the activities will be delivered, will be quoted and billed separately and will be in addition to the personnel fee rates or the out of pocket expenses or third party costs.

At this time, the USAID/Kenya and East Africa Mission does not consider payment of taxes to be an allowable cost. The Mission expects new guidance to be released very soon, and this will be discussed with the incumbent Contractor.

54) B.3 (a) and (b), what are these indicative figures?

Please see the response to Question # 1.

55) B.8 indicates that a percentage of the payment of the fixed fee under the contract is tied to the achievement of deliverables – what percentage?

The Contractor should propose the fixed fee structure that will be applied to this contract.

https://www.acquisition.gov/far/html/Subpart%2016_3.html

Development Outreach and Communications Support for USAID/Kenya and East Africa Questions and Answers

56) How is “successful achievement” to be defined and measured? At a minimum is there a commitment to the process being objective and transparent using SMART objectives and not at the discretion of the COR/CO?

Successful achievement is at the discretion of the COR/CO, and is defined as Successful Contract Performance.

57) C.1 how is “East Africa” defined for the purposes of this RFP?

East Africa covers USAID regional programs e.g. African countries other than Kenya that has USAID presence.

58) F.4 references “the performance standards set forth in Section E”. What are these as there are no such clear standards set out in clause E.

Please refer to Federal Acquisition Regulation (FAR) Clause 52.246-5: Inspection of Services -- Cost- Reimbursement. The FAR is available here: https://www.acquisition.gov/browsefar.

59) H.7: This clause references US primary legislation which is not applicable to us as a Kenyan company.

What are the insurance requirements of a Kenyan respondent company? Would it be required that we as a Kenyan company obtain DBA insurance or does such a requirement only arise if we working permanently from USAID premises in Nairobi?

Please refer to Automated Directives System (ADS) 302sap (https://www.usaid.gov/sites/default/files/documents/1868/302sap.pdf). A waiver has been obtained for Kenya, therefore DBA insurance is not required (but may be included), except for employees who are:

a. A citizen of the United States;

b. A resident of the United States; or

c. Hired in the United States.

60) H.31; what logistics support is it envisaged that the Contractor shall be responsible for furnishing in the US?

None.

61) It is also assumed that there will be an opportunity to seek amendment/additions to the contract terms?

USAID will consider minor amendments and additions to contract terms. However, the solicitation as it has been amended through Amendment 1 will be converted into the contract (without Sections K, L and M).

[END OF DOCUMENT]

https://www.acquisition.gov/browsefar https://www.usaid.gov/sites/default/files/documents/1868/302sap.pdf