J.8_-_Questions_and_Answers.xlsx
XLSX spreadsheet 47 KB Posted
- Solicitation number
- 72062319R00001
About this file
This document summarizes questions received and answers provided regarding solicitation number 72062319R00001 from the US Agency for International Development in Kenya. USAID seeks to establish five indefinite-delivery, indefinite-quantity contracts for evaluation, assessment, and analysis services across Kenya and East Africa over a five-year period, with an estimated ceiling of $49 million. Offerors must submit proposals by June 28th, 2019 with the award date set for August 30th, 2019. The solicitation was amended to clarify that cost proposals are not required for local staff and consultants. Task order responses will be due 15 to 30 calendar days after issuance depending on scope.
Attachment J.8 - Questions and Answers
View the file
Other files
| File | Type | Posted |
|---|---|---|
| SF_30.pdf | ||
| J.10_-_Questions_and_Answers_(Round_3).xlsx | XLSX spreadsheet | |
| J.4_-_Cost_Template.xlsx | XLSX spreadsheet | |
| J.7_-_SF_LLL.pdf | ||
| J.9_-_Questions_and_Answers_(Round_2).xlsx | XLSX spreadsheet | |
| 72062319R00001_-_EAA_-_Amendment_2.pdf | ||
| J.6_-_Illustrative_Task_Statement_of_Work.docx | DOCX document | |
| J.7_-_SF_LLL.pdf | ||
| J.3_-_Labor_Categories.xlsx | XLSX spreadsheet | |
| 72062319R00001_-_EAA_-_Amendment_1_(SF_30).pdf | ||
| 72062319R00001_-_EAA_(Amendment_1).pdf | ||
| J.4_-_Cost_Template.xlsx | XLSX spreadsheet | |
| 72062319R00001_-_EAA.pdf | ||
| J.6_-_Illustrative_Task_Statement_of_Work.docx | DOCX document | |
| J.4_-_Cost_Template.xlsx | XLSX spreadsheet | |
| J.2_-_AID_1420_-_Contractor_Employee_Biographical_Data_Sheet.doc | DOC document | |
| J.5_-_Past_Performance_Matrix.xlsx | XLSX spreadsheet | |
| J.3_-_Labor_Categories.xlsx | XLSX spreadsheet | |
| J.2_-_AID_1420_-_Contractor_Employee_Biographical_Data_Sheet.pdf | ||
| J.1_-_Section_K_-_Word.docx | DOCX document |
Show all 20
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Questions and Answers
| Request for Proposal (RFP) # 72062319R00001 – USAID/Kenya and East Africa Evaluation, Assessments, and Analyses (EAA) Indefinite Delivery Indefinite Quantity (IDIQ) |
| ATTACHMENT J.8 - Questions and Answers - Round 1 |
| Dear Offerors - USAID/KEA would like to thank you for your interest in working with the US Government. We are grateful for all the insightful comments and questions received. Below are the responses to the questions that are incorporated into the solicitation through Amendment # 1. Please note that there is another round of questions due one week after the posting of this Amendment # 1. The RFP has been amended in response to some of the comments and questions. The changes are highlighted in green in the amended RFP accompanying this Q&A document for ease of review. If there is any inconsistency between this document and the amendment RFP, this document takes precendence. |
| # | Question | Answer |
| 1 | RFP page 92, Section L.10 (b) sub-section 7 Part (ii) states that ‘Evaluation Team Key Personnel Resumes for the Illustrative Task Order’ should be included as Annexes. However, there is no further explanation in the breakdown below. Additionally, on RFP Page 94 Section L.10 sub-section 6 Illustrative Task Order para III states that ‘Since it’s an illustrative Task Order, names and resumes should not be submitted.’ Question: Can USAID please confirm whether the Key Personnel Resumes for Illustrative Task Order should be submitted? | Resumes are not required. The RFP language has been clarified. |
| 2 | Can USAID please confirm whether the information requested in J.5 Past Performance Matrix has to be included in the Technical Proposal as a spreadsheet or it should be attached as a table in the Technical Proposal? | The information must be presented using the past performance matrix in Attachment J.5 as a spreadsheet. |
| 3 | Page 24, Section F.2 states that the IDIQ period of performance is “from o/a September 1, 2019 to o/a August 30, 2024” and that this “includes two option years.” |
a. Considering that task orders may continue for two years after the end of the ordering period, and considering USAID’s policy in ADS 302.3.4.6.c wouldn’t the period of performance of the contract be from “September 1, 2019 to o/a August 31, 2026”?
| b. Is USAID contemplating a three-year base period and two options years of five-year base period and two option years for the IDIQ contract? | The period of performance of the IDIQ is upto seven years. However the ordering period is upto five years with a three year base and two one year option periods. No new Task orders may be issued outside of the ordering period. | ||
| 4 | Page 93, Section L.10.b.(5).: Would USAID consider including major subcontractors as part of the evaluation for the Factor “Management, Capacity and Expertise? and “Past Performance Information”? | Given the nature of the IDIQ and the variability of what work a subcontractor may or may not perform, USAID is not including major subcontractors as part of these two evaluation criteria | |
| 5 | Can USAID, please provide the Local Compensation Plan (LCP) if it is available? | Unfortunately, USAID is unable to provide the LCP. In addition, because this contract will take place across East Africa the LCP's for respective countries will govern each particular Task Order. | |
| 6 | Page 8, Section B.6.2 (a) states “Rates must be provided for senior and mid-level for expatriate staff, and senior, mid, and junior level for each category.” Please advise if Offerors must submit senior and mid-level, or senior-, mid-, and junior-level CDRs. | Junior level CDR are not required. The RFP will be amended to clarify. | |
| 7 | Page 8, Section B.6.2 (b) states “An annual escalation rate of _._% for expatriate staff and _._% for local staff [Offeror to propose escalation rate, not to exceed 3.0%]. Note 2 states “The Unburdened Ceiling Daily Rates apply to expatriate labor (the Prime Contractor, subcontractor, TCNs, and consultant salaries). CCN labor is governed by the Local Compensation Plan limitations as further provided in note 3 below.” and Note 5 states “For CCN positions, rates will be reviewed at the Task Order level by the TOCO.” |
| Question: Considering the above notes and the significant differences in local circumstances in the countries task orders will be implemented, would USAID consider removing the blanket limitation on salary increases for local staff and allow the TOCO to negotiate these increases at the task order level or allow Offerors to rely on their organizational policies and practices? | The RFP has been amended to remove the requirement for an escalation rate cap for local staff. | |
| 8 | While Section B.6.2 of the solicitation appears to limit the applicability of CDRs to US and Third Country Nationals, Attachment J.3 – Labor Categories requests a separate table for CCNs. Also Section L.11 (b)(a)(1) states “Offerors must propose unburdened ceiling daily rates for all labor categories/groupings set forth in Section B.4. The proposed CDR’s will be used in the Cost/Price Evaluation Matrix and will be incorporated in section B.4 Labor of the resultant IDIQ Contract and will apply to any hiring mechanism (CCN, TCN, USN, consultant or employee). Offerors must propose ceiling rates that would apply to any hiring mechanism.” |
| Question: Considering the significant variance in the prevailing compensation in the various countries covered by the IDIQ and consistent with the notes listed in the above question, would USAID confirm Offerors do not need to propose separate CDRs for CCNs? | Confirmed. CDR are not required for CCN/local staff. Attachment J.3 has been amended to remove the table for CCNs. | ||
| 9 | Section L.11: Are “Cost Template” and “Cost/Price Matrix” used synonymously in the RFP? | Cost/Price Matrix will be revised to Cost Template. | |
| 10 | Attachment J.4 Cost Template: The template includes junior rates. |
| Question: Please confirm USAID is not requesting that Offerors propose junior level CDRs. | Junior level CDR are not required. The RFP and Attachment J.3 has been amended to clarify. | |
| 11 | Attachment J.4 Cost Template: The template requires that Offerors fill in CDRs only for senior level rates. |
| Question: Would USAID advise how CDRs will be evaluated for other than senior level personnel? | USAID will analyze all CDR (Senior and Mid ) proposed under attachment J.3. | |
| 12 | Section L.11 Part 2, first paragraph on Page 96 states “the Cost/Price Matrix serves as the basis for final ceiling daily rates”. |
| Question: Considering that the Cost/Price Matrix requires only a few senior-level rates while other rates are pre-filled by USAID, can USAID confirm that Attachment J.3 serves as the basis for final ceiling daily rates, which would be consistent with the Cost/Price Matrix? | Confirmed and the RFP has been revised. | |
| 13 | Section M.4 (a) states “The evaluation will be based upon the labor categories table (Attachment J.3) and the supporting narrative provided by the Offeror.” |
| Question: Would USAID elaborate on what role the Cost/Price Evaluation matrix plays in evaluation given that it is not referenced under Section M.4 of the RFP? | Attachment J.4 will be analyzed as part of the cost evaluation. M.4(a) has been revised. | |
| 14 | Small businesses tend to experience more significant volatility in their indirect rates than large businesses and setting an appropriate ceiling rate may be more difficult. Also, a number of IDIQ solicitations issued by USAID in the recent past with small business set-asides called for indirect ceiling rates for large businesses, but stated that the ceilings do not apply to small businesses. These RFPs also requested that small businesses use their current negotiated indirect rates in their cost/price evaluation matrices. |
| Question: Considering USAID’s recent practice, would USAID/KEA please consider removing the requirement for an indirect ceiling from the IDIQ and allow the small business Offerors to use their current indirect cost rates in their proposals? | The requirement for ceiling indirect costs rates has been removed. | ||
| 15 | On page 92 of section L, it states that as an Annex the response to the illustrative task order must include resumes of evaluation team key personnel. However, on page 94 of Section L it states that “As this is an illustrative Task Order, names and resumes should not be submitted.” Please confirm whether names and resumes are to be included with the task order response. | See answer to Question 1. | |
| 16 | Must font sizes used in accompanying charts, tables, graphs, images, etc., adhere to the 12-point size guideline for the main text of the proposal? Or, is readability most important? | All visuals (charts, tables, graphs, images, etc.) must adhere to the 12-point size guideline. | |
| 17 | The Illustrative Evaluation Task (Attachment J.6) references the Kenya Community Investment Entrepreneurs (KCIE) program (paragraph 1), as well as the Feed the Future Kenya Innovation Engine (KCIE). Please confirm that this Illustrative task order should focus on the information provided only in J.6, and that actual documentation from the Land’O’Lakes project titled “Kenya Feed the Future Innovation Engine” should not be referenced. | Yes, confirmed. | |
| 18 | As this is a small business set aside, we ask that you remove the requirement to provide Ceiling Rates for CCN’s and TCNs—Expatriate Unburdened ceiling daily rates are higher than local rates, and asking small businesses to providing this level of information at the IDIQ level is unduly burdensome, in light of the fact that discounts and 1420s of TCNs and CCNs will be provided at the Task Order Level. | There is no requirement to provide CDR for CCNs. The US/TCN CDR assumes TCN personnel with Mission Director approval to extend the Local Compensation Plan. | |
| 19 | Will Small Business prime contractors need a security clearance prior to submitting the proposal, or will USAID sponsor small business bidders that do not have a facility clearance? | A security clearance is not required prior to submittal of the proposal. | |
| 20 | Will this contract be the primary buy in mechanism for all USAID/Kenya and regional office evaluations, or will missions also be allowed to access the Bureau for Policy Planning and Learning M&E IDIQ? If this is the main evaluation mechanism, can USAID consider raising the ceiling to $49M, as that is under the 10% evaluation to programmatic obligation spend ($560 M) which ensures that there is adequate room to accomplish all evaluations, and not experience a shortfall in contract ceiling like the PPL and Global Health evaluation contract mechanisms? | A total of eight Missions expressed the intent to utilize this mechanism. Utilization frequency may vary by Mission, and Missions remain free to utilize any other mechanism available to them. | |
| 21 | Section C.3.1 (pages 16-21) describes clearly the activities and requirements of work to be carried out. It appears task orders will primary be short-term in nature. Is this interpretation correct? What is the average length of task orders envisioned? | Task Order length will be determined by the scope of work and length of time required to complete the task. | |
| 22 | Section L.10.b (page 92) mentions an “Annex B: Evaluation Team Key Personnel Resumes as part of the Illustrative Task Order.” However, there is not a description of Annex B similar to the one provided for Annex A (p. 94). Please clarify USAID’s expectations for Annex B and whether it is included or not in the 30-page limit. | See answer to Question 1. | |
| 23 | Within Sections B and L, there are various budgets and templates. We have two questions on these requirements: |
a. It appears that the Cost Template (Section L.11.b.2, page 95) and Attachment J.4-Cost Template are one and the same; is this correct?
b. It appears that the following all refer to the same budget table:
• US and Third Country National budget (Section B.6.2, page 9)
• Overall Contract (Section L.11.b.1, page 95)
• Cost/Price [Evaluation] Matrix (Section L.11. page 96)
• J.3 – Labor Categories (Attachment J.3)
Please clarify if that is correct.
Question a: Yes these are the same templates.
Question b: The RFP has been revised to clarify.
| 24 | We would like to clarify how to budget for CCN labor. The ceiling daily rate table in Section B.6.2 includes “US and Third Country Nationals” and does not include CCNs. However, the Labor Categories table in Attachment J.3 does include a section for CCNs. Additionally, Section B.6.2c, note 2 states that CCN labor is governed by the Local Compensation Plan limitations. Given that this IDIQ is designed to cover several countries throughout East Africa and salaries/LCPs will differ between countries, please confirm that offerors will be governed by the prevailing LCP in a given country and not required to propose ceiling daily rates on CCNs nor complete the CCN portion of the Attachment J.3. | See answer to Question 8. |
| 25 | Per Section L.11.c, Indirect Costs, (page 96) and Sections B.7 Indirect Costs and Advanced Understanding on Indirect Cost Ceilings (pages 10-11), offerors are asked to propose ceilings on indirect rates. As all offerors are small business concerns for whom an award of this size could have material impact on their negotiated indirect rates, would USAID consider removing the ceilings on indirect costs? Please note that USAID/W’s IDIQ template explicitly notes that small businesses indirect rates will not be subject to ceilings for this reason. | See answer to Question 14 |
| 26 | In Section L.11 part 2(a)(2) (page 95), the RFP requires the “Biographical Data Sheets must be submitted in PDF format, duly signed by both employee and the Offeror and must be put in alphabetical order.” Please clarify for whom we should submit biographical data sheets. | Biographical Data Sheets may be used to support CDR. If utilized as a basis for a CDR, a biographical data sheet must be submitted for the applicable position. The language in the RFP has been clarified. |
| 27 | In section L.11, Part 6 (page 99), USAID states that the offeror must provide SF LLL Disclosure of Lobbying Activities and references attachment J.4. The J.4 attachment referenced is the Cost Template. Please provide the attachment for SF LLL Disclosure of Lobbying Activities. | The RFP has been amended to change the attachment number, and to include the attachment. |
| 28 | In Section M. 4 Cost/Price Evaluation (page 106), USAID references “administrative costs.” Please clarify how USAID defines administrative costs, i.e., what exactly is included under that category; for example, does it include indirect costs? | As part of USAID Journey to Self Reliance, we are seeking to maximize funds in support of project activities and beneficaires. |
| 29 | In Attachment J.4 – Cost Template (page 108) and Attachment J.3 – Labor Categories (unpaginated excel attachment), USAID provides illustrative rates for labor categories. Each attachment includes a different list of labor categories. Please advise whether offerors should propose ceiling daily rates for labor categories according to Attachment J.3 or J.4. | Offerors must use the rates stated in J.3 when completing J.4. |
| 30 | Section L.11.b, Part 2- Proposed Costs/Prices (page 95), mentions a requirement for two narratives for (1) the Overall Contract and (2) the Cost Template. Since both narratives would support the same set of CDRs, and will be repetitive, would USAID consider allowing offerors to prepare one cost narrative that supports proposed CDRs? | Yes. The RFP has been amended accordingly. |
| 31 | B.6.2 page 8: Please confirm that the last sentence at the bottom of page 8 should have the words “third country national” and “CCN staff” inserted so that it says “Rates must be provided for senior and mid-level for expatriate/third country national staff, and senior, mid, and junior level CCN staff for each category.” | Please see answer to Question 6 and 8. |
| 32 | B.6.1, page 8: IDIQ Management, states: “Contractors will not be authorized to bill USAID directly for IDIQ Program Manager costs under this IDIQ contract. The Contractor must utilize a centralized management structure that allows for recovery of IDIQ management costs as part of its indirect costs through Task Orders.” Many contractors are required by applicable contractual, legal and regulatory requirements to charge as a direct cost Program Manager labor if the work is specifically related to the approved task orders in accordance with generally accepted accounting principles. Charging the Program Manager’s time to an indirect cost number would result in an increase in indirect costs which are then subsidized by other projects that are benefitting from the Program Manager’s time. Please clarify that the statement included in Paragraph B.6.1 relates to Task Order Proposals and other more general work on the IDIQ that is not related to discrete approved tasks. | Contractor personnel performing discrete tasks that are directly attributable to the performance of the Task Order may be direct charged. |
| 33 | Page 9, Section B.6.2 states that CDRs will apply to USNs and TCNs and provides uniform minimum qualification requirements for USNs and TCNs alike. However, Notes 3 and 4 of this section assert that TCNs are subject to LCP limitations and will require Mission Director waivers to receive payment in line with USNs. Given that requested proposed CDRs will apply uniformly to both TCNs and USNs, can USAID please confirm that Note 3 applies only to CCNs, and that Note 4 was included in error (i.e., that TCNs will not require Mission Director waivers in order to receive payment in line with that of USNs as allowed by the CDRs)? | Notes 3 and 4 are accurate. The CDRs only apply to TCN that receive a waiver for the LCP. |
| 34 | Page 10, Section B.6.2.b states that the CO may waive minimum qualification requirements for personnel upon recommendation of the TOCOR. Can USAID please clarify whether the TOCO will have the authority to waive this requirement, or only the IDIQ CO? | The TOCO will have this authority. |
| 35 | Per Page 10, Section B.7 Indirect Cost Ceilings, major subcontractors are to also set indirect ceilings. Would USAID consider removing the requirement for major subcontractor indirect ceilings as the RFP is for an IDIQ? Otherwise, would USAID define what a major subcontractor is at the IDIQ stage? | See answer to Question 14. |
| 36 | Page 11 – Paragraph B.7 Indirect Costs and Advanced Understanding on Indirect Cost Ceilings. For subcontractors who consider their NICRA proprietary information, would USAID consider allowing the subcontractor to submit a sealed envelope directly to USAID as part of this bid, and if awarded, allow the prime contractor to enter into T&M type subcontracts using a fixed labor multiplier? | The subcontractor may submit their NICRA directly to USAID by email only referencing the RFP #, Prime Offeror Name, and stating "subcontractor indirect costs" |
| 37 | Given the logistical challenges of paying non-CCNs in local currencies when they do not hold local-currency bank accounts, and in order to promote recruitment and retention of high-caliber personnel by offering internationally competitive compensation rates, can USAID please confirm that the rate and payment currency limitations on personnel compensation described in Notes 3 and 4 of Section B.6.2.c apply only to full time employees, and not to consultants/short-term technical assistance? | Per the AIDAR, the local compensation plan applies to employees. |
| 38 | The illustrative task statement of work mentions key personnel however, no key personnel are designated. Is it up to the offeror to assemble a team and denote which proposed positions would be considered key? | Yes. |
| 39 | RFP section H.8(a) pg. 52 states “In accordance with the principles of FAR Subpart 9.5 and USAID policy, the Contractor will be ineligible to furnish, as a Prime or Subcontractor or otherwise, implementation services under any Contract or Task Order that results in response to findings, proposals, or recommendations in an evaluation report written by the Contractor.” Can USAID please confirm that this exclusion will occur at a task order level and that the Contractor will not be ineligible for implementation services as a Contractor under this IDIQ? Does this exclusion also apply to any subcontractors? | This exclusion would apply to work at the Task Order level and may apply to subcontractor depending on the scope of their involvment in the particular task order. |
| 40 | Can USAID please clarify the documentation required from proposed subcontractors for the Cost/Business Proposal? Are subcontractors required to submit the following? |
• Part 5 – Information Concerning Work-Day, Work-Week, and Paid Absences;
• Part 6 – SF LLL Disclosure of Lobbying Activities.
| Yes but only for major subcontractors. The RFP has been revised to clarify. | ||
| 41 | L.1 page 85: FAR 52.222-46, which is incorporated into the solicitation, requires a total compensation plan be submitted for professional employees who will work on the contract. As EAA is an IDIQ contract and there is only one person identified as working on the project at this stage—the project manager whose costs will not be directly charged to USAID—we request that the citation be removed from the RFP. If it is to remain, please advise on what types of personnel (e.g. headquarters staff, both individuals whose labor will be recovered directly on the contract and through indirect rates, the pool of individuals who might contribute to subsequent task orders either in long-term or short-term roles) should be covered in the total compensation plan and which proposal volume and section it should be included. | This clause has been removed. |
| 42 | L.8 page 91: The RFP says submission deadlines are the local times in Kenya and given on the RFP cover letter. However, the cover letter lists dates and times for Washington, DC. Please confirm that future deadlines are for the local time in Washington, DC. Additionally, the deadline times are stated as 2200 Eastern Standard Time (EST); however Eastern Daylight Time (EDT) will be in effect on these dates. Can the closing time be confirmed? | All of the submission dates have been revised to Nairobi time. |
| 43 | L.11(b) page 95: Under Part 2 (Proposed Costs/Prices), the RFP, in addressing unburdened [ceiling] daily rates, asks for a narrative to “adequately justify total price.” Offerors must submit a narrative justifying labor rates and the Cost/Price Matrix, which includes a total price, must also have a separate accompanying narrative. If the CDR section’s justifying narrative is to address “total price,” please clarify what this is. | Please see answer to Question 30 |
| 44 | Page 100 – Part 9, please clarify if Legislative Reporting information is required of proposed subcontractors, or only of the prime. | Required for the prime only |
| 45 | Given that CCN compensation is restricted to the LCP as set by the Mission, would USAID share the LCP with Offerors? | Please see answer to Question 5 |
| 46 | Given that CCN compensation is restricted to the LCP as set by the Mission, would USAID remove the requirement for offerors to propose separate CDRs for CCNs, as per page 2 of attachment J.3? This requirement is onerous and duplicative for small businesses to adequately address. | Please answer to Question 8 |
| 47 | Which activities that were previously under KSSP and SSSP will be under this contract? Which will remain with the follow-on? Will holders of follow on work for the above be conflicted out of this IDIQ? | There are no disceret activities or follow-ons from the previous contracts. |
| 48 | Will this IDIQ serve as the primary mechanism for procurement of EAA for all of the indicated bilateral missions? | Please see answer to Question 20. |
| 49 | Would USAID allow the Offeror to also submit past performance information for proposed subcontractors in “Annex A: Past Performance Information”? | Please see answer to Question 4. |
| 50 | Would USAID allow for the inclusion of an STTA Matrix as an annex to the proposal? | No. |
| 51 | Should the prime include subcontractors’ indirect costs and NICRA as part of the cost proposal? | No, this is not required at this stage. Indirect costs for subcontracts will be required at the RFTOP level. |
| 52 | Are the minimum qualifications for Senior and Mid-level Cooperating Country nationals identical to those provided for USN and TCN labor categories (i.e. Local labor categories can use the same requirements) as specified on page 9? | Please see answer to Question 8. |
| 53 | As it is not stated in the RFP, can we assume that the following minimum qualifications are acceptable for Junior-level Cooperating Country national labor categories? |
● Junior: Must have a relevant Master’s Degree and at least three years of related experience (or Bachelor’s Degree and at least 5 years of relevant experience)
| Please see answer to Question 8. | |
| 54 | Sections D.3 and L.12 are contradictory. |
1. Please confirm whether a Branding and Marking Plan must be submitted at proposal stage?
2. And that it must be included as Annex within the Cost Proposal?
| The RFP has been revised to clarify the requirement. Apparantly successful offeror(s) will have to provide it prior to award | |
| 55 | If Offerors are not forming a Joint Venture, but consisting of a consortium (Prime Offeror with subcontractors), should Past Performance information be included only for the Prime Offeror? Thus not any examples from subcontractors or partners to be included? |
1. If the answer is no, and may we include Past Performance information for our Subcontractors?
2. If so, is it a maximum of five combined relevant contracts?
3. Or may we submit five relevant contracts be listed for Prime offeror and subcontractors each?
| Please answer to Question 4. | ||
| 56 | These sections are contradictory with regards to whether names or resumes of personnel should be included. Please clarify? | |
| If resumes are required, are they included in the 30 page technical proposal limit? | See answer to Question 1. | |
| 57 | The RFP does not explicitly require any technical description of the 15 labor categories and associated illustrative personnel. |
1. Do you require any specific information about the 15 labor categories?
| 2. Should we showcase our illustrative personnel? | Per section L, Offerors must justify the proposed CDR for labor catergories. Specific information is not required unless necessary to support proposed CDR. | ||
| 58 | 1. Does USAID permit additional annexes? | ||
| 2. If so, are these to be included in the page limit? | Additional annexes are not permitted | ||
| 59 | If Offerors are not forming a Joint Venture, but consisting of a consortium (Prime Offeror with subcontractors), should Information Concerning Work-Day, Work-Week, and Paid Absences be included only for the Prime Offeror? Thus none included for subcontractors? | The information should be included for major subcontractors for the purposes subcontract consent. | |
| 60 | If Offerors are not forming a Joint Venture, but consisting of a consortium (Prime Offeror with subcontractors), should SF LLL Disclosure of Lobbying Activities only be included for the Prime Offeror? Thus none included for subcontractors? | Please see answer to Question 59. | |
| 61 | J.3 lists Senior and Mid-levels relevant to US and Third Country Nationals, and Senior, Mid and Junior levels for Cooperating Country Nationals. Please confirm that no Junior level rates should be provided specifically for the US and Third Country National labor categories. | Please see answer to Question 6 | |
| 62 | Section B.6, Labor (Page 8): States, “Fixed Fee Payment: For any cost-reimbursement Contract or a time-and-materials Contract Task Order issued under this Contract, the Government shall pay the Contractor for performing this Contract the fixed fee specified in the Schedule in accordance with FAR 52.216-8.” Time and Materials contracts are not included as a type of subcontract to be issued in Section B.2. Can USAID clarify? Also, will the Fixed Fee be applicable to Time and Materials contracts? | Section B.2 has been revised to include all cost reimbursement mechanisms and time and material. The fixed fee ceiling would apply to time and material. | |
| 63 | Section B.6.2, Unburdened Ceiling Daily Rates, (Page 8) states: “Rates must be provided for senior and mid-level for expatriate staff, and senior, mid, and junior level for each category.” It is unclear what category is being referred to in this section “senior, mid and junior level for each category.” Which category? | Please see answer to Question 6 | |
| 64 | Section B.6.2, Unburdened Ceiling Daily Rates, (Page 8): “If a new Subcontractor is proposed for a specific Task Order on other than a fixed-price basis, the CDRs set forth below will apply;” however, page 10 states under B.6.3: “The unburdened CDRs for the prime Contract apply to subcontracts.” Can USAID clarify that unburdened CDRs would not be applicable for Fixed Price subcontracts? | Confirmed, however they may be utlized for cost reasonableness in certain circumstances by USAID | |
| 65 | Section B.6.2, Unburdened Ceiling Daily Rates, (Page 10) states: “Note 1: The Unburdened Ceiling Daily Rates apply to any Task Order(s) that are awarded under this Contract.” Would USAID confirm that the Unburdened CDRs would not apply to Fixed Price Task Orders? | Please see answer to question 64 | |
| 66 | Section B.7, Indirect Costs (Page 11); the table asks for rates from major subcontractors; however, the RFP does not define what constitutes a major subcontractor. Could USAID please clarify its definition of “major”? | The RFP has been revised to include a definition of major subcontractor as a subcontractor performing at least 20% of the scope of work | |
| 67 | Section C.2, Background (Page 12), states that: “At the East Africa regional level (East Africa), USAID/KEA is working with regional intergovernmental organizations (RIGOs) – the East African Community (EAC), the Intergovernmental Authority on Development (IGAD), and the Common Market for Eastern and Southern Africa (COMESA) – and with regional private sector and civil society groups to implement solutions to regional development challenges.” Please elaborate on the nature of engagement between the EAA project and the above-names regional organizations. | The background information is a description of current Missions' portfolios. There is no unique nature of engagement between RIGOs and EAA beyond what is described in the SOW. | |
| 68 | Section C.3.1, Technical Services to be Provided (Page 16), states that: “The Contractor must also provide other evaluative studies, baseline, midline and endline sector assessments and studies....” Please clarify the meaning of “sector assessments” in this context. | Some examples of sector assessments include (but are not limited to) Political Economy Analysis, Gender Analysis, Youth Analysis, technical area specific assessment (health, agriculture, education, etc.). | |
| 69 | Section C.3.4, Planning and Conducting EAAs (Page 18), states that: “Evaluation planning should utilize a change management approach, include mitigation and response plans for Task Order performance challenges.” Please clarify the meaning of “change management approach” in this passage. | Please refer to evaluation criteria 1 in section M. 3 (1). | |
| 70 | Section F.5, Reports and Deliverables or Outputs (Page 26) states: “(b) Distribution of Task Orders to IDIQ CO and COR: One electronic copy of each new Task Order issued under this IDIQ must be forwarded to the IDIQ CO and COR within one week of receipt by the Contractor.” Can USAID clarify whether this would be a requirement for the TOCO? | The requirement is for the Contractor to send these documents to the IDIQ CO and IDIQ COR. | |
| 71 | Section G.5, Paying office (Page 34) states, “The Contractor must submit invoices to the payment office indicated on the Cover Page of each Task Order” while Section G.6 states “Electronic copies of invoices for each Task Order must be sent tonairobirfmspayments@usaid.gov with a copy to the TOCOR’s email address.” Can USAID clarify which is correct? | The RFP will be revised to "The Contractor must submit invoices to the payment office indicated on the Cover Page of each Task Order" | |
| 72 | Section L.8, Delivery Instructions (Page 91), states that “all files are to be in PDF except for cost spreadsheets.” Attachment J.5, Past Performance Matrix, is an Excel file. Is USAID therefore expecting that Attachment J.5 be and inserted in to the Technical Proposal and then converted to PDF? Also, please confirm that the Past Performance Matrix is included in the 30 page limit requirement. | The past performance matrix is included in the page limit as stated in Section L. The document does not have to be converted to a PDF. | |
| 73 | Section L.10, (a) Organization of Technical Proposal (Page 92), states that: “The technical proposal must be written in English and be presented in at least single space 12 point readable font size.” Does this requirement apply to all components of the technical narrative (e.g. text contained within graphics, footnotes)? | See answer to Question 16. | |
| 74 | Section L.10, Instructions for the Preparation of the Technical Proposal (Page 92): The RFP lists “Evaluation Team Key Personnel Resumes for the Illustrative Task Order” as Annex 7; however, there are no instructions nor detail provided on this Annex; and on page 94 the RFP states, “As this is an illustrative Task Order, names and resumes should not be submitted.” Please clarify if Annex 7 should be provided or if this was meant to be redacted. | See answer to Question 1. | |
| 75 | Section L.10, (b)7.Annexes, Annex A, (a) 1., (Page 94).The RFP asks for the submission of “up to five (5) relevant contracts.” Will other award mechanisms (for example grants and cooperative agreements) be acceptable, or does USAID only want offerors to showcase contracts? | The preference is for contracts however offerors may provided assistance agreements. | |
| 76 | Section L.10, (b)7.Annexes, Annex A, (a) 1., (Page 94) states that the Past Performance Matrix should list contracts “implemented by the Prime Offeror.” Please confirm that no subcontractor past performance is acceptable in the matrix. | Please see answer to Question 59. | |
| 77 | Section M.3, Technical Evaluation Criteria (Page 103), states, “...and how well the Offeror demonstrates its ability to quickly deploy, the extent to which its quality control and risk mitigation methods reduces the risk of unsuccessful Task Order performance, ..”. The final sentence appears to be incomplete. Please confirm if USAID intended to add more instruction, or if all of the evaluation criteria is included. | The RFP has been revised to clarify the sentence. | |
| 78 | (Page 14, Page 24, Page 27). Page 14 notes the 11 countries participating in the East Africa Regional Mission, while Page 24 notes the places of performance of 7 countries, and Page 27 notes those same 7 countries with associated Missions and Contracting Officers that can issue Task Orders. Is performance limited to the 7 countries, therefore performance will not be required in Tanzania, Burundi, Ethiopia and Sudan? | Eight missions will be able to issue Task Orders to IDIQ holders. Task orders may be issued for performance in Tanzania, Burundi, Ethiopia or Sudan by a mission with ordering authority. Please note that Contracting Officer for Sudan is based in Kenya | |
| 79 | (Page 86, Page 92) Please clarify what information is required on the Cover Page and what information is required in the Cover Letter. Is the ‘first page of the proposal’ as described on Page 86 also considered the Cover Page, as denoted in Technical Proposal Outline (Page 92) in that the required information for both of those should be combined and presented as the Cover Letter? | The Cover page is the first page of the cost/business proposal. The cover letter is the first page of the technical proposal. | |
| 80 | (Page 92, 94) The Technical Proposal Outline 7 (ii) notes Evaluation Team Key Personnel Resumes for the Illustrative Task Order, while Page 94 Paragraph 3 says that “As this is an Illustrative Task Order, names and resumes should not be submitted.” Does USAID want us to supply actual CVs of proposed personnel with the Illustrative Task Order or not? | See answer to Question 1. | |
| 81 | (Page 104-105). The last paragraph of Page 104 (d) says that contractor performance information determined to be relevant will be evaluated in accordance with the elements (1-6, Quality, Schedule, Cost Control, etc.), however there is no Past Performance Reference providing an adequate description to elucidate those aspects of past performance examples (J.5 Excel Attachment and page 94 in the RFP). Does USAID want contractors to complete more detailed Past Performance Reference sheets in addition to the matrices that address those elements? | The information will be acquired from the Government Contractor Performance Assessment Reporting System (CPARS) or through reference checks conducted by the Government | |
| 82 | (Page 94) USAID has specified that past performance listed in the Matrix be limited to the Prime. Would it be permissible to include Past Performance information from a major subcontractor (usually defined by USAID as having more than 20% estimated participation in the contract activities)? | Please see answer to question 59. | |
| 83 | In reviewing the illustrative task order, we have noticed that it aligns very closely to an evaluation carried out by the firm who carried out the Kenya Innovation Engine (KIE) Final Performance Evaluation. Recognizing that this firm will be bidding with a small business, does this not give that small business an advantage over other competition? | No. The illustrative task order intent is to evaluate the Offeror's overall approach, as described in section L.10 (b) 6. | |
| 84 | Regarding the J.4 Excel template and J.4 on Page 108: |
LOE is provided. Are we to assume this is the required LOE for the proposal?
J.4 on page 108 of the RFP provides illustrative unburdened ceiling daily rates. How are these to be interpreted?
| What is the relationship between the J.4 Excel template and the J.3 Labor Categories? | Attachment J.4 is illustrative and not tied to any SOW. The rates provided on Page 108 (now Page 109) are included as an example only. The rates in J.3 must be used to fill J.4. | ||
| 85 | Section L.10 (b) 7 (a) Annex A: Past Performance Information and M.3 Technical Evaluation Criteria: For past performance, the matrix does not include fields for Quality, Schedule, Cost Control, Management, Regulatory Compliance, and/or Utilization of Small Business. How would USAID like this information to be presented? Recognizing that not all of a prime contractor’s past performance may be with USAID, but rather with other clients, it is important for contractors to be able to provide this information when it is outside of the CPAR reporting system. | USAID may conduct past performance reference checks if sufficient information is not found in the CPARS system. | |
| 86 | Section L.10 Annex A: Past Performance Information requests a Past Performance Matrix for up to 5 relevant contracts implemented by the Prime Offeror. For offerors leading a consortium, is it permissible to include relevant contracts implemented by consortium members, either in addition to or part of the 5 relevant contracts required by the RFP? | Please see answer to question 59. | |
| 87 | Letters of Commitment. Are letters of commitment from subcontractors and resource partners required? If so, will they count toward the page limit? | No, letters of commitment are not required from subcontractors and should not be provided. | |
| 88 | Part 6 – SF LLL Disclosure of Lobbying Activities (page 99) reads, “The Offeror must provide SF LLL Disclosure of Lobbying Activities. See Attachment J.4”. J.4 is not form SF LLL. Would USAID please clarify where Contractors can find this form to ensure we use the correct version? | Please see answer to Question 27. | |
| 89 | Title Page. Does the title page count against the page limit? | The cover letter is included in the page limits | |
| 90 | Section Dividers. Are section dividers allowed? If so, will they count against the page limit? | Section dividers are allowed and count against the page limit. | |
| 91 | Section L.10 (b) 6 Illustrative Task Order reads, “As this is an illustrative Task Order, names and resumes should not be submitted.” However, the outline of the technical proposal L.10.b reads that “Evaluation Team Key Personnel Resumes for the Illustrative Task Order” should be Annex ii. Will USAID please clarify what is expected for Annex ii? | See answer to Question 1. | |
| 92 | Section L.12 Branding and Marking Plan: Can USAID please confirm that the required Branding and Marking plan does not count toward the page limit? | See answer to Question 54 | |
| 93 | Section C.3.4: The TO notes that “Evaluation planning should utilize a change management approach, including mitigation and response plans for Task Order performance challenges.” Could the Mission please clarify its expectations regarding change management? Is this limited to mitigation and response plans specific to the Task Order, or does the Mission expect the successful offeror to advise on USAID’s change management in response to evaluation findings, conclusions, and recommendations? | Offeres must have established, operational, and responsive change management approaches that enable the effective completion of Task Orders. This is limited to specific Task Orders. | |
| 94 | Section F.6 indicates that the generally expected response timeframe for proposal submission is either 15 calendar days (for a SOW) or 30 calendar days (for a SOO). Would the Mission consider revising this to 15 and 30 business days, respectively? | These are expected time frames. TOCOs may provide a longer response time depending on the complexity of the work involved. | |
| 95 | Local Compensation Plans. To assist Offerors in developing Unburdened Ceiling Daily Rates for local staff and consultants, would the Mission please provide copies of the Local Compensation Plans for each of the countries listed in Section F.3? | Please see answer to Question 5. | |
| 96 | Section B.6.2 (b) states that the annual escalation rates for expatriate staff and local staff must not exceed 3.0%. Would the Mission please confirm that the proposed escalation rate for expatriate staff will also apply to expatriate consultants and TCN staff and consultants, and that the proposed escalation for local staff will also apply to local consultants? | Please see answer to Question 7. | |
| 97 | In Section B.6.2 (b) (page 9), the Mission provides minimum qualifications for each USN and TCN labor category. Would the Mission please clarify whether these minimum qualifications will apply to personnel under FFP-type Task Orders? | Yes | |
| 98 | In Section B.6.2 (b) (page 9), the table includes Mid and Senior levels for the 15 USN and TCN labor categories. For contractors to provide USAID with cost-efficient services, it is necessary to use Junior-level support staff. We recommend including the following note in Section B.6.2 (c): “Note 6: If Junior-level personnel are required under TOs, they must be proposed at rates below the unburdened CDR for Mid-level personnel. Junior level personnel must have a Bachelor’s Degree.” | The note has been added. | |
| 99 | In Section B.6.2 (c), Notes 2 and 3, the Mission discusses compensation limitations for CCN labor. Would the Mission please confirm that Local Compensation Plans only apply to TCN and CCN employees, not TCN and CCN consultants? | Please see answer to Question 37. | |
| 100 | In Section B.7 (page 11), the RFP states, “Offerors to propose ceilings for Overhead and G&A only. Additional indirect rates may be added as applicable.” Ceilings – Indirect Rates. If Offerors and major subcontractors have additional indirect rates, are they required to propose ceilings for those rates, or may they only propose ceilings for Overhead and G&A? | Contractors will not be required to propose ceilings on any indirect costs. See answer to Question 14. | |
| 101 | Provisional Rates. If ceilings are only required for Overhead and G&A, then for any remaining indirect rates in Attachment J.4, may Offerors utilize their provisional rates? | Yes. | |
| 102 | . Section L.11 (b) states that Offerors must submit narratives for Attachments J.3 and J.4 to “adequately justify the total price”. Would the Mission please confirm that Offerors may submit one narrative rather than two separate narratives? | Please see answer to Question 30. | |
| 103 | In Section L.11(b) (a) (2), the RFP states, |
“The Offeror must provide a narrative justifying the labor rates for each labor category proposed with supporting information such as historical biodata forms used (within the past five years), DCAA forward pricing agreements, other federal Contract or Orders (do not provide GSA rates, only final Orders negotiated with the Government for a GSA Order or BPA) (please provide award number and CO contact information and narrative providing the unloaded rate in accordance with Section B), market research support, and payroll records. It is up to the Offeror how to justify the proposed labor rates for each labor category, including what supporting information to provide.”
Additionally, Section L.11(b) (a) (1) states, “Offerors must propose unburdened ceiling daily rates for all labor categories/groupings set forth in Section B.4.”
• Would the Mission confirm that supporting documentation is required for only the proposed labor categories/groupings in Section B.6 for USNs and TCNs?
• Would the Mission please confirm that supporting documentation is not required
| for CCN labor categories, as these are not listed in Section B.6? | Confirmed, CDR do not have to be established for CCN Labor. | ||
| 104 | In Section L.11 (b) (c), the RFP states, “Indirect rates proposed cannot be higher than the rates established in their Negotiated Indirect Cost Rate Agreement (NICRA).” Would the Mission please confirm that while billed rates may not exceed the rates established in an Offeror’s NICRA, ceiling indirect rates may be higher than an Offeror’s NICRA rates? | Contractors will not be required to propose ceilings on any indirect costs. See answer to Question 14. | |
| 105 | Disclosure of Lobbying Activities. Please confirm that SF LLL Disclosure of Lobbying Activities is only required if an Offeror has made or intends to make payments to one or more lobbying entities. | This form is required in accordance with 31 U.S.C. 1352. | |
| 106 | Attachment J.4, Note 1, states, “The Excel spreadsheet with the budget is locked, and only yellow highlighted cells may be edited by Offerors.” However, the budget template provided by USAID is not currently locked for editing. Would the Mission please confirm that this is the template Offerors should complete, and that the requirement to only edit yellow highlighted cells still applies? | Confirmed. | |
| 107 | Can USAID please confirm that the technical cover page is not included in the 30-page limit? | The technical cover page is included in the 30-page limit. | |
| 108 | Section B.6.1 states “the Contractor must provide an IDIQ Program Manager to serve as the central contact point for the IDIQ.” Section L does not indicate how offerors should include the proposed IDIQ Program Manager. Could USAID clarify if offerors are to propose an IDIQ Program Manager at the proposal stage? | Please see the language under Section B.6.1, which explains how the Program Manager should be included. | |
| 109 | Section F.3 of the RFP states that places of performance under the contract include Democratic Republic of the Congo, Djibouti, Kenya, Rwanda, Somalia, South Sudan, and Uganda. Section C.2 states that the East Africa Regional Mission includes Burundi, Democratic Republic of the Congo, Djibouti, Ethiopia, Kenya, Rwanda, South Sudan, Sudan, Tanzania, and Uganda. Could USAID please confirm if Burundi, Ethiopia, Sudan, and Tanzania are also included in “places of performance”? | Please see answer to Question 78. | |
| 110 | 1. Section L.10(b) states that annexes should include “Evaluation Team Key Personnel Resumes for the Illustrative Task Order,” however section L.10(b).6. says “As this is an illustrative Task Order, names and resumes should not be submitted.” Could USAID please clarify if names and resumes of key personnel are to be submitted as part of the illustrative task order? And if so, could USAID please allow the resumes to be included as an annex outside of the 30-page limit? | Please see answer to Question 1. | |
| 111 | Section L.10(b)7(b) says “Describe any quality awards or certifications that indicate exceptional capacity to provide the service or product described in the Statement of Work” as part of Annex A (past performance information). Can USAID confirm if this is to be included in the Past Performance Matrix (Attachment J.5) or as a separate annex? | Yes it should be included in the past performance matrix. | |
| 112 | Section L.10(b)7(a)1 notes that past performance information is to be included in Annex A/1 using the Past Performance Matrix template (attachment J.5). As this is included in the 30-page limit for the technical volume, can USAID confirm that it would like Offerors to modify the template to allow it to fit on a single PDF page to include in the single PDF technical volume? Alternatively, would USAID consider allowing the past performance matrix annex to not count against the 30-page limit? | The past performance matrix does now not count against the page limits | |
| 113 | Would USAID consider allowing offerors to include cooperative agreements, in addition to contracts, as part of past performance information? | Please see answer to Question 75 | |
| 114 | As strategic partnerships are critical to small business primes and subcontractors are selected based in part for their past performance, we request USAID to allow for inclusion of additional past performance information for members of the consortium that are not partners of a joint venture. | Please see answer to Question 4 | |
| 115 | USAID has noted in B.2. that TO contract types will be Cost-Plus-Fixed-Fee (term or completion) or any type of Fixed Price contract, or a combination of the two. In B.5.b. the Government notes that time-and-materials TO may be issued. Can USAID clarify if T&M TOs will be issued under this IDIQ? | Time and Material TO are not contemplated and B.2 and B.5.B have been revised |
This is the start of the file's text. The full file is on GovTribe.
File details come from the government source that posted it. Updated .