SRPS RFP Amendment 0001 - Attachment 1_Questions and Answers.pdf

No. Question Answer

Should the offeror include detailed roles and responsibilities of proposed key personnel in Annex B in addition to position titles and minimum requirements, or should position descriptions be included only in Annex C?

Position Descriptions should be included in Annex C

Would USAID confirm that offerors should add a line item and row for “Allowances” to the budget table provided in

Section B.3(b) (pages 7-8)?

The RFP has been revised to include RFP Attachment J-

7, Budget Template, Section B.5 (page 8) states that “the fixed fee will be tied to the conditions and completion of the deliverables specified contained in Section F of this contract” and “the USAID paying office will pay the Contractor a percentage of fixed fee that directly corresponds to the percentage of allowable costs being paid.” Section L.8.3.12(b) (page 151) further requires that “The Budget must include the proposed total fixed fee amount and within the total fixed fee amount, the Offeror must tie fee amounts to selected (not necessarily all) and appropriate deliverables under Section

F.” This language appears to allow for fees to be paid both according to allowable costs being paid and for accepted deliverables. Would USAID confirm if fee payments are to be tied entirely to deliverables, or may offerors propose a reasonable portion of the fee to be payable based on the percentage of allowable costs?

The allowable costs are tied to the accepted deliverables. Therefore, fees will be tied to completed and accepted deliverables.

Section C.6 (page 18) states that Output 1.3 is “Target communities and institutions have the necessary support to more effectively prevent conflict and strengthen social cohesion.” However, the detailed tasks and activities under

Sub-Purpose 1 do not address support to target communities and instead focus on providing technical assistance to regional institutions and crosscutting tasks at the regional and national levels. Would USAID clarify the inclusion of target communities within this output and identify which tasks under SubPurpose 1 are meant to support them?

Target communities will be identified during the program implementation process and will be informed by the priorities identified in coordination with the regional institutions and national and local counterparts. The offerors are requested to respond to specific tasks listed in the solicitation.

Section C.7 (page 21), Task 1.5 notes that USAID may fund through SRPS up to two positions to be embedded in the G5 Sahel Executive Secretariat. Would USAID consider providing plug figures for these salaries and any additional associated costs in the event that USAID and G5 Sahel agree to address an identified staffing gap?

One position should be budgeted at a USG GS-9 level and another at a GS-13 level

Section H.2(a) (page 55) states that “The Authorized Geographic Code for procurement of goods and services under this contract is 935,” whereas sections I.19(a) (page 102) and L.8.3.6 (page 148) reference Geographic Code 937.

Would USAID confirm that the authorized geographic code for the procurement of goods and services under this contract is 935?

The geographic code is 935. The RFP will be amended to reflect the correct code.

Per Section H.4(b) (page 56), when hiring for positions for which candidates were identified as “TBD” in the approved budget, contracting officer salary approval will be required for any cooperating country national (CCN) salaries exceeding the Mission Local Compensation Plan (LCP). Further, Section L.8.3.2(i) (page 145) requires offerors to justify in the Budget Narrative CCN and TCN salaries proposed in excess of the LCP limits. We request that these salary restrictions be removed from the RFP as they appear to be inconsistent with AIDAR 752.7007, Personnel Compensation, incorporated in the contract under Section I.9 (page 96), which stipulates that personnel compensation be in accordance with the contractor’s established policies, procedures, and practices, with reimbursement subject only to the USAID contractor salary threshold. The salary restriction above may preclude contractors from following their established policies, procedures, and practices, as required by AIDAR 752.7007.

CCN and TCN salaries will be approved in accordance with AIDAR 722.170. CCN salaries above the LCP but within the contractor policies will need to get Mission

Director waiver and Contracting Officer approval.

Payment of TCN compensation in US dollars and eligibility of TCNs for allowances and differentials require MIssion Director waiver. We do not envision any restriction of contractor policies and procedures.

SRPS Activity Solicitation - Questions from Industry - Amendment 0001

Would USAID clarify whether offerors should consider both the programmatic Initial Environmental Examination

(IEE) for the Systems of Non-Violent Conflict Management Strengthened in West Africa project, included as

Attachment J-2, as well as the IEE for the “Ghana Food Security Project” linked in Section H.16?

Offerors should consider only the Initial Environmental

Examination (IEE) for the Systems of Non-Violent

Conflict Management Strengthened in West Africa. The

RFP has been ammended to reflect this change.

Section L.6.c(6) (page 139) states that Annex D (Attachment J-4) should contain the contractor performance information form, CPARS records, and exceptional capacity/extraordinary problems statement. However, in Section

L.7.c(1-3) (page 142), USAID instructs bidders to insert the above-mentioned items in Annex E, including the J-4 attachment and quality awards or certifications. Would USAID confirm that Annex D is to contain the contractor performance information form, CPARS records, and exceptional capacity/extraordinary problems statement?

Annex D is to contain the contractor performance information form, CPARS records, and exceptional capacity/extraordinary problems statement. The RFP section has been duly revised.

Section L.7.b (page 141) states that the organizational chart included in Annex C must reflect “proposed roles and responsibilities.” May offerors omit responsibilities from the organizational chart if we detail responsibilities elsewhere in Annexes A, B, and/or C?

Offerors may omit the roles and responsibilities from the organizational chart if detailed in other required sections.

Section L.7.c(2-3) (page 142) states, “(2) If extraordinary problems impacted any of the referenced contracts, provide in Annex E a short explanation and the corrective action taken (FAR 15.305(a)(2)). This information is not included in the page limitation. (3) Describe in Annex E any quality awards or certifications that indicate exceptional capacity to provide the service or product described in your proposal. This information is not included in the page limitation.”

However, Section L.6.c(6) (page 139) states that Annex E has “no page limit.” Would USAID confirm that there is no page limit to Annex E other than the three-page limit for each of the five past performance information sheet?

Annex E has no page limitation.

In Section L.7.c.(4) (page 142), USAID states that offerors that are not small businesses must submit Annex F, including the organization's use of small business concerns over the past three years, three eSRS reports, and three small business references. However, Annex F is not included in the list of additional annexes on page 139 and is instead named as Annex E. Would USAID confirm that Annex E is to include the above-mentioned items?

Yes. Section L.7.c(4) should read Annex E. The RFP section has been duly revised

Section L.8.2(b) (page 144) states, “The Offeror may add line items to the template, but it should comply with the budget categories as much as practicable.” Would USAID confirm whether a budget template attachment to the solicitation is available or if offerors may use our own budget template for the cost proposal budget spreadsheet?

The RFP has been revised to include RFP Attachment J-

7, Budget Template, Section L.8.3.2(j) (page 145) states that, “Based on USAID’s market research, the following daily salary rate ranges for Ghana, as shown in the tables below, are considered fair and reasonable and realistic.” There are no tables following this section. Would USAID clarify the referenced daily salary rate ranges?

The RFP will be amended to state that the salary rates shown in the LCPs attached to solicitation are considered fair, reasonable and realistic.

Section L.8.3.8(b) (page 149) states, “The prime Offeror’s analysis of subcontractor pricing must not exceed 10 pages per proposed subcontract and must be contained as an annex to the Budget Narrative.” This analysis of subcontractor pricing is not included as an annex in Section L.8.1(b)iii. Would USAID clarify what this analysis should entail and where in the cost volume it should be inserted?

The cost analysis of the subcontractor costs should include a complete breakdown of cost elements associated with each major subcontract. The cost analysis for the proposed subcontractors should be attached as an annex to the prime offeror's Budget

Narrative.

Section L.8.3.12(b) (page 151) states that “The proposed plan for the Fixed Fee allocation must be outlined in Annex

A of the Cost Proposal.” L.8.1(b)iii (page 142) states that Annex A should include “Representations, Certifications, and other statements of Offeror.” Would USAID confirm that the proposed plan for the fixed fee allocation may be included as Annex M of the cost proposal?

The RFP does not include a requirement for a Fixed Fee

Schedule. The requirement for "The proposed plan for the Fixed Fee allocation must be outlined in Annex A of the Cost Proposal" has been removed from the RFP.

Section L.11 (page 152) states, “The Offeror must address each of the elements in FAR 44.202-2 in order for the CO to consider granting consent to proposed subcontractors with the initial award.” Would USAID confirm that consent to subcontract is required only for major subcontractors?

Consent to subcontract is required for all subcontractors and lower tier subcontractors proposed to perform under this contract.

Section L.13 states, “the Offeror must provide copies of any enforceable agreements with subcontractors.” Would

USAID confirm that signed letters of intent for proposed subpartners provided in Annex G will suffice to fulfill the request to provide copies of enforceable agreements with subcontractors?

If the Offeror has any other enforceable agreements with the intended subcontractors, the agreements should be included as part of the annexes.

Section B.6 (p. 9): The RFP states that “the Contractor is authorized to recover applicable indirect costs, if it is part of the Contractor's usual accounting procedures, consistent with FAR Part 31, and Negotiated Indirect Cost Rate

Agreement (NICRA).” However, the final bullet of this section notes that “the Government will not be obligated to pay any additional amount should the final indirect cost rates exceed the negotiated ceiling rates. If the final indirect cost rates are less than the negotiated ceiling rates, the negotiated rates will be reduced to conform to the lower rates.”

Would USAID please confirm that indirect ceiling rates do not apply, and Offerors will recoup indirect costs associated with their NICRA?

Indirect costs must not exceed the NICRA. However, an

Offeror that proposes indirect cost ceiling that is less than the government-wide NICRA rate shall not recoup the amounts occasioned by the reduction in the rates on other contracts with the U.S. Government.

Section L.5. (e) (p. 137): As per our usual practice, may offerors submit their cost and technical proposals in separate emails, consolidating files in each as much as possible?

If possible proposals should be sent in one email.

However, If not possible to consolidate into two attachments or in one email, the Offeror must consolidate as much as possible and may send the proposal through multiple emails.

Section L.6 (a) (p. 138): USAID notes that Offerors may not type smaller than 12 font size. However, Section L.5 (h) notes that 10-point font may be used for charts, textboxes, graphics, and graphs. Can USAID please confirm that 10-point font is permissible for charts, textboxes, graphics, and graphs in addition to tables?

10-point font is permissible for charts, textboxes, graphics, and graphs in addition to tables, provided the text is legible.

Section L.6.c (6) and L.7.c (1) (p. 139 and p. 141): Can USAID please confirm that the completed J-4 attachments, requested CPARs, and quality awards information belongs in Annex D.

Annex D of the technical proposal should consist of

Contractor Performance Information Form and CPARS records

Section L.8.1 (p. 143):

o This section requests separate files for each cost annex, which contradicts the request in section L.5 to consolidate files if possible. Could USAID please confirm that offerors should consolidate the various parts of the cost proposal as much as possible?

o The RFP lists “Annex I - Salary Ranging and Certification.” No further mention or elaboration of Annex I is made throughout the RFP. Could USAID kindly confirm that the salary ranges and certification information requested for Annex I is duplicative of the information requested in Section L.8.3.2 (n) (p. 146) for Annex J, Consultant Pay

Scale that states: “Salary ranges for ALL proposed professional positions must be established based on the market value, based on duties and responsibilities of the position, in country and locality of contract performance. The established range must be realistic and reasonable for the responsibilities of each position and must not be based on the salary history or the qualifications of the candidate selected. The salary ranges must be certified by the

Contractor and submitted as Annex J of the Cost Proposal to the Contracting Officer with the proposal for approval?”

Offerors should consolidate various parts of the Cost

Proposal as much as possible. Concerning Annexes I and J, Section L.8.3.2(c) and (g) specifies that "The

Offeror must not include consultant (non-employee)

STTA labor in this section. Consultant STTA labor costs are specified separately in Section L.8.3.9, Consultants."

Therefore, Annex J (Consultant Pay Scale - which must follow the instructions in Section L.8.3.9) referenced at

Section L.8.3.2(n) (Page 146) is revised to Annex I

(Salary Ranging and Certification - for only proposed professional positions as appropriate for this section).

Section L.8.3.2.(i) (p. 143): the RFP notes that USAID/West Africa prefers to process waivers to pay TCN allowances and/or pay CCN/TCN salaries that exceed Local Compensation Plan (“LCP”) maximums pre-award.

However, because Offerors are asked to not specify individuals at the proposal stage, would USAID please provide further guidance on what information should be included at the proposal stage to ensure waivers can be granted for non-specified candidates?

USAID is of the view that offerors have an idea of the employees to be engaged, the renumeration to be paid and the ranges that exist in their organizational policy.

Based on this offererors should be able to either propose staff renumerations that are as close to the final salaries.

Section L.8.3.2 (n) (p. 146): USAID notes that “salary ranges must be certified by the Contractor and submitted as

Annex J of the Cost Proposal to the Contracting Officer with the proposal for approval.” Can USAID kindly clarify what is meant by “certified?”

Annex J is revised to Annex I (Salary Ranging and

Certification. In certifying the salary ranges, the

Contractor (Offeror) is required to provide documentation or evidence of the proposed professional's salary and employment details.

RFP Attachment J-5 Local Compensation Plan - Salary Charts: Local Compensation Plans/salary charts were provided for Ghana, Cote D’Ivoire, and Togo. To ensure cost realism and help Offerors assess whether TCN salary waiver requests will be needed for any salaries that exceed the LCP maximum rate (as noted in Section L.8.3.2(i)), will USAID kindly provide LCPs or salary charts for all G5 member states as well as the other countries of anticipated work performance?

The LCPs provided are expected be sufficient guide to the local compensation plans in the focus countries as salaries are negotiated not only on the basis of qualification, market value, but also on the basis of

Contractor’s established policies, procedures, and practices, and the cost principles applicable to this

Contract. Approval of CCN and TCN salaries are subject to AIDAR 722.170.

(Pages 20-21, C.7 Detailed Tasks and Activities) Tasks under Sub-Purpose 1 reference several plans and priorities upon which project assistance should be based, including:

o G5 Sahel Priority Investment Plan o G5 Sahel Regional Gender Strategy o G5 Sahel Regional Integrated Youth Strategy o Priorities of the G5 Governance Department in charge of conflict prevention and P/CVE efforts o Action plan of the G5 Sahel Regional Cellule contre Radicalization (CellRad) o Regional Women’s Platform Annual Work Plan o ECOWAS 2020 Counterterrorism Strategy

Can USAID be able to make these documents available?

These documents are proprietary to the regional institutions (G5 Sahel and ECOWAS), offerors should reach out directly to the organization to request this information.

(Pages 21-22, C.7 Detailed Tasks and Activities) Task 1.5 states “In order to facilitate the implementation of proposed activities, USAID may consider the funding, through SRPS, of up to two positions that will be embedded in the G5 Sahel Executive Secretariat. Previous USAID support funded the position of a Gender Specialist/Advisor and a CellRad coordinator assistant to support the Executive Secretariat work in P/CVE and gender integration.

Recruitment for these positions will be initiated only if necessary to fill an existing gap, and will be conducted in coordination with G5 Sahel Executive Secretariat and USAID after the program launch.” Is USAID asking offerors to transition these two existing positions to SRPS in West Africa Program?

No, USAID is asking offerors to budget for these positions under SRPS program per the language in the

RFP : "Recruitment for these positions will be initiated only if necessary to fill an existing gap, and will be conducted in coordination with G5 Sahel Executive

Secretariat and USAID after the program launch". One position should be budgeted at a USG GS-9 level and another at a GS-13 level.

(Page 23, C.7 Detailed Tasks and Activities) Regional Cross-Cutting Task 1.11 states that “The Contractor must set aside funds for STTA.” Is there a plug figure value USAID would like to set aside for this fund?

The Offerors must propose the amount for STTA consistent with their proposed technical approach and program implementation strategy.

(Page 24, C.7 Detailed Tasks and Activities) The second paragraph under Task 2.1 states “USAID may direct the

Contractor to change/add additional target countries and partners as needed throughout program implementation.

Activities will be initiated in all countries at the same time.” We request USAID delete the second sentence as many factors affect the planned and actual timing of activities, and in some cases, there may be significant external factors that would make it unfeasible or counterproductive to start all activities in all countries at the same time. This is especially true if additional countries are added that may require more time to plan activity start times or adapt for a different context.

USAID will maintain the second sentence. SRPS scope specifically requests offerors to plan and propose a flexible implementation approach responsive to a changing secruty and political environment.

(Page 29, C.7 Detailed Tasks and Activities) Page 29 states in relation to Tasks 2.10-2.16 that work “will be initiated at the direction of USAID at any time during program implementation.” If the timing of these tasks and the certainty that they will be required at all is not yet clear, offerors cannot budget effectively for detailed associated costs. Would USAID prefer to include a plug figure for additional activities upon request, or to conduct budget realignment reviews if/when necessary if a significant change is requested to an ongoing work plan?

Offerors should set aside funding for activities per the

Task 2.10 and 2.16 language. Estimated costs should average similar amounts to activities implemented via grants and other program interventions in the P/CVE, conflict prevention and DRG areas already defined in the scope of work

(Page 56, H.4 Additional Requirements for Personnel – with related sections found in I.26 (722.170), L.8.3.2(h)(i), and L.8.3.9(g)) For implementers to meet this requirement and to be able to compare compensation to compensation, we respectfully submit that USAID would need to release the full local compensation plan (inclusive of all benefits), plus paid salaries by position. We recognize and support USAID’s ongoing efforts to move away from comparison-based restrictions (e.g., removal of salary history from BioData 1420) – efforts intended to enable a more market-focused salary determination, reduce/remove historical biases.

We respectfully request that USAID consider that the verbiage and requirements outlined in H.4, I.26, and L.8 appear to counter the intent of recent USAID efforts to remove biases. Eliminating this seemingly divisive language would not disadvantage USAID as the contract does include what we submit is the only applicable regulation needed to ensure equity, fairness, and auditable cost reasonableness criteria for employee compensation, AIDAR 752.7007

Personnel compensation. (JUL 2007), wherein (a) Direct compensation of the Contractor's personnel will be in accordance with the Contractor's established policies, procedures, and practices, and the cost principles applicable to this contract. Plus H.3 Additional Requirements for Personnel Compensation would keep the needed check in place on CCN/TCN salaries (H.3.(a).2.).

The elimination of H.4 removes the conflict with the language in H.(a)(1) wherein it states: “Salary ranges for ALL the professional positions in this Contract will be established based on the market value, based on duties and responsibilities of the position, in country and locality of contract performance. The established range must be realistic and reasonable for the responsibilities of each position and must not be based on the salary history or the qualifications of the candidate selected.” We see our staff, all staff, as professionals and we believe local staff salaries should be based on market value as H(a)(1) states and not on a third-party limitation.

Therefore, we ask that H.4, I.26 (722.170), L.8.3.2(h)(i), and L.8.3.9(g) be stricken from the solicitation/contract requirements and allow market value to be used as the determining factor for fair salary compensation for CCN/TCN staff.

The LCPs provided are expected be sufficient guide in negotiating compensation in the focus countries as salaries are negotiated not only on the basis of qualification, market value, but also on the basis of

Contractor’s established policies, procedures, and practices, and the cost principles applicable to this

Contract. Approval of CCN and TCN salaries must be in accordance with AIDAR 722.170. The most recent LCP and pay scale/salary chart for Ghana will be provided to guide offerors submit what are deemed fair and reasonable. USAID will not release the full local compensation plan inclusive of all benefits peculiar to the established policies of the United States

Government.

(Page 140, L.7(a) Technical Approach) Bullet 9 in the list of expectations for the Technical Approach details the requirement for the approach to monitoring and evaluation, quantitative and qualitative indicators, and reporting.

Would USAID consider separating this monitoring and evaluation approach into an annex, excluded from the 15-page limit for the Technical Proposal?

USAID agrees, Offerors can include the monitoring and evaluation approach as an annex, and it will not be counted towards the 15-page limit for the Technical

Proposal

(Page 140, Section L.7.b, Staffing and Management Approach) Can USAID confirm that all parts of the technical proposal under “Staffing and Management Approach” should be included in the Technical Annexes A-E and not in the body of the proposal itself?

USAID confirms, “Staffing and Management Approach” should be included in the Technical Annexes A-E and not in the body of the proposal itself

(Page 141, L.7(b) Staffing and Management Approach) Bullet 7 describes the need for a Rapid Mobilization Plan.

Please confirm this should be incorporated as part of Annex A, Personnel and Management Plan.

USAID confirms, this should be incorporated as part of

Annex A, Personnel and Management Plan

(Page 142, L.7(c) Contractor Performance Information) Paragraph (i) requires offerors to present past performance information using the Past Performance Matrix provided in Attachment J-4. Would USAID please allow offerors to use a different format to effectively present detailed contractor performance information, ensuring the new format covers all requirements in Attachment J.4?

No. Please use RFP attachment J-4 as required.

11. (Page 142, L.7(c) Contractor Performance Information) Paragraphs (1)i, (1)ii, (2), and (3) contain multiple references to Annex E, while page 139 lists Contractor Performance Information Form as Annex D and Presentation of Small Business Concerns as Annex E. Please confirm the list of Annexes on page 139 is correct and the references on page 142 should be Annex D.

The list of Annexes on page 139 is correct. Page 142 of the RFP has been revised to read Annex D

(Page 142, L.7(c) Contractor Performance Information) Paragraphs (4)iii. and (A) reference a narrative summary of small business utilization as Annex F. Page 139 lists Annex E as Presentation of Small Business Concerns.

Please confirm paragraphs (4)iii. and (A) on page 42 describe the requirement for Annex E as listed on page 139.

This has been revised to Annex E of technical proposal submission

(Page 143, L.8.1 Instructions for Preparing the Cost Proposal) Annex I - Salary Ranging and Certification, is included in the list of Cost Proposal attachments with no further description below. Can USAID please clarify what is expected in this annex?

Please review L.8.3.2 PERSONNEL, paragraph (n) of the RFP for additional details.

(Page 149, Section L.8.3.8, Subcontracts) USAID indicates that prime Offerors should provide written analysis for proposed subcontractor budgets.

a) This seems duplicative of the requirements for budget narratives and certifications already included in Annex K, Consent to Subcontract Request, regarding FAR 44.202-2, 44.203, and 52.244-2. As we provide assurances that a cost analysis has been conducted in support of our request for Contracting Officer consent to subcontract (Annex K) in accordance with FAR 52.244-2(e)(1), if a more in-depth description is desired, we request USAID please provide further explanation of the detail they would like to see presented beyond the detail normally included in the subcontractor’s budget narrative and Annex K.

b) Notwithstanding the above considerations, we find the measure of damages, exclusion from the solicitation, for failing to provide information required beyond established FAR requirements excessive, especially since it is based solely on “insufficient documentation,” criteria which is subjective at best. We request the deletion of Section L.8.3.8, Subcontracts requirement absent clarifying criteria and in any case the deletion of the language regarding possibility of exclusion penalty.

c) If this analysis is required, will it be required for all subcontractors, including those without “major” designation?

Section L.8.3.8, Subcontracts has been removed from the RFP as such information will be captured in Annex K and other aspects of Section L.8, Instructionf for

Preparing the Cost Proposal, requirements.

(Page 149, L.8.3.9 Consultants (d)) Paragraph (d) requires a Pay Scale for consultants to be included as Annex K of the Cost Proposal, while page 143 lists Annex K as Consent to Subcontract Request, and Consultant Pay Scale is listed as Annex J. Please confirm the list on page 143 is correct.

It should be included in Annex J. The RFP Section has been revised

(Page 150, L.8.3.12 Fixed Fee) Paragraph (b) requires the proposed plan for fixed fee allocation to be outlined in

Annex A of the Cost Proposal, but page 143 lists Annex A as Representations, Certifications, and Other Statements of the Offeror. Please confirm whether the fixed fee allocation plan should be included as a separate, additional annex, or if it may instead be incorporated within the budget narrative.

Please include proposed plan for fixed fee allocation as

Annex M. The RFP has been duly revised.

(Page 150, L.8.3.12 Fixed Fee) Please confirm the fixed fee allocation plan should be based only on a selection of deliverables listed in F.4, Reports and Deliverables, and not incorporate additional technical/performance deliverables.

Fee will be tied to completed and accepted deliverables or outputs described in Section F of the RFP in accordance with the performance standards specified in

Section E of the RFP.

(Page 151, L.9 Evidence of Responsibility) Please confirm Evidence of Responsibility is only required for the prime contractor and major subcontractor.

We confirm that Evidence of Responsibility is only required for the Prime Contractor and Major

Subcontractor

Given the end of year holidays and the importance of collaborating with local partners across the region, would

USAID consider providing an extension of the submission date to February 20, 2023?

USAID will not extend the submission date beyond the initial date advertised

Given the broad geographic range of the proposed areas of intervention is USAID anticipating that the contractor will provide physical infrastructure, offices, or long-term staff aside from the main office in Accra?

Yes, the contractor is expected to be able to establish long term presence in the countries where the program will be operating. The staffing numbers, infrustracture and office needs will be established during the annual workplan discussions, and based on the level of effort in each country agreed with in coordination with USAID

West Africa COR and relevant USAID Operating Units in the region

On RFP section C.3, page 12 of 161, USAID identifies three main hotspots of violent extremism: (1) the tri-border region of Burkina Faso, Mali, and Niger; (2) Nigeria; and (3) the Lake Chad Basin. Does USAID anticipate that the majority of activities under this project will take place within those three hotspots?

Incorrect. The hotspots areas of violent extremism are included as part of the problem statement. The geogrpahic areas of intervention may include but is not limited to select Sahel countries and coastal west african countries, however, this may change in response to shifting security dynamics in the region.

48 Would USAID consider disallowing exclusivity for local partners?

Exclusive agreements with any potential partners are not supported by USAID. Offerors are strongly advised not to sign exclusive agreements

49 RFP section H.5 refers to logistics support. What logistics support is anticipated?

As stated in the soliciation, the contractor will be responsible for furnishing all logistic support for the successful implementation of the program.

Logistical support covers all associated, ancilliary and auxilliary services that are required for the implementation of the contract such as airline arrangements, conference organization, communication services, medical services and storage services.

RFP section L.8.3.2 (b) states that USAID does not want to see proposed names for staff in the budget. However, further below under sub-part (i) states that USAID/West Africa prefers to process waivers (if any) relevant to

TCNs/CCNs pre-award. Given that such a waiver request would only be made should there be a specific person identified, please clarify the slight discrepancy in instructions.

The referenced section stipulates that "The Offeror must propose all direct labor costs by Position

Title/experience/CCN level and not by the named person. USAID does not require the names of personnel in the proposed budget spreadsheet." The Offeror is expected to know the qualification and experience required for each position and would be expected to submit waiver requests as appropriate pre-award.

51 Could USAID please provide the Global Fragility Act 10-Year Implementation Strategy for Coastal West Africa?

The Offerors are directed to use the United States

Strategy to Prevent Conflict and Promote Stability available at the following link:

https://www.state.gov/stability-strategy/

Section C.7 Detailed Tasks and Activities, Task 2.1, Page 24, refers to “national-level P/CVE strategies and action plans in Niger, Burkina Faso and Chad.” Could USAID please provide these documents?

Since these documents are proprietary to individual national governments, offerors should reach out directly to the relevant government institutions in Burkina Faso, Niger and Chad to request this information.

1. Section L.7 Instructions for Preparing the Technical Proposal, c. Contractor Performance Information, Page 141 and Section L.8.3.8 Subcontracts, Page 148 define a major subcontractor as having a “proposed cost that exceeds

20% of the offeror’s total proposed cost.” However, Section B.6 Indirect Costs, Page 10 states: “Major subcontractors are those subcontractors whose proposed costs exceed 20% of the Offeror’s proposed total cost or perform a key element of the RFP.” Could USAID confirm that the definition of a major subcontractor is a subcontractor that performs 20% of the budget or a key element of the RFP?

A "major subcontractor" is any subcontractor whose proposed costs exceed 20% of the prime Offeror's proposed total costs or performs a key element of the program/requirement. The RFP has been updated accordingly.

Section C.7, Detailed Tasks and Activities, Task 1.1, Page 20, states: “These interventions must build on and further expand the previous USAID Partnerships for Peace (P4P) program. Could USAID please provide information regarding these previous interventions as they are not accessible on the DEC?

Most relevant interventions under P4P for the SRPS solicitation is the support provided to national governments on developing national P/CVE strategies and building the capacity of national and local actors to prevent and counter violent extremism and address elements of fragility that contribute to insecurity and democratic backsliding. As such, programmatic interventions under SRPS will continue to leverage these efforts and expand on this work in new countries in the region.

https://www.state.gov/stability-strategy/ https://www.state.gov/stability-strategy/ https://www.state.gov/stability-strategy/ https://www.state.gov/stability-strategy/

Section F.4 Reports and Deliverables, Page 41, refers to the Activity Database. Could USAID clarify if this Activity

Database already exists or is the contractor expected to create the database?

The successful Offeror of the contract is expected to create and manage an activity database to ensure effective planning and management of program resources and activities. Specific details of the activity database will be provided after award.

Section L.7(c)(1)(i), Contractor Performance Information, Page 142, states: “Attach as Annex E of the Technical

Proposal Part I of the filled in form contained in Attachment J-4 of the RFP.” Since Annex D contains the Contractor

Performance Information Forms, could USAID please confirm that this instruction refers to Annex D instead of

Annex E?

We confirm it should read Annex D. The RFP section has been duly revised.

Section L.7(c)(2), Contractor Performance Information, Page 142, states: “If extraordinary problems impacted any of the referenced contracts, provide in Annex E a short explanation and the corrective action taken …” Could USAID please confirm that this instruction refers to Annex D - Contractor Performance Information Form instead of Annex

E?

It should read Annex D of the Technical Proposal submission. The RFP has been revised accordinlgly

Section L.7(c)(3), Contractor Performance Information, Page 142, states: “Describe in Annex E any quality awards or certifications that indicate exceptional capacity to provide the service or product described in your proposal.” Could

USAID please confirm that this instruction refers to Annex D - Contractor Performance Information Form instead of

Annex E?

It should read Annex D of the Technical Proposal submission. The RFP has been revised accordinlgly

Section L.7(c)(4)(iii), Contractor Performance Information, Page 142 states: “In order for USAID to fully and fairly evaluate performance in this area, all offerors who are not small business concerns must submit the following in their

Annex F technical proposal submission…” Since Annex E is the “Presentation of Small Business Concerns”, could

USAID please confirm that this instruction refers to Annex E - Presentation of Small Business Concerns instead of

Annex F?

It should read Annex E of the Technical Proposal submission. The RFP has been revised accordinlgly

Section L.6 Technical Proposal Organization, Page138, states: “The technical proposal must be written in…Times

New Roman point 12 font size.” However, Section L.5, Proposal Submission Procedures, on the same page, specifies: “The Offeror must submit the Technical Proposal using 12-point font size (can be 10-point font for charts, textboxes, graphics and graphs)...” We have the following related questions:

1. Would USAID kindly confirm that offerors can use 10-point Times New Roman font for tables, charts, textboxes, graphics and graphs?

2. Would USAID allow offerors to use a font type other than Times New Roman for tables, charts, textboxes, graphics and graphs?

1. Yes

2. No

Section L.6, Technical Proposal Organization, Page 139, states: “ANNEXES TO THE TECHNICAL PROPOSAL must be separately tabbed and identified.” As offerors will submit their proposals electronically, may offerors use divider pages instead of tabs that would not count against the page limit?

Offerors can use divider pages instead of tabs. Offerors are requested to clearly identify each section and annex of their proposals.

Section L.7, Instructions for Preparing the Technical Proposal, (b) Staffing and Management Approach, Page 141, states: “The Offeror must not indicate names nor include CVs of individuals to fill Key Personnel positions. USAID will approve individuals to fill Key Personnel positions after award.” Could USAID please clarify when the apparently successful offeror will need to propose the key personnel after award?

The apparently successful offeror will need to propose the key personnel for USAID review and approval within the first week of the USAID signing the award.

Given the three Federal holidays that fall during the proposal period, as well as office closures in the region during the holiday period, will USAID consider extending the proposal closing date by one week (to January 27th)?

USAID will not extend the proposal closing date.

The budget table in Section B.3(b) of the RFP shows that "Subcontractors" line item/category is separate from the

"Grants Under Contract." This solicitation Offerors can only designate as "major subcontractor" any subcontractor whose proposed costs exceed 20% of the prime Offeror's proposed total costs or a subcontractor that performs a key element of the RFP. Key element is a major significant and core part of the program/requirement.

The budget table in Section B.3(b) of the RFP shows that "Subcontractors" line item/category is separate from the "Grants Under Contract." This solicitation Offerors can only designate as "major subcontractor" any subcontractor whose proposed costs exceed 20% of the prime Offeror's proposed total costs. Key element is a major significant and core part of the program/requirement.

Purpose: C.1 states that “The purpose of this Contract is to acquire technical services to assist USAID/West Africa

Regional Peace and Governance Office (RPGO) support the efforts of West Africans to address the risks of instability from democratic backsliding and from conflict, and prioritize targeted conflict and violence prevention, peacebuilding, and preventing and countering of violent extremism (P/CVE) interventions across the sub-region.”

The Theory of Change in C.5 and the logical framework in C.6 states that the program purpose is “Enhanced ability and efforts of West Africans to prevent and counter violent extremism, address conflict and fragility drivers and improve stability.” Should Offeror’s apply the purpose in C.1 or the one in C.5 and C.6?

The two statements are relevant and the same, the purpose of the contract (C1) broadly defines the services needed from the offerors whereas the stated

Program Purpose under the Theory of Change and

Logical Framework should inform the technical approach and the desired final impact and result of the program interventions. The offerors should propose a technical approach responsive to the Theory of Change and Logical framework listed in the solicitatation, specifically: " Enhanced ability and efforts of West

Africans to prevent and counter violent extremism, address conflict and fragility drivers and improve stability" (C5 and C6).

On p. 16 the RFP states that “Contextual analyses of the dynamics that enable or mitigate violent extremism will underpin the program's interventions” yet in L.7.a, p. 140, the technical instructions that proposals should include

“How the Offeror will use the wealth of existing information on VE and fragility in the region to inform activities, minimizing conducting duplicative assessments while addressing gaps in knowledge,” and in F.4, p. 41, under “On-

Going Assessments,” it states that , “it is not expected that the program will initiate any assessments in the first year of the program.” Can USAID please confirm that no contextual assessments and analyses based on primary data collection are expected to be conducted by the Contractor in Year 1?

Correct. USAID does not anticipate requesting contextual assessments and analyses during Year 1.

However, the offerors are requested, per the scope of work language, to maintain a flexible technical and implementation approach. In the eventuality of a significant change in the security or development context, USAID may request an assessment if the situation in a particular country or region warrants it.

Can USAID also please indicate whether Offerors should budget and plan for contextual assessments and analyses based on primary data collection (other than any research under Task 2.16) for Years 2-5?

USAID does not anticipate requesting contextual assessments and analyses during Year 1. However, the offerors are requested, per the scope of work language, to maintain a flexible technical and implementation approach. In the eventuality of a significant change in the security or development context USAID may request an assessment if the situation in a particular country or region warrants it.

On p. 16, the RFP states under “On-Going Assessments” that, “The participants, nature, structure, location and frequency of these periodic sessions will depend on the country context, the needs of the program and staff at the time (to be established by mutual agreement between the COR and the Contractor). In general, these are no more than quarterly and no less than semi-annual events.” Can USAID please clarify for Offerors what “these periodic sessions” are referring to?

USAID does not anticipate requesting contextual assessments and analyses during Year 1. However, the offerors are requested, per the scope of work language, to apply and maintain a flexible technical and implementation approach. In the eventuality of a significant change in the security or development context USAID may request an assessment if the situation in a particular country or region warrants it.

Periodic sessions may include pause and reflect sessions with the contractor to assess progress and adjust implementation approach on as needed basis.

Can USAID also clarify whether these sessions are expected to be conducted only with USAID/WA in Ghana, or whether there may also be separate sessions held in specific countries, with USAID Mission and US Embassy participation?

The sessions will not be limited to USAID West Africa, these may include client USAID mission or Operating

Unit/US Embassies in the region benefiting from program interventions

Can USAID clarify what they mean by “addressing human rights concerns as directed by USAID”? Contractually and operationally how would this occur and what would it look like for the offeror?

Offerors should refer to the scope of work in Section C of the solicitation where such interventions are stated and exemplified. (pages 14, 15, 25, 26, 27, etc.)

71 Does USAID have a preference as to whether technical support happens in person or remotely/virtually?

Apparent successful applicants should plan for both in-person and remote technical support, however, it is expected that contractors deliver in-person technical assistance when required. For example, a P/CVE training may occur in a hybrid format, whereas a workshop with government and non-government counterparts, and regional, national and local partners, to discuss strategic priorities and interventions should be budgeted for in-person attendance.

Mobilization Plan – meetings or workshops with USAID. On P.39, regarding the mobilization plan requirement: "a description of the Contractor’s approach to developing the first-year work plan including meetings or workshops with

USAID" In addition to RGPO, will Country Missions be available for work plan meetings to facilitate the relevance to diverse country priorities?

This information will be provided to the contractor after award and prior the first workplan session.

Activity Database. P.41 - Could USAID clarify the requirements regarding the Activity Database? Is the applicant responsible for creating and maintaining the database, or is there an existing resource that the Contractor is expected to use?

The contractor is expected to develop, maintain and use an activity database to be able to track all program efforts, partners, relevant information for program implementation

GUCs. Section C.8 p. 30, GRANTS UNDER CONTRACTS. Can USAID please elaborate on the statement in this section that the $15 million in GUCs are “secondary or minor to the overall work performed on SRPS”?

USAID is removing this language from the RFP. The

Grants under Contracts are an important component on which USAID will rely for effective program implementation

Where local organizations are subcontracted as SRPS implementing partners, with activities of part of their scope which align with the grant activity areas bulleted on p. 31, may the amount for the subcontracts count as part of the

$15 million pool of funds?

The subcontracts may not count as part of the $15 million funds pool

Does USAID/WA anticipate SRPS will use some portion of the $15 million GUC pool for in-kind grants to support relevant activities of regional inter-governmental bodies and/or government entities?

When necessary USAID may direct the contractor to utilize the grant pool for in-kind support

“SRPS must be able to implement programming under this contract in any West African country at the direction of

USAID to support the SRPS goal.” (19) Does this mean any of the 21 countries listed on USAID/West Africa’s website?

Correct. The apparent successful offeror should be able to mobilize and initiate activities in any of the 21 countries under USAID West Africa's mandate, however, it is anticipated that SRPS will not work in all

21 countries at one time and the priority geographic areas for the first two years of program implementation are the coastal West Africa and Sahel countries.

Can USAID please clarify whether, as stated on p. 24, “Activities will be initiated in all countries at the same time,” or whether, as stated on p. 26, ““[t]he Contractor should not spread SRPS program resources across all geography and topics, but instead take a prioritized, geographic approach, as directed by USAID, and identify critical locations for implementation of such activities”?

The two statements are not mutually exclusive. For example, USAID may direct the contractor to work in five countries during the first year of implementation.

However, work will be performed in select geographic areas such as the border communities where the risks of violent extremism expansion is greater. Likewise, efforts in a particular country may focus on supporting national stakeholders to develop relevant policies and efforts to address conflict, democratic backsliding, etc.. As such, the majority work will be performed in the capital of a given country where national ministries and other relevant institutions are located. Therefore, program interventions will have a prioritized geographic approach.

Related to this question, does USAID require Offerors to plan and budget activities, starting in Year One, across all ten Sahel and Coastal West African countries? Alternatively, can USAID please provide the phase-in of which countries they would like activities to commence in first? Or which countries USAID would like the project to execute activities in in which years?

During the first year USAID anticipates that work will be initiated in Togo, Benin, Guinea, Ghana, Cote d'Ivoire, Niger and Burkina Faso, as well as with the regional institutions listed in the solicitation. However, this is subject to change throughout program implementaiton, based on availability of funds and changes in the security and political context in the region.