Amendment_0001 to 72066323R00016_HEA-U.pdf

Amendment 01 / 72066323R00006 Household Economy Approach Utilization (HEA-U) Page 1 of 12

Specific Changes to RFP

The Solicitation is hereby amended as set forth below:

I. SECTION F

1. Section F.6 REPORTS AND DELIVERABLES, Demobilization Plan in the Table (page 23): Delete the timeline “90 days” and replace it with “180 days” before end of contract performance date.

II. SECTION L

2. Section L.11, “Instructions for the Preparation of the Cost/Business Proposal,” parts A to H (page 123-126): Delete parts A to H in its entirety and replace with the following:

“(A) Personnel Salary and Wages - Direct salaries and wages will be proposed in accordance the offeror’s proposed personnel policies and the following:

- For All Long-Term Professional Positions: a) The Offeror's certified Salary Range, which must include the responsibilities associated with the position, along with the minimum requirements sought for that position; and b) The selected candidate’s history as certified in the Biographical Data Sheets, or the electronic forms may be obtained at http://www.usaid.gov/forms), which will determine where the candidate’s salary will fall within the appropriate salary range. As indicated in the budget template, the offeror must separate expatriate and cooperating country national labor categories for all staff (Program and Administrative staff).

- For All Other Long-Term Positions: The salaries and wages proposed must be in line with the market value of such positions and commensurate with the responsibilities of the position.

- For Short-Term Technical Assistance (Consultants): The Offeror must submit a Pay Scale for these positions, which will include the level of expertise (e.g., Junior, Mid-Level, Senior), along with the responsibilities and the qualifications sought for each level.

To analyze the proposal, the Offerors must provide the proposed Level of Effort (LoE) for Long Term Technical Advisors (LTTA), Short Term Technical Advisors (STTA), and Cooperating Country Nationals (CCN) for the performance of this contract.

FAR 31.205-6, AIDAR 731.205-46 and AIDAR 752.7007 provides for compensation for personnel services. Direct salary and wages should be proposed in accordance with the Offeror’s personnel policies and meet the regulatory requirements. For example, costs of long- term and short-term personnel should be broken down by person years, months, days or hours. Bio Data Sheets are required for any individual specifically identified in the cost or technical proposal.

(B) Fringe Benefits and Allowances:

Fringe Benefits - If the Offeror has a fringe benefit rate that has been approved by an agency of the Government, such rate will be used, and evidence of its approval will be provided. If a fringe

Household Economy Approach Utilization (HEA-U) Page 2 of 12 benefit rate has not been so approved, the application will propose a rate and explain how the rate was determined. If the latter is used, the narrative will include a detailed breakdown of all items of fringe benefits (e.g., unemployment insurance, workers compensation, health and life insurance, retirement, FICA, etc.) and the costs of each, expressed in dollars and as a percentage of salaries.

Fringe benefits in accordance with local law are to be included.

Allowances - Allowances will be broken down by specific type and by person and budgeted only as applicable. Allowances will be in accordance with the Offeror’s policies and the applicable regulations and policies. The Independent Government Cost Estimate for these services includes allowance limits established by the U.S. Department of State. The allowance caps include Post Differential and COLA.

(C) Travel, Transportation, and Per Diem - The proposal must indicate the number of trips, domestic and international, and the estimated costs per trip. Specify the origin and destination for each proposed trip, duration of travel, and number of individuals traveling. Per Diem must be based on the Offeror's normal travel policies but it may not exceed the Federal Standardized Travel Regulations guidelines. Offeror’s must review all regulations related to Business Class Travel for Contractor’s Employees and base cost/business proposals on current regulations.

(D) Equipment and Supplies:

D.1 Equipment with unit cost greater than $5,000 (amount is not related to FAR/AIDAR or Assistance).

Procurement - A list of proposed non-expendable property purchases. Specify all equipment to be purchased, including the type of equipment, the manufacturer, the unit cost, the number of units to be purchased and the expected geographic source. Goods and services provided by the Offerors under this USAID-financed award are expected to be subject to the 935 Geographic Code. The Offeror will include a detailed procurement plan for equipment to be purchased under this contract containing explicit information on how procurements will be accomplished.

D.2 Supplies (equipment with a unit cost less than $5,000, including but not limited to workstations & chairs, file cabinets, computers, cellular phones, printers, etc.). This cost category does not include office supplies, which should be included under Miscellaneous Direct Costs.

(E) Contractual E1. Direct Program activities (including fixed-price, but not cost type, subcontracts). Non-fixed type subcontracts should be broken down into the categories specified in Section L.16 (b) (2));

E2. MEL costs;

E3. Training: AIDAR 752.7019 and ADS 253 provides for participant training and training in development. For example, costs should be broken down by types and participants.

E4. Consultants (including but not limited to expatriate consultants, local consultants, studies, analyses, etc.) FAR 31.205-33 provides for services rendered by persons who are members of a particular profession or possess a special skill and who are not officers or employees of the Contractor. For example, costs of consultants should be broken down by person years, months, days or hours.

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E5. Subcontracts: Information sufficient to determine the reasonableness of the cost/price of each specific subcontract and consultant expected to be hired must be included. Also make sure to include the rationale for the type of subcontract chosen. USAID highly encourages firm fixed price contracts wherever possible, or other types as appropriate in order to ensure maximum incentive for control of costs and performance based on deliverables. Time and Material contracts will not be allowed.

E6. Construction: No construction is planned

(F) Miscellaneous Direct Costs FAR 31.202 and FAR 31.205 provides for the allowability of direct costs and many cost elements. For example, costs should be broken down by types and units.

a. Equipment operation costs (e.g. including, but not limited to, vehicle rental/lease, vehicle and equipment maintenance/fuel/repair, motorcycle fuel/maintenance, generator fuel/maintenance, software licenses)

b. Insurance/Travel (e.g. DBA, Medevac, visas, permits, immunizations, exams, vehicle insurance, equipment insurance, other insurance)

c. Office operation costs (e.g. rent/utilities/repairs/maintenance, security services, office supplies, make ready costs)

d. Communication costs (e.g. general communications expense, mobile/cellular communication, internet, printing/photocopying, courier)

e. Other (e.g. professional fees – audit/legal/payroll, branding & marking, banking fees)

(G) Fixed Fee: The proposed fee must be justified based upon the following factors: technical, management, support for Federal socioeconomic programs, and cost control. The fixed fee must also be discussed and must be commensurate with the number and complexity of deliverables associated with each Task and complete Section B.7 Deliverables and Fixed Fee, Table 1 Fixed Fee Payment Schedule that the fixed fee is tied to completed and accepted deliverables.

FAR 15.404-4 provides for establishing the profit or fee portion of the Government pre-negotiation objective, and provides profit-analysis factors for analyzing profit or fee. For example, proposed fee with rationale supported by application of the profit-analysis factors.

(H) Indirect Cost Information

The prime and all subcontractors may propose lower overhead rates than their established Negotiated Indirect Cost Rate Agreement (NICRA) and sign the letter found in ADS 300, Mandatory Reference for Best Practices Guide for Indirect Costing. Indirect rates proposed cannot be higher than the rates established in their Negotiated Indirect Cost Rate Agreement (NICRA). Please read further instructions below if your organization does not have a NICRA.

(i) The Offeror and each subcontractor must include a complete copy of its most current NICRA or other documentation from its cognizant Government Audit Agency, if any, stating the most

Household Economy Approach Utilization (HEA-U) Page 4 of 12 recent provisional indirect cost rates. The proposal must also include the name and address of the Government Audit Agency, and the name and telephone number of the auditor.

(ii) If the Offeror or major subcontractor does not have a cognizant Government Audit Agency, the proposal must include:

• Audited balance sheets and profit and loss statements for the last two complete years, and the current year-to-date statements (or such lesser period of time if the Offeror is a newly formed organization). The profit and loss statements should include detail of the total cost of goods and services sold, including a listing of the various indirect administrative costs, and be supplemented by information on the prime contractor’s customary indirect cost allocation method, together with supporting computations of the basis for the indirect cost rate(s) proposed; and

• The most recent two fiscal year pool and base cost compositions along with derived rates, the bases of allocation of these rates and an independent certified audit by a certified accounting firm of these rates.

Overhead, G&A and Material Overhead: FAR 31.203 and FAR 42.700 provides for those remaining costs (indirect) that are to be allocated to intermediate or two or more final cost objectives. For example, the indirect costs and bases as provided for in an Offeror’s indirect cost rate agreement with the Government, or if approved rates have not been previously established with the Government, a breakdown of bases, pools, method of determining the rates and description of costs. Any indirect cost rate agreements for the offeror or a subcontractor should be included in the cost proposal.”

3. Section L.11, “Instructions for the Preparation of the Cost/Business Proposal,” Part 4 - Policies and Procedures: Delete the Section in its entirety and replace it with the following:

“(4) Part 4 - Policies and Procedures Upon receiving a specific request from the Contracting Office, Offeror may be required to submit a copy of Offeror’s personnel policies, especially regarding salary and wage scales, fringe benefit, merit increases, promotions, leave, differentials, travel and per diem regulations, etc., as they will relate to this activity. The CO may determine that a pre-award survey is necessary (see FAR 9.105).”

III. SECTION M

4. Section M.2.5 under Subfactor 5.1 Overall Past Performance (d), Degree of Relevance (page 138): Delete paragraph in its entirety and replace it with the following:

“ ● Degree of Relevance. The most relevant indicators of performance are contracts of similar size, scope and complexity in sectors similar to those that will be addressed in HEA- U’s Statement of Work.”

5. Section M.4, ESTIMATED COST AND AWARD FEE (page6): Delete paragraph (c) in its entirety and replace it with the following:

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“M.4 PRICE/COST PROPOSAL EVALUATION

The evaluation will be based upon the cost proposal and the supporting narrative provided by the Offeror. Proposed costs shall be evaluated for cost realism, completeness, reasonableness and the competitiveness of the fee proposed. An overall evaluated price of proposed costs and proposed fee will be determined and will be used as part of the tradeoff analysis in determining source selection. The evaluated cost will be based on probable cost (FAR 15.404-1(d)(2), to reflect any additions or reductions in cost elements to realistic levels based on the results of the cost realism analysis consistent with the technical proposal overall cost control/cost savings evidenced in the proposal (avoidance of excessive salaries, excessive home office visits, and other costs in excess of reasonable requirements). Amount of the proposed fee, if any; and the competitiveness of ceilings for fees, and who tie the payment of fixed fee to meaningful deliverables/results that incentivize performance, will be evaluated as offering an advantage that will be considered in the best value determination. Proposals that have significant cost realism issues may, at the discretion of the contracting officer, be eliminated from consideration for award.”

Except as specified herein, all terms and requirements of RFP 72066323R00006 remain unchanged.

[END RFP AMENDMENT No. 01]

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Attachment 1- Responses to Questions RFP# 72066323R00006 HEA-U

Q1. Many of the links referenced throughout the document give “Page Not Found” error messages or require Google Drive login details when clicked.

a. Question: We kindly request alternative access to these documents to help inform proposal development efforts.

Response: The following documents cited in the RFP are uploaded to www.sam.gov as Attachments in pdf format: 1) SDRMSI project file, 2) Two sample baseline reports (2.a AAA and 2.b ATW), 3) Two gender and livelihoods study reports (3.a for cropping and 3.b for pastoral/agropastoral livelihoods), and 4) Economic Resilience to Drought.

Q2. RFP page 14 notes that the Activity should “develop and apply a system for updating baselines in partnership with local communities.”

a. Question: To what extent does USAID anticipate local community engagement in the execution of the contract?

Response: The contractor is responsible for developing the system/tool for updating baselines and familiarize and involve local communities (from region, zone and woreda) while updating the baselines by applying the system.

Q3. RFP page 16, C.5 Learning, Monitoring, and Evaluation (LME), notes that the LME Plan is due 60 calendar days after the award date, however it is listed as an annex for submission with the Technical Proposal on page 116. RFP page 17, notes that “for the proposal submission, the offeror needs to only describe the overall approaches to Learning, Monitoring, and Evaluation.”

a. Question: Can USAID please confirm the submission requirements for the draft LME Plan and the level of detail/information should contain?"

Response: As indicated in section C.5, the LME Plan is due within sixty (60) calendar days from the award start date. For the proposal, the offeror should provide the general framework and not the detailed plan. As it is clearly indicated in the RFP and in the question above "the offeror needs to only describe the overall approaches to Learning, Monitoring, and Evaluation” in the proposal.

Q4. RFP page 23, Reports and Deliverables, notes Final Staffing Plan as a key deliverable but does not provide details in the following pages as with the preceding deliverables.

a. Question: Please confirm this omission was intentional or provide additional details.

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Response: 1) The following description/timetable is provided in the table, page 24 "A Draft of the Staffing Plan, including Statements of Qualifications and Letter of Commitment submitted with the proposal, must be finalized with a Final Plan and submitted within 45 days of the effective date of the contract to be approved by the COR.”; 2) See also F.9 Key personnel and short-term technical assistance, pp. 29-31.

Please see also the detail instructions of the staffing plan provided in Sections L.10.3(b) and M.2.3(b) for the evaluation.

Q5. Page 28, Reports and Deliverables, F.7.e Closeout/Demobilization plan, states that the closeout/demobilization plan must be submitted by the Contractor for approval 180 days prior to the end of the contract. Page 23, however, states the timeline at 90 days before the end of the contract.

a. Question: Please clarify which number is correct.

Response: The correct number for submission of close out plan is 180 days prior to the end of the contract, as stated in Section F.7.e. Please see Amendment No. 01 to the RFP for the timeline table has been corrected to 180 days.

Q6. RFP page 51, Additional Requirements for Personnel Compensation

a. Question: Can USAID please provide a copy of the referenced Mission Local Compensation Plan?

Response: The Mission Local Compensation Plan is a sensitive document that cannot be shared. For offeror’s budgetary purpose please see a summary for various categories of locally employed professionals, who are subject to the Local Compensation Plan (LCP).

The figures noted are stated as gross annual pay and based on a 40-hour work weeks/80 hour pay periods, 2080 hours per year. The LCP is subject to the annual adjustments and the contractor is requested to seek/consult with the CO for updates if any.

Category of Employees Salary Range Driver/Attendants/runners $ 2,770 - $ 9,600 Reproduction Clerk/Junior Clerk $ 7,171 - $12,911 Junior Assistant $ 8,847 - $22,964 Senior Assistant $14,759 - $26,555 Accountant/Officer Manager $19,728 - $43,420 Professional/Senior Professional $29,075 - $52,355

Q7. RFP page 90, Section J. List of Documents, Exhibits, and Other Attachments, provides Attachment J.1 – Budget Format Template. However, the budget template description included in Section L. 11 (c) does not align with the provided template.

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a. Question: Could USAID please provide clarity on how the consolidated budget tab referenced in Section L. 11 (c) differs from the detailed budget tab?

Response: Offerors can adjust the format as long as the required information is provided.

b. Question: Could USAID also please confirm that the detailed budget tab requires information for the three base years and the one option year to appear together in a single tab?

Response: Yes, offerors need to mark accordingly as long as the required information is provided i.e., Year 1, 2 and 3 as the base years and Year 4 as option year.

Q8. RFP page 113, L.9 Proposal submission, notes that the entire cost proposal should be submitted in Adobe Acrobat with spreadsheets submitted in Microsoft Excel as well.

a. Question: Please advise if submission of the spreadsheets in Microsoft Excel alone would suffice given the volume and necessity of formulas.

Response: Per the RFP the Cost/Business Proposal must be compatible with Excel, Microsoft Word, and/or Adobe, as appropriate. The budget must be compatible with Excel with unlocked formulas used to calculate data. The narrative for the cost proposal and other supporting documents may be in either Microsoft Word or Adobe PDF.

Q9. RFP page 116, L.9 Proposal Format and Content, lists the page limitations for the technical proposal.

a. Question: Please confirm an acronym list to aid the reader is exempt from the technical proposal page count as well.

Response: Yes, Acronym list will not count against the page limitations.

Q10. RFP page 116, L.9 Proposal Format and Content, lists nine required annexes for inclusion in the technical proposal.

a. Question: Can USAID provide additional clarification on the contents of each and how it should differ from the technical proposal content?

Response: The contents of each of the annexes, unless specified, is per the Offeror’s determination. Offeror’s must address the as per the instructions and evaluation criteria Factors and clearly describe how the activities will logically implement the proposed approaches, as described in the Statement of Work.

Q11. RFP page 116, L.9 Proposal Format and Content, lists Key Personnel Resumes and Biographical Information/Biodatas as Annex 6.

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a. Question: Given the requirement to separate cost and technical proposal information in each submission, please confirm biodata forms should be included only in the cost proposal.

Response: Yes, the biodata forms should be included only in the cost proposal.

b. Question: Please confirm biodata forms are only required for key personnel.

Response: Yes, the biodata forms are only required for key personnel.

Q12. RFP page 119, Section L.10.5 Past Performance: “List in an annex to the technical proposal up to three of the most recent and relevant contracts for efforts similar to the work in the subject proposal.”

a. Question: Please confirm past performance information from both contracts and assistance awards is acceptable.

Response: Per Section L.9.2, Past Performance records is list of relevant awards in CPARS. However, if offerors do not have that many PPRs, relevant assistance awards may be included.

b. Question: Please confirm past performance information from both subcontract and prime contract experiences are acceptable.

Response: Please see instruction Section L.10.5 Past Performance information and Section M.2.3 for Past Performance evaluation.

Q13. RFP page 122, Section L.11, “Instructions for the Preparation of the Cost/Business Proposal,” indicates that budget submissions must utilize Excel 2010.

a. Question: Would USAID allow for submissions that utilize more recent versions of Excel?

Response: Yes, recent versions are acceptable.

Q14. RFP page 124, Section L.11 “Instructions for the Preparation of the Cost/Business Proposal,” part E, Other Direct Costs, includes both equipment and supplies in a single category. However, they are separate on the budget template.

a. Question: Please confirm that these should remain as separate categories in the budget template.

Response: Please see the RFP Amendment No. 01 has been revised to correct this part E.

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Q15. RFP page 126, Section L.11, “Instructions for the Preparation of the Cost/Business Proposal,” under section H, USAID indicates that indirect rate ceilings are required and will be used for the evaluation. Section B does not require this information.

a. Question: Could USAID please clarify whether indirect ceilings are required? If yes, please also indicate how the indirect rate ceilings will be evaluated.

Response: The current language is not a requirement as it says, “Offerors may propose a single ceiling rate….” and is an alternative option if an organization does not have a NICRA. Please see the RFP Amendment No. 01 has been revised.

Q16. RFP page 128, Section L.11 “Instructions for the Preparation of the Cost/Business Proposal,” part 4 requires various personnel policies and procedures, many of which are lengthy files.

a. Question: Would USAID consider eliminating the requirement for Policies and Procedures for implementers that are current prime holders of USAID contracts and/or cooperative agreements?

Response: See RFP Amendment No. 1 this Section has been revised.

Q17. RFP page 128, Section L.11 “Instructions for the Preparation of the Cost/Business Proposal,” part 3 outlines that offerors must submit “…a copy of the salary ranges proposed for each professional position and consultancy proposed”. Section L.11 part 2 A references the salary ranges per position, indicating that salary “…escalations will bear in mind the top range of the scale for the position”.

a. Question: It’s highly likely an offeror’s established salary ranges could undergo escalations over the course of this activity. Please confirm that offerors may accordingly submit their updated salary ranges to USAID over the course of the program so that the maximum per range can be actualized.

Response: Please see Amendment No. 1 to the RFP for the revision Section L.11 parts 3.

Q18. RFP page 131, Section L.13 indicates the subcontracting plan will be required from the apparent successful offeror and “should not be submitted with the offerors’ proposals”.

a. Question: Can USAID please confirm that offerors should not include a subcontracting plan with their proposal submissions?

Response: Yes, the RFP has clearly stated “upon request of the Contracting Officer to the apparent successful offeror will submit ...” and should not be submitted with the proposal.

Q19. RFP page 132, Section L.14 Waivers under FAR Part 4.2101, notes that “No Agency waiver will be authorized to extend beyond August 13, 2022.”

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a. Question: Can USAID provide an alternative future date for this section, if applicable?

Response: Please follow the instruction Section L.14 (b) (1).

Q20. RFP page 138, Section M.4 Price/Cost Proposal Evaluation, discusses reviewing the award fee in relation to the base fee in order to determine the winning offer.

a. Question: Can USAID clarify what is meant by base and award fee in the context of the CPFF contract type and the fee schedule provided in Section B.7?

Response: Section B.7 says Deliverables and Fixed Fee and Table 1 Fixed Fee Payment Schedule that the fixed fee is tied to completed and accepted deliverables. Please see amendment to correct Section M.4 for revision.

Q21. Can USAID please confirm the anticipated start date for this Activity?

Response: The estimated start date will be upon signature of the award or as determined by the Agreement Officer.

Q22. Can USAID please provide a definition of what constitutes a major subcontractor on this contract?

Response: major subcontractors whose total estimated costs exceed 25% of the total proposed offer or a subcontractor that will perform a significant portion of the work.

End of Attachment 1 RFP 720-66323R00006 Questions and Responses