RFP 72066821R00013 MELS Phase Two Q and A.pdf

USAID/South Sudan Monitoring, Evaluation and Learning

Support (MELS) Activity

Solicitation # 72066821R00013

Phase Two Questions and Answers

# Question Answers

1 Page 15, C.5.3 Component 4: Short-Term Technical Assistance (STTA). Could USAID please describe how the STTA provided under Component 4 would differ from the support provided by LTTA and STTA under Component 1-3?

STTA are specific tasks requested by the Mission that are not stipulated in the LTTA (described under component 1 – 3). These tasks may include;

organizing offsite meetings for the Mission’s, coordination,Mission retreats, team building exercise, leadership development exercises, hire consultants to fulfil specific tasks related to MEL as directed by the Mission among others.

2 Page 14, C.5.3 Component 3: Organizational Learning and Knowledge Management. Communications - For budgeting purposes, can USAID provide the how often and how many communication products are anticipated for the life of the project?

Communication products could include; success stories that are produced on a monthly basis, supporting the communications quarterly IP meetings, annual attention-grabbing infographics that translate data into information. Other communication products will be produced based on ad hoc requests by the Mission such as printing of photos, booklets, activity profiles, etc.

3 Page 14, C.5.3 Component 3: Organizational Learning and Knowledge Management. Knowledge Management and Organizational Learning (KMOL) - As the mission is still in the process of developing the KMOL tool, what type of support is anticipated from the offeror to strengthen the KMOL tool?

Support for knowledge transfer (explicit and tacit knowledge) through various, creative approaches including data collection, content repository, sharing, and peer to peer collaborative functionality.This includes improving access (internally and externally by key stakeholders) to information for decision-making and user friendly (interactive dashboards or search engine to easily find information).

4 Does USAID envision GIS tasks beyond in the inputting of partner activity data into maps?

The MELS GIS tasks stretches from mapping and supporting the Mission in utilizing GIS information for planning, executing development interventions (target setting, field visits and project/activity designs) and decision making

5 Can USAID please provide additional guidance on expectations for security - we understand that bidders will be responsible for security for implementation of the contract POP but does USAID anticipate security costs to also include accompanied field visits with USAID staff?

Security costs specific for USAID personnel would not be covered under the contract and would be provided separately in the instance of site visits. The contractor would be responsible for all security costs. Please review the security plan requirements.

6 Is there a proposed budget ceiling for this activity? No.

7 The RFP states on page 10, “At a minimum, the Contractor must support the Community Roadmap Model through […] d) provide necessary MEL training to the target area stakeholders to enhance effective data collection.” Can USAID provide a definition or example of a target area stakeholder?

Target area stakeholders include beneficiaries, implementing partners and local government counterparts in the 13 focus counties, as stipulated in Strategic Framework.

8 The RFP states on page 45, “unless the consultant is an employee of the Contractor, they are considered Subcontractors subject to the applicable clauses and requirements.” Are you defining employee as an individual under a written agreement directly with the Contractor to be compensated for specific duties, responsibilities, and services provided?

No. In that example, it could very well be a subcontractor. This is specific to the contractor’s organization. For example, if the contractor runs an individual through their payroll system and pays that individuals taxes, then they would be an employee.

9 Should offerors budget for all new vehicles and other non-expendable equipment? Does USAID plan to transfer vehicles or other non-expendable equipment from the predecessor activity to MELS activity?

Budget for all new equipment.

10 It is our policy to consider Third Country Nationals (TCNs) in the same way as U.S. citizens with respect to contract allowances. Will USAID provide a TCN waiver for those employees who fall under this categorization?

This is a case-by-case determination. There is a blanket waiver to pay staff in USD, but that is it. The contractor would have to make a very compelling case to be granted a TCN compensation waiver.

11 Can USAID please clarify the timing of implementation of the “Development information Solution” (DIS) as mentioned on page 10 of the RFP, and elaborate on what the expectations to support this may be from the Contractor?

The contractor is expected to provide support in the roll-out and utilization of the DIS by USAID IPs for reporting purposes. Specifically, the support includes coordinating and supporting DIS training for IPs, verifying and ensuring the quality of data before uploading data and analytical support.

12 As noted on page 12 of the RFP, “The Contractor must design and implement representative household survey(s) in the target areas, including conducting the analysis of subsequent datasets. In addition, when the operating context does not allow for primary data collection, the Contractor must propose alternative solutions.” Can USAID provide an estimate of the sample size needed for the single

The estimated sample size per County is 629 Households. Therefore for all the 13 Counties, for a single survey the sample size is estimated at 8,117 households.

household survey expected?

13 On page 92 the RFP states that “Offerors must not submit past performance information for contracts in CPARS.” If an Offeror would like to submit past performance references already in CPARs, could USAID kindly clarify how those references should be identified or listed within the proposal, given that the information is not required in Attachment 3?

No. If the past performance is in CPARS, USAID will have access to it and it must not be submitted separately.

14 How many of the required evaluations that the contractor will conduct over the course of the contract will be impact evaluations?

An estimated total of 13 evaluations will be conducted in the lifetime of the contract. Of which, 4 are impact evaluations and 9 are performance evaluations.

15 On page 92 the RFP says that bidders should ‘list past performance information for itself with a cost between $20,000,000 and $80,000,000, with a period of performance falling within the last three years and involving similar work as in Section C’. Can USAID clarify whether the period of performance falling within the last 3 years means started during the past three years, or ended during the last 3 years?”

Both. If any of the period of performance falls within that period, and meets the other criteria, then you can include it if it is not in CPARS.

16 Section L.8, page 89 defines major subcontractors “as those Subcontractors individually reflecting 15% of the total prime budget.” However, Section L.8, page 92 under Part 5 – Past Performance defines major subcontractors as “those subcontractors valued at 25% or more of the contract value or performing 25% or more of the total LOE.” Can USAID please clarify what defines a major subcontractor?

The definition is different as it relates to the specific sections.

17 Would USAID accept a listing of Past Performance projects meeting the RFTOP requirements if they have CPARS, or are listings not even allowed?

No. Please follow the instructions.

18 Is the contractor required to provide an illustrative fixed fee payment schedule under Part 3 of the Business Proposal? If so, the fix fee is described, Section B.8, page 6, as tied to LOE completed in a billing period. Would these be attached to deliverables or be fixed points throughout the year?

No, please see Section B.8.

19 Do major-subcontractors need to complete the Section K, or only the prime organization?” (page 93)

Prime only.

20 Does USAID expect the Offeror to use the same local partners that are currently doing the site visits?

It is encouraged, but not required.

21 Section C.5.4, page 15 states “As needed, the Contractor must support USAID/South Sudan activities such as strategy implementation reviews, team-building exercises, office retreats, leadership development, and change management.” Can USAID provide an estimate as to how many team-building exercises or office retreats would take place per year?

On average, one meeting every three months, a total of four per year.

22 On pages 98 and 99, Section M.4.d), USAID states that past performance information will be evaluated across six categories. For past performance submission that are not in CPARS, USAID has provided Attachment 3 for offerors to provide information on those projects. We would note that the Attachment 3 spreadsheet does not seem to provide a specific space for offerors to provide sufficient detail on each of the six evaluation criteria listed in Section M.4.d).

Would USAID either allow offerors to add additional columns into the Attachment 3 template to provide these details or provide a revised template that allows for this?

No. With the information provided in Attachment 3, USAID will contact the relevant individuals to gather the required information.