Amendment 1 to RFQ 72067423Q00002 - Extension QandA.pdf

Amendment 1 and Request For Quotations (RFQ) Questions for Clarification

RFQ# 72067423Q00002 USAID/Southern Africa Organizational Development

Date: July 21, 2023

Extension of Closing Date: The due date and time for quotes is hereby extended from July 25, 2023 at

17:00 South Africa time to August 9, 2023 at 17:00 South Africa time.

The following responds to questions and answers received by the deadline.

Offerors are advised that an additional amendment to the RFQ is anticipated to be posted before the deadline.

1. Question: Confirming that all payments under this award will be made in USD, not local currency, since pricing is being provided in USD.

Answer: This procurement will be limited to local competition meaning local South African entities.

Price quotation must be provided in USD; however, whether payments will be in USD or local currency

ZAR will be determined during contract negotiations according to terms and conditions of the contract.

For local organizations, USAID Southern Africa practice is to be paid in local ZAR currency. VAT should be separately priced for each line item and milestone payment.

2. Question: Confirming that the separate contractor responsible for the venue for the retreats will also be responsible for any food and/or coffee breaks.

Answer: Yes, the costs of any refreshments including food or drinks will be covered by USAID/SA via a separate contract. (pg. 25 of 32)

3. Question: Can USAID/SA provide guidance on the length of time expected for the mid-year office check-ins, and whether these will be held in-person at a USAID office/venue or the contractor should budget for an offsite venue or virtual platform for hosting these check-ins?

Answer: The length of time expected for the mid-year office check-ins is to be determined based on the

Contracting Officer’s Representative decision on Mission requirements. Pricing should be based on one day of preparation and two days of engagement for the contractor’s team. With regards to engagement, the contractor is expected to provide mid-year office check-ins with various offices in-person at USAID’s offices or a local site in Pretoria. (pg. 8 of 32)

4. Question: Is 30 days the total number of calendar days expected for these ad-hoc support services to occur, or the total amount of LOE the contractor should budget for across all staff supporting? For example, a one-day retreat would take multiple staff members more than 8 hours to prepare and deliver.

Answer: The LOE for ad-hoc support is expected to be up to 30 days in total annually for a full team. (pg.

26 of 32)

5. Question: Does USAID/SA want the technical and price quotations in separate emails as well, or just two separate files within the same email?

Answer: The technical quotation and price quotation MUST be e-mailed in separate files within same email body to proposals@usaid.gov copying nkleihans@usaid.gov and ahorugavye@usaid.gov (pg. 29 of 35)

6. Question: Does the cover page count towards the page limit for the technical quotation? If so, does it count towards the 5 page maximum for the Institutional Capacity?

Answer: No the cover page does not count towards the page limit.

7. Question: Will further guidance be provided to selected finalists for the oral presentation at a later date (eg in-person or virtual, length of presentation, any specifications on maximum number of slides?)

Answer: See page 32; Two representatives from each of the top-rated offerors will be invited to do a

45-minute presentation with USAID/Southern Africa representatives. The presentation will occur at USAID offices in Pretoria. Offerors will not be compensated for any travel costs. Additionally, see pages 30-31 outlining the format of the oral presentation.

8. Question: Given that the ad hoc OD support is not yet defined, can offerors provide a price for the preparation of the ad hoc monthly reports, and then a price for LOE of staff who might be called upon to support that, which they could bill as requests arise/are agreed upon with USAID/SA?

Answer: Offerors must complete the tables with proposed prices for the base and each option year deliverable (see tables in Section entitled Reports and Deliverables). Prices for deliverables must include

ALL costs necessary for completion of the deliverable, based on pricing for 30 days of LOE by the contractor’s team of staff supporting this work. (pg. 31 of 32)

9. Question: This being a two phased evaluation. How many days’ notice will those being consider for second phase (oral presentation) have?

Answer: While a specific amount of notice is not being specified at this time, Offerors will be given a reasonable amount of notice to prepare a presentation and make arrangements to attend.

10. Question: On Deliverables- There are pre retreat and post retreat elements. The retreat itself is not clearly captured as a deliverable?

mailto:proposals@usaid.gov mailto:nkleihans@usaid.gov mailto:ahorugavye@usaid.gov

Answer: The retreat itself will be captures in deliverable # 3-Retreat Report for Mission Leadership. This report will provide a full description record of retreat proceedings, evaluation results and clear and specific recommended action items for Mission leadership, teams and staff resulting from retreat sessions. This should include an Annex with a Summary Retreat Report for distribution to all staff.

11. Question: How is the below fitting in the deliverable schedule?

(b) Annual Organizational Development Retreat (Page 25 SOW).

The contractor will support a three-day organizational development retreat, which will combine plenary activities for all staff, and breakout sessions for different thematic groupings of staff to be informed through the data collection process and the advice of theMission. To maximize cost effectiveness, the retreat will also include concurrent team-level sessions tailored to the needs of each office and/or other team groupings. Activities will be further informed by pre-consultations with the “Mission Retreat

Committee '' (MRC) and diagnostics (see above).

Answer: The Three-Day Organization Development Retreat will be held annually and following successful completion will be captured as deliverable # 3-Retreat Report for Mission Leadership.

12. Question: We understand that there are organisational (i.e., USAID) values. Are there specific Mission values that we would work with to help facilitate culture conversations and orient new staff into the

Mission’s values behavioural, and performance expectations?

Answer: Yes, this would be reviewed by the contractor under ‘Data Collection and Analysis for

Organizational Diagnostics” as described in the Scope of Work on page 24. See also, Development of a

“USAID/SA Leadership Value/Charter” on page 25.

13. Question: We understand that the requirement for this RFQ is specific to the three-day retreat earmarked for November 2023-January 2024. We believe that retreats are a great springboard for organisational development work, and that additional aspects of organisational development are essential to embed insights/learnings from the retreat and to continue the growth journey for the

Mission. Is there an option to propose these value-added aspects to the proposal in order for the USAID to get the gains it wants to see through its initial investment (in the retreat)?

Answer: Applicants are encouraged to submit their best proposals that will add value to the contract within the specified scope of work and deliverables.

14. Question: Where can we find information on the Mbombela Staff Empowerment Programme?

Answer: This is an internal USAID programme not open to the public. Relevant information would be reviewed during pre-event data collection and analysis.

15. Question: Are you able to provide us with guidelines on the USAID’s budget for the base year?

Answer: This is a Firm Fixed Price Contract with base year and option year pricing to be determined and completed prior to the award of contract. (pg. 2 of 32)

16. Question: I would like to inquire about a specific point under Section F, Technical Quotation, regarding the first phase written quotation. My question pertains to the clarification of the Institutional

Capacity requirement. Specifically, we seek further understanding on the required content, particularly if it pertains to the aspects of diversity, equality, inclusion, and accessibility. Are these aspects intended for internal or external purposes?

Answer: Per instruction to offerors, under Section, F, Technical Quotation, the proposal should reflect the institutional capacity approaches to meet Statement of Work, that includes Diversity, Equality, Inclusion and Accessibility (DEIA) approaches. Examples of DEIA could be approaches that have been accomplished both internally and/or externally when tied to the contractor’s Institutional Capacity. (pg.

30 of 32)

APPROVED BY:

Nathan Piper Contracting Officer