Amendment 0001 to RFP 72068524R00006- PLSO activity.pdf

Issue Date: September 11, 2024 Closing Date: October 10, 2024 Closing Time: 5:00 PM GMT Subject: Amendment 0001 to Request for Proposal (RFP) No. 72068524R00006 Activity Title: USAID Partner Liaison Security Operations (PLSO) activity in Burkina Faso

From: Edel Perez-Campos, Regional Contracting Officer

Dear Potential Offerors, The purpose of amendment 0001 to the subject request for proposal is to:

1. provide responses to questions and/or requests for clarifications; and

2. extend the submission closing date to October 10, 2024.

Q1. Are potential awardees required to register in Burkina Faso?

USAID's response: Yes, the awardee must register to legally operate in Burkina Faso and must abide by local laws and regulations.

Q2. We are performing independent research on the Combined Synopsis/Solicitation (720685). We would like to know if this is a brand new contract OR if there is (was) an incumbent performing these services. If not brand new, could you please provide the current / previous contract number? Appreciate any insight you can provide.

USAID's response: This is a brand new requirement, hence there was no incumbent and it will be a new contract.

Q3. Is there an incumbent or is this considered a new requirement? If there is an incumbent, would you be able to share the vendor’s name and the contract number so that I may identify it in FPDS? Any assistance you may provide will be greatly appreciated! Have a lovely day!

USAID's response: This is a brand new requirement, hence there was no incumbent and it will be a new contract.

Q4. Due to the complexities of operating in Burkina Faso and the potential need for sharing of cross border resources, combining US GAAP/OHADA/IFRS, it would be fundamentally more practical to submit a Fixed Price Bid. Please confirm that USAID will accept a Firm Fixed Price offer for this program under the RFP?

USAID's response: USAID contemplates a cost reimbursement (cost plus fixed fee) contract type only at this time.

Q5. Can you provide a location or regional identifier for IP offices to ascertain the logistics of movement to these locations?

USAID's response: It is expected that the contractor will be located in the capital city Ouagadougou, Burkina Faso. USAID works with over 45 implementing partners who manage and implement activities throughout the entire country. The attached map at the end of the Q&A shows the number of partners with on-going activities in each of Burkina Faso’s provinces. Please note the numbers are not cumulative (we do NOT have 100+ partners), rather the provincial numbers reflect how many partners have ongoing activities in each region.

Q6. Also, when the IPs are hosting or attending events, do those venues also need to be surveyed and evaluated. If so, approximately how many times annually might this situation occur?

USAID's response: IPs follow the security protocols of their own organizations; there is no additional USAID requirement to survey or evaluate a particular venue that will be used for an IP event.

Q7. Are these IPs expats or all LN IPs?

USAID's response: The implementing partner organizations are both international and national organizations which have local national staff and may have international expatriate staff as well.

Q8. Do you have a preferred schedule of IP office visits for evaluation.

USAID's response: USAID does not have a preferred schedule of IPs office visits.

Q9. What communication methods are the IPs currently using to coordinate and disseminate information with USAID and each other?

USAID's response: IPs generally use standard commonly used communication methods to communicate with USAID and with each other which includes email, phone, text messaging, etc.

Q10. Has there been an incumbent provider, if so, has there been an established method of operations that USAID and its partners prefer?

USAID's response: See USAID’s response to Q2 above.

Q11. Is it acceptable to host an annual security conference in Ouagadougou?

USAID's response: Yes, that could be an option.

Q12. Is there a standing Emergency Actions or Security Plan for USAID IPs in-country?

USAID's response: IPs are responsible for their own security operations and planning.

Q13. Is a NICRA agreement required for this contract?

USAID's response: A NICRA is not required if the offeror does not have one. For additional information, please see section (k) on page 119 of the RFP.

Q14. Will you allow for deployment and operations stand-up time/expense?

USAID's response: Yes, generally speaking all costs associated with the activity including mobilization, implementation, and close-out are included in the proposed budget with the exception of any proposal development costs.

Q15. Would the USAID grant a 10% U.S. company preference?

USAID's response: No, this is a full and open competition subject to FAR 15 policies and procedures.

Q16. C.3. Background The RFP lists 54 Implementing Partners in Burkina Faso. Can USAID explain where those IPs are primarily distributed throughout the country (are they near the major cities Ouagadougou, Bobo-Dioulasso, Koudougou, Ouahigouya)? This is important to determine travel requirements.

USAID's response: USAID currently has over 45 implementing partners (IP), the majority of which have their central offices in Ouagadougou. The IPs may have additional office space in other cities or regions and could have subrecipients and subcontractors as well. USAID is not able to provide a list of locations of every main and/or regional sub-office.

Q17. C.5.2 Duties and Responsibilities (“This will entail proactive engagement including meetings, site visits, training, and monitoring social media, among other methods.”)

a. Is USAID interested in the bidder offering a comprehensive range of online safety training to enhance in-person training”?

USAID's response: On-line safety training may be a modality that is contemplated but country context with respect to telecommunication availability and stability must be considered.

b. Direct IP Assistance – Will any of these meetings be conducted through a Zoom-type setting or will they all be in person?

USAID's response: Please see above.

c. Technical Support – Is there currently a system being used for SMS text message notifications or will a new one need to be established?

USAID's response: There is no current SMS text message system established.

d. Written Material – How will this material be distributed and to whom?

USAID's response: Any materials or information produced by the contractor for the benefit of the IPs that require distribution will be distributed to the IPs by the contractor directly.

Q18. C.5.2.1 Security Information (d) Method of Collecting Security Information “The Contractor will utilize…security databases, systems, and other relevant sources.”

Is USAID interested in a software program that analyzes over 100,000 social media and news sources (in over 100 languages) to identify incidents in real-time and pinpoint those incidents through GIS mapping to not only identify what is happening and exactly where the incident has/is occurring? This will allow USAID/IPs to get information faster and more accurately.

USAID's response: It is the responsibility of the offeror to propose viable solutions. This modality may be contemplated but country context with respect to telecommunication availability and stability must be considered.

Q19. Travel: Travel to IP activity sites is required under the contract. Currently, there are approximately 30 partners implementing activities on behalf of USAID/Burkina Faso. Travel will be required for training, briefings, site visits, and response to security incidents. USAID is unable to identify how many security incidents will happen per year for budgeting purposes. The Contractor must propose a firm-fixed price which includes all estimated travel costs.

a. Does USAID have a recommendation of number of vehicles should be included in the bid?

USAID's response: No, it is the responsibility of the offeror to propose viable solutions.

b. Do USAID and Embassy personnel travel in soft skinned vehicles or armored vehicles in Ouagadougou, Bobo-Dioulasso?

USAID's response: Both methods of transportation are available, location of travel together with other factors will determine the mode of travel.

c. Will USAID accept offers including Armored Vehicle in our bid?

USAID's response: It is the responsibility of the offeror to propose viable solutions.

Q20. C.5.2.2 Monitoring, Evaluation and Learning – Will USAID be interested in contractors offering online training for certain courses?

USAID's response: It is the responsibility of the offeror to propose viable solutions. This modality may be contemplated but country context with respect to telecommunication availability and stability must be considered.

Q21. C.6 Institutional Capacity – It states that “the Contractor must also have ready access to databases, systems…” Are there databases already in place or will the Contractor be building these systems from scratch?

USAID's response: This is a new requirement hence there is no incumbent, and there are no existing systems in place. Depending on the solution, the contractor will be responsible for building any database system or tools needed to implement the activity.

Q22. F.5 KEY PERSONNEL Can USAID drop the requirement for a Master’s Degree as a minimum requirement for the Operations Manager position or allow additional years of experience in-Lieu-of a postgraduate degree?

USAID's response: No, USAID maintains the minimum requirement of a Master’s Degree for the Operations Manager position.

Q23. Section L.5 DELIVERY INSTRUCTIONS L.5 states that electronic submission must be:

● In both Adobe Acrobat PDF and MS Word for the technical proposal, budget narrative, and all other required documents that form part of the proposal.

● Pages containing signatures should be submitted in Adobe acrobat PDF format.

Question: Please confirm that this means that ALL proposal documents must be submitted in both Word and PDF.

USAID's response: All proposal documents (technical and budget narratives) should be submitted in PDF format. Only the budget spreadsheets should be in both PDF and in MS Excel format (unlocked).

Q24. L.6 REPORTING AND DELIVERABLES OR OUTPUTS 12-point Times New Roman is the normal font requirement for proposals. Is the 12-point Calibri font the only authorized font? May bidders use smaller font in tables and graphics?

USAID's response: Yes, 12-point Calibri is the only font authorized for all narrative documents including the technical as well as cost application. A smaller font may be used in tables and graphics ONLY, but they MUST be legible without magnification, otherwise the proposal risks not being fully evaluated. Refer to section L.6.(a).

Q25. L.6 INSTRUCTIONS FOR THE PREPARATION OF THE TECHNICAL PROPOSAL

a. The Technical Proposal is limited to only 25 pages. Please exempt the required Key

Personnel resumes from this page limit.

USAID's response: Please note that the technical proposal is limited to 15 pages. Required Key Personnel CVs are to be submitted as part of the Annexes and the Annexes will NOT count against the 15-page limit.

b. Is an acronym list required?

USAID's response: Please refer to section L.6.3 Acronyms List.

Q26. L.6.1. Cover Letter. Do major subcontractors need to have a UEI number?

USAID's response: Yes.

Q27. L.9.6 Part 6 - Evidence of Responsibility

a. What documents qualify as “evidence of responsibility” for each of the seven items listed here?

USAID's response: Section L.9.6(a) to (g) lists numerous requirements which will help the USG determine responsibility of the apparently successful offeror. The offeror must determine which documents demonstrate and most effectively communicate to the Government that it has the means and ability to complete the contract in question.

Q28. Attachment J.3 states that the Offeror should “resumes, 2-pages each, for the proposed Program Manager and Teaming Coordinator.” However, we do not see these positions listed in the RFP; , F.5 states that the Key Personnel requirement is for an “Operations Manager (Chief of Party).” Please confirm who are the Key Personnel for this effort; which resumes need to be included in the proposal; and if there is a page limit for the resume.

USAID's response: The only key personnel position is the Operations Manager (Chief of Party) listed in F.5. Attachment J. 3 has been updated to remove Team Coordinator.

Q29. L.9.2 Part 2 states that a separate budget is required to be submitted for major subcontractors. Should this be submitted as part of the “Budget Template” Excel file? If so, is there a specific format or template that bidders should use for this detailed budget?

USAID's response: Yes, please submit as separate tabs in the Budget Template Excel file.

Q30. L.9 INSTRUCTIONS FOR THE PREPARATION OF THE BUSINESS/COST PROPOSAL As part of the required contents of the Business/Cost Proposal, on the top of page 115, it states that “(10)Other Relevant Information” should be provided. However, no detail is provided as to what this should include. Can USAID please provide additional information?

USAID's response: Disregard “(10) Other Relevant Information,” no other information is being requested at this time.

Q31. Attachment J.3 .The attachment states that certain files should be submitted on a CD, however, Section L.11 of the RFP states electronic delivery only. Please confirm that proposal documents should be submitted electronically.

USAID's response: There is no Section L.11 in this RFP. Disregard any references to submissions via CDs; proposals must be submitted electronically only to the emails provided. Attachment J.3 has been updated.

Q32. Question: The attachment states that “PAST PERFORMANCE QUESTIONNAIRE(S)” are required, but we could not find these referenced in the RFP as a requirement. Are these required? If so, please provide the format and process for submitting them.

USAID's response:“Past Performance questionnaire“ is provided as supporting documents.

Q33. Question: The attachment states that “CERTIFICATION OF EVMS STANDARDS” is required, but we could not find this listed in the RFP as a requirement. Is this required? If so, where should it be included in the proposal?

USAID's response: “CERTIFICATION OF EVMS STANDARDS” has been removed from Attachment J.3.template.

Q34. Question: The attachment states that a “SIGNED LETTER OF MENTOR-PROTÉGÉ AGREEMENT APPROVAL FROM THE DHS OSDBU” is required, but we could not find this listed in the RFP as a requirement. Is this required? If so, where should it be included in the proposal?

USAID's response: “SIGNED LETTER OF MENTOR-PROTÉGÉ AGREEMENT APPROVAL FROM THE DHS OSDBU” has been removed from Attachment J.3

Q35. Question: The attachment states that “FY-2010 SF 294” and “FY-2010 SF 295” are required, but we could not find them listed in the RFP. Are these required? If so, where should they be included in the proposal?

USAID's response: “FY-2010 SF 294” and “FY-2010 SF 295” have been removed from lease Attachment J.3

Q36. Question: The attachment states that a “SMALL DISADVANTAGED BUSINESS (SDB) PARTICIPATION PROGRAM TARGETS” is required, but we could not find this listed in the RFP as a requirement. Is this required? If so, where should it be included in the proposal?

USAID's response: “SMALL DISADVANTAGED BUSINESS (SDB) PARTICIPATION PROGRAM TARGETS” is removed from Attachment J.3 .

Burkina Faso MAP for Q.5.