Amendment No. 02 to RFP_WCIS_Questions_Answers_17Nov23_Signed JJB.pdf

AMENDMENT NO. 02

Request for Proposals (RFP) No.:

72068523R00004

Issuance Date:

October 6, 2023

Questions Due Date and Time:

October 27, 2023 at 6:00 PM GMT, Dakar Local

Time

Past Performance Due (Information November 3, 2023 at 6:00 PM GMT, Dakar Only): Local Time

Technical/Cost Proposals Submission December 8, 2023 at 6:00 PM GMT, Dakar Due Date (New):

Local Time

Subject: Amendment # 02 to Request for Proposals (RFP)

No. 72068523R00004

Activity Title: USAID/Senegal Scaling Up Investment in

Weather and Climate Information Services in Senegal (WCIS)

Dear Prospective Offeror:

The purpose of this Amendment # 02 is to:

1. Extend the deadline for submitting the Technical and Cost Proposals by 7 more days.

Therefore, the new Technical/Cost Proposals Submission Due Date is December 8, 2023, at 6:00 PM GMT, Dakar Local Time.

2. Provide USAID responses to questions submitted as of October 27, 2023.

Sincerely, Jean Jacques Badiane Contracting Officer

Regional Acquisition & Assistance Office (RAAO)

USAID/Senegal

REQUEST FOR PROPOSALS (RFP) NO 72068523R00004

Scaling Up Investment in Weather and Climate Information Services in Senegal (WCIS 2) Activity

Questions and Responses

A. Technical Questions

1. The SOO does not mention the use of digital tools and technology as enablers of WCIS products. Does USAID encourage offerors to incorporate capacity strengthening around the appropriate use of emerging technology and digital innovation into responses?

USAID Response: Yes, USAID encourages offerors to incorporate capacity strengthening.

2. On Page 149, L.15.1.A. Methodology & Understanding Program Goals and Operating

Environment, the RFP references Part 1 of the PWS—meant to cover proposed approach and methodology—and Part 2, meant to cover a Sustainability Plan and Exit Strategy.

Could USAID please clarify this reference to “Parts” and how they relate to all other content required in the PWS?

USAID Response: Please refer to the revised solicitation.

3. Under “Instructions for Drafting the PWS,” starting on page 147, the RFP references only three objectives, while Attachment J.1 lists 4. For example, the RFP states that the

“PWS must outline the proposed approach, methodologies, and interventions for addressing contextual challenges and achieving all three (3) objectives described in the SOO with proposed deliverables.” Would USAID please confirm that any reference to

“three” objectives should be “four?”

4. Section H.38 Grants Under Contract includes the following sentences: “For partner government entities, the ceiling is $300,000”and “The Contractor shall award such grants only to non-U.S., or U.S., non-governmental organizations or partner government entities.”

i. Can USAID please confirm that funded grants to government entities are not contemplated under this Contract?

ii. If funded grants to government entities are expected, can USAID please confirm that all internal USAID clearances

(such as the D&F) have been completed?

5. Attachment J.3_Annex 2_Useful Links contains a few links that are not accessible--

USAID Learning Agenda on Climate Information Services in Sub-Saharan Africa; Senegal Weather & Climate Information Services Business Case: Slide Deck; USAID Senegal Gender Analysis; USAID Youth and Climate Briefer; and the WCIS 2 Request for

Categorical Exclusion (RCE). Could USAID please make these available to Offerors as attachments?

USAID Response: Yes. The attachments will be provided with Amendment n. 02 of the RFP.

6. Section H.38 (page 76) states that, “Grants under Contracts to non-governmental organizations are authorized under this contract.” However, Section H.38 (f) (page 77) states, “The Contractor shall award such grants only to non-U.S., or U.S., non-governmental organizations or partner government entities.” Would USAID please confirm that grants to government entities will be allowed under this contract, in accordance with ADS 302.3.4.13?

USAID Response: Please refer to USAID response to question no. 4.

7. Section H.38 (f) (page 77) indicates that, “for partner government entities, the ceiling is $300,000.” Would USAID confirm that this $300,000 ceiling applies only to grants under contract that provide funds to a particular partner government entity and not to in-kind grants to government entities, as discussed in ADS 302.3.4.13(e)(7)?

USAID Response: Please refer to USAID response to question no. 6.

8. Would USAID provide updated links with full access for the following documents included in Attachment J.3 (page 1), which appear to have broken links or restricted access:

● USAID Learning Agenda on Climate Information Services in Sub- Saharan Africa (also referenced in Section F.6.12)

● USAID/Senegal 2020 Gender Assessment (also referenced in Section F.6.12)

● Senegal Weather & Climate Information Services Business Case: Slide Deck

● USAID Senegal Gender Analysis

● USAID Youth and Climate Briefer

● WCIS 2 Request for Categorical Exclusion (RCE)

USAID Response: Please refer to USAID response to question 05.

9. L.15.1 & Attachment J.1 - The RFP's J.1 SOO describes four objectives, while Section

L's "Instructions for Drafting the PWS" refers to three objectives. We assume that the PWS should address the four objectives of J.1, and not three as called for by Section L. Please confirm.

USAID Response: Please refer to USAID response to question no. 3.

10. General - Given the timing for submitting questions and obtaining clarifications, and considering the Thanksgiving holiday, would USAID be willing to grant a two week extension?

USAID Response: Please refer to amendment no. 01 and amendment no. 02.

11. The template provided in Attachment J.7 is for a 2-year Work Plan, while the list of annexes provided on page 145 refers to a Draft Year One Annual Work Plan (Annex E).

Would USAID please confirm that the Work Plan should be for 1 year only and that Offerors may adapt the template accordingly?

USAID Response: Yes, USAID confirms that the Work Plan is for 1 year; and

Offerors may adapt the template accordingly.

12. If past performance is to be submitted as part of the technical proposal, please confirm that it should be considered Annex I as noted on page 145, instead of Annex J as noted on page

144 of the RFP.

USAID Response: Past Performance is considered as Annex I. Please refer to revised solicitation.

13. Can USAID please clarify whether past performance is due separately from the technical proposal on November 3rd (as indicated on page 1 of the RFP) or whether past performance should be included with the submission of the technical proposal on November 15th (as indicated in Section L.14.2 of the RFP) or the cost proposal (as indicated in Section L.10 page 141).

USAID Response: If past performance has not been submitted on November 3rd, as initially scheduled, it can still be included in the submission of the technical proposal.

14. The list of “Annex J – Attachments” on page 112 includes J.9 Past Performance Eval Matrix Sample and J.10 Past Performance Information (PPI) Form. These are not referenced in the instructions in section L.15.3 Contractor Past Performance Information.

Please provide any guidance or instructions on completing these attachments needed by offerors for a compliant and responsive past performance submission. Can USAID please clarify whether past performance is due separately from the technical proposal on November 3rd (as indicated on page 1 of the RFP) or whether past performance should be included with the submission of the technical proposal on November 15th (as indicated in

Section L.14.2 of the RFP) or the cost proposal (as indicated in Section L.10 page 141).

USAID Response: Please refer to USAID response to question 13 for past performance submission. Regarding the above forms [J.9 Past Performance and J.10

Past Performance Information (PPI)] mentioned in the question, they are straight-forward and user-friendly despite the fact that there are no instructions for completing them.

15. If past performance is to be submitted as part of the technical proposal, please confirm that it should be considered Annex I as noted on page 145, instead of Annex J as noted on page

144 of the RFP.

USAID Response: Please refer to USAID response to question no. 13.

16. The list of “Annex J – Attachments” on page 112 includes J.9 Past Performance Eval Matrix Sample and J.10 Past Performance Information (PPI) Form. These are not referenced in the instructions in section L.15.3 Contractor Past Performance Information.

Please provide any guidance or instructions on completing these attachments needed by offerors for a compliant and responsive past performance submission.

USAID Response: Please refer to USAID response to question no. 14.

17. Page 152 says “The Offeror must include the four long-term Key Personnel positions listed in Section F.5.” but section F.5 on p. 17 says “(a) The Contractor must furnish the number of full-time positions deemed Key Personnel for the performance of this contract, their requirements and positions, as well as the extent of their roles and responsibilities.” Our understanding is that the Offeror should propose the relevant number of key personnel and therefore assume the requirement on page 152 for the Offeror to include four long term- Key Personnel is an error. Could USAID please remove the mention of four Key Personnel positions?

USAID Response: The Offeror should propose the relevant number of key personnel.

Please refer to the revised solicitation.

18. In the first bullet on the technical evaluation criteria listed on page 172, the RFP states that “The effectiveness of the Sustainability and Exit Plan for promoting sustainability through capacity building and structured handover will also be assessed.” The “Sustainability and Exit Plan” is not mentioned elsewhere in the RFP, although a “Local

Capacity Development, localization and Exit Strategy Plan” is due 90 days after award start date. Can USAID please remove this from the evaluation criteria or revise to refer to localization and sustainability more generally?

USAID Response:

i) In the first bullet on the technical evaluation criteria listed on page 172, reformulate as “The effectiveness of the Sustainability and Exit Strategy Plan for promoting sustainability (inclusive of the ability to build the capabilities of local organizations and effective use of capable local organizations in delivering results) and structured handover, will also be assessed”.

ii) Replace a “Local Capacity Development, localization and Exit Strategy Plan” is due

90 days after award start date with “The Sustainability and Exit Strategy Plan” is due

90 days after award start date.

19. Section L.15.1.B. Private Sector Engagement and Capacity Building & Use of Sub-

Awards includes the following sentence: “The Offeror will respond to the requirements of the Statement of Objectives to build local capacity through, at a minimum, five sub-awards with local Senegalese organizations.” In this context, is “sub-award” defined as any kind of award made under this Contract (i.e. subcontract or grant), or does it refer specifically to subcontracts?

USAID Response: In this context, “sub-award” is defined as “grant”.

20. Page 152 says “The Offeror must include the four long-term Key Personnel positions listed in Section F.5.” but section F.5 on p. 17 says “(a) The Contractor must furnish the number of full-time positions deemed Key Personnel for the performance of this contract, their requirements and positions, as well as the extent of their roles and responsibilities.” Our understanding is that the Offeror should propose the relevant number of key personnel and therefore assume the requirement on page 152 for the Offeror to include four long term- Key Personnel is an error. Could USAID please remove the mention of four Key Personnel positions?

USAID Response: Please refer to USAID response to question no. 17.

21. In the first bullet on the technical evaluation criteria listed on page 172, the RFP states that “The effectiveness of the Sustainability and Exit Plan for promoting sustainability through capacity building and structured handover will also be assessed.” The “Sustainability and Exit Plan” is not mentioned elsewhere in the RFP, although a “Local

Capacity Development, localization and Exit Strategy Plan” is due 90 days after award start date. Can USAID please remove this from the evaluation criteria or revise to refer to localization and sustainability more generally?

USAID Response: Please refer to USAID response to question n. 18.

22. Can USAID please provide an anticipated start date for the WCIS 2 Activity?

USAID Response: Not at this time.

23. L.15.4 & L.15.1.B. - On pg. 155 of the RFP, USAID/Senegal encourages Offerors to propose a Grants Under Contract (GUC) sub-award component to the PWS. On pg. 149, USAID states that the Offeror should build local capacity through a minimum of 5 sub-awards with local Senegalese organizations. Can USAID clarify if the sub-awards and GUCs are the same? If they are different, can USAID also clarify whether there is a maximum dollar amount for the 5 sub-awards?

USAID Response: The sub-awards and GUCs are the same.

24. General - Given the timing for submitting questions and obtaining clarifications, would

USAID consider a one week extension to submit the Past Performance?

USAID Response: Please refer to USAID response to question no. 13.

(END OF RESPONSES TO TECHNICAL QUESTIONS)

B. Cost Questions

1. L.16.5 Budget Line Item Definitions includes requirements related to costs for Grants Under Contract. However, in accordance with other sections of the RFP (F.6.16 Grants

Under Contract (GUC) Manual) and with industry and Agency standards, GUC recipients will be identified using a competitive process once USAID has approved the project’s Grants Manual, after the Prime Contract award. In addition, USAID has provided a plug figure for use in the GUC line item of the budget. Can USAID please confirm that this section of the cost instructions is not applicable, and that the plug figure provided may be used without additional cost detail included?

USAID Response: USAID confirms that this section of the cost instructions is applicable.

2. Page 158 of the RFP states, “Subcontract Costs (for major subcontracts, ancillary budgets should be provided that include the same cost element, line item and annual breakdowns as required for the prime’s budget, as applicable).” Can USAID please confirm that offerors do not need to provide detailed budgets for non-major subcontractors (those who will not have 15% of the offeror’s total proposed cost).

USAID Response: The “15% of the offeror’s total proposed cost” rule is only informed in the Contractor Performance Information (Past Performance), under L.15.3 on page 153. Detailed budgets are needed even for non-major subcontractors since such information will determine the reasonableness of the cost of each specific subcontract.

Please refer to the paragraph about “Subcontracts” on Page 161.

3. On page 161 the RFP states that a copy of the latest NICRA must be submitted for the prime and proposed subcontractors. Can USAID please confirm if a NICRA is required for all proposed subcontractors or just major subcontractors (those who have 15% or more of the offeror’s total proposed cost).

USAID Response: It is mentioned in the Indirect Costs (Overhead, G&A, etc.) that if the Offeror or proposed subcontractor does not have a NICRA (copy of the latest NICRA), they must submit financial statements covering the past three(3) years showing the bases, pools, method of determining the rates and description of costs proposed. However, there was no distinction for the subcontractors about whether it is 15% or more of the total proposed cost; therefore, please consider that the copy of the latest NICRA or copy financial statements is/are to be provided for ALL subcontractors.

4. Page 158 of the RFP under Other Direct Costs lists various line items (Equipment and

Supplies, Grants under Contract, Subcontract Costs, etc.) which offerors may not consider Other Direct Costs. Can USAID please confirm if offerors can submit a budget format to reflect a company’s cost structure, as long as all the line items in the RFP are included?

USAID Response: Please refer to page 157, L.16.4, “offerors MUST include the standard cost elements organized by each line item as presented”. Also, please refer to the contract budget template provided in Page 9.

5. Page 156 of the RFP states, “Files must be unprotected including any spreadsheets, which are to be provided as Excel files with visible cell formulas intact and not exceeding 2MB in file size.” Page 140 also states the total email size cannot exceed the 5 MB limit”

However, later in the same paragraph, the RFP states, “All files must be unprotected including any spreadsheets, which are to be provided as Excel files with visible calculation cell formulas intact and not exceeding 25MB in file size.” Can USAID please confirm that the maximum file size for Excel files for submission is 25MB?

USAID Response: Please be informed that ALL attachments must be less than

25MB. Total email size must not exceed 25MB for ease of transmission.

6. Page 159 of the RFP states, “For all long-term employees, the Offeror must disclose the proposed number of productive workdays that will be billed as direct labor each year.

Offerors that directly charge the full daily rate for non-productive day for full-time employees shall disclose the proposed number of days in each 260-day work-year that will be billed, with no work performed. The Offeror must disclose the total cost of the non-productive, billed workdays after application of the Fringe Benefits rate, overhead, G&A and Fee. Offerors who recover paid absences through the Fringe Benefit rate will also disclose the cost in the same terms, for each year of long-term labor.” Could USAID please clarify what is meant by non-productive, billed workday? Would days not directly billed to USAID (i.e., vacation, sick leave, local and US holidays covered under a company’s indirect rate structure) be considered “non-productive”?

USAID Response: USAID/Senegal will request that the offeror refers to its internal

Human Resources Manual.

7. Page 10 the RFP states, “Indirect costs shall not be allowed for local organizations. All costs for local organizations shall be budgeted and billed as direct costs.” If a local organization does have an existing indirect rate structure, can they utilize it in lieu of direct billing related indirect costs?

USAID Response: Yes, If a local organization does have an existing indirect rate structure, they can utilize it in lieu of direct billing related indirect costs. .

8. Page 157, Section L.16 Instructions for the Preparation, L.16.3 of the RFP states Part

3 – Annexes and page 163 Section L.16.8 states Part 3 – Representations, Certifications, and Other Statements of Offerors. Could USAID please correct the numbering of the Parts of the Cost Proposal?

USAID Response: The numbering of the Parts of the Cost Proposal has been adjusted accordingly. Please see the revised solicitation.

9. Section B.7 (page 10) of the RFP states that payment of a fixed fee will be allocated based on the completion of project deliverables. However, deliverables set as part of the proposal process may change during implementation due to evolving technical needs, newly emerged opportunities, and stakeholders’ priorities. To account for these potential shifts, would USAID consider adding the following language to Section B.7: “The Fixed Fee Schedule may be adjusted during annual work planning to reprogram any unpaid fees from partially completed or non-accepted deliverables from the past year into other or additional deliverables, as mutually agreed to between the COR and the contractor, ensuring the fee remains fixed.”? Adjusting the fee distribution plan with each annual work plan allows the

Contractor to readjust and reallocate effort and resources as needed to achieve the most results attainable within the total estimated cost.

USAID Response: If (annual) Fixed-Fee needs to be adjusted, it will be mentioned in a modification to the contract based on relevant information provided and approved by the Contracting Officer. At this stage, paragraph B.7 “Payment of Fixed-Fee” will remain as is.

10. Would USAID kindly revise Section H.12 (page 48) to include language that enables contractors with an Approved Purchasing Systems (APS) to use their APS?

USAID Response: Please refer to Section H.12, FAR 52.244-2 has been cited as you can notice. And according to FAR 52.244-2, the following paragraph is to be taken into consideration:

(d) If the Contractor has an approved purchasing system, the Contractor nevertheless shall obtain the Contracting Officer’s written consent before placing the following subcontracts:

11. Section L.12.4, Organization of Technical Proposal, (page 144) lists the Performance

Work Statement (PWS) as part of the technical proposal and notes that it is subject to the page limit. Further in the section (page 145), the Statement of Qualifications and Resumes is listed as Annex A. However, Section L.15.1 (page 147) states that, “The Performance

Work Statement (PWS) proposed by the successful Offeror, submitted as Annex A...”

Would USAID confirm that the PWS should be part of the main technical proposal and is not an annex?

USAID Response: USAID/Senegal confirms that the PWS must be part of the main technical proposal and is not an annex. Please see the revised solicitation.

12. Section L.16.5, Grants Under Contract, (page 161) asks offerors to “provide information sufficient to determine reasonableness of costs proposed for each grantee.” However, Section L.15.4 (page 155) states, “USAID must be significantly involved in establishing sub-awards guidelines and criteria and must approve the award recipients accordingly.”

Furthermore, in accordance with Section F.6 (page 17), the successful offeror will submit a grants manual within three months of award, which details the process for identifying, reviewing, vetting, awarding, and monitoring grant activities. Would USAID confirm that offerors may include a plug figure in the proposal submission, as the grantee selection process will be initiated after award and in coordination with USAID?

USAID Response: Please, see answer to question no. 1.

13. H.38 - How does USAID define a "partner government entity" as mentioned on pg. 77 of the RFP?

USAID Response: Under H.38, USAID/Senegal was ONLY referring to different types of GUCs. However, for this procurement action, there will be NO GUC to

Partner Government Entity. “Partner government entity” is defined as ministry, municipality, district, etc.

14. L.14.1 - On pg. 143, the RFP states that contractors should submit a technical proposal in

English. The following sentence mentions the "English Version," and the following paragraph states "both submissions." Can USAID confirm that we need only submit one technical proposal in English?

Response: The offeror shall submit a technical proposal in English. The English version of the technical proposal is the official submission and must conform to all requirements set forth in the RFP. “Both Technical and Cost submissions of proposals” will be in English.

15. L.14.1 & L.15.2.C - On page 144, the RFP states “Technical proposals are limited to 20

(twenty) pages (Any pages beyond these 20 will not be given to the evaluators and will not be evaluated)” however, on page 152 it states that the page limit is 25, “Full CVs, job descriptions, and letters of commitment from Key Personnel positions must be included in an annex and are not included in the 25-page.

USAID Response: The page limit is definitely 20. Please refer to the revised solicitation.

16. L.14.2 - On pg. 144, the RFP states that Annex J should contain the Past Performance section. On pg. 145, the RFP says the Past Performance section should be in Annex I. Can

USAID clarify whether the Past Performance is Annex I or Annex J?

USAID Response: Please read “Past Performance (Not included in page limit – Please refer to Annex I”.

17. L.14.2 - On pg. 145, the RFP lists the various annexes required for submission. Can USAID explain the difference between the call for resumes in Annex A & the call for resumes in Annex C?

USAID Response: Annex A is for Statement of Qualifications and resumes (Key

Personnel) whereas Annex C is for Resumes of Proposed Long and Short-Term

Positions (that are not Key Personnel). Even the number of pages for each of the two above-mentioned annexes are different.

18. L.15.1 - On top of page 147 the RFP states that "It will be an Annex to the PWS and is not included in the page limitation". Could USAID clarify that it is referencing the logical framework table on page 146?

USAID Response: USAID/Senegal is indeed referencing the logical framework table on page 146, since the sentence “It will be an Annex to the PWS and is not included in the page limitation" is right under the table and the “Note” paragraph.

19. L.14.2 & L.15.1 - On pg. 145 of the RFP, it is stated that Annex A is the Statement of

Qualifications (SOQ); however, on pg. 147, the RFP states that Annex A should contain the Performance Work Statement (PWS). Can USAID clarify whether Annex A should be the PWS or the SOQ?

USAID Response: Please, see answer to question # 11.

20. L.14.2 & L.15.1 - Dependent on the answer to the above question, should PWS also be submitted as an Annex with the table on page 146; if so, what number?

USAID Response: The logical framework, as clarified in the answer to question # 18 is an Annex to the Technical Proposal/Performance Work Statement (PWS).

21. L.14.2 & L.15.2 - Dependent on the answer to the above question(s), if the PWS is to be an annex, can USAID clarify the page limit?

USAID Response: Regarding the PWS, please refer to USAID response to question

# 11 . As for page limit, please refer to USAID response to question # 15.

22. L.15.2.C. A - On pg. 152, USAID mentions "other professional staff." Can USAID clarify whether this means all non-key personnel?

USAID Response: USAID confirms that “Other professional staff” are non-key personnel.

23. L.15.3 - On pg. 153, the RFP outlines past performance information by saying "up to five" past performance records are required. Can USAID state whether "up to five" is the limit for the full team or is it "up to five" for the prime contractor AND for each major subcontractor?

USAID Response: Per L.15.3.(a), the Offeror (including all partners of a joint venture) must provide performance information for itself, the contractor teaming arrangements, if any, and each major subcontractor (one whose proposed cost exceeds 15% of the offeror’s total proposed cost). Therefore, the answer is YES, it is up to five for the prime contractor AND for each major subcontractor.

24. L.16 - Page 156 of the RFP states that the cost proposal be submitted in Microsoft Excel.

The offeror respectively requests that we be permitted to submit the budget in Microsoft

Excel, but the budget narrative, annexes/attachments, and supporting documentation in PDF format.

USAID Response: All spreadsheets must be submitted in MS Excel format as unlocked spreadsheets with all formulas shown and unlocked. The budget narrative must be written in MS Word. Annexes/attachments and supporting documentation can be in PDF format.

25. L.16.3 - On page 157, the RFP lists Annexes 1 to 7 under section L.16.3 Part 3 – Can USAID confirm that these are required for both the prime contractor and all major subcontractors?

USAID Response: Per L.16.3 “Offeror must submit cost proposal Annexes as separate attachments”. USAID recommends that major subcontractors submit the same information as listed under Part 3 – Annexes (from Annex 1 to Annex 7).

26. L.16.3 & L.16.8 - On page 157, L.16.3 is “Part 3 – Annexes” and on page 163 L.16.8 is also “Part 3 Representations, Certifications, and Other Statements of Offerors,” can USAID please confirm the different Parts for the cost proposal?

USAID Response: Please, see answer to question # 9.

27. L.16.4 - On page 157, can USAID confirm that the bullet points “Allowances” and “Airfare, transportation, per diem and miscellaneous” should be sub-bullet points under the bullet point “Travel, Transportation and Per Diem”?

USAID Response: The solicitation has been revised accordingly.

28. L.16.5 - On page 158, the RFP states “Biographical Data Sheets are also required for all (identified) long term, short-term expatriate and home office personnel and all long-term and short-term cooperating country personnel being proposed, as well as for all proposed consultants” however on page 157 it states that “Form AID-1420-17 (See Attachment J.7), must be provided for Key Personnel and other technical specialists as Cost Proposal Annex 1.” Can USAID confirm that Biographical Data Sheets are only required for named key personnel?

USAID Response: Yes, USAID/Senegal confirms that Biographical Data Sheets are only required for named key personnel.

29. L.16.5 - On page 158, can USAID confirm that the bullet points “Overhead” and “G&A” should be sub-bullet points under the bullet point “Indirect Cost”?

USAID Response: Solicitation has been revised accordingly.

30. L.7 - On page 140, the RFP states that “Total email size cannot exceed the 5 MB limit” and that “All files must be unprotected including any spreadsheets, which are to be provided as Excel files with visible calculation cell formulas intact and not exceeding 25MB in file size.” On page 155-156, the RFP states that “And all files must be unprotected including any spreadsheets, which are to be provided as Excel files with visible cell formulas intact and not exceeding 2MB in file size.” Can USAID confirm that the email size cannot exceed 25 MB?

USAID Response: Please, see Answer to Question # 5.

31. F.5 - On pg. 17, the RFP states "The Contractor must furnish the number of full-time positions deemed Key Personnel for the performance of this contract." On page 152 of the

RFP, it states “The Offeror must include the four long-term Key Personnel positions listed in Section F.5.” Can USAID clarify which full-time positions should be deemed key personnel?

USAID Response: As specified in F.5 KEY PERSONNEL, on page 17, the offeror is best suited to identify Key Personnel requirements and qualifications needed to perform the work as well as the extent to their roles and responsibilities. Therefore, please disregard the sentence “The Offeror must include the four long-term Key

Personnel positions listed in Section F.5.” as USAID/Senegal cannot be prescriptive based on the type of award resulting from SOO-PWS approach.

32. L.16.7 - On page 163, can USAID confirm what supporting documents should be included with L.16.7 beyond NICRA?

USAID Response: Offerors must provide NICRA rates when available.

33. L.14.2 Organization of the Technical Proposal on page 144 states that “Offerors must organize the technical proposal to follow the information set forth below:

4) Required Results

i) Performance Work Statement (included in page limit)

(a) Methodology & Understanding Program Goals and Operating

Environment

(b) Private Sector Engagement and Capacity Building & Use of Sub-Award)

(c) Gender Integration and Positive Youth Development (PYD2)”

However, page 147 of the RFP, states, “The PWS must include the following sections, in the specified order: 1. Objective; 2. Background; 3. Results and Goals; 4. General

Program Parameters; and 5. Services/Tasks Required”

Finally, on page 171 under M.3 (a) Technical Evaluation Criteria the RFP states “To facilitate the review of proposals, offerors must organize the narrative sections of their technical proposals with the same headings and in the same order as the selection criteria” which is listed as the following:

“1 Performance Work Statement (PWS)

1.1 Performance Work Statement

1.2 Activity Parameters and Cross-Cutting Considerations

1.3 Quality Assurance Surveillance Plan (QASP)

Please see below for related questions:

a) Would USAID please confirm that Offerors should follow the headings listed in

Section M of the RFP to structure the PWS (rather than those in Section L)?

b) Would USAID please confirm that the PWS contents as listed on page 147 (1.

Objective; 2. Background; 3. Results and Goals; 4. General Program Parameters; and

5. Services/Tasks Required) should be featured within 1.1 Performance Work Statement subheading above (as listed in Section M)?

c) Would USAID please confirm that the Offeror’s discussion of “A. Methodology & Understanding Program Goals and Operating Environment; B. Private Sector

Engagement and Capacity Building & Use of Sub-Award); C. Gender Integration and Positive Youth Development (PYD)” as listed on page 148—151 should be presented in 1.2 Activity Parameters and Cross-Country Considerations subheading (as listed in

M)?

USAID Response: The Technical Proposal should be built based on the Performance

Work Statement (PWS) criteria. However, the layout prescribed by ADS 303 MUST be followed as defined on page 147 (1. Objective; 2. Background; 3. Result and Goals;

4. General Program Parameters; 5. Services/Task Required).

34. On Page 148, the RFP states that “Management Approach/Staffing Requirements” should be included within the General Program Parameters section of the PWS. However, the Organization of the Technical Proposal (L.14.2 page 144) clearly states that the

Management/Staffing Plan is in a separate section following the PWS. Can USAID please remove “Management Approach/Staffing Requirements” from the General Program Parameters section of the PWS.

USAID Response: To avoid any kind of duplication, USAID/Senegal is hereby removing the “Management Approach/Staffing Requirements” from the General

Program Parameters. However, offerors are requested to refer to USAID response to question no. 34 for considering the PWS mandatory layout and USAID/Senegal requirements to be addressed in the layout.

35. Section H.38 Grants Under Contract says “USAID/Senegal encourages Offeror to propose a Grants under Contract (GUCs) sub-award component to its PWS.” Can USAID please clarify if in this context “sub-award” specifically means “grants under contract”?

USAID Response: Yes, in this context, the sub-award means GUC. The two terms are used interchangeably.

36. L.14.2 & L.15.2.C. A - On pg. 152, the RFP states that CVs for other professional staff are not required but may be included in an Annex. However, pg. 145 says Annex C should include resumes of proposed long and short-term positions. Can USAID confirm that CVs for other professional staff are not required?

USAID Response: In the last sentence of the 3rd paragraph under L.15.2.C., it states the following “CVs for other professional staff are not required but may be included in an

Annex”. Also, the same recommendation is mentioned on page 153, 2nd bolded line after the paragraph starting with “Regarding Curricula Vitae (CVs)… The Offeror must include a CV for all Key Personnel positions. The Offeror may also include CVs for Non- Key Personnel positions to demonstrate skill sets proposed for staff positions.” and ending with “…(these CVs will not be evaluated on an individual basis but will be included in the staffing pattern portion of the evaluation)”.

37. L.14.2 & L.15.1 - On pg 144 of the RFP, USAID states the sections for the PWS should be (a) methodology, (b) private sector-engagement, (c) gender integration. On pg 147 of the RFP, USAID states the PWS must include 1. objective, 2. background, 3. results and goal, 4. general program parameters, and 5. services/tasks required. Further on page 149, the RFP notes that there should be two parts to the PWS "proposed approach and methodology to address the development hypothesis" and part 2 "sustainability plan and exit strategy". Could USAID please clarify the structure and order of the sections for the

PWS?

USAID Response: Please, see answer to question no. 34.

38. On page 144, the RFP states that “Maps, charts or exhibits may use a font size smaller than 12 points as long as they are legible without magnification.” In the next paragraph, the RFP states that “Technical proposals shall be written in English… on Letter size, or (8.5” x 11”) and typed using 12-point font size Calibri (type may be 10-point font in charts and graphs), with each page numbered.” Would USAID please confirm that Offerors may use font less than 10 in maps, charts, exhibits, and graphs, provided that they are legible without magnification? Would USAID also allow offerors to use smaller font within text boxes?

USAID Response: Per the instructions provided in the RFP, maps, charts and graphs

MUST be submitted using 10-point font.

39. On Page 147 under “Instructions for Drafting the PWS” the RFP states that “The Performance Work Statement (PWS) proposed by the successful Offeror, submitted as

Annex A, will become Section C of the resulting contract.” Would USAID please confirm that the only portion of the PWS that should be included in the Annex is the PWS Table featured on page 146 and revise the list of Annexes on page 145 accordingly?

USAID Response: Please, see answer to question no. 34.

40. On Page 144, under L.14.2 Organization of the Technical Proposal, the RFP states “ii) Quality Assurance Surveillance Plan (QASP) [not included in page limit – See Annex I”.

However, on page 145, the QASP is listed as Annex H. Would USAID please confirm that the QASP should be in Annex H and not in Annex I?

USAID Response: USAID confirms that QASP is in Annex H, not in Annex I. The solicitation has been revised accordingly.

41. Page 145 under ANNEXES to the Technical Proposal it states that “Annex C: Resumes of Proposed Long and Short-Term Positions (2 pages each; not included in Limit) but on page 153 it states, “Regarding Curricula Vitae (CVs), letters of commitment, and references: CVs must not exceed four pages in length”. Could USAID please confirm that full CVs as described on page 153 are to be included as an Annex in addition to the resumes requested in Annex C?

USAID Response: Please, see answer to question no. 37.

42. Page 145 of the RFP lists “Annex A: Statement of Qualifications and resume” and “Annex C: Resumes of Proposed Long and Short-Term Positions.” Could USAID please elaborate on what the Offeror should include in each of these annexes and how the contents of Annex A and C differ?

USAID Response: Annex A and Annex C totally differ. Annex A: Statement of Qualifications (SOQ) is meant to be issued for Key-Personnel. Annex C: Resumes of

Proposed Long and Short-Term Positions are only to be issued for Non-Key Personnel.

43. Could USAID please specify what the Offeror should include in “Annex B: Statement of

Intention and Availability (for Key Personnel only and 3 references For Key Personnel)?”

Could USAID also confirm that Key Personnel references should be included in Annex B rather than in Annex A or C with Resumes?

USAID Response: Please see USAID response to question no. 43. Additionally, we need to emphasize that Annex B has nothing to do with Annex A and Annex C. Annex

B: Statement of Intentional and Availability is only, repeat only for Key Personnel.

44. Section H.28 Subcontracting Requirements contains supplemental requirements to those included in FAR 52.244-2 Consent to Subcontract. Can USAID please clarify the applicability of these supplemental requirements to Contractors who have a DCMA approved purchasing system and are exempt from the Consent requirement in the FAR

Clause? Are the elements included in H.28 (d)(i) – (viii) applicable to Contractors regardless of purchasing system approval?

USAID Response: Please, see answer to question no. 13.

45. Section H.38 Grants Under Contract (h) says: “If the Grants Manual is not provided before award to the Contracting Officer (CO), the Contractor shall obtain approval from the CO according to the timelines expressed in F.6.16.” Can USAID please confirm if it is expected that a draft GUC Manual be included in Offeror’s proposals? In addition, are

Offerors permitted to include a draft GUC Manual as an annex to the technical volume?

USAID Response: Please, see answer to question no. 1.

46. Page 152, L.15.2.C. A Table of Management Key Personnel Positions with

Qualifications states that “Full CVs, job descriptions, and letters of commitment from Key Personnel positions must be included in an annex and are not included in the 25-page limit.” Would USAID please clarify whether the page limit is 25 pages, as stated here, or

20, as stated on page 144, in Section L.14.2 Organization of the Technical Proposal?

USAID Response: Please, see answer to question 15.

47. On page 166 the RFP states “Offerors shall submit a Branding and Marking plan as part of the Annex documents.” However, this plan is not included in the list of required annexes to the cost proposal on page 157 (Section L.16.3). Can USAID please confirm if the

Branding Strategy and Marking Plan is required under the Cost proposal?

USAID Response: Please refer to Section L. 17

48. Section L.15.2.C (page 152) states that the Table of Management Key Personnel Positions is expected to “be an Annex to the technical and is not included in the page limitation.”

However, this table is not listed as an annex in Section L.14.2, Annexes to the Technical Proposal (page 145). Would USAID confirm that this requirement refers to Annex D: Draft

Staffing Plan and Organizational Chart, and is not an additional annex?

USAID Response: Annex D will encompass both the Organizational Chart and the

Table of Management Key Personnel Position Qualifications. All information must be clearly labeled.

49. Section L.15.3 (a) 1 (page 153) states that Past Performance Information should include

“up to 5 of the most recent and relevant contracts.” However, many missions in the region have used cooperative agreements or assistance awards. To provide the broadest range of recent and relevant corporate experience to review, would USAID consider permitting offerors to include cooperative agreements, contracts, and subcontracts as part of the Past Performance Information submission?

USAID Response: Information for Past Performance coming from Cooperative

Agreements or Assistance Awards are also accepted. Therefore, Past Performance from either Acquisition or Assistance Awards can be submitted.

50. L.14.2 - On pg. 145, the RFP states that the QASP should be included as Annex H;

however, on pg. 144, the RFP states that the QASP should be a component of Section 4

"Required Results" and Annex I. Can USAID clarify whether the QASP should be in Annex H or Annex I? Can USAID further clarify whether a component of the QASP should be included in Section 4 of the Technical Proposal?

USAID Response: Please see USAID response to question no. 40. Furthermore, the

QASP will be provided with the Technical Proposal and is not counted towards the

20-page limit (See L.14.2 – Organization of Technical Proposal – 4) Required Results

– ii) Quality Assurance Surveillance Plan (QASP). The latter is a stand-alone document.

51. Section L.14.2. (page 144) lists the Quality Assurance Surveillance Plan (QASP) as Annex I and Past Performance as Annex J. However, later in the same section (page 145), the

QASP is listed as Annex H and Past Performance as Annex I. Would USAID confirm the order and labeling of the annexes to the technical proposal?

USAID Response: Please refer to USAID/Senegal response to question # 50.

52. We are in the process of reviewing your request and would like to submit a response (as we think we can cover some of the need). As there are a number of attachments to this request, would you be able to steer me in the direction as to what exactly you would like completed and returned to you by November 15th.

USAID Response: Please refer to Section L – Instruction, Conditions and Notices to

Offerors as well as Section M – Evaluation Factors for Award.

53. On page 9 of the RFP provides a plug figure for Grants in the amount of $1,850,000, but there is an asterisk underneath which states, “A ceiling of $1,850,000 of the offeror’s budget is encouraged to be dedicated to potential grants.” Page 155 of the RFP states, “Subcontracts are not part of the Grants Under Contract line item and are not included in the minimum $1,850,000 GUCs amount as indicated in Section B.4.” Please confirm if offerors may budget less than $1,850,000 for the Grants under Contract line item.

USAID Response: YES, offerors may budget less than $1,850,000 for the Grants

Under Contract (GUC) line item.

(END OF RESPONSES TO COST QUESTIONS)

[END OF AMENDMENT # 2 TO RFP # 72068523R00004]