RFTOP RWANDA Q A_ 042923.pdf

RFTOP Rwanda

ITOPSS 4.0 RFTOP (Do not list any IDIQ questions and other RFTOP’s on this document)

THIS DOCUMENT IS FOR RFTOP Rwanda ONLY!

Q and A

Page Section Question Answer (CDC will answer)

1 6 C.1 Is there currently an incumbent providing the services requested under the RFTOP?

Yes

2 6 C.2.B The SOW includes little information on the in-country work site.

a. Will the contractor personnel working in-country be providing services from a

Government-furnished work site?

b. Should the offeror budget or plan to provide a work site for its in-country personnel?

Yes

No, that won’t be necessary as the contractor personnel will work onsite within the

CDC office.

3 8 C.2.B Section C.2.B. contemplates

“additional services within 30% of those originally completed” being recompeted. It is unclear if this reference to 30% applies to types of tasks or costs. What is the 30% referencing in this section?

This is referring to additional services (e.g., tasks), not costs.

No response from the contractor is required as it is for the Government (CDC).

4 42, 52 L.2, M.2 In the RFTOP for Rwanda, on page 42 in Section L, the following is stated with regards to criteria ii and ii:

Technical Evaluation Criteria in descending order of importance: Note

This language in Section L will be deleted in the

RFTOP to prevent duplication and confusion.

that criteria (ii) and (iii) are of equal weight.

(i) Ability to Legally Provide Services

Overseas

(ii) Understanding the

Requirements/Technical Approach

(iii) Management Approach

However, on page 52, in Section M.2 it simply states that the three criteria are in descending order of importance and the solicitation lists the criteria in a different order:

a. Understanding the

Requirements/Technical Approach

b. Ability to Legally Provide Services

Overseas

c. Management Approach

Can the Government please clarify:

a. The correct order of the criteria;

and

b. The weight of each criterion and/or if any two are of equal weight?

Section M lists the correct order of importance.

Section M is the evaluation factors for Award.

a. In section M.2, the table displays the order of importance for the evaluation criteria.

b. The Government will not disclose the specific rating method which includes the weight.

The criteria are listed in descending order of importance.

5 44 L.2 2II On page 44, in L.2, sub-section 2II, the

RFTOP instructs the following:

II. Describe the proposed technical approach to comply with each of the requirements specified in the Statement of Work of this RFTOP. The proposal must be consistent with the stated goals and objectives. The detailed plan must include the various recruiting efforts and hiring options that would be used for each task; and the process that will be used on vetting the candidates with the CDC.

Given that this RFTOP only requires recruitment of one full-time position

Yes, to confirm offerors should detail the recruiting and vetting efforts made for the specific candidate for this Task Order, generally, or in the event of a backfill requirement?

and not recruiting efforts for each task, can the Government please confirm you are asking offerors to detail the recruiting and vetting efforts made for the specific candidate for this Task

Order, generally, or in the event of a backfill requirement?

6 44 L.2 Section L.2 states that the RFTOP proposal is limited to 30 single spaced pages. The IDIQ response requires a different spacing requirement. Please confirm that single spacing is required for this RFTOP response.

The 30 page single space spaced is for this RFTOP only.

7 Page 2 Table The heading row of the table states

‘ITOPSS 3.0 Request for Task Order

Proposal (RFTOP)’.

Will the government confirm the following:

• the table should state ITOPSS 4.0 that this is an existing TO with incumbent staff

Yes, it should state ITOPSS

4.0. This is an existing TO

with incumbent staff.

8 Page 2. N/A RFTOP States that the POP is from

6/15/2023 to 6/14/2028, but that there are also 4 Option Years.

Does the Government mean that there is a 1-year base POP from 6/15/2023 to

6/14/2024, and then 4 1-year options to be exercised?

This has been corrected in the RFTOP.

In addition the period of performance dates have been revised in the RFTOP.

9 Page 3. Section B With the pricing structure of the POPs, it is inferred that a single price for

CLIN 0001 (with a POP from

6/15/2023 to 6/14/2028) should be provided, and CLIN 1001 (with a POP from 6/15/2024 to 6/14/2025) should be provided.

Will the Government clarify if that this is the correct structure for pricing, and that the Government does not wish to receive a separate price for the first year of performance (i.e., 06/15/2023

See answer to question 8.

to 06/14/2024).

10 Pages

3-6

Section B Within CLINs 0001, 1001, 2001, 3001 and 4001 it is indicated that ‘Severable

Services’ as outlined in Section C of the task order are required.

Request the Government confirm offeror’s understanding that “severable services” means services that are continuing and ongoing in nature – such as help desk support, maintenance, or janitorial services – for which benefit is received each time the service is rendered. A description of the severable services required does not appear to be described in Section C of the task order as indicated.

Will the Government please clarify what Severable Services are required for this RFTOP?

All the tasks listed for each

Service Letter are continuous and recurring.

The Government views these tasks as severable services.

11 Page

10.

Minimum

Qualifications and/or

Certifications.

Within this section it is indicated that only US citizens or non-US citizens who have lived in the US at least of the last five years are eligible to provide services under this task order, with exception to this being an incumbent non-U.S. citizen contractor employee with current, valid security clearance for physical and logical access to CDC and embassy facilities and network.

Will the Government confirm that this statement only applies to the Senior

Research and Evaluation Specialist position? Offerors may have other non-

US citizen employees providing key business operations functions (e.g., Human Resources, Contracts, Accounting, Finance) from international / hub offices that would be involved in the delivery of a task order.

Please confirm these employees can

Yes, this statement only applies to the Senior

Research and Evaluation

Specialist position.

The Government will not tell you how to set up your own additional support staff for this requirement. This will be your own business decision.

support the task orders.

12 Page

10.

Travel

Amount.

There are travel requirements provided in the RFTOP, but there is insufficient detail for offerors to provide pricing.

The travel requirements stated are:

• 1 trip to the USA for an estimated

5-days

• 5 trips in country for an estimated

2-days each

• 2 trips to African countries for an estimated 5-days each

Will the government specify:

• What USA destination should be used and whether this USA trip is a

‘return home’ trip or a trip to CDC

HQ in Atlanta?

• What destinations in-country offerors should use for pricing?

What African countries offerors should use for pricing?

You will not any provide any additional pricing for these travel trips. The amount listed for travel

($15,000 USD/Per Option

Period) is the total plug figure.

For this RFTOP the maximum dollar amount allowed under this TO for travel is ($15,000 x 5)

$75,000 for five years (i.e., 1 Base Year, plus 4 Option

Years).

Therefore, use only this price amount exactly per period of performance in your proposal.

13 Page

10.

Travel

Amount.

Are the travel requirements provided in the RFTOP the only travel that is required to be priced during the base year of the task order?

See answer for question 12.

14 Page

10.

Travel

Amount.

Is the Travel NTE $15,000 USD/Per

Option Period meant to be used as a

‘plug number’ for pricing in each of the

Option Periods?

See comment for question

12.

15 Page

10.

Travel

Amount.

Did the Government include travel pricing for Home Leave/Rest and

Recuperation (R&R) in the Option

Years NTE pricing of the TORP?

No. These are not considered part of the trips listed in RFTOP.

You can add them in your proposal under the category of Other Direct Costs.

16 Page

13.

Section C.6.

Security

Background

The RFTOP indicates that the contractor employees are required to receive Level 5/NACI

To clarify, the required security level is Tier 1, not

Level 5. The corrections

Checks. security/background checks prior to task order performance. It is assumed that this process begins upon notification of successful award, however if this process is required to be complete prior to task order performance – could the government please clarify how much time is anticipated between task order award and task order performance to complete this.

If this is required prior to task order performance, does the Government expect that the effort required to obtain and receive a security background check is performed at the contractor’s expense?

have been made in the

RFTOP.

All contract employees that need network or physical access will be required to obtain a Tier 1 (Position

Sensitivity Level 1) –

Includes fingerprints;

Background records searches for the past 5 years; Complete the

Standard Form 85 through the e-QIP system

This process can take from

2 weeks to 1 month depending on the location.

The Government cannot estimate how much time is anticipated between task order award and task order performance.

It will be performed at the contractor’s expense.

However, any costs incurred by the contractor can be reimbursed by the

Government.

17 Page

15.

Section 5.

Travel.

The reference to subsistence on a per diem bases indicates a calculation structure based on a day divided into quarters, and provides an example that is interpreted as follows:

• Departure Day of Travel:

o 100% Per Diem if departing between 12-midnight and 6:00am

Your requested information is not needed in order to respond to the proposal since there is a total plug figure provided for travel.

However, the U.S.

o 75% per diem if departing between 6:00am and 12-noon.

o 50% per diem if departing between 12-noon and 6:00pm o 25% per diem if departing between 6:00pm and 12-midnight

• Full Day away from assigned location:

o 100% Per Diem

• Returning Day of Travel:

o 25% Per Diem if returning between 12-midnight and

6:00am o 50% per diem if returning between 6:00am and 12-noon.

o 75% per diem if returning between 12-noon and 6:00pm o 100% per diem if departing between 6:00pm and 12-midnight

For the purposes of pricing subsistence per diem associated with travel, which percentage of per diem should the contractor assume for a departing day of travel and a returning day of travel.

government complies with the U.S. General Services

Administration (GSA) per diem rates and guidelines.

Per GSA, the first and last calendar day of travel is calculated at 75 percent.

18 Page

42.

Section

2.52.217-9.

Option Term of the Contract

Subsection C states that the total duration of this contract, including the exercise of any options under this clause, shall not exceed 4 Years.

The stated period of performance is

06/15/2023 to 06/14/2028 and the

CLIN structure reflects a 5-year period of performance.

Will the Government please clarify which is correct?

This has been corrected to 5 years.

19 Page

L.3 Business

Proposal

The second paragraph states the following:

“Supporting Documentation for proposed cost must be included

(payroll records, indirect rate agreement, vendor quotes, etc).”

Does the Government require all of

The business instructions for each RFTOP have been removed. There is a comment in section L.3 to refer to the IDIQ RFP for these instructions. This was done for simplicity since https://www.gsa.gov/travel/plan-book/per-diem-rates/mie-breakdown?gsaredirect=mie these supporting items to be submitted?

If yes, please provide additional information regarding ‘payroll records’

– what payroll records are required and for what positions?

Vendor quotes can encompass a variety of items and costs.

Will the Government please clarify what ‘vendor quotes’ mean in this requirement?

If vendor quotes are required, will the government define dollar threshold and time allowability? (for example

‘vendor quotes are required for items over $1000 and must be quoted within the last 60 days’)

Do travel costs require vendor quotes or other backup documentation as part of proposal submission?

these business instructions for all three RFTOPS are the same.

Payroll records are not required.

For any proposed material or equipment over $1,000, vendor quotes must be within the last 60 days.

For travel, see answer to question 12 and no documentation is needed for the proposal response.

20 Page

Section L.3 (1)

– Direct Labor

RFTOP requests a weekly breakdown of labor hours, rates, and cost by appropriate category.

Does the government intend the for the offeror to provide a week by week schedule of work for the entire POP of the TO?

If so, will the government provide a template as to how this should be broken out?

If not, is the expectation that the base unit on the Detailed budget tab of

Attachment 13 Sample Business

Proposal Spreadsheet be a weekly rate?

See first part of the answer to question 19 on the business instructions.

A weekly breakdown is not required.

The base unit is intended to represent the total weeks in a year. See explanation in the revised business instructions the IDIQ RFP.

21 Page 2 Section B Current RFTOP CLIN structure includes all costs for performance of the TO, including travel.

Since this RFTOP is Cost

Type contract, travel will remain in the same CLIN.

Typically, travel is considered a reimbursable item and is segregated into a separate cost reimbursable CLIN.

Request that the government add a separate travel CLIN with a government provided estimate for all program travel to alleviate variations and risk due to length of PoP and other inflationary items.

The Government will not separate travel into a different CLIN.

22 General Travel/Pricing For travel pricing, will government confirm offerors should use Kigali, Rwanda as the post?

See answer to question 12.

23 Will the government provide a plug number for travel

See answer to question 12

24 9 A Will the contractor be responsible for printing handouts for TA?

No. CDC will furnish all office supplies and material.

25 9 A Will the contractor be responsible for developing handouts or training materials for subtask A.1.3

This is a possibility but we do not know for certain.

26 1 Cover Page The solicitation number on page 1 of the IDIQ RFP is 75D30123R63271.

The solicitation number on page 1 of the Rwanda RFTOP is

75D30122R63271. Can CDC confirm the correct solicitation number?

The correct IDIQ RFP is

75D30123R63271.

27 3 B The period of performance for CLIN

0001 is 6/15/2023 to 6/14/2028. Can

CDC confirm that there is a typo and that the period of performance for

CLIN 0001 should be 6/15/2023 to

6/14/2024?

That has been corrected, However the period of performance has been revised in the RFTOP.

28 9 C.2.C Service

Table A: Task

Deliverables

“1 trip to USA for an estimated 5 days;

5 trips in country for an estimated 2 days each; 2 trips to African countries for an estimated 5 days each” - Can the

Government please share the locations of each travel destination.

These are projections and we cannot be certain of the locations at this time. You do not need these locations for your proposal response as a plug figure for travel has been provided in question 12 answer.

29 9 C.2.C Service

Table A: Task

Deliverables

Can CDC define the acronym “DDSR” in reference to the Task Deliverables

Recipients?

Deputy Director of Science and Research, now referred to as the Strategic

Information Branch Chief

30 10 C.2.C Service

Table A

The current minimum qualification listed in the RFTOP states “Ph.D. in

Statistics with a Masters in Science” which can be limiting and prevent otherwise highly experienced and qualified candidates from being considered. We kindly request that

CDC consider expanding the minimum qualification to “Master Degree in

Science or a related field required.

Ph.D. in Statistics or a related field preferred” in order to allow for a robust and diverse presentation of candidates.

The revised section of minimum qualification is a:

PhD in Statistics (an expert candidate in statistical theory, methodology, computation, and applications) or related field (PhD in Epidemiology, Biostatistics, and/or Public

Health) with a Master’s

Degree in Science (MSc) or

MPH in Epidemiology or

Biostatistics.

31 10 C.2.C Service

Table A:

Travel

Amount

Could CDC kindly provide more detail on this note “Travel for conferences are not allowed without a formal bilateral modification by the Contract

Officer”? In addition, could CDC provide more detail on how it defines

“conferences” in relation to this note?

The requested information is not needed or required for your proposal response.

CDC will control and approve any conference travel. More information about conference travel and the bilateral modification process will be discussed during the kickoff meeting after the IDIQ awards and again when RFTOPS are awarded.

32 10 C.2.C Service

Table A:

Travel

Amount

Could CDC kindly explain the process for requesting and receiving a bilateral modification in reference to this note

“Travel for conferences are not allowed without a formal bilateral modification by the Contract

Officer”?

See answer to question 31.

33 10 Minimum

Qualifications and/or

We kindly request that CDC allow

Offerors to propose non-U.S. citizen, non-incumbent candidates who hold

We will not revise any of this language.

Certifications: active security clearances with U.S.

government agencies such as

Department of Defense, Department of

State, and/or USAID, allowing for a more diverse pool of candidates who will also be able to gain physical and logical access to CDC and embassy facilities similar to those with CDC security clearances. Accordingly, could

CDC please update the RFTOP to state, “The exception to this is an incumbent or non-incumbent non-

U.S. citizen contractor employee with a U.S. government agency issued security clearance such as

Department of Defense, Department of State, and/or USAID, that can be transferred to CDC to allow for physical and logical access to CDC and embassy facilities and network.”?

34 10-11

Section: C.2C

Service Table

A:

Government-

Furnished

Property

Question: "Government-Furnished

Property (to include but not limited to laptop, blackberry, access to printers and office supplies, etc.): Laptop, Blackberry or Samsung or Iphone, Software required by CDC-Rwanda, Office supplies, and Training and presentation supplies" - Can the government please confirm if an office and Internet will be provided as government furnished property?

Desk space and internet will be offered as government furnished property.

35 11

Section: C.3

Place of

Performance

Can the government please confirm the city in Rwanda for place of performance.

Kigali, Rwanda

36 52 M.2

Evaluation of

According to section M.2:

“The following technical evaluation

See answer to question 4.

Technical

Proposal criteria are shown in descending order of importance.

1. Understanding the

Requirements/Technical Approach

2. Ability to Legally Provide Services

Overseas

3. Management Approach”

However, according to section L.2.d

(Pg.42):

“d. Technical Evaluation Criteria in descending order of importance: Note that criteria (ii) and (iii) are of equal weight.

(i) Ability to Legally Provide

Services Overseas

(ii) Understanding the

Requirements/Technical Approach

(iii) Management Approach”

Considering the contradiction between

1. and 2. of section M.2, and (i) and (ii) of section L.2.d, which is the correct order of importance of the Technical

Evaluation Criteria?

37 10 C.2.C Service

Table A

“Minimum

Qualifications”

In C.2.C Service Table A "Minimum

Qualifications” on page 10, it is stated that the Senior Research & Evaluation

Specialist must have at minimum a

"Ph.D. in Statistics". In our more than

15 years of experience leading MEL platform contracts, and identifying candidates for similar positions in this region, such a narrow specification of the degree requirement to one field of study (in this case, "Statistics") may limit the pool of otherwise highly qualified candidates. Candidates with

Ph.D's in, for example, Public Health, Epidemiology, Health Economics, etc.

may also have the requisite statistical background to successfully carry out

See answer to question 30.

the assignment. To allow for consideration of a broader range of qualified candidates for this position, would the Client consider revising the minimum qualification for education to

"Ph.D in Statistics or related field of study with significant emphasis on statistics'?

38 42 &

L.2.(d) & M.2 L.2.(d) lists the Technical Evaluation

Criteria and states that “criteria (ii) and

(iii) are of equal weight”. However, the table presenting the Technical

Evaluation Criteria in M.2 indicates that criteria (ii) is more important than criteria (iii).

Could CDC please clarify the order of importance of the evaluation criteria?

See answer to question 4.

IDIQ

RFP

(page

96, Direct

Labor)

L.3.(1) Direct

Labor

L.7 (1) Direct

Labor:

In what detail should offerors present

Direct Labor costs? The Rwanda

RFTOP (page 46) states “Weekly breakdown of labor hours, rates, and costs by appropriate category, and furnish basis for estimates”, while the

IDIQ RFP (page 96, Direct Labor) states “Provide a time-phased (e.g., monthly, quarterly, annually, etc.)

breakdown of labor hours, rates, and cost by appropriate category, and furnish basis for labor hour and labor rate estimates.” Would the CDC please clarify this?

See answer to question 20.

40 3 Section B Should offerors consider a 5 year period of performance in Base Year

(CLIN 0001), as indicated by the period of performance?

No. See answer to question

8.

41 3-5 Section B Period of performance for the Base

Year is stated as 5 years (6/15/2023 to

6/14/2028) in the RFTOP. The sum of

Option Years, 1 through 4, each with one year, separately covers 4 years of

No. See answer to question

8.

the Base Year. Could CDC clarify whether this is an error and the Base

Year period of performance should instead be 6/15/2023 to 6/14/2024?

If this is not the case, could CDC please clarify how offerors should present their cost/budgets -- e.g., Base

Year covering five years, and then also present by option years covering in total 4 years separately?

42 3-5 Section B Can CDC elaborate the note provided under CLIN matrices in section? (Note:

“All labor and non-conference travel will be on the same CLIN”)

You can ignore this note.

43 10 C.2.C Service

Table A:

Travel

Amount

Should offerors budget travel for the destination provided, with length of stay only for the base year and not budget travel in the Option Years? Can

CDC confirm that the places and length of stay outlined in the RFP is the maximum allowed travel per CLIN per person, or may offerors add additional travel?

See answer to question 12.

44 10 C.2.C Service

Table A -

Travel

Amount

States that travel spending is limited to

“Not-To-Exceed (NTE)

$15,000USD/Per Option Period”.

Does this also include the Base Year?

Can CDC confirm that the maximum dollar amount allowed under this TO for travel is ($15,000 x 5) $75,000 for five years (i.e., 1 Base Year, plus 4

Option Years)?

See answer to question 12.

45 8–11 C., C.2.C

Service Table

A

In the Minimum Qualifications and/or

Certifications for the personnel to be hired, it is indicated (on page 10) that

Offerors can only propose US citizens and non-citizens that meet the specified criteria. QUESTION: Are Offerors only able to hire US personnel or non-

The labor source for

Service Letter A (Senior

Research & Evaluation

Specialist) must meet the minimum qualifications as stated.

citizens that meet the exceptions? Or can Offeror’s hire in-country staff native to and residing in the country?

The additional statement about citizens or non-U.S.

citizens must be followed along with the exception stated. You are not allowed to propose any person for

Service Letter A that does not meet those instructions.

46 10 C.2.C Service

Table A

Could the government clarify level of proficiency for “knowledge of French language”?

Update: Knowledge of

French language is not required

47 44 L.2 Could the government confirm that

Times New Roman font, pt. 12 is acceptable for the 30-page, single space limit?

Yes, it is acceptable.

48 3 Section B, CLIN 0001

The end date in Section B, CLIN 0001 seems to be incorrect. Can CDC confirm that the end date for CLIN

0001 should be 6/14/2024?

No. See answer to question

8.

49 2 Listed as “ITOPSS 3.0 Request for

Task Order Proposal (RFTOP)” however, should this be listed as

ITOPSS 4.0?

Yes, it should be ITOPSS

4.0

50 8 C.2.C Place of Performance is listed as simply Rwanda. Will the government specify out of which specific location this person will work (e.g., CDC-

Rwanda offices, Rwanda MoH offices, work from home in Rwanda, etc.)?

Kigali, Rwanda in CDC

Rwanda’s office located within the U.S. Embassy

51 44 L.2(b) Will the government clarify and provide detail on what the “Staff Time

Percentage Information” requirement in the RFTOP appendices is meant to entail?

This has been removed in the RFTOP.

52 44 L.2(b) Please provide more detail on what is to be included in the management schedule in the RFTOP appendices?

A timeline, timetable or schedule on how the offeror plans to manage the contract.

53 44 L.2(b) Are the Letters of Commitment (LOCs) requested in the RFTOP appendices supposed to be personnel LOCs or subcontractor LOCs?

This will be for the person proposed for Service Letter

A (Senior Research &

Evaluation Specialist).

54 N/A General There are no instructions in the

RFTOPs to guide submission of the

RFTOP response. The document titled

“RFP 75D30123R63271 031516” gives some instruction regarding page count.

Given the 30 page limit per RFTOP response and the requested appendices, it would be easier for Offerors to submit each RFTOP response as a separate document (Word and PDF).

Please confirm that submitting each

RFTOP technical proposal in its own separate document is acceptable.

Submitting each RFTOP technical proposal in its own separate document is acceptable.

55 N/A General Does the RFTOP submission file/files need to be provided in both word and pdf?

Yes

56 44 / 47 L.2.b

L.2.e.3.V

L.2.b notes “CVs” are allowed in appendices; L.2.e.III.v requires

“resumes”. Are the terms “CV” and

“resume” being used interchangeably?

If not, please provide clarification as to the correct instruction/term.

Yes, interchangeably.

57 47 L.2.e.3.VI-VII Requirements VI and VII under the

Management Approach for the

RFTOPs are very redundant. Will the government provide an updated

RFTOP where these items are combined or provide further detail on the different information the government is seeking in these sections?

The language in these two have be revised into one criteria (VI).

The new VI is below and has been added in the

RFTOP (VI).

The Offeror shall describe the approach/plan that will enable the employee’s relocation to the assigned

Country, which will range from relocation to repatriation. At a minimum, describe methods that address medical care, emergency evacuation, transportation, security, and housing. Attach any examples of orientation materials that will be provided to service employee(s) for this assignment. The attachments can be placed in the appendix.

58 47 L.2.e.3.VII Please confirm the examples of assimilation and/or any orientation materials that will be provided to service employee(s) for this assignment are to be inserted into the appendices for the RFTOP and will not count towards the page limit.

See answer to question 57 for the revisions.

As a result, the word

“assimilation” has been removed.