Amendment No. 1 to RFP 72029422R00002- Questions and Answers.pdf

Issuance Date: April 27, 2022

SUBJECT: Request for Proposals (RFP) RFP No.: 72029422R00002

USAID/West Bank and Gaza - Active Citizenry Activity.

Amendment No. 1

The purpose of this Amendment is to:

1. Amend the RFP as follows: All amendments to the RFP are highlighted in yellow in the RFP, Amendment No. 1 document. Any highlighted strikethrough text (i.e., strikethrough) has been removed from the RFP. Changes to the RFP are noted below in USAID’s responses to questions;

2. Answer the following written questions received from potential offerors by email;

and

3. Add special provision on Taylor Force Act (TFA) under H.5.14 of the RFP.

Questions and Answers:

GENERAL:

Q.1 The place of performance is listed as West Bank/Gaza, and the geographic code is 937.

Could USAID please clarify to what extent the scope of work encompasses civil society organizations in Gaza, the West Bank, East Jerusalem, and the state of Israel?

A.1 USAID will support Palestinian civil society organizations in the West Bank, Gaza and

East Jerusalem. Under this specific activity, activities with civil society organizations in Israel will not be included.

Q.2 What is the anticipated start date of this activity?

A.2 The anticipated start date is around October 1, 2022.

Q.3 For estimating purposes only, can USAID please provide an anticipated start date of the contract?

A.3 See response to question No. 2, above.

Q.4 The USAID Business Forecast for the RFP states that the contract ceiling is between $25 million and $49.99 million. Could USAID please quantify the contract ceiling for the solicitation?

A.4 As this is a term-type contract, the offeror must propose a total estimated cost for the implementation of this Activity.

Q.5 An estimated total cost range was not provided in the cover letter of the RFP. Does USAID intend to provide a total estimated cost range?

A.5 See response to question No. 4, above.

Q.6 The period between the solicitation issue date of April 11th, and the solicitation due date of

May 16th includes the holidays of Passover, Easter, and Eid Al Fitr. Will USAID consider extending the submission deadline given the holiday period?

A.6 Unfortunately extending the due date for receipt of proposals is not possible.

Q.7 Considering Ramadan taking place throughout the month of April, hindering access to contacts in the West Bank/Gaza, would USAID please consider granting an extension for the solicitation due date?

A.7 See response to question No. 6, above.

Q.8 Given the significant overlap of the proposal period with important local religious holidays which limit local partners’ and staff availability, would USAID kindly consider extending the proposal due date to May 23, 2022?

A.8 See response to question No. 6, above.

Q.9 Would USAID consider extending the proposal deadline in light of all the holidays that fall during this time period (Passover, Catholic Easter, Orthodox Easter, Eid Al Fitr)?

A.9 See response to question No. 6, above.

SECTION B:

Q.10 Given that the RFP is for a term type contract with a LOE ceiling, an indication of overall budget would be helpful to ensure USAID receives comparable proposals. Would USAID provide a budget range or ceiling for this activity?

A.10 See response to question No. 4, above.

Q.11 Can USAID please clarify the language in §B.2? The language indicating the requirement to “achieve the goals and intended results” seems to conflict with the contract type indicated since the government is contemplating a term-type CPFF contract.

A.11 There is no clarification needed. While this is term-type, the LOE required for the contract must utilize best efforts to achieve the goals and intended results of Section C.

Q.12 Can USAID please clarify the differentiation between Fixed Fee (non-GUCs) and Fixed

Fee (GUCs) described under CLIN 0001 in §B.4(a)? Since the fee is fixed and payable based on the delivery of the required labor the government is ordering, it is not clear how these amounts differ, unless this is simply for pricing convenience prior to award. Is this the case, given the discussion at §B.8(b)?

A.12 Offerors must propose a fee for all direct costs and a fee for GUCs.

Q.13 Page 14 of the RFP states that, “Major subContractors are defined as those whose proposed cost exceeds 20% of the Offeror’s total proposed cost.” Can USAID please clarify whether this refers to 20% of the Offeror’s total proposed cost inclusive of the $9 million GUC pool, or 20% of the Offeror’s total proposed cost excluding the $9 million GUC pool?

A.13 The offeror’s total proposed cost referred to in this definition is inclusive of the $9 million

GUC amount.

Q.14 Under B.7 (a) Level of Effort (LOE) the RFP states “The Government estimates that up to 52,484 person-days of LOE will be required...” Can USAID confirm that offerors have flexibility to propose a number of person-days below the estimate noted in the RFP?

A.14 USAID confirms that Offerors may propose LOE at or below the Government estimated person-days of LOE specified by USAID under section B.7 (a).

Q.15 Under B.8 (a) the RFP notes that “The fixed fee ceiling applies to the prime contract and all cost reimbursement subcontracts.” Can USAID confirm that the fixed fee ceiling referenced only applies to the prime contractor as subcontractor fee will be negotiated and incorporated into a subcontract between the prime and subcontractor?

A.15 The fixed fee ceiling applies to the prime contract and all cost reimbursement subcontracts.

Q.16 Can USAID please clarify the purpose of the fee ceiling described in §B.8(a)? Since the amount is not completed and the resulting award will not be an IDIQ, does this merely refer to the statutory 10% of the contract’s total estimated cost for CPFF contracts (FAR 15.404-

4(c)(4)(i)(C))? Or, if the government intends to further limit the amount of fixed fee to be considered, can the government please clarify the basis based on the stated factors in FAR

15.404-4?

A.16 B.8 refers to the ceiling to be set by the Contracting Officer in the contract. Please refer to section L.8.4. (b) (2) (J) for instructions.

Q.17 Can USAID please clarify the need for indirect cost rate ceilings described at §B.6? It is our understanding that the government is not requiring a cost-sharing arrangement under any resulting contract. For offerors with extensive past performance implementing prime contracts for the U.S. Government and established NICRAs, the example situations described in FAR

42.707(b)(1) do not appear to apply. If this is the case for the selected offeror, will the government consider waiving the requirement to apply ceiling rates for indirect costs? Or if not, can the government please clarify the requirement for ceilings on indirect costs?

A.17 Please refer to section L.8.4 (b) for further information on the proposed indirect costs.

Ceiling on Indirect cost rates shall be in accordance with FAR part 42.707.

Q.18 Can USAID please clarify the basis for the payment of fixed fee? The government states the contract type as CPFF Term-type, and lists a specific amount of labor to be purchased.

However, the government describes a method of paying fixed fee at §B.9 which either seems to be a prohibited cost- plus-a-percentage-of-cost basis (“CPPC” prohibited at FAR 16.102(c)), or otherwise allows the CO to arbitrarily reduce the fee even if all the required labor has been provided (at §B.9(1)). Both seem to be in apparent conflict with what appears to be a fairly standard basis for term-type fee to be paid (at §B.9(3)). Would the government consider removing the reference to CPPC fee payment and arbitrary reduction?

A.18 Section B.9 relates to the payment of the fixed fee, not the establishment of the fee. Per

B.9, the monthly payment of fixed fee will be paid in proportion to the LOE delivered during that month and, pursuant to FAR 52.216-8, it will be made upon receipt of a proper invoice.

SECTION C:

Q.19 The RFP outlines support for media organizations in the West Bank and Gaza. Will

USAID support for-profit media firms through sub-grants?

A.19 It is up to the Offeror to propose the best approach that will most effectively meet the objectives of Section C and respond to the evaluation criteria in Section M. The Offeror may propose support for for-profit local independent media firms if such support serves the purpose of the activity and components in Section C. Regardless, the proposed support must be closely coordinated and approved by USAID.

Q.20 Section C, IV Link to Mission Strategy and National Priorities (p. 20) references Mission

Objective 3.1. Will USAID share the overall Mission Strategy document and Results

Framework that Objective 3.1 is a part of?

A.20 USAID will not be able to share the Mission Strategy. A link to the National Policy

Agenda is below:

http://www.palestinecabinet.gov.ps/WebSite/Upload/Documents/GOVPLAN/NPA%20English.p df

Q.21 Can USAID clarify if it expects Offerors to implement all three project components

(including Component 3) through grants to CSOs?

A.21 This is for Offerors to decide. Grants may be utilized as one of the tools to achieve the objectives of Section C. The Offeror must provide other proposed activities that serve the objectives of each component and ultimately feed into the purpose of the activity.

Q.22 Does USAID anticipate taking an iterative approach to defining the thematic sectors for interventions (RFP page 27 – 31)? Or should the Contractor expect that the thematic sectors will remain fixed throughout implementation?

A.22 It is possible to take an iterative approach regarding thematic sectors and thus USAID expects a high level of flexibility during the life of the project. Please see page 22 that indicates the following: “Given the dynamic nature of the sector, political developments and the various unforeseen changes that may occur, each component must include flexibility to enable the

Contractor to respond to unplanned needs that may arise during the life of the project. The

Contractor must also employ an iterative management approach that regularly reassesses and re-evaluates the operating environment(s) and adjusts implementation as necessary. Individual tasks/activities and interventions will be determined based upon learning and analysis and in consultation with USAID and stakeholders.”

Q.23 May offerors elaborate on the Theory of Change outlined in the RFP?

A.23 This is up to Offerors to decide. If Offerors believe this is the best approach to meet the

RFP requirements and respond to the evaluation criteria, they may elaborate on the Theory of

Change with the understanding that any narrative must remain within the page limitations identified in the RFP. Please see response to question No. 31.

Q.24 The first paragraph on page 20 of the RFP refers to a rapid assessment conducted by

USAID. Can USAID please share the full rapid assessment?

A.24 Major outcomes and findings from the assessment were summarized and incorporated in

Section C of the RFP. The assessment can be found at:

http://www.palestinecabinet.gov.ps/WebSite/Upload/Documents/GOVPLAN/NPA%20English.pdf http://www.palestinecabinet.gov.ps/WebSite/Upload/Documents/GOVPLAN/NPA%20English.pdf https://dec.usaid.gov/dec/content/Detail_Presto.aspx?ctID=ODVhZjk4NWQtM2YyMi00YjRmL

TkxNjktZTcxMjM2NDBmY2Uy&rID=NjAwMDE1&qrs=RmFsc2U%3d&q=KERvY3VtZW50 cy5Db250cmFjdF9HcmFudF9OdW1iZXI6KDcyMDI5NDIxTEEwMDAwMSkp&qcf=ODVhZj k4NWQtM2YyMi00YjRmLTkxNjktZTcxMjM2NDBmY2Uy&ph=VHJ1ZQ%3d%3d&bckToL

=VHJ1ZQ%3d%3d&rrtc=VHJ1ZQ%3d%3d

The RFP is amended to include the above link of “The Palestinian Civil Society Rapid

Assessment” under section J.10.

Q.25 Page 21 of the RFP states that, “In 2021, USAID/WBG awarded a two-year civil society support activity that focuses on enhancing governance and institutional capacity of CSOs, and increasing participatory community development and civic participation.” Can USAID provide more details on this activity, including the implementing partner name, activity description, and links to any available progress reports, assessments, or evaluations of the activity?

A.25 The Civic Participation and Community Engagement (CPCE) Project is a two-year project implemented by FHI 360. The project started in September 2021 and is planned to end in

September 2023. The CPCE project aims to enhance governance and institutional capacity of civil society organizations and increase participatory community development and civic participation. CPCE will do this by strengthening civil society organizations to better advocate and serve citizens, which will lead to increased citizen engagement and participation in all aspects of civic life. This information is added to the RFP under section C.(V).

Q.26 On page 21, section C, USAID states that “In 2021, USAID/WBG awarded a two-year civil society support activity that focuses on enhancing governance and institutional capacity of

CSOs and increasing participatory community development and civic participation.” Could

USAID please share the latest annual or quarterly report so that Contractors may plan for coordination with other USAID activities on related cross-cutting issues?

A.26 See responses to question 25, above. Please also refer to the DEC for published reports.

Q.27 Is the activity mentioned on Page 21 of the RFP the USAID Civic Participation and

Community Engagement Activity? Can USAID provide more details on this activity, including the implementing partner name, activity description, and links to any available progress reports, assessments, or evaluations of the activity?

A.27 See responses to question No. 25, above.

Q.28 Would USAID please confirm that the bulk of activities under Active Citizenry will be limited to the West Bank, rather than Gaza?

A.28 USAID will support Palestinian civil society organizations in the West Bank, Gaza and

East Jerusalem.

https://dec.usaid.gov/dec/content/Detail_Presto.aspx?ctID=ODVhZjk4NWQtM2YyMi00YjRmLTkxNjktZTcxMjM2NDBmY2Uy&rID=NjAwMDE1&qrs=RmFsc2U%3d&q=KERvY3VtZW50cy5Db250cmFjdF9HcmFudF9OdW1iZXI6KDcyMDI5NDIxTEEwMDAwMSkp&qcf=ODVhZjk4NWQtM2YyMi00YjRmLTkxNjktZTcxMjM2NDBmY2Uy&ph=VHJ1ZQ%3d%3d&bckToL=VHJ1ZQ%3d%3d&rrtc=VHJ1ZQ%3d%3d https://dec.usaid.gov/dec/content/Detail_Presto.aspx?ctID=ODVhZjk4NWQtM2YyMi00YjRmLTkxNjktZTcxMjM2NDBmY2Uy&rID=NjAwMDE1&qrs=RmFsc2U%3d&q=KERvY3VtZW50cy5Db250cmFjdF9HcmFudF9OdW1iZXI6KDcyMDI5NDIxTEEwMDAwMSkp&qcf=ODVhZjk4NWQtM2YyMi00YjRmLTkxNjktZTcxMjM2NDBmY2Uy&ph=VHJ1ZQ%3d%3d&bckToL=VHJ1ZQ%3d%3d&rrtc=VHJ1ZQ%3d%3d https://dec.usaid.gov/dec/content/Detail_Presto.aspx?ctID=ODVhZjk4NWQtM2YyMi00YjRmLTkxNjktZTcxMjM2NDBmY2Uy&rID=NjAwMDE1&qrs=RmFsc2U%3d&q=KERvY3VtZW50cy5Db250cmFjdF9HcmFudF9OdW1iZXI6KDcyMDI5NDIxTEEwMDAwMSkp&qcf=ODVhZjk4NWQtM2YyMi00YjRmLTkxNjktZTcxMjM2NDBmY2Uy&ph=VHJ1ZQ%3d%3d&bckToL=VHJ1ZQ%3d%3d&rrtc=VHJ1ZQ%3d%3d https://dec.usaid.gov/dec/content/Detail_Presto.aspx?ctID=ODVhZjk4NWQtM2YyMi00YjRmLTkxNjktZTcxMjM2NDBmY2Uy&rID=NjAwMDE1&qrs=RmFsc2U%3d&q=KERvY3VtZW50cy5Db250cmFjdF9HcmFudF9OdW1iZXI6KDcyMDI5NDIxTEEwMDAwMSkp&qcf=ODVhZjk4NWQtM2YyMi00YjRmLTkxNjktZTcxMjM2NDBmY2Uy&ph=VHJ1ZQ%3d%3d&bckToL=VHJ1ZQ%3d%3d&rrtc=VHJ1ZQ%3d%3d https://dec.usaid.gov/dec/content/Detail_Presto.aspx?ctID=ODVhZjk4NWQtM2YyMi00YjRmLTkxNjktZTcxMjM2NDBmY2Uy&rID=NjAwMDE1&qrs=RmFsc2U%3d&q=KERvY3VtZW50cy5Db250cmFjdF9HcmFudF9OdW1iZXI6KDcyMDI5NDIxTEEwMDAwMSkp&qcf=ODVhZjk4NWQtM2YyMi00YjRmLTkxNjktZTcxMjM2NDBmY2Uy&ph=VHJ1ZQ%3d%3d&bckToL=VHJ1ZQ%3d%3d&rrtc=VHJ1ZQ%3d%3d

Q.29 Page 32 of the RFP references a "rapid assessment conducted by the USAID Civic

Participation and Community Engagement activity." Would USAID kindly share this document, as it is not available through the DEC?

A.29 See response to question No. 24, above.

Q.30 Page 34 of the RFP states, "the contractor must manage all grants awarded under this contract." Would USAID please confirm that third-tier grants are allowable as long as the second-tier grant is overseen directly by the Contractor?

A.30 Offerors should decide the best approach that meets the goals of the activity while following the RFP requirements and responding to the evaluation criteria. Please refer to section

L.7 (2) (f) (I) which states that Offerors must describe the appropriate and strategic use of Grants under Contract to achieve the overall goals of the Active Citizenry Activity.

Q.31 Would USAID be open to using a multi-level Theory of Change (RFP page 22) that clarifies the desired interaction between the various strategies (Components) of the Activity? If so, would USAID like the Offeror to suggest the pathways of change (causal logic) or would

USAID prefer to do so directly (e.g. role of CSO service provision included in Component 2)?

A.31 It is up to Offerors how they choose to present the technical approach that meets the requirements of the RFP. Offerors may present the theory of change in any form that justifies the logic of the technical approach while meeting the requirements described in the RFP. Please see the response to question No. 23, above.

Q.32 Under the Goal, Objectives and Components, the RFP requires that “The Contractor must work with civil society stakeholders, including media outlets, private sector, think tanks, universities, research institutions, trade unions and associations, and other relevant stakeholders” (RFP page 22).

a. Can USAID clarify if engagement with these stakeholders is intended to enable the achievement of the otherwise-articulated expected results or if stakeholder engagement is itself a desired result of the Activity?

A.32.a. Offerors must interpret the requirements and present the best approach that most effectively meets the objectives of Section C, follows the instructions in Section L, and responds to the criteria in Section M.

b. Does USAID require that engagement with the above referenced stakeholders, including the private sector, be carried out by the Contractor directly or by the civil society organizations participating in the project?

A.32.b. The Contractor is ultimately responsible for the implementation of this activity and must be involved in all aspects of the implementation of this activity. The Contractor may delegate some of the engagement to the partnering CSOs - as needed - while maintaining a high level of monitoring and supervision, but ultimately this approach is up to Offerors to decide and present in a way that meets RFP instructions and responds to the evaluation criteria.

c. Given the breadth of the stakeholders listed, can USAID clarify if each type of stakeholder must be engaged or if USAID is including an illustrative list of stakeholders who may be relevant, depending on the priorities and capacities of CSOs selected for participation in the

Activity?

A.32.c. It is up to the Offeror to propose and prioritize the stakeholders that might be relevant, depending on the priorities and capacities of CSOs selected for participation in this activity.

Q.33 Would USAID consider updating its language on institutional capacity strengthening requirements of the Contractor to be reflective of USAID's focus on “tailored assistance packages” based on baseline analysis of CSO capabilities (RFP page 22)?

A.33 Please refer to section L.7. (2) (f) (III) on page 185.

Q.34 Can USAID clarify the purpose and scope of the required outreach plan (RFP page 25) under Component 2? For example, does USAID expect this plan to be Activity-wide or linked to specific CSO-proposed civic participation initiatives?

A.34 It is up to Offerors to present a sound outreach plan that serves the objective of the activity as described in Section C of the RFP. The purpose of the outreach plan is to reach citizens and gauge public engagement on certain issues that a specific activity will focus on. The plan must complement the effort being implemented.

Q.35 Component 2 of the RFP requires “community support groups” design community projects that address social and economic needs (RFP page 25). Can USAID clarify if it has an existing definition of these groups (and if so, their composition, role, etc.) or if the Offeror should define these groups (e.g., constituencies of CSOs)?

A.35 It is up to Offerors to identify and define these support groups and present the best technical approach that meets the objectives of Section C of the RFP.

Q.36 Can USAID clarify if it is requiring that the “participatory co-creation and co-design project approach with CSOs, coalitions, and CBOs” (RFP page 25) must include the Contractor, the constituencies of the CSOs, or both?

A.36 It is up to Offerors to interpret the concept and present it in a sound technical manner that ensures sufficient inclusion of relevant stakeholders.

Q.37 Can USAID clarify the requirement under Component 3 that the Contractor “engage the private sector to enhance civic engagement advocacy, accountability and transparence, and enhanced services to enable economic growth and investment” (RFP page 26)?

A.37 It is up to Offerors to decide the best approach that most effectively meets the objectives of Section C.

a. Does USAID require that this engagement with the private sector be carried out by the

Contractor directly or by the civil society organizations participating in the project?

A.37.a. This is a responsibility of the Contractor.

b. Does USAID require that the Activity promotes the accountability and transparency of the private sector itself or that CSOs work together with the private sector to advocate for public policy reforms?

A.37.b. It is up to Offeror to decide the best approach to implement the activity to achieve the objectives described in Section C of the RFP.

c. Is USAID expecting the private sector to finance service delivery by CSOs or is USAID interested in supporting local market systems strengthening for priority goods, services, and opportunities?

A.37.c. It is up to Offerors to interpret and propose an approach that meets the purpose of the activity and objectives described in Section C of the RFP.

Q.38 Under the expected results of Component 3, would USAID consider an alternative expected result for “Increased number of reform-minded citizens” (RFP page 27)? For example, “Participation of constituents in CSO-led advocacy or civic engagement events,” may enable clearer definition and measurement by Offerors.

A.38 Offerors should focus on presenting a technical approach that meets the objectives in

Section C, follows the instructions in Section L, and responds to the evaluation criteria in Section

M. If Offerors believe that its technical approach is further supported by proposing additional expected results, it is up to the Offeror to present that in a way that meets Section C, L and M mentioned above within the page limitation outlined in the RFP.

Q.39 Can USAID further clarify what it seeks to achieve through the “increased civic participation” of Component 2 in comparison with the “increasing civic participation and engagement and promote transparency” of Component 3?

A.39 Offerors must interpret the requirements and present the technical approach that meets the objectives of the activity as described in Section C, follows the instructions in Section L, and responds to the evaluation criteria in Section M of the RFP.

Q.40 Can USAID clarify if it wants the advocacy and public interest issues planned for

Component 3 to be defined by Offerors at proposal stage or if USAID prefers that the Contractor take a facilitative approach with CSOs during implementation to define and prioritize these advocacy and public interest issues?

A.40 It is up to Offerors to decide the technical approach that meets the objectives of Section C, follows the instructions in Section L, and responds to the evaluation criteria in Section M of the

RFP.

SECTION D:

No questions were received for this section.

SECTION E:

SECTION F:

Q.41 Section F.3 (p.42) lists the Place of Performance as the West Bank and Gaza.

Furthermore, Section H.2 (p.70) lists the Authorized Geographic Code as 937, defined as the

U.S., the Cooperating Country, and developing countries other than advanced developing countries, but excluding any country that is a prohibited source. Can USAID please confirm

Israel is included as part of the definition of "Cooperating Country" and therefore included in the

Place of Performance?

A.41 Please see response to question No. 1, above. In addition, purchase of equipment and supplies is authorized in Israel, West Bank, Gaza and East Jerusalem.

SECTION G:

SECTION H:

Q.42 In Section H.2 Geographic Code, can USAID please clarify if Israel is included under the cooperating/recipient country designation?

A.42 See response to question No. 41, above.

Q.43 Can USAID please clarify the Choice of Law requirement described at §H.5.1? While we understand our rights and the requirements for any dispute with the government, the flow down requirement to subcontractors appears to be inappropriate. The government has no privity of contract for such commercial engagements and the subcontractors do not have recourse to the government-prime contractor disputes process. Subcontractors do not, for example, have any opportunity for settling disputes through ASBCA (as an aside, should this read BCA rather than

ASBCA?), nor can the prime obligate such a process upon the boards and courts described in this clause.

A.43 This clause should be included in all subcontracts awarded under the resultant contract.

Q.44 Section H.5.8 states, “all imports and expenditures under this contract by the Contractor and by non- local subContractors (as defined below) will be exempt from Value-Added Tax

(VAT) and customs duties imposed by the PA and from customs duties imposed by the GOI”;

however, Section L.8.1.(e) of the cost volume instructions states that the cost volume should be inclusive of Value Added Tax, if applicable. Can USAID please confirm that Offerors do not need to include VAT in their budgets given the exemption stated in Section H.5.8?

A.44 Please carefully review section H.5.8 where it states that there are no exemptions from

VAT imposed by the GOI. Offerors must include any VAT, if applicable. Following the award, the contractor will be required to obtain original VAT receipts from the vendors and submit them to USAID for reimbursement.

Q.45 Can USAID please clarify the applicability of §H.5.13? This section refers to “recipients and significant subrecipients,” not to contractors or subcontractors. Should we understand this requirement as applicable only to grantees (GUCs)? Or is this audit requirement also being imposed upon the prime contractor?

A.45 As stated in section H.5.13 “Since Fiscal Year 2003, the U.S. Congress has mandated in its annual appropriations laws that USAID shall ensure that Federal and non-Federal audits of all

Contractors and grantees, and significant sub-Contractors and sub-grantees, under the West Bank and Gaza (WBG) Program are conducted at least on an annual basis”.

Q.46 Section H.6(3a) on page 81 notes that the Contractor must prepare an Environmental

Mitigation and Monitoring Plan and submit an Environmental Mitigation and Monitoring

Report; however, these two deliverables are not included in the table in Section F.6.3 on pages

57-60. Can USAID clarify the due dates for these two deliverables during the contract period?

A.46 The due dates for submission of these deliverables are included under section H.6 (3a).

Q.47 H.7 Schedule and Cost Deviation: Will there be any threshold of flexibility incorporated into the winning agreement or does USAID expect that any deviations in cost, regardless of size, will require approval?

A.47 Contracting Officer (CO) approval is required for any deviations from the Contract.

Q.48 Section H.13(c): Please remove the last sentence “The contractor must obtain the COR’s concurrence on the assignment of any personnel” as salary approvals are covered under the rest of Section H.13 and Section H.12, and to reduce the administrative burden of concurrence requests to COR required for “any personnel”.

A.48 The COR’s concurrence on the assignments of any personnel remains a requirement under this Activity.

Q.49 Section H.13(f) on page 84 limits offerors to administering 3% annual salary increases to long-term project staff. We respectfully request that the salary restriction be removed from the

RFP as it appears to be inconsistent with AIDAR 752.7007 Personnel Compensation, incorporated in the contract under Section H.12, which stipulates that personnel compensation be in accordance with the contractor’s established policies, procedures, and practices, with reimbursement subject only to the USAID Contractor Salary Threshold. The salary restriction may preclude contractors from following their established policies, procedures, and practices, as required by AIDAR 752.7007.

A.49 The requirement will not be removed or adjusted.

Q.50 Section H.13(f): Will USAID please consider revising the annual increase ceiling to 10% to account for annual/promotional increases; or remove the ceiling percentage to allow for annual and promotional increases in accordance with an organization’s HR policies/procedures and cost principles per Section H.12; and to reduce the administrative burden of Contracting

Officer approvals for all annual increases above 3%.

A.50 Please see the response to question No. 49.

Q.51 Section H.13(f) states “annual salary increase may not exceed 3% per employee regardless of the annual escalation pool in the budget”. Will USAID consider removing this requirement and allow Offeror’s to base salary increases in accordance with their established policies, procedures and practices as stated in Section H.12(a)?

A.51 Please see the response to question No. 49.

Q.52 Section H.13(g): Please remove the last sentence first paragraph “The contractor must obtain COR approval of the individual’s technical appropriateness to work on program activities” to reduce the administrative burden of such approval requests for non-Key Personnel which are covered under the rest of Section H.12 and H.13.

A.52 The COR approval of the individual’s technical appropriateness to work on program activities under section H.13 (g) remains a requirement under the contract.

Q.53 Can USAID please clarify the process for the setting of “replacement staff” salaries described in §H.13(g)? Since the government has not indicated specific labor categories of personnel it is buying time from within the total number of days to be purchased, nor has the government incorporated a requirement for Ceiling Daily Rates or similar limitations, the procedure described in this section is unclear. The total estimated cost submitted by the offeror will only be an estimate based on present conditions and the RFP; the contractor will be required to assess and negotiate the salary for personnel under the contract on an evolving basis as performance proceeds based on the market. Therefore, the likelihood of all specific criteria described in this section being met for any particular recruitment will probably be quite limited.

A.53 Please refer to section H.13 in its entirety and section H.12, as well as L.8.4

“ADDITIONAL BUDGET INSTRUCTIONS”.

Q.54 Page 85, Section H.13 (g) Replacement Staff states that “Completed biographical data sheets “Form AID-1420-17”” must be provided by the Contractor for all proposed Key

Personnel.” Can USAID kindly confirm whether Form AID-1420-17 is required to be submitted with the proposal for proposed Key Personnel?

A.54 Offerors are not required to submit the form AID-1420-17 for the proposed key personnel with their proposal.

Q.55 Under H.13 (j) the RFP states that “The length of the Contractor's U.S., non-overseas employees workday must be in accordance with the Contractor's established policies and practices and must not be less than 8 hours per day, and 40 hours per week.” Will USAID accept a Contractor’s established workday policy if the policy is 7 hours per day and 35 hours per week?

A.55 Please refer and comply with the requirements in Section H.13

Q.56 Under H.13 (k) the RFP states: “...Unless consultants are engaged as labor and hence considered Contractor personnel, they are considered subcontractors subject to applicable clauses and requirements...” Can USAID confirm that the use of "consultant" in this clause is in line with the definition provided in FAR 31.205-33?"

A.56 The consultant’s costs must be in accordance with FAR part 31.205-33. The RFP is amended to remove the last sentence under section H.13 (k) on page 87 of the RFP.

Q.57 If USAID confirms the above, we request that consultant costs and scopes of work be reviewed and approved in line with the requirements found in FAR 31.205-33 and not treated as subcontractors.

A.57 see response to question No. 56, above.

Q.58 We understand that per Section H.15(a) on page 87, grants may not be awarded to public international organizations or governmental organizations. However, the regulations do not restrict contractors from executing grants with public international organizations and do allow for solely in-kind grants to government entities. To allow for flexibility in executing the grants program, would USAID confirm that solely in-kind grants to government entities will be allowed under this contract, pursuant to ADS 302.3.4.13?

A.58 USAID confirms that no grants (cash or in-kind) are allowed to government entities; all grants must be provided to local Civil Society Organizations as identified in the RFP.

Q.59 Section H.14(a) and (b), and Section L.8.4: In order for offerors to ensure compliance with the requirements, please provide the Mission’s most recent full local compensation plan

(pay scale and benefits/allowances encompassing total compensation).

A.59 The maximum local compensation rates will be shared with the contractor during the administration of the contract. With regard to your referenced section L.8.4, this is to clarify that

Section L.8.4 (b) (2) (A) on page 191 states that “Waivers to pay TCN allowances and/or pay

CCN/TCN salaries that exceed Local Compensation Plan (“LCP”) maximums are not required at this time and such salaries will be presumed to be reasonable under the assumption that the

Offeror can justify a waiver during administration of the contract. Upon award, CCN and TCN salaries proposed in excess of the USAID maximum rate per the LCP, will require a salary justification and waiver from the contract awardee for USAID approval, pursuant to paragraph

(b) of AIDAR 722.170”.

Q.60 Under H.15 (f) the notes that “Prior to publicizing any funding opportunities, or awarding grants, the Contractor must prepare a Grants Manual that will outline the process and procedures that the Contractor will follow for the award and management of the Grants under

Contract component.” Can USAID provide a more specific timeline about when the Grants under Contract manual will be due?

A.60 The successful offeror will discuss the timing of funding opportunities with the COR and agree upon an appropriate timeline. The Grants Manual is not a contract deliverable, and the

Contractor should only confirm it has a manual in place prior to these discussions.

SECTION I:

SECTION J:

Q.61 Would USAID please confirm that the completed Attachment J.4, Contractor Performance

Information Form, should be sent directly to USAID by the reference? Section L states that it should be sent directly by the reference, but Attachment J.4 says it should be sent to USAID by the Offeror.

A.61 The fully completed Contractor Performance Information form (Attachment J.4 under the

RFP), must be sent directly by the Reference. Section A of the form must be completed by the

Offeror and Section B of the form must be completed by the Reference. Please note that it is the

Offeror’s responsibility to ensure that USAID receives the requested information.

SECTION K:

SECTION L:

Q.62 Would USAID kindly confirm the email address for RFP submission? The cover page lists

"activecitizenry-gce@usaid.gov," while page 176 refers to "active_citizenry-gce@usaid.gov" with a link to "citizenry-gce@usaid.gov."

A.62 The email address for proposals submission is activecitizenry-gce@usaid.gov. The RFP is hereby amended to accurately reflect the email address in section L.6.2.

Q.63 L.6.2 (p. 177) As with charts and graphs, may offerors use a font no smaller than 10 points for textboxes?

A.63 Yes. Section L.6.2 on page 178 and section L.7.(2) (b) on page 180 of the RFP are amended to add textboxes.

A.64 L.6.2, p. 177, notes 10-point font may be used for charts and graphs. Would USAID confirm that offerors may also use a 10-point font for text boxes?

A.64 Yes, USAID confirms.

Q.65 L.6. 2 (p. 176, p. 178, p. 179-80) As the submission requirements for the cover page and cover letter are combined, may offerors submit a cover page(1-page) and a 1-page cover letter?

A.65 To avoid any confusion, the RFP is amended to replace “cover page” with “cover letter” under sections L.7(2)(a) and L.7(2)(c) on pages 179 & 180.

Q.66 L.7(2)(a), p. 178, specifies that technical proposals must include a cover page that is limited to one page, and under L.7(2)(c), Cover Page, p. 179-180, notes the cover letter is limited to a maximum of two pages. Would USAID confirm Offerors may allot two pages not subject to the 20-page limit to a cover page and cover letter?

A.66 See response to question No. 65. The cover letter is limited to two pages, and it is not included in the 20 pages limit of the technical proposal. The RFP is amended on page 179 to replace the “one page” limit with “two pages” limit.

Q.67 Page 178 of the RFP states that the Cover Page of the technical proposal is limited to one page. Pages 179-180, under the heading “Cover Page” state that the Cover Letter is limited to a maximum of two pages. Can USAID please clarify:

a. Whether the Offeror is required to include a Cover Page, Cover Letter, or both a

Cover Page and Cover Letter in the submission;

mailto:activecitizenry-gce@usaid.gov mailto:active_citizenry-gce@usaid.gov mailto:citizenry-gce@usaid.gov mailto:activecitizenry-gce@usaid.gov

b. The page limits of the required Cover Page and/or Cover Letter;

c. Whether those pages are included in the 20-page limit for the Technical Proposal;

and

d. The information to be included in the Cover Page, and in the Cover Letter.

A.67 See response to questions 65 and 66, above.

Q.68 The RFP states in Section L.7 on page 187 that offerors must submit references from three small businesses to assess performance using small business concerns. Would USAID please provide a preferred template or form to be used for references from small businesses?

A.68 There is no specific form or template to be used. Offerors can use their own format.

Q.69 Could USAID confirm whether subcontractors are required to provide a signed copy of

Section K and SAM certification?

A.69 Each proposed subcontractor must provide signed copies of section K. See section L.8.4

(e)

Q.70 Would USAID consider allowing Cooperative Agreements in addition to Contracts to be included in Annex E, Past Performance Matrix?

A.70 This requirement remains unchanged.

Q.71 In section IV (i) (a) (1) on page 185 of the RFP, will USAID consider removing the sentence “Projects implemented under assistance mechanisms will not be considered for past performance evaluation” and allowing Offerors to include assistance awards for evaluation?

A.71 See response to question No. 70, above.

Q.72 Section L.8.1.(b).1. lists the Budget Spreadsheet as the first section of the Cost Volume but also lists it as Annex A. Can USAID please clarify where the Budget Spreadsheet should be presented in the Cost Volume?

A.72 The budget spreadsheet must be included in the cost volume. The RFP is hereby amended to remove Annex A from section L.8.1 (b) (iii).

Q.73 Section L.8.4 (b) Part 2 - Proposed Costs/Prices (p. 192-194): under (G) Other Direct

Costs, the RFP states that Other Direct Costs must include certain budget categories, including

Procurement costs (Item no. iii), which includes non-expendable property. However, in the standard cost element breakdown provided in the table under Section (3), the RFP includes a cost category for "Equipment and Supplies" which would typically include all expendable and non-expendable property. Can USAID please confirm that offerors should budget all expendable and non-expendable property under the "Equipment and Supplies" cost category, rather than ODCs?

A.73 Section “(E) Equipment and Supplies” refers to equipment and supplies the offeror plans to procure for their own use on the Activity. While section “G.iii Procurement costs should include any procurement the offeror may plan for the technical activities, if applicable.

Q.74 Can USAID please clarify where procurement costs should be included in the budget?

Section L.8.4.(b)(2)(G). iii. Procurement costs and Section L.8.4.(b)(2)(E) Equipment &

Supplies both refer to procurement.

A.74 See response to question No. 73, above.

Q.75 Section L.8.4.(b). (2). (A) states, “Upon award, CCN and TCN salaries proposed in excess of the USAID maximum rate per the LCP, will require a salary justification and waiver from the contract awardee for USAID approval”. Can USAID please provide the maximum rate per the

LCP?

A.75 Offerors must propose salary rates that commensurate with the market rates and the level of responsibilities of each position. In those cases where waivers might be required, USAID will notify the Contractor of any limitations post award.

Q.76 Section L.8.4.(b)(2)(G) States, “The Offerors must also submit the following supportive information: personnel, travel and procurement organization policies regulations, upon request”

Can USAID please confirm that Offerors do not need to submit these documents with the proposal and that they will be requested post award?

A.76 It appears this question refers to section L.8.4 (b) (2) subsection “L” rather than subsection “G”. Subsection “L” states that “The Offeror must also submit the following supportive information: personnel, travel and procurement organization policies, upon request.”

USAID confirms that offerors do not need to submit these documents with their proposal.

Q.77 Can USAID please clarify where subcontractor costs should be included in the budget?

Section L.8.4.(b)(2)(I) indicates subcontracts should be included under Program Costs; however, it also states that Program Costs “must be exclusive of any costs associated with salaries operations, administration and handling” which may be elements of subcontractor budgets.

Would USAID consider adding a Subcontractor cost element to the budget template?

A.77 The Offeror’s proposed total program costs must include the Offeror’s and each applicable Sub-offeror’s program costs activities and must be tied to the total program costs in the applicable Offeror’s/Sub-offeror’s detailed budget tab. For every subcontract, the Offeror must submit a separate detailed spreadsheet tab with the same detail, organization, and format set forth for the prime contractor.

Q.78 Section L.8.4 (b) Part 2 - Proposed Costs/Prices (p.192-193): under (E) Equipment and

Supplies and (G) Other Direct Costs, part iii. Procurement costs - the RFP mentions that offerors must specify the manufacturer for equipment, materials, and supplies expected to be purchased.

As these items will be sourced during implementation through a competitive procurement process, would USAID please consider removing the requirement to provide the manufacturer, as this may not be able to be determined at this time.

A.78 To the extent this information is known to the offeror at the proposal stage, Offerors should include the manufacturer and the anticipated geographic source for planned purchases.

Q.79 L.6.2 (p.177 and p. 187-8) Please confirm that the annexes to the cost proposal can be incorporated into one PDF file for the cost proposal submission (not to exceed 25 MB).

A.79 Offerors may submit the annexes to the cost proposal either in one PDF file or in separate attachments.

Q.80 L.6.2 (p.185) Are offerors to place the additional information required in this section

(CPARS, awards, and small business usage performance package) in the technical body as non-counting pages or in the Past Performance Matrix annex?

A.80 Consistent with section L.7. (2) (a), any information that the offeror include in the technical proposal will be counted in the 20-pages limit, excluding the annexes (A-F) and the following:

● Cover Letter

● Table of Contents

● Dividers

● List of acronyms

Q.81 Section L.7 II on page 182, Staffing and Management Approach, states that other than the key positions outlined in Section F.5 (chief of party and deputy chief of party), the contractor may propose up to two additional key personnel positions (for up to four key positions total).

Can USAID confirm that offerors are not required to name two additional key personnel positions beyond the chief of party and deputy chief of party?

A.81 USAID confirms. It is up to Offerors to decide the best management approach to present that will support the Contractor in achieving the objectives in Section C of the RFP.

Q.82 Page 182 of the RFP states that Offerors must include a Results Framework. Can USAID confirm that the Results Framework is to be included within the 5-page draft MELP plan in

Annex B?

A.82 USAID confirms that the Results Framework must be included within the 5-page draft

MELP plan.

Q.83 Page 185 of the RFP provides guidance on Contractor Performance Information. IV (i)

(a). In addition to the submission of Attachment J3 – Past Performance Matrix, can USAID please clarify if the Offeror is expected to include narrative in the technical proposal summarizing recent past performance? If so, can USAID confirm that this narrative is excluded from the 20-page limit of the technical proposal?

A.83 A past performance narrative is expected per the instructions. See response to question

No. 71, above and section L.7. 2 (f) IV.

Q.84 The last paragraph on page 186 of the RFP notes that Offerors who are not small business concerns must provide a narrative summary of the organization’s use of small business concerns over the past three years. Can USAID confirm that this narrative is to be included in section IV of the technical proposal? If so, can USAID confirm that this narrative is excluded from the 20-page limit of the technical proposal?

A.84 USAID confirms that the narrative should be included in the 20-page limit of the technical proposal.

Q.85 Would USAID please clarify if a brief past performance narrative should be included as part of the body of the technical proposal or if all past performance information should be included in Annex E, which does not count against the page limit?

A.85 Please see response to question No. 83, above. Please refer to section L.7. 2.(f) (IV) (i).

Q.86 Can USAID please clarify if section VIII. Contractor Performance information is included in the page count of the technical approach? Section L.7.2.a seems to indicate that it is, but the very top of the RFP on Page 185 states that it is not included in the 20-page limit.

A.86 Annex E is not included in the page limit of the technical proposal. Any other contractor performance information shall be included in the technical proposal and will count in the 20-page limit of the technical proposal. Also see response to question No. 83, above.

Q.87 Would USAID please confirm that the requested Quality Awards or Certifications and small business information, as detailed in section L7 IV (i) (a)(c) and (ii) Contractor

Performance Information, should be included in Annex E and do not count against the page limit?

A.87 please refer to section L.7.2. (f) (IV).

Q.88 Does USAID intend to provide revisions to indicate caps on the fixed fees within the solicitation or will this be left up to the discretion of the applicant?

A.88 Please refer to section L.8.4. (b) (2) (J) for instructions.

Q.89 Page 178 Section L.7 (2)(a) states that Technical Proposals must include Section VIII

Contractor Performance Information following Institutional Capacity and prior to the Annexes.

Page 185 provides instructions for the Contractor Performance Information section: “1.

Complete Attachment J.3 Past Performance Matrix – and included in Annex E…2. For all contracts listed above, the Offeror is required to submit as part of its proposal, the most recently submitted Contractor Performance Assessment Report (CPARS)” 3. For non-U.S. small businesses, a narrative, copies of eSRS reports, and list of small business references.

To provide all past performance information combined, would USAID allow the copies of

CPARs, and small business documentation can be included in Annex E (directly following the past performance matrix)? Could USAID confirm the required outline would thus be:

I Cover Page (limited to one page)

II Table of Contents

III List of Acronyms

IV Executive Summary (not to exceed two pages)

V Technical Approach

I Staffing and Management Approach

II Institutional Capability

III Contractor Performance Information

IV Annexes (A through E) as follows:

Annex A: Summary Year 1 Work Plan (5 pages maximum).

Annex B: Draft Monitoring, Evaluation and Learning Plan (MELP) (5 pages maximum)

Annex C: Organizational Chart (2 pages maximum)

Annex D: Positions descriptions, Resumes of proposed Key Personnel, and Professional References. (Not to exceed four pages for each proposed individual).

Annex E: Past Performance Matrix (See attachment J.3) and Contractor Performance

Information

A.89 Section L.7. (2)(a) and section L.7. (2) (f) (IV) under the RFP are amended to add Annex

F as follows:

“Annex F: 1) Contractor Performance Assessment Reports (CPARS)

2) Subcontracting reports (related to the organization use of small business concerns).”

Q.90 Section L.7 on page 184 notes that information presented for each key personnel candidate in Annex D must not exceed more than four pages. Please clarify if the four-page limit is inclusive of CV, professional references and position description, or if the page limit only pertains to the CV and professional references. If the latter, please clarify if there is a page limit for position descriptions.

A.90 The RFP is amended in section L.7 (2) (a) on page 180 and in section L.7 (f) (II) on page

185 to add a limit of six pages for each proposed key personnel candidate under Annex D when the offeror includes the…