TAP QA's 08032010.pdf

Questions and Answers Solicitation # M-OAA-GRO-ALPS-032210

August 3, 2010

*** Key Personnel is hereby designated as the Business Manager. All other positions are designated as Key Points of Contract. (i.e. Technical Manager, Senior Trainer, Strategic Planning and Performance Management Technical Advisor, Senior Writer and Senior Information Architect.”)

Q1: Section J lists “Attachment 2-Identification of Principal Geographic Code

Numbers.” The RFP issuance letter also states, “Potential Offerors are advised to read more about this Geographic Code in Attachment 2 to the RFP.” We are not able to locate this document on the USAID Forms website (http://www.usaid.gov/forms/). Could the Government please clarify the location of this form?

A1: A1: Please note we are attaching this information with the questions and answers. You may also find the information at:

http://www.usaid.gov/policy/ads/200/260.pdf . Please note the Attachments have been revised: Attachment 1 is the geographic codes, Attachment 2 is the LLL form, Attachment 3 is the Freight Delivery Request form and Attachment 4 is the Contractor Performance Short Form.

Q2: Paragraph L.11.3.2 reads: “To ensure uniformity of information for conducting the reference checks, the offeror and each subcontractor shall complete Part 1 (Blocks 1-9) of the Contractor’s Performance Report-Short Form (Attachment 5) for contracts and/or subcontracts.” Since Attachment 5 is not listed in Section J or on the USAID Forms website, could the Government please clarify the location of this form?

A2: The form is attached with these questions and answers.

Q3: In paragraph L.7.2, the “Volume III Past Performance” table lists a requirement for “Past Performance Questionnaires.” A Past Performance Questionnaire is not listed in Section J as an attachment. Could the Government please: 1) clarify whether this is the same as or different than “the Contractor’s Performance Report-Short Form (Attachment 5)” referenced in paragraph L.11.3.2; and 2) clarify the location of this form?

A3. The Contractor Performance Report-Short form is attached with these questions and answers. The past performance questionnaire is part of the short form, so references to the questionnaire should be deleted throughout the RFP. There is no template for the past performance summary sheet, but it should include the details in L.11.2: (1) team members proposed, (2) information on past performance projects submitted on which they teamed,

(3) percentage of each project each team member performed, and (4) applicable SOO paragraph numbers. In addition, the offeror shall discuss the role of the Prime and each team member that will potentially perform on the contract and identify the percentage of the proposed effort each will perform during the life of the contract. The written summary shall include a discussion of how the projects submitted for evaluation demonstrate the Offeror’s ability to perform the scope of the entire IDIQ. Include applicable SOO paragraph numbers. Please not the consent letters are not required and have been removed from the RFP. Contractor shall submit 5 pages for the prime contractor and 1 page for the subcontractor proposal.

Q4: Ref: Sect. L, Table L-1, Volume 2, Factor 1. This table shows the contractor’s management plan appears in Factor 1. However, paragraph L.10.5 and L.10.6 ask for the management plan and related management information to be included under Factor 3. Please clarify where the management plan is to appear? Also the last sentence of paragraph L.10.5 is incomplete and text appears to be missing.

A4: The Management Plan shall be submitted in Volume 2, Factor 1 as outlined in Table L.1. Section L.10.5 and L.10.6 have been combined and moved to L.9.8. in the RFP. Offerors shall refer to L.9.8 which read as follows:

“L.9.8(iii) The offeror shall submit a Management Plan to identify possible risks, to demonstrate the offeror’s proposed mitigation strategy; and to state management techniques and tools to address potential contract and task order issues. The Management Plan can be described as the contingency plan for the contractor-provided SOW. Thus, it should include the contractor’s method of quality assurance including who, what, when, where, how the company will monitor employees and contracted tasks. Whereas the SOW provides the proposed “hand-on” approach the contractor will employ, the Management Plan should provide the organizational structure, management control, quality control, and other executive activities that the contractor will use to demonstrate and describe a strategy to coordinate with Agency staff, subcontractors and USAID field offices including staffing plan that effectively supports the functions described above.;”

Q5: Ref: Section L, Volume 2, Factor 3, paragraphs L.10.2, L.10.3, and L.10.4 . It is our understanding that the Government would like Factor 3 to consist entirely of a contractor developed SOW based on the Government’s SOO. Paragraphs L.10.2, L.10.3, and L.10.4 requirements should be included in the SOO and not be addressed separately outside the SOW.

A5: The SOO does not need to be copied into the contractor’s response to the

RFP.

Q6: Ref: Paragraphs L.9.9.1 and L.9.9.2. The Government has allowed for a total of

12 pages in which to provide six 2-page resumes. However L.9.9.2 requires an additional page containing a signed acknowledgment letter for each resume.

Please confirm that the acknowledgement letters are not included with the 12-page limitation for this section of the proposal.

A6: The signed acknowledgement letters do not count against the 12 page limit for resume submissions.

Q7: Ref: Paragraph L.9.8(ii). Please clarify what the abbreviation “IQC manager” stands for? Is this the Technical Manager position? There is no position description for an IQC manager in the RFP.

A7: The “IQC Manager” should be replaced to read “Business Manager.”

Q8: Ref: Section M, Technical Approach, Factor 3, third paragraph, first sentence.

Factor 3 is the contractor’s SOW based on the Government SOO. As such, the SOW does not contain past performance information. This Section M sentence in question is asking for past performance information. The sentence states “provide details on how the offeror has previously designed and implemented databases;

information retrieval systems; and multi-media communications tools such as electronic information portals, web/pod casts, and distance-learning courses.”

Recommend this sentence be deleted or the phrase “on how the offeror has previously designed and implemented” be changed to “on how the offeror shall design and implement.”

A8: The sentence is revised to read “The proposal shall demonstrate details on how the offeror shall design and implement databases; information retrieval systems; and multi-media communications tools such as electronic information portals, web/pod casts, and distance-learning courses.”

Q9: Should the Description in CLIN 24 be “Mid-level Democracy & Governance TA” instead of “Mid-level Reconstruction TA” (duplicates CLIN 26)?

A9: CLIN 24 should read Mid-level Democracy and Governance Technical

Advisor.

Q10: Section 3.1.3.1 mentions “Large forums” while all other references to forums refer to groups of approximately 30 people. Would USAID please expand on the expected approximate size and purpose of a large forum?

A10: Large forums are gatherings of more than 30 people that are likely to require advance registration and communication with potential participants. The purpose of the “large forums” will vary based on the requirements of the Task Order.

Q11: Q&A #7 – we understand that only one representative resume is needed for the categories of Senior Trainer and Senior Strategic Planning and Performance Management Technical Advisor. However, if the contractor has allocated a second individual in each of those two categories, should those resumes and acknowledgement letters be included as an “attachment to the technical proposal” along with the ones for the other Senior labor categories (L.9.9.4)?

A11: Initial submission of resumes in response to the RFP shall be submitted for Key Personnel and Key Points of Contact only, for a total of six (6) resumes.

All others will be requested if needed at the Task Order level. Section L.9.9.4 (the requirement for CVs for other senior staff) is hereby removed.

Q12: Q&A #23 – states that names are to be omitted from the Key Personnel resumes.

If this is correct, and given that there is a requirement in Q&A #9 for signed acknowledgement letters, should all such signatures be redacted?

A12: Please do not redact names on resumes, CV’s, letters of commitment or other proposal documents.

Q13: Q&A #79 – this answer states that “It is during TO selection that resumes, without actual individual names, will be desired.” This appears to be contrary to the information in Q&A #23, 87, 103, 107, & 115 directing that names are to be omitted from all Key Personnel resumes (in contractor proposals for the base award). Please clarify.

A13: See Question 12.

Q14: RFP Page 20 - 1) Currently, the Communication and Information Management Support statement of objective area is numbered 3.2.3, which indicates it is subordinate to Implementation Support (Training and Technical Assistance).

However, the graphic on page 17 shows that Communication and Information Management Support is equal to Implementation Support. Should Communication and Information Management Support be numbered 3.3?

A14: Communication and Information Management Support is equal to Implementation Support. The numbering does not change.

Q15: RFP Page 20 - 2) Section L.9.8 is broken down into two sub-areas, (i) and (iii). It appears as though (ii) is missing - can you confirm that what is currently listed as

(iii) should be renumbered to (ii)?

A15: On page 96 of the RFP, Section 7.9.8 Factor 1-Corporate Capability (iii) should be renumbered (ii).

Q16: RFP Pages 51 and 52 Section H.16 references a clause requiring contractors to comply with very stringent information security requirements, and includes by reference USAID ADS Chapter 545 (which is USAID's implementation of FISMA policy). Does the Government anticipate that any of the information that the contractor will be handling under this contract will be "sensitive" (e.g. SBU or FOUO)? If yes will the government provide laptops to the contractors that meet these stringent requirements? If the government does provide the contractors with property will the Government retain the property management function over this property?

A16: The Government will not provide laptops. There will be no SBU or FOUO materials handled.

Q17: RFP Page 89 (Table L-1) and Q&A page 22 (question 95) – The proposal outline lists the following within Volume III Past Performance – “Past Performance Questionnaire” and “Consent Letters” , however these are not further defined. In Question 95 of the Q&A, it states that “Consent Letters” will not be used in this solicitation; can you reconcile these two statements? If they will be used, please provide further instruction. Also, we do not see instructions for what is to be provided for the “Past Performance Questionnaire”. Is there a preferred format?

A17: See Question 3.

Q18: RFP Page 89 Table L-1, Volume III. The Government references Past Performance Questionnaires, Consent Letters and Client Authorization Letters Are these documents required?

A18: See Question 3.

Q19: RFP Page 97 (L.10.1) and Q&A page 21 (question 89) and page 23 (question 98)

– Please confirm that the offeror is to repeat Section 3.1 and 3.2 only in their entirety in our proposal Volume II Technical Approach.

A19: See Question 5.

Q20: Page 104 – 106 – Section M.8 Corporate Capabilities, Personnel – Factor 2 lists qualifications for each of the labor categories; however, Senior Strategic Planning and Performance Management Technical Advisory is omitted. Does the Government intend to provide qualifications for that labor category, or is it up to the offeror to propose a qualified candidate based on the statement of objective requirements?

A20: Performance Management and Strategic Planning Advisor is mentioned on page 104 as the first category of Technical Advisor. The basic qualifications for the Technical Advisors are also defined on page 104. Please also see section 3.3.3.2.1 on page 23 of the RFP for a specific description of the role of Strategic Planning and Performance Management Technical Advisors.

Q21 : RFP Page 89 Table L-1, Volume II TECHNICAL. The Government indicates that the Management Plan should be addressed in FACTOR 1 Corporate Capabilities; however Page 98 indicates that the Management Plan should be addressed under Factor 2 Technical Approach. Please clarify the section the Government expects to see the Management Plan. If the Management Plan is to be in Factor 3 Technical Approach, will the Government adjust the page limitations accordingly?

A21: See Question 4.

Q22: RFP Page 99 Section L11.3.4 The Government references that problems and resolutions encountered with past performances may be discussed in Block "5" of the Contractor’s Performance Report-Short Form, does the Government mean Block "6"?

A22: The Government references Block 5- Problems. See form attached.

Q23: RFP Page 89 Table L-1, Volume III Past Performance. Are there any page limitations to the Past Performance Sheets?

A23: See Question 3.

Q24: B.7.0.2, B.7.0.4, B.7.0.5, B.7.0.6, B.7.0.7 all state that the firm fixed price includes labor costs; however, B.7.0.3 does not include such language, was the omission intentional?

A24: The labor costs are included.

Q25: Under Section C 3.0.1 it states “All technical advisory services provided under this contract, except occasional meetings, training classes, and forums, shall be performed outside of USAID space.“ Does this mean that all domestic meetings, training classes and forums can be held at USAID? Or should the contractor include venue cost in its cost calculation?

A25: Associated cost should be factored.

Q26: The Analytic Support CLINs were omitted from the Cost Template, but are referred to in 3.3.2, on page 22, in describing the personnel, was the omission from the cost template intentional?

A26: Paragraph 3.3.2 should be deleted from the RFP. There are no “analyst” labor categories and by extension, no CLINs. Section 3.3.3.2 explains that Technical Advisors will perform analytical work.

Q27: The Mid-Level Democracy and Governance Technical Advisor CLIN was omitted from the cost template, was the omission intentional?

A27: CLIN 24 should read Mid-Level Democracy and Governance and Technical

Advisor.

Q28: CLIN 0024 refers to a Mid-Level Reconstruction Technical Advisor. CLIN 0026 refers to a Mid-level Conflict and Reconstruction Technical Advisor. Are these not the same positions?

A28: CLIN 24 should read Mid-Level Democracy and Governance and Technical Advisor.

Q29: With a project of this scale, where many different web properties will be involved, and where development should be done strategically/cohesively, it would make sense to include a senior level communications strategist to oversee architecture, planning, and web development tasks. Is that a category that may be added now or perhaps at the task order level?

A29: No additional positions will not be added.

Q30: Volume I, L.8.5, pg. 94 states “The Offeror shall provide . . . Letters of Intent.”

Volume II, L.9.2, pg. 95 states “The Offeror shall provide . . . Letters of Intent.”

Should Letters of Inent be in Volume I or Volume II.

A30: Letters of Intent and Teaming Agreements should be included in Volume I.

Contracting. Letters of commitment/acknowledgement letters from personnel should be included in volume II Technical. These letters do not count against page limits.

Q31: With reference to the Proposal Organization, Volume III Past Performance, please explain the following terms:

a. Past Performance Information Sheets

b. Past Performance Questionnaires

c. Consent Letters

A31: See Question 3.

Q32: F.5 (a) states “The key personnel whom the contractor shall furnish for the performance of this contract are as follows: Technical Manager, Business Manager.” L.9.9 states, “The contract resulting from this solicitation will include a key personnel clause . . .So that the government may properly evaluate Factor 1, the contractor shall provide: Resumes for the Technical Manager, Business Manager, Senior Trainer, Strategic Planning and Performance Management Technical Advisor, Senior Writer and Senior Information Architect.” Who is considered key personnel?

A32: Key Personnel is hereby designated as the Business Manager. All other positions are designated as Key Points of Contract. (i.e. Technical Manager, Senior Trainer, Strategic Planning and Performance Management Technical Advisor, Senior Writer and Senior Information Architect”)

Q33: For L.9.9.3 please confirm that the signed Acknowledgement Letters from the personnel is to be included Under Volume II, FACTOR 2 and is not included in the 2-page limit.

A33: See Question 30.

Q34: The resumes for the other senior staff are not included in the proposal organizational table. Should these be inserted after the Technical Approach in Volume II?

A34: Section L.9.9.4 (the requirement for CV’s for other senior staff) is hereby removed. Please only submit resumes for the 6 staff members listed in L.9.9.1

Q35: Should the contractor’s management plan be included under Factor 1: Corporate Capabilities as listed in the organizational table on page 89 or should it be included under Factor 3: Technical Approach as stated in L.10.5 on pg. 98?

A35: See Question 4.

Q36: On page 103, section M.8, Personnel – Factor 2, the RFP states the following:

“USAID will evaluate Factor 1 using three assessments: (1) the quality and appropriateness of the skills and experience of the proposed Technical and Business Manager; (2) The quality and appropriateness of the skills and experienced of the candidates proposed for the three components…; (3) the amount of subcontractor personnel proposed.” Should the first part of this sentence refer to Factor 2 rather than Factor 1? Also, how does the amount of subcontractor personnel affect the scoring on this factor – will a relatively large amount of subcontractor personnel be scored lower than a small amount of subcontractor personnel?

A36: 51% of business must be held and completed by the prime.

Q37: The Contractors Performance Report-Short Form (Attachment 5) is not attached as stated in L.11.3.2.

A37: See Question 2.

Q38: Are 1420 forms required for any personnel?

A38: No 1420’s are required at this time.

Q39: Pg. 12, question 46 of the Questions and Answers state “Each of the three components of TAP, Analytic Support, Implementation Support, and Communications and Information Management, will be supported by a junior level program associate,” however, there is not always a CLIN for junior level program associates in the cost template. For example, there is not a program associate CLIN for the sectoral technical advisors nor is there one for Writers/Editors.

A39: Implementation Support-Trainers are supported by CLIN 0013, Training Program Associate. Section 3.3.3.2 states that Technical Advisors will provide analytic and implementation support. Technical Advisors are supported by CLIN 0016, Technical Advisor Program Associate.

Communication and Information Management Support are supported by CLIN 0041, Communication/Information Management Support Program Associate. These are the three junior level program associates positions that support the three components.

Q40: Pg 21, question 87 of the Questions and Answers refers to sanitized resumes.

However, there is no reference to sanitized resumes in the RFP. Should sanitized resumes be submitted?

A40: See Question 12.

Q41: Pg 23, question 98 of the Questions and Answers asks “. . . [Should we] insert in the Technical the entire text of Section of the RFP (which we understand constitutes the SOO) or just make references to specific paragraph numbers?” To which the Government answered “The entire text should be used and then expanded. Treat the SOO as a top level WBS. Add to, do not replace, wording SOO.” This is still unclear. Should we copy and paste the SOO onto our Technical? If yes, will that count against our page numbers for the Technical?

A41: See Question 5.

Q42: Item 3.0.4.2 in the TAP SOO describes implementation support (training and technical assistance). To what extent will the design and implementation of evaluations for USAID Operating Units be a part of TAP or are evaluations largely excluded from TAP because they will primarily be conducted through the USAID Evaluation Services IQC?

A42: Evaluations will primarily be conducted under the Evaluation Services IQC.

Q43: Section L.9.9 Factor 2 – Personnel, page 96, mentions the need to submit 2-page CVs for the “Technical Manager, Business Manager, Senior Trainer, Senior Strategic Planning and Performance Management Technical Advisor, Senior Writer and Senior Information Architect,” as well as “resumes for the other Senior labor categories.” However, no mention is made of the need to submit CVs for the Mid-Level Technical Advisors. Does USAID require submission of CVs for Mid-Level Technical Advisors?

A43: No resumes for mid-level advisors are required.

Q44: Questions and Answers # 85, 87 and 103 refer to “sanitized CVs,” however no mention is made of “sanitized CVs” in the new RFP. Can USAIID please clarify whether Offeror should submit “sanitized CVs,” and if so, for whom?

A44: See Question 12.

Q45: Please clarify the discrepancies that exist between the Question and Answers issued by USAID and the new instructions or requirements in the RFP.

A45: All prospective offerors should refer only to the current RFP when submitting a response to this requirement.

Q46: The RFP instructions for Price (L.12 Volume 4) require a detailed budget for a two-hour web-based forum, whereas the Answer to Question #1 requests a budget for 4-day Managing for Results course.

A46: All prospective offerors should refer only to the current RFP when

Q47: Answer #2 regarding the charges for Course Redesign and Updates indicate that these would be requested on the basis of an hourly rate; the RFP instructions for CLINs 0006 and 0007 still require a unit price for Course Update and Course Redesign.

A47: All prospective offerors should refer only to the current RFP when

Q48: Answer # 93 indicates that resumes are required for only six individuals, and that no other resumes or CV’s are required. The RFP instructions on L.9.9.4 seem to imply that other Senior-level labor categories besides Key Personnel also require resumes. Please clarify the exact number of resumes being requested.

A48: See Question 34.

Q49: Please provide a contract price term for CLIN 0005 (Prepare and Conduct New Performance Management Courses), which are not mentioned in Section B.7.0. It is unclear whether the description in B.7.0.4 is for CLIN 0005.

A49: The descriptions outlined for courses in B.7.0.4. applies.

Q50: Please clarify for CLIN 0001 (After Action Review) whether these would always be for one-half day durations, or a different duration.

A50: This has been added to section B.7.02. These descriptions correspond to CLINs 0001, 0002 and 0003.

1) For pricing purposes only, an After Action review is a facilitated half-day session around a project or activity that looks back to capture lessons learned. Contractors will be expected to prep for one day including conversation with Agency staff, record the proceeding and come up with recommendations based on the participant contributions. Assume 30 participants. Please see the Technical Guidance for conducting an After Action Review at: http://pdf.usaid.gov/pdf_docs/PNADF360.pdf. Please see B.7.0.2 for additional components of the unit cost.

2) For pricing purposes only, a one-day seminar is a one-day conference at a Washington D.C. venue with a morning plenary, one morning panel, and two afternoon panels for approximately 30 participants. Please see B.7.0.2 for additional components of the unit cost.

3) For pricing purposes only, a two-hour webinar will consist of a contractor hosted session involving 30 virtual participants. For pricing purposes, assume the webinar will take place at the Agency with audio and visual transmission. The contractor will be responsible for providing all equipment and software needed.

Q51: Please clarify for the detailed budgets being requested in L.12, item (2) “One-day seminar with one group plenary, three panels,” which CLIN this would apply to, since it is not clear that it is the same as CLIN 0002.

A51: See Question 50.

Q52: For CLIN 0003 (Web-based forums), are these to be two-hour durations, or a different duration?

A52: See Question 50.

Q53: Please clarify for CLIN 0008 (Prepare and Conduct Information Technology Training), how many days or sessions are being requested, or whether this is up to Offerors to propose?

A53: It is up to the offeror to propose.

Q54: On page 3 of the Q&A document USAID's answer to question 12 states: "... In answer to the indirect cost question, such as G&A, for travel and ODC, contractors will not be allowed to bill G&A for travel and ODCs on this contract or resultant task orders." We respectfully request that USAID reconsider this structure. USAID projects can have extremely high non-labor costs - sometimes as much as 80% of the total contract value. Contractors must have a means of recovering the indirect costs that they incur in order to manage the non-labor costs of the project. If contractors cannot bill them as they are incurred on task orders, then they will be forced to account for them by including them in the fully burdened Labor Rates. This would not seem to be in USAID's best interest because the uncertainty related to the relative portion of costs that would be non-labor on any given task order would likely result in contractors either over-budgeting for this factor (clearly not in USAID's best interest) or under-budgeting for it. If offerors under-budget for this factor based on unforeseen circumstances, this would jeopardize the contractor's ability to perform the work on a given Task Order, which would, in the end, also be contrary to USAID's best interest.

In addition, the recovery of actual indirect costs (G&A for example) related to non-labor costs (vs. being included in the fully-burdened labor rates) is clearly supported by USAID's guidance "Standardizing USAID Indefinite Quantity Contracts (IQCs)" contained in AAPD 02-12, which states:

Page 4 - “…this AAPD standardizes the costs that are included in the fixed daily rates; these limited costs should now be more compliant with the contractors' accounting procedures and the Federal Acquisition Regulation (FAR) cost accounting standards. Contracting officers (COs) issuing RFPs for multiple-award IQCs may not make any changes to the composition of FDRs without first obtaining an approved deviation in accordance with AIDAR 701.4 and FAR 1.4.

The only costs that may now be included in Fixed Daily Rates are:

· Salary cost or consulting fee of the individual providing the services;

· Payroll costs (fringe benefits, FICA, etc.);

· Indirect costs applicable to labor; and

· Profit or fee, if any.

· (Technical Central Management - to be added if the base award Contracting Officer and Technical Officer elect option #3 in the Guidance section in Attachment 1, Section B.5(a) )

It goes on to state on page 12, Section B.7 INDIRECT COST RATE

Note 1: Contractors are allowed to recover applicable indirect costs (i.e., overhead, G&A, etc.) on other direct costs (ODCs), if it is part of the contractor's usual accounting procedures, consistent with FAR Part 31, and Negotiated Indirect Cost Rate Agreement (NICRA).

In an effort to ensure that USAID is paying the most realistic and lowest price for the services offered, we respectfully request that applicable indirect costs associated with non-labor costs be billable on task orders, in accordance with the FAR and USAID guidance.

A54: Indirect rates applicable to other direct costs are allowable if it is part of the contractor’s usual accounting procedures, consistent with FAR Part 31 and the Offeror’s NICRA. No fee is authorized on other direct costs.

Q55: Please clarify what does the paragraph 2 (iii) on page 79 mean.

A55: All offerors submitting proposal must submit a statement on the first page stating the extent of their agreement with the terms and conditions and provisions that are in the RFP that you are responding to. In this statement you agree to furnish all items requested by the RFP in which prices are offered. The prices shall be placed (set) next to each item that the price is associated with (i.e. itemized).

Q56: Who is required to submit the Section K: only the Offeror, the Offeror and the major subcontractors, or the Offeror and all subcontractors?

A56: Section K shall be completed by all offerors and all subcontractors who have not completed the on-line Representation and Certification Application (ORCA) after April 2010. If an offeror has completed ORCA since April 2010, the offeror should include a comment to indicate the date of most recent completion in its cover letter.

Q57: Please confirm that, as the answer to Question 71 states, if a contractor has updated information in OCRA within the last 12 months, then it does not have to complete section K. If this is true, where can we indicate this since the current Section K does not provide an option for selection?

A57: See Question 56.

Q58: Do we need to submit a CD for each volume or should we put all the material in one CD?

A58: The offeror should submit a CD for each volume.

Q59: Can we submit the electronic copies in pdf?

A59: The offeror should submit their proposals in Microsoft Office version 2003

(or 2007) in accordance with L.7.2.19.4, Documents that are signed (cover letters, teaming agreements, etc.) may be submitted in PDF.

Q60: Volume 1: The RFTOP requires that we submit Exceptions to Terms and

Conditions. Please confirm that this document must be submitted only in case there are exceptions.

A60: See Question 55.

Q61: Volume 1: Please explain what should be included in “Other Solicitation

Attachments as required” A61: Please include the Disclosure of Lobbying Activities form (Attachment 3 in

Section J) here.

Q62: Volume III: Consent Letters. The answer to Question 95 states that requirement for Consent Letters will be deleted from Table L-1. Since it is still there, please clarify to what do they refer?

A62: Section L.7.2 Proposal Organization Volume III Consent Letters is hereby deleted from the RFP.

Q63: Volume III: Please clarify what are Past Performance Questionnaires?

A63: See Question 3.

Q64: Volume III: Please confirm that you need Client Authorization Letters A64: Client Authorization Letters are not required.

Q65: Please provide Attachment 5, Contractor Performance Report.

A65: See Question 2.

Q66: Do we need to submit Letters of Commitment for the Key Personnel positions?

A66: See Question 30.

Q67: Where do the CVs of other Senior labor categories go since they cannot go to

Volume 2, Factor 2?

A67: See Question 34.

Q68: Do we need to submit CVs for mid and junior level positions? If yes, where do they go? Will we need Letters of Commitment from them, too?

A68: No CV’s for mid and junior level positions are required.

Q69: Will the 3 references required for the resumes of Key Personnel be included in the

2-page limit?

A69: No. The references are not included in the page limit.

Q70: Where do the Letters of Commitment for the other Senior labor categories go?

A70: See Question 34.

Q71: Please finish the last sentence in paragraph L.10.5.

A71: See Question 4.

Q72: Please confirm that you do not need NICRAs or bio data sheets for the cost proposal.

A72: The Offeror should submit its NICRA in Volume I Contracting under the

Other Attachments as required line item. No 1420s are required at this time.

Q73: Sections L.9.9.1, 2, 3 and 4 require us to submit references and Letters of Intent for Key Personnel as well as Letter of Commitments from the people proposed for Senior labor categories. However, in the Q&As is mentioned several times that we should submit CVs without names. Please clarify since this two requirements contradict each other.

A73: See Question 12.

Q74: Please clarify the statement in paragraph 3.3, page 22: “Contractor personnel listed in the contractor’s proposal shall be incorporated in Section J of the resulting contract. Any substitutions, except for key personnel, shall require approval from the COTR.” Since this is an IQC and not a Task Order, would personnel substitutions require approval from the COTR?

A74: Only the Key Personnel needs prior approval from the Contracting Officer

(CO).

Q75: Section L.6.2.3: “The Government will consider the Offeror and all major subcontractors a “team” when a signed TA or LOI is provided in the Technical Volume.” Will other subcontractors be considered part of the team if they sign a TA or LOI?

A75: The Government revises L.6.2.3 to read: “The Government will consider the Offeror and all subcontractors a “team” when a signed TA or LOI is provided in the Technical Volume.”

Q76: Would the Mission consider extending the deadline for TAP since many companies are short in personnel because of summer vacations?

A76: USAID is unable to extend the deadline.

Q77: Paragraph B.7.0.8 states: “Domestic Travel Contract Line Item Number (CLIN) includes the following costs: (1) airfare; (2) shipping and handling of course materials; (3) per diem; and (4) other authorized travel costs.” The CLIN tables in B.7.1 contain NTE amounts for Travel items. Should we assume these values are provided as plug-ins and should not be modified?

A77: The Government does not anticipate that there will be a large requirement for domestic travel. The plug figures should not be modified.

Q78: Paragraph B.7.0.8 states: “International Travel CLIN includes: (1) airfare; (2) shipping and handling of course materials (3) per diem; and (4) other authorized travel costs, if approved, such as ground transportation, MEDEVAC service costs.” The CLIN tables in B.7.1 contain NTE amounts for Travel items. Should we assume these values are provided as plug-ins and should not be modified?

A78: The values are provided as plug-ins and shall not be changed.

Q79: Under “Implementation Support: Training Specialists,” the description of a Mid-level Training Specialist includes the statement: “The Senior Trainer should have five to eight years of experience conducting training…” Could the Government please clarify if this should be, “The Mid-Level Trainer should have…”?

A79: The paragraph (under M.8 CORPORATE CAPABILITIES-PERSONNEL – FACTOR 2, Implementation Support: Training Specialists Mid-Level Training Specialist) is revised to read: “Mid-Level Training Specialist: to have an advanced degree in an international development related discipline and demonstrate knowledge of and skills in adult learning techniques, The Mid-Level Trainer should have five to eight years of experience conducting training on the strategic planning and performance management topics listed in Section C of the solicitation.”

Q80: Is there a section (ii) missing on page 96, section L.9.8 Factor 1? If yes, was this omitted intentionally?

A80: Page 96, L.9.8 Factor I, Corporate Capability (iii) should read (ii) .

Q81: CLINs 0024, 1024, 2024, 3024, 4024 are listed as “Mid-Level Reconstruction

Technical Advisor” but follow the “Sr. Democracy & Governance Technical Advisor” CLINs. Were these 5 CLINs intended to list “Mid-Level Democracy & Governance Technical Advisor” descriptions since “Mid-Level Conflict &

Reconstruction Technical Advisor” is captured as CLINs 0026, 1026, 2026, 3026, 4026?

A81: See Question 9.

Q82: Which resumes are required for submission according to L.9.9.4? It appears different than those referenced in L.9.9.1?

A82: See Question 34.

Q83: In L.9.9.4, can the Government clarify what is meant by “other Senior Labor

Categories”? Are they the four non-key senior categories listed in L.9.9.1? If not, please clarify labor categories to which this requirement applies.

A83: See Question 34.

Q84: In L.9.9.4, can the Government clarify whether a two-page summary is required for each person proposed for the “other Senior Labor Categories,” or is it a two-page summary inclusive of all personnel proposed for the “other Senior Labor Categories”?

A84: See Question 34.

Q85: Section L.9.9.4 states: “Resumes for the other Senior labor categories to demonstrate access to technical expertise to perform the work. A two page summary and signed acknowledgement letter shall be submitted as an attachment to the technical proposal for the Senior candidates proposed in each Labor Categories.” Can the Government please clarify what information is required for inclusion in the attachment as opposed to within Volume II?

A85: See Question 34.

Q86: In section C.3.3.3.2.5, p. 24, should “economic growth” be “environmental and natural resources”?

A86: Yes, this is a typo. The correct language is: “environmental and natural resources.” As per Sections 3.3.3.2.2. and 3.3.3.2.3, there are two categories of advisors: Economic Growth Technical Advisors and Agricultural Development Technical Advisors. Correspondingly, there should be four CLINS: Senior Economic Growth Technical Advisor, Mid-Level Economic Growth Technical Advisor, Senior Agricultural Development Technical Advisor, and Mid-Level Agricultural Development Technical Advisor.

As per the revised Section L 9.9, Factor 2, the Government is not requesting nor will it review resumes for these non-Key Senior Personnel.

Q87: Regarding section C.3.3.4 p. 25: This paragraph states there are three types of personnel, but there are five types of personnel listed in the sub-paragraphs

3.3.4.1 through 3.3.4.5. Could the Government please clarify the number of types of personnel in this section?

A87: C.3.3.4 Communication and Information Management Support shall be revised to read: “3.3.4 Communication and Information Management Support: There are five types of personnel required for this component of the contract: Writer/Editors, Information Architects, Web Developers, Database Developers and Communications/Information Management Program Associates.”

Q88: In section F.6(a)(1) p.30, should the reference to “F.7(a)(2)” be “F.6(a)(2)”?

A88: F.6(a)(1) is revised as follows: “ (a) Fair Opportunity - General

(1) All USAID Mission/Bureau Contracting Officers (includes Mission Directors and Executive Officers) may issue task orders within their delegated authorities to provide desired services within the scope of Section C. The USAID/W Contracting Officer Technical Officer (COTR) must review the prospective task order requirement or statement of work and agree that it complies with the SOW for the basic contract before the task order CO may begin the fair opportunity process. TOCOs must negotiate and administer task orders in accordance with the ordering procedures set forth herein. The TOCO must provide each Contractor a fair opportunity to be considered for each task order (also referred to as “order”) exceeding $3,000 issued under this contract unless one of the exceptions described in paragraph F.6(a)(2), Fair Opportunity Exceptions, applies. All Contractors must be contacted and provided the opportunity to be considered before award of all task orders. Although Contractors are not required to submit a proposal for every task order request, all Contractors interested in providing services under the task order must submit a proposal, inclusive of price.”

Q89: In section L.7.10 on p.85, the link provided appears to be an internal USAID link.

Could the Government please make the “Freight Delivery Request Form” and instructions available to all offerors?

A89: The form is attached with these questions and answers.

Q90: Paragraph L.11.2 asks for a past performance summary, for which five pages are allotted. It also refers to a Past Performance Summary Sheet but there is no page limitation listed in p. 89 for that item. Paragraph L.11.3 asks for “past performance references” but those items are not called out on p.89; instead, there is a reference to past performance questionnaires. Could the Government please clarify and align sections L.11.2 and L.11.3 to the proposal organization provided on p.89?

A90: See Question 3.

Q91: Please state if there is a page limitation for the “Past Performance References” requested in L.11.3. We recommend the Government allow five pages for the prime and plus 5 pages for each major subcontractor.

A91: See Question 3.

Q92: Could the Government clarify the relationship between the past performance information required under L.11.2 against what is requested under L.11.3? Does L.11.2 require information only about projects the team members proposed for this solicitation have worked on together, and what their past, present, and future performances entails.

A92: See Question 3.

Q93: On p.98, paragraph L.10.5 ends in an incomplete sentence. It appears the paragraph L.10.6 label may have been inadvertently inserted here. Can the Government please clarify?

A93: See Question 4.

Q94: Page 33 F.6(d)(1) and p. 96 L.9.8(iii) refer to “IQC.” Should we assume this stands for “Indefinite Quantity Contract,” and if so, does the term “IQC Manager” equate to the “Technical Manager” key position?

A94: See question 7.

Q95: Section M.8, Personnel – Factor 2, states, “At minimum, the Government desires the submission of all qualified candidates.” Is this evaluation statement referring specifically to the six labor categories listed in L.9.9.1, or will offerors be evaluated on providing qualified candidates for every labor category listed in the Section B CLIN tables? If the latter is true, then please clarify where the corresponding requirements are located in Section L.

A95: See Question 6.

Q96: In Table L-1, Factor 1 and 3 are given page limits of 20-25. Are we to interpret this to mean a minimum of 20 and maximum of 25? In particular, can Factor 1 and Factor 3 each be up to 25 pages for a combined total of 50 pages?

Reference: Table L-1, Section L.7.2.

A96: Yes, the maximum number of pages for Factors 1 and 3 is 25 each for a total of 50. There is no minimum, however the maximum is 25.

Q97: Instructions in Section L stated the Master Table of Contents was to be placed in

Volume I Contracting. What does the reference to a Directory containing a Master Table of Contents mean in Section L.7.2.19.3?

Reference: L.7.2.19.3 Each directory shall contain a Microsoft Word version 2003 (or 2007) file with the Master Table of Contents for that directory.

A97: L.7.2.19.3 shall be revised to read: “L.7.2.19.3 Each directory shall contain a Microsoft Word Version 2003 (or 2007) file with the Table of Contents for that directory.” The master table of contents shall be in volume I and each volume shall include a table of contents for that specific volume.

Q98: The following two instructions seem to disagree with each other. A foldout of

11X17 would accommodate the image area of 9x15-½ but that would mean the margins for the wide dimension would be less than 1 inch. Which instruction is correct?

Reference: L.7.3.10.2 All information (except documentation numbers, classification markings, and page numbers) shall be contained within an image area of 9 x 15-1/2 inches.

L.7.3.10.5 Margins for foldouts are identical to the margins for single pages.

A98: Please use the specifications outlined in section L.7.3.10.2

Q99: In Table L-1, Volume III, no page limit information is provided for Past

Performance Information Sheets and Past Performance Questionnaires. Are we to assume they are unlimited (and in particular, that L.7.4.5 was not intended as a comprehensive statement)?

Reference: L.7.2 Table L-1 L.7.4.5 Pages Counted – Each page shall be counted except the following: (1) Cover pages; (2) Table of contents; (3) List of tables, figures, charts, and exhibits;

(4) Glossaries; (5) Teaming Arrangements and/or Letters of Intent; (6) Tabs; (7) Dividers; (8) Blank pages; and (9) Bonding letters.

A99: L.7.4.5 is revised to read: L.7.4.5 Pages counted-Each page shall be counted except the following: (1) Cover Pages; (2) Table of Contents; (3) List of tables, figures, charts, and exhibits; (4) Glossaries; (5) Teaming Agreements and or Letters of Intent; (6) Tabs; (7) Dividers; (8) Blank Pages; (9) Bonding Letters; (10) Master Table of Contents (Volume I); (11) Contact Information,

(12) Joint Venture Agreements; (13) Exceptions to terms and conditions; and

(14) Reps and Certs.

Q100: The referenced RFP instruction asks for suggested staffing requirements for each requirement in the SOO. Since the labor categories are already specified, what is being asked for? Does the government want new labor categories to be defined (if so, how would this be reflected in the pricing) or is this to be a discussion of the level of effort (number of staff required) and if so, how can this be responded to when there are no Task Orders?

Reference: L.10.1 The offeror shall submit a Statement of Work (SOW) that expands the Government provided SOO. The proposed SOW shall give suggested staffing requirements under each requirement.

A100: No additional labor categories shall be proposed.

Q101: The last sentence in L.10.5 is not complete. Can the government provide the missing information?

RFP Reference: L.10.5 . . . . . .Whereas the SOW provides the proposed “hand-on” approach the contractor will employ, the Management Plan should provide the organizational structure, management control, quality control, and other executive activities that the contractor will use to.

A101: See Question 4.

Q102: In Section M, Evaluation Criteria, for Personnel – Factor 2 ends by stating “At minimum, the Government desires the submission of all qualified candidates.”

Since instructions for the number of resumes to be submitted has been provided elsewhere (the six key resumes and one senior resume in each labor category) what does this statement mean? And if only the senior labor category resumes are to be submitted, why does this part of Section M go on to describe the Mid-level Technical Advisors, other mid-level positions and even associate level positions?

Reference: M.8, Personnel – Factor 2 Contractor personnel should be familiar and able to adapt to international customs and norms and be able to work with cooperation with nationals in the host.

USAID will evaluate Factor 1 using three assessments: (1) the quality and appropriateness of the skills and experience of the proposed Technical and Business Manager; (2) the quality and appropriateness of the skills and experienced of the candidates proposed for the three components (Analytic Support, Implementation Support, and communications and Information Management Support); (3) the amount of subcontractor personnel proposed. At minimum, the Government desires the submission of all qualified candidates.

In Section M.8, Technical Approach - Factor 3, the opening statement says the evaluation provides for one assessment such as ….. What does the phrase one assessment mean?

Reference: M.8, Technical Approach – Factor 3 The Technical Approach evaluation provides for one assessment such as the Technical Approach Rating.

A102: Please omit the first paragraph which reads “The Technical Approach evaluation provides for one assessment such as the Technical Approach Rating.

The focus is on the strengths, deficiencies, and uncertainties of the offeror’s proposal.”

Q103: Table L-1 delineates Factor 1 as Management Plan (with reference to risk, SOO requirements, and staffing plans), and Factor 3 as Technical Approach (with a specific description of providing a SOW in response to the RFP SOO – Section C). A detailed description of Factor 1 then follows in L.9.8 and a detailed description of Factor 3 follows in L.10. Questions:

9a) Why is there a dual reference to SOO requirements in both Factor 1 and 3 of Table L-1?

9b) Why is there a dual reference to staffing plans in Factor 1 (Table L-1) and Factor 3 (L.10.6)?

9c) Paragraph L.10.5 appearing as part of Factor 3, Technical approach, provides a discussion of management plan and risk. Isn’t this description better placed in the Factor 1, Management Plan discussion? (Even considering the guidance in L.

7.1.7: In the event that this table [L-1] conflicts with the detailed instructions in the paragraphs that follow, the detailed instructions shall take precedence.)

Reference: Table L-1, Section L.9.8 and Section L.10

The implication throughout the proposal (and the referenced Q&A) is that the contractor should fully respond and embellish the SOO of Section C with their SOW in response to Factor 3. Since Labor Categories and positions are well defined, what is the government expecting for a contractor discussion as applied to all subparagraphs of Section C.3.3 Personnel/Technical Skills Required?

Reference: C.3.3 Personnel/Technical Skills Required

A103: See Question 100.

Q104: In M.8, Technical Approach – Factor 3, the opening paragraph says; “The

Technical Approach evaluation provides for one assessment such as the Technical Approach Rating. The focus is on the strengths, deficiencies, and uncertainties of the offeror’s proposal.” What does this mean? In particular, we note that Factor 3 evaluation in the current RFP has deleted one of the four criteria from the original solicitation, M/OAA/GRO/ALPS-09-0175, and kept the remaining 3. Was the opening paragraph somehow intended to embody the deleted evaluation criteria (a.To analyze, synthesize and present complex performance information drawn from primary, secondary, and tertiary sources.)?

Reference: M.8, Technical Approach – Factor 3 A104: See Question 102

Q105: Table L-1 provides for a 12 page limit for the 6 Key Personnel resumes (each limited to 2 pages). The detailed instructions (L.9.9.3) then request signed acknowledgement letters [Letters of Commitment – LOCs] with no page limit accommodation for the implied six additional pages.