Q A - Eval Services 3-6-2009.doc

ATTACHMENT 1

QUESTIONS AND ANSWERS

For Evaluation Services

OAA-GRO-ALPS-08-1023

1. Do the biodata forms go in an annex for the Senior Technical Advisor and IQC Manager as they do for the other proposed staff?

Answer: Yes, biodata forms go in an annex.

2. Are offerors to submit senior, mid, and junior level CVs per functional labor category?

Answer: Yes, as outlined in Amendment 04.

3. Senior Technical Advisor. The position seems to be considered a key, or at least, it is required that full CVs, LOCs, and references be submitted (Section L, p. 79). But in Section B (9) b, the RFP states that "The Contracting Officer has determined that a key technical manager is not necessary or required to administer the basic IQC." Please explain the apparent discrepancy.

Answer: Please refer to Amendment 03, page 11, second paragraph.

4. Is just one CV required for each functional labor category or is the requirement at least one CV for each category?

Answer: A CV is required for each labor category.

5. USAID has not indicated any minimum qualifications or educational requirements for any of the Functional Labor Categories, such that it is difficult to propose staff at appropriate levels of seniority without negatively impacting either the Technical or Cost Proposal. Please provide more specific guidance regarding the levels of experience, seniority or expertise that USAID is expecting from the offerors.

Answer: Please refer to Amendment 04, page 5.

6. Is it correct to assume that you wish to see only one resume each for the positions of Senior Technical Advisor and IQC Manager?

Answer: Yes, only one resume for each.

7. How many resumes, and at what level (Senior, Mid, Junior), do you wish the proposal to include for each of the remaining functional labor categories?

Answer: Please refer to Amendment 04.

8. How would we account for differences in base rates on the Contractor Employee Biographic Data Sheets when we have two candidates with different base rates for the same position?

Answer: Please refer to Amendment 04.

9. If there is a page limitation for the resumes, what is it and is it different for the Senior Technical Advisor and IQC Manager vs. the remaining functional labor categories?

Answer: Two page limit on key personnel.

10. Are references required within the resumes of any except the candidates for Senior Technical Advisor and IQC Manager, and if so, how many?

Answer: Resumes should contain up to three references.

11. Are all personnel whose resumes are included as Primary Points of Contact and in the functional labor categories required to be U.S. citizens?

Answer: Answer: U.S. citizens, green card holders are allowable in U.S. Third country nationals are allowable for overseas task orders.

12. Can additional team members be added after the proposal is submitted?

Answer: No

13. Does the government require offerors to submit complete and current resumes, signed letters of intent and Bio Data Sheets (Attachment 2) for all personnel included as Primary Points of Contact and in the functional labor categories?

Answer: Yes, refer to Amendment 03, page 4 and page 79 of the RFP.

14. Section L.10(c)(2)(ii), Personnel Information, Functional Labor Categories, page 79 of 118, states that Resumes must be compiled in an annex to the technical proposal in the same order as they are listed in the Sample Task Order. However, there is no Sample Task Order in the solicitation. Please clarify the order for functional labor category resumes (e.g., follow the list included in Section L.11 (b) 2).

Answer: Delete the “Note” at the below of page 79.

15. The RFP requests that subject matter experts be submitted to show technical depth. Must all of these be U.S. citizens or green card holders or are 3rd country national allowable?

Answer: U.S. citizens, green card holders are allowable in U.S. Third country nationals are allowable for overseas task orders.

16. Our understanding is that the intent for providing CVs of experts across all functional labor categories is to demonstrate that the Offeror has the capacity to respond to a task order across all functional areas. (a) Please confirm that to satisfy the requirements for Personnel Information (Section M3, (2) (b)), that CVs are required for each functional labor category at the senior level and not for mid and junior levels. (b) Please also confirm that if rates are required for mid and junior levels, then support documents other than 1420s (i.e. approved and active GSA schedule such as MOBIS) may be used to support the rates given for all levels.

Answer: CVs are required for each level and a 1420 is required.

17. Pg 90 of the RFP discusses minimum qualifications for Labor Categories. Are these required and should they be included in the Technical proposal or Cost proposal?

Answer: Please refer to Amendment 03 for minimum qualifications.

18. Please clarify what constitutes “Evidence of availability of personnel and proposed experts for the term of the contract.

Answer: Page 90, Section M.3 (2) (c), a signed statement from the offeror with supporting documents in the technical proposal package.

19. Page 83, L.11 (b) 1. Please confirm if a Biodata Sheet is required for each individual proposed for the 25 technical specialties of the Cost Matrix template. Can an individual be proposed for more than one technical specialty? For example, Social Scientist and Evaluation Methods Specialist.

Answer: Yes, a Biographical Data Sheet for each technical specialty and yes an individual can be proposed in more than one specialty.

20. And are you in need of management analysts?

Answer: The RFP does not list a management analyst among the list of labor categories.

21. Please clarify if 1420 biodata forms are required (per the first paragraph on page 83). Since the representative experts under the various functional labor categories are not proposed for any specific task order at this time, it is our understanding that their biodata forms should not be relevant to the IQC. It is also our understanding that, as far as the IQC is concerned, labor rates should be determined based on ceiling rates and the offerors’ NICRAs rather than on individual biodatas. We would appreciate further guidance.

Answer: Please refer to the new instructions listed Amendment 04.

22. The IQC Manager and Senior Technical Advisor both have significant evaluation experience in key sectors listed in the solicitation. Is it possible for these Primary Points of Contact to also serve on the team as key sector experts (listed on p. 86 of the solicitation)?

Answer: Yes, subject to workload requirements of their primary roles.

23. Labor categories: Program/Policy Analyst and Institutions/Organization Analyst, could you further clarify those categories? Is there a specific field in USAID’s work (i.e., agriculture, health, population, education, etc.) that you would prefer we focus on for these positions.

Answer: Technical specialists in every field should have some program, policy and organizational analysis capabilities within their technical fields. This labor category embodies staff whose primary expertise is in institutional and organizational analysis (organizational behavior, implementation, etc.) and program and policy analysis, as such.

24. Please indicate the preferred length of resumes for key personnel and consultants.

Answer: Key personnel resumes are limited to two pages and consultants are limited to one page each.

25. Are the Senior Technical Advisor and IQC Manager the only two key personnel required by the RFP?

Answer: Yes.

26. In completing the Cost/ Price Evaluation Matrix, must the offeror name and include Contractor Employee Biographical Data Sheets for all labor categories listed on page 83 of the RFP?

Answer: Names are not needed in the Cost Evaluation, refer Amendment 03.

27. Must a firm submitting proposal request exclusivity from the consultants to be included in their proposals? Or are consultants permitted to submit letters of commitment to more than one Offeror?

Answer: The prime contractor is responsible for the letters of commitments from their consultants and shall maintain a staff of qualified technical people to ensure the technical quality for the performance required.

28. What is the scope of work for the Management and Operations Research Specialist position?

Answer: The specific “SOW” for management and operations research specialists will vary by assignment, but many USAID activities (particularly in the area of population, maternal/child health, microenterprise, etc. involve complex service delivery and implementation systems. The focus of management and operations research specialists would be to analyze and evaluate the efficiency and effectiveness of these delivery systems.

29. What skills are required for the Management and Operations Research Specialist position?

Answer: See refer to Q&A Number 28.

30. In regards to proposal submission – on page 74, Section L.8: “no electronic proposal will be accepted”; yet on page 75: “technical proposal – original and 4 copies, cost/business proposal – original and copy”; on page 77: “electronic copy of the technical proposal”; and on page 82: cost/business proposal: “electronic copy”. Is the electronic copy referencing an email or CD? Please clarify.

Answer: A CD as the electronic copy, in addition to the requested hard copies.

31. L.8 (a) States that Facsimile or electronic proposal will not be accepted. Would the CO consider revising this section and allow for electronic submission. Please confirm that electronic copies of proposals are required.

Answer: No electronic copies through email, as there is no system capability to handle the volume through email.

32. The Evaluation services solicitation has reposted on December 30 can you please inform me what is the deadline to send a response.

Answer: The original deadline was February 26, 2009, however, Amendment 4 extends the submission deadline.

33. Closing Date and Time, Page 75, the RFP indicates that due date and time is 4:00 p.m. Eastern Standard Time on February 19, 2009, while the RFP cover letter indicates it is 4:00 p.m. Eastern Standard Time on February 26. Please clarify.

Answer: Page 75 was mistakenly not corrected to reflect February 26th closing date, please refer to Amendment 4 for the new closing date.

34. L.11 (b) Part 2 states that the offeror must submit a cost/price evaluation matrix pursuant to sample set forth in Attachment 10 of this RFP using the ceiling rates. On Attachment 10 pp. 116 it shows an example for "Locally-Hired National Personnel or Other Non-U.S. Expatriate Multipliers". Do we need to provide a proposed multiplier for locally hired professionals?

Answer: Attachment 10 is deleted, please refer to the instructions in Amendment 4.

35. Please clarify whether there is a proposal requirement for offerors to submit a Subcontracting Report, per Attachment 5: Subcontracting Report for Individual Contracts.

Answer: Section I, Page 50, FAR 52.219-9 applies.

36. Please clarify whether there is a proposal requirement for offerors to submit information per Attachment 3: Disclosure of Lobbying Activities. SF-LLL is not listed in the proposal requirements under Section L11.

Answer: Completion of Attachment 4 is required, please refer to Amendment 3.

37. Please clarify whether there is a proposal requirement for offerors to submit information regarding Attachment 4: DD254 Form.

Answer: Attachment 4 is applicable to this solicitation/contract.

38. Attachment 10 provides an example of fixed daily rate price evaluation that lists senior-, mid- and junior-level rates for each proposed position. M.3, (2), (b) makes no mention of proposing senior-, mid-, and junior-level people for each labor category. Should we submit a separate form 1420 and CV for each of the three levels associated with each labor category?

Answer: Yes, please refer to Amendment 04.

39. Please clarify whether there is a proposal requirement for offerors to submit information per Attachment 9: Labor Distribution Chart. This chart is not listed in the proposal requirements under Section L. 11.

Answer: Please refer to Page 81, Section (5) Small Disadvantaged Business (SDB) Participation Program Targets (iv).

40. The Attachment 10 matrix does not provide for indirect costs applied to labor categories but only indirect costs applied to ODCs. Where should indirects applied to labor be included in this matrix?

41. The Attachment 10 Matrix does not include a line for Fee. Please clarify.

42. The example rates in the Attachment 10 Matrix mostly exceed the maximum daily rates per AIDAR 752.7007 as required by Section B.9 (a) of the RFP. Please clarify.

43. Regarding Attachment 9 (Labor Distribution Chart), as a small-business, will the Prime be required to do more than 50% of the work? If so, will this requirement be applied to each individual task order or be applied over the life of the IQC?

Answer: Yes, and this applies to the life of the IQC.

44. If the Attachment 10 Matrix must be used: Please define “ceiling rates” for the purposes of the cost Matrix. Is this the rate in the most recent NICRA?

Answer: The ceiling rate is established by the Negotiated Indirect Cost Rate Agreement. Attachment 10 is deleted, please refer to the instructions in Amendment 3.

45. Total Labor Distribution, Attachment 9, please provide definition of “Home Office Staff Utilization.” Will the labor distribution, Offeror's Percentage of Total Labor (40%), Local/In-country Staff (20%), and Consultants (30%), remain as a requirement for this solicitation? Or is this an example of a matrix that could be customized to the Offeror’s proposal?

Answer: Attachment 9 is an example only.

46. Required Capability --Are the firms submitting proposals under this solicitation expected to have corporate capability in all of the functional areas indicated on page 83 and in Attachment 10?

Answer: Firms are not required to have corporate capability in all of the functional areas, Attachment 10 is deleted per Amendment 3.

47. If this is supposed to be a CPFF contract, please amend Section L and Attachment 10 to remove references to T&M elements and provide new instructions for how the cost proposal is to be prepared for a CPFF proposal.

Answer: Please refer to Amendment 04 for the new instructions.

48. Subcontracting with SDBs. On page 85, paragraph (e) Part 5-Subcontracting Plan says that if the offeror is other than a small business, it must submit a Subcontracting Plan. Such a plan would include goals for various subcategories of small businesses, including STBs, Veteran owned, etc. However, on p. 81, section 5 related to the participation of SDBs, says it applies to all offerers. Please clarify these requirements, and specifically what is required for participation of small disadvantaged businesses.

Answer: Section I, page 50, FAR 52.219.9 – Small Business Subcontracting Plan Alternate II (Oct 2001) applies.

49. F.5, 1.2 (e), at page 24, states “Small business set aside. In accordance with the authority granted in the Appropriations Act used to fund the award of this basic contract, USAID may directly place task orders with any category of small or small disadvantaged business that received a prime contract award from the same solicitation that resulted in the award of this contract.” Subsequently at L.7 (a), GENERAL INSTRUCTIONS TO OFFERORS, at page 73, the RFP states: “Multiple Awards. The U. S. Government anticipates awarding approximately five (5) contracts under small business set-aside as a result of this solicitation. The Agency reserves the right to award more or fewer awards than the anticipated number of contracts stated above.” We would appreciate clarification on the award, i.e., the entire IQC awards will be to small businesses.

Answer: USAID anticipates awarding up to five contracts under small business set-asides for this solicitation..

50. Is there a price adjustment available under this requirement for SDBs?

Answer: Section I, page 50, FAR 52.219-4 Notice of Price Evaluation preference for HUBZone Small Business Concerns, paragraph (b), a 10 percent factor will apply to the price of other offerors, except_____________.

51. Will the amendment include clarification regarding the total small business aside?

Answer: USAID anticipates awarding up to five contracts under small business set-asides.

52. With regard to the statement “If, after evaluating all offers, USAID concludes that two or more offers are in effect equally eligible to be selected for the award, then the offer that provides the greater, most varied, and most realistic use of all the categories of small business concerns will be determined to be the best value offer and will be selected for award,” will this advantage be considered even if the prime contractor is a small business?

Answer: Please refer Sections M.5 and M.6.

53.Also, if the prime contractor is a minority-owned small business, but not a small disadvantaged business (SDB), would having a SDB sub-contractor (i.e., veteran-owned small business, women-owned small business, and HUBZone small business) be considered as providing the greater, most varied, and most realistic use of all the categories of small business concerns?

Answer: Please refer to Sections M.5 and M.6.

54. On page 80, the RFP indicates that “(i) For the offeror and their major subcontractors (based on anticipated level-of-effort) list up to five (5) past or current contracts for efforts similar to this requirement.” Does this refer to a total of five short-forms for both or five for each (prime and subcontract[s]).

Answer: A total of five short-forms from both prime and subcontracts.

55. This solicitation is put out as a small business set-aside. Why are subcontracting plans required (H.12, H.21, 52.219-8, -9, -16, and 752.219-8)? And why is SDB Participation to be a section in the Technical Proposal (L.10(5)) and the Cost Proposal (L.11(e))?

Answer: Section I, page 50, FAR 52.219.9 – Small Business Subcontracting Plan Alternate II (Oct 2001) applies, but does not apply to small business concerns per paragraph (a). Those small business concerns are listed in the FAR clause under paragraph (d)(3)(i).

56. Please clarify Instruction L-6 (Small Disadvantaged Business Participation). Is there a requirement to provide a Small Business Subcontracting Plan if the offeror (Prime Contractor) is a small business?

Answer: Section I, page 50, FAR 52.219.9 – Small Business Subcontracting Plan Alternate II (Oct 2001) applies.

57. Clause L.10(5) SMALL DISADVANTAGED BUSINESS (SDB) PARTICIPATION PROGRAM TARGETS raises several questions: The first parenthetical note refers to “[…Section M.3(5) of this RFP]. There is no Section M.3(5) in the RFP and there is no evaluation criterion in Section M for SDB participation.

Answer: A correction, Section M.3.(5) should read M.6.

58. Could you please clarify whether RFP M-OAA-GRO-ALPS-08-1023 (IQC to provide technical evaluation services to MPBP) is restricted to applications from small businesses only, or if applications from large corporations with small business partners will also be eligible to apply?

Answer: It is restricted to small businesses, Amendment 4 clarifies the point.

59. In Section L.10, (2) (ii) Functional Labor Categories, page 79, it is stated that: “Offerors should also provide resumes that demonstrate access to expertise to perform the work set forth in Section C (Statement of Work). A complete and current resume and signed acknowledgement letter shall be submitted as an attachment to the technical proposal for the candidates proposed in each Functional Labor Categories.” In section C.II there is the following on page 13: “The contractor shall provide technical assistance that includes evaluation expertise (emphasis added) in these development fields: economic growth, agriculture and trade; environment; education and training; global health; democracy, conflict prevention and humanitarian assistance; and cross-cutting programs (conflict management, private and voluntary cooperation, transition initiatives, urban programs, water, women in development) and evaluation methodology, design and training.” In Section III following, it states: “The services under this IQC require skills in evaluation research design (including quantitative impact evaluation methods, experimental and quasi experimental design, and qualitative methods); data collection, analysis, and synthesis; report writing, and planning for use and dissemination of evaluation findings. The IQC will also require skills in evaluation and performance monitoring methodology, innovative and state-of-the-art research designs and methods, participatory evaluations, cost-effective evaluation methods, and evaluation training. While work may focus on specific sectors (economic growth and agricultural development; population, health and nutrition; environment and natural resources; democracy and governance; conflict mitigation and post conflict reconstruction, human capacity development, and humanitarian assistance), it may also cut across sector and technical areas.” Finally, in Section L.11(b)2, “Proposed Costs/Prices” there is a list of technical specialties that are required for use in costing and includes the following: Senior Technical Advisor; IQC Manager; Economic and Trade Analyst; Finance and Budget Analyst; Private Sector Analyst; Agriculture Analyst; Health and HIV/AIDS Analyst; Population Analyst; Nutrition Analyst; Environment, Energy and Natural Resource Analyst; Women in Development, Gender Analyst, and Anti-Trafficking Specialist; Training and Performance Improvement, and Workforce Development Specialist; Basic and Higher Education Specialist; Program and Policy Analyst; Democracy and Governance Analyst; Humanitarian Assistance/Complex Emergency; Management and Operations Research Specialist; Institutions and Organizations Analyst; Evaluation Training Specialist; Evaluation Methods Specialist; Engineering Analysis; Human Capacity Development; Conflict Prevention, Mitigation and Reduction, and Post-Conflict Reconstruction; Social Scientist; Human Resources Specialist; Administrative Support.

Our question is: USAID M&E requirements are generally very specific by subject, geographic area, approach, and frequently, cultural and language issues. Every response will require tailoring the team to the requirement. In light of that and the different lists, please provide direction as to:

· For which categories are staff or consultants to be shown?

· Whether the individuals are exemplars of classes from which individuals may be drawn or should there be an exhaustive list of the potential permutations of expertise within a category?

Answer: All staff and consultants are to be shown. Please refer to the instructions in Amendment 4.

60. L.10, (2), (ii), Functional Labor Categories, states, “A complete and current resume and signed acknowledgement letter shall be submitted as an attachment to the technical proposal for the candidates proposed in each Functional Labor Categories.” How many candidates can be proposed for each functional labor category?

Answer: No limitation given.

61. Section L.10(c)(4)a.(i), Past Performance Information, page 80 of 118 states that the offeror and their major subcontractors (based on anticipated level-of-effort) list up to five (5) past or current contracts for efforts similar to this requirement. Is this requirement for up to 5 each for the offeror and major subcontractors or a total of 5 contracts?

Answer: The offeror should list five whether as a prime contractor or major subcontractor.

62. L.10, (4), a), (ii) states that contractors should list any problems in block 6 of the Contractor Performance Report, Attachment 7. The contractor performance report (short form) on page 107 designates block 6 for describing problems, but does not contain a block for description of work performed under the contract, normally block 5. Can you clarify?

Answer: Section L.10 (4) (a)(ii) is corrected to read block 7 and Attachment 7. A description of work performed can be included as an attachment. Please refer to Amendment 04.

63. L.10, (2), (ii), Functional Labor Categories, states, “A complete and current resume and signed acknowledgement letter shall be submitted as an attachment to the technical proposal for the candidates proposed in each Functional Labor Categories.” How many candidates can be proposed for each functional labor category?

Answer: No limitation given.

64. Task Orders are to be CPFF or FFP. All CVs and daily rates provided in the proposal will be illustrative. Why then can an individual be nominated for only one labor category (L.10(2)(ii))? What is the purpose of ceiling rates (L.11(b)), wouldn't AID max be the ceiling? How do you use a fixed daily rate matrix for a CPFF type contract?

Answer: Please refer to Amendment 04.

65. Page 83, L.11(b)2. The Cost Matrix implies the use of Fixed Labor Rates. Is the period under each of the years an annual salary with indirect costs included in the below Indirect Costs Applicable category? Is there some other time period to be specified or simply a daily labor compensation rate with indirect costs subsequently applied?

Answer: Please refer to Amendment 04.

66. Section L .11 (b) 2. Lists the cost matrix for functional labor categories required for this RFP. Not included in the list is any Task Order Project Manager category. Is this an oversight? If not how does the government anticipate vendors would ensure good project management at the task level when there is no requirement for any project manager role or expertise?

Answer: You may propose a Task Order Project Manager in your proposal, please refer to Amendment 04.

67. Section L 11 (b) 3. (ii) 1. States that audited balance sheets and profit and loss statements is provided for the last two complete years. If a vendor does not yet have audited financial statements but has engaged an accountant to perform the audit and prepare them; Would it be acceptable to submit reviewed financial statements with our proposal submission on Feb 19th and then submit the fully audited statements as soon as they are available?

Answer: Those audited sheets and statements and should be submitted with the proposal as instructed on page 84 of Section L.

68. Section L 11 (b) provides the functional Labor Categories to be used in the cost proposal and Attachment 10 provides an example of how to prepare the daily labor rates to be submitted in the cost proposal. Attachment 10 provides a Junior, Mid and Senior level rate for each labor category and a formula for calculating our proposed daily labor rates for each functional category. Because this RFP is described as a Cost Plus Fixed Fee contract type it is common practice for vendors to bid best case (lowest possible rates) in their IQC cost proposal vice the actual expected costs for labor to be used in performing tasks.

Answer: Please refer to Amendment 04.

69. The cost proposal instructions in Section L.11 state that offerors must submit a Cost/Price Evaluation Matrix pursuant to the sample set forth in Attachment 10 and that the matrix must provide a detailed CPFF proposal. However, Attachment 10 specifies the use of Fixed Daily Rates for U.S. expatriates and multipliers for other personnel. Moreover, the labor categories listed in Attachment 10 do not match the categories listed in Section L.11 (p. 83). Please clarify.

Answer: Attachment 10 is deleted, please refer to the instructions in Amendment 04.

70. Is L.11(b)1 suggesting that only those candidates that are provided in the proposal eligible to perform in Task Orders issued under this IQC?

Answer: Some circumstances may require a candidate change and therefore, must be submitted for approval through the COTR and CO.

71. The RFP requires Offerors to utilize the Cost Matrix template in Section L to develop the Cost Proposal. Should we utilize a 260 days LOE to compute the annual labor cost for each labor category on the Cost Matrix?

Answer: Please refer to Amendment 04.

72. Section L. 11 (b) Part 2 – Proposed Costs/Prices asks that the Attachment 10 Cost/Price Matrix be used to present detailed cost. However, Paragraph 2 in this section requests that the Cost Matrix on Page 83 be used. Please clarify which cost matrix should be used.

Answer: Please refer to Amendment 04.

78. Section L of the RFP indicates that: (2) The first page of the proposal must show--

(i) The solicitation number;

(ii) The name, address, and telephone and facsimile numbers of the offeror (and electronic address if available);

(iii) A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation and agreement to furnish any or all items upon which prices are offered at the price set opposite each item;

(iv) Names, titles, and telephone and facsimile numbers (and electronic addresses if available) of persons authorized to negotiate on the offeror's behalf with the Government in connection with this solicitation; and

(v) Name, title, and signature of person authorized to sign the proposal. Proposals signed by an agent shall be accompanied by evidence of that agent's authority, unless that evidence has been previously furnished to the issuing office.

Answer: Please provide all requested information per the RFP and amendments.

79. p. 82, Section L.11(b), “Part 2 – “Proposed Costs/Prices” states, “The offeror must submit a Cost/Price Evaluation Matrix pursuant to the sample set forth in Attachment 10 of this RFP using ceiling rates. However, p. 116, Attachment 10, “Cost/Price Evaluation Matrix,” depicts an evaluation of a Fixed Daily Rate contract. Related to cost instructions and cost evaluation methodology:

Answer: Please refer to Amendment 04.

80. Section B.2 Contract Type and Services of the RFP states that Government will issue task orders that are either Cost-Plus-Fixed Fee (CPFF) or Firm Fixed Priced. However, L.11 (b) Part 2 - Proposed Costs/Prices asks that the offeror must submit a Cost/ Price Evaluation Matrix pursuant the sample set forth in Attachment 10 of this RFP using the ceiling rates. This matrix requires that the costs be provided as per fixed daily rates and multipliers. Section L. 11 (b) 2 provides a list of technical specialists. Please confirm that we are to present only one specialist per position listed with supporting bio-data form.

Answer: Please refer to Amendment 04.

81. In proposing fixed daily rates for the labor categories in Section L. 11 (b) 2, are we to use the prime offeror’s NICRA to come up with the multiplier applied to base salaries, or should we use the NICRA of the subcontractor which we think will supply the personnel?

Answer: Please use the NICRA of the subcontractor supplying the personnel and prime’s other associated costs. Please refer to Amendment 03.

82. On page 83, Section L.11(b) Part II, the instructions for completing the cost matrix suggest that all of the individual specialists in the matrix will be staff to the prime organization, not consultants, not staff to subcontractors, in order to use the template as provided. Is this correct? If not, may we modify the template to reflect the reality of those we are bidding and the related loading?

Answer: Staffing is the prime contractor’s responsibility in addition to listing the subcontractors/consultants.

83. The cost matrix in paragraph L.11(b)2 refers to two option years which are not referred to in any other section of the RFP. Since the ordering period is three years and performance for any task order is limited to three years, are these two “option years” in fact two additional performance years for any task order issued in Year 3 of the ordering period?

Answer: Yes, some tasks maybe of a short duration.

84. P.74, under L.7.(e)(2), the RFP mentioned proposing fixed labor rates. Page 82, L.11.(b) mentions ceiling rates. Are they ceiling or fixed?

Answer: Please refer to Amendment 04.

85. Are all the labor categories in the evaluation matrix in Section L.11.b.2 the exact categories we should price the labor categories? Can we change the categories, or can we add or delete some of the categories? Is a quote required for each category?

Answer: The categories should be the same for evaluation purposes, but you may offer an alternative in your proposal. Please refer to Amendment 03.

86. L.11, (b), 2., the Cost Matrix template provides space for only one price per labor category per year. Is this because a single blended rate (combining the junior-, mid- and senior-level rates for each) will be inserted based on calculations from attachment 10?

Answer: Please refer to Amendment 04.

88. Section L. 11 provides a list of technical specialties for which candidates are requested. Some of the categories are broad such as “agriculture”. Please confirm that you are requesting one representative candidate in an agriculture-related specialty and not a series of candidates in a variety of agriculture-related areas.

Answer: The request is for a candidate in an agriculture-related specialty.

87. In Section L.11 (b) part 2,2. of the RFP, the Cost Matrix Template has a budget line item “IQC Manager” and carries the instruction that “Offerors must utilize the Cost Matrix template below to develop their proposals”. However, Section B.9 (b) of the RFP states that “Contractors will not be authorized to bill USAID directly for IQC management costs under this IQC or under task orders, and that Contractors should propose a centralized management structure that allows for recovery of IQC management costs as part of its indirect costs.” Please clarify.

Answer: Please refer to Amendment 04.

88. The instructions in Section L.11 (b) Part 2 request the use of Attachment 10, which is using fixed daily rates for labor categories and fixed multipliers for locally hired personnel. This is inconsistent with the cost-plus-fixed-fee template found on page 80 because of several reasons:

89. According to pg 78 of the RFP, in regards to “other document” to be included in the Annex, are we correct to assume that the Personnel matrix may be included in the Annex?

Answer: That is correct, per page 78 of the solicitation.

90. Page 20, F.1: Please confirm whether the IQC contract will be for three years or three years plus two option years.

Answer: Please refer to Amendment 03 for the correction.

91. Page 74, L.7(e)(2) refers to fixed labor rates which infer the use of labor compensation multipliers rather than CPFF.

92. Page 82 , L.10(6) Note: Attachment J.3 and the requirement to incorporate key subcontractors into the Labor Distribution Chart.

Answer: Attachment J.3 is incorrect, it should read Attachment 9.

93. Please confirm that pricing presentation should use the Cost Matrix template on p. 83 of the RFP and not use Attachment 10. If the pricing presentation uses the Cost Matrix template on p. 83, would USAID please consider providing offerors with a sample matrix showing the exact calculations to be used in evaluating pricing?

Answer: Please refer to Amendment 04.

94. Can you clarify how USAID will be evaluating the labor rates for personnel in the Cost/Price Matrix on p. 83? Currently, there is no LOE specified in the Cost Matrix on p. 83, which disproportionately emphasizes the importance of the plug figures provided as opposed to proposed labor category ceilings.

Answer: Please refer to Amendment 04.

95. Page 83 of the RFP lists labor categories. Please confirm that “Conflict Prevention, Mitigation and Reduction, and Post-Conflict” and “Reconstruction” should be one labor category to read “Conflict Prevention, Mitigation and Reduction, and Post-Conflict Reconstruction.”

Answer: The category should read as “Conflict Prevention, Mitigation and Reduction, and Post-Conflict Reconstruction”.

96. In the RFP on p. 79, it states that only one individual may be nominated for only one labor category. Does that mean that, in our consortium, we can only propose one person for the specific sector areas (e.g., agriculture, education, etc.) or can one individual be proposed as an expert for more than one area?

Answer: An individual can be proposed as an expert for more than one area, please refer to Amendment 04.

99. Regarding the list of Labor Categories in Section L, pg. 83, the formatting of the chart did not make it clear if Humanitarian Assistance/Complex Emergency Management and Operations Research Specialist was one position or two. Could you please confirm if this is one position or two?

Answer: The two categories are Humanitarian Assistance/Complex Emergency and Management and Operations Research.

100. Cost Matrix template on page 83 includes a category for “Basic and Higher Education”. Is this considered one category of specialization or can we submit separate consultants for basic and higher education?

Answer: It is considered one category of the list of specializations.

101. In terms of conflict of interest the RFP states, '”The contractor shall be ineligible to furnish, as a prime or subcontractor or otherwise, the implementation services for any activities for which it provides substantial design services except for such services that may be furnished under this contract.” Does this mean that if the contractor provides services under a particular task order that ALL of their subcontractors, regardless of whether they participate in the task order, are forbidden from bidding on implementation services, or does this limitation apply only to those subcontractors (and the prime contractor) that furnish the services under a given .

Answer: Offerors are advised that due to an Organizational Conflict of Interest (OCI) or the perception of an OCI, some of the services to be performed under the IQC may restrict the contractor’s participation. It is USAID's policy to preclude a contractor from furnishing implementation services as the prime or a subcontractor, when the contractor had a substantial role in the design or evaluation of an activity under contract with USAID. Whether the prime contractor and its subcontractor are precluded from participating on the RFTOP IQC or a specific task order implementing activities will be decided upon full disclosure of all facts relating to the matter to the CO. Further guidance on USAID's policy on OCIs may be found in Contract Information Bulletin (CIB) 99-17, which is attached.

102. Section B.2 of the RFP sets forth a CPFF or FFP contract type for the IQC, but Attachment 10 (Cost/Price Evaluation Matrix) utilizes a T & M matrix for Cost Evaluation. Please clarify the correct contract type for the purposes of price/cost evaluation?

Answer: Please refer to Amendment 04.

103. Is an Executive Summary considered part of the 25-page Technical Proposal, or is this considered additional to the 25 pages? Since the IQC Contract type specified in the RFP is CPFF and FFP, please clarify what is desired in the Total Labor Distribution Chart (Attachment 9) of the RFP, given the fact that this chart applies specifically to T & M Contracts?

Answer: Please refer to the instructions in Amendment 03.

104. Please advise if the contract type is CPFF or T&M or both?

Answer: The IQC contract is CPFF with contract task orders to be issued as CPFF or FFP.

106. Please provide the bidders list?

Answer: Please refer to Amendment 04, Attachment 02.

107. Please identify the primary work locations?

Answer: It is hard to estimate the breakdown in advance, but we expect more than half the task orders to originate in the field and the bulk of evaluation activity (perhaps 80-90%) to take place in the field whether Washington or field sponsored.

108. What is the contract amount?

Answer: The IQC ceiling is $125,000,000 with no limitations to the proposed five individual awarded contracts which will not exceed $125,000,000 in total.

109. Do a company have to be listed on the GSA schedule? Is it open market?

Answer: You do not have to be on the GSA Schedule, however, you must on registered in Central Contractor Registration (CCR). The IQC is set-aside for small businesses.

110. How does the five IQCs work?

Answer: The five IQCs will complete for each contract task order against this IQC, please refer to Amendment 04.

111. Section B9(b) states that “The Contracting Officer has determined that a key technical manager is not necessary or required to administer the basic IQC. Contractors will not be authorized to bill USAID directly for IQC management costs under this IQC or under task orders. Contractors should propose a centralized management structure that allows for recovery of IQC management costs as part of its indirect costs.” However, Section L.10(2) identifies the IQC Manager as one of the two Primary Points of Contact, and states that “The IQC Manager shall be the individual bearing primary responsibility for procurement, personnel, reporting, and other management related requirements of the contract.” Please clarify these conflicting statements.

This raises indirect costs above the approved NICRA. How should offerors take this into account?

112. Please provide examples of evaluations that are non-program or non-project related.

Answer: The following examples are listed: Evaluations of Agency, mission or bureau management systems (e.g., for procurement, financial management, information technology etc.; Mission management assessments; Evaluations of policy-based assistance; Evaluations of Implementation Mechanisms (e.g., host country contracting); Evaluations of policies; and Collaborative Evaluations (e.g., of the development impact of the Paris Declaration.)

113. In Section H.10, the country code is 000: ‘The United States’. If the prime contractor is U.S. based, may subcontractors be based in another country?

Answer: Yes for country code 000, other codes will need prior approval.

114. As this is an IQC, does “Evidence of availability of personnel” (Section M3 (2) (c) as it relates to non-Key Personnel simply indicate Letter of Commitment to be part of this proposal and participate if the opportunity arises and the individual is available?

Answer: Yes.

115. Will the evaluation of Past Performance only be based on references that are checked, or will the evaluation be also based on additional information on past performance presented in the Technical Proposal?

Answer: Both will be evaluated.

116. Non-billable management costs under this IQC are referenced in B.9. (b). This would include labor associated with reports covering overall IQC activities, such as those listed on page 20 under F.3, Reports. While not a problem if the volume of task orders managed is low, some of these could entail a fair amount of time to prepare if there are several large efforts. How would a centralized management structure cover all of these costs?

Answer: Those costs would be put into your contract task order proposal.

117. Period of Performance: Page 20, F.1, states that a task order cannot go beyond 5 years into the future at the time the order is awarded (or through modification). If the task order is awarded in year 3 for a total of 5 years (into what would be “contract” Year 8), how is pricing for years 6-8 of the task order to be handled?

Answer: We would use your NICRA for those years, please refer to Amendment 04.

118. Section B.2 of the RFP sets forth a CPFF or FFP contract type for the IQC, but Attachment 10 (Cost/Price Evaluation Matrix) utilizes a T & M matrix for Cost Evaluation. Please clarify the correct contract type for the purposes of price/cost evaluation?

Answer: This is in error and is correct, per Amendment 04.

119. Would the prime contractor implementing an Evaluation Services task order award be ineligible to bid on other USAID projects within the same country covered by the sector(s) in the awarded task order? What conditions would lead to ineligibility?

Answer: No conditions exist to prevent a prime contractor from bidding on other USAID projects in the same country.

120. Sections H.13, H.14, H. 15, and H.16 of the RFP refer to ORGANIZATIONAL CONFLICTS OF INTEREST: PRECLUSION FROM IMPLEMENTATION CONTRACT (DESIGN/IMPLEMENT AND TASK ORDER) and PRECLUSION FROM FURNISHING CERTAIN SERVICES AND RESTRICTION ON USE OF INFORMATION (EVALUATION AND TASK ORDER). Please clarify if preclusion applies to IQC subcontractors even if subcontractor is not involved in a specific RFTOP or task order implementation.

Answer: Offerors are advised that due to an Organizational Conflict of Interest (OCI) or the perception of an OCI, some of the services to be performed under the IQC may restrict the contractor’s participation. It is USAID's policy to preclude a contractor from furnishing implementation services as the prime or a subcontractor, when the contractor had a substantial role in the design or evaluation of an activity under contract with USAID. Whether the prime contractor and its subcontractor are precluded from participating on the RFTOP IQC or a specific task order implementing activities will be decided upon full disclosure of all facts relating to the matter to the CO. Further guidance on USAID's policy on OCIs may be found in Contract Information Bulletin (CIB) 99-17, which is attached.

121. Please confirm that the offerors need to submit fixed daily rates for each functional labor category at the senior, mid and junior levels as well as a multiplier for TCNs and CCNs?

Answer: Please refer to the instructions in Amendment 04.

122. Please clarify the requirement to list total estimated costs and total costs plus fixed fee if the cost matrix is meant to include fixed daily rates.

Answer: Please refer to instructions in Amendment 04.

123. Are Letters of Commitment required of all the proposed experts for the term of the Contract? Is there is a distinction between current employees and consultants proposed as experts? Would LOCs be required of both consultants and employees?

124. Within the technical evaluation criteria for Institutional Capability, Personnel Information, and Management Plan, please provide what weight will be given to each sub-section.

Answer: Please refer to Amendment 04 for the technical evaluation criteria weights.

125. The RFP emphasizes tasks such as studies, strategic analysis, and impact evaluations. Please clarify whether performance monitoring system design is an anticipated activity.

Answer: This IQC is primarily to support specific evaluations or the design and implementation of an evaluation system (e.g., for a mission or office). As part of this effort a task order may also work on creating or strengthening performance monitoring (which can be a key source of evaluation data), but that is not the main focus of the contracts.

126. The USAID EVALWEB says that “the new evaluation unit” will be publically launched in early 2009 and “an initial agenda of studies for the central evaluation function is also being created.” Has the unit been “launched” or when will it be? Is the agenda of studies available, or when will it be? Is this contract anticipated to support the new office?

Answer: The new evaluation unit has been created. It will be staffed this spring and should be fully operational by summer. The evaluation agenda is in the early stages of development and should also be formalized by summer. The studies in this agenda may or may not be implemented through the evaluation IQCs. In any case, the bulk of the evaluation work conducted under the IQCs will fall outside this agenda and include operational level studies throughout the world.

127. Please confirm that proposed individuals for labor categories are to represent an offeror’s proposed ceiling rate for each category (i.e. no cost in excess of the built up CPFF rate will be considered for any category at the task order level).

Answer: Please refer to Amendment 04.

128. Are estimates available regarding the breakdown of task orders between Washington and Field offices? If so, would it be possible to include those estimates in the answers to these questions?

Answer: It is hard to estimate the breakdown in advance, but we expect more than half the task orders to originate in the field and the bulk of evaluation activity (perhaps 80-90%) to take place in the field whether Washington or field sponsored.

129. Since there is a limited number of pages (25) for the proposal text, and the 26 personnel proposed is worth 30% of the evaluation score, will you be evaluating the proposed personnel on their resumes as included in the Appendix or on descriptions of their abilities in the basic proposal text?

Answer: Please refer to the guidance on page 89 of the RFP and

Amendment 03.

130. Section M indicates that evaluations will be made of “. . . candidates proposed in each functional labor category identified in section L.9(c) (2) (ii),” but no such section exists. Should this statement have referred to the functional labor categories listed in Section L. 11 b. 2?

Answer: Section L.11 was corrected, please refer to Amendment 04.

131. Section B.5.3 Fixed Fee Payment: The whole section applies to only Cost plus Fixed Fee type contracts or Task Orders. Is this a Time and Material (T&M) or a Fixed Labor Rate Contract or a CPFF type contract?

Answer: This is a CPFF type contract using CPFF and FFP for task orders per Section B.2 and Amendment 04.

132. What are the Labor Categories numbered in the Average US Expatriate Fixed Daily Rates table? Please clarify.

Answer: Attachment 10 is deleted, please refer to Amendment 04.

133. In regard to the above-referenced, could you confirm that the due date is 2/26 at 4PM as listed in the solicitation cover page? The solicitation at Section L.8 (b) [p. 75] states that proposals must be received by 2/19.

Answer: Please refer to Amendments 01, 02 03 and 04.

134. Section B of the RFP clearly indicates that task orders to be issued under any contract awarded as result of this solicitation will be either of the Cost Plus Fixed Fee or Firm Fixed Price types. Section I includes the FAR clauses normally associated with CPFF and FFP task orders. However, several places in Section L contain requirements that are only used in Time and Materials contracts.