QuestionsAnswers RFI-INL HNP Support 11202024.pdf

QUESTIONS AND RESPONSE

RFI-INL HNP SUPPORT

SECTION #

TITLE

CONTRACTOR(s) QUESTION(s)

DOS Response 11-20-2024

Under Section 4.2

Government Furnished Equipment (GFE)

• Question: The GFE may include office equipment and/or internet services for offsite workspaces. Could you clarify what this specifically entails? Will all SMEs require dedicated office space, and if so, will this space be provided by the HNP, or is it the contractor's responsibility to arrange for it?

• The list of all GFP owned by the contractor is Detailed in the SOW Appendix E.

• All SMEs are proved workspace by the host Government. This is already in place. There is no cost associated with the space itself-only the equipment needed for the workspace- as indicated in the

SOW 4.2.

Under Section 7.0 Task 4 Special Projects

• Question: Could you please define what is encompassed under “special projects”? Does this include activities such as procurement, refurbishments, or other specific tasks?

• The terms are provided in section

7.0 and 7.1 in the SOW.

• Yes- This includes procurements and refurbishments and is reviewed on a case by case basis.

Under Section 8.2 Life and Mission Support

• Comment/Question: Does this refer to per diem per

DOS ?

• The per diem is only added for in country work related travel outside of the Port au Prince area.

Under Section 8.3 Armored Vehicle Policy and Procedures

• Question: Will all of the government-furnished vehicles specified in the contract be armored? Is it required that they be purchased abroad with US standards or can they be purchased locally ( obviously not US standards

• No- There are soft skin vehicles under the contract.

• US standards are not required.

Section 8.3 provides guidance for the Armored vehicle standard.

• Local procurements are allowed.

Under Section 8.4 Housing and Facilities

• Question: Are there any security specifications for housing in light of the current environment?

• No- the SMEs will live on the economy.

• There are no security specifications at this time.

• DS is revising the security requirements for all contracts in Haiti. It has yet to be finalized.

RFI-

GTMPR14943037

INL Haiti, Haitian National Police Support

• Given the current state of the operating climate in Haiti, will personnel supporting this effort fall under Chief of Mission authority?

• No- Personnel under this contract do not fall under COM.

RFI-

GTMPR14943037

INL Haiti, Haitian National Police Support

• Can you provide current information into the operational state of the Haitian National Police

• The academy is up and running.

Normally with little to no disruption. The SWAT team is also fully operational.

(HNP) Academy and the SWAT training academy?

• There is no SWAT academy in country. There is only a SWAT base. The training is conducted at the HNP academy.

RFI-

GTMPR14943037

INL Haiti, Haitian National Police Support

Can the port of entry receive shipments of training equipment from outside the country?

• Yes- Sea shipment is still operational.

RFI-

GTMPR14943037

INL Haiti, Haitian National Police Support

• Can you elaborate on the level of security, life, and mission support, as well as morale, welfare and recreational support that is to be expected?

• Please check sections 8.0 thru 8.6 in the SOW for details.

RFI-

GTMPR14943037

INL Haiti, Haitian National Police Support

• What will be the lodging accommodation provided for the personnel supporting this effort? Will it be government furnished or the responsibility of the vendor?

• This is a daily operation. There is no overnight accommodation needed at this location.

• All Government furnished Property will be handed over to the host government. This information can be found in SOW section 6 thru 6.3.

RFI-

GTMPR14943037

INL Haiti, Haitian National Police Support

• How does the current approach ensure that the services provided align with the broader strategic goals of the INL mission in Haiti, particularly in

• Please refer to the SOW. We are looking for the vendor to provide further information.

strengthening the Haitian National Police (HNP) and its subdivisions given the current operating climate in Haiti?

RFI-

GTMPR14943037

INL Haiti, Haitian National Police Support

• Can you describe the proposed strategy for integrating Subject Matter Experts (SMEs) within the HNP and ensuring their efforts are aligned with INL/PAP objectives?

• This is described in the SOW sections 4.1 thru 7.1.

• And 14 thru 15 for details. in the

SOW.

• Note INL/PAP will supervise deliverables to ensure alignment.

RFI-

GTMPR14943037

INL Haiti, Haitian National Police Support

• What system has been implemented for continuous monitoring and evaluation of the services delivered, and how are M&E findings utilized for the continuous improvement of the program currently?

• Please see sections 4.1 thru 7.1 and 14 thru 15 for details.

RFI-

GTMPR14943037

INL Haiti, Haitian National Police Support

• What specific measures are in place to ensure the health and safety of the in-country personnel, particularly regarding the provision of medical services and emergency care?

• There are currently medical services for the current vendor.

Risk and quality Assurance plans and risk assessment are to be assessed by the contractor.

• We are looking for the vendor to provide us with their plan of action. Options can be found online.

RFI-

GTMPR14943037

INL Haiti, Haitian National Police Support

• What is the expected procurement schedule for the acquisition? Does the

Government intend to release a solicitation prior to the end of the current contract in

March of 2025?

• The USG will provide further details on the POP end, once confirmed.

• Currently the contract is set to end on Feb 28th, 2025. (This is subject to a possible change and is yet TBD).

RFI-

GTMPR14943037

INL Haiti, Haitian National Police Support

• Will the Government consider keeping this work in the 8(a) program? As a small business currently in the 8(a) program, our company is experienced with providing these and similar services in OCONUS environments.

• Yes- this contract is in the stages of being considered an 8a set aside contract. This is still to be confirmed.

RFI-

GTMPR14943037

INL Haiti, Haitian National Police Support

• Will the Government consider selecting contractors from market research driven presentations using a shortlist of vendors down selected from RFI responses?

• I am not able to answer this question at this time.

Section 1.2, Page 1 overall program objectives

• Could you clarify the performance metrics or key performance indicators (KPIs) that will be used to evaluate the success of the contractor’s efforts in areas such as justice reform, community policing, and anti-gang development?

• Please see SOW Please see sections

4.1 thru 7.1 and 14 thru 15 for details.

• We are looking for the contractor to provide their own KPIs and monitoring and evaluation plan of action.

Section 2.1, Page 3 In-country Operations

• What are the specific expectations for the contractor’s quality assurance and risk management plans, particularly regarding how they should address potential challenges unique to the operational environment in

Haiti?

• WE are looking for the vendor to provide us with a specific unique QASP plan and risk management plan of action.

Section 4.1, Page

Subject Matter Experts (SMEs)

• Can you provide more detail on how SME performance will be quantitatively and qualitatively assessed under the outlined work plans? Are there existing templates or tools that should be used?

• Are there provisions for the contractor to recommend adjustments to SME roles or objectives based on evolving needs?

• Please see sections 4.1 thru 7.1 and 14 thru 15 for details.

• Any further information provided would provide you with an unfair advantage from other bidders.

• Each SME will follow a specific workplan that can be adjusted as needed. This will be in consultation with INL/PAP guidance and supervision.

Section 4.4.7, Community Policing Programs

• For the Community Policing

Advisor role, what specific outcomes are expected in reducing gang influence in targeted regions?

Are there baseline data or existing metrics to guide the evaluation of progress?

• Please see sections 4.1 thru 7.1 and 14 thru 15 for details and answers.

• We are looking for the contractor to provide the data and baseline, and/or higher an SME with the capability to develop KPIs specific to Community Policing.

Section 4.4.1, HNP Training and Professional

• Are there specific requirements for aligning training programs

Development Coordinator with international standards, such as those from Interpol or

UNODC? If so, how should these be integrated into the training plans?

• We are looking for the contractor to provide the data and baseline, and/or higher an SME with the capability to develop KPIs specific to the HNP Training and Development Coordinator.

Section 4.4.14, Logistics and Operational Support:

Fleet Management

• For vehicle procurement and maintenance, are there pre-approved suppliers or maintenance facilities that the contractor should use, or is this at the contractor’s discretion pending COR approval?

• No- There are a limited number of options in the country. The plan of action must be directed by the In- Country PM.

• There are dealerships that operate in the country. Please research the options and provide a unique plan of action

Section 2.1, Page

Medical Support Could you provide clarification on the standards and qualifications for medical personnel and facilities that the contractor must engage? For example, are certifications beyond EMT-P required?

• There are medical services is the main for the current vendor. They provide transport, hospital access, and med evac capabilities. You can find them on Google.

Section 2.1, Page

Coordination and Reporting:

Reporting Requirements

• Could you clarify the frequency and specific content expectations for the quarterly Monitoring & Evaluation (M&E) reports?

Should these reports include recommendations

• Please see sections 4.1 thru 7.1 and 14 thru 15 for details.

• Recommendations and adjustments should be added if they add value to the program.

for programmatic adjustments?

Section 1.4, Page

Collaboration with International Partners

• What are the mechanisms for ensuring effective collaboration with other international donors and programs, particularly to avoid duplication of efforts?

• Please see sections 4.1 thru 7.1 and 14 thru 15 for details.

• Per the SOW -The SME’s services will help mitigate duplication with international partners.

• We are looking for the vendor to elaborate and provide additional information.

Section 2.1, Page

Risk and Contingency Planning:

Risk Management

• What are the key risks that the government anticipates in achieving program objectives, and are there specific mitigation strategies that the contractor should prioritize in its Risk Management Plan?

• This should be provided by the contractor.

Section 4.4.13, Technical Infrastructure:

Drones and Information Systems

• Are there any existing information systems or drone operational standards that the contractor needs to integrate with or enhance? If so, are these systems proprietary or open-source?

• Yes-there are specific guidelines for the procurement of Drones.

• All Drone procurement have to be preapproved by INL-Aviation prior any acquisition and are Open Source.

Section 1.2, Page 1 Strategic Alignment and Metrics:

Alignment with INL Goals

• Are there specific goals within the INL Haiti Country Strategy that the contractor should prioritize? How should

• Prioritization for goals will be determined by INL/PAP.

alignment with these goals be demonstrated in deliverables and reports?

• Please refer to Please see sections

4.1 thru 7.1 and 14 thru 15 for details.

Section 1.2, Page

Performance Measurement

• Will there be baseline data provided for assessing the impact of the contractor’s work on reducing excessive pretrial detention and improving prosecution rates? If not, is the contractor expected to establish such baselines?

• This is a new position, and the information will need to be developed by the SME in unison with INL/PAP. Please see sections

4.1 thru 7.1 and 14 thru 15 for details.

• The vendor is expected to conduct market research to expand on their experience in quantifying performance, and establish a hypothesis for a baseline.

Section 4.4, Page

SME Roles and Evaluation:

SME

Qualifications and Flexibility

• Are there any anticipated circumstances where the COR may request adjustments to SME roles or qualifications mid-contract? How should the contractor handle such changes to avoid disruptions in service delivery?

• Yes- INL/PAP and the COR may request adjustments to SME roles.

• Please see sections 4.1 thru 7.1 and 14 thru 15 for details.

• The vendor will need to provide the government answers to methods to mitigate disruption and increase productivity.

Section 1.4, Page

Special Projects • Can you elaborate on the types of "Special Projects" envisioned under this contract? Are there any examples or past initiatives

• The guidelines for the Special Projects can be found in section 7.0 and 7.1 in the SOW.

• This is a fluid process and considered on a case-by-case basis.

that would serve as a model?

• Any examples provided would provide an unfair advantage to this vendor.

Section 4.1, Page

SME

Coordination

• How will SMEs interface with INL/PAP and Embassy Port-au-Prince staff on a day-to-day basis?

Are there specific communication protocols or reporting lines?

• will be fluid and constant.

INL/PAP will rely heavily on the SMEs. Please see sections 4.1 thru

7.1 and 14 thru 15 for details.

• INL/PAP will provide guidance on protocols for communication.

Section 4.4.1, Training and Capacity Building:

HNP Professional Development

• What are the expectations for HNP officer retention following training programs? Are there existing challenges, such as turnover, that the contractor should address in their training design?

• The position description will elaborate on who must fill this role.

• The SME selected by the vendor will provide the expectations for HNP retention methods. Based on their experience and expertise-they must also provide insight on other challenges

Section 4.4.9, Gender and Marginalized Communities

• What mechanisms are in place to monitor the contractor’s impact on increasing HNP recruitment from marginalized communities?

Should the contractor develop outreach strategies

• Currently there are no mechanisms in place. This is a new position.

• Please see sections 4.1 thru 7.1 and 14 thru 15 for details.

• The position description will elaborate on who must fill this role.

• The SME selected by the vendor must be able to provide methods to in addition to recruitment plans?

increase the HNP recruitment from marginalized communities.

Section 4.4.6, Corrections Advisor

• For advising on prisoner health, sanitation, and nutrition, is the contractor expected to coordinate with specific Haitian government health agencies, or will this be managed solely through INL Haiti?

• The SME HNP counterpart is the Director of the Penitentiary and the INL/PAP counterpart. The Advisor will be in direct contact with INL/PAP. The contractor administrator/supervisor will not be required to interact with the HNP counterpart.

Section 4.4.14, Logistics and Operational Questions:

Fleet Management System

• Will the contractor have access to historical maintenance data for the HNP’s vehicle fleet to establish trends and identify inefficiencies, or is this data expected to be generated from scratch?

• Yes- the Advisor will have access to historical HNP maintenance files.

Section 4.4.15, Procurement Processes

• Are there existing procurement procedures or local suppliers for vehicle parts, uniforms, and other logistical needs, or should the contractor establish new supplier relationships?

• There are existing systems in place.

• The methods of procurement will need to be determined by the In-country Program Manager.

Section 2.1, Page

Risk Management and Security:

Security Environment

• How should the contractor address heightened security risks, such as staff safety during civil unrest?

Are there pre-approved evacuation protocols or contingency plans in place?

• This should be provided by the Contractor in the risk assessment.

• This Risk Management Plan of action must be provided by the contractor.

• Department of State guidance is currently under review and not yet available.

• Contracts currently do not have a preapproved evacuation plan in place.

Section 2.1, Page

Medical Support • What are the government’s expectations for integrating local healthcare providers into the contingency medical support plan? Is there a preferred clinic network or facility for contractor staff?

• There is a medical provider being used by the current vendor. Market research should be conducted and provided by the vendor.

• Please Google medical provider in Haiti, you will find the available companies working in country.

Section 2.1, Page

Coordination and Reporting:

Stakeholder Collaboration

• What level of interaction is expected with the UN and other international stakeholders supporting the HNP? Are there regular joint planning sessions or shared reporting mechanisms?

• There is little to no interaction.

Mostly all admin related.

• INL/PAP will assist with the joint planning sessions. There is no direct engagement from the outside of the UNPOL.

Section 4.4.10, Monthly Reporting

• Beyond reporting on activities, should the monthly reports include recommendations for future improvements or changes to the program structure? If so, are there specific formats or templates?

• Workplans will be provided after the actual award.

Section 2.1, Page

Monitoring and Evaluation

• Are there pre-defined success metrics for evaluating the contractor’s Quality Assurance Surveillance Plan (QASP), or is the contractor expected to develop these as part of their deliverables?

• The contractor is expected to develop the QASP

Question Question corporate

• Is this corporate Program Manager intended to be part time or full time (given the size and complexity of the intended scope)?

• Yes- Based on the current performance and assessment the Corporate-PM will be mostly-Part time- The bulk of the work will be by the In-Country PM.

Question Training and Capacity Building:

• Prior INL HNP capacity building programs included providing policing and/or criminal justice support to the UN Mission. The RFI notes that

• INL does not envision adding other UNPOL positions at this time.

However, this may change if the mission transitions to DPKO mission.

support to UNPOL will be needed. Does INL envision providing additional support to the MSS and/or the eventual replacement peacekeeping operation?

• INL will not incorporate MSS assistance under this contract.

There may be coordination efforts in unison with HNP efforts. There will be no stand alone MSS line of effort under this contract.

• There may be a Peacekeeping mission in the future. If so INL will modify the contract.

Question SOW HQ Program Manager

• The SOW notes that the HQ Program Manager is a CONUS position, that the In-Country PM is an OCONUS position, and that the HNP Logistics Mechanic SME position is a local position. Will the government specific which of the other SME positions are expected to reside in country?

• All positions that are OCONUS are expected to work in country.

• Please refer to the sections provided above.

Question Security • If necessary, is the successful offeror expected to provide their own security services, or will DOS arrange for security support through one of its existing contracts?

• DOS will not provide direct security support.

• Yes, the contractor must utilize their own security.

Question Social-economics size and Naics Code

• to ask whether a not-for-profit organization that meets the

NAICS code and size requirements for the SB set-aside may respond and be given the opportunity to bid, should you all move forward with the program.

The RFI is for Small Business Set-aside companies (e.g., 8(a)/SB/WOSB/etc…) that can meet the indicated NAICS Code, and draft SOW under this Sources Sought requested are to provide information to support their response.