Attachment_2-_Answers_to_Additional_Questions_.docx

ANSWERS TO ADDITIONAL QUESTIONS FROM THE PROSPECTIVE OFFERORS

Question 1: Page 10, Section C.III, Component One, refers to “small-scale storage, consolidation, processing, or packing enterprises” and “medium-scale storage, consolidation, processing, or packing enterprises.”

We respectively ask that USAID define the difference between small-scale storage, consolidation, processing, or packing enterprises” and “medium-scale storage, consolidation, processing, or packing enterprises.”

Answer: For this Activity, USAID will use Georgia’s definitions for small- and medium-sized enterprises. Small enterprises have no more than 20 employees and annual turnover of less than GEL 500,000. Medium-sized enterprises have no more than 100 employees and annual turnover of less than GEL 1.5 million.

Question 2: Page 11, Section C: Component One – SME Development in the Agriculture Sector, states that “Loans may be used to meet matching requirements; however in-kind contributions will not be considered.”

Given the benefits of grantees providing in-kind contributions, including land, could USAID reconsider the option of granting the Offeror the opportunity to consider in-kind contributions?

Answer: In-kind contributions may not be considered to meet the matching requirements.

Question 3: Page 14, Section C: Workforce Development, states that “It is expected that REAP could target a variety of academic and workforce development institutions, such as secondary schools, public and private vocational colleges, community colleges, universities.”

Given that the word “secondary” may have different meanings to people from different regions of the world, can USAID please define what they mean by “secondary schools.”

Answer: Secondary schools is meant to refer to grades 7-12, although the lower end of the range may vary slightly depending upon the school size and organization.

Question 4: Page 15, Section C.III, Expected Results, states that “the Contractor must issue…no less than 90% of the grants within 30 months of the award.” However, page 76 Section L.6.(1) states that the Offeror must describe its “methodologies and criteria that will be utilized to ensure that all grants are issued within 30 months of awarding this activity.”

Please clarify and confirm the percentage of grants to be issued within 30 months of the award.

Answer: No less than 90% of grants must be issued within 30 months of awarding this activity. See Amendment 000001 to the SOL-114-13-000003, and p.15 of the SOL-114-13-000003.

Question 5: Page 19, Clause F.2, Period of Performance, states the period is five years from the date of award. Please confirm anticipated start date for REAP?

Answer: Anticipated start date of REAP activity is October 1, 2013.

Question 6. Page 75, Clause L.5 General Instructions to Offerors, limits the size of internet mail attachments to 2MB per email. Please consider increasing the size limit per email to 5MB to streamline proposal submission.

Answer: The size limit per e-mail with attachments is increased to 5MB limit.

Question 7: Page 75, Clause L.5 General Instructions to Offerors, provides options to submit the proposal “(i) Electronically…or (ii) via regular mail…or (iii) hand delivery.” Please confirm that only one method of submission is required.

Answer: Confirmed. See Attachment 1 to the Amendment 000001 SOL-114-13-000003 answer to question # 8.

Question 8: Page 75, Clause L.6 Instructions for the Preparation for the Technical Proposal, (b) states that Annexes may be submitted, but they will not be considered as part of the evaluation criteria. However, L.6.(b) 4., Past Performance, requires the Offeror to “List in an annex to the technical proposal at least three (3) of the most recent and relevant contracts for efforts similar to the work in the subject proposal.” Please confirm if an annex is allowed, and if so, for what documentation?

Answer: Annexes are allowed. Key Personnel resumes, Tables summarizing qualifications of proposed personnel, Past performance information (summary table and past performance report forms) can be put in Annexes and thus will not be counted against the 20 page limit.

Question 9: Page 75, Clause L.6 Instructions for the Preparation for the Technical Proposal, (b), references that “The Technical Proposal is limited to 20 pages…each page consecutively numbered…..items such as graphs, charts, cover pages, dividers, table of contents, end notes and attachments…are not included in the 30-page limitation.”

a) Please clarify whether the technical proposal is limited to 20 pages or 30 pages?

Answer: 20 pages. See Attachment 1 to the Amendment 000001 SOL-114-13-000003 answer to question # 2, 12.

b) Please confirm that consecutively numbered pages will enable the Technical Evaluation Committee to properly count the pages that fall within the limit?

Confirmed.

c) Please confirm that an Acronym List and Transmittal Letter are also allowable exceptions to the page limitation?

Acronym list and transmittal letter can be put in the Annex and thus not counted against the 20 page limit.

Question 10: Page 76, Clause L.6 Instructions for the Preparation for the Technical Proposal, b) 1., Technical Approach, bullet one, requires an implementation timeline.

Please confirm that the timeline is for Year One of implementation?

Answer: The implementation timeline should span the entire life of the Activity and outline the proposed timing and sequence of major activities (plan and timing of issuing grants, building capacity, providing training, etc.) proposed by the Offeror to achieve high level objectives and intended results of REAP. We expect a high level approach for the out years with more specifics in year one. Specific activities and a detailed timeline will be approved in the annual work plan each year.

Question 11: . Page 76, Clause L: Management Approach, states that “USAID requests offerors to not enter into exclusive agreements with local personnel.”

Please confirm that the offeror should not pursue exclusive agreements with local staff that are proposed as key personnel.

Answer: Confirmed.

Question 12: Page 76, Clause L.6.2, Management Approach, states that “resumes may be submitted in an annex; however they will not be considered as a part of the evaluation criteria.” Page 77, Clause L.6.3, states that “resumes of proposed (key) staff should also include explicit references to language abilities and the name, telephone number, and e-mail of at least two references who do not work for the employee’s current company.” Furthermore, page 86, Section M.2. Section 3: Key Personnel, states that the qualifications and experience of proposed key personnel vis-à-vis the positions for which the contractor is proposing them is worth 10 points.

If resumes will not be considered as a part of the evaluation criteria, it seems contradictory that the RFP explicitly requires resumes to reference language abilities and references, and that the key personnel will be evaluated on their qualifications and experience. We respectfully request requiring resumes as an annex to the proposal and including them as part of the evaluation criteria stated in Section M.2.

Answer: The wording “however they will not be considered as a part of the evaluation criteria” is deleted and the paragraph is revised as follows:

“ • The proposed staffing pattern, including illustrative position titles, location, and names of identified individuals (resumes may be submitted in an annex). NOTE: USAID requests offerors to not enter into exclusive agreements with local personnel. USAID would expect the contractor to establish regional offices where the proximity to a sufficient concentration of grant recipients and direct and indirect beneficiaries provides sufficient benefit to offset the infrastructure and operating costs of a regional office”.

Question 13: Page 79, Clause L.7 Instructions for the Preparation of the Cost Proposal, (b) Part 2 – Proposed Costs/Prices, (2)(A) Salaries and Wages, requires Employee Biographical Data Sheets be submitted for “all long term, short term expatriate personnel and all long- and short- term cooperating country personnel being proposed.” This requirement conflicts with the requirement stated in Page 44, Clause I.7, which limits 1420s to individuals to be sent outside of the US or any key personnel.

Please confirm that 1420s shall be provided only for named proposed key staff and full time LTTA posted outside of the US. All other staff shall be documented in the Offeror’s personnel files in accordance with Page 23, Clause F.7, AIDAR 752.7007 Personnel Compensation.

Answer: BioData forms are required for all key personnel, and Long-Term and Short-Term Expats and cooperating country personnel.

Question 14: Page 80, Clause L.7 Instructions for the Preparation of the Cost Proposal, (b) Part 2 – Proposed Costs/Prices, (2)(J) Indirect Costs, (ii) requires audited balance sheets and profit and loss statements for the last two complete years. The requirement for “audited” financial statements undermines the development of a sustainable local organizational business model, especially in local for-profit organizations, that is a core principle of USAID Forward. While the Applicant fully understands the need for allocable and allowable cost justifications that are supported by an annual audit, the entire indirect cost structure should not be based on “audited” rates, rather a broader “sufficient documented basis” including financials statements that have been reviewed, indirect costs rates approved in other donor awards, and detailed projections for indirect cost pools.

Please confirm that a broader range of documentation justifying the incorporation of an indirect rate maybe allowed as a basis for a proposed rate.

Answer: As specified in the solicitation “ if the Offeror or any major subcontractor(s) does not have a cognizant Government Audit Agency, audited balance sheets and profit and loss statements for the last two complete years, and the current year-to-date statements (or such lesser period of time if the Offeror is a newly-formed organization), must be included in the proposal. The profit and loss statements should include detail of the total cost of goods and services sold, including a listing of the various indirect administrative costs, and be supplemented by information on the prime contractor’s customary indirect cost allocation method, together with supporting computations of the basis for the indirect cost rate(s) proposed”.

The offeror should submit the above information plus any additional “broader range” documentation to substantiate the proposed indirect cost rates. If the local organization cannot submit the required documentation, all costs should be presented as direct costs.

Question 15: Page 81, Section L.7.d Part 4 , Policies and Procedures, requires Offerors to submit personnel policies. This requirement most commonly applies to Offerors which have not received US government funding in the past.

Please confirm that Offerors which have received previous US government funding are exempt from this requirement.

Answer: It is preferred that all offerors submit their personnel policies.

Question 16: Page 91, Attachment 3. SF LLL – Disclosure of Lobbying Activities. Listed as an Attachment in Section J.

Please confirm that the SF-LLL is a required element of the cost proposal, and should be provided as part of the Part 3 - Representations and Certifications.

Answer: Confirmed.

Question 17: In the RFP SOL-114-13-000003, Section H.14 states that “Fluent English is required for contractor's long- and short-term expatriate professionals. Proficiency in English and Georgian is required for local professional and key administrative personnel.” Please confirm that long- and short-term expatriate professionals are not required to be proficient in the Georgian language.

Confirmed. Long- and Short-Term Expat personnel are not required to be proficient in Georgian. This is a requirement for local professional and local key administrative personnel.

Question 18: Based on USAID’s response to Question 11, it seems that USAID will require all key personnel to be fluent in both English and Georgian. Can USAID please confirm that all key personnel must be fluent in Georgian?

Answer: See above answer to Question #18.