RFP-176-17-000002_Amendment_01_Questions_and_Answers.pdf

RFP-176-17-000002 Power the Future Amendment 01

Answers to Questions

CONTRACTUAL QUESTIONS

1. B.5 requires Contractors to recover IDIQ management costs as part of their indirect costs, but then B.6 allows contractors to recoup indirect costs as other direct costs.

Does B.6 conflict with B.5?

USAID’s Response:

No, B.6 does not conflict with B.5.

B.6 states that “Contractors are allowed to recoup indirect costs (Overhead, G&A, etc.) as other direct costs if it is part of the contractor’s usual accounting procedures.”

B.5 says: “Contractors will not be authorized to bill USAID directly for IDIQ management costs under this IDIQ or under task orders.”

2. B.5 refers to OMB cost principles. OMB only promulgates cost principles for non-profits, educational institutions, State, Local, and Indian Tribal Governments, and hospitals.

Most for profit contractors are subject to the cost principles in FAR Part 31. Is this reference to OMB correct?

Amendment 01 will include a revision to B.5(b) as follows:

(b) The workday and workweek policies and method of accounting for paid absences including holidays for the contractor and major subcontractors must be in accordance with the Contractor’s organizational policies and acceptable accounting procedures, which should be compliant with the cost principles applicable to the Contractor and the terms of this contract.

3. F.6.2 includes internal procedure – such as approvals by the IDIQ COR, or gender integration. Is it the contractor’s responsibility to ensure these steps are followed, or can we assume that USAID will monitor these procedures?

Statements of Work approvals and gender advisor reviews are USAID’s internal procedures and not the contractor’s responsibility.

4. I.3 is a certification at 52.222-52. The prescription for this clause says that it is to be included in contracts containing the clause at 52.222-41. We did not find that clause in the contract. Is it missing, or should 52.222-52 be deleted?

Clause 52.222-41 Service Contract Labor Standards (May 2014) will be inserted in Section I.2 in Amendment 01.

5. Will expat personnel for the task order be given duty free entry of household effects and motor vehicles, and will they be exempt from local taxation?

USAID’s Response:

There are bilateral agreements for foreign assistance for Kazakhstan, Tajikistan, Turkmenistan and Uzbekistan. In accordance with those agreements, U.S. private organizations and any personnel are exempt from duties and taxes. It is contractor’s responsibility to make sure that the exemption is implemented and properly documented. Note that as of today there is no bilateral agreement for foreign assistance between the United States and the Kyrgyz Republic.

6. L.6.3.5 on Contractor Past Performance Information (p.81) makes reference to “the template provided in Attachment 3”. We did not find the Attachment 3 in the documentation. May we use templates provided in previous USAID RFPs?

Please disregard the reference to the template provided in Attachment 3. Offerors are not required to use a template. L.6.3.5.A.1 will be revised in Amendment 01 as follows:

1. List in an annex to the technical proposal up to five (5) of the most recent (active or ended no more than 3 years ago) and relevant contracts/agreements for efforts similar to the work in the subject proposal for the Offeror and up to (3) three for each major subcontractor. The most relevant indicators of performance are contracts of similar scope, size, geographic coverage and/or complexity.

7. L.6.3.6 on Technical Proposal Annexes (p.82) gives instructions to “…include a Branding Implementation Plan and Marking Plan in line with the Branding Strategy included in ‘Task Order Attachment 1’…” The only such reference in Task Order 1 we can find is on page 106 which says “…the approved Branding Implementation and Marking Plan submitted on [date TBD]…” Are we correct in inferring from this that the Branding Implementation Plan and Marking Plan is to be submitted not in the Proposal but after award and before contract?

A Branding Implementation Plan and Marking Plan must be included in the Proposal. The successful offeror’s plans will be incorporated into the IDIQ award. Section L.6.3.6 will be revised in Amendment 01 as follows”

1. Branding Implementation Plan and Marking Plan. Offerors must include a Branding Implementation Plan and Marking Plan in accordance with the Branding Strategy included in Section D.3 of the IDIQ. The IDIQ Branding Strategy and subsequent Branding Implementation and Marking Plan will apply to all task orders under the project name USAID Power the Future. Branding Implementation and Marking Plans from the apparently successful Offeror will be reviewed and be subject to CO approval prior to IDIQ award.

8. The instructions for the preparation of the Cost/Business proposal (L.7, Part 2, p. 82) state that "...the fixed fee percentage used to arrive at the Offeror's fixed fee amount under Task Order No. 1 will constitute the Offeror's fee ceiling for the IDIQ Contract and all task orders," and that "Offerors may not propose a fixed fee percentage above the statutory limit (10%) set forth in FAR 15.404-4." Given that the 10 percent fee cited in FAR 15.404-4 refers to cost-plus-fixed-fee contracts, can USAID please confirm that the fixed fee proposed under Task Order No. 1 will constitute the fee ceiling only for subsequent cost-reimbursement-type task orders?

Yes, confirmed.

9. Although Section B of Task Order 1 (p. 93) does not specify how fixed fee will be paid, Section F.5 of Task Order 1 (p. 111) includes a fixed fee payment schedule.

Would USAID please confirm how fixed fee will be paid under Task Order 1?

Fixed fee will be paid in accordance with Section F.5. FEE SCHEDULE. Offerors should insert the fixed amount based on the percentage for each deliverable in the list. Payment will be upon acceptance of each deliverable by USAID.

10. Would USAID allow offerors to include the Draft Activity Monitoring and Evaluation

Plan (Section L.6.3.3, p. 80) as an annex to the technical volume?

USAID’s Response:

No, Activity Monitoring and Evaluation Plan must be part of Technical Proposal, not as an annex. The list of annexes can be found on page 82 of the RFP.

11. Please confirm whether offerors should include letters of commitment from proposed subcontractors and partners as an additional part of the cost/business proposal (Section L.7, pp. 82-88).

12. Would USAID please confirm that potential IT software and hardware procurement under Outcome 1.1 (Section C4, pp. 97-98) will not be considered a large-scale equipment purchase? If procurement of software and hardware is envisioned under this outcome, would USAID please provide an estimate for the anticipated costs?

USAID does not anticipate large-scale equipment purchases under this outcome.

Amounts for software and hardware purchases will depend on each Offeror’s technical approach.

13. Would USAID please confirm that Adobe PDF is an acceptable format for submission of the Technical Proposal (Section L.5, p.77)?

14. Section C6, page 21, notes that, “When the ADS is changed to reflect the new CRM requirements, this will be addressed...”? Please clarify this statement, given that our understanding is that a mandatory ADS Chapter 201 reference requiring integration of climate risk management was released on October 12, 2016.

ADS Chapter 201 Program Cycle Operational Policy and it is mandatory references apply to USAID’s internal procedures.

15. Section H.17 Environmental Compliance Item 8d (page 47) states, “…For the purposes of this solicitation, offerors should reflect illustrative costs for environmental compliance implementation and monitoring in their cost proposal.” Should these costs be presented in a separate budget sheet or incorporated into the overall detailed budget?

Please incorporate illustrative environmental compliance costs into the overall detailed budget.

16. Section L.6.3.2 (page 79) states that submitted CVs are not to exceed three pages and must contain “three references with email and telephone number.” Please confirm references do not count against the page limit for the resumes.

CVs including three references with email and telephone number must not exceed three pages.

17. Section L.6.3.4 (page 80) states that, “The Offeror must describe their approach to identifying and partnering with qualified organizations to ensure the requirements of task orders are met.” Please confirm offerors may describe their approach to identifying and partnering with qualified organizations for the IDIQ as a whole, not just for TO 1 implementation.

18. Section L.7, Instructions for the Preparation of the Cost/Business Proposal: Please confirm if separate budgets are required for each country as well as for regional management.

There is no requirement to submit separate budget for each country. Please note that for the reporting the contractor will establish and maintain a system to track the use of bilateral and regional USAID funds obligated to the contract. Bilateral funding for each country needs to be reported separately from regional funds.

19. Section L.7, Instructions for the Preparation of the Cost/Business Proposal: Please clarify if separate budgets and budget narratives are required for subcontractors.

Yes, separate budgets and budget narratives are required for subcontractors.

20. Please clarify if the 12-point text size limitation for text boxes and tables is applicable to the budget narrative(s) or only to the technical proposal.

There is no font size limitation for a budget narrative.

21. Please clarify if budget(s) and the narrative(s) are required to be submitted in Excel and

Word (Section L.7, page 82), respectively, in addition to the overall cost volume being submitted in PDF.

Yes, budget and narratives are required to be submitted in formats compatible with Excel (unprotected with formulas visible) and Word.

22. Section L.7 Instructions for the Preparation of the Cost/Business Proposal Item 3 (page

83) states that, “…The Offeror must propose a blended daily consultant rate for each type of consultant and experience level.” If a subcontractor is planning to use consultants, should the subcontractor use the prime contractor’s blended consultant rates or build its own rates?

Subcontractors may utilize their own rates.

23. Section L.7 Part 2 –Proposed Costs/Prices item 9 part (i) (page 85) states that “The

Offeror and each major subcontractor must include a complete copy of its most current NICRA or other documentation from its cognizant Government Audit Agency, if any, stating the most recent provisional indirect cost rates.” Please clarify how USAID is defining major subcontractor within this context.

A major subcontractor is the one whose proposed cost exceeds 25% of the Offeror’s total proposed cost.

24. What is the estimated start date for Task Order 1?

USAID anticipate start date of the Task Order 1 to be October 1, 2017.

25. Should offerors assign dollar value to the fee schedule included on page 111 Section F.5

Fee Schedule, and include this in the cost proposal?

USAID’s Response:

Yes, offerors should assign dollar value to the fee schedule on page 111 of Section F.5 FEE

SCHEDULE.

26. What is the FIPS 199 security categorization level for this system?

Not applicable.

27. Will the contractor be required to submit a Privacy Impact Assessment?

No.

28. Will the contractor be expected to participate in the certification and accreditation (C&A) effort? If so, what is the expected level of involvement from the contractor? Are there any ongoing C&A activities that should be included in the proposed budget?

29. Reference: RFP Section L.6.2, p. 78. Text boxes are typically used in proposals to call out very small amounts of text for the reader’s attention. Would USAID reconsider the 12 point font requirement for text boxes used as callout boxes and instead allow a smaller point size (as for other graphical elements)?

As per RFP, page 78, Section L.6.2 Page Limitations: ‘Text in tables, graphics, charts, graphs, etc. may be smaller than 12 points in size, but must be legible.”

30. Reference: RFP Section L.5(b), p. 77. Submitting all proposal materials in MS Office could be problematic for several reasons. First, some documents that will be included in the proposal originate in PDF or other uneditable formats (e.g., NICRA letters; signed commitment letters, various subcontractor-provided materials). Combining many documents of various formats into an MS Word document is very difficult, and the resulting documents will be very large (which could also present problems with the 5MB email size limitation). Second, an MS Word file may display and print differently on different computers. For example, changes to pagination could cause page-limited files that meet page limits on the offeror’s computer to appear longer when opened on USAID’s computers. To prevent any such problems, would USAID allow offerors to submit PDF format files instead of MS Office files if they choose to do so? (Note: We recognize that we must submit an MS Excel spreadsheet with pricing information in addition to other files.)

Offerors are allowed to submit PDF format files in addition to MS Office format files.

31. Reference: RFP Section L.6.1, p. 78. Would USAID please confirm that offerors may include a proposal title page (which might include the confidentiality language from included clause FAR (52.252-1) that does not count towards the page limit?

Yes, offerors may include a proposal title page (1 page) that will not be counted towards the page limit.

32. Reference: RFP Sections L.6 Instructions for the Preparation of the Technical Proposal,

pp. 78-82 and M.2 Technical Evaluation Criteria, p. 89. Section M.2 lists “Institutional Experience” as one of the evaluation criteria. Was this a typographical error?

The reference to Institutional Experience is a typographical error and instead refers to Management Approach. Section M.2 will be replaced in Amendment 01 as follows:

M.2 TECHNICAL EVALUATION CRITERIA

The relative importance of the criteria listed below is as follows:

• “Technical Approach – TO No. 1” is more important than “Key Personnel and Staffing – TO No. 1”;

• “Key Personnel and Staffing – TO No. 1” is more important than “Management Approach – TO No. 1”;

• “Management Approach – TO No. 1” is more important than “IDIQ Services” and “Contractor Past Performance Information,” which are of equal importance.

33. Although the technical evaluation criteria (Section M.2, p. 89) state that "Key

Personnel and Staffing - TO No. 1 is more important than Institutional Experience - TO No. 1," this section is not included in the list of criteria that follow (Sections M.2.1-

M.2.5, pp. 89-91) or in the instructions on the preparation of the Technical Proposal (Section L.6.3, pp. 79-82). Would USAID confirm that offerors are not required to submit Institutional Experience - TO No. 1?

Yes. See response to question 32.

34. Reference: RFP Section L.7, pp. 82-83. The RFP states: Offerors are requested to present cost/price information for Task Order No. 1 only. However, the fixed fee percentage used to arrive at the Offeror’s fixed fee amount under Task Order No. 1 will constitute the Offeror’s fee ceiling for the IDIQ Contract and all task orders. The fee ceiling will be incorporated in Section B.5 of the IDIQ Contract. The Offeror must ensure that the fee proposed for TO No. 1 clearly sets forth the fixed fee percentage the Offeror is including in the TO 1 budget calculations. Offerors may not propose a fixed fee percentage above the statutory limit (10%) set forth in FAR 15.404-4.

For Cost-Plus-Fixed Fee (CPFF) contracts that are not experimental, developmental, research work, or architect-engineer services in nature, the statutory limit on fee is 10%. Would USAID please confirm that the fee ceiling bid for TO No. 1 will apply only to CPFF task orders issued under the IDIQ, and that the Firm-Fixed- Price (FFP) fee ceiling will be determined when a FFP TO is issued?

USAID confirms that the fee ceiling bid for TO No. 1 will apply only to CPFF task orders issued under the IDIQ. The ceiling on fixed fee does not apply to Fixed-Priced Task Orders.

35. Reference: RFP Section B, p.3. Section B.5 is Labor. USAID might consider adding

Section B.8 for fee ceiling.

1. Section B.8 will be added in Amendment 01 as follows:

B.8 FIXED FEE CEILING (Cost-Plus- Fixed-Fee Task Orders Only)

NOTE: The ceiling on fixed fee does not apply to Fixed-Priced Task Orders

For each cost-reimbursement task order issued under this IDIQ, the Task Order Contracting Officer and Contractor agree to negotiate a set dollar amount for fixed fee. In negotiating the appropriate fee, the TOCO must consider the policies and factors for establishing fee in FAR 15.404-4 as well as any applicable USAID policy on establishing a fixed fee amount. In no event, however, may the amount of fixed fee in any individual task order exceed [TBD] percent of the task order’s estimated cost, excluding fee. This fee ceiling is not applicable to Grants under Contracts (GUCs), if any, or other costs that have a separate fee ceiling established in the contract. The fixed fee ceiling applies to the prime contract and all cost reimbursement subcontracts. The Total Estimated Cost-Plus- Fixed-Fee for each Task Order must be negotiated in accordance with the terms of this contract.

2. Section L.7, Part 2 – Proposed Costs/Prices, page 83, the reference to Section B.5 will be changed to Section B.8 in Amendment 01 as follows:

The fee ceiling will be incorporated in Section B.8 of the IDIQ Contract.

36. Reference: General. Would USAID please provide Local Compensation Plans or compensation ranges for cooperating country national (CCN) personnel for Kazakhstan, Kyrgyzstan, Tajikistan, Turkmenistan, and Uzbekistan?

Local Compensation Plan ranges are as follows:

Kazakhstan: $22 - $243 Kyrgyzstan: $27 - $151 Tajikistan: $26 - $142 Turkmenistan: $29 - $233 Uzbekistan: $28 - $202

37. Reference: RFP Section B.7, p. 5. The RFP indicates that ceilings on indirect cost rates are requested for contractor’s fiscal years FY16 through FY22. Would USAID please confirm that we only need to provide ceiling rates for fiscal years likely to correspond to the 4-year Period of Performance of the IDIQ, e.g., FY17 through

FY21?

Ceilings on indirect rates will be established for FY17 through FY21.

Section B.7(c) will be revised in Amendment 01 as follows:

(c) Reimbursement for indirect costs will be at final negotiated rates, but not in excess of the following ceiling rates for each fiscal year:

Indirect Cost Type FY 17 FY 18 FY19 FY 20 FY 21 (contractor’s FY)

1. [TBD] _____ _____ _____ _____ _____

2. [TBD] _____ _____ _____ _____ _____

3. [TBD] _____ _____ _____ _____ _____

38. Reference: RFP Section L.7, 9 - Indirect Costs, p. 84. The RFP states that offerors are requested to include the ceiling indirect cost rates in the format presented in Section B.9. Would USAID please confirm that we should reference Section B.7 on pages 4-5?

Yes, the reference should be Section B.7, not B.9. Section L.7, Part 2, 9. Indirect Costs, the last sentence of the first paragraph will be revised in Amendment 01 as follows:

The offerors are also requested to include the ceiling indirect cost rates in the format presented in Section B.7.

39. Page 79. Could USAID please confirm that CVs are required only for the key personnel?

40. Page 79. Could USAID please confirm that that references and Letters of

Commitment are not part of the 3-page CV limit?

Confirmed, Letters of Commitment are not part of 3 page CV limit.

41. Can the staffing plan (in a table format) be included as part of the 5-page Annex of

Illustrative charts and graphs referenced on page 82?

Yes, a staffing plan can be included as an Annex to the Technical Proposal. RFP refers to it as an Organizational Chart on page 82.

42. Can the draft first year work plan be included as a as part of the 5-page Annex of Illustrative charts and graphs referenced on page 82?

No, the draft first year work plan must be part of Technical Proposal.

43. Page 84, Section L.7: Most local/regional subcontractors and US small businesses are not set up to track costs in a NICRA environment, nor have they had their finances audited to establish indirect cost pools and rates. In order to attract the most qualified team for this proposal, may offerors enter into Time and Material and Fixed Price subcontracts, which is the form of contracting most of these businesses have experience in?

Yes, Time and Material and Fixed Price subcontracts may be utilized for local/regional subcontractors and US small businesses.

44. Page 87, Section L.7: The Evidence of Responsibility is generally reserved for only the prime contractor to complete. Does USAID need this from every subcontractor as well? Part of the request for Consent to Subcontract is for the prime contractor to verify most of the same items for each subcontractor.

Prime offerors are not required to submit evidence of responsibility for subcontractors. The prime contractor has to make determinations of responsibility based on sufficient evidence submitted by proposed subcontractors.

TECHNICAL QUESTIONS

1. By “consultants” referred to in L.7 paragraph 3, are you referring to short term technical assistance performed by individuals not directly employed by the contractor?

Yes, consultants are expected to be professionals who can provide short-term technical assistance on particular topics, not employees of the Contractor.

2. Do any of the Key Personnel positions need to be resident in Almaty?

3. Do the Objective 2 Tasks need to be undertaken consecutive to Objective 1 Tasks and their results or can they be undertaken in parallel, to extent feasible?

Objective 1 and 2 Tasks could be undertaken in parallel as feasible and achievable.

4. Page 99 of the RFP, under Outcome 1.3, says that "...the contractor will also develop regional workshops and other platforms for sharing information and best practices." Does USAID have expectations or guidance as to which Central Asian city or cities should be the site of these regional workshops for representatives from all five Central Asian countries?

Cities should be selected based on activities to be implemented and agreements with national and regional authorities.

5. Section L.6.3.6, Technical Proposal Annexes (page 82) notes that “Only those annexes listed below or specifically required in other parts of this solicitation can be submitted.”

Please confirm the Draft First Year Work Plan and Draft Activity Monitoring and Evaluation Plan may be included as non-page counting annexes to the technical proposal.

No, the Draft First Year Work Plan and Draft Activity Monitoring and Evaluation Plan must be part of the technical proposal.

6. The illustrative interventions for task 1.3.1 (attachment J.1 on page 100) include “Support for NDC implementation through design of a national strategy with work plan, timeline and budget; financial and investment plan development; facilitation of interministerial and interagency coordination and data and policy harmonization.” One of the illustrative interventions for task 1.3.2 is to “Develop and refine software and/or other tools needed for tracking progress made toward Kazakhstan’s NDC targets via GoK’s clean energy and other GHG reduction activities.” Are interventions under Outcome 1.3 limited to energy activities under Kazakhstan’s NDC or may offerors include other sectors, such as transportation, in their illustrative activities?

Intervention activities to support NDC in Kazakhstan and other countries are limited to energy sector activities, including renewable energy and energy efficiency.

7. Reference: RFP Sections C.2, p. 94 and C.4, pp. 97-105. In some instances, the Outcomes in Section C.2 do not match those in Section C.4 (see table below – inconsistencies highlighted in yellow). Would the Government please clarify whether the Outcomes in RFP Section C.4 (described on pp. 97-105) are correct?

Amendment 01 will include a revision to Section C.2, page 94 - delete Objectives 1 and 2 and replace with the following:

Objective 1: Support Kazakhstan to Meet INDC and Clean Energy Goals Outcome 1.1: Improved Power Sector Planning and Operation for High

Renewable Energy Scenarios Outcome 1.2: Increased Deployment of Grid-Connected Renewable Energy Outcome 1.3: INDC Implementation and Transparency

Objective 2: Increased Regional Deployment of Clean Energy

Outcome 2.1: Enhanced Coordination, Knowledge Management, and Communications Related to Renewable Energy and Climate Change in Central Asia Outcome 2.2: Improved Power Sector Planning and Policy Framework for High Renewable Energy and Energy Efficiency Scenarios in Central Asia Outcome 2.3 Improved Collaborative Access to Relevant Research and Information for Advisory Board Stakeholders through a Robust Knowledge Management Portal

8. The requirements for a draft AMEP are provided on Page 80 and there are additional (more elaborate) requirements for an AMEP provided on pages 107-108. Could USAID please confirm that for the proposal purposes the Offeror should use the guidance for the draft AMEP provided on Page 80?

The requirements for the draft AMEP for the purposes of the proposal are described in Section L on page 80. The task order requirements on pages 107-108 provide additional details.

9. Page 80. RFP states “The plan must provide a detailed explanation (narrative, graphic, or both) of proposed activities and their sequencing, with an illustrative work plan for Year 1, and will include major program milestones/activities for subsequent years”. The duration of the TO1 is 2 years. Does USAID want Offerors to include major program milestones for the 2nd year of the TO as well?

Yes, major illustrative milestones for Year 2 should be included in the Work Plan for Year 1.

10. Page 84, Section L.7: The section on Travel, Transportation and Per Diem requests very specific details for trips that the Offeror will take throughout the activity. However, as this is a regional project, with specific activities not yet identified in the target countries, can USAID instead please provide Offerors with a plug figure for all to use for this category?

Offerors are supposed to provide the illustrative Work Plan for Year 1 including regional activities with tentative number of regional and other trips. USAID will rely on Offerors to propose reasonable activities and requisite travel budgets.

11. In Task Order 1, the Statement of Work (SOW) requests a variety of trainings, workshops, and study tours, some planned and some ad hoc. Given the uncertainty of the number, size, and type of events to be hosted, can USAID provide Offerors with a plug figure for training and other capacity building events for this project?

Offerors are supposed to provide the illustrative Work Plan for Year 1 including tentative number of seminars, workshops, training programs, and study tours inside and outside of the region.

USAID will rely on Offeror’s knowledge and experience to propose reasonable activities.

12. Page 101-2, Task 2.1 of Task Order 1: the SOW calls for the contractor to provide

“logistical support” for three types of meetings – Ministerial-Level, Working Group, and Expert-Level. Can USAID clarify what is included in logistical support? Does the Contractor need to provide a venue for these meetings? Would we need to arrange for travel and accommodation for the participants? If so, can USAID provide Offerors with a plug figure to use for these expenses?

Logistical support includes, but is not necessarily limited to: venue, travel, accommodations, interpretation service, translation of documents, and development of handouts and other documents.