Written_Answers_to_questions_from_pre-proposal_conference.pdf

Questions and Answers from Pre‐proposal Conference for SOL‐306‐13‐000033, Task Order 1, held on

August 15, 2013

1. Women’s equality is not possible in Afghanistan, why not use the term “equity?”

Answer: The PROMOTE IQC is focused on “equity.”

2. Actually, we use two methods for baseline data collection: one, circulate questionnaires; two, conduct field surveys. But both are unsuccessful here in Afghanistan because here is there is no culture encouraging spending time to write accurate answers to the questions. So is there any other methods to identify the exact problems?

Answer: We think that Promote won’t have the same problems. If you are talking with relatively educated women then they will be more willing to answer questions. Additionally, USAID expects offerors to propose sound methodologies while applying culturally effective approaches to meet the requirement.

3. How do you envision trends being reported in light of the way things have been going in

Afghanistan it is very difficult to forecast? Based on what type of information?

Answer: It will be critical in any proposal to identify critical assumptions and areas where the offeror thinks it doesn’t have any control over to give the existing political or social context.

4. Pertaining to methodology – could you touch on whether USAID is seeking a control group or a comparison group?

Answer: A control group, which will be an estimate of the counterfactual. Please see Task Order 1 section C.II.B.

5. Why is USAID focusing on the quantity of female education instead of the quality of female education?

Answer: USAID has other project that focus on quality of women’s education. USAID continues to support education programs that are national in scope and must remain so to have the greatest impact. The PROMOTE program is a women’s equity program. It will provide access to advanced professional development opportunities through four specific components: women in the economy, women’s rights groups and coalitions, women in government, and women’s leadership development.

6. 200,000 divided by 5 years is 40,000 per year. How do you make sure the quality is not sacrificed for the quantity goals?

Answer: Promote is targeting a critical mass of 70,000, not 200,000. However, this is also another reason why the baseline data survey is being conducted, so that USAID can have a specific, realistic target for each component.

7. There is nothing mention on a Training needs assessment in the presentation and the RFP. Will this be a significant part of the program? If yes, they what is the process and methodology?

Answer: Task Order 1 will provide the foundational knowledge and capacity needs for implementation of the PROMOTE program. The offerors are expected to propose a process and methodology.

8. Will the indicators be provided? What will the baseline be based on if the programs are described generally? Are you more focused on quantitative or qualitative reporting?

Answer: No, indicators are not provided. The offeror should focus on whichever methodology, or a mix of both as needed, is most illustrative, realistic, and provides valid baseline data that can be used for drawing comparisons and conclusions.

9. It is difficult to construct a budget without knowing the 5 geographic areas where activities will take place.

Answer: The RFP will be amended to better reflect the geographic areas.

10. Have you thought about sustainability of the project? Do you think it is possible to implement this project in all 34 provinces in Afghanistan, since there are cultural conflicts?

Answer: Yes, USAID has done a sustainability analysis. In terms of security and accessibility USAID does not see a problem. Target groups and government entities to work with exist in all the provinces.

11. Is the Task Order only for baseline data collection or is there follow‐up as well?

Answer: This Task Order is only for baseline data collection. There might be other Task Orders in the future.

12. Can we have guidance on sample size; how to identify control groups and participants; budget?

Answer: USAID expects offerors to include that information as part of their proposal. The sampling option proposed by the offeror (e.g., probability, purposive, convenience) will ultimately inform the sample size and account for variation, bias, while ensuring that general inferences can be drawn. The offeror is expected to propose a budget that is consistent and realistic for its proposed approach.

13. How do you think this project will be implemented in Kandahar or Helmand provinces in terms of risk analysis and security situation?

Answer: There are women working in universities and working in government in all provinces, including Khandahar. Research conducted in Afghanistan has revealed that Afghan perceptions of women’s equity have changed over the last 10 years. Offerors should propose culturally effective approaches to support women. Offerors must submit a security plan that they have determined will permit successful completion of the work required.

14. Generally, baselines establish values for particular indicators. Do you expect the offeror to propose indicators, or is the baseline only expected to provide general information in the 4 component areas of the Promote IQC?

Answer: No, indicators are not required, but can be included in proposals, if the offeror finds it necessary to propose any by component area in their discussion of baseline data collection. Indicators will be expected from the eventual winning contractor for the separate, stand‐alone PROMOTE Monitoring and Evaluation RFP.

15. What are some of the criteria that will be used to evaluate proposals?

Answer: All evaluation criteria are detailed in the RFP.

16. All normal projects have to have security measures; this is not a normal project. So, this project needs special security to make sure it is properly managed and implemented?

Answer: One of the requirements for this Task Order is a detailed security plan from the offeror.

17. Can you shed some light on the evaluation criteria?

Answer: Please see section M of the RFP for the Evaluation criteria.

18. In the presentation, USAID said that the focus is on women in school or working in government.

But my question is what about the non‐educated women who live in unsecure areas, like

Khandahar, Helmand, etc.?

Answer: Please refer to the “Background and Development Challenges” section of the RFP. USAID continues to support education programs that are national in scope and must remain so to have the greatest impact. As to why the Promote IQC is targeting this cohort, it is because we are trying to help Afghanistan meet the 30% “critical mass” target deemed the minimum acceptable level of women’s representation that may be capable of changing the status quo in a given context. As transition in Afghanistan takes place USAID is attempting to ensure that women are in decision‐ making positions.

19. Can USAID provide the answers given at this conference and the presentation materials to participants?

Answer: Yes, all answers and presentation materials will be available on www.FBO.gov, in an amendment to the RFP SOL‐306‐13‐000033.

20. Where does one acquire the “data” for a proposal?

Answer: Task Order 1 in the RFP has a list of possible data sources, but that list is not exhaustive.

21. Do I have to conduct the baseline data survey myself?

Answer: The offeror is expected to propose a mobilization and work plan.

22. What is the baseline?

Answer: The baseline is the value recorded for a performance indicator before project implementation, and the reference point from which targets can be based and realistically set.

23. Do we have to write a proposal for the IQC’s (4) components or only write a proposal for the baseline data Task Order?

Answer: IQC is for a future requirement. The Task Order is for an immediate requirement. In your technical approach, USAID encourages you to describe in general other technical areas, but the

Task Order 1 proposal needs to be specific.

24. Can any Afghan firm bid on all future Task Orders?

Answer: If you become a prime contractor under the IQC, then you can bid on any task order that is not specifically set aside. Task Order 1 is set aside for Afghan organizations only.

25. How much of the $416 million project is for Task Order 1?

Answer: from $500,000 to $1,000,000.

26. Afghan firms do not have audited financial statements for indirect costs, so what should Afghan firms have?

Answer: Only those organizations with a current NICRA or three years of audited financials can propose an indirect rate in their proposals. Offerors without either of these must direct cost all items in their budgets.

27. How big should the Past Performance be?

Answer: Past Performance requirements are detailed in the RFP. Past Performance information submitted must be relevant to Task Order 1 and similar in size and scope. If a firm has no relevant past performance, it will be given a neutral rating.

28. Will USAID extend the deadline for proposals?

Answer: Any time extensions will be posted on www.FBO.gov, in an amendment to SOL‐306‐13‐

000033.

29. Is Past Performance acceptable from other countries?

Answer: Yes, but it must be relevant to the requirement and similar in size and scope.

30. Will the Task Order be single award or multiple awards?

Answer: There will be only one Task Order 1 contractor.

31. How can Afghan firms compete with International firms?

Answer: Task Order 1 is the first specific work under the IQC. Thereafter, future task order competitions will be limited to the IQC holders. USAID believes that as the IQC continues, the capacity of the Afghan firm will grow. The process can be helped along by setting aside specific tasks for the Afghan firms.

32. With how many partners can we work and implement the project?

Answer: The offeror’s proposal will detail its best approach to meeting the requirement.

33. What is the ceiling budget limitations?

Answer: USAID expects the offeror to propose a budget appropriate to the offeror’s approach to completing the work requirement. The firm has to base its costs on the technical approach. Unit costs should be considered.

34. What is the ceiling for security budget?

Answer: There is no ceiling for the security budget.

35. For Task Order 1, how many days will be allocated?

Answer: Please review the RFP for the specific deliverables schedule for Task Order 1. The final project report is due within 150 calendar days from contract award.

36. Do you send a notification of new task orders being sent out, or do we just keep checking the website?

Answer: Any future task orders will be sent to all IQC holders consistent with the Fair Opportunity requirements in the IQC.

37. How many more task orders will be released?

Answer: Because this instrument is an Indefinite Quantity Contract, USAID is unable to define exactly how many more task orders under this instrument will be solicited, if any.

38. I’m assuming throughout the entirety of this USAID program and its awarding process, there will be a few number of bigger, more established international NGOs, for‐profit companies, etc.

When they are awarded such, do they put out thei r own bids?

Answer: IQC holders will propose subcontracting plans, and, if IQC holders deem it appropriate, will propose subcontractors to perform work under any future task orders.

39. Is the task order cost‐reimbursable (cost‐plus‐fixed‐fee) or fixed price? If cost plus fixed fee, how often are firms reimbursed?

Answer: Task Order 1 is a cost plus fixed fee completion type task order. Costs are usually reimbursed on a monthly basis, but depends upon timely and accurate submission of contractor invoicing.

40. Can a firm apply for multiple geographical locations or can it apply separately for each location.

Answer: All requirements under Task Order 1 must be addressed in an offeror’s proposal.

41. Can an organization bid independently on Task Order 1 and then bid as part of a consortium for subsequent task orders?

Answer: USAID encourages partnerships and other ways to complement and increase skill sets.

However, if a firm does intend to work as a prime and a subcontractor, then the firm will need to be careful to avoid Organizational Conflicts of Interest as described in the Federal Acquisition

Regulations.

42. Can you clarify if a firm doesn’t have Past Performance information that they wouldn’t “fail.”

Answer: A firm without past performance information would be given a neutral rating on that evaluation factor.

43. It seems some Contracting Officer Representatives interpret the definition of an Afghan company differently. Can you clearly enumerate what qualities define an Afghan company for

Task Order 1?

Answer: The definition of an Afghan firm can be found in the Acronym List in the RFP on p. 10.

44. Is there any integration and complementarity with Promote and previously executed USAID programs?

Answer: Yes, PROMOTE will build upon and enable potential synergies with programs, projects, and activities throughout USAID’s portfolio as well as with other Afghan government or donor programs.

45. How can we continue to ask questions?

Answer: The RFP has a cut‐off date for questions of August 6, 2013. Please see amended RFP.

USAID has allowed for a second round of questions.

46. What are the target geographical locations?

Answer: Please review the RFP.

47. The American University of Afghanistan has held a closed door meeting with the U.S. Afghan’s

Women’s Council for WIT/Promote. [XXX], the Chairman of the American University has spread the word that AUAF are the pre‐awarded contractor through the U.S. Afghan Women’s Council, which was decided in the closed door meeting with the U.S. Afghan Women’s Council and AUAF officials. Is this fair for other vendors that don’t have the U.S. Afghan Women’s Council on their teams?

Answer: There are absolutely no “pre‐awarded” contractors for this RFP. All IQC holders will be selected using the evaluation criteria in the RFP.

48. Can we use Expatriate staff vs. local nationals for key personnel?

Answer: Please review the RFP for Key Personnel requirements.

49. Is subcontracting allowed for Task Order 1?

Answer: Please review the requirements for Task Order 1 in the RFP. An offeror must submit a proposal that it feels will best accomplish the work requirement detailed in the task order.

50. Who will be your GIRoA counterparts? What Monitoring and Evaluation format is required by USAID for this baseline data collection contract? Can data be collected in using Excel or is a specific tool required? What specific data field will be collected related to gender equity? How will the gender equity data be used to further aid USAID with women’s education and business empowerment?

Answer: There are different GIRoA counterparts for the 4 components of PROMOTE RFP, please review the solicitation. Offerors may use, but are not limited to, Microsoft Excel for their data collection storage; and tools, including any software utilized for qualitative or quantitative analysis (e.g. SPSS, STATA) of data should be discussed in proposals. As to specific data fields, this should be proposed by the offeror based on their experience with and understanding of gender equity. USAID’s use of gender equity data will mainly be used at an outcome and impact level to broadly monitor any trends in gender.