Attachment___1_Questions_and_Responses_to_Solicitation-306-17-00001.pdf

USAID/Afghanistan Online Applicant Tracking System

SOL-306-17-00001

Questions and Responses

1. Will you require all proposed ATSs to use FIPS 140-2 certified cryptography? See USAID ADS Chapter 545 Information Systems Security (https://www.usaid.gov/sites/default/files/documents/1868/545.pdf).

USAID Response: Yes

2. Will you require all proposed ATSs to comply with Section 508 accessibility guidelines as required by

(https://www.usaid.gov/sites/default/files/documents/1868/302mak.pdf)?

3. Will you require the solution to implement the privacy policy requirements in USAID Public Web Site Privacy

Policies Requirements, A Mandatory Reference for ADS Chapter 508 (https://www.usaid.gov/sites/default/files/documents/1868/508mak.pdf)?

4. Because the ATS will collect personally identifiable information (PII) like social security numbers, will you require the

ATSs to adhere to the PII encryption requirements in section 508.3.9.3 of ADS Chapter 508, Privacy Program (https://www.usaid.gov/sites/default/files/documents/1868/508.pdf).

USAID Response: Yes.

5. Will you update the solicitation to list these requirements?

USAID Response: The solicitation will be updated if there is need to revise any of the requirements

6. Background: (a) What is the size of the Afghanistan office? (b) How many hires per year?

USAID Response: (a) This information is provided in the RFP. (b) On average 52 recruitment actions per year

7. Can USAID please elaborate further on the "customized web-based form upload" requirement?

USAID Response: The ATS should mimic information required on the DS-174 and AID 302-3 forms.

8. Can USAID please elaborate further on "customized automated short listing system”?

USAID Response: The “Short Listing System” should identify those candidates who meet the minimum qualification requirements as outlined in the job announcement such as number of years of experience and education required. This could be accomplished by having applicants answer questions versus an electronic scan of the application form.

9. Please confirm USAID also seeks support for onboarding new hires?

USAID Response: USAID/Afghanistan HR will on-board new hires; the ATS may offer the possibility of pre-filling necessary on-boarding forms.

10. Clarify "Manage the amount of time it takes an applicant to apply."

USAID Response: The system should facilitate easy log-in, editing and entering information on the application form, completing any candidate screening questions and attaching documents.

11. Can USAID please further define "short timeframe" for implementation?

USAID Response: USAID seeks deployment as soon as possible, 4-5 months after award.

https://www.usaid.gov/sites/default/files/documents/1868/545.pdf https://www.usaid.gov/sites/default/files/documents/1868/302mak.pdf https://www.usaid.gov/sites/default/files/documents/1868/508mak.pdf https://www.usaid.gov/sites/default/files/documents/1868/508.pdf

12. How many FTEs support the USAID/Afghanistan Mission, including U.S. Direct Hires (USDHs), U.S. citizens (USPSC), Foreign Service Nationals (FSNPSC), and Third Country Nationals (TCNPSC)?

USAID Response: The ATS is intended to support the recruitment of Foreign Service National positions, hence the system should anticipate supporting 250 - 300 positions.

13. SOW states that, “The system should provide the ability to interface with current USAID/Afghanistan HR databases;”

What software is used for these databases?

USAID Response: USAID currently uses MS Office Suite software (MS Excel, MS Access)

14. SOW states, “Seamless integration with virtually any Human Resource Information System (HRIS), eliminating redundant data entry and enabling efficient hiring of new employees into USAID/Afghanistan.” In order to price a solution, we need to understand how much integration is required? Are they one way or bi-directional?

USAID Response: The system should provide for one-way data entry access, editing and data modification by all HR staff

15. SOW states, “The system should be able to have a trial period and should be able to accept changes/suggestions and should grant post trial for six months period.” Can USAID please elaborate on the reason behind this requirement?

USAID Response: To assess the system’s functionality, usability and intuitive nature of the proposed solution

16. SOW requests that we “Identify clients in the property management industry . . .” Can you please help us understand the correlation between the property management industry and the requirements of this solicitation?

USAID Response: This was a typographical error. The last statement “Identify clients in the property management industry and their sizes if possible” is deleted.

17. Once the new hire packets are created and emailed to new employees and hiring managers, what are next steps, are those forms going to be fed to your pre-existing onboarding system or sent to another system outside the picture?

USAID Response: The packets of qualified candidates are forwarded to the hiring office with additional instructions from

USAID/Afghanistan HR.

18. Do you have any platform/Database/Technology preferences for the development?

USAID Response: No preference is recommended. Offerors should proposal innovative solutions that meet the requirements specified in the solicitation.

19. Are we allowed to utilize our offshore resources for the development?

USAID Response: USAID will not prescribe which resources to utilize.

20. Do you have a not to exceed budget for the project?

USAID Response: No.

21. Is it also OK to propose a ready-made solution for this proposal or should be developed from scratch?

USAID Response: USAID will not prescribe which solution to use.

22. “The system should be able to have a trial period and should be able to accept changes/suggestions post trial period.”

Can you please advise whether this trial is for the software portion only or for implementation services, as well?

USAID Response: The trial period is for software and implementation services in order to assess the system’s functionality, usability and intuitive nature of the proposed solution

23. Does the deployment have to be in multiple languages? If so, what are the languages?

USAID Response: Deployment will be in English only.

24. There is a requirement for documents upload into the application. (a) What document formats need to be uploaded? (b)

That needs to be integrated into the application

USAID Response: (a) The required formats are MS Word or Adobe Fillable Document, (b) DS-174 AID 302-3 (or formats incorporated into the solution that collect identical data as required by stated forms)

25. Do we need to implement new global HR and talent management? We do not think so based on the solicitation, but please confirm.

USAID Response: See answer #21.

26. It appears the customer already has a HR system then can we integrate talent management into it or do we need to install and configure a HR system and integrate it with the talent management? If they do have HR system, what is the

HR system or what information can be provided about it? Is it a custom solution?

USAID Response: See answer #13.

27. (a) What is the USAID Afghanistan database? Like Oracle, MS SQL Server or MySQL database. (b) And where it is located? (c) Where is the HR DB located?

USAID Response: (a) and (b) - The solicitation did not provide any reference to a “USAID Afghanistan database”. (c)

HR Databases for the purposes of this solution are currently maintained on the local server.

28. Related to Item 22 - Enhanced CRM for candidate- Is this a social media interface or GUI?

USAID Response: Customer relationship management (CRM) is an approach to managing a company's interaction with current and potential future customers which tries to analyze data about customers' history with a company, to improve business relationships with customers, specifically focusing on customer retention, and ultimately to drive interactive growth.

29. Related to 24. Do we need to create an interface through which we can pull in data from various job portals? If so, what are those portals?

USAID Response: The intent is for the ATS to create or allow USAID/Afghanistan to utilize a portal through which applicants can apply to our vacancies, and a system that will screen those applicants and discern which meet the minimum qualification requirements. That data must be accessible via the worldwide web by USAID/Afghanistan HR staff.

30. Related to 25. (a) Assuming that they have a database that contains questions for the interviewers; do we need to build an interface to capture new questions and update existing? (b) Who is going to generate the questions in the questionnaire - Is it the hiring office or is it mutable as we have assumed?

USAID Response: (a) There is no question database currently. (b) HR will work with the hiring office to generate questions. We anticipate a system that assists in the screening of applications to identify those which meet the minimum qualification requirements.

31. What entity will be the owner of any/all licensing associated with this requirement? This information is needed to obtain the most accurate pricing.

USAID Response: See Response #64

32. Is there a requirement that the system developers be U.S. citizens?

USAID Response: No.

33. (a) What are the requirements for system deployment in country, i.e. Travel requirements? Country/visa requirements?

(b) Deployment training requirements?

USAID Response: (a) Contractors are expected to make their own travel arrangements including obtaining VISAs. (b)

Contractors should proposal their Deployment training plan within the scope of the solicitation

34. Will any extension time be considered for proposal submission?

USAID Response: Not at this time.

35. (a) Does the client have a requirement for a cloud based solution or an on premise solution? If on premise, we would like to know the location. (b) If cloud based, should it be FISMA and FedRAMP compliant? (c) Is there a preference for cloud providers? We are planning on XXX Solutions. Can we base our proposal on XXX Cloud?

USAID Response: (a) the system should be bases on a cloud solution; and b: the cloud-based solution should be

FedRAMP compliant and satisfy the FISMA requirements.

36. Did USAID intend to ask for Offerors to identify clients in the property management industry, page 6?

USAID Response: See Response #16

37. The 15-page limitation is not found in the USAID Afghanistan SOW-SOL-306-17-00001 in Section H. Instructions for

Proposal Submission. Please confirm if this page restriction is inforce and if the Table of Contents will count against it?

USAID Response: The table of content and appendices will not count against the total number of pages.

38. Section 1.3.a, Past Performance, page 7, stipulates the Offerors should list up to 5 largest federally awarded contracts or task orders for similar projects in an annex (Annex A) to the technical proposal. Is this a separate request from the Past Performance References (#6) mentioned on page 6 under Instructions?

USAID Response: Past performance information is the same. Page 7 provides more details to the instructions on page

6.

39. Under Section (viii) Basis of Award and Evaluation Criteria, Item c. Price, it indicates that the price proposal will be evaluated separately from the technical proposal. Therefore, is there a separate page limit for pricing? Please clarify.

USAID Response: The price proposal should be separate from the technical proposal and should also not exceed 15 pages.

40. Under Section C., Required ATS functionalities: Number 22, page 2. It states that “create new hire packets, orientation packets for the new employees and hiring managers”. What are the components of the Orientation packets? .

USAID Response: Orientation packets are mainly Mission forms that cover employee benefits, organizational awareness slides and check-in forms

41. Under Section D., Qualification Requirements, Number V., page 2. It states that “the technical capability and after-hours support to ensure access to the system 24 hours per day, 7 days per week, and to provide the necessary backups should a system failure occur”. Is the requirement for 24 hour/ 7 days a week support or system access?

USAID Response: This requirement is for both support and system access.

42. Under Section E., Scope of Work, Number 20, page 4. It states that “seamless integration with virtually any Human

Resource Information System (HRIS), eliminating redundant data entry and enabling efficient hiring of new employees into USAID/Afghanistan”. (a) Please provide detailed requirements of what data must be integrated and (b) in what format the data should be provided.

USAID Response: (a) The Mission has been using various macros excel spreadsheets and access databases hence the intent of the ATS is to remove duplication of effort and streamline with one data source. The data involves lists of applicants, position numbers, position titles, number of applicants, application screening information, and various level clearance statuses. (b) MS Access and MS Excel format should be used

43. Our solution is a XXX platform and based out of XXX. Our data centers are a combined with Fed Ramp requirements based in YYY. Is acceptable to have the data centers maintained and operated in the United States for this solicitation? ...or do our data centers need to be maintained and operated in Kabul, Afghanistan?

USAID Response: See Response # 18, 19 and 21

44. What is the estimated date of award and timeline for project kickoff?

USAID Response: See Response #11

45. Is a remote implementation feasible given security concerns in Kabul, AFG?

USAID Response: Offerors should propose and articulate how the implementation plan will be rolled out, whether in country or virtually.

46. Should the platform be multi-language compatible, what additional languages should be included?

USAID Response: See Response #23

47. SOW Section C Paragraph Item 2: (a) Which social media sites? (b) Is this a functionality that exists in a system that you have already reviewed during market research phase? If so, which system and could you point us to the feature set?

USAID Response: (a) Facebook, twitter or other commonly used social media sites. (b) USAID does not have any identified system.

48. Under Section C Paragraph C Item 6 “Customized automated short listing system”. Could you expand on this? By which rules would a candidate be shortlisted? Is this related to sections 25-28 (custom questions per job request)?

USAID Response: Candidates will be short-listed based on whether or not they meet the minimum qualifications required for the position.

49. SOW Section C Paragraph C Item 10” Interview scheduling portal”. Do you expect to allow the candidate to schedule an interview themselves, or always with a discussion between the candidate or the hiring manager? If self-scheduling is desired, is there an expectation that schedules of hiring managers be entered by the hiring manager or administrator?

(vs. via an integration with a scheduling system)

USAID Response: No self-scheduling will be permitted. Interview scheduling should be based on the hiring manager’s availability and office schedule.

50. Under Section E, Item 2 “ATS solution should facilitate a proven, simple implementation process that can be completed within a short time frame”. What is the expected time frame that would satisfy this requirement?

USAID Response: See Response #11

51. Under Section E, Item 3 “ATS must provide an employment website that mirrors the graphics and logos of

USAID/Afghanistan”. Will the employment website be publicly accessible without login to potential applicants?

USAID Response: Yes, the intent is to allow interested and potential applicants see advertisements and decide to apply or not to apply.

52. Under Section E, Item 8 “The system must allow for the Human Resources staff to view or update any applicant’s information throughout the entire application/hiring process and to override the referral status of the applicant”. This implies that referrals should be tracked. Are these referrals from existing USAID staff?

USAID Response: This refers to the recruitment-related activities following the initial screening to track applicants from meeting minimum qualifications to follow-on processes

53. Under Section E, Item 10 “The new system should provide the ability to interface with current USAID/Afghanistan HR databases”. Which databases must be interfaced? Are these custom systems developed for USAID? What is the format and purpose for the systems referenced?

USAID Response: See Response # 13, 24 and 42

54. Under Section E, Item 21 “Seamless integration with virtually any Human Resource Information System (HRIS), eliminating redundant data entry and enabling efficient hiring of new employees into USAID/Afghanistan”. (a) Which HRIS is used by USAID / Afghanistan? (b) Why the requirement to integrate with “virtually any” HRIS system? (c) Has USAID reviewed a system they have in mind to implement that alludes to an ability to integrate with HRIS? If so, can USAID please disclose “All” systems that USAID has reviewed for this project as this language reads like marketing material from an existing product. Firms will expend significant resources to respond to this requirement and this would provide a fair and even competition if we all understand what type of systems USAID has reviewed.

USAID Response: (a) See Response # 13, 24 and 42. (b) The solution does not need to integrate with any systems external to USAID/Afghanistan; current databases were created internally using the Office suite of software. (c) USAID has not reviewed any particular system.

55. Under Section E, Item 20: Can USAID better define “virtually any” as it relates to HRIS. Are there known HRIS systems that USAID is aware of that are not capable of being integrated? Can USAID better define the integration technical requirements for the current HRIS system?

USAID Response: See Response # 54(b)

56. Under Section E, Item 22 “The system should allow automated processes enabling a streamlined requisition/offer creation, offer approval and posting as well as candidate profile completion, including parsing”. Is there a requirement or expectation that resume parsing be done?

USAID Response: Yes

57. Under Section E, Paragraph Item 35 “Help hiring supervisors identify their best applicants; supervisors must be able to compose job-related preferred qualification questions for applicants to answer when applying for a specific position”.

This sound like a custom rule requirement that is managed by the hiring managers / HR of the system. Who determines the scoring criteria?

USAID Response: The scoring criteria will be determined by the HR Manager/Executive Officer

58. Under Section E, Paragraph Item 37 “ATS allows HR staff to input skill test results, EPT results and any other pertinent recruitment related tasks and actions status for each applicant in ATS database”. Are “skill tests” mentioned here the same as the requirements outlined in #25-28?

USAID Response: No, questions listed under item 25-28 are pre-screening questions

59. Under Section E, Paragraph Item 38 “Applicants are notified of exam requirements, additional documents or further action that may be required for a position through on-screen notifications”. Can you expand on the idea of “exam” in this context? Is this the same as described in sections 25-28?

USAID Response: All Afghan applicants must take an English Placement and Skills Test.

60. Under Section G, “Implementation and Training Requirements”. Is there an expectation for on-site or virtual training

USAID Response: See Response # 45

61. Under Section G “The system should be able to have a trial period and should be able to accept changes/suggestions post trail period”. From date of award when does USAID expect system to be implemented for trial use?

USAID Response: 4 – 5 months after award for implementation, or as soon as possible.

62. Under Section G Paragraph (1) Item (d) “The system should be able to have a trial period and should be able to accept changes/suggestions post trial period”. Can you better define “Trial Period”. Does this mean the expectation is for changes to be made to the system post-implementation or is this really a trial? If it’s an actual ‘trial’ period, is it a paid period or a “beta” implementation period?

USAID Response: Trial period is necessary to assess functionality and intuitive/usability nature of the solution. Some adjustments are expected after the initial implementation.

63. Under Section H Paragraph (a) Item (3): What does property management have to do with this? This is the first mention of “property management industry” in the document.

USAID Response: See Response #16

64. Under Section H Paragraph (c): (a) What is the annual budget USAID has allocated to support this system? (b) How will

USAID address renewal of system use or is the expectation for USAID to own the system in its entirety with a pre-defined number of options for support and maintenance?

USAID Response: (a) USAID cannot share this information. (b) USAID plans to own the system with options for support and maintenance.

65. When does USAID anticipate making an award on this project?

USAID Response: See Response #11

66. I was wondering whether the services requested through Solicitation SOL-306-17-00001 for Application Tracking System could be delivered as an online software as a service from USA. Is there any expectation that the contractor should be physically available in Kabul to deliver any aspect of this service?

USAID Response: See Response #45

67. With regard to the location of services, can you tell me if the team will be required to work or travel to Afghanistan at any point in the design, development, implementation, delivery, training or any other relevant requirement that requires travel to the location, VISA or work permits, MOFAs, etc.? I need to know if travel costs should be included in the pricing.

USAID Response: See Response #45 and #33

68. Do you anticipate future option years with this solicitation for future training needs, customer service, upgrade, and or on-going technical support?

USAID Response: Negotiable.

69. (a) Knowing USAID, they like to hire locally staffed employees for the bulk of their employee staffing requirements; can you tell me if that is the case for this solicitation? (b) However, for U.S. personnel, will there be an expectation for one or more of our personnel to travel to or live in the environment while services are being offered? If so, will this be at the cost of the government or should it be outlined in the pricing structure?

USAID Response:

(a) Yes.

(b) Based on contractor’s implementation approach, there may be need to travel to Afghanistan only for the time period to install and test the solution. Contractors should include travel cost in their pricing. USAID/Afghanistan does not anticipate the need for maintenance staff to be on site indefinitely.

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