SOL-486-14-000004_Amendment_No._02.pdf

Solicitation No. SOL-486-14-000004

Amendment No. 02

A. SPECIFIC CHANGES TO THE SOLICITATION

1. SECTION B - SUPPLIES OR SERVICES AND PRICE/COSTS

1.1. In Section “B.7 (a) Unburdened Ceiling Daily Rates (CDR)” delete the sentence “The

CDRs set forth below are fixed for the Contract period and is for a productive eight (8) hour day, and apply to all subcontractors set forth in Section B.6.” and insert the following in lieu thereof:

“The CDRs set forth below are fixed for Year 1 of the Contract period and is for a productive eight (8) hour day, and apply to all subcontractors set forth in Section B.6. The escalation factor ceiling is fixed for the entire Contract period.”

1.2. In Section “B.8 LABOR (UNBURDENED CDR) RATE CHANGES” delete the first sentence and insert the following in lieu thereof:

“The labor rates are fixed for Year 1, the escalation factor ceiling is fixed for the entire contract period; however, the Contractor may submit a proposal reducing the labor rates and/or indirect rates at any time during the life of this Contract.”

1.3. Delete Section “B.10 PAYMENT OF FIXED FEE (CPFF Type TO Only)” in its entirety and insert the following in lieu thereof:

“B.10 PAYMENT OF FIXED FEE (CPFF Type TO Only)

Payment of fixed fee will be made upon receipt of a proper invoice and shall directly correspond to the percentage of allowable costs being paid. In accordance with FAR 52-

216-8, Fixed Fee, the Contracting Officer will withhold 15% of the total fee or $100,000, whichever is less until the required awards conditions under the reference clause have been met.”

2. SECTION F - DELIVERIES OR PERFORMANCE

2.1. In Section “F.3 PLACE OF PERFORMANCE” delete the last sentence in its entirety.

2.2. In Section “F.6.2 TASK ORDER LIMITATIONS/AWARD TYPES”, “(c) Adequate

Accounting System”, delete the last paragraph and insert the following in lieu thereof:

“Determination of the adequateness of the Contractor’s accounting system will be made at the IDIQ level.”

3. SECTION J - LIST OF ATTACHMENTS

3.1. Add the following Attachments at the end:

“ATTACHMENT J.12 – SUPPORTING INFORMATION ON THE PREVAILIANG

LOCAL COMPENSATION”

4. SECTION L – INSTRUCTIONS, CONDITIONS, AND

4.1. In Section “L.5 DELIVERY INSTRUCTIONS” delete the sentence that begins with “The proposal (both Volumes I & II) must be submitted both in hard copy…” in its entirety and insert the following in lieu thereof:

“The proposal (both Volumes I & II) must be submitted both in hard copy and on electronic media (CD-ROM) using PDF for text submissions and MS Excel (must be accessible by MS

Excel 2010) for spreadsheet submissions and by email submission to Acquisition and

Assistance Specialist, Agnes Tusjak at atusjak@usaid.gov copying Regional Contracting

Officer, Martha Aponte at maponte@usaid.gov.”

4.2. In Section “L.6 INSTRUCTIONS FOR THE PREPARATION OF THE TECHNICAL

PROPOSAL” delete the last sentence and insert the following in lieu thereof:

“For the purposes of Task Order No. 1, a major subcontractor is one whose proposed cost exceeds 20% of the offeror’s total proposed cost. For any additional subcontractors proposed under the IDIQ, major subcontractors are those expected to perform at least 20% or a prominent part, of the technical effort and approved by the IDIQ’s CO in accordance with FAR part 52.244-2 and part 44.202-2.”

4.3. In Section “L.6.1 Organization of Technical Proposal”, under paragraph “7. Illustrative charts and graphs (e.g., organizational chart)” add “(up to 5 pages)” to the end.

4.4. In Section “L.6.2.2 – Technical and Management Approaches and Understanding”, second paragraph, delete the phrase “major work areas” and insert “work areas” in lieu thereof.

4.5. In Section “L.6.2.3 – Plan to enhance Regional/Local Organization capacity and involvement”, second paragraph, delete the first sentence and insert the following in lieu thereof:

mailto:atusjak@usaid.gov mailto:maponte@usaid.gov

“The offerors must also describe how they intend to accomplish the local/regional capacity development required; as well as any perceived risks/challenges and plans to manage the risk and/or to overcome the challenges.”

4.6. In Section “L.6.2.3 – Plan to enhance Regional/Local Organization capacity and involvement” , third paragraph, delete the sentence “As an annex, the offerors must include a letter, on subcontractor letterhead, and signed by an authorized representative of each major subcontractor, which specifically indicates the subcontractor's agreement to be included in the proposed teaming arrangement.” in its entirety.

4.7. In Section “L.6.2.4 – Key and Non-key Personnel”, second paragraph, delete the sentence that starts with “In addition, it is anticipated that the required non-key personnel…” in its entirety and insert the following in lieu thereof:

“In addition, it is anticipated that the required non-key personnel (i.e. M&E, Gender, and

OCD Specialists) will provide regular, part-time support under the TO. (As a general guidance, USAID does not anticipate the average annual LOE to exceed 20 percent each for the M&E and Gender Specialist, and 35 percent for OCD Specialist.)”

4.8. In Section “L.6.2.6 – Contractor Performance Information”, Paragraph 1, delete the first sentence and insert the following in lieu thereof:

“List in an annex to the technical proposal a minimum of three (3), up to five (5) of the most recent and relevant contracts for efforts similar to the work in the subject proposal using the template provided in Attachment J.4.

4.9. In Section “L.6.2.6 – Contractor Performance Information”, Paragraph (d)(3)(B), add the following at the end:

“(these must be submitted as an annex to the electronic (email) submission and on a CD

ROM for the hard copies).”

4.10. In Section “L.7 INSTRUCTIONS FOR THE PREPARATION OF THE

COST/BUSINESS PROPOSAL”, “Part 9 - Letters of Commitment (Major

Subcontractors)” add the following at the end:

“A letter of commitment from regional/local partners is highly preferred but not required, unless they are also major subcontractors.”

5. SECTION M - EVALUATION FACTORS FOR AWARD

5.1. In Section “M.2.1 Technical and Management Approaches and Understanding”, paragraph 2, delete the phrase “major work areas” and insert “work areas” in lieu thereof.

6. ATTACHMENTS

6.1. ATTACHMENT J.1: TASK ORDER NO. 01

6.1.1. In Section “C.1.1 Core Management Services”, paragraph 4), first sentence, delete the word “solicitation”.

6.1.2. In Section “C.1.2 Local/Regional M&E Capacity Strengthening”:

6.1.2.1. In paragraph 2) delete the first sentence and insert the following in lieu thereof:

“Assessing and documenting the capacities of a few of these local/regional M&E firms/ organizations/institutions through the use of appropriate assessment tools for M&E service as well as the organizational capacity to appropriately manage USAID’s awards.”

6.1.2.2. Delete paragraphs 5) and 6) and renumber all consequent numbers accordingly.

6.1.2.3. Add the following at the end:

“NOTE: Implementation of capacity development for the selected firms/organizations/ institutions, such as training and mentoring of their staff and establishing and/or improving organizational management systems, is not part of this TO.”

6.1.3. In Section “F.4 KEY AND NON-KEY PERSONNEL” under the paragraph that begins with “M&E Specialist: The Contractor shall maintain at least…”, delete the first sentence and insert the following in lieu thereof:

“M&E Specialist: The Contractor shall maintain at least one part-time M&E Specialist on staff throughout the Contract period to provide the M&E technical assistance/advice to the implementation of the base IDIQ Contract and upcoming TOs.”

6.2. In “ATTACHMENT J.4: CONTRACTOR PERFORMANCE INFORMATION” in the box “Performance in Using Small Business (SB) Concerns” add the following footnote:

“This information must be provided on a separate sheet as an annex and cannot exceed one page for the prime and subcontractors, if applicable.”

6.3. Insert “ATTACHMENT J.11: PRIME AND MAJOR SUBCONTRACTOR

PERCENTAGE OF WORK OVERVIEW” as follows:

“ATTACHMENT J.11: PRIME AND MAJOR SUBCONTRACTOR PERCENTAGE OF

WORK OVERVIEW

6.4. Insert “ATTACHMENT 12: SUPPORTING INFORMATION ON THE

PREVAILIANG LOCAL COMPENSATION” as follows:

“ATTACHMENT 12: SUPPORTING INFORMATION ON THE PREVAILIANG

LOCAL COMPENSATION

Countries/ (Local Currency)

40 HRS/Week

Junior

Level/Laborer Clerical Level

Mid-Level/Sr.

Admin/Asst

Senior

Level/Specialist

Min. Max. Min. Max. Min. Max. Min. Max.

Bangkok (THB) 153,683 384,247 251,050 634,740

480,033 1,120,815

760,852 2,519,395

Sr. level (Technical/Sr. Support staff i.e. accounting, FA/ Procurement/IT) = FSN 10 -12

Mid level (technical assistant/admin/Secretary/accountant/HR/Procurement/IT) = FSN 7-9

Clerical level (jr. secretary/receptionist/supply clerk) = FSN 4-6

Laborer (driver, mail clerk, janitor, operator, etc.) = FSN 1-3”

NAME TECHNICAL WORK

PROPOSED

PERCENTAGE

ANTICIPATED

NAME OF PRIME

NAME OF MAJOR

SUBCONTRACTOR

B. ANSWERS TO QUESTIONS RECEIVED FROM INTERESTED PARTIES UNDER

THE SOLICITATION

General

1. Question: [Offeror] may propose variations to USAIDs terms and conditions. Is there a standard format for the request of deviation from contractual terms? In addition, [Offeror] may furnish our standard terms and conditions.

Answer: Generally, the answer is no. In limited circumstances Offerors may request a waiver to certain USAID terms and conditions, but the Offerors must describe specifically what they are requesting a waiver for.

2. Question: Will USAID consider any deviations to the Contract proposed by the tenderers? Is there a form or template to set out our proposed variations?

Answer: See answer to question No. 1.

3. Question: Are there any additional set of general legal terms and conditions applicable to the services under this contract? Some of the contract terms are specific to US standards and laws. Could the Contractor include its terms of business?

Answer: Terms and conditions specific to this Solicitation are listed or referenced in the

Solicitation and all U.S. Government law applies to U.S. Federal Contracts. No, the Offeror may not include its terms of business.

4. Question: It is stated in the terms of the Contract that USAID will own the intellectual property rights in the deliverables created by the contractor. Generally, we do not assign the ownership rights in our deliverables to clients. We are considering this term from a legal perspective. Further, [Offeror] intends to retain and own it's working papers including computer back ups for professional and regulatory compliance purposes.

Answer: Rights to intellectual property under this U.S. Government funded IDIQ will be in accordance with Section H.9 and FAR clause 52.227-14 RIGHTS IN DATA-GENERAL (DEC

2007) as incorporated by reference in Section I of this Solicitation.

5. Question: Can we retain ownership and IP on data, working papers and deliverables?

Answer: No, rights to intellectual property under this U.S. Government funded IDIQ will be in accordance with Section H.9 and FAR clause 52.227-14 RIGHTS IN DATA-GENERAL (DEC

2007) as incorporated by reference in Section I of this Solicitation.

6. Question: Will USAID consider allowing commercial bids based on GSA pricing as our basis for reasonableness rather than on CPFF pricing?

Answer: As noted under Section L.7 of the Solicitation offerors may submit General Services

Administration (GSA) information as part of their supporting documents for costs/prices proposed.

7. Question: The first sentence of the Statement of Work confirms that this project is supporting a specific USAID Forward initiative (monitoring and evaluation). Another initiative of USAID Forward is increased partnerships with U.S. small businesses. As the RFP is currently worded, there are no preferences given for U.S. small business participation. Could USAID add to the criteria a preference for U.S. small business participation?

Answer: While USAID encourages the participation of Small Businesses in this procurement, no

Small Business set aside is used under this procurement.

8. Question: Can you please clarify how and by whom technical direction for post-TO 1 work will be undertaken; i.e., by TO-issuing Missions or the RDMA COR?

Answer: Technical direction for each task order issued after TO No. 1 will be provided by the

Missions issuing the RFTOP and resulting TO.

9. Question: In Section F.6.2, page 39 (c) Adequate Accounting System: (d) Cost-type task orders states:

“TO proposals will be rejected if the Contractor does not have an adequate accounting system unless the Government determines that the Contractor’s action plan for correcting the accounting system is timely and acceptable. ..”

Given that this is a single-award IDIQ, would USAID consider making this determination at the

IDIQ proposal stage in order to reduce the administrative burden at the Task Order level?

Answer: Yes, the Solicitation is amended to reflect that the adequacy of accounting system of the Offeror will be assessed at the IDIQ level.

10. Question: Page 40 Section F.6.2.b.(f) Responsibility Determination states:

“The TOCO must conduct a separate responsibility determination for each TO.”

Given that this is a single-award IDIQ, would USAID consider making this determination at the

IDIQ proposal stage in order to reduce the administrative burden at the Task Order level?

Answer: USAID intends to conduct separate responsibility determination for each TO.

11. Question: Page 26 of the RFP references “USAID/RDMA and Bilateral Missions in

Asia” as well as “USAID client Missions.” We have the following related questions.

a. Question: Could you please define “client Missions”?

Answer: “Client Missions” are missions in the Asia region for which RDMA provides legal, financial, procurement and/or administrative services.

b. Question: Is the IDIQ available for use by non-“client” Missions outside the Asia region and/or USAID/W?

Answer: The IDIQ was designed to provide services in the Asia region.

c. Question: It would be helpful to orient Offerors if you could provide further information about the extent to which USAID envisions use of this contract by the bilateral missions. Does

USAID envision the majority of the work to be contracted out of the regional mission, while offering a limited amount of work to be provided directly to or contracted directly with bilateral missions in the region?

Answer: USAID envisions that a larger amount of the services will be requested by bilateral missions.

12. Question: On page 96 of the RFP, it states that Subcontractor Letters of Commitment

(LOCs) should be included in an annex to the technical proposal, but on page 105 it states that

Subcontractor LOCs must be included in the Cost/Business Proposal. Could you please confirm that the Subcontractor LOCs only need to be included in the Cost/Business Proposal, and do not need to be included in both the Cost and Technical Proposals?

Answer: USAID confirms that the Subcontractor Letters of Commitment (LOCs) shall only be attached to the Cost/Business Proposals, the Solicitation is updated accordingly.

13. Question: Could USAID please clarify the authorized work week?

Answer: See Section B.7 (b), F.9 and L.7 Part 5 of the Solicitation.

14. Question: Should the prime awardee issue a grant under contract (GUC) with USAID approval, what limitations would be placed upon the grantee with regard to programming, including competing for future cooperative agreements, in the region?

Answer: Should any future TOs envision GUC components, limitations will be specified under the RFTOP.

15. Question: On page 9, Section B.6 (a) is titled “Resource Organizations” (under the heading “Approved Subcontractors”). However, we could not find a FAR reference for

“Resource Organizations.” We have the following related questions:

a. Question: Can USAID please confirm that “Resource Organizations,” as used herein, refers to Non-Major Subcontractors?

Answer: See response to c. below.

b. Question: If so, would USAID consider changing the heading to “Subcontractors” or

“Non-Major Subcontractors” in order to avoid any misinterpretation during contract implementation?

Answer: No, this section will not be amended.

c. Question: If not, could USAID please provide a definition for “Resource

Organizations”?

Answer: the category includes non-major subcontractors not approved in accordance with FAR

52.244-2 and any other organizations proposed (examples may include: governmental bodies, non-governmental organizations, universities, local institutional partners, professional and business associations, local consultancies and other organizations)

16. Question: The Experience/Evidence Summits (p. 114) are to be organized on a yearly basis. Could USAID please clarify as to whether over the 5-year contract the awardee would be organizing 5 or 4 of these summits?

Answer: USAID anticipates the contractor assisting RDMA to organize five experience/evidence summits.

17. Question: Page 21. C.5.2. Under M&E Technical Services (Objective 1), the RFP states an intention toward “Strengthening the internal M&E capacity of USAID and its IPs through classroom and on-the-job trainings tailored to meeting the needs of the Missions and IPs.”

Would USAID consider providing office/meeting space for these M&E capacity development workshops?

Answer: To the extent possible, USAID will provide space to hold these M&E capacity development interventions unless otherwise specified in the task order. However, the Offerors are advised to budget for meeting space.

18. Question: Page 23. C.5.2. Improved Capacity for Learning and Adapting (Objective 3),

3.3. The RFP lists, “Organizing innovative learning platforms and activities to facilitate knowledge sharing.” Does USAID already utilize a learning platform or system to track learning goals, or will the Mission require the Offeror to develop a new system?

Answer: See response under section a) below.

a) Question: Does USAID/RDMA utilize AIDTracker Plus for its learning platform, knowledge sharing, or performance management database?

Answer: USAID/RDMA is not currently using AIDTracker Plus but is in the process of establishing the system at the Mission.

19. Question: Could USAID please confirm the DBA insurance requirement?

Answer: Please refer to ADS 302.3.5.8

(http://www.usaid.gov/sites/default/files/documents/1868/302.pdf) and AAPD 12-01

(http://www.usaid.gov/sites/default/files/documents/1868/aapd12_01.pdf).

20. Question: The description of Objective 2 tasks on pp. 22 and 23 includes tracking progress toward RDMA constituent missions’ Development Objectives and Intermediate Results as measured by indicators in their Results Frameworks and Performance Management Plans

(PMPs) and recommending revisions to the RFs and PMPs as appropriate. Please advise if all of the constituent missions’ PMPs are already developed, or if the contractor will also support PMP http://www.usaid.gov/sites/default/files/documents/1868/302.pdf http://www.usaid.gov/sites/default/files/documents/1868/aapd12_01.pdf development from the ground up.

Answer: Not all of the constituent missions have already developed their PMPs and may require technical assistance with PMP development. However, please note that offerors will only provide support as missions will be responsible for developing their own PMPs.

21. Question: How can approval be sought for the hiring of a non US expat to a country with a significant lower standard of living? How can we seek approval for the expat’s salary, which is likely to be higher than the locals’ rate? How long would the process typically take?

Answer: Approvals for salaries proposed for all staff, not previously approved under TOs, will be in accordance with B.7 (a) and H.1(a). The standard Procurement Administrative Lead Time

(PALT) for administrative approvals is 20 days.

22. Question: Can USAID kindly clarify if the intention is to award both the IDIQ and TO

No. 1 concurrently?

Answer: Confirmed.

23. Question: For budgeting purposes, could USAID kindly provide an anticipated award date?

Answer: It is estimated that award will be made in/about September 2014.

24. Question: Attachment J.10 is the current biodata which expires on February 28, 2014.

Would USAID provide an updated biodata form if it is available?

Answer: Offerors may use the Biographical Data Sheet provided under the link in Attachment J.

10.

Unburdened Ceiling Daily Rates (CDR)

25. Question: Can the contractor provide the CDR based on our own consulting rates, rather than the salaries paid to employees?

Answer: Please refer to B.7 (a), Note 2 of the Solicitation.

26. Question: On page 10, Section B.7 (a) Unburdened Ceiling Daily Rates (CDR) states:

“The CDRs set forth below are fixed for the Contract period and is for a productive eight (8) hour day, and apply to all subcontractors set forth in Section B.6.”

Also, on page 16, Section B.8 Labor (unburdened CDR) Rate Changes again indicates:

“The labor rates are fixed for all contract year periods…”

However, on page 11, the RFP states that an escalation factor will apply:

“The escalation factor ceiling to be applied to each rate for each subsequent year of the IDIQ after the first year is [TBD]. The formula for applying the rate in Year 2 and subsequent years is:

Previous Year Rate * Escalation Factor = Current Rate”

We respectfully request that the underlined references above from Sections B.7(a) and B.8 be amended to state that the CDRs are fixed for year 1, given that the escalation factor will apply for future year ceilings.

Answer: The referenced section is modified to reflect only Year 1 CDR rates are fixed.

27. Question: On page 38-39 of Section F.6.2, TASK ORDER LIMITATIONS/AWARD

TYPES indicates:

“(b) Award Types (b)(1)Fixed Price or Fixed Price with Cost Reimbursement Combination Type:

A combination of fixed priced items and cost reimbursable line items may be used or the entire award may be fixed priced. When responding to an RFTOP, the Contractor must propose labor rates that do not exceed labor ceilings established in Section B of the IDIQ contract. The proposed, reduced labor rates will not be subject to audit; however, the rates will be reviewed to ensure the Government will not be placed at risk of nonperformance. The reduced labor rates will apply only to the respective TO and will not change the rates in the IDIQ contract.”

This seems to be in conflict with Note 4 of Section B.7 (a) Unburdened Ceiling Daily Rates

(CDR) on page 12, which indicates that CDRs do NOT apply to Fixed Price TOs:

“The Unburdened CDRs above do not apply to Fixed-Price TOs issued under this IDIQ. The

TOCO and Contractor will negotiate a set dollar amount for Fixed-Price type TOs.”

We have the following related questions:

a. Question: Can USAID please confirm that unburdened CDRS do not apply to fixed-price task orders under this IDIQ as indicated in Note 4 of Section B.7(a)?

b. Question: Can USAID please clarify or delete the reference to “the reduced labor rates” given that reduced labor rates are not required for fixed price task orders?

Answer: Please note the referenced text describes combination type TOs, the CDRs only apply if the contractor is requested to propose labor rates. The section is not amended.

28. Question: Given the broad scope of this project across several countries with individual local compensation plans, and the likely utilization rate of local staff over expatriate staff, would the mission consider establishing separate ceilings rates for regional and international personnel?

Answer: As noted under page 131 of the Solicitation “The labor categories above are mainly intended for cost control for U.S. Expatriate staff.”

Organizational Conflict of Interest

29. Question: Can USAID clarify its conflict of interest policy for implementation projects in Asia that do not result from evaluation findings and recommendations? Can RDMA evaluation contractor bid on such implementation projects in Asia?

Answer: As noted on page 49 of the RFP, “the contractor shall be ineligible to furnish, as a prime or subcontractor or otherwise, implementation services under any contract or task order that results in response to findings, proposals, or recommendations in an evaluation report written by the contractor. This preclusion will apply to any such awards made within 18 months of USAID accepting the report, unless the Head of the Contracting Activity, in consultation with

USAID's Competition Advocate, authorizes a waiver (in accordance FAR 9.503) determining that preclusion of the Contractor from the implementation work would not be in the

Government's interest.”

30. Question: Given the nature of the work required under this project, would USAID/RDMA kindly confirm that implementation work being performed by a prime contractor or subcontractors on one or more of the Mission’s current projects or, on an implementation projects that will be awarded during the period of performance of the Technical and Support Services for Monitoring, Evaluation, Learning and Knowledge Management

Services in Asia qualifies as a conflict of interest for this proposal and thereby restricts Offerors or their major subcontractors from submitting bids a Prime Contractor or Subcontractor for this activity?

Answer: No. Contractors that currently implement activities on behalf of USAID/RDMA are not precluded from submitting bids. Following the award of this IDIQ, should USAID determine that issuing an RFTOP to the Contractor would result in an Organizational Conflict of Interest, USAID will use another procurement mechanism to implement the activity.

31. Question: On page 49, section H.6 Organizational Conflicts of Interest: Preclusion From

Furnishing Certain Services and Restriction on use of Information states the following: Task

Orders under the contract may call for the Contractor to furnish important services in support of the evaluation of contractors or of specific activities. In accordance with the principles of FAR

Subpart 9.5 and USAID policy, The Contractor shall be ineligible to furnish, as a Prime or

Subcontractor or otherwise, implementation services under any contract or task order that results in response to findings, proposals, or recommendations in an evaluation report written by the

Contractor. This preclusion will apply to any such awards made within eighteen (18) months of

USAID accepting the report, unless the Head of the Contracting Activity in consultation with

USAID’s Competition Advocate, authorizes a waiver ( in accordance FAR 9.503) determining that preclusion of the Contractor from the implementation work would not be in the best interest of the government.” However, on page 37, Section F.6.2 section C. 1 and 2 Task Order

Limitations/Award Types states in part; (c) if issuance of a TO to, and acceptance of a TO by, the Contractor would:

(1) result in the Contractor (or its personnel or its subcontractors or their personnel) having an organizational conflict of interest for which restrictions would be placed on the Contractor's (or its personnel or its subcontractors’ or their personnel) future activities; or

(2) violate the provisions of the Procurement Integrity legislation, i.e., Section 27 of the Office of

Federal Procurement Policy Act (41 U.S.C. 423), as amended by Section 814 of Pub. L. 101-189 the Contractor, after written notification to the Contracting Officer, is not obligated to furnish those services or reports and other deliverables under this contract, and USAID may acquire the supplies or services from another source.

In light of the fact that USAID intends to issue a single IDIQ contract award, please clarify how

USAID will implement the task order waiver outlined in section 1 and 2 above.

Answer: Following the award of this IDIQ, should USAID determine that issuing an RFTOP to the Contractor would result in an Organizational Conflict of Interest, USAID will use another procurement mechanism to implement the activity.

32. Question: The description of the Education Specialist on p. 13 of the RFP states: “The

Specialist/Analyst must be keen on developing school curriculum/course syllabus as well as improving girl’s [sic] education in the Asian context. The Specialist may also be requested to provide technical assistance on the design, implementation, and M&E on higher and/or vocational/alternative education programs.” This raises two questions in light of the concerns raised about bias on p. 25 at the end of C.5.3 Management Modality:

a. Question: Would curriculum development and the improvement of girls’ education place this IQC in the implementation domain, and if so, would there be a risk of bias if the contractor both implements and evaluates education programs?

Answer: No. The contractor will not be the one implementing activities. The requirement of the knowledge and experience on curriculum development and improvement of girls’ education is not for the contractor to implement interventions, but included as useful expertise so that they understand the context and are able to evaluate/assess the quality, appropriateness, etc. of the interventions.

b. Question: Would this also be a risk if the contractor were to provide support for the design and implementation of higher and/or vocational/alternative education programs?

Answer: Same as above. This IDIQ will not request the contractor to provide support on design or implementation.

Attachments / Supporting Documents

33. Question: On Page 12, Section B.7 (a)(3)-Definition of Labor Categories, states “All short/long term personnel deployed under TOs are expected to be familiar with

Country/Regional Development Strategy (CDCS/RDCS) established by USAID Mission in

Asia…” The USAID website states that the (CDCS/RDCS) is still in draft and to be released in

2014. Could USAID kindly share the current draft of the Country/Regional Development

Strategy with all Offerors?

Answer: No. RDMA’s Regional Development Cooperation Strategy is still being developed and the Mission is unable to share it at this time.

34. Question: There are several mentions in the RFP of “RDMA’s Protocol for Coordination and Communication with Bilateral Missions.” Can this document be provided to bidders as background?

Answer: USAID will not share the referenced document at this time. The contained information has no effect on the proposal preparation.

35. Question: With reference to coordination, the RFP states that “…at a minimum, the

Contractor shall follow “RDMA’s Protocol for Coordination and Communication with Bilateral

Missions”. Could USAID assist us in providing a reference for the RDMA’s protocol?

Answer: See the response to Question No. 34.

36. Question: Could USAID please share a copy of the Regional Development Cooperation

Strategy for RDMA?

Answer: No. RDMA’s Regional Development Cooperation Strategy is still being developed and the Mission is unable to share it at this time.

37. Question: In order to ensure compliance with the instructions included on page 12 of the

RFP that compensation for CCN and TCN labor shall not exceed the prevailing compensation paid to personnel performing comparable work in the cooperating country as determined by

USAID, could USAID please provide a copy of the Local Employee Compensation Plan for

Thailand?

Answer: USAID is providing an attachment with salary ranges based on the prevailing compensation in Bangkok, Thailand.

38. Question: On p. 11-12, it states: “Unless otherwise authorized USAID, the compensation for CCN and TCN labor shall not exceed the prevailing compensation paid to personnel performing comparable work in the cooperating country as determined by USAID and shall be paid in the currency of the cooperating country.” Can USAID kindly share with us the local compensation plans for Thailand and other RDMA countries?

Answer: See answer to question No. 37.

39. Question: Section L.7.1.1 Labor Cost (solicitation page 100) states that Offerors must provide a “Prime Contractor and Major Subcontractor Percentage of Labor Overview Chart”

(Attachment J.11). Attachment J.11 was not included with the RFP that was posted on

FedBizopps. Can USAID kindly provide the referenced Overview Chart?

Answer: Please see Attachment J.11 incorporated with this Amendment.

40. Question: On page 131, Attachment J.2. indicates:

“The offeror will complete the labor rate evaluation matrix by including the proposed unburdened ceiling daily rates reflected in the above table for Senior and Mid-level categories.

The prime offeror will also include its overhead and proposed fixed fee percentage ceiling(s).”

The matrix template provided on page 130 does not indicate where the overhead and proposed fixed fee percentage should be included. Can USAID please advise as to how this information should be presented?

Answer: This information is also requested under Sections L.7.1.2 and L.7.1.3, Offerors may propose a format the conforms with their indirect rate structure and the layout may be different based on whether they choose to propose separate ceilings for different geographic areas.

41. Question: On p. 99, under L.7 Part 2 – Proposed Costs/Prices, the solicitation states, “The Offeror must submit a completed labor rate evaluation matrix pursuant to the template set forth in Attachment J.2.” Attachment J.2 contains the rate table but does not contain the labor rate evaluation matrix template, please provide the full evaluation matrix.

Answer: Completion of the attached table will allow USAID to evaluate the proposed CDR rates. No further information will be provided.

42. Question: As the evaluation matrix has not yet been released to Offerors, we request the opportunity to submit further questions once we receive it.

Answer: See response to question No. 41.

43. Question: Attachment J.2 on page 130 states that “the overall price resulting from the attached matrix from the Offeror’s proposal will be used for evaluation purposes.” The instructions further indicate that “the prime offeror will also include its overhead and proposed fixed fee percentage ceiling(s),” but the matrix on page 130 only provides space for Offerors to list CDRs. Please confirm that the table on page 16 in Section B.9 will be used for the purposes of evaluating indirect rate ceilings. Similarly, can USAID kindly clarify what format should be used by Offerors to present ceilings for fixed fee?

Answer: See response to Question No. 40 and 41.

44. Question: On p. 100, under L.7.1.1 Labor Costs, the solicitation refers the Offeror to

Attachment J.11 for a Prime Contractor and Major Subcontractor Percentage of Labor Overview

Chart, but Attachment J.11 is not included with the solicitation. Please provide this chart.

Answer: See Attachment J.11 incorporated with this Amendment.

Key and Non-Key Personnel

45. Question: Section F.8 (a)-Key and Non-Key Personnel, states, “The key personnel that the Contractor must furnish for the performance of this contract as follows: Position Title: IDIQ

Manager (to be furnisher under Core Services TO)…” On page 121, Section F.4 “Key and Non-

Key Personnel”, states that the IDIQ Manager and Recruitment/Resource Manager Specialist are both key personnel. Could USAID kindly confirm the number and position title (s) of key personnel this Contract?

Answer: The IDIQ Manager is a designated Key Personnel for the IDIQ. His/Her services will be provided under Task Order No. 1, where the position is also listed as a Key Personnel. The

Recruitment/Resource Manager Specialist is only considered Key Personnel under TO No. 1. All requested information relating to Key Personnel shall be provided for these two positions.

46. Question: F.8 lists only the IDIQ manager as Key Personnel, but at numerous other points in the RFP and Task Order 1 RFTOP (p.121), a Recruitment Manager is also characterized as key personnel. Can RDMA please clarify which positions are key personnel?

Answer: See response to question No. 45.

47. On p.124, it states “the Contractor shall maintain at least one full-time M&E Specialist on staff throughout the Contract period,” however, on p.97 it notes this position is non-key and as such is anticipated to “provide regular, part-time support.” Please clarify whether the M&E

Specialist position is expected to be part-time or full-time.

Answer: The M&E Specialist and all other non-key personnel are part-time. The Solicitation is amended to reflect this.

48. Question: On page 42, Section F 8.(a) the RFP states:

The key personnel that the Contractor must furnish for the performance of this contract is as follows: Position Title: IDIQ Manager (to be furnished under Core Services TO).

On page 96 Section L.6.2.4 the RFP states:

Offerors must submit two key and three non-key (IDIQ Manager and a Recruitment/Resources

Management Specialist, as well as non-key personnel (M&E, Gender, and OCD Specialists).

Please clarify the number of key personnel required and their position titles.

49. Question: Page 42. F8, Key and Non-Key Personnel. “The key personnel that the

Contractor must furnish for the performance of this contract is as follows: IDIQ Manager (to be furnished under Core Services TO).” L.2.6.4 and M.2.3 list an addition one key personnel position (Recruitment/Resources Management Specialist) as well as three non-key personnel

(M&E, Gender, and OCD Specialists). Can USAID clarify the breakdown and number of key and non-key personnel for the IDIQ and TO 1?

The three non-key personnel are the: M&E, Gender, and OCD Specialists.

50. Question: Page 125 and 127. F4. Can USAID clarify if two of the non-key personnel positions (Gender Specialist and Organizational Capacity Development Specialist) are not required to be full-time positions?

Answer: See responses to questions No. 47 and 51.

b) Question: What level of effort does USAID envisage these two five year, non-key personnel positions should have?

Answer: See responses to questions No. 47 and 51.

51. Question: Per F.4(e) on page 124 and for budgeting purposes, could USAID kindly clarify what percentage of the 3 non-key specialists’ time should be allocated to the TO No. 1 budget.

Answer: USAID expects the Offerors to analyze the requirement and come up with the appropriate allocation based on their individual technical and management approach.

However, as a general guidance, USAID does not anticipate the average annual LOE to exceed

20 percent each for the M&E and Gender Specialist, and 35 percent for OCD Specialist under

TO No. 1 since this TO is more of the management and administration of the IDIQ than actual implementation of M&E and learning services.

52. Question: F.8(a) on page 42 lists the IDIQ manager as the only key position while

Sections F.4 on page 121 and L.6.2.4 on page 96 list 2 key personnel positions. Can USAID kindly clarify the key positions?

Answer: See response to Question No. 45.

Instructions to Offerors

53. Question: Section L.5 (a) - General Instructions, states that ‘…The proposal (both

Volume I & II) must be submitted both in hard copy…on electronic media…and by email submission…” Given the recent unrest in Bangkok and recent 60 day emergency decree announced by the Government of Thailand for the city of Bangkok and recent US State

Department warnings about traveling to Bangkok due to the temporary political uncertainty, while an offeror may travel to Thailand to deliver the proposal, situations by the due date could be such that delivery could be problematic. For those reasons, could USAID please revise the submission requirements for the RFP to allow the electronic submission to server as the official proposal submission and that hardcopies could be received by USAID after the due date as long as it can be proven that they were sent by the due date and time? (March 4, 2014, 4pm Bangkok time)?

Answer: No. Proposals must be submitted as indicated in Section L.5 and must be delivered to the listed address by the date and time specified on the cover page. Should an emergency or unanticipated event interrupts normal Government processes, the appropriate procedures in FAR

15.208 will be followed. Please also note the proposal due date is March 5, 2014, 4:00 PM, Bangkok time as noted on the cover page of the Solicitation.

54. Question: Page 94, Section L.6.1-Organizational of Technical Proposal, lists documents not included in the page limitation, such as “10. Other annexes (e.g. M&E Plan)”. Could USAID kindly confirm whether the following order and list of documents in the annex are acceptable and compliant with the solicitation:

Annex A: M&E Plan

Annex B: Resumes for Key and Non-Key Personnel and Letters of Commitment for Key

Personnel

Annex C: Key and Non-Key Personnel Staffing Matrix

Annex D: Organizational Chart

Annex E: Subcontractors Letters of Support and Fact Sheets for Major Subcontractors

Annex F: Contractor Performance Information

Answer: Key and Non-Key Personnel Staffing Matrix must be incorporated in the main body of the technical proposal and will count against the 20 page limitation. With this modification, USAID clarifies that letters of commitment for subcontractors must be submitted as part of the

Cost/Business Proposal.

Except as noted above, the list of annexes as proposed above is compliant with the Solicitation requirements.

55. Question: Can we confirm that the entire proposal, including CVs, credentials, methodology, etc cannot exceed 20 pages?

Answer: No. While the technical proposal is limited to 20 pages, Section L.6.1 lists items that are NOT included in the page limitation. With this amendment USAID limits the total amount of charts and graphs provided to a maximum of 5 pages.

56. Question: Ref: Section L.6.1 Organization of Technical Proposal lists several items not included in the page limitation (see list on pp. 93-94 of the RFP). Item number 7. in the list includes “Illustrative charts and graphs (e.g., organizational chart)”. Is the organizational chart the only chart or graph not included in the page limitation?

Answer: The organizational chart was offered as an example of a type of illustrative chart or chart that offerors could include as an annex. Offerors may include other charts or graphs that illustrate the approach spelled out in the technical proposal. However, with this amendment

USAID limits the total amount of charts and graphs provided to a maximum of 5 pages.

57. Question: Given the breadth and scope of the RFP, would the mission consider increasing the page limit for the Technical Proposal to 30 pages?

Answer: No. The page limitation will remain as indicated in Section L.

58. Question: On page 92, the delivery instructions state that Offerors must provide proposals in both hard copy as well as via email. Given frequent customs delays making commercial delivery unreliable, combined with the burdensome cost of flying someone to deliver the proposal, complicated by the security situation and travel advisories in effect for in

Thailand, we respectfully request that USAID allow the email submission to count for on-time receipt with hard-copy proposals to follow

Answer: See response to question No. 53.

59. Question: Page 93-94. L.6.1. The Organization of Technical Proposal section lists that “a page…that contains a table, chart, graph, etc, not otherwise excluded below, is subject to this page limitation.” However, the list that follows cites “illustrative charts and graphs (e.g.

organizational chart)” as those that will not be included in page limitation. Could USAID clarify the circumstances in which charts, graphs, and like images will be counted and not counted against the technical proposal page count?

Answer: Illustrative charts and graphs will not count against the 20 page limitation, however the sum of charts and graphs provided may not exceed 5 pages.

60. Question: Page 98. Section L.6.2.6 “Contractor Performance Information” requires past performance information for all partners of a joint venture and each major subcontractor.

Subpoint 1 directs the Offeror to include up to five PPRs. Since multiple partners may be included in a proposal, may the Offeror assume that up to five for each partner should be included? Could USAID specify a minimum and maximum for each partner for which PPRs are required?

Answer: The Offerors must submit a minimum of three (3) and a maximum of five (5) of the

Contractor Performance Information for the prime and for each major subcontractor.

61. Question: Can USAID kindly confirm whether 5 PPRs are required for the prime and each major subcontractor and not a total of 5 to represent all firms collectively?

Answer: See response to Question No. 60.

62. Question: Section L.6.2.2 and Section M.2.1 both refer to “major work areas of Section

C.” Section C. contains no reference to “major work areas” May offerors assume that the “major work areas” refer to the “Expected Task Order Services” described in section C.5.2?

Answer: The referenced sections have been amended to remove the word “major”.

63. Question: Ref: Section. L.6.2.2 on RFP p. 96. This section requests offerors to “review existing USAID IDIQ designs related to M&E and learning.” What are included in existing

USAID IDIQ designs?

Answer: Offerors are expected to research and provide this information.

64. Question: Section L.6.2.4 requires offerors to provide resumes for personnel. Shall offerors provide resumes for the 5 key and non-key personnel for TO 1 only?

Answer: Yes. The Key Personnel for the IDIQ (IDIQ Manager) is furnished under TO No. 1, therefore no separate information is required for that position.

65. Question: Section L.6.2.4 requires a matrix for all key and non-key personnel. Shall offerors provide information in this matrix for the 5 key staff and non-key personnel for TO 1 only?

Answer: Yes. See also response for Question No. 64.

66. Question: Section L.6.2.5 requires that offerors describe available in-house human resources can provide in responses to TOs. In addition to in-house human resources, may offerors provide a description of those resources brought by the offeror’s subcontractors and other partners?

Answer: No changes will be made to this section.

67. Question: Regarding L.6.1 (RFP p. 93), does the 12-point font size limit also apply to tables and figures, or can offerors use a smaller, yet legible, font size for them?

Answer: No. The same font size limitation applies to tables and figures.

68. Question: Under L.6.1 (RFP pp. 93 - 94), states:

“A page in the technical proposal that contains a table, chart, graph, etc., not otherwise excluded below, is subject to this page limitation. Not included in this page limitation are the following.

1. Cover letter (1 page limit)

2. Executive summary (2 pages limit)

3. Title page

4. Table of contents

5. Acronym list

6. Dividers

7. Illustrative charts and graphs (e.g., organizational chart)

8. Annexes/attachments which contain biographical information (i.e., CV/resumes and other documentation provided by offerors) for proposed candidates

9. Past performance information

10. Other annexes required (e.g. M&E Plan)”

We have the following related questions regarding the items that are excluded from the page limit and authorized annexes:

a. Question: The introductory line states that “…a table, chart, graph, etc., not otherwise excluded below is subject to [the] page limitation.” However, point 7. in the list identifies

“illustrative charts and graphs (e.g. organizational chart” as excluded from the page limit.

Can you please confirm that “illustrative charts and graphs,” in addition to the organizational chart, are indeed excluded from the technical proposal page limit?

Answer: See response to Question No. 59.

b. Question: Could you please specifically confirm that the organizational chart may be provided in an annex? Answer: Confirmed.

c. Question: Could you please confirm that any other illustrative charts and graphs that do not count against the technical proposal page limit may be included as an annex to the technical proposal? Answer: Confirmed, but see response to Question No. 59.

d. Question: Page 97 of the RFP, requires a matrix of all Key and Non-key personnel and their anticipated roles and responsibilities. Could you please confirm that the staffing matrix can be provided as an annex, and does not count against the technical proposal page limit?

Answer: No, the matrix must be part of the main body of the technical proposal and will count against the 20 page limitation.

e. Question: Pages 98 and 99 of the RFP require submission of substantial information regarding small business subcontracting, including the narrative summary of the use of small business concerns over the past three years, a list of the recent subcontract reports to eSRS, and the names and addresses of three SB concerns.

Can you please confirm that this information can be provided as an annex and does not count against the technical proposal page limit?

Answer: The narrative summary can be provided as an annex and will not count against the 20 page limitation; however, each must not exceed one page per organization (prime and subcontractors, if applicable). Attachment J.4. will be modified to add a footnote to this section

(“Performance in Using Small Business (SB) Concerns/Narrative summary of your organization’s use of small business concerns over the past three years.”) as it is not project specific information.

The recent subcontract reports to eSRS must be submitted as an annex to the electronic (email) submission and on a CD ROM for the hard copies.

f. Question: Can Offerors provide additional information in annexes to the technical proposal beyond what is required, as long as they make reference to the additional annexes within the technical proposal itself (as required on page 94 of the RFP that “All information from appendices shall be referenced in the technical proposal”)?

Answer: No.

69. Question: Will the Mission accept hard copy submissions post marked March 5 th

, the final deadline, or should offerors plan to deliver hard copies on March 5 th or the day the final proposal is due?

Answer: See response to question No. 53.

70. Question: Given that a large portion of the Cost Proposal includes certified/signed documents (e.g. SF-33, Reps and Certs, policies, Biodata Forms, etc.) and scanned documents

(e.g. NICRAs, financial statements, supporting documents for prices), we respectfully request that USAID allow for…