Amendment_1_SOL-486-15-000008_Asia_Regional_Support_Services_for_Local_Solutions_IDIQ_and_Attachment_1.pdf

Solicitation No. SOL-486-15-000008 Amendment No. 01

A. SPECIFIC CHANGES TO THE SOLICITATION

1. On the COVER PAGE delete the closing date and replace it with the following:

“Closing Date: April 21, 2015 at 4:00 PM, Bangkok Time”

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

2.1. In Section “B.7 LABOR” delete paragraph (a) in its entirety and replace it with the following:

“(a) Central IDIQ Contract management costs will be handled through the following method:

The Contracting Officer determined that an IDIQ Manager is necessary to administer the basic IDIQ, but not in a full-time capacity. Contractors are not authorized to bill USAID as a direct cost for IDIQ management costs under this IDIQ or under task orders.”

2.2. In Section “B.7.(a) Unburdened Ceiling Daily Rates (CDR)” add the following after the sentence “The CDRs set forth below are fixed for the contract period and is for an eight (8) hour day”:

“The contractor is reimbursed at the CDR rates indicated below or the CST, whichever is less.”

3. SECTION L – INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS OR

RESPONDENTS

3.1. In section “L.4 GENERAL INSTRUCTIONS” add the following at the end:

“In order to ensure an accurate understanding of the RFP, questions may be submitted through a second round of questions following the issuance of the first round of questions and answers. The due date and time for the second round of questions is indicated on the cover page.”

3.2. In Section “L.5 DELIVERY INSTRUCTIONS”:

3.2.1. In paragraph (a), delete “Soft copy by email (each email not to exceed 2 MB)” and replace it with the following: “Soft copy by email (each email not to exceed 10 MB)”

3.2.2. In paragraph (c), add the following after “Offerors are responsible for ensuring timely delivery of proposals.”: “Timeliness of proposals will be based on the date and time the hard copy submissions are received.”

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

PROPOSAL”, Section L.6.1:

3.3.1. Delete the sentence “Do not use a type smaller than 12 pitch Times New Roman font” and replace it with “Offerors must use Times New Roman font, not less than 12 points in size.”

3.3.2. add the following at the end of the first paragraph:

“Text in graphs and charts may be smaller than 12 points in size, but must be legible. The text in any text boxes included within the technical proposal must not be less than 12 points in size.”

3.3.3. add the following at the end of the list “Not included in the 30-page limitation are the following:”

“10. Letter of Commitment for the IDIQ Manager”

4. ATTACHMENT J.1: COST/PRICE EVALUATION MATRIX

4.1. Under Note 4 delete “HQ employee labor” and insert “either long-term home office labor or short-term expatriate consultant (non-employee) labor, as specified following the position title”

4.2. Under Paragraph “A. Labor”, “(1) CDR Labor”:

4.2.1. Following “Subject Matter Expert”, add: (long-term home office labor)

4.2.2. Following “Monitoring & Evaluation Specialist ”, add: (long-term home office labor)

4.2.3. Following “Organizational Capacity Development Specialist ”, add: (short-term expatriate consultant labor)

4.2.4. Following “Media & Communications Specialist”, add: (long-term home office labor)

4.2.5. Following “IT/Information Management Specialist”, add: (long-term home office labor)

4.2.6. Following “Training Specialist”, add: (short-term expatriate consultant labor)

4.2.7. Following “Gender Equality and Female Empowerment Analyst (Gender Specialist)”, add:

(short-term expatriate consultant labor)

4.2.8. Following “Change Management Expert”, add: (short-term expatriate consultant labor)

4.3. Under Paragraph “A. Labor”, delete “(2) Locally Hired Personnel/Labor” and replace it with the following:

“(2) Locally Hired Personnel/Labor

Local labor $ 100,000 Social Costs $ 20,000”

B. ATTACHMENT 1: ANSWERS TO QUESTIONS RECEIVED FROM INTERESTED PARTIES

UNDER THE SOLICITATION

Technical Questions

1. Question: Is Papau New Guinea one of the targeted counties for Task Orders under this IDIQ?

Answer: In accordance with F.3 any of the USAID assistance eligible countries in Asia, including Papau New Guinea are eligible to be assisted under individual task orders.

2. On page 18 of the RFP, C.8.2: “The Contractor should maximize utilization of the most efficient and easily accessible information technology under this Contract to minimize data burden on local awardees, stakeholders, and USAID staff and support sustainability of local organizational capacity development efforts.”

a. Question: What specifically does USAID mean by data burden?

Answer: By data burden USAID refers to the effort required to document processes and status of local organizations related to their organizational capacity and performance.

b. Question: What specific type of data for each of the three groups mentioned-- local awardees, stakeholders, and USAID staff? Please provide examples.

Answer: Specific data inputs will depend on specific Task Orders; this could include audit findings, internal controls, stakeholder consultation processes and results, site visits, special award condition monitoring, etc. The reference to minimizing the data burden on local awardees, stakeholders, and USAID staff is not a separate task, but a principle to be applied to how the Contractor should carry out work as appropriate.

3. Question: Has RDMA designated priority countries from the 25 countries named as possible places of performance? If so, what are they?

Answer: RDMA has not designated priority countries, the geographic focus of TOs will depend on demand during the life of the contract.

4. Question: On page 18 of the RFP, C.8.3: The Mission mentions, ‘RDMA’s Protocol for Coordination and Communication with Bilateral Missions’. Could the Mission please share the Protocol document?

Answer: This document is not relevant to the competition and will be shared with the successful Offeror after award.

5. Question: On page 14, Section C.5.2.1, bullet 3 notes that research and analyses may be conducted in relation to issuing and managing direct awards to local institutional partners. Is it expected that issuing and managing direct awards could be a component of support functions provided to USAID Missions outlined in C.5.2.7?

Answer: Issuing and managing direct local awards is a task that USAID Missions may undertake. The Contractor would be involved in support functions, if an individual Task Order so requires including support for aspects of issuance and management, but the IDIQ contractor would not directly issue or manage those awards.

6. Question: Page 16, Section C.5.2.6 refers to a number of organizational assessment tools which appear to be directed toward NGOs/CSOs. Was the Public Financial Management Risk Assessment Framework (PFMRAF) intentionally omitted?

Answer: PFMRAF was not intentionally omitted, the list was illustrative.

7. Question: Page 19, Section C.9 provides a heading for “Personnel Requirements.” Was this intentionally left blank?

Answer: The referenced heading will be deleted in its entirety.

8. Question: Can USAID confirm that the personnel requirements in section L include all intended requirements, and that the blank section C.9 on page 19 should not contain additional information?

Answer: See response to question No. 7.

9. RFP Reference: Section C.9, page 19: “Personnel Requirements”

Question: Are we correct in assuming that this section, which is blank in the RFP, will be filled out at the task order level and that there should not be any content in this section in the IDIQ RFP?

Answer: See response to question No. 7.

10. Question: Section C.7 states that “the ultimate expected result of this IDIQ is to help USAID/RDMA and bilateral missions in Asia to promote and institutionalize local capacity by investing directly in governments….” Is the intention that governments will receive organizational development services through this IDIQ?

Answer: Yes, host country government partners may receive capacity development support under this IDIQ if requested at the Task Order level.

Unburdened Ceiling Daily Rates

11. Section B.7. (a) Unburdened Ceiling Daily Rates provides a schedule for Offeror’s to complete. The first column for rates is titled, “Maximum Daily Rate Date of Award through 09/30/2018”, and the second column, “Maximum Daily Rate 10/01/2018 through end of Performance”. Section F.2, Period of Performance states that the period of performance for this project is seven (7) years from the date of award, the ordering period is [date of award] to [five years from the date of award]. Assuming an award by October 1, 2015, the ordering period would be October 1, 2015 – September 30, 2020 and the remaining performance period is October 1, 2020 – September 30, 2022.

a. Question: Based on Period of Performance in Section F and the illustrative dates above, are Offerors correct in that USAID is requesting rates in the first column of the rate chart in Section B 7, just for Years 1-3 (3) years of the Project and the rates in the second column should reflect the remaining four

(4) years of the project Years 4 - 7?

Answer: That is correct.

b. Question: If the assumption immediately above is incorrect, could USAID please the periods of performance that each of the two columns should cover?

Answer: See response above.

12. Question: The Rate chart included in Section B.7 (a) is to reflect the unburdened ceiling rate for Expatriate Staff and persons who only fit the qualifications outlined in this same section. Section B.7 (b) provides minimum qualifications of experience and educational background for persons being fielded under this Contract. As none of the job descriptions provide qualifications requirements for education and/or years of experience, are we to assume that all eight (8) positions listed in Section B.7(a) must reflect the ceiling rates persons with PhD’s and five years of experience or the equivalent (BS/BA plus 8 years’ experience)?

Answer: B.7.(b) reflects minimum qualifications, all US/TCN expats proposed for CDR positions listed in B.7(a) must meet one of the five listed qualifications/experience combinations.

13. Question: Many of the tasks that would need to be performed under this project will not always require such senior expatriate persons, but would benefit from an expatriate staff member or consultant. While the rates reflected in Section B.7 (a) are ceiling rates for an entire labor category using the equivalency chart listed in B.7 (b), operationally, will USAID allow more mid-level staff to work on this project who do not fit the equivalency chart?

Answer: The qualifications listed in the table are considered reasonable minimum qualifications for any US/TCN expatriate staff proposed for CDR positions.

14. Question: The Rate chart included in Section B.7 (a) lists eight (8) technical areas. Will Offeror’s be able to add more labor categories to this list during the proposal process or post award?

Answer: Offerors are not requested to propose additional labor categories during proposal preparation.

Under Task Orders, proposed positions not included in the list of labor categories are not subject to the

CDR.

15. Question: On page 8 of the RFP, B.7.(a): Please clarify the difference(s) between “Maximum Daily Rate Date of award through 9/30/2018” and “Maximum Daily Rate 10/01/2018 through end of performance.”

Answer: B.7.(a)(2) reflects the unburdened ceiling daily rate (CDR) table which will include the final rates of the successful offeror under this procurement and will be made part of the resulting contract.

“Maximum Daily Rate Date of award through 9/30/2018” denotes the CDR for the period starting on the date of award and ending 9/30/2018. “Maximum Daily Rate 10/01/2018 through end of performance.”

denotes the CDR for the period starting on 10/01/2018 and ending at the end of the performance period [7 years from date of award].

16. Question: Could USAID please clarify that the anticipated professional labor categories per section B.7.(a)(3) are the same as those shown in the section B.7. (a)(2). The introductory paragraph in section B.7.(a)(3) appears to be incomplete.

Answer: Yes, they are the same. The introductory paragraph is complete.

17. Question: As mentioned in several sections of the RFP, Offerors are expected to propose Ceiling Daily Rates (CDR) at or below the Contractor Salary Threshold. As the anticipated period of performance indicates that task orders could be issued for a period of seven years, and it is also likely that the ceiling of the CST will be raised during the life of the IDIQ, we respectfully would like to know how USAID would address the foreseeable increase in CST and the effect of setting ceilings in the IDIQ. We are concerned about being able to attract required expertise to meet USAID’s requirements in future task orders under this award.

Answer: Section B.7.(a) is amended to reflect the following statement “The contractor is reimbursed at the CDR rates indicated below or the CST, whichever is less.” In response to this IDIQ RFP, Offerors may propose rates higher than the current CST ($648.85/day). If Offerors propose rates above the current CST, USAID will use those higher rates for evaluation purposes.

18. Question: Would USAID consider allowing Offerors to propose the variable “CST” in the CDR table to ensure the rates can be adjusted for out-years in line with increases to the CST?

Answer: No, CDRs must be a set rate and cannot be a variable. However, to account for potential increases in the CST, USAID permits Offerors to propose rates higher than the current CST. Although, this may place such Offerors at a competitive disadvantage. Also see response to question No. 17.

19. Question: Do subcontractors need to submit their NICRA and Maximum Daily Rate of their staff?

Answer: We’re not requesting that the Offerors identify subcontractors in their submission.

20. B.7, Labor, (b) states: “The work day and work week 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 OMB cost principles”. B.7.(a), Unburdened Ceiling Daily Rates has a sentence that says “The CDRs set forth below are fixed for the contract period and is for an eight(8) hour day.”

a. Question: Please confirm that the Contractor and its major subcontractors must use an 8 hour day to calculate their daily rates.

Answer: Confirmed. Please also see response to question No. 19.

b. Question: Please also confirm whether all subcontractors must follow the Contractor’s Policies with regard to work day, work week, and paid absences.

Answer: See response to question No. 19.

21. Question: Section B.7(a) on pages 9-10 of the RFP list several short-/long-term personnel position descriptions. Is a matrix listing long- and short-term personnel deployed under the task orders during the life of the contract required?

Answer: No.

Instructions to Offerors

22. Question: Section L.6.2.4 (page 71 of the RFP) describes performance information to be included in the proposal. Does USAID require any of this information in the narrative of the proposal? Or should all information be provided in an annex in the format indicated in Attachment J.3?

Answer: USAID only requires the Contractor Performance Information in the format required in Attachment J.3.

23. Question: Section L.6.1 (page 70 of the RFP) lists the items not included in the technical proposal’s 30-page limitation. Item number 7 identifies “illustrative charts and graphs (e.g. organizational chart) and notes “up to 5 pages only”. Does this mean each chart or graph may be up to 5 pages?

Answer: No, Offerors may submit up to 5 pages of illustrative charts and graphs in total.

24. Question: RFP Section L.5.b Delivery Instructions, page 69, states “The information requested below must be placed in sealed envelopes clearly marked on the outside with the following information.”

If, for example, the cost proposal requires multiple volumes would USAID prefer each volume in a separate sealed envelope, or could the entire cost volume be wrapped in paper and properly marked distinguishing it differently from the technical proposal?

Answer: As long as technical and cost volumes are kept separately, USAID has no preference regarding whether all cost volumes are placed in one sealed envelope or in multiple envelopes.

25. Question: Given that an email size limitation of 2MB would require splitting the proposal into a large number of emails, would USAID increase the email size limitation to 5MB to allow for fewer submission emails?

Answer: The Solicitation is amended to reflect an increase in the size limitation to 10 MB.

26. Question: USAID has requested both electronic and hard copy submissions for this procurement.

Would USAID allow Offerors to submit the electronic version as the formal submission to determine a compliant filing, and allow hardcopies to be received by USAID after the due date as long as it is demonstrated by the Offeror that the documents were sent to USAID via international mail/courier on or before the closing due date and time?

Answer: Both electronic and hard copies must be delivered by the date and time indicated in the solicitation and its amendments. Also, see response to question No. 29.

27. Question: Page 70, Section L.6.1 Organization of Technical Proposal, lists the items not included in the 30-page limit including #8 – Annexes/attachments which contain biographical information (e.g.

CV/resumes) for proposed candidates? Given that the only personnel required is the IDIQ Manager, does USAID intend for offeror’s to propose and include CVs/resumes for additional non-key personnel or just the key personnel (IDIQ Manager)?

Answer: CV/resume is only required for the IDIQ Manager.

28. Question: Page 72, Section L.6.2.4 Contractor Performance Information, requires offerors to “provide a narrative summary of offeror’s use of small business concerns over the last three years.” Is this narrative required in the Technical or Cost Volume of the proposal? If required in the Technical Proposal, is the narrative summary to be included within the 30-page limit for technical proposals, or may it be a separate Annex not included in the 30-page limit? If it may be included as an Annex, may it be combined with the attached SF294 forms?

Answer: Please see guidance provided in Attachment J.3 under section “Performance in Using Small Business (SB) Concerns”.

29. Question: As the proposal requires hard copy delivery by 10:00am on Thursday April 16, can USAID confirm that hard copy submissions will be accepted during the Songkran holidays on April 13, 14, and 15? If not, will the Mission consider extending the hard copy delivery date by one day, to give offerors a reasonable window to deliver the hard copy proposal?

Answer: USAID is extending the closing date of the Solicitation to Tuesday April 21, 2015, 4:00 PM Bangkok time.

30. Question: On page 72 of the RFP, in section L.6.2.4(d), we are required to provide a narrative summary of our small business concerns, the 10 most recent SF294s, and the names and addresses for three small business concerns. Can USAID confirm that all three of these items can be included in the same annex and are excluded from the page count?

Answer: Confirmed.

31. Question: (a) The Songkran Festival, the biggest holiday of the year in Thailand, occurs during the week of April 12; it is anticipated that most businesses and offices in Bangkok will be closed and normal traffic and logistics around the city will be disrupted from April 13-15. In light of this, we respectfully request that USAID use the date and time of electronic submission to determine submission receipt, and allow hard copies to arrive within one week of the electronic deadline (i.e., April 22nd).

Answer: See response to question No. 29.

(b) Question: If the hard copy submission must occur on April 15th, please confirm that USAID will be available to accept in-person delivery of the hard copies.

Answer: See response to question No. 29.

32. Question: The 2MB size limit per email is quite challenging and will likely result in a large number of emails. Would it be possible to increase the size limit for emails to allow for more streamlined electronic submission?

Answer: See response to question No. 25.

33. Question: We respectfully request that USAID allow Offerors to use smaller than Times New Roman 12 pt. font size for graphics, tables, and charts, provided that the text remains easily readable.

Answer: Text in graphs and charts may be smaller than 12 points in size, but must be legible. The text in any text boxes included within the technical proposal must not be less than 12 points in size.

34. Question: On p. 71, Section L.6.2.1 USAID instructs the Offeror to provide “Executive Summary and Table of Contents.” Can USAID confirm that the Table of Contents should be listed separately from the Executive Summary in the technical volume?

Answer: Confirmed.

35. Question: On p. 71, for past performance, USAID requires up to four most recent and relevant contracts. Can USAID please confirm that the Offeror should include up to four past performance references for the Prime Offeror and up to four past performance references for each sub-contractor?

Answer: See response to question No. 19.

36. Question: On p. 71, for past performance, USAID requires up to four previous contracts similar in nature. Can USAID please confirm that cooperative agreements and grants will be accepted for evaluation of the Offeror’s past performance?

Answer: Confirmed.

37. Question: On page 72, for past performance, would USAID accept a list of the most recent contracts for which subcontract reports have been submitted to eSRS instead of requiring the Offeror to submit actual copies of the SF 294 reports?

Answer: No, please submit a copy of the 10 most recent SF 294 reports.

38. Question: Please confirm that the biodata for the IDIQ Manager should be included as part of the cost proposal.

Answer: Since the IDIQ manager is not directly billable to the IDIQ, no biodata sheet in response to the IDIQ RFP is requested.

39. (a) Question: On page 70, the RFP states that annexes containing biographical information of proposed candidates do not count towards the page limit. Can you confirm that only the CV of the proposed IDIQ Manager (key personnel) is required?

Answer: See response to question No. 27.

(b) Question: Would USAID please confirm whether other staffing information is permitted, if deemed relevant by the Offeror?

Answer: Offerors must only submit information specifically requested by the RFP. No additional information will be considered.

40. (a) Question: Referring to p. 70, L6.1, can USAID please confirm that required annexes include:

(1) past performance references, (2) SF-294s, and (3) resume of the proposed IDIQ Manager.

Answer: In addition to the above, a letter of commitment for the IDIQ Manager is required and Offerors may submit Illustrative charts and graphs in an annex, not to exceed 5 pages total.

(b) Question: Please confirm whether Offerors are able to include additional annexes, such as Letters of Support from collaborating partners, relevant to our proposals.

Answer: See response to questions No. 19 and 39.(b).

41. Question: On page 70 L.6.1 item 8. Refers to annexes for resumes of proposed candidates (in the plural) yet Section L.6.2.5 seems to require only the CV of the IQIQ manager. Can USAID please confirm that it does not wish the CVs of other proposed personnel or labor category consultants listed?

Answer: See response to question No. 27.

42. Question: Will USAID accept letters of support or other evidence of agreed partnerships given the limitations found in L.6.1? If so, can these be submitted outside of the 30 page limitation?

Answer: See response to questions No. 19 and 39.(b).

43. Question: In Section L.6.1., USAID states that “Annexes/Attachments which contain biographical information (e.g. CV/resumes) for proposed candidates” can be included outside the 30 page limit.

However, in Section L.6.2.5., USAID asks the offeror to include a letter of commitment to be signed by the prospective IDIQ Manager in the Technical Proposal. Can this letter of commitment, and/or other relevant documents for staff/prospective partners, be included in an Annex/Attachment and not as a part of the 30 page limit prescribed for the Technical Narrative?

Answer: The one Letter of Commitment is added to the list of annexes under section L.6.1 in this amendment. See response to questions No. 19 and 39.(b) regarding the other questions.

44. Question: Will proposals that are ONLY submitted by e-mail be accepted? If not, is it acceptable to post the “hard copy” if one is unable to deliver?

Answer: No, a hard copy of the proposal is required. Proposals may be delivered via hand-carry or courier services such as FedEx, UPS, DHL etc. Also see response to question No. 26.

45. RFP Reference: Section L.7, Part 3 – Representations, Certifications, and Other Statements of Offerors, pages 74: “Offerors and proposed subcontractors must ensure they are registered with System for Award Management (SAM) (www.sam.gov).”

Question: Are we correct in assuming that local subcontractors are not required to register in SAM?

Answer: See response to question No. 19.

IDIQ Management

46. Question: On page 8 of the RFP, it states that “Contractors will not be authorized to bill USAID as a direct cost for IDIQ management costs under this IDIQ or under task orders.” Will Contractors be able to bill USAID directly for the costs associated with managing the individual task orders under each task order awarded? If so, may the IDIQ Manager bill time required to manage the awarded task orders?

Answer: Each task order will be negotiated with a TOCO. While based on the terms and conditions of the IDIQ, the contractor cannot directly bill the services of the IDIQ Manager to the IDIQ, all costs related to the individual task orders will be negotiated with the TOCO. It is not anticipated that any costs related to IDIQ Management would be included in TOs.

47. Question: Page 70 – 73 (sections L.6.1. and L.6.2) outlines the instructions for the preparation of the technical proposal. We noted that there is no section delineated for the offeror’s proposed Management Approach. Does USAID require offeror’s to address its approach for managing the IDIQ and the subsequent task orders? If so, in which section of the Technical Proposal should this information be included (e.g. Technical Approach and Understanding or Key Personnel)? How will an offeror’s Management Approach be scored in relation to Section M of the RFP?

Answer: USAID is not requiring the submission of a management approach under this procurement.

48. Question: Page 78, Section M.2.4 Key Personnel, will the proposed IDIQ Manager’s “qualifications and suitability” be the only factors scored in relation to the 10 points awarded for Key Personnel?

Answer: Yes.

49. Question: Section B7 states: “The Contracting Officer has determined that a key (full-time) technical manager is not necessary or required to administer the basic IDIQ. Contractors will not be authorized to bill USAID as a direct cost for IDIQ management costs under this IDIQ or under task orders.” While, Section C.6 states: “The Contractor must designate, for USAID/RDMA approval, an IDIQ Manager as the primary point of contact whom USAID may contact for procedural and substantive matters. The IDIQ Manager is the principal liaison between the IDIQ COR and the contractor. The IDIQ Manager will ensure that the required reports are prepared in a timely manner.” The IDIQ Manager Key Personnel position is also described under L.6.2.5. Please clarify whether the IDIQ Manager described in C.6 and L.6.2.5 is necessary (in contrast to Section B7) to administer the basic IDIQ and is thus billable to the IDIQ and the subsequent TOs?

Answer: The language in B.7 (a) is meant to highlight the fact that the IDIQ Manager position is anticipated to be a part-time position. See also response to question No. 38.

http://www.sam.gov/

50. Question: Section B.7(a) on page 8 of the RFP states that “The Contracting Officer has determined that a key (full-time) technical manager is not necessary or required to administer the basic IDIQ.

Contractors will not be authorized to bill USAID as a direct cost for IDIQ management.” However, sections C.6 (page 17), F.8 (pages 27-28), and L.6.2.5 (pages 72-73) state that an IDIQ Manager is key personnel. Could you please clarify if an IDIQ Manager is key personnel, and if so, that the IDIQ Manager is the only key personnel position?

Answer: The IDIQ Manager is the only key personnel position under the IDIQ. See also response to question No. 49.

Cost Proposal Questions

51. Section L. Part 8 – Subcontractors, states that no subcontractor consent will be provided with the award of this contract.

a. Question: Does USAID not wish Offerors to enter into formal exclusive partnering/teaming agreements with international and/or local organizations until after award?

Answer: See response to question No. 19.

b. Question: If teaming is allowed, does USAID not wish subcontractors to be mentioned in the proposal since consent will not be provided at this time?

Answer: See response to question No. 19.

Evaluation Factors

52. Question: Can USAID confirm in section M.2.3 (d) on page 78, that all intended criteria are already included, and the numbering starting with (3) was unintentional?

Answer: Confirmed.

53. Question: We request that USAID amend section M.4 (b) and delete references that indirect cost rates will be included as part of a cost or price analysis. Per USAID’s “Best Practices Guide for Indirect Costing. A Mandatory Reference for ADS 300”, page 6, it states that “Indirect costs should not be reviewed as part of any cost effective evaluation criteria. Indirect cost rates should not be considered in award decisions or negotiations since indirect cost rates are approved by the Government for standard application on all federal awards and by their nature do not compare across organizations, given the diverse accounting practices and methods for determining rates. The practice of direct or indirect charging is not an indicator of best value. The ratio of indirect cost to direct cost or total cost varies and depends on many factors. It will be difficult if not impossible to get a definitive or measurable indicator for cost reasonableness since each organization has a different accounting/allocation methodology.” As stated in the guidance, a comparison of indirect costs rates among the potential Offerors is not useful to the Government in terms of defining best value and does not take into account the diverse ways each organization could choose to account for their direct and indirect costs.

Answer: Rest assured that the Government does not intend to compare indirect cost rates, per se, among Offerors.

Cost/Price Evaluation Matrix

54. Question: Per attachment J.1 Note 4, “Offerors should assume that all labor categories using the CDRs are HQ employee labor.” Would USAID be willing to amend the solicitation to allow offerors to budget for labor based on anticipated usage, rather than headquarters labor? Dictating the type of labor offerors are required to budget for may result in USAID evaluating cost proposals that do not reflect “the overall price the government will actually pay,” as required FAR 15.405(b) Price negotiation. Requiring offerors to budget for headquarters labor may disproportionately affect the pricing of offerors, placing some firms at a disadvantage, as most offerors would not propose all labor as full time employees of their home office, but would instead offer a mix of headquarters and short term advisors.

Answer: The matrix has been revised to include 50% of the labor as “long-term home office labor” and 50% as “short-term expatriate consultant (non-employee) labor”.

55. Question: Per the cost evaluation matrix in attachment J.1, would USAID kindly break down the plug figure of $85,900 for local labor between direct labor and associated social costs? This will allow offerors to correctly apply NICRA rates that differentiate between those two categories of costs.

Answer: The amount for the plug figure is revised. The breakdown of the cost is $100,000 for salary and $20,000 for social costs.

56. Question: Please indicate if the Cost Price evaluation matrix on pp 81-83 is a sample TO for costing purposes or what deliverables or activities will be covered under the limitations provided.

Answer: The matrix will be used for evaluation purposes only.

57. RFP Reference: Attachment J.1 Cost/Price Evaluation Matrix, page 81

Question: As the appropriate application of indirect rates required in Parts B, F, and G of the Cost/Price Evaluation Matrix will depend upon the particular type of labor (e.g. Home Office, Project-dedicated, Long-term, and/or Short-term), to ensure “apples-to-apples” pricing evaluation, can USAID please specify what type of labor or labor breakdown bidders should assume when completing the matrix?

Answer: Please see response to question No. 54.

Other

58. Question: What are the anticipated start and end dates of the period of performance?

Answer: USAID anticipates that the IDIQ will be awarded in August with a seven-year period of performance.

59. Question: Shall the budget be prepared based on US fiscal, calendar, or grant year?

Answer: USAID is using the cost/price evaluation matrix for cost evaluation purposes. A multi-year budget is not requested.

60. Question: We respectfully ask that the IDIQ specific reporting requirements either be deleted or that efforts, primarily labor, to comply with the requirements be subsumed within any active TOs, as some effort would be necessary to comply as a result of having active TOs (noting that the reporting requirement, “No Current Activity”, during periods where no TOs are active would be immaterial). As you know, any effort/expenses incurred to comply with a single cost outcome could not be supported by indirect accounts and therefore the only way to support such activity would be to fund it out of an organizations unrestricted account which would impose an improper burden on organizations that would likely also create inequitable and therefore unfair impacts on organizations, especially small businesses desiring to submit as a prime or be engaged as resource organizations with a proportion burden passed down to them.

Answer: The requirements under Section F.5.1 “Work Plans, Periodic and Other Reports” are minimal and remain unchanged.

61. Question: We would like USAID confirmation that TCNs engaged as consultants will not be limited by the limitations for TCN personnel hired abroad, as application of 722.170 and 752.7007 apply to employees not consultants.

Answer: This is a matter left to Task Order Contracting Officers.

62. Question: We would like USAID confirmation that Mission hiring information will be made available, beyond published FSN scales and LCPs, including Mission deviations from the limitations of 722.170 and 752.7007, as part of the RFTOP process so that an informed decision regarding price realism can be made by the contractor when responding to RFTOPs and absent such information the restrictions contained in those provisions shall be rendered void.

Answer: This is a matter left to Task Order Contracting Officers.

63. Question: With regards to the period of performance as described in section F.2., we respectfully seek clarification if: Task orders may be issued during the ordering period specified in paragraph b. with a maximum period or performance of no more than 5 years and not to exceed the contract end date set forth in paragraph a. above.

Answer: Task orders may be issued during the ordering period specified in paragraph b. with a maximum period of performance of no more than 5 years and not to exceed the contract end date set forth in paragraph a. above.

64. Question: We respectfully ask USAID to consider expanding and defining the types of contracts USAID intends to issue via task orders under this IDIQ. Section 7.6.2 (a)(1) “Fixed-price or Fixed-price with Cost Reimbursement Combination Type” reflects a description of a unique contract type and suggests that other fixed price and cost reimbursement hybrids might be employed. Would USAID also consider time and materials contract types?

Answer: Time and materials task orders will not be authorized under this IDIQ.

65. Question: We respectfully request that USAID replace geographic code 937 with geographic code

935. The geographic scope of this award includes China, Kazakhstan, Malaysia and Maldives, which are all listed as advanced developing countries and therefore would not qualify as sources of potentially required services though resources from those countries could prove to be the most regionally relevant resources needed.

Answer: USAID will retain geographic code 937 for this contract. As indicated in ADS 310.3.1.3, advance developing countries qualify under geographic code 937 when the country is the recipient country. Goods and services from an advanced developing country may be purchased for a program in another recipient country if a waiver is approved under under Subpart D of 22 CFR Section 228. USAID will consider such waivers on a case-by-case basis for specific task orders in accordance with the criteria set forth in 22

CFR 228.30.

66. Question: We seek clarification of the language found in page 25 within the section that describes contents of Task Order Awards. In letter (f), it is mentioned that the budget would include identification of the Expanded Object Class Code (EOCC), however, this is information Offerors would not know as it is likely associated with USAID’s internal system.

Answer: Section F.6.1(a) paragraph A. describes the content of Task Order Awards which may include certain funding information, such as EOCC codes required by USAID’s internal procedures. These will be inserted in the TO by USAID.

67. Question: We respectfully request that USAID amend section B.5 Fee Ceiling so it conforms to language found in section L.7 Fee to clarify that fixed fee ceilings will be applicable to any individual task order issued as CPFF and not to all task orders. Offerors implementing fixed-priced task orders take on added risks which are priced differently than efforts under CPFF.

Answer: The fixed fee ceiling applies to all order types authorized.

68. Question: Can USAID please clarify or elaborate on the types of contracts that will be awarded as Task Orders under the IDIQ? This is in reference to the variety of references that are mentioned below:

- Section B.2 states that: “The Government will issue TOs that are either Cost-Plus-Fixed-Fee (CPFF) (term or completion), or Fixed-Priced type.”

- Section F.6.2 states that TOs will be issued as CPFF (term or completion) or any Fixed Price type.

- F.6.(a)(1) then brings in cost reimbursement or fixed price at the line item level.

- Earlier(F.6.1.A) performance-based contracting language is used –“ (e) Statement of Work (SOW)/Performance Work Statement (PWS)/SOO and contractor’s response to PWS or SOO if applicable that is based upon performance standards, deliverables and results to which the contractor will be held and includes a Quality Control Plan.”

Answer: Both cost reimbursement and fixed price task orders are contemplated.

69. Question: Since this will be a single IDIQ contract, what avenues of arbitration will be available if a TO is issued that cannot be done to quality standards based on the budgeted amount of the TO?

Specifically, will all TOs require that objectives 1, 2, and 3 outlined in Section C be met?

Answer: Future Task Orders will fall under one or more of the listed objectives of the IDIQ and each task order solicitation will have a statement of work included therein.

70. Question: Since this will be a single IDIQ contract, what avenues of arbitration will be available if a TO is issued that is outside the expected scope of work outlined in Section C?

Answer: Each Task Order should fall within the scope of the IDIQ.

71. Question: (a) Are rates missing from the rate tables on pages 8, 11 and 80? Or is that intentional and are the rates to be completed after contractual negotiations?

Answer: The rates will be proposed by Offerors as part of their cost/price evaluation matrix incorporated into their Cost/Business Proposals.

(b) Question: Also, how do the following passages (red text) relate to each other and to the question above?

The CDRs set forth below are fixed for the contract period and is for an eight (8) hour day.

The ceiling rates presented below do not constitute approval of final salary rates above the Contractor Salary Threshold (CST) (see ADS 302).

(2) The maximum unburdened ceiling daily rate for each labor category is reflected below All personnel required under TOs must be proposed at rates below the unburdened ceiling daily rate shown in the table, must be in accordance with the Contractor’s personnel policies and is subject to final negotiation and approval under individual TOs.

and

Fee

Offerors must propose a fixed fee percentage ceiling (See Section B.5). The proposed fixed fee percentage ceiling will be used in the cost/price evaluation matrix and will be incorporated into the contract as the maximum fixed fee percentage allowed for all CPFF type TOs. Offerors may not propose a fixed fee percentage above 10%.

The first quote notes limitations on and requirements for the unburdened ceiling daily rates (CDRs).

These must be taken into consideration when Offerors propose their CDRs.

Regarding the remaining questions, it is not clear what is being asked.

72. Question: Is this tender calling for full time consultants?

Answer: Only the IDIQ Manager needs to be proposed in response to the IDIQ RFP. See also answer to question No. 50.

73. Question: Is it the intention that we select one of the Asian countries where we would like to offer our services or is this proposal for all countries? Would we then be informed where our services best meet the needs?

Answer: The geographic scope of this IDIQ is noted in Section F.3 of the RFP. This means that services under future requests for task order proposals may be required in any of these countries.

74. Question: On page 74 of the RFP, under Ceiling Rates, the RFP mentions “Offerors must submit a proposed ceiling rate for each indirect cost (IDC) other than fringe benefits.” Could USAID please confirm if offerors can propose a ceiling rate for Fringe Benefits or are offerors limited to using the current fringe benefit defined by the organizations NICRA?

Answer: No ceiling rates are required for fringe benefits.

C. ATTACHMENT 2: REVISED SOLICITATION

[The revised Solicitation is attached as a separate document. Highlights indicate revised language.]

[END OF AMENDMENT NO. 01]