Attachment_1_-_Question_and_Answers.pdf

SOL‐492‐14‐000004 E‐PESO

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Attachment 1

QUESTIONS AND ANSWERS

SOL‐492‐14‐000004 (E‐PESO)

The purpose of this amendment is to provide responses to all inquiries and are hereby incorporated into the RFP as Amendment No. 1.

Question 1: Page 115 of the solicitation reflects five items of organization:

1. Executive Summary

2. Key Personnel and Other Technical Personnel

3. Technical Approach

4. Management Plan and Draft M&E Plan

5. Annexes

However, page 119 of the solicitation includes:

5. Past Performance

6. Annexes to Volume I

Can you please clarify which is correct?

Response 1: Change has been incorporated in Amendment No. 1 to address the differences as follows: in page 115:

1. Executive Summary

2. Key Personnel and Other Technical Personnel

3. Technical Approach

4. Management Plan and Draft M&E Plan

5. Past Performance

6. Annexes

Question 2: Pages 116 – 117 describe Key Personnel & Other Technical Personnel qualifications. The descriptions contain three different degree requirements:

Post‐graduate degree

Graduate degree

Undergraduate degree

Undergraduate and graduate are pretty straightforward. The term post‐graduate degree definitely refers to a person with a Doctorate level degree. However, people sometimes have more than one Masters Degree. Does a personal with multiple Masters Degrees qualify as a Post‐Graduate degree?

Response 2: Post Graduate is defined as any advanced degree after earning a bachelor’s

(undergraduate) degree. This in turn is duplicative with the Graduate degree definition.

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As such, Post Graduate degree has been removed in its totality and the following has been incorporated into Amendment No. 1 of the RFP:

Graduate degree

Undergraduate degree

Question 3: Page 125, includes, “Indirect cost ceiling rates must be included in cost proposal. If the

Offeror does not have a cognizant Government Audit Agency, the proposal shall include.”

There is no mention of subcontractors. Is the Prime the only party that needs to submit indirect cost ceiling rates?

Response 3: The Amendment No. 1 removes the requirement for Indirect Cost Ceilings

Question 4: “If a Subcontractor must include sensitive financial information, may the subcontractor submit a separate electronic copy containing their financials? If a Subcontractor must include sensitive financial information, may the subcontractor submit sealed envelopes containing their financials for the hard copies?”

Response 4: Yes to both questions. Offerors with subcontractors having sensitive financial information may opt to direct its subcontractors to submit financial information through separate electronic submission and separate sealed hard copies, provided information appropriately references the solicitation number/title of activity, Prime Contractor’s Name, and any other pertinent information that would allow the Contracting Officer to fully understand the association of Prime with Subcontractor proposal(s) and compliance with Section L and M of the RFP.

Question 5: Pages 116 and 117 include verbiage that describes education and experience for Key

Personnel and Other Technical Personnel.

Chief of Party; Deputy Chief of Party; Monitoring and Evaluation Specialist; and Relationship Manager all include the phrase: “should have.” On the other hand, Component Team Leader includes the phrase: “must have.”

Is there a reason for this verbiage? Can USAID please clarify, or be more consistent?

Response 5: Amendment No. 1 replaces references on “should” and “must” with “shall” in pages 116 and 117.

Question 6: Page 117 of the solicitation includes: "The Component Team Leaders must have at least

7 years of relevant; progressively responsible experience; at minimum an undergraduate degree in a relevant field;..."

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Will USAID accept a candidate without the degree, who offers truly significant relevant, and progressively responsible experience ‐ coupled with multiple certifications?

Response 6: No. The minimum degree requirement stands.

Question 7: Page 120 of the RFP indicates Offerors must submit “three (3) most recent and relevant contracts for efforts similar to the work in the subject proposal.” Can USAID kindly confirm that applicants may include relevant cooperative agreements/grants in addition to contracts as past performance references?

Response 7: Yes.

Question 8: Page 125 of the RFP states “Indirect cost ceiling rates must be included in cost proposal.” Would you please clarify whether this means (i) the indirect cost ceiling rates proposed need to be applied to calculate the indirect costs of the proposal or (ii) an indirect cost ceiling rate document needs to be included in the cost proposal?

Response 8: The Amendment No. 1 removes the requirement for Indirect Cost Ceilings

Question 9: Would you please clarify what documents need to be submitted for subcontractors at the time of proposal submission?

Response 9: See Section L of the RFP for instructions and documentation requirements for subcontractors.

Question 10: Please confirm that the performance monitoring plan indicator table be included as an annex?

Response 10: Yes. The former draft PMP, now the draft M&E Plan will be included as an annex.

Question 11: Can USAID kindly confirm that “retail payments” as defined for the purposes of this RFP includes all of the types listed in page 14 in footnote seven?

Response 11: Yes.

Question 12: Can USAID kindly provide scoring values for the technical evaluation criteria.

Response 12: See Section M.1 (d) of the RFP which mentions the adjectival value ratings and their relative importance.

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Question 13: Can USAID please clarify if graphics are counted within the provided page limit?

Response 13: Graphics embedded into the main text of the technical proposal will add to the page limit, while graphics provided as an annex are not.

Question 14: The local compensation salary schedule listed on pages 143‐150 of the solicitation are for Papua New Guinea, the Marshall Islands, and Fiji. Attachment J.1.1 includes a local compensation plan based on the FSN scale. Can USAID please provide additional information regarding the scale for local salaries in the Philippines?

Response 14: Section J.1 and J.1.1 are replaced in its entirety under RFP Amendment No. 1 to reflect the applicable FSN scale/rates.

Question 15: In the interest of ensuring that offerors are able to propose the most qualified candidates to meet the technical criteria required, would USAID consider years of experience in lieu of an advanced degree for the Deputy Chief of Party position?

Response 15: The advanced academic degree (Graduate) is the minimum requirement for the DCOP position (see Response 2).

Question 16: Page 117 of the RFP indicates that offerors must include a relationship manager for each of the 3 MMPs. Would USAID consider alternate relationship manager configurations?

Response 16: Yes, alternate configuration may be proposed provided the objective of establishing a close, cooperative working relationship with each of the MMPs can be supported by the alternate configuration. Relationship Managers may be assigned additional tasks but the responsibility for maintaining partnerships with each of the MMPs should be clear.

Each MMP should have its own Relationship Manager.

Question 17: Section B.3 states that “The Contractor’s fixed fee is tied to the accomplishment of the deliverables required in Sections C, D and F.” Must we create our own list of deliverables, or should we follow the deliverables listed in table in F.6 (page 37‐38)?

Response 17: The table in Section F.6 are the minimum deliverable report requirements. The fixed fee is tied to the costs associated to the performance of tasks pertaining to the requirements of Sections C, D and F. See changes in Section B.3. of the RFP Amendment No. 1.

Question 18: Offerors’ Management Plans and M&E Plans are to include a number or required components and additional detail that they determine will better inform USAID and project leadership during implementation. Given the extent of information that is

Page | 5 required, we request that the M&E Plan be made an annex, perhaps with page limitation (e.g., 15 pages). Similarly, we request that the Management Plan be made an annex.

Response 18: The draft M&E Plan is included in the annex, while Management Plan shall not be included in the annex.

Question 19: Regarding Annex (h) Draft 5‐year Implementation Plan for the E‐PESO activity and a detailed draft first year implementation plan:

Could USAID clarify the distinction between the 5‐year plan and the first year plan in terms of expected detail?

Would it be correct to interpret the first year plan as calling for a detailed start‐ up plan?

Response 19: The extent of details for the 5 year and first year plan is a matter of the Offeror’s prerogative to include the necessary detail to support the Offeror’s proposal.

Question 20: On page 115, Annexes (item 5) are listed separately from the Technical Approach (item

3) and Management Plan and Draft M&E Plan (item 4). Section M Evaluation Factors lists the Technical Approach (Factor 2) and the Management and M&E Plan (Factor 3) but makes no reference to the implementation plans be evaluated or are these information items?

Response 20: See Section M.2, Factor 2 (Technical Approach) Sub‐factor 1 (Activity Implementation).

Question 21: Page 121 of the RFP asks for “(b) Resumes of technical personnel including two‐three (2‐

3) references …”

Must references be provided for all resumes, or only for key personnel resumes?

Response 21: Yes. See Section L.7, 6(b) of the RFP Amendment No. 1.

Question 22: Section L.8(c)(8) on page 125 states that “It is not expected that fee will be applied to other than direct costs for sub‐awards (i.e., not profit or indirect costs)”. On the other hand, FAR 52.215‐23 “Limitation on Pass‐Through charges” defines that if the Prime Contractor performs subcontract management functions which benefits the Government by managing multiple sources of contract requirements, coordinating deliverables and performing quality assurance functions, the contractor should be allowed to propose fee on subcontractors’ indirect costs and fee. Please clarify.

Response 22: Amendment No. 1 changed Section L.8(c)(8) in the RFP.

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Question 23: If we have prior federal contracting experience, do we still need to submit a “copy of human resource/personnel, procurement and travel policies and procedures” as required by L.8.e(7) on page 127?

Response 23: Yes. See Section L.8(d)(5) of the RFP.

Question 24: Could USAID please clarify if a matrix, located in the annex or elsewhere in the proposal, may be used to highlight key qualifications/achievements of short‐term consultants?

Response 24: Yes.

Question 25: RFP Section C.5(b), p.28, requires preparation of a gender action plan as part of the performance monitoring plan (PMP). Is the gender action plan required at the proposal stage?

If so, may we annex the gender action plan?

Response 25: Yes. Per Section L.7 6(j), draft M&E Plan is submitted as an annex.

No, since the gender action plan is an integral part of the M&E Plan.

Question 26: Can the pricing include a fee per transaction or is it only a fixed fee to be pre‐ determined per contract price?

Response 26: The fixed fee is determined on contract cost. See Section L.8(c) budget matrix.

Question 27: During the 5 years tenure, should the service expand to all cities in the Philippines, say in CDI cities only, or expand to selected cities by the contractor (which one)?

Response 27: E‐PESO will initially target working with all CDI Cities plus the SIMM cities (Quezon City, Valenzuela City, Batangas City, and Municipality of Pulilan, where USAID has initiated work under SIMM project.) Beginning year 3, after an assessment of activity progress and subject to USAID approval, work may be expanded to areas surrounding the CDI Cities/nearby localities.

Question 28: There is a mention of “Indirect Costs” in the RFP. Can you please elaborate more on those indirect costs?

Response 28: See Section L.8(c)(7).

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Question 29: The RFP identifies “Indicator 1: e‐Payments accounting for at least 20% of all retail payment transactions”. Would USAID please clarify if this means 20% of all retail payment transactions nationally, or only 20% of retail payments in target cities?

Response 29: This is a national level indicator, meaning 20% of all retail payment transactions nationally

Question 30: Page 39 of the solicitation includes the following guidance: “The contractor will develop a draft M&E Plan to be submitted to the COR within twenty (20) days of contract effective date.” Page 118 of the solicitation includes the following guidance: “As part of its technical proposal, the Offeror must submit a detailed draft M&E Plan for USAID’s review.”

Please clarify when the draft M&E Plan is due, within twenty (20) days of contract effective date (as mentioned in page 39 of the solicitation) or with the technical proposal?

Response 30: The draft M&E Plan is due with the proposal. See Section F.6 of Amendment No. 1 of the subject RFP.

Question 31: The phrases “limited commodity support” or “limited commodity assistance” are used multiple times in the specific tasks.

Can you please elaborate on this requirement? What type of commodities does the USAID envision would be required? Also, what does USAID mean by “limited”?

Response 31: E‐PESO counterparts are expected to be able to cover their cost participation in the

Program, which may include the cost of commodities such as computer hardware or software, and other equipment needed to support the development of electronic payment systems. However, not all potential partners may have the capacity to fund such commodity investments. In this case, the E‐PESO contractor may, subject to USAID approval, consider the option of providing some incentive to encourage participation by agreeing to cost‐share a portion of the cost of such commodities.

Limited means it is an option, where counterparts cannot immediately provide, as an incentive to encourage participation in the program or trial of particular electronic payments system, the contractor may be required to offer cost‐share support in a limited capacity.

Question 32: Page 123 of the solicitation states, “Offerors are suggested to use a standard exchange rate of PHP41 per US Dollar.”

If rates are constantly chaning, may we use the official exchange rate at time of proposal submission?

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Response 32: For purposes of uniformity among offers, the suggested standard exchange rate of

PhP41/US$1 is retained.

Question 33: With regards to the Special Activities Fund, page 125 includes, “This amount is a plug‐ figure of $100,000/year for a total of $500,000 for 5 years.”

Are vendors authorized to apply G&A, Handling Charge, and/or Fee on the Special Activities Fund?

Response 33: The Special Activities Fund (SAF) is a plug in figure and each SAF action will be part of the total estimated cost as proposed. The applicable indirect and fees on the Special Activities Fund (SAF) are warranted where special activities occur. These indirect costs however are considered to be embedded within the SAF total and these should be segregated from the direct contract costs for activities outside of Special Activities.

Question 34: Page 113 requires the proposal to be in, “Calibri font, point 11 size …”

May a smaller point size be used in graphics, tables and charts provided it is still legible?

Response 34: Yes.

Question 35: Page 113 requires the proposal be on “… standard 8‐1/2” x 11” paper …”

May foldouts be used in Annex (h) to present the Implementation Plan?

Response 35: Implementation Plan is part of Technical Approach (Volume I) and not in the Annex.

Foldouts may still be used but page limitations apply to account for the number of 8‐ 1/2”x11” paper corresponding to the foldouts.

Question 36: The solicitation request that resumes for Key personnel and other technical personnel be provided in Annex (b).

If our Implementation Plan specified adding support/administrative personnel for non‐ key, non‐technical roles after the project is underway, may we provide resumes at the time these personnel are identified and scheduled to be added to the project?

Response 36: This is the Offeror’s prerogative.

Question 37: Section D.2 indicates that the objective of the branding strategy is to provide prospective Offerors with areas to be addressed in the development of the USAID

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Strengthening Urban Resiliency for Growth and Equity Branding Implementation and Marking Plans. Would USAID please clarify whether the objective should instead be to provide prospective Offerors with areas to be addressed in the development of the USAID E‐PESO Branding Implementation and Marking Plans?

Response 37: See Amendment 1 of RFP in Section D.2, Branding Policy and Strategy under Objective.

Question 38: Section H.10 indicates that any six‐day workweek proposed for short term technical assistance requires Contracting Officer approval. We respectfully request that USAID delegate approval authority for six‐day workweeks to the Contracting Officer's Representative.

Response 38: Yes. See Amendment No. 1 for change in Section H.10.

Question 39: We have noted the attachment of Standard Forms 294 and 295, as well as the indication on page 122 that these forms are not required for proposal submission. Would USAID please clarify the purpose of the forms and confirm whether a small business subcontracting plan will be required under this RFP?

Response 39: The small business subcontract plan is not required. These forms are removed from the solicitation. See Amendment No. 1.

Question 40: Section L.8(d)(6)(iii) requires contractors to include as part of the cost proposal a discussion and arrangement on type(s) of subcontract(s) to be used, and approximate percentage of each type of work to be subcontracted. Please provide more information on the type of discussion USAID would like to see and what base should be used in the discussion of percentages.

Response 40: Offeror is to provide written support of the partnering with Subcontractor(s), arrangement(s) of agreement(s) (e.g., type of contract) and the amount of related costs for each Subcontractor to include overall the percentage of work to be done by each Subcontractor. See Section L.8(d)(6)(iii) for detail.

Question 41: Sections 4.1 and 4.2 of attachment J.2 indicate that the primary audience for all materials and documents produced under this task order is USAID staff in Washington and in the field, and that the secondary audience for materials and documents produced by the project includes USAID stakeholders and non‐governmental organizations, Contractors, and researchers working on issues of gender equality in education. Would USAID please clarify whether this language is intended for this solicitation?

Response 41: Attachment J.2 is provided as a “sample” only.

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Question 42: The requirement of an advanced degree can render ineligible highly qualified candidates who lack an advanced degree but bring many years of relevant practical experience and technical knowledge, and, except for the degree, are fully qualified for the position.

Flexibility in the degree requirement will provide USAID with a wider range of candidates for consideration. The Offeror respectfully requests that USAID allow additional years of experience in lieu of an advanced degree for non‐ key personnel positions.

Response 42: All non‐key personnel positions only require an undergraduate degree.

Question 43: Page 120 of the RFP provides a form for past performance information. On the same page, the RFP also provides bullet points of information to include as part of the past performance. It appears that some of the information required in the bullet points doesn’t match the form. Please clarify what information should be included in the past performance information form.

Response 43: The bullet items are the minimum information requirements while the form is a

“suggested” summary for the bullet items as offeror have the option to use this format to summarize “above information may be summarized in the following form”. Offeror can adjust the form to fit all pertinent information bulleted that are not directly covered from the suggested form. See Section L.7, 6(a) of the RFP.

Question 44: In the past performance information form, number 8 asks for “type and extent of subcontracting”. Please clarify what specific information the Offeror should include in this section.

Response 44: Any relevant past performance information of prime and/or subcontractor(s) that will inform the evaluation of proposals. See Section L.8(d)(6)(iii) and number 41 above.