SOL-497-15-000010_Amendment__2.pdf

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Previous edition unusable

497 1 17

02 Apr 9, 2015

USAID/Indonesia Office of Acquisition and Assistance US Embassy Annex, Gedung Sarana Jaya 15th Fl Jl. Budi Kemuliaan I/1, Jakarta 10110 - Indonesia

SOL-497-15-000010

Feb 25, 2015

N/A

FAA 1961, as amended

The purpose of this amendment is to (1) revise the following sections of the solicitation; and

(2) provide responses to questions submitted under RFP No.SOL-497-15-000010 Monitoring and Evaluation Support Program. No further questions will be entertained under this solicitation.

Except as so stated, all other terms and conditions in the RFP remain the same.

Accordingly, the RFP is amended as follows:

[SEE CONTINUATION PAGE]

Sandra Savage

Contracting Officer

/s/

Amendment No. : 02 Solicitation Number : SOL-497-15-000010 Issuance Date : April 9, 2015 RFP Closing Date: May 4, 2015 RFP Closing Time: 2:00PM, Jakarta Time

SUBJECT: Request for Proposal (RFP) No. SOL-497-15-000010 Monitoring and Evaluation Support (M&E Support) – Amendment 02

This amendment is issued to (1) revise the following sections of the solicitation; and (2) respond to questions and requests for clarification which were received prior to the closing date for acceptance of questions on March 17, 2015.

The closing date of this solicitation remains unchanged. Proposals are to be submitted in accordance with the specifications of the solicitation. No further questions will be entertained under this solicitation.

Accordingly, the following information is provided and the solicitation is amended as specified herein:

PART 1 – SPECIFIC CHANGES in RFP No. SOL-497-15-000010

1. Reference: SF 33, Block 9, delete the requirement for “five(5) copies” and substitute in lieu thereof the following:

“Sealed offers in one original and four (4) copies of Technical Proposal and one original and two (2) copies of Cost Proposal for furnishing the supplies or services in the Schedule will be received at the place specified in item 8, or if hand carried, in the depository located in Office of Acquisition and Assistance, USAID/Indonesia, until 02:00 PM Jakarta Time, May 4, 2015.”

2. Reference: Section C III, Component 1 (a), on page 14, sub paragraph number three, at last paragraph, delete “Objective One Component (b)” and substitute in lieu thereof “Component 1 (b) – Primary Data Collection”.

3. Reference: Section C IV (1) (a) – Chief of Party (COP), on pages 19, add to number 1 the following requirement:

“1. Master’s degree in international development, strategic planning, project design and implementation, monitoring and evaluation methodologies, or a related field. In lieu of Master degree, an additional three (3) years of experience in managing and/or evaluating international development projects is required”.

U.S. Agency for International Development American Embassy, Jl. Budi Kemuliaan I/1 Jakarta 10110 – Indonesia Tel: (62 21) 3435-9000 Fax: (62 21) 380-6694

Amendment No.02 RFP No.SOL-497-15-000010

M&E Support

4. Reference: Section C IV (1) (b) – M&E Expert, on pages 20, add to number 1 the following requirement:

“1. Master’s degree in international development, statistics, monitoring and evaluation methodologies, or a related field. In lieu of Master degree, an additional three (3) years of experience in monitoring and evaluating international development, social welfare, health, and/or education projects is required”.

5. Reference: Section C IV (1) (c) – CLA Advisor, on pages 20, add to number 1 the following requirement:

“1. Master’s degree in international development, statistics, adult education, organizational learning, or a related field. In lieu of Master degree, an additional three (3) years of experience in adult education, organizational learning, knowledge management, and/or monitoring and evaluating international development, social welfare, health, and/or education projects is required”.

6. Reference: Section H – Special Contract Requirements, on page 48, add the following special provision for acquisition:

“H.26 ADS 302.3.5.20 CONFERENCE PLANNING AND REQUIRED APPROVALS

(August 2013)

The contractor must obtain USAID approval prior to committing costs related to conferences funded in whole or in part with USAID funds where:

1. Twenty (20) or more USAID employees are expected to attend.

2. The net conference expense funded by USAID will exceed $100,000 (excluding salary of employees), regardless of the number of USAID participants.

A conference is defined as a seminar, meeting, retreat, symposium, workshop, training activity or other such event that requires temporary duty travel of USAID employees. For the purpose of this policy, an employee is defined as a U.S. direct hire; personal services contractor, including U.S. PSCs, Foreign Service National (FSN)/Cooperating Country National (CCN) and Third Country National (TCN); or a Federal employee detailed to USAID from another government agency.

Conferences approved at the time of award will be incorporated into the award. Any subsequent requests for approval of conferences must be submitted by the contractor to the USAID COR. The COR will obtain the required agency approvals and communicate such approvals to the contractor in writing. The request for conference approval must include:

• A brief summary of the proposed event;

• A justification for the conference and alternatives considered, e.g., teleconferencing and videoconferencing;

M&E Support

• The estimated budget by line item (e.g., travel and per diem, venue, facilitators, meals, equipment, printing, access fees, ground transportation);

• A list of USAID employees attending and a justification for each; and the number of other USAID-funded participants (e.g., institutional contractors);

• The venues considered (including government-owned facility), cost comparison, and justification for venue selected if it is not the lowest cost option;

• If meals will be provided to local employees (a local employee would not be in travel status), a determination that the meals are a necessary expense for achieving Agency objectives; and

• A certification that strict fiscal responsibility has been exercised in making decisions regarding conference expenditures, the proposed costs are comprehensive and represent the greatest cost advantage to the U.S.

Government, and that the proposed conference representation has been limited to the minimum number of attendees necessary to support the Agency’s mission.”

7. Reference: Section L.8.2 - DELIVERY INSTRUCTION, sub paragraph (b), on page 80, delete the requirement for total hard copies to be submitted and substitute in lieu thereof the following:

“(b). Hard Copies – submit one original and four (4) copies of the Technical Proposal and one original and two (2) copies of the Cost Proposal.”

8. Reference: Section L.11 (g) – Small Business Participation, on page 86, delete this paragraph (g) in its entirety. There is duplication with Section L.11 (f) at sub paragraph (d).

9. Reference: Section L.12.2 Part 2 – Proposed Costs/Prices:

a. on page 87, sub paragraph “Salaries and Wages”, delete the “AIDAR 732.205-46” and substitute in lieu thereof “AIDAR 731.205-6”,

b. on page 89, sub paragraph (d) – AID Form 1420-17, delete “…The Contractor must certify in Block 11 of AID Form 1420-17…” and substitute in lieu thereof “…The Contractor must certify in Block 17 of AID Form 1420-17…”,

10. Reference: Section L.12.5 Part 5 – Subcontractor Information, sub number (4), on page 90, delete sub number (4) and substitute in lieu thereof the following:

“(4) The information requested in Parts (2), (3), (4), (6) and (7) for each subcontractor.”

11. Reference: Section M.1 – Overview, sub paragraph (d), on page 94, delete the “task ordering officer” and substitute in lieu thereof “Contracting Officer”.

M&E Support

12. Reference: Section M.2 – Best Value/Trade Off Decision, sub paragraph (b), on page 94, at second sentence, delete “FAR 16” and substitute in lieu thereof “FAR 52.215-1”. The paragraph (b) would be read as below:

“b) Proposals received in response to this solicitation will be evaluated by USAID pursuant to the Federal Acquisition Regulations (FAR) and the Agency for Development Acquisition Regulation (AIDAR). In accordance with FAR 52.215-1 (Instruction to Offerors – Competitive Acquisition), and as set forth in Section L of this solicitation, one award will be made by the Contracting Officer to the responsible Offeror whose proposal, conforming to the solicitation, is determined most advantageous to the Government, all technical and cost factors considered. The formula set forth herein will be used by the Contracting Officer as a guide in determining which proposals will be most advantageous to the Government.”

13. Reference: Section M.4 – Evaluation Methodology, on page 97, at the following opening paragraph:

“The technical evaluation committee will use an adjectival approach when evaluating the proposals. The below chart details the rating scheme and the definitions that apply to technical factors, as well as past performance evaluation factors.”

PART 2 – ANSWERS TO QUESTIONS AND REQUEST FOR CLARIFICATION

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

1. Will USAID please provide additional information regarding its process for reviewing and updating the current DQAs (finalized in December 2014) and other related information that one or more potential Offerors may have been involved in so that no one Offeror has access to information not available to other bidders, which could impede fair competition?

USAID Response: Data Quality standards and procedures are outlined in USAID ADS 203 and in the USAID Performance Management Plan, which can be found on the Development Experience Clearinghouse (DEC).

2. Section C, page 11, does USAID anticipate any significant changes to existing programs to better align with the GOI’s own development goals?

USAID Response: No. Ongoing activities are either aligned with the GOI’s own development goals, or have already been modified.

3. Section C III, Component 1 (a), page 14, at third bullet point (“Indicator…”), would USAID kindly clarify in which structures of these indicators should come from: the CDCS, PMP, Washington-reported (i.e., PPR), or down to the activity level (i.e., also covering all indicators from all activities’ M&E Plans)?

USAID Response: CDCS PMP, PPR, and other initiative/earmark-based reporting. Not all indicators from all activities’ M&E Plans.

M&E Support

4. Section C III, Component 1 (a) – Performance Management System, on page 14-15, USAID mentions an established GIS database. (i) What GIS database is USAID/Indonesia currently using? (ii) USAID mentions a dedicated GIS Specialist. Is this a long-term position, or is this staffed by a PSC or FSO position that may have a limited time with the Mission?

USAID Response: (i) The database is from ESRI’s ArcGIS software suite. (ii) USAID/Indonesia’s GIS Specialist is a long-term Foreign Service National.

5. Section C.III, Component 1 (b) – Primary Data Collection, on page 15 - 16 of the RFP, could USAID provide budget plug figure or an estimated number of assignments for the surveys/primary data collection?

USAID Response: There is no plug figure available for this component. However, for budgeting purposes, assume six surveys collected twice during the base period, and once during first and second Option Years.

6. Section C.III, Component 2 (a) – Facilitating Collaboration and Learning Events, on page 17 from the RFP, (i) indicates targeted outcomes at least 12 workshops over the period of performance. Please clarify whether the 12 workshops would all take place during the three-year base period and how many may take place in Option Year 1 and Option Year 2?

(ii) Could USAID provide a plug figure for the costs of non USAID participants that are to be covered by the Contractor?

USAID Response: (i) For budgeting purposes, assume 8 workshops over the base period, 2 workshops in Option Year 1 and 2 workshops in Option Year 2. (ii) There is no plug figure for the costs of non-USAID participants that are to be covered by the Contractor. Under this component, the Contractor would calculate the logistics for the events, and the non-USAID participants are part of the total participants for the events. The Offeror is expected to create a scenario and explain all assumptions in the budget narrative.

7. Section C.III, Component 2 (c) – (i) Performance Management Trainings, on page 17 from the RFP, indicates targeted outcomes at least 20 one-day training sessions for USAID/Indonesia staff, USAID’s implementing partners, and/or GOI on USAID-specific monitoring and evaluation topics over the life of project. Please clarify is the Government’s intention to conduct these training events over the base period, and an additional sessions will be conducted during each Option Years? (ii) Please provide plug figure for cost of non- USAID participants for this component.

USAID Response: (i) For budgeting purposes, assume 12 training events over the base period, and 4 events for each of the Option Years. (ii) There is no plug figure for the costs of non-USAID participants that are to be covered by the Contractor. Under this component, the Contractor would calculate the logistics for the events, including non-USAID participants, some of whom may require regional travel. The Offeror is expected to create a scenario and explain all assumptions in the budget narrative.

8. Section C.III, Component 3 (a) – Evaluations, on page 18 from the RFP, it does not provide any guidance on the number of performance evaluations the Offeror may be required to perform. Would USAID provide estimated number of performance evaluations so that

M&E Support

Offeror can provide realistic cost estimate that meet the requirements anticipated by

USAID?

USAID Response: For budgeting purposes, assume 21 performance evaluations over the base period, and 7 performance evaluations for each of the Option Years.

9. Section C.III, Component 3 (a) – Evaluations, on page 18 from the RFP, please elaborate on the sentence “Some evaluations may be contracted through different mechanisms.”

Does this mean some evaluations would be outside the scope of this Solicitation? Or will individual evaluations be added to the contract through separately funded “Technical (Letter) Instructions?” Or does it mean the evaluation mechanisms themselves will differ among themselves?

USAID Response: This means that some evaluations will not be executed through this Monitoring and Evaluation Support contract, but rather may be contracted through other mechanisms, such as a Washington-based IDIQ, RDMA-based IDIQ, purchase order, etc.

10. Section C.III, Component 3 (b) – Technical Assistance, on page 18 from the RFP, it does not provide any guidance on the number of analyses, assessments, and other studies the Offeror may be required to perform. Same as above please clarify and provide estimated number.

USAID Response: For budgeting purposes, assume 12 analyses over the base period and 4 analyses for each of the Option Years.

11. Could USAID provide a list of its university partners (mentioned in the first paragraph on page 18 of the RFP)?

USAID Response: Current/former Indonesian university partners include: Indonesian Institute of Sciences Bogor (Bogor), Institut Pertanian Bogor (Bogor), Institut Teknologi Bandung (Bandung), SEAMEO Regional Center (Jakarta), Universitas Andalas (Padang), Universitas Diponegoro (Semarang), Universitas Gadjah Mada (Yogyakarta), Universitas Hasanuddin (Makassar), Universitas Indonesia (Jakarta), Universitas Mataram (Mataram), Universitas Mulawarman (Samarinda), Universitas Nasional (Jakarta), Universitas Negeri Papua (West Papua), Universitas Padjadjaran (Bandung), Universitas Sam Ratulangi (Manado), Universitas Syiah Kuala (Banda Aceh), Universitas Tanjungpura (Pontianak), Universitas Udayana (Denpasar), University of Mulawarman.

12. Section IV (1) (a), (b) and (c) – Requirements for Key Personnel, page 19 – 20 from the RFP. The COP requires a Master degree with minimum of 7 years of experience, the M&E Expert requires a Master degree with minimum of 7 years of experience, and CLA Advisor required a Master degree with minimum of 5 years of experience. We respectfully request that USAID allow additional years of work experience to count in lieu of an advanced degree.

USAID Response: Yes, we will allow 3 years of relevant work experience in lieu of Master degree. See above the changes indicated for Section C. IV (1) (a), (b) and (c).

M&E Support

13. Given that specific requirements are not determined in the RFP and in order to give the Mission flexibility in utilizing the M&E Support contract more effectively, could USAID waive the requirement for CLIN budgets?

USAID Response: The Contract Line Items (CLIN) are divided into three categories: (a) CLIN 001 for Component 1, (b) CLIN 002 for Component 2 and (c) CLIN 003 for Component

3. This will provide sufficient flexibility for the Mission.

14. Could USAID provide more information about the parameters of the IndoME system? Will the contractor be expected to utilize it and upgrade it as part of the requirement to provide and maintain a performance management system under Component 1 a?

USAID Response: IndoME system was mentioned in an earlier Request for Information (RFI). The RFP # SOL-497-15-000010 does not refer to this system. The contractor will not utilize or upgrade IndoME, it is not requirement. Offeror must propose a method to provide and maintain a system to manage all indicator information and track performance over the CDCS period.

15. Please clarify whether the e-newsletter under Component 2 (b) should be in English or in Indonesian?

USAID Response: The e-newsletter must be in both English and Indonesian.

16. So that we may budget appropriately, how many performance evaluations is USAID expecting to be carried out under this contract? How many of these are expected to be small, mid or large size?

USAID Response: See answer to question 8. The size of each evaluation is unknown at this time.

17. Please tell us the approximate sample sizes you will require for the nationwide opinion surveys.

USAID Response: USAID is not able to provide an appropriate sample size. Please use $100,000 as a plug figure for this portion of the budget.

18. Related to the question above, can we assume that one nationwide survey is sufficient to answer the majority of questions, specifically, those questions related to governance, satisfaction with GOI delivery of basic services, and agreement with the concept that males and females should have equal access to social, economic and political opportunities?

USAID Response: Offerors should not assume that one nationwide survey will be sufficient to answer the majority of questions. The specific survey parameters and questions are not yet fixed.

19. What will be the sectorial focus of the impact evaluation planned?

USAID Response: At the moment, the plan is for an impact evaluation in the environment sector.

M&E Support

20. Can the Mission advise on the approximate number of International and Indonesian entities receiving support from USAID and therefore in need of at least refresher training in M&E?

Approximately how many are located outside of Java?

USAID Response: No, we cannot advise how many training sessions in M&E would be held outside Java. See the response to question 7 above with regards to the number of training events and their distribution over the base and option years.

21. Page 14 of the RFP states that “over 40 of [the FY2013 PPR indicators] were required as applicable.” Please provide a list of which of the 83 PPR indicators the Mission is required to report.

USAID Response: Indicators may change as specific activities come on and off line.

Sources of funding and their respective requirements will give an idea of the kinds of indicators that are required. USAID/Indonesia is currently implementing activities with funds under the following initiatives and program area/elements: Feed the Future, PEPFAR, Global Climate Change Initiative, Global Health Initiative (Maternal and Child Health, Tuberculosis), Water and Sanitation, Basic Education.

22. Page 14 of the RFP states that there is substantial overlap between the PMP and PPR, suggesting that the total number of indicators tracked is less than the 133+ one would have if the PMP and PPR were combined. Please provide the total number of harmonized indicators the Mission is required to track.

USAID Response: The number of indicators in the PPR and PMP will change over the years.

23. Are the DQAs published? Can we have a copy?

USAID Response: DQAs are not published, but there is a DQA worksheet in the USAID/Indonesia Performance Management Plan on the DEC.

24. Section C III, Component 1 (a) - Performance Management System, paragraph 3. In FY14 how many partners’ annual reports were submitted? Also, this paragraph instructs the reader to see “Objective One Component b,” however there is no Objective 1 or Component B in the RFP. What is this referring to?

USAID Response: Should be read as Component 1 (b). .

25. Can USAID please describe the current performance management system USAID/Indonesia uses to obtain, aggregate and manage indicator information and track performance?

USAID Response: It is up to the Offeror to propose a performance management system that fulfills the requirements outlined in the RFP, and the USAID ADS.

26. What is the Mission currently using to track its data? Is the proposed standard Data Information System AIDTracker? How far along is the Mission in adopting this system?

M&E Support

USAID Response: It is up to the Offeror to propose a performance management system that fulfills the requirements outlined in the RFP, and the USAID ADS. The proposed standard Data Information System is outside the control of USAID/Indonesia. The system may or may not be compatible with AIDTracker. The system is not yet in place.

27. Can we assume that the job of providing and maintaining a performance management system will be to augment and upgrade the current system and its functionality, or does a totally new system that meets your requirements have to be developed?

USAID Response: Assume a new system must be deployed.

28. Please provide the format and desired content of a typical Portfolio Review report.

USAID Response: See ADS 203 and the USAID/Indonesia Performance Management Plan on the DEC.

29. How many ad hoc performance reports did the mission request in FY14 and what information was requested? How many does the Mission anticipate requesting in FY15?

USAID Response: Ad hoc performance reports are responses to data calls; they are not equivalent to evaluation or analytical work (refer to targeted outcomes of Component 1 (a)).

We are not able to predict how many ad hoc performance reports will be required in each year.

30. The Statement of Work outlined in the RFP requires an implementing partner that is able to conduct a series of Mid-Term and Final Performance Evaluations. Will USAID please clarify whether an implementing partner would be able to perform the requirements of the Statement of Work if it is implementing other USAID programs in Indonesia and would thus be conflicted more broadly? In such cases would the implementer be unable to perform the Statement of Work required under the RFP?

USAID Response: Please refer to the Solicitation Amendment No. 1.

31. Page 2, Amendment 01 of M&E Support RFP, (1) VI. Eligibility and Organizational Conflict of Interest: Thank you for issuing the March 6, 2015, clarification of organizational conflict of interest. CIB 99-17, set within FAR 9.5 and ADS 302.3.5.10, specifically addresses design, evaluation, and audit activities, but interpretation of the bulletin differs from USAID Mission to USAID Mission. Question: In light of the prominence of corruption as a development variable in Indonesia, is the Mission planning to model best procurement practices by adopting a stricter interpretation of “substantial” roles in design of USAID activities or potential evaluation OCI for bidders implementing projects funded by other bilateral and multilateral donors?

USAID Response: USAID makes all determinations regarding bidder eligibility, including determinations of Organizational Conflict of Interest, on a case-by-case basis.

USAID/Indonesia will continue to follow all relevant guidance from federal regulations and Agency policy in making any such determinations.

M&E Support

SECTION L – INSTRUCTIONS, CONDITIONS, AND NOTICES TO BIDDERS

32. RFP Section L.8.3 Proposal (Technical and Cost) Format and Presentation, pages 80-81, states "All pages of the technical and cost proposal should be sequentially numbered, and each section must be separated by a tab." Can USAID clarify whether the term “all pages” includes cover pages, dividers, and annexes in the page numbering?

USAID Response: Yes, please provide page numbering on all pages for tracking purposes.

Only the Technical Proposal is limited to a total of 20 pages.

33. RFP Section L.8.3 Proposal (Technical and Cost) Format and Presentation, page 81, states “All copies of the technical and cost proposal, respectively must be separately placed in sealed envelopes.” 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?

USAID Response: Please combine the entire volumes of Cost Proposal in a single wrapped, separate sealed envelope, marked to distinguish it from the Technical Proposal.

34. For the electronic submission, would USAID specify if there is any maximum amount of MB on the file size of individual attachments, or on the total size of emails?

USAID Response: proposals-indo@usaid.gov can receive email with a size up to 6MB. For multiple attachments in excess of 6MB, it is recommended to send those by separate emails.

35. On page 80, 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, we respectfully request that USAID allow the email submission to count for on-time receipt with hard-copy proposals to follow.

USAID Response: Both hardcopy and electronic submission must be received by the due date as indicated at Section L.8.2.

36. Will the Government consider eliminating the hardcopy element of the proposal submission requirement? The hardcopy requirement seems to favor companies with a current presence in Indonesia due to shipping and delivery constraints.

USAID Response: Hardcopy submission is required as indicated at Section L.8.2.

37. RFP Section L.10 Instructions for the Preparation of the Technical Proposal, page 82, states that the proposal must use 12-pt font. Would USAID allow offerors to use a smaller font, such as 9-pt, for tables, charts, and other graphics?

USAID Response: Offerors may use 9-pt only for tables, charts, and other graphics

38. RFP Section L.10 Instructions for the Preparation of the Technical Proposal, page 82, contains a list of items excluded from the 20-page limit for the technical proposal, including mailto:proposals-indo@usaid.gov

M&E Support

“Charts, such as Management Structure Organizational Chart(s), etc.” (Emphasis added).

The inclusion of “etc.” makes it unclear which specific charts are excluded from the 20-page limit. Can USAID please confirm that each of the following tables, charts, and graphs would be excluded from the page limit: Staffing Matrix, STTA Experts Matrix, Partners Table, Graphics, Diagrams, and tables that display technical approaches?

USAID Response: Tables, charts, graphs, matrices, etc. are expected to be supplementary to the narrative of the Technical Proposal, which is why they may be excluded from the 20-page limit. The narrative of the Technical Proposal must clearly describe the technical approach in accordance with Sections L and M. Tables, etc. must not be used in lieu of substantial portions of the narrative or to circumvent the 20-page limitation.

39. Please confirm that a list of acronyms will not count against the page limit of the Technical Proposal.

USAID Response: A separate list of acronyms will not be counted against the page limit of the Technical Proposal.

40. As the Executive Summary is a high-level recap of important points included in an Offeror’s Technical Proposal, in order to ensure Offerors have a sufficient number of pages in which to convey their proposal in detail, would USAID exclude the Executive Summary from the 20-page limit for the Technical Proposal? Would USAID consider increasing the technical proposal page limit to 25 pages?

USAID Response: The Executive Summary is included as part of the Technical Proposal, which is limited to 20 pages. USAID will not increase the Technical Proposal page limit more than 20 pages. Offerors may limit the Executive Summary to the minimum number of pages that they feel is necessary to accurately summarize the Technical Proposal.

41. RFP Section L.11 Technical Proposal Format, page 83, states that the Key Personnel and Staffing Section will include “a narrative description and a staffing matrix that explains the Offeror’s proposed combination of Key Personnel, core staff, and short-term technical advisors.” RFP Section M.3 Technical Evaluation Criteria, page 96, requires that “The Offeror outlines an initial matrix of experts” for STTA. Can USAID please confirm that Offerors should present a staffing matrix including key personnel and core staff, and a separate matrix of STTA experts, thus allowing Offerors to present the appropriate level of information for these two groups? Can this matrix be presented in an Annex?

USAID Response: Yes, Offerors should provide separate matrices for core staff (including key personnel) and for STTA Experts. Core staff and STTA Experts have very different roles in the program and Offerors are expected to demonstrate a plan for each of these categories. The matrices may be presented in an Annex.

42. RFP Section L.11, page 85, states that Offerors should "Describe any quality awards or certifications that indicate exceptional capacity to provide the service or product described in the statement of work. This information is not included in the page limitation." Can USAID confirm if this should be included as an annex to the technical proposal?

M&E Support

USAID Response: Any information that is not included as part of the main Technical Proposal must be included as an annex.

43. In RFP Section L.11 pages 85-86, two different sections on the use of small business in past contracts are included. The first section is titled "Performance in Using Small Business (SB) Concerns," and the second is titled "Small Business Participation." These sections appear to be very similar, but have somewhat different instructions for what Offerors are to provide in the technical proposal. Can USAID please clarify what information it would like to receive from Offerors regarding past performance using small businesses, and where in the proposal this information should be provided (for example, a new annex)? In addition, many solicitations that require small business information request that they be included with cost proposals. Can USAID confirm that it wants this information included with the technical proposal, rather than the cost?

USAID Response: Thank you for catching these two paragraphs on the use of small business. Paragraph (g) is deleted accordingly. The supplemental narrative of your organization’s use of small business concerns over the past three years should be included as an Annex. As indicated at paragraph (f), Contractor Performance Information should be included as part of the Technical Proposal rather than the Cost Proposal.

44. The Contractor's Past Performance Report (Short Form) provided in RFP Attachment 4 does not cover all of the information requested in RFP Section L.11(f) Contractor Performance Information, pages 84-85, including Scope of work or complexity/diversity of tasks; Primary location(s) of work; Term of performance; and Skills/expertise required.

Should offerors use another form that covers all of the requested information? If so, would USAID provide that form or another template that it would like Offerors to use?

USAID Response: Offeror is requested to fill in the standard form available at Attachment 4

– Contractor’s Past Performance Report (Short-form), and as mentioned at paragraph (f).

Detailed information on contractor performance must be provided in annex.

45. RFP Section B.7 - Advance Understanding on Ceiling Indirect Cost Rates, page 9, indicates that Offerors will propose ceiling indirect rates. However, RFP Section L.12 Instructions for the Preparation of the Cost Proposal does not mention ceiling indirect cost rates as part of the cost proposal. (a) Can USAID please confirm that it would like Offerors to propose ceiling indirect cost rates, or will this be done during final negotiations with the Offeror? (b) If ceiling indirect rates are requested for the initial proposal submission, would USAID provide guidance if there is a specific section within the Cost Proposal they wish to have this information presented?

USAID Response: All information required for Section B – Supplies or Services/Prices would be inserted upon the award. (a) Ceiling Indirect Cost Rates are to be provided within the cost proposal; (b) Information on Indirect cost must be explained in the budget narrative.

46. Section L.12.2 Part 2 (U.S. Embassy Local Compensation Plan, page 87). For currency exchange rate purposes, what was the effective date of this Plan?

USAID Response: The rates given in Section L.12.2 Part 2 are current. For budgeting purposes, Offerors may use a currency exchange rate of Rp.12,000 / US$ 1.

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47. We note that “For CCNs, the salary in Blocks 6, 14 and 15 MUST be stated in Indonesian Rupiah.” If Indonesian personnel have worked outside of Indonesia, can their compensation be included in dollars?

USAID Response: Yes, compensation for previous employment may be stated in U.S.

dollars if that compensation was not paid in Indonesian rupiah.

48. On page 84, top paragraph, related to Letters of Commitment from Key Personnel, please clarify what USAID would like to see in the LOC for "prior work experience"?

USAID Response: Please list prior work experience that is relevant to the proposed position as Key Personnel under this project.

49. On page 88, Fringe Benefits, please clarify what “service pay” includes under the authorized benefits and allowances.

USAID Response: According to Indonesian Labor Law, Service Pay is a sum of money paid as a reward for service rendered during his/her term of employment. Local staff who have completed more than 3 years but less than 6 years of service may receive 2 months’ wages as Service Pay.

50. Can the postmarked date be the date of submission for the hard copies of the proposals?

USAID Response: As indicated in section L.8.2 – Delivery Instruction, the stamp provided by the Annex Post Guard upon receipt will determine the timeliness for both delivery methods : Post service (if sent by mail) and delivery by hand or courier service.

51. Section L.8.2 Delivery Instructions indicates that the proposals must be received in hard copy by the Annex Post Guard by the due date. Would USAID consider accepting the postmarked date as the date of submission for hard copies, given that the digital copies will be submitted by the due date?

USAID Response: Proposals sent via courier service must be received by the due date specified in the Cover Letter. Lost or misdirected courier packages received after the due date will be considered as having been submitted late and will not be considered in the review process.

52. Is the list of appendix attachments outlined on page 82 an exhaustive list of the allowed attachments or may we include additional attachments to present information?

USAID Response: Offerors are allowed to submit annexes which are in accordance with Section L and other required Representation, Certifications, and Other Statements described in Section K as well as Section J.

53. Solicitation Page 80, L.8.2 Delivery Instructions. Would USAID kindly confirm that proposals submitted in Adobe Acrobat rather than Word are acceptable?

USAID Response: Yes, electronic proposals in Adobe Acrobat format would be acceptable.

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54. Solicitation Page 87, L.12.2 Part 2 Proposed Costs/Prices. Would USAID kindly clarify how project management costs (i.e. Allowances for Expatriate or Third-Country National Staff, Office equipment, General Local Operating Costs) be accounted for amongst the three (3) outlined CLINS?

USAID Response: All project management costs must be allocated/distributed amongst the three (3) outlined CLINs.

55. Solicitation Page 87, L.12.2 Part 2 Proposed Costs/Prices: Budget Line Item Definitions and Illustrations: Salaries and Wages: From market research, there appears to be salary information missing from the provided Local Compensation Plan. Question: Would USAID kindly provide the entire Local Compensation Plan with all steps and grades?

USAID Response: The U.S. Embassy does not release its Local Compensation Plan in its entirety. The salary rates provided in section L.12.2 Part 2 are for general guidance as a part of the labor market in Indonesia, but are not solely determinative of contractor salaries.

Salary and wage rates must be proposed in accordance with the Contractor’s personnel policies, USG regulations, and the market value of labor in Indonesia, and must be allowable, allocable and reasonable.

56. Solicitation Page 89, L.12.2 Part 2 (d) Proposed Costs/Prices: USAID mentions that “Contractors must certify in Block 11 of the AID Form 1420-17 that it has taken reasonable steps to verify…” Would USAID kindly confirm that Contractors shall verify the AID Form 1420-17 in Block 17 Contractor’s Certification?

USAID Response: Sorry for the typo. Contractor’s Certification is available at Block 17.

57. Solicitation Page 89, Section L.12.2 Part 2 – Proposed Costs/Prices. Would USAID kindly outline how Contractors should present local salaries on the AID Form 1420-17?

a). inclusive of social costs and/or tax contributions required by local labor laws?

b). in daily rate or annual salary amounts?

USAID Response: (a). The AID Form 1420-17 must present base salary, exclusive of bonuses, profit-sharing arrangements, commissions, consultant fees, extra or overtime work payments, overseas differential or quarters, cost of living or dependent education allowances. (b). Daily rates or annual salary amounts are sufficient; please indicate clearly which are being used.

58. Solicitation Page 90, L.12.5 Part 5 – Subcontractor Information: (4) states “The information requested above in Parts (2), (3), (4) and (7) for each subcontractor.” Would USAID kindly confirm which elements are required for subcontractors, as there is no (7) above? Does this refer to Part 2 (Proposed Costs/Prices), Part 3 (Representations and Certifications), Part 4 (Policies and Procedures) and Part 7 (Information Concerning Work-day, Work-Week, and Paid Absences)?

USAID Response: The solicitation has been amended to revise the information on this section. It refers to Part 2 (Proposed Costs/Prices), Part 3 (Representations and

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Certifications), Part 4 (Policies and Procedures), Part 6 – Evidence of Responsibility and Part 7 (Information Concerning Work-day, Work-Week, and Paid Absences).

59. Solicitation Page 105, Attachment 2; P109, Attachment 3; and P111, Attachment 5: SF LLL, the Certificate of Current Cost and Pricing Data, and a sample Small Business Subcontracting Plan are included as attachments to the solicitation, but there are no instructions as to where in the proposal they should be submitted. Would USAID kindly clarify that these should be included in the Business Proposal after the Workday/Work-Week section?

USAID Response: These attachments should be submitted as part of the Cost Proposal.

60. Solicitation Page 105, Attachment 2: The SF 33 indicates 1 original and 5 copies are required, while Solicitation Page 80 states that Offerors should submit 5 copies of the Technical Proposal and 3 copies of the Cost Proposal. Would USAID kindly confirm the correct number of copies for each volume?

USAID Response: Sorry for the typos, we will amend the information. Accordingly, Section L.8.2 – Delivery Instruction would be read as the Offeror must submit one original plus four

(4) copies of the Technical Proposal and one original plus two (2) copies of the Cost Proposal.

61. Would USAID kindly confirm the following as the required annexes in proposals for the subject solicitation: Key Personnel and Non-Key Personnel CVs, Key Personnel LOCs, Organizational Chart and Staffing Plan, Past Performance References, Branding and Marking Plan.

USAID Response: Yes, these documents should be put under annexes.

62. On page 84 of the RFP, section L.11 (e) describes Management and Monitoring Plan, but there is no discussion of monitoring requirements. Will the Mission kindly provide instructions for the monitoring plan?

USAID Response: The Offeror must submit a Management and Monitoring Plan in accordance with the description in Section C.

63. Solicitation Page 17, Section C III, Project Components, Component 2 (a) and (c): Would USAID kindly provide more detailed information regarding the number of participants and locations for the mentioned workshops? This is important to be able to generate reasonable estimates given that workshops with a large number of participants or located outside Jakarta would produce significantly different costs.

USAID Response: Locations and numbers of participants will be determined as USAID and the Contractor develop the annual workplans.

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SECTION H – SPECIAL CONTRACT REQUIREMENTS

64. Section H.22 on page 45 references the incorporation of the Offeror’s Small Business Subcontracting Plan. FAR 19.702(b)(3) provides an exception to the requirement of a Small Business Subcontracting plan “For contracts or contract modifications that will be performed entirely outside of the United States and its outlying areas…” Given that this contract will be implemented in Indonesia, and the emphasis on local implementation, as indicated throughout the RFP requiring that the contractor build local organizational capacity, and specifically on page 15 in Section C “The Contractor may subcontract much of this work to local Indonesian survey firms and/or academic institutions,” and given that local organizations cannot qualify as US Small businesses, effective opportunities for subcontracting with US businesses do not exist. Would USAID therefore consider deleting the requirement for submission of a US Small Business Subcontracting plan for this contract?

USAID Response: USAID encourages the participation to the maximum extent possible of small business concerns, small disadvantaged business concerns and women-owned small business concerns in this activity as the prime Contractor or as Sub-contractors, in accordance with Part 19 of the FAR. The requirement for submission of a U.S. Small Business Subcontracting plan will not be deleted from this solicitation.

SECTION M – EVALUATION FACTORS FOR AWARD

65. Could USAID elaborate how each section of the proposal will be score numerically?

USAID Response: USAID will not use numeric scoring. USAID will use the adjectival evaluation methodology as described under Section M.4.

66. On page 94, Section M.2 Best Value/Trade Off Decision, paragraph b references: “…one award will be made by the Contracting Officer to the responsible Offeror whose proposal conforming to the solicitation, is determined most advantageous to the government, all technical and cost factors considered. The formula set forth herein will be used by the contracting officer as a guide in determining which proposals will be most advantageous to the Government.” Can you please elaborate on the “formula” that will be used?

USAID Response: The formula would be used to evaluate the submitted proposals is described at Section M.4 – Evaluation Methodology.

[END OF RFP AMENDMENT No.02]