Presolicitation Memorandum to Potential Offerors.pdf

Regional Contracting Office Leopoldo Navarro #12, Gazcue

Santo Domingo, Dominican Republic

Serving Dominican Republic, Barbados, Guyana, Jamaica

PRESOLICITATION NOTICE

Date Issued: October 29, 2010 Issued by: USAID/Jamaica Issued through: Regional Contracting Officer, USAID/Santo Domingo Issuing Contracting Officer: Susan Scott-Vargas JMRCO@usaid.gov Anticipated Solicitation SOL-532-11-000001

Closing Date of Presolicitation Notice: 60 days or upon issuance of Solicitation #SOL-532-11-000001 Closing Time: 8:00 A.M.

Kingston, Jamaica Local Time

USAID/Jamaica expects to issue Solicitation #SOL-532-11-000001, which is a request for proposals (RFP) in support of the new USAID/Jamaica Democracy/Governance strategy, within the next 60 days. The Democracy/Governance program for this RFP is entitled, “More Peaceful and Transparent Democracy”.

BACKGROUND

On May 5, 2009, USAID/Jamaica posted a Special Notice on FEDBIZOPPS under the solicitation Number REQ-532-USAID-JAMAICA-DG_Program_Comments setting discussion sessions for input from interested parties into a draft scope of work for a new USAID/Jamaica program entitled, “More Peaceful and Transparent Democracy”.

Two meetings were subsequently held with parties interested in providing comments to the proposed scope of work for a new award. Minutes of those meetings were posted in the original Special Notice and are re-published in their entirety with this Presolicitation Notice. These minutes are for informational purposes only and may or may not affect the final draft scope of work presented with this Presolicitation Notice.

Since that time, USAID/Jamaica and the Government of Jamaica have worked through an Assistance Agreement that defines the Assistance Objective and results for the new strategy; contributions expected of both parties; and, other administrative and special covenants in implementing this program in Jamaica. That Assistance Agreement is attached so that potential Offerors have insight into expectations of all parties involved with the strategy implementation.

mailto:JMRCO@usaid.gov

Presolicitation Notice Solicitation # SOL-532-11-000001 Issued: October 29, 2010 For USAID/Jamaica

Based on the discussion with these interested parties and the Government of Jamaica, a final draft of the revised scope of work was completed and is now available as a downloadable document from this Presolicitation Notice.

EXCHANGES OF INFORMATION

All exchanges of information relating to this Presolicitation Notice must be submitted to Susan Scott-Vargas at JMRCO@usaid.gov via email, no later than November 10, 2010 at 8:00 a.m. (Kingston Local Time). In the interest of fairness to all potential Offerors, USAID/Jamaica requests that all questions on the Presolicitation Notice be submitted via email to the above email address and that potential Offerors do not contact the RCO or Mission to discuss this Presolicitation Notice. Questions and answers will be posted by November 29, 2010.

A Presolicitation conference is not planned as two open meetings were completed in the summer of 2010. However, the Mission has agreed that should more than five requests from Offerors be received, they will consider a public session. If such a session is to be held, USAID/Jamaica will post the invitation on FEDBIZOPPS as part of the Solicitation.

Via email, USAID/Jamaica expects to hear concerns from Offeror’s that will enable us to identify and resolve concerns regarding the acquisition strategy, the feasibility of the requirement, the suitability of the evaluation criteria, the availability of other reference documents, and any other concerns. Reference material will continue to be posted to this pre-solicitation as it becomes available.

Any organization interested in subawards that may be issued should send an expression of that interest to JMRCO@usaid.gov with information on organization, point-of-contact and email address, along with a brief one paragraph on the area of interest and services/products that can be provided to a prime. All requests should be sent by November 15, 2010. Any request will be listed in a separate document and attached to the Pre-Solicitation Notice so Offeror’s can see what organizations are interested.

USAID will not vet the list or recommend any particular organization, but will facilitate the gathering and sharing of information submitted by others.

All information in this Presolicitation Notice will also be included in the final Solicitation.

This draft information can be viewed and downloaded from the Internet at www.fedbizopps.gov.

USAID bears no responsibility for data errors resulting from transmission or conversion processes. Further, be aware that the final RFP will be posted on the same Internet site from which you downloaded this draft RFP. You are therefore advised to regularly check the above Internet site for future information. USAID/Jamaica expects to have the solicitation released prior to the end of December.

CONTRACT TYPE

The U.S. Government anticipates awarding one CPFF term contract with an estimated period of performance of five years and which includes a small grants component. The mailto:JMRCO@usaid.gov http://www.fedbizopps.gov/ purpose of this Presolicitation is to allow potential Offerors to begin the process of reviewing the needs of USAID/Jamaica prior to the RFP’s release.

SCOPE OF WORK

The draft scope of work that will be used in the solicitation is available as a download with this notice. USAID/Jamaica will be requesting some flexibility in the proposals to deal with an expanding and shrinking budget base.

FUNDING AND BUDGET

USAID currently believes between $13,000,000 and $25,000,000 may be available to support this program over the life of the award. Therefore USAID/Jamaica is requesting some flexibility be included in the proposals to meet this need.

The base proposal is expected to awarded with a budget ranging from $11.5 to $13.5 million based on funding requests to Congress for the life of the award. USAID/Jamaica also anticipates additional funding may become available through the Caribbean Basin Security Initiative (CBSI) after award is made. It is the intent of USAID to use part of the CBSI funding to increase programming in this award above the levels stated for the base award. We will do this by activating a funding/ programming option after award. The approximate total five-year budget, including CBSI funding is estimated from $21 to $25 million.

This draft Presolicitation Notice does not obligate USAID to finalize the solicitation, nor does it commit USAID to pay any costs incurred in the review and information exchange process of potential Offerors.

EXPECTED PERIOD OF PERFORMANCE

The activity is designed as a five-year (60 months) effort, estimated to begin in May- September 2011.

TIMELINE FOR AWARD ISSUANCE

USAID/Jamaica expects to issue the solicitation by the end of December as it is in the final review processes. It is projected at this time that proposals will be due in early February. Depending on the length of proposal reviews and negotiations, USAID/Jamaica hopes to award the proposal any time between May and September, 2011.

PLACE OF PERFORMANCE

Pincipal base in Kingston, Jamaica with work throughout Jamaica.

PROPOSAL

Base Proposal:

The base proposal should be written with programming and budgets in the $11.5 to $13.5 million dollar range for the five year life of the award. In the proposal Offerors should structure the base with all programming activities within this range. The base will cover the full five year period of the award. A plug figure of up to $4 million should be included in the budget for the use of the following:

Seminars, Conferences, Workshops Travel, incl. per diem; Consultants;

Material

Outreach, Sponsorships, Public Service Announcements

Documentation & other material;

Sponsorships; Mass media Campaigns (includes culture of lawfulness campaign

Grants Small to medium size grants to communities and organizations

Regulatory and Legislative Support Consultants (6 to 60 days each);

international and in-country travels and per diems

Institutional and Technical Support Consultants; research material; travel

Program Implementation Support Consultants; travel

Establish local chapters of international organizations working in transparency programming

Yearly fees, International Chapter visits, etc.

Option 1

USAID/Jamaica also expects to request that Offerors prepare an Option 1 package that broadens programming and budgets if the funding becomes available during year two of the award. The option would reflect additional programing and budget needed for the remaining 36-42 month period. Option 1 will be rooted in the base proposal and will demonstrate value programming and revised budget to the base up to the $24.5 million.

Up to $12.7 million additional dollars will be used most of which will be increased in the following areas:

Seminars, Conferences, Workshops Travel, incl. per diem; Consultants;

Material

Outreach, Sponsorships, Public Service Announcements

Documentation & other material;

Sponsorships; Mass media Campaigns (includes culture of lawfulness campaign

Grants Small to medium size grants to communities and organizations

Regulatory and Legislative Support Consultants (6 to 60 days each);

international and in-country travels and per diems

Institutional and Technical Support Consultants; research material; travel

Program Implementation Support Consultants; travel

Establish local chapters of international organizations working in transparency programming

Yearly fees, International Chapter visits, etc.

USAID/Jamaica understands that adding the additional work will change both the activities and budget. In the final Option 1 presentation by an Offeror:

Using the base presentation, show whether the base activities are completed.

Show new added value programing and increased work in on-going activities.

Show the base budget totals in one column, the increase/decrease on each line item of the budget in another column and the new total budget in the third column for the final budget. The information that constitutes the changes should be reflected in the budget notes and budget tables.

DRAFT EVALUATION CRITERIA

The technical evaluation criteria have been tailored to the requirements of this Request for Proposals (RFP) to allow USAID/Jamaica to choose the proposal that provides the best value to the United States Government.

The criteria listed below serves as the standard against which the Technical Evaluation Committee (TEC) shall evaluate each competitive technical proposal. A technical proposal is considered competitive if it meets the conditions for submission of this RFP as outlined in the final solicitation.

For all Offerors, the evaluation criteria below are presented in descending order of importance and reflect the requirements of this particular solicitation. Any sub-factors listed under a criterion are in descending order of importance. The technical proposals are considered significantly more important than the cost proposals.

In order to recommend the best value proposal, the TEC will score each proposal separately as individuals and then meet for consensus as a group. The CO may request clarifications from Offerors at any time during the process. The Contracting Officer will conduct the initial cost realism on each competitive proposal. It will be up to the Contracting Officer if and when the cost realism is shared with the TEC. Cost proposals will be reviewed against the accompanying technical proposal for cost realism and not against other proposals.

If the TEC finds a single superior proposal, USAID reserves the right to accept this recommendation and proceed to award.

However, USAID also reserves the right to set a competitive range after the first TEC evaluation is completed and enter into exchanges with one or more of the Offerors based on the TEC’s first round evaluation comments. It may be necessary for the RCO to request that Offeror’s in the competitive range review the TEC comments and resubmit updated proposals for a second evaluation. After the evaluations are completed, RCO will move toward award either with or without negotiations.

The selection authority will decide whether any marginal differences in capability are worth differences in the cost. While technical consideration is more important than cost consideration, the final selection of a contractor will depend on the technical proposal, the cost proposal, and the overall best value for the U.S. government.

1a. Technical Approach to Achieve the Expected Results 25 points

Technical understanding of the problem, as demonstrated through the technical proposal and work plan, and the feasibility of the proposed technical interventions. In this regard, the following specific factors will be considered:

Innovativeness, pragmatism and creativity in the overall approach to attain the planned results in the appropriate timeframe;

Appropriateness of activities to the expected results;

Attention to cost-effectiveness and attention to synergies among activities and local and regional partners and with other elements of USAID program;

Innovative use of public-private alliances or partnerships to leverage resources;

Use of existing national and regional partners, organizations, and agencies in project implementation and strategic planning.

Ability to respond quickly and efficiently in situations of unanticipated crises and/or respond to changing dynamics or un-anticipated needs at the community or program level.

1b. Rapid Mobilization and Implementation Capability 5 points The Offeror’s capability to rapidly mobilize and initiate the implementation of assistance activities in order to avoid the loss of momentum at the outset of the contract and demonstration of priority to the rapid scale-up of activities in Grants Pen in order to minimize the loss of momentum from the transition between programs.

2. Quality and Experience of Key Personnel and Consultants 20 points Proposed Key Personnel and consultants have demonstrated technical and personal qualifications, professional competence and demonstrated experience, including experience in successful implementation of similar programs in Jamaica and the Caribbean and/or other developing countries. The designation of key personnel – Chief of Party and technical specialists with skill-sets and experience levels that will help them achieve the results described under the two intermediate results. The proposed use of qualified technical personnel/partners from Jamaica and/or the Caribbean possessing demonstrated knowledge of Jamaica in the Democracy and Governance sector. Use of Cooperating Country Nationals, where appropriate, in positions that will support the achievement of results described under the two intermediate results.

3. Monitoring and Evaluation 10 points Two specific factors will be considered:

General approach to monitoring and evaluation of results.

Proposed reporting formats, information collection and data management systems outlined meet the stringent requirements and strict schedule demanded of the Offeror in order to meet overall USAID results reporting.

4. Consideration of At-Risk Youth, and Youth partnerships 10 points Proposed approach for at risk youth and youth.

Proposed approach for focus on youth partnerships.

Proposed use of public-private alliances or partnerships and partnerships with the Diaspora

Proposed use of Small and Disadvantaged Business Utilization (SDBU), minority owned businesses and HBCUs under this contract.

5. Past Performance in Similar Programs 30 points The Offeror has a demonstrated record of completing tasks and objectives in a timely manner, and whose past performance indicates prompt and continual fulfillment of work plan goals and activities. The Offeror has a demonstrated record of complying with contract requirements and to standards of good workmanship, forecasting and controlling costs, adherence to contract schedules, including administrative aspects of performance, prior use of small businesses, management of sub-contracts and grants under contracts, a history of reasonable and cooperative behavior and commitment to customer satisfaction. Capability to complete objective on time and fulfill reporting requirements

TOTAL 100 points

Price/Cost Evaluation

Proposed costs will not be scored, but will be a selection factor and considered in terms of the total proposed amount and ceiling amount. The Contracting Officer will evaluate the cost proposal for cost realism. In addition, the CO will determine if final proposed costs are fair and reasonable.

1. A cost realism analysis of the cost proposal will also be conducted to assess the accuracy with which proposed costs represent the most probable cost of performance, within the Offeror's technical and management approach. Cost realism evaluation shall be performed:

a) To verify the Offeror understands of the requirements;

b) To assess the degree to which the cost/price proposal accurately reflects the approaches and/or risk assessments made in the technical and management approach as well as the risk that the Offeror will provide the supplies or services for the offered prices/cost; and

c) To assess the degree to which the costs included in the cost/price proposal accurately represents the work effort included in the technical proposal.

2. In making final determination, the Contracting Officer will be especially interested in the following factors:

a) The appropriateness of salary rates in relation to the positions and individuals being proposed and the extent to which proposed salary levels are commensurate with the difficulty/complexity of the tasks to be completed;

b) Completeness and clarity of the cost proposal;

c) Manner and method of handling “pass through” type costs which prove greatest value and minimal administrative costs.

ATTACHMENTS TO THIS NOTICE

USAID/Jamaica has included several background documents with this Notice to inform potential Offeror’s of the USAID/Jamaica Democracy/Governance programming. Not all documents were available on the posting date and will be added as they come available.

Contracting Office Location

USAID/Jamaica receives contracting services from the USAID Regional Contracting Office located at USAID/Dominican Republic, Leopoldo Navarro #12, Gazcue, Santo Domingo, Dominican Republic.

All questions from potential Offeror’s should be addressed to Regional Contracting Officer, Susan Scott-Vargas at JMRCO@usaid.gov.