Question_and_Answers.pdf

Questions and Answers to the Request for Proposal (RFP) No. SOL‐615‐13‐000012, The USAID/Kenya Agile and Harmonized Assistance for Devolved Institutions (AHADI) Project

1. Would USAID kindly confirm that the plug for the program modifier can be broken down into smaller plugs depending on anticipated use of these funds, if invoked?

USAID Response: Please use the $5,000,000 plug-in figure.

2. Page 18 of the RFP indicates that a "minimum of 60 percent of funding is provided to local organizations [either through management subcontracts or grants under contract]. Page 1 of the RFP states" 30 percent of project funding should be used for grants, and 30 percent for subcontracts....and that the grants under contracts portion should consist of a minimum of $15 million." However both parts of this guidance work for bids totalling exactly $50 million, but not for bids totalling less than that amount. Once the dollar value for local grants is introduced for bids totally less than $50 million, the 30 percent requirement for both local subcontracts and local grants does not work. As the bid range covers $45 to $50 million, would USAID please confirm that bidders are to respect the percentage breakdowns for local subcontracts and local grants?

USAID Response: A minimum of 30% is for local subtracts and a minimum of 30% is for grants under contract. However, the bidder is encouraged to propose higher percentages. Therefore, the minimum of $15 million still stands as accurate guidance.

If the bidder proposes only $45 million for its project, then the minimum of $15 million in grants is 33% of the total project costs, which fits within the given parameters of a minimum of 30% for grants.

3. Can you tell me if there is an incumbent contractor currently performing work for this requirement? If so, could you please provide their company name and contract number?

USAID Response: Devolution is new to the country but will impact all sectors. As such, there is no incumbent contractor, but nearly all of our current implementers are dealing with devolution in some fashion.

4. Regarding Attachment J.1 of the RFP, the summary and detail tabs of the mandatory budget template include different cost elements (e.g., the summary tab has Consultants listed as a separate cost element), and the cost elements are ordered in two different ways on these tabs. Could USAID please clarify the names and ordering of the cost elements for the summary and detail tabs?

USAID Response: The details for various sub-contractors and sub-grantees will be different. The Offeror is free to adjust the line items categories in the detail tabs. For example, there may not be consultants for every sub-contractor or sub-grantee, but if there are consultants in a detail tab you may add a line item for consultants where applicable.

5. Section L.7(c)(1) of the RFP (page 120) indicates that salaries of TCN and CCN personnel must be reflected in U.S. dollars on the bio-data form. Section L.7(c)(6) of the RFP (page 121) states, “All costs for local organizations and local personnel MUST be denominated in local currency.” Could USAID please clarify in what currency CCN/local personnel salaries should be listed on bio-data forms and other cost proposal documentation?

USAID Response: Costs should be expressed in US Dollars wherever possible. If the offer needs to use another currency the estimated rate of exchange to the dollar should be indicated.

6. Can USAID please confirm that, for purposes of the AHADI proposal, the definition of a local organization is as follows (as defined in the USAID Forward Progress Report 2013):

“A local organization is a non-profit, for-profit or academic institution that is legally organized according to the country’s law; has its principal place of business in the country; and where the majority ownership interest, if a business, or a majority of the board members, if a non-profit, (51 percent or more in each case) are citizens or lawful permanent residents of the country in question. The criteria for local management control is a fundamental component of the definition as experience shows that for an entity to truly be sustainable, citizens of that country need to have a significant control in the leadership, management, programming, and financial decisions of the organization.”

USAID Response: For the purposes of this RFP please use the following definition:

In order to meet the definition of “local organization”, applicants must meet all of the following criteria:

Be organized under the laws of the recipient country;

Have its principal place of business in the recipient country;

Be majority owned by individuals who are citizens or lawful permanent residents of the recipient country or be managed by a governing body, the majority of whom are citizens or lawful permanent residents of a recipient country; and

Not be controlled by a foreign entity or by an individual or individuals who are not citizens or permanent residents of the recipient country.

The term “controlled by” means a majority ownership or beneficiary interest as defined above, or the power, either directly or indirectly, whether exercised or exercisable, to control the election, appointment, or tenure of the organization’s managers or a majority of the organization’s governing body by any means, e.g., ownership, contract, or operation of law.

“Foreign entity” means an organization that fails to meet any part of the “local organization” definition.

7. Section C.3.3 states that “the local partner(s) shall increasingly have authority over functions such as Grants under Contract management, financial management, capacity building of other recipients, project planning, donor coordination and communication, etc.” Given the transition of Grants under Contract management to the local prime(s), can USAID please clarify how, administratively, this transfer of responsibility for contractual obligations will take place. For example, does USAID intend to provide Grants under Contract authority to the selected “local prime”?

USAID Response: The prime shall retain grants under contract authority to actually issue the grants. But there is no reason the local partner cannot take on the majority of responsibilities when it comes to solicitations, review, pre-award surveys, negotiation, drafting of grants, overseeing implementation, etc. The details of what the local partner will manage shall be proposed by the offeror.

8. Would USAID accept a short-term technical assistance (STTA) matrix as an annex to the proposal?

USAID Response: Yes

9. Section L.5 (page 114) lists “Subcontractors’ Information” and “Proposed subcontractors’ signed letters of commitment” as part of the technical proposal. In Section L.7 (page 124), the RFP states that information for each subcontractor, including signed letters of commitment, should be provided as part of the cost proposal. Would USAID please confirm that this information should be included as an annex to the cost proposal, rather than the technical proposal?

USAID Response: It should be included as an annex to the cost proposal.

10. In Section L.6 (page 118), can USAID please clarify whether the offeror should include five total past performance references for the offeror and each subcontractor whose total estimated costs exceed 5 percent of the total proposed offer, or five past performance references for the offeror as well as five for each subcontractor whose total estimated costs exceed 5 percent of the total proposed offer?

USAID Response: Offerors should include a total of 5 for the prime contractor plus five for each subcontractor over the 5% threshold.

11. Section L.6 (page 118) states that “The Offerors (including all partners of a joint venture) must provide performance information for itself and each sub-Contractor whose total estimated costs exceeds 5% of the total proposed offer.” Would USAID consider raising the threshold for past performance information from 5% to 20%?

USAID Response: Please provide information for all sub-contractors over the 5% figure.

12. Section L.7 (d) notes that the cost proposal format should utilize Attachment J.1 of the RFP. Would USAID consider allowing offerors to use a breakdown in accordance with offerors’ standard cost accounting principles in lieu of the one provided, with the understanding that all costs specified under L.7 will be included in this breakdown?

USAID Response: No

13. Section B.7 of the RFP states that “Indirect costs shall not be allowed for local organizations. All costs for local organizations shall be budgeted and billed as direct costs.” We request that USAID provide offerors with the flexibility of entering into Cost-Plus-Fixed-Fee (CPFF) or Time and Materials (T&M) type subcontracts with local organizations when the following conditions are met:

� A local organization can provide evidence that it has an accounting system capable of administering a CPFF or T&M type subcontract.

� A local organization is committed to undergoing annual audits of their indirect cost rates in accordance with the cost principles of FAR Part 31.

� The prime contractor has the appropriate subcontract management systems in place to ensure a CPFF or T&M subcontract with a local organization is administered properly.

� A local organization has established indirect cost rates and the use of indirect cost rates is an integral part of their cost accounting standards.

With strong prime contractor oversight and the requirement for local organizations to undergo annual audits in accordance with the cost principles of FAR Part 31, these contracting mechanisms serve as a tool to build the capacity of local organizations, so they can eventually have the financial and administrative capacity to receive direct funding from USAID.

Furthermore, managing direct cost allocation subcontracts typically results in higher financial and administrative burden for prime contractors and reduces overall cost control due to monthly costs varying significantly depending on the services being provided by the subcontractor. Indirect cost rate ceilings (under CPFF subcontracts) and fixed multipliers (under T&M subcontracts) reduce the government’s cost risk of potential indirect cost rate increases and allow for a higher level of cost control and financial and administrative oversight by the prime contractor.

USAID Response: It has been USAID’s experience that local organizations, especially ones new to the USAID program are not well suited to receive indirect cost rate agreements. Offerors should budget on the basis direct costs only. As the awarded contract progresses, USAID may consider different cost mechanisms.

14. The cover page of the RFP states: “A minimum of 60% of project funding shall be allocated over the five-year program for local organizations (with even higher percentages encouraged). 30% of project funding shall be used for the Grants under Contracts program. 30% shall be used as subcontracts and purchase orders for management responsibilities and to implement activities as required. . . . USAID discourages the use of exclusive agreements with international or regional organizations as this limits USAID’s ability to receive the best services. Exclusivity contracts or teaming agreements with local organizations in Kenya are prohibited given the limited pool of partner organizations fitting the criteria for a locally-controlled organization.”

Could USAID clarify the meaning of this statement and in particular how it relates to the contribution of an international NGO towards a portion of the project.

USAID Response: A minimum of 60% of the total project funding (including the program modified if invoked) must go to local organizations. This minimum of 60% is made up of a minimum of 30% of total project expenditures shall be used for grants under contracts for local organizations and a minimum of 30% of the total project expenditures shall be used to support local partners involved in management and leadership of the program.

If a local organization is the prime, they may still work with international organizations. However, it remains the case that a minimum of 30% shall go to grants under contract and a minimum of 30% must go to local subcontractors and partners whose capacity the prime will build. Therefore, any funding for international organizations shall come from the maximum of 40% intended for the prime.

15. Will USAID/Kenya apply the definition of local partners contained in USAID ADS chapters 302? If not, what specific criteria will USAID/Kenya use to define 'local partners'?

USAID Response: Please see Question 6.

16. Please clarify any limitations on office infrastructure. The RFP says "up to 3 main offices (with the possibility of smaller, satellite offices ..."). Would USAID consider a head office in Nairobi and three separate regional field offices reasonable, depending upon final selection of county locations? Pg. 19

USAID Response: The 3 main offices restriction would include Nairobi.

17. Could USAID provide additional information about how "bridge activities" will be decided and structured? Specifically, should we assume the County Baseline Studies will be conducted by a third party, or that the implementer will conduct them? Pg. 23

USAID Response: Given their sensitive nature, we cannot provide more information about the bridge activities at this time. We now expect that the County Preparedness Study will be carried out by the AHADI contractor.

18. In the Statement of Work, some of the subtasks seem to suggest the implementer will be responsible for creation, yet many of the tasks will be owned or carried out by other entities such as the County governments or CSOs. For example, Task 3.2 calls for "Creation, support and capacity-building of County Government Education and Youth Alliances." Please clarify the implementer’s role in relation to local entities in the creation of specific institutions. Pg. 43

USAID Response: These are illustrative tasks that will depend on implementer preferences, USAID direction and GoK priorities. In any case in the document where this is unclear, the implementer shall encourage and assist the GOK to create such entities, should they desire to do so.

19. Please clarify if the program modifier will be included as a line item in the Contract Award as indicated in Section B.4, and should it be included as a plug figure in our cost proposal? We interpret the note in Section C.5.4 to mean the program modifier will be added to the program budget after award. If the "program modifier" is not added after award, is the plug-in considered funding to local organizations and therefore part of the 60% local funding requirement? Pg. 44

USAID Response: For the purposes of the RFP the offer should assume that at least 60% of the program modifier budget would be for local organizations. Program modifier would be included after award as plug in of $5 Million.

20. Please confirm that work permits for long-term US citizen personnel are covered by the USO/GoK Bilateral Agreement. Pg. 54

USAID Response: USAID understands that this is the case.

21. Please confirm that only the prime is required to complete the Representations, Certifications and Other Statements of Offerors. Pg. 104

USAID Response: Confirmed. The prime is responsible for reviewing the certs and reps of its subs. USAID will only review the certs and reps of the prime.

22. Please confirm that the PMP should be included in the Annex per page 114.

USAID Response: The Management Plan section of the 40 page technical application should include sufficient information to evaluate the Offeror’s plans for monitoring, evaluation, reporting learning and adapting. Additional details, relevant tables and proposed indicators can be included in the appendix.

23. Please confirm whether the prime and subcontractors (whose costs exceeds 5% of the total) are required to submit a total of five recent and relevant past performance qualifications, or whether each organization is required to submit five. Pg. 118

USAID Response: This means a total of 5 for the prime contractor and each sub-contractor exceeding 5%.

24. Please clarify what is being asked of the offeror on Page 124, section 6, article (iii) of the Cost Proposal-where offerors are required to provide the following information for each subcontractor being proposed:

(iii) A discussion and arrangement on type(s) of subcontract(s) to be used, and approximate percentage of each type of work to be subcontracted.

Are the points related to Past Performance (10 points) based solely on what will be presented through the Technical Approach in the proposal or is it inclusive of the 5 past contracts of similar size and scope to AHADI that are included as an annex? Pg. 129

USAID Response: An annex may be included and will be considered for evaluation of past performance.

25. The Program Modifier CLIN described in section C.5.4 should be budgeted using a plug-in figure of $5,000,000. Are these funds part of the 30% of subcontractors allocations or must be budgeted separately on page 122 paragraph (II)

USAID Response: For the purpose of the RFP, it should be assumed that 60% of the program modifier would go to local organizations. Subcontractors should be included in the 60% figure, which covers both subcontractors and subgrantees. Of the 60%, 30% of the $5,000,000 figure should be assumed to be for subcontractors and 30% should be assumed to be for subgrantees.

26. Page 123 (1) of the Instructions to the Cost Proposal states that a compensation plan for project staff should be included as part of the proposal. Can USAID please confirm that Offerors can include their personnel policy to fulfill this requirement?

USAID Response: No. This should be a much more focused document strictly on the salaries of the proposed staff. This may be based on the Offeror’s personnel policy.

27. On page 78 in H.18.2., the RFP indicates that a six-day work week is authorized for overseas personnel and consultants provided the Contractor documents the instances where this is necessary and the COR and CO are informed. The last paragraph in this section indicates that CO approval is required for a six-day work week for STTA.

Since this consideration may impact the cost proposal, can USAID please confirm that a six-day work week is approved for STTA consultants under the resulting Contract?

USAID Response: This can be possible but not automatic

28. Can USAID please confirm what a major subcontractor is as cited in the RFP? Section L.6(4)(a) of the RFP (pages 118-119) requires Offerors to provide past performance information for themselves and “each subcontractor whose total estimated cost exceeds 5% of the total proposed offer.” To confirm, is this the definition of “major subcontractor” for this RFP?

USAID Response: Yes. This is the definition.

29. On page 119 in 4.d., the RFP instructs Offerors to provide the recent subcontracting reports submitted via eSRS or other submission methods. Given USAID’s preference for electronic submission and the size of the subcontracting report electronic files, we respectfully request the option of selecting 10 relevant SF-294 forms for USAID’s review. On page 121, L.7.c.6, the RFP states, “Provide the subcontracting plan using the SF-294 if not registered in the eSRS.” Subcontracting plans are typically submitted as a word document with a narrative and tables detailing the proposed SB concern targets for the project. Given this, we kindly request that Contractor’s be permitted to submit a Word version of subcontracting plan. Section L.7(c)(6) of the RFP (page 121) states, “Provide the subcontracting plan using SF-294 if not registered in eSRS (please inform of such).” Could USAID please clarify this requirement?

Section L.6.4(d) of the RFP (page 119) requests a list of recent contracts for which small business utilization information was submitted to eSRS. However, the number of contracts required is blank. Could USAID please provide the correct number? Page 119 of the RFP contains information regarding past performance using small business concerns. This includes a request to provide a “list of the recent ________ Contracts for which you have submitted subcontract reports…” Could the Mission please provide the information intended for this blank space?

USAID Response: Up to 5

30. Page 54 of F5 on key personnel states that the Chief of Party is required to have 15 years’ experience in project management. Can USAID confirm that broad management experience, including managing a USAID-funded project, serving in a managerial role in a municipal government structure, or other similar positions, would be considered relevant to AHADI and would count towards meeting this requirement?

USAID Response: Yes

31. Pages 54 and 55 of F5 states that all key personnel positions must have a minimum number of years of experience “working in international development.” Can USAID confirm that experience managing, overseeing, and working on donor-funded development programs in Kenya meets this requirement for proposed Kenyan personnel?

USAID Response: Yes

32. Is there a page limit for resumes for key personnel or other proposed long-term personnel?

USAID Response: No, but please be reasonable

33. Can USAID provide further instructions regarding Attachment J.6 – Past Performance Questionnaire? More specifically: a. Should the Contractor complete the form five times, one for each of the five past performance project, and then send them to USAID by the due date of June 21st? b. OR complete the form for the five projects and then send each one directly to the named contact, asking them to send them the USAID by the due date of June 21st? c. OR do nothing with the form, since it is for illustrative purposes only? The RFP includes a Past Performance Questionnaire as Attachment J.6. However, we are unable to find any instructions related to this attachment within Section L of the RFP. Please clarify if Offerors are to utilize Attachment J.6, and, if so, please provide appropriate guidance, such as how many questionnaires USAID would like to receive?

USAID Response: The form should be filled out in its entirety by all parties and then sent to us.

34. Can USAID please update Offerors as to whether the County Preparedness Assessment detailed in Task 1.1 will be conducted prior to the award of AHADI?

C.4.3 (page 23) and C.5.1.1 (page25). County preparedness study: Has the County Preparedness study been conducted? If so, could the mission provide the study results?

If not, is it likely that this study will have taken place by the time the contract is awarded? Can USAID let us know which counties are included in the study?

USAID Response: A final decision on this has not yet been reached. As we get closer to the award date of AHADI it becomes less and less likely that it will be done separately.

35. Can USAID please provide additional guidance regarding the format and contents of the workplan requested on page 114, Section L.5.(2).(i), as an annex of the technical proposal? May this workplan be presented in a Gantt chart and be limited to the first year of the project?

USAID Response: Yes, the workplan should be limited to the first year. A Gantt chart is necessary but not sufficient. Please see further guidance on page 56.

36. Section L.7.(11). provides guidance for the development of the cost proposal and indicates that "The Program Modifier CLIN described in Section C.5.4 should be budgeted using a plug-in figure of $5,000,000." However, Section C.5.4. states, "Note: If implementation is eventually authorized, this Program Modifier would be implemented through a future contract modification providing additional funding."

Will USAID please confirm that the Program Modifier figure will not be considered within the $45 - $50 million estimated cost? Regarding Section B.4 of the RFP (pages 8-9), could USAID please clarify whether CLIN 0002 Program Modifier of $5 million is included within the Government estimate of $45-50 million for AHADI or if it is in addition to the $45-50 million set aside for this project? Regarding Section B.4 of the RFP (pages 8-9), could USAID please clarify whether an anticipated share of CLIN 0002 Program Modifier of $5 million allocated to local organizations may be considered part of the 60% of total project funding allocated to local organizations?

C.5.4. Page 44: Program modifier. USAID indicates that "If implementation is eventually authorized, this Program Modifier would be implemented through a future contract modification providing additional funding." Kindly clarify if the program modifier set-aside amount is included in the $45-50 million estimated maximum cost?

USAID Response: It will be considered part of the $50 million. Also, 60% of the overall $50 must be for local entities. That should include the potential CLIN 0002 if it is invoked. Program modifier is not part of the $45 million TEC, if invoked it would be added to raise the TEC to $50 million.

37. Can USAID confirm that Sections F.4 were L.8 in advertently omitted and sections are not missing? Can USAID confirm that Sections F.4 were L.8 in advertently omitted and sections are not missing?

USAID Response: Correct. Sections L.8 and F.4 were inadvertently omitted.

38. In order to ensure an equitable comparison of CCN staff compensation across various bids, will USAID please provide a KES to USD exchange rate?

USAID Response: You may use Kenya shillings 83 to the dollar.

39. USAID provided a Government Property Inventory as attachment J.12 to the RFP which appears to be from the current USAID/OTI program. Given that this program may not end until December 2013, can USAID please provide guidance on how to budget for equipment particularly needed at the proposed start-up in September?

USAID Response: Budget as necessary for the equipment you need. An updated inventory is included with an amendment to the RFP. The Offeror may propose equipment which may be particularly needed between the beginning of the contract and the end of the OTI program.

40. On the cover letter of the RFP, USAID states, “A minimum of 60% of project funding shall be allocated over the five-year program for local organizations (with even higher percentages encouraged). 30% of project funding shall be used for the Grants under Contracts program. 30% shall be used as subcontracts and purchase orders for management responsibilities and to implement activities as required. The Grants under Contract portion of the funding shall consist of a minimum of $15,000,000 (with greater amounts encouraged, if feasible).” Can USAID please confirm that the 60 percent threshold is composed of the 30 percent for Grants under Contract and the 30 percent for subcontracts and purchase orders?

USAID Response: Correct. Specifically subcontracts and purchase orders to local entities to carry out management and program responsibilities.

41. On page 114, for Section L.5, would USAID please confirm that a table of contents and list of acronyms are excluded from the 40-page limitation in the technical proposal? Please confirm that items such as a cover page, transmittal letter, table of contents and list of acronyms will not count against the 40-page limit for the technical proposal? Are the Executive summary, TOC, and Acronym list included in the 40 page limitation?

USAID Response: All except the executive summary are excluded from the page count.

42. Would USAID please clarify whether or not graphics, charts, and tables count against the 40 page limit in the technical?

USAID Response: Yes, these count against the limit. Ad indicated on page 114:

“expensive visual or other presentation aids are neither necessary nor wanted.”

43. Section L.5 (page 114) lists “Subcontractors’ Information” and “Proposed subcontractors’ signed letters of commitment” as part of the technical proposal. In Section L.7 (page 124), the RFP states that information for each subcontractor, including signed letters of commitment, should be provided as part of the cost proposal. Would USAID please confirm that this information should be included as an annex to the cost proposal, rather than the technical proposal?

USAID Response: Yes, it should be in the technical

44. In Section L.6 (page 118), can USAID please clarify whether the offeror should include five total past performance references for the offeror and each subcontractor whose total estimated costs exceed 5 percent of the total proposed offer, or five past performance references for the offeror as well as five for each subcontractor whose total estimated costs exceed 5 percent of the total proposed offer?

USAID Response: Submit 5 total for all partners involved, but make sure they are representative of the consortium as a whole.

45. Section L.7 (d) notes that the cost proposal format should utilize Attachment J.1 of the RFP. Would USAID consider allowing offerors to use a breakdown in accordance with offerors’ standard cost accounting principles in lieu of the one provided, with the understanding that all costs specified under L.7 will be included in this breakdown?

USAID Response: No. For ease of comparison, we ask all offerors to use the same format.

46. Section B.7 of the RFP states that “Indirect costs shall not be allowed for local organizations. All costs for local organizations shall be budgeted and billed as direct costs.” We request that USAID provide offerors with the flexibility of entering into Cost-Plus-Fixed-Fee (CPFF) or Time and Materials (T&M) type subcontracts with local organizations when the following conditions are met: 1) A local organization can provide evidence that it has an accounting system capable of administering a CPFF or T&M type subcontract. 2) A local organization is committed to undergoing annual audits of their indirect cost rates in accordance with the cost principles of FAR Part 31.

3) The prime contractor has the appropriate subcontract management systems in place to ensure a CPFF or T&M subcontract with a local organization is administered properly. 4) A local organization has established indirect cost rates and the use of indirect cost rates is an integral part of their cost accounting standards. With strong prime contractor oversight and the requirement for local organizations to undergo annual audits in accordance with the cost principles of FAR Part 31, these contracting mechanisms serve as a tool to build the capacity of local organizations, so they can eventually have the financial and administrative capacity to receive direct funding from USAID. Furthermore, managing direct cost allocation subcontracts typically results in higher financial and administrative burden for prime contractors and reduces overall cost control due to monthly costs varying significantly depending on the services being provided by the subcontractor. Indirect cost rate ceilings (under CPFF subcontracts) and fixed multipliers (under T&M subcontracts) reduce the government’s cost risk of potential indirect cost rate increases and allow for a higher level of cost control and financial and administrative oversight by the prime contractor.

USAID Response: For the purposes of the RFP, assume that indirect costs will not be applicable to subcontracts. See also Question 13.

47. For budgeting purposes, could USAID please clarify the anticipated start date for AHADI? Does Q4 FY 2013 (page 13) means an October 1 Performance Period start date?

USAID Response: That will depend on a number of factors. For budgeting purposes, please use October 1, 2013

48. Regarding Section B.7 of the RFP (pages 9-10), if the local organization is a branch or representative office of a U.S.-based organization that has a NICRA, would USAID consider accepting indirect costs in the local organization’s budget? ?

USAID Response: If a branch or representative office is sufficiently linked to the US organization so as to be covered by their NICRA, they would not qualify as a local organization in the first place.

49. Regarding Section H.3 of the RFP (page 69), could USAID please clarify whether the requirement “Third Country Nationals (TCNs) could be engaged only when the required skills are not available at present in Kenya and the United States” applies only for the proposed Key and long term personnel positions? Does this requirement apply for the short-term technical advisors, as well?

USAID Response: This requirement does not apply to STTA.

50. Regarding Section L.5 of the RFP (page 114 – items “ii and iii”) please confirm that SF 1420-17s for both key and long-term personnel shall be part of the Cost proposal and not included in the Technical Proposal.

USAID Response: Yes, please put SF1420-17s with the cost proposal and resumes with the technical

51. Section L.5 of the RFP (page 114 – item “vi”) lists “subcontractors information (maximum of 1 page per subcontractor)” as an appendix to the technical proposal.

Please clarify what information is desired.

USAID Response: Summaries of the organizations’ capacity and proposed role in implementing AHADI.

52. Section L.5 of the RFP (page 114) states that appendices “should be annexed to the proposal and do not count against the 40 page limit.” The subsequent list of appendices includes (item viii): “Performance Monitoring Plan as part of the Technical Proposal.” Please confirm that offerors should discuss their PMP in the technical narrative and include a table of indicators as an appendix. L5.viii (page 114) USAID "PMP as part of the technical proposal" Can USAID clarify if the PMP should be an appendice or if it should also be described within the 40 page limit.

USAID Response: The Management Plan section of the 40 page technical application should include sufficient information to evaluate the Offeror’s plans for monitoring, evaluation, reporting learning and adapting. Additional details, relevant tables and proposed indicators can be included in the appendix.

53. Section L.5 of the RFP (page 114 – item “x”) lists “past performance details as described in this Section” as an appendix to the proposal. Please confirm that this refers to all information requested under Section L.6(4) – Past Performance.

USAID Response: Summaries of performance should be part of the text of the technical application. Additional information such as the required forms will be appendices.

54. Section L.7(c)(1) of the RFP (pages 120-121) requires completed biographical data sheets (Form AID 1420-17) for all key and long-term personnel. This section also states, “Minimum qualifications of key personnel (See Section F) must be provided.”

Could USAID please clarify how this information should be presented on a bio-data form, which limits employment history and specific consultant services to the past three years only?

USAID Response: (ii) Resumes and completed SF 1420‐17s of key personnel with three references. Full contact information to be provided for each reference: name, position, relationship, e‐mail address, mobile and telephone numbers. Resumes shall be an annex to the Technical Proposal, whereas SF 1420‐17s shall be part of Cost proposal.

(iii) Resumes and completed SF 1420‐17s of other proposed long‐term personnel.

Resumes shall be an annex to the Technical Proposal, whereas SF 1420‐ 17s shall be part of Cost proposal.

55. Section L.7(c)(14) of the RFP (page 123) states, “It is not expected that fee will be applied to other than direct costs for sub-awards (i.e., not profit or indirect costs).”

Please confirm that if it is an Offeror’s established practice to apply fee to subcontractor indirect costs, the Offeror may propose to apply fee in the same manner for this project.

USAID Response. If the Offeror has a Negotiated Indirect Cost Rate Agreement which is recognized by USAID, that bases of that agreement will apply in a contract.

56. C.4.1. Cross sector funding: Given the cross-sectoral nature of the funding, will USAID provide us an indication of the respective proportion of the different sources of funding for the overall program or at least for Year One? Could the mission provide the estimated budget allocation for year 1 funds by sector so to inform the budget and draft Year 1 work plan?

USAID Response: That is in flux and we cannot provide the information at this time

57. C.4.1. Given the importance of ensuring harmonization between AHADI and other USAID Project as well as the transversal dimension of a governance program, does

USAID intend to give AHADI a mandate to help coordinate USAID efforts at the County level?

USAID Response: Different USAID projects will take on a coordination role depending on the size of their efforts in each County. The AHADI contractor,, in partnership with USAID, will likely be the lead coordinator in all of that program’s focus Counties, and will share best practices in coordination with lead projects in other Counties.

58. Does USAID have a target % allocation of resources for each objective? Given that C3.2 indicates that objectives 1 and 2 should be met in all target counties, is there an estimated percentage of the level of effort for these two objectives?

USAID Response: It is up to the offeror to determine the exact allocations they feel are most relevant. However, the objectives are listed in decreasing order of expected programmatic focus and funding.

59. L6. Past performance information (page 118). USAID requests past performance for" 5 recent and relevant contracts". Please confirm that we can also provide information for relevant Cooperative Agreements.

USAID Response: Yes

60. Given the importance of contractor responsiveness and flexibility as outlined under section C.3.2, does USAID intend to make yearly work plans supersede the contract's scope of work in assessing contractor performance?

USAID Response: They are both important. The contract will be flexible enough to include activities described in each yearly workplan.

61. Program modifier should the offerors propose a targeted breakdown of the Rapid Response Program Modifier between anticipated local and prime costs as well as between Subcontracts and Grants?

USAID Response: You may propose this, but we may change it at a later date through a modification

62. Would the mission accept all budget presentations, both prime and subcontractor, in USD with respective conversion rates noted in the budget narratives? The excel templates provided allow for costs budgeted in USD, but section L.7 (6) asks for local organization costs to be presented in local currency. Can the mission please clarify the correct presentation?

USAID Response: Please list local costs in local currency with USD equivalent, noting the exchange rate used. (This could be useful in the unlikely event that exchange rates change over the course of the contract.)

63. In section C.3.4, page 19, the RFP in (section F.3 – Place of Performance) requests three main offices. Does this include the Nairobi office?

USAID Response: 3 main offices are not requested. This is the maximum amount you should propose regardless of where those offices are located. That number would likely include a Nairobi office.

64. Can the mission define the term “long-term” as relevant to the AHADI project?

USAID Response: In the context of programmatic activity: sustainable over a number of years beyond the project. In the context of personnel: longer than 3 months.

65. Section C.4.3 of the RFP, states that USAID/Kenya is designing and implementing bridge activities. To assist offerors in planning, and to help ensure a seamless transition to the full AHADI project, would USAID consider posting a Database report of the current and planned activities with location, title, start/end dates, summary, and estimated amounts?

USAID Response: Given procurement sensitivities we will not be able to do so.

66. We understand that the Kenya Transition Initiative (KTI) has been implementing a number of projects in Kenya over the past 5 years. Some of these are related to devolution and many are grants that have been awarded to non-national organizations (Government and Non-Government). Since KTI is managed by OTI, and since OTI maintains a comprehensive database of all its activities, would USAID/Kenya obtain permission from OTI to a) give a copy of the entire database to the AHADI implementer (removing activities that are not related to devolution or that are sensitive); and b) allow the AHADI implementer to use the database for the AHADI program to track the $15 million grants under contract?

USAID Response: The exact nature of coordination with KTI can be discussed with the eventual Contractor once the AHADI contract has been finalized.

67. We understand that USAID has been meeting with various county governors. Could a list of all the meetings that have happened be provided?

USAID Response: Given the sensitivities surrounding this, we cannot share that information at this time. If possible, we plan to meet with all 47 eventually.

68. The RFP (Section C.8) establishes a grant fund and requires that the contractor submit a grants manual to be approved by the Contracts Officer (CO), and that USAID is significantly involved in the selection criteria and will approve the actual selection of grant recipients. Who from USAID approves the actual selection (Contracts Officer Representative or CO)? Does USAID have to approve each grant or only the criteria and selection of the recipient? For example, if USAID approves 10 County Assemblies as recipients does USAID want to approve each award to those 10 entities over the 5 years or only once?

USAID Response: This will be determined in discussion with the Contractor once the AHADI contract has been finalized

69. The RFP (Section C.8) calls for creativity that may include grants to government units.

However, ADS 302 only allows Grants Under Contracts (GUC) to non-governmental organizations. Has USAID secured or does it intend to secure before award a deviation from ADS 302.3.5.6 to allow the AHADI implementer to award GUCs to local government (county assembly, governor, county executive committee) and national government entities (Kenya School of Government, Transitional Authority, Ministry of Devolved government)?

USAID Response: Absent such a waiver, It is anticipated that any support to government entities will be provided in-kind.

70. Could USAID share its experience with Micro-grants as they relate to ADS 303? Are standard provisions and all the certifications required for Micro-grants?

USAID Response: This only refers to very small grants. All relevant standard provisions would apply.

71. Pages 23-24 reference donor coordination. Could the Mission please provide any additional documents available that describe the relationship between AHADI and the Accountable Devolution initiative?

USAID Response: A video of the World Bank’s presentation will be uploaded to the solicitation site

72. Page 118 of the RFP, under section 4 – Past Performance – requires 5 of the most recent and relevant Past Performance References. Does this figure refer to a total number of PPRs for both prime and major subcontractors, or should the Offeror submit 5 PPRs as the prime and 5 PPRs for each major subcontractor? Page 151 of the RFP refers to a past performance questionnaire to be submitted by June 21, 2013.

Please confirm that this questionnaire must be submitted for each PPR the Offeror intends to submit and that it applies to both prime and major subcontractors. Or does this provision permit the possibility of the Offeror submitting both traditional PPRs and these additional questionnaires?

USAID Response: Total of 5

73. Could the Mission please provide the latest Local Compensation Plan and indicate what annual percentage increases have been approved?

USAID Response: the Local Compensation Plan has not been publicly released by the Embassy. Please make reasonable estimates of local personnel costs. These can be adjusted at time of contract award, if necessary.

74. The Budget Template provided on Page 132 reflects a budget by expense line item.

The template provides no indication of how to reference expenditures by each program objective as required on Page 120 (L.7.(b)(2)(i)). Please confirm that L.7.(b)(2)(i) is required and provide additional guidance on how this should be reflected in the budget template.

USAID Response: A separate excel tab should indicate the summary figures per objective.

75. Page 121 of the RFP references TCN/CCN positions that may be above the FSN 12 grade. Please confirm that proposing personnel above this level is acceptable and provide guidance on documentation required to justify such positions.

USAID Response: You can propose this, but it would require Mission Director approval and a waiver.

76. Should Section K – Representations, Certifications and Other Statements of Offerors or Respondents – be completed and submitted as an annex to the Cost Proposal?

Further, should such section also be completed by each proposed subcontractor?

USAID Response: Should be part of cost. We only need certs and reps from the lead contractor who will be responsible for handling certs and reps with their subs on their own.

77. Attachment J.12 of the RFP contains a list of existing government property that would be transferred to the implementer awarded the AHADI contract. This list contains nine Toyota vehicles rated to be in satisfactory condition. Could the Mission please provide the odometer reading for each vehicle?

USAID Response: We will not be able to provide this information at this time.

78. With USAID prohibiting exclusive agreements with local organizations in Kenya, please clarify if there is a limit as to the number of consortiums that local organizations can be involved in

USAID Response: There is not

79. Page 44 C.5.4 provides for the rapid response mechanism. Please clarify if the contractor is allowed to respond through the fund to emerging issues on devolution at the national level or should the mechanism only be used for issues emerging within the target counties

USAID Response: National level issues may require the use of the rapid response mechanism.

80. Page 19 C.3.4 indicates that contractor should target 15-20 counties which include the Arid counties under the REGAL project: Turkana, Marsabit, Wajir, Isiolo and Garissa while page 52, F.3 under the ‘Place of Performance’ adds Tana River, Lamu, Kilifi, Kwale, Taita Taveta, Nairobi, Mombasa, Machakos and Kiambu. Please clarify if the latter seven counties are compulsory.

USAID Response: As indicated in that section, these are “Potential locations” and “The final list of target counties will be negotiated with the Contractor and will be subject to the approval of USAID/Kenya.”

81. The RFP states that 30% of the funding shall be used for Grants under Contracts while another 30% shall be used as sub-contracts and purchase orders; please clarify what is the difference between Grants under Contracts and sub-contracts

USAID Response: Grants will be given to local organizations to fund their own efforts. Sub-contracts and Purchase Orders will be used to contract local entities to perform management and programmatic functions that are integral to the operation s of AHADI.