ODA_-_Offeror's_Questions_and_USAID's_Responses.pdf

Organizational Development Activity - Offeror's Questions and USAID’s Responses

1. Closing time for proposal submission- On page 1, the RFP states that the closing time for submission of proposals is 4:00 PM (EST) Washington, D.C. However on page 109, L.6 (b), it states that proposals are due October 30, 2017 at 4:00 p.m. (EDT) Washington, D.C. Is the submission time EST or EDT?

USAID Response: The Submission time is Eastern Standard Time (EST)

2. Paragraph 3: “USAID/Uganda anticipates awarding a level-of-effort Cost-Plus-Fixed-Fee term (CPFF) contract with level-of-effort ceilings set forth in Section F.7. Could

USAID/Uganda clarify if only the Position/Labor Type categories indicated under section 7 can be directly billed to the award?

USAID Response: Yes, only the Position/Labor categories indicated under section 7 can be directly billed.

3. B.3 (c) “funds obligated hereunder are anticipated to be sufficient through TBD.” The

Mission Business Forecast (as of August 31, 2017) indicated that the ceiling budget was between $4 - 9.99 million. Please confirm that this range is accurate?

USAID Response: Yes, the range is still accurate.

4. B.7 “Payment of fixed fee”. “The fixed fee is payable at the expiration of the agreed-upon period, upon contractor statement that the level of effort specified in the contract has been expended in performing the contract work.” Please clarify if USAID intends to pay fixed fee in its entirety upon completion the LOE specified in the contract. Would USAID please consider paying the fixed fee throughout the period of performance?

USAID Response: According to FAR 16.306 (d) (2), for Term Form Contracts, the fixed fee is payable at the expiration of the agreed-upon period, upon contractor statement that the level of effort specified in the contract has been expended in performing the contract work.

5. In the SOW C.4.1 “Contract Purpose and Summary Objectives” Paragraph 3 : Where noted below, and as further described in Section C.6 and Attachment J.6, the Purpose will be achieved in tight collaboration with USAID/Uganda’s “Learning Contractor” and, to a lesser extent, other related contractors providing CLA and organizational development support.

Could you provide the names of the contractors currently providing CLA and organizational development support to USAID/Uganda?

USAID Response: Please refer to Section C.6. of the solicitation , The QED Group currently holds the contract for “Learning;” and Social and Scientific Systems holds the contract for the Strategic Information and Technical Evaluation Contract. USAID does not currently have a contractor dedicated to organizational development. However, USAID has contracted Ernst and Young and Web Leadership Group to provide one-off support in the recent past.

6. C.4.2: “Detailed description of objectives” -“Interventions will be provided in the context of individual, team, office and Mission-wide performance plans”; and also: “Performance plans will include standards for performance and describe respective roles and responsibilities of

USAID, the Contractor, USAID’s Learning Contractor, and other actors in executing the performance plans and meeting agreed upon performance standards.” What are the contents of a typical performance plan?

USAID Response: Typically, a performance plan would indicate the individual’s/unit’s functional goals; describe professional/organizational strengths and weaknesses in meeting the goals; identify professional/organizational objectives; map out a plan and timeline for meeting professional/organizational objectives; and indicate how performance toward achieving the plan will be measured.

7. C.4.2: “Detailed description of objectives” – objective 2 paragraph 2 “among the tools the

Contractor will employ is Insights Discovery.”

a. Does USAID expect or require Insights team profiles to be utilized?

b. How many implementing partners are estimated to be provided the Insights services or profiles?

c. How many Mission specific insights profiles will the Contractor be expected to provide in year 1?

d. How many Mission specific insights profiles will the Contractor be expected to provide for each subsequent year after year 1?

USAID Response:

a. Yes. USAID requires that Insight Discovery team profiles be utilized. The Mission has already invested in the profile for its existing staff.

b. Under Objective 4, the Contractor will provide a sampling of organizational development support to Implementing Partners and other stakeholders identified by

USAID. Recipients of the support will work with the Contractor to determine that nature of the support provided. It is difficult to estimate how many Recipients will request Insights Discovery programming. For the purposes of budgeting, Offerors may assume 15 profiles will be conducted over the life-of-the-Contract under

Objective 4.

c. Most USAID staff have been profiled. Profiles will only be required for new staff.

For budgeting, Offerors can assume 15 profiles per year.

d. See response above.

8. C.4.2: “Detailed description of objectives” Objective 1 paragraph 1: “Objective 1 is focused on improving the performance of both USAID staff and USAID’s multidimensional

(sectoral, cross-sectoral, programmatic and business services, leadership) organizational units in delivering / facilitating development results.” What is a multidimensional organizational unit?

USAID Response: As indicated in the solicitation, USAID is implementing an integrated Country Development Cooperation Strategy (CDCS). As such, USAID operates across three dimensions: sectoral; cross-sectoral; and the dimension of improving the status of the 14 year-old girl. The most obvious multi-dimensional units are the cross-sectoral teams that will collaborate to achieve integrated results and the

Mission Leadership Council which includes representatives from all Mission offices.

However, all Mission units, including technical offices, business process offices, and the

Front Office, must operate at the multi-dimensional level for the CDCS to succeed.

9. C.4.2: “Detailed description of objectives” Objective 1 , Result 1.6 - USAID/Uganda work environment characterized by strong morale and highly motivated workforce.

a. Could USAID please provide an estimated “plug” budget amount for the illustrative activities required under Objective 1: Result 1.6, or instruct how offerors should budget for the LOE that will be required for these services, given that the Level of effort provided for the performance of this contract would be inadequate for supporting these activities, as presently structured in Section F.9 (Level of Effort).

b. Can USAID provide an estimated funding level for this RFP, so as to indicate to Offerors how they should budget for activities and other requirements, above the LOE requirements set forth in Section F.9?

USAID Response: Offerors are expected to perform within the total budget range provided.

10. C.4.2 Objective 1 Result 1.6 Bullet 1-counseling skills and external counseling services.

Could the Mission please provide greater detail on the type(s) of counseling services anticipated?

USAID Response: The Contractor will enhance USAID’s capacity to provide counseling typical of the type of counseling large organizations offer and need to have available for their organizations to operate efficiently, effectively, and cohesively. This could include professional performance counseling, relationship management counseling, benefits counseling, professional development counseling and so forth.

11. C.5.1.2 “USAID/Uganda for IP / Supporting Contractor CLA “should the Contractor or

USAID/Uganda determine that the Contractor requires support for strengthening its CLA performance, USAID/Uganda will consider approving a sub-contract to Contractor to strengthen CLA capacity. The sub-contract will be funded with resources from the

Contractor’s existing agreement with USAID/Uganda. Should Offeror’s build a line item within their budget to support this upcoming activity or will USAID/Uganda increase, during implementation, the award ceiling?

USAID Response: Offerors will build a line item in their budgets for the support;

however, the funding cannot be tapped without USAID’s written consent. The line item should be no more than 2 percent of Offerors’ budgets.

12. C.6: “Other Considerations” part 4 “Capacity Building” - The Contractor will employ

“learning by doing” executive coaching…” What would “learning by doing” executive coaching entail in terms of activities or tasks?

USAID Response: “Learning by doing” executive coaching could include the coached staff member practicing new active listening, public speaking, conflict-resolution and other skills in role-play exercises or, alternatively, in actual situations that are anticipated, pre-planned and followed-up with coach-facilitated self-reflection afterward.

13. C.6 Other Considerations – Geographical proximity to USAID/Uganda. There appears to be a word missing from the last sentence of Section C, on page 31. How close to the

USAID/Uganda office is the contractor’s field office required to be?

USAID Response: Contractor field offices should be no more than a 15 minute walk from USAID’s offices at the U.S. Embassy.

14. The RFP, at multiple instances, appears to be indicating that an important aspect of advancing sustainable OD capacity within the Mission is using effective communication

(written, verbal, internal media) to reinforce change management and “set norms” for organizational behavior. In light of this, will USAID consider adding another full-time position to the RFP’s Level of Effort (Section F.9), equivalent to 260 days per year, for a

Communications Specialist, to allow Offerors to fully respond to these important OD requirements?

USAID Response: Within the level of effort indicated in the RFP, the Offeror is free to propose the positions it feels most suited to meeting the requirements of the Contract.

Speaking specifically to key personnel (should that be the question), Offerors should view all key personnel described in the RFP as illustrative, with the exception of the

Finance and Administration Specialist.

15. For the Chief of Party position, can USAID/Uganda please clarify what it would consider a

“related field” for the education requirement?

USAID Response: Related fields would be education, human resource management, sociology, communications, business development or other fields justified by the

Offeror

16. Section L.8, Part 2 (Proposed Cost/Prices), Item 5 (minimum information required), Part I

(Grants under Contract), on page 117 of the RFP, instructs offerors to provide detailed information related to grants under contracts.

a. Can USAID please confirm that grants under contract are not being contemplated or required under this solicitation?

USAID Response: Grants under Contract are not required under this solicitation. The

Solicitation has been revised accordingly.

b. Would USAID/Uganda specify the budget range?

USAID Response: See #3 above

c. Please provide the current Local Compensation Plan (LCP).

USAID Response: The LCP is attached

17. The third paragraph in Section F.4.2 on page 37 refers to quarterly reports. But the rest of the language in that section refers to semi-annual reports. Please confirm that only semi-annual, and not quarterly, technical progress reports will be expected.

USAID Response: Semi-annual performance reports will be expected. Section has been amended accordingly.

18. Page 113; Section L.5: Management Approach and Staffing Plan: Contract Start-up: Should the Inception Plan be in the form of a Gantt Chart?

USAID Response: This is left to the Offeror’s discretion. Offerors are expected to be innovative and creative.

19. Page 113; Section L.7: Attachment 2: Organizational Plan and Staffing Plan: Is the Staffing

Plan in the Attachment 2 in addition to the 2 charts listed in the instructions? If it is, please specify how it differs from the Staffing Plan narrative in the Management Approach and

Staffing Plan that’s described on Page 111.

USAID Response: The narrative in the Management Plan should introduce, summarize and highlight key elements of the staffing plan charts in Attachment 2.

20. Page 113; Section L.7: Attachment 3: Resumes and Testimonials of Proposed Key Personnel:

a. Please specify what a testimonial or performance report should consist of.

b. Does USAID/Uganda mean quotations from Key Personnel’s references?

c. Please give us an indicative range of how many workshops does USAID/Uganda have in mind for each objective.

d. Could you please play out how you define the leadership with some examples?

a. Testimonials will describe the qualifications respective key personnel have for the positions for which the candidate is being proposed and be provided by a supervisor, peer or direct report who has worked with the candidate. Ideally, the originator will also: (i) indicate the length of time and circumstances under which s/he worked with the candidate; and (ii) provide contact information. Performance reports will be the substantive parts of the formal reports prepared by the candidate’s past organization(s). They will be recent and relevant to the position for which the candidate is being proposed.

b. No. See a. above

c. Number of workshops will vary with how the Offeror proposes to address the

Contract objectives.

d. Offeror’s should review USAID’s “Mission Leadership Charter” in Attachment J-3.

21. Section F.6.2 of the RFP (page 43) states that the Organizational Development Specialist

(ODS) will be “providing and/or arranging for, individual and group coaching”

a. Can USAID please clarify if the ODS is to provide individual coaching?

b. If the ODS or other contract personnel is to provide individual coaching, can USAID please clarify approximately how many coaching recipients will be expected per year?

c. How many Insights profiles are the Contractor expected to provide for each subsequent year after year 1?

a. As indicated, the ODS will be providing and/or arranging for individual and group coaching.

b. USAID is unable to clarify this until individual and unit performance plans are completed. USAID understands there will be a need to prioritize the time of the

Contractor’s staff and will do so as performance plans are completed.

c. See USAID Response to #7 above.

22. In Section F.9 of the RFP, the Level of Effort table does not include level of effort for home office support. We respectfully note that some organizations treat home office support time as a direct cost (LOE) and others as an indirect cost (included in overhead). This distinction is in accordance with each organization’s US Government Cost Accounting Standards (CAS)

Disclosure Statement and NICRA. The cost to USAID is similar as the former would have more LOE on the contract but a lower overhead rate, while the latter typically have significantly higher overhead rates. Not allowing contractors to recover their home office support LOE in accordance with their CAS and NICRA would unfairly disadvantage, potentially even exclude, organizations that recover home office support LOE as a direct charge to the contract, while unfairly advantaging those organizations that recover this cost through overhead.

a. We therefore respectfully request that USAID confirm that Offerors can propose home office support, in addition to the LOE listed in this table, in accordance with their CAS and NICRA.

b. Can USAID please provide Offerors with the current Local Compensation Plan, to enable Offerors to comply with AIDAR requirements concerning salary level ceilings for CCN employees?

a. Offerors may propose Home office support according to their company policy.

b. See USAID Response in #16(c) above.

23. Page 47, section F.9. Based on our internal estimate, the LOE ceilings are insufficient to achieve the RFP goals. Indeed, the overall LOE (particularly the STTA) does not reflect the level of flexibility and responsiveness to meet the full slate of anticipated support needs. The

RFP also says we can adjust LOE employed, but only within ceiling of total workdays ordered and estimated cost of this contract.

a. Would the Mission consider allowing Offerors to add additional LOE?

b. Would the Mission allow some re-balancing between LT and ST personnel inputs?

USAID Response: See USAID Response in #14 above

24. The RFP refers to “Mission teams” and also “Mission offices.” For instance, on page 43, section F.6.2, the RFP states the Organizational Development Specialist will be

“…facilitating participatory processes in which Mission teams and expanded Tea etc.” On page 129, Attachment J-1, it states that successful implementation of the CDCS will require

“helping Mission offices better understand the perspectives, opportunities, constraints and languages of their sister offices.”

a. Could USAID please confirm that the terms Mission teams and Mission offices are synonymous with one another?

b. How many Mission teams and/or Mission offices does the Uganda Mission have?

a. The terms are not synonymous.

b. The Mission has 9 offices: Front Office (or Office of the Director); Office of

Program and Policy Development; Office of Health; Office of Education, Youth and

Child Development; Office of Economic Development; Office of Democracy, Governance and Conflict; Office of Acquisitions and Assistance; Office of Financial

Management; and Executive Office. The Mission has as an evolving number of teams. Teams are drawn from Offices to achieve cross-cutting programmatic objectives or specific operational tasks. Teams can last over the life of the CDCS or be disbanded once its programmatic or operational objective has been achieved.

25. Section L.7, Attachment 3 (Resumes and Testimonials), (pages 113- 114) states:

“USAID/Uganda will initially review Attachment 4 (Past Performance) to determine if the proposed key personnel meet the minimum RFP requirements.” Should this reference instead read “to determine if the Offeror meet the minimum RFP requirements,” or a similar reference?

USAID Response: The reference has intentionally not been changed. “USAID/Uganda will initially review Attachment 4 (Past Performance) to determine if the proposed key personnel meet the minimum RFP requirements.”

26. Section L.7, item 5 (Management Approach and Staffing Plan), page 111, states “the Offeror must include as a part of its proposal a statement signed by all individuals proposed as key personnel.” Can USAID please confirm that the Key Personnel Letters of Commitment to be included in the Management Approach and Staffing Plan will not be counted towards the 20-page limit for the technical proposal?

USAID Response: Key personnel letters of Commitment will not be counted toward the

20-page limit for the technical proposal.

27. Section L.7, Attachment 3: Resumes and Testimonials of Proposed Key Personnel, (page

113) of the RFP, states: “resumes not to exceed 2 pages.”” However, the same section also states: “resumes must not exceed three pages in length.” Given the extensive list of qualifications and responsibilities outlined for each key personnel in the RFP, can USAID confirm that the CVs should be 3 pages?

USAID Response: Resumes not to exceed to 3 pages. The solicitation has been amended accordingly

28. Section L.7, Attachment 7: Illustrative Year One Work Plan (page 115), states that the Year

One Work Plan must include “draft letters of intent from resource partners (if any), Memoranda of Understanding…of each Alliance partner, if any[.]”

a. a. Can USAID please confirm that the letter of intents and Memoranda of

Understanding can be included as a separate attachment, and that they will not be counted against the 5-page Year One Work Plan page limit.

b. b. Can USAID please clarify the term “Alliance partner”, since Letters of

Commitment from Subcontractors are to be included in the Cost Proposal, per Section

L.8, Part 7 (page 121) of the RFP?

c. c. Can USAID please confirm that we can include letters of support from resource organizations, and not letters of intent, as the latter implies Offerors will partner with resource firms?

a. Letters of Intent and Memoranda of Understanding can be included as part of

Attachment 2, “Organizational Chart and Staff Plan.” They need not be counted against the 5 page limit for Annex 2.

b. The term “Alliance Partner” has been replaced with “Resource Partner” in the amended solicitation

c. The offerors are expected to include draft letters of intent from resource partners

29. Conflict of interest:

a. Can USAID/Uganda please clarify if there are any conflict of interest restrictions that would preclude an organization from applying that already has USAID-funded projects with USAID/Uganda? If USAID/Uganda does see potential conflicts of interest, could it please clarify what mitigating measures it would expect to see?

b. Does USAID/Uganda expect to see a proposal for CLA assistance at the proposal stage, if desired?

c. Regarding LOE ceilings listed in the RFP, would project management oversight be included as STTA LOE, or be accounted for separately?

d. Does USAID/Uganda anticipate that the Contractor should budget for the costs of logistics and supplies for USAID/Uganda staff retreats that may be facilitated by the

Contractor as part of this scope of work, or does USAID/Uganda have a separate pool of funds dedicated for this?

a. Given the access the Contractor will have to USAID procurement plans, the awardee will be precluded from bidding on or being included on bids for new awards.

b. No. The proposal for CLA assistance should NOT be included in the proposal.

c. Project management oversight should be part of the LOE and not accounted for separately.

d. Offerors must budget for the costs of logistics and supplies for USAID/Uganda staff retreats.

30. In Section F.9, pages 46 - 47 of the RFP, USAID provides a table with a total estimated level of effort (LOE). With regard to the provided LOE, would USAID please increase the STTA

LOE for Year 1 from 120 to 320 to allow offerors to budget sufficient resources for delivering both technical and operations support for the contract? More specifically, the additional LOE would help ensure a rapid start-up and mobilization of OD Activity project staff.

USAID Response: No. Changing the LOE from 120 to 320 means they cease to be short-term positions.

31. The LOE ceilings are 260 days per year for Years 2 to 5 for all Key Personnel.

a. If offerors have a lower work week by design, or because PTO and other time off is incorporated into its fringe, would USAID allow offerors to reallocate those “days” to another LOE category? For example, if an offeror has a 250-day work year, could the

COP be budgeted for 250 days and the additional 10 days be added to STTA but resulting in the same total LOE?

b. Would USAID please consider allowing LOE for additional positions to cover in-country administrative and other support, and HQ backstopping?

c. Can USAID please confirm if the resumes should be 2 or 3 pages maximum, as the references on page 113 of the RFP include both numbers?

a) See L.8 Part 9 of the solicitation

b) See USAID Response in #14 above

c) See USAID Response in #27 above

32. Section F.6, pages 42-45, and section L.7, pages 113-114 of the RFP outline the requirement for at least three past performance references/ testimonials from supervisors, subordinates and/or clients for the Key Personnel, with each position report not to exceed five pages. Can

USAID please provide guidance on the requirements and format of the Key Personnel testimonials?

USAID Response: Offerors will be allowed seven pages in Attachment 3 to present each of the four Key Personnel (i.e., 28 pages). Three pages of each candidate’s presentation will be used for the candidate’s resume. The remaining pages will be used for testimonials or performance reports as described in question 20(a) above. Offeror limited to 3 testimonials and/or performance reports for each candidate.

33. Section L.7, pages 113-114, can USAID please add an attachment for the Key Personnel

Letters of Commitment, as required in section L.7, pages 111-112 of the RFP?

USAID Response: See USAID Response to #26 above.

34. Section L.7, page 114 of the RFP, states that the offerors should “Describe up to five (5) of the most recent and relevant contracts and/or assistance awards of at least five (5) years for the prime and any major subcontractors…”

a. Can USAID please confirm that the contracts must either be ongoing or have been completed in the last five (5) years?

b. Would USAID please confirm whether the prime and major subcontractor(s) are to submit five (5) past performance examples each, or if offerors are limited to five (5) past performance examples total?

a. Contracts and/or assistance awards must be either ongoing or have been completed in the last five (5) years.

b. Offerors are limited to 3 past performance references.

35. The RFP does not mention whether the selected implementer of this activity could be put in a position of having a conflict of interest with respect to other procurements by the Mission. It seems clear, though, that the firm that implements this activity will have access to the internal plans of the Mission—including program designs, cost estimates, procurement decisions— and that this could well result in the firm being excluded from future procurements. Please confirm whether the firm selected for this assignment will be expected to recuse itself from bidding on other procurements by the Mission due to having an unfair advantage as the implementer of the ODA contract.

USAID Response: The firm selected will be expected to recuse itself from bidding on or participating in bids on new USAID/Uganda procurements. See USAID Response to

#29 above.

36. The minimum qualifications requirements for the COP on page 43 state that the COP must have “A Master’s degree or higher in organizational development, adult learning or a related field”. We note that a degree in Business Administration is acceptable as an academic credential for the Organizational Development Specialist. Please confirm that a Master’s in

Business Administration will also meet the educational requirement for the COP.

USAID Response: The offeror should be able to determine the relevant fields in relation to suitable skills for the activity.

37. Page 47, Section F. 8 provides offerors the LOE chart; the LOE chart shows that USAID expects contractors to hire long-term staff for 260 days per year. If an offeror’s NICRA establishes a lower number of workdays per year (with leave and holidays charged through indirect rates rather than direct billed to USAID) may the offer modify the LOE Chart to reflect its NICRA?

USAID Response: See USAID Response to #31(a) above

38. LOE chart on Page 47, Section F.8: Are the non-key positions that are listed in the LOE chart on Page 47, Section F.8 required by USAID, or may offerors proposal a different staffing structure, using the same amount of LOE, that would better meet the needs of their technical proposal?

USAID Response: See USAID Response to #14 above.

39. The LOE ceilings on page 47 include one full time equivalent as “Support Staff”: Would

USAID consider revising this to two full time employees to allow for both an administrative assistant and a driver?

USAID Response: See USAID Response to #14 above.

40. Section F. 6. - Key Personnel. Finance and Administration Specialist is listed under Key

Personnel: We ask that USAID remove the Finance and Administration Specialist from the list of key personnel to allow offerors more flexibility in designing a staffing structure that best meets the needs of the offeror’s technical proposal.

USAID Response: Given the complex, not always transparent environment which exists in Uganda, the Finance and Administration Specialist will remain on the list of key personnel.

41. The instructions for Attachment 3 at the bottom of page 113: In the first sentence, that resumes must not exceed two pages in length. In the following sentence, the instructions say that resumes must not exceed three pages. Please clarify.

USAID Response: See USAID Response to #27 above

42. The instructions for Attachment 4 on page 114: Refer to a Past Performance Matrix for which a template is provided in Attachment J-13. We do not find the J-13 Attachment included in the solicitation package. Furthermore, page 90 indicates that attachment J-8 provides the past performance information format, but there was no J-8 attached either. Page

90 also indicates that J-13 is a USAID webpage on protecting human rights for the disabled.

Please clarify.

USAID Response: Past Performance Matrix is attachment J-8. The Solicitation has been amended to reflect this change.

43. So that we ensure that we identify and recruit appropriate candidates, we request that USAID provide offerors a copy of the US Embassy’s Local Compensation Plan.

USAID Response: See response to #16(c) above

44. Page 115, Section L.8 Part 2 (1), states that there is an attachment J-6 which provides a budget format: However, J-6 is a table that describes areas of overlap by USAID service providers. Can USAID please provide a budget template?

USAID Response: A budget template is attached as J-14. The Solicitation has been amended to reflect this change.

45. Page 117, Section L.8, Part 2, (5)(I) requests that offerors provide information in the budget narrative for grants under contract, however Section C does not mention use of any type of grants in this program. Can USAID please clarify if offers are to include a grants program, and if so, please provide additional guidance and details as to USAID’s goals for such a program?

USAID Response: See response to #16(a) above

46. Page 113, Section L.7, instructions for Attachment 3 refer to ‘Testimonials’ for proposed key personnel, and on page 114 the RFP refers to “testimonial and/or performance reports indicated in Section F”. However, section F does not include any information about testimonials or key personnel performance reports. Can USAID please provide addition information and guidance as to the authorship, content, format, and length of these testimonials and performance reports, in addition to the number of testimonials and performance reports required per person?

USAID Response:See USAID response to # 20, 25 and 32 above.

47. Related to testimonials, can USAID please indicate how many references are required, and provide guidance on the difference between references and testimonials and performance reports?

USAID Response: Kindly refer to questions 20, 25 and 32 above.

48. L.8 Part 2 (2) requires the offeror to submit the cancellation ceilings. We respectfully request to preserve this requirement only for those offerors making competitive range. If not we request that USAID provide additional guidance and a template for submitting cancellation ceilings.

USAID Response: Offerors should refer to FAR 17.106 and Section B.8 of the

Solicitation for guidance

49. Per H.11, no individual salary or wage may exceed the employee’s current salary or wage.

Unfortunately, this makes it very difficult to recruit staff. May we propose up to a 5% increase on current salaries for recruitment incentives for employees to leave their current positions?

USAID Response: H.11 gives clear guidance to additional requirements for personnel compensation

50. Section L.7.(b) (page 110), of the RFP states: “The cover page, table of contents, executive summary, key personnel resumes, personnel statement of availability… and documents included in the Attachments are NOT included in the 20 pages limitation”; and in L.7.(d) the

RFP states: “1) Cover Letter (exclusive of the 20 page limit): Including (1) the RFP name and number, (2) the name of the Offeror, (3) Name of any consortium members/partnerships

(4) Name, title and signature of the authorized representative (5) date of submission and (6) the Offeror’s DUNS number.”

a. Can USAID please confirm that the reference in L.7.(d) should state Cover Page, as well, and not Cover Letter?

b. Could USAID please indicate whether any organizational assessments have been conducted of the Uganda Mission, and when the assessments were done? Also, would

USAID consider sharing the results of the assessments with potential offerors?

a) The Cover letter has been replaced with Cover Page in the amended Solicitation

b) There have been two recent staff surveys-- the reports are internal to the organization and cannot be shared at this time.

51. Section L.7, Attachment 3: Resumes and Testimonials of Proposed Key Personnel, (page

113) states “resumes not to exceed 2 pages for each position/testimonials/past performance reports not to exceed 5 pages for each position”

a. Can USAID please confirm that each key personnel’s CV and the corresponding testimonial or past reference altogether should not exceed 5 pages?

b. b. Can USAID lease clarify what information or details a testimonial should include, or how they should be presented?

USAID Response: See USAID Response in #20, 25, and 32 above.

52. Section L.7 (a) of the RFP (page 110) states: “the technical proposal must be organized by the technical evaluation criteria listed in Section M.” Can USAID please confirm that

Offerors can arrange the proposal in accordance with the sections outlined in Section L.7, items 1 through 6, on pages 110 to 115?

USAID Response: The technical proposal should be arranged in accordance with the sections outlined in Section L.7.

53. In Sections L.7, Attachment 1 Preliminary CMELP, and Attachment 6 Quality Assurance

Surveillance Plan, (pages 113 and 115, respectively) of the RFP, USAID requests both a

QASP and CMELP to be submitted. Considering the relatively small size of the project, would USAID consider removing the requirement for a QASP, which imposes an additional management burden on both the contractor and USAID?

USAID Response: The QASP is a requirement under this RFP.

54. With regard to USAID/Uganda FY18 implementing partners (IPs), could USAID please clarify:

a. What percentage of IPs are U.S. organizations compared to local organizations?

b. What percentage of the IPs in the Mission’s FY18 portfolio are new partners to

USAID, not having received USAID funding prior to the current award?

USAID Response: This question has not been responded to since the information requested for is not readily available and does not affect the requirements of the RFP.

55. Would USAID please be able to confirm which office within the Mission will be managing the OD Activity, e.g., the Program Office or the EXO?

USAID Response: The Program and Policy Development Office will be managing the

OD Activity

56. Could the Mission kindly estimate the average amount of staff turn-over per year, and, in particular, how many new staff have joined the Mission since the development of the CDCS in 2015-2016 and the development of the Mission Leadership Charter in 2012-2013?

USAID Response: See USAID Response to #54.

57. The table in Attachment J-6 identifying overlap with other support contracts references the

LEARN and SITES contracts. However, the illustrative activities under Result 1.4 on page

18 of the RFP indicate that OD Activity will need to “complement other support contracts” in supporting business process improvement in the administrative, procurement, and financial management areas (in addition to the program cycle). Can the Mission please describe the number and potential overlaps of other support contracts for Mission Operations that this contract will need to “complement”?

USAID Response: Attachment J-6 provides in detail the areas of complementarity with the Learning and SITES contracts, indicating when the Offeror plays a lead, supporting or no role in a particular service area.

58. Section F.4, page 37: Please confirm that the text in section F.4, page 37 of the RFP requiring submission of quarterly financial reports “one month prior to the end of each fiscal quarter” is in error and that the correct due date is 30 days after the end of each US Government fiscal quarter, as stated in the table on page 41?

USAID Response: Quarterly financial reports are due 30 days after the end of each

U.S. Government fiscal quarter.

59. The role of the COP as outlined in section F.6, page 42 of the RFP, includes “providing and arranging for the provision of organizational development support that will ensure that

USAID/Uganda’s suite of direct service providers (support contractors) are operating collaboratively and productively.” Ensuring this behavior is beyond the Contractor’s manageable interest. We respectfully request that the Mission revise this language.

USAID Response: The language has been amended to read, “providing and arranging for the provision of organizational development support that will facilitate collaborative and productive relationships among USAID/Uganda’s suite of direct service providers.”

60. As part of Section F.4.8, Financial Guidelines or Systems, page 40 of RFP, USAID references a requirement to develop guidelines in consultation with the COR for payments to vendors. We would like to request this requirement be revised as per the following:

● “8. Financial Guidelines and Systems: The Contractor will submit their financial management guidelines which should ensure:

● Effective accounting and payments to vendors;

● Procedures to maintain sufficient liquidity to meet program goals;

● “Audit ready” records pertaining to disbursements, accruals, financial liquidity, payroll, vehicle use and maintenance, communications and non-expendable property;

● Tracking and documentation of the overall monthly “burn rates” for grant and non-grant expenditures;

● Monthly budget pipeline analysis, including activity expenditures;

● Quarterly accrual estimates;

● Accounting for funds from different sources, including USAID accounts, earmarks and public-private partnerships; and

● A policy for allowable and unallowable costs;

● The invoices/vouchers will be in the format of the agreed implementation budget lines.”

USAID Response: This text will not be changed, it remains as stated in the Solicitation.

61. Section L.8, page 117 of the RFP includes a reference to Grants Under Contract. Can USAID please confirm that grants are not a requirement for the OD Activity? If confirmed, would

USAID please consider removing the reference to Grants Under Contract?

USAID Response: See USAID Response to #16(a) above.

62. Conflict of interest: Does USAID/Uganda see any conflict of interest for a firm serving as either a subcontractor or prime contractor on BOTH this Organizational Development activity and the upcoming Learning Contract? Would USAID/Uganda have any other objections to a qualified firm holding both contracts, either as a prime or subcontractor?

USAID Response: See USAID Response to #29 above.

63. Page 111, section L.7 (5):

a. Are the “Key Personnel Letters of Commitment” mentioned on page 111 the same as the “Personnel Statements of Availability” listed on L.7 (b), page 110?

b. If they are not the same, are the Key Personnel Letters of Commitment included in the 20 page limit?

a. Key Personnel Letters of Commitment and Personnel Statements of Availability are the same .

b. This question has not been answered given the response in (a) above.

64. Page 113, the RFP states that “Attachment 3: Resumes and Testimonials of Proposed Key

Personnel (resumes not to exceed 2 pages for each position/testimonials/past performance reports not to exceed 5 pages for each position).”

a. Can USAID/Uganda clarify the maximum number of pages per resume? Shall it be 2 pages or 3 pages?

USAID Response: See USAID Response to #41 above.

b. Could USAID/Uganda confirm that the total package (resume, testimonials, past performance reports) for each position should not exceed 5 pages?

USAID Response: See USAID Response to #32 above.

65. Page 115, under L.8, Part 2(1) Summary Budget it states that “the summary budget must reflect summary cost information for each of the major budget categories of the contract years separately as synopsized under Attachment J-6...” Attachment J-6 is the USAID Direct

Service Providers (Support Contractors) Clarifying Areas of Overlap. Can USAID/Uganda please provide the J-6 Attachment which synopsizes the major budget categories as referred to in this section?

USAID Response: See USAID Response to #44 above.

66. Page 120, under L.8, Part 2(5)(A) Labor, the RFP states “Biographical Data Sheets are required for all long term, short term expatriates and for all short term and long term cooperating country personnel being proposed (See Attachment J-8).” Attachment J-8 is

Format for Past Performance Information. Can USAID please clarify if the J-8 Attachment should be a Biographical Data Sheet template? If so, can USAID please provide said template?

USAID Response: A budget template is attached as J-14. The Solicitation has been amended to reflect this change. A Biographical Data Sheet template has been provided as attachment J-15.

67. Page 114, under paragraph 2, Attachment 4 (Past Performance Matrix), the RFP states to see

Attachment J-13 for template. However, there is no Attachment J-13. Should Offerors use

Attachment J-8 Past Performance Information instead?

USAID Response: See USAID Response #42 above.

68. RFP, page 113 of 149, Attachment 3: Resumes and Testimonials of Proposed Key Personnel.

The RFP states, ". resumes not to exceed 2 pages for each position/testimonials/past performance reports not to exceed 5 pages for each position." Additionally it states,"

Resumes must not exceed three pages in length and will be in chronological order starting with the most recent experience."

a. What is the page limit for resumes?

b. What is the page limit for testimonials?

c. In Attachment 4, Past Performance, are past performance reports limited to 5 pages per citation?

a. See USAID Response to #32 above.

b. See USAID Response to #32 above.

c. Past Performance should not exceed 5 pages in total.

69. Can the Mission please provide additional guidance as to how technical responses to Sections

C.5 and C.6 will be weighted relative to technical responses to Sections C.1 to C.4, for purposes of demonstrating responsiveness against Criterion 1 (Technical Approach)?

USAID Response: Technical responses to Sections C.5 and C.6 should be reflected in responding to Sections C.1 to C.4, i.e., Sections C.5 and C.6 should be integrated throughout achievement of the Contract results.

70. Given the small number of local firms with specific technical expertise (e.g. Accreditation in

Insight Discovery), would USAID consider requiring local partners to remain nonexclusive during the bidding process?

USAID Response: Local partners to remain nonexclusive during the bidding process.

71. Could USAID/Uganda clarify whether the successful bidder and/or subcontracted organizations on the Organizational Development contract project will be precluded from bidding on the upcoming Learning contract project?

USAID Response: See USAID Response to #29 above.

72. Could USAID/Uganda clarify the anticipated start date of the award?

USAID Response: USAID intends to have the Contract awarded by end of March 2018 if all factors remain constant.

73. Does USAID/Uganda have a preferred budget template that they would like Offerors to use for the cost proposal?

USAID Response: See USAID Response #44 above.

74. Regarding the desire of USAID/Uganda to continue using the Insight Discovery tool, can the

Mission please tell us how many courses or workshops have been delivered based on this tool; to whom/what courses were delivered; and over what period Insight Discovery has been employed?

USAID Response: USAID has employed the Insights Discovery tool since 2014 and has engaged both Mission staff and, to a lesser degree, IPs in approximately nine workshops on personal effectiveness using the tool.

75. Could USAID/Uganda please provide the current organizational structure of the Mission; and the number of senior and junior, expatriate, TCN and local persons working in its key offices?

USAID Response: This information is internal to USAID and may not be shared now.

76. Within USAID/Uganda, are there already some multi-dimensional teams that have been formed and are functioning? If yes, could USAID/Uganda describe the kind of technical integration that has been achieved at the team level?

USAID Response: USAID is in the very early stages of operationalizing multi-dimensional teams. To the extent they currently exist, they are focused on the development and design of new projects and activities.

77. Could USAID/Uganda please describe the performance management process that it currently uses for its employees?

USAID Response: This information is internal to USAID and may not be shared now.

78. Given the overlap and relative resource scarcity/limitations of the organizational development contract vis-à-vis the more resource abundant learning contract, would

USAID/Uganda consider shifting some resources from the latter to the former?

USAID Response: USAID is satisfied with the current division of resources under the two respective contracts.

79. The application of the Insights DiscoveryTM tool is a requirement incorporated into the statement of work, and great emphasis is placed on the use of the instrument. It was clear that any proposal submitted without it would be non-responsive.

USAID Response: This is indeed the case.