Questions_with_Answers_Rev_1.docx

Questions and Answers on RFP SOL-663-14-000015 Please find answers to questions received. Not all questions will be answered. A revised RFP will be issued NLT March 4th.

1. Would USAID consider allowing the annual report of each year to also serve as the quarterly report for that quarter (rather than submitting two separate reports at the same time)? If so, we ask that the quantity of quarterly reports in section B.4 be revised.

YES; B.4 will be revised to state “6 quarterly reports”.

2. Section C.2.3 makes reference to 27 current partners and 25-30 additional local NGOs to be selected over the next three years. Can USAID clarify how many local NGO partners the Project will support per program year and in total? The RFP will be changed to reflect year one 30 (est), year two 35 (est), year three, four, and five 40 (est).

3. Can USAID share the assessment methodology and assessment data collected from the organizations as mentioned in Section C.2.4? This will allow offerors to better understand the training requirements and define baselines from which measurements can be designed.

The assessment methodology is the Non-U.S. Organization Pre-Award Survey Guidelines and Support, FOUND IN ADS 303. Data collected from the organizations cannot be shared.

4. Section C.2.3 USAID Forward: The third paragraph of this clause indicates that "it may not be feasible to have the LCD implementing partner conduct such an assessment each time...the implementing partner may focus on a set of activities known to be an area of need for most, if not all Ethiopian NGOs." Yet the fourth paragraph states that "subsequent local NGOs will need to have diagnostic assessments and capacity development plans for the additional organizations, in addition to training and technical assistance to improve their capacity." Please clarify whether diagnostic assessments and capacity development plans are required for each Ethiopian NGO under the project.

Not all organizations need to have a diagnostic assessment. If an organization is included in the project towards the end of the period of performance, that organization should receive training but it may not be feasible to conduct a diagnostic assessment. However, all organizations included in the project within the first 1.5 years must have a diagnostic assessment. If option years are exercised, USAID and the contractor will decide how many additional assessments must be completed.

5. Section C.2.1: The fourth paragraph states that service delivery is an area where the Government of Ethiopia supports NGO operation, rather than advocacy and human rights. As such, will the LCD focus on capacity building geared toward development results and better service delivery under food security, health/HIV, education, etc.? If not, what technical areas are most relevant?

The LCD project will not build the technical capacity of organizations in their different sectors but will improve the institutional and organizational capacity in areas such as financial management, project management and M&E, which should lead to an improved overall ability to delivery services.

6. What is USAID’s timeline for selection the other 25-30 TBD awards? We are concerned that it may not be feasible that 25-30 NGOs will be identified assessed and have a collaborative training design approved by USAID in time to receive targeted technical support under the LCD project.

The timeline is uncertain therefore we have changed the requirement to reflect our best estimate.

7. Section F.7 (p. 19) indicates that the contractor should assemble a team of up to 2 long-term local or expat professionals. May bidders propose staffing structures that include more than two long-term Ethiopia based staff (local)?

Key personnel are 2 positions but it is expected that the overall team will be larger.

8. In section F.7, USAID suggests that “The contractor should assemble and deploy for the life of the project, a team of up to 2 long-term local and/or expatriate professionals. For illustrative purposes, the team could be composed of a chief of party and a monitoring and evaluation manager.” In section F.7.1, USAID indicates that the Chief of Party and M&E Manager are required key personnel. Please confirm that these positions are required key personnel and not illustrative, and if additional non-key long term local personnel can be proposed.

Key personnel (COP and M&E Manager) are required. The overall team will be larger and additional members can be proposed.

9. May offerors propose additional deliverables, such as drafts or outlines of deliverables? This allows for easier cash flow managements and supports a more defined and informed review/acceptance process.

YES, but understand this could change your evaluation scores either in a positive or negative manner.

10. In light of the importance of performance monitoring and evaluation and the instructions (especially ensuring soundness and proposing indicators and targets), can an expanded Monitoring and Evaluation plan be provided as an annex?

No, the M&E Plan should be submitted as part of the technical proposal.

11. Section M.1 (p. 86) the evaluation criteria #4 for technical approach is listed as “understanding of strengths, weaknesses, opportunities and constraints of local governments …” However section C refers only to work with NGOs. Can USAID please clarify what role local governments are expected to play in the project?

The project will build the capacity of local government entities and local NGOs that have an award with USAID. Efforts with local government entities will be narrow and focused to their ability to manage, implement and report on USAID-funded projects. The contractor should understand the legal constraints that NGOs face to operate in Ethiopia.

12. On page 19 of the RFP, Section F.7.1.a lists the following requirement for the Chief of Party: “S/he must have with a minimum of 10 years professional experience in international development, with 5 years in a developing country and at least 5 years of management experience.”. F.7.1.b lists the following requirement for the Monitoring and Evaluation Manager: “Minimum of 10 years of experience in managing large scale international development operations (required),” would appear to be a requirement for the Chief of Party that was erroneously applied to the M&E position. We request that the USAID review and revise (if appropriate) the M&E Manager’s minimum qualifications. The M&E manager’s criteria are revised. The second and third bullet are combined to state “10 years of experience managing M&E for large-scale international development operations, including experience designing and implementing M&E results frameworks; developing PMPs, work plans and indicators, monitoring on-going programs for USAID or other large donor organizations”

13. Under F.5, Reporting Requirement, F.5.1, Progress Reports: where monthly reports fall at the end of a quarter and quarterly reports fall at the end of the year, please confirm that separate reports will be required, resulting in the possibility of multiple reports submitted within the same period. For example, if a year is January - December, a monthly report is due on December 29, a quarterly report is due on January 15, and an annual report is due on January 30. Please confirm that this understanding is accurate.

This understanding is partially accurate. Monthly reports are updates of activities, challenges requiring immediate attention and outputs; they are not full-scale progress reports. Since the information contained in the updates would be different from the quarterly progress report, which includes reporting on indicators, an update is required each month, even when a quarterly report is due. In lieu of quarterly reports due in January, an annual report will suffice.

14. H.19, Environmental Compliance refers to an Initial Environmental Examination. For pricing and planning purposes, has an IEE been completed? If so, can USAID please share the outcome?

Yes and IEE has been completed. We’ll make a decision if it will be published and advise NLT March 4th.

15. Please confirm that the M&E Plan listed in the Evaluation Criteria in Section M (pages 85-87 of the RFP) can be included as annexes to the technical proposal, not to count against the page limit.

Per Section M, the M&E Plan is part of the technical proposal and is not an annex. Therefore, it will count against the page limit.

16. In Section F on page 19 it requires that the COP have “proven exceptional leadership in the design, management, implementation, monitoring and evaluation of similar-sized international donor-supported programs.” Given that the second Key Personnel Position is a Monitoring and Evaluation Manager, can you please confirm that the COP’s proven exceptional leadership in M&E is not required?

The COP should have experience in M&E.

17. Can we assume that the 27 organizations already in the program have had a diagnostic assessment done, capacity building plans, and M&E plans? (from the deliverables table in section F pages 17-18) No assumptions should be made.

18. Can you please confirm that a contractor under this award will not be required to conduct Pre-Award Surveys of the USAID direct grantees?

This is correct.

19. Expected results #4 (page 12) stipulates that all targeted NGO are expected to have "a long-term business plan that will chart a path toward sustainability, including identifying other funding sources or sources of revenue." Can you please confirm that this is meant to refer to the development of Capacity Building Plans?

This is correct.

20. On page 86, Section M.1 Evaluation Criteria, Technical Approach (30) points includes sub criterion 4 “Understanding of strengths, weaknesses, opportunities and constraints of local governments, as well as the democratic and the socio-economic situation in Ethiopia. (5 points)” Can you please clarify if this was included in error? Revise to state “host government”

21. Regarding the timing of services provided to the NGO partners, we have the following related questions:

a. Please confirm that during the base period the contractor will work with the existing 27 grantees?

We are estimating 30 for the base year.

b. Can we assume that the existing 27 grantees will graduate entirely from the LCD program support by the end of the 2 year base period (it is necessary to know how many are being supported during each option period in order to reasonably estimate the associated costs)?

No. They will graduate once they meet minimum standards of performance and/or at the completion of their project with USAID. At least 21 of the 27 projects will end by September 2016. A 2-year period for graduation is an ideal period.

c. On page 11 (para C.3.2) it indicates that 25-30 new grants will be issued over a 3 year period. Can you please confirm that this is refers to the three option years?

The RFP will reflect estimates for the base and option years.

d. Can you please provide an estimate of how many will fall into each of the option years since this is necessary to know in order to reasonably estimate costs for each option period?

The RFP will reflect our estimated numbers NLT March 4th.

22. In Section B.4 Budget, Contract Line Items, on pages 6 and 7, Item 04 and 03 lists “one report” on the Diagnostic Assessments. Since diagnostic assessments will be conducted for each new NGO as they come online, this will likely not be one report, but 25-30 (or maybe more) reports over the course of each period. We have the following related questions:

a. Can you please specify the number and when they are expected to be completed so that Offerors can plan accordingly?

A minimum of 26 diagnostic reports should be submitted.

b. Can you please specify in which option period activities are expected to occur? For example, as it currently stands, this could be implemented during 1 option year, having been priced for 3 option years, how would payment be made if only 1 option year is exercised?

Activities are expected to begin during the first year of the project and continue during option years if they are exercised.

23. On page 12 in the SOW, subsection 4. Provision of Training and Technical Assistance states:

“The contractor will provide tailored training and on-site technical assistance to NGO staff and board members in accordance with the capacity building plan. A mix of customized training workshops, on-site technical assistance (mentoring services), and internships with more developed NGOs may be provided in implementing the project. “ Can USAID please provide specifications regarding the amount of tailored training, on-site technical assistance, and internships that will be required so that Offerors have a reasonable basis for estimating costs given the fixed price nature of this contract?

The amount of training and technical assistance will depend on the capacity levels of the NGOs.

24. On page 12 in the SOW, subsection 5. On-going Technical Support states:

“Once systems and procedures are introduced and improved, the contractor will monitor and provide technical support to NGOs for an 18 month time period to ensure integration of the new practices into NGO operations. With USAID approval, such technical support may continue beyond the 18 months.”

We have the following related questions:

a. Given that Offerors do not have information related to the requirements for each NGO, can you please specify the amount of Technical Support that should be included for each NGO in proposed budgets?

The amount of technical assistance will vary per NGO.

b. Given the fixed price contract mechanism, can you please confirm that Offerors should budget for 18 months of Technical Support and any additional requested support would be provided through a contract amendment with separate funding?

Offerors proposals should reflect a Firm Fixed Price proposal and not anticipate any amendments to additional price.

25. On page 12 in the SOW it states: “All of the targeted NGOs will have a functional financial management system defined by the following: expenditure tracking; annual budget; revenue projections; standard accounting practices; segregation of duties; checks and balances; filing system; invoices/receipts purchase orders.

We have the following related questions:

a. Can you please confirm that any hardware or software, or other costs that would be required by the NGOs should not be included in the proposal budget?

This is correct.

26. Under section C.2.2, What significant changes occurred amongst NGOs as a result of modification of laws that necessitated adjustment of NGO organizational structures and re-orientation of program strategies?

Offerors should demonstrate an understanding of the local context, and therefore know the changes that occurred amongst NGOs.

27. On Page 10, USAID Forward Section C.2.3, the RFP asserts that the contract shall not duplicate services already provided by Ernst & Young. Question: Would it be possible for USAID/ Ethiopia to provide details of the type of capacity building services provided so far at this proposal development stage.

Capacity building services have not been provided so far.

28. Page 17, Section F.2 Deliverables and Performance Requirements - Should the offeror complete the table in Section F.2 with the proposal submission or after award? May the contractor make changes, with approval from USAID, to this list of deliverables?

The Offeror should complete the table.

29. Page 80, Section L.6 (h) General Instructions to Offerors - requests “a draft Performance Management Plan (PMP)” Page 86 references a “milestone plan” under the Proposed Project Management criterion and an “M&E plan” under the M&E evaluation criterion. Can you please clarify the differences between the Performance Management Plan, M&E plan and milestone plan?

The PMP should not be provided as an annex since the M&E plan will be submitted as part of the technical proposal. The “milestone plan” will state major milestones that need to be achieved to meet deliverables; not as detailed as a workplan. The M&E plan will propose indicators and expected results and how monitoring and data collection/management will occur.

30. Page 86, Section M.1, General information states that Technical Approach sub-criterion 5 is “Demonstrated ability to promote social, economic, and confessional diversity as well as gender considerations in the proposed approach.” Please clarify what is meant by the term “confessional diversity,” and if appropriate, confirm it means diversity between different religious communities within Ethiopia.

Revised to state “professional diversity”

31. Page 10-11. Section C.3.1. It lists that priority areas for capacity development are “financial management, monitoring and evaluation, and administrative management.” On Page 11, there are three tiers listed for contractor responsibilities, under which administrative management is not mentioned. Please clarify where administrative management should fall, and also clarify the Tier numbers, which are listed as “Tier 1, Tier 1, and Tier 2.”

Revised to state “project management”, which is already included under Tier 1. There are 2 Tiers: Tier 1 incorporated the first two points under the Tiers; Tier 2 is the last point regarding sustainability.

32. RFP Section C.2. Part 3. USAID Forward” Page 10 Can USAID kindly provide the final diagnostic reports for the 27 NGOs that Ernst and Young previously assessed? Only 1 diagnostic assessment has been completed; the report is not yet finalized.

33. RFP Section C.2. Part 3. USAID Forward” Page 10 Can USAID please provide the scope of services provided for the 27 NGOs and specific details about each NGO, including number of employees and funding levels for each NGO?

They have not yet received services; the diagnostic tool was completed.

34. RFP Section C.3. “Scope of Work” Page 10 Per the RFP, it states that “The work will dovetail with current Ethiopia LCD support contract” Can USAID provide explain what is meant by “dovetailing” with the current USAID/Ethiopia LCD support contract? Can USAID provide details on this support contract with regard to the contract holder and scope of work?

The new LCD contract should strive to use materials (i.e. diagnostic tool) developed under the support contract with E&Y to avoid duplication of effort.

35. RFP Section C.3. “Scope of Work” Page 10 Can USAID provide the criteria for the identification of the target NGOs selection?

These are organizations that have been given awards by USAID. It is assumed that new organizations that may be added will similar in size, capacity, and geographic location as the current organizations.

36. It is noted that some of the recipients of direct USAID awards which responded to Local Capacity Development Annual Program Statements are not NGOs. Will they also be served by this program?

All local organizations that have an award with USAID, including NGOs, government entities, and businesses will be served by the activity.

37. Phase 5 ongoing technical support is 18 months long. It implies that phases 1-4 should be completed in the first 6 months of the project. Also note that you can’t move to tier II training support until you have agreed with USAID that the NGO is competent in tier I. Please confirm that the contractor is expected to get through all three tiers and all six phases including 18 months of mentorship within two years.

Phases 1-3 should be completed within the first 6 months; phases 4-6 should be completed by the end of the project.

38. Will the NGOs be reserved in their capacity building plans if they know they will be submitted to USAID? Can they be submitted without attribution to the NGO?

No

39. Is the M&E plan deliverable for their capacity building plan? Or for their work? The M&E plan is a deliverable for the activity; the NGOs will receive separate M&E training and assistance to improve their own M&E skills and systems

40. Page 10 refers to the exisitng contract with E&Y. Pleases confirm that the contractor will be responsible for assessments only for the new cohort of 25-30 NGOs. No; the contractor will conduct assessments for all NGOs that E&Y did not complete.

41. Section C.2.3 (p. 10) states that this project should not duplicate the contract currently being implemented by Ernst & Young which is providing diagnostic assessments, capacity development plans, and initial training for 27 NGOs that received awards with USAID. So that we may accurately budget and plan; can USAID provide additional information as to the support that will have been provided to these 27 current NGOs when the Local Capacity Development project begins? Will all have undergone diagnostic assessments and have capacity development plans in place? Should we assume that all will have received initial training and technical assistance in financial management and M&E? Are the 27 capacity building plans for local NGOs listed in section B.4 (contract line item schedule) on pages 6-7 for the base years and again for the option years a reference to these current 27 or a reference to the 25-30 new NGOs which USAID anticipates awarding funds to?

Ernst & Young completed a diagnostic tool and one diagnostic assessment. E&Y has not provided any initial training. Contractors are highly encouraged to use the diagnostic tool developed by E&Y. The new LCD contract will complete diagnostic assessments of the remaining organizations, and will develop capacity development plans and provide training and TA.

42. Will the 25-30 additional NGOs be selected through an APS process with similar technical focus areas? As different sectors have different requirements for M&E and compliance, for example, additional details on the technical areas will enable offerors to better plan for targeted support.

Yes, they will be similar. M&E efforts under the project should be focused on teaching local organizations M&E principles and help them develop and implement good systems and practices.

43. Section L.8 asks that Biographical Data Sheets "...be submitted separate from both the technical and cost proposal..." and also asks that the Biographical Data Sheets "...be included as an annex." Can USAID clarify if the Biographical Data Sheets be included as an annex to the technical application, cost application or as a separate section?

Biographical Data Sheets must be included. Please follow the instructions of the RFP.

44. Pg. 10, Section C.2.3 states "USAID/Ethiopia has a short-term contract in place to conduct diagnostic assessments, create capacity development plans, and begin initial training for the local NGOs that received awards with USAID. This contract should not duplicate services already provided, so there will be a handover meeting between the current implementing contractor, Ernst & Young, with the contractor selected under this RFP and USAID." Will USAID make available the Ernst & Young Statement of Work or key element of their contract so that Offerors do not propose completed or overlapping services?

No, as stated in answers above, Ernst & Young only completed a diagnostic tool and one diagnostic assessment. E&Y has not provided any initial training. Contractors are highly encouraged to use the diagnostic tool developed by E&Y. The new LCD contract will complete diagnostic assessments of the remaining organizations, and will develop capacity development plans and provide training and TA.

45. Under C.2.3, USAID Forward, is it possible to obtain a list of the 27 local NGOs currently receiving capacity building support in order to avoid duplicating efforts or creating conflicts of interest?

Yes

46. Please confirm that in addition to the table of contents and graphs, charts, cover pages, dividers, attachments i.e. (required bio data sheets, tables summarizing qualifications of proposed personnel, organizational structure), an acronym list and the required annexes (a draft work plan, a draft Performance Management Plan (PMP), resumes, and three of the most recent and relevant contracts for efforts similar to the work in the subject proposal) are not included in the 30 page technical proposal page limits.

A draft PMP is not needed; instead the M&E Plan will be included in the technical proposal. The above mentioned documents are not included in the 30 page limit.

47. For the current 27 NGOs, in order to provide Offerors with sufficient information to provide a reasonable estimate for the cost of services, we have the following questions:

a. Where are the NGOs located?

Geographic Locations:

Bale/Raytu – OROMIA: 1 Jimma – OROMIA: 4 Agaro/Goma – OROMIA: 1 Kembatta/Durame – SNNPR: 1 Hawassa – SNPPR: 4 Mekelle – TIGRAY: 5 Gambella: 1 Benishangul Gumuz: 1 Bahir Dar – AMHARA: 3 Debre Birhan – AMHARA: 1 Gondar – AMHARA: 2 South Gondar – AMHARA: 1 North Shoa – AMHARA: 1 Haramay – HARAR: 1 Jijiga – SOMALI: 1 Dire Dawa: 2 Afar/Nazareth: 1 Afar/Awash – AFAR: 1

b. Have these NGOs already been assessed by Ernest & Young and will Capacity Building Plans and training have already begun by the time this LCD project begins? Ernst & Young completed a diagnostic tool and one diagnostic assessment. E&Y has not provided any initial training. Contractors are highly encouraged to use the diagnostic tool developed by E&Y. The new LCD contract will complete diagnostic assessments of the remaining organizations, and will develop capacity development plans and provide training and TA

48. Regarding the work already underway with Ernst and Young, we have the following questions:

b. For how long has E&Y been working on their assignment?

2.5 months

c. Will their assignment end when the LCD project is awarded (or soon after)?

It has already ended.

d. Has E&Y already conducted diagnostic assessments for the existing 27 grantees or are these assessments expected from the LCD contractor?

E&Y has only completed one diagnostic assessment.

49. On Page 12 in the SOW it states: “Each organization’s capacity building plan will be shared with USAID. USAID may modify the plan prior to implementation.” Given that this is a fixed price contracting mechanism, this does not seem possible. USAID could make modifications that would entirely change the resources required and associated budget. We respectfully request that this be deleted.

This statement is revised to state “Each organization’s capacity building plan will be approved by USAID prior to implementation.”

50. Section H.14. “Nonexpendable Property purchases and IT resources” Page 28 Does USAID envisions the close-out of any ongoing USAID project prior to the initiation of the contract that would allow for transfer of Non-Expendable Property (NXP) to the project? If so, can an indication of the same be provided, so as to allow for proper costing purposes on procurement of NXP?

No NXP available.

51. Will the Mission provide data on the current short-term contract so that we can better budget for the required number of trainings? For example, the number of NGOs currently at Tiers 1 and Tiers 2.

All 27 organizations are currently at Tier 1.

52. 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?

There is no incumbent contractor currently performing the work.

53. Can USAID please clarify the due date? According to the cover page the proposal is due to USAID/Ethiopia on March 12, 2014 however section L.7 states that electronic versions of the proposal are due on March 03.

The due date is March 12, 2014

54. In Section B.4 the Budget includes a contract line item for "Annual Reports" (2). However, in section L.10(b) there is no line item for Annual Reports. Can USAID please confirm that L.10(b) should include line item "11. Annual Reports" (and that the "Final Report" is line item #12)?

In section B4 Annual Report is #11 and Final Report is #12 In section L.10(b) “Annual Reports” line item was missed erroneously and it should include line item 11. Annual reports and Final Report is line item #12

55. Can USAID clarify why AIDAR 752.7001, AIDAR 752.7003, AIDAR 752.7007, and 52.216-7 are included in the RFP? As it is our understanding that per AIDAR and FAR, these clauses are not applicable to firm fixed price type contracts.

These clauses are excluded from the RFP.

56. Do applicants need to be legally registered in Ethiopia to be considered?

Yes.

57. Deliverable #7 – “Plan for technical Assistance”, is described in the pricing schedule under Article B.4 (pgs. 6 and 7) but not the deliverables table in F.2 (pg. 17). Is this part of the subsequent deliverable "Initial training and technical assistance" or is it a separate requirement? Will USAID please elaborate on what the difference is between the two?

It is the same and has no difference.

58. Will USAID please make available any inventory can be transferred from existing projects, such as laptops, cameras, mobile devices, vehicles, etc.?

No.

59. Page 87, Section M.2 Evaluation Criteria - Can you please confirm that small business offerors do not need to respond to the “Small Business Plan” criterion?

Small business offerors don’t need to respond to the “Small Business Plan” Criterion.

60. Section I.11, Page 54 “Taxes – Foreign Cost Reimbursement Contracts” Please confirm that FAR 52.229-8 included in the solicitation will not be applicable to the resultant Firm Fixed Price Award.

FAR 52.229-8 will also be included in the FFP award as in the solicitation

61. Section L.7(1) “Delivery Instructions” Page 80 The RFP states that electronic files shall not exceed 2 MBs each, please confirm if we can attach documents that are up to 2 MBs each or just a total of 2 MBs per email.

Total of 2MB per email