Q A_TEPS_SOL-667-14-000002.pdf

Solicitation # SOL-‐667-‐14-‐000002 -‐ Towards Enduring Peace in Sudan Program (TEPS) Questions and Answers Page 1 of 19

SUBJECT: Solicitation -‐ Request For Proposal (RFP) No. SOL-‐667-‐14-‐000002

Toward Enduring Peace in Sudan Program (TEPS)) Project

Questions and Answers

Question 01:

Does the Combined Synopsis/Solicitation under solicitation number SOL-‐667-‐14-‐000002 contain requirements similar to a current contract? If possible, please provide the current contract number. Or, is this a new requirement for the government?

Response: The services required under this RFP are similar to Task Order # AID-‐667-‐TO-‐13-‐00002, Sudan Transition and Conflict Mitigation II (STCM II) program.

Question 02:

On page 12, Section C.1, the RFP mentions the USAID/Sudan’s Program Framework 2014-‐2016 goal of a “Foundation for Democratic and Peaceful Sudanese Development Strengthened.” Could USAID please provide a copy of the USAID/Sudan Program Framework for 2014-‐2016?

Response:

See Section C.3 of the solicitation for USAID/Sudan Strategic Goals and Portfolio.

Question 03:

On page 19, Section C.6 “Respective Roles of USAID/Sudan and the Contractor,” the RFP mentions that the contract will be managed by USAID/Sudan, while the RFP is released by USAID/East Africa. Could USAID please clarify the relationship between the two missions and the Contractor?

Response:

The COR, based in Khartoum, is responsible for technical direction in Sudan. The Regional Office of Acquisition and Assistance in East Africa is responsible for contract award and administration.

Question 04:

On page 27, Section C.7.ii.i “Address Key Issues,” the RFP states that:

a) “The contractor will be requested to ensure that no less than 80 percent of the total program budget is spent on conflict management and mitigation.”

b) “The contractor also will be requested to ensure than no less than 30 percent of the total program budget is attributable to Gender Equality/Women’s Empowerment.”

c) “The contractor will be requested to ensure than no less than 30 percent of the total program budget is attributable to women, peace, and security.”

d) “The Contractor will be requested to ensure that no less than 20 percent of the total program budget is attributable to relief to development.”

e) “The Contractor will be requested to ensure that no less than 50 percent of the total program budget is attributable to Youth development.”

Please note that the percentages add up to 210 percent. Could USAID please revise the percentage allocations to add up to 100 percent?

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Response:

The solicitation is amended to correct item a) which now states “...no less than 80% is attributable to conflict management and mitigation.” We anticipate that budget contributions can go toward meeting multiple goals, therefore the attributions can be double counted and are not required to add up to 100 percent.

Question 05 On page 54, Section F.8 “Professional Level of Effort,” the RFP states that the Level of Effort table must include “the maximum anticipated level of effort by labor category.” Could USAID please confirm if there are any ceilings on levels of effort for each labor category listed in the LOE table?

Response:

The per year ceiling for each of the key or long-‐term personnel is 260 days.

Questions 06 On page 132, Section L.8 “Instructions for the Preparation of the Technical Proposal,” the RFP states that “gender considerations must be factored into the Offeror’s work plan, M&E plan, and specifically in training plans.” Please clarify whether a work plan is required. If so, please clarify whether a workplan can be submitted as an annex.

Response:

A draft work plan is required as part of the technical proposal.

Question 07 On page 133, Section L.8.a “Length and Format,” the RFP states that “the technical proposals are strictly limited to thirty pages.” Please clarify the formatting requirements for the technical proposal (for example, single-‐spaced, 11-‐point Times New Roman font).

Response:

There are no specific requirements on font type, size, or spacing.

Question 08 On page 133, Section L.8.a “Length and Format,” the RFP states that “technical proposals are strictly limited to thirty pages, excluding any full page charts or tables, and the annexes.”

Could USAID please confirm whether full page charts, such as organizational charts and tables, are excluded from the technical proposal formatting requirements (e.g. font type and size)?

Response:

USAID confirms that full page charts, such as organizational charts and tables, are excluded from the technical proposal page number requirements. As stated in the response to Question 7, there are not specific requirements on font type, size, or spacing.

Question 09 On page 133, Section L.8.b “Content Organization,” the RFP requests a cover page and an executive summary. Could USAID please confirm that the cover page and an executive summary are excluded from the page limit?

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Response:

The cover page and executive summary are included in the technical proposal 30 page limit.

Question 10 On page 133, Section L.8.b “Content Organization,” the RFP states that “resumes of proposed key personnel (five pages maximum per position) shall be included in Annex B. All key personnel resumes should include three references with up-‐to-‐date contact information.” Could USAID please confirm if the required list of references for each candidate is not included in the page limit?

Response:

The list of references is included in the five page limitation for resumes of proposed key personnel.

Question 11 On page 135, Section L.8.b “Annex D – Past Performance Data,” the RFP states that “for contracts not in PPIRS, the Offerors must submit past performance information on all contracts above $1,000,000 with a period of performance falling within the last three years which involve any of the services listed in Section C.” In an event that a Contractor has a large number of contracts above $1,000,000 with a period of performance falling within the last three years, would USAID consider instructing the Offerors to instead submit past performance information for a limited number (e.g. up to five) contracts that fall within the last three years and involve services listed in Section C?

Response:

The requirement to submit past performance information on contracts above $1,000,000 is only for contracts not in PPIRS.

Question 12 On page 135, Section L.8.b “Annex D – Past Performance Data,” the RFP states that “for contracts not in PPIRS, the Offerors must submit past performance information on all contracts above $1,000,000 with a period of performance falling within the last three years which involve any of the services listed in Section C.” Would USAID accept past performance information on cooperative agreements as well?

Response:

No, the requirement is to submit past performance information on contracts above $1,000,000 that are not included in PPIRS.

Question 13 On page 135, Section L.8.b “Annex D – Past Performance Data,” the RFP states that “for contracts not in PPIRS, the Offerors must submit past performance information on all contracts above $1,000,000 with a period of performance falling within the last three years which involve any of the services listed in Section C.” Would USAID consider accepting a list of contracts and cooperative agreements and contact information to ease USAID’s search for past performance information in PPIRS?

Response:

No, the requirement is to submit past performance information on contracts above $1,000,000 that are not included in PPIRS. USAID will conduct a search for information included in PPIRS.

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Question 14 On page 139, Section L.10.1 “Direct Labor Salaries & Wages,” the RFP states that “a detailed Level of Effort (LOE) estimate with a separate line item for each proposed individual identifying each individual by name and title as well as a consolidated LOE chart, including subcontractor’s LOE, must be provided.” The RFP further states that “a copy of this chart should be presented as an annex to the technical proposal,” but the LOE Chart is not listed in the list of annexes on page 133. Please confirm whether:

a) The LOE Chart should be submitted as a part of the Technical proposal. If so, please revise the list of annexes on page 133 to include an additional annex with the LOE chart.

b) The LOE Chart must also be included in the Cost proposal.

Response:

The LOE Chart should be included as part of the cost proposal, utilizing the chart provided as a tab in the budget template (Attachment J.1).

Question 15 On page 139, Section L.10.1 “Direct Labor Salaries & Wages,” the RFP states “completed biographical data sheets must be provided for all key and long-‐term personnel. Minimum qualifications of key personnel (see Section F) must be provided.” Could USAID please confirm if the minimum qualifications of key personnel requirement can be met through the information provided in sections 14-‐15, Employment History and Consultancy Services, respectively, of Form 1420-‐17? These sections ask for three years of salary and daily rates.

Response:

Please refer to the solicitation requirements for key and long-‐term personnel. The proposal must document the minimum qualifications. The 1420-‐17 form allows continuation on a separate sheet of paper if necessary to document all employment related to the duties of the proposed assignment.

Question 16 On page 141, Section L.10.6 “Subcontracts,” the RFP states the following: “Provide the subcontracting plan using SF-‐294 if not registered in Electronic Subcontracting Reporting System.” Please clarify if USAID is requiring a subcontracting plan to be submitted in the cost proposal. Additionally, please clarify if USAID is requiring historical data using SF-‐294 forms? If so, please clarify for what period Offerors should submit SF-‐294s.

Response:

The SF-‐294 is only required if the offeror is not registered in the Electronic Subcontracting Reporting System.

Question 17 On page 142, Section L.10.13 “Total Fixed Fee,” the RFP states that “USAID will not agree to allow the plug figure for the GUCs CLIN to be included in the calculation of fixed fee.” Could USAID please confirm if contractors can propose a financing fee on GUCs under this contract? If no financing fee is allowed, will grants be financed under our federal line of credit?

Response:

As stated in the solicitation, USAID will not agree to allow the plug figure for the GUCs CLIN to be included in the calculation of fixed fee. USAID anticipates an award of a Cost-‐Plus-‐Fixed-‐Fee contract

Questions and Answers Page 5 of 19 from this solicitation. During implementation cost will be reimbursed based on costs incurred and fee may be charged on costs other than the GUCs.

Question 18 On page 150, USAID presents Local Compensation Position Description Guidelines General Grade Level Guides. Could USAID please provide FSN and local allowances for Sudan?

Response:

Yes, we have now included the Local Compensation chart with this amendment. See revised attachment J.2.

Question 19 On page 167, “Attachment J.6 – Past Performance Questionnaire,” RFP requires a name of a contact person for a project listed in the questionnaire. Please confirm that the contact person could be an individual other than the USAID formal contact (for example, CO, COR, COTR).

Response:

The individual should be the Contracting Officer or the Contracting Officer Representative with responsibility for technical direction for the contract.

Question 20 On page 9 of 171, section B.5, The table lists CLINs and dollar amounts by contract years. Are the dollar amounts in the table budgeted amounts (as stated in NOTES 1.), or ceiling amounts? The first can be exceeded; whereas, the second cannot.

Response:

The amounts in the table are plug figures and should not be changed. Therefore, at contract award these amounts will be ceilings.

Question 21 On page 9 of 171, section B.6 Paragraph (a) states, "The contract budget found in the Section B.4 contract line items is based on."Do you mean to reference "B.5" which is titled "CONTRACT LINE ITEMS;"

or, do you mean "ESTIMATED COST, FIXED FEE AND OBLIGATED AMOUNT" (the title for B.4); or do you mean to reference both clauses?

Response:

The intention is to reference section B.5. The solicitation is revised with this amendment to reference section B.5.

Question 22 On page 10 of 171, section B.8, The clause shows a blank table with "To be determined" at the bottom.

Will our indirect rates actually be put into a contract? Why not look at a Government audit of our books;

versus, memorializing a snapshot in time, and making it a contractual requirement? When would the table be filled in with our indirect costs, or contractual required indirect costs?

Response:

The Contractor’s indirect rates will be included in the contract. Please refer to the note under section B.8.

The indirect cost section of the contract will be finalized at award.

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Question 23 On page 10 of 171, section B.8,"Note:" Applicable indirect rates… If the Contractor does not have a NICRA, how should Indirect costs be proposed?

Response:

If an offeror does not have a NICRA, costs should be budgeted and billed as direct costs.

Question 24 On page 10 of 171, section B.8, "Note" states "Indirect costs shall not be allowed for local organizations." What is meant by local organizations? Does that mean subcontractors, Sudanese employees, or non-‐incorporated groups we might provide a grant? What is the relevance to the non-‐allowance use of Indirect Costs.

Response:

A local organization must be organized under Sudanese laws; have its principal place of business in the Sudan; be majority owned by individuals who are Sudanese citizens or lawful permanent residents of Sudan or be managed by a governing body, the majority of whom are Sudan citizens or lawful permanent residents of Sudan; and not be controlled by a foreign entity or by an individual or individuals who are not citizens or permanent residents of Sudan. Unless the organization has an established NICRA, costs should be budgeted and billed as direct costs.

Question 25 On page 12 of 171, section C.2, Second paragraph, second sentence states: "GUC will be primarily in-‐kind." Is there an official definition for "in-‐kind"?

Response:

There is no official definition for “in-‐kind,” however it generally refers goods and services in lieu of money (or cash).

Question 26 On page 21 of 171, section C.7.b Grants Under Contract, Procurement for grants under contract Developing and procuring grants involves working with various vendors and service providers to procure commodities and services: will this create an OCI precluding the contractor from bidding on other work for USAID in Sudan?

Response:

No this does not necessarily present organizational conflict of interest or preclude the contractor from bidding on other work for USAID in Sudan. For additional information on OCI, please reference FAR 9.5.

Question 27 On pages 36 of 171; 59 of 171; 85 of 171; and 169 of 171, section C.7, (iii) Phase Specific Responsibilities, Phase 1 -‐ Mobilization, Deployment, Startup, Tasks and Deliverables, "Field Procurement Guide;" G.6; H.29; and Attachment J.7 The clause in C.7 states we should use the Geographic code 941; while, G.6 and H.29 state the Authorized Geographic code is 937. Which code should we use?

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Response:

The authorized Geographic code is 937 and section C.7 of the solicitation has been corrected with this amendment.

Question 28 On page 38 of 171, section C.7 / (iii) Phase Specific Responsibilities/ Phase 1 -‐ Mobilization, Deployment, Startup/ Task & Deliverables/Legal Status. Must contractor establish its legal status in Sudan prior to proposal submission?

Response:

Not necessarily, but the Contractor must be in a position to obtain legal status before the start-‐up meeting after the contract is awarded.

Question 29 On page 53 of 171, section F.8, The clause's first sentence has a "TBD" in the fill in the blank spot. What would go in that spot that could possibly apply to all positions (are you saying all hires would be for one year)? If it is the total days for all personnel, shouldn't there be a statement that it is per year.

Otherwise, it could not apply to both the 3 year base PoP and the individual 1 year periods.

Response:

The TBD is the overall proposed number of person-‐days of professional level of effort for all categories for the 3 year base period and the option period. The table will provide the breakdown for each year of the period of performance and option years.

Question 30 On page 54 of 171, section F.8, Table states: "The maximum anticipated level of effort by labor category is set forth below" and "* Offerors may propose LOE within the plug figure set for TAP-‐STTA in Sections B and L of this RFP." It appears that the 260 days are the maximum number of days allowed per year, and the statement at the bottom states we can only make an input for the *TAP amount. Why are there blanks for each year and job category? Do you want us to have the option to propose values less than 260?

Response:

Yes, you may propose values less than 260 for each year (260 is the maximum number of days per year for each position listed). The TAP-‐STTA should be proposed based on the the budget levels indicated for the TAP-‐STTA line item.

Question 31 On page 55 of 171, section F.8 (a), LOE: RFP states, "Once the level of effort has been fully expended, the contract is complete." Does this mean that no hours will be/can be added to the contract?

Response:

USAID does not anticipate adding additional labor hours to the contract after award.

Question 32 On page 55 of 171, section F.11, The clause describes how USAID might evaluate the Prime. Would a Government Contractor's evaluation of the Prime Contractor for this requirement, be included or used as a basis for the Government's PPIR evaluation? That would seem to be an inherently governmental

Questions and Answers Page 8 of 19 position.

Response:

As stated in the solicitation, the focus of the mid-‐term evaluation is to assess the achievements of the project versus the stated objectives and goals, to identify which elements of the project had the most significant impact and which did not, and which aspects of project design need to be considered for continuation under future possible projects.

Question 33 On page 133 of 171, section L.8 (a), Length and format, Do the cover, cover letter and table of contents count toward 30-‐page maxzimum?

Response:

Yes, the cover page and table of contents are included in the 30 page limit.

Question 34 On page 135 of 171, section L.8 (b) Annex D – (A) Provide a narrative summary of your organization's use of small business concerns over the past three years. Describe how you actually use small businesses-‐-‐as subcontractors, as joint venture partners, through other teaming arrangements, etc.

Will an existing, approved, small-‐business commercial plan be acceptable to satisfy this requirement?

Response:

Please refer to the requirements stated in the solicitation.

Question 35 On page 139 of 171, section L.10 (c) (1) Salaries of TCNs and CCN personnel shall not exceed the thresholds in the US Embassy local employee compensation plan. Please provide this compensation plan;

or, can more clarity be provided with regard to the FSN grade equivalents and the salaries established in the Labor Compensation Plan?

-‐-‐ For instance, FSN-‐1 is an entry level position but what is the salary range for this position?

-‐-‐ The Kenyan Labor Compensation Plan breaks this out and shows the labor grades with salary ranges.

For ex-‐pats and US workers in Sudan: can the USAID maximum salary range be used as a guide for pay for these employees?

Response:

Yes, we have now included the Local Compensation chart with this amendment (See revised Attachment J.2). Please also refer to section H.25 of the solicitation for additional requirements for personnel compensation.

Question 36 On page 141 of 171, section L.10 (c ) (9), security, Will the Sudanese government be providing security for monitoring and evaluation teams, short term technical assistance, direct distribution of goods and services, and other on-‐ground activities?

Response:

In some cases yes, but contractors should assume responsibility for providing their own security services.

Question 37

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On page 141 of 171, section L.10 (c) (11) "The Offeror and each proposed Subcontractor will include a copy of its NICRA" If the Prime and/or Subcontractor does not have a Negotiated Indirect Cost Rate Agreement (NICRA) what should be provided? How should the offeror show the indirect dollars in the budget? Should the Indirect dollars be broken out and shown as direct dollars against each CLIN?

Response:

Please refer to Section L.10 of the solicitation, article 11 page 141 of 171.

Question 38 On page 142 of 171, section L.10 (c) (13) (G), "Clear explanation of budget narrative for all cost items/categories including staff, consultants, subcontracting and material handling costs…" Should this be presented in a separate Word document, or on a separate Excel tab?

Response:

Please provide budget narratives in a separate word document.

Question 39 On page 142 of 171, section L.10 (c) (13) (G, "Clear explanation of budget narrative for all cost items/categories including staff, consultants, subcontracting and material handling costs…" How should this be presented if the Contractor does not have a Material Handling Unit?

Response:

Please only provide Material Handling Unit information if applicable.

Question 40 Section C.7.ii.k, page 30: quarterly reports are cited as due before the end of the quarter. In section F.5, page 51 quarterly reports are listed as TBD. Would USAID consider having quarterly reports due 25 days following the end of the FY quarter, e.g. April 25 instead of March 25?

Response:

The final reporting period dates will be established at award in section F.

Question 41 Section C.7.ii.k, page 30: The annual report is due within 30 days of the end of the quarter nearest the signature date of the contract and substitutes for the 4th quarter report. In section F.5, page 51, the annual report is listed as TBD. Please confirm that the annual report is to be submitted 30 days following the end of the 4th quarter.

Response:

The final reporting period dates will be established at award in section F.

Question 42 Section C.7.ii.k, page 30: Would USAID consider submission of bi-‐weekly reports instead of weekly reports and submission of success stories on a monthly basis, instead of weekly, and leave the number of success stories submitted up to the COR?

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USAID requires weekly reports. However, the solicitation is amended in Section C.7.ii.k to allowmonthly submission of success stories.

Question 43 Section C7.iii: May offerors assume that Phase 1 Start-‐Up is Months 1-‐3, and Phase 2 Full Implementation is Months 4-‐30?

Response:

Section C7.iii has been amended to correct Phase 2 Full Implementation to months 4-‐33.

Question 44 Section H.60, page 96: Would USAID consider including a class deviation from ADS 302.3.4.12 granting authority to the COR to approve GUC, STTA, and DDGS up to $249,999?

Response:

USAID will take this into consideration and a determination will be made by the Administrative Contracting Officer at the time of the award.

Question 45 Section L.8.b, page 134-‐135: Are offerors required to include non-‐key personnel CVs and references in Annex B and non-‐key personnel LOCs in Annex C?

Response:

Offerors are not required to include non-‐key personnel CVs and references.

Question 46 USAID references submission of a revised Phase 1 workplan due within 15 days of the start up meeting in Section C.7.iii, page 34 and F.5, p. 49. Section L, page 134 indicates the management should include a well-‐defined, feasible and appropriate start-‐up plan. Is USAID making a Phase 1 workplan a requirement for submission and if so should it be added to the list of annexes?

Response:

The start-‐up workplan is part of the management plan section of the technical proposal and is not a separate annex.

Question 47 Section L.8.b – Annex D, page 135 states that “THERE IS NO NEED TO SUBMIT INFORMATION ON ANY CONTRACT MEETING THE REQUIREMENTS ABOVE IF IT IS IN PPIRS.” The section goes on to state that “If all of the applicable contracts are in PPIRS, please note this on the sheet.” Our understanding is that offerors fulfill the requirement by preparing a list of all contracts relevant to the SOW exceeding $1M for the past 3 years and provide the questionnaire on p. 167 to USAID for those CPARs not in the system. Given that it is not always clear if a CPAR is available for viewing, may offerors provide relevant PPRs in addition to what USAID accesses on the PPIRS system?

Response:

The requirement to submit past performance information on contracts above $1,000,000 is only for contracts not in PPIRS.

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Question 48 Section C.7.ii.f, page 24: Would USAID consider providing a plug figure for USG support so as to ensure equity among offers?

Response:

No plug figure is being provided; however such services should be factored into the LOE proposed for project management personnel.

Question 49 Section C.7.ii.i, pages 27-‐29: USAID sets targets for attributing a percentage of the total program budget for conflict, gender, etc. May offerors assume that the targets apply to the CLIN 2 TAP budget listed p.9?

Response:

Yes

Question 50 Does USAID want respondents to budget for any presence outside of Khartoum?

Response:

Yes, based on the proposed geographic areas listed in the solicitation.

Question 51 In Section C.4 on page 15, the RFP states “It is anticipated that in-‐kind grants may include small-‐scale infrastructure rehabilitation projects such as local administration buildings, schools, and clinics.”Offerors note ADS 303 prohibits such work without an exception. Can USAID please confirm that they will provide an exception to ADS 303.3.30 to allow for infrastructure and renovation to be implemented through the grants program?

Response:

USAID is considering all options. Offers should propose the best methodology to achieve the statement of work.

Question 52 -‐ Section C.7 on page 21, and throughout the scope of work, the RFP references grants that will be made to governmental entities. As this is not allowed under ADS 303, can USAID please confirm that USAID will include a class deviation from ADS 302.3.4.12 in the program contract to allow the implementer to issue grants under contract to governmental organizations?

Response:

GUCs to Sudanese governmental entities will be subject to a deviation or waiver from ADS 302 policies.

Question 53 In Section C.7, page 21 the RFP states: “The vast majority of program activities will be implemented through in-‐kind grants. The grant-‐making procedures shall be consistent with the requirements in ADS 302.3.4.12.a. and compliance with U.S. law shall be documented for each GUC, using the GUC Legal Checklist.” Could USAID please provide offerors a copy of the GUC Legal Checklist as it is not publically available on the USAID.gov website or other public venues?

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The GUC legal checklist will be provided to the Contractor at the time of award.

Question 54 In Section C.7 (ii), page 24, the RFP states, “…the contractor shall not pay for any such USG personnel travel costs, including but not limited to, per diem, hotels, flights, local transportation, and miscellaneous costs.” Page 25 concerning Strategy Review Sessions states, “The Contractor may also be asked to provide logistical support as necessary. This may include: finding and booking location; paying for travel, lodging and meals; transportation; note taking; and providing equipment.” Can USAID please confirm that implementers will not have to provide support for USG personnel? If USAID would like the implementer to provide such support, will USAID provide a plug figure for the amount of support that may be required over the life of the project to allow all offerors to budget the same amount?

Response:

Page 25 of the solicitation concerning strategy review sessions has been amended to remove the requirement to pay for travel, lodging, and meals for USG personnel. The Contractor shall provide logistical support including transport in remote areas. A plug figure is not provided and is expected to be nominal.

Question 55 On page 27, Section C.7(ii)(h) states that “Respondents to the RFP should therefore include as part of their proposal their approach to achieving environmental compliance and management.” Please confirm whether this document should be submitted as an annex to the cost proposal and does not count against page limits.

Response:

The approach to achieving environmental compliance and management should be included in the technical proposal.

Question 56 Section H. 29: Authorized Geographic Code on page 85 of the RFP lists 937 as the geographic for procurement of goods and services. However, Section C.7: Field Procurement Guide on page 36 lists the geographic code as 941. Can USAID please confirm the 937 geographic code for this contract?

Response:

The authorized Geo code is 937 and section C.7 of the solicitation has been corrected with this amendment.

Question 57 Section L.8, page 132 of the RFP references a work plan that includes gender considerations. Can USAID please confirm that a full-‐page work plan (that does not count against the page limit) is required only for the start-‐up phase of the project?

Response:

The initial work plan is part of the Technical proposal.

Question 58

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Can USAID confirm that the proposal cover page, table of contents, acronym list, and executive summary are not included in the 30-‐page limit (section L.8, page 133 of the RFP)?

Response:

The cover page, table of contents, acronym list and executive summary are included in the 30 page limit.

Question 59 Section L.8, page 135 of the RFP asks offerors to submit “Past Performance Information Sheets” (attachment J.6) for all projects not in PPIRs. Particularly given that offerors may have a substantial number of projects (several dozen) that have not yet been entered into the PPIRs system, can USAID please confirm that offerors need to only submit the Past Performance Information Sheets to the East Africa Mission with Section A from attachment J.6 completed as part of our submission due June 18th?Or, would USAID/East Africa prefer that offerors send the forms with Section A completed to USAID/East Africa (to jsimpson@usaid.gov andawanjiru@usaid.gov) prior to the June 18th deadline?

Response:

Offerors shall include Past Performance information sheets with their technical proposal submission.

Question 60 Section L.10, page 141 of the RFP states that “all costs for local organizations must be budgeted 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:

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

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

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

We request this modification because, 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.

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Response:

All types of sub-‐contracts will be considered; however, without an official USG NICRA, all costs must be direct costs.

Question 61 In Section L.10 (13): Fixed Fee (page 142), the RFP states that “USAID will not agree to allow the plug figure for the GUCs CLIN to be included in the calculation of fixed fee.” This appears to be inconsistent with FAR 15.404-‐4 and ADS 302.3.6.9, which state, inter alia, that pre-‐negotiation fee objectives must be determined according to a structured approach that considers contractor effort, risk, and other special factors. Grants require significant effort to administer and carry risks for the contractor.

Additionally, the statutory underpinnings of fixed fee at 10 USC 2306(d) and 41 USC 254(b) discuss fee definitions and limitations in terms of total estimated cost, which would include grants in this case.

Given these regulations, we respectfully request that USAID reconsider its agency pre-‐negotiation fee objective of zero percent on grants, and allow offerors to charge a fee that considers grants under contract as a part of the total estimated cost of applicable task, and is consistent with their internal cost accounting standards and policies.

Response:

The proposed contract type (Cost-‐plus-‐fixed-‐fee, level of effort) for this solicitation presents the contractor with the least cost risk, under which the Contractor is reimbursed those costs determined to be allocable and allowable, plus the fixed fee.

Question 62 For program planning purposes, what is the program’s anticipated start date?

Response:

October 1, 2014

Question 63 The RFP states: L.2 52.215-‐1 INSTRUCTIONS TO OFFERORS-‐COMPETITIVE ACQUISITION (JAN 2004) (f) Contract Award (6) The Government reserves the right to make multiple awards if, after considering the additional administrative costs, it is in the Government’s best interest to do so.

L.6 GENERAL INSTRUCTIONS TO OFFERORS (a) Single Award. The U. S. Government anticipates awarding one (1) contract as a result of this Solicitation.

Please clarify how many awards may be awarded under this solicitation.

Response:

Please refer to section L.2 of the solicitation.

Question 64 Is this solicitation subject to the Office of Foreign Assets Control (OFAC) sanctions?

http://www.treasury.gov/resource-‐center/sanctions/Programs/pages/sudan.aspx

The OFAC requirements apply to this solicitation.

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Question 65 On page 33, section (iii) PHASE SPECIFIC RESPONSIBILITIES, the RFP states:

Phase 1: Mobilization, Deployment, and Start-‐up – first three (3) months after effective date of award).

Phase 2:

● Full Implementation for the base period – months three (3) through 30; and

● Option periods of 12 months each if invoked.

Phase 3: Close-‐out: Last three (3) months of the Contract.

Questions:

a) If Phase 1 covers the first three months, does Phase 2 start on Month 4 (as opposed to Month 3 as stated above?)? Please clarify.

b) If Phase 1 is three months long, Phase 2 runs through Month 30, each option period is 12 months long, and Phase 3 (close-‐out) is the last three months, that all adds up to 57 months (30 months for Phases 1 and 2, plus 24 months for two option periods, plus 3 months for close-‐out = 57 months). If the overall Contract is five years including two option years, the total would be 60 months. Please clarify the discrepancy.

This has been corrected with this amendment. Phase 2 starts on Month 4. Phase 2 runs throughMonth 33, each option period is 12 months long, and Phase 3 is the last three months.

Question 66 What is the geographic code for this solicitation – page 36 of Section C refers to 941 and Section H.29 refers to 937. Please clarify.

Response:

The authorized Geo code is 937 and section C.7 of the solicitation has been corrected with this amendment.

Question 67 Please provide local compensation plan for Sudan for local employees.

Response:

The local compensation plan is included as an attachment to this solicitation amendment (See revised Attachment J.2).

Question 68 Will USAID authorize letters of credit for grants under contract?

Response:

USAID will not authorize letters of credit for grants under contract.

Question 69 For the deliverables Grants Manual, Grant Cycle Flow Chart, 2-‐page Summary of Grant Making Procedures, Grants Handbook/Guide for Grantees – please advise regarding the timeline. For instance, should they be completed 15 or 30 days after the start-‐up meeting?

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15 days after USAID’s acceptance of the Grants Manual, a 2-‐page summary of grant making procedures and a grants handbook/guide for grantees shall be submitted.

Question 70 Section C on page 24 states: “The Contractor shall also work with the COR to develop a system for evaluating the overall impact of the program in Sudan respectively.”

Page 41 states: “Within three months prior to close-‐out, USAID may organize, and the Contractor must cooperate with and contribute to, an independent final evaluation of the program. This final evaluation will include assessment of the impact or results of the small grants and technical assistance activities managed by the Contractor.”

Does USAID expect the contractor to budget for a baseline and/or endline assessment?

Response:

The contractor should budget to collect baseline data for indicators to help establish targets. USAID does not expect the contractor to budget for a baseline and/or endline evaluation.

Question 71 Could USAID please clarify the difference between the M&E Plan requested on page 24 and the Performance Monitoring Plan requested on pages 52 and 134?

Response:

The M&E plan is a plan to effectively monitor and evaluate the implementation of the activities/grants.

The PMP is a performance management tool used by USAID to help plan and manage the process of assessing and reporting progress toward achieving a strategic objective.

Question 72 The level of effort table on page 54 of Section F lists 780 maximum days/year for Regional Team Leaders/Area Experts. However, the table lists 260 maximum days/year each for three other field positions: Procurement Manager, Operations Specialist, and IT Manager. Please clarify whether these three positions should also be listed at 780 maximum days/year, so that each field position will be included in each field office (assuming three field offices).

Response:

The three positions, Procurement Manager, Operations Specialist, and IT Manager, are expected to be based in the contractor’s main office in Khartoum.

Question 73 Is there a plug figure or range for infrastructure activities?

Response:

No

Question 74 Please confirm that the cover page and cover letter, as well as other information such as the table of contents and a list of acronyms, are not included within the 30-‐page limit of the technical proposal.

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Response: The cover page, cover letter, table of contents, and list of acronyms are included in the 30 page limit.

Question 75 As an additional annex to those listed on page 133 of Section L, may we include letters of commitment from potential subcontracting partners?

Response:

Yes

Question 76 We understand that full-‐page charts and tables are excluded from the 30-‐page limit of the technical proposal, as noted on page 133 of Section L. Can you please confirm that we may include any such charts or tables, such as the program organizational chart, within the technical proposal, though without giving it a page number?

Response:

Yes

Question 77 The technical proposal’s Management Plan should include a start-‐up plan, not to exceed the first three months of the program, according to Section L’s page 134. However, the Statement of Work in Section C, starting on page 33, states that Phase 1 – Mobilization, Deployment, and Start-‐Up – should cover the first three months of the program. Should Phase 1, as part of the phase-‐specific responsibilities, be addressed within the Technical Approach? If so, how does Phase 1 differ from the start-‐up plan requested as part of the Management Plan?

Response:

The Phase 1 / start-‐up plan should be included in the management plan section of the technical proposal.

Question 78 In the list of annexes on page 133 of Section L, Annex B calls for resumes of Key Personnel and Long-‐Term Staff. However, the description of Annex B on page 134 calls for resumes of Key Personnel only. Can you please confirm that Annex B should include resumes of Key Personnel only, and not of other Long-‐Term Staff as well?

Response:

Yes

Question 79 Is there a preferred number of contracts that should be cited for Annex D, Past Performance Data?

Please refer to the solicitation instructions for Past Performance information.

Question 80

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The Statement of Work in Section C calls for a description of the offeror’s approach to achieving environmental compliance and management (page 27). May this information be included as an annex?

Response:

No, this is part of the technical proposal.

Question 81 Section L on page 139 states: “Proposed annual salary escalation (see Section I) must be provided.” We are unable to find any reference to annual salary escalation in Section I. Please clarify.

Response:

We have removed the reference to section I in this section in this amendment to the solicitation.

Question 82 In the Attachment J.9 List of Government Property, do the Thuraya Hughes Thuraya satellite phones provided have current licenses to operate in Sudan?

Response:

Yes, each phone has a current license to operate in Sudan.

Question 83 Given the 3-‐4 week delays associated with obtaining a visa to travel to Sudan to gather information related to the development of the proposal, would USAID consider issuing a 2-‐week extension for the USAID/East Africa TEPS RFP in Sudan?

Additionally, will USAID please provide a letter of support for offerors to obtain a visa through the Sudanese Ministry of Foreign Affairs?

Response:

USAID/East Africa extends the closing date for the TEPS Solicitation with this amendment until June 23, 2014 at 8:00am Nairobi time. USAID is unable to provide letters of support to offerors for obtaining a visa through the Sudanese Ministry of Foreign Affairs.

Question 84 Three INGOs and 1 local NGO would like to apply for the RFP SOL-‐667-‐14-‐000002 (TEPS). Is it possible to apply as consortium?

Response:

Offerors may apply as a consortium and must clearly state the arrangement in their submission.

Question 85 Can we use OFDA format for the technical proposition (narrative)?

Response:

Please refer to section L of the solicitation document for instructions for preparation of the Technical Proposal.

Question 86

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What is the maximum length of the proposal?

Response:

Please refer to section L of the solicitation document for instructions for the preparation of the Technical Proposal. Technical proposals are strictly limited to thirty (30) pages, excluding any full page charts or tables, and the annexes.

Question 87 What font type is required?

Response:

There are no specific requirements on font type, size, or spacing.

Question 88 Are we obliged to work in all the geographical areas indicated in the RFP? International staff do not have access to some states so should we limit ourselves to where we have access to?

Response:

Please refer to section C of the solicitation documents. All proposals must address the requirements of section C fully including the geographical areas that are outlined for the accomplishments of the overall objective of the program.

Question 89 The link to the budget template on page 149 of the RFP take us to a site where we cannot download the template. Would you please forward us the template?

Response:

Please refer to the solicitation document in the federal business opportunities website (www.fbo.gov).

The mandatory budget template (Attachment J.1) is posted under the All files category.