USAID_M E_Support_Project-_Q A.pdf

SUBJECT: Solicitation - Request For Proposal (RFP) No. SOL‐668‐13‐000002

USAID Monitoring and Evaluation Support Project in South Sudan

Questions and Answers

Question 01:

Could you kindly advise on the closing date for this notice to help me decide a response?

Response:

Please see the cover letter to the solicitation.

Question 02:

Is this project still in the pre-solicitation stage or has it been set for solicitation. There appears to be some technical difficulties with FedBizOps on locating this pre-solicitation announcement. Can you please respond with answers regarding its validity? Thank you for your time and consideration.

Response:

Please refer to FedBizOpps at www.fbo.gov website.

Question 03:

On the second page of the cover letter, on page 2 of the RFP, it states:

“Proposals and modifications thereto, must be submitted with the name and address of the offeror and the RFP number inscribed thereon to:

USAID/South Sudan/Office of Acquisition and Assistance Attn: Dennis Fuentes, Contracting Officer

SOL-668-13-000001

4420 Juba Place Washington, 20521-4420 Ph: 1.202.216.6279 However, all other references to the Solicitation number are listed as SOL-668-13-00002.

Would USAID please confirm that the solicitation number to be used for this proposal, including when referencing it in the above address, should be SOL-668-13-00002?

Response:

The solicitation number to be used is SOL-668-13-000002.

Question 04:

Can you please confirm that, in addition to the Annexes, the following items are excluded from the 30 page limit on the Technical Proposal? A cover page, cover letter, Table of Contents, and an acronym list

Courier Address:

U.S Embassy

Juba, South Sudan

Pouch Address:

4420 Juba Place

Washington, DC 20521

Tel: +1 202 216 6279

Website: www.usaid.gov http://www.fbo.gov/ http://www.usaid.gov/

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Response:

Cover pages, cover letters, tables of content, acronym lists and annexes are all excluded from the 30 page limit of the Technical Proposal.

Question 05:

On page 11 of the RFP, Section B.5 Maximum Contract Ceiling (CPFF) states: “This is a single-award Indefinite Quantity Contract for USAID Monitoring and Evaluation Support Project with an overall ceiling price of $24,600,000. The maximum aggregate dollar value of all task orders awarded to all contractors cannot exceed the contract ceiling.”

Given that this is a single-award IDIQ, we respectfully request that the reference to “all contractors” be deleted.

Response:

The reference to “all contractors” will be deleted through an amendment to the solicitation.

Question 06:

On page 27 of the RFP, Section F.2 states that the estimated period of performance is 5 years with a base period of 2 years and three option years from the date of award. However, the same paragraph states that, “…the base period of performance for the contract is from the effective date until the 36th month thereafter. There are three subsequent, 12-months Option Periods…” Can you please confirm that the base period is 24 months (2 years) with 3 12-month Option Periods?

Response:

The statement “36th month” will be changed to “24th month” through an amendment to the solicitation.

Question 07:

On pages 27-28 of the RFP, Section F.4 Office Compound, states:

“USAID currently holds the lease on an office compound located across from the U.S. Embassy in Juba. While USAID anticipates that this office compound will be available for use by the USAID Monitoring & Evaluation Support Project Contractor, the Contractor shall, as necessary, identify alternative and/or supplementary office space should the office compound not be available.

The compound comprises:

· three office cubicle units with desks, chairs, and filing cabinets;

· one large conference room with the capacity to seat 60 persons;

· one small conference room with the capacity to seat 20 persons;

· a drivers’ room and guard house;

· a small equipped kitchen, store room, and toilet block; and

· parking for up to ten vehicles.”

We have the following related questions:

a. Can you please clarify if it is USAID’s intent that the cost of this lease should be included in Offeror’s budgets?

Response:

Yes, the cost of this lease should be included in Offerors’ budgets and will be part of the cost proposal evaluation. In addition the offerors’ should explore the possibility of renting office space elsewhere should the compound not be available at the time of award or anytime in the future and include this in your cost proposal.

b. If so, can you please provide the cost of this lease to ensure that all Offeror’s use the same information?

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Please estimate a monthly rent of $5,000/month.

c. Can you please confirm that at this time, the cost of alternate office space should not be included in Offeror’s budgets?

Response:

The intent is for the successful Offeror to implement the contract from the currently-leased space due to its proximity to the U.S. Embassy. However, should the office space not be available at the time of award or any time in the future, the cost of alternate office space should be included in the Offerors’ budgets.

d. In order that Offeror’s may budget for additional furniture appropriately, can you please clarify?

The number of desks, chairs and filing cabinets that will be transferred to the implementing contractor?

Response:

Approximately, 50 desks, 50 desk chairs, and 40 4-drawer filing cabinets will be transferred to the implementing contractor.

e. Will the conference furniture for the 60-person conference room and the 20-person conference room be transferred?

Response:

USAID will supply the successful Offeror with furniture for both conference rooms.

f. Does USAID intend to transfer any office equipment (such as computers, printers, etc.)? If so, could USAID please specify the equipment expected to be transferred?

Response:

USAID intends to transfer approximately 30 laptops, 6 desktops, 6 printers, and 3 photocopiers.

g. Does USAID intend to transfer any vehicles?

Response:

USAID intends to transfer three (3) vehicles.

Question 08:

On pg. 30 of the RFP it states, “the Final workplan for the first year of the project will be submitted to the COR within 30 days of award of the Contract.”

However, on page 33 Sect. F.13 it states “Within 30 work days of award, the Contractor shall submit a draft work plan to the M&E Support Project COR for review and approval…. The COR shall provide comments within five work days after receipt of the draft work plan. The Contractor shall incorporate any required revisions into a final work plan and submit this to the COR no later than ten work days after receipt of COR comments” and on

pg. 34 the RFP states, “…the first year’s workplan due no later than 45 days after contract effective date.”

Can you please clarify the due date for the first year work plan?

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The implementing contractor is expected to submit a draft first year work plan to the COR no later than 30 days following award. The work plan is expected to be finalized, with input from the COR, no later than 15 days thereafter (or in other words, 45 days after award).

Question 09:

On page 31 of the RFP, Section F.11 states “Performance Monitoring Plan (see F.9) development meeting:

During the first 15 days of the award of the contract, a monitoring and evaluation planning meeting will be held with USAID to finalize the Contractor’s PMP that will be submitted as part of the Work Plan within 45 days of award of the contract.”

On page 32 it goes on to state that the “Contractor will develop a Performance Monitoring Plan within the first three months after contract award and before major implementation actions are underway.”

Can USAID please clarify the due date for the final PMP?

Response: The implementing contractor is expected to submit a Performance Monitoring Plan 30 days after award. The PMP is expected to be finalized, with input from the COR, no later than 15 days thereafter (or in other words, 45 days after award).

Question 10:

On page 32 of the RFP, Section F.12 Life-of-Project Deliverables states: “The Contractor will deliver the Life‐of‐Project deliverables listed below (See Sections C and F for full information and definitive listing. Offeror will identify specific deliverables and due dates for each component of the SOW (cross‐referencing the specific sections) and submit the table as an annex to the Technical Proposal).”

Given that this is an IDIQ contract with task orders negotiated individually post IDIQ award, it would not seem possible for Offerors to know when task orders would be issued by USAID and when. We therefore respectfully request that this requirement be deleted, with deliverables to be provided on a task order by task order basis.

Response:

The Life-of-Project deliverables noted on page 32 will be deleted from the solicitation through an amendment to the solicitation and will not be required to be submitted as an annex to the Technical Proposal.

Question 11:

In accordance with Section H.9 AIDAR 722.170 Employment of Third country Nationals (TCN’s) and Cooperating Country Nationals (CCN’s) included on page 51 of the RFP, requiring that contractor-employed CCN/TCN staff salaries and benefits should not exceed those paid by the USAID Mission to CCN/TCN direct hires, could you please provide a copy of the Local Employee Compensation Plan for reference?

Response:

Please refer to attachment J.2 of the solicitation.

Question 12:

12. On page 66, Section H.47 of the RFP it states the “Contractor shall take into consideration the objective of sustainability. Sustainability will be determined by the capacity of Peruvian evaluation providers…” Can USAID please confirm that “Peruvian” should be replaced with “South Sudanese”?

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Response: “Peruvian” should indeed be replaced by “South Sudanese.” An amendment will be issued to correct this.

Question 13:

On page 109 of the RFP in the Key and Long-term Personnel section, the RFP states that, “The core team should be composed of long-term international and Philippine professionals…” Can USAID please confirm that that “Philippine” should be replaced with “South Sudanese”?

Response: “Philippine” should be replaced with “South Sudanese.” An amendment will be issued to correct this.

Question 14:

On page 106 of the RFP, it states that “Offerors should note that information other than those listed above submitted as annexes will not be considered for evaluation.” Related to past performance, it includes item (xii) SF 294 “Subcontracting Report for Individual Contracts (see section L.8 (3))” However, on page 109, the requirements for provision of Past Performance in Using Small Business (SB) Concerns also require submission of a narrative summary of the Offeror’s use of small business concerns over the past 3 years, along with references for three Small Business Subcontractors.

Can you please confirm that the SB narrative and SB subcontractor references may also be included in the annex along with the SF 294s?

Response:

Yes.

Question 15:

On page 109 of the RFP, Section L.8, it states:

“Please provide the following information as Annex:

a) The Offerors (including all partners of a joint venture) must provide performance information for itself and each sub‐Contractor whose total estimated cost exceeds 5% of the total proposed offer. To meet this requirement, please provide the following:

Five (5) of the most recent and relevant contracts for efforts similar to the work in the subject proposal. The most relevant indicators of performance are contracts of similar size, type of work, scope of work and complexity/diversity of tasks.”

We have the following related questions:

a. Would you consider raising the total estimated cost percentage to 20% so as to limit the requirement only to include major subcontractors?

Response:

There will be no change.

b. Could you please confirm that offerors should include up to 5 of the most recent and relevant contracts for efforts similar to the work in the subject proposal per organization, and not 5 contracts total?

Please refer to the solicitation.

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Question 16:

Related to the question immediately above, on page 109, the RFP requests past performance information for sub-Contractors whose total estimated cost exceeds 5% (which would not make them Major sub-Contractors).

However, on page 106, the authorized annexes include “(i) Relevant Past performance & past experience information for the prime contractor and major sub-contractors.”

Can you please confirm that any required past performance information for non-Major sub-Contractors may also be included as an Annex?

Response:

Please refer to the solicitation.

Question 17:

On page 110 of the RFP, Offerors are asked to describe “resources leveraged” for the five contract descriptions they are including in their Institutional Past Performance. Could you please clarify what constitutes “resources leveraged”?

Response: “Resources leveraged” refers to funds or other resources leveraged by the Offeror to complement the contributions by USAID or any other donor.

Question 18:

On page 120 of the RFP, Section M.2, under the Key and Long-term Personnel evaluation criteria, paragraph 2, it states: “The extent to which the Offeror’s institutional experience, staffing and partnership arrangements demonstrate expertise and commitment towards achieving the contract objectives as well as toward developing sustainable local capabilities; and the extent to which the proposed management plan directly supports the successful implementation of the program.”

Given that this criterion appears to relate to the Management Plan and not to Key Personnel, could you please confirm that the content of paragraph 2 should be included in the evaluation criteria for the Management Plan on page 121?

Response:

Given the difficult operating environment, USAID would like Offerors to use the space in their proposals that is dedicated to their respective management plans to focus on (a) start up and cost-effective operations; (b) contingency planning in the event of insecurity; as well as (c) the management of sub-grantees/contractors, the composition of field core staff role and coordination. USAID presumes that the strength of a management plan lies with the staff who are changed with implementing it. In that vein, the criterion will remain as it was originally written. USAID is keen to attract key personnel who demonstrate, through past experience, not only complementary skills sets but an ability to function as a cohesive unit in the face of demanding USAID Mission.

Just as importantly however, USAID would like the proposed key personnel and other long-term personnel of the M&E Support Project to demonstrate a commitment toward building the capacity of local staff and building partnerships with varied stakeholders.

Question 19:

On page 120 of the RFP, Section M.2, under the Key and Long-term Personnel evaluation criteria, paragraph 3 states, “The extent which the initial work plan clearly demonstrates responsiveness to the requirements, Solicitation # SOL-668-13-000002 Questions and Answers Page 7 of 17 capacity to mobilize and utilize resources rapidly, effectively, efficiently, and in a way that will yield immediate and visible program results.”

Given that this is an IDIQ mechanism and work will come out in Task Orders at USAID’s discretion, including a detailed work plan in proposals would be difficult. Can USAID please confirm that the work plan is to be developed collaboratively with USAID after award and that no work plan is to be included in the proposal?

Response:

The work plan is to be developed with USAID after award. Therefore, no work plan should be included in the proposal.

Question 20:

USAID has stated that this is an IDIQ mechanism and that Task Orders will be funded after award of the basic IDIQ. However throughout the RFP reference is made to a core team, request for a specific implementation budget, minimum staffing, etc. We respectfully request clarification regarding how Offerors should plan for core tasks / staffing and project budgeting given the IDIQ mechanism and use of future TBD task orders.

We have the following general questions, and immediately below we have included specific RFP references with questions related to this issue:

a. Is it USAID’s intent to award a “core” task order under the IDIQ?

Response:

See response to question 24 below.

b. Can you please confirm that the proposal budget should include only the “core” tasks under the IDIQ?

Response:

The proposal budget should be for the entire IDIQ. Offerors should budget sufficient yearly funds for: a minimum of 6 trainings on various topics, a minimum of 4 large assessments a year (which will include STTA), and a minimum of 4 individuals to provide LTTA. The successful contractor will also be expected to conduct a full Gender Assessment every other year, beginning the first year of implementation.

c. Can USAID please clarify which tasks from Section C – Description/Specifications/ Statement of Work would be included in the “core” task order and which tasks will be covered under future task orders?

Response:

USAID will not issue a “core task order”. See above.

d. Can you please confirm that the four full-time Juba-based Key Personnel listed in section F.8 on page 29 of the RFP should be budgeted full-time in the “core” task order?

Response:

USAID will not issue a “core task order”. The four Juba-based Key Personnel should be budgeted full-time in the IDIQ budget.

e. Can you please confirm that any required work plans, deliverables, levels of effort, budgets, etc. required for submission with proposals would refer only to a “core” task order, since future task orders are undetermined at this time?

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Response: See response for 20b.

Question 21:

Cover page, page 1 of the RFP:

“Subject to availability of funds, USAID/South Sudan contemplates award of a single-award, Indefinite-Delivery, Indefinite-Quantity (IDIQ) type contract to cover a five-year period of performance. The total estimated cost for the five‐year period is US$24,600,000 million. Offerors should not necessarily strive to meet the maximum amount. Offerors must propose costs that it believes are realistic and reasonable for the work. Cost proposals will be evaluated as part of the Best‐Value procedure in determining contract award, including cost effective approaches to achieve the results.

The Request for Proposals is expected to result into an IDIQ contract with task orders funded individually post-award as cost-plus-fixed-fee (CPFF) awards.

Question: Given that tasks will be carried out under task orders to be determined in the future, what is USAID’s expectation regarding the makeup of proposed costs/budget?

22. Page 11 of the RFP, Section B.8 Contract Budget and Ceilings

(a) The contract budget found in B.15, Budget, is based on the contractor’s original proposal and/or final proposal revision, which was accepted by USAID through award of this contract.

(b) Without the prior written approval of the Contracting Officer, the contractor may not exceed the total estimated cost set forth in the budget hereunder or the obligated amount, whichever is less Question: Given the IDIQ mechanism, can you please clarify what is meant to be included in this budget?

23. Page 14 of the RFP, Section B.15 Budget

(a) The following itemized budget sets forth the estimates for reimbursement of dollar costs for individual line items of cost, and the fixed fee (if any).

Question: Can you please clarify how this budget would relate to task orders, which are to be determined?

Question 24:

Page 29 of the RFP, Section F.8 Key Personnel The following full-time, Juba-based positions are designated as Key Personnel which the contractor shall furnish for the performance of this contract:

Chief of Party Monitoring & Evaluation Specialist Information Management Advisor (South Sudanese National) Communication Advisor Question: Can USAID please clarify the mechanism for providing the full-time Juba-based key personnel, if through a core task order?

Response:

No core task order will be issued. Sufficient funds will be obligated to cover all authorized expenses through the IDIQ. Key Personnel will be submitted for approval to the CO.

Question 25:

Pages 30-31 of the RFP, Section F.10 Management of Contract (references abbreviated) The Contractor shall provide the management necessary to fulfill all the requirements of this contract. This includes cost and quality control under this contract. All work under this contract shall be completed within the period of performance. The following contract management processes and reporting will be required. All reports indicated below will be submitted to USAID in English. The following processes and reporting may be amended or changed as needed by the COR and Contractor. Specifically, the following may be amended by the COR in

Solicitation # SOL-668-13-000002 Questions and Answers Page 9 of 17 consultation with the Contractor based on the annual reporting guidance by USAID reporting requirements.

Required contract management processes and reporting:

Contractor “Start Up” Meeting, Final Work Plan Presentation and Submission: Within two weeks of award of the Contract… Final workplan for 1st year of the project will be submitted to the COR within 30 days of award of the Contract… Performance Monitoring Plan (see F.9) development meeting: During the first 15 days of the award of the contract… USAID and Contractor Monthly Management Meetings: The COR and Contractor will organize a monthly meeting schedule… Quarterly Outreach and Communications: Once a quarter the Contractor will prepare an outreach deliverable (video post card, newsletter, press release or similar device) reporting on the progress of the project… Other Public Relations Requirements: The Contractor will be required on an as needed basis to prepare site visits and related supporting documents for site visits by high‐ranking USG delegations… Meeting with Host Government Officials: The Contractor will be meeting with national, regional and local government officials in the course of implementing the project… Question: Can you please clarify if all (or if some then which) of the above tasks would be included in a core task order, and confirm that such task order would be awarded along with the IDIQ in order to allow the contractor to carry out the schedule indicated?

Response: USAID does not intend to issue a “core task order”. All of the above should be included in the IDIQ proposal. Other requests will be negotiated through RFTOP’s and awarded through task orders.

Question 26:

Page 33 of the RFP, Section F. 13 Reports and Other Deliverables:

“In addition to the requirements set forth for submission of reports in Section I and in accordance with AIDAR clause 752.242‐70, Periodic Progress Reports, the Contractor will submit to the COR reports, deliverables or outputs, as further described below. All reports must be submitted electronically and in hard copy to the COR.

In summary, the Contractor will be responsible for producing the following reports (see section F.13 for submission requirements to development experience clearinghouse)…”

Question: Is it USAID’s intent that reporting would be handled under a core task order?

Response: It is USAID’s intent that all reporting will be handled under the IDIQ contract and subsequent task orders.

Question 27 Page 46 of the RFP, Section H.3 Personnel Requirements, third paragraph “At a minimum, the Contractor is expected to secure at least six M&E officers to provide technical expertise to each technical team in monitoring, evaluating and reporting on USAID/South Sudan activities. One of the M&E officers will also serve as a Family Planning Compliance monitoring specialist and another will be expected to serve as an advisor on cross-cutting issues related to gender and youth.”

Question: Can USAID please clarify if the six M&E officers are expected to be fielded through a core task order, or through a future task order?

Response: USAID does not intend to issue a core task order. The six M&E officers will be part of the IDIQ contract.

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Question 28:

Page 46 of the RFP, Section H.3 Personnel Requirements, fourth paragraph “The Contractor shall also provide short- and long-term technical specialists and advisors to support USAID’s programmatic objectives in South Sudan. Specialists may be assigned to support USAID teams in Juba or they may be deployed to any of the areas outside of Juba where USAID is engaged (see Section 5). The Contractor shall draft specific Scopes of Work in collaboration with the requesting USAID/South Sudan technical team, and these must be formally approved by the COR through a TOP.”

Question: Can USAID please confirm that this short-term technical assistance would be provided through future task orders, and would not be part of a core task order?

Response: USAID will not issue a core task order. Short-term technical assistance will not be a part of the IDIQ contract, but solicited in future task orders at the behest of USAID South Sudan.

Question 29:

Pages 46-47 of the RFP, Section H.3 Personnel Requirements, fifth paragraph “USAID recognizes the importance of local capacity development in South Sudan. Therefore, the Contractor is strongly encouraged to sub-contract with South Sudanese (including diaspora groups), local firms, and local non-governmental organizations (NGOs). USAID/South Sudan requires that the Contractor identify and recommend such South Sudanese partners (individuals or organizations) in its proposal, and the ability to do so will be one of the factors for USAID’s evaluation of proposals for this Contract. Local sub-contractors can also be recipients of capacity building (such as mentoring or on-the-job training) from the Contractor, as the goal is to impart capacity to implement similar programs in the future. To the extent possible, the Contractor must recruit South Sudanese evaluation specialists, including those in the Diaspora, with appropriate expertise (who are not involved in project implementation) as evaluation team leaders or members. In addition, the Contractor shall, as appropriate and to the extent possible, work alongside relevant national counterparts such as the National Bureau of Statistics to monitor USAID activities as well as design and conduct evaluations.”

Question: Can USAID please confirm that the activities outlined in the above paragraph would not form part of a core task order, but would be included in future task orders?

Response: USAID will not issue a core task order. Sub-contracts will be included in future task orders. However, the implementing contractor will be expected to work alongside national counterparts to collect data on USAID activities throughout the life of the project.

Question 30:

Page 106 of the RFP, in Section L.5 Additional Instructions to Offerors, subsection (2) Annexes to the proposal

(vi) Level of Effort (LOE) chart with names, titles and levels of effort Question: Given the IDIQ structure, can you please confirm that this LOE chart should address only a core task order (if any), as future task orders are currently undetermined?

Response: USAID will not issue a core task order. No. The LOE chart should address the IDIQ structure.

Question 31:

Page 106 of the RFP, in Section L.5 Additional Instructions to Offerors, subsection (2) Annexes to the proposal

(ix) Performance Monitoring Plan as part of Technical Proposal.

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Question: Given the IDIQ structure, with future task orders undetermined at this time, can you please clarify what should be addressed in the PMP, or if a PMP should not be included with the proposal but rather submitted with specific task order proposals?

Response: The PMP referenced on page 106 is the Offeror’s opportunity to describe how they will, broadly, monitor activities. A lot of detail is not necessary at the proposal stage as the PMP will be expounded with the COR following award. However, future task orders are not expected to require separate PMPs as those activities will merely provide data to be included in this project-level PMP.

Question 32:

Page 106 of the RFP, in Section L.5 Additional Instructions to Offerors, subsection (2) Annexes to the proposal

(x) Life‐of‐Project Deliverables table (See Section F)

Question: Given the IDIQ structure, and that future task orders are currently undetermined, it would not seem possible at this point to identify Life-of-Project Deliverables. We therefore respectfully request that this requirement be deleted.

Response: The Life-of-Project Deliverables requirement will be deleted from the solicitation. An amendment will be issued.

Question 33:

Page 109 in Section L.8 Instructions for the Preparation of the Technical Proposal, 1) Key and Long-term Personnel “Considerable leeway and creativity is allowed to Offerors to propose a management and technical team, and support staff that can most effectively carry out the project within the available budget. Careful consideration should be given to the Contract requirements, results to be achieved and unique aspects associated with the requirements of Section C.”

Questions:

- Does USAID expect the management and technical team to be provided through a core task order?

Response: USAID will not issue a core task order.

- If so, can USAID please specify which parts of the Statement of Work should be addressed by the core task order?

Response: The Statement of Work reflects the majority of activities expected to be carried out under the IDIQ contract. The only activities that are not expected to fall under the IDIQ contract are those described under Component 2 (e.g. assessments, evaluations, special studies) as these tasks will be solicited in future RFTOP task orders. For budgeting purposes, Offerors should budget sufficient yearly funds for: a minimum of 6 trainings on various topics, a minimum of 4 large assessments a year (which will include STTA), and a minimum of 4 individuals to provide LTTA. The successful contractor will also be expected to conduct a full Gender Assessment every other year, beginning the first year of implementation.

- What is the available budget that is referred to?

Response: The available budget refers to the total estimated cost of the IDIQ contract, which is $24,600,000 over five years.

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Question 34:

Page 111 Section L.9 Cost Proposal Instructions “(a) The cost proposal must be submitted under separate cover from the technical proposal. While there is no page limit, offerors must provide the necessary detail and supporting information to address the solicitation requirement and to allow a complete analysis of each line item cost. Provide workable (Excel) detailed budget (breakdown) with narratives explaining the basis for the estimate for each category of cost in sufficient detail to facilitate determination of cost reasonableness.”

Question: USAID’s Cost Proposal Instructions include a required budget format, budget template, and request for detailed line item budget and supporting documentation. Given the IDIQ structure with task orders to be determined, can you please clarify what Offerors are meant to budget for at this time?

Response:

Please refer to section C of the solicitation.

Question 35:

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?

Response:

The USAID Mission in South Sudan does not have an incumbent contractor currently performing work for this requirement.

Question 36:

The covering letter states that the total cost for five years is US$24 million and that offerors should not necessarily strive to propose the maximum amount. This assumes that the offerors have details on all of USAID’s planned Task Orders. With respect to technical and cost evaluations of proposals, won’t USAID receive more defensible technical and cost competition if you request bidders to develop technical and cost proposals against a specific task or tasks, rather than asking bidders to respond based on the total IQC and several vague illustrative activities mentioned as bullets in Section C? For example, could USAID request offerors to respond to an illustrative task order requesting, for example, technical approach and cost for fielding the management team and developing the PIMS, as these are discreet and fairly well described requirements in the RFP.

Response:

No Response.

Question 37:

Because there are likely going to be significant changes to the RFP based on the questions received, can USAID extend the deadline by three weeks, following the posting of answers?

Response:

No response.

Question 38:

Section B.2 (page 10): Can you please define if the task orders will be CPFF term or completion type instruments?

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Can be both.

Question 39:

Section F.4 (page 27) indicates that the Contract should “as necessary, identify alternative and or supplementary office space should the office compound not be available.” Should the contractor include costs for this alternative office space in its proposal?

Response: Offerors should include the cost of leasing the office compound in their proposals. Please assume an estimated monthly rent of $5,000.

Question 40:

Section F.7 (page 29) under task order procedures, you state that “proposals shall outline how the Contractor will accomplish the work, including the timeline for completion, and shall include the proposed methodology to be used, including: An indication of sampling methods and techniques.” Sampling is related to surveys. Does this mean that every task order will be a survey?

Response: The implementing contractor will be expected to describe sampling methods only when the USAID Mission requests that a survey be conducted.

Question 41:

In Section F.10 (page 30), you state that the contractor shall provide the management necessary to fulfill all the requirements of this contract. However, the minimum obligation amount, as stated in B.4, is $35,000. Will you issue a Task Order for the project management component – e.g., key staff -- to allow the IDIQ management firm to contract and support the management team or will this be funded at the IQC level?

Response:

Please re-read B.4.

Question 42:

Section H.3 (page 46) states that the contractor is expected to secure “at least six M&E officers to provide technical expertise to each technical team…” Are these six M&E officers expected to serve as long-term staff, available throughout the life of the project, or will they operate as specialized resources, to be called upon on a task order by task order basis?

Response: The six M&E officers are expected to serve as long-term staff in order to support the USAID Mission throughout the life of the project.

Question 43:

According to your instructions (page 106), technical proposals must be written using Calibri font, point 11 size, with one-inch margins. Can offerors include text boxes with a font size different from Calibri, point 11?

Please follow the instructions on page 106.

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Question 44:

Your instruction (page 108) for the preparation of the technical proposal states that offerors should address how they intend to carry out the Statement of Work in Section C. Are we to assume the illustrative activities set out in Section C are definite requirements of the Mission, and therefore we are to propose an approach for each illustrative activity and its corresponding budget? How does the Mission intend to evaluate comparable offers if the SOW doesn't include description of definite end products?

Response:

Please follow the instructions on page 108.

Question 45:

Since the activities in Section C. are illustrative, can offerors describe other potential activities?

Response: See #44 above.

Question 46:

In Section L8 (page 108), you state the offerors should make a clear connection between the Offerors proposed approach and proposed level of effort. Does this mean that the IQC is buying a set amount of LOE? What level of effort is USAID buying in this RFP?

Question 47:

Under key and long-term personnel (page 109), USAID requests that the core team should be composed of long-term international and Philippine professionals. Can USAID confirm that it requires long-term personnel to be from the Philippines?

Response: A correction will be issued in an amendment to correct this to South Sudanese professionals.

Question 48:

Under your instructions for the technical proposal outline, you state (page 111) that offerors must submit an implementation schedule that discusses major tasks and activities, resource requirements, and expected results for the first year. What are the required results for year one?

Response: USAID expects the contract to provide the Mission with a variety of M&E as well as communications support. The activities described in Section C, though illustrative, representative the bulk of what the USAID Mission in South Sudan expects to receive in terms of services from the implementing contractor. Offerors should assume that the activities set out in Section C are definite and should therefore propose an approach for each component along with a corresponding budget. For planning purposes, Offerors should budget sufficient yearly funds for: a minimum of 6 trainings on various topics, a minimum of 4 large assessments a year (which will include STTA), and a minimum of 4 individuals to provide LTTA. The successful contractor will also be expected to conduct a full Gender Assessment every other year, beginning the first year of implementation.

Question 49:

The Cost Proposal budget format (page 115) assumes offerors know the task orders for the five-year project and can, therefore, complete a five-year budget. What exactly is the Mission buying – the illustrative activities in Section C – over a 5-year period?

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Refer to the solicitation.

Question 50:

Section C.3.1 on page 17 specifies that, “The purpose of USAID Monitoring & Evaluation Support Project is to provide monitoring, evaluation, and related support services to assist USAID/South Sudan effectively monitor, evaluate, and relay information about interventions.” Is the Mission involved (or plan to be involved) in multi-donor funding or “basket funding” which will require monitoring and evaluation?

Response: At this time, USAID/South Sudan is not involved in multi-donor or “basket” funding, nor is the Mission planning on pooling USG funds in the near future.

Question 51:

Section C.5.1. Project Information and Mapping System (PIMS) on Page 19 references data collection systems already in place and existing databases. What are the collection systems already in place, including details (current technical platform and software programs used, how it is currently managed, etc.) to facilitate planning for solutions and costing? What datasets are currently available and used for the current Mission portfolio?

What are the gaps? For example, if not done already, is there a plan for a DHS survey? How is data currently collected from implementing partners? What are the existing equipment and resources to produce maps and other related materials – is it the expectation that the Contractor will furnish all the equipment/tools needed for producing maps/posters, etc.? What information/data is being interfaced? For example, what is the interface between Food for Peace food aid programming with other sectors?

Response: USAID Mission in South Sudan collects data from the reports of implementing partners, which is aggregated and reviewed on a biannual basis. Currently, the Mission does not house this data in one central system nor within particular software. Individual technical offices manage their data, though not uniformly. This lack of a centralized repository of figures is the biggest gap because it limits the Mission’s ability to analyze data and to gauge trends in project implementation. Currently, the Mission does not have equipment to map interventions and expects the successful contractor to furnish these resources. Please note that the Mission plans to support a DHS survey but that will likely not be conducted under this implementing mechanism.

Question 52:

Section C.5.2 on Page 20 notes that, “…the Contractor shall work with project CORs and AORs and other technical staff to conduct evaluations of projects within the Mission’s portfolio to determine their contribution to the Mission’s DOs.” Will the contractor be responsible for conducting impact evaluations on existing projects or new projects?

Response: In an effort to remain in line with USAID’s Evaluation Policy, impact evaluations will only be implemented in those instances where a counterfactual has been determined, either with existing or new projects.

Questions 53:

Section C.5.2 on Page 21 lists illustrative activities with which the Contractor will be involved, including “Compile and make available to USAID/South Sudan a contact database, including curriculum vitae, of South Sudanese individuals, firms, NGOs, and other organizations that are available and qualified to evaluate USAID activities.”

What is the level of management responsibility anticipated for the life of the project in the context of USAID Forward related to building local capacity? For example, is it the expectation that the Contractor will turn over

Solicitation # SOL-668-13-000002 Questions and Answers Page 16 of 17 the M&E function to local organizations at the end of the project, or will continued support will be needed and the Mission is seeking a more phased approach?

Response: This contract has been designed to meet the M&E needs of USAID/South Sudan as well as to enhance the M&E capacity of Mission staff. At the end of the project, it is anticipated that USAID will possess the necessary in-house expertise to manage M&E independent of external support.

Question 54:

Section F.3 (Place of Performance) on Page 27 notes that “The Contractor shall travel, as necessary to perform the work requirements under this SOW, to other parts of South Sudan where USAID has active programs, projects, or activities.” What is the estimated frequency of travel expected to targeted states? For logistics planning, vehicles/transport will be required; is there guidance on these requirements? For surge needs (for example, conduct of surveys), will vehicles be available for short-term rental or loan from the Mission?

Response: Travel outside of Juba to field sites is expected to be very frequent. The Mission will hand over three

(3) vehicles to the successful contractor but, due to the bad state of roads in South Sudan, Offerors are encouraged to include the purchase of vehicles in their proposals and to budget sufficient funds in their budgets for fuel. The Mission will not loan out its vehicles but said vehicles can be used if USAID staff participate in activities. Short-term rentals are also available in Juba.

Question 55:

Section F.4. Office Compound on Page 27 notes that “USAID currently holds the lease on an office compound located across from the U.S. Embassy in Juba” and the intention is for the Contractor to establish a core office on the office compound across the street from the U.S. Embassy in Juba, leasing other commercial space as necessary. Can the Contractor buy into the ICASS support? If so, what will be the approximate cost and what will the ICASS support include? For example, will it include residential support? Will the Mission provide core funding to establish the office and purchase needed equipment, etc.? Related, what are the living conditions?

For example, will there be guest or group homes, apartments, residence hotels, or containers? If Contractor staff are expected in live in containers, where will the containers be placed?

Response: The successful contractor will not be able to buy into the ICASS support. Offerors are expected to budget funds in their proposals for the management of the office compound. The compound has recently been refurbished and office equipment as well as materials will be handed over to the successful contractor upon start-up. The contractor will also be expected to secure their own housing in Juba. Housing options are varied and rent is generally expensive so Offerors should devote sufficient funds in their proposals to cover the cost of housing.

Question 56:

Section F.10. (Management of Contract – Other Public Relations Requirements) on Page 31 notes that “The Contractor will be required on an as needed basis to prepare site visits and related supporting documents for site visits by high-ranking USG delegations….” What is the interface and relationship expected by the Contractor with the U.S. Embassy and other USG organizations? Will this be only through USAID officials or personnel?

Response: This project will interface solely with USAID. High-ranking delegations from the USG are frequent and the contractor will be expected to provide support for those visits that center around USAID interventions.

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Question 57:

Section G.4 (Technical Directions/Relationship with USAID) on Page 41 specifies that the COR is authorized to take any or all action with respect to obtaining “necessary security clearance and appropriate identification if access to government facilities is required.” What level of security clearance will be needed for COP and other staff?

Response: COP and other staff will not require security clearances.

Question 58:

Section H.3 (Personnel Requirements) on Page 46 specifies:

“At a minimum, the Contractor is expected to secure at least six M&E officers to provide technical expertise to each technical team in monitoring, evaluating and reporting on USAID/South Sudan activities. One of the M&E officers will also serve as a Family Planning Compliance monitoring specialist and another will be expected to serve as an advisor on cross-cutting issues related to gender and youth.

The Contractor shall also provide short- and long-term 6 technical specialists and advisors to support USAID’s programmatic objectives in South Sudan. Specialists may be assigned to support USAID teams in Juba or they may be deployed to any of the areas outside of Juba where USAID is engaged (see Section 5). The Contractor shall draft specific Scopes of Work in collaboration with the requesting USAID/South Sudan technical team, and these must be formally approved by the COR through a TOP.” Can bidders submit illustrative additional staff?

Response: Yes, Offerors are free to submit illustrative additional staff.

Question 59:

Section H.30 (Conflicts of Interest), paragraphs (e) and (f) on Page 60 discusses potential conflicts relating to future activities and has language specifying that “the contracting officer may place restrictions on the contractor’s future activities….as necessary to neutralize, mitigate, or avoid the potential conflict.” The following paragraph (f) says that the CO may approve future activities based on his/her “determination that a significant potential conflict does not exist or does not appear to exist, or may be conditioned on the acceptance by the contractor of restrictions on the contractor’s future activities.” Given the nature and scope of the proposed activity, can USAID provide details and clarification on the restrictions that may be placed on the contractor’s ability to pursue future work for USAID/South Sudan?

Response: In those instances when the contractor assists in the design of new activities, they will not be able to bid on the ensuing solicitations.