Amendment No. 2 SOL-674-12-000001 with response to Questions and Form J.6.doc.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE

PAGE OF PAGES

1 18

2. AMENDMENT/MODIFICATION NO.

No. 2

3. EFFECTIVE DATE

1/23/2012

4. REQUISITION/PURCHASE REQ. NO

5. PROJECT NO. (If applicable)

6. ISSUED BY CODE 7. ADMINISTERED BY (IF OTHER THAN ITEM 6) CODE

U.S. Agency for International Development/Southern Africa

Office of Acquisition and Assistance

100 Totius Street

Groenkloof, Pretoria

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State, and Zip Code)

9A. AMENDMENT OF SOLICITATION NO.

SOL-674-12-000001

9B. DATED (SEE ITEM 11) 11/18/2011

10A. MODIFICATION OF CONTRACT/ORDER NO.

CODE:

FACILITY CODE:

10B. DATED (SEE ITEM 11)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

The above numbered, solicitation is amended as set forth in item 14. The hour and date specified for receipt of Offers is extended is not extended.

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning 1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers, FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If Required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO., AS DESCRIBED IN ITEM 14

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify Authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43,103 (b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is NOT is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.

1. The RFP is hereby amended as set forth on the following pages, and

2. Attachment No. 1 provides answers to questions received in response to the RFP.

continued on Page 2.

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

Deborah Miller

15B. CONTRACTOR/OFFEROR 15C. DATE

SIGNED

16B. UNITED STATES OF AMERICA

16C. DATE

SIGNED

(Signature of person authorized to sign) (Signature of Contracting Officer)

NSN 7540-01-152-8070 STANDARD FORM 30 (REV. 10-83)

Previous Edition Unusable Prescribed by GSA FAR (48 CFR) 53.243

SOL-674-12-000001 Amendment No. 2

The Indefinite Quantity Contracts for Evaluation Services RFP is hereby amended as set forth below:

1) Section L.6 (a) DELIVERY INSTRUCTIONS, Electronically: ADD the following sentence: “If Offerors elect to submit their proposals electronically, they must still submit 1 hard copy. Hard copies must be delivered to USAID/Pretoria within 5 business days of proposal deadline.”

2) Section L.8.2 Personnel Information. ADD the following sentence: “Offerors shall include biodata sheets for key personnel.”

3) Section L.8 Part 5 - Past Performance. ADD note to the following sentence, “To ensure uniformity of information for conducting the reference checks, the Offeror/subcontractor shall complete Part 1 (Blocks 1 through 9) of the Contractors Performance Report-Short Form (Attachment J.6) for contracts and/or subcontracts. Please replace original J.6 form with the new revised J.6 CONTRACTOR PERFORMANCE REPORT (SHORT FORM), attached.

4) Section L.9 (e) Part 5 - Subcontracting Plan. DELETE and insert in lieu thereof the following:

“The subcontracting plan does not have to include the language related to small business categories, such as small businesses, veteran-owned small business and submittal of the subcontracting plan to OSDBU).”

5) Section - M.3 PRICE/BUSINESS EVALUATION. ADD the following sentence: “The Daily Ceiling Rates will also be evaluated as part of the cost proposal evaluation.”

ATTACHMENT NO. 1

QUESTIONS AND ANSWERS

IQC EVALUATION SERVICES / SOL‐674‐12‐000001

1. Will some of the evaluations be related to financial and/or administrative compliance requirements?

Response: While financial and administrative compliance requirement related evaluations may be included in future tasks, USAID does not forsee any task orders focusing solely on administrative and/or financial compliance audits or evaluations.

2. Will USAID be issuing NICRA’s to those organisations or companies that don’t have one?

Response: No, USAID will not issue NICRAs (negotiated indirect cost rate agreements) to those organizations that do not currently have one.

3. This solicitation is set aside for South African firms, will USAID allow these entities to sub contract to international firms?

Response: It is USAID’s intention that the majority of the work under the IQCs be performed by South African firms. Additionally, provision L.9(g).8 of the RFP, which explains the eligibility requirements, states that:

“ Local Organization means an entity, that at the time of the award and performance of the contract or subcontract, is one that:

(1) is organized under the laws of the South Africa;

(2) has its principal place of business in South Africa;

(3) is not less than 51 percent legally and beneficially owned by one or more resident citizens of South Africa or is managed by a governing body, the majority of whom are citizens or lawful permanent residents of South Africa; and is not controlled by a foreign entity or by one or more individuals who are not resident citizens of the South Africa”.

Therefore, any major subcontractors (described as performing twenty percent (20%) or greater in the RFP) must be included with Offeror’s proposal (provision L.9(e)) and must meet the above eligibility requirements. At the discretion of the Offeror, occasional subcontracting work by international or non‐South African firms may occur during the performance of services, but such services should not constitute the majority (20% or greater) of the work performed.

4. If prime is awarded a task order and the sub is not going to do the work, will the prime not qualify for further awards?

Response: Subsequent task orders may be awarded to the prime without regard to whether it solely performed the services or if its subcontractor(s) also provided services.

5. Under the task order you are asked to prepare something that has to do a design and your comp is making a recommendation, will your organization be allowed to bid on subsequent task orders for implementation work?

Response: In accordance with provision H.10 of the RFP, organizations are prohibited from performing work (whether under a subsequent task order or another acquisition or assistance agreement) which has been designed or developed by the organization for a period of eighteen (18) months after the organization has completed work under and submitted its report (or other deliverables) to USAID.

6. This RFP has a regional element to it, what are the considerations for ownership as qualifying criteria? in other words is representation from the countries outlined required?

Response: No, in accordance with the eligibility requirements as mentioned above in response to question 3, the only requirement is that Offeror meet the requirements that it is a

South African organization. Organizations do not need to have offices or subsidiaries working in Lesotho, Botswana or Swaziland.

7. We are a sub‐partner working as a registered organisation (the prime) but as a local organization are there restrictions to be awarded in applying for this RFP?

Response: Offerors who have worked as subcontractors are not precluded or prohibited from receiving an award if they meet the eligibility requirements (see response to question 3) for qualifying as a local, South African company.

8. What is the anticipated time frame for evaluation of proposals submittal on 15 February and when can/how will the outcome of the evaluation be communicated?

Response: We do not know when the evaluation of proposals will be completed as it is dependent upon the number of proposals we receive and other factors. All Offerors who submit a proposal will receive a written notification of whether or not they have been awarded an IQC.

9. Once an applicant has been selected, what is the anticipated date for task orders to be issued?

Response: We cannot give a specific date of issuance of the first task order as it is dependent upon many factors, including length of the evaluation of proposals, number of awards, etc. It is, however, USAID’s expectation is that it will issue task orders shortly after the award of the

IQCs.

10. Does the 25 page limit for our proposal include our response to the hypothetical task order?

Response: The twenty‐five (25) page limit for the technical proposal will not apply to the hypothetical task order. In other words, the hypothetical task order can be in addition to the twenty‐five (25) page limit.

11. Are you looking to appoint IQCs that can provide a comprehensive response to all industry sectors or are willing to all industry sectors? Or willing to appoint an IQC that has expertise in say one sector only?

Response: Please review provision M.2.1 of the RFP which describes how the Offerors’ institutional capability will be evaluated.

12. Pricing ‐ In the proposal for the IQC, how should a firm fixed price be given if the specifications of a specific task are not known? For example, the size of the organization evaluated, location of the organization for travel purposes. Should individual consultant rates be given?

Response: USAID is not requesting a Firm Fixed Price for the IQC. For any task orders that are issued under the IQCs as Firm Fixed Price (FFP), USAID will include all information necessary for computation, including, but not limited to, the information mentioned in your question.

Please review provision L.9 of the RFP as it outlines how Offerors should submit their cost proposal.

13. Must the proposal state in which sector (Health, education, etc.) the bidding company would like to conduct evaluations?

Response: It is the Offeror’s decision whether or not to include such information.

14. Must a hardcopy proposal be submitted or is an electronic submission sufficient?

Response: This amendment revises provision L.6 of the RFP to state that one (1) hard copy of the proposal must be submitted if proposals are submitted electronically.

15. Can one organization be in multiple RFAs?

Response: Organizations are not prohibited from applying for other RFAs (Request for

Applications) or RFPs (Requests for Proposals).

16. You have indicated the maximum award value, but what is the minimum? In other words is there such a thing as a company being too small? If you are too small to get an IQC is there a method of link to those who have received IQCs?

Response: In accordance with provision B.3 of the RFP, all IQC holders will be awarded the

Minimum Obligated Amount of $10,000,000. All organizations will be evaluated in accordance with Section M of the RFP, Evaluation Factors for Award. USAID will publicize the results of this RFP, which will include the names of awardees. It is at the sole discretion of any organization whether they wish to contact awardees to offer their services as a subcontractor.

17. Can subcontractors be a non‐South African?

Response: See response to question 3 above.

18. Will there be subsequent calls for IQCs?

Response: USAID cannot predict whether additional RFPs for IQCs will be issued.

19. What supporting organizational information will be required upon submission?

Response: Please refer to the following provisions of the RFP: provision L.8.5 (i) regarding past performance which states “For the Offeror and their major subcontractors . . .”; provision

L.9(c) which states “The Offeror and each proposed subcontractor shall . . .”; and provision

L.9(e) which states “ . . . it must submit a Subcontracting Plan . . .”; L.9(i) which states “must address each of the elements in FAR 44.202‐2 in order for proposed subcontractors to be considered by the contracting officer” and L.9(j) which states “The Offeror and each proposed major subcontractor shall indicate. . .”.

20. Pricing or cost section is there a description of how it will be evaluated?

Response: Pricing or cost will be evaluated in accordance provision M.3 of the RFP, entitled

“PRICE/BUSINESS EVALUATION (10%).”

21. Should cost proposal be VAT inclusive or VAT exclusive?

Response: Offerors’ cost proposal shall be exclusive of VAT (Value Added Tax) in accordance with provision I.1 of the RFP, FAR clause 52.229‐6 entitled “TAXES – FOREIGN FIXED PRICE

CONTRACTS.”

22. Is a specific individual who will assist us during the proposal writing and will all correspondence done telephonically or electronically?

Response: Unfortunately, in the interest of fairness to all Offerors, USAID cannot offer assistance with proposal writing.

23. Is there a deadline for submitting all queries?

Response: In accordance with the RFP all questions must be submitted no later than Friday, January 13th at 4 PM South Africa Time.

24. Must a hardcopy and a soft copy of the proposal be submitted?

Response: Offerors may elect to submit a soft (electronic) copy of their proposal in accordance with provision L.6 of the RFP. However, the RFP has been revised to include that

Offerors must also submit one (1) hard copy. See response to question 14 above.

25. When and where should the proposal be submitted to?

Response: Please see provision L.6 of the RFP which describes delivery instructions.

26. Will the 2 step envelope submission to be used if submitting hard copies?

Response: In accordance with provision L.6 of the RFP, the cost proposal and the technical proposal “must be kept separate from each other.”

27. What is USAID’s definition of a small business? Are all references to Small Business relevant to South African firms? For example, does page 67; (e) Part 5 – Subcontracting Plan apply to

South African firms?

Response: USAID’s definition of small business does not apply to non‐U.S. companies, therefore, not relevant to South African firms. However, as stated in this provision all firms must submit a subcontracting plan for major subcontractors (defined as performing twenty percent (29%) of great of services. This amendment has revised the language in provision L.9(e) to state that the subcontracting plan does not have to include the language related to small business categories, such as small businesses, veteran‐owned small business and submittal of the subcontracting plan to OSDBU).

28. (Page 4; B.9 Labor, 3rd paragraph, last sentence): We assume this refers to managing the IQC and not project management. In other words, project management of a single Task Order, can be recovered under the TO, is this correct?

Response: Yes this is correct, project management costs may be recovered under a Task Order.

29. If submitting electronically, would USAID prefer Word or PDF attachments?

Response: The Offeror can provide in either Word or PDF format.

30. Can both the technical and cost proposals be submitted electronically?

Response: Yes, please see provision L.6 of the RFP.

31. (Page 64; Section 5. a) “performing at least 20% of the technical effort under a contract” to clarify – does this mean subcontractors must conduct 20% of the work under each RFTOP contract or at IQC level?

Response: No, it does not mean that subcontractors must perform 20% of the work. This is a definition of what constitutes a major subcontractor – one who performs at least 20% of the work – as opposed to subcontractor who performs occasional subcontracting services . It is not required that Offerors use subcontractors – it is at the sole option of the Offeror to decide whether or not to use subcontractors.

32. For the response to a hypothetical TO, must biodata sheets be submitted for proposed personnel? If yes, all personnel or just key personnel?

Response: This amendment revises provision L.8.4 of the RFP, to add that Offerors shall include biodata sheets for key personnel.

33. Can the fixed daily rate ceilings be escalated over time?

Response: USAID does not prohibit Offerors from escalating or increasing the fixed daily rate ceilings in its cost proposal over the three year term of the IQC. For clarification purposes, once the fixed daily rate ceilings have been proposed, negotiated and included in the IQC, the IQC holder will not be allowed to change the fixed daily rate ceilings.

34. Is there a maximum number of attachments or size of attachment?

Response: Please refer to provision L.7 of the RFP which describes attachments such as tables, charts, grafts, etc. and size limitations.

35. Can a 6 day work week be charged for fieldwork?

Response: Please see provision H.4.(e) of the RFP which states that “The work week for personnel shall not be less than the established practice of the contractor.”

36. Will all RFTOPs be issued to all IQC holders? Is there any vehicle for sole source RFTOP?

Response: There are only four exceptions under which USAID would not issue an RFTOP

(Request for Task Order Proposal) to all IQC holders. These exceptions are in accordance with

F.6 of the RFP which state these exceptions as 1) an urgent need exits, 2) Only one Contractor is capable at the level of quality required because the requirement is unique or highly specialize,

3) if task order is a logical follow on to an order already issued and 4) to satisfy contract minimum award obligations. It is, however, USAID’s intention to compete each task order between all IQC holders.

37. Your conflict of interest clause states that a firm that is awarded an IQC will not be eligible to implement the programs that are being evaluated in this IQC. Does this prohibition apply to all programs subject to the IQC or are they task order specific?

Response. Restrictions will apply to all programs whether issued as a task order or another agreement mechanism.

38. Will a firm for example be allowed to bid for a specific Task Order where it intends to bid for the implementation of a program?

Response: See response to question number 5 above.

39. Does USAID want the Past Evaluation Report to be submitted in its entirety or will the executive summary/excerpts suffice?

Response: Offerors should submit the information required in provision L.8.5 entitled “Past

Performance,” which includes the information required by completion of sections 1‐9 of the

Contractor Past Performance Report. This amendment revises the form.

40. Can we submit Past Evaluation Reports for projects that we were subcontractors for? Or must we have been the prime in order to use the Past Evaluation Report?

Response: Offerors may submit Past Evaluation Reports and past performance information for projects under which they were subcontractors.

41. Is there any restriction on the extent of profit that a vendor can make?

Response: Yes, the FAR (Federal Acquisition Regulations) restricts profit under Cost Plus Fixed

Fee type contracts to no greater than 10%. See FAR 15.404‐4 – Profit. There are some exceptions for research and development type contractors and architect‐engineer contractors but these do not apply.

42. I take it that the proposal submission requirements you discussed for the IQCs. These requirements are they similar for evaluation work proposal/bidding after being selected as an

IQC?

Response: No, the proposal submission requirements for this RFP will be different from the proposal requirements for task orders. In general, task order proposal requirements do not require as much information. Typically, a Request for Task Order Proposal (RFTOP) will require a technical and cost proposal.

43. Will IQCs get email notifications of new bidding for evaluations?

Response: Yes, all IQC holders will receive notifications for new bidding for evaluations (called

RFTOPS) unless one of the exceptions mentioned in question 36 above exists.

44. The deadline for IQC proposal submission is February 15, 2012. When do we get to hear of application outcome?

Response: Please see response to question number 8 above.

45. When notifying IQCs of an evaluation bid, how many month’s notice will the IQC get?

Therefore how many months before deadline?

Response: Each RFTOP will state the time allowed for preparation of the proposal and state the deadline for receipt of proposals. This will vary dependent upon many factors, including the complexity of the scope of work. It is, however, USAID’s intention to allow sufficient time for preparation of proposals.

46. Can organizations obtain assistance for completing correct forms?

Response: Unfortunately, in the interest of fairness to all Offerors, USAID cannot assist with the preparation of proposals. Offerors should complete forms to the best of their ability and submit with their proposal. In many cases, a form can be revised after submittal of proposals if there are minor revisions/omissions and Offeror’s proposal would otherwise meet the minimum requirements of the RFP.

47. Sample Task Order:

How fictional it should be?

What if our past activity/experience covers essential parts of the palliative care program

What will happen if ‘’palliative” will be changed from “healing symptoms”to eliminating the cause.

Response:

First bullet: While the sample task order given in the solicitation is fictional, offers should provide a real response. Responses to the fictional task order should provide a realistic technical and cost proposal that reflects how your firm would conduct the evaluation, clearly stating the methods and resources you would use to conduct the evaluation as well as the realistic cost for your organization to conduct the evaluation.

Second bullet: You should state the relationship of your organization to any existing palliative care program in South Africa. Even though this task order is a hypothetical task order, we realize it may bear some resemblance to an existing donor funded program. However, your proposal response should be tailored to respond to this specific scope of work.

Third bullet: Palliative care is a specialized area of healthcare that focuses on relieving and preventing the suffering of patients. USAID encourages innovative responses as long as those remain within the development discourse and scientific practice. While USAID has no intention of modifying the language in the sample task order, Offerors are free to interpret terms based upon their interpretation and experience.

48. When will the selection process/awarding of ICQs be completed?

Response: Please see response to question number 8 above.

49. What is the deadline for submitting branding proposals?

Response: In accordance with the provision D.3 of the RFP, Offerors do not need to submit a branding and marking plan with their proposal. The branding and marking plan shall be provided only after written request of the contracting officer.

50. Should proposals be VAT inclusive or VAT exclusive?

Response: Please see response to question number 21 above.

51. In the proposal, should resumes be included into the 2 pages or an addition to the 25 pages?

Response: Resumes are in addition to the twenty‐five (25) page limit.

52. Will have companies need to obtain a DUNS number and register at CCR prior to sending a proposal?

Response: No – Offerors do not need to obtain a DUNS number and register prior to sending their proposal. They will be required to register at CCR and obtain a DUNS number prior to award of an IQC.

53. If my company is awarded an IQC, does it mean that we will definitely receive a contract of the minimum obligated amount?

Response: No. It does not mean that your company will definitely receive a task order. Each task order is competed between the IQC holders and awarded based upon the proposals received and the evaluation criteria listed in each Request For Task Order Proposal (RFTOP). If your company is awarded an IQC, however, USAID will obligate the minimum obligated amount of $10,000,000 (see provision B.3 of the RFP) at the time of the award. Then, if your company is awarded a task order, this same amount will be credited or subtracted from the price of your first task order (one time only). Lastly, if at the expiration of the three year term of the IQC your company has not received any task orders, your company will be allowed to keep the minimum obligated amount in recognition of the costs associated with the administration, development and submittal of proposals.

54. The RFP gives two major focus areas, each of which has multiple components. Can applicants apply for one focus area, or even one component within that focus area, e.g. can a group apply to perform evaluations in “health” or “governance” alone?

Response: Offerors along with their subcontractors, if any, are expected to provide services for either of the major focus areas.

55. Is there advantage for a group submitting a proposal that shows capacity across all focus areas described in the RFP over another proposal that focuses on fewer (or only) of the focus areas in the RFP?

Response: See provisions under M.2 of the RFP, entitled “Technical Evaluation Criteria” for details on how technical proposals will be evaluated.

56. Will the companies awarded the IQCs have to bid for each Task Order, or will USAID identify an appropriate group awarded an IQC and offer the Task Order at a firm fixed price?

Response: Each individual task order will be competed unless one of the exceptions (see response to question 36 above) exists.

57. Will contractors be appointed per sector (4 sectors listed) or must contractors be capable to cover all sectors?

Response: See response to question 54 above.

58. The hypothetical task order proposal is to be restricted to the 2/3 pages as defined in the RFP as part of the proposal to be submitted.

Response: Offeror’s response to the hypothetical task order does not need to be limited to 2 or

3 pages. Additionally, see response to question 10 above.

59. Please explain the functional labor categories referred to in Section L – these are not specified in the scope of work.

Response: Daily Rates for these labor categories are to be completed by the Offerors as described in provision L.9(b) of the RFP. These will be used, in conjunction with the Example

Task Order Cost Plus Fixed Fee Cost Proposal as described in provision L.9(b)(3) to evaluate

Offeror’s cost proposal. This amendment has revised the RFP to state that the Daily Ceiling

Rates will be evaluated as part of the cost proposal evaluation.

60. Does the 10 page hypothetical task order constitute part of the 25 page limitation?

Response: See response to question 10 above.

61. Are small SA business (not US registered) required to submit subcontracting plans?

Response: See response to question 27 above.

62. Will you be extending time period for written questions?

Response: No, the original deadline of Friday January 13th remains unchanged.

63. The Contractor Performance template (Attachment J.6) does not make provision for a description of the project, should this be added?

Response: Offerors may supply this additional information.

64. Our company is owned by local guys 66% and the balance by American based company.

While majority of the work will be done by a local company, are we allowed to subcontract work to a foreign company?

Response: Please see response to question 3 above.

65. Please clarify definition relating to a local organization‐ it specifies that it is not controlled by permanent residents of S.A. who are not citizens would therefore not qualify as a local organization?

Response: Please see response to question 3 above, which states a local organization is “ . . . is not less than 51 percent legally and beneficially owned by one or more resident citizens of South Africa or is managed by a governing body, the majority of whom are citizens or lawful permanent residents of South Africa; and is not controlled by a foreign entity or by one or more individuals who are not resident citizens of the South Africa”.

66. Must a consortium submit CPR’s in total or can each major sub provide CPRs?

Response: A consortium should submit Contractor Performance Reports (CPRs) in total, in other words, if the Offerors is submitting a proposal from the consortium it should submit performance information for the consortium. Past performance should reflect the past performance of the consortium which may differ from the past performance of individual members of the consortium.

67. Is it beneficial for organisations to form a consortium to cover all focal areas of the RFA? Or is it preferable for an organisation to focus on a single area which it is strong in?

Response: Offerors, at their sole discretion, may decide to submit a proposal from a consortium. USAID will evaluate proposals in accordance with section M of the RFP.

68. If a consortium is formed to apply for this IQC and can members be more than a sub recipient in other consortium.

Response: Offerors, at their sole discretion, may decide if they want to be included as a member of one consortium or several consortiums that submit a proposal for this RFP.

69. In the case that a task order is issued and a task done, such as a strategic analysis or evaluation task and one subcontractor of the project consortium chooses not to participate in the activity, would that subcontractor organization be free to bid on any solicitation which might be a result of the evaluation or design work done by the prime?

Response: In accordance with provision H.10 of the RFP, prime contractors or subcontractors are prohibited from providing services that are the result of evaluation or design work / services. If a prime contractor or subcontractor did not participate in the evaluation or design activities as described in this provision, they are exempt from this provision.

70. This RFP calls for potential services and tasks which would preclude the contractor from any work done. Would either the prime or subcontractor be allowed to bid on the RFP/RFA which would be a result of that work done or any follow‐ons which are a result of any evaluation/assessment of a current project/contractor?

Response: See responses to questions 5 and 69 above.

71. The RFPs state “ALL” contractors will be offered an equal opportunity to bid for every TO, the oral presentation mentioned that contractors will be selected based on profiles/expertise on a case by case TO basis? This seems conflicting.

Response: Any and every Request for Task Order Proposals (RFTOP) under the IQC will be sent to every eventual IQC holder to allow the IQC holder an opportunity to review the request to determine if it would like to submit a proposal. There are only very limited exceptions to this

“Fair Opportunity” process (see FAR 16.505(b)(2)) and response to question 36 above.

72. Is it possible for one organization to win the tender and subcontract for other aspects of the tender?

Response: Yes.

73. Would all potential subcontractors have to be listed in a company’s proposal to the IQC?

Response: No. See definition of what constitutes a major subcontractor in response to question 31 above.

74. What have you done to make administrative burden easier for local firms during performance? Specifically, the financial and administrative burden.

Response: USAID works to provide the most flexible environment in which to collaborate with its partners. One aspect of an IQC instrument is that it reduces the submission documents required for specific Task Orders. Additionally, if it is determined necessary, USAID can perform a pre‐award survey to help the potential IQC holder determine weaknesses in its financial or management systems and award an IQC contract with special conditions. These special conditions may allow an organization time to improve or make revisions to their financial and/or administrative procedures and subsequent follow up session to aid organizations achieve these changes.

75. Do you conduct security clearances on companies?

Response: Consistent with policy and regulation, before USAID enters into a contract the agency seeks to determine that any potential partners are responsible members of the international community.

76. Do you indicate the price of the project or allocated budget in the RFP?

Response: Please refer to the provision B.4 of the RFP for the expected ceiling for the IQC. Any potential RFTOPs issued to IQC holders will not indicate Task Order budgets, if solicited as a

Firm‐Fixed Price task order. As part of its proposal, an IQC holder would submit a budget for the services sought.

77. What are the payment arrangements for the assignment. Do you pay at different phases of the project or at the end?

Response: Any payments would be direct payments to IQC holder from USAID/Southern Africa for services rendered. An IQC holder would be paid for services rendered as part of a Task

Order upon successful completion of the services. If, however, it is a complex scope of work and milestone payments are necessary, USAID may award a task order based upon payment of a portion of the total price as described in a milestone payment plan.

78. Could you please clarify precisely what is meant by “not controlled by” a foreign entity, under the definition of “local organization?”

Response: The term “controlled by” means the power, whether exercised or exercisable, to control or direct, by any means (e.g., ownership, contract, or operation of law), directly or indirectly, daily business operations or the election, appointment, or tenure of the organization’s managers or a majority of the organization’s governing body or bodies.

79. Will the proposal review committee include individuals currently working in South Africa, or will the committee be entirely US‐based?

Response: USAID cannot divulge the committee members names or other information regarding the committee.

80. How will new or relatively new organizations be affected in terms of any past performance criteria in the scoring of proposals?

Response: In cases where an Offeror lacks relevant past performance history, or in which information on past performance is not available, the Offeror will not be evaluated favorably or unfavorably on past performance. The "neutral" rating provided to any Offeror lacking relevant past performance history is at the contracting officer's discretion based on the past performance ratings for all other Offerors. Prior to assigning a "neutral" past performance rating, the contracting officer may take into account a broad range of information related to an

Offeror's past performance. (Page 71 of SOL‐674‐12‐000001).

81. Can more than one organization form a partnership or consortium to submit a proposal? If so, can this partnership include international organizations and under what terms?

Response: See response to question 3 above.

82. Would there be a preference for the use of competent small, medium and microenterprise companies versus multinationals?

Response: Only local organizations as defined in the RFP may submit proposals under this RFP.

All proposals from any size organization will be evaluated in accordance with Section M of the

RFP.

83. Does BBEEE scoring play a role in your selection process?

Response: No. Please refer to Section M of the RFP for proposal evaluation criteria.

84. Will the task orders be identified according to particular sectors, or will they generically pertain to all listed sectors?

Response: Any Request for Task Order Proposals will indicate the specific services and competencies required to perform services under the Task Order.

85. Is this RFP restricted to only the definition of local organizations in the RFP?

Response: Yes.

86. Does the evaluation team of the company need to be fully listed in the proposal for the IQC?

Do all people need to be on the list or can others be added after the IQC process, if it is determined by a winning IQC holder that more specific people are needed?

Response: Specific Key Personnel are determined at the Task Order stage. For specific instructions on technical proposal submission for the IQC, please refer to Section L in Sol‐674‐

12‐000001 which does include a list of organization’s potential key personnel for future task orders.

87. Are the sectors of evaluation listed on the homepage or in the proposal?

Response: Please refer to the Statement of Work, Section C in Sol‐674‐12‐000001, beginning on page 6 for a description of the types of evaluation services expected to be furnished under the

IQC. The office source of all information regarding this RFP is the Federal Business

Opportunities website (www.fbo.gov).

88. Does a company submit a budget for each service or for the main service?

Response: Please refer to section L in Sol‐674‐12‐000001 for instruction on proposal submission. Instructions on cost proposal submission begin on page 64..

89. The sectors for the evaluation. What is the percentage of work allocated to each sector?

Response: It is not known at this time but the greater percentage will most likely have more health related evaluations than any another sector.

90. Will you give feedback to applicants who were not successful?

Response: All unsuccessful applicants will be notified in writing. If requested, USAID can provide an electronic debrief will highlight some weaknesses and strengths identified in the proposal.

91. Will the successful applicants be made public?

Response: Yes, this information will be published on the fbo.gov website and emails will be sent al all proposals who submit a proposal.

92. Will we receive a list of all the organizations present today plus the contact details?

Response: The list of attendees to the conference has been posted on USAID website and on

FedBizOps website at www.fbo.gov.

93. Will it be possible for two organizations IQC holders to jointly respond to a RFTOP?

Response: This will be acceptable.

94. Responses to a RFTOP: a) always in writing/printed format? b) electronic submissions?

Response: The responses need to be submitted electronically.

95. Will USAID extend the deadlines for questions based on extensions of all other deadlines?

Response: No.

96. The RFP talks to generic ability to 20 evaluations for USAID, however, the application indicates the need for specific versus hypothetical projects? If so, how are potential IQC’s to approach the need for applying using specific rather than generics? For instance how does the organization identify the problem?

Response: It is not generic – Every Task Order will be specific to the type of work required. The organization/firm should respond to the scope of work which spells out the need for an evaluation to be undertaken on a specific technical area.

97. Through your understanding and permission, can you kindly share details of the “sign in sheets” for networking and potentially encourage new strategic partnership formation?

Response: As previously mentioned, details of the company/organization and participants to the conference have been published on the websites but no other personal details concerning the organizations will be provided.

98. Is the DUNS number (contracted identification number) a universal number and is it unique to SOL‐674‐12‐000001 only or is it universally applicable to all Federal Contractors that any one organization may apply for or procure?

Response: The Data Universal Numbering System, abbreviated as DUNS or D‐U‐N‐S, is a system developed and regulated by Dun & Bradstreet (D&B) that assigns a unique numeric identifier, referred to as a "DUNS number" to a single business entity and not to a specific solicitation. It is a common and standard worldwide system also used by USG agencies, industries and trade associations.

99. A foreign citizen residing in South Africa and in possession of a valid work permit is considered a lawful permanent resident of South Africa?

Response: No. Permanent residence is required to have permanent residency in South Africa.

100. The point of “controlled by a foreign entity” is very important to clarify what is the meaning

(as per my example with WWF South Africa.

Response: Please refer to response to Question No. 78.

101. Please provide clarification on the quantity of Past Performance References allowed ‐ 5 PPRs total for the Offeror and Major Subcontractors or 5 for each?

Response: Up to five (5) past or current contracts for each.

102. Can you please clarify the difference between Functional Labor Categories (page 63), Labor Categories (pages 65‐66) and Key Personnel (pages 62‐63) as they appear to be used interchangeability within the RFP.

Response: Standard, functional labor categories have been established to be used in the cost evaluation. Even if certain labor categories may not be applicable for some Offerors, for evaluation purposes, Offerors must complete and submit the fixed ceiling rates for the three labor categories in Attachment J‐8 to the RFP. The fixed ceiling rates matrix was developed to establish a relatively simple methodology to capture the sample fixed daily rates for typical labor categories. For example, if an Offeror’s proposed fixed daily rate in a particular labor category differs significantly from the offering pool or the proposed price for the same labor category under similar contracts. The same standard, functional labor categories have also been included in the Example Task Order Costs Plus Fixed Fee Cost Proposal which can be found in provision L.9(b)(3) of the RFP. The labor categories set forth in the matrix and Example Task Order Costs Plus Fixed Fee Cost Proposal are not intended to provide USAID’s expectation for labor utilization under the IDIQ but are, again, for cost evaluation purposes.

In contrast, Key Personnel information shall be provided by the Offeror as those individuals that can or will most likely perform services under the RFP. The Key Personnel that Offeror submits may or may not correspond to the functional labor categories in Attachment J‐8 or in the example Task Order Cost Plus Fixed Fee Cost Proposal. Key personnel information will be used in the technical evaluation as described in provision M.2.2 entitled “Personnel Information (20%).”

103. Please define resident citizen (page 1; (4)).

Response: Persons born in South Africa or that is a permanent resident

104. Will USAID assist IQC holders in getting a directive from SARS to classify this contract as 0‐ rated for VAT?

Response: This will be the IQC holder’s responsibility.

105. Please provide clarity on submission requirements. Page 60 states that electronic submission is preferred ‐ is this the preferred method for both technical and cost submissions? As there is a lot of instruction relating to paper submission.

Response: Please refer to the response to Question No. 14.

106. Page 67 Cost Proposal instruction (f) – Does this requirement pertaining to Joint Ventures extend to the Teaming Agreements between Prime and Subcontract relationships?

Response: No. As per FAR Subpart 9.6, Contractor team arrangement means an arrangement in which two or more companies form a partnership to act as a potential prime contractor.

ATTACHMENT J-6

CONTRACTOR PERFORMANCE REPORT (SHORT FORM)

Contacts: (Name, Telephone Number and E-mail address)

CONTRACTOR PERFORMANCE REPORT - SHORT FORM

PART I: Contractor Information (to be completed by Prime)

1. Name of Contracting Entity:

2. Contract Number:

3. Contract Type:

4. Contract Value (Total Estimated Cost): (if subcontract, subcontract value)

5. Description of Work/Services:

6. Problems: (if problems encountered on this contract, explain corrective action taken)

7. Contracts: (Name, Telephone No. and E-Mail Address):

a. Contracting Officer:

b. Technical Officer (COTR):

c. Other:

8. Offeror:

9. Information Provided in Response to RFP No. : SOL-674-12-000001

PART II: Performance Assessment (to be completed by USAID)

1. Quality of product or service, including consistency in meeting goals and targets, and cooperation and effectiveness of the Prime in fixing problems. Comment:

2. Cost control, including forecasting costs as well as accuracy in financial reporting. Comment:

3. Timeliness of performance, including adherence to contract schedules and other time-sensitive project conditions, and effectiveness of home and field office management to make prompt decisions and ensure efficient operation of tasks. Comment:

4. Customer satisfaction, including satisfactory business relationship to clients, initiation and management of several complex activities simultaneously, coordination among subcontractors and developing country partners, prompt and satisfactory correction of problems, and cooperative attitude in fixing problems. Comment:

5. Effectiveness of key personnel including: effectiveness and appropriateness of personnel for the job; and prompt and satisfactory changes in personnel when problems with clients where identified. Comment:

[Note: The actual dollar amount of subcontracts, if any, (awarded to the Prime) must be listed in Block 4 instead of the Total Estimated Cost (TEC) of the overall contract. In addition, a Prime may submit attachments to this past performance table if the spaces provided are inadequate;

the evaluation factor(s) must be listed on any attachments.]