Amendment_No._1_for_RFP_SOL-674-16-000024_7.22.16.pdf

Regional Office of Acquisition and Assistance

AMENDMENT No. 01 to The Request for Proposals (RFP) No. SOL-674-16-000024

Indefinite Quantity Contracts for Research and Evaluation Services

July 22, 2016

Ladies and Gentlemen:

The subject amendment is being issued to:

1. Revise or correct sections of the RFP; and

2. Provide answers to the questions that were due on July 15, 2016.

All other terms and conditions of the RFP remain unchanged.

Sincerely, Jessica R. Faber Regional Contracting Officer USAID/Southern Africa

Amendment No. 01 to RFP No. SOL-674-16-000024

A. The specific changes to the RFP are as follows:

1. Section F.4: Revise this section to delete F.4 (b) ‘”Accrual Reports”.

2. Section J: Revise this section to include Attachment 7 – SF-33 Form

3. Section L.7: Include next to Annex E – SF-294 Form (Subcontracting Report for Individual

Contracts) the following link:

http://www.gsa.gov/portal/forms/download/116138

4. Attachments: Include Attachment 7 – SF-33 Form

B. Questions and Answers

The following questions have been asked regarding RFP No. SOL-674-16-000024. Answers are provided in Red.

1. Question: According to p.84 of 100 of the RFP: SOL-674-16-000024 Indefinite Quantity Contracts for Research and Evaluation Services, the first paragraph under section 2.

Response to a Hypothetical Task Order (25%) states, “The Sample Task Order can be found as Attachment 3 – Sample Task Order.” Please note that there is no Attachment 3 on the website or the zip file.

Answer: Attachment 3 can be found in the RFP on page 90. Only attachments in Excel format have been included in the zip folder.

2. Question: Are you able to advise if there is an incumbent contractor for this requirement? If so, could you please provide the incumbent contract number for this opportunity? If not, is this a new requirement?

Answer: There is no incumbent.

3. Question: Is this a follow-on requirement? If so, could you please provide the incumbent contract number for this opportunity? If not, is this a new requirement?

Answer: This is not a follow-on requirement.

Questions on Performance Objective 1:

4. “The goal of PERFORM is to increase reading performance levels in primary learners.”

The evaluation scope of PERFORMANCE is described in terms of the primary learners in South Africa which include Grade R to grade 7 learners. The project is implemented in foundation phase.”

Question: Does this mean that the impact evaluation on learner’s reading levels will be measured in the fourth/fifth year from grade 0 to grade 7? The 2017 grade 3 learners will be in grade 7 in 2021.

Answer: The grades in which learner’s reading levels are assessed will be determined by the specific project the impact evaluation will be conducted on, the research questions and the research design. Learner outcomes may not be measured at every grade level if it does not make sense.

5. “Findings from evaluations during the cycle of the PERFORM project may result in feedback that requires PERFORM to design more activities to ensure that objectives and goals are met and PERFORMANCE to do more evaluations.” This may result in an extension of PROJECT PERFORM and maybe PERFORMANCE as well as and more evaluation resources designed and conducted by PERFORMANCE.

Question: To ensure financial sufficiency, and given that this is a contract, do we cater for these kinds of potential risks in the budget?

Answer: As this is an IDIQ, USAID will issue task orders as needed up to the budget ceiling allocated for PERFORMANCE. The task orders issued will not exceed the budget ceiling for the IDIQ.

Question on Performance Objective 2:

6. Meta analyses of Evaluations of current project and other Education sectors.

Question: “The education sectors” does this phrase refer to evaluations of language and literacy development projects in other education sectors or does it refer to all research studies and evaluations of projects regarding language and literacy development?

Answer: Objective 2 of the RFP requires offerors to “Analyze trends revealed by a meta-analysis of USAID education sector evaluations, especially those performed under this contract, and other credible current research into literacy and language pertinent to the South African context, to inform education policy and future education programming in South Africa and the region.” As such, it refers to evaluations and research on language and literacy questions in South Africa and internationally, both done by USAID and other researchers.

Questions Regarding the Implementation Of Perform:

7. One vision of PERFORM is a change in teacher’s teaching and learning practices by:

-Providing a comprehensive LTSM package -Develop Curriculum advisors to facilitate training and on-going support to the teachers

Question: How will these PERFORM activities be implemented?

Answer: The Reading Support Project (RFA-647-16-000005) is currently in procurement.

The details of the LTSM package and training for curriculum advisors will be finalized once the Reading Support Project is awarded.

8. It is well known fact that LTSM resources in African home languages are limited. The objective of PERFORM is to develop a comprehensive LTSM package.

Question: When will the LTSM packages be developed? Will it be an ongoing process as Curriculum advisors are trained? Will the package be developed before training of curriculum advisor? Will the evaluation of the LSTM package be conducted while the package is developed or once the package is developed?

Answer: The Reading Support Project (RFA-647-16-000005) is currently in procurement.

The details of the LTSM package and training for curriculum advisors will be finalized once the Reading Support Project is awarded. The evaluation of the LTSM package will be conducted after the package is developed.

9. Question: As the Sample Task Order focuses specifically on an impact evaluation (Objective 1), and no other objectives, is it correct to assume that the inclusion of composition and organization structure of the implementation team within the proposal requirements (Page 75) relate specifically to this Sample Task Order (impact evaluation) only, and not other objectives?

Answer: You should provide key personnel for your organization or consortium, as well as hypothetical personnel for the sample task order (impact evaluation). Please see page 84 for the evaluation criteria that will be used to evaluate the response to the Sample Task Order.

Per the evaluation criteria 2.c, offerors will be evaluated on the hypothetical proposed key personnel for the sample task order.

10. Question: Kindly confirm when the work for the first RFTOP is anticipated to start, can we assume early 2017?

Answer: We anticipate the work for the first task order will begin in early 2017.

11. Question: The RFP refers to “Primary Grade reading”, as well as “Foundation phase”. Are you using these two terms interchangeably? If not, please clarify? Secondly, will there be a focus on any particular grade in the Foundation Phase and/or Primary Grades?

Answer: In South Africa, the primary grades include grades R through 7. PERFORM focuses mainly on the Foundation Phase, which is grades R through 3. However, work under PERFORMANCE may also include Intermediate Phase, which includes grades 4 through 7.

12. Question: For the Impact study as part of Objective 1, will a control group be required? If so, will a rigorous counter factual be required?

Answer: Yes, for an impact evaluation, USAID requires a control group and rigorous counterfactual. For more information on what USAID considers an impact evaluation, please see the USAID Evaluation Policy (https://www.usaid.gov/evaluation/policy) which is also cited on page 10 of the RFP.

13. Question: Page 90, Sample Task Order. Should the offeror determine its own sample for data collection or will USAID provide guidance?

Answer: The offeror should propose its own sample for data collection.

14. Question: Personnel: Referring to Section L.7. 3, middle of page 75, "Offerors should also provide resumes that demonstrate access to technical expertise to perform the work set forth in Section C (Statement of Work). A complete and current resume and signed acknowledgement letter shall be submitted as an attachment to the technical proposal for the candidates proposed". Would a Letter of Commitment suffice as an acknowledgement letter and if not what must be included in the acknowledgement letter? For whom would these letters be required, Key Personnel or all proposed personnel?

Answer: The acknowledgement letter needs to state that the proposed candidate acknowledges that their name was submitted under the proposed project and agrees to serve in the position for which they were proposed.

15. Question: The RFP makes reference to full-time project staff and/or long-term staff, including the Chief of Party. How does USAID envisage the use of firm price task order contracts to cover these long-term costs?

https://www.usaid.gov/evaluation/policy

Answer: Costs will only be incurred under a Task Order. Full time or long term staff will be appointed for the duration of the task order and it is up to the offeror to propose the level of effort for each staff member for that task order. In the proposal this should be done for the sample task order.

16. Question: Page 76: "The plan will clearly and logically address how short-term consultants will be used to complement full-time project staff", kindly elaborate which plan specifically this relates to? Secondly, if the offeror is not planning on proposing full time staff, is this section not applicable?

Answer: It refers to the offeror’s plan for staffing the project, which makes up part of the Management Approach. The offeror must propose key personnel, including a Chief of Party, per the instructions on page 74, section 3.b. The offeror should propose a level of effort for the key personnel to indicate what percentage of time each position will be expected to spend on the project.

17. Question: Page 6: What does the statement "The TOCO shall make the determination whether or not other direct costs are allowable" mean? Does this mean you exclude communications, software, mobile phones/tablets, etc.?

Answer: It means that the offeror should propose the budget based on costs it sees as necessary for the performance of the work; and the TOCO will determine if other direct costs for each task order are allowable. Terms of each task order will vary.

18. Question: Page 6, Labour, and Page 79, Daily Ceiling Rates. The RFP states on page 6 that annual salaries will be converted to daily salaries by dividing the annual figure by 260 workdays per year, and on page 79 that Daily Ceiling Rates shall include all costs for personnel, including fringe benefits. The detailed budget line item structure (page 78) lists Salary & Wages and Fringe Benefits as separate line items. Please provide clarification with regards to what should be included for the daily ceiling rates and presentation of daily ceiling rates and fringe benefits in the budget.

Answer: The daily ceiling rates must be broken down by salary and fringe benefits.

19. Question: Is there a budget ceiling available for the Hypothetical Task Order budget?

Answer: No.

20. Question: Page 19, Reports and Deliverables. Will USAID issue a separate task order contract to cover the proposed costs of the contractor for producing the Performance

Monitoring Reports (PMRs), Contract Financial Report, Other Reports and attending semi-annual meetings? If not, how should the contractor include costs in relevant task order proposals?

Answer: These costs should be incorporated into the budget for each task order.

21. Question: Page 32, Annual Salary Increases. Are increases limited to the local CPI for local staff and 5% for expatriates and excludes any promotional and/or performance increases?

Answer: Per Section H.4 (d) of the solicitation, all locally engaged staff (paid in South African Rand) salary increases must be linked to the local Consumer Price Index (CPI). All expatriate salary increases shall not exceed more than 5% percent yearly. This includes promotional increase for both categories.

22. Question: Page 77, Instructions for Cost Proposal. It is unclear what the contractor needs to budget for the five year period per the instructions starting on page 77, besides the budget for the Example Task Order Firm Fixed Price Proposal mentioned on page 79. Please advise.

Answer: As mentioned on page 73: ‘Response to a Hypothetical Task Order’, the cost proposal/budget must be for the task order and budgeted for a 5 year period.

23. Question: Page 78, Detailed Budget Line Items. The budget line item structure on page 78 differs to the budget template provided, Attachment 4 - Sample Task Order Firm Fixed Price Proposal. Is the offeror expected to modify the template provided in line with the budget structure per page 78?

Answer: Yes, the offeror must amend the template to be in accordance with the budget structure.

24. Question: Page 79, Daily Ceiling Rates. Potential proposed personnel have USD based rates, subject to the CST. Are the daily ceiling rates to be presented as USD or ZAR or both?

Answer: The budget and all daily rates must be presented in both USD and ZAR

25. Question: Page 79, Daily Ceiling Rates. When proposing daily ceiling rates and converting between USD and ZAR, how should the offeror address the conversion of rates over the 5 year duration of the IDIQ with the current volatile rate of exchange?

Answer: Offerors must propose an exchange rate used for conversion from ZAR to USD.

However, actual rates will be negotiated at the task order level.

26. Question: Attachment 4 Sample Task Order Fixed Price Proposal. The budget template lists "Inclusive Education Specialist" as a labor category but this labor category is not listed in Attachment 1 Daily Rate Chart. Is this position required for this specific sample task order and should the offeror include this labor category on the Daily Rate Chart?

Answer: Attachment 1 does include the “Primary Grade Inclusive Education Specialist” which is the same position listed in Attachment 4, “Inclusive Education Specialist”.

27. Question: Attachment 4 Sample Task Order Fixed Price Proposal. Cells F29 and H29 in the budget template provided uses USD1=ZAR12.50 as at rate of exchange. How this rate of exchange fit in with the calculations of the daily ceiling rates and other costs for the IDIQ?

Answer: The template merely provides examples. The offeror should propose its own rates.

28. Question: Could USAID please advise where the offeror should list subcontractors in the budget structure? Should the budget workbook contain a separate worksheet for each subcontractor?

Answer: There is no specific place to list the subcontractors. The Offeror can use its own discretion.

29. Question: Page 20, Accrual Reports. It is our understanding that Accrual Reports are for cost reimbursable type contracts. As firm fixed priced task orders will result from this IDIQ, will the contractor still be expected to submit Accrual Reports?

Answer: No. The contractor will not need to submit Accrual Reports.

30. Question: Page 67: "L.3 52.225-20 PROHIBITION ON CONDUCTING RESTRICTED BUSINESS OPERATIONS IN SUDAN – CERTIFICATION (AUG 2009)" - please advise how this is relevant to this proposal?

Answer: This provision is a required standard provision and must be incorporated in all solicitations for the acquisition of services per FAR 25.1103(d).

31. Question: Page 71 requires Annex E – SF-294 Form (Subcontracting Report for Individual Contracts) - please provide the template to complete as Annex E?

Answer: Link to the SF-294 Form may be found at this link:

32. Question: Page 77: "The offeror must submit the cover page (Section A) of this Solicitation [Standard Form (SF) 33, "Solicitation, Offer, and Award"]," whilst no Section A was provided as part of the Solicitation - kindly provide the relevant template to use?

Answer: The solicitation has been amended to revise Section J and include Attachment 7 - SF-33 Form.

33. Question: Page 80, Policies and Procedures. Is the offeror and/or subcontractors required to submit a copy of its personnel policies?

Answer: Only if the offeror does not have prior federal-level US Government contracting experience.

Question: Page 80, Evidence of Responsibility. What documents for evidence of responsibility must the offeror submit to address each element of responsibility?

Answer: Page 80 and 81 of the solicitation lists the FAR 9.104-1 requirements that the Offeror must provide evidence of responsibility for the Contracting Officer’s determination.

These are:

(1) Have adequate financial resources to perform the contract, or the ability to obtain them (see FAR 9.104-3(a));

(2) Be able to comply with the required or proposed delivery or performance schedule, taking into consideration all existing commercial and governmental commitments;

(3) Have a satisfactory performance record (See FAR 9.104-3(b) and Subpart 42.15). A prospective contractor shall not be determined responsible or non-responsible solely on the basis of a lack of relevant performance history, except as provided in FAR 9.104-2;

(4) Have a satisfactory record of integrity and business ethics;

(5) Have the necessary organization, experience, accounting and operational controls, and technical skills, or the ability to obtain them (including, as appropriate, such elements as production control procedures, property control systems, quality assurance measures, and safety programs applicable to materials to be produced or services to be performed by the prospective contractor and subcontractors). (See FAR 9.104-3(a));

(6) Have the necessary production, construction, and technical equipment and facilities, or the ability to obtain them (See FAR 9.104-3(a)); and

(7) Be otherwise qualified and eligible to receive an award under applicable laws and regulations (e.g., Equal Opportunity, Clean Air and Water, Small Business Subcontracting, etc.).

(8) Meet the “local organization” eligibility requirements.

[End of Amendment No. 01 to RFP No. SOL-674-16-000024]