MEL PLATFORM Amdt 1.pdf

NATHAN ROBERT

HILGENDORF

(affiliate)

Digitally signed by NATHAN

ROBERT HILGENDORF

(affiliate) Date: 2022.03.30 18:23:37 +02'00'

ATTACHMENT A – Responses to Questions

1. RFP Sec. C.2: Could USAID please share a draft of the new CDCS?

Response: The CDCS is in the design phase. Full CDCS document will be available in FY 2023.

2. RFP Sec. C.5.1.1 under Operational Context Monitoring indicates that the Contractor should conduct the poll bi-annually. However, the task is not included in Annex J.9. Could USAID clarify the required frequency of the opinion poll as twice per year or once every two years?

Response: Under Operational Context Monitoring:

● The text should read as follows: “1) carrying out an annual Public Opinion Poll.”

● The title of “Activity 1” under this section should also read: “Annual Public Opinion Poll.”

The task will be part of the Annex J.9.

RFP Sec. C.5.1.1 is amended accordingly.

3. RFP Sec. C.5.2 says that the Contractor will perform “at least one independent evaluation.”

However, Attachment J.9 lists 8 anticipated evaluations. Could USAID clarify the expected number of evaluations to be conducted under the contract?

Response: The sentence “at least, the Contractor will provide one external evaluation (performance or impact) by intermediate result during the life of the strategy” is deleted. Attachment J.9 includes an exhaustive list of evaluations that need to be conducted under the contract. RFP Sec. C.5.2 is amended accordingly.

4. RFP Secs. C.6, F.7 and L.9: THE NUMBER OF KEY PERSONNEL: RFP Secs C.9 and F.7 identify five (5) Key Personnel for the Activity, which Sec L.9 cites four (4) key personnel titles. Could USAID please clarify this discrepancy?

Response: The number of key personnel is five (5). They are the Chief of Party, the Senior Monitoring Specialist, the Senior Evaluation Specialist, the Senior Learning Specialist, and the Senior Communication specialist. The RFP Section L.9(vi), Key Personnel is amended to cite “five (5)” key personnel titles accordingly.

5. RFP Secs. C.6, L.9: RFP Sec C.6 specifies that “the Contractor shall submit a complete and current resume, no more than two (2) pages in length, for each of the proposed technical personnel and a signed letter of commitment confirming their present intention to serve in the stated position.”

However, RFP Sec L.9.b.vi states that resumes for proposed key personnel “must not exceed three pages in length.” Could USAID please clarify the page limit for CVs of key personnel?

Response: The page limit for CVs of key personnel must not exceed three pages.

6. RFP Sec. F.5 notes that Annual Work Plans after Year 1 “are due one month prior to the start of the following year of implementation”, whereas the Summary of Plans and Reports states that they are due “no later than September 1 prior to the start of the subsequent year of implementation.” Given the uncertain date of award, would USAID consider removing the “September 1” language to ensure consistency?

Response: The first work plan, covering activities from the award date through September 30, 2023, shall be finalized within 30 days after award. Per the RFP, subsequent annual work plans are due no later than September 1 of the subsequent year of implementation.

7. RFP Sec. F.5 notes that “a financial report and invoice/voucher detailing expenditures by budget line item” are to “be submitted within two weeks after the end of the reporting period to the COR.”

Contractors typically need more than two weeks to prepare a complete and accurate invoice/voucher. Assuming USAID would like the financial reports and invoices submitted together, would USAID consider changing this deadline to “30 days after the end of the reporting period”?

Response: Thank you for pointing this out. The RFP is amended to state that “the contractor will submit a financial report and invoice/voucher detailing expenditures by budget line item. The report will be submitted 30 calendar days after the end of each quarter to the COR.”

8. RFP Sec. F.7.A. – The Work Experience requirement for the Chief of Party includes: “At least 10 years of experience in conducting evaluations and/or assessments, of similar size and scope in developing countries.” Would USAID consider revising this requirement to “At least 10 years of MEL-related experience” so that Offerors may consider strong COP candidates with a wider range of MEL expertise?

Response: This requirement is revised to include the following: “At least 10 years of experience in project monitoring, evaluation and learning (MEL) and/or in conducting sector assessment of similar size and scope in developing countries.” RFP Sec. F.7.A is amended.

9. RFP Sec. F.7.B. - The Work Experience requirement under the Minimum Qualifications for the Senior Monitoring Specialist states that this individual must have “at least 8 years of relevant prior experience evaluations preferably in Africa”. Could USAID please confirm if this requirement should state “prior experience in monitoring” or “in M&E” experience instead of “prior experience in evaluations?

Response: This requirement is revised to include the following: “At least 8 years of relevant experience in project monitoring and survey design, preferably in Africa.” RFP Sec. F.7.B. is amended.

10.RFP Sec. F.7.B states that the Senior Learning Specialist, “minimum of ten years of progressive professional experience in communication, action learning and knowledge management, a strong background in monitoring and evaluation.” Because many learning experts may have a variety of MEL-related experiences, would USAID consider revising the requirement to, “minimum of ten years of progressive professional experience in communication, action learning, knowledge management, and monitoring and evaluation”?

Response: While this question is stating the RFP Section F.7.B for the “Senior Learning Specialist,” the correction Section is F.7.D. This requirement is revised to include the following: “a minimum of eight (8) years of progressive professional experience in communication, action learning, knowledge management, and monitoring and evaluation.” RFP Sec. F.7.D is amended

11. RFP Sec. F.7.B lists that the Senior Learning Specialist must have a minimum of 10 years of experience. Would USAID consider reducing this requirement to eight (8) years to align with the Senior Monitoring Specialist and Senior Evaluation Specialist?

Response: See the response provided to question 10.

12.RFP Sec. F.7 – KEY PERSONNEL, ENGLISH-LANGUAGE REQUIREMENT FOR THE SENIOR COMMUNICATIONS SPECIALIST – Unlike the other position descriptions, no specific level of English-language proficiency is cited. Should this be Level III (General Professional Proficiency) or another level?

Response: The English- Language requirement for the Senior Communications Specialist should be the Level III. The RFP Sec. F.7.E is amended.

13.RFP J.11 Attachment is labeled, “Sampling Frame with the USG Target Population in Mali.”

However, the graphic in the attachment appears to be a Results Framework, not a Sampling Frame.

Could USAID clarify the intended attachment?

Response: Attachment J.11 should be labeled “ Strategy Baseline Survey” that includes USAID Results Framework and the “ Map of USAID Mali Activity By Commune. Attachment J11 is amended accordingly.

14.RFP Sec. L.9: TECHNICAL PROPOSAL INSTRUCTIONS ON ANNEXES D AND E - PAGE LIMITS FOR KEY PERSONNEL CVS AND LETTERS: Related to the above question about the number of Key Personnel – five or four – the limit-per-CV and LoC appear to relate to the numbers of Key P, i.e., maximum of three pages per CV, for total of 12 pages. If USAID intends to have five Key Personnel, would the total number of pages in Annex D be fifteen (15)? Similarly, would the total number of pages in Annex E be five (5)?

Response: The RFP is amended to state that the total number of pages in Annex D is 15 pages and the total number of pages in Annex E is 5 pages.

15.RFP Sec. L.9: Could USAID clarify what past performance information should be included within the 30-page technical proposal vs in Annex G?

Response: The information to be included for past performance in the technical proposal is already clarified on page 72 of the RFP under Section L.9 (iv). The RFP is amended to remove reference to Annex G.

16.RFP Sec. L.9(b)(v) and L.11: BRANDING IMPLEMENTATION PLAN (BIP) AND MARKING PLAN (MP): Can USAID please confirm that the BIP and MP should be labeled as Annex H of the Technical Proposal?

Response: The Branding Implementation Plan and Marking Plan are not labeled as Annex H. They should be submitted as an annex to the Technical Proposal as stated in L.11.

17. RFP Sec. L.10: DIRECT LABOR SALARIES AND WAGES, FORMS 1420-17 (BIODATA FORMS FOR ALL NAMED PERSONNEL, LONG- AND SHORT-TERM): Can USAID please clarify if these forms are to be included as an annex in the Cost Volume? They are not listed as specific annexes but cited in L.10/Direct Labor Salaries and Wages.

Response: Yes, AID Form 1420-17 should be part of the cost proposal.

18. Section L.9.vi, Management Approach and Key Personnel, page 79, describes page limitations for Annexes C, D and E. We have the following related questions:

a. Annex C: Staffing Plan and Organizational Chart indicates offerors should submit an organizational chart but does not describe any other requirements to be addressed under Annex C’s five-page limit. Does USAID have any other requirements to be addressed in Annex C?

Response: No, USAID does not have any other requirements to be addressed in Annex C.

Annex C states that “the Offeror will submit an organizational chart showing lines of reporting among the offeror’s team members and that clearly illustrates how the staff, either of the contractor or its partners, will be coherently organized.”

b. Annex D: Resumes of Proposed Key Personnel is limited to 12 pages. Would USAID consider increasing the page limit to 15 pages to allow for three pages per resume for each of the required five key personnel?

Response: Please see response provided to Question 14.

c. Annex E: Key Personnel Letters of Commitment is limited to 4 pages. Would USAID consider increasing the page limit to 5 pages to allow for 1 page per letter of commitment for each of the required five key personnel?

Response: Please see response provided to Question 14.

19. Section L.9.vi, Past Performance, pages 72-73, requires Offerors to include Past Performance in the technical proposal in addition to Annex G: Past Performance Matrix. We have the following related questions:

a. The information offerors are required to provide in the Past Performance section of the technical proposal and in Annex G: Past Performance Matrix is duplicative. Would USAID consider eliminating one of these requirements?

Response: Yes. Please see the response provided to question 15.

b. If not, could USAID provide instructions that differentiate the information that should be included in the Past Performance section of the technical proposal from Annex G: Past Performance Matrix, including a template for Annex G?

Response: Yes. Please see the response provided to question 15.

20. Section F.7, Key Personnel, page 29, states: “The Contractor shall furnish for the performance of the contract the following key personnel: A) Chief of Party; B) Senior Monitoring Specialist; C) Senior Evaluation Specialist; D) Senior Learning Specialist; and E) Senior Communication Specialist.”

However, Section L.vi Management Approach and Key Personnel, page 72, states: “Offerors must propose the best mix of the four key personnel to lead successful implementation of the Activity.”

Could USAID confirm that offerors should propose an appropriate mix for only four key personnel out of the five possible key personnel required, per Section F.7?

Response: Offerors should propose an appropriate mix for five key personnel. Please see the response provided for question 4.

21. Section F.7, Key Personnel, pages 29-31, specifies a requirement of a Masters Degree for four of the key personnel positions (Chief of Party, Senior Monitoring Specialist, Senior Evaluation Specialist, Senior Learning Specialist). To broaden the pool of qualified candidates, would USAID consider allowing offerors to substitute additional years of work experience in lieu of an advanced degree?

Response: USAID will not consider revising this requirement.

22. Attachment J.11 – Sampling Frame with the USG Target Population in Mali, page 100, appears to show the USAID/Mali Mission Results Framework. Could USAID provide a sampling frame with the USG target population in Mali?

Response: Attachment J.11 should be labeled “ Strategy Baseline Survey” that includes USAID Results Framework and the “ Map of USAID Mali Activity By Commune.” Attachment J.11 is amended accordingly.

23. Section L.9.vi, Technical Approach, pages 71, describes Annex B: Strategy Baseline Survey. We have the following related questions:

a. Which objective statements (e.g., Goal level, IR level, etc.) should be addressed through the baseline survey?

Response: The RFP is amended to address this question. See the response provided to question 22.

b. Could USAID provide additional information regarding the “USG target population in Mali” for the purposes of this exercise?

Response: The RFP is amended to address this question. See the response provided to question 22.

c. Could USAID provide the indicators for which it would require a baseline survey?

Response: The RFP is amended to address this question. See the response provided to question 22.

d. Could USAID confirm that the Strategy Baseline Data Collection Plan detailed on page 71 needs to be addressed in Annex B and not the main technical approach?

Response: The RFP is amended to address this question. See the response provided to question 22.

24. Attachment J.9 – Illustrative List Evaluations, Surveys, Special Studies, Assessments Plan and TPM Activities, page 97, indicates that the project will be required to undertake approximately 82 TPMs per year. Could USAID provide guidance on how many individual site visits would comprise one TPM, on average?

Response: The 82 TPMs listed in the Attachment J.9 should be interpreted as 82 site visits. A site visit will have a specific objective and should be designed according to an agreed planning document.

25. Section C.5.1.1.B Operational Context Monitoring, page 14, references that Activity 1 is a bi-annual opinion poll. Could USAID specify whether “bi-annual” means two polls per year, or one poll every two years, in this instance?

Response: Please, see the response provided for question 2.

26. Section L.10, Instructions for the Preparation of the Cost/Business Proposal, Indirect Costs, pages 74-75, states: “Offerors may not propose indirect cost ceiling rates higher than those established in their NICRA.”

We are deeply concerned about the issue of cost recovery given uncertainties affecting international development which have been apparent during the COVID-19 pandemic, the crises in Afghanistan and Ukraine, and now inflation rates and oil prices that have not been seen in decades. The NICRA specifies provisional rates often based on prior years and not reflective of the current much less future operating environment.

In forecasting indirect cost rates for a five-year period, the contractor must make assumptions about the volume of work that will be generated by USAID, representing the base for indirect cost rates as well as the pool of indirect costs we will incur, both of which contain significant elements outside the contractors’ control. Not allowing offerors to recover their reasonable, allocable and allowable indirect costs would not be consistent with a cost reimbursable contract type and would present a performance risk for USAID.

We therefore respectfully request that USAID delete the instruction that “Offerors may not propose indirect cost ceiling rates higher than those established in their NICRA,” so that offerors may propose ceilings in accordance with their assessment of the risks and realities that may be present over the next five years.

Response: This instruction should read “Offerors may not propose indirect cost rates higher than those established in their NICRA.” The RFP’s Sections L.10 has been amended for the NICRA accordingly.

27. Section L.12, WAIVERS UNDER FAR PART 4.2101 PROHIBITION ON COVERED

TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES AND EQUIPMENT

(DECEMBER 2021), pages 78, incorporates FAR 52.204-2 and Section 889, Covered Telecommunications and Video Surveillance Services or Equipment under FAR 4.2104.

a. USAID, through its own efforts as well as a recipient of information provided by many implementing partners in-country is in the position of having more information than any one Offeror is likely to have. Specifically related to basic services of cellular telephone and internet service providers (ISPs) that all offerors will need to use in the implementation of this project, if it is already known by USAID that providers in-country use covered technologies, could USAID please provide this information to Offerors?

Response: Orange Mali and Moove Africa Malitel are the known providers in the country. They are known to be using covered technologies.

28. Will USAID consider extending the due date to allot more time for contracting local companies?

Response: USAID will not consider extending the due date.

29. H.18, Pg 43 --- Will USAID consider allowing Grants Under Contract as a tool for the contractor to use local companies throughout the contract

Response: There is no authorization for issuing Grants Under Contracts (GUCs) under this contract.

30. H.19, pg 43 -- Can the contractor SubK local companies after the award of contract or do they have to be presented at time of proposal?

Response: USAID prefers that offerors present all proposed sub-contractors, local companies included, at time of proposal.

31. RFP Section L.10, pg. 73 states that, “The detailed narrative for the cost proposal must be in Microsoft Word, be readable, and be text accessible.” However, RFP Section L.7/Delivery Instructions, pg. 69 specifically states that, “all files are to be in PDF except for cost spreadsheets, which are to be provided as Excel files with cell formulas intact.” Please confirm that the detailed budget narrative is to be submitted as a PDF file and not in Microsoft Word.

Response: USAID confirms that the detailed narrative for the cost proposal is to be submitted as a PDF file and not in Microsoft Word. The RFP’s section L.10, page 73 is amended accordingly.

32. RFP Section L.9(b), pg. 70, under the outline for the technical proposal, Annexes are listed as item (v), and the Technical Proposal Body is listed as item (vi). Can USAID please confirm that Offeror’s should outline their proposals in an order where the Technical Proposal Body precedes the Annexes?

Response: USAID confirms that the Technical Proposal Body should precede the Annexes.

33. RFP Section L.9(b)(vi), pgs. 71-73 tie each annex to a part of the Technical Proposal, for example Annexes A and B are stated to be “submitted in support of the technical proposal”, Annexes C-F are to be “submitted in support of Management Approach and Key Personnel”, and Annex G will be submitted in support of Past Performance. As the Technical Approach, Management Approach and Key Personnel, and Past Performance are the three evaluation factors listed in Section M, will USAID evaluate the annexes tied to each major section/evaluation factor of the proposal as a part of that evaluation factor? For example, will Annexes A and B be evaluated as a part of the technical approach? Can USAID please also clarify whether all Annexes will be evaluated?

Response: Yes, all Annexes will be evaluated insofar as they respond to the evaluation factors.

34. RFP Section L.9(b)(vi), bullet 2 “Management Approach and Key Personnel”, pg. 72 states:“ ANNEX C: Staffing Plan and Organizational Chart (Not to exceed 5 pages): The Offeror will submit an organizational chart showing lines of reporting among the offeror’s team members and that clearly illustrates how the staff, either of the contractor or its partners, will be coherently organized. ”While USAID references a “staffing plan” within the title of this annex and a 5-page limit is designated for this annex, only an organizational chart is outlined within the instructions for this Annex. Can USAID please clarify whether Offerors should only submit an organizational chart as a part of Annex C, or whether Offerors should submit additional information? If additional information is required, can USAID please elaborate on the information to be provided within Annex C?

Response: Please see the response provided for question 18(a).

35. RFP Section L.11, pg. 77 states, “In accordance with ADS 320 and Section D of this solicitation, the Offeror must submit and negotiate a Branding Implementation Plan (BIP)and a Marking Plan (MP). These will be submitted as a separate annex to the Technical Proposal. However, RFP Section L.9(b)(v), pg. 70 does not list a BIP/MP as one of the annexes to the Technical Proposal. Can

USAID please confirm that Offerors should submit a BIP/MP as Annex H to the Technical Proposal, and that Annex H does not count towards the page limitation?

Response: Please see the response provided for question 16.

36. Attachment J.6 provides a template for a Small Business Subcontracting Plan, however a Small Business Subcontracting Plan is not mentioned elsewhere within the RFP. Can USAID please clarify whether Offerors must submit a Small Business Subcontracting Plan with their proposals? If yes, can USAID please clarify whether this should be submitted as an annex to the Cost Proposal or to the Technical Proposal?

Response: Yes, Offerors should submit a small Business Subcontracting Plan with their proposal.

This is listed under Section I in the clauses. It should be submitted as an annex to the cost proposal.

37. RFP Section L.9(b)(vi), bullet 3 “Past Performance”, pg. 72: Can USAID please confirm that if contracts listed by Offerors are in CPARS, then Offerors are only required to submit a Past Performance Matrix under Annex G, and that no additional past performance information should be included as a part of the Technical Proposal Body?

Response: USAID confirms that if contracts are listed in CPARS, offerors are only required to submit a Past Performance Matrix.

38. RFP Section L.9(b)(vi), Past Performance, Annex G, “Past Performance Matrix”, states:“ The past performance matrix should include up to three (3) of the most recent and relevant contracts and/or assistance awards of five (5) years for the prime inclusive of major subcontractors for efforts similar to the work in the subject proposal.” Can USAID please clarify whether the Offeror should include up to three contracts, and all major subcontractors should include up to three additional contracts, or whether USAID would like three contracts total, inclusive of the prime Offeror and all major subcontractors?

Response: USAID would like three contracts total, inclusive of the prime offeror and all major subcontracts..

39. RFP pg. 70, Section L.9(b)(v) refers to Annex B as a “Strategy Baseline Survey”, however RFP pg.

71. Section L.9(b)(vi) Format for the Technical Proposal Body, bullet one, paragraph 4 states, “Lastly, Offeror should propose a strategy baseline survey data collection plan”. Can USAID confirm that Offerors should not submit a Strategy Baseline Survey but rather a Strategy Baseline Survey Data Collection Plan which delineates the Offeror’s approach and strategy for conducting a strategy baseline survey? In addition, Section C.5.2.A.b., pg. 16 states, “In response to the MEL Platform COR’s written notification of a survey task, within twenty business days, the Contractor will prepare and submit a survey data collection plan...”. Can USAID therefore please confirm that the Strategy Baseline Survey Data Collection Plan to be submitted as Annex B is a draft or illustrative plan?

Response: The Offeror should submit a Strategy Baseline Survey Data Collection Plan which delineates the Offeror’s approach and strategy for conducting a strategy baseline survey.

USAID confirms that the Strategy Baseline Survey Data Collection Plan to be submitted as Annex B is an illustrative plan.

40. RFP Section L.9(b)(vi), “Technical Approach”, paragraph 4, pg. 71 states, “Offeror should propose a strategy baseline survey data collection plan with the following sections: 1) a specific approach describing the types of indicators that will be measured through the baseline survey, knowing that the Mission PMP is not yet fully developed” Could USAID please clarify what “types” of indicators this is referring to? Are these custom vs. standard, FTF vs. not FTF, new vs. old, by different development objectives, indicators that measure service delivery vs. those that measure access or knowledge?

Response: As mentioned in Attachment J.11, the baseline data are reference points to assess the progress and impact of the USG investments. Therefore, USAID is referring to higher level performance indicators, may it be customs, FTF or other standard indicators.

41. RFP Section L.9(b)(vi), “Technical Approach”, paragraph 4, pg. 71, Offerors are requested to propose a strategy baseline survey data collection plan with a methodology section that takes into account the use of pre-post survey design. Should Offerors assume that they are designing a survey collection approach for all-new interventions, or are there existing or ongoing activities that should be accounted for in the survey design? In regard to the sampling frame for the strategy baseline survey data collection plan, is USAID requesting an approach that ensures adequate statistical power calculations, or an approach to ensure that baseline studies are representative of each district or target population?

Response: The Offerors should assume that the Mission intends to monitor the success and progress of the CDCS at the Intermediate Result levels (IRs) not at the activity levels. USAID is requesting an approach that ensures adequate statistical power calculations.

42. Can USAID please confirm if USAID/Mali has begun the transition from the IPTT to the DIS?

What is the status of that transition?

Response: USAID is in the process of implementing the DIS. As of today, all standard indicators are being reported through the DIS. More work will be done to include all project specific indicators into the DIS.

43. The RFP states that public opinion polling shall be carried out bi-annually. As this has implications for both the technical and cost proposal, can USAID please clarify if by “biannual”, USAID means twice per year, or once every two years? If public opinion polling shall be conducted twice per year, shall this occur semi-annually (or every six months)?

Response: Please see the response provided for question 2.

44. RFP Section C.6 (pg. 19) and Section F.7 (pgs. 29-31) list five key personnel for this contract: Chief of Party, Sr. Monitoring Specialist, Sr. Evaluation Specialist, Sr. Learning Specialist, and Sr.

Communication Specialist. However, Section L.9(b)(vi) “Key Personnel” (pg. 72) only makes reference to four key personnel. Can USAID please clarify which positions are to be considered key personnel for this contract?

Response: Please see the response provided for question 4.

45. RFP Section C.6 (pg. 19) states, “In response to individual activity requests, the Contractor shall submit a complete and current resume, no more than two (2) pages in length, for each of the proposed technical personnel and a signed letter of commitment confirming their present intention to serve in the stated position.” Can USAID please confirm that this is a requirement which pertains to contract implementation and is a separate requirement from the resume and letter of commitment requirements listed in Section L of the RFP?

Response: USAID confirms.

46. RFP Section L.9(b)(vi), Key Personnel, Annex D, “Resumes of Proposed Key Personnel” states that Annex D shall be limited to 12 pages, and that each resume must not exceed three pages. If five key personnel are anticipated for this contract, will USAID please confirm that Annex D is limited to 15 pages, as to align with the requirement for three-page resumes per key personnel?

Response: Please see response provided to Question 14.

47. RFP Section L.9(b)(vi), Key Personnel, Annex E, “Key Personnel Letters of Commitment”, states that this annex shall not exceed four pages. If five key personnel are anticipated for this contract, will USAID please confirm that Annex E may be limited to five pages?

Response: Please see response provided to Question 14.

48. Considering USAID and Administrator Power’s renewed push for localization, and for “shifting more leadership, ownership, decision making, and implementation to […] local people and institutions”, would USAID consider requiring level III English language proficiency for just one or two of the key personnel, or removing the English language requirement altogether?

Response: USAID will not consider removing this requirement.

49. RFP Section F.7.E. Senior Communication Specialist, pg. 31 does not include a position description, or description of this position’s roles and responsibilities, as is defined for the key personnel listed in Sections F.7 A-D. Can USAID please clarify whether the Senior Communication Specialist is considered key personnel? If so, can USAID please include a position description for the Senior Communication Specialist position?

Response: The Senior Communication Specialist is considered as a key personnel.

Job Description: S/he would work closely with the USAID Mali Development Outreach and Communication (DOC) Team and the Senior DOC who will serve as Activity Manager for communications specific activities under this contract. The Senior Communication Specialist will be responsible for taking high quality photographs for USAID/Mali use during M&E site visits, drafting social media posts for Mission use on Twitter and Facebook, writing USAID standard Success Stories as well as content for use on the USAID/Mali Medium blog and Exposure page that incorporate M&E data, summarizing and packaging key results data from M&E activities in visually attractive ways based on USAID Graphics Standards design guidance for public dissemination, produce videos about USAIDs work in Mali annually, monitoring and reporting on Implementing Partners branding and marking compliance during M&E site visits, and coordinate with USAID/Mali DOC Team to ensure that public opinion polling and baseline.

The RFP’s Section F.7.E is amended to reflect these changes.

50. As the RFP emphasizes a team that includes a mix of consultants to provide a wide range of technical and subject matter expertise, would USAID allow for the inclusion of an STTA Matrix as an annex to the technical proposal, as to allow USAID to better understand the breadth and range of technical expertise that Offerors have on roster?

Response: Yes, Offeror can include an STTA Matrix as an annex to the technical proposal.

51. Does USAID anticipate the key personnel reporting directly to the Chief of Party, or would USAID look to Offerors to propose the staffing and reporting structure which they see to best fit contractual requirements?

Response: USAID anticipates the key personnel to report directly to the Chief of Party.

52. Would USAID allow Offerors to propose one of the key personnel positions as a Deputy Chief of Party equivalent?

Response: USAID did not anticipate having a Deputy Chief of Party under this contract.

53. RFP Section L.10, pg. 75, Indirect Costs, states: “Offerors may not propose indirect cost ceiling rates higher than those established in their NICRA.” Please confirm that the use of the word “ceiling” is erroneous and should be removed from the sentence.

Response: USAID confirms. Please see the response provided to question 26.

54. RFP Section L.10, pg. 75, Fixed Fee: “Therefore, any proposed rate must be supported with a rationale of the factors used for proposing such a rate.” However, FAR 15-404-4, (c) (5): 5) states that “The contracting officer shall not require any prospective contractor to submit breakouts or supporting rationale for its profit or fee objective but may consider it, if it is submitted voluntarily.”

Accordingly, we ask that the RFP language be revised.

Response: The requirement will be deleted. Section L.10, Fee, is amended to state: “Offerors must propose a fixed fee percentage ceiling. The analysis of the proposed profit or fee will be conducted in accordance with FAR 15.404‐4. USAID may withhold a negotiated amount of fee if the contractor does not meet the completion of results. The offeror must not propose a fee that exceeds the statutory limitation in FAR 15.404-4.c(4)(i), which is 10% of the contract’s estimated cost, excluding fee.”

55. RFP Attachment J.3/Budget Summary Spreadsheet contains the following categories, which we respectfully request to be adjusted:

a. “Sub-Awards”. Please confirm changing “Sub-Awards” to “Subcontracts” is acceptable, as it will be consistent with cost instructions under Section L.10, pg.

Response: USAID confirms that “Sub-Awards” is changed to “Subcontracts.” The RFP’s Attachment J.3 is amended accordingly.

b. “Activities Costs”. Please confirm this category can simply be merged under “ODCs” as a sub-category, and that it is not needed to be included in the summary budget.

Response: Yes, this category can be merged under “ODCs” as a sub-category. The RFP’s Attachment J.3 is amended to delete the line item “Activities costs” from the template accordingly.

56. RFP Attachment J.3/Detailed Budget Spreadsheet: As some of the categories/labeling conflicts with the Summary Budget template, please confirm that the breakdown is illustrative, and Offerors may edit as appropriate.

Response: Attachment J.3/Detailed Budget Spreadsheet is amended as stated in question 54(a).

Offerors should review the revised budget template.

57. RFP Attachment J.7/Illustrative Local Compensation Plan. Can USAID please clarify the use of “illustrative”? Is this local compensation plan out of date?

Response: By “Illustrative” USAID is providing a salary range table to the Offerors for budgeting purposes for the local staff. This salary table range is not outdated. The RFP’s Attachment J.7/Illustrative Local Compensation Plan is amended to change the title to “Illustrative Local Compensation Plan Range.”

58. Given that adequate price competition is anticipated, and per FAR 15.403-1(b)(1), will USAID consider removing the requirement(s) listed under RFP Section L.3, pgs. 67-68?

Response: This requirement is removed. The RFP Section L.3, pages 67-68 is amended accordingly.

59. Will USAID consider removing the requirement to include AID-1420/biodata forms as a part of the Cost Proposal?

Response: USAID will not consider removing to include AID Form 1420-17 biodata forms as part of the cost proposal. As stated in RFP’s Section L.10, the form 1420 is only required for Key Personnel and all individuals to be sent outside of the United States.

60. RFP Section L.10, Direct Labor Salaries and Wages, pg. 73 states: “AID Form 1420-17 are required for all identified expatriate and Cooperating Country National long- and short-term personnel…” However, earlier under Section L.10 Proposed Costs/Prices, the RFP states that 1420’s are only required for Key Personnel and all individuals to be sent outside of the United States. Please confirm that Biographical data sheets are only required for Key Personnel, and those identified persons at this stage traveling outside of the United States.

Response: USAID confirms that biographical data sheets (AID Form 1420-1) are required for all individuals to be sent outside the United States and the employees designated as key personnel. The RFP section L.10, Direct Labor Salaries and Wages, on page 73 is amended to delete the paragraph “Biographical Data Sheets (AID Form 1420-17) are required for all identified expatriate and Cooperating Country National long and short-term personnel to substantiate the proposed salary/daily rate. Narratives must provide a discussion of the estimated annual escalation of all salaries where applicable.”

61. C.4.1 Pg. 12, The last line of the section states “The contractor will address all four components as described below”. We understand this is a typo and that there are three components.

Response: Yes, this is a typo. There are three components. The RFP section C.4.1 is amended to state “The contractor will address all three components as described below” accordingly.

62. C.5.1.1 Pg. 13, For budget purposes, would USAID suggest an approximate sample size for the beneficiaries’ surveys?

Response: No, USAID will not suggest an approximative sample size. The sample size is survey-specific and shall be included in the survey design document for USAID review and approval.

63. C.5.1.1 Pg. 13, For budget purposes, would USAID suggest a mode of data collection for the beneficiaries’ surveys?

Response: No, USAID will not suggest a mode of data collection for the beneficiaries’ surveys. The data collection mode is survey-specific and shall be included in the survey design document for USAID review and approval.

64. C.5.1.1, Pg. 13, For the beneficiaries’ surveys, is there a sampling frame of beneficiaries? If so, is it a frame of households or census enumeration areas? And what are the available variables in the available frame?

Response: No, there is not a sample frame of beneficiaries.

65. C.5.1.1, Pg. 14, For budget purposes, would USAID suggest an approximate sample size for the public opinion polls?

Response: No ,USAID would not suggest an approximate sample size for the public opinion pools.

66. C.5.1.1, Pg. 14, For budget purposes, would USAID suggest a data collection for the public opinion polls? Does is has to be in-person interviews, or any other mode as long as it provides full coverage for the target population, i.e., cell phone calls?

Response: No, USAID is not suggesting a data collection for the public opinion polls. The Data Collection approach should be covered under the subsection (Poll Design Document) in which the Contractor will submit a poll design document alongside with a budget for the MEL Platform COR to review and approve.

67. C.5.2, Pg. 15, For budget purposes, would USAID suggest an approximate sample size for the baseline, midline and endline surveys at the strategy level?

Response: USAID is not suggesting an approximate sample size. It is up to the offeror to propose an approach.

68. C.5.2, Pg. 15, For budget purposes, would USAID suggest an approximate sample size for the activity or project level baseline surveys?

Response: No, USAID would not suggest any approximate sample size for the activity or project level baseline surveys. The sample size is specific to the activity or project being surveyed.

69. C.5.2, Pg. 16, For budget purposes, would USAID suggest an approximate sample size for the performance evaluations.

Response: No. The sample size is specific to the activity or project being evaluated.

70. C.6, L.9, Section C.6 states that the resumes should be “…no more than two (2) pages in length...”.

However, on page 72 it says that the resumes must not exceed three pages in length…” Could you please clarify if the page limit for resumes is 2 or 3 pages?

Response: Please see the response provided in question 5.

71. C.6, Pg. 19, It is understood that key personnel will be based in Bamako. However, is continuous presence of key personnel needed for 12 months in a year?

Response: Yes, continuous presence of all key personnel in Bamako for 12 months in a year is needed and critical for the platform operation.

72. C.6, Pg. 19, Are letter of commitments needed from all technical personnel or only from key personnel proposed?

Response: Letters of commitment are only needed for the proposed key personnel.

73. F.5, Pg. 28, The last paragraph under accruals reports states that “the Contractor will be required to submit copies to USAID/Liberia…” We understand this is a typo and it should be USAID/Mali.

Response: Yes, this is a typo and it should be USAID/Mali. The RFP is amended accordingly.

74. Attachment J.11. SAMPLING FRAME WITH THE USG TARGET POPULATION IN MALI, pg 100, The illustration (framework) is not relevant to the attachment title. Could you please clarify.

Response: Please see the response provided to question 22.

75. Does USAID have a current database for tracking MEL data or is the Mission using the DIS system?

Response: Please see the response provided to question 42.

76. Is attachment J.11 in the solicitation correct? It is titled, Sampling frame with the USG target population in Mali, but the graphic shows the Mission DO's and IRs.

Response: Please see the response provided to question 22.

77. On Page 31, Section F, Senior Communication Specialist, could USAID please add the job description and specify a level of english proficiency needed?

Response: Please see the response provided to question 49.

78. On Page 71, (vi), Format for the Technical Approach, the components are listed as 3 parts: : 1) Technical Approach, 2) Management Approach and Key Personnel, and 3) Past Performance.

However, on Page 70, Past Performance is grouped under the list of response documents that do not count against the page limit. Is the past performance information to be included in the technical proposal? And if so, does it count against the 30-page limit?

Response: Past performance should be included in the technical proposal and counts against the 30-page limit.

79. On Page 73, Annex G refers to a past performance matrix. Can USAID kindly share the preferred matrix for this information?

Response: Please see the response provided to question 15.

80. On Page 73, Annex G asks for up to 3 past performance examples. Can USAID confirm whether this is up to 3 for the entire bid response or up to 3 for the Prime and any major subcontractors.

Response: Please see the response provided to question 15.

81. Outside of Bamako will there be a need for any satellite offices? If so, where? Which cities outside of Bamako will be used for centers of activity.

Response: This is at the discretion of the offeror and will depend on the proposed approach.

82. For organizations who are not currently registered in Mali, can USAID please provide information on how the awarded Contractor can begin operations while registration is still in progress?

Response: Organizations that are not registered in Mali cannot begin operations while registration is still in progress.

83. Can USAID please clarify whether Annex A, Annex B, and Annex F have a page limit? If so, what are the page limits for these annexes?

Response: Annex A, Annex B and Annex F do not have a page limit.

84. On page 70 (L.9), the RFP states that “The technical proposal must be written in English and be presented in a readable font size”. Can USAID please confirm that Times New Roman, size 11 is an acceptable font and font size?

Response: Yes, USAID confirms that times New Roman 11 is an acceptable font and size.

85. Would USAID please confirm that applicants may use Times New Roman or Arial size 10, or other font size smaller than size 11 for graphics, tables, and text boxes?

Response: Yes, USAID confirms that offerors may use Times New Roman or Arial size 10 or 11 for graphics, tables, and text boxes.

86. On Page 71, the RFP states that “The technical proposal consists of three (3) parts: 1) Technical Approach , 2) Management Approach and Key Personnel, and 3) Past Performance.” It is understood that the page limit for the technical proposal is 30 pages, however, can USAID please clarify whether each of these three parts of the technical proposal has a defined page limit?

Response: Each of the three parts of the technical proposal does not have a defined page limit.

87. On page 73, the RFP states that “The past performance matrix should include up to three (3) of the most recent and relevant contracts and/or assistance awards…”. To ensure compliance of our submission, will USAID please clarify the page limits of the Past Performance Matrix? Is there a page limit per award? Can USAID please provide a template for the Past Performance Matrix?

Response: Please see the response provided to question 15.

88. Could USAID please provide the expected salary range for key personnel and support staff?

Response: The expected salary range for key personnel and support staff can be found in Attachment J.7 Illustrative Local Compensation Plan Range.

89. Can USAID please share whether there is a mission-level database that the awarded Contractor will be working with or complementing during the activity?

Response: There is no mission level database. All the activities under this Contract are included under Components I, II and III in Section C.

90. Can USAID please share a ceiling of the estimated TPM site visits per year for the activity?

Response: There are 82 site visits planned per year.

91.Page 31, Section F.7, Senior Communication Specialist: The English level language requirement for the Senior Communication Specialist position is missing. Will USAID please clarify this requirement?

Response: Please the response provided to question 12.

92.Page 72, Section L.9, Management Approach and Key Personnel: Four key personnel positions are mentioned, but elsewhere in the RFP USAID names five key personnel positions. Will USAID please confirm the number of key personnel positions and their titles?

Response: Please see the response provided to question 4.

93.Page 72, Section L.9, Management Approach and Key Personnel: The solicitation indicates that Annex D shall not exceed 12 pages and that each resume must not exceed 3 pages in length.

However, previously, solicitation indicated five key personnel were required and that each resume should not exceed two pages in length (p. 19). Will USAID please clarify the number of key personnel required, the length of resumes, and the total length of Annex D?

Response: Please see the responses provided to questions 4 and 5.

94.Page 72, Section L.9, Management Approach and Key Personnel: The solicitation indicates Annex E must not exceed 4 pages. However, in several places in the solicitation, five key personnel are required. Will USAID please clarify the number of key personnel required and the total length of Annex E?

Response: the number of key personnel required is 5 and the total length of Annex E is 5.

95.Page 73, Section L.9, Past Performance: The solicitation indicates that Past Performance Information shall be provided as a matrix in Annex G. However, the solicitation does not include a template for the matrix. Will USAID confirm that Offerors may submit the required past performance information in the format of their choosing?

Response: Please see the response provided to question 15.

96.Page 77, Section L.11, Branding Implementation Plan and Marking Plans: The solicitation indicates that Offerors must submit a Branding Implementation Plan and Marking Plan as an annex to the

Technical Proposal. However, it is not included in the list of approved/required annexes provided on pages 70-71. Will USAID please confirm the requirement?

Response: USAID confirms the requirement as stated in Section L.11 for the initial BIP and MP to be submitted with the technical proposal.

97.General: Will USAID please clarify the status of the Development Information System (DIS) and its use and accessibility in Mali? Are USAID staff actively using this system?

Response: Please see the response provided to question 42.

98.Page 3, SF33: Will USAID please confirm that Offerors’ proposal validity should be 60 calendar days?

Response: USAID confirms that Offeror’s proposal validity is 60 calendar days as stated on the form SF33, Box 12 .

99.Page 41, Section H.12, Environmental Compliance: Will USAID provide a plug figure for costs related to environmental compliance?

Response: There cost associated with Environmental Compliance.

100. Page 74, Section L.10, Travel and Transportation: To ensure equitable review of cost proposals, will USAID please provide a plug figure for travel costs?

Response: Travel costs depend on many factors including the Offeror’s approach. USAID will not provide a plug figure for travel costs.

101. Page 90, Attachment J.3 - Budget Proposal Format: The illustrative budget summary includes a line item for Sub-Awards. Is it correct to assume that Grants Under Contracts will be issued? If so, will USAID please provide a plug figure to ensure equitable review of cost proposals?

Response: There is no authorization for Grants Under Contracts. USAID will not provide a plug figure as this will depend on the technical approach. Please see the response provided to question 55 for the Attachment J.3

102. General: Will USAID please provide an estimated start date for the project?

Response: The estimated start date for this Activity is by the end of October 2022.

ATTACHMENT B - Summary of the changes-edits to the RFP in response to the questions

Section C:

C.4.1, Page 12: last paragraph: delete last sentence and replace with: “The Contractor will address all three components as described below.”

C.5.1.1.B page 14: Replace “1) Carrying bi-annual Public Opinion Poll” by “1) Carrying an annual Public Opinion Poll” and “Bi-annual Public Opinion Poll” by “Annual Public Poll.”

C.6, Management Approach, first paragraph: Replace “The Senior Monitoring Specialist” by “the Senior Monitoring Specialist” and “ Key Personals” by “Key Personnel.”

Section F:

F.5, Page 27, Financial Report: First Paragraph, delete and replace with: “ On a monthly basis, the contractor will submit a financial report and invoice/voucher detailing expenditures by budget line item.

The report will be submitted thirty (30) calendar days after the end of each quarter to the COR.

Specifically, the report will contain at a minimum the following information.”

F.5, Accruals Report, Page 28: Last Paragraph, delete “USAID/Liberia” and replace it with “USAID/Mali.”

F.5, Summary of…