Attachment A_FEWS_NET_RFP_Questions_and_Answers.docx

ATTACHMENT A

General Questions

1. Can USAID confirm that where the evaluated targets for small disadvantaged business participation are concerned, the definition of “small disadvantaged business” has the meaning given to it in AIDAR 726.7002, which includes both socially and economically disadvantaged businesses, and which would therefore include women-owned small businesses?

AIDAR 726.7002 defines a “small disadvantaged business” as “…a small business concern (as defined in FAR 19.001) that is at least 51 percent unconditionally owned by one or more individuals who are both socially and economically disadvantaged (as defined in this section). AIDAR 726.7002 includes women in its definition of “socially disadvantaged individuals” and “economically disadvantaged individuals”. Therefore, it is correct to state socially and economically disadvantaged businesses include women-owned small businesses.

2. We understand that the current implementer of FEWS NET was required to submit Annual Work plan and Performance (AWP) reports and Quarterly Administrative and Financial reports on a regular basis. We found only a few of these reports from the current contract, and were not able to find any of the reports from the past three years, either on the project website or on the Development Experience Clearinghouse website, or otherwise. Were these reports completed? If so, could these reports be made available to all bidders?

Attachment D under Amendment #1 includes the most recent Annual Work Plans and Progress Reports.

3. It also appears that there are some other reports funded by FEWS NET that cannot be found on the FEWS NET website or on the Development Experience Clearinghouse website. For example, the report “Mozambique Livelihood Baseline Report” and “Uganda Livelihood Zoning” can be found on the Food Economy Group (FEG) website, but cannot be found elsewhere. Can all reports funded by FEWS NET, including any livelihood training/workshop material that does not contain sensitive information be made available to all bidders?

All reports that are currently available have been posted to the FEWS NET web-site.

Section B

1. Can USAID please provide more specifics on the required qualifications and scope of work for the IDIQ Contract Manager position described in Section B.9 (Labor) on page 5?

The qualifications for the IDIQ Manager are stated in Section C.2.2(j).

Section C

1. In subsection C.2.2 (e) Implement Surge Activities, page 18, it states that, “a separate task order is planned for these surge activities...” In the current FEWS NET phase surge activities and corresponding funds have been added to existing Task Orders. Are we correct in assuming that we should not budget for surge activities under Task Order 1?

Correct. Surge activities should not be budgeted for under Task Order 0001.

2. Section C 2.1 (Core Monitoring and Assessment Activities - Managing established remote monitoring) on page 15 mentions the “already established remote monitoring activities” in the nine countries referenced. Can USAID provide information about these activities? It would be useful to see what activities have been undertaken, how they have been set up, and their purpose.

The www.fews.net web-site “Remote Monitoring” section (from Home Page, “Remote Monitoring”) contains all remote monitoring products currently completed. Country Reports are available and describe the outputs from the remote monitoring activities. Based on the offeror’s understanding of the requirement, it is the responsibility of potential offerors to describe how they intend to set up and maintain the analytic frameworks, implement regular monitoring, data collection and analysis, maintain partner relationships and publish famine early warning reports (See Section L.9.1 “Technical Approach and Understanding”).

3. Regarding section C.2.1(g), Websites, on page 11 of the RFP: Given the requirement to maintain the existing website from the start of project, could USAID please share information concerning the IT platform and applications supporting the existing site?

The www.fews.net website is run by a series of servers running Windows 2003 Server operating systems. The servers perform the following functions: live SharePoint server, SQL database, program development, Code repository, domain controller, and FTP. The website itself is developed with ASP and SharePoint with dynamic contents managed from an SQL database. All servers are Dell PowerEdge rack-mounted servers. Software used include: MS Virtual Server 2005, ArcGIS 10, MS Visual Studio 2005, Python 2.5, MOSS (SharePoint) 2007 / WSS 3.0.

4. Regarding section C.2.2(d), Population Explorer Website, on page 18 of the RFP: Could USAID please share information concerning the IT platform and applications supporting the existing site?

Population Explorer is currently hosted by a third party called GoGrid. The global landscan data is released by Oakridge laboratories once a year. The administrative map data is provided by USGS as ESRI Shapefiles. Specialized maps, such as livelihoods and hazard maps can be generated by FEWS NET Representatives and uploaded from the field. The application software and tutorial files occupy 90MB of server space. Population data and map data take an additional 14GBs. In total, the application takes just under 15 GB of server space. Population Explorer uses MySQL 5.0 and developed in C#2.0 and the application is built with ASP.Net Framework 2.0.

5. Could you provide more details regarding your requirements for the use of Population explorer? Is the government looking to simply transfer the hosting and maintenance of the site to the new Contractor or is the government looking to use integrate Population Explorer with the main FEWS site.

The new FEWS NET contractor shall first take over responsibility for the hosting and maintenance of the Population Explorer website from Kimetrica. Once the contractor has control of the hosting and maintenance of the Population Explorer website, the contractor shall then integrate the website into the main FEWS NET website on a schedule to be agreed with USAID.

6. Regarding Section C.2.2 (g), Gender, on page 18 of the RFP: Could USAID please explain in greater detail the expectation to collect and apply gender disaggregated data? Gender issues are often an integral part of food security situations and with an emphasis on nutrition the need for gender analysis may be of increasing significance for project investments. Collection and maintenance of this data may represent an ongoing task under the project in order to be of sufficient breadth and quality to meet project needs.

There are presently no plans for an expansion of FEWS NET gender-based analysis. If in the future, additional analysis is required, USAID will communicate in advance to the contractor whether additional costs should be included in the annual budget for the completion of more gender-based analysis.

7. Under Section C.2.2 (j) the IDIQ Manager is described as being ‘the individual bearing primary responsibility for procurement, personnel, reporting, and other management related requirements of the contract’ and under Section B.9 ‘the IDIQ Contract Manager shall be solely responsible for the management of all task orders awarded under this IDIQ’. Is it USAID’s intent that the IDIQ Manager manage Task Order 0001 DC-based personnel and field based staff?

No. The IDIQ Manager is not responsible for managing each individual task order. However, the IDIQ Manager shall be responsible for the oversight of all task orders awarded under the IDIQ contract.

8. Who is the CO and COTR and TO COTR’s primary point of contact: IDIQ Manger or Technical Director?

It is in the contractor’s discretion as to who should be the point of contact for each of the listed individuals.

Section F

1. Section F.3, Reports and Deliverables or Outputs, on page 22 of the RFP indicates, “In addition to the requirements set forth for submission of reports in Sections I and J and in Section F.11, the Contractor shall submit the following deliverables or outputs to the COTR specified in Section G." Could USAID please clarify the references, especially to Section F.11 (not included in the RFP)?

Section F.3 should reference F.8 and F.9 and not Section F.11 (the solicitation has been revised to include the correct reference).

2. Section F.6 Key Personnel (c), page 25 of the RFP identifies Key Personnel for the basic IDIQ as the IDIQ Contract Manager. Section L.9.2 page 79 and M.3.2(1) page 87 of the RFP identifies the same Key Personnel position as the IDIQ Management Point of Contact. Is the correct title IDIQ Contract Manager or IDIQ Management Point of Contact?

The correct title is the IDIQ Contract Manager (the solicitation has been revised to be consistent between sections).

Section H

1. In subsection H.7 Authorized Geographic Code, page 36, it states that the IDIQ contract authorized geographic code is 000. As it does not state the authorized geographic code for Task Order 1 in Attachment J.8, can we assume that the Task Order 1 authorized geographic code will be 935 as it is for the current FEWS NET phase?

The authorized geographic code is 935 for goods and services for the African field offices that utilize Development Assistance Funds for Africa. The authorized geographic code for procurement of goods and services for all other non-African offices is 000. Section H.7 of the solicitation has been revised accordingly.

2. Given the number of countries in which FEWS NET operates, is it possible to make the IDIQ contract authorized geographic code 935 to facilitate procurements of goods and services?

The authorized geographic code is 935 for goods and services for the African field offices that utilize Development Assistance Funds for Africa. The authorized geographic code for procurement of goods and services for all other non-African offices is 000. Section H.7 of the solicitation has been revised accordingly.

Section L

1. Would USAID consider designating organizational charts and other key graphics as outside of the 20 page limit? If so, they could be included in the technical volume with no pagination. Alternatively, they could be annexed.

The page limitation is increased to 25 pages to allow for the inclusion of other key graphics and charts. Organizational charts will not be included in the 25 page limitation. Section L.9 of the solicitation has been revised accordingly.

2. Can organizational charts fold out into larger (11”x17”) pages, as long as they are 8.5”x11” when they are folded in the completed proposal?

Yes.

3. Subsection L.9.4 (b) (ii), page 81, instructs offerors to provide a copy of the most recent SF 294 “Subcontracting Report for Individual Contracts” for each contract against which we were required to report for the past three years. Given the large volume of our SF 294s for the past three years, which total over 500 pages, will USAID consider receiving these forms on CD-ROM as an annex to the technical volume? Alternatively, we respectfully request the option of selecting ten relevant SF 294 forms for USAID’s review.

Offerors shall submit 15 of their most recent SF 294 forms. Section L.9.4(b)(ii) of the solicitation has been revised accordingly.

4. Section L.9.4 (Past Performance) on page 81 requests that all SF294s from the past three years be submitted. This could result in submission of hundreds of the forms. Would USAID like to cap the total number?

Offerors shall submit 15 of their most recent SF 294 forms. Section L.9.4(b)(ii) of the solicitation has been revised accordingly.

5. Regarding section L.9, Instructions for the Preparation of the Technical Proposal, on page 78 of the RFP: Can any Annexes be included that include tables, charts or graphics that help illustrate certain aspects of the technical proposal?

The page limitation is increased to 25 pages to allow for the inclusion of other key graphics and charts. Section L.9 of the solicitation has been revised accordingly.

6. Section L.9, page 77 of the RFP notes that ‘“major subcontractors” are those subcontractors whose proposed costs exceed $1,000,000.’ However, section L.9.4 refers to each major subcontractor as “one whose proposed level of effort exceeds 20 percent of the offeror’s total proposed level of effort.” Could you please clarify which definition will be used for classifying a major subcontractor?

“Major subcontractors” are those subcontractors whose proposed costs exceed $1,000,000. Section L.9.4 has been revised accordingly.

7. Section L.9.4 (i) refers to the Contractor Performance Report- Short Form as Attachment J.5. However, the form is noted as attachment J.6. Can you please confirm that the reference in section L.9.4 (i) is to attachment J.6?

The correct reference for section L.9.4(i) is Attachment J.6 (solicitation has been revised to include correct reference).

8. Section L.9 page 78 of the RFP includes a list of items that are not included in the page limitation. May the offeror include other appendices not included in the page limitation in addition to the described “Appendix attachments with biographical information for proposed candidates?

No. Appendices other than the ones described in Section L.9 that are outside the page limitation will not be reviewed.

9. Section L.9 of the RFP states that Offerors must use Times New Roman font 11 or a similar size typeset. Is it permissible to use a smaller font for any tables or graphics that might be included in the text?

Offerors may use Times New Roman font 8 for tables and graphics.

10. Is it permissible to include an additional Partners Appendix attached to the Technical Proposal, which would include subcontractor qualifications, resource organization details and letters of support from resource and international, regional and national partner organizations?

No. Appendices other than the ones described in Section L.9 that are outside the page limitation will not be reviewed.

11. Please confirm that field staff under Task Order 0001 will not be evaluated at this stage and USAID does not wish to see any representative candidates in the proposal. If such candidates are desired, can a table be included in an annex and not counted against the 20-page limit?

Specific individuals to fill field staff positions under Task Order 0001 will not be evaluated at this stage.

Attachment J.7

1. In the cost proposal matrix provided in Attachment J.7, the line item for the travel plug figure reads “Travel (including allowances).” Can you clarify which travel and allowance costs are included in this plug figure? We assume that this plug figure includes costs such as: international travel, to/from post, regional and in-country travel, and per diem. However, there are some Other Direct Costs that are travel related like visas, passports, inoculations, travel accident insurance, etc. Are these also included in the travel plug figure?

The plug figure does not include allowances (solicitation has been revised to delete the reference). The plug figure only includes travel and per diem. After award to the selected offeror, travel allowances will be subject to negotiation once field staff are proposed and approved. Any additional allowances requested after the initial approvals will be negotiated on a case by case basis.

2. Additionally, when the cost proposal matrix refers to Allowances, is this only referring to per diem, or does this also include other allowances (non-travel related) for the Third Country National field positions like Living Quarters Allowance, education allowance, post differential, danger pay, etc.?

The plug figure does not include allowances (solicitation has been revised to delete the reference). The plug figure only includes travel and per diem. After award to the selected offeror, travel allowances will be subject to negotiation once field staff are proposed and approved. Any additional allowances requested after the initial approvals will be negotiated on a case by case basis.

3. The Field Personnel plug figures are inclusive of labor and fringe costs. Are these direct fringe costs for local staff which would still require us to budget our corporate fringe based on this figure?

The plug figure does not include fringe, only labor (the solicitation has been revised to delete reference to fringe in the plug number). Offerors shall show all indirects applicable to the Field Personnel plug number.

4. The task order instructions in Attachment J.7 state under “Field Other Direct Costs”, that the plug dollar amount excludes vehicle purchases. Can USAID please clarify if offerors should budget for vehicles to be used in the field offices? If so, would USAID consider providing a plug figure for vehicle purchases in order to ensure parity among offerors' cost proposals? In addition to this, can USAID please provide an inventory of existing vehicles, their age and current condition?

The “Field Other Direct Costs” does include vehicle purchases (solicitation revised to delete language stating the Field Other Direct Costs does not include vehicle purchases). As the plug figure includes anticipated vehicle purchases, USAID does not believe it is necessary to provide offerors with an inventory list.

5. Can USAID please clarify whether Cooperating Country Nationals (CCN) short-term technical assistance should be budgeted as “Labor-Non-Field” or is it included in the plug figure for “Personnel Salaries” under Field Costs?

The selected offeror will be expected to implement their proposed approach to accomplishing core activities as described in their proposal. Where an Offerors’ proposed technical approach to accomplishing core activities (Section L.9.1) in a specific country requires additional professional personnel beyond those positions listed in Section C.1.4, Offices, Personnel, and Functions, of Attachment J.8, Task Order 0001, this shall be made clear in the offeror’s L.9.1 technical approach and in the offeror’s cost proposal. Specifically, any additional field professional positions required which are in addition to the field office professional staff and local office support staff (i.e., office manager, a clerk, and a driver) listed in the Section C.1.4 table shall be proposed. In the cost proposal, these costs shall be clearly identified under Other Professional Personnel Salaries and shall be broken down by position.

6.

Are all costs associated with travel by personnel based in the DC home office to the field offices covered in the “Field Travel” plug figure or are they a part of “Non-Field Other Direct Costs”?

DC home office field travel is included in the “Non-field Travel” cost plug figure.

7. The third paragraph of the first page of Attachment J.7, Task Order 0001 Cost Proposal and Evaluation Matrix, indicates “a) Non-Field labor consists of all direct labor (key personnel, non-key personnel, subcontractors and consultants)…” Could USAID please clarify if the costs associated with short-term expatriate or third country national advisors (either employees of the Contractor/subcontractors or consultants engaged by the Contractor/subcontractors) providing technical assistance in the field should be considered “non-field” or “field”?

The selected offeror will be expected to implement their proposed approach to accomplishing core activities as described in their proposal. Where an Offerors’ proposed technical approach to accomplishing core activities (Section L.9.1) in a specific country requires additional professional personnel beyond those positions listed in Section C.1.4, Offices, Personnel, and Functions, of Attachment J.8, Task Order 0001, this shall be made clear in the offeror’s L.9.1 technical approach and in the offeror’s cost proposal. Specifically, any additional field professional positions required which are in addition to the field office professional staff and local office support staff (i.e., office manager, a clerk, and a driver) listed in the Section C.1.4 table shall be proposed. In the cost proposal, these costs shall be clearly identified under Other Professional Personnel Salaries and shall be broken down by position.

8. Are ALL field personnel costs (regional and national FEWS NET offices) included in the “field costs” plug figures in the Task Order 0001 Cost Proposal Matrix?

The selected offeror will be expected to implement their proposed approach to accomplishing core activities as described in their proposal. Where an Offerors’ proposed technical approach to accomplishing core activities (Section L.9.1) in a specific country requires additional professional personnel beyond those positions listed in Section C.1.4, Offices, Personnel, and Functions, of Attachment J.8, Task Order 0001, this shall be made clear in the offeror’s L.9.1 technical approach and in the offeror’s cost proposal. Specifically, any additional field professional positions required which are in addition to the field office professional staff and local office support staff (i.e., office manager, a clerk, and a driver) listed in the Section C.1.4 table shall be proposed. In the cost proposal, these costs shall be clearly identified under Other Professional Personnel Salaries and shall be broken down by position.

9. Attachment J.7 provides plug figures for Field Personnel and states that it includes “all labor and fringe costs.” If the Contractor has an overhead that is applied to these costs, how should the Contractor apply these costs?

The plug figure does not include fringe, only labor (the solicitation has been revised to delete any reference to fringe in the plug number).

10. Is it permissible to budget STTA (Short term technical assistance) under Task Order 0001? If it is permissible, can US, TCN and CCN be included?

The selected offeror will be expected to implement their proposed approach to accomplishing core activities as described in their proposal. Where an Offerors’ proposed technical approach to accomplishing core activities (Section L.9.1) in a specific country requires additional professional personnel beyond those positions listed in Section C.1.4, Offices, Personnel, and Functions, of Attachment J.8, Task Order 0001, this shall be made clear in the offeror’s L.9.1 technical approach and in the offeror’s cost proposal. Specifically, any additional field professional positions required which are in addition to the field office professional staff and local office support staff (i.e., office manager, a clerk, and a driver) listed in the Section C.1.4 table shall be proposed. In the cost proposal, these costs shall be clearly identified under Other Professional Personnel Salaries and shall be broken down by position.

Attachment J.8

1. In subsection C.4.2 Field Staff you reference “proposed” field staff. Are we required to name in the proposal the individuals potentially taking field office positions?

No. After award of the IDIQ contract and Task Order 0001, the selected contractor will be required to propose field personnel.

2. Please confirm the authorized geographic code of TO 0001.

The authorized geographic code is 935 for goods and services for the African field offices that utilize Development Assistance Funds for Africa. The authorized geographic code for procurement of goods and services for all other non-African offices is 000

3. In Section C.4.1 of Attachment J-8, under Key Personnel Qualifications, the description of the Technical Director and Deputy Technical Director requests that it is preferable for candidates to hold “…a Master’s Degree of educational attainment.” Please confirm that relevant years of experience will be considered equivalent to a Master’s Degree. If so – how many relevant years of experience are necessary?

For evaluation purposes, years of experience will not be considered equivalent to a Master’s Degree. Note: a Master’s Degree is preferred but not required.

4. Section C.1.4, Offices, Personnel, and Functions, of Attachment J.8, Task Order 0001, states “Beyond key personnel positions, the Contractor shall provide sufficient qualified technical support to manage the FEWSNET activity’s primary tasks of early warning, food security monitoring/assessment, livelihoods and markets and trade analysis…” Is the reference here to “C.3” correct, or was it meant to be “C.4”?

The reference should be to Section C.4 (the solicitation has been revised to correct the reference).

5. May the Contractor propose candidates for additional long-term Washington-based technical staff not identified in the RFP or Task Order 0001? If yes, may we also submit CVs and letters of availability, for those staff?

Yes, Offerors are required to identify and price all long-term Washington-based staff, not just the key personnel positions identified.

6. Section C.1.4, Offices, Personnel, and Functions, of Attachment J.8, Task Order 0001, states “A FEWS NET national or regional office may vary in its complement of staff and operational resources.” Does this imply that there is some flexibility with respect to the mix of FEWS NET professional staff listed later in the same section?

The selected offeror will be expected to implement their proposed approach to accomplishing core activities as described in their proposal. Where an Offerors’ proposed technical approach to accomplishing core activities (Section L.9.1) in a specific country requires additional professional personnel beyond those positions listed in Section C.1.4, Offices, Personnel, and Functions, of Attachment J.8, Task Order 0001, this shall be made clear in the offeror’s L.9.1 technical approach and in the offeror’s cost proposal. Specifically, any additional field professional positions required which are in addition to the field office professional staff and local office support staff (i.e., office manager, a clerk, and a driver) listed in the Section C.1.4 table shall be proposed. In the cost proposal, these costs shall be clearly identified under Other Professional Personnel Salaries and shall be broken down by position.

7. Section C.2.9, Specific Characteristics and Requirements of Remote Monitoring-based Early Warning of Attachment, of Attachment J.8, Task Order 0001, states, “FEWS NET analytic frameworks and monthly remote monitoring activities have already been set up and are functioning in 9 countries at the start of this contract.” We presume these frameworks are documented and in the public domain. Can USAID make these already established analytical frameworks available to all bidders?

There are no formal monitoring frameworks for each remote monitoring country. The framework is inherent in the knowledge base created for each country. The www.fews.net web-site “Remote Monitoring” section (from Home Page, “Remote Monitoring”) contains all remote monitoring products currently completed. Country Reports are available and describe the outputs from the remote monitoring activities. Based on the offeror’s understanding of the requirement, it is the responsibility of potential offerors to describe how they intend to set up and maintain the analytic frameworks, implement regular monitoring, data collection and analysis, maintain partner relationships and publish famine early warning reports (See Section L.9.1 “Technical Approach and Understanding”).

8. Section C.4.1, Non-Field Staff (Washington Office Technical Staff), of Attachment J.8, Task Order 0001, outlines identical qualifications for both the Technical Director and Deputy Technical Director. Will USAID equally consider candidates for Technical Director and Deputy Technical Director who together offer a combined and complementary set of skills and experience that provide full coverage of the stated qualifications? Or will both candidates be evaluated against the same full range of qualifications outlined in the RFP?

Both will be evaluated against the same full range of qualifications.

9. Section C.1.4 of Attachment J.8, Washington DC Based Offices states the “contractor shall provide all necessary information technology and equipment required to deliver the FEWS NET activity management, decision support, and technical and administrative services.” Is the government going to make available the list of GFE for the HQ Office?

USAID does not intend to provide Government Furnished Equipment (GFE). As stated in Section C.1.4 of Attachment J.8, the contractor is responsible for all necessary information technology and equipment.

10. Please specify the authorized work week for long term and short term professionals for TO 0001.

Section B.9 states the offerors’ proposed work day and work week policies and method of accounting for paid absences including holidays for the contractor and major subcontractors will be included in a separate attachment upon award. Therefore, oferrors are responsible for providing work day and work week policies for proposed personnel.