Worldwide_Training_Amendment_000002.pdf

REFERENCE: QUESTIONS AND ANSWERS FOR, WORLDWIDE TRAINING

Subject: Solicitation SOL-OAA-12-000092

TECHNICAL AND COST QUESTIONS

1. Ref: L.2.(c).(2) (page 98-99)

―The first page of the proposal must show…‖

Question: Are we correct that the cover page does not count against the 25 page limit?

Response: Correct, the cover page does not count against the 25 page limit, however cover page should be no more than one page.

2. Ref: L.7 (page 106)

Question: Are we correct that the Table of Contents does not count against the 25 page limit?

Response: Correct, the table of contents does not count against the 25 page limit, however table of contents should be no more than one to two pages.

3. Ref: L.7 (page 105)

Question: To improve readability for reviewers, may Offerors include a list of acronyms that does not count against the 25 page limit?

Response: List of acronyms are not required, however, if offerors select to include the list of acronyms, it will count against the 25 page limit.

4. Ref: L.7.d (page 107)

Question: Many USAID RFPs allow Offerors to include a narrative summary of our use of small business concerns in the past performance annex. May we include such a narrative summary in the past performance annex with this submission?

Response: Yes, Offerors may include a narrative summary in the past performance annex attachment.

5. Ref: B.5.12

Question: Can Offerors propose other categories (and skills) when building the FFP CLIN 1 or are we restricted to those illustrative labor categories in CLIN 5?

Response: Yes, Offerors may propose other categories (and skills) for FFP CLIN.

6. Ref: B.7.1

Question: Are CLIN 5 labor categories truly illustrative? Can Offerors add labor categories to CLIN

5 as necessary to complete the work requirements?

Response: Yes, Offeror can provide additional labor categories.

7. Ref: B.6

Question: There is no labor category for Facilitator, although that position is required in C.7.3 (c) and C.10 and described at C.6.1 as a position distinct from that of Instructor. Will the government consider adding that category and requirements? Or does a Facilitator also fall under CLIN 005C and D (Instructors)?

Response: No, the Government will not add a Facilitator as a separate labor category. The

Facilitator as identified in Section C of the Statement of Work should be teamed with the

Subject Matter Expert (SME) to instruct FP courses identified in Section B of the Solicitation.

8. Ref: B.7.1 On page 35 C.8.1(b)

The RFP indicates range of pricing for conference facilitation shall be for 1, 2, and 3 days but there are no such CLIN prices for conference facilitation. Please confirm the assumption that conference facilitation will be priced based on RFTOP requirements using appropriate labor category CLINs.

Response: YES, conference facilitation will be priced based on RFTOP requirements using appropriate labor category CLINs.

9. Ref: B.6 Labor Categories and Descriptions

Senior Level Expert § Bachelor‘s degree in Web design, graphics or education technology Mid-Level Expert § Bachelor‘s degree in Web design, graphics or education technology Junior Level Expert § AA degree in Web design, graphics, or computer programming

Ref: B.7.1 – B.8

005E LH Web Expert Senior Level

005F LH Web Expert Mid-Level

005G LH Web Expert Junior Level

Ref: C.6.4 – C.6.6

Senior Level Expert Education: A master‘s degree in relevant functional areas of this SOW.

Mid-Level Expert Education: A bachelor‘s degree in relevant functional areas of this SOW.

Junior Level Expert Education: A bachelor‘s degree in relevant functional areas of this SOW.

Question: There appear to be inconsistencies in the requirements for senior-level, mid-level, and junior-level experts. Could USAID clarify the labor category titles and education/experience requirements?

Response: Labor Category titles and education/experience requirements are clearly delineated in the RFQ C.6. Senior Level Expert Education: A master’s degree plus 5 years‘ experience. Mid-Level Expert Education: A bachelor’s degree plus 3 years‘ experience. Junior Level Expert Education: A bachelor’s degree no experience required. Section B.6. Labor Categories and descriptions, has been amended for any inconsistency.

10. Ref: C. 6.1, p27

Question: In regards to education requirements for Instructors/Facilitators, it is frequently a USAID practice to recognize years of relevant work experience for academic requirements. Can USAID confirm that equivalent experience and subject matter expertise can be substituted for academic requirements? For example, would 4 or 5 additional years of professional experience be considered in lieu of a master‘s degree?

Response: No, equivalent experience and subject matter expertise cannot be substituted for academic requirements.

11. Ref: Section L.7 B (page 106)

Question: May Offerors also provide resumes for non-key personnel for the remaining labor categories designated in section B.6?

Response: Optional only in annex and will not be an evaluation factor.

12. Ref: C.5.9

Question: If course web sites are hosted on a USAID secure server behind a firewall, how will the contractor gain access to maintain them since O/CIO rules restrict access?

Response: Accessibility can be granted to designated staff by COR and CIOIT.

13. Ref: C.7.3 (c) p.32

Question: Will Contractors be allowed to exceed the RFP stipulated maximum of 3 travel days to and from a training site if the travel is more than 14 hours and the traveler takes a layover as allowed by the FTR? For example, travel to Asia takes more than 20+ hours straight through, and an allowed layover will cause total travel time to exceed 3 days.

Response: Not without prior email / written approval of COR.

14. Ref: F.3 Reports.

Question: Will the annual report be a summary of the preceding four quarterly reports?

Response: No, this report is considered more than an administrative summary of prior report.

15. Ref: F.3(a)

Question: How is the Performance Monitoring Report different from the quarterly report?

Response: Yes, it is different because it provides a per event synopsis of trends, direction and suggestion etc…

16. Ref: C.7.3. (d)

―The Contractor shall prepare and submit to the COR quarterly reports within 10 calendar days of the end of each quarter, as well as an annual report within 10 calendar days at the end of the 4 th quarter of each year for all Task Orders.‖

Question: Is the requirement for one Annual Report to incorporate all Task Orders or an

Annual Report for each Task Order?

Response: Each task order will be part of the quarterly report and rolled into one annual report.

17. F.3.(a) (page 46) and C.7.3.(d) (page 33)

Please confirm that the ―Periodic Performance Report‖ is the same as Quarterly Report.

Response: No, it is not the same.

18. Ref: F.3(h) page 49

Participant Training Reports are not relevant to this work, which is training provided to USAID staff, not beneficiaries. Please clarify whether this requirement will be removed, or if there is a potential for beneficiary training.

Response: Relevancy of data requested as a deliverable is determined by USAID, not the contractor.

19. Ref: F.3(c)

Question: What are knowledge management and dissemination components of this IQC?

Please clarify where these are defined.

Response: See Section H under other reporting.

20. Ref: C.7.2(b) (Page 30) – Instructor Assignments

Question: Will the Contractor be permitted access to the State Department‘s eCC system and be granted the authority to request clearance?

Response: Yes, Contractor will be granted access to the eCC system by the COR and

Department Of State to complete the described deliverables.

21. Ref: Section L.7 B (page 106-107)

―The offeror shall provide narrative information explaining their management team approach to performing services under this RFP. In addition, the offeror shall provide resumes, position/job descriptions, qualifications, letters of intent, evidence of specialized training, education completed for the following labor categories: Project Manager (Key Personnel) and Logistics Manager (Key

Personnel)… Note: Resumes, job/position description, qualification statements and documentation on training or specialized qualifications, and letters of intent will not be included as part of the 25 page maximum limit.‖

Question 2: Please clarify what is required by the ―qualifications statement.‖

Response: Qualifications statement simply put is succinct statement of the qualifications based on the RFQ requirements.

22. Ref: C.2

What does USAID mean by distance learning, as distinct from web based training?

Response: For the purpose of this RFQ, Interchangeable terms.

23. Question: What is the delivery method for the web-based courses? LMS only?

Response: Internet, LMS only? Yes

24. Question: What LMS will be used for web-based course delivery?

Response: Cornerstone

Does this LMS require a specific web-based courseware authoring tool or

Learning Content Management System (LCMS)?

Response: Yes

25. Question: Attachment J.14, LMS Course Add Form, appears to be missing; please add it to the solicitation.

Response: Attachment J.14 is added.

26. Question: Will the courses have to be SCORM packaged?

27. Question: If so, what version of SCORM is required?

Response: 1.1 and 1.2 environment.

28. Question: Will new posttest questions have to be created?

Response: Optional, based on proposed submission .

29. Question: Are posttest requirements included within the respective web-based training

CLINS?

Response: Optional, based on proposed submission.

30. Question: Are the web-based courses required to include a pretest? Included within respective CLINs?

Response: Optional, based on proposed submission.

31. Question: Will a course map or instructional design plan be required prior to development of the web-based courses?

Response: Yes, provided by the COR.

32. Question: How many USAID review cycles will be required for the web-based courses?

Response: At least two pilots.

33. Question: What is the required length (in business days) of the USAID review cycle?

Response: We don’t have a specific amount of days, please propose.

34. Question: What is the period of performance for a typical USAID web-based course development Delivery Order?

Response: Depends on the requirement, do not have specific amount of days, please propose.

35. Question: In addition to the web-based course packages, what documentation will be required for web-based course deliveries?

Response: Based on the market research and the establish industry standards for web- based course design, please propose.

36. Question: Reference the web-based course CLIN tables; please clarify the intent of the

Estimated Quantity entries. All entries are for estimated quantities of 10 courses – does this mean, for example, that the vendor will develop 10 different versions of

CLIN 003A, Contract Solicitation for CORs (2-hour course)? The extended value formula contained in the table heading would seem to indicate that the vendor would develop each CLIN 10 times, and price it accordingly.

Response: No. Formula is defined in Section B.7 column G Ext. Value (DxF) multiple.

37. Question: Do graphics count against the section page limits referenced in L.7, Instructions for the Preparation of the Technical Proposal on page 105 of the RFP?

Response: No, graphics do count against the 25-page limitation.

38. Question: Pursuant to RFP Section K.3, the NIACS code for this RFP is 611430, Professional and Management Development Training, under which the small business size standard is $7 million. Would USAID consider revising the NAICS code applicable to this solicitation to 541990, Other Professional, Scientific and

Technical Services with a small business size standard of $14 million? We have two reasons for this request: a) we believe that this NAICS code is more appropriate for the scope of work, because this contract will include more than delivering ―off the shelf‖ commercial training, and this code more closely tracks with the professional services that will be delivered under the contract; and b) the

$14 million size standard will allow for greater small business participation.

Response: No change.

39. Question: The RFP in Section C.7.2 (a) on page 30 refers to a transition period from the incumbent contractor to the successful offeror and to courses that the current contractor has already scheduled. For all offerors to have access to basic information about the current contract, can USAID please provide:

a. For the current Contract, a list of which courses (core and non-core) have been currently scheduled and for how far in advance. For planning purposes, please advise whether there are any non-core courses under development.

b. Basic contract deliverables for illustrative core and non-core courses such as: course syllabus/outlines, training material content, evaluation forms, and logistical process;

(other?)

c. A listing of technical non-core courses, professional development video conferences, and web seminars ordered under the current contract over the life of the contract.

Response: They are only schedule through the life of the contract, April 2013.

40. Question: Given that the contract to be issued under this solicitation is a single-award

IQC to be awarded to a single offeror, any firms or individuals who appear exclusively on other Offerors‘ proposals will be available to work for the successful Offeror under the awarded contract. Would USAID therefore consider requiring all Offerors to partner with firms and individuals on a non-exclusive basis?

Response: No, the Government will not amend the Solicitation to include the suggested language regarding “non-exclusivity”.

41. Question: Could USAID please provide information about the LMS platform, including:

a. What is the training contractor‘s anticipated role with respect to the LMS?

b. What data will the training contractor be expected to contribute to, or draw from, the system to perform this contract?

c. Which vendor supplied it, how has it been configured or customized, who uses it, and how?

d. Is there a performance management module associated with the LMS?

e. Are there other data collection and analytical tools at USAID or used to perform the contract that the Offeror should be aware of? If so, is the Offeror required to price for the acquisition and use of such tools?

f. Will the Contractor be expected to do anything else with the LMS?

g. Please also provide annex J.14 titled ―LMS Course Add Form‖ listed on page 80 of the

RFP, which appears to have been omitted from the RFP.

Response: SEE ATTACHMENT J.14 LMS

42. Question: In section RFP C.5.9 on page 27 of the RFP, what, specifically, will the training contractor‘s role be with respect to ProgramNet 2.0? Section C.5.9 states that websites hosted by USAID will be maintained by the contractor ―based on the issuance of Task Orders if and when content update is required.‖ As this scope has not been included in the price matrix, we assume that there is no need to provide a cost estimate at this time, and that this will be negotiated after contract award as needed. Can USAID please confirm this?

43. Question: In RFP section C.7.2 (b) it states that the Contractor is responsible for updating and maintaining the instructor and facilitator assignments report throughout the duration of the ―task order.‖ These assignments will be managed using commercial off-the-shelf (COTS) software.

a. Will the new contractor assume responsibility for using existing COTS software and if so, what is it?

Response: No, not necessarily.

b. If not, should offerors propose a COTS software package for this purpose?

c. This section also refers to ―Electronic and hard copy printouts of assignments to be provided to OHR/TE COR by third day of each month, in format requested by COR.‖ Can

USAID please advise what the current format of this report is, and provide an example?

Response: Design between Contracting Officer Representative (COR) and

Contractor.

44. Question: How should a small business approach this type of project?

Response: See Solicitation. Small businesses are encouraged to bid on this procurement as a prime or as a subcontractor. The FBO posting for this procurement includes a module that contains a listing of prospective bidders who may participate in this procurement.

45. Question: Do we bid on the entire project? Just the Web-based

Response: See Solicitation and information and instructions provided for bidding.

Offerors are encouraged to bid on all items. The Government intends to only award one IQC as a result of this Solicitation.

46. Question: Will this be awarded to multiple vendors?

Response: See Solicitation and information and instructions provided for contemplated single IQC award.

47. Question: Is there already an incumbent working on this project?

Response: See Solicitation and information provided on the incumbent.

48. Question: Is Engility the incumbent and will they submit a proposal?

Response: The Government does not have knowledge of which bidders will respond to this Solicitation.

49. Question: Does the primary contractor have to submit a list of potential sub-contractors in the proposal?

Response: See Solicitation and instructions for listing of subcontractors.

50. Question: Is this a NEW project?

Response: No - this Solicitation requirement is not new.

51. Question: The FBO site states a submission date of October 15 at 10:00 AM EST, but the solicitation document states October 15 th at 2:00 PM EST. Please clarify which time is correct.

Response: The Solicitation contains the correct date and time for submission of proposals.

52. Question: What is the relationship to Engility Corporation?

Response: The question is unclear and requires clarification.

53. Question: Who holds the master agreement? How does that work with subs? Do we need to contact Engility?

Response: The question is unclear and requires clarification.

54. Question 1: Since past RFPs and Award information are part of public information, please can you direct me to the link (resources) where I can retrieve this requested information (especially RFP and award information for the project awarded to

Engility Corporation).

Response: You must request that through Information Record Division

(FOIA)

Mail your request to the following address:

USAID FOIA Office

Bureau for Management

Office of Management Services

Information and Records Division

Room 2.07C – RRB

Washington, DC 20523-2701 http://www.usaid.gov/foia-requests

55. Question 2: Just to clarify what was stated in the RFP - Section B.5.13. TRAVEL (LOCAL

TRAVEL FOR WASHINGTON BASED TASK ORDERS ONLY): Does this imply that even if the contractor is based in a different state or area in US other than

Washington DC, the contractor will not be reimbursed for travels made to Washington

DC with regards to this project (except for travel to provide training at an overseas location outside the US).

Response: Approved travel to DC for pre-approved meetings with DC based staff will be allowed with pre approval of the COR. Meetings will take place via VTC or telephone to save unnecessary travel to DC- all travel for instructors to

DC and overseas locations will be approved by vendor in consultation with COR.

http://www.usaid.gov/foia-requests

56. Question 3: Where can we find the list of the 85 overseas locations where the training will take place?

Response: http://www.usaid.gov

This website will list all of the USAID countries. Locations of the training events vary from year to year and usually will have offerings in all of the major regions of the world. Things like security, safety, access to training space, travel etc. all weigh in on final decisions USAID serves in.

57. Question: I would like to confirm that the definition of ―may‖ is ―allowed to‖ (rather than

―might at the discretion of Contracts?‖). Is that correct? [I assume that this is why we have not heard of USAID pulling a contract from a small business that graduated after an award was made.]

Response: Yes, “may” could be defined as “allowed to”; however, it is contingent upon the terms and conditions of the contract and the subcontract plan. Typically, a change generates an action on the government’s side in the form of a modification of the contract. It may also require “other” action(s) depending upon the terms and conditions of the contract and subcontract plan. The rest of your scenario is not clear… While your firm conducts its “go or no go” in regards to serving as a subcontractor, consider the 1) tasks; and 2) the prime’s subcontracting terms and conditions. As you know, the final decision is at the discretion of the CO.

58. Question: I would also like to confirm that the required annual certification and reports of changes in size, etc. are for monitoring but not for action. Thus, even if the small business subcontractor graduates from the small business category for that NAICS code, it will still be credited as ―small business‖ for the prime. Otherwise, the prime would terminate that organization as ―small business subcontractor‖ resulting in harm for the just-graduated small business. We are finalizing negotiations for a role as a small business subcontractor for a bid that is critical for us, and your response may mean a role on the core team over the next 5 years helping with our stability and progress, or not having that.

59. Question: If a firm is a small business at the time a proposal is submitted, are they considered

―small business‖ during the life of the contract?

60. Question: If your response to #1 is no, then if a firm is a small business at the time of contract award, is that firm a ―small business‖ during the life of the contract?

Response: the following is applicable to Federal agencies‘ acquisition process… The

CO must confirm the firm‘s size upon receipt of its proposal (REPS&CERTS, ORCA, CCR-now available through System for Award Management-SAM). If a business is http://www.usaid.gov/ certified as small at the time of award, but change its size shortly thereafter, it may retain its small business size for the life of the base contract.

If the small business is a subcontractor and its size changes, the prime contractor may continue to subcontract work to the firm. The prime contractor‘s records should reflect the subcontractor‘s current size in accordance with SAM and the U.S. Small Business

Administration (SBA).

In both scenarios, the firm is required to 1) certify annually and 2) report any changes in size, ownership, etc. to the cognizant contracting officials.

The aforementioned information is a summary of the Federal Acquisition Regulation sub-parts 4.1201, 19.302, 52.212.-1 and 52-219-28. You may review the FAR at https://www.acquisition.gov/far/.

61. Question: Section B.7 (page 9) list the ―Estimated Quantity‖ for each course. What does the number represent? Total estimated number of times the course should occur?

Response: As stated at the top of page 9 of the solicitation- Note: The prices set forth in the below tables for various services for the base and option periods will only be used for evaluation purposes only. The quantities identified are estimates only and the resulting total estimated evaluated price will not be incorporated into the final contract. Only the CLIN description, labor categories, labor rates, cancellation fees and unit prices of each associated contract line item

(CLIN) will remain as part of the contract and be used for ordering purposes.

62. Question: What is the current student-instructor ratio on average for instructor-led courses?

Response: 1 to 25- sometimes 2 instructors if overseas

63. Question: Is a 1-day course equivalent to an 8-hour day?

64. Question: How many courses currently exist?

Response: Please see section B.7 – pages 9-11

65. Question: How many instructors are being used to teach now?

Response: Number of instructor depends on base number of DC offerings plus buy-ins from missions. Numbers vary from year to year depending on demand.

66. Question: Are tests/exams being given for the courses?

Response: For COR Training- (A&A 104) Pre and Post tests

67. Question: Can you provide us the current curriculum? Course outlines? Tests?

Response: See pages 24-26

68. Question: Can you provide us student course evaluations?

Response: No.

69. Question: The NAICS assigned, 611430, is listed in the solicitation/RFP with a size standard of $60,000.00. Is the correct size standard $7.0 Million?

Response: The correct size standard is $7.0 Million.

70. Question: Is it the government‘s intention to pay an instructor the same rate for (example) 3 seat as it is for (example) 20?-

Response: Yes.

71. Question: Can you please confirm that the Cover Page, Table of Contents, and Acronyms List are not included in the 25 page limitation of the Technical Proposal?

Response: Correct – Cover Page, Table of Contents, and Acronyms List are not included as part of the 25 page limitation of the Technical Proposal.

72. Question: On page 4, Section B.5.5. Regular Loaded Labor Rates states: ―Regular Loaded Labor

Rates are those loaded hourly labor rates paid to contractor or subcontractor for work performed during the employee‘s normal workweek (generally 40 hours per workweek).‖

In order to ensure an ―apples-to-apples‖ comparison among Offerors, can you please specify the costs that should be included in the Loaded Labor Rates (e.g. Salary cost or consulting fee of the individual providing the services; Payroll costs (fringe benefits, FICA, etc.); Indirect costs applicable to labor; and Profit or fee, if any.)

Response: The regular loaded labor rates (B.5.5) should cover the basic labor cost of the employee. The fully loaded labor rates are discussed in B.5.1.

73. Question: On page 6, Section B.5.12. Contract line Items (CLINS) states: ―….Accordingly, the

FFP/LH/T&M CLINS will not include non-local travel and certain equipment, materials and training facilities (i.e., training space) shall be provided by the Government. Travel will be reimbursed in accordance with the Federal Travel Regulations.‖

Can you please confirm that the following costs are not included in the FFP CLIN pricing, nor in the LH pricing, but will be paid for separately, either as a separate reimbursement to the Contractor or provided directly by the Government:

Non-local travel

Training Facilities

Response: Confirmed-“Accordingly, the FFP/LH/T&M CLINS will not include non-local travel and certain equipment, materials and training facilities (i.e., training space) shall be provided by the Government. Travel will be reimbursed in accordance with the Federal Travel Regulations.

Although the requirements of the FFP CLINs for Development of Instructor Led

Courses (See Section C.4.3) and (CLINs 001A through 001G) are not known at the time of contract award, the Contractor shall assume in its pricing that similar disciplines and level of expertise identified under CLIN 002 – (Fixed Price Instructor

Led Core Courses) is required.”

74. Question: Page 7 - B.5.12. Contract Line Items (CLINS) states ―Although the requirements of FFP

CLINs for Development of Web Based Courses (See Section C.5.8) and CLINs 003G through 003L) are not known at the time of contract award, the Contractor shall assume in its pricing that similar disciplines and level of expertise identified under CLIN 003A through

003F will be required.‖

We have the following related questions:

a) The FFP CLINs related to Web-based Courses appear to be related to the delivery (vs.

development) of these courses. Can you please confirm this?

Response: Confirmed. “The following web based procurement courses were developed in 2009 and completely revised in August 2012. Additional such courses may be ordered through Task Orders. Revisions to these existing courses may be ordered when necessary due to changes in agency or federal procurement policies.”

b) If so, can you please confirm that the development (design) of these courses will be handled through separate Task Orders?

Response: Confirmed

c) Given that the requirements for the above items are not known at this time, it would seem that insufficient information is available to allow Offerors to reasonably estimate fixed prices for delivery.

We therefore respectfully request that USAID remove these CLINS from the pricing matrix and allow Contractors to propose these prices after award, once the requirements are identified.

75. Question: Page 8 of the RFP under Section B.6. Labor Categories and Description, includes three

Labor Categories: Senior Level Expert, Mid-Level Expert, and Junior Level Expert. The duties for the labor categories include Web experience. In turn, the pricing tables included on pages 9-21 include the following Labor Categories: Web Expert Senior-

Level, Web Expert Mid-Level and Web Expert Junior Level.

Can you please confirm that the description on page 8 of the senior, Mid and Junior-level

Experts refer to the Web Experts listed in the pricing tables (since the qualifications include web expertise)?

Response: Confirmed

76. Question: On Page 9 - B.7. Total Estimated and Evaluated Price states: ―Note: The prices set forth in the below tables for various services for the base and option periods will only be used for evaluation purposes only. The quantities identified are estimates only and the resulting total estimated evaluated price will not be incorporated into the final contract.

Only the CLIN description, labor categories, labor rates, cancellation fees and unit prices of each associated contract line item (CLIN) will remain as part of the contract and be used for ordering purposes.‖

Can you please confirm that it is only the quantities (column D) and extended value

(column G) that are illustrative, but that the unit prices (column F) will be fixed and applicable for the term of the contract?

Response: Correct, the quantities and extended value are illustrative and the unit prices will be fixed and applicable for the term of the contract.

77. Question: Page 32 Section: C.7.3. in subsection (c) Identify appropriate trainers and facilitators for courses and arrange their travel, it states: ―Any instructor travel exceeding three (3) days is not permitted to be charged to the IQC or any task orders without prior written approval from the COR, unless the delay is beyond the control of the traveler due to strikes, weather or other unforeseen disruptions.

Can you please confirm that travel time should not be included in the Fixed Price Course

Prices, and will be charged separately?

Response: Confirmed- Travel should not be included in Fixed Price Course Prices

78. Question: We have several question related to the recovery of Central Management and

Management Team Costs, and how these costs should be demonstrated in the Cost

Proposal. For ease of reference, we have included several related references from the

RFP below:

On page 6, in Section B.5.9. Labor it states: (b) ―Central management costs will be handled through the following method:

The Contractor shall provide appropriate labor rates for all staff that will ensure exemplary performance.‖

On page 6, in Section B.5.12. Contract Line Items (CLINS) it states:

―The Firm Fixed Price CLINs shall be all inclusive of the total firm fixed price for each

FPP CLIN. Such price shall be inclusive of all technical and management (prime and subcontracted) labor… …‖

Page 110, Section Section 8.2 Part Two: Completion of Attachment J.13 – Price

Evaluation Matrix/Spreadsheet, point 9. Offeror shall assume in their cost and pricing methodology the following:

(d) Offerors shall include in their pricing solution appropriate direct and indirect costs to support the Management Team requirement as required under Section C.12. Example of such support includes (but is not limited to) equipment, IT devices, computers, etc.).

(f) Offerors shall clearly delineate/separate the any proposed costs for their Management

Team (See SOW, Section C.12) and their Transitional Services (See SOW, Section

C.7.2(a). The Government may issue an initial obligation through issuance of an individual task order for these services and the Offeror shall clearly indicate in its cost proposal how these services will be recovered. The Offeror is hereby instructed to assume that all associated costs for the Management Team and the Transitional Services will be recovered through a task order and that any subsequent orders issued by a Mission or

Washington based activity shall not include management or transitional services.

We have several questions related to the references above:

a) Can you please clarify if offerors should assume that the costs for the Management

Team and the Transitional Services will be covered through a Task Order (and therefore should not be included in the firm fixed price for each CLIN)?

Response: See Statement of Work Section C.7.2 (a).

b) Can you please clarify what USAID expects in terms of a ―pricing solution‖ as referenced on page 110 point (d)?

Response: On page 110 under 9(d) insert “proposal” in lieu of “solution”

c) Does USAID expect Offerors to propose Task Order budgets for the Management

Team and for the Transitional Services for submission with the IQC proposal?

Response: See Statement of Work Section C.7.2 (a).

d) If so, should Offerors assume the provision of only the two Key Personnel at this point when budgeting for the Management Team?

Response: See Statement of Work Section C.12.

79. Question: On page 6, Section B.5.10. Treatment of Subcontractor‘s Labor Costs, it states: ―For

Labor Costs incurred by Subcontractors (if applicable), the Contractor shall be reimbursed at cost for such labor including appropriate indirect costs. Indirect costs include only those costs clearly excluded from the Contractor‘s Loaded Hourly Labor

Rates and allocated in accordance with the Contractor's usual accounting practices consistent with FAR Part 31. The Contractor is not permitted to apply fee or profit to the cost of Subcontractor Labor.‖

We respectfully request that USAID delete the instruction that the Prime may not apply fee or profit to Subcontractor labor.

USAID‘s instruction is not supported by FAR 15.404-4 which prescribes policies for establishing the profit or fee portion of negotiation objective. The factors for consideration include references to the following items, among others:

Technical effort to obtain subcontracted items;

The contractor‘s management responsibilities related to contract performance;

Socio economic programs; and

Contract risk.

The Prime Contractor will have full responsibility for obtaining and delivering any subcontracted services, and will be held fully accountable for the quality of these services. Should any delivery issues arise with a Subcontractor, the Prime Contractor will be required to correct them, at cost to the Prime Contractor. The responsibility and risk lie solely with the Prime Contractor.

In addition, managing Subcontractors requires significant effort and skill on the part of the

Prime Contractor. This is particularly true when managing small business subcontractors, as is required by this contract. SB subcontractors frequently require additional support for budgeting, recruitment, invoicing, accounting and other systems in order to ensure that they are fully compliant with requisite USG regulations.

We believe that these managerial, technical and financial risk factors born by the Prime

Contractor should be recognized, as directed in FAR 15.404-4, and that Offerors should be allowed to include fee/profit on Subcontractor Labor.

Response: Section B.5.10. of the solicitation will be amended to read:

B.5.10. TREATMENT OF SUBCONTRACTOR’S LABOR COSTS

For Labor Costs incurred by Subcontractors (if applicable), the Contractor shall be reimbursed at cost for such labor including appropriate indirect costs. Indirect costs include only those costs clearly excluded from the Contractor’s Loaded Hourly

Labor Rates and allocated in accordance with the Contractor's usual accounting practices consistent with FAR Part 31. The Contractor is permitted to apply reasonable fee or profit to the cost of Subcontractor Labor.

(Also, see amendment 02 of the attachment on Fedbizopps)

80. Question: As indicated in the RFP reference above, on page 6, Section B.5.10. Treatment of

Subcontractor‘s Labor Costs it states that ―the Contractor shall be reimbursed at cost for such labor including appropriate indirect costs.‖ However, on page 4, Section B.5.5.

Regular Loaded Labor Rates states: ―Regular Loaded Labor Rates are those loaded hourly labor rates paid to contractor or subcontractor for work performed during the employee‘s normal workweek…‖

Can you please confirm that the Loaded Labor Rates will be effective for any effort performed in the subject labor category, regardless if performed by the Prime Contractor or a Subcontractor?

Response: Correct, the Loaded Labor Rates will be effective for any effort performed by the Prime or a Subcontractor.

81. Question: Can you please confirm the number of instructors that should be provided for each of the

Instructor-led courses? The RFP includes the following references:

On page 31 in Section C.7.3(c) titled ―Identify appropriate trainers and facilitators for courses‖ the first paragraph states: ―For instructor-led courses longer than three

(3) days, the Contractor shall provide a two-person team…‖ In the third paragraph it states: ―For courses of three (3) days or less, only a lead instructor is to be assigned for course deliveries.‖

However, on page 110 in Section L Instructions for Cost Proposal, 8.2 Part Two, point 9. (e) states: ―Offerors are to assume that any training courses delivered will be based upon two instructors for each course…

Response: Please use estimate of 200 courses with the following staffing assumptions… Section C.7.3(c) titled “Identify appropriate trainers and facilitators for courses and arrange their travel” has been amended for any inconsistency.

82. Question: On page 32 in Section C.7.3. (c) under the heading In-service Training-of-Trainers

(TOT) it states: ―To maintain the high standards established for USAID core courses, the

Contractor shall conduct classroom TOT sessions no less than every 12 months. These sessions shall: (1) include review of course evaluations from the online course evaluation system and identify successes to reinforce and weaknesses to address; (2) provide state-of-the-art tips and tools to trainers and facilitators to use in the classroom to maximize professional development, and to encourage participants to assess and enrich their professional knowledge; (3) make sure all instructors are knowledgeable in the proper operation of teaching equipment in the classrooms, including computers, projectors, remote controls for PowerPoint presentations, and smart boards.‖

We respectfully request that USAID confirm that the required TOT sessions will be recovered through future Task Orders.

RESPONSE: Training of Trainers should be a contractor cost.

83. Question: On page 33, in Section C.7.4 (b) it requests that within 12 months of IQC award, the

Contractor shall deliver an analysis and suggestions for reformulation of the following courses:

(1) A&A Seminar for Executives

(2) A&A for COR Supervisors

(3) Advanced Project Design

(4) Enhanced COR & AOR Skills

Can you please confirm that these tasks will be handled through future Task Orders?

Response: This is a category in the total estimated price and evaluated price structure. Revisions are NOT handled on separate Task Orders.

84. Question: We have the following questions related to minor and major revisions to courses, related to the RFP references below:

On page 33, Section C.7.4. (d) ―Minor Revision of courses is defined as update of three or more policies or regulations and reworking individual chapters of material to reflect changes in policies and/or regulations or to improve the flow of the course overall. The Contactor‘s proposal shall include a fixed price quote for this category of revisions. The frequency of minor revisions is expected to be approximately 1 or 2 times per year.‖

On page 34, Section C.7.4. (e) ―Major revision of courses are defined as complete rewrite of the entire workbook and instructor manual, resulting in recasting the course. The Contractor shall provide specific justification on why the rewrites are needed and provide fixed price quotations for this category of revisions for courses of the following durations: 1, 2, 3, 4, 5, 8 and 10 days. The frequency of major revisions is expected to be approximately every 14 to 16 months.‖

a) Can you please clarify if fixed price quotes for minor and major revisions are to be provided with the proposal, or if these quotes will be sought during implementation and funded through separate Task Orders?

Response: Provided with the proposal

b) If Offerors are to provide fixed price quotes at this time, will you modify Section B to add separate CLINs for these costs?

Response: See CLIN 4 page 21

c) If not, can you please clarify how Offerors should demonstrate these costs?

Response: See above response

85. Question: Page 43, Section F.2.3. Ordering Period states that ―Any Task Orders issued during the fifth year (5) cannot exceed a two (2) year period of performance.‖ Can USAID please clarify if costs should be proposed for a 6 th and 7 year of performance?

Response: See RFP Instructions under Section L (L.8.1 and L.8.2)

86. Question: In Section L.8, Instructions for Cost Proposal, on page 108, 8.2 Part Two: Completion of

Attachment J.13 – Price Evaluation Matrix/Spreadsheet, it states in point 2. ―Offerors shall provide as part of their pricing methodology any cost/price assumptions used that will assist the Agency in the evaluation of their Cost/Price Proposal.‖

Can you please clarify if Offerors should provide backup documentations showing how the fixed price course prices have been calculated?

Response: See RFP Instructions under Section L.8.2 (point 4) on page 109.

87. Question: In Section L.8, Instructions for Cost Proposal, on page 109 Section 8.2 Part Two:

Completion of Attachment J.13 – Price Evaluation Matrix/Spreadsheet point 5. States: ―If a subcontractor is proposed, the Offeror shall provide their names and the cost proposed. A separate cost proposals for each subcontractor in the same format required for the Offeror itself (the prime) shall accompany the Offeror‘s proposal. The Offeror shall clearly delineate all subcontract costs in its proposal. In addition, the Offeror shall provide a separate matrix

(Attachment J.13) that clearly identifies the allocation of the proposed hours and costs among the prime and subcontractors for each labor category identified.‖

It is our understanding Attachment J.13 includes two parts:

J.13 – A (Computation of Loaded Labor Rates)

J.13 – B (Cost/Price Evaluation Matrix/Spreadsheet).

We have the following related questions:

a) Attachment J.13 – B Cost/Price Evaluation/Spreadsheet contains all of the fixed price courses. In many cases, Subcontractors may be chosen for limited or niche roles, and would not have the capacity to provide all of the training courses, or even any single entire training course. , We therefor respectfully request that USAID allow Offerors to provide only one consolidated J.13-B Cost/Price Evaluation

c) Matrix/Spreadsheet, with supporting documentation showing the allocation of

Subcontractor Costs within each of the CLINs, if desired.

Response: No change in Instructions provided under Section L.8 or Attachment J.13 for providing consolidated Cost/Price Evaluation matrix/spreadsheet.

b) Regarding J.13 – A (Computation of Loaded Labor Rates), similarly, many subs would not be expected to provide expertise in all of the labor categories. We therefore respectfully request that USAID allow Offerors to provide one consolidated J.13- A (Computation of Loaded Labor Rates), with supporting documentation showing the allocation of Subcontractor Costs within each Labor rate, if desired.

Response: No change in Instructions under Section L.8 or to Attachment J.13 for computation of Loaded Labor Rates.

88. Question: Further to above, regarding J.13 - A (Computation of Loaded Labor Rates), the format does not appear to allow for different application of indirect cost rates, as may be the case for different organizations, or different categories of staff (e.g. full time staff, consultants, subcontract labor, etc.)

We therefore respectfully request that USAID allow Offerors to modify J.13 – A

(Computation of Loaded Labor Rates) to reflect the application of the Offeror‘s specific indirect cost rates and categories of staff.

Response: Offerors may propose specific indirect cost rates and categories of staff using the Addendum to J.13 – Computation of Loaded Labor Rates.

89. Question: In Section L.8, Instructions for Cost Proposal, on page 109 in Section 8.2 Part Two:

Completion of Attachment J.13 – Price Evaluation Matrix/Spreadsheet, point 6.

States: ―Offerors can propose additional Other Direct Costs that are not listed in Section

B Schedule and Attachment J.13 spreadsheet as part of their Cost/Price Proposal.‖

However, there are no ODCs listed in Section B Schedule and Attachment J. 13 spreadsheets.

Given that this is an Indefinite Quantity Contract, and that Other Direct Costs will be identified at the Task Order stage, can you please confirm that Offerors should not add

ODCs into Attachment J. 13?

Response: Yes, Offerors are not required to provide as instructed in Section L.8 Other

Direct Costs as part of their pricing for Section B and Attachment J.13 spreadsheet.

90. Question: In Section L.8, Instructions for Cost Proposal, on page 110, Section 8.2 Part Two:

Completion of Attachment J.13 – Price Evaluation Matrix/Spreadsheet point 10 requests audited balance sheets and profit and loss statements. Can you please confirm that only offerors that do not have a US Government NICRA need submit these items?

Response: No change in instructions provided under Section L.8.

91. Question: On page 119, Section M.4. Cost/Business Evaluation/Calculations, states: Proposed prices will not be scored, but will be evaluated for price realism and reasonableness. The unit prices, ceiling price, indirect rates and proposed maximum unloaded salary rates for labor categories proposed in B.7 will be analyzed as part of the overall proposal evaluation. For the purpose of evaluating the estimated total price proposed by each

Offeror, Offerors shall complete the worksheets (See Attachment J.13).

Since the RFP requests Loaded Labor Rates, can you please confirm that the evaluation will be based on the proposed Loaded Labor Rates, and not on maximum unloaded salary rates?

Response: Evaluation instructions remain unchanged.

92. Question: Given the number and nature of questions related to pricing we respectfully request an extension to the due date for receipt of proposals of at least 2 weeks beyond the issuance of answers to questions to allow Offerors sufficient time to incorporate clarifications into proposals.

We would be very grateful if USAID expects to extend the due date for receipt of proposals, if you could post this information as soon as possible so that Offerors are able to plan accordingly.

Response: Extension for proposal is changed and the new due date is October 22, 2012.

93. Question: The cover letter to the RFP states that Engility Corporation performs ―services similar to the type contemplated in this Solicitation‖. What role is Engility

Corporation/International Resources Group playing with USAID now and are they precluded from bidding this work?

Response: They are the incumbent contractor until April 2013. They are not precluded from bidding.

94. Question: Section B.7.1 Base Year of the RFP lists hours for ―Illustrative Labor

Categories‖. Are these estimated training development hours?

Response: See statement of work Section B.6. LABOR CATEGORIES AND

DESCRIPTION

95. Question: In reference to section C.4.4 of the RFP, does USAID own the intellectual property for the courses developed in the previous contract?

96. Question: In reference to section C.5.8 Web Based Courses of the RFP, who owns the software associated with these classes? The incumbent contractor or USAID? If the software is owned by the incumbent, will it be transferred to the new contractor?

Response: USAID owns the product produced from the software. Yes the products will be transferred.

97. Question: In reference to B.5.13. TRAVEL of the RFP, Can the USAID provide an approximate percent of training courses to be delivered anywhere other than in

Washington D.C. in the Base Year and Option Years of this contract?

Response: Estimates deliveries are provided but because potential courses can be purchased from overseas USAID missions- it is an estimate based on past delivery years. We have a core number of estimated offerings which are DC-based and overseas based but the buy-in component creates variables which cannot be estimated completely.

98. Question: In reference to section C.7.3. (c) of the RFP, it is stated that USAID estimates 200 trips per year to deliver training. Does this number include all trips, including to

Washington DC, or only trips overseas?

Response: Estimate includes both DC and International trips. “The Contractor shall have available a sufficient pool of qualified and experienced instructors and facilitators to travel within the continental U.S. and internationally to training venues as required. Contractor shall take special note of the expected number of trips per year and the instructor, facilitator and home office administrative support staffing required in proportion to meet the needs of an estimated 200 trips per year to deliver courses”

99. Question: In reference to section C.7.3. (c) of the RFP, USAID gives an estimate of 200 trips per year to deliver courses. However, Attachment J.12 Core Course Order

Projections gives an estimate of 114 courses in total. This would seem to indicate that 86 courses will be taught which require both an Instructor and Facilitator. Is this assumption correct, or should these numbers be reconciled in some other manner?

Response: Please use estimate of 200 courses with the following staffing assumptions… “Page 31 in Section C.7.3(c) titled “Identify appropriate trainers and facilitators for courses and arrange their travel, has been amended for any…