SOL-OAA-13-000020__Amendment_2_.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE

PAGE OF PAGES

1 17

2. AMENDMENT/MODIFICATION NO.

No. 02

3. EFFECTIVE DATE

2/1/2013

4. REQUISITION/PURCHASE REQ. NO

5. PROJECT NO. (If applicable)

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

U.S. Agency for International Development

Office of Acquisition and Assistance, M/OAA/EGAT RM 566-F SA-44

1300 Pennsylvania Ave, NW

Washington DC 20523

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

9A. AMENDMENT OF SOLICITATION NO.

SOL-OAA-13-000020

9B. DATED (SEE ITEM 11)

10A. MODIFICATION OF CONTRACT/ORDER NO.

CODE:

FACILITY CODE:

10B. DATED (SEE ITEM 11)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

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

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

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

12. ACCOUNTING AND APPROPRIATION DATA (If Required)

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

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

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

ORDER NO. IN ITEM 10A.

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

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

D. OTHER (Specify type of modification and authority)

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

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

The purpose of this amendment is to:

1. Amend the RFP

2. Answers questions submitted prior to the January 8th deadline

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

15A. NAME AND TITLE OF SIGNER

16A. NAME AND TITLE OF CONTRACTING OFFICER

Kevin Sampson

15B. CONTRACTOR/OFFEROR 15C. DATE

SIGNED

16B. UNITED STATES OF AMERICA

/S/

16C. DATE

SIGNED

2/1/13 (Signature of person authorized to sign) (Signature of Contracting Officer)

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

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

As a result of this Amendment, the specific changes to the solicitation are as follows:

1. Section I.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE, DELETE the following clause references:

FAR 52.204-7, Central Contractor Registration, Feb. 2012 FAR 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards, Feb. 2012 FAR 52.209-7, Information Regarding Responsibility Matters, Jan. 2011 FAR 52.215-2, Audit and Records – Negotiation, Jun. 1999 FAR 52.219-19, Small Business Concern Representation for the Small Business Competition Demonstration Program, Oct. 2000 FAR 52.219-21, Small Business Size Representation for Targeted Industry Categories under the Small Business Competitiveness Demonstration Program, May 1999 FAR 52.219-25, Small Disadvantaged Business Participation Program – Disadvantaged Status and Reporting, Apr.

FAR 52.219-28, Post-Award Small Business Program Representation, Apr 2009 FAR 52.222-39, Notification of Employee Rights Concerning Payment of Union Dues or Fees, Dec. 2004 FAR 52.222-54, Employment Eligibility Verification, Jan. 2009 FAR 52.223-14, Toxic Chemical Release Reporting, Aug. 2003 FAR 52.225-25, Prohibition on Contracting with Entities Engaging in Sanctioned Activities Relating to Iran Representation and Certification, Nov 2011

And REPLACE with the following clause references:

FAR 52.204-7, Central Contractor Registration, DEC. 2012 FAR 52.204-10, Reporting Executive Compensation and First-Tier Subcontract Awards, Aug. 2012 FAR 52.209-7, Information Regarding Responsibility Matters, Feb. 2012 FAR 52.215-2, Audit and Records – Negotiation, Oct. 2010 FAR 52.219-25, Small Disadvantaged Business Participation Program – Disadvantaged Status and Reporting, Dec.

FAR 52.219-28, Post-Award Small Business Program Representation, Apr 2012 FAR 52.222-54, Employment Eligibility Verification, July 2012 FAR 52.225-25, Prohibition on Contracting with Entities Engaging in Sanctioned Activities Relating to Iran Representation and Certification, Dec 2012

2. Section C.4 2nd paragraph first sentence DELETE:

The IDIQ Manager shall command a strong working knowledge of the concepts and effective approaches related to designing, implementing and evaluating education programs in conflict and crisis affected environments.

REPLACE:

The IDIQ Manager shall command strong working knowledge of the concepts and effective approaches related to designing, implementing and evaluating international development strategies and programs, preferably in the area of gender integration.

ATTACHMENT #J.7

QUESTIONS AND ANSWERS

1. Does the Labor Category Grouping (page 8) identify all the consultants that are to be included in the proposal? That is, a total of 14 resumes (a mid and a senior level for each category)?

Answer: Resumes are not required, per section B.11 of the RFP.

2. Are letters of acknowledgement and 1420 forms required for all consultants submitted under this proposal?

Answer: 1420’s are not required; however they may be used in the cost application.

3. The technical proposal is to be organized in accordance with the technical evaluation criteria listed in Section

M (page 96). In SECTION M, the (b) illustrative Case Study is listed, although it does not count against the total number of pages allowed. Should it be included in the technical proposal as an annex?

Answer: Case Study must be included as an annex.

4. It is not clear how we are to include the areas of expertise (page 10) under the “Gender Assessment Technical Advisor,” slot in the Labor Category Grouping. Is the rate included in this slot to be representative of experts with mid and senior level expertise in these areas, or do we need to submit one rate for each area of expertise (Crisis, Democracy, Education, etc.) at the mid and senior levels? Do we include resumes, signed acknowledgement letters and references for all labor category positions listed on p. 8 for both the mid and the senior levels?

Answer: Per the guidance in section B.11 on the RFP the rates are to be provided for both mid and senior level for each labor category. One rate is not applicable for both mid and senior. No resumes are required for B.11

5. For the Case Study in Attachment J.6., the RFP says that the offeror’s should assume that they will provide two contractor personnel. Do these personnel need to come from the Labor Categories in Section B.11. or are they separate? If separate, should we provide a budget for them?

Answer: Yes, propose only personnel from the Labor Categories in B.11.

6. For the Case Study in Attachment J.6., will the participants be selected by the Mission Gender Advisor?

Also, will all the participants be USAID mission staff or may stakeholders be included as well?

Answer: The Workshop is for Mission staff only. Offerors must address participant selection as part of their case study response.

7. Is it possible for you to provide definitions for the Technical Advisors SME areas on pp. 10-11?

Answer: For information on the technical areas, in which USAID works, please refer to the USAID website page at http://www.usaid.gov/what-we-do.

8. The solicitation requires that "the IDIQ Manager shall command a strong working knowledge of the concepts and effective approaches related to designing, implementing and evaluating education programs in conflict and crisis affected environments." In this context, does "education" refer to traditional education programs as in preparing students to be active and engaged participants in the world? Or does "education", in this context, also refer to technical assistance, capacity strengthening, knowledge management and training (p. 20)?

Answer: Please see aforementioned change to the solicitation (item 2)

9. On p. 10, there are 11 positions listed under 1003 Gender Analysis Technical Advisors – should we provide resumes, signed acknowledgement letters and references for all of these positions at both the mid and senior levels (22 positions total)?

Answer: Resumes, letters, and references are not required.

10. On p. 8, labor category 1003 is Gender Assessment Technical Advisor; on p. 10, labor category 1003 is Gender Analysis Technical Advisor. Can you verify which title is correct?

Answer: The correct title is Gender Analysis Technical Advisor.

11. For the Case Study in attachment J.6., we will provide two contractor personnel – please verify that you also want us to include resumes, signed commitment letters and references for these two positions.

Answer: Resumes, letters, and references are not required.

12. Page 97, Illustrative Case Study: the RFP states that offeror’s are to “submit a six page response”, then states “The Workshop Macro Design and Work Plan is limited to 7 pages maximum”. Please clarify whether the case study is limited to 6 pages, or 7.

Answer: The case study response must not exceed 7 pages.

13. Page 98, Past Performance: The RFP states: “For the offeror and each major subcontractor list up to five (5) of the most recent and relevant contracts for efforts similar to this requirement”. Please clarify if it is 5 contracts maximum for the offeror and 5 for each major subcontractor, or 5 contracts maximum total.

Answer: Per Section L, the offeror must provide 5 contracts for the prime and 5 for each major sub-contractor.

14. Branding Implementation Plan: It is listed in the attachments on page 96. Should it be an annex to the technical or the price proposal?

Answer: Yes, the Branding Implementation plan should be an annex to the technical proposal.

15. Page 103, Information Concerning Work-Day, Work-Week, and Paid Absences: Please confirm if this requirement applies to the offeror and all subcontractors, or the offeror and major subcontractors only.

Answer: Per guidance in section L.9, the Work-Day, Work-Week, and Paid Absences applies to the offeror and each proposed sub-contractor.

16. Page 117, sample budget: In the case where the offeror includes recovery of paid absences in their fringe rate, please clarify what to do with the amounts labeled: Paid Absence not in fringe. Is it acceptable not to include those amounts in the price evaluation matrix submitted?

Answer: In accordance with section L.9 of the RFP, the offeror is required to provide accompanying assumptions and all explanations germane to offeror’s cost.

17. Please clarify who would be the 20 participants to the workshop. Would they all be USAID / mission staff, or would some implementing partners or other stakeholders be included? Should we assume what the participants’ level of knowledge is?

Answer: The workshop is for USAID staff. Assume the participants are experts in their technical areas but that their level of expertise on gender integration is moderate.

18. The workshop is to take place at the USAID Mission in Guatemala, drawn from information provided by the assumed 50 page gender analysis that was conducted by USAID/Guatemala. How much country information do we need to provide? How detailed do we need to be regarding the background of the case study?

Answer: Offeror’s shall explain how they will use the 50 page gender analysis in the workshop. Do not provide country information on Guatemala.

19. Can USAID clarify if a conflict of interest may arise from a firm or organization bidding on a future project that resulted from an ADVANTAGE Task Order, if the firm or organization is only a subcontractor and did not participate in the TO implementation.

Answer: Please refer to Section H.12, H.13, and H.14 of the RFP.

20. Is the Executive Summary included in the 15 page technical proposal page limit?

Answer: Per guidance in section L.8 the executive summary is included in the 15 page technical proposal.

21. Please confirm that the price evaluation matrix that is referenced on pg. 99, L.9 (b) 1 is the same as the box under Unburdened Ceiling Daily Rates on pg. 116 in Attachment J.5.

Answer: L.9 (b) 1 is referencing the entire page on J.5, not just the box.

22. If this above referenced box on pg. 116, Attachment J.5 is the price evaluation matrix, how does it relate to

pg. 8, B11, which seems to indicate that the contract will include a CDR for each labor category/group for both mid level and senior staff? Please clarify where in the proposal we should provide CDR-Mid and CDR Senior by each of the 7 labor category/groupings.

Answer: In accordance with section B.11 offeror must include CDRs for each of the labor categories. J.5 is used for the evaluation process and will not be part of the contract.

23. To compensate for inflation and promotions we would like to request that USAID allows us to set a CDR for each of the 5 years rather than one fixed CDR for the life of the project.

Answer: In accordance with section B.11 of the RFP CDR’s are fixed for the term of the IDIQ award. Not providing information in accordance with section L of the solicitation will be deemed un-responsive.

24. Please clarify that the proposed CDRs are only for US expatriate staff/consultants and do not include TCN and CCN staff/consultants.

Answer: In accordance with B.11(a) each ceiling daily rate (CDR) proposed applies for all personnel including TCNs and CCNs.

25. Pg. 117, Sample Budget, Category 2: Should we assume that this person is a US expatriate staff or is it up to us to make an assumption about whether they are a US expatriate or TCN staff or consultant?

Answer: The final determination is to be made by the offeror. Offeror’s must propose associated justification.

26. Pg. 117, Sample Budget, Category 4, “40 person-days” (Short Term Local Hire), Category 6 “80 person-days (Short term local hire): As the CDR does not apply, should we make an assumption about country and seniority to determine the most appropriate rate?

Answer: The offeror must use the CDR proposed from B.11.

27. Category 5, “60 person days” (Short Term Field based), Should we make an assumption about whether this is a US expatriate staff, consultant or TCN?

28. Category 7,”60 person days (Short Term Field based): Should we make an assumption about whether this is a USA expatriate staff, consultant or TCN?

29. Pg. 118, Sample budget: Please clarify for L-T, does USAID want percentages or dollar amounts.

Answer: Dollar Amounts

30. Pg. 118 Sample budget: Please clarify for U, does USAID want a total of lines L-T.

Answer: Yes.

31. Page 101, Note 2 provides that Offeror’s must propose a single indirect ceiling rate covering the term of award. If the Offeror’s NICRA includes two or more overhead rates on different classifications of labor, please clarify that offeror may provide a single ceiling rate for each different labor classification identified in Offeror’s NICRA.

Answer: The RFP requires a ceiling for each indirect rate. The offeror must provide supporting justification in the budget narrative.

32. Instructions for the cost Proposal require the inclusion of Attachment J.3 – Labor Distribution Chart. Since the mix of labor among the Prime and subcontractors will be dependent upon the requirements of each of the Task Orders to be issued under the IDIQ, please clarify how the labor chart should indicate a range of subcontractor participation, depending on Task Order specifications.

Answer: Offeror should provide an estimate.

33. Attachment J.5 provides a sample budget to be completed by Offeror. Section A of the sample budget appears to provide only one classification of labor within each category. Section C provides for Indirect recovery on labor. If the Offeror has two or more indirect recovery rates depending on labor classification, please confirm that the Section C line item should include the total of all indirect recovery, which may be at various rates depending on the labor classification in each labor category. Please clarify whether a detailed spreadsheet showing how the applicable fringe rates and indirect rates and applied to each labor category is also required.

Answer: In accordance with L.9 (b), the offeror must provide a budget narrative supporting both the CDRs and associated indirect rates.

34. There appears to be a significant difference in focus between the Presolicitation (July 31, 2012) and the

Request for Proposal (December 18, 2012). In the presolicitation it states that:

“The U.S. Agency for International Development (USAID) anticipates issuing a Request for Proposal (RFP) which will solicit services to systematically gather and analyze information on gender differences and social relations to identify and understand the different roles, divisions of labor, resources, constraints, needs, opportunities/capacities, and interests of different groups including men and women, girls and boys, and transgender persons in a given context.” (Presolicitation 7/31/12)

The RFP states that the purpose of the solicitation is to:

“The purpose of the Advancing the Agenda of Gender Equality (ADVANTAGE) IDIQ is to strengthen USAID’s capacity to integrate gender equality and women’s empowerment systematically across USAID’s new and ongoing Initiatives; programs and projects; performance monitoring and evaluation efforts; and procurements by providing specialized international and local expertise for discrete gender integration tasks.

Addressing gender equality and women’s empowerment is central to achieving the goals put forth in the Quadrennial Diplomacy and Development Review. USAID policy requires that gender analysis be incorporated into the planning, implementation and assessment of the Agency’s Country Development Cooperation Strategies, Development Objectives and project designs.” (RFP 12/18/12)

It appears in the RFP, both in the quoted purpose section and elsewhere that the focus has shifted from the more inclusive one in the presolicitaiton to largely focusing on more traditional women’s development.

Can you please clarify if that is the intention and the earlier focus should not be addressed in team construction and proposals?

Answer: Offerors should only respond to the requirements in this RFP.

35. Section F.5 (1) (A) (1) (page 26) states that contractors shall provide to the IDIQ COR “an organizational plan confirming the names and means of contacting the IDIQ Manager and contracting officer for the overall IDIQ.” Could USAID please clarify what information would go into this plan besides the contact information for the contractor’s IDIQ Manager?

Answer: The names and means of contacting the contracting officer for the offeror.

36. Section F.5 (1) (A) (2) (page 26) refers to quarterly performance monitoring reports (PMRs), but also indicates that PMRs are to be submitted twice annually. Could USAID please clarify whether PMRs will be quarterly or semiannual?

Answer: Semiannual.

37. Section F.5 (1) (A) (2) (page 26) states that performance monitoring reports will include a section which “…highlights unresolved or on-going administrative/bureaucratic constraints to the contractor’s optimal performance: an update of which will be used as part of future award evaluations.” Could USAID please clarify what is meant by “an update of which will be used as part of future award evaluations?”

Answer: Performance under this IDIQ may be used as part of future award evaluations.

38. Section F.5(1)(A)(2) (page 26) includes the following as a final sentence: “The reports must include information on performance data gathered through performance monitoring systems being utilized by host country partner organizations engaged in HICD initiatives.” Could USAID please confirm that this sentence belongs in the RFP?

Answer: The above referenced sentence has been deleted and does not apply to this RFP.

39. Section F.5 (1) (A) (6) (page 27) states that contractors shall submit one success story per month. Would USAID consider amending this requirement to clarify that success stories will only be required when a task order activities warrant them? During periods when a contractor does not hold a task order, for example, there will be no successes to report on. In addition, this paragraph says that “Success stories must include quantitative performance data gathered through performance monitoring systems being utilized by host country partner organizations whenever possible.” Could USAID please confirm that this sentence belongs in the RFP?

Answer: Yes, this section belongs in the RFP.

40. Section F.5 (1) (A) (6) (page 27) refers to “up to four one-page summary accounts of notable activities…” Are these summaries in addition to success stories?

Answer: Yes, these summaries are in addition to success stories.

41. Section F.7 (a) (b) (page 31) states that “All contractors (or all contractors designated under a specific sector) shall be contacted and provided the opportunity to be considered before award of all Task Orders.”

Could USAID please clarify how it would determine which contractors are designated under which sectors?

Answer: There are no specific designations for contractors determined at the IDIQ award stage.

42. Section L.8(c) Past Performance on p. 98 states that past performance references must be submitted for the offeror and each major subcontractor. May past performance reference forms for non-major subcontractors be submitted?

Answer: No, reference forms for non-major subcontractors are not required.

43. In section L.9, paragraph (b) (3), the RFP states "The proposal shall also include the name and address of the Government Audit Agency, and the name and telephone number of the auditor." In a case where the offeror has been issued a NICRA by USAID, but the Government Audit Agency that services USAID (DCAA) has not audited the offeror's rates, will the submission of the NICRA letter alone satisfy the requirements in this section?

Answer: Yes, the NICRA letter will satisfy the requirements in this section.

44. Section L.9 (i) on page 103 states that the offeror and each proposed subcontractor shall provide information concerning work-day, work-week and paid absences. In the interest of paperwork reduction, would USAID consider requiring this information only of major subcontractors?

Answer: No the information concerning work-day, work-week and paid absences will be required for non-major subcontractors as well.

45. In section M.2(c)(iv) on page 105, the RFP states that proposals will be evaluated on "The extent to which the offeror's procedures to manage task order proposal requests are efficient and appropriately engage with stakeholders, subcontractors, and other technical assistance contractors." Could USAID explain, perhaps with examples, what is meant by "other technical assistance contractors" in the context of this RFP?

Answer: “Other technical assistance contractors" refers to providers of goods or services in developing countries and other USAID recipients in direct support of a development objective.

46. Please confirm that the offeror is to replace the illustrative unburdened ceiling daily rates provided in the Price Evaluation Matrix on page 116 with their own proposed CDRs.

Answer: Yes, the offeror is to replace the illustrative unburdened ceiling daily rates provided in the Price Evaluation Matrix- J.5 (a) on page 116 with the CDRs proposed in section B.11. Please note the Price Evaluation Matrix includes a mix of Senior and Mid-Level categories.

47. Please confirm that we are to propose both a CDR-Mid and CDR Senior in the Price Evaluation Matrix, although there is only one level shown in the illustrative matrix in the RFP.

Answer: Yes, the offeror is to replace the illustrative unburdened ceiling daily rates provided in the Price Evaluation Matrix with only the levels indicated in J.5 (a).

48. Section L.8(c) Illustrative Case Study on p. 97 states “Offeror is required to submit a six page response titled “Macro Design for Applying the Findings of a Gender Analysis” workshop broken down as follows:

up to two (2) pages Workshop Macro Design (an annotated workshop schedule) and the balance of pages should address the workplan as listed below.” Further below in the same section, the RFP says “The Workshop Macro Design and Work Plan is limited to 7 pages maximum.” Could USAID please confirm that the page limit for the Illustrative Case Study is 7 (not 6) pages? Given that the Illustrative Case Study is not included in the page limit for the technical proposal, would USAID like for offeror’s to include the Case Study as an annex to the Technical Proposal?

Answer: The page limit for the case study is 7 pages and it must be an annex to the technical proposal.

49. In section L.8 on page 96, the Labor Distribution Chart is included in a list of items that would not be included in the page count of the technical proposal. However, the Labor Distribution Chart is also referenced on page 100 with the guidance that this Chart is to be included as an Annex to the Cost/Business Proposal. Please confirm which Volume the Labor Distribution Chart should be placed in.

Answer: The Labor Distribution Chart should be placed in the annex of the Cost/Business Proposal.

50. As the actual labor utilization of subcontractors will depend on the nature of each individual task order, is there additional guidance on how to complete the labor utilization chart (J3) when we can’t know at this point the areas of focus on the task orders, or is this in reference to the case study only?

Answer: J.3 applies to labor distribution expected under potential task orders. The offeror is to provide its best estimate.

51. The case study requires that the offeror provide two contractor personnel for the workshop. Should our response include background and qualifications (with CV) for specific staff or simply a description of the types of staff we would propose?

Answer: Offeror’s response should include a description of the types of staff the offeror would propose, no CVs are required.

52. Is the USAID/Washington co-facilitator expected to be one of the two trainers or is the intention to have two trainers/facilitators from the contractor in addition to the USAID facilitator?

Answer: The workshop team consists of two contractor staff members.

53. One requirement of the Task Order Workplan is a Task Order Report. To what does this refer? Is this the deliverable? What should be in the workplan regarding this report? The timing of the report? An outline of the report? Please clarify what is meant by “Task Order Report.”

Answer: This will be clarified when RFTOPs are issued.

54. Please confirm that a budget is not required for the case study.

Answer: No, a budget is not required for the Case Study.

55. Page 100 Part 2-3: Are the major subcontractors required to submit the contact information of their Auditors?

Answer: In accordance with section L.9 major subcontractors are required to submit the contact information of their auditors.

56. Regarding the Training Component (C.3 (b)), we would like clarification on the audience for the training programs. It is our understanding from the RFP (p.17) that the training would be for both Agency staff and implementing partners. However, does this include host country organizations’ staff?

Answer: Specific audiences will be specified in a RFPTOP.

57. What e-learning platform does USAID anticipate using for training delivery (p.18) – USAID’s Learning Management System, or a Vendor supplied platform?

Answer: USAID Learning Management System

58. Please confirm that CDRs apply to USNs only and that daily rates for CCNs and TCNs will be negotiated on a case-by-case basis under each TO factoring in professional experience and prevailing market rates for such expertise.

Answer: According to B.11, CDRs apply to all labor charged under this IDIQ.

59. Regarding the instructions in Section L.6 (d), please clarify whether USAID can access Word documents with the .docx file extension and Excel documents with the .xlsx file extension or if .doc and .xls documents are preferred/recommended.

Answer: Yes, USAID can access Word documents with the .docx file extension and Excel documents with the .xlsx file extension.

60. We would like to confirm that the case study can be an Annex to the technical proposal.

Answer: Yes, the Case Study must be an annex to the Technical Proposal.

61. In Section M.3 COST/BUSINESS PROPOSAL EVALUATION: It states that “The price/business evaluation will be conducted in accordance with the Price Evaluation Matrix (Attachment J.5).” The form as stated asks for “unburdened labor rates” and then indirect cost rates. Being a small business and on other government contracts, we have provided only “fully burdened” labor rates. Is it acceptable to provide our fully burdened labor rates in the cost proposal?

Answer: No, in accordance with section B.11 the offeror is required to submit unburdened CDRs only.

62. Part 2, 1. (a) (2) of the Price/Business Proposal requires a budget narrative based on the evidence provided that details how the rates proposed in Attachment J.5 were arrived at. Part 2, 4. seems to require the same budget narrative for ALL CDRs for ALL individuals proposed for the RFP. Is this correct and, if so, is evidence required to be provided to serve as the basis for this expanded narrative?

Answer: As L.9 (a) 2 states the budget narrative shall provide accompanying assumptions and all explanations germane to the offeror’s cost. There is one narrative required that must not exceed 9 pages.

63. The SAM system supplants CCR and ORCA. If an up‐to‐date listing is shown in SAM, are all requirements specifically referencing the previous systems met?

Answer: Yes, that is correct.

64. In the event that a small business’ sole source of relevant past performance consists of work performed under a subcontract to another firm that is also responding to this solicitation, would USAID waive the need to submit past performance references for this particular consortium member?

Answer: USAID will not waive the past performance requirement, however refer to M.2(d) for guidance on the evaluation of past performance.

65. Can the IDIQ Manager’s project management time and supervisory time under a task order be billed to that task order?

Answer: This will be depend on the RFTOP and the contract type. No determination can be made at this time.

66. Can the time associated with HQ management of a task order be billed to that task order?

Answer: This will be depend on the RFTOP and the contract type. No determination can be made at this time.

67. Is USAID anticipating issuing task orders on the basis of a functional area (e.g., one for training, one for technical assistance) or for a regional area (e.g., Asia) or will a task order be competed for each single assignment (e.g., a single gender training in Guatemala)?

Answer: No determination has been made regarding task orders at this time.

68. Does USAID anticipate issuing single-year, multi-year, or shorter–term task orders?

Answer: No determination has been made regarding task order period of performance at this time.

69. Page 99-100 indicates that offeror’s must provide verifiable information in the form of bio-data’s, payroll records, etc. as evidence that the offeror can secure qualified personnel for the positions listed in Section B.11 at the proposed rates (as part of the Price/Business Proposal). Does USAID also want to see CVs, signed Letters of Acknowledgement, and References in an Annex to the Technical Proposal for such personnel, or are these items only requested for the proposed IDIQ Manager?

Answer: The offeror must provide a budget narrative per the requirements in L.9 (b)(4), CVs and letter of acknowledgment are only required for the IDIQ Manager.

70. Can USAID clarify the emphasis on conflict and crisis countries in the proposal? Was it the intention of

USAID to give the impression that the IDIQ will be limited to these countries?

Answer: There is no specific geographic presence.

71. With regard to the 15 page limit, please confirm that a double-sided printed page is considered two pages towards the page limit.

Answer: A double sided printed page is considered two pages.

72. Section L.9, page 99 states that “The proposed ceiling daily rates will be used in the Price Evaluation Matrix and will be incorporated into the contract as the maximum unburdened ceiling daily rate per Section B.11.”

Will USAID allow annual adjustments for inflation?

Answer: No annual adjustments for inflation will be allowed.

73. Section B.11, page 8 states that “The CDRs set forth below are fixed for the term of the IDIQ award and are for an eight hour day, and apply to all subcontractors.” Section H.4, page 43 then states, “One annual salary increase (includes promotional increase) of not more than five percent (5%) may be granted after the employee’s completion of each twelve month period of satisfactory services under the contract.” Please clarify if this means offeror’s should include yearly increases in the proposed CDRs or if the offeror will be allowed to charge rates above the CDRs if those higher rates result from annual salary increases (and do not exceed 5% annual increases)?

Answer: In accordance with section B.11 the offeror must propose one CDR for each labor category.

74. If offeror’s should include yearly increases in the proposed CDRs, can the rates proposed be above the current USAID maximum daily rate?

Answer: In accordance with section B.11 the offeror must propose one CDR for each labor category. Refer to section B regarding the Contractor Salary Threshold (CST).

75. Section L.9, Part 2 – Proposed Costs/Prices on pages 99-100 instructs offeror’s to include: (a)(2) A CDR

Budget Narrative not to exceed nine (9) pages; (b) An Indirect Ceiling Rate narrative not to exceed one (1) page; and (c) A Fixed Fee narrative not to exceed one (1) page. Additionally, item 4) on page 100 further instructs offers to include “a budget narrative detailing how offeror arrived at each ceiling daily rate (CDR).

The budget narrative shall also provide accompanying assumptions and explanations germane to the offeror’s costs. The bulk of this narrative should be used to justify the offer’s proposed CDR’s. The budget narrative shall not exceed nine (9) pages.” Please confirm that the nine (9) page budget narrative referred to in item 4) is the same as the CDR Budget Narrative referred to in (a) (2), and therefore the nine (9) page limit does not include the one (1) page Indirect Ceiling Rate narrative and the one (1) page Fixed Fee narrative.

Answer: There is only one budget narrative required L.9. This narrative must not exceed 9 pages.

76. Would USAID like offeror have to include a budget as part of their response to the Case Study (Attachment J.6)? If so, should this budget be submitted as part of the Technical Proposal or the Price/Business Proposal?

Answer: No, a budget is not required for the Case Study.

77. Regarding the assessments contemplated in the RFP, would the recommendations and/or design training/sensitization be extended to actual training of beneficiaries? Or would this information simply be delivered to host country beneficiaries as a routine task?

Answer: No, the gender analysis would be used to develop the Agency’s strategy and project level decisions.

78. The order of Labor Categories listed in the tables in Section B.11, page 8, and in Attachment J5 are different. Section B.11 lists the Gender Assessment Technical Advisor as the third category (#1003) and the Online Communications Advisor as the fourth category (#1004) while Attachment J5 lists the Gender Assessment Technical Advisor as the 4th category (#4) and the Online Communications Advisor as the third (#3) category. Which numbering system, and which order should offeror’s use?

Answer: Offerors must provide CDRs for all labor categories in B.11. In J.5 offerors must only provide labor categories listed in J.5 (a).

79. The Labor Category tables in Section B.11, page 8, and in Attachment J5 list category 1003 as the Gender Assessment Technical Advisor; while the description on page 10 names the category Gender Analysis Technical Advisor. Which title should offeror’s use?

Answer: Gender Assessment Technical Advisor

80. Will the Letters of Credit which may be issued to finance Grants Under Contracts be Federal LOCs or Bank LOCs?

Answer: LOC’s will be issued in accordance with ADS 636.

81. On page 118, USAID provides plug figures for Other Direct Costs to be used by all offeror’s in the Price Evaluation Matrix. Do the plug figures for lines E, G, and I, which refer to Subcontractor ODCs, include estimates for subcontractor indirect charges pursuant to their NICRAs, therefore implying that the relevant indirect line items below (lines M, O, and Q, respectively) should be filled in with the Offeror’s relevant indirect rates? Or, if the plug figures do not include estimates for subcontractor indirect charges, should the offeror include the indirect rates for both themselves and their major subcontractors into lines M, O, and Q?

Answer: The plug figures do not include estimates for subcontractor indirect charges.

82. Section L.6 (d) (i) states “Offeror must also include a CD-ROM (text accessible) with the technical proposal information in Microsoft Word and PDF format. The CDs must be labeled: ‘Technical Proposal’.” Section L.6 (d) (ii) includes a similar statement for the Cost/Business Proposal. Please confirm that the requirement is only for one CD-ROM version of the Technical Proposal and one CD-ROM version of the Cost/Business Proposal.

Answer: Yes, one CD-ROM version each for the Technical and Cost/Business Proposal.

83. Does USAID anticipate extending the deadline for submission of the proposal?

Answer: The RFP has been extended.

84. Section B.7 Ceiling on Fixed Fee: The fee ceiling applies to the prime contractor and any subcontractors.

Please confirm that Prime contractors may propose lower ceiling fees for subcontractors.

Answer: Yes, ceiling fees for subcontractors may be lower than the prime contractor.

85. Labor Category/Grouping (page 8): Should the Labor Category/Grouping include the daily rate for the IDIQ Manager?

Answer: No, the Labor Category/Grouping should only include the positions listed in Section b of the RFP.

86. Note 2, Page 8: “For consultants that typically bill using a loaded rate, contractors must propose any charges above direct salary separately”. Please advise where these charges should appear.

Answer: An explanation must be provided in the Budget narrative and be shown in the Price Evaluation Matrix.

87. Minimum Qualifications Matrix: Could USAID please clarify the “**” notation next to ‘Relevant’ on the

Minimum Qualifications Matrix.

Answer: ** refers to the note below the Minimum Qualification Matrix that indicates the amount of work experience required per academic degree.

88. Section F.5 (1) IDIQ Reporting Requirements: The organizational plan requires the contractor to submit the names and means of contacting the IDIQ Manager and contracting officer for the overall IDIQ. Please advise if the contracting officer is an additional position that contractors should propose candidates for.

Answer: No the contracting officer is not an additional position.

89. Section F.5 (1) IDIQ Reporting Requirements: The description for (3) Quarterly Task Order and Fee-For- Service Report covers information on Task Orders. Please confirm if USAID is expecting a Quarterly IDIQ and Fee-for-Service Report covering new Task Orders and Modifications to Existing Task Orders.

Answer: Quarterly reports should address all task order related activity per the direction of the COR.

90. L.9 (a) Part 1 – Standard Form (SF) 33. Please advise if Contractors are required to submit original, signed copies of any RFP amendments that are issued.

Answer: No

91. L.9 (b) Part 2 Proposed Costs/Prices: “Offeror’s may propose unburdened ceiling daily rates at rates higher than the USAID Contractor Salary Threshold (CST).” Please confirm that the above sentence refers to the prevailing CST.

Answer: Yes, this refers to the prevailing CST.

92. Past Performance, Page 98, PPRs: “Offeror’s are requested to indicate whether past performance information has been requested in the CPARS Contractor Performance System or in the ORCA (Online Representations and Certifications Applications)”. Please clarify the reference to ORCA as it relates to PPRs given that ORCA does not contain project performance information.

Answer: Offerors should refer to CPARS only for past performance.

93. Page 27, Section F.5 (I) (A) (6) states that the contractor will submit one success story per month as part of the overall IDIQ reporting requirements. Will this requirement be waived if there are no active task orders for the contractor during the month?

Answer: No success stories are expected if there is no active Task Orders for the contractor.

94. Section F.5 (II) Task order reporting indicates accrual reports will be required. Will accrual reports be required for FFP Task Order?

Answer: Task order reporting requirements will be indicated in each RFTOP.

95. The pricing format asks for fringe benefits on local hires. If a contractor does not have an established fringe rate for locals can fringe benefits be an assumed part of the ODC plug figure?

Answer: In accordance with section B.11, CDR for personnel must not include fringe.

96. Can USAID please confirm that a 6-day work week is authorized for STTA?

Answer: Work-week determinations will be made by the TOCO.

97. On page 4 of the RFP, the note associated with B.5 Indirect Costs indicates “While Subcontractor indirect cost rates are not incorporated above, subcontractor indirect cost rates may be included in Task Order proposals, and are subject to approval of the TOCO in accordance with FAR 52.244-2, Subcontracts.” Can USAID please confirm that this note pertains to non-consortium subcontractors only, since if USAID provides consent to subcontract for consortium subcontractors at the IDIQ level, there should be no need for TOCOs to approve consortium subcontractor rates at the task order level?

Answer: If sub-contractor rates are incorporated in the IDIQ contract no additional approvals are required, however for those not incorporated, TOCO approval will be required.

98. Will USAID accept CVs other than the IDIQ manager? Is an illustrative skills matrix of personnel qualifications allowed? Are LoCs from any personnel other than the IDIQ manager required?

Answer: Submit only the information requested in Section L. Additional information will not be evaluated.

99. Please clarify whether the requirements in Part 3 (Representations, Certifications, and Other Statements of Offeror’s), Part 4 (Policies and Procedures), and Part 9 (information Concerning Work-day, Work-week and Paid Absences) applies to all subcontractors, or only major subcontractors.

Answer: Please refer to RFP.

100. Please confirm that Offeror’s are being requested to submit one set of Proposed Unburdened Ceiling

Daily Rates (CDR) covering the entire period of performance (one uniform set of rates for all 5 years), and not separate CDRs for each individual year.

Answer: Yes, offeror’s must submit one CDR for each labor category. This CDR will apply for the life of the IDIQ.

101. For the Sample Budget in Attachment J.5 (Price Evaluation Matrix), please confirm that the item

“Fixed Fee on Subgrant Cost with a Letter of Credit” applies only to non-profit organizations that have regular access to USAID issued Letter of Credit mechanisms.

Answer: This applies to any organization with a LOC.

102. Section c) Definition of Labor Categories, listed on page 8-12 contains several inconsistencies in the plurality vs. singular of the language used to describe each position. For example, page 10, Labor Category Grouping 1003 Gender Analysis Technical Advisor is presented as singular, but the second paragraph in that labor category description uses the plural: “Technical Advisors may be asked to provide sector specific expertise….” Similarly, on page 11, CLIN 1004 refers to “Online Communications Advisors” but in the middle of paragraph uses the singular: “Depending on Task Order requirements, the Advisor may be asked to serve as an Information Architect… “.

Answer: Offerors are to provide one CDR for each labor category.

103. Can USAID please clarify the number of staff whom the offeror could be expected to propose for each position?

Answer: There is no staff requested for the labor categories, only CDRs.

104. On page 16, Section C.2 the RFP states “For all task orders, the Contractor will be expected to identify a roster of local consultants with expertise in gender issues that can work locally or, as needed, within regions.” Can USAID please clarify if the offeror should provide an illustrative list of local personnel at the proposal stage as well, and would this be allowable as an annex?

Answer: No, the offeror is not required to provide only the items requested in Section L.

105. How many vendors do you estimate will win contracts for this RFP?

Answer: USAID has not made that determination yet.

106. Can vendors only apply for those tasks which fit their skills, or do they need to be part of a comprehensive application package that fits all the tasks?

Answer: Offeror’s are required to be responsive to section L.