Amendment_III_for_SOL-OAA-14-000062_(HASC).pdf

Support Services for the Bureau of Democracy, Conflict, and Humanitarian Assistance Program

(HASC)

SOL-OAA-14-000062 AMENDMENT III September 29, 2014

Please note the following Question and Answers:

1. Please clarify whether bidders may submit graphs and organizational charts as attachments that do not count against the 30-page limit.

A. See Section L.8.1

2. Please explain the purpose of the reference to contracts under Task 1 (RFP pages 25-26), since the subtasks all relate to assistance instruments, not contracts.

A. Please see the revised section in the RFP.

3. Please confirm that bidders’ response to the Sample Task Order in the RFP is related only to the Cost Matrix (and cost narrative) in the Cost/Pricing Volume.

A. See section L.10.2

4. Is it possible to create a trade-off between education and experience in Sections B.7.2 and B.7.3 (RFP pages 19-20) such that greater education than required for a position could offset insufficient experience and vice-versa?

A. No, both academic degree must correspond with the number of years and relevant work experience.

5. Section L.5 52.219-24 SMALL BUSINESS PARTICIPATION PROGRAM—TARGETS (RFP page 101) states that “In order to receive credit under the source selection factor or subfactor, the offeror must provide, with its offer, targets, expressed as dollars and percentages of total contract value.” However, the evaluation criteria per Section L.9.6:

and M.2.6 (RFP page 117) state that the Plan will be evaluated based on the following: “The plan provides that a significant share of subcontracting dollars will be expended with Small Business, Service Disabled Veteran Owned Small Business, HUBZone Small Business, Small Disadvantaged Business, and Woman Owned Small Business.” Are the Subcontracting Plan goals to be calculated based on the total value of the contract, or total subcontracted dollars?

A. Subcontracting Plan goals will be calculated based on the total value of the contract.

6. Please clarify what is meant by “major” as used in the term “major subcontractor.”

A. “Major subcontractor” are those subcontractors expected to perform at least 15% of the technical effort or to provide the majority professional expertise for a particular task of the contract SOW.

7. Do “proposed subcontractors” include only those for whom there is a specific SOW in mind at this stage, or does it also include those mentioned in an offeror’s response as potential subcontractors or vendors for whom there may be an area of potential support only if the specific requirement appears in a task order, but for which there is no specific SOW at this time? Further, are general estimates of such future contingent operations involving specific subcontractors acceptable?

A. Proposed Subcontractors are all subcontractors proposed to support section C of the IDIQ.

8. RFP page 108 instructions mention “Past Performance Matrices” as part of the Past

Performance Information. Is a Past Performance Matrix required in addition to the contract-specific PPRs/CPRs?

A. Yes, Past Performance matrix is required in addition to the contract-specific PPRs/CPRs.

9. Section L.9.5 (b) (RFP page 108) states, “If extraordinary problems impacted any of the referenced contracts [i.e., the Contracts comprising the project-specific PPRs], provide a short explanation and the corrective action taken (FAR 15.305(a)(2).” Can USAID please explain if this means that it wants some narrative on problems encountered in the PPRs, over and above what may have been explained in the CPR itself? If so, can it be excluded from the up-to-five pages of narrative for the Past Performance section?

A. Please provide a short narrative on problems encountered if the PPRS doesn’t explain in detail. It will NOT be excluded from the five page limitation of the past performance narrative.

10. Section L.9.5 (d)(3)(A) (RFP page 108) states “Provide a narrative summary of your organization’s use of small business concerns over the past three years…” Can this information be excluded from the up-to-five-pages of narrative for the Past Performance section?

A. No, narrative summary of your organization’s use of small business concerns over the past three years will NOT be excluded from the five page limitation for the past performance.

11. Will it be possible to edit/modify the Sept. 8th Past Performance submission, when re-submitting it in the total proposal package of September 22? In other words, can bidders, for example, submit up to five narrative pages (plus PPR forms and other attachments) on September 8th, then possibly modify the five pages to a smaller number on September 22nd, so as to keep within the 30-page limit, or is USAID expecting an ‘absolute duplicate’ of the Past Performance section in the full hard copy proposal due on September 22nd?

A. Yes, USAID expects the absolute duplicate information that was submitted on September 8th to be submitted in hard copy on October 7th.

12. Can USAID please confirm that all information related to the Past Performance information (to include Past Performance matrices, references, Contractor Performance Report - Short Form (Attachment J.11), and if needed, a Past Performance narrative limited to five (5) pages), is excluded from the Technical Proposal 30-page limit and should only be included in the Past Performance Annex to be submitted on September 8th?

A. See Section L.8.1 and L.9.5 a)

13. Please clarify which, if any, information should be included within the technical Section

L.9.5: Past Performance (as part of the 30 page limit) in addition to the Past Performance Annex, to include Past Performance matrices, references, Contractor Performance Report

- Short Form (Attachment J.11), and if needed, a Past Performance narrative limited to five (5) pages).

14. Related to Section B.7.1 (a) (RFP page 6), Unburdened Daily Rates; please confirm that approval of subcontractors is under FAR 44, not 42.

A. FAR 44 Consent to Subcontracts

15. In Section L.10.2.1 (RFP page 110), Labor Costs, offerors are instructed to propose unburdened ceiling daily rates for all labor categories / groupings in Section B.7.1. The matrix is in Adobe Acrobat. May offerors submit them in the Cost/Price Proposal in Excel, Word, or pdf as desired, or does the Government prefer one format over the others?

A. The unburdened ceiling daily rates for all labor categories are to be submitted in a MS Excel document.

16. For the Subcontracting Plan, on what total contract value figure should offerors base their percentage to subcontract? On some amount of the $300 million IDIQ ceiling, the proposed total estimated cost of the sample task order, or some other figure? If so, what figure?

A. See question 5.

17. Sections F.9, G.4, and H.7. (b) show blanks where the awardee would supply information. Is it intended that offerors fill out this info and include these pages in the proposal, or will the government do so after awards are made?

A. The USG will fill the information upon award.

18. The RFP is clear on p. 106 that biodata forms are required for the proposed IDIQ Key

Personnel (five positions listed at the bottom of page 106). Also, page 111 mentions that, to justify labor rates, bidders “…must provide a narrative justifying the labor rates for each labor category proposed with supporting information such as historical biodata forms used, DCAA forward pricing agreements, other federal contract rates…, GSA rates…., market research support, and payroll records.” Can USAID please confirm that biodata forms will be required only for (a) Key Personnel candidates, and (b) the possible presentation of old (historical) forms to justify certain labor categories?

A. See Section L.9.2 c) and Section L.10.2.1 c)

19. We have noticed that one of the tasks involves capacity building, but there are no labor categories for that task. May we create additional labor categories?

A. No, the labor categories in section B.7.1 are the proposed labor categories that fit within the parameters of the SOW.

20. There is no line item for subcontractors. How are proposed subcontract costs to be shown in the cost/price proposal? If they are not shown there, where should they appear?

A. See the revised J.7 – Sample TO Cost-Price Matrix.

21. Every response will be considered for the first unrestricted slot – the first best value proposal, be it from a large or small business – will get the first unrestricted award. After the first unrestricted is awarded, the Government will determine the 2 small businesses that get the two “small set asides”Meaning if the first and highest evaluated best value proposal is from a small business vendor, then all three awards will go to small business vendors. Any large business vendor evaluated to have the second or third best value proposal will not be eligible to receive the second and third awards.

A. USAID intends to issue one award as unrestricted and up to two, to capable small businesses. As stated in the RFP, USAID reserves the right to award more, or less, than the anticipated number stated above.

22. J.6 “Sample Task Order,” under Personnel / Level of Effort, states that the “personnel identified in Section B.7.1 are required under this task order.” This is all of the personnel listed for the IDIQ. Similarly, the Scope of Work outlined mirrors the SOW for the entire IDIQ in the larger RFP. Can USAID please provide a Sample Task Order that provides offerors a better sense of the personnel and SOW that would be required for an individual Task Order under the IDIQ?

A. The Sample Task Order provided is illustrative and is similar to potential task orders under the prospective IDIQs.

23. In Section B.7.2 and B.7.3, can USAID please elaborate on why the requirements for

Labor Categories 0034 through 0037 (Information Officers) are both more stringent (Master’s Degree required) and less stringent (Junior Information Officer requires is 1-7 years’ experience with Master’s) than those for Labor Categories 001-0033 (Academic Degree Range including “Less than BS/BA” but requiring minimum of 3 years’ experience with Master’s Degree for Junior Level)?

A. Information Offices (0034 – 0037) experience is extremely specialized and must be built on existing experience in the position which differs from the rest of the labor categories.

24. What Level (Junior/Mid/Senior) of evaluative criteria for candidates should be used for positions in Labor Categories 001 – 0033 where positions are not identified/distinguished by those levels (e.g., Database Specialist, Cartographer, Communications and Outreach Specialist)?

A. For those positions which do not specify Junior/Mid/Senior levels are considered senior. Please see the charts on pages 7-12 and please note the “X” within the cells.

25. In section F.9 “Key Personnel,” the RFP states, “The Key personnel that the Contractor must furnish for the performance of this IDIQ.” Can USAID please clarify if the proposed personnel are required for any holder of the IDIQ independent of any subsequent Task Order awards?

A. IDIQ Key Personnel must be furnished for the entire period of performance of the IDIQ independent of any subsequent TO award.

26. Under L.6 “General Instructions,” the RFP states that it anticipates awarding “approximately one (1) contract under the unrestricted competition and two (2) small business set-aside(s) as a result of this Solicitation.” Does USAID anticipate that subsequent Task Orders be issued as unrestricted and small business set-asides or will all three of the expected awardees always be bidding against one another for Task Order awards?

A. When a TO RFP is issued and the dollar value is $5 Million or less, then small businesses will have priority to bid.

27. How will USAID manage three separate contracts each set up with the same key people?

A. The IDIQ Key personnel must be available for the duration of the IDIQ period of performance. In some instances the level of effort by Task Order may vary so it is possible to propose the same key personnel. Note, key personnel supporting multiple task orders must be properly accounted for/billed accordingly.

28. Are we to take over and improve GlobalCorps or create and put up something new?

A. The GlobalCorps website is recruiting website which is not owned or maintained by USAID. The vendor is expected to create and maintain a website similar to GlobalCorps. See Section C.3.2.11 for further details.

29. It is not clear if some of the positions listed in the RFP are basic or Task Order oriented.

Please clarify all positions.

A. See section B.7.1

30. Can you provide labor categories for the training task?

A. Please see the revised table in Section B.7.1 of the RFP.

31. How many resumes of non-key personnel are required?

A. See section L.9.2

32. What is the page length wanted of non-key personnel resumes?

33. Are letters of commitment required of non-key personnel?

34. Why isn’t there a Junior Level Program Assistant required for this contract?

A. USAID has determined the level of complexity requires Mid to Senior level qualifications for the requirements of this IDIQ RFP.

35. What are the preferred position qualifications for the Project Manager?

36. What are the preferred position qualifications for the Supervisory Grants/Agreement

Specialist?

37. What are the preferred position qualifications for the Senior Recruiter?

38. Page 14 of the RFP states that the Senior Recruiter will have to “administer tests and interpret results.” Does USAID have a preferred testing method or is that the responsibility of the contractor to create and maintain as necessary?

A. Please see the revised description.

39. What are the preferred position requirements for the Senior Contract Specialist?

40. What are the preferred position qualifications for the Supervisory Information Officer/ISU Manager?

41. Section C.3.6 lists Staff Training & Support for Capacity Building Activities as a vital component of the work performed under this contract, but does not included any personnel for this function. Can USAID clarify if any of the Key or Non-Key Personnel described in the RFP are required or expected to execute these functions?

A. See question 30.

42. If the answer to question above is YES, who and how does USAID anticipate this function to be executed? If the answer is NO, what personnel is anticipated to be a part of this function?

43. Page 28 of the RFP states that the recruitment plan must identify advertising and distribution channels to be used. Does USAID have preferred methods of distribution?

A. Yes, FedBizOps and USAID’s internal agency notice.

44. Are USAID 1420s required for non-key personnel?

45. If resumes/CVs are required for non-key personnel, how many are required per position?

A. See section L.9.2 (c)

46. Should the matrix include all non-key personnel or illustrative samples of staff included under the contract?

A. Please see Section L.9.2 Staffing Approach.

47. Under section M, Evaluation Factors are listed in order of importance. Can USAID provide percentages for each of the various factors contained in the technical proposal?

A. The factors are being evaluated as stated in the RFP.

48. Section B.7.2 of the RFP (page 19) includes education and experience requirements for the junior, mid, and senior level labor categories. To enable offerors to propose personnel that meet USAID’s expectations and ensure a fair evaluation of proposed key personnel, can USAID please provide additional details about experience requirements for the five key personnel positions?

A. See section B.7.1 and B.7.2.

49. Section C.3.6 Task 6 of the RFP (page 6) states that “the Contractor must develop training and development activities to meet the evolving performance needs and staff development of the DCHA offices and personnel.” Yet no training or training-related labor categories are included among the 37 labor categories that have been identified.

Can USAID please confirm that offerors should include labor categories for training?

50. Can USAID please confirm that offerors are not required to submit a performance monitoring plan with their IDIQ proposal?

51. Section L.9.2(c) Key Personnel of the RFP (page 106) states that “in an appendix offerors must submit a complete biodata form and current resume for the proposed IDIQ Key Personnel.” Can USAID please confirm that biodata forms should be submitted as part of the cost volume so that no cost information is included in the technical proposal?

A. See question 58.

52. Can USAID please describe what constitutes a major subcontractor?

A. See question 6.

53. Section H.3.d) Annual Salary Increases, states that offerors can provide an annual salary increase of “not more than three (3) percent.” However, AIDAR 752.7007 Personnel Compensation (July 2007), incorporated in Section H.2 of the RFP, states that compensation will be in accordance with the Contractor’s established policies, procedures, and practices. Can USAID please clarify?

A. Section H.3 is deleted, please see the revised RFP.

54. Section B.8 Fixed Fee Ceiling (page 20) of the RFP states that fixed fee “must not be applied to the cost of grants under contracts or any other costs that have a separate fee ceiling established below.” However, there are no separate fee ceilings listed in the RFP.

Can USAID please clarify?

A. Fixed fee cannot be applied to grants under contracts and fixed fee cannot be applied to any costs that otherwise already have a fixed fee applied.

55. Section L.9.6 Use of Small Business (page 108) states that “the Offeror must propose a subcontracting plan that describes meaningful opportunities for small business participation during performance of the contract.” Section L.8.1 Organization of Volumes and Page Limitations (page 104) lists the subcontracting plan under Section L.10.5, which is listed as part of the cost/price volume, yet Section L.9.6 (pp. 108-109), which is listed as part of the technical volume, also asks for a subcontracting plan. Can USAID confirm that subcontracting plan in Section L.9.6 should be included only as part of the Subcontracting Plan in Volume II: cost/price proposal rather than in Volume I: written technical submission?

A. Sub-contracting Plan is to be included in Volume I.

56. Could USAID please clarify the correct solicitation number? It is different in each of the above referenced sections of the RFP. Reference: Cover Page and Page 102, Section L.7.

Delivery Instructions.

A. Sol-OAA-14-000062

57. Section L.8.1 Organization of Volumes and Page Limitations does not reference an

Introduction but states the Written Technical Submission is limited to a total of 30 pages.

Section L.9 Instructions for the Preparation of the Technical Proposal includes a requirement for an Introduction. Is the Introduction excluded from the 30 page limit?

Reference: Pages 104 and 105, L.8.1 Organization of Volumes and Page Limitations and L.9 Instructions for the Preparation of the Technical Proposal.

A. The introduction is included in the 30 page limit.

58. Given USAID’s direction that “Technical Proposals must not make reference to pricing data,” will the Government confirm that the Offeror is to include bio-data forms for Key Personnel in the Cost/Price Proposal rather than the Technical Proposal? Reference:

Pages 102 and 106, L.7 Delivery Instructions and L.9.2 Staffing Approach (Key and Non- Key Personnel).

A. Confirmed.

59. The RFP stipulates that Offerors and each proposed subcontractor must ensure they are registered in the System for Award Management (SAM) as per FAR part 4. Does this include subcontractors that are not classified as a major subcontractor? Reference: Page 112, L.10.3 Representations, Certifications, and Other Statements of Offerors.

A. Yes

60. Will the government please provide the GS step and grade for the positions listed in the tables? Reference: Page 7, Section B.7.1. (d.).

A. No

61. Will USAID confirm that the Branding Implementation Plan and Marking Plan is to be included as an annex to the Technical Volume and does not count towards the 30 page limit? Reference: Page 104, L.8.1 Organization of Volumes and Page Limitations.

A. Confirmed

62. Will USAID consider separate evaluation of the large and small business proposals, allowing all small businesses to compete against one another for the two set-aside awards, and all other than small businesses to compete for the remaining full and open award? Reference: General – Evaluation.

A. USAID will first evaluate all firms for the unrestricted award after which the remaining small businesses will be considered for the small business set-aside awards.

63. Will USAID provide addition detail regarding the weight of each evaluation criteria (i.e., provide a percentage breakdown for each category)? Reference: Page 114, Section M Evaluation Factors for Award.

A. Relative importance of evaluation criteria are as stated in the RFP.

64. Will the government provide the quarterly and annual reports for the incumbent contractor? Reference: General

A. Any necessary information is included in Attachment J – Government Information which references OFDA’s Annual Report.

65. Will USAID confirm that all questions posed and answered on Industry day will be publically released for equal access by all bidders? Reference: General – Industry Day

A. Yes. It was posted on Sept. 8, 2014

66. At USAID’s bidders’ conference for the HASC solicitation SOL-0AA-14-000062 on

August 26, 2014, a USAID spokesperson indicated that three IQC awards would be made and further, that one award would go to the top ranking applicant and two awards would go to Small Business concerns. It was also stated that two thirds (14 of 21) of Task orders would be made to small businesses. The solicitation cover letter dated August 19, however, does not indicate the number of awards or Task Orders that would be made to either full and open or small businesses. It only provides goal statements noting that “USAID anticipates a target of three (3) awards…including a target of up to two (2) small business concerns.” Will USAID confirm the planned number of contract awards and task orders for small and other than small businesses? Reference: General – Awards.

A. USAID anticipates issuing one award unrestricted and up to two capable small businesses. USAID cannot determine the number of task orders to be issued or the anticipated dollar value.

67. Is the Executive Summary included in the 30 page technical proposal page limit?

68. Page 104 of the solicitation states that “all critical information from appendices should be summarized in the technical proposal.” Will the evaluators be given the appendices to review? Will they be required to include the information contained in the appendices in their evaluations? Or will the evaluators only be considering the summaries in their evaluation?

A. All information given per the RFP instructions will be reviewed and evaluated per section M.

69. What is the expected time of award?

A. Time of award is To Be Determined (TBD).

70. Is the Task Order going to be awarded, or is it illustrative of capabilities as to how potential awardees would perform?

A. It is illustrative.

71. On pg. 16 of 118, in the RFP under 0024 Supervisory Information Specialist/ISU Manager position description. Since this candidate will be required to have a high level clearance as they will be required to synthesize and research comprehensive situational political/military reports, (amongst others). If our sub-contractor holds a TS clearance would it be acceptable to USAID that this candidates’ clearance is held by the sub-contractor, even though the requirement level for this is Secret?

72. On pg.30 of 118, TASK 3 Field Program Support, first paragraph can you please further define ‘conflict prevention’, is this only in terms of humanitarian assistance role, or will a more involved role be required here?

A. See Section J 10. DCHA website.

73. Please advise if the Sample Task Order – Attachment J.6 needs to be also addressed in an annex of the technical proposal. Please advise which, if all 37 positions listed will require security clearances.

A. See Section L.10.2

74. Are any training related labor categories envisioned for Task 6 in the illustrative task order and/or the IDIQ?

75. Will there be any required key personnel for the IDIQ contract specifically?

A. See section F.9

76. What percentage of recruitment is expected for PSCs and non-PSCs?

A. It depends on the requirement of the task order and nature of the task order RFP. The recruitment requirement only pertains to Personal Services Contracts (PSCs).

77. On page 28 of 118, C.3.2.11, there is mention that the contractor must maintain a Government recruiting website. Please provide information on the current recruitment website that it is being utilized.

A. See Section J of the RFP that provides a list of all GFI.

78. On page 28 of 118, C.3.2.5, requires that the contractor to advertise on the government-wide point of entry. Please advise if this is the Government recruiting website mentioned on C.3.2.11.

A. Yes. The Government-wide point of entry is FedBizOps.

79. Please advise if ceiling on indirect rates should be provided by small business.

A. Please see section L.10.2.2 Indirect Costs of the RFP.

80. Please provide a definition for “Major Subcontractor”.

A. See question 6.

81. Page 61 under H.3 a) (1) states: Nor may any individual salary or wage, without approval of the Cognizant Contracting Officer, exceed the employee's current salary or wage, or the highest rate of annual salary or wage received during any full year of the immediately preceding three (3) years. If, during contract performance, the Contractor proposes salary or wages for an individual(s) that exceeds three (3) percent of the individual’s current salary or wage or the highest rate of annual salary or wage received during any full year of the immediately preceding three (3) years, the cognizant Contracting Officer’s approval is required. Can USAID clarify that because the rates we submit in the proposal will be approved, we can present salary rates for candidates that exceed their current salary.

A. See question 53.

82. What is the envisioned contract type? E.g., T&M? FFP?

A. See Section B.2

83. Would USAID consider revising H.1.5 with regard to the timeline for replacement of key personnel to recognize that there could be instances outside of the contractor’s control that would not allow the contractor to provide 10 days’ notice, such as death or injury to current key personnel?

A. The requirement remains as stated. Any exceptions would be addressed at the time of the occurrence.

84. Would USAID be able to tell us how much of this work would be FFP vs CPFF?

A. It depends on the requirements under the task order and will be addressed in the task order RFP at the time.

85. Would USAID clarify the links cited related to the USAID Contractor Salary Threshold (USAID CST) as some of them did not appear to work?

A. See Section J, Attachment J.10 ADS 302.

86. Our firm specializes in providing a web based support, data visualization and data tools creation that can potentially enhance activities listed in Task 5 - Information Support Services. I would like to know if we send a response to section that covers items listed in Task 5 without covering all 14 section? If you are expecting firm to response to Task 5 in full, could you make our capability statement available to other firms that might want to work with us?

A. Offerors are expected to respond to the full SOW. See Section L.6 (b). It is the responsibility of each contractor to seek partnership independently.

87. I am interested in learning more about the “Support Services for the Bureau of

Democracy, Conflict, and Humanitarian Assistance (HASC)” project and understand you are (and were) the Contract Specialist. I have gone to USAID’s Development Experience Clearinghouse to try and find any quarterly reports, annual reports and mid-term/final evaluations for this contract but have been unsuccessful in locating them.

A. See Question 64.

88. I would very much appreciate if you could help better direct me to where these documents can be located or provide them directly to me.

A. See Question 64.

89. Has a contractor performed similar work to this for the government in the past?

If available, please provide the incumbent contract number.

A. DFD-I-00-06-00170-00

90. If you are unable to provide a contract number, is it safe to assume this is a new requirement for the government?

A. See Question 89.

91. Please confirm that a small and large business can team under the two outlined competitions, submitting two distinct proposals, with the small business priming for the set-aside award and the large business priming for the full and open.

A. There is no prohibition for an offeror to be include in separated proposals as a prime on one and a subcontractor on another, as long as the offeror has the resources/capability to perform as both a prime and a subcontractor under multiple awards.

92. Will businesses (large or small) be eligible to bid on multiple teams as both prime and subcontractor? Furthermore, will businesses that are successful on multiple bids be eligible to win work on multiple contracts or will they be required to select one contract?

Reference: General – Eligibility.

A. See Question 91.

[END OF AMENDMENT III] 17