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

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

(HASC)

SOL-OAA-14-000062 AMENDMENT V October 8, 2014

Please note the following Question and Answers:

1. Can USAID please clarify its requirement in Section L.9.3(d) Management Approach (page 108) for offerors to provide “a matrix of the skill sets for all labor category proposed related the specialized experience identified under Section B?”

A. The offerors are to provide a chart listing skills sets for all labor categories proposed related to the specialized experience identified under Section B.

2. Per Section L, Instructions, Conditions, and Notices to Offerors, and within Section L.9.5, Past

Performance (page 108) offerors are required to “submit a list of the recent (within the last 5 years) contracts for which you submitted subcontract reports to eSRS (FAR 52.219-9(d)(10) and a copy of any similarly recent subcontracting reports if they were not submitted to eSRS.” This, however, this would result in more than 300 pages of reports. Instead of this, would it be possible for us to submit a list of the contracts for which we submitted subcontracting reports (SF 294s) that were not submitted to eSRS, and if not, would the 10 most recent and relevant of these reports suffice?

A. A list of submitted SF 294s will not be accepted. Alternatively, USAID requests offerors to provide a list of the 10 most recent and relevant contracts within the past 3 years for which you submitted subcontract reports to eSRS and a copy of any similarly recent subcontracting reports if they were not submitted to eSRS. The most relevant indicators are contracts of similar scope of work and similar required skills/expertise.

3. In F.6.4, the RFP states that there will be no classified task orders. In section H.7.b, in order to be considered for a classified task order, the contractor must obtain and maintain a “Facility Clearance” at the “Secret” level.

Will a facility clearance be required for the prime?

A. Please see the revised Section F.6.4. Yes, in the event there is a classified task order a facility clearance will be required for that contractor.

4. Do small business primes need to provide subcontracting plans in the response?

A. No.

5. For companies that do not have established NICRA with USAID, will DCHA accept forward rate agreements that have been certified by an independent entity or forward rate agreements that have been submitted to

DCAA but are pending approval by DCAA?.

A. No, please see section L.10.2.2 b) Indirect Costs for instructions to offerors that do not have an established NICRA.

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6. Please confirm that B.5 applies only to the Prime and B.6 to both the Prime and the Major Subcontractors?

What is the difference between these two sections? Please explain with an example.

A. Yes, confirmed.

B.5 - Offeror’s current or proposed indirect costs for this requirement.

B.6 - Offeror’s ceiling for current or proposes indirect cost rates for this requirement.

7. Are there CDRs associated with each Labor Category based on their GS equivalence? Please clarify and provide any applicable ceilings that alloy to each of the Labor Categories.

8. What does “X” in the table mean? Our assumption is that CDRs are required only for the cells that have a “$” sign and none required for those with X. Please confirm.

A. Confirmed, you are correct.

9. The fixed-fee ceiling on the individual TO is left “__.” Is USAID going to provide this ceiling or is the

Offeror expected to fill this value?

A. The offeror is expected to provide the fixed fee ceiling, please see instructions in Section

L.10.2.3 Fixed Fee.

10. What is the percentage of work in terms of TO expected from each of the nine offices within DCHA? Can we assume that each of the nine offices will be participating on this BPA?

A. The percentage is unknown and no please do not assume that all nine offices will be participating in the IDIQ.

11. What is current annual volume of Task Orders (numbers and awarded amount) from DCHA that falls under the scope of HASC? What is the expected volume of Task Orders anticipated under HASC?

A. See amendment I and the expected volume is unknown.

12. There is a reference to the contractors draft IDIQ PMR submitted with the contractor’s original proposal.

Where is the IDIQ PMR expected to be included in the IDIQ proposal response? Please clarify since there are strict page limits for each of the proposal volumes.

A. Offeror’s are not required to submit a draft IDIQ PMR with the proposal.

13. There is a reference to the contractors draft SLA, submitted with the proposal. Where is the IDIQ draft SLA expected to be included in the IDIQ proposal response? Please clarify since there are strict page limits for each of the proposal volumes.

A. The reference to a draft SLA is not referenced to an IDIQ but it is referenced to a Task

Order Level SLA; please see Section F.5.2 Task Order Level Reports and Deliverables or

Outputs.

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14. Please confirm that there is no classified TO under this BPA, which implies that there is also no clearance requirements for the personnel supporting the individual TOs.

A. Clearance is required. See question 3.

15. Please clarify that contractors must have a Facility Clearance at the Secret level from DSS to participate in classified TOs.

A. Yes, contractors must have a facility Clearance at the Secret Level in order to participate in classified task orders. See question 3.

16. Is the contractor required to submit an OCI plan with the IDIQ proposal response?

A. Offerors are not required to submit an OCI plan at the IDIQ Level, please see Section H.18

Organizational Conflicts of Interest: Preclusion from Furnishing Certain Services and

Restriction on Use of Information.

17. Currently questions are due on 9/3 and proposals are due on 9/22. Can we request that USAID provide at least

14 calendar days from the date responses are released by USAID before the due date, and extend the due date appropriately?

A. See Amendment IV.

18. Please confirm that the Use of Small Businesses in the Technical Volume is required from all vendors, irrespective of whether they are large or small. And that the Subcontracting plan is only required from Large

Businesses.

A. Section L.9.6 Use of Small Business is required from large businesses, see revised section

L.9.6. See question 4

19. With the Contractor Performance Report Short-Forms due on 9/8, what is to be included in the Technical

Volume section L.9.5?

A. Everything that was submitted in electronic format for Past Performance must be submitted in hard copy on the proposal due date.

20. What is the definition of a Major Subcontractor, who are required to propose ceiling indirect cost rates?

A. See Amendment III question 6.

21. Please confirm that the 5-page limit for the resumes does not include the bio-data form, three references, and signed acknowledgement letter.

A. Confirmed. See section L.9.2 (c).

22. Please confirm that the Government is requesting only Volumes I Written Technical Submission and Volume

III Cost/Price, and that Volume II does not exist. Will the Government revise the Cost/Price volume to be titled Volume II?

A. Volume III Cost/Price is changed to Volume II Cost/Price to correct the error.

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23. Is there an incumbent currently providing this support? If “yes”, can the government please disclose the company’s name?

A. See page 13 of the “Pre Proposal Conference Transcript” document under Amendment I.

24. Is USAID going to post the industry day presentation and release the list of attendees on FBO?

A. See Amendment I.

25. What are the systems that the offeror must enter data into?

A. Global Acquisition and Assistance System (GLAAS/Prism) and Phoenix (Momentum).

26. What is the functionality of each system?

A. Procurement and Financial, respectively.

27. What is the current system USAID uses to manage the grant lifecycle process?

A. See question 25.

28. Does each DCHA office use the same system or method of tracking grant activity?

A. The system is the same but the method may vary depending on the office.

29. Can the offeror propose a grant workflow solution if one doesn’t exist?

A. Yes, USAID would be willing to accept a workflow solution.

30. Are there any parameters regarding the type of solution the offeror can propose?

A. Yes there are parameters at this time, but they are unknown. See question 25 and 31.

31. Which system(s) is used to maintain electronic files

A. Agency Secure Image & Storage Tracking (ASIST).

32. Can the government clarify as to whether this reporting system is a “system” or more of a “process”?

A. See question 25 and 31.

33. Can the government give some examples of the special initiatives it’s referring to?

A. USID is unable to provide examples at this time.

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34. C.3.2 Task 2/pg 27DCHA maintains roughly 300 USPSCs, of which are fulltime Washington or Field-based, in support of DCHA’s program office mission. Are the 300 PSCs under the current incumbent or are there multiple companies?

A. A PSC (Personal Services Contract) is stand-alone contract between the Government and an individual person. No companies can be issued a PSC. The administration of the DCHA PSCs is handled through direct hire staff and various task orders issued to the current incumbent.

35. C.3.2 Task 2/pg 27DCHA maintains roughly 300 USPSCs, of which are fulltime Washington or Field-based, in support of DCHA’s program office mission. If multiple companies can the USAID disclose the other companies?

A. See question 34.

36. C.3.2 Task 2/pg 27DCHA maintains roughly 300 USPSCs, of which are fulltime Washington or Field-based, in support of DCHA’s program office mission. Are all PSCs full-time or are some of them on short-term assignments?

A. USAID is unable to accurately provide the amount since it constantly changes across DCHA offices.

37. C.3.2 Task 2/pg 27DCHA maintains roughly 300 USPSCs, of which are fulltime Washington or Field-based, in support of DCHA’s program office mission. Does any of this work/positions fall under the Service

Contract Act?

38. C.3.2 Task 2/pg 27DCHA maintains roughly 300 USPSCs, of which are fulltime Washington or Field-based, in support of DCHA’s program office mission. How did USAID procure PSC services under the current contract was it through single job orders or were the majority procured through a task order process?

A. Personal Services Contracts are solicited through FBO.Gov and other websites. See question 34.

39. C.3.2 Task 2/pg 27DCHA maintains roughly 300 USPSCs, of which are fulltime Washington or Field-based, in support of DCHA’s program office mission. How is this process going to work going forward under a multiple award scenario?

A. The administration of PSCs will be addressed under each task order proposal as applicable. See question 42.

40. C.3.2 Task 2/pg 27DCHA maintains roughly 300 USPSCs, of which are fulltime Washington or Field-based, in support of DCHA’s program office mission. Are awardees going to be bidding on individual job orders or is the government going to segregate work into biddable tasks?

A. Awardees of this IDIQ do not bid on personal services contract opportunities. See question 38.

41. C.3.2 Task 2/pg 27DCHA maintains roughly 300 USPSCs, of which are fulltime Washington or Field-based, in support of DCHA’s program office mission. Upon award of the IDIQ what happens with the PSCs?

A. Each PSC contains its own period of performance. See question 34.

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42. C.3.2 Task 2/pg 27DCHA maintains roughly 300 USPSCs, of which are fulltime Washington or Field-based, in support of DCHA’s program office mission. And if awardees are bidding on individual job orders how will the government ensure fair competition if the incumbent receives an award and already has the staff in place?

A. All competitive PSCs are posted on FBO and follow the RFP process for that competition. Offices within DCHA will issue Task Order Request for Proposals when the need for PSC administration arises. At such time the awardee of the Task Order will begin recruiting and administering personal services contracts as needed. See question 39 and 40.

43. C.3.2 Task 2/pg 27DCHA maintains roughly 300 USPSCs, of which are fulltime Washington or Field-based, in support of DCHA’s program office mission. Is the government looking to increase the number of PSCs

(300) through new work and if so what is USAID projecting?

A. USAID is unable to provide an estimate at this time as each DCHA Office have varying PSC requirements.

44. C.3.2.4 Provide assistance in the development of solicitations and approval Memos/pg 27. As new positions are identified, DCHA will provide a statement of work (SOW) to the contractor. The contractor must review the SOW and develop a solicitation for the position that meets the requirements for posting on the government-wide point of entry and the contractor maintained recruitment website. Can the USAID please clarify that the development of position SOWs is going to be done by one of the awardees?

A. When applicable, the awardee of the Task Order Request for Proposal will be expected to support review of the SOW and help draft the relevant contractual sections pertaining to the requirement.

This includes but is not limited to support the drafting of the evaluation criteria and posting the solicitation on FBO and other websites as directed by USAID.

45. C.3.2.4 Provide assistance in the development of solicitations and approval Memos/pg 27. As new positions are identified, DCHA will provide a statement of work (SOW) to the contractor. The contractor must review the SOW and develop a solicitation for the position that meets the requirements for posting on the government-wide point of entry and the contractor maintained recruitment website. Are these for USAID positions or for contractor PSC positions?

A. It is for USAID personal services contract positions. See question 42.

46. C.3.2.4 Provide assistance in the development of solicitations and approval Memos/pg 27. As new positions are identified, DCHA will provide a statement of work (SOW) to the contractor. The contractor must review the SOW and develop a solicitation for the position that meets the requirements for posting on the government-wide point of entry and the contractor maintained recruitment website. If for contractor PSC positions can USAID explain how this would not create either a perceived or real OCI issue for that contractor doing this work…. writing the SOW and bidding on the work under an IDIQ procurement framework?

A. The assistance in drafting the SOW and evaluation criteria are for USAID positions that are competed by soliciting through FBO and other websites. See question 42 and 45.

47. C.3.2.13 Prepare PSC Award Documentation and Provide Administrative Support/pg 29. PSC procurements will be reviewed, awarded, and obligated by an assigned USAID Contracting Officer. The contractor must prepare contracts and contract modifications with all required documentation for consideration by the USAID

Contracting Officer. Preparation of, award, and administration activities are summarized below. If the contractor is required to participate in the PSC selection process and is assembling awardee candidate data

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A. Awardees of this IDIQ do not bid on personal services contract opportunities. However, should employees of the contractor in the performance of their PSC administration duties identify a potential PSC opportunity he/she must recuse themselves from their role of PSC administration for that PSC solicitation and then they are free to apply.

48. C.3.3.4 Provision of Facilities, Accommodations, and other Field Team Support/pg 31. The contractor must provide the DCHA field team with facilities, goods, and services required to sustain operations and accommodations. The contractor must provide housing, food services, office facilities, equipment and supplies, vehicles, and other items as directed by USAID. Can the USAID please clarify what it means by the contractor must provide housing, food services, etc….does this simply mean that the contactor must

“coordinate” accommodations for the field team?

A. Yes.

49. C.3.3.6 Procurement of short-term services and equipment/pg 31. The contractor must purchase products, issue supplies and equipment and services to support DCHA line offices’ programs and field-based operations. Will the contractor that is involved in the front-end grant development process also be allowed to be involved in the procurement of goods and services in the field? If yes, can USAID please explain how this would not create a potential conflict of interest?

A. Yes. These are short term services and equipment in the field. These expenses may fall under the

ODCs CLIN. In the event a potential organizational conflict of interest issue is identified recusal and/or mitigation plan will be required.

50. C.3.4.1 Travel Coordination/ pg 31. 1) Can USAID give an estimate of how many people are currently supporting this function? Will the contractor be permitted to bill contractor on-site rates or for the cost of providing work space

A. The amount of support staff varies by DCHA Office and the cost of work space will be treated as an

ODC (with applicable indirect rates) line item when submitting a budget to a Task Order Request for Proposal. Also DCHA offices may choose not to issue a Task Order Request for Proposal with

Travel Coordination.

51. C.3.6 TASK 6/pg 36 Can USAID give an estimate of how many people are currently supporting this function? A. The amount of support staff varies by DCHA office. Will the contractor be permitted to bill contractor on-site rates or for the cost of providing work space. A. the cost of work space will be treated as an ODC (with applicable indirect rates) line item when submitting a budget to a Task Order Request for Proposal. Also DCHA offices may choose not to issue a Task Order Request for Proposal with

Travel Coordination. Training to DCHA under this IDIQ includes but is not limited to the following categories: Rapid Response, Disaster Preparedness, Transition Initiatives, Emergency Response, DART, Field

Operations, Programming/Grant Management, Personnel Management, Conflict and Complex Environments, Conflict Assessment and Programming, Food Aid and Deployments with other Agencies. Is USAID requiring the contractor to develop formal training courses or the training being primarily accomplished through capacity building? A. Yes, the training must be developed by the contractor should the requesting

DCHA office choose that option. If these are formal course offerings how many types of courses are offered? A. At this time it is unknown how many courses are required. Can the government provide a list of these courses? A. Training includes but is not limited to the following categories: Rapid Response, Disaster Preparedness, Transition Initiatives, Emergency Response, DART, Field Operations, Programming/Grant Management, Personnel Management, Conflict and Complex Environments, Conflict Assessment and Programming, Food Aid and Deployments with other Agencies. Generally how

8 | P a g e many days are required to deliver these courses? A. The length of courses will vary with the complexity of the subject matter. Are these courses offered virtually? A. No. Is the contractor primarily doing the training in Washington DC area or in the field? A. Training will often be held in Washington, D.C. but the contractor may be requested to deliver the training in the field.

52. Security Clearance/pg 64. Are all PSCs required to have a Secret Clearance?

A. Yes.

53. L.10.2 Proposed Costs/Prices. Attachment J.6 – Sample Task order and Attachment J.7 – Cost Matrix. Can

USAID clarify that the Cost Matrix (J.7) aligns with (J.6)? and that offerors are required to price all positions identified in the J.7 worksheet? Or will the offeror be allowed to propose their own staffing level?

A. Yes J.7 aligns with J.6 and yes offerors are required to price positions that are identified in the J.7.

Offerors are not allowed to propose additional staffing level nor additional labor categories.

54. The amended sample TO cost-price matrix includes six new positions for training and development.

However, the estimated cost of these new positions is not included in the grand total as a result of a formula error on the spreadsheet. We have corrected the formula error (see attached) and respectfully request that all offerors use the same template to ensure a fair price evaluation.

A. Thank you for noting the error in the added labor categories not being calculated. Note: USAID is advising that Offerors must ensure the accuracy of the budget prior to submitting. USAID is providing this cost / price matrix as an illustrative guide, therefore not all calculations will appear such as yearly increase in salaries, other direct costs, or the calculation for indirect rates. USAID is advising that it is the responsibility of the offeror to place all calculations within the template prior to submitting.

In Amendment III, Q+A’s, please note the revised response to Question # 10.

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. Yes, your organization’s use of small business concerns portion is excluded from the five page narrative. Please reference Section L.8.1, bullet point N o.

8.