SOL-OAA-15-000077_Questions_and_Responses.pdf

1. As a woman owned small business working in partnership with USAID for the past 19 years, IBI International is very interested in competing for the subject solicitation to provide support services for the USAID Africa Bureau.

We have only one question:

We have been preparing for the release of the RFP for more than 6 months. We have several top candidates to propose as contract personnel. We have vast and deep networks in Africa, which has historically been the site of most of our field work. We are disappointed, however, that the RFP requires that we have a current facility security clearance at the time of proposal submission. This requirement, we feel, unduly restricts the competition for this small business set aside award. We have reviewed the facilities clearance requirements of the National Industrial Security Program, and are certain that we meet all of the conditions. At present, we do not hold a contract that requires a facilities clearance and so we do not hold one nor can we apply for one without USG sponsorship. We would begin the process of getting a facilities clearance, per the regulations, as soon as a US government procurement entity requests one for

us. In the interim, we have teamed with a subcontractor who has a secret level facility clearance already in place. This subcontractor would be able to handle all classified materials and process all security clearances under the contract while our facility clearance is in process. Please confirm that a proposal from a small business prime offeror who proposes a major subcontractor that meets the secure facilities clearance requirement at the time of submission would be considered responsive.

This approach won’t work due to uncertainty of Prime Contractor getting the Facility Security Clearance.

Ultimately, the prime and subcontractor both have to have facility security clearances (secret-level) given that both entities will have personnel and consultants working under the Contract.

2. Section C SOW, page 13 it states “Based on the need for frequent contacts between the Contractor and its Washington employees, USAID COTR, the Africa Bureau, other USAID Washington clients, and per requirements of Homeland Security Policy Directives, it is necessary that the Contractor establish this office within a half-mile radius of the RRB (1300 Pennsylvania Avenue, NW/ Washington, D.C. 20004)” Question: Would the government consider extending the radius from .50 mile to .75 mile radius of the

RRB?

No. We have already extended the radius from .25 to .50 mile in order to create more opportunities for potential offerors to compete.

3. Page 13. Off-site space

· Secure network – please define secure. Computer users on secure network should be able to connect to USAID through a Guest Network or secure internet connection. Further coordination with COR and USAID CIO staff on all necessary computer equipment and accesses that may be available to USAID networks will take place after award. As such, a CLIN plug amount is hereby provided for offerors in response to question #6.

· Conference rooms – how large should each conference room be? A typical measure is number of people sitting around a table with additional perimeter seating.

Conference room 1 should fit up to 20 people including a table to fit 10 people and chairs for 20;

conference room 2 should fit up to 50 people with a table to fit 25 people and chairs for 50.

· Can the government confirm that all elements of the off-site space must be both dedicated resources for this contract and included as part of a unified suite distinctly separated from other contractor space?

Yes. The office space must be distinctly separate from other contractor space.

4. Page 21

Section C.5.3 states “benefits provided under the contract will be consistent among all employee contracts and equivalent to, or exceed, those to which USAID’s USPSCs …are entitled.”

Does equivalent in this context mean similar to the total USPSCs benefits package when taken as a whole or is the expectation to at least match each and every benefit available to a USPSC regardless of company-wide compensation policies (e.g. sick leave accrual and rollover)?

The total package when taken as a whole. Benefits provided under the contract will be consistent among all employee contracts and equivalent to, or exceed, those to which USAID’s USPSCs, TCNPSCs, CCNPSCs and FSNPSCs are entitled, e.g., the institutional contractor’s employees may be eligible to participate in the contractor’s group health and retirement plans, and enjoy any other benefits made available under the contractor’s corporate benefits package.

5. Page 26 Based on the role and responsibility information provided for the Administrative Manager position in the RFP and comparing to on similar positions within USAID – specifically AMS-type roles – will the government consider allowing offerors to propose candidates with a Bachelor’s degree but additional professional experience in lieu of the Masters degree?

Yes. We will accept an Administrative Manager with a Bachelor’s degree in a relevant field (listed within the PD) and 10 years of experience.

Will the government consider a degree in Political Science or International Affairs a “related area” for the purpose of meeting the degree requirement?

No. We are explicitly looking for someone with a formal education in business or public administration, accounting, or financial management.

6. Page 28 C.11 states “the Contractor will provide the IT equipment, e.g., computers and laptops equipped with the capacity…” In the interest of comparing apples to apples among offerors, will the government specify the number and type of IT equipment and the salient characteristics of this equipment? (e.g does this include desk phones, conference room phones and other conference room A/V, printers, copiers, cellular phones for senior staff co-located with USAID, etc.)

If this level of detail is not available, will the government consider using a plug figure for CLIN 5 to ensure all offerors are presenting similar size, quality, and quantity of the items such as supplies/ODC, IT hardware, and office space, etc.?

That level of detail is not available at this time, however a plug amount is hereby provided for the following illustrative list of equipment given that more specific equipment details will be finalized after Contract award: PCs, monitors, laptops, surge protectors, server, shredder, copier/scanner, VOIP Phones, plus any additional requirements that CIO requires for network to be secure:

$50,000 for Year 1 $25,000 for Year 2 $15,000 for Year 3 $10,000 for Option Year 1 $5,000 for Option Year 2

7. Page 40

Clause H.9 states that the cognizant Contracting Officer’s approval is required for “salary or wages for an individual(s) that exceeds five (5) percent of the individual’s current salary or wage…in the immediately preceding three (3) years.” Please clarify if this limitation applies to a time and material’s contract when proposing staff in labor categories priced in CLINs 1-4.

Yes, this approval requirement applies to the labor/consultant rates in CLINs 1-4.

8. Page 79 L.4 (e)(5) Proof of Facility Clearance Please advise what documentation should be submitted to demonstrate compliance with this requirement.

Offerors are required to submit their CAGE code and the CAGE code for any potential subcontractors if those subcontractors will have employees or personnel working directly under this Contract.

9. . Page 81 L.5(b)3 states that "Offerors must provide past performance references for itself and each proposed major subcontractor. The past performance information must be submitted in accordance with the following:

Using the Past Performance Short Form (Attachment in section J), the offeror must list 3 of the most recent and relevant contracts for efforts similar to the work in the subject proposal."

Please confirm that the government requires three past performance references from the offeror, and an additional three past performance references from each major subcontractor.

Yes. Please submit three past performance references for the offeror, and each major subcontractor. If offerors proposes to subcontract with an individual, past performance references are not required.

10. Page 82 L.5(b)(4)(i)(B) states “Submit 15 resumes/CVs of staff/consultants for the other staff/consultant positions listed in the CLIN table.”

Please confirm that the government requires these CVs only for individuals who could fill the “Senior Advisors” and “Mid-Level Advisors” labor categories in CLIN #4 and not for positions found in CLINs 2 and 3.

Correct. The 15 resumes/CVs are to be representative of the personnel that the offeror would be utilizing to fulfill the positions under CLIN #4. The 15 potential advisors should cover as many of the 35 areas of expertise listed on page 27 as possible.

11. Page 84 M.2 Off-site workspace and its prescribed distance from the Ronald Reagan Building is the 4th criteria under the scoring for Technical Approach. However, section L does not provide directions for how the off-site space should be described. Can additional detail be provided on what specific information the government is requesting related to our space to demonstrate compliance with this requirement.

Offerors should provide support that they have or can obtain adequate space that meets the RFP requirements.

Can the government provide a time after award by which the space must be ready or is the expectation that that offeror will have space fully compliant with the specifications found in C.4 and C.10 at the time of proposal submission?

The space should be leased and fully compliant with the specifications within 30-45 days of award.

12. Section B.4 Budget and Contract Line Items on Page 5, the CLIN table asks offerors to submit fully loaded rates based on the assumption that contractor staffers will be hired at a particular GS Grade.

Given the wide range of rates within GS grades depending on the step level, could USAID provide Grade and the Step for all labor categories (Labor CLINS 2-4)?

No, this allows each offeror a certain level of flexibility in their cost proposals and offerors should look to their internal hiring practice for salary guidance.

13. Section B.4 Budget and Contract Line Items on Page 5, in the CLIN table, please confirm “Max.

Days/Year” represent the total LOE for each labor category (e.g. Admin Assistant (2) would mean: 260 X 2 for a total 520 Max. Days/Year).

Correct. Max Days/Year represents the total LOE for each individual position under each labor category.

Therefore, a position with a Max Days/Year of 100, and a total of 20 positions under that labor category, would have a maximum LOE of 2,000.

14. Section C.4 Statement of Work on Page 13 states “Under this Classified Contract, the Contractor must possess and maintain a facility Security (Secret level) clearance from the Defense Security Service (DSS).” So long as the Prime Contractor holds an active facility clearance at the time of proposal, are sub-contractors required to hold a clearance, as well, or can the prime sponsor its sub-contractors after award?

Offerors are required to submit their CAGE code and the CAGE code for any potential subcontractors if those subcontractors will have employees or personnel working directly under this Contract. Any subcontractors must also have an active facility security clearance if they have personnel planned to work under this Contract.

15. Is this a follow-on project or a new award? If it is follow-on, who is the incumbent?

This is a new award.

16) Section C.6 pg. 25 states “The three listed personnel are considered key personnel. The Contractor has the ultimate responsibility for managing the contract, for achieving performance results in the activity areas, and for determining the appropriate staffing pattern in support of this contract. Offerors must assemble a team with the required knowledge and experience in the areas mentioned above. The Team will consist of a full-time core group of up to five key personnel, supported by long-term staff, part-time and short-term consultants as needed for specific tasks and requests.” and section L.5(b)4.

Pg.81 states “Key Personnel and other Desired Positions/Labor Categories: The offeror must provide key personnel and other staff/consultants based on their ability to meet the requirements as stated in Section C. (i) The offeror must propose no more than two (2) key personnel that must include a Project Director/Chief of Party and Administrative Manager.”

Please clarify:

· Project Director/Chief of Party and Administrative Manager are the only key staff to be presented and that the total number of key personnel is ONLY 2.

The Project Director/Chief of Party and Administrative Manager are the only two key staff for the contract. Offerors are NOT allowed to propose any other key staff under this contract.

17) Section C.5.1 pg. 18. USAID Position Guidance states “This contract begins with approximately three pre-approved position descriptions with assigned grade-level ranges.” Please provide the 3 pre-approved position descriptions and grade levels, and are these 3 positions additional to the Key staff or will it be the 2 key staff plus one additional?

The Project Director/Chief of Party and Administrative Manager are the only two key staff for the contract. Their position descriptions and grade levels are included in the solicitation. Please ensure that the two key personnel already have active security (Secret-level) clearances.

18) Section C.5.3 pg. 20. Requirements and Qualifications states under basic qualifications for contractor staff states “The Contractor’s employees will be a mix of entry to junior-level support staff with an interest in the position-relevant sectors and mid- to senior-level professionals in the sectors as specified in the specific job descriptions provided by the requesting USAID office. Contractor employees will have educational and/or work experience in fields related to the areas listed in Section C.4. Individual statements of work from USAID for placements will outline levels of experience needed, e.g., working in specific or related discipline(s), including experience as it applies to international work, preferably in or with reference to developing countries. Contractor staff may be appointed for a varying period of employment, ranging from 2 months to five-years. Some appointments may be for the entire period of performance for the contract.”

· Please clarify how this relates to guidance in Section L.5 (b) 4(i) (B) pg.82 that states “Submit 15 resumes/CVs of staff/consultants for the other staff/consultant positions listed in the CLIN table.

Staff/consultants should have expertise covering several of the disciplines listed in Section C.7.2.” and what the difference in the guidance for C.7.2 Other Contract Staff on pg. 26 is versus the guidance provided under Section C.4, are they intended to be applied against different CLINs i.e. section C.4. is relevant for positions under CLIN2&3 and section C.7.2 is relevant only to positions under CLIN 4?

The 15 resumes/CVs are to be representative of the personnel that the offeror would be utilizing to fulfill the positions under CLIN #4. The 15 potential advisors should cover as many of the 35 areas of expertise listed on page 27 as possible.

19) Section L.5 (b) 4(i) (B) pg.82 reads “Submit 15 resumes/CVs of staff/consultants for the other staff/consultant positions listed in the CLIN table. Staff/consultants should have expertise covering several of the disciplines listed in Section C.7.2.” Please clarify

· No letters of commitment or bio-data to be included for the 15 illustrative resumes?

The 15 resumes/CVs are to be representative of the personnel that the offeror would be utilizing to fulfill the positions under CLIN #4. The 15 potential advisors should cover as many of the 35 areas of expertise listed on page 27 as possible.

Letters of commitment and bio-data are only required for the Key Personnel.

20) Section C.7.2 pg.27 states “The Contractor should compile a roster and CVs for possible consultants by area”,

· Please clarify if USAID expects the offeror to cover all 35 areas of expertise listed on page 27 as well as the requirement to provide both mid-career and senior-level technical professionals AND support service staff be composed of administrative assistants and entry to mid-level program staff within the pool of 15 illustrative resumes required in section L.5 (b)4(i)(B) or,

· Should at least one CV be submitted for each category of CLIN2-4:

Knowledge Management-M&E Specialist / GS-14 - 1 Administrative Assistants / GS-07 - 2

Program Analyst / GS-13 - 1 M&E Specialist / GS-15 - 1 Communications/Knowledge Mgmt. Specialist / GS-13 -1 Research-Logistics / GS-11 -1 Senior Advisors / GS-14 – 20 Mid-Level Advisors / GS-12 - 15 Administrative Staff / GS-09 -5

· Please clarify: Illustrative resumes/candidates do not have to include secret level clearance or any other specific education/experience requirement as individual scopes of work for placements will outline levels of education and experience needed per C.7.2 pg.27.

Illustrative resumes should include the appropriate education and experience level for the corresponding position grade. However, proof of security clearances for all of the candidates that are included in the illustrative resumes is not required.

21) Does USAID require the offeror to provide a roster of illustrative consultants within the technical approach in addition to the 15 resumes?

No. Only the 15 resumes are required. The 15 resumes/CVs are to be representative of the personnel that the offeror would be utilizing to fulfill the positions under CLIN #4. The 15 potential advisors should cover as many of the 35 areas of expertise listed on page 27 as possible.

22) Section C.4. pg. 14 states “The Contractor will maintain a pool of no fewer than 40 pre-vetted technical advisors and administrative support staff that can be notified and deployed on short notice.

These personnel must already possess the appropriate security clearance and minimum qualifications outlined in section C5.3. Further, they must be prepared for travel within one month of notice (i.e. vaccinated, passport obtained and valid for at least one year, passport photos on hand for visas).

Section C5.3 pg. 20 states “The specific services/tasks for each employee will be separately described in individual statements of work for each position, which will serve to partially justify expected salary levels. Typical statements of work will include assisting with: program/activity design, implementation, monitoring and evaluation tasks; policy formulation; budget formulation; mentoring; and assistance with intra- and inter-agency coordination. In many instances, the Contractor’s employees will be highly specialized, with their statements of work focused on the application of their unique knowledge, skills and experience”

· Based on Sections C.4. and C.5.3, there appears to be an inconsistency. Section C.4. requires the contractors’ vetted personnel to already possess the appropriate security clearance and minimum qualifications outlined in section C5.3. as the guidance under C.5.3 is not specific enough to pre-vet a pool of 40 candidates that meet unknown future requirements. Please confirm that USAID only request the offeror to provide 15 illustrative resumes as part of the technical submission and not provide a pool of 40 pre-vetted, cleared candidates as outlined in Section C.4. pg. 14 that states “The Contractor will maintain a pool of no fewer than 40 pre-vetted technical advisors and administrative support staff that can be notified and deployed on short notice. These personnel must already possess the appropriate security clearance and minimum qualifications outlined in section C5.3.”

● In the proposal is the offeror required to provide the names of the pre-vetted candidates or can they be provided upon award. Also how does USAID define pre-vetted? Will USAID have to pre-approve the advisors?

The offeror is not required to provide a list of the 40 pre-vetted consultants until the contract is awarded.

The offeror must provide 15 resumes/CVs that are representative of the personnel that the offeror would be utilizing to fulfill the positions under CLIN #4. The 15 potential advisors should cover as many of the 35 areas of expertise listed on page 27 as possible.

The COP will be responsible for vetting the 40 consultants that the Contractor will be required to maintain, however the USAID COR will have the final decision over who is utilized to fulfill a position under the contract.

· If an additional roster/matrix of names is required for the pool of 40 candidates within the technical submission we request that it can be added as an annex?

This is not required, please do not submit.

23) Section C.4.1 pg. 15 Advisory Analytical support states “This Contract Line item covers the breadth of the potential needs for advisory and engagement support, including the following sub-line items:” please clarify which CLIN listed under B.4. Budget and contract line items this section is referring to, as no such CLIN named Advisory Analytical support exists in B.4.

The Sub-CLIN items on page 15 refer to most of the positions listed in CLINs 1-4.

24) Section L.5(a) pg. 80 states “The technical proposal must be submitted electronically with sections separately tabbed and include the information set forth below.” please clarify proposal submission instructions:

· For electronic submission please clarify how sections will be tabbed separately, do you expect each section of the technical to start on a new page tabbed electronically between each section and will the “electronics tabs” count towards the page limit

No, please clearly label each section. There is no need to electronically tab each section.

25) Section L.4 (5) pg. 79 states “Proof of current/active security (secret level) clearance.” No further details or instructions are provided, please clarify what form of proof, if any, needs to be submitted along with the technical proposal and is this in reference to contractor employee clearances or contractor facility clearance? If any proof is required for submission can this be an Annex.

Offerors are required to submit their CAGE code and the CAGE code for any potential subcontractors if those subcontractors will have employees or personnel working directly under this Contract.

26) Section L.5 pg. 80 only prescribes font size as no smaller than 11 pitch; please clarify if any font type can be used and if smaller font size can be used for graphs and tables?

Yes. However, the text for the graphs and tables must still be legible without the assistance of a magnifier.

27) Section L.5 (b) 3. Pg.81 states “the offeror must list 3 of the most recent and relevant contracts for efforts similar to the work in the subject proposal.” Please clarify if the contractor has to provide 3 PPR’s in total to include major sub-contractors or if up to 3 PPR’s for the Prime and each major sub-contractor is required?

Submit the three most recent past performance references for the offeror, and each major subcontractor.

Please do not submit past performance references for potential subcontracts with individuals.

28) On page 6 the budget instructions state *For CLIN #5, offeror should provide costs for direct materials, subcontracts, other direct costs and indirect costs as applicable.

· Please clarify the term “Direct Materials.” Once you define Direct Materials, since the scope is somewhat undefined for these costs, would a plug number be appropriate?

We will provide a plug amount for the CLIN element for direct materials.

· For CLINS 1, 2, 3 and 4, there will be a number of positions that may include subcontractor staff.

Yet, in CLIN 5, there is a line item for Subcontracts. In order not to duplicate any line items in the budget, how would you like to handle the budget presentation?

Clearly label any positions in CLINs 1-4 that will be filled by subcontractor(s). CLIN 5 would have any subcontract(s) that are separate from the subcontractor personnel used to fill positions in CLINs 1-4)

· For CLIN 5, Materials, would you like to see a separate line item for Equipment such as computers that must be purchased as part of the project’s five-year duration? Can you clarify the term “secure network for consultants” on page 13.

We will provide a plug amount for that type of equipment, please see response to Question #3. Also, the project’s duration is a three year base with two one year options.

29) Is the offeror required to include the cost of office space and other support cost such as computers and office supplies as described in section C.4? pg. 13 “Guarantee office space of up to 15 off-site workstations, dedicated conference room facilities (two conference rooms), two offices, and a secure network for consultants (to include other contracted consultants not hired under this SOW) to house the management team and all technical and support staff that do not work on-site in the Ronald Reagan Building (RRB). Based on the need for frequent contacts between the Contractor and its Washington employees, USAID COTR, the Africa Bureau, other USAID Washington clients, and per requirements of Homeland Security Policy Directives, it is necessary that the Contractor establish this office within a half-mile radius of the RRB (1300 Pennsylvania Avenue, NW/ Washington, D.C. 20004);

Yes, offeror is expected to include the cost of office space detailed above. The IT equipment detailed above will have a plug figure that should be used by offerors.

30) As a contractor, it is envisioned that we will develop individual consultant agreements and subcontractor relationships with individuals and organizations. Benefits are usually not provided to individual consultants and subcontractors provide their own benefits to their employees. The Contractor has its own benefits package for its employees. Can you clarify the intent of these paragraphs?

Salary and Benefits that Contractor and Subcontractor(s) provide to their employees should be consistent with response to question 4 above. Offerors’ businesses policies and procedures should dictate how they handle individual consultants.

31) Section J contains the following attachments but they are not mentioned in Section L6. Should they be submitted as a part of the proposal?

· J.1. SF LLL - DISCLOSURE OF LOBBYING ACTIVITIES

· J.2. SF 1420-17 CONTRACTOR BIOGRAPHICAL DATA SHEET

· J.3 Department of Defense Contract Security Classification (DD-254)

Please only submit attachment J.1, attachment J.2 for key personnel. Please do not submit Attachment J.3 at this time.

32) Section K is included in the main body of the RFP, but not referenced in section L6. Will Section Ks be required for inclusion in the proposal?

Yes, please complete and include section K as part of proposal submission.

33. We understand the sensitive (and sometimes classified) nature of CVE work, which often requires contract and USG personnel to work together closely and share information on a real-time basis. To meet this requirement and do so in compliance with security standards, Ref. C.1.1: We recommend that AFR require offerors hold Secret Safeguarding, at the time of submission, authorization in order to work on classified information off-site, in addition to meeting FAR Subpart 4.4 “Safeguarding Classified Information within Industry”.

All sensitive, SBU CVE documents will be maintained in the RRB. Contractor employees who need access to these documents can view them at the RRB.

34. Ref. C.4: Do the conference rooms described in section C.4 of the RFP need to be reserved/dedicated for the exclusive use of this contract or will a shared meeting space that can be reserved be acceptable? If a shared space is acceptable, how much advance notice will be provided for a room to be reserved?

The conference rooms need to be dedicated for the exclusive use of this contract. A shared space is NOT acceptable.

35. Ref. C.4: How large (in square footage) should the conference rooms be?

Conference room 1 should fit up to 20 people including a table to fit 10 people and chairs for 20;

conference room 2 should fit up to 50 people with a table to fit 25 people and chairs for 50.

36. Ref. C.4: Given that Africa Bureau has several Top Secret personnel requirements, can the Mission clarify if Top Secret facility clearance is required?

Only Secret facility clearance is required for the performance of this contract.

37. Ref. C.4: What is the minimum number of technical advisors and minimum number of administrative support staff included in the pool of 40 pre-vetted individuals on the roster?

The pool of 40 pre-vetted consultants are to be all technical specialists, and should cover the range of areas of expertise listed on page 27.

38. Ref. C.5: Will the contractor have responsibility for testing and maintaining documentation of employee language proficiencies?

Yes. However, there are not any currently planned positions with a foreign language requirement.

39. Ref. C.5: For positions with very short notice (2-4 weeks), may the offeror provide in-house expertise instead of taking time to solicit the to the widest number of potential candidates?

This is the purpose behind having a pool of 40 pre-vetted consultants that can be deployed on a short notice.

40. There are multiple conflicting references to the number of key personnel. For example, in C.6 the RFP says there are up to 5 key personnel, but only two are listed. Please confirm there are only two key personnel, including Project Director/Chief of Party and Administrative Manager/Senior Associate.

The Project Director/Chief of Party and Administrative Manager are the only two key personnel for the contract.

41. Ref. C.6: Please clarify for which positions offerors should submit resumes.

The two Key Personnel positions should have resumes/CVs, references, letters of acknowledgement, and bio-data submitted. Additionally, the offeror must provide 15 resumes/CVs that are representative of the personnel that the offeror would be utilizing to fulfill the positions under CLIN #4. The 15 potential advisors should cover as many of the 35 areas of expertise listed on page 27 as possible.

42. Ref. C.4: Please confirm which positions, including the key personnel and 15 example resumes of personnel, should have a security clearance at the time of proposal submission and at what level?

Only the Key Personnel are required to have security clearances at the time of proposal submission.

43. Ref. L.5(b)(4): Is it acceptable for offerors to propose non-exclusive candidates in order to maximize the quality and availability of candidates to support AFR? Will AFR consider prohibiting exclusive contingent hires?

Yes, offerors may propose non-exclusive candidates for all positions and consultancies except the two key personnel positions. We are not familiar with the term ‘exclusive contingent hires’ and the process by which those positions are retained?

44. Ref. H.15: Please provide more information about how activities through this contract will be ordered. Section H.15 lists that Task Orders are specified as the mechanism for ordering under this program; how does AFR envision the offeror respond to each order request?

On page six in section B.4, the process by which activities will be ordered is explained. Section H.15 has been updated to reflect this. AFR will develop short scopes of work for individual consultancies during the Contract’s period of performance.

45. May offerors include annexes excluded from page count in the proposal for additional documentation supporting the bid?

Please adhere to the requirements in Section L and please do not submit any annexes or documents that are not requested as part of this RFP. Annexes or documents that were not requested will not be reviewed.

46. Ref. C.3.1: In which office of the AFR Bureau will the Contracting Officer, COR and program technical representatives be located?

The Contracting Officer is in M/OAA, and the COR and ACOR are within AFR/SD.

47. Ref. L.5(b): The RFP states “Offerors must organize their technical proposals into sections, starting with an introduction, followed by four sections for technical approach, corporate/institutional capability statement, past performance and key personnel.” Does the Government intend for a single introduction section to be provided at the beginning of the volume or for each section to start with an introduction?

Offerors are responsible for developing and presenting the requested information in their proposals.

48. Ref. L.5(b)(4)(B): Are the 15 resumes of staff/consultants excluded from the page limitation?

Yes. The 15 resumes/CVs are excluded from the page limitation.

49. Ref. L.5(b)(4)(B): Are offerors to provide key personnel bio-data/resumes and the 15 resumes for staff/consultants in one appendix or two separate appendices?

One appendix should be used for key personnel bio-data/resumes and the 15 resumes for staff/consultants.

50. Ref. L.3: Are offerors expected to provide 3 past performance references for the prime offeror as well as 3 past performance references for each major subcontractor or 3 past performance references total?

Submit the three most recent past performance references for the offeror, and each major subcontractor.

51. Ref. L.4(i): Please confirm that references and letters of acknowledgement are only required for key personnel?

Yes, references and letters of acknowledgement are only required for key personnel.

52. Ref. J.2: Is the required SF 1420-17 sheet the same as the AID 1420-17 sheet listed on usaid.gov/forms?

Yes.

53. Ref. J.1: Are offerors required to include a completed SF LLL form in our proposal? If so, is this to be provided in the Cost/Price Volume?

Yes for both questions.

54. Ref. J.4: As the Past Performance Report - Short Form provides very little space to describe the contract and any problems encountered, may offerors re-create this form to add additional space to sufficiently provide the required information?

No, please use the standard format of the form.

55. Ref. L.4(e)(3): Are offerors to include completed Representations and Certifications in our Cost/Price Volume?

Yes.

56. Ref. L.5(b): The RFP states “The technical proposal must be in Word format and PDF format.” If offerors provide our entire technical proposal in PDF format, is that acceptable?

No, please send the technical proposal in word format as well.

57. Ref. L.6, Part 2: May offerors provide our cost narrative in PDF format?

No, please provide the cost narrative in word format.

58. Ref. L.5(a): May offerors use a smaller than 11 pitch font in figures and tables?

Yes. However, the text for the graphs and tables must still be legible without the assistance of a magnifier.

59. Ref. L.5(a): As proposals are to be provided electronically, will AFR please clarify what is meant by “with sections separately tabbed”?

Please see response to question 24.

60. Will AFR please provide a completed DD 254 form for this contract?

No, that is typically done only after the Contract is awarded.

61. Section H.22 discusses conflict of interest, and mentions that it is understood or agreed upon that some of the work required in this contract may place the contractor, its personnel, or subcontractors or their personnel in the position of having personal or organizational conflict of interest (OCI). Can USAID please confirm that subcontractors of the successful small business prime may potentially be recused from bidding on new contracts through the AFR/SD?

Yes, subcontractors could encounter conflict of interest issues as well.

62. During the cost review of the proposal, what elements will be evaluated? For example, rent for space near the RRB will command a higher price than space that is one-half mile radius from the RRB. If the proposal will be evaluated on overall price, one can expect proposals with lower rents at a distance farther out from the RRB.

For evaluation purposes, technical elements are significantly more important than cost elements. Per the stated evaluation criteria, we will not be indirectly or directly evaluating or comparing the relative distance away from the RRB. The key is for offerors to ensure that the off-site workspace is within that 0.5 mile radius.

63. USAID has several mechanisms in support of Power Africa. What role in Power Africa is envisaged for this contract ?

CLIN #2 is dedicated to Power Africa and Trade Africa support.

64. With regard to the pool of”no fewer than 40 pre-vetted technical advisors” , it would be helpful to know the breakdown by technical area (e.g. 10 trade experts, 5 CVE experts, etc).

The pool of 40 pre-vetted consultants are to be all technical specialists, and should cover the range of areas of expertise listed on page 27. A more specific breakdown cannot be given at this time.

65. Under C.4.1, Advisory and analytic Support, Economic Growth, this section is asking for expertise in “Developing policies for trade and investment programs in Africa.” Could you clarify what is meant by this?

Section C.4.1 highlights the technical areas in which Contractor employees could be asked to work.

“Developing policies for trade and investment programs in Africa” involves working with partner governments and trade bodies to create and/or improve international trade and investment programs.

66) Section L, page 80 asks that the technical proposal “be submitted electronically with sections separately tabbed.” Given that this is an electronic submission, does this mean that USAID wants the outlined technical proposal sections (technical approach, key personnel, etc.) to begin on new pages or just that those sections be clearly demarcated with titles?

Please see the response to question 24.

67) Section L, page 80 states that the “technical proposal must be in Word format and PDF format.”

Does USAID want two versions of the proposal submitted, one in each format, or one version submitted that must be in either PDF or Word format?

Please submit two versions of the proposal. One version in word format, the other in pdf format.

68) Section C, Statement of Work, makes reference to varying amounts of key personnel required under this mechanism. Section C.6, page 25, states, “The three listed personnel are considered key personnel,” however, only the COP and Administrative Manager are listed as key. Section C.6 also states, “The Team will consist of a full-time core group of up to five key personnel, supported by long-term staff, part-time and short-term consultants as needed for specific tasks and requests.” Can you confirm the required key personnel necessary for this contract?

The Project Director/Chief of Party and Administrative Manager are the only two key personnel for the contract.

69) Section C makes reference to two key programmatic initiatives: Power Africa and the Young African Leaders Initiative. Will the key/essential personnel be expected, under this mechanism, to directly support either (or both) of these programs?

No. The Key Personnel will be responsible for directly supporting the management of the personnel and facilities acquired through this contract, as identified in their position descriptions. However, consultants will be expected to directly support these initiatives if it is in their Scope of Work.

70. p. 5 - Can USAID confirm that “Max. Days/Year” is per person, not per position? For example, the total days per year for the Senior Advisors under CLIN #4 should be 2000, and not 100?

Max Days/Year represents the total LOE for each individual position under each labor category.

Therefore, a position with a Max Days/Year of 100, and a total of 20 positions under that labor category, would have a maximum LOE of 2,000.

71. Does USAID have any GS ranking guidelines (besides salary levels) that should be used for classifying our consultants in terms of education levels and years of experience?

The offeror should establish how they will classify consultants in terms of education and experience relative to the GS ranking guidelines.

72. p. 5 - Will contractor staff be able to provide services across CLINs?

Yes, that will be possible.

73. p. 5 - How closely do the Positions on the CLIN chart need to adhere to the GS levels provided?

For example, many senior advisors will be considered GS-15 levels and many administrative assistants will be higher than GS-07.

Please see response to question 71.

74. p. 15 - The Education heading refers to “African organizations that foster education programs.” Can USAID expand on its definition of the scope of these organizations?

AFR/SD works with a broad range of education partners in Africa from local and national government bodies to civil society organizations.

75. Please advise on the number of PPRs that are to be included for key subcontractors and/or for additional partners? Are those in addition to the three to be submitted for the Prime Contractor?

Submit the three most recent past performance references for the offeror, and each major subcontractor.

76. p. 25 states “The three listed personnel are considered key personnel” (only two are listed) and “The Team will consist of a full-time core group of up to five key personnel, supported by long-term staff, part-time staff and short-term consultants as needed for specific tasks and requests.” How does this correspond with the eight positions listed under CLINs 1-3 on pg 5? Also on p.18, under C.5.1 “three pre-approved position description with assigned grade-level ranges” are mentioned.

the contract, and are covered under CLIN #1.

77. p. 25 lists the Admn Manager/Senior Associate: “with extensive technical in relevant subject matter areas” - yet this is not considered a requirement for the Admin Manager on p. 26. Should the position reflect the more detailed qualifications listed on page 26?

The qualifications listed on page 26 should be used for selecting the Administrative Manager.

78. Can USAID provide more information on the workshops or conferences that should be included as part of the proposal?

We do not have any confirmed workshops or conferences that will be carried out through this contract at this time. However, our demand for such activities is dynamic, and will most likely fluctuate over the life of the contract.

79. How does USAID currently envision the expected demand for this contract relating to sectors listed on pp 15-16? Are there technical sectors that are considered higher priorities relative to others?

At the outset, Education and Energy will have the highest need for support services. However, sector specific levels of demand will fluctuate over the course of the three years (plus option years) of the contract.

80. Page 13 mentions the requirement for “dedicated conference room facilities (two conference rooms)...” Please clarify if these conference rooms are envisioned to be exclusively for use of the ITSS project (and USAID/AFR) or if the contractor may provide two conference rooms for which the ITSS project (and USAID/AFR) would have priority.

The conference rooms need to be dedicated for the exclusive use of this contract. A shared space is NOT acceptable.

81. Page 13 of the RFP requests a “secure network for consultants...”. Please clarify what specifications USAID will require with a “secure” network. Is this access to password-protected wi-fi, or something more specific?

Please see reponse to question #3.

82. Please confirm that CLIN #6’s plug in amount ($1,990,927) for the duration of the contract is inclusive of all travel related costs like per diem, danger pay, post differential, local transportation, etc., as well as applicable indirect costs.

CLIN #6 would include per diem, local transportation but not danger pay, applicable indirect costs or post differential.

83. Does the client require a breakdown of ODC costs (rent, utilities, etc)?

Yes.

84. CLIN #5 – Will USAID provide plug numbers for direct materials and ODCs?

We will provide a plug amount for direct materials such as computer equipment detailed in response to question #6.

85. Please confirm the number of Long-Term Staff in (CLIN #1-3) that would sit at USAID.

Long-term staff hired through this contract will be provided workspace in the Ronald Reagan Building or the office space provided through this contract. The decision on where each position will be located will be made on an individual basis based on the needs of the office.

86. Under CLIN #4, should the offeror budget separately for local personnel? And if so, at what level (Senior, Mid, or Junior) does USAID anticipate these personnel predominantly working?

Presently, there are not any planned positions that would require hiring FSNs, TCNs, CCNs, or other locally employed staff. In the event that this were to happen, then the personnel would be paid in accordance to the relevant local compensation plan at the Mission.

87. Page 13 states that the contractor is to provide 15 work-stations, 2 conference rooms and 2 offices.

There are 8 full-time employees, one 50% employee and 40 part-time/as-needed staff. Additionally the government may request workspace for USAID direct and non-direct hire employees.

a. Will these rent and workspace costs be chargeable to the contract?

Yes

b. Will the furniture costs be chargeable to the contract?

Yes

c. What are the size/capacity requirements of the conference rooms?

Conference room 1 should fit up to 20 people including a table to fit 10 people and chairs for 20;

conference room 2 should fit up to 50 people with a table to fit 25 people and chairs for 50.

88. The contractor is to provide computers, a server, and phones. Will these costs be chargeable to the contract?

We will provide a plug amount for those items to be charged under the direct materials sub-CLIN line item.

89. Is the Offeror correct in assuming that one rate should be developed per labor category and that such rate should be used by the prime and any proposed Subcontractor?

That is up to the offeror to decide.

90. Under L.5 on p. 80, major subcontractors are defined as “expected to perform at least 20% or a prominent part of the technical effort.” Please elaborate on what is meant by “prominent part”.

We will update language to remove the “prominent part” term and only leave the 20% threshold.

91. Do you anticipate the cost of the office rental to be an indirect cost or through a billable ODC?

(C.4 STATEMENT OF WORK, p. 13) This is a business decision that will be based on each offerors internal billing procedures.

92. Since USAID is proposing a T&M contract and not a Cost-type contract, why are Offerors required to submit NICRA and/or other indirect cost rates? (Section L.6, page 82) In CLIN #5 under the Materials heading, there are four different components. Indirect costs are to be included in this CLIN and offerors that have a NICRA need to submit their NICRA to support their application of indirect cost rates.

93. Pg. 16, Section C.4.2. – Events and Special Projects --- Is there an estimated amount of events that the contractor is expected to plan for 2015, 2016, 2017, 2018, and 2019?

We do not have any confirmed workshops or conferences that will be carried out through this contract at this time. However, our demand for such activities is dynamic, and will most likely fluctuate over the life of the contract.

94. Pg. 25, Section C.6. – Key Staff --- It states “The three listed personnel are considered key personnel.” However, only 2 are listed. Please clarify which third position is a key personnel.

the contract.

95. Pg. 81-82 – Section 4. – Personnel --- Does a completed biodata form have to be submitted with the technical as an appendix? It contains cost information, and is conflicting with the L.5 section of not including cost information in the content of the technical proposal.

The biodata sheet should be submitted with the cost proposal.

96. Pg. 82 – Section 4. – Personnel --- Is there a page limitation on all CVs submitted as an annex?

The 15 resumes/CVs are excluded from the page limitation.

97. Pg. 85 - Section 3.E - Past Performance --- Proposals must include a track record of key personnel.

Does this only include current home office personnel and consultants, or just the proposed contracted personnel?

The past performance review will focus on the key personnel listed on the past performance reports to include current home office personnel and consultants.

98. Where will the 2 key personnel will be based?

The two Key Personnel will be based in Washington, DC, in the office space provided through this contract.

99. Will STTA consultants be allowed to have 6 days work week while in the field?

We will address that request after Contract award because as of today, we do not know if that will be necessary.

100. For the STTA matrix, will USAID allow contractors to use 11”x17” paper?

No, please use standard 8.5” x 11” paper.

101. Please confirm that USAID is expecting that we propose only 2 Key Personnel Positions: the COP and the Administrative Manager.

The Project Director/Chief of Party and Administrative Manager are the only two key personnel for the contract.

102. In C.3 on page 10, the RFP states “USAID seeks institutional support services for AFR staffing, both in Washington, DC and in Africa.” In other places, the RFP refers to assigning long- term (LT) personnel overseas (e.g., page 13, page 24). However, there is no CLIN category (page 5) for LT personnel assigned overseas. Does USAID have an idea of how many LT personnel may be required and where they may be located?

Placing long-term personnel overseas is a possibility through this contract, however none are planned or envisioned at this time.

103. For personnel assigned overseas whether in a regional Mission or bilateral Mission, how does USAID envision reporting relationships, as distinct from supervisory responsibilities, of contractor personnel and USAID direct hire personnel?

Contractor employees would report to the appropriate chain of command within the Mission where they are working.