QUESTION_AND_ANSWERS.pdf

Request for Proposal (RFP) No. SOL-OAA-15-000123

Questions and Answers

Q1. Page 116 of the solicitation states, “A proposal checklist is provided in Section J.1 to help both the Government and the Offeror expedite submission/review.”

a. However, no such list is provided in Section J of the solicitation. Can USAID please provide such a checklist for the reasons already provided by in the quote above?

A: Please see Amendment #01. This reference to the Proposal Checklist has been deleted..

b. Additionally, if provided, please confirm that the “checklist does not need to be submitted with the proposal and serves as a tool only” (p. 116).

A: Please see Amendment #01.

Q2. Can USAID please confirm that a labeled box is an acceptable alternative to the sealed envelopes requested on page 118 of the solicitation?

A: All offerors must place solicitations in a sealed envelope and place it in a labeled box.

Q3. On page 122 it states that offerors will provide “a training curriculum or materials (for example:

PowerPoint presentation … up to five pages …” Can USAID please clarify the page limitation in relation to training materials? For example, if an offeror chose to provide a PowerPoint presentation, five pages could be five slides, or with multiple slides per page it could be upwards of 45 slides.

A: All materials should be full pages. Therefore five pages equal five full PowerPoint slides (one per page).

Q4. The additional materials outlined under L.4.2 are not included in the list of those items excluded from the page count. Can USAID confirm that the (up to) 16 pages allowable for these materials counts against the overall 30 page limit?

A: Yes, the 16 pages allowable for the materials outlined under L.4.2 count against the total page number of 40 pages which has been increased. Please see Amendment #01.

Q5. Can USAID confirm that it would like the additional materials listed in L.4.2 to be referenced in the text and then included in the annex?

A: Please see question #4.

Q6. Can USAID please clarify what it expects in the technical proposal versus in an annex as far as what is outlined in L.4.3 under the heading B) Key Personnel?

A: L.4.3.A is included in the technical proposal. L.4.3.B a through c (resumes, letter of commitment, references) are included as an annex. L.4.3.B d (Management Plan) is included in the technical proposal. However, it is important that the technical proposal reference the key capabilities and qualifications of the key personnel.

Please see Amendment #1.

Q7. In L.4.4 Past Performance, USAID notes that the “offeror (including all partners of a joint venture) must provide …” and proceeds to outline the terms for past performance submission. The referenced portion of FAR (Subpart 9.6) deals with contractor team arrangements of which one kind noted is joint venture. Please clarify if—in addition to the Prime—USAID would like past performance information from: a) entities engaged in a joint venture with the Prime; b) major subcontractors (those with 20% or more LOE); or c) all subcontractors.

A: Please see Amendment #01. USAID would like (3-5) past performance reports from both the Prime and Sub-contractors.

Q8. Page 18 – C.5.2 PERSONNEL – 9. – Refers to staff ability to translate written text from foreign language(s) into English (and vice versa)…..What are the specific languages required?

A: Task Orders may require translation services for any of the languages for the countries where USAID works.

Q9. B.5.0.2 Forums – Page 7

The RFP assumes that the webinar will take place at USAID with audio and visual transmission with the contractor responsible for providing all equipment and software.

Please confirm that the contractor will be permitted to access the internet within USAID.

In our experience, contractors are prohibited from connecting our laptops to the Agency’s internet.

A: If contractors cannot access the Agency’s internet than the contractor can work with the TOCOR to have USAID-provided laptops.

Q10. Section B.5.0.2 of the RFP makes reference to Section B.6. Could USAID please provide the referenced Section?

Q11. B.5.0.5 Course Updates – Page 8 For the purpose of establishing the loaded, firm fixed price for each Course Update, can USAID provide additional assumptions related to the level of effort, staffing, and/or specific technical demands of each Course Update?

A: It is up to the offeror to propose the staff and level of effort it will take to perform the course update, based on what is stated in B.5.0.5.

Q12. B.5.0.5 Course Redesign – Page 8 For the purpose of establishing the loaded, firm fixed price for each Course Redesign, can USAID provide additional assumptions related to the level of effort, staffing, and/or specific technical demands of each Course Redesign?

A: It is up to the offeror to propose the staff and level of effort it will take to perform the course redesign, based on what is stated in B.5.0.6.

Q13. B.5.0.8 – Page 8 For pricing purposes, please identify the location(s) for domestic travel.

A: There is a Not to Exceed amount plug figure in the RFP that USAID want all offerors to use for Travel. Specific travel costs will be determined at the Task Order level.

Q14. C.5.1 Key Personnel – Page 16 Please clarify if an advanced degree in an international development related discipline would be acceptable for the Senior Management Consultant, as it is for the Senior Trainer.

A: An advanced degree in an international development related discipline is acceptable for the Senior Management Consultant.

Q15. C.5.2 Other Personnel – Page 17 The RFP indicates that anticipated staffing needs include, staff who can perform a list of ten staff tasks. Please clarify whether offerors are to propose labor categories with associated unburdened ceiling daily rates or whether USAID requires names and qualifications of individuals who will be performing these tasks in the proposal.

Additionally, does USAID have a preferred method offerors should use in presenting this information and, if required, where should offerors present this information in their proposals?

A: Offers are to propose fully burdened labor categories for Section B.5 Contract Line Items (CLINs). Offerors should propose unburdened labor categories for the separate budget that must be submitted in accordance with question #26 of Amendment #01. Offerors are only supposed to provide a name and qualifications for the IDIQ Manager only in accordance with Amendment #01.

Offerors should provide information for the labor categories that they are proposing in

Section B.5 contract Line Items (CLINs) and submit a budget as outlined in Section L.5.

Q16. C.5.2 Other Personnel – Page 17 Will USAID evaluate “Other Personnel”? If so, how will “Other Personnel” be evaluated.

A: Please see question #15.

Q17 F.5 (2) Distribution to the IDIQ COR and Briefing – Page 25 The RFP indicates the possibility that the USAID Mission or cooperating country officials may not desire a briefing prior to the completion of each task order or departure from post, please explain how that decision to waive the requirement will be documented by the USAID client, as the written brief is to be submitted to the USAID/W COR.

A: An email or other written communication from the party or TOCOR is acceptable to waive this requirement.

Q18. F.6.2.2 Award Types – Page 31 Please confirm that task orders issued under this award will be (a) fixed price, (b) fixed- price with cost reimbursement combination type, or (c) cost reimbursement (i.e., cost plus fixed fee).

A: See Amendment #01. Task orders will be issued under this IDIQ as firm fixed price with Travel and ODCs being reimbursed.

Q19. H.5 Additional Requirements for Personnel Compensation – Page 42 The RFP notes that “one annual salary increase (includes promotional increase) of not more than [___] percent may be granted after the employee's completion of each twelve month period of satisfactory services under the contract.” Please clarify the percent salary increase that USAID will permit annually.

A: See Amendment #01. USAID will permit an annual salary increase of 2% annually.

Q20. I.16 752.7001 Biographical Data (Jul 1997) – Page 85 Please clarify if USAID would like offerors to submit AID Form 1420-17 for each of their Key Personnel identified in their proposals. If so, please indicate where they should be presented in offerors’ submissions.

A: See Amendment #01. USAID would like Offerrors to provide Form 1420-17 (Biographical Data) with proposal in the Annex.

Q21. L.2 General Instructions – Page 116 This section refers to a proposal checklist appearing in Section J.1 of the RFP. Could USAID please provide the referenced checklist?

A: See Amendment 1 and Question #1(a).

Q22. L.4 Instructions for the Preparation of the Technical Proposal – Page 121 The RFP asks offerors to not use type smaller than 11 pitch. Please clarify if USAID prefers a type no smaller than 11 pitch or 11 point font?

A: Offerors must not use a pitch smaller than 11.

Q23. L.4.1 Executive Summary and Table of Contents – Page 121 While an executive summary is called for in Section L, no points have been allocated for it in Section M. Could USAID please clarify if and how it will evaluate the Executive Summary?

A: An executive summary is a one to two page summary used to summarize and introduce the technical proposal. USAID will use the executive summary to become generally acquainted with the offeror’s proposal before reading the detailed proposal. The executive summary will not count against the page limit and no points will be awarded for it (see question #4 for increase in page limit).

Q24. L.4.2 Technical Approach – Page 122 Section L.4.2 of the RFP calls for sample materials related to the illustrative tasks in C.3 and provides page limits for each work sample. Could USAID please clarify whether it will accept excerpts from longer documents?

A: Excerpts from longer documents are acceptable as long as it meets the page limitation stated in the RFP.

Q25. L.4.3 Corporate Capability/Key Personnel – Page 123 Please confirm that letters of commitment are not included in the 30-page limitation.

A: See Amendment #01. Letters of commitment are not included in the page limitation.

Q26. L.4.3 Corporate Capability/Key Personnel – Page 123 Please clarify if the letters of commitment may be included in an appendix in the annex section and “referenced” in the offerors’ Technical Proposals?

A: See Amendment #01 and Question #25.

Q27. M.3.1 Technical Approach – Factor 1 (40 points) – Page 129 Please clarify the statement “USAID will evaluate the additional materials for the illustrative tasks against the following criteria” (emphasis added). Does this imply that the materials identified in Section L.4.2 are not included in the 30-page limitation?

A: See question #4.

Q28. M.3.2 Corporate Capabilities/Key Personnel – Factor 2 (35 points) – Page 130 Per (B) of this section, please clarify if USAID requires a table citing examples of past performance in accomplishing team assembly and placement tasks in a timely manner on a project-by-project basis or is there is another preferred format. Please also clarify where offerors should present this information in their proposals.

A: This information should be presented in the technical proposal under Corporate Capabilities/Key Personnel. A table or other format are both acceptable.

Q29. M.3.2 Corporate Capabilities/Key Personnel – Factor 2 (35 points) – Page 130 Per (B) of this section, does USAID have a preferred number of examples it would like to see presented in order to meet these evaluation requirements?

A: Two to three examples are sufficient.

Q30. Do they have to be situated in Washington DC 100% of the time? If not, is there a percentage of time that they would be required to be situated there?

A: Contractors should be situated in the Washington DC area.

Q31. In Section L.4.4, it mentions characteristics of recent past performance: "The most relevant indicators of performance are contracts of similar size, scope, and complexity. Relevant contracts in size are contracts of $20 million or more." Can you clarify whether this means that each small business should list five contracts on which the business's piece was $20 million+, or whether it means that each small business should list five contracts on which the total contract value was $20 million+? Since this is a small business set-aside, we just want to clarify whether the relevant total contract value should be $20 million, rather than the small business's piece being $20 million?

A: See Amendment #01. Offerrors should provide relevant contracts with a total contract value of $4 million.

Q32. In Section H. 2 on page 40, the Authorized geographic code is listed as 937. Based on the potential global reach of this IDIQ and need for rapid, efficient deployment of personnel and procurement of services, is it possible to change the geographic code from 937 to 935?

A: The authorized geographic code is 937 for this IDIQ.

Q33. Is the content for ‘existing courses’ as described in B.5.0.4, pp 8, to be provided by USAID or does this refer to follow-on training using material developed under the ‘New Courses’ in B.5.0.3?

A: For “existing courses,” the content will be provided to the contractor by the TOCOR. Only minor updates would be expected for these materials (i.e. updating dates, correcting typos, and other non-substantive changes).

Q34. Under “existing courses” in B.5.0.4, pp 8, both two-day and five-day courses are described as “3-day, 8 hours a day”. Please either confirm or correct.

A: This section has been corrected to reflect the following changes:

“B.5.0.4.1 should read “Two, eight hour days (including breaks), taught by two senior trainers.”

“B.5.0.4.2 should read “Five, eight hour days (including breaks), taught by two senior trainers.”

Please see Amendment #01.

Q35. In B.5.0.2, pp 7, Forums - 3. Webinars, it is stated that the activity will be conducted virtually, yet located at USAID. Please clarify that this is USAID/Washington and if contractor personnel should be physically present at USAID facilities to conduct the webinar. Additionally, it is stated that USAID will provide ‘audio and visual transmission’, but that the contractor is ‘responsible for providing all equipment and software needed’. Please clarify the extent of audio/visual broadband access and equipment to be provided by USAID.

A: The contractor should expect to be physically present at USAID unless otherwise stipulated by the Task Order. The contractor can work with the TOCOR to access USAID-furnished laptops and equipment if needed.

Q36. The RFP cover letter lists the closing date for proposal submission as February 9, 2016. However, no submission time on February 9 is included. Please inform as to the closing time for submission of the proposals.

A: See Amendment #01. The closing date and time for this solicitation is Monday March 7, 2016 at 11:00 am EST.

Q37. Under B.5 Contract Line Items (CLINS) on page 3 of the RFP, direct labor costs are presented for the Key Personnel. Can it be assumed that the positions of the IDIQ Manager, the Senior Management Consultant, the Senior Training Specialist, and the Senior Data Scientist are paid positions once the awards are made at the level indicated under Direct Labor Costs?

A: See Amendment #01 and question #15.

Q38. Under B.5.0.2 on page 7 of the RFP, the RFP refers to forums and new courses. The RFP states that an After Action review and one-day seminar are to be presented as part of the implementation of the IDIQ. For cost proposal preparation purpose, are the costs of the venues for these activities to be included in the loaded firm fixed price for these events or will USAID provide the venues at no additional cost to the contractor?

A: For the purposes of the cost proposal, the contractor should assume that a USAID venue will be provided at no additional cost to the contractor.

Where possible the contractor will use USAID space for these types of events at no additional cost to the contractor. If no USAID space is available, the contractor may need to find and use non-USAID space and in these cases can charge the Task Order under the CLIN “Other Direct Costs” (see Amendment #01).

Q39. Conflict of Interest is presented under Section H.10 on page 43 of the RFP. Would any RFTOP emanating out of a Bureau or a Mission under the MEO IDIQ automatically conflict a contractor out if the contractor has or is implementing a project from the same Bureau or Mission? After executing a Task Order under the MEO IDIQ, will a contractor automatically be conflicted out of future Task orders issued by the same Bureau or Mission – either for implementation of the future Task Orders or for the evaluation of the Task Order performance?

A: There is no conflict of interest if a contractor gets two unrelated task order from the same Bureau or Mission, either while implementing the a task order under the MEO IDIQ or after implementing a task order under the MEO IDIQ.

A contractor may be conflicted out of future task orders if they relate to a task order that contractor carried out during the MEO IDIQ. For example, if under the MEO IDIQ a contractor develops a business process for collecting and analyzing operations performance data, that contractor would be conflicted for a future task order to evaluate the same business process the contractor designed.

These will be determined at the Task Order level on a case by case basis with input from USAID’s General Counsel if needed.

Q40. Under Attachment J.5 Cost/Price Matrix on page 135 of the RFP, the Cost/Price Matrix Instructions state that “the prime offeror will also include its overhead and proposed fee “. Please confirm that in addition to overhead and fee, the contractor may also include G&A as indirect costs?

A: See Amendment #01.

Q41. Under Attachment J.5 Cost/Price Matrix on page 135 of the RFP, given that this procurement is a small business set-aside, please confirm that the small business contractor are to use Provisional Indirect Rates and not Ceiling Indirect Rates.

A: See Amendment #01.

Q42. Page 122, Section L.4.2, USAID requests that offerors provide: A “three-to-five page writing sample, including the executive summary, related to illustrative task three…listed in Section C.3.1 (Task One)” A “training curriculum or materials…of up to five pages related to…Section C.3.2 (Task Two) Samples of dashboards, websites, or other data visualization” with a four page limit “training, operations manuals, or other instructive materials” with a two page limit. Can USAID confirm if the respective page numbers listed for each count towards the overall 30 page technical approach? If yes, are offerors able to re-format, re-purpose, and re-design for integration and inclusion in the body of offerors’ proposals, as long as the total length of each of the samples does not exceed the defined page limits? If no, can USAID confirm that each of the four documents should be included as separate, stand-alone documents as an Annex?

A: Please see questions #3 and #4. Offerors may not reformat pages so that there are multiple slides per page, but offerors may reformat pages as desired as long as they adhere to the page limit.

Q43. Pages 3-7, section B.5-could USAID confirm that the “quantity” column in the table for the base year and the four option years is in hours for all rows presented under Direct Labor Costs?

A: In Section B.5 Contract Line Items; the quantity column in the table for the Base Year and (4) Option Years is represented by hours for the Labor Positions however the Associated Task Costs are based on a number of events.

Q44. On page 8 of the RFP, subsection B.5.0.4 states, “1. For pricing purposes only, a 2 Day Course:

Three day, eight hours a day…” and “2. For pricing purposes only, a 5 Day Course: Three day, eight hours a day.” Can USAID confirm that the reference to “three day courses are in error and should be “two day” for Bullet #1 and “five day” for Bullet #2.

A: Please see question #34 and Amendment #01.

Q45. Page 3, section B.2 “the Government will issue task orders that are Firm Fixed Price and/or Cost Reimbursement. The Contractor must perform the services set forth in task order prices consistent with Section B of this contract”. Pages 3-7, Section B.5, USAID asks for a combination of labor costs priced using fixed burdened daily rate and fixed-price events; pages 7-8, sections B.5.0.2-B.5.0.4 USAID notes a series of assumptions for “pricing purposes only”; page 135 Attachment J.5 "the rate table in B.5 will be used for Section B of the final contract". The Cost/Price Matrix in J. 5 presumes a traditional cost plus fixed fee (CPFF) build-up that seems to include labor associated with the fixed price elements in B.5.

Neither the cost/price matrix nor the B.5 table seems to allow for fee. Is it USAID’s intention that the ceiling daily rates (CDRs) proposed in the cost/price matrix are applicable over the entire 5 year rates and that actual rates will be based on reported biodata information?

A: See Amendment #01. Attachment J.5 Cost/Price Matrix has been deleted.

Q46. Page 124, section L.4.4 Past Performance "List in an annex to the technical proposal up to five (5) of the most recent and relevant contracts for efforts similar to the work in the subject proposal". Can USAID confirm these five past performance references are the maximum number any team and/or consortium may submit, inclusive of the prime and major subcontractors?

A: See Amendment #01 and Question #7.

Q47. Page 124, section L.4.4 Past Performance "The most relevant indicators of performance are contracts of similar size, scope, and complexity. Relevant contracts in size are contracts of $20 million or more…” Given this is a total small business set aside contract, would USAID consider reducing the relevant contract value?

A: See Amendment #01 and Question #31.

Q48. Could USAID provide a list of the RFTOPs released by title under the TAP project?

A: USAID will not be able to provide a list of the RFTOPs.

Q49. What performance data is being collected today?

A: USAID collects performance data annually through an internal data collection system. The Agency reports on its performance through a variety of written external reports (see https://www.usaid.gov/results-and-data/performance-reporting). USAID also began reporting program performance data at the country-level in December 2015 on foreignassistance.gov.

USAID collects operations performance data for both internal management and decision making and for compliance with U.S. Government requirements. For example, operations-focused Cross Agency Priority goals and Agency Priority Goals, which are published on www.performance.gov.

Management-focused operating units have begun systematically collecting operations performance data per ADS 597, which is USAID’s policy on operations performance. See https://www.usaid.gov/results-and-data/performance-reporting for examples of reports where USAID reports on operations performance data.

Q50. How is performance data being collected and what systems are being leveraged?

A: Please see question #49.

Q51. Is the government open to proposals for implementation of a system as part of our overarching approach?

A: At the Task Order level, the contractor may be asked to build a system in collaboration with USAID’s Office of the Chief Information Officer, please refer to Section C.3.3 illustrative task #4.

https://www.usaid.gov/results-and-data/performance-reporting

Q52. What processes are currently in place to support strategic planning and data collection that reinforces the goals of the Joint Strategic Plan and QDDR?

A: This is supported through the Program Cycle.

See http://usaidlearninglab.org/learning-guide/program-cycle-learning-guide-beta .

Q53. Section L.4.2 requests a 3-5 page writing sample based on illustrative task three. Can you add more context as to what the government is looking for in this writing sample. e.g. Are you looking for our overarching approach on how we would recommend to strengthen USAID’s performance culture?

A: Please refer to sections L.4.2 and C.3.1.

Q54. Past Performance indicates that relevant indicators of performance are contacts of similar size (i.e.

$20 Million). Our team has numerous relative projects that are much smaller in nature. Will the $20 Million relevance hinder our past performance evaluation? If so, would the government consider removing this requirement?

A: See Amendment #01 and Question #31.

Q55. Can you provide insight into what type of compliance issues the government is experiencing with performance reporting both internally and externally?

A: Please see question #49 for the types of reporting USAID does. The Agency’s Financial Report (https://www.usaid.gov/sites/default/files/documents/1868/USAIDFY2015AFR_508a.pdf) includes the OIG’s “Most Serious Management Challenges” for USAID.

Q56. Reference C.3, Statement of Work (p.12): The SOW states “the contractor will use an integrated approach to managing this IDIQ, ensuring that all activities are coordinated, use the same language, do not contradict each other, etc.” Given the anticipated award of three IDIQ contracts, will USAID provide guidance and oversight regarding this “integrated approach” ? Is it anticipated that the award holders will be required to work together to develop and adhere to such an approach?

A: The “integrated approach” will only apply to the task orders given to a specific contractor and this is what the contractor should address in the technical proposal. The contractor will not be required to work with or ensure an integrated approach with other awardees.

Q57. Section J. Page 98. The link to Attachment J.2 Freight Delivery Request Form http://transition.usaid.gov/forms/a519-1.pdf, does not lead to the Freight Delivery Request Form.

Please provide the appropriate link to the form.

A:

See Amendment #01. The correct link is https://www.usaid.gov/sites/default/files/a519-1.pdf

Q58. Section L. Page 121. The list of documents that are not to be included in the page limitation include the document “Cover Letter”, however the RFP does not specify what information needs to be included in the cover letter. Please clarify the information needed on the cover letter.

http://usaidlearninglab.org/learning-guide/program-cycle-learning-guide-beta https://www.usaid.gov/sites/default/files/documents/1868/USAIDFY2015AFR_508a.pdf https://www.usaid.gov/sites/default/files/a519-1.pdf

A: Cover letter should include the offeror’s name, address, phone number, email, point of contact, DUNS numbers, and major subcontractors and their information, if any.

Q59. Section L. Page 124. Under (B-d) Key Personnel, the RFP state that “the offeror will submit a Management Plan which outlines its organizational structure…”. Should the management plan be included as part of the Key Personnel section or can this be a separate section and should a Management Structure Organizational chart be included as an Annex?

A: The management plan must be included as part of the Key Personnel section in the technical proposal as outlined in section L.4.3. The Management Structure Organizational chart can be included as an Annex. Please see question #6.

Q60. Section L, Page 121. The bullet list provides documents not to be included in the page count, including the Contractor Performance Report-Short Form (see Attachment in Section J), Past performance matrix and past performance report forms (per Section L)? Since Section L does not provide the template for the Past performance matrix and past performance report forms, should the offeror submit ATTACHMENT J.3 – PAST PERFORMANCE MATRIX:

http://www.usaid.gov/documents/1868/past-performance-matrix listed in Section J as an Annex?

Please also clarify if the offeror is required to provide the ATTACHMENT J.4 – CONTRACTOR PERFORMANCE REPORT – SHORT-FORM along with the submission and if so, kindly provide the link to the template.

Please confirm that no narrative summary of Past Performance is required within the page count for the technical proposal.

A: Yes. Offerrors should submit J.3 Past Performance Matrix, as well as, the Contractor Performance Report-Short Form. Please see section L.4.4 Past Performance to see what additional documents is required for Past Performance.

Q61. Section L.4.4 Past Performance, Page 124 “List in an annex to the technical proposal up to five (5) of the most recent and relevant contracts for efforts similar to the work in the subject proposal.” Please clarify if the 5 past performance references is the total to be submitted inclusive of major subcontractors or if up to 5 Past Performance References should be included for the prime and each subcontractor.

A: See Amendment #01 and Question #7.

Q62. Section L, Page 123. Under (B-a) Key personnel , the RFP states “For the proposed key personnel, offerors must include as part of its Technical Proposal a letter of commitment signed by the respective candidate confirming their present intention to serve…” Can the letter of commitment be included as an Annex to the technical volume?

A: Yes Letters of Commitment can be included as an Annex. Please see Amendment #01.

Q63. Please clarify if the Executive Summary is counted towards the 30 page limit.

A: Please see question #23.

Q64. Section L.4.2, Page 122 states “The offeror will provide a three to five page writing sample, including the executive summary, related to illustrative task three “Strengthen USAID’s operations performance culture by providing analysis of and recommendations for implementing current operations performance management practices in the government, public, and private sector” listed in Section C.3.1 (Task One). Writing samples could include strategic planning, analysis, reports, studies, or evaluations which analyze operations management performance.” Please clarify if the writing sample to be included should be newly drafted based on Task One or if an example of existing product should be included. Please also clarify if additional narrative that includes the approach to activities in Task One, Two and Three can be provided in addition to the writing samples and illustrative materials?

A: Please see question #24 and #53. Additional narrative is acceptable as long as the contractor adheres to all page limits.

Q65. Section L.4.3 B) Key Personnel, Page 123 reads “For the proposed key personnel, offerors must include as part of its Technical Proposal a letter of commitment signed by the respective candidate confirming their present intention to serve in the stated position, their present availability to serve, the number of days from contract award (as notice) needed in order to assume position responsibilities…” Please confirm if USAID intends to immediately fund all Key Personnel Positions at the time of IQC award? If it is not anticipated that these positions will be funded immediately, we request that the number of Key staff be reduced given the unknown scope and timing of future task orders. It is our experience that the key personnel will need to have some commitment for their level of effort at the inception of the contract. We request that illustrative resumes be provided for all positions except the IQC Manager who will remain a Key Personnel position, until such time that Task Orders are released and firm commitments are identified.

A: Please see question #15 and Amendment #01. Resumes and letters of commitment are required from the IDIQ manager only.

Q66. Section J – List of attachments Page 98 references ATTACHEMNT J.5 – COST/PRICE MATRIX, but no attachment or link was provided. Can USAID kindly provide the template?

A: See Amendment #01.

Q67. Under B.5, Contract Line Items, please clarify what is meant by “Quantity” under Direct Labor Costs and Associated Task Costs.

A: See Question #43..

Q68. Within Attachment J.5, pages 135 and 136, A, Labor, USAID requires a calculation that includes paid absences are not included in fringe benefits for long-term Home Office personnel. Within our organization’s NICRA, all paid absences are included within our fringe benefit rate and therefore, we would not need to make the calculations as shown in this section. Can USAID confirm this assumption?

A: See Amendment #01 and Question #45.

Q69. Within Attachment J.5, page 137, the Cost/Price Matrix, would it be allowable to modify the matrix based on our organization’s NICRA?

A: See Amendment #01 and Question #1.

Q70. What is the anticipated percent of the total level of effort that will be allocated to each of the three tasks?

A: USAID anticipates equal level of effort to each of the three tasks. However, USAID cannot guarantee awardees will have an equal level of effort across the three tasks, since do not know the specifics of future task orders and what task orders will be awarded to which contractor.

Q71. Task 2 is defined as providing “surge capacity for USAID operating units in need of training or technical assistance…” Will this include providing personnel to supplement USAID staff in carrying out various management related tasks, or be limited to training? If the former, please provide some examples of such tasks.

A: Task Two may be used for surge capacity as described in illustrative task 1 on page 13 “assist the Agency in complying with legislative or executive branch requirements, such as the Government Performance and Results Act Modernization Act, the Data Act, and executive orders.” Another example could be helping an operating unit implement part of ADS 597.

Q72. In the context of Task 2, the SOW indicates that training courses and technical assistance materials must be suitable for audiences that include persons for whom English is not their first language. Are we correct that the training courses and materials will always be in English? Will there be some courses and materials in other languages as well?

A: Training materials will always be requested in English, although some task orders may request translation of materials.

Q73. May the training curriculum or materials called for in Section L.4.2, Task 2, be included as an annex, or will it count against the 30 page limit for the Technical Proposal?

A: Please see question #4 and Amendment #01.

Q74. Due to the cost and technical implications of answers to questions we respectfully request that the proposal due date be no less than two weeks from the release of answers to questions.

A: See Amendment #01 and Question #36.

Q75. Regarding Section L.4.4. Past Performance, considering that the Managing for Excellence (MOE) contract is meant as a small business set aside, the $20 million or more threshold for relevant contracts is extremely high. Small businesses with more than one contract of that size are likely to have already graduated and would no longer be eligible due to those awards. We request that USAID consider significantly reducing or eliminating the size threshold for relevant contracts. Do you agree, and if not, could you explain USAID’s rationale for imposing this limitation for MOE?

A: See Amendment #01 and Question #31.

Q76. H.5 (a) Additional Requirements for Personnel Compensation, pg. 41

Regarding limitations for personnel compensation, can USAID confirm that the contractor can base its compensation decisions on it's established pay scales, policies, and practices, including providing modest salary increases as incentives to attract the best and most qualified talent?

A: See Amendment #01 and Question #19.

Q77. L.2 General Instructions, pg. 116. “A proposal checklist is provided in Section J.1 to help both the Government and the Offeror expedite submission/review.”

a. Would USAID please provide the proposal checklist to bidders?

A: See Amendment #01 and Question #1.

Q78. L.4 (a) Organization of Technical Proposal, pg. 121 “Not included in this page limitation are the following: Contractor Performance Report - Short-Form (see Attachment in Section J), Management Structure Organizational Chart(s), Past performance matrix and past performance report forms (per Section L)”

a. Can USAID confirm that the “Contractor Performance Report” and the “past performance report forms” are the same document?

A: The Contractor Performance Report and the past performance report are the same.

Q79. L.4. 3 Corporate Capability/Key Personnel; B) Key Personnel (a), pg. 123 “For the proposed key personnel, offerors must include as part of its Technical Proposal a letter of commitment signed by the respective candidate…”

a. Can USAID confirm that key personnel LOCs will not be included in the 30 page count?

A: See Amendment #01 and Question #62.

Q80. L.4.2 Technical Approach, pg. 122. For the writing samples of 2-5 pages for each Task in the Technical Approach of the proposal, can USAID confirm that if the number of pages for the full report exceed the proposal page limitations, can we include the full report as an annex?

A: Please see question #4. Offerors must adhere to the page limit stated on page 122. USAID will not read full reports.

Q81. L.4.2 Technical Approach, pg. 122. Can USAID confirm that relevant examples for Task One can be used if the work was performed for other international USG federal agencies, specifically the U.S.

Department of State?

A: Yes, relevant examples for Task One can be used if the work was performed for other USG federal agencies.

Q82. M.3.2 Key Personnel, pg. 129. Can USAID please clarify how non-Key Personnel referenced in Section C be evaluated?

A: See question #15.

Q83. Are offerors proposing ceiling rates and not fixed rates?

A: Offerors are to propose ceiling rates. Please see amendment #01.

Q84. Section B lists the key personnel but does not list other labor categories. Are offerors to propose rates for labor categories in addition to the key personnel?

a. If so, please provide a list of the labor categories for which offerors should propose rates.

A: See Amendment #01. Offerrors are to come up with the Labor categories that can perform duties in Section C.

b. Please indicate how those labor categories and rates should be incorporated into the tables in Section B.5.

A: See Amendment #01 and Question #15. All Offerrors shall list labor categories along with hours and rates they feel can perform the duties outlined in Section C.

Q85. Section B.5 Contract Line Items (p. 3-7) list quantities for key personnel and for associated task costs.

a. Please confirm that the quantities for key personnel are hours.

A: See Question #43.

b. Please confirm that the quantities for associated task costs are number of events.

A: See Question #43.

Q86. Section B.5 Contract Line Items (p. 3 – 7) include the following for the base year and for each option year: IDIQ Manager – 686 hours; Senior Management Consultant – 1560 hours; Senior Training Specialist – 1560 hours; and Senior Data Scientist – 1560 hours.

a. Should offerors understand that they are to provide (and be compensated by directly billing for IDIQ management tasks) 686 hours for an IDIQ Manager and 1560 hours each for a Senior Management Consultant, Senior Training Specialist, and Senior Data Scientist each year?

A: Please see question #15 and Amendment #01.

b. If this is not the case, how are awardees to be compensated for staff time dedicated to managing the IDIQ?

A: Awardees will be compensated for the IDIQ Manager and will be billed at the IDIQ level.

Please see Amendment #01.

Q87. Section B.5.0.2-B.5.0.7 (p. 7 – 8) provides information on the associated tasks listed as Contract Line Items.

a. The associated tasks do not appear to address the full range of tasks under the IDIQ. For example, the associated tasks do not appear to cover analytic support or technical assistance.

Should offerors understand that the associated tasks represent USAID priorities for the IDIQ?

b. The RFP does not provide detailed assumptions for the Prepare Best Practice Materials on Data Management task. We respectfully request that USAID provide detailed assumptions for the Prepare Best Practice Materials on Data Management task.

c. May course workbooks, handouts, and other course materials be provided digitally rather than in hard copy?

A: The associated tasks listed in the Contract Line Items are what USAID anticipates awarding under this IDIQ and are representative of the type of work that will be carried out under the IDIQ. However, task orders may differ from those listed in the line items based on the needs of operating units.

Detailed assumptions for Prepare Best Practice Materials on Data Management task are as follows (see Amendment #01):

Prepare Best Practice Materials on Data Management – The loaded, firm fixed price for each Best Practice Materials on Data Management will be based on: (1) Literature Review: The contractor will do a brief review of the most current literature on the specified subject to determine if there are gaps in USAID’s data management and (2) Consultations with Other Government Agencies or Think Tanks: The contractor will reach out to at least three organizations with experience in the given subject to learn more about their successes as well as their failures. The Contractor will provide a six to ten page written report, including an annotated bibliography, with recommendations for applying the best practices identified to USAID. The report must undergo a peer-review before submission to USAID.

It will be up to the TOCOR to decide if course materials should be provided in hard copy or digitally. The contractor must be able to provide either.

Q88. Section C.2 Management (p. 11) indicates that the Bureau for Management’s Office of Management Policy, Budget, Performance/Performance Division will manage the IDIQ.

1. Will contractors provide support for the Performance Division only?

A: Contractors will provide support across the Agency.

2. Will contractors provide support for management policy and budget functions?

A: Contractors may receive task orders for these functions.

Q89. Section C.3.1.3 Task 1 Analytic Support (p. 12) - Strengthen USAID’s operations performance culture by providing analysis of and recommendations for implementing of new or current operations performance management best practices in the government, public, and private sector.

a. Does the phrase in the government, public, and private sector mean:

that contractors may be called upon to support operations performance management best practices at USAID, with host country governments, or with the private sector in the countries where USAID operates?

b. Or does this mean that the contractor is to identify best practices from government, public and private sectors to support and strengthen USAID’s operations performance culture?

The contractor will identify best practices used by government, public, and private sectors to support and strengthen USAID’s operations performance culture.

Q90. Section C.3.2 Take 2 Implementation Support (p. 13) indicates that contractors will provide education and continuous learning to USAID staff, using educational tools including webinars, online forum, video, etc.

a. Should contractors assume they will use USAID’s existing systems and technology to develop and deliver the webinars, online forums, videos?

b. Are contractors expected, or do contractors have the option, to use their own technology platforms for these online educational tools?

A: If desired and if agreed to by the TOCOR, contractors can use their own technology platforms for online educational tools. However, contractors will have to provide USAID with recordings, video files, documents, etc. so that USAID can continue to use/access the educational tools once the contract ends.

Q91. Section C.3.2 Task 2 Implementation Support (p.13) indicates the contractor will design and deliver courses to participants for whom English is not their first language. There are numerous other references in the RFP to providing training and services for participants for whom English is not their first language.

a. Should offerors assume that the participants for whom English is not their first language are USAID hires, such as FSNs, or are they expected to be from NGOs, PVOs and the private sector in host countries?

A: Participants for whom English is not their first language could include any of the above.

Q92. Section F.5(1) IDIQ Reports (p. 24)– For small business set-asides only, the small business prime must report the percentage of work being provided by its employees. The IDIQ COR must inform the IDIQ CO if the percentage of work being conducted by the small business falls below the 50% requirement in FAR part 52.219-14, Limitations in Subcontracting.

a. Is it USAID’s expectation that the small business requirement be met on each task order or across the entire contract, and be determined at the end of the contact?

A: Please see Amendment #01.

b. If there are small business subcontractors in the consortium, may their effort contribute to the 50 percent requirement?

Q93. Section F.6.1.c Classified Task Orders (p. 27)

a. Must the prime contractor have a secret level facility security clearance to receive a classified task order, or is it sufficient if a subcontractor has a secret level facility security clearance?

A: See Amendment #01. USAID does not anticipate any classified task orders under the MEO

IDIQ.

Q94. Attachment J.1 SF LLL – Disclosure of Lobbying Activities (p. 98)

a. Are subcontractors required to submit this disclosure in addition to the prime contractor?

A: Subcontractors are required to submit the disclosure in addition to Prime contractor.

Q95. Section L.2 General Instructions (p. 116) – A proposal checklist is provided in Section J.1 to help both the Government and the Offeror expedite submission/review.

a. Section J.1 provides a link to a disclosure of lobbying activities. We respectfully request that USAID provide the proposal checklist.

A: See Amendment #01 and Question #1.

Q96. Section L.3 Delivery Instructions (p. 118-119) indicate that offerors should deliver hard copies of the technical and cost proposals as well as electronic copies on CD-ROMs.

a. In lieu of delivering hard copies of the technical and cost proposals plus a CD-ROM, may offerors submit their proposals via email in a program specified by USAID, as is the common requirement?

A: Technical and Cost Proposals must not be submitted via email. Offerrors will submit Proposals as stated in Section L.3 Delivery Instructions on Page 118-119.

Q97. May offerors use color in their proposals?

A: Offerrors may use color in their proposals.

Q98. Section L.4.a (p. 121) provides a list of items that are not included in the page limitation. This list includes:

• Contractor Performance Report – Short-form

• Past performance matrix and past performance report forms

a. Please confirm that the Contractor Performance Report – Short-form is the same thing as the past performance report forms.

A: See question #78.

Q99. Section L.4.1 Executive Summary and Table of Contents (p. 121)

a. Does the Executive Summary count toward the page limitation?

A: No. Please see Question #23.

Q100. Section L.4.2.3 Technical Approach (p. 122) - Submission must include training, operation manuals, or other instructive materials to ensure the sustainability of technology after the IDIQ ends (two page limit).

a. We respectfully request that USAID explain what is meant by the sustainability of technology after the IDIQ ends?

A: The technology must be transferred to USAID when the IDIQ ends.

Q101. Section L.4.2 Technical Approach (p. 122) – Offerors are asked to provide writing samples that could include analyses, reports, studies, evaluations, powerpoint presentations, trainer notes, training proposals, training materials, operation manuals, dashboard samples, website samples, etc.

Any of the sample items requested (analyses, reports, studies, evaluations, powerpoint presentations, trainer notes, training proposals, training materials, operation manuals, dashboard samples, website samples) are very likely to be much longer than the page limitations (2 – 5 pages) assigned to that sample item. To meet these requirement may offerors:

a. Provide excerpts from a sample?

A: Please see question #24.

b. Provide an executive summary plus a table of contents for a sample?

A: If the offeror feels this is the best way to address the requirements for the additional materials.

c. For a training PowerPoint sample, provide six slides/page?

A: Please see question #3.

d. Summarize the contents of the sample item in the text (within the page limitations assigned to that item) and provide the full sample item in an annex?

A: Please see question #4 and #80.

Q102. Section L.4.3.B Key Personnel letter of commitment (p. 123), In the letter of commitment, are key personnel to commit to the annual level of effort provided in Section B.5, namely IDIQ Manager – 686 hours; Senior Management Consultant – 1560 hours; Senior Training Specialist – 1560 hours; and Senior Data Scientist – 1560 hours?

Q103. Section L.5 Part 2 Proposed Costs/Prices (p. 125) - Price reasonableness will be determined based upon a comparison of proposed prices received in response to the solicitation and comparison to the Independent Government Estimate (IGE). Therefore each offeror will submit only the pages of the solicitation with the Contract Line Item blanks completed along with the requested sample budgets.

Attachment J5, The Cost/Price Matrix (p. 137) includes rows for direct labor, fringe benefits, indirect recovery on labor, the plug figures for travel and other ODCs, and indirect recovery on travel and other ODCs.

a. Does requested sample budgets on page 125 refer to the Cost/Price Matrix in attachment J5?

A: See Amendment #01.

b. The Cost/Price Matrix does not include lines for the associated tasks.

• Should offerors develop budgets for each of the associated tasks?

A: See Amendment #01. Offerrors should develop one budget.

• Should the labor for each associated task appear in the associated task budget in order to establish a firm fixed price for that task?

A: See Amendment #01.The Offerror should establish a Firm Fixed Price for each associated task.

• Or should the labor for the associated tasks appear under the direct…