ACES_Responses_to_Questions.pdf

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1. In Section B.7 Unburdened Ceiling Daily Rates, the RFP requests rates for both Senior- and Mid-level Elections Specialists; however, the detailed Statement of Work presented in Section C does not incorporate illustrative activities related to the implementation and oversight of elections. Can USAID confirm that the Elections Specialists’ Labor Category Grouping is required?

Response: USAID can confirm that the Elections Specialist Labor category is no longer required. Election work used to be a functional category of ACES but was later removed from the Statement of Work. However, the labor categories were mistakenly not updated. USAID apologizes for this oversight.

2. In Section F.8 Key Personnel, the RFP indicates that the Contractor must furnish an IDIQ Manager as key personnel for the performance of this contract. However, the instructions do not indicate where and how we should present information about the IDIQ Manager. Please confirm whether we can present a CV or qualifications for an IDIQ Manager. If so, can USAID also clarify where we should present this information, and how this information would be evaluated?

Response: Information regarding the IDIQ Manager and the appropriate way to provide this information can be found as part of L.8(c) Factor One – Institutional Experience and Capability in the amended RFP.

3. The RFP’s instructions under Section L do not provide guidance on how to present Offerors’ consortia. Please confirm whether we may include a narrative to describe our consortium and management approach for the IDIQ. If so, can USAID also clarify where to present this information as well as how the consortium and management approach would be evaluated, and under which Technical Evaluation Factor they would fall?

Response – Offerors may include a narrative to describe their consortium and management approach as an annex, which will not be evaluated as part of the Technical Evaluation Factors.

4. In Section L.8.a Organization of the Technical Proposal, the RFP specifies that offerors must not use a type smaller than 11 font. Please

2 | P a g e confirm that offerors may judiciously use fonts smaller than 11 point for graphics, text boxes, and tables as long as the font used is readable.

Response: Offerors may use font size 10 for graphics, tables, and text boxes. All other text contained in the narrative technical proposal must be 11 point font.

5. The cover letter for the RFP specifies that proposals should remain active through September 30, 2019. Please confirm that offerors should follow the instructions presented in the cover letter with regard to proposal validity rather than the requirements listed in Section L.8.b(b.2) Cover Letter on p. 113, which states that the acceptance period is 120 days.

Response: USAID confirms that offerors should follow the instructions presented in the cover letter in regards to proposal validity. USAID apologizes for the lack of clarity.

6. In Section L.8.b Content of Technical Proposal, the RFP indicates that offerors are encouraged (but not required) to use the template provided in Section J to present contractor performance information.

Please confirm that in addition to the information requested by the template provided in Section J.5, Offerors may include a narrative to address the evaluation criteria presented in Section M.2(d.4).

Response: To prevent confusion USAID has amended the RFP to require the use of the template provided in attachment J.8. No additional narrative is needed or requested.

7. In Section L.8.b.1 Title Page, the last bullet under required information notes, “Designation of ‘Original’ or ‘Copy’ (include copy number).”

Please confirm, as the submission of the proposal is electronic, that this requirement does not apply and should be removed.

Response: USAID can confirm that the submission of proposals must be electronic only. The last bullet under L.8.b.1 has been removed in the most recent amendment to the RFP.

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8. In Section L.9 Part Six – Subcontracting Plan and Small Business Concerns, the RFP indicates that “Offerors must demonstrate definitive commitments to subcontracting with Small Businesses, including the size and complexity of the work that will be contracted.” Given that the ACES IDIQ is very broad in its Statement of Work, and that all future task orders remain completely undefined in terms of their technical focus, geographic focus, and dollar value, it is not possible to make definitive commitments to any subcontracting partner at this time.

Would USAID please consider removing this requirement?

Response: At this stage USAID is only requesting a plan for your commitment to subcontract with small businesses.

9. In Section L.9 Part Ten – Letters of Commitment (Major Subcontractors), the RFP indicates that the Cost/Business Proposal must include a letter for each subcontractor, while the heading indicates that this applies to major subcontractors. Please confirm that offerors should include a letter of commitment for each subcontractor on their consortium, not only those which are major subcontractors.

Response: USAID is requesting signed letters of commitment from Major Subcontractors only.

10. In reference to the instructions in Section L (Factor Four) Contractor Performance Information, on page 115 of the RFP, please confirm that we may submit 3-5 past performance references for each partner in a joint venture as well as to 3-5 past performance references for each major subcontractor.

Response: USAID confirms that offerors may submit 3-5 past performance references for each partner in a joint venture as well as to 3-5 past performance references for each major subcontractor.

11. Considering Administrator Green’s stated priority of expanding USAID’s partner base, we’d like to suggest an increase of the number of unrestricted ACES awards. Limiting the number of these awards to three will disproportionately benefit large contractors and will restrict the access of a number of qualified and innovative mid-size

4 | P a g e companies, non-profits and universities to this principal omnibus DRG contracting mechanism. Ultimately, this will negatively affect USAID’s options in the selection of implementing partners at the task order level.

Response: USAID does not intend to change the number of restricted and unrestricted awards for ACES, however as the Cover Letter states “The Agency reserves the right to award more or less awards than the anticipated number of contracts stated above.”

12. Please confirm that the Contractor Performance Information section of the proposal may include a few pages that succinctly present all consortium members (including non-major subcontractors).

This is necessary as there is no other place in the proposal format (per Section L) that allows for adequate presentation of the experience and performance record of consortium members and the added value that each of them brings to ACES.

Response: Offerors may present their consortia in the Executive Summary (L.8.B.5)

13. Please consider removing the requirement to “budget for a minimum of 20% of the work [under a task order] to subcontractors or sub-grantees.” As task order scope, requirements and associated performance risks can vary greatly, sub-awarding 20% or more may not be the most effective way for USAID to achieve desired outcomes in each and every case. Therefore, we request that USAID include such requirements in RFTOPs as needed rather than at the IDIQ level where it might remain as an aspirational goal rather than a hard requirement.

Response: USAID is exploring new ways of doing business to expand our partner base. The 20% requirement is one such procurement reform measure.

14. Section B.8 on p.16 states that “the Contractor may submit a proposal reducing the labor rates and/or indirect rates at any time during the life of this contract.” Please confirm that the same applies to increasing labor rates and/or indirect rates.

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Response: The Contractor may submit a proposal to increase labor rates and/or indirect rates, however it will be USAID’s decision whether to approve an increase to labor rates or indirect rates.

15. In Section L.9, Instructions for the Preparation of the

Cost/Business Proposal (page 116), the RFP requests that the Offeror submit the cover page (Section A), Standard Form (SF) 33, “Solicitation, Offer, and Award”. Could USAID provide a copy of Section A?

Response: USAID will include the Standard Form 33 as part of Section A in the amended RFP.

16. Page 116, Section L.8.d.iv, Performance in Using Small Business Concerns, states that offers must: provide a narrative summary of small business concerns over the past three years; provide a list of recent contracts for which one has submitted subcontract reports to eSRS and a copy of any similarly recent subcontracting reports if they were not submitted to eSRS; and provide the names and addresses of three Small Business concerns.

We respectfully request that USAID confirm that this information may be included in the annex with the Contractor Performance Information, and that it does not count against any page limit.

Response: USAID can confirm that this information may be included as part of the annex and will not count against the page limit.

17. Section H.9.e, on page 60, pertaining to Personnel Compensation for

U.S. Consultants states that compensation for this class of personnel cannot exceed the highest annual compensation received during the any full year of the immediately preceding three years, or the proposed IDIQ daily salary maximum rate.

We would respectfully note that U.S. consultants also require periodic increases in their base salary rates, and that freezing their rates will discourage them from participating on the ACES IDIQ, thereby limiting a less expensive source of specialized personnel on task order

6 | P a g e budgets. As such, we respectfully request that this limitation be removed or modified to an annual ceiling increase of 5%, as with US staff.

Response: Requests for a waiver to this compensation guidance must be fully justified and requires the advanced written approval of the USAID Mission Director or Cognizant Official through the Contracting Officer. This will be considered on a case by case basis.

18. The Cost Evaluation matrix, Attachment J.7, contains the following instructions that require clarification:

a. The HQ Technical Staff section contains a line item for “HQ IDIQ

Manager” (row #36). Please confirm that this is for the Senior-level IDIQ Manager, and not the Mid-Level IDIQ Manager.

b. The HQ Technical Staff section contains a line item for “HQ TO Project Manager” (row #37). Please confirm that this designation corresponds to the Senior Level Project Manager

Response: USAID confirms that both the HQ IDIQ Manager and the HQ TO Project Manager are senior-level manager positions.

19. Section C.1 (p. 18) explains that “ACES provides an

“accountability systems” approach, moving beyond narrow focus on supply-side versus demand-side accountability support or a focus only on formal institutions.” However, sub-objectives related to civil society, media, and accountability mechanisms appear to be omitted.

Would USAID consider including all of the Democracy, Human Rights and Governance Strategy (the “2013 DRG Strategy”) sub-objectives to ensure future programming flexibility and clear and logical causal relationships between potential task order activities and USAID Country Development Cooperation Strategies results frameworks. At minimum, would USAID consider adding 2013 DRG Strategy sub-objective 4.2 to provide a more direct connection between potential activities under ACES and USAID development objectives?

Response: USAID will not change the ACES SoW.

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20. Section F.5.1(4) (p. 38) contemplates the submission of up to four success stories per month. Is this requirement per award under the IQC? The amount of success stories is quite onerous given the fact that most projects have roughly 2-4 success stories per year and rarely have monthly success stories. Will USAID consider decreasing the number of success stories required under the IDIQ RFP?

The requirement is for “up to four success stories....”. It does not require four success stories.

Response: Success stories would be required per award under the IQC and in accordance with F.5.1 are required monthly “if relevant.” If the task order has no relevant success stories for that month than one will not be required.

21. Section F.6.2(6)b (p. 42) discusses the Small Business Reserve.

If a small business is awarded a contract in the full and open competition and as a member of the unrestricted pool of contractors, will the small business still be treated as a small business for purposes of competing for the restricted pool of contracts that are $5 million or under? If not, will the small business be able to opt out of being considered for the unrestricted portion of the award?

Response: Small Businesses that are awarded a contract regardless of whether it is in the full and open competition or as part of the restricted award pool will have the right to bid on contracts that are $5 million or under.

22. Section F.8 (p. 50) states that the qualifications for the IDIQ manager are located in Section B where the duties of the IDIQ manager are listed along with a table describing the level of education and experience required for different levels of experts, but neither lists the required qualifications for the IDIQ manager nor indicate whether the manager must be a senior, mid-level, or junior expert.

Can USAID provide clear qualifications for the IDIQ manager, including the skills, competencies, and work experience USAID considers relevant for the position? Will USAID evaluate offerors based on the Key personnel qualifications?

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Response: USAID has amended the RFP to include qualifications for the position of IDIQ Manager which USAID considers to be senior level. In the amended RFP IDIQ Manager will be evaluated as part of the Contractors Capabilities.

23. Is a correct reading of Section H.43 (p.84) that the COR from the office sponsoring the IDIQ will, upon request, coordinate security/facility clearance for a holder of the basic IDIQ Contract if the holder lacks such clearance at the time of award? Additionally, is completion of Section H.43 at the time of proposal submission only required for the prime Offeror?

Response: The COR from the office sponsoring the IDIQ is responsible for coordinating with SEC in taking any actions ADS 567 requires to request the facility clearance from the Defense Security Service (DSS). Only the prime Offeror is required to submit the completed Section H.43 at the time of proposal submission.

24. Section L.8.b. (p.112) states, “Any pages in excess of any page limitation for a specific element of the Technical Proposal as described below will not be evaluated.” Can USAID confirm whether the Executive Summary will be evaluated?

Response: USAID confirms that the Executive Summary is not part of the

Evaluation Criteria.

25. Section L.8.b. (p. 112) does not place a page limit on the provision of Contractor Performance Information and says that Offerors are encouraged (but not required) to use the template provided. However, Section L.8.b(d) (p.115) seems to imply that contractors must use template in Attachment J8. Can an offeror include a descriptive narrative in lieu of or in addition to the completed templates?

Response: To prevent confusion USAID has amended the RFP to require the use of the template provided in attachment J.8. No additional narrative is needed or requested.

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26. Section L.8.c.3(d) (p. 115), Factor Four, Contractor Performance Information, requires the Offeror to provide performance information for itself, teaming arrangements, and major subcontractors. Is the required list of recent and relevant references limited to three to five references in aggregate, or is it three to five references for each offeror and team member? Also, what is meant by "major subcontractors," and how is this term distinguished from entities with which the offeror has entered into teaming agreements/arrangements?

Response: USAID is requiring the submission of three to five references for each offeror (including all partners of a joint venture) and major subcontractor. Major subcontractors are those expected to perform at least

20% of the technical effort.

27. Would USAID consider adding to Section L.8(c) a factor for “Staffing and Management Plan” to allow offerors to describe how they will manage and staff the IDIQ, respond to RFTOPs, and manage and implement task orders issued under the IDIQ, including management of sub-contractors and recruitment of personnel?

Response: USAID will only evaluate the factors described in Section L.

Offerors may include information on their consortia and anything else they deem important in the Executive Summary (which will not be evaluated).

28. There does not appear to be a mechanism for including illustrative experts and/or CVs in a responsive proposal even though such information would help demonstrate an offeror’s capacity to carry out the work envisioned in the IDIQ. Would USAID consider requiring and evaluating such information for the labor categories identified in Section B?

Response: USAID will only evaluate the factors described in Section M.

Offerors may include information on their consortia and illustrative experts and anything else they deem important in an annex.

29. Section L.5 (p. 110) quotes FAR 52.219-24 Small Business Participation Program—Targets (OCT 2000). This FAR provision has

10 | P a g e been deleted from the FAR. Does the clause still apply despite the fact that it has been deleted from the FAR? If it does still apply, does paragraph (b) suggest that a small business offeror who is not an SDB will receive extra credit in the evaluation of proposals if one or more of its proposed subcontractors is an SDB?

Response: This was an oversight. USAID has removed L.5 FAR 52.219-24 Small Business Participation Program – Targets (OCT 2000) from the RFP.

30. FAR 52.219-14 Limitations on Subcontracting, paragraph (c)(1) provides that “…At least 50% of the cost of contract performance incurred for personnel shall be expended for employees of the concern.” May a small business count consultants with which it contracts for a particular task order in the 50% requirement or must they be actual employees? Similarly, does the 50% minimum apply to each individual task order or to the entire contract (all task orders collectively)?

Response: Consultants are not considered small businesses and do not count towards the 50% requirement. The 50% minimum applies to each task order and not to the entire contract.

31. The ACES cover letter indicates an “overall ceiling price of $225,000,000 for Democracy, Human Rights and Governance support.” How was the ceiling price determined (e.g., by market study), and is USAID open to increasing it? Comparatively, the Rule of Law IQC, which also had a five-year ordering period, is fast approaching its $500,000 million ceiling only covers one of the five Technical Areas identified in RFP Section C.4.2. (p.21 to 25)

Response: When determining a ceiling price USAID takes into consideration previous awards with similar scopes, historic costs, market research, as well as Agency needs in addition to other factors. USAID is not considering increasing the ceiling for the ACES IDIQ.

32. Section K.15, Property Administration System Review (p. 105), asks the Offeror to affirm that “…its property administration system has been reviewed and is currently approved by an agency of the

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Federal Government.” There is no option to check if the Offeror has not had its property administration system reviewed or instruction for what an Offeror is to do to obtain such a review if it is not required by its current Federal contract(s). Is this an oversight?

Response: If an Offeror has not had their property administration system reviewed and approved by an agency of the Federal Government than the Offeror should not check the box and return the form.

33. Section L.9, Part Two-Proposed Costs/Prices (p. 116), requires the use of the cost/price Evaluation Matrix. The instructions in Excel allow only the cells shaded in yellow to be filled in.

a. The matrix, as evidenced by the LOE for the Senior Project Manager, assumes that the Contractor directly charges the full work year of 260 days rather than recovering authorized absences through its fringe rate or a separate absences rate. For purposes of the matrix, is a Prime Offeror expected to 1) use the full-time days shown for the Senior Project Manager and develop a fringe-only rate that excludes absences but differs from its NICRA; or 2) adjust the full-time days currently shown for the Senior Project Manager to the full-time billable year of the Offeror and then use the Offeror’s NICRA fringe rate?

Response: The LOE provided are assumptions, however Offerors have the option to adjust the full-time days to the full-time billable year of the Offeror and then use the Offeror’s NICRA fringe rate.

b. The matrix assumes that the G&A (or other) rate is applied uniformly to all subcontracts, but many organizations apply G&A at one rate to the first $X of each new award and no G&A or a different G&A to amounts exceeding the first $X of each new award. In the plug figures for subcontracts and subgrants, will USAID specify how many new subcontracts and grants are included in the plug figure for each year so that offerors may properly apply their G&A?

Response: Please complete the matrix using the plug total for subcontracts using whatever assumptions you feel are necessary for the G&A to achieve the desired plug figure. In your cost narrative you may explain how you came to that assumption. The point of the matrix is to evaluate and compare cost proposals.

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c. Section L.9, Paragraph a.2 under Labor Costs (p.117), requires the

Prime Offeror to provide a narrative justifying the labor rates for each labor category proposed with supporting information within the last five years. It is unlikely that a small business Offeror will currently have, or have had within the past five years, among its own staff or consultants all of the labor categories and levels shown under Section B.7(a) (p. 9). Accordingly, may the Prime Offeror use staff and consultants of its proposed subcontractors in its narrative and justification?

Response: USAID will allow the Prime Offeror to use staff and consultants of its proposed subcontractors in its narrative and justification.

34. Section L.9, Part Three—Representations, Certifications, and

Other Statements of Offerors (p. 119), Paragraph 2 requires the Offeror and each proposed subcontractor to complete Section K. Does this apply only to proposed major subcontractors or to all proposed subcontractors?

Response: Section K should be completed by major subcontractors only.

35. Under Sections L.9, Part Five—Information Concerning Work-Day, Work-Week, and Paid Absences (p. 120) and Part Eight—Evidence of Responsibility (p. 121), is the information required from all proposed major subcontractors or all proposed subcontractors?

Response: USAID would like Part Five – Information Concerning Work-Day, Work-Week, and Paid Absences in addition to Part Eight – Evidence of Responsibility to be completed by major subcontractors only.

36. Under Section L.9, Part Nine—Consent to Subcontractors (p.

121), does the CO want this information for all proposed major subcontractors or all proposed subcontractors?

Response: USAID is only seeking Consent to Subcontractor information for the proposed major subcontractors only.

37. Section C.2., on page 19 of the RFP, states that it will be “complement[ing] existing DRG-related centrally managed

13 | P a g e programming mechanisms including….the Rule of Law (ROL) IQC……” Could USAID kindly confirm whether the ROL IQC will be extended or rebid at the end of its current extension period?

Response: USAID cannot at this time confirm whether the ROL IQC will be extended or rebid.

38. Section C.4.2.1.4, on page 23 of the RFP, indicates that ACES will support “civilian police, [and] independent government institutions” under the theme of ROL and Security Sector. Could USAID kindly confirm whether the reference to Security Sector also includes non-military intelligence (for example, to monitor or counter violent extremists or trafficking) and non-military border security?

Response: ACES is intended to strengthen governance and rule of law, including potential work on civilian oversight of the police and/or military, and other aspects of security sector reform. However, ACES is not intended for operational support to the police or military for the collection of intelligence.

39. Section H.27 (a), on page 71 of the RFP, outlines restrictions against disclosure. Could USAID kindly confirm whether the restriction against disclosure of “information…. acquired/ developed by the Contractor in performance of the contract” restrict the use of project data in academic or educational publications in furtherance of the USAID Learning Agenda or is the phrase “and designated by the Contractive Officer or Contracting Officer’s Representative” intended to affirm that project data becomes Government information only upon an explicit designation by the CO/COR that the data is to be considered as Government information that must be kept confidential?

Response: USAID can confirm that project data is for Government information only.

40. Section F.8., on page 50 of the RFP, includes information on Key Personnel. Could USAID kindly clarify if offerors are required to name and provide information (CV, etc.) for the proposed IDIQ Manager position?

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Response: USAID has amended the RFP to better reflect what we are looking for in regards to the IDIQ Manager.

41. Could USAID kindly elaborate on its understanding of the terms “Accountability Systems Approach” (pages 18 & 20) and “Mapping USAID’s internal processes” (page 22)? Both terms are references in the RFP, however, no explanation is provided.

Response – “Accountability refers to the systems, procedures, and mechanisms that ensure that public officials and institutions perform their stated duties and uphold their responsibilities to the public while imposing restraints on their power and authority and providing for redress or sanction when these duties and responsibilities are not met.” (DRG Strategy)

Reference to “Mapping USAID’s internal processes” has been removed from the RFP.

42. Section L.9. Part 3, on page 119 of the RFP, requires offerors to submit a completed and signed Section K (Representations, Certifications, and Other Statements of Offerors). Could USAID kindly confirm that Section K should only be submitted for the prime offeror?

Response: Section K should be submitted for prime offerors and all major subcontractors.

43. For the labor category groupings, can USAID please confirm that these only apply to the prime contract and subcontractors, but not to subgrantees?

Response: USAID can confirm that the labor categories only apply to the prime contractor and subcontractors, not to subgrantees.

44. Regarding Grants under Contracts, can USAID please clarify the following?

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a. Are U.S.-based non-profit organizations eligible to be sub-grantees under the Grants under Contract provisions?

Response: Yes, U.S.-based non-profit organizations are eligible to be sub-grantees under the Grants under Contract (GUC) provision. ACES received a waiver which will allow GUCs of up to $500,000 to US non-profits (there is no limit for non-US NGOs)

b. Is there a maximum Dollar amount for Grants under Contract issued by the prime recipient to a U.S. Subrecipient?

Response: Yes, there is a limit of $500,000. See the response above.

c. If there is a cap, can USAID grant exceptions to this cap?

Response: Yes, there is a cap (see response above). USAID can and has already received an exception (see responses above).

45. Regarding the text “Businesses regardless of size awarded a Task

Order must budget for a minimum of 20% of the work to subcontractors or sub-grantees.” Can USAID please clarify if this means that a Grants under Contract is envisioned and thus no preset cap on Grants under Contracts at the RFP proposal submission stage.

Response: GUCS are envisioned. There is no cap to non-US NGOs. The cap for US NGOs is $500,000.

46. USAID encourages “maximum participation of small businesses,” (p125) as well as “maximum participation in the Mentor-Protégé program for small business” (p126) in the RFP. However, the competitive process that USAID has selected places small and large businesses in direct competition with each other for the first three awards of this IDIQ. This undermines relationships that large and small business have forged for the specific purpose of teaming to present best value to USAID on ACES, and inhibits collaboration in partnerships between large and small businesses interested in priming this IDIQ. Would USAID consider revising its competitive process to a small business set-aside structure that does not require small and

16 | P a g e large firms to compete with each other, which ultimately disadvantages both types of firm?

Response: No, the ACES IDIQ will be awarded to approximately five small and three large businesses.

47. The technical evaluation criteria described in section M.2 do not appear to assess the Contractor’s ability to provide the services described in Section C. The case study assessment is emphasized in the weight it’s given in the technical proposal (pg. 112) and the evaluation criteria (pg. 123). However, the scope of work of the IDIQ is much broader than conducting assessments. In the statement of work (p20), USAID states that “the Contractor must provide technical assistance, advisory services, training, and direct program implementation” on task orders. Sections L and M do not require offerors to describe their understanding of these requirements or their capacity to implement such activities. This discrepancy may not permit the evaluation committee and CO to differentiate among the offerors most likely to successfully carry out the scope of the contract. In addition, development of a coherent, comprehensive, and accurate DRG assessment of Cameroon is a task that could effectively be outsourced to a consultant, and therefore quality of the assessment may not provide a true representation of a prime Offeror’s core capacity. Would USAID consider revising the technical proposal instructions and evaluation criteria to align with the statement of work to permit USAID to more effectively select the firms most likely to succeed and offer the best value? For example, would USAID add a section to the technical proposal where offerors can describe their understanding of the requirements in section C and describe their organization’s capacity to execute the activities in the statement of work?

Response: USAID will assess contractor capacity by evaluating the four factors described in Section M. Please note that the amended RFP has removed the Cameroon case study as an evaluation factor.

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48. Given the global scope of ACES and its requirement for innovative methodologies, would USAID consider changing the geo code to 935, so that the widest possible universe of firms - including from non-937 countries - with innovative new technologies and approaches may be engaged to provide services?

Response: USAID has determined that geographic code 937 is the most appropriate code to use for this IDIQ.

49. C.4.2. p21 states "The Contractor must furnish services that include individuals having experience and expertise...in the subject matter required by each task order." Could USAID please clarify how it will evaluate offeror's ability to provide such personnel within the proposal structure and evaluation criteria?

Response: USAID will evaluate contractor capability by looking at contractor performance information as well as the other evaluation criteria described in Section M.

50. L.8.b.(b2) (p113) requires a cover letter with a two-page limit.

The information required in the cover letter does not necessitate two pages. Would USAID consider making the cover letter one page, and reallocating the additional page to evaluated content in the technical proposal instead?

Response: The cover letter may be less than two pages. The overall technical proposal does not have a page limit, but instead certain sections of the proposal have page limits.

51. L.8.b (p113) Rather than between the Case Study and Rapid Response Capability sections as specified in the outline, may Offerors present Contractor Performance Information in an annex as specified in instruction in section L.8.c.(d.Factor Four) on page 115?

Response: USAID will allow Offerors to present the 3-5 past performance performance references for each major subcontractor as an annex.

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52. Per B.7.a.2, the Government notes that “one unburdened ceiling daily rate for each labor category/grouping is included in the contract…” Can the Government clarify if this indicates that only Senior level CDRs will be incorporated in the final contract? Or will both senior and mid-level CDRs be incorporated for all labor categories?

Response: USAID defines each row of the table found in B.7(a) as a labor category. For example a Senior and Mid are considered different labor categories.

53. Can the Government confirm that in section B.9, small business primer offers must submit indirect costs rates but not ceiling indirect cost rates? Can the Government also confirm if major subcontractors to small business prime offerors must submit ceiling indirect cost rates?

Response: Ceiling indirect cost rates are exclusively required for large businesses whether they are submitting proposals as the prime offeror or as a major subcontractor.

54. Can the Government clarify where it would like to see cross cutting themes, as discussed in the Scope (Section C)? The majority of the technical proposal consists of the case study; is there another section the Government would like cross cutting themes and qualifications addressed?

Response - USAID will not evaluate crosscutting themes, and offerors are not required to address it in their proposals.

55. Can the Government clarify if a Branding and Marking Plan is required for the submission at this point?

Response: The Contractor must develop a Branding Implementation Plan (BIP) and Marking Plan (MP) for the IDIQ to describe how program deliverables shall be branded.

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56. Can the Government kindly clarify how it is defining the “current labor pool” in section H.9.d.1 on page 60 and how it intends to structure the 5% increase based on this pool?

Response: USAID defines “current labor pool” to be the current salary of the employee.

57. Section F.5 requires quarterly IDIQ level reports. Would the

Government kindly consider striking this, as IDIQ costs are not reimbursable and it is unlikely that major activities would occur outside a Task Order? These activities would be reported in TO level reporting.

Response: USAID requires the reports found in F.5(1) at the IDIQ level.

Task Orders will require separate reporting requirements.

58. Section L.5.b will be difficult for Offerors to estimate at this time during the IDIQ proposal phase; would the government kindly clarify a specific methodology for estimating dollar amounts and percentages for this requirement or, alternatively, consider striking this? Further, if this requirement remains, can the Government kindly clarify if small business prime offerors must complete this requirement, as FAR 52.219-14 is incorporated requiring the small business primer offeror to retain 50% of the personnel costs for service-type contracts.

Response: The clause found at section L.5 has been removed in the most recent amendment to the RFP.

59. Can the Government clarify if it has provided Attachment J.3. as noted in L.9.Part 2 “Labor Costs”, B.2 (page 117)? In addition, what methodology would the Government expect for splitting labor at the IDIQ level?

Response: USAID can confirm that it has provided Attachment J.3. USAID does not anticipate labor being used at the IDIQ level by anyone other than the IDIQ Manager.

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60. Can the Government confirm that small business prime offerors do not have to submit Part 6 of L.9 (Subcontracting Plan)?

Response: USAID can confirm that if a small business is the prime offeror it does not have to submit Part 6 of L.9.

61. Would the government consider only requiring information to support consent to subcontract (L.9 Part 9) for major subcontracts? Requiring this information from all subcontractors subsequently would require subcontracts to all complete pricing information and CDR rates (FAR 44.202-2[a][5] and [8]), but this would be unreasonable and is not required in L.9 Part 2 (only required for major subs)?

Response: USAID will allow offerors to submit consent to subcontract letters for major subcontractors only.

62. Page 10, Section B.7(a)(2), Labor Category Groupings, lists “Project

Manager” in the senior and mid-level categories. However, page 11, Section B.7(a)(3), lists “Senior Project Manager.” Would USAID confirm that the labor category should be for “Project Manager” in the senior and mid-level categories, and not “Senior Project Manager” in the senior and mid-level categories?

Response: USAID has removed the labor category for mid-level Senior Project Manager. Project Managers will only be considered at the Senior

63. On page 37, Section F.5(1), Work Plans, Periodic and Other Reports, there are no bullets describing deliverables and due dates for reports 5 and 6. On page 38, the fifth report is described as Foreign Assistance Reporting, and the sixth report is Periodic Progress Report. Would USAID include the respective due dates for reports 5 and 6?

Response: Reports 5 and 6 will be finalized at the Task Order level.

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64. In Section F.5, the IDIQ requests that a grants manual be submitted

30 days after award. Since this IDIQ could potentially result in a diverse range of task orders worldwide, we request that USAID remove the requirement of an IDIQ-level grants manual and require instead that a grants manual be submitted for each task order. This will allow the manual to be tailored to the specific activities, tasks, staffing, and operating environment of individual task orders.

Response: USAID requires an IDIQ-level grants manual which must be submitted within 30 days after award.

65. Page 60, Section H.9(d), states that offerors can provide salary increases of “not more than five percent.” However, AIDAR 752.7007, Personnel Compensation (July 2007), incorporated in Section H.9 of the RFP, states that compensation will be in accordance with the contractor’s established policies, procedures, and practices. Can USAID clarify or remove reference to the salary increase cap, allowing offerors to submit cost proposals in accordance with their established policies, procedures, and practice?

Response: An Offeror may propose in the cost proposals salaries that are in accordance their established policies, procedures, and practices. Once, the contract is awarded one annual salary increase of no more than 5% may be granted.

66. Given H.9(f) and (g), can USAID please clarify whether a six-day work week is authorized for short-term consultants?

Response: The authorization for six-day work week for short-term consultants may be authorized at the task order level on a case by case basis.

67. Consistent with the guidance in FAR 37.113-1, and considering that the anticipated contract will be performed entirely overseas, we respectfully request that USAID include FAR 52.237-9, Waiver of Limitation on Severance Payments to Foreign Nationals, to prevent conflict with any applicable local employment laws.

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Response: FAR 52.237-9, Waiver of Limitation on Severance Payments to Foreign Nationals, may be added at the Task Order level.

68. In Section L.8 (page 112), USAID defines a major subcontract as one

“expected to perform 20% of the technical effort.” Can USAID please clarify and define what it means by technical effort? (E.g., does it constitute at least 20 percent of total prime contract budget, or are offerors expected to differentiate between technical and operational costs?)

Response: USAID considers technical effort to constitute at least 20% of the total prime contract budget.

69. Question on Secret Facilities Clearance:

a. Please confirm that in reference to section F.6.3 Classified Task Orders on page 42; section H.43 Security Clearance on page 84;

and “Part Twelve – H.43 Security Clearance” on page 121, Offerors are not required to maintain a secret level facility clearance at the time of the ACES proposal submission and no points will be awarded based on this criterion.

Response: Offerors are not required at the time of the ACES proposal submission to have a security clearance. At the Task Order level the Contractor must obtain and maintain a "Facility Clearance" at the "Secret"

b. Related to facilities clearance, if the Offeror is submitted as a joint venture (JV) under which one partner maintains a secret facilities clearance and the other partner does not, will the JV meet the requirements for any future task order requiring facilities clearance?

Response: The details regarding the facilities clearances for a joint venture can be determined once the award has been made by the Office of Security with the help of the IDIQ COR.

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70. In Subsection iv “Using Small Business (SB) Concerns” on page 116, is a joint venture between a large and small firm submitting as a SB offeror required to submit the narrative summary as described in this section?

Response: Section L.8(c)(d)(iv) “Performance in Using Small Business Concerns” is not applicable to small businesses.

71. Section B.7 (a) (2), page 9, states, "One unburdened ceiling daily rate for each labor category/grouping is included in the contract to provide more flexibility under task orders." Can USAID please confirm if this statement indicates that one unburdened celling daily rate will be included for each labor category in the contract or if there will be two rates - one for senior level and one for mid-level?

Response: USAID can confirm that two unburdened ceiling daily rates will be included for each labor category, one senior and one mid, where applicable.

72. Are offerors required to submit form SF-LLL? It is included as

Attachment J.1 but not mentioned as a requirement in Section L.

Response: USAID is requesting that the Prime Offeror submit a completed SF-LLL as part of the Cost Proposal.

73. Can USAID indicate if there is a threshold below which individual Task Orders will always be set aside for Small Business IDIQ holders?

Response: Yes, all task orders up to $5 million will be competed only among the U.S. small business and/or minority-serving contractors.

74. RFP Page 17 Section L.9(a) states that “The Offeror must also provide a Prime and Major Subcontractor Percentage of Labor Overview Chart as an annex to the Cost/Business proposal identifying the anticipated labor utilization for the prime and all subcontractors”.

Can USAID please confirm that the Percentage of Labor Overview

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Chart only needs to include the prime and major subcontractors, as noted in the title?

Response: USAID is requesting a Prime and Major Subcontractor Percentage of Labor Overview Chart for the Prime Offeror and Major Subcontractors only.

75. On Page 29, Section C.6 Construction, states that “the ACES IDIQ allows for construction.” Furthermore, the RFP states: “design and construction must be performed through separate contracts. Thus, where construction is included, architecture and engineering (“A&E”) plans must be obtained independently of the task orders.” Given this, does USAID expect Offerors to include A&E firms as partners at the IDIQ level?

Response: USAID does not expect firms to include A&E firms as partners at the IDIQ level. USAID expects that most A&E support under ACES would come from local firms which would not be identified until a task order is competed.

76. Page 94 of the solicitation lists “SF-LLL Disclosure of Lobbying Activities as one of the attachments, however, this is not listed as a component of the Cost/Business Proposal. Can USAID please clarify if this is a required part of the submission?

Response: USAID is requesting that the Prime Offeror submit a completed SF-LLL as part of the Cost Proposal.

77. On page 121, Part Eleven – Legislative reporting information, given that the value of subsequent Task Orders is unknown at this stage, is it acceptable for Offerors to leave the subcontracting information as TBD?

Response: USAID is requesting that the Prime complete and submit Part Eleven- Legislative reporting information regarding subcontracting.

78. On page. 116 of the solicitation it states, “Describe any quality awards or certifications that indicate exceptional capacity to provide

25 | P a g e the service or product described in the statement of work.” May bidders also include the awards of our partners in this annex?

Response: Offerors may include the awards of partners in this annex.

79. As Section L.7 requires electronic submission only, would USAID kindly consider accepting an electronic signature of a person authorized on behalf of the Offeror to sign the offer (and not an original signature)?

Response: USAID does not recognize electronic signatures in this matter and requests original signature.

80. Contractor Performance Information is listed as Factor Four.

However, the instructions also say to “List in an annex to the technical proposal at least three and no more than five references of the most recent and relevant contracts/assistance or orders…” Could USAID please clarify if performance information should be included as an annex within the technical proposal?

Response: USAID can confirm that this should be provided as an annex to the technical proposal.

81. Could USAID please clarify what it defines as “non-presence countries?

Response: A non-presence country is where USAID does not have a Mission or Representative Office (USAID Automated Directives System - ADS - Chapter 253).

82. Could USAID please confirm that offerors are able to apply the fixed fee ceiling to the prime contract as well as all subcontracts regardless of subcontract type?

Response: USAID will only apply fixed fee’s to the prime contract only.

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83. Could USAID please confirm that the CDRs will not apply to subcontracts that will be contracted on a Time and Materials (T&M) basis? The CDRs are “unburned” and should not include payroll costs, indirect costs, or profit/fee whereas the T&M labor rates would be burdened and inclusive of payroll costs, indirect costs, and profit/fee.

Response: USAID can confirm that CDRs will apply to all contract types with the subcontractors.

84. Could USAID please confirm that the unburdened CDR’s from the prime contract will only be applicable to cost reimbursable type subcontracts?

Response: USAID can confirm that CDRs will apply to all contract types with the subcontractors.

85. Since this is an IDIQ contract, could USAID please remove the requirement to provide information regarding the total estimated cost or price of anticipated subcontracting activities?

Response: USAID cannot remove the information regarding the total estimated cost or price of anticipated subcontracting activities. This is required for legislative reporting information.

86. Does USAID anticipate releasing a Rapid Response-only task order or would it be part of a larger program/task order?

Response: USAID will not issue rapid response-only task orders when ACES IDIQ-level contracts are issued. Rapid Response would be part of a larger program/task order.

87. Page 11, Section B.7 (a) Unburdened Ceiling Daily Rates (CDR),

(3) Definition of labor categories: “Senior Project Manager.”

Should “Senior” be deleted from this Labor Category title since it will apply to both Senior and Mid-level personnel, per the CDRs table provided on page 10?

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Please confirm that this Labor Category includes such positions as Home Office Directors, Home Office Project Managers and COPs.

Would USAID consider including the IDIQ Manager position in this Labor Category, in lieu of a separate IDIQ Manager Category, as currently envisioned?

Response: USAID has amended attachment J.7 to remove mid-level project managers. This will be a senior position only. To avoid any confusion the IDIQ Manager will remain it’s on separate labor category which will also be senior only.

USAID confirms that the labor category of “Senior Project Manager” include positions such as Home Office Directors and Home Office Projects Managers. Other positions may be required in performance of the task orders, such as Chief of Party (COP), based on specific needs and those will be competed at the Task Order level.

88. Page 30, Section C.6 CONSTRUCTION, states “Total construction-related interventions must be less than 30% of the total value of any task order and no more than $5 million in total.” Please confirm that the “$5 million in total” here refers to the ceiling on the value of construction-related interventions per task order.

Response: USAID confirms that the “$5 million in total” refers to the ceiling on the value of construction-related interventions per task order.

89. Page 60, Section H.9 ADDITIONAL REQUIREMENTS FOR PERSONNEL COMPENSATION, (d) Annual Salary Increases, states “(1) U.S Staff including expatriate one annual salary increase (e.g. merit increases and other) of not more than five (5%) percent of the current labor pool may be granted after the employee’s completion of each twelve-month period of satisfactory services under the Contract.”

Please clarify what “current labor pool” refers to here. Also, many companies have a policy of raising the salary of their senior staff at the beginning of their fiscal year and…