Questions_and_Answers_for_RFP-USTDA-16-D-0001_(Amendment_004).pdf

Request for Proposal (RFP): USTDA-16-D-0001 IQC –Reverse Trade Missions, Conferences, Workshops, Training, and Other Events

Responses to Questions received by Monday, November 23, 2015, at 12:00 PM Washington

DC Time/Eastern Time

1. B.6.1 FIXED- DAILY RATES (DR), pages 7-8, all paragraphs and per instructions under E.2.8. QUOTE CONTENTS, VOLUME II – PRICE, CONTRACT DOCUMENTS, AND GENERAL INFORMATION, paragraphs c and d, page 35:

Could the Government please confirm that all Other Direct Costs, including travel, will be quoted at the task order level and that Attachment D.2.1 IQC Task Order Price Chart is provided as a sample only?

Government’s Response: Yes, all Other Direct Costs, including travel, will be quoted at the task order level. RFP Attachment D.2.1 IQC Task Order Price Chart will also be used only at the Task Order Level for pricing purposes per RFP Section D.1.10.

2. Could the Government please identify the incumbents and state how long they have performed this work for the USTDA?

Government’s Response: The incumbents on the current IQC contract are as follows: (a) Advanced Engineering Associates International, Inc., (b) Agland Investment Services, Inc., (c) American Association of Airport Executives, Inc., (d) Avasant, LLC, (e) BCS, Inc., (f) Business Council for International Understanding (BCIU), (g) CORE International, Inc., (h) The Corporate Council on Africa, (i) Energy Markets Group, Inc., (j) Experient Inc., (k) Futron Aviation Corporation, (l) Global Marketing and Communications, Inc., (m) I.M. Systems Group, Inc., (n) International Executive Service Corps (IESC), (o) Jacobsen/Daniels Associates, LLC,

(p) JB Clawson International Inc., (q) Koeppen, Elliott & Associates, Ltd. (KEA), (r) Mendez England & Associates, Inc., (s) Meridian International Center, (t) Millennium Science & Engineering, Inc. (MSE), (u) Montgomery Consulting Group, Inc., (v) National US Arab Chamber of Commerce, (w) The Peoples Group, Ltd., (x) Technical Resources, Inc., (y) Telecom/Telematique, Inc., (z) TERA International Group, Inc., (aa) United States Energy Association (USEA), and (ab) The Webster Group, Inc.

The total period of performance is five (5) years. The current contract end date is end of February 2016.

3. Page 33, Section 1, Paragraph iv: Are the agendas for events counted against the 20 page limit for the Technical and Relevant Past Performance volume?

Government’s Response: Yes. Also, RFP Section E.2.8.A.1(iv) has been amended to clarify that agendas can be provided in full or in partial.

4. Page 34, Section 3, Paragraph i: Are resumes included within the 20 page limit for the

Technical and Relevant Past Performance volume?

Government’s Response: Per RFP Section E.2.8, Page 32, resumes are not included in the page limitation for the Technical Proposal.

5. May all three Relevant Past Performance references be from previous USTDA contracts? If so, is the appropriate USTDA staff prepared to respond by the required deadline when we send them the survey to be completed? Or is it preferable to include private companies as references?

Government’s Response: Per RFP Section E.2.8.B, Page 34, Relevant Past Performance, Offerors shall submit a list of no more than three (3) Government and/or commercial contracts (prime contracts, task/delivery orders, and/or major subcontracts) in performance at any point during the five (5) years prior to the proposal submission date.

The Offeror is solely responsible for ensuring the questionnaire is completed and returned by the respective references on or before the deadline. Any past performance questionnaire returned directly by the Offeror may not be considered.

6. May we use former USTDA employee(s) as one of the Relevant Past Performance references if they are no longer with USTDA?

Government’s Response: See Response to Question 5 above.

7. Is there a new deadline for USTDA to receive the three required Relevant Past Performance forms, since the deadline for the proposal has been extended to December 18?

Government’s Response: RFP Attachment E.9.1, Past Performance Questionnaire, is now amended to change the due date to December 18, 2015 by 12:00 Noon EST.

8. Reference: IQC RFP - USTDA: 16-D-0001, Section: QUOTE CONTENTS, Page: 32, Para: E.2.8.

Question: Can it be confirmed that CVs will NOT be included in the 20 page evaluation count but that they should be provided under an Attachment and that they must ALL be of 2 pages or less?

Government’s Response: Confirmed.

9. Reference: IQC RPF – USTDA: 16-D-0001, Volume 1 (a) and (b) TECHNICAL and

RELEVANT PAST PERFORMANCE, Section: Relevant Past Performance, Page: 34, Para: B.

Question: In providing three examples of Past Performance, if a firm does not have an offshore event completed within the past five years to use as an example, what is an acceptable alternative; i.e. to show a domestic event as the third example or provide an offshore event example outside of the five year requirement and if so, how will this be evaluated?

Government’s Response: As specified in RFP Section E.2.8.B, Offerors shall provide no more than three examples of past performance from the examples required under the Event Planning and Management Expertise Technical Sub-Factor. Accordingly, the examples of past performance may or may not include an example held outside of the United States and its territories.

10. Reference: IQC RPF – USTDA: 16-D-0001, RTM Manual, Section C4, Page 14

Regarding Registration for USTDA Events: The RTM Manual states: The Contractor shall use a secure, online electronic means to capture registration information for individuals attending the event. Several cloud-based services exist to allow for simplified and secure registration management. These same services also provide a means to securely capture credit card information, should an event carry a cost. Accepting personally identifiable information, as well as credit card information, via e-mail or fax is not an acceptable method for completing event registration. Contractors should select a method that protects the information of attendees.

Question: Will USTDA be hiring an independent online Event Registration firm for use by IQC contractors for all relevant USTDA programs as has been recently indicated by USTDA staff?

Government’s Response: No. The IQC Events Manual Part I Section C.4 is hereby amended as follows:

“The Contractor shall be responsible for providing a secure, online electronic means to capture registration information for individuals attending the event. Several cloud-based services exist to allow for simplified and secure registration management. The Contractor’s secure online electronic registration service shall provide customizable event pages to market programs including, online registration, a secure payment system, and ability to capture registrant information. USTDA will not provide an online event registration service.

Accepting personally identifiable information, as well as credit card information, via e-mail or fax is not an acceptable method for completing event registration.”

11. Reference: IQC RFP – USTDA: 16-D-0001, Section: E.4.1 ADDENDUM TO FAR

52.212-2- Evaluation--Commercial Item, Para: A. EVALUATION APPROACH, Page:

37.

Question: Will the Proposals be evaluated by an independent contractor or by USTDA or both?

Government’s Response: As RFP Section E.4.1, ADDENDUM TO FAR 52.212-2- Evaluation- -Commercial Item, Para: A. EVALUATION APPROACH, Page: 37 notes, “All proposals shall be subject to evaluation by a team of Government personnel”.

Also, as RFP Section E.3, USE OF CONTRACTOR SUPPORT SERVICES, Page 36 notes, “Prospective Offerors are hereby notified that the Government may use a Contractor in conjunction with Government personnel to comprise the Source Selection Evaluation Team.

Contractor personnel may be used in the evaluation of proposals.”

12. Reference: Section D.1.4 General Description of Task Order Activities, Page 18, Paragraphs

(a), (b), (c), (d), and (f).

Question: Will USTDA consider awarding small businesses who specialize in one or more of the five (5) work areas listed in the Statement of Work but do not have specific experience in one or more of the five work areas?

Government’s Response: No. USTDA will consider awarding only to businesses (small or large) who have the ability to organize Reverse Trade Missions, Conferences, Workshops, Training, AND Other Events.

13. Reference: Section D.1.4 General Description of Task Order Activities, Page 18, Paragraphs

(a), (b), (c), (d), and (f).

Question: What is the estimated frequency of events per year and per work area?

Government’s Response: Because USTDA is a demand-driven agency, USTDA cannot predict the number of events per year and per work area. However, USTDA notes that over the last five years on average USTDA has contracted at least 35 event activities per year.

14. Reference: Section E.2.4 Amendments to Solicitation, Page 30, Paragraph 1, Question: Does the contracting office wish to receive the full 58 pages of the original solicitation and each amendment, or the completed SF1449 form for the original and first amendment and a full copy of the second amendment?

Government’s Response: The proposal submission shall include the complete Standard Form (SF) 1449 (pages 1 and 2) from the original solicitation and SF 30 (page 1) for all subsequent amendments.

15. Reference: Section E.2.8 Quote Contents, Volume I A. Technical Expertise, 1. Event

Planning and Management Expertise, Page 32 – 33, Paragraph i), ii), iii), and iv).

Question: Will USTDA consider awarding small businesses who specialize in one or more of the four (4) specific areas listed but do not have specific experience in one or more of the four specific areas?

Government’s Response: See Response to Question 12 above.

16. Reference: Section B.6.1: FIXED-DAILY RATES (DR), Page 7, Paragraph 1.

Question: Our Negotiated Indirect Cost Rate Agreement (NICRA) with the U.S.

Government includes an overhead rate, a fringe rate, and a G&A rate. The RFP stated that the fixed and fully burdened rate that the offerors propose shall be inclusive of overhead and general & administrative, as well as fee. Later, this section references Section C2 of the IQC Events Manual, which states that fully burdened rates include “all benefits, overhead, etc.”

Please confirm that offerors’ fully burdened daily rates may include (i) overhead, (ii) fringe,

(iii) general and administrative, and (iv) profit.

Government’s Response: Offerors fixed and fully burdened daily rates shall be inclusive of overhead, general and administrative (G&A), fringe benefits, and profit. Both RFP Section B.6.1: FIXED-DAILY RATES (DR), Page 7, Paragraph 1 and Part I Section C.2 of the USTDA IQC Events Manual have been hereby amended to include this statement.

17. Reference: Section B.6.1: FIXED-DAILY RATES (DR), Page 7, Table Under

Paragraph 1.

Question: The RFP lists seven different categories of labor for which fixed burdened daily rates need to be provided.

Based on the labor categories included in this table, please confirm that USTDA will allow the bidders to propose a single individual who may fulfill the expertise required for more than one labor category based on that individual’s qualifications and experience.

18. Reference: Section D.1.8: FAIR LABOR STANDARDS ACT Page 20, Paragraph 1.

Question: Please confirm that not all personnel proposed by the offerors are required to be employees of the offeror and that an offeror is not precluded from engaging short-term experts for the provision of services under any Task Order.

19. Reference: Section D.1.9: PARTIAL SMALL BUSINESS SET ASIDE, Page 20, Question: Please confirm that small businesses will be allowed to compete for Task Orders valued at more than $150,000.00.

20. Reference: Section D.1.9: PARTIAL SMALL BUSINESS SET ASIDE, Page 20, Question: Please confirm that USTDA will notify the small business awardees when the Task Order being issued for small businesses will be competed only among the small business awardees.

21. Reference: Section D.1.11 (a): TASK ORDER PAYMENT TERMS, Page 22, Question: This section provides an example payment schedule. Holding 50% of the fixed price portion of a Task Order “after the conclusion of the event and Government acceptance by USTDA of the final report” may result in undue financial burden on small businesses.

Given that after the approval by USTDA of the final itinerary agenda, the planning for the event, the actual event, the preparation and submission of the draft report, review and comments from USTDA on the draft report, submission of the final report by the contractor, and acceptance of the final report by USTDA can easily involve 3-5 months depending upon the event, withholding of 50% of the fixed price portion of the Task Order could pose unusual financial burden on small businesses. Please confirm that USTDA would consider and accept breaking this 50% amount as follows:

• 35% of the fixed price portion of the Task Order Upon completion of the event

• 15% of the fixed price portion of the Task Order Upon submission of the final report and acceptance by USTDA

Government’s Response: As noted in RFP Section D.1.11 (a): TASK ORDER PAYMENT TERMS, Page 22, Paragraph 1, “A payment schedule will be determined at the Task Order level.” Each payment scheduled will be tailored specifically to the individual Task Order.

22. Reference: Section D.1.24: NATIONALITY REQUIREMENTS, Page 26, Paragraph 1.

Question: The RFP states that all individuals performing work under this contract in the United States must be U.S. Citizens or Resident Alien. Please confirm that for activities to be performed outside the United States (e.g., a conference in another country), USTDA will allow up to 20% of the fixed price amount of a Task Order for contracting with overseas personnel as needed for the specific event.

Government’s Response: Confirmed. Section D.1.24 Nationality Requirements has been amended to reflect this clarification.

23. Reference: Section E.2.1: GENERAL INFORMATION, Page 28, Paragraph 1.

Question: Please advise offerors as to whether or not small business offerors will be evaluated as part of the overall pool of offerors or only among small business offerors.

Government’s Response: Small business offerors will be evaluated as part of the overall pool of offerors.

24. Reference: Section E.2.8 A 1: Event Planning and Management Expertise, Page 32, Question: This section describes the expertise required for Event Planning and Management.

Specifically, the requirement is for an offeror to provide at least three examples under four categories totaling 12 example projects completed during the last five years. The RFP goes on to say that a given activity may be used as an example in more than 1 of the 4 categories.

Given the number of activities procured by USTDA each year in the past and the number of IQC contractors in the current IQC pool, it is unlikely that many offerors would be able to document three examples in all four categories. It is equally unlikely that many offerors will have at least one project in all four categories. For example, an offeror may have excellent expertise in designing and conducting RTMs in the U.S. but may not have a single activity that would demonstrate expertise in (i) organizing and conducted overseas conferences or (ii) recruitment of high-level speakers. Furthermore, an offeror may have very relevant expertise in a category but it may not meet the past 5-year requirement.

In accordance with the expertise requirements, as stated in the RFP, an offeror who may have excellent demonstrated and documented expertise in one or two of the 4 categories would not qualify. Or, an offeror who has excellent demonstrated and documented expertise in one or two of the categories, but that experience is more than 5 years old would also not qualify.

This could seriously limit the pool of bidders and restrict competition for this RFP.

In order for USTDA to have as wide a competition as possible and for many very qualified offerors to have an opportunity to submit a bid, we would respectfully request that USTDA consider relaxing the current rather restrictive expertise requirements. Specifically, please confirm if USTDA would consider revising the expertise requirements as follows:

• Increasing the time duration for examples of expertise from the current 5 years to 10 years.

• With respect to example projects under the 4 categories, changing the current requirement for the offerors to demonstrate expertise in all four categories to expertise in any of the categories. In this manner, an offeror who may have superior expertise in less than 4 categories (1, 2, or 3) would not be precluded from submitting a bid.

Government’s Response: Those requirements in Section E.2.8 A 1 remain unchanged.

25. Reference: Section E.2.8: QUOTE CONTENTS – Content Requirements, Page 32, Item d.: Resume/Curriculum Vitae (CV) in the footnote under the Table.

Question: If an offeror presents the qualifications and experience of an individual in more than one labor category, can the offeror submit two separate CVs, each within 2 pages for the same individual?

Government’s Response: The Offeror can submit the same CV and notate that the same individual is being proposed in more than one labor category.

26. Reference: Section E.2.8.B: RELEVANT PAST PERFORMANCE, Page 34, Paragraph

1.

Question: For the reasons outlined in Question 24 above, would USTDA consider changing the five years window to ten years for past performance acceptance in the bids?

Government’s Response: The Relevant Past Performance period remains unchanged at five (5) years.

27. REFERENCE: Section B.6.1, Page 7.

QUESTION: Labor category descriptions including years of experience and education requirements were not provided in the RFP. Can offerors propose multiple levels for each labor category such as Junior, Mid, and Senior and provide the description and requirements?

Government’s Response: Offerors can propose multiple levels for each labor category such as Junior, Mid, and Senior and provide the description and requirements.

28. REFERENCE: Section E.2.8 Quote Contents, Page 33, Paragraph A.1.iv.

QUESTION: The RFP requires the offerors to “…provide three examples of agendas for events that include such speakers, which may be from either the public or private sectors.”

As there is a 20 page limit for the technical proposal, we respectfully request that the agendas be included as an appendix.

Government’s Response: See answer to Question #3 above.

29. REFERENCE: Section E.2.8 Quote Contents, Page 34, Paragraph B Relevant Past

Performance.

QUESTION: The RFP requires the offerors to “submit a list of no more than three past contracts which specifically are from the examples identified in the Event Planning and Management Expertise Technical Sub-Factor section.” For these three projects, we are asked to submit the Past Performance Questionnaire to third parties to be returned directly to

USTDA.

Can one of these examples (and Past Performance Questionnaires) relate to our subcontractor, whose project is listed as an example under Event Planning and Management Expertise Technical Sub-Factor Section?

Government’s Response: Yes. See amended RFP Section E.2.8.B.

30. REFERENCE: Attachment_D.2.1_IQC_Task_Order_Price_Chart.

QUESTION: The Task Order Price Chart does not have a line item for indirect costs applicable to non-labor costs. Can the contractor apply their applicable indirect costs to non-labor costs per their disclosure statement and accounting system?

Government’s Response: No indirect cost such as Overhead, G&A, or Material/Subcontractor Handling shall be applied to travel. Indirect costs that are applicable to any other non-labor items shall be embedded in that non-labor items’ cost.

31. Reference: Section E.2.8 Quote Contents, Page 34, paragraph 5.

Question: Is it permissible for USTDA staff to serve as a reference and submit a Past Performance Questionnaire for the applicant?

Government’s Response: Yes.

32. Reference: Section E, Page 31, Paragraph A.

Question: Please confirm that the technical proposal may make reference to attached resumes.

Government’s Response: The technical proposal may make reference to attached resumes.

However, it is incumbent on the Offeror to submit a well-written technical proposal, with adequately detailed information which clearly demonstrates compliance with the solicitation requirements and allows for a meaningful evaluation within the specified page limit. The Government’s evaluation team is not obligated to go in search of needed information that the Offeror has failed to properly present. No material may be incorporated in the technical proposal by reference in order to circumvent the page limitation.

33. Reference: Section E, Page 33, Paragraph A 1 iv.

Question: Please verify that the inclusion of conference agendas (as requested in the technical experience examples) do not count against the 20-page limit set forth by USTDA.

Government’s Response: See responses to Questions #3 and #28 above.

34. Reference: Section E, Page 31, Paragraph B.

Question: Please confirm that Offerors are eligible to submit a proposal as a prime contractor and be proposed as a subcontractor in another Offeror’s proposal.

35. Reference: Section E, Page 31, Paragraph B.

Question: Please advise on the credentials needed for referenced subcontractors. Given that the Prime contractor is responsible for the project, is pricing for subcontractors necessary for this bid?

Government’s Response: The proposed pricing must be fixed and fully burdened regardless of whether the prime or subcontractor provides the support.

36. Reference: Section E.2.7 Proposal Submission, Page 30, Paragraph 2.

Question: The RFP states that USTDA will only accept proposals from joint ventures when one party is the sole contract holder.

Is it permissible for a firm to submit its own proposal to be a direct IQC contractor as well as being a subcontractor on another proposal submitted by a small business firm?

Government’s Response: Yes.