Questions Received in Response to FY 20 HEB RFP - FINAL.pdf

1. Q: In the specification, it stated that soy was not allowed. Is there a specific reason for that?

A: Alternative formulations for HEBs have not been developed and tested at this time. The current formulation has undergone repeated testing and refinement over approximately three years in order to achieve the desired level of nutrition and shelf-life. Before a new formulation would be accepted, it would have to be approved by USAID and undergo a similarly rigorous assessment.

2. Q: Would USAID be willing to accept a paste version of the HEB specification?

A: No. HEBs are intended to be similar in taste and texture to a cookie or tea biscuit. Such products are ready to eat and are widely recognized and accepted globally.

3. Q: If a vendor were to make a paste version and model it off of Ready to Use Supplementary Food (RUSF), could the vendor propose a soy or peanut-soy version? This would be more cost effective than a non-soy version.

A. No. A paste version of the HEB would not be acceptable.

4. Q: Do you have a specification that is tied to this solicitation?

A: The technical specifications begin on page 3 of the Request for Proposals (RFP).

5. Q: What is the maximum amount of High Energy Biscuits (HEBs) that USAID will procure from each individual vendor?

A: The maximum number of HEBs that USAID will procure from each vendor will be as specified in the contract. USAID expects to make an award to a minimum of one vendor, but no more than four. The maximum amount of HEBs that USAID will purchase from all sources will not exceed 4,800 MT over a period of 12 months.

6. Q: If a vendor has the capacity to produce more HEBs than the allotted maximum, can they submit alternative bids?

A: The total amount of HEBs that USAID will purchase over a period of 12 months will not exceed 4,800 MT. A higher quantity of HEBs may be procured from certain vendors compared to others, depending upon need, availability of funds, production schedule, production capacity, etc.

7. Q: How long will a vendor need to store the finished products in their warehouse before the USAID transports the products to the final destination?

A: Provided that the product passes all quality checks and the Certificates of Analysis demonstrate that the product conforms to the required technical specifications, USAID will immediately make arrangements to pick up the product and ship it to a USAID prepositioning warehouse or to the final destination point.

8. Q: Does the warehouse have to be located in the United States or can the HEBs be stored overseas?

A: HEB vendors do not have to be located in the United States. Vendors can be located in any eligible country. (To check eligibility, vendors should visit www.treasury.gov .) Vendors are not expected to have to hold HEBs in storage on behalf of USAID for a long period of time. Provided that the product passes all quality checks and the Certificates of Analysis demonstrate that the product conforms to the required technical specifications, USAID will immediately make arrangements to pick up the product and ship it to a USAID prepositioning warehouse or to the final destination point.

9. Q: When does USAID expect to make awards?

A: USAID expects to make awards within the next 2 to 3 months.

10. Q: When are vendors expected to begin producing HEBs?

http://www.treasury.gov/

A: HEBs are needed to immediately replenish USAID prepositioned stockpiles. Pending availability of funds, USAID will place initial orders for immediate delivery.

11. Q: Is the 15g of sugar referenced in the specification added sucrose, or total sugars (sucrose, glucose, lactose) derived from all ingredients (flour, sugar, glucose, non-fat dry milk)?

A: This refers to total sugar as measured in the finished product.

12. Q: Are the fat, protein, sugar and crude fiber contents cited on page 5 based on “dry basis” or “as is”?

A: They are on a dry basis.

13. Q: With respect to biscuit characteristics, the specification indicates that one HEB should weigh between 5g and 10g. Could the weight of an individual biscuit be outside of the 5g to 10g range? For example, could a single biscuit be higher than 10g, or lower than 5g?

A: As long as the entire pack meets the 100g weight requirement, individual biscuits can range between 5g and 10g. The weight of a single biscuit should not fall below 5g or above 10g. The size should be comparable to the average tea biscuit.

14. Q: With respect to the requirement in Section C.3.3.3 p. 6 Table 1: Micronutrient rate and chemical form, can vendors use alternate chemical iodine (iodide instead of potassium iodate)?

A: Yes, as long as its use does not impact oxidation, color and shelf life.

15. Q: Is the Water Activity Range (Aw 0.2 to 0.4), instead of (Aw .0.2<0.4)?

A: Yes, it would be the same in the practical sense.

16. Q: Section C.3.4.2 p. 10. Are corner guards required or just a recommendation, e.g. should?

A: Corner guards are required.

17. Q: In regard to the analytical requirements and the shelf-life, are vendors responsible for the shipping of samples and for shelf-life testing?

A: Vendors are responsible for shipping their own samples for verification of analytical requirements.

Vendors are also responsible for ensuring that their product meets the 24-month shelf-life requirement.

18. Q: The RFP indicates that the authorized source for the procurement is Geographic Code 937, unless otherwise specified. Does this mean that the product does not need to be produced in the U.S.?

A: That is correct. The HEBs do not have to be produced in the U.S.

19. Q: Are the graphics (nutritional information) found on page 17 required to be printed on the outer case?

A: No, they are not required to be printed on the outer box, but rather on the primary packaging.

20. Q: Is there a maximum period for which USAID is willing to accept delayed delivery (i.e. maximum 45 days)?

A: The delivery requirements will be as specified in the contract.

21. Q: Is there a maximum dollar amount “cap” on liquidated damages (i.e. 45 days or $500 x 45 = $22,500)?

A: As of now, there is no cap on liquidated damages. A cap may be instituted at time of award. Note that liquidated damages may not apply when there are extenuating circumstances beyond the vendors control

22. Q: Do all ingredients have to be sourced from the U.S.?

A: If an award is made to a non-U.S.-based vendor, the ingredients do not have to be sourced from the U.S.

Contractor shall seek approval for the branding of HEB prior to production. The below is the updated USAID branding.

A. Primary Markings

B. Secondary Markings