7200AA22R00061 Responses to Questions.pdf

# Reference Question Response

1 General

Would USAID annex to the RFP and/or immediately post on the Development Exchange Clearinghouse recent progress reports, the current work plan, and the midterm evaluation of the VectorLink Project? In addition, to maximize the industry’s preparation and ability to respond to this critical program, would USAID consider extending the closing date and time for proposal submissions by at least one week to allow offerors time to integrate information from such materials that are not yet publicly available to all offerors?

Relevant reports can be found on pmi.gov, pmivectorlink.org and/or the Development Exchange Clearinghouse. PMI does not publicly post implementing partner work plans as there is proprietary and sensitive information contained within. There is not a midterm evaluation of the VectorLink Project, and the submission date stands as June 6th at 12:00

PM EST.

2 General

Can you confirm the incumbent loaded all award documents to the Development Experience Clearinghouse portal? We are having trouble locating documents?

Award documents are not available however relevant reports can be found on pmi.gov, pmivectorlink.org and/or the Development Exchange Clearinghouse.

3 General Can you confirm who is (are) the incumbent awardee(s)? The current incumbents are Abt Associates and RTI International.

4 General Can you confirm incumbent has load subawards to FSRS. gov? The incumbent has loaded subcontract reports onto eSRS.gov

5 General Which countries have active PMI work? Please see pmi.gov for information on the countries where PMI works.

6 General When does the incumbent IDIQC contract expire?

The IDIQ expires Sept 29, 2022 and the active task order under the IDIQ ends Sept 29, 2023.

7 General How will USAID add work to the contract? Section M mentions a task order process? There is no task order process. The work is detailed in Section C.

8 General

On page 32 of the VectorLink Annual Report (Oct 2020-Sept 2021), a core deliverable on mobile data collection is referenced, “Summary of Mobile Data Collection Approaches.” Can USAID please share this document with offerors to ensure we build on existing USAID investments in IT systems for this program?

Relevant information related to PMI's use of mobile data collection for vector control can be found on pmi.gov and pmivectorlink.org.

9 General

USAID has invested significantly in developing the VectorLink Collect system, and the successful bidder for the new program will be required to continue its use and development. Can USAID please provide additional information regarding this system to include any reports that describe the system’s architecture, data fields and forms, and functionalities. Would USAID please make the database publicly available during the proposal process so all offerors can analyze the data to make recommendations for improvements?

Relevant information related to the VectorLink Collect system can be found on pmi.gov and pmivectorlink.org. No, USAID is not in a position to make this database publicly available.

GENERAL NOTES

RFP 7200AA22R00061

Response to Questions

10 General

Because of the Memorial Day holiday in the U.S. and ongoing COVID-19 surge which is causing disruption to working schedules, and associated office and school closures, we respectfully request that USAID extend the deadline for receipt of proposals by one week, to June 13th at 12:00 PM EST. Thank you for your consideration of this request. The submission date has been amended to June 10th at 10:00 AM EST.

11 General Can you extend the submission date? This is a very large submission The submission date has been amended to June 10th at 10:00 AM EST.

12 B.5

Can USAID confirm that the Indirect Rates table in Section B.5 should include separate subsections for prime and major subcontractor indirect cost rates?

If there is a successful Offeror with a major subcontractor(s) there will be separate subsections for prime and major subcontractor indirect cost rates.

13 C.3

The wording of the overall Objectives listed in section C.3 page 10 are different than the wording of the overall Objective description listed in section C.4. Which overall Objective descriptions should offerors respond to and cite in our response?

The RFP has been updated so that the objectives in Section C.3 reflect the language found in Section C.4.

14 C.3 The four main objectives are worded differently throughout the RFP. Can USAID kindly resolve and clarify which objectives statements are correct?

The RFP has been updated so that the objectives in Section C.3 reflect the language found in Section C.4.

15 C.4

Section C.4 states: “This could include utilization of small businesses for procurement of locally available supplies as a cost-saving measure, if appropriate” (p.14). Does this statement refer to small businesses located in countries outside of the United States? If so, how should offerers define a small business located outside of the United States? The U.S. Small Business Association only provides size standards for U.S. small Businesses. This statement has been edited in the RFP to state "local businesses."

16 F.6

Page 30, after Key Personnel criteria, in italics there is a statement “Any additional key personnel description and qualifications to be inserted at time of award.” Please clarify if this pertains to the two key personnel descriptions listed or to any key personnel positions proposed by offeror?

This sentence refers to any additional key personnel positions proposed by the Offeror.

SECTION C

SECTION B

SECTION F

RFP 7200AA22R00061

17 F.6

USAID’s requirements in the RFP Section F.6 for the Program Director, particularly the requirement for candidates to have “ten years of providing senior-level leadership (e.g., Project Director, Deputy Director) to programs of similar magnitude and complexity,” is overly restrictive and severely limits the pool of highly qualified and diverse candidates - including local national candidates - who have the skills and experience to lead this program. There are few global programs in USAID’s (or other donor’s) history that meet or exceed the expected magnitude (e.g., value) of this contract; and even fewer that are related to malaria. We respectfully request that USAID remove the “similar magnitude” requirement from the solicitation, and accept as relevant demonstrated ability to manage complex, multi-country programs. Further, USAID’s requirement that candidates have “ten years of experience working on malaria control programs,” is also restrictive, especially when combined with the above requirements regarding leadership of programs of similar size and complexity. We request that USAID reduce this requirement to five years of experience working on malaria control programs, or having the requirement be 10 years of experience implementing public health programs.

This will ensure a more diverse and inclusive candidate pool for USAID’s consideration, consistent with the implementing partner community and USAID’s own stated goals of improving diversity, equity, and inclusion in its hiring and employment practices.

The requirements for Program Director have been modified to state: "ten years of providing senior-level leadership (e.g., Project Director, Deputy Director) to complex, multi-country programs." However, given the highly technical nature of this contract, the requirement to have "ten years of experience working on malaria control programs" is maintained.

18 H.10

Pages 41-42, section 8a), b), and c), discuss environmental compliance and mitigation. It states that respondents to the RFP should include as part of their proposal their approach to achieving environmental compliance and management, to include: approach to developing and implementing an EA and/or an EMMP, and approach to providing necessary environmental management expertise, including examples of past experience of environmental management of similar activities. Please clarify where USAID would like offerors to include this in their proposal; as it can normally be a lengthy part of a proposal response. Will USAID consider allocating an additional annex space to include a full response?

Environmental compliance and mitigation is a key component of the proposed technical scope of work and should be woven throughout the technical approach as applicable. No separate annex will be permitted.

19 J.3 The past performance information form (Attachment J.3) includes Part I but no Part II. Can USAID confirm if Part II is missing? There is no Part II that the Offeror needs to fill out.

SECTION H

SECTION J

RFP 7200AA22R00061

20 J.4

We kindly request that USAID revise the budget template (Attachment J.4), specifically row 100 in the Prime Detail Budget tab, to sum all rows of the Insecticides cost line item. Currently, the subtotal does not account for $3,000,000 for Medium Program costs. The budget template has been updated accordingly.

21 K.1

Consistent with guidance in FAR 37.113-1 and considering that this is a worldwide contract with a significant portion of work performed overseas, we respectfully request that USAID remove FAR 52.237-8 (Restrictions on Severance Payments to Foreign Nationals) and include FAR 52.237-9 (Waiver of Limitation on Severance Payments to Foreign Nationals) to prevent conflict with applicable local employment laws.

As certain severance payments may not be allowable per FAR 52.237-8 USAID cannot incorporate FAR 52.237-9 at this time.

22 L.6 Would USAID like the Technical proposal submitted in both PDF and Word? Only submission in PDF is required.

23 L.7

Page 109 L.7 notes one page in an annex can be used to describe non-key personnel in a staffing matrix. Does the one page include partners? Would USAID consider providing an additional page to the staffing matrix to show staff across the prime offeror and partners?

USAID has updated the RFP to allow offerors to submit up to three pages for the staffing matrix, to include partners.

24 L.7 May offerors add a Cover Letter to the Technical Volume As stated on Page 109 of the solicitation, a Cover Page is allowed, not to exceed one page.

25 L.7

For space and clarity, would USAID consider allowing a non-Times New Roman font such as Calibri or Arial for graphics, tables, charts, and graphs?

We request that font size 10pt be allowed.

Offerors may utilize a font other than Times New Roman for text in tables, graphics, charts, graphs; however, the font must be standard for all text in the graphics, tables, charts, and graphs. The font must be clearly legible. The RFP has been updated to reflect this change.

26 L.7 May offerors use Arial Narrow for graphics instead of Times New Roman?

Offerors may utilize a font other than Times New Roman for text in tables, graphics, charts, graphs; however, the font must be standard for all text in the graphics, tables, charts, and graphs. The font must be clearly legible. The RFP has been updated to reflect this change.

27 L.7

Page 110, Section L, L.7.4. Technical Approach states the MEL plan should be included as an annex along with any tables to elucidate or graphics to illustrate the monitoring and evaluation plan. Please confirm if additional pages to the 2 pages listed on page 109 can be included for tables or graphics to support the MEL plan?

USAID will allow the MEL plan annex, including all tables to be up to five pages. The RFP has been modified to reflect this change.

SECTION L

SECTION K

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28 L.7.4

Section L.7.4 Technical Approach, page 110, states the offeror will present ‘appropriate methodologies, interventions and activities’. Please clarify USAID’s distinction of interventions and activities.

USAID has updated the RFP to state 'present appropriate methodologies and activities.'

29 L.7.5

While Section L.7 (b) (ii) indicates the inclusion of a “Management Approach and Key Personnel” section (p.109), there are no instructions in Section L for a narrative that addresses key personnel or staffing. Can USAID provide additional guidance for this section?

See Section L.7.5 for instructions on Management Approach, Key Personnel and Staffing.

30 L.7.5.1 Considering current font requirements, can USAID clarify if the one-page organizational chart should include all positions at the country level?

The RFP has been updated to allow for two organizational charts, each not to exceed one-page. The first organizational chart should be for HQ operations, while the second organizational chart should be for field operations.

31 L.7.5.2

Annex instructions on page 109, L.7, indicate there is one page each for references of key personnel. Can USAID please clarify what should be included in the page of references for each key personnel?

As stated on page 111 Section L.7.5.2, please include a current email and phone number for professional references as a separate annex.

32 L.7.5.2

Please confirm offerors may include up to an additional three Key Personnel as well as CVs, statements of commitment, and references for each of the additional proposed Key Personnel.

Yes, as stated on page 111, Offerors may propose up to three additional key personnel and should follow the same documentation requirements as outlined on page 111.

33 L.7.5.1

Page 111, under section L.7.5.1, offerors are instructed to describe the role of any major subcontractor(s), including a description of their role vis-a-vis the prime. Would USAID consider using the term ‘major subcontractors’ to mean those partners who are core to implementation of a key element of the work, instead of ‘major subcontractors’ meaning only those meeting the RFP stated definition of having 20% or more of total proposed cost?

As stated in the RFP, only those subcontractors who have 20% or more of total proposed cost will be considered to be major subcontractors and are the only subcontractors required to describe their role as stated in Section L.7.5.1.

34 L.7.6

Section L.7 (b) (ii), on page 109, lists the technical approach; management approach and key personnel; and past performance as the three sections constituting the body of the technical proposal. However, Section L.7.6 states that “The Past Performance section does not have a narrative piece within the Technical Proposal” (p.111). Can USAID clarify if a past performance narrative is required in the body of the technical proposal?

There is no required narrative for past performance within the technical proposal. The Offeror must submit the Past Performance Information Form (Attachment J.3) as an annex which will be the basis for the evaluation of past performance.

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35 L.7.6

On page 109 Section L.7 (b) (ii), Past Performance is referenced as within the 30-page limit of the Technical Proposal Body. However, on page 111 Section L.7.6 it states that “The Past Performance section does not have a narrative piece within the Technical Proposal, but rather is supported by the Past Performance Information Form submitted as an annex.” Can USAID please confirm that Past Performance will only be included in the Past Performance Information Forms submitted as an annex?

There is no required narrative for past performance within the technical proposal. The Offeror must submit the Past Performance Information Form (Attachment J.3) as an annex which will be the basis for the evaluation of past performance.

36 L.7.6

Page 112, PPR instructions, under L.7.6. indicates “for all contracts that are not in CPARS, in the Past Performance Matrix, provide the reference contact names, phone numbers, and e-mails". Please clarify if USAID means the PPR Information Form attached with the RFP instructions as J.3, or if you are requiring a separate PPR matrix? If a matrix, are you allowing additional annexes?

The past performance matrix is in reference to Attachment J.3. There is no additional annex. The language has been updated in the RFP to refer to the Past Performance Information Form.

37 L.7.6

May we include PPRs for core subcontractors; those who may receive a significant amount of work during the project, but may not meet 20% of the total proposed cost

Only submit past performance references for major subcontractors that have 20% or more of total proposed cost as defined in the RFP.

38 L.7.6

Page 112, small biz (SB) concerns – asks for a five-page narrative summary of SB concerns and to supplement that narrative, asks for 5 of the most recent SF- 294 “subcontracting Report for Individual Contracts” for which the offeror submitted subcontract reports to eSRS. This section states that the reports may be enclosed as an annex and will not be considered in the page count.

- Please confirm if offerors have more than 5 pages (as listed in instructions on page 109) since USAID is asking for a five-page summary, plus five SF- 294 for EsRS and names and addresses of SB concerns?

The five most recent subcontracting reports and names and addresses of SB concerns do not count toward the five page limit of the narrative summary.

39 L.8

Section L.8, Part 2.7, states: “The cost and pricing proposal must describe all potential subcontracting arrangements. Information sufficient to determine the reasonableness of the cost of each specific subcontract expected to be issued must be included. Similar information must be provided for all consultants provided under the category for personnel. Cost element breakdowns must include the same budget items as the prime, as applicable” (p.115). Can USAID clarify whether detailed cost breakdowns must be provided for all proposed subcontractors or only for major subcontractors?

Detailed budgets and budget narratives must be provided for all subcontractors including major and other than major in order to demonstrate cost reasonableness to the most practicable extent. The RFP has been updated to reflect this change.

RFP 7200AA22R00061

40 L.8

Can USAID please confirm if offerors could provide detailed budgets as separate worksheets for partners other than meeting the defined threshold for major subcontractors?

Detailed budgets and budget narratives must be provided for all subcontractors including major and other than major in order to demonstrate cost reasonableness to the most practicable extent. The RFP has been updated to reflect this change.

41 L.8

Section L.8, Part 2 Item 7 – Contractual. Can USAID please confirm that detailed line-item budgets with cost breakdowns should only be submitted for the prime and major subcontractors?

Detailed budgets and budget narratives must be provided for all subcontractors including major and other than major in order to demonstrate cost reasonableness to the most practicable extent. The RFP has been updated to reflect this change.

42 L.8 Can USAID please provide an estimated start date for budgeting purposes? Assume a start date of September 30, 2022

43 L.8

On page 12, USAID indicates that there are four country categories but further clarifies that there are “five extra-large programs, five large programs, twelve medium programs, and eight small programs” (p.113). Can USAID clarify which countries fall within these categories?

The RFP has been updated to include an illustrative country list as Attachment J.8. This list is illustrative only and actual performance may be in any current or future PMI country.

44 L.8 Which countries are large, small, etc. size budgets?

The RFP has been updated to include an illustrative country list as Attachment J.8. This list is illustrative only and actual performance may be in any current or future PMI country.

45 L.8 Should we propose budgets for each PMI country or just large, medium, small etc. budgets?

The RFP has been updated to include an illustrative country list as Attachment J.8. This list is illustrative only and actual performance may be in any current or future PMI country.

46 L.8

In each year of the project, can USAID please provide guidance on the following:

Number of countries to support mass ITN campaigns?

Number of countries to support Durability Monitoring?

Number of countries to support Routine Distribution through EPI/ANC channels?

Number of countries to support community-based distribution through CHWs?

Number of countries to support School-based distribution?

We are unable to provide exact activities in each country. Please see pmi.gov for additional information on countries' malaria operational plans.

47 L.8

Would USAID prefer to have all detailed costs for 30 countries in one Prime Detail Budget worksheet provided in the template, or should offerors create detailed budget worksheets for each of the 4 defined country program sizes?

The Offeror must submit a detailed budget that contains all costs including core and country program costs. This information can be reflected in a single worksheet or separate worksheets for the core costs and country program costs.

RFP 7200AA22R00061

48 L.8

Section L.8 Part 2 Proposed Costs/Prices, starting on page 113, does not state a requirement for a summary budget by each of the four defined country program sizes. Can USAID please confirm whether offerors could add a worksheet to the budget to provide additional summaries by the four defined country program sizes?

There must be a summary budget with all costs included. Separate summary budgets for the country programs are not required.

49 L.8

Assuming USAID would like to see detailed budgets for each of the 4 defined country sizes, please confirm offerors can also include a separate worksheet for core costs and other implementation activities that don’t necessarily fit within IRS country program sizes.

The Offeror must submit a detailed budget that contains all costs including core and country program costs. This information can be reflected in a single worksheet or separate worksheets for the core costs and country program costs.

50 L.8

On page 115 in Section L.8 Part 2, the RFP requires a significant amount of information for travel, including departure and arrival cities. Given that the countries of implementation will be determined post-award, can offerors use TBD for departure and arrival cities as well as average travel costs and per diems for each trip, if justification on how cost rates were developed is included in the narrative?

Please provide as much information as possible and provide justification for how cost rates were developed when information was not available.

51 L.8

Can USAID confirm that offerors should increase (multiply) the plug figure for insecticides to be sufficient for 30 countries using the number of countries at each program size as detailed in Section L.8 Part 3 (5 Extra-Large, 5 Large, 12 Medium, and 8 Small)?

The plug figure was per program. The RFP and budget template have been amended to reflect the correct amount for all programs.

52 L.8

Section L.8, Part 2 Proposed Costs/Prices, USAID provides plug figures for insecticides for medium, large, and extra-large programs. Can USAID confirm if these are per-country plug figures, or if they are totals for all 22 anticipated countries that will have IRS? For example, based on the table in the RFP, the total amount of insecticide offerors should budget is $17,250,000 over the full period of performance. However, a 2020 comparative cost analysis for PMI VectorLink indicated that more than $32 million was spent on insecticides in 2020 spray operations alone, indicating that the plug figures should be significantly higher.

The plug figure was per program. The RFP and budget template have been amended to reflect the correct amount for all programs.

RFP 7200AA22R00061