7200AA23R00002 Responses to Questions.pdf

7200AA23R00002

Responses to Questions

# Reference Question Response

1 General Is there an incumbent and if so, who and contact information?

The current incumbent is Population Services International (PSI). They are registered in SAM.gov and contact information can be found there.

2 General

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 applicable local employment laws.

After review, USAID has determined that this contract does not meet every requirement to include this clause as while the contract is intended to provide significant support services, it does provide them directly to employees of the agency posted outside of the United States.

3 General

Attachment J.1 Request for Categorical Exclusion mentions Implementation Start/End Dates of June 2023–May 2028. However, the business forecast lists a start date of October 2023. Because the Impact Malaria program runs until May 2024, please clarify the estimated start date for which offerors should plan.

The Request for Categorical Exclusion includes rough, early estimates as it is processed early in the design stage. As indicated on the Business Forecast, USAID currently anticipates a start date of October 2023. However, please continue to monitor the Business Forecast for updates.

4 General For estimating purposes only, can USAID please provide an anticipated start date?

As indicated on the Business Forecast, USAID currently anticipates a start date of October 2023. However, please continue to monitor the Business Forecast for updates.

5 General Could USAID please confirm the estimated start date?

As indicated on the Business Forecast, USAID currently anticipates a start date of October 2023. However, please continue to monitor the Business Forecast for updates.

6 General

We kindly request USAID release the PMI Impact Malaria Annual Report Year 5 on the Development Exchange Clearinghouse or SAM.gov as soon as possible. This will enable all prospective bidders to fully prepare and submit more informed proposals.

The PMI Impact Malaria Annual Report Year 5 is not yet available.

However, the previous years (Years 1-4) are currently posted on the DEC. Additionally, baseline/indicator data that USAID/PMI is using are available in the WHO and PMI reports per Section C.5 of the RFP.

7 General

USAID has invested significantly in the PMI Impact Malaria DataHub.

Does PMI anticipate transitioning the Impact Malaria DataHub under REACH, or are bidders expected to propose new/existing alternatives?

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?

Transition of the Impact Malaria DataHub is not currently expected.

Offerors are instead expected to propose how they'll be monitoring the project and project data.

8 General

Given that the Impact Malaria Data Hub was funded using PMI resources, can USAID confirm whether this platform will be passed on to the winning consortium?

Transition of the Impact Malaria DataHub is not currently expected.

Offerors are instead expected to propose how they'll be monitoring the project and project data.

GENERAL

9 General Could USAID give a range and/or a percentage recommended for offerors to put towards core funding?

USAID estimates that core funding will be 12% of the award's overall budget.

10 General Given that this is a CPFF award, would USAID authorize the use of a letter of credit to fund GUC expenditures?

USAID may authorize the use of letter of credit for GUC expenditures during negotiations. Approval of LOC for GUCs will be in accordance with ADS 636.3.6.2. The clause in Section H.26 has been included in order to allow for this possibility.

11 General

Could USAID confirm whether prior approval will be necessary for engagement of Professional Services Consultants (defined in FAR 31.205-33 as members of a profession or possessing a special skill and who are not officers or employees of the contractor) that will provide surge support to the contractor’s labor when special expertise is required for implementation?

Consultants that have been included in the approved budget will not require additional approval. Otherwise, prior approval will be required after award.

12 General Could USAID please provide the total estimated cost range?

Per ADS 302.3.5.7, as this is a term-type contract USAID does not provide the total estimated cost.

13 B.6

Page 9, Section B.6 – Advance Understanding of Ceiling Indirect Cost Rates and Final Reimbursement for Indirect Costs. The RFP references ‘indirect cost rate ceilings’ in Section B, however the indirect cost rate is not required in section L. Could USAID please confirm whether offerors and major subcontractors are required to submit indirect cost rates ceilings? Section B.6 has been removed from the RFP.

14 B.6

On page 9 of the RFP under “B.6 ADVANCE UNDERSTANDING ON

CEILING INDIRECT COST RATES AND FINAL REIMBURSEMENT FOR

INDIRECT COSTS,” the indirect costs ceiling table includes the years 2022 through 2026 – Did USAID intend for this table to be for the years 2023-2027? Section B.6 has been removed from the RFP.

15 B.6

Under Section B.6, Advance Understanding on Ceiling Indirect Cost Rates, page 9, requests indirect rate ceilings. If the requirement for indirect rate ceiling remains, can USAID please confirm that these indirect rate ceilings are only required from the Prime Contractor? Section B.6 has been removed from the RFP.

SECTION B

16 B.6

Section B.6 Advance Understanding on Ceiling Indirect Cost Rates, page 9, states at subsection “Reimbursement for indirect costs shall be at the lower of the negotiated final (or predetermined) rates, but not in excess of the following ceiling rates” However, USAID’s “Best Practices for Indirect Costing” (300mah_111714) states “USAID awards should reflect the exact indirect cost rates established in the current governing NICRA. Only in exceptional circumstances should a cost reimbursement type USAID contract or grant contain an indirect cost rate which deviates from the government-wide NICRA rates for a U.S. firm.” Additionally, FAR 42.707 lists limited situations when it would be prudent to establish a final indirect cost rate ceiling in a contract or grant, namely: (a) cost-sharing arrangement, when authorized; (b)(1) when the proposed contractor: (i) is a new or recently reorganized company where there is no past or recent record of incurred indirect costs; (ii) has a recent record of a rapidly increasing indirect cost rate; or (iii) seeks to enhance its competitive position. Given that there are no cost-sharing arrangements contemplated in the solicitation, may USAID consider removing the requirement that offerors propose ceilings on their final indirect cost rates or, alternatively, confirm that this requirement only applies to offerors lacking a government-wide NICRA? Section B.6 has been removed from the RFP.

17 B.8

Section B.8 PAYMENT OF FIXED FEE, page 9, indicates that the Contractor’s fixed fee will be paid in proportion to the Level of Effort expended specified in Section F.8. However, the LOE will incorporate LOE from subcontractor personnel. We have the following questions:

a. Will USAID please confirm that Section B.8 only incorporates the fixed fee of the Prime Contractor, and not the fixed fee of proposed subcontractors?

b. Could USAID please verify that the fixed fee for subcontractors will be paid based on the invoiced amount, and not be contingent on the level of effort expended by each subcontractor during the relevant period?

Section B.8 only refers to the fixed fee of the Prime. Any fees paid to subcontractors should be negotiated between the prime and the subcontractor(s). USAID does not privity of contract with subcontractors.

SECTION C

18 C.4.2

Section C.4.2 Geographic Focus (p. 24-25) indicates that, for the first year of the contract, the contractor will work in six large programs and five small programs. However, Section L.8 Instructions for the Preparation of the Cost Proposal, Part 2–Proposed Costs/Prices (p.

144), states that the offeror may assume for costing purposes that two large programs, four medium programs, and nine small programs will buy in to the contract during any given year. Would USAID please confirm the expected number of buy-ins by size?

The Offeror may expect buy-in from two large programs, four medium programs, and nine small programs during any given year.

19 C.4.3

Section C.4.3 Objectives (p. 25) mentions that the three program objectives are listed in order of the anticipated funding and level of effort required, with Objective 1 expected to require the highest level of funding and effort. Would USAID provide any estimates of what proportion of funding will be allocated to each objective?

USAID does not have specific amounts of funding that will be allocated to each objective. However, per the RFP, Objective 1 is considered to be the highest priority for USAID/PMI.

20 C.4.3

Under Objective 3 (p. 28), the RFP states that the offeror will conduct the following tasks: “Inform policy development at the global level by ensuring that data and best practices gathered through operational research studies and implementation efforts, under Objectives 1 and 2, are disseminated across global channels,” and, “Collect, analyze, and disseminate data that will inform global guidance and policy development, and program adoption and implementation.” Would USAID clarify the differences between the two tasks?

"Policy development" refers to the Contractor's active participation in global level groups such as the RBM CMWG (or others) to shape global malaria guidance through a top-down approach. "Collect, analyze, disseminate data that will inform global guidance..." refers to ensuring that the award's country-level data and program implementation can inform global guidance and policy development through publications, conference presentations and symposia, and other fora - a bottom-up approach.

21 C.4.3

Page 27, Section C.4.3 – Objectives. The RFP lists the following as a task within Objective 1: “Provide technical and material assistance for supervision of facility-level health care providers in the accurate recording and reporting of case management and malaria in pregnancy data through the routine health information system, and the analysis and use of data by supervisors and program managers to inform service delivery activities.”

a. Can USAID confirm that the word “training” was omitted from this task?

b. If so, should the task read “Provide technical and material assistance for training and supervision of facility-level health care providers in the accurate recording and reporting of case management and malaria in pregnancy data through the routine health information system, and the analysis and use of data by supervisors and program managers to inform service delivery activities”?

Training was omitted from the objective. It should state "Provide technical and material assistance for training and supervision of facility-level health care providers in the accurate recording and reporting of case management and malaria in pregnancy data through the routine health information system, and the analysis and use of data by supervisors and program managers to inform service delivery activities." This language has been amended in the RFP.

22 C.4.5

The offeror must submit an M&E Plan that is inclusive of the minimum indicators listed in Section C.4.5. While it is noted that additional indicators can and should be proposed, can the offeror also make edits to the indicators in Section C.4.5, or must these indicators be included verbatim? Please use the indicators as worded in Section C.4.5 of the RFP.

23 C.5

Can USAID clarify whether “a 15% median increase in the percentage of pregnant women receiving three or more doses of IPTp for malaria during their last pregnancy” refers to a 15 percent change increase or 15 percentage point increase?

This refers to a 15 percent change increase from baseline. This language has been amended in the RFP.

24 C.5

We have noted that Section C.5 Results (p. 32) states, “Currently available baselines for the other indicators are provided in Section J (Attachment 2).” However, Section J (p. 106) notes that Attachment J.2 is a Past Performance Information Form. Furthermore, we do not see any existing or attached baselines for the other indicators on downloading the full documentation from SAM.gov. Would USAID please post this attachment to SAM.gov as soon as possible to maximize bidder’s ability to prepare and respond to this critical program?

This section was updated in Amendment 1. Please see the revised Section C.5 which directs Offerors to external sources for baseline data.

25 C.5

Can USAID please share the currently available baselines for the result indicators with offerors (Section J – Attachment 2 is referenced but missing from the RFP). This will be helpful to understand the feasibility of the target outcomes. Can USAID please share Section J, Attachment 2 with offerors?

This section was updated in Amendment 1. Please see the revised Section C.5 which directs Offerors to external sources for baseline data.

26 C.5

C.5 Results mentions “Currently available baselines for the other indicators are provided in Section J (Attachment 2).” on page 32.

However, on page 106 Attachment J2 is listed as Past Performance Information Form. Could USAID please clarify whether they will provide currently available baselines for the other indicators?

This section was updated in Amendment 1. Please see the revised Section C.5 which directs Offerors to external sources for baseline data.

27 F.2

Page 37, Section F.2 – Period of Performance (page 37). For estimating purposes only, can USAID please provide an anticipated start date?

As indicated on the Business Forecast, USAID currently anticipates a start date of October 2023. However, please continue to monitor the Business Forecast for updates.

28 F.7

Page 44, Section F.7 – Communications Deliverables. Can USAID please clarify whether the communications deliverables due monthly, quarterly, and annually, as presented in the table, will be the same across all five years of the project, or could bidders propose an alternative schedule during the start-up year of the Activity?

Offerors should not propose an alternative deliverables schedule in their proposals. However, the successful Offeror will be able to work with the COR and CO to make adjustments to the deliverables schedule if needed.

29 F.7

The RFP calls for “data quality assessment approaches which will include routine assessment of data for validity, reliability, timeliness, precision, and integrity.” The Contractor is expected to use country data and data systems (i.e., HMIS, supportive supervision reporting systems, DHS/MIS surveys, etc) and avoid development of parallel systems wherever possible. However, there are existing USAID-funded activities supporting governments with data quality. Is the offeror expected to conduct DQAs or support governments to data-quality-related activities? Any additional information regarding scope of data quality activities would be appreciated.

Offerors are not expected to conduct system-wide DQAs or build country-level data systems as that is beyond the scope of the contract. However, support for implementation of DQA targeted at activities within the scope may be performed. Activities related to data quality that could be performed include supporting health facilties or comunity health workers to improve their data qualty and oversight.

SECTION F

30 F.7

Page 44, 45 and 46, Section F.7 – Reports and Deliverables or Outputs. The RFP references Core Funds under Annual Performance Report and Financial Reports. Could USAID please clarify if there will be core funding provided under this activity? If so, what is the amount and what does the core funding cover?

Yes, Core Funds will be included under this contract. PMI Country funds (field support funds) will be used to support country-specific activities. Core funds will support the award's global activities (e.g.

participation in working groups, multi-country studies) that benefit more than one country. Core funds are estimated to be 12% of the overall award.

31 F.8

Under F.8, pages 47-48, USAID did not provide an LOE ceiling. Given this is a term-type contract and to ensure equity for offerors and prevent wide variances in offers, could USAID please provide an LOE ceiling for the term-type contract (inclusive of buy-in LOE)?

Section F.8 has been updated to include the government's estimate of 135,330 person days of total LOE.

32 F.8 Given the award will be a CPFF term type contract, could USAID provide an LOE ceiling offerors need to budget for?

Section F.8 has been updated to include the government's estimate of 135,330 person days of total LOE.

33 F.8

Page 47-48, Section F.8 – Level of Effort. “The U.S. Government estimates the level of effort that is required under this contract per the table below;” however, the level of effort is not provided in the table. In order to facilitate fair and comparable proposals across all offerors’ cost proposals, can USAID please provide the level of effort estimates by labor category in the table in Section F.8? Additionally, can USAID please confirm whether the level of effort days is a ceiling amount or the exact amount to be budgeted?

Section F.8 has been updated to include the government's estimate of 135,330 person days of total LOE. Offerors may determine how LOE is spread across labor categories. Given that this is the government's estimate, Offerors may provide a different total amount and should be justified based on their technical approach.

34 F.8

To establish some general parameters for offerors so that offers may be evaluated on a notional level of consistency, would USAID please provide an estimated Level of Effort (LOE) or LOE range to inform Section F.8 (p. 47)?

Section F.8 has been updated to include the government's estimate of 135,330 person days of total LOE.

35 F.8

On page 47, in Section F.8 titled "LEVEL OF EFFORT," it is stated that the Contractor is responsible for providing a specific level of effort in person days for the activity in question. However, no productive workdays were included in the LOE table. Could USAID please clarify the LOE Contractors are expected to provide?

Section F.8 has been updated to include the government's estimate of 135,330 person days of total LOE.

36 F.8 Under F.8, pages 47-48, can USAID confirm whether buy-in LOE should be included within the provided LOE table?

Section F.8 has been updated to include the government's estimate of 135,330 person days of total LOE. This estimate includes field support/buy-in LOE. Offerors may determine how LOE is spread across labor categories and should include field support/buy-in LOE as well.

37 F.8

Under Section F.8, Level of Effort, the table only presents three categories of LOE: Key Personnel, Long-term Technical Assistance, and Short-term Technical Assistance. The LOE tab of the provided budget template, however, also has a table entitled "F.8 Level of Effort - Productive Days" that has much more detail requested. Can USAID confirm that the table presented in the budget LOE tab is meant to be illustrative, as individual country buy-in scopes and personnel have not been agreed upon yet, while the less prescriptive table in Section F.8 within the solicitation would be what the Contractor will be paid fee against for delivering LOE?

The table included in the budget template is to better analyze and understand how LOE was calculated. The table in Section F.8 of the RFP will be included in the final contract and is what the contractor's fixed fee will be paid against.

38 F.8.a

Page 48, Section F.8.a – Level of Effort. “LOE is for productive workdays. Leave and holidays do not count towards the provision of LOE.” Given the vast difference in holidays between countries and corporate policies, could USAID provide an estimated number of leave and holidays to use for CCN staff across programs?

For budgeting purposes, Offerors can assume that every day is a productive workday. However, leave and holidays will not count against the cailing when invoicing.

39 F.8.a

Section F.8.a) indicates that leave and holidays do not count towards the provision of LOE. Our organization, however, does not include leave and holidays in our fringe benefits rate and we direct cost those days. Under our circumstances, please confirm that leave and holidays may be included in the LOE table of the provided J.3 Budget Template.

For budgeting purposes, Offerors can assume that every day is a productive workday. However, leave and holidays will not count against the cailing when invoicing.

SECTION H

40 H.6

Page 54, Section H.7 – Information Technology. Can USAID please clarify if IT equipment (e.g., laptops, keyboards, printers, cell phones) procured and used by the contractor for performance will be considered “use by an agency” (approval required) or “incidental” (no approval required).

Per OMB M-15-14 (https://obamawhitehouse.archives.gov/sites/default/files/omb/me moranda/2015/m-15-14.pdf) the term "information technology" includes:

A. Any services or equipment, or interconnected system(s) or subsystem(s) of equipment, that are used in the automatic acquisition, storage, analysis, evaluation, manipulation, management, movement, control, display, switching, interchange, transmission, or reception of data or information by the agency;

where B. such services or equipment are ‘used by an agency’ if used by the agency directly or if used by a contractor under a contract with the agency that requires either use of the services or equipment or requires use of the services or equipment to a significant extent in the performance of a service or the furnishing of a product.

C. The term “information technology” includes computers, ancillary equipment (including imaging peripherals, input, output, and storage devices necessary for security and surveillance), peripheral equipment designed to be controlled by the central processing unit of a computer, software, firmware and similar procedures, services (including provisioned services such as cloud computing and support services that support any point of the lifecycle of the equipment or service), and related resources.

41 I.16

On page 105 of the RFP, it states “USAID’s DBA insurance carrier are published in an Acquisition Assistance Policy Directive found on USAID’s website: https://www.usaid.gov/work-usaid/resources-forpartners.” However, the link leads to a “Page not found” site. Can USAID give the correct URL and confirm the DBA rate that should be used in this proposal?

The link in the RFP is active. The link in the question is incorrect as it is missing a character, please note that it is:

https://www.usaid.gov/work-usaid/resources-for-partners

SECTION I

SECTION J

42 J.1

Attachment J.1 of the RFP lists $220 million as the original funding amount ceiling. Can USAID confirm that the $220 million budget ceiling referenced in Attachment J.1 is the anticipated cost ceiling for this contract?

USAID used this figure as an estimate for the purposes of processing Attachment J.1. USAID is unable to confirm a budget ceiling/total estimated cost for this award at this time.

43 J.3

In the budget template provided by USAID most formulas are not rounded. However, a select few include rounding. Can USAID please confirm that contractors can apply non-rounding formulas throughout the budget for consistency? Yes.

44 J.3

Attachment J.3 provides a budget template. So that offerors can budget according to their policies and indirect rate structure, can offerors use their own budget templates as long as the templates adhere to USAID's primary budget categories under the Budget Summary tab? Yes.

45 J.3 Could USAID please confirm that the travel tab in the J.3 budget template is only to be completed by the prime?

All travel should be included in the travel tab. The Offeror has discretion as to whether the Prime will complete it for all subcontractors or if each subcontractor will complete it.

46 J.3 Could USAID please confirm that the LOE tab in the J.3 budget template is only to be completed by the prime?

The LOE tab must include the entire contract's LOE. This includes subcontractor and consultant LOE.

47 J.3

To comply with “Part 2 – Proposed Costs/Prices”, could USAID please confirm that offerors can add additional tabs to the J.3 budget template to break out costs appropriately by core and illustrative buy-in budgets? Yes.

48 L.6(a)

Under L.6, page 139, it states “Offerors must provide proposals in compatible MS Word (or PDF with Optical Character Recognition) and budgets as text accessible, Excel spreadsheets.” Since the cost volume annexes will include a number of documents requiring signature (ex.

Section K, LOC, etc). Could USAID please remove the Optical Character Recognition requirement for the cost volume?

USAID accepts electronic signatures and will only allow for the specific pages of the cost volume that would require signatures to not have optical character recognition. However, all other portions and pages of the technical and cost volume must have optical character recognition. Offerors who do not meet this requirement may be deemed non-compliant.

49 L.7(b) Would USAID please allow offerors to use single spacing with 6 point breaks between paragraphs?

USAID will allow 9pt spacing between paragraphs in the technical proposal and relevant annexes.

50 L.7(b)

Page 139, Section L.7(b) – Page Limitation. Would USAID consider allowing offerors to submit technical proposals and annexes with 9 point spacing between paragraphs?

USAID will allow 9pt spacing between paragraphs in the technical proposal and relevant annexes.

SECTION L

51 L.7(b)

Would USAID consider allowing a font other than Times New Roman (such as Calibri or Arial) for graphics, tables, charts, and graphs within the technical proposal and annexes as long as it is no less than 9-point size?

USAID will allow Calibri for graphics, tables, charts, and graphs within the technical proposal and annexes as long as it is at least 9pt size

52 L.7

For the purposes of the technical proposal, should offerors use the same definition of a Major Subcontractor as the cost proposal, or could a Major Subcontractor be defined as one who has a significant technical implementation role even if their budget will not be higher than 20% of the project budget?

A major subcontractor is any subcontractor whose proposed cost is equal to or greater than 20% of the Offeror's total proposed cost (excluding GUCs) for both the technical and cost proposals.

53 L.7.5

Page 141, Section L.7.5 – Management Approach. The RFP requests that offerors “Describe the role of any major subcontractor(s), including a description of their role vis-a-vis the prime, including agreed-upon responsibilities, type and professional level of personnel, and proposed integration and oversight.”

a. The request is for “major subcontractors,” does USAID intend for the term “major subcontractors” to include all subcontractors?

b. If not, would USAID reconsider its restriction and allow offerors to describe the role of all subcontractors in the Management Approach.

USAID defines major subcontractor as any subcontractor whose proposed cost is equal to or greater than 20% of the Offeror's total proposed cost (excluding GUCs) for both the technical and cost proposals.

USAID has adjusted the language in Section L.7.5.C to include all subcontractors.

54 L.7.5

Page 141, L.7.5 Management Approach C: “Describe the role of any major subcontractor(s)…” Can offerors also include the roles of other subcontractors?

USAID has adjusted the language in Section L.7.5.C to include all subcontractors.

55 L.7.6.2

Page 141, L.7.6.2 Staffing: Can offerors focus on describing arrangements for senior staff across the prime and subcontractors? If USAID requires arrangements for all offeror and subcontractor staff to be described in the Staffing section or in the Staffing Matrix annex, could USAID please extend the page limit on the Staffing Matrix annex?

Yes, offerors can focus on describing arrangements of senior staff across the prime and subcontractors and in different program types.

We encourage Offerors to be conscise in their explanation of staffing while still communicating the key positions needed and will maintain the present page limit. USAID has updated the language in the RFP to indicate that each page of the staffing plan should be dedicated to each program size each (small, medium, large) as well as one for headquarters.

56 L.7.6.2

Would USAID consider increasing the page limit on the staffing plan annex to 6 pages to ensure that offerors have sufficient space to include the expertise of all project staff?

Yes, offerors can focus on describing arrangements of senior staff across the prime and subcontractors and in different program types.

We encourage Offerors to be conscise in their explanation of staffing while still communicating the key positions needed and will maintain the present page limit. USAID has updated the language in the RFP to indicate that each page of the staffing plan should be dedicated to each program size each (small, medium, large) as well as one for headquarters.

57 L.7.7.1

It is noted that a final M&E Plan must be submitted 90 calendar days from the contract effective date and must contain detailed descriptions of indicators including: unit of measure; data source;

justification/management utility; frequency and schedule for data collection; and individual responsibility for data collection; and detailed plans for data analysis, review, reporting, and data use for decision making. Given the 10-page limit for the draft M&E plan that must be submitted as part of the proposal, can the 10-page limit be increased or can USAID explain the level of detail expected for the indicator table given the importance to articulate other critical components of the proposal’s M&E Plan?

USAID encourages the successful contractor to present only essential information in the proposal M&E plan and to avoid unnecessary narrative - the focus of the document should be the indicator table.

USAID does NOT expect Offerors to present a full draft M&E plan, as the full plan will be developed within the first 90 days of the award.

58 L.7.7.7

Section L.7.7.7 Annex G: Contract Past Performance Form states “The Offeror (including all partners of a joint venture) must provide past performance information for itself and each major subcontractor….List in the Past Performance Form three to five of the most recent (preferably within the last five (5) years) relevant contracts or assistance awards for efforts similar to the work in the subject proposal. The most relevant indicators of performance are contracts of similar scope, size, geographic coverage, and complexity.” Could USAID please clarify if the Offeror must submit three to five examples of past performance and any major subcontract must submit three to five examples of past performance, for a total of 6-10 examples? Or is it three to five examples of past performance for both the Offeror and any major subcontractor, for a total of 3-5 examples?”

The Offeror must submit 3-5 examples of past performance. Any proposed major subcontractors must also submit 3-5 examples of past performance.

59 L.8

Page 146, Section L.8 – Instructions for the Preparation of the Cost Proposal. The RFP states that “Offerors must express unit costs for each proposed position amount per workday with the corresponding level of effort (LOE) required for the position (number of work days) and then calculate a total cost for each cost period where salary would be appropriate.” If the offeror’s policy and practice is to directly charge unproductive days (PTOs and holidays), should the offeror still directly budget unproductive days according to their policy, as long as correct number of days are counted into LOE table?

When invoicing, holidays and leave will not count towards the LOE ceiling. For budgeting purposes, LOE can include these days and assume that every day is a productive workday.

60 L.8

Page 146, Section L.8 – Personnel. The RFP states that “Direct labor salary and wages must be proposed in accordance with the Offeror’s personnel policies... Offerors must express unit costs for each proposed position… with the corresponding level of effort (LOE) required for the position (number of work days) and then calculate a total cost for each cost period where salary would be appropriate.”

a. Given that offerors will propose the LOE that they deem necessary for the performance of the contract, can USAID please confirm how it will assess realism of the proposed LOE and use it in the best value determination if a trade-off is conducted?

b. Can USAID please confirm how differences between offerors in accounting for paid absences (some bill directly, some recover as indirect) will be reconciled?

When invoicing, holidays and leave will not count towards the LOE ceiling. For budgeting purposes, LOE can include these days and assume that every day is a productive workday.

61 L.8

Page 144, L.8.Part 2 – Proposed Costs/Prices. The Budget Categories in the table slightly differ from those in the Excel template (Total Estimated Cost (excluding fixed fee) is not in Excel template). Can USAID please confirm offerors should present the Summary Budget as shown in the Excel template?

Offerors should present the summary budget as indicated in the Excel Template.

62 L.8

On page 146 the RFP states “The Offeror must not propose salaries that exceed the maximum annual salary rate described in USAID ADS 302.3.6.10, “USAID Contractor Salary Threshold.” If a position is budgeted at the maximum annual CST rate in year 1, can any salary escalation be applied to future years for budgeting purposes given that OPM will presumably increase the threshold annually?

Escalation on CST rates after Year 1 will be permitted for budgeting purposes only.

63 L.8

Section L.8.4 Travel (p. 146) states, “Details must be provided to explain the purpose of the trip .... The mode of travel (airfare, train, or other), the departure and arrival cities ....” Considering that USAID cannot predict with certainty which countries will buy in to the program, and because offerors are costing travel for TBD small, medium, and large programs, would USAID please remove the detailed travel information from the RFP?

USAID expects as much information as possible to be provided as well as explanation for how cost rates were developed when information was not available. The example countries given in Section C may be utilized for this purpose.

64 L.8

Page 146, L.8.Part 2.4 – Travel. “When appropriate please provide supporting documentation as an attachment, such as the organization’s travel policy, and include all assumptions in the budget narrative.” Per RFP Section Part L.8.Part 4 (page 150), can USAID please confirm whether offerors and subcontractors with prior Federal contracting experience need to submit their policies, including travel, in the proposal?

Policies are not required to be submitted with the proposal. However, USAID requires that any assumptions made are to be fully explained so that they can be found reasonable and/or realistic.

65 L.8

Under L.8, on page 147, it states “A plug figure for Grants Under Contract (GUC) costs has been provided because USAID cannot predict with certainty which activity each country will request over the five year time period.” The figures listed do not include GUCs for the USAID Regional Buy-ins. Can USAID confirm that no GUCs should be budgeted for USAID Regional Buy-ins? The GUCs plug number includes regional buy-ins.

66 L.8 Could USAID please confirm what costs are included in the GUCs plug figures under 7.b)?

The GUC plug figure includes the amount of funding estimated to be issued as grants. It does not include any overhead costs for the management of GUCs.

67 L.8

The RFP ODC plug figures (8.c) and GUCs plug figures (7.b) combined equal $37.2M, 17% of the total estimated cost in the RFI (assuming $213M since we don’t have the RFP total estimated cost range), leaving 83% for non-activity costs. 17% for activity costs seems very low for a project of this size. The predecessor Advancing Progress in Malaria Service Delivery (APMSD) RFP had a total estimated cost range of up to $176M with an ODC/activity plug figure of $75,750,000, which is 43%.

a. Could USAID please clarify which costs are included in the ODC plug figures and which activity costs are not included in the plug figures, if any?

b. Because of the illustrative nature of this mechanism, offerors are not able to accurately budget activity costs at proposal stage, therefore, could USAID please provide a plug figure that covers all activity costs?

USAID has removed the plug figure to better allow for Offerors to have flexibility in budgeting costs including activity costs.

68 L.8

Under L.8, on page 147, it states “The Offeror must use the plug figures shown below. A plug figure for Other Direct Costs has been provided because USAID cannot predict with certainty which activity each country will request over the five year time period.” This is shown as the whole ODC amount. However, management costs and USAID regional buy-ins are not included in this figure. Could USAID please confirm if they will be providing a USAID regional figure and if contractors can add management costs to this figure?

USAID has removed the plug figure to better allow for Offerors to have flexibility in budgeting costs including activity costs.

69 L.8

Page 145, Section L.8 – Instructions for the Preparation of the Cost Proposal. Can USAID please confirm whether ODCs for subcontractors are covered in the $20.2M ODC plug figure for the total across all years listed in the table?

USAID has removed the plug figure to better allow for Offerors to have flexibility in budgeting costs.

70 L.8

On page 147, In the description for ODCs the RFP mentions that it should include “passports and visas fees, medical exams and inoculations, insurance.” However, on page 146, the RFP states that the “Travel Details tab may include transportation, per diem, taxi transfers to/from airport, insurance, etc.” Can USAID confirm if travel related insurances (e.g., MEDEVAC insurance and DBA insurance) should be budgeted separately under travel or should those costs be included in $20.2 million plug figure for ODCs?

USAID has removed the plug figure to better allow for Offerors to have flexibility in budgeting costs including activity costs.

71 L.8

Should the offeror assume that core technical activity costs that cannot be allocated to a country are assumed to be part of the $20m plugged figure for ODCs or should core technical activities be budgeted in addition to the plugged figure?

USAID has removed the plug figure to better allow for Offerors to have flexibility in budgeting costs including activity costs.

72 L.8

Is the $20.2 million plug figure for ODCs included in the Prime Detail Budget tab meant for the Prime offeror only (therefore, subcontractors will budget for ODCs separately above and beyond the $20.2 million plug figure); or is the $20.2 million plug figure meant for the entire consortium (Prime and sub-contractor ODCs combined)?

USAID has removed the plug figure to better allow for Offerors to have flexibility in budgeting costs including activity costs.

73 L.8

Could USAID please confirm that the plug figures mentioned in 8. c) cover only the other direct costs described under 8.b)?

a. Could you please confirm whether activity-related travel (i.e., in-country travel to attend a training or supervision visits) is included in the plug figure?

b. If activity-related travel is not included in the plug figures, could USAID please clarify how offerors would budget activity-related travel when we are not budgeting for the activities themselves?

USAID has removed the plug figure to better allow for Offerors to have flexibility in budgeting costs including activity and travel costs.

74 L.8

Under Section L.8, there is no Part 3 and Part 12 to the cost volume section. Can USAID confirm whether there is a Part 3 or Part 12 that needs to be included. If not, can USAID kindly re-order the parts. USAID has adjusted the RFP to correctly reflect the numbering.

75 L.8 Could USAID please confirm there is no Part 3 or Part 12 of Cost Proposal? USAID has adjusted the RFP to correctly reflect the numbering.

76 L.8

The cost proposal instructions are missing Section 3 and 12, could USAID please confirm if this is a numbering error, or if Sections 3 and 12 are required what should be included in these sections? USAID has adjusted the RFP to correctly reflect the numbering.

77 L.8

In Section L.8 Instructions for the Preparation of the Cost Proposal (p.

144), the RFP delineates Parts 1-14 of the cost proposal. However, Parts 3 and 12 are not listed. Would USAID confirm whether there are additional items for the cost proposal that should be included in these parts? USAID has adjusted the RFP to correctly reflect the numbering.

78 L.8

Under Section L.8, page 151, the heading to Part 8 indicates that Letters of Commitment are only required for Major Subcontractors.

However, the language in this section implies the LOC is required for all subcontractors. Can USAID clarify if the Letter of Commitment is required for all subcontractors or just Major Subcontractors? Letters of Commitment are only required from major subcontractors.

79 L.8

Page 151, Part L.8, Part 8 – Letters of Commitment (Major Subcontractors). The subtitle states “Letters of Commitment (Major Subcontractors).” However, the description says this is required for each subcontractor. Could USAID please confirm that offerors only need to submit Letters of Commitment for major subcontractors? Letters of Commitment are only required from major subcontractors.

80 L.8

Page 151, Part L.8, Part 9 – Information to Support Consent to Major Subcontractors. Could USAID please confirm that under this requirement offerors are only required to submit information for major subcontractors?

Offerors are only required to submit this information for major subcontractors.

81 L.8

On pages 146 and 152 there is conflicting guidance regarding the requirement for Biographical Data Sheets. On page 146 it notes that they are required for all named staff while on page 152 it states that they are required for Key Personnel. Can USAID please confirm that USAID is requiring Biographical Data Sheets for Key Personnel only?

Biographical Data Sheets are only required for Key Personnel. The RFP has been updated to clarify this requirement.

82 L.8

Section L.8.2 Fringe Benefits (p. 146) states that the offeror must complete a contractor Employee Biographical Data Sheet for “each named proposed staff.” However, Part 13 (p. 152) requests only Biographical Data Sheets for key personnel. Would USAID please confirm that Biographical Data Sheets are required for key personnel only at this time?

Biographical Data Sheets are only required for Key Personnel. The RFP has been updated to clarify this requirement.

83 L.8

Page 146, Section – L.8 Personnel. On page 146, the RFP states that ‘the Offeror must complete a Contractor Employee Biographical Data Sheet (bio-data sheet) on Form AID 1420-17 for each named proposed staff;” however, on page 152 (under Part 13) the RFP requires biodatas for all Key Personnel. Could USAID please confirm that offerors are only required to submit biodatas for Key Personnel?

Biographical Data Sheets are only required for Key Personnel. The RFP has been updated to clarify this requirement.

84 L.8

Section L.8 INSTRUCTIONS FOR THE PREPARATION OF THE COST PROPOSAL, Part 2 – Proposed Costs/Prices, 1. Personnel, (c), page 146, it states: “The Offeror must complete a Contractor Employee Biographical Data Sheet (bio-data sheet) on Form AID 1420-17 for each named proposed staff.” Per AIDAR 300.752, 1420s are only required for (1) All individuals to be sent outside the United States, or

(2) any employees designated as “key personnel.” Could USAID please confirm that Form AID 1420-17 is only needed for key personnel according to Part 13 – Employee Biographical Data Sheets for Key Personnel?

Biographical Data Sheets are only required for Key Personnel. The RFP has been updated to clarify this requirement.

85 L.8

On Page 146, USAID states that the offeror must complete a contractor employee biographical data sheet for each named proposed staff, but budget instructions Part 13 on page 152 only notes that Key Personnel Biographical sheets should be included.

Could USAID please confirm who offerors should include Biographical data sheets for and where they should be found in the cost proposal?

Biographical Data Sheets are only required for Key Personnel. The RFP has been updated to clarify this requirement. They should be Part 12 of the cost proposal.

86 L.8

Page 152, Section L.8, Part 14 – Disclosure of Lobbying Activities. Can USAID confirm that the offeror does not have to submit the SF-LLL form (Attachment J.7) if it has no lobbying activities to disclose?

Offerors and major subcontractors engaged in lobbying are required to submit this form.

87 L.8

Could USAID please confirm that Evidence of Responsibility and Disclosure of Lobbying Activities form are only required for the Prime offeror and not for its subcontractors?

Offerors and major subcontractors engaged in lobbying are required to submit the SF-LLL form. Both Offerors and major subcontractors should provide evidence of responsibility.

88 L.8

We noticed in the budget template costs for GUCs and ODCs are broken down into three categories for small platforms, medium platforms and large platforms. Should costs in other budget categories also be broken down by small platforms, medium platforms, and large platforms?

USAID does not have a preference for whether costs are broken down by country size. The budget needs to be understandable in order to allow for analysis and cost realism.