FINAL Consolidated Questions Health Baby, Healthy Mother.docx

Healthy Mother Healthy Baby

RFP # 72011520R00002

Consolidated Questions RFP Number: 72011520R00002 Healthy Mother, Healthy Baby Activity

1) Can USAID clarify if an executive summary and acronym list would be counted against the page limit for the Technical Rationale?

Executive Summary and Acronym List will not count against page limit.

2) Can USAID confirm that cover pages, dividers, and a table of contents are counted against the Technical Rationale page limit?

Cover pages, dividers, and a table of contents will not count against page limit.

3) The cover letter directs that we refers to this project as the Maternal and Child Health Activity while the Project Title on the footnote for each page, on page 6, and on page 12, and the Statement of Work listed as Healthy Mother, Healthy Baby Activity. Can USAID clarify what is the actual name of the project that should be used in the proposal?

The correct name is Healthy Mother Healthy Baby. The RFP will be amended to reflect this.

4) Could USAID clarify the cost estimate? The cover pages says $16-$18m and the cost instructions reference $17 - $18m.

The cost estimate is $16-18m. The RFP will be amended to reflect this.

5) Should Offerors include a proposed fee schedule in their cost proposal submission?

Yes, Offerors must include a proposed fee schedule in their cost proposal submission.

6) Can the offeror identify our own proposed deliverables/performance milestones in the fee table schedule?

Offerors may offer their own proposed deliverables/performance milestones in the fee table schedule.

7) Can USAID confirm that the Offeror does not need to submit the final “$ Amount” column within the Fee Payment Schedule? It seems that there is a typo on page 22, which provides this confusion (saying: “Do into include in proposal – only to be added in final contract”).

This is confirmed. It should read “Do not include in technical proposal—only in cost proposal” and the RFP will be amended to reflect this.

8) Section B.4 reads that that the budget categories may not be adjusted without written modification. As this may become an administrative burden for the Contracting Officer given the nature of the work and certain costs, such as those related to travel, would USAID consider revising Section B.4 to only require modification to exceed the obligated amount?

The categories are broad enough such that modifications will not be overburdensome and therefore we will not be revised at this time.

9) Page 77 of the RFP talks about biodata, and says “The Offeror must certify in Block 11 of AID Form 1420-17 that it has taken reasonable steps to verify the accuracy of information, particularly salary history, provided in the form.” The new biodata form doesn’t have any salary history at all as a requirement, so can USAID confirm that the new biodata form is to be used, and that a proper justification for the proposed salary is what’s required (without reference to salary history).

It is confirmed that the new biodata sheet will be used and therefore salary history does not need to be verified.

10) Can USAID clarify if there is any limit to the length of PPRs or CVs?

F.8 (page 24) states that resumes for key personnel may be no longer than 2 pages.

11) There seems to be a discrepancy between the number of key personnel (which is listed as “up to four” on page 71 and 72 but 3 on page 23. Can USAID clarify what is the maximum number of key personnel that can be proposed?

The RFP will be amended to include a three key personnel limit.

12) Can USAID clarify that the Offeror can use 3 pages for each Key Personnel Resume, including References, and 1 page for the Letters of Commitment? There is a discrepancy for Key Personnel between the number of pages that can be submitted where on page 24 the RFP says that 2 pages are allowed while on page 70, it says 3 pages.

The figure on page 24 is for the resume only. There would be an extra page for the letter of commitment. References must be included in resumes and are subject to the resume’s overall 2-page limit.

13) Could USAID clarify the Period of Performance? The cover letter says 5 years and the dates in F.2 refer to 7/2/2020 – 7/1/2024 which is four years.

Period of Performance is 5 years completing in 2025. This will be reflected in the amendment.

14) The SF 33 says the due date is 20 February 2020 but the cover letter says 28th Feb. Could USAID confirmed the submission date is February 28th?

Submission date is February 28, 2020.

15) Does the draft AMELP need to list the 14 required indicators listed on page 10 of the SOO or is it sufficient to state that they will all be included in the proposed MEL Plan after receipt of award?

The 14 listed required indicators only need to be included in the proposed AMELP of the successful offeror.

16) The RFP (pg18) states that it is “highly recommended that the MEL Plan includes only up to the Top 10 Indicators…”, yet the SOO includes a list of 14 required indicators. Could USAID please reconcile this different?

The RFP will be amended to confirm there should be 14 indicators.

17) Would it be possible to change the MEL Plan to a 60 day due date from a 45 day due date since the information from the work plan creation is needed to inform the MEL Plan?

At this time, we are requiring a 45 day due date for the MEL plan.

18) Please confirm Attachment J.4 is an example only and that as long as Offerors conform sufficiently to the detail described in the cost instructions, Offerors can use their own template?

USAID prefers the use of the attached budget template, although variations are permitted the capture each applicant’s individual circumstances.

19) On Attachment J.4, could USAID define the labor classification “short term expatriates”?

See question 22. This is for short term consultants. If they are not from within the host country, they would be expatriates.

20) On Attachment J.4, could USAID clarify which labor classification would Home Office technical experts belong, or could Offerors add a separate classification to distinguish from Home Office support staff?

This would depend on the specifics of your organization. Some variation from our template is allowed.

21) On J4, could USAID clarify which labor classification would personnel belong who are working from neither the Home Office location of the Prime nor sub nor in Tajikistan, for example a Third Country National or an employee who works regionally or in a third country?

You may vary the labor classification to fit in with your organization’s HR plan.

22) The J4 budget template does not include a line item for Consultants. Should Offeror’s account for consultants’ labor and travel by inserting a separate budget line item? Alternatively should consultants’ costs roll up into the subcontractors line item?

See question 19.

23) Should Consultant’s labor be included in the Level of Effort and Personnel List sheets of Attachment J.4?

Yes, if consultants are listed under direct labor costs.

24) Regarding the Budget template Attachment J.4, sheet Detail, Equipment section – what does “Total LCD” refer to?

This refers to “Local Capacity Development”

25) Regarding the Budget template Attachment J.4, sheet Personnel List – should the column for Annual salary be the proposed or current salary? What is expected in the commentary column?

To get a more accurate budget, you should use proposed salary. The Commentary column is for notes/explanations should you have any.

26) Please confirm that the “Level of Effort” and “Personnel List” are not required in reference to the costs (Attachment J.4). There is no reference in the cost instructions to these Attachment J.4 tabs “Level of Effort” and “Personnel List”.

USAID confirms that “Level of Effort” and “Personnel List” are not required.

27) Page 81 refers to DUNS Numbers and seems to have changed the regulation, now only referring to “unique entity identifier” rather than the DUNS. Can USAID confirm that FAR 4.605(b) is the correct citation and regulation to follow?

FAR 4.605(b) cross references to FAR 52.204-7 (System for Award Management), which also references the Unique Entity Identifier. These and the Representations and Certifications, which is also mentioned on Page 81, are all still relevant.

28) Can USAID please confirm that Offerors with approved purchasing systems must only address the elements contained in 52.244-2 e(1) i-iv when submitting a Consent to Subcontract request under Volume II – Cost/Business Proposal?

Yes, this is confirmed.

29) Section L.7: When proposing Time and Material subcontracts can offerors use historical or current USAID contract rates/prices to justify their proposed daily rates instead of a multiplier?

Historical/current USAID contracts may be used as long as they are relevant.

30. Could USAID please consider removing the requirement "10 characters per inch" on page 70?

We are specifically trying to limit the size of the applications. If we change the character size it allows for a longer application and the document becomes less readable. Therefore we will keep this requirement.

31. Could USAID please consider not including the cover pages, dividers, and table of contents in the 15-page limit for the Technical Proposal, as “Subject to the page limit under Section L.7”?

These are not subject to the 15-page limit for the Technical Proposal.

32. On page 67, the RFP notes: " The proposal must be accompanied by a cover letter typed on official organizational letterhead and signed by a person with signatory authority..." Is this letter in addition to the cover page of the technical proposal and the cover page of the cost proposal? Should it be submitted with the cost proposal or with the technical proposal? If it is to be submitted with the Technical Proposal, could it be excluded from the page limit?

This should be submitted with the Technical Proposal and is not subject to the technical proposal page limit.

33. The submission date noted in the RFP package is inconsistent. On the cover letter, it is noted as February 28, 2020, and the next page (Solicitation, Offer and Award, under Section 9,) it is noted as 02/20/2020. Please confirm which date is the correct submission date.

The correct submission date is February 28, 2020.

34. Please confirm which funding range is correct. On the cover letter of the RFP, it is indicated as US $16-18 million. On page 75, it is noted as US $17-18 million is noted on page 75.

The correct funding range is $16-$18 million and this will be reflected in the amended RFP.

35. The period of performance for this contract is noted on page 1 of the J.10 Statement of Objectives as being five years (2020-2025). Could you please confirm that this is the correct project duration and provide the project dates, as a duration of just four years in is noted on page 15 with the dates of July 2, 2020 to July 1, 2024.

The correct duration is 5 years. Therefore, it is on or around July 2020 until July 2025.

36. The RFP does not state where to include a proposed organizational chart for the Activity. Would USAID allow another Annex to be added to the Technical Proposal submission with a one-page limit for an Organizational Chart.

Yes, it is confirmed that the submission should include “an organizational diagram for the program as an annex.”

37. On pages 74 of the RFP, USAID requests Past Performance Information for the Offer and major subcontractors in the Contractor Past Performance Information Annex noted on page 70. The RFP also requests a narrative, and reference information for Performance in using Small Business (SB) Concerns. Should this also be included in the Contractor Past Performance Information Annex, or should it be in a separate Annex?

You may include it in the Contractor Past Performance Information Annex

38. On pages 73-74, USAID requests a Branding Implementation and Marking Plan (not to exceed 5 pages) and an Outreach and Communications Plan (not to exceed 5 pages). Page 74 states that “further details on the purpose of the Outreach and Communication Plan can be found in Section D and a template for the Outreach and Communication Plan in Section J, Attachments.” Section D provides guidance on the Branding Implementation and Marking Plan but not on the Outreach and Communication Plan. Section J includes templates for both the Branding Implementation Plan and the Marking Plan, but not for the Outreach and Communication Plan. Could USAID clarify whether an Outreach and Communication Plan is required in addition to a Branding Implementation Plan and Marking Plan? If yes, could USAID please provide guidance on requirements and/or a template?

An Outreach and Communication Plan Template will be provided.

39. On page 18 of the RFP, USAID states “It is highly recommended that the MEL Plan includes only the Top 10 Indicators (i.e., those at the higher-level results or at the output level and above, rather than all indicators that the Contractor uses for its internal management.” However, on page 10 of the SOO, USAID specifies that “The Monitoring, Evaluation, and Learning Plan must include all relevant standard US Government indicators, at least the following indicators to measure program results. The Offeror may propose additional indicators.” There are 14 required indicators in this list. Could USAID clarify which guidance we should follow in preparing the AMELP?

The RFP will be amended to confirm there should be 14 indicators. The 14 listed required indicators only need to be included in the proposed AMELP of the successful offeror but not in the draft submission.

40. On page 23 USAID asks to “propose a maximum of three Key Personnel” while on page 72, USAID asks to propose “not more than four long-term key management or technical positions. Could USAID please confirm the maximum number of key personnel that should be proposed?

The RFP will be amended to include a three key personnel limit.

41. On page 5 of the SOO, under Objective 1, the second bullet notes the following activity, “Create incentives for health workers to deliver quality care and test the effectiveness of performance-based financing.” Does USAID anticipate the project will cover the cost of financial incentives as part of the PBF pilot or are other sources of funding anticipated for this effort?

No, USAID does not anticipate that the project will cover the cost of financial incentives.

42. On page 5 of the SOO, under Objective 1, the fifth bullet notes the following activity, “Support the Ministry of Health and Social Protection of Population in introduction of continuous medical education (CME) for family nurses and midwives with a focus on provincial and district-level training.” Is the CME referred to in this bullet the government-approved, credited CME trainings?

Yes, this is correct.

43. Is the use of attachment J.4 Budget Template required for submission or can an Organization utilize its own budget template as long as it reflects the requirements of reflecting cost information for each of the major Cost Categories for each of the Contract years separately and then offer the total for the entire Contract, item for item in the last column of the spreadsheet?

USAID prefers the use of the attached budget template, although variations are permitted the capture each applicant’s individual circumstances.

44. Does USAID require a Level of Effort (in days) table at the proposal stage for all staff bid on the project or is the detailed budget sufficient? Additionally, is this required of the prime or sub, or both?

Since this is a completion contract, we do not require the LOE tab to be completed.

45. Does USAID require a Budget Summary Spreadsheet (personnel proposed with name, position, annual salary) table at the proposal stage for all staff bid on the project or is the detailed budget sufficient? Additionally, is this required of the prime or sub or both?

We do not require this to be completed.

46. On the SF-33, the Minimum Bid Acceptance Period is stated as 0 calendar days from the date for receipt of offers. Section L.4 on page 67 states that “proposals remain available for acceptance by USAID for a minimum of 180 days.” Can USAID clarify the bid acceptance period?

Acceptances will remain open for 180 calendar days.

47. 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.

USAID will include FAR 52.237-9 in the amendment.

48. The signed cover letter (page 1) states that the resulting cost plus fixed-fee completion-type contract resulting from this solicitation will cover an estimated period of five years. Similarly, Section L.2 (page 65) states that the anticipated contract will be for a period of five years and Section C.3 (Annex J.10, pg. 1) states that the expected period of performance is five years (2020-2025). However, Section F.2 (page 15), states that the period of performance for this Contract is approximately from July 2, 2020 to July 1, 2024, for a total of four years. Can USAID clarify the anticipated period of performance for this activity?

The correct duration is 5 years. Therefore, it is on or around July 2020 until July 2025.

49. The cover page (page 1) states the name of the Activity as the “Maternal and Child Health Activity in Tajikistan.” In other places in the RFP, the Activity title is referred to as the “Healthy Mother, Healthy Baby Activity.” Could USAID clarify which title is preferred for the Activity?

Healthy Mother Healthy Baby. The RFP will be amended to reflect this.

50. Under Section D.4 (page 12), the RFP states that “the Contractor must use a demonstration effect and visualization to promote its economic reform policy agenda.” Can USAID confirm is the inclusion of “economic reform policy agenda” was intentional and, if so, include it in Section C?

This line be will be deleted from the RFP

51. On page 17 under Section F.6.1, the RFP states that the contractor must provide an initial list of commodities with the technical proposal. However, in Section L.7 (page 70) such a list is not included among the attachments for the technical proposal. Can USAID confirm if this list should be submitted with the technical or cost proposals?

We do not require an initial list of commodities with the proposal.

52. Can USAID make available to offerors the Mission-wide Performance Management Plan (PMP) referenced in Section F.6.2 (page 18) of the RFP?

This will be provided with the amendment.

53. In Section F.8 (page 23), the RFP states the offeror may propose a maximum of three key personnel. In Section L.7 (page 72) the RFP states the offeror should identify the positions, up to four, that will be filled by key personnel. Can USAID confirm offerors should propose the three key personnel stated in Section F.8?

The RFP will be amended to include a three key personnel limit.

54. In Section F.8 (page 24) under Key Personnel, the RFP states that “The Contractor must include resumes for all key personnel (no longer than 2 pages each) to be included in the annex. Each resume must include multiple (maximum of five) references per candidate.” Given that each resume for the key personnel will present 10 or more years of work experience, and that references themselves can consume significant space on a page, we request that USAID consider allowing references to be included on a separate page not included in the page count for the resume.

References must be included within the 2-page resume limit.

55. In Section F.8 (pages 24 and 25), the titles for key personnel are defined as Chief of Party, Team/Technical Leader, and Monitoring, Evaluation, and Learning Manager. Can USAID confirm if the offerors can modify these titles (excepting Chief of Party) to reflect the significant years of experience or seniority a proposed candidate brings to the activity (i.e. Monitoring, Evaluation, and Learning Director instead of Manager)?

The titles may be amended if the offeror makes reference to the original titles for comparison.

56. In Section L.4, General Instructions (page 67), the RFP states the offeror must include proposed percentages, but not dollar amounts, in the proposed fee schedule to be included in the technical volume. On page 72, in Section L.7. Performance Work Statement, the RFP states the proposed delivery and fee schedule must not include the proposed fee percentage. Can USAID confirm that the fee schedule in the technical volume, by way of the Performance Work Statement, should include proposed fee percentages, but not dollar amounts? Can USAID also confirm that the fee schedule in the cost volume should include proposed fee percentages and corresponding proposed dollar amounts?

The Technical Proposal should not include percentages or amounts, only deliverables. The Fee Schedule in the Cost Proposal should include deliverables, percentages, and amounts.

57. In Section L.7 (page 72) under First Year Work Plan, the RFP states the work plan will include financial resources required for sub-awards to complete the tasks and an indication of the timing and amount of use of activity funds. As it will be included in the technical proposal, can USAID confirm offerors should not include financial information in the first-year work plan?

Offerors may cross reference so that the information does not need to be repeated in the draft first-year work plan.

58. In Section L.7 (page 73) under Branding Implementation and Marking Plan and Outreach and Communication Plan the stated page limit is five pages for the Branding Implementation Plan and Marking Plan. The templates provided in Attachments J.5, Branding Implementation Plan and J.6, Marking Plan Template alongside the RFP are seven and six pages, respectively, for a combined 13 pages for both plans. Can USAID confirm the intended length of both plans combined is five pages?

The RFP will be amended to reflect a 7 page limit for each separate document.

59. Can USAID provide the Outreach and Communication Plan template described in Section L.7 (page 74) under Branding Implementation and Marking Plan and Outreach and Communication Plan?

This will be provided.

60. As USAID notes in the Statement of Objectives, the Maternal and Child Health Activity in Tajikistan “will intentionally build upon Tajikistan Health and Nutrition Activity (THNA) successes and incorporate lessons learned.” For all potential offerors to have access to the same information so they may develop approaches and activities that effectively build on this previous program, could USAID kindly make key THNA program reports (e.g., quarterly, annual) and evaluations publicly available on the Development Experience Clearinghouse?

Previous reports have been made available on the DEC website.

61. In Section L.7 (page 74) under Contractor Past Performance Information, the RFP states that offerors must “list in an annex to the technical proposal up to five (5) recent and relevant contracts/agreements” and for those contracts/agreements not in CPARS/PPIRS “must provide a list of contact names, job titles, mailing addresses, phone numbers, e-mail addresses, explanation of relevance to the proposed acquisition and a description of the performance to include: Scope of work or complexity/diversity of tasks; Primary location(s) of work; Period of performance; Skills/expertise required; Dollar value; and Contract type.”

a. Can USAID confirm what, if any, specific information is required for contracts/agreements included in CPARS/PPIRS aside from the project name and if there is any preferred format or template (i.e., contractor performance report short form)?

Project name, location and contract number.

b. Can USAID confirm that no narrative, contact information, etc. is required for contracts/agreements included in CPARS/PPIRS?

This is confirmed.

62. The signed cover letter (page 1) states that the total estimated value of this procurement is $16‒$18 million. Section L.7 (page 75) states that the total estimate costs for the contract is $17‒$18 million. Can USAID please clarify the estimated value of this contract?

The cost estimate is $16-18m and the RFP will be amended to confirm this.

63. In Section B.4 (page 7), the RFP states that “no amounts in excess of the amount specified for each cost category shall be billed against the contract.” We respectfully request that USAID consider revising this language to hold the implementor to the total contract ceiling amount.

The categories are broad enough so that it should not be too burdensome for the Contracting Officer to amend the contract should this become necessary.

64. Attachment J.1 Biographical Data sheet is the most recent biographical data sheet that has been provided by USAID, which does not include salary information for past employment. Section L.7 (page 77) of the RFP provides instructions for completing a biodata form that including salary history, stating “the salary Blocks 6, 14, and 15 must be stated in US Dollars” which seems to indicate use of the old version of the biodata form. Can USAID confirm that offerors should use the updated biographical data sheet that does not list salary history and that no salary history is required for proposed candidates?

It is confirmed that the new biodata sheet will be used and therefore salary history does not need to be verified.

65. Can USAID please confirm what is the correct name of the activity? On the cover page of the RFP, it is referred to as the “Maternal and Child Health Activity in Tajikistan.” In the Attachment J.10 (Statement of Objectives), it is referred to as the “USAID Healthy Mother, Healthy Baby Activity.”

Healthy Mother Healthy Baby. The RFP will be amended to reflect this.

66. In reference to page 70 of the RFP, it states that the page limit for the Technical proposal is 15 pages and indicates that cover pages, Table of Content are subject to the page limit. Can USAID please clarify whether these pages are included in the technical proposal limit?

Cover pages, dividers, and a table of contents will not count against page limit.

67. On page 70 the RFP says that Attachments under L.7 are required to be submitted but are not counted in the page limit. At the same time, the Attachments under L.7 all have page limits. Can USAID please clarify what page limitations are on attachments?

This means that the attachments are not counted towards the page limit for the main body of the technical proposal. Page limits for the attachments are listed on page 70.

68. Can tables, charts, graphs, and other printed materials within the Technical Volume use font smaller than 12 point Times New Roman?

We are specifically trying to limit the size of the applications. If we change the character size it allows for a longer application and the document becomes less readable. Therefore, will keep this requirement.

69. Does USAID have a preferred format for the contractor past performance information in the annex?

A preferred past performance template will be attached in the amendment.

70. On page 70 of the RFP, it is stated that the branding implementation and marking plan should not exceed 5 pages. However, the marking plan template provided by USAID/Central Asia is 7 pages and the branding implementation plan template is 6 pages. Even when the bidder deletes the “guidance” sections of both documents, the total number of pages exceeds 5 pages maximum. How should bidders ensure they are providing all the relevant information required by USAID/Central Asia while not exceeding 5 pages? Would USAID/Central Asia like to provide further guidance on this topic or should bidders decide themselves what not to include in the 5-page branding implementation and marking plan?

The RFP will be amended to reflect a 7-page limit for each separate document.

71. On page 74 of the RFP, it states that a template for the Outreach and Communications Plan (OCP) can be found in Section J., Attachments. However, currently there is no template for the OCP in the attachments. Did USAID/Central Asia intend to include a template for the Outreach and Communications Plan?

A template for the Outreach and Communication Plan will be attached.

72. On page 70, USAID lists out the attachments to be submitted. However, Management Structure and Staffing Plan organizational diagram ( page 71) is not included as one of the attachments. Can USAID confirm that the organizational diagram should be included as an attachment/annexes?

It is confirmed that the submission should include “an organizational diagram for the program as an annex.”

73. On page 71 of the RFP, it states that offerors must identify the positions (up to 4) that will be filled by key personnel; however, section F. 8 KEY PERSONNEL, beginning on page 23, states that offerors may propose a maximum of three key personnel. Can USAID please clarify the number of key personnel that offerors shall propose?

The RFP will be amended to include a three key personnel limit.

74. Under Section F.8 Key Personnel, the RFP asks for 5 professional references. On, p. 73, the RFP states that only 3 references are required. Can USAID confirm the correct number?

Three references will be sufficient. The RFP will be amended to reflect this.

75. The RFP refers multiple times to the biographical data form 1420-17 and provides a link to this form, which no longer includes salary history, yet, on p. 8 and p. 77, salary history is mentioned, specifically on p. 77 saying “ The Offeror must certify in Block 11 of AID Form 1420-17 that it has taken reasonable steps to verify the accuracy of information, particularly salary history, provided in the form.” Can USAID please confirm the expectations around salary history verification?

It is confirmed that the new biodata sheet will be used and therefore salary history does not need to be verified.

76. Can a summary of the End-of-Project Performance/ Formative Evaluation of the Tajikistan Health and Nutrition Activity (2015-2020) be made available?

Prior year’s reports are publicly available on the Development Experience Clearinghouse.

77. Would USAID consider changing the geographic code of 110 to 935 for subcontractors? If not, would USAID consider a waiver upon award should a prime submit a proposal with a subcontractor not eligible under code 110?

USAID’s statutory procurement authority, Section 604(a) of the FAA, authorizes procurement “from the United States, recipient country or developing countries.” Tracking that statutory authority, the Regulation establishes a presumptive USAID Principal Geographic Code, Code 937, for all USAID federally financed procurement of commodities and services under implementation instruments, unless otherwise specified. Congress has augmented this with Geographic Code 110 and so the Geographic Codes will remain 110 and 937 for this procurement. Specific waivers may be considered on a case by case basis.