Tayar_Nepal__Amendment_1_Part_I.pdf

USAID/Nepal Tayar Nepal- DRM Project

RFP No.:72036718R00005

Amendment 1

Part I-Prospective Offerors’ Questions and responses from USAID/Nepal:

The RFP CLOSING DATE of the submission of the proposals by the prospective Offerors has been changed from Wednesday, November 14, 2018; 17:00 Nepal time to Tuesday, November 20, 2018; 17:00 Nepal time.

General Questions:

1. Does the Mission envision preparedness capacity building with municipal health teams (to improve the timing and effectiveness of their response to disasters) to fall under any of the project components?

USAID Response: Specific capacity building activities should be determined through a consultative process with the municipality and based on the evidence from the risk-sensitive land use plans.

2. Given that 93% of households in Nepal own a mobile phone, (DHS 2016) does USAID see mobile phones as an effective and complementary behavior change communication channel through which to engage the key populations as per this notice?

USAID Response: USAID/Nepal understands, given the prevalence of mobile phones, that mobile phones may make up part of an effective behavior change communication strategy.

3. Will USAID consider the use of digital and mobile technology for data collection related to monitoring and evaluation and quality assurance activities for this opportunity?

USAID Response: Yes.

4. Will USAID look favorably upon an articulated mobile & digital technology strategy in proposals that respond to this solicitation?

USAID Response: Proposals will be evaluated based on the evaluation criteria included in Section M.

5. To what extent was the GoN been involved in the design of Tayar and did the GoN review and provide input to programmatic elements of this RFP?

USAID Response: Various GoN entities have been consulted on the design of Tayar Nepal and have had the opportunity to provide input into programmatic elements of the activity.

6. Has USAID had any input into the GoN's National Disaster Risk Reduction Policy and Strategic

Action Plan?

USAID Response: Yes, USAID, as well as other donors, provided input into the National Disaster Risk Reduction Policy and Strategic Action plan.

7. Has the GoN made any specific policy, legislative, structural, human resource, or collaboration commitments regarding implementation of Tayar?

USAID Response: No, the GoN has not made any specific commitments regarding the implementation of Tayar Nepal.

8. Component 1. Is there an upper limit on the grant amount under Component 1?

USAID Response: $5,000,000 over the life of the activity.

9. Component 2. There is a clear preference and focus on urban municipalities. Can any non-urban municipalities also be included (for the purposes of comparison)?

USAID Response: No.

10. Component 2. Can the target municipalities be overlapped with existing set of municipalities supported through OFDA funding?

USAID Response: Yes, target municipalities can overlap with municipalities currently supported through OFDA funding.

11. Component 2. Under phase 2 of component 2, it is mentioned the creation of municipality fire department/emergency services as one of the activities. Is there a suggested level of equipment required for these services?

USAID Response: The creation of municipal fire departments or emergency services are included simply as an illustrative activity. Specific activities should be determined through a consultative process with the municipality and based on the evidence from the risk-sensitive land use plans. The level of equipment would depend on the size of the municipality and its specific needs.

12. Component 2. Under phase 2 of component 2, is there a required level of investment into preventive/mitigation infrastructure?

USAID Response: There is no required level of investment into preventive or mitigation infrastructure, however, the offeror is expected to provide an approach that meets the key deliverables as listed in Section F6.2.

13. Component 2. Is there a suggested duration for Phases 1 and 2 of component 2?

14. Component 3. Since there is an active OFDA response to disaster in Nepal and some of the activities illustrated under this component tend to overlap with OFDA's common activities, what will be the division of labour between Tayar and OFDA? For example, will funds derive from OFDA for Tayar to implement the illustrative activities in partnership with implementing partners and government authorities?

USAID Response: Component 3 is not intended to supplant GON or other USG-provided humanitarian assistance, such as that provided by OFDA, in the wake of a disaster. Support through Component 3 is intended to be used to assist the GON, particularly local authorities, to build their capacity to manage disaster response and recovery. The precise division of labor between Tayar Nepal and any potential OFDA response will be determined based on the scope of the disaster, the availability of funds, and the interests of the U.S. Government.

15. Can USAID provide a division of funds among Components 1, 2 and 3? Or at least a plug figure for Component 3 so all bidders can use. This will enable USAID to properly compare Components 1 and 2 among bidders.

16. Section Cover Letter, paragraph 4, page 1: Would USAID allow offerors to submit requests for clarification to any amendments issued as a result of substantive questions that necessitate changes to aspects of the Request for Proposal (RFP) other than closing date or time?

17. Section Cover Letter, paragraph 9, page 2: Offerors are instructed to prepare a printable spreadsheet of the cost proposal formatted on letter size paper. Would USAID consider allowing formatting for ledger size paper (11x17) to accommodate extra wide worksheets?

USAID Response: Yes, larger format paper (11x17 or A3) would be acceptable for the budget spreadsheets in the cost proposal.

18. Can USAID kindly provide an anticipated project start date?

USAID Response: USAID anticipates awarding this activity in the first half of calendar year 2019.

Section B:

1. Section B.2, paragraph 1, page 4: Clauses B.2 on page 4 define Tayar Nepal as a hybrid contract -a combination of “cost-plus-fee (CPFF) completion and IDIQ contract”. For the IDIQ portion of the contract (CLIN 0003), is this portion of work assumed to be operating as a cost-plus-fee (CPFF) term or completion form?

USAID Response: The IDIQ portion of the contract, CLIN 0003, will operate as Cost-plus-fixed-fee term.

2. Section B.4, page 5, and Section L.7(C)3.d), paragraph 1, page 112 list a $5,000,000 plug figure for the Nepali Small Grants Fund under CLIN 0001b. a. Can USAID please confirm if the $5,000,000 plug figure is intended to be only for CLIN 0001 (the base period)? b. Does USAID envision any grant activities under CLIN 0002 (option years)? c. Does USAID envision any grant activities under CLIN 0003?

USAID Response: The $5,000,000 set aside for the Nepali Small Grants Funds is the total amount for the period of performance of the contract. The period of performance for this contract is five (5) years, of which the first three years consist of the base period and the remaining two years are the option years. The Small Grants Funds will be used under CLIN 0001 and CLIN 0002. CLIN 0003 is only for Supplemental Technical Assistance.

3. Section B.6.c., paragraph 1, page 7 states “The estimated cost of this CLIN [CLIN 0003] includes estimates for materials, equipment, subcontracts, travel and training required for performance of the total amount of work that can be ordered by the Government under this CLIN during the life of the contract. The amount of ordered Other Direct Costs will not exceed 20% of the total estimated cost of the CLIN 0003.” Section L.7(C)3.c), paragraph 1, page 112 states, “Under Other Direct Costs, international travel should be identified separately and broken down by destination, number of trips, and number of travelers.” Finally, Section L.7(C)3.g)8, paragraph 1, page 115 defines Other Direct Costs as defined by the FAR. Can USAID please clarify whether or not the Other Direct Costs that make up the 20% of CLIN 0003 represent all material costs?

USAID Response: Confirmed. The ODC under CLIN 0003 includes all material costs.

4. Section B.6 b, page 7, states that the fee for the CLIN 0003 IDIQ is to be based on LOE in

Section B.6 a. Would USAID please adjust this to allow application of fees on subcontractors and ODCs needed to perform this CLIN?

5. Section B.6, page 7, states that ODCs cannot exceed 20% of CLIN 0003 Total estimated cost.

Would USAID please adjust this to allow the offerers to apply their respective NICRA rates and its definition of ODCs in executing this CLIN?

6. Section B.8, page 8. Would USAID please confirm if the cancelation ceiling is required only at the contract award stage?

USAID Response: The cancellation ceiling is the maximum cancellation charge that the contractor can receive in the event of cancellation of the total requirements of all remaining program years.

7. Section B.2, Page 4; Section B.3.d, Page 4; and Section L.7.1, Page 118: Section B.2 indicates this is a Hybrid Contract consisting of Cost-Plus-Fixed-Fee (CPFF) completion type contract line items (CLINs 0001 and 0002) and a single-award Indefinite Delivery, Indefinite for Quantity (IDIQ) line item (CLIN 0003). Further guidance for CLIN 0003 indicates this will be a CPFF TERM contract, as the fixed fee set forth in B.3.d on page 4 is based upon furnishing the level of effort specified in B.6.a on page 7; and Section L.7.1 states that there will be a maximum of 3,000 labor days for CLIN 0003. For estimating purposes, please clarify whether CLIN 0003 will be a CPFF TERM contract or something else.

USAID Response: Please see USAID’s response to Question No. 1.

8. Section B.4, Page 5; and Section B.5, Pages 5 and 6: The schedules shown on page 5, Section

B.4, Contract Line Item Schedule; and on pages 5 and 6, Section B.5, Fixed Fee (CPFF), do not show a Fixed Fee amount for CLIN 0003. Section B.3.d on page 4, however, indicates there will be a fixed fee for CLIN 0003, and B.6.b on page 7 indicates that the fee will be paid upon furnishing the specified LOE. Please clarify whether the government intends to pay Fixed Fee under the deliverable schedule only for CLINs 0001 and 0002 as shown under B.5 on page 6 and pay the Fixed Fee amount for CLIN 0003 in proportion to the level of effort (LOE) use on an interim invoice basis.

USAID Response: Confirmed.

9. Section B.2 states that “This is a FAR 16.102(b) combination award consisting of Cost-Plus-

Fixed-Fee (CPFF) completion type contract line items (CLINs 0001 and 0002) and a single-award Indefinite Delivery, Indefinite Quantity (IDIQ) line item (CLIN 0003).” However, section B.6 states that CLIN 0003 would be ordered based on Level of Effort not to exceed 3,000 days. The IDIQ line item suggests that USAID will order through CPFF Term type contracts which pay fee based on days. Could USAID confirm how it plans to order under

IDIQ CLIN 0003?

USAID Response: Please see USAID’s response to Question No. 1.

10. Section B.3(e), paragraph 1, page 5: Please confirm the offeror is not expected to complete the table at B.3(e) as part of completing Section B, as it is omitted in Section L.7(C)2, paragraph 1, page 112?

11. Section B.7, paragraph 2, page 8:Q4: Please confirm the Indirect Cost basis information should be provided for the prime and for all subcontractors.

USAID Response: NICRA or indirect cost information should be provided for the Prime and all Major Subcontractors.

12. Page 1 “RFP Closing Date, Wednesday, November 14, 2018; 17:00 Nepal Time”. Proposed due date is very aggressive considering the amount of work required. In particular, given the wide-ranging, back-to-back Nepali National Holidays of Dashi (Tuesday, October 6th through

Friday, October 19th) and Tihar (Wednesday, November 7th through Friday, November 9th).

Government and many local business offices are closed during these Holidays and many locals/Nepali are travelling and on vacation. Would USAID consider extending the proposal deadline?

USAID Response: Please refer to the cover page on Amendment 1 for the revised RFP closing date.

13. Section B.6, paragraph a, page 7; Section L.7.1, paragraph 3, page 120: Under CLIN 0003, RFP

Section B.6 states that “the Contractor is obligated to provide up to a maximum of 3,000 person-days.” However, under Section L.7.1 paragraph 3, the RFP states “the Offeror must propose costs for a total of 3,000 person-days…for each year of the five-year contract”. Could USAID confirm if the Offeror should budget for 3,000 person-days total or 3,000 person-days for each of the five years thus a total of 15,000 person-days?

USAID Response: The maximum person-days is 3,000 for the contract period of performance, which is 5 years.

14. Section L.7.1, paragraph 4, page 120; Section B.6, paragraph 3, page 7: The RFP states that the total estimated cost for CLIN 0003 cannot exceed 20% of the overall total estimated cost, inclusive of fixed fee, of the entire contract. In addition, Section B.6, paragraph 3 states that “the amount of ordered ODCs will not exceed 20% of the total estimated cost of the CLIN 0003.” Could USAID confirm that the 20% set aside for Other Direct Costs should include the Indirect Costs and Fee for CLIN 0003 as well?

USAID Response: No, Indirect Costs and Fixed Fee should not be included with Other Direct Costs.

15. Page 5. Section B.4. Contract Line Item Schedule. Can USAID please clarify that the use of

GUC is restricted to CLIN 0001 (i.e. Years 1-3). Does USAID anticipate to also use GUC under CLIN 0003-Supplemental Technical Assistance.

USAID Response: The $5,000,000 set aside for the Nepali Small Grants Funds is the total amount for the period of performance of the contract. The period of performance for this contract is five (5) years, of which the first three years consist of the base period and the remaining two years are the option years. The Small Grants Funds will be used under CLIN 0001 and CLIN 0002. CLIN 0003 is only for Supplemental Technical Assistance.

16. Section B.6(C), Paragraph 1, Page 7. Would USAID provide offerors with plug figures for the materials, equipment, travel and training categories of Other Direct Costs to ensure comparability across all offerors?

17. Section B.6(C), Paragraph 1, Page 7. Would USAID provide a plug figure for estimates of material, equipment subcontract, travel, training for CLIN 0003 as specified on page 7?

18. Section B.6. Paragraph 1, Page 7, and Section L.7.1, Paragraph 1-4, Pages 118-119. Please confirm that USAID requires bidders to propose costs associated with 3,000 person-days of level of effort per the instruction in Section L.7.1, and not that bidders can propose their own LOE amount if it does not exceed 3,000 person-days.

USAID Response: Confirmed. Offerors should provide costs associated with 3,000 person-days of Level of Effort.

19. Would USAID please confirm that for estimating purposes, for each contract year 600 person-days (3,000 person-days total/5 years) are to be equally distributed among the 7 identified labor categories, resulting in a total of 85.7 person-days per position per year?

USAID Response: USAID will remove the word “equally”. The Offeror must propose costs for a total of 3,000 person-days distributed across all labor categories designated for each year of the five-year contract.

Section C:

1. Section C.4.1.1. Component 1, Element 2, paragraph 2, pages 21-22 under the grants element requires the Contractor to implement “a comprehensive and targeted awareness and citizen engagement program.” Could USAID confirm that this activity is intended to be funded from the $5,000,000 grants fund?

USAID Response: No, the targeted awareness and citizen engagement program is not intended to be funded from the grants fund, however, applications for similar awareness and citizen engagement activities may be submitted as part of the grants program.

2. In Section C.4.1.2, paragraph 3, page 23 the RFP states that “USAID anticipates working with 5-10 municipalities.” Could USAID provide a more precise number of municipalities USAID anticipates working with? This would be helpful for budgeting purposes.

USAID Response: USAID/Nepal anticipates that Tayar Nepal will work in eight municipalities.

3. In Section C.4.1.2, paragraph 3, page 23 the RFP states that “USAID has developed a list of potential urban municipalities including those located in the USAID Zone of Influence, the earthquake zone, and municipalities outside the Kathmandu Valley that have demonstrated results from previous USAID supported DRM-related activities.” Could USAID please provide the list of potential urban municipalities?

USAID Response: No, USAID and the contractor will finalize participating municipalities in conjunction with the GON and in accordance with the criteria specified in Section C.4.1.2.

4. In Section C.4.1.2, paragraph 1, page 25 under “Phase 2 the RFP lists “design and implementation of flood management infrastructure” as an illustrative activity. Can USAID please provide a plug figure for expected construction/infrastructure subcontracts?

USAID Response: No, please see question 12 for Section C, above.

5. Section C.4.1.1, page 2: Would USAID confirm the type or types of disaster simulation exercises: are these discussion-based (workshop/tabletop), operations-based (functional/full-scale), or a combination of both?

USAID Response: Disaster simulation exercises may be discussion-based, operations-based, or a combination of both, depending on the identified needs that the exercises are addressing.

While USAID/Nepal expects Tayar Nepal to support such exercises, Section F.6.2 is amended to remove these exercises as key deliverables.

6. Section C.4.1, page 20, C.4 Scope, paragraph on theory of change. Does USAID envision Tayar playing any role at the provincial level?

USAID Response: Work at the provincial level may be considered under Component 1 with the aim of better linking central authorities and decisions to the communities that experience disasters.

7. Section C.4.1.3, page 26, states “While it is expected that Tayar Nepal will become viable within the first three years of the contract” What does USAID mean by “become viable”? Later on, USAID refers to Tayar to be “not only operational, but scaled to its full potential”; as well as:

“The Mission will also consider the status of federalism and whether devolved levels of government, which are essential to the successful achievement of Tayar Nepal objectives, have the requisite capacities for successful attainment of the expected outcomes.”

USAID Response: USAID/Nepal expects that within the first three years of Tayar Nepal, the contractor will identify and implement successful approaches to achieve the key deliverables listed in Section F.6.2.

8. So that Offerors can best coordinate with efforts/initiatives that have already been completed or are ongoing related to the work of Tayar Nepal, and/or which feature important contextual information, we respectfully request that USAID share the following documents with all potential Offerors: a. Section C.3.3, Paragraph 4, Page 16: Documents/reports related to the USAID/Nepal Sajedhari project, specifically related to the Sajedhari project’s work in Province 7; b. Section C.3.3, Paragraph 6, Page 16: Documents/reports related to USAID/Nepal OFDA assignments; specifically, details of ongoing and recently-completed assignments and site locations of work on which the Tayar Nepal project work will need to closely coordinate; and,

c. Section F.6.1.9, Page 36: The Political Economy Assessment PEA USAID conducted in 2018.

USAID Response: Sajhedari - Support to Federalism is currently under procurement.

Information about the activity can be found at:

https://www.fbo.gov/index.php?s=opportunity&mode=form&id=5784eaf704c3c6cb0bc9d67 56bbb9385&tab=core&_cview=1

Documents related to OFDA projects in Nepal can be found on the Development Experience Clearinghouse.

https://www.fbo.gov/index.php?s=opportunity&mode=form&id=5784eaf704c3c6cb0bc9d6756bbb9385&tab=core&_cview=1 https://www.fbo.gov/index.php?s=opportunity&mode=form&id=5784eaf704c3c6cb0bc9d6756bbb9385&tab=core&_cview=1

The Political Economy Analysis is not available to the public; however, USAID/Nepal will release a summary version on the Development Experience Clearinghouse.

9. Section C.4.1, Page 20: Would USAID kindly clarify the scope of Tayar Nepal in regard to integrating and mainstreaming DRRM in sectoral development programs?

USAID Response: Under Component 1, Tayar Nepal has scope to support the NDMA (or National Disaster Risk Reduction and Management Authority [NDRRMA]) to integrate and mainstream DRR into sectoral development programs. Under Component 2, there is scope for mainstreaming if a municipality identifies mainstreaming DRR into development programs as the most effective means to address the hazards identified through the activity.

10. Section C.4.1.1, Illustrative Indicators for Component 1: Elements 1 and 2, Pages 21 and 22:

For national/federal level indicators, policy changes involve many actors. Tayar Nepal will be supporting this effort related to DRM policies. We would expect that USAID (through Tayar Nepal) will be able to take some credit for new/changed policies, regardless of the number of actors. Can USAID confirm this assumption?

11. Section C.4.1.1., Last Paragraph, Page 22: We have the following questions about the Project

Advisory Committee (PAC), described in Component 1, Element 3: d. Could USAID please share the Terms of Reference for the PAC? e. Has the individual (or entity) who will serve as Chair for the PAC been identified? If so, could USAID please share which entity/individual will serve as Chair? f. Section F.6.2, last paragraph, Page 38: The RFP first states that the PAC will meet every six months, while F.6.2 later states that at least one PAC meeting shall be held each year. We assume that Offerors should plan and budget for two PAC meetings/year. Please confirm.

USAID Response: The Terms of Reference for the PAC will be finalized during the co-design workshop. USAID/Nepal will chair the PAC. The PAC is intended to meet every six months.

12. Section C.4.1.2, Second Bullet, Page 23: The hazards in focus for Tayar Nepal are “geophysical in nature” (seismic activity, landslides, flooding, etc.) However, formulation of policy for “non-geophysical” hazards cannot be fully separated. Are Offerors expected to respond to the needs of any non-geophysical hazards during the performance of Tayar Nepal, under either CLIN 0002 and/or CLIN 0003?

13. Section C.4.1.2, Page 23: While there are important DRM links between the national, provincial and local levels of government in Nepal, the scope of Component 2 is focused on the municipalities rather than the Provincial Government. Please clarify that direct support to the Provincial Government is not expected under the interventions of Component 2.

USAID Response: Direct support to the Provincial Government is not expected under the interventions of Component 2.

14. Section C.4.1.2, Paragraph 3, Page 23: Section C.4.1.2 of the RFP states: “USAID anticipates working in 5-10 municipalities. USAID has developed a list of potential urban municipalities including those located in the USAID Zone of Influence, the earthquake zone, and municipalities outside the Kathmandu Valley that have demonstrated results from previous USAID supported DRM-related activities”. Understanding the number of potential municipalities and where they are located would facilitate planning and logistics (for budgeting) and enable a more detailed approach for prioritization. To this end: g. Would USAID consider sharing the list of potential municipalities on the ‘short-list’ for the 5-10 municipalities that will ultimately be selected/are currently being considered for interventions? h. Alternatively, if USAID’s ‘short-list’ of municipalities is not fully finalized or cannot be shared, shall the Contractor propose a prospective ‘short list’ of municipalities in the proposal, with an expectation that the final list will be decided in a participatory process between USAID and the Contractor based on the draft list of municipalities by USAID? i. Could USAID please clarify during what month of Tayar Nepal project performance the 5-10 municipalities of focus will be selected?

USAID Response: See responses to questions 2 and 3 above.

15. Section C.4.1.4, Page 27: While it is clear from the RFP that the Contractor will not work in rural or peri-urban municipalities under Component 2, could please USAID advise whether work in rural or peri-urban municipalities might be expected under the scope of Component 3

(CLIN 0003)?

USAID Response: Work in rural or peri-urban municipalities is possible under Component 3, depending on the type, and size of the disaster.

16. Section C.4.1.2., Paragraph 3, Page 23. USAID states that they have developed a list of potential urban municipalities including those located in the USAID Zone of Influence, the earthquake zone, and municipalities outside of the Kathmandu Valley that have demonstrated results from previous USAID supported DRM-related activities. Would USAID consider sharing the stated list of municipalities?

USAID Response: See responses to question 3 above.

17. Component 2 (page 25): To facilitate comparison of proposals, would USAID provide more specifics about its expectations, such as a total plug figure, for funding to be devoted to small scale infrastructure in Component 2.

USAID Response: No. Please see the responses to questions 12 and 15 in the general section.

18. Could USAID inform whether there is a page limit to proposed staff Curricula Vitae?

USAID Response: Please limit Curricula Vitae of proposed staff to four pages each.

19. Page 26 Section C.4.1.3, second paragraph: “approximately three years into the contract period of performance, USAID/Nepal will determine whether to exercise the option for continuing activities under Components 1 and 2”. Can USAID please clarify if it expects the contractor accomplish all project objectives for Components 1 and 2 within the first three years (CLIN0001) including interventions in all municipalities?

USAID Response: USAID/Nepal expects the contractor to accomplish all of the key deliverables listed in Section F.6.2 for years 1, 2, and 3 within the first three years.

20. Page 25 second to last paragraph: “As part of Phase I activities, the Contractor must identify local institutions such as NGOs, private sector entities, community groups and local authorities for issuance of sub-awards to help carry out activities under Phase 2”. Could USAID please confirm that Grants under Contract (GUC) can be used for Component 2, Building Capacity at the Municipal Level?

USAID Response: The Grants Under Contract mechanism is intended to fulfill the objectives of Component 1’s grant fund. The Contractor will be able to enter into sub-awards or sub-contracts outside of the GUC program and in accordance with USAID regulations, however the Contractor should ensure adequate involvement in the sub-award in order to achieve the programmatic objectives of Component 2.

21. Pages 22, section C.4.1.1, Element 3 and 38, Section F.6.2: Can USAID please clarify the amount of times the Project Advisory Committee will meet? There is reference to the Project Advisory Committee meeting every six months and once per year.

USAID Response: Please see the response to question 11 above.

22. Page 25-26, last paragraph: Could USAID please provide a plug-in figure amount that should be allocated to the firm-fixed price sub-contracts under the small-scale infrastructure for Component 2, Phase 2?

USAID Response: No, please see question 12 for Section C, above.

23. Section C.3.2, pg 14, paragraph 1. In this section, it is stated “Nevertheless, a Political Economy Analysis in early 2018 found that some newly elected municipal leaders believe they have the mandate and are already taking actions to move forward on disaster management.” Can USAID provide a copy of the Political Economy Analysis report mentioned in this paragraph?

USAID Response: See answer to question 8 above.

24. Section C.3.2, pg 14, paragraph 5. In this section, it is stated that “Several academic institutions in Nepal are beginning to establish courses of study and research around disaster risk management. At least one institution specializes in the field and others offer Masters level degrees through their engineering or other programs.” Can USAID provide the names of these institutions?

25. Section C.3.3, pg 16, paragraph 3. In this section, it is indicated that there are a host of activities planned and currently being implemented which have DRM components under a) USAID Nepal Country Development Cooperation Strategy’s cross-cutting theme Resilience and DRR, and b) US Embassy Kathmandu’s Integrated Country Strategy. Can USAID confirm that these activities are limited to Sajhedari, PFMSP, and past OFDA work? Or provide a list of the programs that include such activities?

USAID Response: No, the activities with DRM components under the CDCS and ICS are not limited to Sajhedari, PFMSP, or past OFDA work. A list of additional USAID/Nepal activities that include a DRM or resilience component include (but are not limited to):

● Promoting Agriculture, Health, and Alternative Livelihoods (PAHAL)

● Sustainable Action for Resilience and Food Security (Sabal)

● Baliyo Ghar

● Nepal Community Reconstruction Program

● Hariyo Ban II

● Program for Aquatic Natural Resources Improvement (PANI)

● SERVIR

● Nepal Earthquake Reconstruction Lifeline Radio Project

● Strengthening Political Parties, Electoral and Legislative Processes

● Emergency Education Response in Nepal

26. Section C.3.3, pg 16, paragraph 4. In this section, it is stated that “this project will be implemented at the national level and in Province Seven.” Could USAID please confirm that Province Seven is the only Province where sub-national activities would be implemented?

USAID Response: Tayar Nepal is not limited to working in Province Seven for sub-national activities.

27. Section C.4.1.2, pg 23, paragraph 3. In this section, it is stated that “USAID anticipates working in 5-10 municipalities. USAID has developed a list of potential urban municipalities including those located in the USAID Zone of Influence, the earthquake zone, and municipalities outside the Kathmandu Valley that have demonstrated results from previous USAID supported DRM-related activities.”

a. Can USAID provide the list of Municipalities (if known at this point)?

b. Can USAID specify if it will be 5, 6, 7, 8, 9 or 10 municipalities? This will have an effect on the financial proposal.

USAID Response: See responses to questions 2 and 3 above.

28. Section C.4.1.2, paragraph 3, page 23: The RFP states, “USAID has developed a list of potential urban municipalities including those located in the USAID Zone of Influence, the earthquake zone, and municipalities outside the Kathmandu Valley that have demonstrated results from https://drive.google.com/open?id=0B_IBrC55telrUDJFU0wwSFBfdkU https://drive.google.com/open?id=0B_IBrC55telrUDJFU0wwSFBfdkU previous USAID support DRM-related activities.” Would USAID provide a list of the potential urban municipalities?

USAID Response: See responses to questions 2 and 3 above.

29. Section C.4.1.2, Phase 2, paragraph 4, page 25: The RFP states in part, “As part of Phase I activities, the Contractor must identify local institutions such as NGOs, private sector entities, community groups and local authorities for issuance of sub-awards to help carry out activities under Phase 2.” CLIN 0001b is associated with Component 1, Element 2. For Component 2, Phase 2, does USAID intend that grants for these sub-awards should come out of the $5,000,000 plug figure for CLIN 0001b or is there a separate plug figure for Component 2 grants?

USAID Response: See responses to questions 20 above.

30. Section C.3.2., Paragraph 5, Pages 11-12. The RFP states that the GON is developing a National Disaster Risk Reduction Policy and Strategic Action Plan. Can USAID share a copy with offerors?

USAID Response: The Government of Nepal maintains a Disaster Risk Reduction Portal which contains the latest version of many policies and documents. The portal is located at http://www.drrportal.gov.np/

31. Section C.4.1.1, Page 20-22 and Section L.7(C)3(d), Paragraph 1, Page 112. Can grants be used across element 1 (CLIN 0001a) and element 2 (CLIN 0001b)?

USAID Response: Please see the response to questions 20 above.

32. Section C.4.1.2, page 24, suggests that DRR interventions to implement Risk Sensitive Land

Use Plans (RSLUP) for partner municipalities are developed. Interventions are suggested as demonstration works, such as local level mitigation on fire safety, flood management, solid waste management, landslide risk mitigation activities and others. Would USAID consider detailing the number of demonstration DRR activities per municipality and set budget ceilings to fund these activities?

USAID Response: Please see the response to question 12 in the general section.

Section D :

None http://www.drrportal.gov.np/

Section E :

Section F:

1. Section F.6.1.1, paragraph 3, page 34 contains a list of elements that will likely be included in the annual work plan. Items (a) and (e) refer to “studies.” Might USAID expand on its expectations regarding studies?

USAID Response: In this context, studies are considered written reports containing primary and/or secondary data and analysis that are required to achieve the objectives of the Tayar Nepal activity.

2. In Section F.6.1.9, paragraph 1, page 36 the RFP states that “In January 2018, USAID/Nepal conducted a political economy analysis which looked at the environment supportive of reform and specific opportunities around DRM.” Can USAID provide this analysis to interested bidders?

USAID Response: See answer to question 8 above.

3. Section F.6.1, Table, Page 33: In the table included in F.6.1, under Final Report, the Draft Final

Report is listed as due 45 days before the end of the contract, and Final Report as due 60 days after the end of the contract. However, the description of the Final Report (Section F.6.1.12;

Page 36), states, “The Contractor must submit a concise, final report within 30 calendar days prior to completion of this contract.” Please clarify USAID’s preference for timing for receipt of the final report.

USAID Response: USAID/Nepal would like the draft Final Report to be submitted 45 days before the end of the contract with a final version of the report due 60 days after the end of the contract.

4. Section F.6.2, Second Row, Second Column, Page 37: In the table included in F.6.2 under

Capacity Needs Assessment (Component 1/Element 1), the text reads, “Capacity Needs Assessment of the National Disaster Management Authority completed”. However, there are no clearly identified Capacity Building tasks or activities following the Needs Assessment. Is the proposed “forum held that brings together GON officials civil society” (identified under Year 2- 3 of the same cell) intended to meet the needs identified?

USAID Response: Given the nascent nature of the National Disaster Management Authority, USAID/Nepal requires a Capacity Needs Assessment in order to identify the specific tasks and activities. Fora that bring together GON officials and civil society may be among these.

5. Section F.9.1, Paragraph 1, Page 42; Section L.5.C.4, Paragraph 2, Page 106: F.9.1 (Page 42) indicates that “offerors must present at least three, but no more than five key personnel positions, deemed critical to achieve the Tayar Nepal project objectives.” L.5.C.4 on Page 106 indicates that key personnel proposed in addition to the Chief of Party are a maximum of two.

Please confirm that Offerors may provide at least three, but no more than five, total positions that are designated as key personnel.

USAID Response: The actual number of Key Personnel positions is stated in section F.9.1, first paragraph “Offerors must present at least three, but no more than five Key Personnel positions deemed critical to achieve the Tayar Nepal project objectives…”. Please proceed accordingly.

6. Section F.6.1 table, page 33. Would USAID please provide expected days after award for conducting the co-design workshop?

USAID Response: USAID/Nepal expects that the co-design workshop will be held within two months following award.

7. Section F.6.1 table, page 33. For the MELP, would USAID please confirm due date is 15 days after Year 1 Work Plan is approved?

USAID Response: Yes, the MELP is due 15 days after the Year 1 Work Plan is approved.

8. Section F.6.1.2, page 35. Would USAID please adjust MELP due date to 15 days after approval, not submission, of the Year 1 Work Plan?

USAID Response: Please see response to question 7 above.

9. Section F.6.2 table, page 39, Component 2, Phase 2. Would USAID please elaborate on meaning of "At least one disaster addressing intervention per municipality implemented?"

USAID Response: In Component 2, Phase 1, the contractor is expected to identify disaster risks and work with municipalities to identify solutions for these disaster risks. During Component 2, Phase 2, the contractor is expected to work with municipalities to implement interventions that work towards these solutions. An illustrative list of these interventions are listed on page 25 of the RFP.

10. Section F.9.2.1., Paragraph 2, Bullet 6, Page 43. USAID identifies fluent Nepali speakers as a preference but is listed under the minimum required qualifications for the Chief of Party. Would USAID please confirm that Nepali language is not a minimum qualification of the Chief of Party as stated in the heading.

USAID Response: Nepali language is not a minimum qualification for the Chief of Party.

11. Section F.6.2. Co-Creation Work-Planning Conference and Project Advisory Committee meeting. Both the Co-Creation Work-Planning Committee and the Project Advisory Committees are collaborative groups comprised of stakeholders beyond USAID staff. Would USAID kindly consider combining these two committees into one committee that will meet once a year? This approach would provide significant cost benefits and allow all the relevant stakeholders to contribute to the work plan, work plan revisions, and review of past activities.

USAID Response: The intent is that the participants of the Co-Creation Work-Planning Conference will also be participants in the Project Advisory Committee.

12. Section F.9.1, pg 42. In this section USAID indicates that “the Chief of Party must be an employee of the prime Contractor rather than a subcontractor”. We interpret this statement to mean that the COP must be an employee of the prime contractor upon award. Please confirm our understanding that the COP does not need to be an employee prior to award.

USAID Response: Correct, the Chief of Party must be an employee of the prime contractor upon award.

13. Section F.6.1.12, paragraph 1, pages 36 and 37: The RFP states that the final report must be completed within 30 days prior to the completion of the contract. For purposes of the cost proposal, since it is unknown if USAID will award the CLIN 0002 option years, would USAID clarify if offerors should budget the cost of the final report activities in CLIN 0001 or CLIN 0002?

USAID Response: Please budget the costs of the final report into CLIN 0001.

14. Section F.6.2.5, paragraph 2, page 40: The RFP states that “Risk addressing measures identified in the MDRMAP should be implemented during Year 3 of program implementation.” Would USAID confirm the measures identified in the MDRMAP are to be implemented in each of Years 2-5, as shown in the table of key deliverables, Component 2, Phase 2 (Section F.6.2)?

USAID Response: As specified in Section F.6.2, during Years 2-3 at least one disaster risk addressing intervention per municipality should be implemented. During Years 4-5, at least two disaster risk addressing interventions per municipality should be implemented.

Section G:

None

Section H:

1. The cover letter of the RFP indicates a closing date of November 14, 2018. However, Section

L.3.h., paragraph 1, page 102, lists the closing date as November 2, 2018. Can USAID please clarify the submission date?

USAID Response: Please refer to the Cover Page and Section L.3.h of Amendment 1 for the revised RFP closing date.

2. Section H.8(a)(1), paragraph 1, page 50 states “Salaries and wages may not exceed the Contractor’s established policy and practice, including the Contractor’s established pay scale for equivalent classifications of employees, to which the Contractor shall certify. Moreover, may any individual salary or wage, without approval of the Cognizant Contracting Officer, exceed the employee’s current salary or wage, or the highest rate of annual salary or wage received during any full year of the immediately preceding three (3) years.” We respectfully request that the above-mentioned restriction for salary increases be removed from the RFP as it appears to be inconsistent with AIDAR 752.7007 Personnel Compensation, incorporated in the contract under Section H.7, paragraphs 1 and 2, page 50, which stipulates that personnel compensation be in accordance with the contractor’s established policies, procedures, and practices, with reimbursement subject only to the USAID Contractor Salary Threshold. The limitation on salary increases may preclude contractors from following their established policies, procedures, and practices, as required by AIDAR 752.7007.

USAID Response: No, USAID will not remove Section H.8(a)(1) from the solicitation. As per FAR 31.205-6(b)(2), “[c]ompensation for each employee or job class of employees must be reasonable for the work performed. Compensation is reasonable if the aggregate of each measurable and allowable element sums to a reasonable total. In determining the reasonableness of total compensation, consider only allowable individual elements of compensation. In addition to the provisions of 31.201-3, in testing the reasonableness of compensation for particular employees or job classes of employees, consider factors determined to be relevant by the contracting officer.” Thus, the requested preceding three year salary history or wage information are relevant factors that facilitate the contracting officer’s determination and corresponding approval that proposed salary increases for employees are reasonable for the work performed under Tayar Nepal per FAR 31.201-3, FAR 31.205-6(b)(2), and applicable AIDAR cost principles, respectively.

3. Section H.8(3), paragraph 1, page 50 states compensation for TCN and CCN consultants must not exceed the USAID Local Compensation Plan. Requiring offerors to follow a local compensation plan may preclude offerors from complying with AIDAR 752.7007, which states that “Direct compensation of the Contractor’s personnel will be in accordance with the Contractor’s established policies, procedures, and practices, and the cost principles applicable to this contract.” We respectfully request that USAID remove H.8(3) from the solicitation, thereby allowing offerors to submit cost proposals in accordance with their established policies, procedures, and practice.

USAID Response: No, USAID will not remove Section H.8(3) from the solicitation. AIDAR

722.120 (b) states that compensation, including merit or promotion increases paid to TCN's and CCN's may not, without the approval of the Mission Director or the Assistant Administrator having program responsibility for the project, exceed the prevailing compensation paid to personnel performing comparable work in the cooperating country as determined by the USAID Mission. USAID makes this determination based on the U.S. Embassy Kathmandu Local Compensation Plan.

4. Section H.8(d) (page 51) states “one annual salary increase, including promotional increases, in accordance with Company Policy may be granted after the employee’s completion of each twelve month period of satisfactory services under the contract. Annual salary increases of any kind exceeding these limitations or exceeding the maximum salary rate described in “AAPD 06- 03” may be granted only with the advance written approval of the Contracting Officer.

Automatic salary increases to the maximum salary rate for those approved at the current maximum salary rate are not authorized without the prior written approval. This cap extends to sub-awardees.” We respectfully request that the above-mentioned restriction for salary increases be removed from the RFP as it appears to be inconsistent with AIDAR 752.7007 – Personnel Compensation, incorporated in the contract under Section H.7, paragraphs 1 and 2, page 50, which stipulates that personnel compensation be in accordance with the contractor’s established policies, procedures, and practices, with reimbursement subject only to the USAID Contractor Salary Threshold. The limitation on salary increases may preclude contractors from following their established policies, procedures, and practices, as required by AIDAR 752.7007.

USAID Response: No, USAID will not remove Section H.8(d) from the solicitation.

5. Section H.35.1, pg 72, paragraph 2. In this section, it is stated that “Once Implementing partner decide the sites for implementation of the activity (award), the sites must be digitized into a geographic information system, a common web map of all USAID activities implemented by different implementing partners, using an Activity Mapping Tool (AMT) provided by USAID Nepal.” Can USAID provide additional details about their AMT? for example does it integrate with field collection tools, what kind of database it is based on? Etc…

USAID Response: The Activity Mapping Tool (AMT) refers to tool for mapping the location and collection of information on (1) macro level activities or implementation mechanisms and

(2) micro level interventions that take place on the ground. The tools are co-designed by USAID and the Contractor on a unified common platform with USAID after award.

6. Section H.10, paragraph 2 (table), page 53: The Defense Base Act (DBA) rates information is provided only through November 2020. How should offerors price DBA for Years 3-5 of the contract? Also, would USAID confirm that all rates given in the table are per $100 of employee remuneration?

USAID Response: Please refer to Acquisition and Assistance Policy Directives (AAPD) 17-01 Defense Base Act (DBA) Insurance for additional guidance and information. Offeror’s should provide pricing information based on the information available at the time of proposal submission.

Section I:

Section J:

1. Section I, Part III, J.2, Page 85. Can USAID confirm if the Disclosure Lobbying Activities should be included as part of Cost Proposal?

2. Section J.4, page 85: In reference to the local compensation plan, could USAID provide an exchange rate that we should use in calculating local salaries?

USAID Response: The current exchange rate is US$1=NRs.110

3. Section J.2, paragraph 1, page 85: Section J provides a link to the Disclosure of Lobbying Activities form, but there are no instructions in Section L to prepare or submit this form. Is the lobbying form required to be submitted with the technical proposal or with the cost proposal? If so, where should the offeror present the lobbying form?

USAID Response: The completed lobbying form must be submitted as part of the Cost Proposal.

Section K:

Section K, Representations and Certifications, page 86. Please clarify if Section K is required to be completed by only the Prime or by the Prime and Major Subcontractors.

USAID Response: Section K is to be completed by the Prime and Major Subcontractors (L.7(A).

Section L:

1. Section: L.5.6, last paragraph; page: 108: Please clarify if the information related to Performance Using Small Business (SB) Concerns is to be embedded within the contracts presented as part of the Past Performance Section? Or is the information related to Performance Using Small Business (SB) Concerns to be presented as a separate narrative to the Contracts presented in the Past Performance Section?

USAID Response: The information related to Performance Using Small Business (SB) Concerns is to be presented as a separate narrative to the Contracts presented in the Past Performance Section.

2. Section L.5.4, paragraph 2, pages 106-107 refers to an “LOE form.” Could USAID please direct offerors to where they will find the form?

USAID Response: There is no specific LOE form. This is typographical error which is corrected in the revised RFP in Amendment No.1.

3. Section L.5.4, paragraph 2, pages 106-107 requires brief biographies of key personnel as well as for the non-key personnel who will contribute to the project under CLIN 0003. Might USAID consider eliminating the requirement for seven additional biographies given the page limit for this section?

4. In Section L.5.6.3.c)c.ii., paragraph 1, page 109 USAID requests “a list of the recent contracts [recent contracts and/or the timeframe for “recent” is considered not more than 2 years] for which you submitted subcontract reports to eSRS (FAR 52.219-9(d) (10) and a copy of any similarly recent subcontracting reports if they were not submitted to eSRS.” Our hard-copy subcontracting reports for the past two years of SF-294s total several hundred pages or 25MB. In addition to the hard copy SF-294s for projects not registered in the eSRS, we have also submitted individual subcontracting reports through the eSRS for registered projects. Instead of submitting the electronic files, would USAID allow us to submit 10 relevant SF-294 forms not duplicated on the eSRS?

USAID Response: Yes, USAID requests a list of contracts for which subcontracts reports were submitted to eSRS and an electronic copy of any similarly recent subcontracting report if they were not submitted to eSRS, which can be relevant SF 294 forms not duplicated in the eSRS.

5. Section L.3, paragraph h, page 102, indicates that the RFP closing date is Nov 2, as opposed to the date indicated on…