Amendment No. 1_ Question & Answers.docx.pdf

Issuance Date of Amendment: Wednesday, July 12, 2023

Revised Closing Date for Receipt of Proposal: Wednesday, August 09, 2023; 5:00 PM

(Indian Standard Time- IST)

Subject: Amendment No. 1 - Request for Proposals (RFP) Number 72038623R00002, USAID/INDIA - Learning Hub

This RFP Amendment No. 1 is to provide responses to questions (Appendix 1) received, revise specific sections (highlighted in yellow) and Attachment(s) of the RFP impacted by these responses.

Sincerely, Cheryl Hodge-Snead

Contracting Officer

Office of Acquisition and Assistance

USAID India

U.S. Agency for International Development American Embassy Chanakyapuri New Delhi 110 021 Tel: 91-11-24198000 Fax: 91-11-24198612 www.usaid.gov/in

Appendix 1: Responses to Questions received

Note: USAID will not accept any further questions

S.no RFP Reference Question Response

Cover Page

1. Cover Page Would USAID consider changing the contract from Cost-plus-fixed-fee (CPFF) completion type contract to a firm fixed fee to allow for open and broader competition in India?

This requirement as is likely limits the competition and seemingly provides an advantage for those companies that have already received US government funding in the past.

No, the contract type will remain a “Cost-Plus-fixed-fee” Contract as determined the most appropriate contract type for the services described in the solicitation.

2. Pre-solicitation Synopsis;

S.No.8 - Contract Award Dollar Amount

Clarify if the $4 to $5m estimated cost range from this procurement is for total estimated cost-plus fee only? Or does this cost range also include offeror’s indirect costs?

USAID confirms that the total estimated cost range for this contract is $4 to $5 including for all costs, inclusive of indirect costs..

Section C

3. Page No. 7;

Section C.2

The RFP states that “the contractor will foster improved health-sector measurements and analytics.”

Clarify whether this entails working with IPs to strengthen AMELPS and PIRS and/or whether USAID is indicating a need for measurement and analytics above and beyond current/standard USAID reporting?

Can USAID also please delineate where India Learning Hub vis a vis India APP will take the lead on these activities?

Yes, this needs some work with IPs to strengthen their system. But we do not expect the Learning Hub team to work with IPs on this. This might happen through collective capacity building workshops.

It is not expected to add any additional reporting for IPs beyond standard reporting. The Learning Hub team is expected to use information from IP’s standard reports and generate analytics for USAID Health Office.

Services under the India Learning Hub differ and are totally separate from services required under India

APP.

4. Page 7;

Section C.2

The RFP states that “the contractor must build a culture of learning within USAID health programming” Provide insight into its vision and expectations for how the Learning Hub will engage/ collaborate with India APP to the extent that its mandate is largely to support mission-wide learning.

The mandate of the Learning Hub is limited to supporting the Health Office only. The services are different and there is no overlap between Learning Hub and the APP mechanism.

5. Page 7;

Section C.2

Clarify if the previous contractor has created a knowledge portal, Learning4impact, space to interact with relevant evidence, insights, resources, and updates around public health in India. Clarify if there is an expectation to further enhance the current portal or consider a fresh approach? What is the thinking/ preference around enhancing and leveraging existing platform?

There is no specific plan to enhance the existing portal or discuss it completely. COR will work with the contractor to re-build (either enhancing the existing one or create new one).

6. Page 9;

Section C.4.a

“The contractor would work with implementing partners of USAID, who are currently concentrated in New Delhi and in selected states”.

Is this scenario likely to undergo a change in 4 years (more partners and state governments might get added; USAID might withdraw from certain territories, etc.)? If so, will the scope of work of the contractor change accordingly?

No, the scope of the work will remain the same throughout the life of the project.

7. Page 9;

Section C.4.a

Is there a complete list of awards across thematic areas that will be shared? To tailor our proposal accordingly, it would be helpful to have the name of the project, the awardee, the period of performance, the total budget, and the scope of work.

Complete list of awardees will be shared with the successful contractor.

Target Sector: RMNCHA, TB, FP, HIV, Global Health Security and Health System Strengthening.

8. Page 11;

Section C.5

The specific nature of the tasks to be performed will be prescribed by the COR in “work orders” against the types of deliverables indicated below.

Will multiple work orders be issued in this contract, or it will be one Contract/ Work Order?

If multiple work orders are to be issued, kindly explain how the system will work?

USAID anticipates awarding only one cost-plus-fixed-fee (CPFF) completion-type contract and multiple work orders will not be issued.

9. Page 12;

Section C.5, Activity 1

Clarify whether doing HMIS trend analysis every quarter would qualify as one analysis or four analyses in a year?

HMIS data analysis is not required every quarter. Only one final analysis is required in a year which will include the summary of quarterly trend of HMIS data. The HMIS data is publically available on Government portal, hence creation of new data is not required.

10. Page 11;

Section C.5

Building the capacity of local institutions:

a. Does USAID envision strengthening government capacity or academic and research Institutions; capacity or both? Are government research institutions included in this?

b. What is the definition of young professionals? Are these researchers based in academic and research institutions or program

a. Capacity development plan needs to be prepared in consultation with COR. This can include academic research institutes (Govt.

and/or non-Govt), certain departments of universities or medical colleges etc.

b. There is no definite definition. We are looking for Indian nationals engaged in research, data analysis and implementers placed in government departments or NGOs?

c. Does this also entail developing capacity- building modules and institutionalizing them?

related fields irrespective of place of work.

c. Any collaterals needed for capacity building will be part of the entire capacity building plan.

11. Page 12;

Section C.5

Provide the list and some details of the 20+ awards mentioned.

Please refer to Attachment J.6 - Background on Current Monitoring and Evaluation Award - Learning 4 Impact for details.

USAID HOW‐TO‐NOTE:

MONITORING, EVALUATION,

AND LEARNING PLAN

https://usaidlearninglab.org/sites/defa ult/files/resource/files/htn_activity_m el_plan_final2021.pdf

12. Page 12;

Section C.5.a. - Activity 1/ Deliverable

Will the contractor have to generate data for USAID projects (being implemented by the Implementation Partners) OR the data from these projects/ programs will be provided by the Implementing Partners to the Contractor?

The deliverables under Activity 1 are only for the consumption of NHM/ State National Health Mission across USAID states. Please confirm.

Provide a list of USAID states.

The Contractor is expected to compile data from IP reports and updates. But there might be a need to provide general context using usual demographic and population data.

Geographical spread is flexible for the entire period. However, the priority states are Northeastern States, Jharkhand, MP, Chhattisgarh, Odisha, Aspirational districts in these states plus aspirational districts in Haryana, Uttarakhand, and Himachal Pradesh.

13. Page 12;

Section C.5.a - Activity 1

Under Activity -1, Existing standard structure of Data for sharing with GOI Entities or vendor needs to define acceptable Data templates consistent with different GOI entities.

Primarily, it will be developed in consultation with the COR. However, occasional external consultation including GOI may be required.

https://usaidlearninglab.org/sites/default/files/resource/files/htn_activity_mel_plan_final2021.pdf https://usaidlearninglab.org/sites/default/files/resource/files/htn_activity_mel_plan_final2021.pdf https://usaidlearninglab.org/sites/default/files/resource/files/htn_activity_mel_plan_final2021.pdf

Clarify if this needs to be jointly developed with interfacing GOI entities.

14. Page 12;

Section C.5.a - Activity 2/ Deliverable

Deliverable: USAID estimates 28 analyses under Activity 2 per year.

The frequency of this analysis Quarterly/Weekly/ annually can be decided based on the criticality of Data. Confirm if this understanding is correct.

Yes, the understanding of this deliverable is correct.

15. Page 13;

Section C.5.b

Specific tools for Data Visualization are consistent with USAID in Washington. Vendor can choose any other data visualization tool for generating insights. Is this understanding, correct?

Yes, this is correct. However, it must be done in consultation with the

COR.

16. Page 14;

Section C.5.b - Activity 4

Confirm if a video agency is required to be onboarded for making videos (short and long).

Requirement of video documentation is minimal.

Contractor may decide on this to optimum resource allocation and utilization.

17. Page 11 – 16;

Section C.5

Section C.5 discusses some flexibility in the final deliverables.

The number of deliverables in the solicitation imply relatively small expenditure per deliverable. That would require a steep tradeoff between number of deliverables and rigor and depth of research behind an analytical deliverable.

Confirm that the number of deliverables is illustrative?

The number of deliverables is estimated. However, we do not expect huge variations.

18. Page 12;

Section C.5.a

The solicitation specifies number of deliverables listed under each activity. Elaborate on the type and volume of each expected deliverable?

It is expected to produce short and concise narrative briefs using data, data visualizations etc.

For example, Activity 2 (Section C.5.a) indicates there will be 28 Analyses per year; must these analyses be of a specific format (written short-form memos or reports; data visualizations; other)?

19. Page 12 – 13;

Section C.5.a - Activity 2

Confirm if what the Mission envision is research comparing the cost-effectiveness of different intervention types, drawing from the universe of available evidence?

Does the background research also entail the component of collecting primary data, if needed?

Primary data collection (primary survey) is not envisioned.

20. Page 13 Section C.5.a - Activity 3/ Deliverable 3

RFP clearly outlines the deliverables for each activity.

Activity 3 specifically mentions need of research activities. Confirm if primary data collection through a large-scale survey on health indicators is envisaged and should be proposed?

Large-scale surveys are not anticipated.

21. Page 13-14;

Section C.5.b - Activity 4

‘USAID estimates 28 longer-form, more detailed products based on data analyses per year.’

Please clarify that it will be primarily based on analysis conducted under Activity 1-4.

Yes, it is primarily based on activity 1-4, however it must be supported with other secondary information.

22. Page 13-14;

Section C.5.b - Activity 4/ Deliverable

Clarify if this activity would require creating products that communicate achievements and learnings under different thematic areas as well as across the Health Office portfolio.

Will USAID and/or its implementing partners be providing secondary datasets for these 28 analyses, or

These are primarily based on IP data.

No primary data collection is envisioned. However, sometimes some secondary data might be required to provide the context of the product.

All products will be in English language.

will the contractor need to collect primary data for some or all those analyses?

Confirm all products are envisaged in English or other non- English languages, and if the latter, which languages (Hindi, any other language?) would be needed?

23. Page 14;

Section C.5.b - Activity 6

Is there an existing system/ reporting template that needs to be updated, or the reporting/ templates are required from scratch?

USAID has standard templates for IP reporting.

24. Page 14;

Section C.5.b - Activity 6

The contractor is expected to develop an efficient knowledge management (KM) system to support the USAID team under this activity. Elaborate on if USAID expects the KM system to comprise of an IT solution/ software (for instance an off the shelf IT solution) or is contractor expected to implement (and budget for) efficient KM solutions and processes which don’t necessarily involve KM software.

Contractor is expected to develop an efficient KM system which should be open sourced and cost efficient.

25. Page 15;

Section C.5.d - Activity 8

It discusses literature reviews.

USAID’s evidence framework (p.6) lists meta-analysis and systematic reviews as the most rigorous sources of evidence. Confirm if that is what the Mission has in mind for literature reviews?

This is in general literature review.

However, in some cases, it may require rigorous evidence using meta-analysis or systematic reviews.

26. Page 15-16;

Section C.5.d - Activity 9

USAID estimates building capacity of 12-15 local institutions over the life of the project. This will also include strengthening the capacity of up to 100 young scholars on programmatic research and

Individual capacity building may include people from these local institutions. That means, these 100 may include people from these local institutions.

evidence creation over the life of the project.

Clarify whether building the capacity of 100 young scholars on programmatic research and evidence creation is in addition to training young scholars as part of local institutional capacity building.

27. Page 15;

Section C.5.d - Activity 9/ Deliverable

Confirm if there is preferred approach or plan for capacity building of local health measurement institutions, would this be through one-to-one engagement, modules of training, and/or other collaborative approaches?

Is there an existing programme to induct young scholars for capacity building or is this envisaged a new initiative requiring efforts to identify and induct 100 young scholars. What kind of outputs will be expected to confirm delivery of these deliverables?

No preconceived plans/approaches are in place. Approaches can be agreed, however institutional capacity building is a deliverable.

Contractor can suggest any model to induct young scholars. However, it will be finalized in consultation with

COR.

28 Page 15;

Section C.5.d.

The works such as literature review and creating an expert pool will be helpful for internal and external to

USAID.

Elaborate on USAID’s expectations with respect to creation of an expert pool.

USAID may require the help of external support for surge needs on various specialized domains. Just knowing such a pool would expedite the process. Contractor will create such an expert pool and periodically update the roster. The roaster can then be available to USAID and USAID implementing partners.

29. Page 15-16;

Section C.5.d - Activity 9

Are the Northeast, Jharkhand, Odisha, Chhattisgarh, and Madhya Pradesh the confirmed geographic areas/states for capacity building activities under this Activity?

This is an illustrative list. Actual list will be developed in consultation with the COR.

Section F

30. Page 19;

Section F.4.

Reports and Deliverables

Confirm, Monitoring, Evaluating, Collaborating, Learning and Adapting Plan, Demobilization and Disposition Plan and Final Project Completion Report are one-time deliverables during project period and Quarterly Progress Reports will be submitted every quarter i.e., 16 reports.

Yes, USAID confirms this statement to be true.

Section H

31. Page 32;

Section H.1.(c) – Special Contract Requirement

To confirm the local entity should meet all 4 criteria. Would USAID kindly consider opening up the competition to include locally established partners per the ADS

303.6 definition? We are concerned that the current requirement will limit the competition and not allow for new and underutilized USAID partners to submit a bid.

As stated in the announced RFP, “This procurement action is limited competition procedures pursuant to ADS 302.3.4.5 (f) - Limiting Competition to Local Entities (Section 7077), under which only local entities are eligible to compete.

Section L

32. Page 86;

Section L.5 -Proposal Submission

All questions received by USAID and responses to these questions will be posted on www.beta.SAM.gov; however, the given website link is not working.

Can you please confirm if the queries and responses will be accessible here.

All the queries will be submitted as an Amendment to RFP at www.sam.gov

33. Page 87;

Section L.6 - Instructions for the Preparation of the Technical Proposal

Noting that Calibri single-spaced 12-point font is required for the proposal, may tables and graphics/visuals use smaller font (e.g., 10 point)?

Technical proposal must be submitted as per the given instructions and within the page limits, condensed font is not permitted.

https://urldefense.com/v3/__https:/www.usaid.gov/sites/default/files/2023-03/303_2.pdf__;!!HEtReXZgYQ!VzqQPsVLFdgRj3Iv_V5hBp5YSxBCCLYjn66SLzG_lNCHnJOIJCvMh33DPF6SFMQIsqpiMcwPEcxf9UmkAbvQ$ https://urldefense.com/v3/__https:/www.usaid.gov/sites/default/files/2023-03/303_2.pdf__;!!HEtReXZgYQ!VzqQPsVLFdgRj3Iv_V5hBp5YSxBCCLYjn66SLzG_lNCHnJOIJCvMh33DPF6SFMQIsqpiMcwPEcxf9UmkAbvQ$ http://www.beta.sam.gov/ http://www.sam.gov

34. Page 91;

Section L.7.4.- Cost Proposal Instructions

If an offeror/ organization fulfill all 4 criteria or provide evidence for the criteria that qualifies them as a local entity for instance - local registration and principal place of business and details of governing board, what forms of documentation or proof will satisfy the requirement that “The Offeror must submit an evidence of local entity status”?

As stated in Section L.7, The Offeror must submit an evidence of local entity status/ documentation, so that USAID can reasonably determine that the Offeror has met the “local entity” requirements, as per the definition given in the RFP.

A non- exclusive list of potential documents that could be provided include proof of legal registration in India, Articles of Incorporation, proof of citizenship of entity’s governing body and local entity owners or majority shareholders, proof of local office location(s), percentage of foreign ownership (if any), etc.

35. Page no. 91;

Section L, Sub-section 6 (Annexes 3 Organizational Chart)

Specifying the names of personnel proposed in the organizational chart would be difficult for organizations who have 100+ full time employees. We request you to kindly suggest an alternative for the statement ‘The chart must specify which personnel.

are proposed by the contractor versus subcontractors.’

The Prime Offeror must provide its management plan and line of authority in the organizational chart, including personnel/positions.

Names of the personnel are not required.

Section M

36. Page 97;

Section M.2 - Award Process

Provide more details on the evaluation process in terms of the criteria used and weightage allocated to the criteria.

Technical Evaluation Criteria and Review Process is detailed out under Section M - Evaluation Factors for Award, of the RFP.

37. Page 98;

Section M.3.

Technical Evaluation Criteria

Factors will be evaluated in descending order of importance one, two and three. Confirm if there is any mark/score assigned to these factors? In other words, what percentage weight do each of these factors have on the final scoring?

As stated in the RFP, the evaluation methodology will use an adjectival rating system using the technical evaluation criteria stated in Section M of the RFP.

38. Page 98;

Section M.3/ Factor 1- Technical Approach

Elaborate how the proposal will be evaluated based on level of most recent, innovative, and appropriate approaches in monitoring, learning and capacity building to achieve the objectives, and results described in Section C - Statement of Work?

The proposal will be evaluated consistent with Section M of the RFP.

39. Page 99;

Section M.3/ Factor 3 - Past Performance

As part of past performance, the bidders are expected to give details of ‘relevant contracts for efforts similar to the work proposed’.

Indicate how you define a relevant contract. Do these mainly include experience of setting up a learning/ knowledge hub, assignments related to research/ evaluation/ assessment etc.? Can ongoing contracts be included?

Please refer to Section M in terms of relevancy. Yes, on-going contracts can be included as part of past performance.

General Questions

40. Is any new website supposed to be developed OR are there existing platforms/ websites which need to be taken over and enhanced? If yes, please provide the number of such platforms/ websites to be taken over/ developed.

No new website is required to be developed. However, the contractor can develop a platform or may use the existing platform, using the cloud space within their organization.

41. Does USAID expect or require that the offeror program/team will have a dedicated office space (e.g., distinct from organizational office spaces or other forms of shared working spaces)?

a. If yes, can USAID please confirm any preferences for proximity/ location near USAID?

b. If yes, can USAID please confirm whether office spaces should include expanded meeting venues to accommodate some of the learning and stakeholder engagements envisioned under this contract?

a. No such preference, however, contractor must meet logistical requirements and coordinate in locations in Delhi and other geographic areas in India where USAID activities are active.

b. Expanded meeting venue is not required for regular use.

But such spaces should be available (may be on rent) for occasional stakeholder engagements.

42. Can USAID please clarify whether a data platform already exists for this body of work and whether there is an anticipated transfer to the awardee?

a. Alternatively, will a data platform be developed under an existing program (e.g., APP) with which the implementor of India Learning Hub should plan to integrate or coordinate?

Yes, the data platform already exists, under the current ongoing activity Learning4impact. Refer: Attachment J.6 of the RFP for details.

The contractor can develop a platform or may use the existing platform, using the cloud space within their organization.

a. Learning Hub activity is separate and will not be integrated with APP.

43. Confirm if the Contractor will get access to the government database (HMIS, TB registry data, etc.) and Implementing partner’s monitoring data.

Clarify whether we will have access to USAID India health portfolio

The contractor will have access to the Implementing Partner’s report which will be shared by the COR, however the Government database will be accessed from publicly available datasets/portal.

monitoring database and access to other evaluation/ assessment reports carried out by other implementation/ evaluation partners.

No the contractor will not have access to the internal database of USAID India Health portfolio.

However, the required monitoring database, which will be shared by the COR from time to time.

44. The Solicitation highlights a few learning events, including some of significant size/scale (e.g., 150+ participants).

While we note that learning events may be held in multiple locations throughout the country and within Delhi, is USAID/India expecting that the India Learning Hub program will leverage the space available via the APP program for right-sized learning events / convenings?

Alternatively, and particularly noting the language in H.7 (page

36) that “bidders shall be responsible for all logistic support”, should the bidders plan on the basis that such space will not be available and should thus be accommodated in another manner within their program plan/budgets?

The Learning Hub program may leverage the space available via APP program for small events. However, the contractor must provide accomodations in the absence of the APP space or being insufficient.

45. The RFP does not mention about a pre-proposal meeting, will it be possible to have a pre-proposal meeting that will help seek further clarifications?

There is no pre-proposal meeting planned for this RFP. However, responses to all the clarification questions received will be posted as an amendment to this RFP on www.sam.gov

46. Are current Prime implementers of existing USAID/India health programs / activities eligible to bid on this program as Prime?

Yes, the current prime partner (Local Entity) is eligible to bid on this program.

http://www.sam.gov

47. Attachment J1.

IEE - 1.3

Description of Activities (Table 1)

S.No. 4 - Product – Virtual help desk

- Are the Products mentioned in the table also part of the deliverables as mentioned in Section 5/ Services and Tasks required under the TOR. For e.g. Is a Virtual help desk to be established and manned during the entire duration of the contract?

S.No. 8 - Online sharing platform and resource repository

- This is the website/ platform related to the project and expected to be developed for the project. Is this understanding, correct?

S.No. 9 - Knowledge Fair

- This Knowledge Fair would be one of the large meetings/ gathering as mentioned in Activity 7 (where 2 meetings in a year with 170-180 participants are envisaged) or is this additional activity and requires to be budgeted separately?

S.No. 4 -Request log from the implementing partners should be maintained and timely support should be provided throughout the duration of the contract.

S.No. 8 -It is not expected to create a separate website.

S.No. 9- Contractor can make provision for two such events per year. But should also be open to smaller events within the budget.

48. USAID Form 1420-17;

Contractor Employee Biographical Data Sheet

Is this form to be used as the CV format for proposed team members? The salary information part of the Form is confidential, and can it be left blank while being submitted by the staff; and submitted separately through the Bidder’s Authorized representative?

Reference Section L.7 - Part 3: The offeror must provide Biographical Data Sheets (Attachment J.3 - USAID Form 1420-17, “Contractor Employee Biographical Data Sheet)” for all key personnel.

The authorized representative may submit all the requested information in the form.

49. Attachment J.5;

Budget Template

Is GST supposed to be added in the budget sheet?

GST must be included as a separate line item in the Budget template

50. Attachment J.5;

Budget Template

- Indirect Cost

1. The RFP does not mention the inclusion of indirect costs in either Section B or L. Given that the proposal will be evaluated using the HTR process, will costs be evaluated on total estimated cost-plus fee only?

2. Confirm if such cost recovery is allowable under this program?

3. Clarify how offerors should account for indirect costs in their budget and how will USAID treat indirect costs for this project? or share updated cost proposal instructions and an updated template that allows for these allowable costs to be appropriately recovered (in line with established organizational policies and practices, and as supported by relevant institutional financials)?

Refer to Section M.2.3. For information pertaining to price analysis and cost realism analysis.

Section B, Section L and Attachment J.5 Budget Template of the RFP revised to include the Indirect Cost/De Minimis information.

(End of Amendment # 1)