Attachment J.10_Question_Answers_72061119R00002_FHN Activity_ Final_05.19.2020.pdf

ATTACHMENT J.10 – Questions and Answers

A. GENERAL QUESTIONS

1. Are grants under contract to government or local organizations permitted under

FHNA?

USAID Response: Grants under Contracts are not permitted under the FHN Activity.

2. Can USAID clarify how results-based financing will be supported by this Mechanism?

USAID Response: The Family Health and Nutrition activity does not include a results-based financing (RBF) component. The activity will complement the Sida Grant which currently includes a results-based financing (RBF) component for the Government of Zambia’s Reproductive, Maternal, Newborn, Child and Adolescent Health and Nutrition (RMNCAH&N) Continuum of Care Program. It is anticipated that RBF will continue in the Sida Grant, but the approach may shift. Offeror should consider this accordingly in their responses.

3. Is the project expected to support activities at the secondary level hospitals as part of the expected 20% support to national and provincial health offices?

USAID Response: The TA covers all facilities irrespective of level. The central level and provincial health offices are part of the 20% allocation. Whereas, all the facilities in the provinces irrespective of level are under the 80% allocation.

4. Can USAID clarify what, if any, percentage of service delivery support implementation is expected under this procurement?

USAID Response: The primary focus of this award is on providing TA to the RMNCAH&N Program. The percentage of direct service delivery support should be very limited as indicated, done in collaboration with provincial and district staff, and only be applied to address critical gaps in capacity and expertise that would limit overall progress within the RMNCAH&N Program. See Section C.13.E of the Solicitation.

5. In consideration that the project goal is to “contribute” to the reduction of Maternal

Mortality Ratio and under five mortalities, will USAID consider, in lieu of fee for performance related to decrease in maternal deaths and of neonatal deaths, performance deliverables that are output focused?

USAID Response: The contractor is to report on the decrease in number of maternal and neonatal deaths i.e. 5% per year reduction in number of deaths in target provinces

RFP Number 72061119R00002 USAID Family Health and Nutrition Activity

ATTACHMENT J.10 – Questions and Answers to be measured annually, compared to the baseline # of deaths in calendar year 2019, using Ministry of Health statistics for areas of implementation.

6. 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 Response: This solicitation is utilizing FAR 52.237-8. Payment of severance will be discussed Post-Award if the clause conflicts with host country labor laws.

7. Should the proposed activities assume that additional USAID mechanisms (e.g.

Advancing Nutrition) will be providing technical assistance to Zambia and/or the Sida Project?

USAID Response: All USAID/Zambia mechanisms provide assistance to Zambia. The proposed activities should ensure coordination with stakeholders that are providing technical assistance in related technical or geographic areas, regardless of funding source. Please refer to Section C.7 of the solicitation for brief information on some other relevant USAID activities that complement this activity.

8. Can USAID clarify if it is possible to use non-USAID projects within the proposal as past performance references (PPRs)?

USAID Response: Offerors may utilize a list of projects of similar scope, size, dollar value and/or complexity as the subject solicitation.

9. Given the current situation with COVID-19, to what degree will USAID be supporting or expecting COVID-19 specific responses as relates to this bid (i.e., food insecurity/nutrition implications, MNCH protocols implications, etc.)?

USAID Response: The offeror is expected to follow the proposal submission instructions in Section L and submit a proposal that is responsive to the requirements as outlined in Section C. This solicitation does not include COVID-19 specific funding and as such, USAID is not requesting COVID-19-specific responses related to this solicitation but would expect the offeror to address considerations of COVID-19 within the overall operating context.

10. Could USAID please clarify how SBCC activities should be implemented now that it is no longer an IR, as it was in the RFI.

USAID Response: The offeror should integrate SBC activities as appropriate across all objectives to achieve desired outcomes and results.

11. Is the goal expected to be apportioned to this project exclusively, or is this the expected outcome of all combined investments/ projects?

USAID Response: The overall goal is for this activity.

12. Can USAID confirm if applicants can submit a MEL plan and Indicator table as an Annex?

USAID Response: The AMELP is an annex to the Annual work-plan and must be updated accordingly [See deliverable 06 under Section F.5.2]. Offerors can however, determine the type of supporting information to be submitted as annexes.

B. COVER PAGE

13. In box 12 on the Standard Form (SF) 33, USAID has listed the offer validity period as 30 days. Will USAID consider extending this to the standard validity period of 180 days (six months)?

USAID Response: Offer validity extended to 180 days. The solicitation has been updated accordingly.

C. SECTION B

14. Can USAID confirm if the final fee schedule will be agreed to post-award?

USAID Response: The Fixed Fee schedule to be utilized post award has been shared under Section B.4 of the solicitation.

15. On page 7, the RFP indicates that indirect rates for the prime and subcontractors need to be summarized in the table. Could USAID please clarify if all subcontractors or just major subcontractors need to be included in this table?

USAID Response: Subcontractors on page 7 refers to major subcontractors. The solicitation has been updated accordingly.

16. Section B.3 (b), p. 4: Can USAID confirm that consultants and service providers should be budgeted under Subcontracts category?

USAID Response: No. Consultant costs should be proposed in a separate line item.

Section B.3, budget table has been updated accordingly.

17. Can USAID clarify how they will determine if the implementer achieves the yearly deliverables related to decrease in # of maternal deaths and decrease in # of neonatal deaths? On page 6 under B.4 Payment Fixed Fee the RFP refers to a fixed fee table with fee for performance that includes “Decrease in # of maternal deaths” and “Decrease in # of neonatal deaths”. Yet it states on page 30, F.5 Reports and Deliverables that the decrease in the number of maternal and neonatal deaths is to be reported annually as a

ATTACHMENT J.10 – Questions and Answers percentage reduction, compared to the baseline number of deaths in calendar year 2019.

USAID Response: Section B.4, Payment of Fixed Fee has been updated to reflect percentages for consistency. The award will however, track the required indicators both by actual numbers and percentage reduction over the life of the activity, and report both numbers and percent.

D. SECTION C

18. On Page 8: Under section C3. Success – it has been mentioned that success will be measured by reducing under 5 mortality rate from 75/1000 live birth to 35/1000 live birth. On Page 13: Under C10. Goals – it is mentioned that a Goal is to reduce under 5 mortality rate from 61/1000 live birth to 35/1000 live birth; and then on next page (p#14) – the result framework shows the goal is to reduce U5MR from 75/1000 live birth to 35/1000 live birth. Question is: which target should Offerors take as the goal and success measuring indicator?

USAID Response: Please use the current 2018 Zambia Demographic and Health Survey (ZDHS) results as the baseline, which is the under-five mortality rate of 61/1000 live births. The Solicitation has been updated accordingly.

19. In C.7 Link TO OTHER PROGRAMS (page 11) the RFP states “the Family Health and Nutrition activities will complement other implementing partners in the targeted provinces … and draw on lessons from other USAID-funded activities”. A list of other programs is included. Would it be acceptable to add additional USAID activities that will complement this activity?

USAID Response: The offeror is welcome to include reference to other USAID activities that will complement this activity in the proposal submission, as relevant.

20. Can USAID include links to key documents for the USAID projects mentioned in page 11 of the RFP so that all applicants have access to similar background about these Projects.

USAID Response: Please refer to available documents in the Development Experience Clearing House (DEC) at dec.usaid.gov and find links to additional key documents below and in the solicitation.

1. Reproductive Maternal Newborn, Child and Adolescent Health Communication and

Advocacy Strategy, www.moh.gov.zam

2. Barriers to Provision of Respectful Maternity Care in Zambia, https://doi.org/10.1186/s12884-019-2579-x

3. Sources of Sick Child Care in Zambia, www.shopsplusproject.org https://doi.org/10.1186/s12884-019-2579-x http://www.shopsplusproject.org/

ATTACHMENT J.10 – Questions and Answers

4. Final Report Market Assessment for Potential Introduction of a New Hormonal IUCD in Zambia, toolkits.knowledgesuccess.org

5. The Systems for Better Health Final Report is available on the DEC.

21. Section C.7 Links to Other Programs on pg. 11 describes programs USAID expects the Family Health and Nutrition (FHN) Activity to collaborate with and complement. It seems that more recently awarded programs, such as Evidence for Health (E4H), are not included in the list of programs. Could USAID elaborate on how the FHN Activity is expected to collaborate with these additional programs? In particular, could USAID elaborate how the Activity is expected to collaborate with E4H with regards to IR 2.3:

Health management information systems strengthened, Knowledge Management and Learning (C.13.D), and Performance Monitoring (C.13.F)?

USAID Response: Evidence for Health (E4H) was recently awarded and has been included under Section C.7 of Solicitation. USAID expects offerors to review activities, funded by USAID or other donors, that may be relevant to this activity and to propose how this activity would coordinate with those other programs to avoid duplication of effort and to leverage complementary resources to maximize results.

22. Results based financing (RBF) is currently a component of the RMNCAH&N Program.

Page 12, Section C.8 Guiding Principle #3 states that FHNA will “support the institutionalization of performance-based management and reporting through utilization of Health Management Information Systems (HMIS) data for performance monitoring and quality improvement at all levels.” Can USAID clarify the expectations of FHNA support to the current P/RBF mechanism?

USAID Response: The offeror should consider how to best demonstrate integration of guiding principles into the proposal. USAID expects the offeror to propose how best to incorporate technical assistance support for institutionalization of performance-based management and reporting through use of HMIS data for the RMNCAH&N Program into the proposal. This TA will strengthen the data available to monitor overall performance and quality improvement and thus also contribute to improved quality of data for current or future RBF mechanisms.

23. In C.9 Scope, page 13. Can USAID please clarify whether the “whole-of district approach” referenced on page 13 refers to all districts, facilities, and communities within each of the four provinces?

USAID Response: The “whole-of-district” approach refers to all facilities and communities within all districts in the four provinces.

24. Geographic Scope Expansion: The solicitation on page 13 says there is “potential to increase geographic scope in future years.”

a. Can USAID indicate how many more provinces the project would cover and when that expansion would occur?

http://toolkits.knowledgesuccess.org/

ATTACHMENT J.10 – Questions and Answers

b. Will the expansion districts have the NAVISION system operational? If not is the Offeror expected to install the hardware and do initial user training?

USAID Response: At this time USAID cannot indicate how many more provinces the project could cover or if expansion would occur, and thus also cannot confirm if potential provinces would have the NAVISION system operational.

25. Section C.10, p.13: The RFP notes that the overall goal of the Family Health and Nutrition activity is to contribute to the reduction of Maternal Mortality Ratio from252/100,000 to 100/100,000 live births and Under Five Mortality from 61/1,000 to5/1,000 live births over the life of the program in line with the National Health Strategic Plan. However, the performance targets listed on p.6 of the RFP state a reduction in number of maternal and newborn deaths annually each year of the program in target districts and p. 30 includes a target of a 2% decrease in the number of maternal and newborn deaths in target districts. Would USAID please confirm the Activity Contract Performance target with regards to maternal and newborn mortality?

USAID Response: The overall goal of the activity is a contribution to the stated national maternal and under-five mortality ratios. The progress of this activity will be tracked through the percent reduction in the numbers of maternal and neonatal deaths.

Please note the Solicitation has been updated with a new target percent reduction from 2% per year to 5% per year, decrease in the number of maternal and newborn deaths in target provinces.

26. Under the Scope section on page 13, the RFP states, “TA is defined as the provision of services that are targeted and action-oriented with a specific goal desired.” For example, could TA be interpreted to include community health service provision, including funding for community health assistants or trainings for NHCs? Or is it expected that these costs would be covered by the SIDA / MTEF grants?

USAID Response: Funding staff positions is not considered technical assistance (TA) under this award, so staffing costs should be covered by the RMNCAH&N Program.

Training costs should also be covered under the RMNCAH&N Program, and exceptions for this would be rare and considered on a case-by-case basis. However, mentorship activities can be covered in supporting the RMNCAH&N program to strengthen mentorship and supportive supervision.

27. In the results framework on pg 14, Objective 1 does not include nutrition. How does USAID envision nutrition in this opportunity?

USAID Response: The offeror should propose technical assistance to strengthen relevant nutrition services within the RMNCAH&N Program. Also refer to C.13.A.8 for additional information on TA for nutrition.

ATTACHMENT J.10 – Questions and Answers

28. On Page 15 – under Objective 1: IR 1.1 is described as Health care provider skill improved; does it include both private and public sector health care providers?

USAID Response: This activity will provide TA to the RMNCAH&N Program which is the public sector health program led by the Government of Zambia. Hence private sector health providers are not a focus for this activity.

29. In C.11 RESULTS FRAMEWORK (p.15) the RFP states that “the Contractor must provide a Theory of Change and clearly outline an approach that will achieve the goal and objectives through the sub-Intermediate Results (IRs), assessing the priority interventions described below”. Could USAID confirm that the approach to achieve the goal and objectives should be described under heading C.13, implementation approach, or does USAID want offerers to describe an approach by sub-IR and again by technical area?

USAID Response: Please provide the required information following the proposal submission instructions in Section L and organized in a way that will most clearly demonstrate how your proposed technical approach will support the desired goal and objectives.

30. Section C.11, p. 15: The RFP notes that the contractor must propose a comprehensive set of indicators, benchmarks and targets under each of the objectives (or IRs). Due to space constraints and a desire to provide adequate detail, we kindly request that offerors may provide those indicators and targets within an annexed table.

USAID Response: As stated on page 129, Offerors will determine the type of supporting information to be submitted as annexes. Please note there is no page limit for annexes, but must be concise and relevant.

31. On Page 15 – IR 1.3 describes Community Health Service delivery strengthened – ICCM appears to be missing; shouldn’t it be included?

USAID Response: The list of priority interventions in IR1.3 is not exhaustive, and other interventions may be proposed as relevant (see guidance on page 15). ICCM can be included depending on the technical approach that the offeror suggests.

32. Section C.11, p.15: Would USAID please clarify which aspects of IMNCI (under IR 1.3 Community Health Service Delivery) should be strengthened under this contract?

USAID Response: The offeror should refer to IMNCI holistically, considering all three components of IMNCI, and propose an approach that will strengthen community health service delivery.

33. The RFP states that “the Contractor must propose a comprehensive set of indicators, benchmarks, and targets under each of the objectives (or IR’s)” and “the indicators must be specific, measurable and achievable within the life of the activity and incorporate

ATTACHMENT J.10 – Questions and Answers current health systems trends and be aligned with national, provincial and district targets” Can USAID clarify whether these are targets and indicators specifically for the FHN Activity, or for the broader RMNCAH&N/CoC program? In addition, would it be acceptable to include these indicators, benchmarks, and targets as an Annex rather than in the main body of the narrative?

USAID Response: Since FHN will provide technical support to the RMNCAH&N Program, offerors must include the indicators and targets necessary to reflect the contribution of the FHN TA activity, and progress of the RMNCAH&N Program, toward the goal and objectives. As stated on page 129, offerors will determine the type of supporting information to be submitted as annexes.

34. Section C, p. 15 and p. 19: Integrated management of acute malnutrition (IMAM) was not explicitly listed within the priority interventions under IR 1.2 (p.15) or in the nutrition task (p.19). Are offerors expected to provide IMAM TA?

USAID Response: The list of priority interventions in IR1.2 is not exhaustive, and other interventions may be proposed as relevant (see guidance on page 15). IMAM can be included depending on the technical approach that the offeror suggests.

35. Section C, p.17: The RFP states that the Contractor must ensure that TA staff have expertise to support further expansion and strengthening of the contraceptive method mix at district level. Is USAID referring to the contractor's proposed TA staff for the Activity, or that GRZ TA staff at district level have this expertise?

USAID Response: This is referencing expertise within TA staff for the activity to support GRZ staff at district level.

36. Can USAID provide guidance on targeted districts for the activities and a table of where other collaborating partner programs are active?

USAID Response: All districts within target provinces are included. USAID will not provide a table of where other collaborating partner programs are active.

37. Could USAID provide more guidance on the outline structure for the PBWS, do all

Section C headings need to be included?

USAID Response: As stated on page 130, the PBWS/Technical approach must follow the format (i.e. major headers) as represented in Section C. Include as much as is required to support your proposal.

38. Section C11, p.17: We kindly request clarification on the phrase: “Distinct focus should be maintained on the family planning program.” Does that mean in relation to other aspects of RMCAH& N program?

USAID Response: This highlights that family planning is a core component of the activity, so should be considered within the approach along with the other focus areas.

ATTACHMENT J.10 – Questions and Answers

It should have specific activities, and be integrated as appropriate with other program areas as well.

39. Page 24, Section C.13 E describes FHNA “Direct Implementation for innovations for best practices.” Does this include provision of clinical services in health facilities?

USAID Response: No. Direct Implementation for innovations for best practices, does not include provision of clinical services in health facilities?

E. SECTION D

40. Pg. 24 (section D.4) states “The Branding Strategy, Implementation and Marking plan must be submitted as an annex and as part of the Technical Proposal.” However, page 129 states the Branding Strategy, Branding Implementation Plan, and Marking Plan “will only be required by the apparently successful Offeror and will be requested by the CO.”

Could USAID please confirm that a Branding Strategy, Implementation and Marking Plan will not be required as part of the June 10th submission?

USAID Response: The Branding Strategy, Implementation and Marking plan will only be required from the apparently successful offeror prior to award and not at this time of proposal submission. The solicitation in Section D.3 has been updated accordingly.

F. SECTION F

41. In Section F.5.2 General Reports on pg. 30 of the RFP, the following statement seems to be incomplete: “4. Decrease in Number of Neonatal Deaths: The contractor is to report on the decrease in number of neonatal deaths i.e. 2% per year reduction in number of deaths in target provinces”. Could USAID please complete the statement?

USAID Response: The statement is now completed and includes updated language of 5% per year reduction in number of neonatal deaths. The solicitation has been updated accordingly.

42. Section F.5.2 mentions that the report on the decrease in maternal and neonatal deaths will be compared to the baseline number of deaths in calendar year 2019. As this baseline was set prior to the COVID-19 pandemic, has USAID considered how this comparison should be adjusted to account for an increase in COVID-related deaths throughout activity years?

USAID Response: Given that the impact of COVID-19 is not fully known at this time, and that the ZDHS does serve as the baseline for Zambia for key indicators, we will keep this number the same for now. This will be discussed post-award, if need arises.

ATTACHMENT J.10 – Questions and Answers

43. Can USAID please provide guidance on how many Key Personnel are required at minimum?

USAID Response: As per ADS 302.3.5.4, the number of key personnel designated for any contract must not be more than five individuals or five percent of the contractor employees working under the contract, whichever is greater. However, the offeror has discretion to list up to five, no minimum has been established.

44. Section F.5.2 (8) states that the IP must submit an annual work plan that describes how the activity “will ensure all USAID IPs who have a component of RMNCAH&N in their awards attend and contribute to the planning process” and how the activity will coordinate to ensure that work plans for all USAID IPs “are in tandem with the MOH plans and that the plans are made in reference to the national policy documents such as the NHSP.” Can USAID provide clarification in its role in ensuring all IPs are in tandem and whether or not the Family Health and Nutrition Activity will be required to review all USAID IP work plans?

USAID Response: The Activity will be required to work closely with GRZ, USAID, other IPs and the government to encourage participation and to provide guidance on engagement and coordination. The solicitation has been updated accordingly.

45. Page 40 (section F.9) states, “the offeror must describe roles and responsibilities for each key personnel position listed above” however all positions listed above are TBD.

Does USAID intend to finalize these position titles? Also, does USAID expect the contractor to include a total of 5 key positions? Or is there flexibility in the number of key positions proposed?

USAID Response: Offerors are required to propose only Key Personnel positions that will effectively implement the activities as described in Section C of the solicitation.

Offerors are allowed to propose any number up to a maximum of 5 Key Personnel positions including their roles and responsibilities. Individuals named post-award. The solicitation has been updated under Section F.9 for consistency.

G. SECTION H

46. Section H.3 (b)(1) on pages 46-47 of the RFP require Offerors to establish salary ranges based on the market analysis in Zambia. While USAID’s Local Compensation Plan (LCP) can be used as a market analysis tool, Offerors are required to conduct market research outside of the LCP. The RFP goes further to say that any individual’s salary that exceeds the Offeror’s pay scale for the specific position would need Contracting Officer’s approval. Then, in section H.3 (b)(3) on pages 47-48 requires Mission Director’s approval for TCN and CCN salaries that exceed the LCP. Can USAID please confirm that Mission Director approval will only be required for staff who exceed the Offeror’s established salary range for their position and not based on the LCP?

ATTACHMENT J.10 – Questions and Answers

USAID Response: The proposed salaries must be reflective of “market value” for each position and may not exceed the Mission LCP (minimum and maximum) and the Contractor's established pay scale for equivalent classification of employees on the market. The Mission Director approval will be required for any position (and consequently individual) who’s position exceeds the LCP.

47. Section H.3(b)(1) on pages 46-47 of the RFP requires Offerors to conduct its own market analysis, using the LCP as a point of reference, in order to determine appropriate salary scales. Then in H.3(e)(2) on page 48 the RFP goes further to state that one salary increase of not more than 5% for TCN and CCN staff may be granted.

Can USAID clarify what Offeror’s may do to accommodate annual market data analysis shifts of more than 5% for CCNs to ensure pay equity of staff salaries with market data?

USAID Response: One annual salary increase of not more than 5% (includes promotional increase) may be granted after the employee’s completion of each twelve months of satisfactory services under the Contract. Annual salary increases of any kind exceeding the 5% limitation will require CO’s approval. If during the life of the award, the contractor finds these limitations not to reflect the market, they may provide a request and justification accordingly.

48. Section H.3(b), p 47: Can USAID confirm if offerors must submit local compensation plans as part of the cost application package?

USAID Response: Yes, the RFP requires the Offeror to submit a compensation plan and also include daily rates within the proposed budget, which relates to all technical and administrative staff positions that correspond to the Management and Staffing Plan.

49. Section H.3, p 47: Can USAID confirm that salary history will not be required for negotiations given the updated Biodata Form?

USAID Response: No, salary history is not required as it is no longer part of the bio data sheet form. All positions must be based off market analysis that demonstrates how they were classified.

50. Section H.3(e)(1) and H.3(e)(2) on page 48 of the RFP requires the Contractor to limit salary increases to one increase after twelve months of satisfactory service. AIDAR

752.7007 establishes that direct compensation of Contractor’s personnel will be in accordance with Contractor’s established policies. Can USAID confirm that the Contractor may increase salary before 12 months if in accordance with established policies and practices of annual compensation planning activities to ensure they are following their own policies and procedures and avoid audit risk? This will help ensure equal treatment of all Contractor employees worldwide.

USAID Response: Advance written approval of the Mission Director is required for annual salary increase greater than 3% and 5% capped for USN and TCN/CCN respectively. Annual salary increases of any kind exceeding these limitations require

ATTACHMENT J.10 – Questions and Answers justification noted in the budget narrative and are subject to review by the CO and approval by the Mission Director. A request for waiver will be submitted for Mission Director’s approval.

51. Section H.3e on pg. 48 specifically addresses salary escalation. Section L.7.2a on pg. 134 also addresses annual escalation rates, re-stating the salary escalation limits described on

pg. 48. However, Section L.7.2 or other sections of the RFP do not address escalation for other costs. Could USAID please confirm that Offerors can use their standard escalation rates?

USAID Response: Annual escalation for costs other than salaries, incurred in the US must not exceed 3% and 5% for costs incurred in Zambia. The solicitation has been updated under Section L.7.2 to reflect this statement. Additional escalations may be included and must be documented within the budget narrative for USAID to understand their application and reasonableness.

H. SECTION J

52. Can USAID please confirm that the "Contractor Past Performance Information" and the

“Attachment J.6 Past Performance Matrix” does not count against the Technical Proposal 25-page maximum and that Contractor Past Performance Information should be submitted as an annex to the technical proposal?

USAID Response: Contractor Past performance is a Factor 4 under Section L.6.7 of the solicitation and offerors will be evaluated against this Factor. “Attachment J.6 Past Performance Matrix” do not count against the Technical Proposal 25-page maximum and that it should be submitted as an annex to the technical proposal.

I. SECTION L

53. Section L.6, p.128: Given the numerous components in Section C, we respectfully request an additional seven pages for Volume 1-Technical Proposal in order to fully address USAID requirements and describe in adequate detail for evaluation purpose.

USAID Response: No more than 25 pages shall be evaluated. Offerors are encouraged to utilize the available 25 pages and utilize annexes as appropriate.

54. Section L.6.4, p. 130: a) Would USAID please define which “major headers” in Section C should be included in the technical approach? b) Due to space constraints and given that these sections consume five pages of the overall 25 pages, may offerors exclude Section C1-C7 from the technical proposal volume to enable adequate detail of the technical approach?

USAID Response: As stated on page 130, the PBWS/Technical approach must follow the format (i.e. major headers) as represented in Section C. Offerors may exclude Sections C1-C7 and include as many headers as possible to support the proposal.

55. Section L.6.7, p. 130-131:

o Can USAID confirm if the PPIRS/CPARS reports and other requested past performance reference sheets can be included as part of the Volume 1 Technical Annexes?

o Can USAID confirm if the Past Performance Reference Sheet must be fully completed at time of proposal submission?

USAID Response: Yes, PPIRS/CPARS reports and other requested past performance reference sheets are to be included as part of the Volume 1 Technical Annexes and fully completed at Proposal submission time.

56. Question: Section L.6.7, Factor 4 states that Offerors need to provide PPIRs for existing contracts. However, PPIRs ended in January 2019. Could USAID please clarify on what documentation it would like for existing or recently ended contracts?

USAID Response: The offeror is required to attach official PPIRS/CPARS report for contracts that are in PPIRS (retired and now in CPARS). For contracts that are not in PPIRS/CPARS, Contractor Performance Reference Sheet [Attachment J.7] must be utilized in collecting the performance information.

57. In Section L.6.8 Annexes on pgs. 128-129 of the RFP, two annexes are listed (Organizational Chart(s)/Organograms and Branding Strategy, Branding Implementation Plan, and Marking Plan). However, on pg. 129 in the same section, it states “NOTE:

Offerors will determine the type of information to be submitted as annexes to their technical proposal in response to the instructions provided in the RFP. The list provided above is not all-inclusive. Annexes must not include new information that is not mentioned within the main submission of the technical proposal, rather must be supporting documentation. The Technical Proposal must not exceed 25 pages excluding annexes.” Could USAID please clarify how many annexes Offerors are allowed to include? Is it just the two that are listed (Organizational Chart(s)/Organograms and Branding Strategy, Branding Implementation Plan, and Marking Plan) or could other annexes be included, and if so how many or which ones?

USAID Response: In accordance with Section L.6(8), offerors will determine the type of supporting information to be submitted as annexes in addition to the Organizational Chart(s)/Organograms and Branding Strategy.

The Branding Implementation Plan and Marking Plan which will be required from the Apparently successful offeror prior to the award. Annexes must not include new information that is not mentioned within the main submission of the technical proposal, rather must be supporting documentation.

58. RFP Section L.6.8 does not include Contractor’s Past Performance as an Annex.

However, Section L.6.7 details the required Past Performance to be included with the technical proposal. Can USAID please clarify if the Past Performance Matrix, PPIRS

ATTACHMENT J.10 – Questions and Answers reports, Attachment J.7, and Performance Using Small Business Concerns may be included as an additional Annex to the Technical Proposal?

USAID Response: Contractor Past performance is a Factor 4 under Section L.6.7 of the solicitation and offerors will be evaluated against this Factor and as such, this information needs to be in the body text of the proposal. However, any supporting information including Past Performance Matrix and PPIRS reports are to be annexed to the technical proposal.

59. Section L.7, p 134: Can USAID confirm if a Small Business Subcontracting Plan is required for submission in Volume II Cost Application?

USAID Response: No Small Business Subcontracting Plan is required.

60. Section L.7.2, p 134: Can USAID confirm that the mandatory fixed exchange rate for the proposal (K19=$1) be used to report expenditures over the lifetime of this award at the same rate (K19=$1)?

USAID Response: The solicitation under Section L.7.2 stated “The current Zambia exchange rate against the US Dollar as of April 2020 is K19 equals $1. Offerors will use this rate of conversion within their proposals”. The K19 =$1 will be utilized for conversion at proposal time and not for the life of the project as exchange rates are subject to fluctuation.

61. Section L.7.2(c) on page 138 of the RFP states that the sections on Monitoring and Evaluation Costs must be included as a separate line item. Since costs associated with Monitoring and Evaluation may include Labor, Consultants, Subcontractors, and ODCs, can offerors provide these costs as a separate table rather than a single line within the Other Direct Costs?

USAID Response: This section has been revised to read “Monitoring and Evaluation Costs: Per ADS 203.3.5, include costs of data collection, analysis, and reporting. This may be presented as a separate line or a ‘snapshot’ of costs that are allocated from other line-items. The offeror must provide details in the budget narrative as to how it was calculated and which methodology the offeror utilized.”

62. Please confirm the 25-page limit includes the Technical Approach, Management approach, institutional capacity, and contractor past performance information table, but not references.

USAID Response: Yes. All the Factors (Technical Approach, Management approach, institutional capacity, and contractor past performance) should be within the 25-page limit with the exception of the supporting Past Performance Information including PPIRS/CPARS reports, Contractor Performance Reference Sheet etc. to be included as an annex.

63. Per the cost proposal instructions, pg. 135, detailed budgets are required for the

Offeror and major subcontractors. However, per the cost proposal instructions, pg.

137, under Subcontracts, the instruction indicates that subcontract budgets must be provided in the same level of detail as the prime offeror. (1) Could USAID please confirm whether detailed budgets are required for all proposed subcontractors or major subcontractors only; and (2) If detailed budgets are required for major subcontractors only, are summary budgets or no budgets required for other proposed subcontractors?

USAID Response: Detailed budgets are required for major subcontractors only and must be provided in the same level of detail as the prime offeror. For all other non-major proposed subcontractors, summary budgets along with corresponding supporting narrative in the budget notes will assist in determination of cost reasonableness.

64. P. 125 states, “Offerors will determine the type of information to be submitted as annexes to their technical proposal in response to the instructions provided in the RFP.

The list provided above is not all-inclusive. Annexes must not include new information that is not mentioned within the main submission of the technical proposal, rather must be supporting documentation”. May the offeror provide full / expanded job descriptions for key personnel as an annex (in addition to the key personnel descriptions provided in the management approach)?

USAID Response: Yes, full job descriptions for key personnel can be included as an annex. Please note as per page 135-136, under “salaries and wages”, the offerors compensation plan must also include a general position description and level of responsibilities for all technical and administrative staff positions.

65. Per the cost instructions on pg. 134, under the Volume II – Cost/Business Proposal Format and Presentation, item (9) indicates “Information to Support Consent to Subcontractor (s). However, on pg. 142 under L.7.8 the instructions indicate “Information to Support Consent to Major Subcontractor(s)”. Could USAID please confirm whether all proposed subcontractors be included in the Information to Consent section, or only major subcontractors.

USAID Response: The offeror must request Contracting Officer consent and submit the information required by FAR 52.244-2 clause for major subcontracts requiring consent as per section L.7.8.

66. Per the cost instructions on pg. 135, under the Volume II – Cost/Business Proposal

Format and Presentation, item (b) indicates that in the Excel Workbook Tab 1 the Offeror must complete Section B.3.b.1. Could USAID please confirm that the Offeror may present additional Line Item Descriptions to differentiate categories under Other Direct Costs?

ATTACHMENT J.10 – Questions and Answers

USAID Response: Under the major line head of “ODCs”, there could be “multiple sub categories/line items” making up the overall ODC cost line item.

67. In Section L.7.8 on pg. 142, the last sentence – “The information set forth below must be provided for each proposed major subcontractor” – seems to be incomplete. Could USAID please clarify what information must be provided for each proposed major subcontractor?

USAID Response: The solicitation has been updated as follows: “The information set forth in FAR 44.202-2 must be provided for each proposed major subcontractor”

68. In Section L.7.4 Organizational Policies and Procedures on pg. 141 states that “Each

Offeror must submit a copy of its most current personnel policies, especially regarding current salary and wage scales, fringe benefits, merit increases, promotions, leave, differentials, travel and per diem regulations, etc.” Could USAID please confirm if major subcontractors are expected to fulfill this same requirement?

USAID Response: The requested information is only required for the prime offeror.

However, USAID reserves the right to request sub-contractor information as well.

69. In L.6.6 Factor 3: Institutional Capacity (p.130), could USAID confirm that Factor 3 should cover all partners of the consortium, not just “major subcontractors… whose proposed costs exceed 20% of the Offeror’s proposed total cost”?

USAID Response: Yes, institutional capacity will be evaluated for all partners whether major or minor sub-contractors including any consortium partners.

70. In L.6.4 Factor 1: Technical Approach (p.129) the RFP states that the offeror “must prepare an evidence-based and results-driven Performance Based Work Statement (PBWS)/Technical Approach that responds to Section C of this RFP” and “further, the approach must demonstrate a Technical Assistance activity which will support the RMNCAH&N Program”. Could USAID confirm that the description of the approach is part of (i.e., included within) the PBWS and not separate from it?

USAID Response: The description of the approach is part of the PBWS.

J. SECTION M

71. The RFP evaluation criteria (p144) states, “the offeror’s proposed staff and management plan will effectively and efficiently accomplish the requirements in the PBWS”. Could USAID clarify how they will evaluate proposed staff when the offerors have been instructed to not name key personnel (p40)?

USAID Response: It is the proposed staffing positions indicating the right skill set, roles and responsibilities and not the individuals that will help in assessment of this evaluation factor.

72. Section M, p.144: Can offerors provide full job descriptions for key personnel within a technical annex?

USAID Response: Yes. Offerors may submit additional information including job descriptions for Key Personnel as annexes.

73. Section M, p.144: Under the Management Approach criteria, USAID states offerors will be evaluated on the “adequacy of the types and number of personnel, rationale for the organizational structure and the portion of work to be performed by each entity.” With regards to each entity, is USAID referring to staff members or organizational sub-contractors?

USAID Response: Entity here refers to the proposed subcontractors.

[END OF Q&A FOR RFP 72061119R00002]