Attachment J.11 RFP 7201120R0008 - Q&A_Amendment 1.pdf

ATTACHMENT J.11 QUESTIONS AND ANSWERS

A. GENERAL QUESTIONS

1. With consideration to the shifting priorities in response to the ongoing COVID-19 pandemic and the desire to ensure local participation and engagement in the development of proposals, would USAID kindly consider extending the proposal due date to increase the opportunities for this collaboration?

USAID Response: USAID has provided an extension of the proposal due date to May 7, 2020, at 12:00 hours, Lusaka Time.

2. Could USAID provide a copy of the exhaustive Private Sector Landscape Assessment mentioned in the USAID/Zambia 2019-2024 CDCS?

USAID Response: A link to the exhaustive Private Sector Landscape Assessment has been included in Attachment J.1 page 11 and is provided below; .

https://dec.usaid.gov/dec/content/Detail_Presto.aspx?ctID=ODVhZjk4NWQtM2YyMi00YjR mLTkxNjktZTcxMjM2NDBmY2Uy&rID=NTYwNTU2&inr=VHJ1ZQ%3d%3d&dc=YWRk&r rtc=VHJ1ZQ%3d%3d&bckToL=

3. Can USAID please provide the FSN position descriptions as related to the Local

Compensation Plan?

USAID Response: Position descriptions should be based on the Contractor's established policy and practice. USAID’s Local Compensation Plan can be used as a market research tool and for establishing salary ranges (lowest and highest) appropriate for each position.

B. SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

1. Section B.3(b) on page 3 lists the following cost categories to be included in the budget:

Salaries and Wages; Fringe Benefits; Consultants; Travel, Transportation and Per Diem;

Equipment and Supplies, Subcontracts; Allowances; Participant Training Costs; Indirect

Costs; and fixed fee. Section L.6.2, Proposed Costs/Prices on page 116-117 lists the above cost categories to be included in the budget plus Participant Training (if any), Branding and

Marking Costs, Monitoring and Evaluation Costs, and Environmental Compliance Costs.

Please confirm that the list of costs in section L.6.2 is correct.

USAID Response: The main headers under the budget table of Section B.3(b)(1) are to remain unchanged. However, the offeror may allocate the costs listed in Section L.6.2 within the budget line items, as needed. Please note that Section L.6.2 has been updated to remove the Environmental Compliance Cost requirement.

Attachment J.11

RFP Feedback & Questions

2. In Section B.3.(b), does the table with line items have to be exact or may some line items be combined, for example, Personnel and Consultants as one-line item?

USAID Response: The main headers under the budget table of Section B.3(b)(1) are to remain unchanged.

3. RFP Section B.3 (pg. 4) includes a “unit cost” column in the CLIN budget table. Can USAID please confirm what is supposed to be reflected in that column?

USAID Response: The unit cost/price column in the CLIN budget table may only be used if applicable in determining the total CLIN amount.

4. Section B.3(b).I on page 5 of the RFP includes a Summary Budget to be used by Offerors.

Would USAID prefer the Grants Under Contract costs be included in the Subcontracts

Line Item or somewhere else?

USAID Response: The budget table in Section B.3(b)(1) has been revised to include a separate direct implementation grants under contracts line item.

5. Section B.4 on page 7 of the RFP includes an illustrative Fixed Fee table. Is USAID anticipating that Offerors will include a proposed fixed fee table with their Cost Proposal?

USAID Response: Yes, the Offerors must submit the fixed fee table together with their cost proposal. Please refer to Section L.6.2 (b).

6. Please confirm that the offeror has flexibility to adjust salaries for key personnel post award since the offeror will not name staff until after the Inception Phase?

USAID Response: The Offeror will have the flexibility to adjust salaries for Key Personnel at the post award stage when all applicable requirements listed in Section H.3 have been met. However, the offeror must put an accurate budget together. Meaning, for a key personnel, do note put in a figure of less value with the assumption that later it will be adjusted. The position value should be based off the market value and the final approval/adjustment will be in line with the assumptions made to establish the value of the position.

7. Please confirm if subcontractor staff are required to be included in the offeror’s

Compensation Plan.

USAID Response: Yes, the Compensation Plan must include all positions in the Contract and the salary ranges may not exceed the Offeror's established policy and practice, including the Offeror's established pay scale for equivalent classifications of employees.

C. SECTION C - STATEMENT OF OBJECTIVES

1. Should Offerors use neutral language in the PBWS? For example, “the Contractor will…” and “the Contractor must…” instead of standard language that references the Offeror’s name?

USAID Response: Yes, the Offeror must use neutral (plain English) language in the

PBWS instead of language that references the Offeror’s name.

2. Attachment J.1, Section C.10 - Objectives, says “The program will operate in at least two provinces to be designated in coordination with the Government of Zambia during the inception phase…[and expand] into a third province at the mid-point of the program” Can

USAID please clarify whether Local Impact Governance is intended to work in ALL districts within the designated provinces? Or, will Offerors be expected to select a limited number of districts within the designated provinces? If Offerors should select a limited number of districts, does USAID have a target number of districts?

USAID Response: USAID does not define the number of districts. Rather, USAID seeks a critical mass of districts and interventions in each province sufficient to fulfill the objectives in Section C. The specific program districts will be determined in consultation with the

Government of Zambia during the inception phase, and reviewed on a regular basis thereafter.

3. Attachment J.1, p. 4: “Local Impact Governance seeks to unlock the enabling power of civil society and the private sector to help the Government of Zambia advance its development goals and boost inclusive economic opportunity, especially in rural areas.” Could USAID provide more specific guidance on the extent to which the activity should work with rural local governments (i.e., districts) as opposed to other local governments (i.e., cities and municipalities)?

USAID Response: USAID recognizes that different approaches may be undertaken for rural and urban local authorities. The appropriate mix of rural and non-rural districts will be determined during the inception phase.

4. Attachment J.1, p. 6 states: “The Offeror will propose a technical approach to support the

Government of Zambia expanding the program’s interventions into a third province .at the mid-point of the program.” Could USAID provide additional guidance as to what level of support is expected?

USAID Response: USAID is unable to provide additional guidance. The Offeror is expected to propose the level of support to be given to the Government of Zambia.

5. Section C (Attachment J.1 – Statement of Objectives - page 7): Could USAID please provide further guidance on the following statement and clarify what is meant by business processes:

“business processes to improve access to financial resources and strengthen devolved services.”

USAID Response: Business processes refer to systems such as the mobilization and management of own-source revenue and intergovernmental fiscal transfers, planning and budgeting processes, and human resource management.

6. Section C.17 (page 10) – Background Documents: Could USAID please provide a correct link to the Zambia Community Health Strategy 2017 – 2021?

USAID Response: USAID has verified that the link to document initially provided in

Attachment J.1 on page 11 is correct and can be found here:

https://www.moh.gov.zm/docs/Community%20Health%20Strategy.pdf

D. SECTION F - DELIVERIES OR PERFORMANCE

1. Will USAID authorize grants under contract authority? Section F.5.2(b) references submission of a Grant Manual to be submitted at the end of the Inception Phase. Does

USAID have a particular type of grant fund it would like to see incorporated? For example, does USAID envision a pool of funding that could be tapped for emergencies and windows of opportunity?

USAID Response: USAID has authorized grants under contract to support program interventions and learning. The pool of funding may also be used to address windows of opportunity.

2. RFP Section F.9, Key Personnel, states “no key personnel will be named at proposal submission time”. May offerors name non-key personnel?

USAID Response: No, names of non-key personnel should not be provided.

3. Section F9 (pages 24-26): USAID lays out the following format for the Key Personnel

Section:

o Position Title – TBD o Position Description – TBD o Roles and Responsibilities – TBD o For this position the candidate must be able to (skill-sets) – TBD

However, in the note on page 26, USAID also requests that offerors include “minimum qualifications and work experience at proposal submission time.” This requirement is not listed in Section M.2.2 (c) (page 126). Could USAID kindly clarify whether offerors are required to include minimum qualifications and work experience (such as degree achieved, years of experience, etc.) per each key personnel candidate; and if yes, where in the structure they would like this included?

USAID Response: Yes, the Offerors are required to include minimum qualifications and work experience for each key personnel candidate. However, according to section L.5.4.(c) the offeror should focus on the skills necessary to fulfill the envisioned role rather than the traditional mix of educational qualification and experience; nonetheless, the offeror reserves the right to propose their minimum requirements as deemed necessary to complement the offeror’s PBWS. Section M.2.2 (c) has been updated to include the requirement for minimum qualifications and work experience.

4. Section F.9 (Key Personnel) on page 24 states that “all Key Personnel must be employed by the Prime Contractor and fully attributed to this activity,” and on page 26 states that “no key personnel will be named at proposal submission time.”

a. May the offeror name and discuss the qualifications of home office staff who are non-key personnel and who are already employed full time by the offeror and not being hired specifically for this activity?

b. May the offeror name and present qualification for staff proposed to participate in inception phase activities?

c. At what point post-award will the successful offeror be expected to name personnel for the key positions described?

USAID Response:

a. No, offerors are required to identify position description, roles and responsibilities, and minimum skill-sets for specified key personnel only.

b. No, see response in a. above.

c. Key personnel must be furnished within 60 days after award. Section F.5.2 of the

RFP has been amended accordingly.

E. SECTION H - SPECIAL CONTRACT REQUIREMENTS

1. Section H.3(b)(1) states that “salary ranges … must be the ‘market value’ for the position in the country of performance as well as based on the Contractor’s established personnel policy.” The subclause further states that contractors are not held to the Local

Compensation Plan (LCP), included as Attachment J.9, only that the LCP should be used as a market analysis tool. However, Sections H.3(b)(3) and L.6(d) note that third-country national and cooperating country national compensation rates “shall not exceed the thresholds in the U.S. Embassy Zambia local compensation plan” and further state that

“Contracting Officer’s approval is required for salaries exceeding the LCP threshold.” We kindly request that USAID confirm that the guidance under H.3(b)(1) supersedes that of

H.3(b)(3) and L.6(d) and that contractors are not held to the LCP for any salaries, but rather that the “LCP shall be used by the contractor as a market analysis only tool”

(H.3(b)(1)). We believe that doing so is more in line with AIDAR 752.7007 Personnel

Compensation, 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.

USAID Response: The guidance under H.3(b)(1) does not supersede that of H.3(b)(3) and L.6(d). Labor cost for TCNs and CCNs shall not exceed the thresholds in the U.S.

Embassy Zambia local employee compensation plan. Mission Director’s approval is required for salaries exceeding the LCP threshold. Kindly note that AIDAR 752.7007, Personnel

Compensation, must be read in conjunction with the prescriptions in AIDAR 731.205-6

Compensation for personal services and AIDAR722.170 Employment of third country nationals (TCN's) and cooperating country nationals (CCN's).

2. RFP Section H.3(b)(1) on pages 34-35 requires 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. Section H.3(b)(3) on page 34 requires Contracting Officer’s approval for TCN and CCN salaries that exceed the LCP. These two provisions appear to create a potential inconsistency – will USAID require Contracting Officer approval if the salary rate is within the established market rate pay scale but above the LCP?

USAID Response: The salary ranges of the compensation plan must be certified by the

Offeror and submitted to the Contracting Officer for approval. In accordance with the

H.3(b)(3) Mission Director approval is required for salaries exceeding the LCP thresholds, irrespective of Market Research determination.

3. Section H.3(b) (page 34): The second sentence states, “The established range must be realistic and reasonable for the responsibilities of each position and must not be based on the salary history or the qualifications of the candidate selected.” However, later in this paragraph it states, “That individual’s salary must be negotiated within the established range, based on his or her certified salary history and the conditions stated further in this paragraph.” These two sentences appear to be contradictory. Please clarify.

USAID Response: The solicitation has been amended to remove the reference to certified salary history.

4. On page 34, under Section H.3 Additional Requirements for Personnel Compensation, the

RFP states “(e) Annual Salary Increases. One annual salary increase (includes promotional increase) of not more than the annual Cost of Living Increase Adjustment (COLA) received by Federal General Schedule (GS) Employees percent may be granted after the employee’s completion of each twelve month period of satisfactory services under the contract.” We respectfully request that the above-mentioned restriction for salary increases of not more than the annual COLA received by Federal GS Employees be removed from the RFP because it appears to be inconsistent with AIDAR 752.7007 Personnel Compensation, incorporated in the contract under Section H.2 (page 33), 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: Section H.3.(e)(1) will remain unchanged.

5. H.3.e, Will USAID update the requirement for TCN and CCN Staff to: “one annual salary increase of not more than 5% of the current labor pool (includes promotional increase) may be granted after the employee’s completion of each twelve months of satisfactory services under the Contract.” This language would mirror the language for US staff and it would allow organizations flexibility in the management of their annual salary review process.

USAID Response: The language in section H.3(e)(2) has been updated to “one annual salary increase of not more than 5% of the current labor pool (includes promotional increase) may be granted after the employee’s completion of each twelve months of satisfactory services under the

Contract.”

6. RFP Section H.3(e)(2) states that one salary increase of not more than 5% for TCN and

CCN staff may be granted. However, if the Offeror’s market data analysis, required in

Section H.3(b)(1) establishes salary rates above 5% for a TCN or CCN position will USAID consider waiving the 5% cap that may create salary inequities?

USAID Response: No, TCN and CCN staff annual salary increase may not exceed 5 percent without approval from the Contracting Officer.

7. Sections H.3(e)(1) and H.3(e)(2) on page 35 of the RFP limit salary increases to one increase of not more than 3% for US staff and 5% for TCNs and CCNs after twelve months of satisfactory service. However, AIDAR 752.7007 establishes that direct compensation of

Contractor’s personnel will be in accordance with Contractor’s established policies.

a. If an Offeror’s established policy allows for an annual salary increase at a specified month each year and does not cap increases at 3% and 5% but rather ties them to merit pay, will USAID consider deleting the caps, and allow the annual increase to occur at the time of the contractor’s established annual merit pay rather than to date of employee’s hire?

b. Please clarify if this means that each individual cannot receive a raise of more than

3% or that the total value of the labor pool cannot increase by more than 3% per year

c. Could USAID confirm that Offerors should follow their own established personnel policies for annual increases for their home office staff providing STTA for this activity?

USAID Response: USAID will not consider revising section H.3(e)(1) and H.3(e)(2) . No

U.S staff (including expats) salary may exceed 3 percent each year and annual salary increases for TCN and CCN staff may not exceed 5 percent without approval from the

Contracting Officer. The cap on the percentage increase applies to each employee. For the proposed salary increase to be allocable to the contract, the employee should have completed a twelve-month period of satisfactory services under the Contract.

8. Section H.3 Additional Requirements for Personnel Compensation (3) states, “For this contract, labor cost for TCNs and CCNs shall not exceed the thresholds in the U.S.

Embassy Zambia local employee compensation plan.” Also, Section L.6.2 Salaries & Wages, states, “Labor cost for TCNs and CCNs must not exceed the thresholds in the US

Embassy’s local employee compensation plan (LCP) [Attachment J.8].” It is Contractor A’s policy to treat TCN staff as US expatriates. Will USAID provide a waiver to treat TCNs as

US expatriates?

USAID Response: In accordance with Section H.3.(b)(3), It is USAID policy that cooperating country nationals (CCN’S) and third country nationals (TCN’s), who are hired abroad for work in a cooperating country under USAID direct contracts, generally be extended the same benefits, and be subject to the same restrictions as TCN’s and CCN’s employed as direct hires by the USAID Mission. Exceptions to this policy may be granted by the Mission Director.

9. Section H.5(c)(I) on page 37-38, the rates for DBA included in the chart expire on

November 30, 2020. Please provide rates for DBA that will last during the life of the project.

USAID Response: Revised DBA rates will be provided to the offerors has they become available.

10. Would USAID please clarify whether it intends to authorize grants under contract for this program? If grants under contract are authorized, would USAID please provide the estimated budget ceiling?

USAID Response: USAID has provisionally authorized up to $1 million for grants under contract for USAID Local Impact Governance. However, an offeror should integrate grants at a level appropriate to its proposed Technical Success Approach.

11. In Section H.14(a), USAID states, “This Contract may call for the Contractor to furnish important services in support of evaluation of Contractors or of specific activities. In accordance with the principles of FAR Subpart 9.5 and USAID policy, THE CONTRACTOR

SHALL BE INELIGIBLE TO FURNISH, AS A PRIME OR SUBCONTRACTOR OR

OTHERWISE, IMPLEMENTATION SERVICES UNDER ANY CONTRACT THAT RESULTS

IN RESPONSE TO FINDINGS, PROPOSALS, OR RECOMMENDATIONS IN AN

EVALUATION REPORT WRITTEN BY THE CONTRACTOR. THIS PRECLUSION WILL

APPLY TO ANY SUCH AWARDS MADE WITHIN 18 MONTHS OF USAID ACCEPTING

THE REPORT, unless the Head of the Contracting Activity, in consultation with USAID's

Competition Advocate, authorizes a waiver (in accordance FAR 9.503) determining that preclusion of the Contractor from the implementation work would not be in the

Government's interest.” In response to Section H.14(a), could USAID please confirm that the Contractor will not be conducting evaluation(s) of other Contractors or of specific activities under this Contract?

USAID Response: USAID confirms that the Contractor will not be conducting evaluation(s) of other Contractors or of specific activities under this Contract.

12. Section H.26. Please clarify if this section is intended to apply to all information technology

(IT) equipment purchased by the project or is limited to certain equipment types/uses. (For example, are personal computers, printers, and network hardware purchased to equip the local project office subject to the approval requirements of this section?)

USAID Response: Section H.26 applies to all information technology (IT) equipment purchased by the project.

13. Section H.27. Please clarify what constitutes “USAID data or systems”? Is all data developed by the project considered “USAID data” (in which case USAID approval would be required for it to be stored locally on a project network in Zambia)? Are all IT systems using project-purchased equipment (e.g., the personal computer network of the project office or IT equipment purchased for use by a local government)) considered to be a

“USAID system”?

USAID Response: USAID Systems and data refers to USAID’s sensitive information contained in unclassified systems that directly support the Agency’s mission and to which the Contractor has been granted physical or electronic access. Therefore, IT systems using project-purchased equipment are not considered a USAID system if they do not meet the above definition. See Section H.25 for additional information.

14. Section H.29 (page 60): The first paragraph requires that the contractor comply with the requirements contained in ADS 548. However, it is our understanding that ADS 548 has been archived for some time now. Likewise, CIB 92-25, which is referenced at (c )(3) in this section, has also been archived. Please clarify what requirements contractors must follow with regard to nonexpendable property purchases and information technology resources.

USAID Response: USAID has deleted section H.29 in its entirety and has updated Section

H.29 with a new provision.

15. Section H.34. Can Offerors submit non-exclusive letters of support from local resource partners?

USAID Response: No, Offerors should not submit letters of support.

F. SECTION I – CONTRACT CLAUSES

1. As USAID anticipates having adequate competition for this effort, would USAID kindly remove clause 52.215-10 in Section I.1 and the reference to requiring “certified cost or pricing data” in section 1.6?

USAID Response: USAID has removed clause FAR 52.215-10 and the reference to requiring “certified cost or pricing data” in Section 1.6 has been deleted.

2. Section I.5. Is the offeror expected to propose values for the TBD items in this clause as part of its financial proposal?

USAID Response: No. TBD items in clause I.5 will be completed by USAID at time of award.

G. SECTION J - ATTACHMENTS

1. Can USAID please clarify where we can find Attachment J.4?

USAID Response: The Certification Regarding Trafficking in Persons Compliance Plan has been provided in the amended RFP as Attachment J.4.

2. Can USAID confirm that Contractor Past Performance Information, specifically

Attachments J.5 and J.6, should be included in an Annex and not as part of the Technical

Approach?

USAID Response: Contractor Past Performance information (Attachments J.5 and J.6) should be included in an Annex and not as part of the Technical Approach.

H. SECTION K - REPRESENTATIONS, CERTIFICATIONS AND OTHER

STATEMENTS OF OFFERORS

1. Section K.1 FAR 52.237-8 flows down restriction on severance payments to foreign nationals (AUG 2003), which limits the cost allowability of severance payments under the contract. We request that the contracting officer insert FAR 52.237-9 (MAY 2014) Waiver on limitation of severance payments to foreign nationals.

USAID Response: USAID has taken note of this request and will provide further guidance at time of award.

I. SECTION L - INSTRUCTIONS, CONDITIONS, AND NOTICES TO

OFFERORS

1. Section L.4(d) states paper size cannot exceed 8.5 x 11 inches or A4 size. However, fitting spreadsheets onto 8.5 x 11 inches or A4 will likely result in very small print that is hard to read. We request that USAID make an exception for the budget spreadsheets and allow them to be on paper sizes larger than 8.5 x 11 inches.

USAID Response: The requirement under Section L.4 (d) applies to the submission of the

Technical Proposal and Cost Proposal documents. It does not apply to budget spreadsheets.

2. Section L.4(d) on page 108 lists both Adobe Acrobat PDF and Word for the budget narrative. Can USAID please confirm if they would like the budget narrative in PDF or

Word format.

USAID Response: USAID requires both Adobe Acrobat PDF and Word documents for the budget narrative.

3. Section L.5. (page 108): May offerors include a cover page and a table of contents that do not count toward the 30-page limit?

USAID Response: Yes, the cover page and table of contents may be included and they both do not count towards the 30-page limit.

4. Section L.5: Could USAID please clarify if the “necessary organograms or organizational charts” are to be included in the Management Framework (per Section L.5.4(d), page 110) and thus included in the page limit of the Technical Approach, or if it is to be included in the

Annexes (per Section L.5.5(a), page 113)?

USAID Response: Organograms and organizational charts are to be included in the

Annexes and do not count against the page limit. However, the narrative made under the

Management Framework (Section L.5.4(d) does count towards the page limit.

5. Can USAID please clarify whether an Offeror should integrate their approach to climate risk management into Factor 1 or Factor 4?

USAID Response: It is the Offerors responsibility to determine where to integrate activities under Climate Risk Management.

6. RFP Section L.5.4(a) refers to a Performance Based Work Statement (PBWS). Can USAID confirm that the PWBS should be embedded into the description of the technical approach, and if so, could USAID specify what components should be included in the PWBS?

USAID Response: PBWS is the technical and inception phase approaches that addresses the three objectives in Section C - see USAID response to question 8 below

7. RFP Section L.5.4(a) Can USAID confirm that under Factor I the expectation is that offerors focus on our general approach and results in the proposal and will define activities during the inception phase?

USAID Response: The inception phase will define the “where and how” of interventions through learning and collaboration, as noted. The Technical Success Approach may suggest interventions that illustrate how the approach might be carried out.

8. Section L.5.4(a) asks the offeror to prepare a Performance Based Work Statement

(PBWS/Technical approach) that addresses the three objectives in Section C of this RFP.

Section L.5.4(b) Requests a narrative approach to the inception phase. Is it correct that the

PBWS should be a stand-alone piece addressing only the three objectives, or should it include the Inception Phase as well?

USAID Response: As noted in the response to question 6 above, the PBWS should include the Inception Phase Approach as a stand-alone section. See page 108, section L.5.

9. Section L.5.4(b) Factor 2: Inception Phase Approach, p. 110: While the RFP states that the offeror will “include a timeline in table form showing proposed inception phase activities and the stakeholders involved,” this is not included in the Evaluation Factors of Section

M.2.2(b) (p. 125). Could USAID please clarify if this table is part of the evaluation criteria?

USAID Response: Yes, the table will be evaluated as part of the collaborating approach noted in M.2.2 (b).

10. Section L.5.4(c), Key Personnel, indicates the offer will not include names of identified Key

Personnel. In lieu of providing an individual’s name, can Offerors indicate whether they have identified/selected/signed a letter of commitment with an individual to fulfill the Key

Personnel roles proposed?

USAID Response: No. Please see additional instructions in Section F.9.

11. Section L.5.4(c). As written, this section seems to require only that the position descriptions for the five key personnel positions be submitted and that proposed staffing will only be evaluated and approved post-award (i.e., offerors are not to include any proposed staff for the key personnel positions as part of their proposal). Please confirm if this interpretation is correct or, if not, clarify further what is to be submitted.

USAID Response: The interpretation is correct. Section L.5.4(c) states that; For each of the offeror’s proposed Key Personnel positions, the Offeror will submit the position titles, position description, roles and responsibilities, and minimum skill-sets as demonstrated in

Section F.9

12. RFP page 110-111 Section L.5.4(d)(1) Organizational Structure and Staffing Plan sub-factor, third bullet point, requests the offeror to describe how they will engage subcontractors, etc., delineating roles and responsibilities of each. Similarly, Section L.5.4(d)(2) Institutional

Capacity sub-factor requests the offeror clarify the roles and responsibilities of partner organizations. Can USAID clarify under which sub-factor the offeror should provide roles and responsibilities of subcontractor partners and/or please clarify the instructions for both sub-factors?

USAID Response: Roles and responsibilities of subcontractor partners should be provided under the Organizational Structure and Staffing Plan. The RFP has been amended accordingly.

13. Section L.5.4(e) (page 111): Please confirm that offerors are to include a brief narrative summary of Factor 5 in the 30-page technical proposal.

USAID Response: Yes, the narrative for Factor 5, Contractor’s Past Performance, is part of the technical proposal, as shown on page 108, section L.5. As noted in L.5.5 (c), the documentation of past performance is part of the annexes.

14. Section D.3, Branding Strategy, Implementation Plan and Marking Plan indicates said plan

“must be submitted as an annex and as part of the Technical Proposal. Section L.5.5(b) states the same. However, Section L.5, Instructions for Submission of Technical Proposal, under Annexes, states: “Branding and Marking Plan – This will only be required by the apparently successful Offeror and will be requested by the CO.” Can USAID please clarify whether Offerors should submit a Branding and Marking Plan as an annex and as part of the

Technical Proposal? Or is it only submitted by the apparently successful Offeror upon award? In addition, Section D.2 of the RFP refers to a “Branding and Marking

Implementation Plan,” a “Branding Implementation Plan (BIP),” “Marking Plan (MP),” and

“Branding Strategy, Implementation and Marking Plan.” Can USAID please advise whether these are parts of a consolidated product or distinct, separate documents?

USAID Response: The Branding and Marking Plan will only be required to be submitted by the apparently successful Offeror. The RFP has been updated accordingly. Further, the

“Branding and Marking Implementation Plan,” a “Branding Implementation Plan (BIP),”

“Marking Plan (MP),” and “Branding Strategy, Implementation and Marking Plan” are parts of a consolidated product simply referred to as the Branding and Marking Plan.

15. Given that the PPIRS was retired in September 2019 and has now been incorporated into the CPAR System, please confirm that the PPIRS past performance requirement can be fulfilled by submitting completed CPARS contract records.

USAID Response: USAID confirms that the PPIRS past performance requirement can be fulfilled by submitting completed CPARS contracts records. The RFP has been updated accordingly in Section L.5.4 (e).

16. Section L.5.4, page 111: Section L.5.4.(e)(a)(I) (i) Factor 5: Contractor Past Performance

Information asks that for all contracts listed that are in PPIRS, the offeror will attach the official PPIRS report(s). Given the potential volume of information, may offerors include a copy of only the most recent PPIRS report for each project?

USAID Response: Yes. USAID will accept multiple PPIRS for the same project if that is the only performance history available to demonstrate how the offeror has performed in the past. For example, if the offeror has a 5 year contract in country XYZ and the most recent is Year 4, the contractor can choose to include years 1-3 if no other PPIRS information exists. Conversely, if the contractor has multiple contracts with PPRIS reports, then USAID wants the most recent and relevant from the multiple sources.

17. Section L.5.4, page 112: Will USAID please confirm that small business information, as described in Section L.5.4. (e)(a)(I)(d) Factor 5: Contractor Past Performance Information, is only required for the prime contractor?

USAID Response: USAID confirms that small business information, as described in

Section L.5.4. (e)(a)(I)(d) Factor 5: Contractor Past Performance Information, is only required for the Prime Offeror.

18. With respect to Section L.6.7, Letters of Commitment (Subcontractors), can USAID please advise if the offeror should submit Letters of Commitment from major subcontractors only or all subcontractors?

USAID Response: Letters of commitment should be obtained from all proposed subcontractors.

19. Section L.6.2 Proposed Costs/Prices (b) states, “Detailed budgets are only required for the offeror and major subcontractors.” However, page 118, section L.6.2 Proposed

Costs/Prices Subcontracts (other than commodities) states, “Subcontract budgets must be provided in the same level of detail as the prime offeror.” Please confirm that detailed budgets are only required for major subcontractors.

USAID Response: USAID confirms that detailed budgets are only required for the Prime

Offeror and major subcontractors. However, the offeror (prime) is responsible for the review and determination of allowability, allocability, and reasonableness of any sub-contractor under the award.

20. According to L.6. 2(b), bullet #5, subcontractors who do not have 20% of total Offeror’s budget do not need to submit a detailed budget. May offerors submit nonmajor sub budgets as part of the proposal process to facilitate faster project start-up?

USAID Response: No. Detailed budgets are only required for the Prime Offeror and major subcontractors. See response to question 19 above.

21. Section L.6.2, Proposed Costs/Princes, indicates the offeror must submit a Compensation

Plan that “includes all technical and administrative staff positions that correspond to the

Management and Staffing Plan” (p. 117). However, Section L.5, Instructions for Preparation of the Technical Proposal,” does not include a Management and Staffing plan, but rather an

“Organizational Structure and Staffing Plan” (p. 110). Can USAID please confirm that the

Compensation Plan must align with the Organizational Structure and Staffing Plan submitted with the Technical Proposal and that a Management and Staffing plan, titled as such, is not required?

USAID Response: USAID confirms that the Compensation Plan must align with the

Organizational Structure and Staffing Plan submitted with the Technical Proposal. The RFP has been amended accordingly.

22. Page 119 of the RFP states “Environmental Compliance Costs: In accordance with 2 CFR

216 and ADS 201, the Offeror must include costs for environmental compliance of 2% to

5% of the total budget.” However, Section H.19 states “This activity is covered under the

USAID/Zambia Office of Democracy, Human Rights and Governance’s Categorical

Exclusion expiring September 30, 2023, for interventions dealing with education, technical assistance and training.” Given the existing categorical exclusion, is it still necessary to include a line item for environmental compliance and, if so, for the purpose of comparability across offers, can USAID specify a particular value rather than the stated range?

USAID Response: The requirement to include environmental compliance costs of 2% to

5% has been removed and replaced with a requirement to include costs associated with the implementation, monitoring, and reporting of actions under Climate Risk Management (See attachment J.9). Since the Activity is covered under a Categorical Exclusion, environmental compliance monitoring must be done along with activity performance monitoring and need not have its own budget line. Section L.6.2 of the RFP has been updated accordingly.

23. Section L.6.2(a) Proposed Costs/Prices Assumptions on page 115, Muchinga and Central

Provinces are provided as the two initial provinces to be used for illustrative budgeting purposes. USAID notes that a third province is likely to be added during the second half of the program. In order to account for all potential costs over the life of the program and ensure cost elements from all offerors are comparable, could USAID please provide the third province to be used for illustrative purposes?

USAID Response: For illustrative budgeting purposes proposals only, the third province is Copperbelt. The RFP has been amended accordingly.

24. The RFP indicates on p.115, Section L.6.2(a) Proposed Costs/Prices Assumptions, to use

Muchinga and Central provinces for illustrative budgeting purposes. Can USAID please specify whether Central and Muchinga provinces should be used for illustrative technical performance purposes as well?

USAID Response: USAID is not defining the provinces for the purposes of the Technical

Success Approach, as the desired geography for implementation will be explored during the inception phase. This is at the discretion of the offeror.

25. Section L.6.4, Organizational Policies and Procedures on page 122, please confirm if major subcontractors need to provide this information in addition to offerors.

USAID Response: Only the Prime Offeror is required to submit their Organizational

Policies and Procedures. USAID reserves the right to request the procedures from the prime for any sub.