Attachment J.14 RFP Questions and Answers.pdf

REQUEST FOR PROPOSALS (RFP) NUMBER 72061121R00005

USAID EXPANDING WATER AND SANITATION PROJECT

ATTACHMENT J.14 QUESTIONS AND ANSWERS

A. GENERAL

1. Since this is a full and open solicitation, have you considered creating a small business set-aside category? Would you also consider making this a full small business set aside in future?

USAID Response: The current market research revealed that the activity could not be set-aside for small businesses. However, USAID will consider and is always open to a small business set aside in the future based on market research findings.

2. Do you encourage Small Businesses to respond to this proposal as a Prime?

USAID Response: Yes, the solicitation is a full and open competition and therefore USAID would encourage all responsible sources, including small businesses, to respond as the prime.

Please note that no additional ‘weight’ or ‘credit’ would be given for being a small business.

3. Since there was no pre-bid meeting for this solicitation, is it possible to provide interested parties with a list of other construction companies bidding for this solicitation so that we may merge efforts?

USAID Response: USAID is not able to provide the list of construction companies interested in this solicitation. The solicitation has components of construction; however, much more technical areas as well.

4. Do we need to confirm with the Zambia Construction Laws? If Yes, when are the

International construction companies expected to conform? Pre or post solicitation?

USAID Response: Yes, as stated in section H.19, all construction interventions will have to be conducted in line with local and USAID environmental regulations, observing worker health and safety, environmental impacts and taking into account all climate risks.

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

5. For Section B.3(b)b.1 (pages 4-5), would USAID please consider removing the annual totals (leaving only the “Total All Years (Amount)”) in both tables to enable more implementation flexibility and minimize future realignments for the successful offeror?

USAID Response: USAID will not consider removing annual totals in both tables. The annual totals are considered vital for budgeting and planning purposes and in determining the cost realism of the Offeror's proposed costs.

Attachment J.14

Questions & Answers

RFP No. 72061121R00005

6. Section B.5, page 10 of the RFP states that “Pending establishment of revised provisional or final indirect cost rates, allowable indirect costs will be reimbursed on the basis of the following negotiated provisional or predetermined rates and the appropriate bases as below: (chart in RFP).” Will USAID allow a non-major Subcontractor without an existing NICRA to utilize the de minimis 10% indirect rate?

USAID Response: Yes, organizations without an existing NICRA may elect to charge a de minimis rate of 10% of modified total direct costs (MTDC). Please ensure that any organization charging the de minimis rate does this for all of its business practices and fully understands how to charge the rate on MTDC’s.

C. SECTION C – STATEMENT OF OBJECTIVES/ATTACHMENT J.1

7. In Section C.4, p. 2 states that “professional WASH sector to maintain and expand sustainable WASH services in Muchinga, Northern, Western, and Southern Provinces, focusing on peri-urban, rural growth centers and rural areas.” Can USAID clarify whether peri-urban areas are within the scope of this project, in addition to rural growth centers and rural villages?

USAID Response: Yes, USAID confirms that peri-urban areas are within the scope of this project.

8. Attachment J.1, Page 3, Section C.4 refers to the “commodification of WASH services” under Objective 3. Will USAID please clarify what this language means?

USAID Response: Commodification of WASH services means the services can be procured on the market like any other traded goods/services.

9. Section C.5 – Success (page 3) gives the following target, “Increased access to safe water by 3–5 percentage points between baseline and midline across the target districts” along with standard indicators for both access to basic drinking water and access to safely managed drinking water.

a. Could USAID please confirm that “safe water” constitutes increased access to at least basic drinking water as defined by the WHO Joint Monitoring Programme?

b. Could USAID please confirm that the target refers to average value in the areas of intervention within the target districts?

USAID Response:

a. Safe water is as defined by the WHO Joint Monitoring Program (JMP). Safe drinking water services, according to the JMP, are defined as improved sources or delivery points that by nature of their construction or through active intervention are protected from outside contamination, in particular from outside contamination with fecal matter.

b. Yes, the target refers to the average value within intervention areas of the target districts.

10. Attachment J.1, Page 3, Section C.5 states “the Offeror must propose a minimum number of private enterprises to work with to meet the following targets…”. Does this mean the Offeror must propose a number of enterprises for each target or a number of enterprises for the entire activity, which will be leveraged to meet all of the targets?

USAID Response: The USAID expectation is that the Offerors will propose the number of private enterprises for the entire activity. While this may change through the life of the award, USAID would expect the overall effort to remain unchanged.

11. Attachment J.1, Page 3, Section C.5. Many of the targets end with the phrase “across the target districts.”

a. Does this mean, for example, that access to safe water should be increased by 3-5 percentage points between baseline and midline in every target district or as an average across all target districts?

b. Is this interpretation true for all of the targets?

USAID Response:

a. Yes. This means that access to safe water should be increased by 3-5 percentage points as an average across all target districts between the baseline and midline.

b. Yes. All the targets are supposed to be averages across all the target districts.

12. Attachment J.1, Page 3, Section C.5 includes the following target: “Increased private sector participation in WASH service delivery…” The USAID PSE Policy includes

“micro, small, medium and large enterprises that operate in the formal and informal sectors;” “for-profit approaches that generate sustainable income (e.g., a venture fund run by a NGO or social enterprise);” and others. What does USAID/Zambia include as the ‘private sector’ in the target?

USAID Response: The private sector is as defined by the USAID PSE Policy and comprises the following:

● For-profit, commercial entities and their affiliated foundations;

● Financial institutions, investors, and intermediaries;

● Business associations and cooperatives;

● Micro, small, medium, and large enterprises that operate in the formal and informal sectors;

● American, local, regional, and multi-national businesses; and

● For-profit approaches that generate sustainable income (e.g., a venture fund run by a non-governmental organization (NGO) or a social enterprise).

13. In Section C.6, p. 5, the RFP states that “In a district where access to safe water is higher than the national average, but sanitation access lags the national average significantly, interventions are expected to focus more on sanitation and vice versa.”

Could USAID confirm that in districts where focus is more on sanitation contractors can still design water intervention activities?

USAID Response: Yes, the activity integrates safe water and sanitation programming. In a district where focus, for example, is on sanitation, safe water interventions are allowable. The focus though will be differentiated per district depending on the prevailing conditions of that particular district to reflect the reality.

14. In Section C.6, p. 5, the RFP states that “Expanding Water and Sanitation is expected to work in a minimum of 12 districts in four provinces.” and that “the districts are subject to change during the implementation of the activity.”

a. Could USAID clarify at what stage it expects the number of districts to increase and criteria for selecting the additional districts?

b. Could USAID provide examples of what would trigger the change of the districts and whether change refers to a reduction in the number of districts or scaling down on the activities?

USAID Response: The minimum number of districts is expected to be 12, however for strategic reasons such as changes in funding, the number of districts could change. The change could be a reduction or an increase in the number of districts. For budgeting purposes, the offerors must plan for interventions in 12 districts. The selection of districts is based on need.

D. SECTION F – DELIVERIES OR PERFORMANCE

15. Page 20, Section F.5.2(a) states, “All key personnel must be hired (employed by prime contractor).” Would USAID consider, with clear subcontract-management parameters denoted, one key personnel being furnished by a subcontractor?

USAID Response: USAID maintains the language under F.5.2 (a). To maintain the privity of contract with the prime and ensure appropriate lines of reporting, it is important that the Key

Personnel be employed by the prime. Having a subcontractor provide key personnel may lead to management challenges and create issues with providing technical direction.

16. Section F.5.2 (i) CONSTRUCTION PLAN (page 24) states, “Identify on a preliminary basis the preferred approach to delivering construction related activity results at the strategic level to mitigate risks and meet requirements at later stages of construction implementation.

a. Does USAID intend for the Contractor to implement construction activities directly? If so, could USAID please provide a plug figure for construction activities as a line item in the budget?

USAID Response: No, USAID does not expect the Contractor to implement construction directly. The expectation is that construction activities will comply with the USAID preferred approach to construction. In executing construction activities, USAID recommends a standard phased approach with discrete, sequential steps for completing engineering design, procurement, and construction. Generally, engineering design and bidding support are achieved through an engineering services contract, and construction is completed under a separate award to a construction contractor.

USAID has amended the RFP to include a plug figure of $5 million for construction.

17. Page 26, Section F.5.2(p) notes that the contractor will provide “a proposed plan for disposition of the loan or credit assets remaining at the termination of the contract.”

Would USAID clarify what loan or credit assets will exist under a contract? If there are no loan or credit assets, could this be removed from the RFP?

USAID Response: USAID confirms that there will be no loan or credit assets under the contract. Section F.5.2(p) has been modified to read: “a proposed plan for disposition of assets remaining at the termination of the contract.”

18. Page 29, Section F.9 states that offerors must propose staff who have the “… appropriate skill sets to assure successful achievement of the contract objectives.” The focus is on describing roles and responsibilities and minimum qualifications of the position and not each identified individual’s work experience and accomplishments.

a. Could USAID please confirm that offerors are not required to present names and resumes of individuals identified as Key Personnel at this stage?

b. Could USAID please confirm that the Offeror can include the name of key personnel candidates in the Staffing Plan and Key Personnel section of the Technical Proposal?

c. If this is the case, can USAID inform bidders on what stage in the offer process they may be expected to produce Key Personnel candidate names and experience for USAID approval?

USAID Response: USAID confirms that offerors are not required to present names and resumes of the identified key personnel at this stage. The Key Personnel position titles, description of their roles and responsibilities including their minimum skills, qualifications and work experience must be provided at proposal submission time as required under Section F.9 of the RFP. Only the apparent successful offeror will be required to submit Key Personnel candidate names and resumes for USAID’s approval Post Award.

E. SECTION H – SPECIAL CONTRACT REQUIREMENTS

19. On page 39, Section H.3(e) of the RFP limits offerors to administering 3 percent annual salary increases to U.S. staff, including expats. We respectfully request that the above-mentioned salary restriction be removed from the RFP as it appears to be inconsistent with AIDAR 752.7007, “Personnel Compensation,” incorporated in the contract on page 37 under Section H.2, 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 salary restriction above may preclude contractors from following their established policies, procedures, and practices as required by AIDAR 752.7007.

USAID Response: Annual salary increases for US staff, including expats exceeding 3% as stated under Section H.3 (e) (1) is subject to advance approval of the Contracting Officer and must be supported by accompanying justification.

20. Section H.3(b)(3) (page 38) states that labor costs for TCNs and CCNs shall not exceed the thresholds in the U.S. Embassy Zambia local employee compensation plan unless

Mission Director’s approval is given. Could such a waiver for CCN/TCN labor that exceeds the local employee compensation plan be submitted in conjunction with the

Offeror’s Cost Proposal?

USAID Response: No, USAID recommends the offeror have the justification ready for rapid post award approvals (i.e. only the successful offeror will need to submit such approvals, the budget should reflect the amounts being charged).

21. On page 50, the RFP references an initial environmental examination (IEE) having been prepared for the activity (USAID/Zambia Feed the Future/WASH IEE). However, only the Climate Risk Screening was provided to offerors with the RFP attachments. Would

USAID/Zambia consider providing the approved IEE?

USAID Response: The IEE has been provided as attachment J.13. Please note that in addition to the information provided in section H.19 and contained in the IEE, the Offeror is expected to employ their unique understanding of the water sector and the geographical locations of the activity, to identify potential environmental/social impacts that may present during the life of the project and to define innovative and effective mitigation measures.

22. Page 67, Section H.35 says that no more than 15 grants under contract (GUCs) will be awarded. Would USAID consider removing this limit or adding additional flexibility by including the word “approximately”? Section C.7 of the RFP states, “The Contractor will not be judged according to how many grants are issued in a given period. The

Contractor will award grants where appropriate, in combination with technical assistance, training, and/or other Contractor inputs toward the achievement of specific objectives that respond to expressed local needs and contribute to the achievement of stated contract results.” Additional flexibility would be much appreciated to ensure we can adequately encourage participation of local entities spanning the technical needs of the activity to achieve expected results.

USAID Response: USAID maintains the language in Section H.35, the grants under contract are capped at 15. This means, therefore, that the successful Offeror cannot issue more than 15 grants under contract. This can be reviewed during the life of the award.

23. Page 67, Section H.35 indicates that all grants issued under the contract must be to

NGOs and private sector organizations, but regulations allow contractors to execute solely in-kind grants to parastatal or government entities. Would USAID confirm that solely in-kind grants to parastatal or government entities will be allowed under this contract, pursuant to ADS 302.3.4.13?

USAID Response: USAID does not intend to award solely in-kind grants to parastatal or government entities for this activity at this stage.

F. SECTION I – CONTRACT CLAUSES

24. The FAR clauses for small business subcontracting (52.219-9 and 52.219-16) appear in the solicitation, but there is no call-out for a small business subcontracting plan in the solicitation or template provided as an attachment. Please confirm if a small business subcontracting plan is required with the initial proposal, from the apparent successful offeror, or not required for this solicitation.

USAID Response: Subcontracting plans are not required for this solicitation. Clauses 52.219-

9 and 52.219-16 have been removed from the Solicitation.

G. SECTION L – INSTRUCTIONS, CONDITIONS, AND NOTICES TO

OFFERORS

25. Page 116, Section L.5. May offerors include a cover page and table of contents that does not count toward the 30-page limit?

USAID Response: Yes, offerors may include a cover page and a table of contents in the technical proposal that do not count against the 30-page limit.

26. Page 117, Section L.5.4(a) states that, “The PBWS/Technical approach must follow the format (i.e. major headers) as represented in Attachment J.1.” Are we correct in interpreting the requirement as meaning that we should organize the technical approach by the four objectives per the “Activity Objective” section?

USAID Response: Yes, Offerors should organize the technical proposal by the four activity objectives including any other relevant sections (i.e. major headers) as represented in

Attachment J.1.

27. Could USAID please confirm if key personnel CVs with references would qualify as an annex of “supporting documentation” as noted on page 117 of the RFP (Section L.5)?

USAID Response: No. The offeror should not include key personnel CVs as an annex. As stated under Section F. above, only the apparent successful offeror will be required to submit

Key Personnel candidate names and CVs (and any TCN or requests above the LCP) for

USAID’s approval Post Award.

28. Section L.5.4 on p.118 requires a full staffing plan and organizational chart for the project, with a description of the primary responsibilities of each staff person that will play a major role in the project.” The organizational chart, as listed in L.5.5, is Annex 1, and is not to exceed 1 page. Can USAID please confirm that offerors can also include the staffing plan as an annex?

USAID Response: Only the organizational chart should be included as an annex and not the staffing plan. The RFP has been amended accordingly.

29. Section L.5.4(d) Factor 4: Past Performance (I) (i) on page 118 asks that the offeror attach the official CPARS report(s) for the listed projects. Given the potential volume of this information, may we include copies of only the most recent CPARS report for each project?

USAID Response: Yes, per Section L.5.4(d)(1), the offeror must Utilize the Past Performance

Matrix in Attachment J.8, to list the most recent and relevant contracts or assistance awards for efforts, which are similar to the work in the subject proposal. The offeror must list up to five (5) for itself and up to an additional five (5) for each major subcontractor.

30. Page 118, Section L.5.4(d). Please confirm that all past performance information is to be included in Annex 3, which does not count against the 30-page limit.

USAID Response: All Contractor Past Performance information (Attachments J.8 and J.9) should be included as annex 3 and does not count against the 30-page limit.

31. Page 118, Section L.5.4(d). Please confirm that the font and paper size requirements do not apply to the Past Performance Matrix (Attachment J.8 to the RFP).

USAID Response: The font and paper size requirements do not apply to the Past

Performance Matrix.

32. Section L.5.4(d), p. 119, the RFP states that “For all contracts where the offeror is unable to obtain a reference utilizing [Attachment J.9], please ensure the Past

Performance Matrix, Column “N” is fully completed.” It then goes on to state that

“USAID recommends that the Offeror alerts these references that their names have been submitted and that they are authorized to provide performance information concerning the listed contracts if USAID requests this information.” Could USAID clarify if Offerors should submit Attachment J.9 with the proposal with only section 1 completed or should Offerors collect completed Attachment J.9s, time permitting?

USAID Response: As per section L.5.4 (d) (ii) Offerors should collect completed Attachment

J.9s. However, in line with section L.5.4 (d) (iii), for all contracts where the offeror is unable to obtain a reference utilizing [Attachment J.9], please ensure the Past Performance Matrix

[Attachment J.8], Column “N” is fully completed. That is, the reference (name(s), email(s), phone(s)).

33. Page 120, Annex I. Could USAID kindly consider allotting two pages for the organizational chart to allow offerors the ability to provide in detail field office structures?

USAID Response: Yes, USAID has revised Annex 1 page number limit to 2 pages. The

Solicitation has been amended accordingly.

34. Section L.6.1 (page 122) requires a SF-33 with an original signature. As proposals will be submitted electronically, could USAID please confirm that an electronic or scanned signature would be sufficient?

USAID Response: Yes, an electronic or scanned signature will be sufficient.

35. L.6.2(b) Excel Workbook Tab 5 (page 123) states that detailed budgets are only required for major subcontractors. The description of subcontracts at the top of page

126 states that subcontract budgets “must be provided in the same level of detail as the prime offeror.: Could USAID please confirm that detailed budgets are only required for major subcontractors?

USAID Response: Yes, detailed budgets are only required for major subcontractors at this stage. The solicitation is amended accordingly.

36. Regarding Section L.6.4 (page 129), could USAID please confirm that only an offeror without prior federal contracting experience would need to submit a copy of its personnel policies?

USAID Response: Offerors should not submit personnel policies at this stage. The RFP is amended to read “USAID reserves the right to request a copy of the apparently successful offeror’s most current personnel policies....”.

H. SECTION M – EVALUATION FACTORS FOR AWARD

37. Section M.2.2, p. 133 of the RFP states that the key personnel and staffing plan will be evaluated on “The appropriateness and the quality of the staffing plan mix of personnel including key personnel, to sufficiently manage and implement project activities under this award.” It also states that “One of the key inputs to the successful operation and sustainability of this contract is the recruitment and retention of Zambian professionals into leadership and technical positions.” Can USAID clarify whether we can include the names of proposed candidates in Factor 2 or in other Factors of the proposal?

USAID Response: As stated under Section F. above, names of the proposed candidates should not be provided in Factor 2 or in other Factors of the proposal.