1. SRG2 Pre-solicitation Workshop Presentation.pdf

3/9/2022

March 2022 SEED Rural Group 2 Pre-Solicitation Workshop 1

Secondary Education Expansion for Development (SEED) SEED Rural Construction Services

Pre-Solicitation Workshop

March 8, 2022

Rendering of one SEED Rural classroom block

NOTICE: The content presented in the following slides is general information based on the approach taken and lessons learned during the SEED Rural Group 1 solicitation and procurement process.

March 2022 SEED Rural Group 2 Pre-Solicitation Workshop 2

Introduction

• Opening Remarks

• Workshop Objectives

• Workshop Agenda

– Solicitation Document

– Procurement Process

– Technical Scope

• Attendance List

• House rules

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Pre-Solicitation Workshop Content

So lic ita tio n • Process

• Documents

• Dates

Pr oc ur em en t • Process

• Evaluation

• Award

T ec hn ic al • Scope

• Documents

• Requirements

• Increase access to secondary education

• SEED Urban (96 classrooms – completed)

• SEED Rural new rural CDSSs in all Districts

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SEED Project Overview

• 2 Classroom blocks

• 1 Science classroom block

• Student & teacher latrines

• 2 Teacher houses with latrines

• Admin space in classroom blocks

• Borehole

• Site work

• Sidewalks

• Access route

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SEED Rural Campus

• 2 – Large Lots (19-20 sites in each Lot)

• 2- Small Lots (6 sites in each Lot)

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SEED Rural Group 2

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Solicitation Document

• Full and open competition

• Solicitation document = Request for Proposal (RFP)

– Content: Section B – M

• Section B-K become part of contract

• Section L and M for solicitation only

– Cover letter with instructions and key dates

• Possible amendments during solicitation process

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Solicitation Process

• RFP issued

– US Government website: https://sam.gov/content/opportunities

• Download all documents and attachments

• Solicitation updates, amendments, and response to questions

– Monitor the sam.gov website for addendums or additional info

• Communication with USAID during solicitation process

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Solicitation Process – Key Dates

• Issuance date

• Pre-bid conference

• Questions due

• Response to questions

• Proposal due date

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Solicitation (RFP) Document

Section A

• Cover letter

• Standard Form 1442

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Solicitation (RFP) Document

Section B – Supplies or Services and Price/Costs

• Contract Type: Firm Fixed Price

• Construction Price Schedule (to be completed at award)

• Complete the BOQ in Section J

• Method of Payment

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Solicitation (RFP) Document

Section C – Statement of Work

• Scope of Work

• Management and organization

• Permits

• Schedule and milestones

• Performance requirements

• Quality

• Health & safety and security

• Environmental

• Other requirements

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Solicitation (RFP) Document

Section D – Branding & Marking

• Deliverables, reports

• Project signboards

• Co-branding prohibited

• Communication with media

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Solicitation (RFP) Document

Section E – Inspection and Acceptance

• Location of work

• Inspection of work clauses

• Architect & Engineering Quality Assurance Oversight

• Warranty period

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Solicitation (RFP) Document

Section F – Deliverables & Performance

• Period of performance

– 10 months construction

– 12 months warranty period

• Liquidated damages

• Deliverables

– Plans, reports, submissions, requests

• Submittals, RFIs

• Construction photographs

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Solicitation (RFP) Document

Section G – Contract Administration Data

• COR

• Bonds

• Bank Guarantee

• Invoices and Payments

• Advance Payment

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Solicitation (RFP) Document

Section H – Special Contract Requirement

• Key Personnel

– Project Manager

– Resident Engineer

– Quality Control Officer

• Source and Nationality

• Clauses prohibiting certain behavior and transactions

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Solicitation (RFP) Document

Section I – Contract Clauses

• Order of Precedence

• Clauses

• Business ethics and conduct

Section J – Attachments

• Site Locations

• Project Drawings

• Technical Specifications

• Bill of Quantities

• EMMP Template

• MEPA ESMP

• Child Safeguarding Policy

• PM Plan Template

• Monthly Report Template

• Bank Guarantee Template

• Initial Environmental Examination (IEE)

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Solicitation (RFP) Document

Section K –Representations, Certifications, and Other Statements of Bidders

• Trafficking in Persons Compliance

• Telecommunications

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Solicitation (RFP) Document

Section L – Instructions to Bidders

• Two envelope system

– Technical Proposal

– Price Proposal

• Submitted electronically

• Create well organized PDF of proposal

• Pre-requisite to being awarded a US government contract

– DUNS number

– SAM requirement

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Solicitation (RFP) Document

Section L – Instructions to Bidders

• Site Visit

• Pre-bid conference

• Delivery Instructions

• Technical Proposal instructions

– Factors 1-3

• Price Proposal instructions

– SF 1442

– BOQ

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Solicitation (RFP) Document

Section M – Evaluation Factors for Award

• Basis of Award: Best value

• Low cost, technically acceptable

• Pass or Fail Evaluation

• Technical Evaluation

– Factor 1: Financial Capacity

– Factor 2: Management Plan

– Factor 3: Past Performance

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Solicitation (RFP) Document

Section M – Evaluation Factors for Award

• Price Evaluation

– Factor 4: Price

• Bill of Quantities (Section J)

– Facility Package Price

– Site Package Price

– Total Price per Site and per Lot

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Solicitation (RFP) Document

• Q&A

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Solicitation Process

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Procurement Process and Bid Evaluation Criteria

So lic ita tio n • Process

• Documents

• Dates

Pr oc ur em en t • Process

• Evaluation

• Award

T ec hn ic al • Scope

• Documents

• Requirements

• Full and open competition

• Two envelope system

– Technical proposal

– Price proposal

• Bid responsive to submission requirements

• Technical Evaluation Committee (TEC)

– Factor 1-3

– Pass or Fail

• Price Evaluation

– BOQ review and price reasonableness

– Lowest price

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Procurement Process

• Bidder select # of Lots interested in.

• Explain small vs large Lots again

• Technical Proposal demonstrate plan, capacity, and capability to deliver # of Lots/sites

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Procurement Process – Technical Evaluation

Factor 1 – Financial Capacity

• Annual turnover

• Access to credit

• Surety form / ability to obtain performance bond

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Procurement Process – Technical Evaluation

Factor 2 – Project Management Plan

• Management Approach

• Organization

• Schedule

• Quality Management Plan

• Health, Safety, and Environment

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Procurement Process – Technical Evaluation

Factor 2 – Project Management Plan

Key Personnel

• Requirements

• RE role vs QCO role

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Procurement Process – Technical Evaluation

Factor 3 – Past Performance

• Template provided

• Relevant projects (3-5)

• References (client, supplier)

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Procurement Process – Technical Evaluation

Pass or Fail

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Procurement Process – Technical Evaluation

Factor 4 – Price Proposal

• BOQ and cost reasonableness

• Within engineer’s estimate range

• Lowest price

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Procurement Process – Price Evaluation

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J.3 - BOQ

• Layout of the BOQ

– Facility Package (each facility building is a BOQ Schedule A-E)

– Site Package (site specific BOQs for site work; Schedule F. x)

– Extra work for each Lot (Schedule G)

• Establish firm fixed price

• Use as Schedule as Values to support progress payments

• Bid line-item number and description

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Facility – Schedule A – E

Site Work – Schedule F. x

Extra Work – Schedule G Lot 1 example

1. Complete detailed BOQ for each Schedule

2. Bring Forward to Lot Summary

3. Bring Forward to Bid Summary

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BOQ – Excel Version

• Cells protected except those for your input

• Automatically totals

• Confirm math and formulas

• Confirm quantities and adjust rates for a firm fixed price award

• Create PDF of completed Excel BOQ, submit both in Price Proposal

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Excel version of the BOQ

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BOQ Summary – Facility (Lot 1 example)

Excel version, cells linked

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BOQ Summary – Site Work & Extra Work (Lot 1 example)

Excel version, cells linked

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BOQ Bid Summary

Section B.3 and J.4

Manual Input

• Negotiation

• Award

• Post-award conference

• Early deliverables

• Notice to Proceed

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Procurement Process - Award

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Day 2 – Technical Scope

So lic ita tio n • Process

• Documents

• Dates

Pr oc ur em en t • Process

• Evaluation

• Award

T ec hn ic al • Scope

• Documents

• Requirements

• Section C & Section J (Drawings)

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Technical Scope

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Section J – Attachments

• List of School Sites – Section J.1

• Drawings – Section J.2

• Technical Specifications – Section J.3

• BOQ – Section J.4

• EMMP Template - Section J.5

• EAD ESMP – Section J.6

• Child Safeguarding Policy – Section J.7

• Project Management Plan – Section J.8

• Monthly Report Template – Section J.9

• Bank Guarantee Template – Section J.10

• IEE – Section J.11

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J.2 - Drawings

• Facility Package – design drawings for each building

• Site Package – site specific drawings for each site

Facility Package (Buildings)

Architectural & Structural Drawings

Plan & Profile

Notes & Details

Site Package (Site Plans)

Civil Drawings

Survey

Existing Conditions & Demolition

Site Layout

Grading & Drainage

Erosion Control and Stabilization

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J.2 Drawings Folder

(Lot 3)

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Classroom Rendering

Site work not shown

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Wall Design

• Hollow Cement Block rather than SSB

• Select locations, blocks are infilled and reinforced

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Roof and Truss Design

• Clerestory with louvers

• Steel truss not timber

• Ceiling, insulation

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Foundation & Floor Slab

• Monolithic grade beam and floor slab

• Site grading plans to prepare building pad

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Site Grading

• Proposed contours

• Earthwork balance; close to it

• Building FFE

• Drainage flow arrows away from buildings, offsite

• Some sites require drainage culverts and check dams

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Erosion Control / Environmental

• Minimize topsoil disturbance and tree cutting

• Proposed slope protection, grass sprigging (long-term)

• Silt fence, sedimentation control during construction (short-term)

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Site Layout

• Coordinates are provided to set out two building foundation corners

• Benchmarks are on site

• Some benchmarks may have been damaged so be prepared to reinstate

• Latrine locations

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Concrete Sidewalk, Ramps, Aprons/Drains

• Site specific layout plans

• Concrete sidewalks and ramps

• Concrete “drainage” apron along buildings

• Earthen compacted access road and paths

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Not in Contract (NIC)

• Furniture - fixed furniture such as chalkboard, pin board, are in contract;

movable furniture is not in contract (chairs, desks, tables, shelves)

• Electrical - Rough in electric included in the contract is conduit, pull wire, main panel boards, and plates; final electrical wiring, receptacles is not in contract

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Not in Contract (NIC)

• Science classroom utilities – gas and water provisions made for future installations, not in contract

– Lab counter space to be built with sink – cover sink for near time use

– Exhaust fume hood – location identified on countertop, electrical provision, and space for vent

Study the drawings closely

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Project and Grading Limits

• Project limits delineates area of disturbance and intended temporary construction fence;

Must be confirmed with the Engineer.

• Grading limits is the area to be graded for site leveling and preparation for buildings

• All trees within grading limits shall be removed with exception of those trees where the site can be graded without removing the tree; must be confirmed with the Engineer

• Any work outside property must have permission from neighboring property

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Site Grading, Drainage, and Erosion Control

• Site work is critical part of the project; don’t disregard and focus only on the buildings

• Ref: 1) Grading and Drainage Plan, 2) Erosion Control and Stabilization Plan

• Grading plan shows proposed new contours

• Drainage plan shows intent for stormwater runoff on the site

• Erosion control and stabilization plan include both temporary construction measures to protect slopes for erosion and minimize downstream sedimentation; and permanent work to stabilize slopes.

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Site Grading, Drainage, and Erosion Control

• Site work is critical part of the project; don’t disregard and focus only on the buildings

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J.2 - Technical Specifications

• Division

• Section

– Material testing

– Specifics on sand, rock, water for concrete

– Submittals required, for example truss shop drawings prior to fabrication

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Specifications - Submittals

• Material testing and QC testing

• Specifics on sand, rock, water for concrete and many more

• Submittals required, for example truss shop drawings prior to fabrication

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Contract Administrative Requirement

• Deliverables (reports, plans)

• Submittals, shop drawings

• Method statements

• Request for Information

• EMMPs

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J.8 – Project Management Plan Outline

• Brief Factor 2 bid submission and evaluation criteria re-cap

• Reminder that this is an early project deliverable

• Life of project document

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Project Management Plan

• Management Approach

• Organization (org chart)

• Schedule

• Quality Management Plan

– Quality Assurance

– Quality Control

• Health, Safety and Environment

• Varying site conditions

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Existing Conditions & Risks

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Site Conditions

• General site conditions

• Vegetation and trees

• Soil type and rock

• Water sources

• Neighboring property

• Access road

• Project and grading limits

• Site grading, drainage and erosion control

Site visits are highly encouraged for Offerors to obtain better understanding of existing site conditions and accessibility challenges.

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General Site Conditions

• Each site package includes a topographical and existing conditions survey; trial pits; and hydrogeological investigation

• Property corners are included. However physical corner markers may be damaged; Replacement of property corners may be required

• Benchmarks are included at site. If damaged, replacement of property corners may be required

• Bidders are responsible to visit sites to better understand existing conditions

• Bidders shall familiarize with power lines, public road right of way, graveyard boundaries, etc.

• Ref drawings: 1) Survey and 2) Existing Conditions & Demolition Sheets

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Site Conditions examples - Topography

Namitembe – flat site Gombe - steep and rocky site

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Site Conditions examples - Channels and Erosion

Bondo – stormwater gully Bua – excavated pits for brick making

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Site Conditions examples - Gully and Pits

Kaulatsitsi - gully through site Thawale - former sand mining excavations

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Site Conditions examples – Water

Chiputu - depressions with water / wells Eng’congolweni – drainage through site

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Existing Structures on Site

• Several sites have abandoned buildings that need to be avoided: Contractor shall provide protection.

• Several sites have existing boreholes; Contractor shall provide protection. if functioning, Contractor is responsible to pay any water usage fee.

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Site Conditions examples - Existing Structures

Namitembe - Existing borehole Bua - Abandoned building

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Existing Functioning Structures

Thangazuwa - Functioning classrooms Gombe - Steep site with existing structure

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Existing Structures

Masokole - Power lines through site

Tambala - Site and power lines

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Vegetation and trees

• Minimize removal of topsoil, vegetation, and trees

• Grading limits identified on the drawings; Confirm with Engineer prior to removals

• Mature trees (94 cm diameter and greater) removed must be replaced with 5 seedlings

• Minimize disturbance and construction traffic

• Contractor to familiarize self with trees, size of trees, and vegetation to be removed

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Site Conditions examples - Vegetation and Trees

Vibangalala - Shrubs Mchenga - Small trees

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Site Conditions examples - Vegetation and Trees

Mthawira - Trees Gombe - Grass and shrubs

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Site Conditions Examples - Trees

Mpemba Fruit tree Muhasuwa -Tree

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Soil Type and Rock

• Information is included on the soil and rock observed in the trial pits in the Existing Conditions & Demolition Sheet

• Black cotton soil sites: Excavation around the foundation should be as per the drawings and specifications

• Weathered and decomposed rock observed in many trial pits. Contractor to propose adequate manual and mechanical excavation tools and equipment for pit latrines

• Hard rock is defined in the contract and is treated different from weathered rock

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Site Conditions examples - Rock

Chimwembe - Rock / boulders Gombe - Rock

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Site Conditions examples - Rock & Ant Hills

Machelecheta -Rock Malinyete - Termite ant hill

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Site Conditions examples - Ant Hills and Depressions

Tsabango -Termite hill Masokole - Soil conditions, drainage through site, low lying area

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Site Conditions examples - Soils

Mkoko - Trial pit and laterite soil Muhasuwa - Black cotton soils

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Site Conditions examples - Soils

Suluwati - Trial pit Tambala - Trial pit

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Water sources

• Site may have an existing borehole nearby.

Contractor must coordinate with community and pay any fee associated with water usage

• Rivers, streams or other waters with turbidity may not acceptable for concrete work; refer to the Specifications.

Bua - Existing borehole

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Neighboring Property

• Contractor must obtain permission for temporary access to neighboring property if required

– Access road may cross over other properties

– Temporary construction work such as site grading may encroach on neighbor property

– Cutting trees for posts, mining sand, or any construction activity is not permitted on neighboring land

Mpheza - Neighboring property

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Access Road

• Route has already been agreed with the community; Contractor to confirm access to site.

• Compacted earthen access road to become school access road.

• Traffic signage required where access road meets public roadway

• Project sign board required at project site

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Examples - Road Access

Nsambamwali - Planned access from public roadway Kandeja - Planned access from public roadway

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Examples - Roads to Community / Site

Gombe - road access to the project siteMangazi - Road access to the project site

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Joint Ventures

• JVs legal and financial arrangement must be part of the bid submission. Specific USAID requirements are laid out in Section L.5

• Technical proposal must clearly describe JV arrangement and role/responsibilities

• Submission of financial capacity must consider both firms

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NCIC Registration

• NCIC registration of the JV is a prerequisite.

• NCIC registration in the Unlimited Category required prior to award

• Evidence of ability to obtain Unlimited Category registration by the time of the award is required with bid submission, if not currently held

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Technical Proposal Recap

• Submit bid for total number of Lots/sites bidding on

• Articulate plan and approach to delivery number of sites and maintain quality

• Demonstrate capacity to deliver number of sites, coordination, and resource allocation

• Specify health, safety, and environment activities planned

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General Recap

• Solicitation Process and RFP Document

• Procurement Process and Evaluation Criteria

• Technical Scope and Contract Administration Requirements

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Q&A

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Important Link

• www.sam.gov