72061720R00005- Questions and Answers.pdf

RFP# 72061720R00005 - PROCUREMENT OF HIV COMMODITIES FOR THE

PRIVATE NOT-FOR-PROFIT (PNFP) SECTOR

Questions from prospective Offerors.

1. With reference to Activity component C.4 (a)(5) “Establish an efficient and cost-effective freight forwarding system to ensure on time delivery to the USAID-designated central warehouse, or an alternate location designated by USAID.” Does this component include the cost of insurance of commodities at sea?

USAID Response: Yes, it includes insurance cost whether by sea, road or air.

2. Based on section B, USAID appears to want to establish cost parameters at the IDIQ level, but has not provided any instructions in section L, or evaluation criteria in section M. Could USAID please clarify if a cost proposal is required at this time and how USAID intends to evaluate cost proposals?

USAID Response: Sections L and M have been updated with cost proposal information.

a) If USAID is not seeking a cost proposal, could you kindly clarify the process for establishing the criteria in section B?

USAID Response: Sections L and M have been updated with cost proposal information.

b) In section B.5, can you kindly clarify if the handling fee is applied to both the Health commodities and Freight and Logistics line items?

USAID Response: No. Freight and Logistics is a separate line item and does not have a handling fee applied to it.

3. What will be the flow of funds arrangement from USAID to the offeror? Will the project be pre-financed or funded on a cost reimbursement basis?

USAID Response: Based on the nature of this activity, task orders will likely be funded using a cost or a fixed amount (milestone based payment) funding mechanism. This will be established at the task order level as no funds will be obligated under the IDIQ level at this time.

4. The Task Order Contract Cost Line Items (CLIN) 0010 Total (LINs 0011-0015) provides for handling fees applied as a fixed percentage of the respective commodity types. Will there be an opportunity under which the handling fee can be negotiated, either at the time of IDIQ award, or the time of individual task order awards?

USAID Response: Sections L and M have been updated with cost proposal information in order to propose handling fee percentages. Prior to task order awards a ceiling price will be negotiated for each other applicable LINs.

5. Section L9 – Instructions for preparation of Branding and Marking plans states that the cost proposal must include all estimated costs associated with the Branding Implementation Plan (BIP) and the Marking Plan (MP). At what stage will the offeror submit the BIP and MP and their estimated costs?

USAID Response: Sections L and M have been updated with cost proposal information. However, no Branding and Marking plans are required at this time. The AO may request BIP and MP plans at the competitive range stage.

6. Can USAID please provide more information on how the inclusion of management structures and/or plans will be scored? Is there any specific guidance on where USAID would like this information to be incorporated into bidders’ proposals?

USAID Response: The Offeror should include these management structures as appropriate and will be evaluated in how it relates to Factors 1 and 2. The structure/plan can be included as an Annex.

7. Section B.7 Award Fee Implementation Plan states that there will be no award fee paid if less than 85% of orders delivered to the warehouse or laboratory were not delivered within 14 days of the EDD. This percentage can be drastically affected depending on the number of orders in a semester or events outside the contractor’s manageable control, such as an extraordinary event (hurricane, volcano, earthquake, pandemic, etc.), a global supply shortage affecting the availability of the product, or quality issues causing a recall, FDA warning or other official regulatory notices, etc.

Would USAID consider negotiating award fee percentages based on risk (upon IDIQ award or at the TO stage) and parameters to define what events count for or against the percentage of orders delivered?

USAID Response: As per the RFP, USAID will take into account reports regarding the contractor’s performance. USAID will issue guidelines prior to awarding a task order indicating what events are considered out of the contractor’s control. The EDD for each order will be adjusted should there be events beyond the contractor’s manageable control to reflect equivalent performance with on-time delivery.

8. What are the parameters around early deliveries as it relates to OTIF consideration? Do deliveries count as on time if they are within the 14-day window before the scheduled delivery date?

USAID Response: Yes. Any delivery within 14 days of the EDD (including adjusted EDD due to events beyond the manageable control of the procurement agent) will count as an on time delivery.

9. Utilization of Small Business Concerns” and “Small Business Subcontracting Plan” clauses are incorporated by reference in Section I of the RFP. Can USAID kindly clarify expectations, if any, of using US small business concerns and if providing a subcontracting plan is required?

USAID Response: Local entities are not required to utilize US small businesses and no subcontracting plan is required at this time. This reference is therefore removed from the RFP.

10. The first page of the RFP states “USAID intends to separately compete the above commodity categories amongst the IDIQ holders but reserves the right to combine more than one commodity category under one task order if a responsive and responsible Offeror is evaluated superior over others for more than one commodity category.” Does that mean that each IDIQ contractor will be awarded specific commodity categories (one or more) for the entire length of the IDIQ contract?

Can a contractor be awarded new categories over the length of the IDIQ contract?

USAID Response: At this stage, USAID will identify all eligible IDIQ Holders. This determination will be made on technical considerations only and independent of cost (handling fee). IDIQ holders will be able to bid on all task orders. No single IDIQ holder will hold exclusive rights to any commodity category.

11. What is the timeline for issuing the first TO(s) to the IDIQ contractor(s) after award of the IDIQ?

USAID Response: USAID/Uganda is currently focused on awarding the IDIQ. However, It is expected that USAID will award the first TO(s) early 2021. Successful IDIQ holders will be notified accordingly.

12. Page 2 of the RFP states “USAID anticipates gradually transitioning the procurement of HIV commodities for the PNFP sector from the Global Health Supply Chain - Procurement and Supply Management (GHSC/PSM) mechanism in Uganda to this IDIQ and the resulting Task Orders by year four (4) of the prospective IDIQ contract.” Will there also be a transition from the current CDC project into this IDIQ?

USAID Response: Yes. USAID is now the lead supply chain US agency. All PEPFAR commodity procurement will be conducted by USAID. This does not mean that current activities under other agencies will be transferred into this procurement.

13. On page 9, section B.2 CONTRACT TYPE AND SERVICES, USAID states “the cost of commodities, the Contractor will be reimbursed for the FoB Destination cost”. Please confirm that when commodities are purchased based on a different incoterm (ex: DAP) the cost of commodities will be reimbursed based on the corresponding incoterm as in suggested in the table on page 10 of the section B.5 CONTRACT LINE ITEMS (CLIN) UNDER TASK ORDER.

USAID Response: The cost of commodities will be reimbursed based on the corresponding incoterm.

14. On page 15, section Supply Chain Systems in Uganda USAID states “Under COP 2018, USAID procured $40 million and CDC procured $64 million worth of HIV commodities.” Will the PEPFAR funding be reduced considering that the total IDIQ value for 5 years is USD 294.5 million or will there continue to be two programs?

USAID Response: It is expected that all PEPFAR commodities will be procured through USAID mechanisms. Within four years, it is expected that all HIV commodities will be procured through this

IDIQ.

15. On page 17, under the paragraph “Supply Chain Technical Assistance mechanism” USAID states

“Should USAID determine that the local procurement agent(s) requires additional technical assistance, this assistance would likely be provided by USAID’s supply chain technical assistance mechanism.” Would USAID consider providing more information on what other technical assistance mechanism(s) might be solicited?

USAID Response: USAID’s Strengthening Supply Chain Systems (SSCS) Activity will be available to support the procurement activity should need arise which includes eLMIS, Delivery scheduling, aligning with the Supply Plans,

16. On page 22, there are no details under the section C.4(a)(5) Establish an efficient and cost-effective freight forwarding system to ensure on time delivery to the USAID-designated central warehouse, or an alternate location designated by USAID. Is USAID able to share additional information on what is expected as it did for the other sections?

USAID Response: In the offeror's proposal, the offeror should describe how to organize international freight forwarding to respond to timing issues as well as cost considerations. USAID expects that at least 85% of orders will be delivered on time and the proposed means of transportation will be the most economical possible with the time constraints of the supply plan.

17. On page 23, USAID indicates “The contractor is required to maintain an organizational structure and staffing levels that are adequate for the efficient implementation of this program.” How does USAID envision that the contractor shall finance this structure? Will that be outside of the TOs or part of the TOs?

USAID Response: Staffing will be funded under the respective TOs.

18. Page 28, under the paragraph “Initial Management/Financial Reviews” references “field and home office records.” Given that the contractor is expected to be a local partner can USAID clarify under which circumstances it sees a distinction between field and home office records?

USAID Response: In the case where the Offeror has a(n) office(s) in the field or any additional office outside of its “home” office records pertaining to operations and program activities must be made available at USAID’s request.

19. Page 132 and 133, in response to the Technical Approach, states “The Technical Approach must contain a complete and realistic plan describing how the Offeror will ensure accurate and timely delivery of HIV commodities to Uganda and describes: a) the particular characteristics of the commodities within a particular Task Order.” Can you elaborate what is meant by “the particular characteristics of the commodities”?

USAID Response: “Particular characteristics” encompass special handling, temperature sensitive commodities like labs supplies, fluids etc.

Each Task Order category covers particular types of commodities. For example, if TO One covers ARVs and essential medicines, In terms of sourcing, what considerations does the Offeror need to incorporate into the process of sourcing these commodities? These factors that need to be considered when the Offeror would source these commodities is what is meant by ‘characteristics’. The same is true for international freight considerations. Offerors should refer to the illustrative set of commodities under each TO when responding to this question about their characteristics.

20. On page 33, paragraph 8, on Non-Competitive Orders. USAID states “For non-competitive Task

Orders in excess of $700,000, the TOCO will require certified cost or pricing data in accordance with FAR 52.215-20. Documentation will include but is not limited to the agreement that the prime has obtained with the subcontractor showing the rate being paid to the subcontractor for that labor category which must not exceed the ceilings established in Section B of the IDIQ contract unless a special authorization is obtained by the TOCO” Given that labor categories and ceilings are not required in Section B of this RFP, would USAID please consider revising this section?

USAID Response: Certified cost or pricing data is still required by the TOCO even if no ceiling rates are established.

21. On Page 123-127 (Showing illustrative task orders), this being a “Multiple IDIQ”, does USAID expect indicative detailed cost proposals for each of the commodities specified in this annex, or, is the expectation that the detailed cost proposals will be required at the next level when Task Orders are released?

22. The second page of the cover letter, under eligibility criteria number 2, talks about the citizenship of the ownership of the entity, what sort of evidence is required for proof of citizenship? And can legal firms be owners? If so, what proof is required?

USAID Response: Citizenship may be proven by a national ID card or in the case of permanent residents a permanent resident permit. Per the RFP an entity other than a sole proprietorship (such as, a corporation or not-for-profit) must meet all three areas of eligibility described.

23. How will the task orders be awarded to ensure economies of scale, and maintain a strong procurement mechanism for HIV commodities in Uganda?

USAID Response: Individual task orders will be awarded to the IDIQ Holder that proposes the ‘best value’ in its respective proposal to procure the commodities under the TO. “Best Value” will be determined based on two considerations: technical quality and cost (handling fee).

24. What is the minimum task order duration?

USAID Response: As each eventual Task Order will be based on the respective COP budget as well as the portion of the supply plan that USAID will procure through the IDIQ, there is no minimum duration of a Task Order. One Task Order would never exceed 12 months.

25. Does the past performance information submitted by July 30 need to be resubmitted with the full proposal? If so, may it contain revisions? How does the required Past Performance Annex 6 referenced on page 115 (“h. Annex 6: Past Performance Matrix (No page limit, please be concise)”) differ from the past performance referenced as Factor 3 (also page 115) and in Attachment J-3?

USAID Response: Past Performance information submitted by July 30, will not be resubmitted with the full proposal. Past Performance Annex 6 referenced on page 115 “h. Annex 6: Past Performance Matrix (No page limit, please be concise)” has been deleted as per RFP Amendment I.

26. Kindly confirm that Where a company meets the three conditions listed for an Entity at the time of application, the company must also be registered with the National Drug Authority (NDA) or meeting the three conditions will be enough?

USAID Response: The Offeror must meet all three conditions for local eligibility AND be registered with the NDA.

27. B.5 CLIN Under TO - Can you elaborate and clarify the following:

a) Item No. 0011 thru 0015 Handling Fee is this the Fixed Management Fee? Should this include all costs associated with running the procurement management?

USAID Response: Handling Fee has replaced Fixed Management Fee. Yes, the handling fee percentage should take into consideration all costs associated with running procurement management not including those in CLIN 0030.

b) Item No. 0030 Cost Reimbursement Line Items; is this collections of allowable costs?

What kind of costs does the RFP envisions?

USAID Response: The costs currently envisioned are stated in Section B.5. The FOB costs, freight and logistics, custom clearance charges, etc.

c) Item No. 0030 Health Commodities-EXW: Would the government be able to open Letters of

Credit or Letters of Commitments to finance the procurement of drugs, or the contractor will be responsible for financing?

USAID Response: This procurement is not expected to utilize advance payment. However, specific terms will be negotiated under individual task orders.

28. What is the Interested Vendor List (IVL)? and how can I get the site to register on it?

USAID Response: The Interested Vendor List is a feature on the Contracting Opportunities website Beta.Sam with an intent of collecting a list of vendors interested in competing for the opportunity or vendors interested in subcontracting opportunities. Please refer to https://beta.sam.gov/ to learn more about how to register for IVL.

29. Is forming teams or consortium allowed?

USAID Response: Yes. USAID, however, will deal directly only with the Prime. Should an Offeror wish to propose a consortium, the proposal should clearly explain the reasons why and how the consortium will be managed by the Prime in such a way as to ensure ‘best value’.

30. If selected for the IDIQ contracts, can we get supplies from Local Technical Representatives or it must be manufacturers?

USAID Response: An IDIQ Holder will be allowed to propose any method for procuring the commodities under a Task Order which may include local manufacturers, LTR or international https://beta.sam.gov/ manufacturers. USAID will evaluate each proposal on both technical (including lead times) and cost considerations.

31. Who will meet the cost of labelling and marking?

USAID Response: Labeling and marking will be incorporated under the TO. These costs will be included within the LINs. Negotiations will occur prior to the task order award.

32. Is the budget necessary at this time yet the exact quantities will be communicated at a later stage to the IDIQ contractors?

33. Are the quantities given in the last page the total quantities to be procured in 5 years or?

USAID Response: The qualities are only illustrative to be used by the Offerors in their technical proposals. An Offeror should describe the ‘characteristics’ of these commodities and how the Offeror would go about sourcing and shipping this illustrative order. The total quantities to be procured will be in line with the program targets at the TO stage.

34. Each e-mail is supposed to be 4MB does this mean the total documents submitted or the sub e-mails sent eg 1of 5 should be maximum 4MB etc.

USAID Response: This refers to the sub emails sent.

35. Page 1: Past Performance due date: Page 1 notes a past performance due date of July 30, 2020, 4:00pm Local Kampala time. If past performance information is submitted by this date, does this then mean that it will be excluded from the final response to the RFP which is due August 28, 2020 by 4:00pm Local Kampala Time?

USAID Response: Yes. Past Performance can be excluded from the final response to the RFP.

36. Page 2: In view of high ceiling for the funds involved in this IDIQ (~ $294.5 million over a five-year period), what is USAID’s expectation of potential bidders regarding the demonstration of financial capacity to handle the proposed procurements?

USAID Response: A Technical Evaluation Committee (TEC) will review all proposals to assess whether the Offeror demonstrates the technical capacity to undertake procurements of at least one of the TO categories. USAID will then evaluate potential IDIQ holders through a ‘pre-award survey’ to assess the holders’ financial capacity to manage USAID funds. Those Offerors that demonstrate the technical as well as financial capacity to procure HIV commodities using USAID funds will qualify as IDIQ Holders.

37. Page 23 C.5: Management Plan and Key Personnel: No mention is made of the need of CVs for key personnel. Are these required as part of the response? If so, what is the required format and where should these be placed in regard to the page limitations provided in Section L7 of the RFP?

USAID Response: CVs for Key Personnel are not required.

38. Page 23 C.5: Management Plan and Key Personnel: Should we assume that the cost of personnel is taken care of by the handling fees applicable for each commodity group?

USAID Response: Yes. When the IDIQ Holder prepares a proposal to procure commodities under a task order, the proposal will include the management or handling fee. This fee should include the personnel and other costs associated with the management of the procurement. Any Fee negotiations will occur prior to task order award.

39. Page 113 L.6: Submission/Delivery Instruction (f): “The technical proposal must be made separately and must not make reference to pricing data.” No mention is made on the requirements for a Cost Proposal. Is a Cost Proposal required? If so, what format should be used and what are the page limitations if any? In which section should the Cost Proposal be included?

USAID Response: Sections L and M have been updated with cost proposal information.

40. Page 114 L.7.I (3): Offerors should refer to the five illustrative orders, one for each Task Order category: Do we have to submit a separate technical proposal for each of the five illustrative orders in the RFP or will one overall response for all the five illustrative orders that keeps within the page limitations mentioned in the RFP suffice?

USAID Response: Offerors should describe the ‘characteristics’ and the way by which the Offeror would source and ship the illustrative orders. If an Offeror does feel that it is capable of procuring the commodities in all illustrative orders, the Offeror is encouraged to include a discussion of characteristics, sourcing and shipping of each illustrative order in its proposal. Offerors should not make separate proposals for each illustrative order. Please note that at this stage, USAID is identifying potential IDIQ Holders, only. All IDIQ Holders will be invited to make proposals against all future TOs.

41. Page 114 L.7.I (5h): Annex 6: Past Performance Matrix. Only Annex 6 is referred to. Where are

Annexes 1 to 5? What should the Past Performance Matrix contain that is different from Factor 3:

Past Performance?

USAID Response: Reference to Annex 6: Past Performance Matrix has been deleted as per RFP Amendment I

42. Page 117 Factor 3: Past Performance a (ii) “For all contracts listed above that are not in CPARS, provide a list of contact names, job titles, mailing addresses, phone numbers, e-mail addresses, explanation of relevance to the proposed acquisition and a description in accordance with Attachment J.3. ” Should we assume that no contact details, job titles, mailing addresses, phone numbers and e-mail addresses will not be required for relevant contracts whose information is in CPARS?

USAID Response: For contracts that are in CPARS, as long as the award name and number are provided no additional contact details are required.