72062122R00009 Amendment 0001 Q and A.pdf

RFP 72062122R00009 Amendment 1 Questions and Answers

Question 1: Could USAID confirm the NAICS code assigned for (RFP) No. 72062122R00009 – USAID Kilimo Tija Activity? The code 541611 on solicitation cover page is different than the code 541990 on Section K. on page 56.

USAID Answer: This has been corrected. It is 541611.

Question 2: On Page 25 - Environmental Compliance Plan and PERSUAP: Does USAID anticipate updating the PERSUAP or IEE in the next 12 months?

USAID Answer: The PERSUAP will be prepared by the contractor and reviewed/amended through the life of the project as necessary. The IEE will be reviewed by USAID as necessary.

Question 3: Page 41 of the RFP discusses annual salary increases of not more than 3%. In accordance with AIDAR 752.7007 and considering inflation is currently quite high in Tanzania, to ensure USAID has access to the best talent, would USAID consider removing the 3% increase clause, if Offerors have market data that justifies higher increases, due to the cost of labor in Tanzania?

USAID Answer: No

Question 4: On page 41, H.8(a).1, the RFP states “no individual salary or wage may exceed employee’s current salary or wage, or the highest rate of annual salary received during any full year of the immediately preceding three years.” As salary increases are normal course of business for new hires in recruiting, If offerors are using market data and adhering to their personnel compensation policies in accordance with AIDAR 752.7007, would USAID consider removing this clause or utilizing CO notification instead of approval for salaries exceeding previous salary to ensure rapid start-up and hiring through the project.

USAID Answer: No.

Question 5: Page 45 details the transfer of equipment from recently ended activities to the successful Offeror. Please clarify the following as it will have an impact on maintenance and/or replacement costs within the Cost Proposal:

a. How old are the 8 laptops that will be given to this project?

USAID Answer: They are from 2020.

b. How old are the vehicles that will be given to this project?

USAID Answer: The four vehicles are 2017 models.

Question 6: The instructions within Section L (pg. 71) do not allocate space for an Executive Summary. Would USAID consider an addition 2 pages within the Technical Proposal for an Executive Summary?

USAID Answer: No

Question 7: Page 71 states that all graphics and charts must be included in the annexes. Can USAID please clarify what this means? Can Offerors have a separate additional annex with these documents?

USAID Answer: This was revised in the RFP. A separate annex has been added.

Question 8: Page 71 states that Annex C must contain Key Personnel CVs and letters of commitment.

Page 73 states that Offerors must also submit a “one-page position description for each key personnel position.” Please clarify if this position description should be included within Annex C.

USAID Answer: This has been revised.

Question 9: Page 73 states that Annex D Contractor Past Performance Information must include “up to 5 of the most recent and relevant contracts”. May Offerors include cooperative agreements, or must past performance only be contracts?

USAID Answer: No, offerors may not include cooperative agreements, grants, or subcontracts, because implementation of contracts is different from these.

Question 10: Page 78 of the RFP states that Offerors do not need to submit a branding and marking plan with their initial proposals and that either Offerors in competitive range or the apparent successful Offeror shall submit a branding and marking plan. Can USAID please clarify when this will be requested – as a deliverable post-award or at the pre-award stage?

USAID Answer: It will be required at the pre-award stage.

Question 11: Given the Tanzanian holiday on July 7th would USAID consider extending the submission deadline to Monday, July 11th?

USAID Answer: No

Question 12: Could the Mission please provide a current, updated local compensation plan?

USAID Answer: No, but the LCP range is from TSH 11,754,838 to TSH 262,321,165. This is annual compensation. These amounts include the salary and all direct fringe benefits.

Question 13: Can USAID please provide or upload to the DEC all available Feed the Future Tanzania Mboga na Matunda and NAFAKA contractual deliverables?

USAID Answer: USAID is verifying that all deliverables are uploaded to DEC. If any offeror is aware of a specific document that is missing, please contact Ramadhani Selemani with the specific information.

Question 14: Could USAID please provide the current Local Compensation Plan (LCP)?

USAID Answer: See the answer in 12 above.

Question 15: Page 11 C.3.2 states that “the zone of influence will include the regions of Morogoro, Iringa, Mbeya, Njombe, and Zanzibar,” which represents over 30 districts of Tanzania. However, page

14, section C.5. Coordination states that “The contractor must coordinate with other USAID funded activities in the ten (10) districts.” Could USAID please clarify whether the activity will span all districts in the zone of influence or whether the contractor should select 10 districts?

USAID Answer: The contractor will select the 10 districts in the zone of influence, but must have districts in each of the regions stated.

Question 16: Page 14 C.5 states that “Many development partners, including the World Bank, UNICEF, and DFID, intend to support RUWASA over the next few years.” Can USAID please clarify how it intends for Kilimo Tija to work with RUWASA?

USAID Answer: As irrigation technology is a component of Kilimo Tija, the contractor must work with RUWASA to ensure access to water for productivity.

Question 17: Page 7 B.6 states that 70% of total fee is subject to the achievement of deliverables in Section F.6. Can USAID also confirm that B.6 should reference F.7 not F.6?

USAID Answer: This has been revised.

Question 18: Page 29 F.7 states that the contractor must complete “Organizational Capacity Assessments of GUC, local sub-contractors, and significant local partners.” Can USAID please define “significant local partner?”

USAID Answer: Local partners necessary to achieve targets and that are integral to the sustainability of interventions.

Question 19: Page 71 L.6.1. May offerors include an Executive Summary in addition to the main 17-page narrative proposal.

USAID Answer: See answer to question 6.

Question 20: Page 71 L.6.1 In addition to the 3-page CV, 1-page letter of commitment, and 1-page job description per key personnel, please confirm that offerors can include an additional 1-page for references.

USAID Answer: No, references must be included on the three page CV.

Question 21: Page 72 L.6.2 states that “The technical approach must include a focus on youth engagement and a local organizational capacity development plan.” Can USAID please provide additional guidance on what should be included in the “local organizational capacity development plan?” Additionally, would USAID consider adding an additional annex for the local organizational capacity development plan?

USAID Answer: The language was revised and the plan has been removed as a requirement for the proposal. The plan is a deliverable in section F.7.

Question 22: Page 72 L.6.2 states that “This section must detail the technical approach, activities, and tasks that the Offeror will undertake to achieve the stated outcomes, deliverables, and expected results in Sections C and F.6.” Section F.6. refers to “Authorized work week.” Please confirm that USAID is referring to Section F.7.

USAID Answer: This has been revised.

Question 23: Page 71 L.6.1 states that “All graphs and charts must be included in the annexes.” Please confirm that offerors can include an additional annex for graphs and charts.

USAID Answer: See answer to question 7.

Question 24: Page 73 section L.6.2 states that all positions in the organizational chart must show “where they are based, IR or other responsibilities.” Can USAID please clarify what is meant by showing “IR” for each position? Some positions, for example operations and grants positions, will not be tied to a specific IR.

USAID Answer: Support roles can be listed as such, but an attempt must be made to estimate the proportion of effort that are dedicated to specific IRs.

Question 25: Page 73 L.6.2 states “List in an annex to the technical proposal up to 5 of the most recent and relevant contracts* for efforts similar to the work in the subject proposal.” The asterisk is not defined in the RFP. Can USAID please provide additional information regarding the asterisk?

USAID Answer: The asterisk was removed.

Question 26: Please confirm that offerors can modify Attachment J.5 Budget Template to align with its Cost Accounting Standards.

USAID Answer: Yes, but a budget using the provided template must also be submitted.

Question 27: Please confirm that offerors can modify Attachment J.5 Budget Template to include Years 4 and 5.

USAID Answer: Yes

Question 28: F.4 Key Personnel:

● Can USAID consider broadening the language on educational credentials to include other relevant degree areas and / or relevant experience in lieu?

USAID Answer: Educational credentials will not be broadened. However, if a candidate has direct and relevant work experience in the technical field of their degree, which meets the requirement, experience can be substituted for a degree. There must be at least five years of experience to meet the requirement for a master’s degree if a candidate has a bachelor’s degee.

● Can USAID consider using degree / academic titles that are more relevant to the Tanzanian context?

USAID Answer: This is acceptable, but it is the offeror’s responsibility to clearly demonstrate that the degree is equivalent to the requirement.

Question 29: C.5 Coordination: Can USAID kindly name the 10 districts mentioned under this section?

USAID Answer: USAID does not require specific districts within the target regions, only that the contractor has to be in at least one district in each of the regions.

● Can USAID also confirm that Kilimo Tija Activity is only expected to work in these ten (10) districts?

USAID Answer: 10 is the minimum number, not the maximum number.

Question 30: C.5 Coordination, Can USAID clarify the extent of coordination expected with other USAID-funded activities in the areas of family planning, HIV/AIDS, education, and efforts towards eliminating neglected tropical diseases.?

USAID Answer: The successful offeror will determine this after award in conjunction with the relevant USAID offices and other awards being implemented in the target regions and districts.

Question 31: Cover letter - Deadline for Receipt of Proposal:

● Can USAID consider extending the deadline for receipt of proposal to July 15, 2022?

● Can USAID also clarify the NAICS code, which is noted as 541611 in the cover letter but 541990 in the body of the RFP?

USAID Answer: See the answer in Question # 1 above

Question 32: L.6.2 Technical Proposal Format - (vi) Annexes - Annex D Contractor Past Performance Information (see section M.3 for evaluation) – (a) (1), Regarding ‘…List in an annex to the technical proposal up to 5 of the most recent and relevant contracts* for efforts similar to the work in the subject proposal…’, can USAID confirm that other relevant award types including grants and cooperative grants will also be considered and evaluated?

USAID Answer: See the answer in Question # 9 above

Question 33: L.6.1 General Technical Proposal Instructions ( c ), USAID states that ‘…All graphs and charts must be included in the annexes…’. Please confirm:

● Does USAID have a preferred way of labeling annexes that contain these graphs and charts?

● This requirement does not preclude graphs and charts in the technical narrative.

USAID Answer: Correct.

● Graphs and charts in the technical narrative will be replicated as separate annexes in addition to the annexes that USAID has named for clarity.

USAID Answer: The RFP has been revised. Only graphs and charts that are half-page or larger will be included in Annex E.

Question 34: L.6.1 General Technical Proposal Instructions (d) (iv), Can USAID consider increasing page limit for technical approach to 15 pages from 12 pages?

USAID Answer: No.

Question 35: L.6.1 General Technical Proposal Instructions (d) (vi. Annexes), Can USAID confirm that the mentioned list of annexes is NOT exhaustive, and offerors are allowed to include other relevant annexes such as graphs and charts mentioned in section L.6.1.

USAID Answer: Annex E for graphs and charts was added. No other annexes can be added besides what the RFP requires.

Question 36: L.6.2 Technical Proposal Format - (vi) Annexes - Annex A First Year Work Plan, Can USAID confirm / verify the project start date and the period covered by the first year workplan?

USAID Answer: The anticipated start date is October 1, 2022 and the period will be through September 30, 2023.

Question 37: L.7 COST PROPOSAL INSTRUCTIONS - Part 3 – Proposed Costs - (2) Indirect Cost Information - (ii), Can USAID confirm that agencies proposing to use De Minimus rate as their indirect costs base are also required to submit documentation from cognizant Government Audit Agency including Audited balance sheets and profit and loss statements, most recent two fiscal year pool and base cost compositions etc.

USAID Answer: Yes, they are required.

Question 38: F.7 REPORTS, DELIVERABLES, AND OUTPUTS, Can USAID clarify that the percentage fixed fee distributions in the table/s on pages 23 – 24 are only for illustrative purposes. If not, can USAID verify calculation of these percentages as they seem to add up to 72% instead of 70%?

USAID Answer: The fixed fee distribution is not illustrative. The table was revised, but still adds up to only 70%.

Question 39: H.18 GOVERNMENT FURNISHED FACILITIES OR PROPERTY, Can USAID confirm that the equipment listed here is in operable/good condition?

USAID Answer: Yes.

Question 40: H.8 ADDITIONAL REQUIREMENTS FOR PERSONNEL COMPENSATION (c) Annual Salary Increases:

● Can USAID consider removing the 3% restriction to enable contractor/s to offer competitive increases that cater for inflation and are reflective of market prices BUT not necessarily associated with the employee current / past renumeration?

USAID Answer: Please see answer to question 3.

● The 3% rate might NOT be in line with the offeror’s policy / practice. Can USAID confirm whether the 3% restriction takes precedence over the contractor’s policy?

USAID Answer: Yes.

Question 41: Can USAID clarify expectations on how contractors can work with TAHA?

Specifically, can TAHA be a sub-contractor to the main contractor?

USAID Answer: It is the offeror’s responsibility to determine this.

Question 42: Does USAID have any preferred horticulture value chains that Kilimo Tija Activity should prioritize?

USAID Answer: Not currently, but during implementation USAID may determine that certain value chains need to be prioritized.

Question 43: Does USAID expect the contractor to prioritize horticulture value chains in which USAID has invested significantly in the past?

USAID Answer: See answer to question #43.

Question 44: Page 45, Section H.18, lists 8 laptops that will be transferred to the contractor post-award. Our company standardizes Lenovo laptops for corporate use which our secure Operating System (OS) Image and processes are built for. This includes Lenovo drivers and other hardware. The 5400 Latitude and 3410 Dell Latitude laptops use non-Intel processors which are incompatible with our OS images and most Dell laptops use Dell’s proprietary charger which is not compatible with our universal docking stations. Given this, would USAID allow us to budget for the Lenovo laptops within our Cost Proposal?

USAID Answer: It is the offeror’s responsibility to determine this and budget accordingly.

Question 45: Would USAID consider providing an extension to the closing date for proposals given the two federal holidays (Juneteenth and Independence Day) and the short turnaround time for this request for proposals?

USAID Answer: No

Question 46: B.6 Payment of Fixed Fee states that 70% of fixed fee will be paid according to completion of project deliverables. However, deliverables and associated targets established as part of the proposal process may change during implementation due to evolving technical needs, emerging opportunities, and stakeholders’ priorities. In addition, market forces beyond the contractor’s control may result in some deliverables listed under Section F.7 — such as annual revenue growth of MSMEs and new jobs created — being unachievable. To account for these factors, would USAID consider adding the following language to Section B.6: “The deliverable fee schedule may be adjusted during annual work planning to reprogram fee and/or revise targets for deliverables as mutually agreed to between the COR and the contractor, ensuring the fee remains fixed.” Adjusting the fee distribution plan with each annual work plan allows the Contractor to readjust and reallocate effort and resources as needed to achieve the most results attainable within the total estimated cost.

USAID Answer: No

Question 47: B.6 states that the deliverables are under F.6. However, F.6 is the Authorize Work Week, and the reports, deliverables and outputs are listed under F.7. Can USAID please confirm that we are held to the deliverables under F.7 Reports, Deliverables, and Outputs?

USAID Answer: Please see question 17.

Question 48: C.5 states that “the contractor must coordinate with USAID funded projects activities in the 10 districts to identify possible areas of collaboration in the areas of nutrition, family planning, HIV/AIDS, education, horticulture, and efforts towards eliminating tropical neglected diseases, as appropriate.” However, C.3.2 includes five regions and three market sheds, not districts.

• Could USAID please provide clarification on the geographic coverage area and sectors in which the contractor must coordinate with other USAID funded projects activities?

USAID Answer: The contractor must coordinate with other USAID funded activities in the area where it implements interventions.

• Can USAID please clarify and advise on if there are specific districts in the regions and market sheds the contractor must work in? If so, can USAID please state them in Section C.3.2?

USAID Answer: See answer to question 15 regarding districts in the regions. Market sheds will be identified during implementation.

• Can USAID also confirm whether the possible areas of collaboration listed in C.5 are applicable to Kilimo Tija?

USAID Answer: Yes, they are.

Question 49: H.18 provides a list of property that will be transferred over to the project upon award from other recently ended projects. For budgeting purposes, can USAID please provide the condition of the equipment listed under H.18? Depending on the condition of this equipment, offerors may determine the equipment needs to be replaced during project implementation. For example, what is the age and mileage of the project vehicles that will be transferred to this project?

USAID Answer: The equipment is in good condition and offerors should not budget for replacement costs though they may budget for maintenance costs.

Question 50: H.7.l states that grants must be closed out six months prior to estimated completion date of contract. Would USAID consider changing the language in Section H.7.1 to say, “All grants must be completed one month prior to the end of the contract.” To allow for flexibility in the last year of programming while still providing time to close out the last remaining grants?”

USAID Answer: This has been revised.

Question 51: Section H.22 (1) (page 53) states that “...Nor may any individual salary or wage, without approval of the Contracting Officer, exceed the employee's current salary or wage, or the highest rate of annual salary or wage received during any full year of the immediately preceding three (3) years.”

We respectfully ask for this requirement to be removed since the new biodata form does not allow contractors to ask candidates about past salary history.

USAID Answer: It will not be removed.

Question 52: Contractors are obliged to comply with local law when paying severance. Would USAID include FAR 52.237-9 under Section K.1 for contractor compliance with local law?

USAID Answer: No

Question 53: Section L.6.1 (c) states, “All graphs and charts must be included in the annexes,” but (c) also states that “A page in the Technical Proposal that contains a table, chart, graph, etc. not otherwise excluded below is included within the stated page limitation for the Technical Proposal.” Can USAID confirm that graphics are allowed in the technical approach?

USAID Answer: They are allowed.

Question 54: L.6.1 (d) (vi) notes a five-page limit for the Management Approach section. Would USAID consider allocating 10 pages to the Management Approach to allow offerors to comprehensively present their management, staffing, MEL, and CLA approaches?

USAID Answer: No

Question 55: L.6.1 (d) (vi) states that Key Personnel CVs in Annex C shall not exceed three pages per position and letters of commitment shall not exceed one page per letter. L.6.2 (iv) states that for each Key Personnel position, offerors must submit a three-page CV, signed letter of commitment, three professional references, and one page position descriptions. Can USAID please allocate a total of six pages for each Key Personnel position as follows: three-page CV, one page letter of commitment, one page for references, and one page job description?

USAID Answer: No

Question 56: L.6.1 (d) (vi) states “The offeror (including all partners of a joint venture) must provide performance information for itself, the contractor teaming arrangements, if any, and each major subcontractor… List in an annex to the technical proposal up to 5 of the most recent and relevant contracts* for efforts similar to the work in the subject proposal.” Can USAID please confirm that offerors may provide five references for the prime contractor as well as five references for any major subcontractor whose proposed cost exceeds 20% of the offeror’s total proposed cost?

USAID Answer: This has been revised. The total number is increased to 10, but it is for the offeror and all major subcontractors in total.

Question 57: L.6.1 (d) (vi) states “List in an annex to the technical proposal up to 5 of the most recent and relevant contracts* for efforts similar to the work in the subject proposal.” Could USAID kindly confirm if offerors and major subcontractors may provide references from cooperative agreements and subcontracts?

USAID Answer: See answer to question 9.

Question 58: L.6.2 (iv) states that the technical approach must detail the technical approach, activities, and tasks that the Offeror will undertake to achieve the stated outcomes, deliverables, and expected results in Sections C and F.6. Can USAID please confirm that we are held to the deliverables under F.7 Reports, Deliverables, and Outputs?

USAID Answer: See answer to question 22.