RFP Questions and Answers.pdf

REQUEST FOR PROPOSALS (RFP) - 72062121R00003 -

COMPREHENSIVE CLIENT-CENTERED HEALTH PROGRAM –

HIV AND TUBERCULOSIS (C3HP-HIV&TB) - LOCAL

QUESTIONS AND ANSWERS

General

1. Please confirm that a Table of Contents and Acronyms List may be included in the proposal and is not included in the 25 page limit.

The table of Table of Contents and Acronyms List are not included in the 25-page limit.

2. There is no mention of annexes in the presolicitation. Are there to be any annexes? If yes, please clarify the different annexes to be included and the number of pages allowed for each annex.

The documents to be submitted as Annexes have been specified.

3. Please confirm that the total package of information to be submitted for each of the four (4) key personnel positions includes: position description (1 page), CV (3 pages), description of how candidate experience maps to minimum qualifications of position description (pages not specified), professional references (1 page), and letter of commitment (1 page) and that this entire package is due fourteen (14) days prior to proposal submission due date. Please can USAID confirm that the key personnel sections, including CVs, position descriptions, letters of commitment, and references, are not counted towards the 25 pages limit

The page limit for the key personnel documents are as follows: CV (3 pages), position description (1 page), letter of commitment (1 page), description of how the candidate’s experience maps to the minimum qualification (1 page), and professional references (1 page).

These documents must be submitted two weeks before the due date for submission of proposals.

The page limitations are clarified.

4. Please can USAID confirm that the past performance reference sheet and past performance matrix are not counted towards the 25 pages limit?

The past performance reference sheet and past performance matrix will be submitted 14 days before the due date for submission of proposals and are not counted towards the 25 page limit.

5. Can the MEL plan be submitted as an annex?

Yes, the MEL Plan can be submitted as an annex. This has been specified in the

RFP.

6. Can diagrams and figures be submitted as an annex?

Yes, diagrams and figures can be submitted as an annex. As long as they are clearly marked and referenced.

7. Please confirm that a table of contents and acronym list is NOT included in the 25-page limitation.

Table of contents and acronym list are not included in the 25-page limitation.

8. Can charts, tables, graphics, text boxes be in a different font than Times New Roman as long as they are legible without magnification?

Yes, as long as they are legible without magnification.

9. Is the ERF referenced in H.8(1) required to be submitted with the consent to subcontract?

In accordance with the cited provision, “implementation of sub-contract activities cannot go forward until the Environmental Review Form (ERF) checklist is completed and approved by USAID”. The ERF Form can be submitted anytime, however, a request for consent to subcontract will not be approved without a completed and approved ERF.

10. Section J p. 143 List of Documents, Exhibits, and Other Attachments lists 11 attachments. To allow Offerors ample time to carefully review each of these attachments, would USAID please share them prior to RFP release?

The pre-solicitation was amended to publish section J attachments in www.beta.sam.gov on March 18, 2021.

11. Can USAID clarify the USD threshold for submitting IT procurement approval requests, under clause H.20 on page 79?

There is no threshold for IT procurement approval, provided that the equipment meets the definition of information technology stipulated under section (a) of the provision.

http://www.beta.sam.gov/

12. Could USAID please confirm that the ceiling indirect rates referenced on page 12 will be negotiated upon award? Also, could USAID please confirm that ceiling indirect rates do not apply to small businesses or local organizations?

Yes, the NICRA ceiling rates will be negotiated with the apparently successful offeror prior to award.

13. Can USAID provide further guidance on VAT reimbursement, and in particular, if Offerors should anticipate requests for reimbursement being denied?

Additionally, would USAID please publish attachment J.8 with the final RFP?

All guidance about VAT is provided in section H.27 and Attachment J.8 The pre-solicitation solicitation was amended to publish section J attachments in www.beta.sam.gov on March 18, 2021.

14. Would USAID consider amending the reporting requirement as listed on page 50 to extend annual report due dates to within 60 days after the end of each fiscal year?

No, The due date for submission of the annual report remains 30 calendar days after the end of the USG FY.

15. Will USAID consider adding the following clauses to the Clauses incorporated by Reference in Section I?

o Alternative II to FAR 52.215-2 “Audit Records – Negotiation” to allow non-profits to adhere to 2 CFR 200 Subpart F for audit requirements.

Alternate II of the clause applies to cost-reimbursement contracts with State and local Governments, educational institutions, and other nonprofit organizations,.The clause will be applied to the resulting contract if it is applicable.

o Alternate IV to 52.216-7 “Allowable Cost and Payment” to allow non-profits to adhere to 2 CFR 200 for their cost principles.

Alternate IV of this clause applies to “nonprofit organizations other than an educational institution, a State or local government, or a nonprofit organization exempted under the OMB Uniform Guidance at 2 CFR part 200, appendix VIII”. The clause will be included in the resulting contract if applicable.

o Alternate 1 to FAR 52.232-25 “Prompt Payment” to adjust the clause for the implementation of services.

http://www.beta.sam.gov/

Alternate 1 to FAR 52.232-5 has been added.

Performance Work Statement

16. What is USAID’s planning of national-level SBCC support to the Contractor past the duration of Tulonge Afya i.e. 2022?

There will be a field support mechanism to support national level SBC that were previously implemented by Tulonge Afya.

17. Section C.8 (Pages 37-38): Does USAID intend to prescribe a split (by amount or percentage) between Grants under Contract group A and group B?

No split is intended. Offerors should propose GUCs consistent with their technical approach.

18. Section C.9 (Page 38): Does USAID have budget guidance (in terms of percentage) of a set-aside amount for these Global Health Crisis response interventions ?

There is no set-aside for the Global Health Crisis Response intervention. Should there be a crisis for which the Contractor is required to provide intervention, it will be handled in accordance with the changes clause at FAR Part 52.243-2.

19. Section C.10 (Page 39) and Section H.8 Environmental Compliance (Pages 68-

69). Does USAID require the contractor to budget illustrative activities?

Environmental costs should not be illustrative. As stipulated in the RFP, environmental compliance costs should not be made a separate line item, but should be integrated throughout the budget. However, Offerors are required to provide a separate Excel worksheet that summarizes all anticipated environmental compliance costs.

20. Recognizing the importance of social behavior change (SBC) to C3HP and the need to build off previous USAID investments, it would be important for Offerors to understand current USAID SBC approaches in Tanzania. To ensure fair competition for all Offerors, could USAID kindly provide access to all Tulonge Afya SBC toolkits as an attachment to the RFP?

Please find all SBC toolkits on this link:

https://drive.google.com/drive/folders/1Q6m_UFhdVIqYhtRRttqkxoomVlbUI_J V?usp=sharing

Note: Please download and save the files, the link will expire in 30 days from April 23, 2021.

https://drive.google.com/drive/folders/1Q6m_UFhdVIqYhtRRttqkxoomVlbUI_JV?usp=sharing https://drive.google.com/drive/folders/1Q6m_UFhdVIqYhtRRttqkxoomVlbUI_JV?usp=sharing

21. Will USAID provide illustrative PY1 targets?

COP20 target sheet is attached. This can be used until approved COP21 targets are received.

22. RFP states that submissions may include numerous Grants under Contract to provide behavior change communication services at the community level (Category B). Can USAID clarify the GUCs mechanism may be used for local partners who are implementing significant portions of the scope of work?

In accordance with Section L.2(c)(9) and L.10.A4(d) Offerors may propose other subcontract alternatives to GUCs, if they believe the alternative mechanism would better lead to activity results.

23. Page 26 - With consideration to Section 1.13. Salary Supplementation with Host

Government Employees, please provide guidance on what “additional incentives” are the norm, and how the Contractor is expected to directly co-manage and support health care workers in coordination with the HRH award manager?

HCWs are expected to be compensated for overtime work and reimbursed transport costs incurred during implementing project activities.

USAID HRH award will work closely with the C3HP HIV&TB award to identify additional HRH needs for the project and deploy them on behalf of the project.

Payment for work performed outside of normal working hours are not considered salary supplements.

24. Page 32 - Can USAID clarify what are the eligible community structures that can be counted toward the 70% of community structures in the performance standard?

Community structures include Village health committees, PLHIV clusters, and CSOs at council level.

25. The RFP indicates that an external performance evaluation will be conducted at least once during the life of the activity, in approximately the third year of implementation. Is the contractor expected to include this activity in the contract budget?

No, The external evaluation will be conducted by USAID.

26. Further, page 21 notes that separate FP funds will be used beyond HIV integration. Would USAID please provide more guidance as to the size and/or scale of the intended allocation of FP funds?

FP funds will be used for FP outreach services, training of HCWs, supportive supervision and development of tools for FP services. The amount expected is $1m per year (see section L.15).

27. XXXX recognizes that the C3HP-HIV&TB RFP targets public/FBO facilities.

Would USAID consider expanding coverage to include private health facilities to maximize case finding to go the last mile as Tanzania approaches epidemic control?and USAID kindly provides additional information regarding the expected timing, parameters, and/or expected outcomes of the baseline study?

USAID does not intend to work with the private sector using this mechanism given the business model of the private facilities. USAID will look into a separate mechanism to support the private sector. Baseline evaluation is removed as data from mid-term evaluation will be used as baseline data.

28. Regarding the CLM implementation model, can USAID confirm if Offerors will be expected to collaborate with identified local CSOs under a separate grant to implement CLM, or whether it is expected to be fully designed and facilitated under this anticipated contract given the Performance Standard listed on page 32 (“Number of councils with community led monitoring systems”).

Community led monitoring is expected to be integrated within the contract for increased quality of service and community ownership of the project.

Sections L & M

Technical:

29. One of the requirements listed under the Deputy Chief of Party position is “Demonstrated experience in program financial oversight including sub grant management.” This is also listed as a requirement under the DFA. Is it intentional to have it as a requirement for the DCOP?

Yes, the DCOP should also have demonstrated experience in program financial oversight and sub grant management.

30. Will an environmental mitigation and monitoring plan be required as part of the proposal submission, or developed upon award?

The Environmental Monitoring and Mitigation Plan (EMMP) is not required as part of the proposal submission. The EMMP is a reporting requirement which the Contract must submit with the work plan 90 days after award. See Section F.4 -

REPORTS, DELIVERABLES, AND OUTPUTS

31. Under L.11 Supporting Documents, please confirm if the following documents are compulsory or optional:

o Biographical Data Sheets/Local Compensation Plan o Compensation Plan o Policies and Procedures o Letters of Commitment (subcontractors) o Joint Venture Information o Evidence of Responsibility o Information to support consent to subcontractors o Information concerning workday, workweek, and paid absences

Offerors must submit all the listed documents.

32. Can PPRs be developed for relevant work under a USAID cooperative agreement?

Yes, PPRs can be developed for relevant size and scope of work under a USAID Cooperative Agreement.

33. How many PPRs should be submitted in all? The presol (page 178) says three for prime but how many do you want to see for any subcontractor whose scope of work is at least 20% of the budget?

Offerors must submit two (2) PPRs for each major subcontractor. This has been specified in the section L.

34. Factor 3 on Pg. 177 of the solicitation states that the Offeror should clearly describe past successful implementation of HIV/TB activities. Examples of successful partnerships with host governments should also be highlighted….and if the activity included collaboration with other related activities. Do you want us to include a separate summary of this as part of the narrative or is provision of relevant PPRs sufficient.

The information can be provided in any of the sections where it best fits.

35. There is no mention in the presol to include a discussion of partner capabilities, relevant work experience, and roles and responsibilities under the proposed award. Is this to be included in the technical narrative?

This information may be included under the executive summary and/or under any of the sections where it best fits.

36. On Page 178, the pre-sol mentions development of a narrative re: use of small business concerns. Is this to be included as part of the narrative or as a separate annex?

The narrative summary should be in the technical proposal and the supplementary information and references placed as an Annex. This has been specified.

37. The Presol lists several indicators of performance evaluation. On Pg. 177, it mentions that a proposed MEL plan is to be included. Does that mean as part of the narrative or as a separate annex?

The MEL plan will be included as an annex.

38. Is discussion of a Theory of Change to be included in the narrative technical or can it be placed in an annex?

May be included in the technical narrative.

39. Do you expect to see a graphic of the Theory of Change in the narrative or can it be placed in an annex?

May be included in the technical narrative.

40. There is no mention of a management and staffing plan in the presol. Do you want us to address in the narrative, in a stand-alone annex, or in both locations?

Management and staffing plan is not required for technical evaluation

41. Do you want to see an organizational chart in the narrative or in a stand-alone annex?

An organizational chart is not required for technical evaluation. However, offerors are required to provide it as a supporting documentation.

42. Please provide a standard definition and age range for “youth.

Youth is any Tanzanian male or female from the age of 15years to 35 years.

43. Are hot links allowed?

Hot links will not be allowed in proposals submission. No information linked to a hot link will be evaluated.

44. Would USAID please consider the inclusion of Annexes (such as Organizational Chart, Management Plan) in addition to the 25 pages within the Technical Narrative.

Annexes are included in addition to the narrative. And do not count towards the 25 page limit.

45. Will USAID be asking for details on the contractor’s management plan in an annex?

Management plan is not required for technical evaluation.

46. Please confirm that USAID would like a narrative summary of the PPRs and KP CVs in the 25-page technical proposal.

The narrative summary of the PPRs can be provided in the proposal. However, the CVs and other required supporting documents will be submitted 14 days prior to the due date for submission of proposals.

47. Section L.10.4(g) (Page 183), The RFP establishes the following “…Additionally, Offerors must identify each subcontractor's effort concerning Section C”. Does this relationship need to be established based on cost, Level of effort, or technical scope of work?

Based on the work to be performed.

48. Section L.9 p. 178 Instructions for the Preparation of the Technical Proposal states that past performance will be evaluated based on Offerors’ performance on contracts for efforts of similar work. Would USAID please confirm that Offerors can also submit information on past performance on cooperative agreements of similar scope?

Yes, Offerors can submit information on past performance on cooperative agreements of similar size and scope.

49. Section L.9 p. 176 Instructions for Preparation states those items excluded from the 25-page limitation. To facilitate the smooth early submission of past performance references and matrices, would USAID please confirm they are also excluded from the 25-page technical volume limitation?

Yes, the documents to be submitted prior to the due date for submission of proposals are excluded from the 25-page technical volume limitation.

50. Section L.9, Factor 3 and 4 (page 177-179) of the RFP requires submission of past performance information as well as Key Personnel information 14 days prior to the due for submission of proposals. Can USAID confirm this is required prior to the proposal due date?

The past performance and key personnel information are required 14 days prior to the due date for submission of proposals.

51. Will external factors, such as COVID-19 pandemic factors, be factored into the assessment of performance-based payments and fixed fees?

External factors will not be factored into assessment of performance-based payments and fixed fees. Offeror/Contractor will be expected to meet the target to receive the performance-based payment.

52. Page 177 states the Offeror must include a plan and timeline for a baseline study and a proposed draft MEL plan that highlights how lessons learned and emerging evidence will be used to continuously improve activity performance. Can USAID confirm that Offerors should submit a draft MEL plan as an annex in response to the live RFP, and that it will not be included in the 25-page limit? Further, can USAID confirm if a PMP/indicator matrix is required, in response to the live RFP and if it is acceptable to be put in the MEL plan as an annex?

Yes, MEL plans can be submitted as an annex.

53. Please confirm that Offerors are not required to submit a draft performance-based payment schedule with their proposal and that it will be negotiated upon award as indicated on page 189?

Offerors are required to submit a draft performance-based payment schedule with their proposal. USAID will negotiate the schedule with the apparently successful offeror to agree on a final schedule that will be inserted into the award.

54. For past performance requirement (a) on page 178 of the RFP, can USAID confirm Offerors may provide information for the three most recent and relevant contracts, cooperative agreements, and/or grants for efforts similar to the work in the subject proposal? Further, can USAID clarify if there is a page limitation for PPRs?

Yes, cooperative agreement and/or grants of similar size and scope of work can be used.

The information will be entered in the Past Performance template and matrix provided in section J.

55. Regarding the list of components to be included in the technical application on page 176, it is noted that Offerors must submit PPRs, CVs, position descriptions and LOCs from Key Personnel 14 days prior to the proposal due date. Can USAID advise if Offerors should resubmit these items with their technical application as annexes, and confirm that they will not count against the 25-page limit?

No, Offerors should not resubmit these items with their technical proposals as annexes, these documents are to be submitted 14 days prior to the due date for submission of proposals.

56. Further, the requirements for Key Personnel state that only external references are allowable (page 179). XXXX respectfully requests USAID to reconsider inclusion of both internal and external references to account for staff longevity and provision of the most appropriate feedback.

USAID will only accept performance feedback from external references.

57. In addition to the list of technical application annexes on page 176, we request that USAID kindly consider adding a workplan and organizational chart as required annexes.

A workplan and organizational chart are not part of technical evaluation.

However, organizational chart is to be submitted as a supporting document.

58. Will USAID consider allowing Offerors to include letters of support for proposed collaborations that will take place during the project period?

Letters of support are not required.

59. Per the instructions on page 192, please confirm that Offerors will be expected to submit a draft QASP shall be submitted during the competitive range negotiation?

Yes, only Offerors in the competitive range will be required to submit a draft

QASP.

Cost:

60. What equipment is anticipated to be available to the selected contractor?

The list of equipment available from the predecessor award as provided in Section J of the RFP will be shared with Offerors.

61. Section L.10.4(e) (Page 183), The RFP indicates that all trips should indicate:

“The origin and destination, the purpose for each proposed trip”. For domestic trips (inside Tanzania), would the mission accept, identifiable travel pools per city pair (Dar es Salaam-Dodoma-Dar es Salaam, and vice versa, Dodoma-Dar es Salaam-Dodoma) as one route?

For the purpose of budgeting for airfare, round trip fares are required for both international and local/domestic travels. However, for the purpose of the prior approval requirement for international travels per AIDAR752.7032, Offerors are required to provide specific information in their budget narrative to include name of the traveler, purpose of the trip, origin/destination (and intervening stops), and dates of travel, for CO’s review and prior approval. Offerors are required to provide the aforementioned information for trips that they are certain will happen during implementation. This would take away the burden of requesting CO’s prior approval for those trips.

62. 8. Section L.10 p. 180 Cost Proposal, Summary Worksheets states that cells that contain budget figures should be formatted as numbers or currency, with no decimal places. Is it permissible to have unit prices for items, such as medical supplies, that may cost less than $1, with decimals to allow for more accurate pricing, with the understanding that the total cost/amount would not have any decimals?

Yes, that’s fine.

63. Can a contractor or subcontractor that is a nonprofit therefore subject to the cost principles in 2 CFR 200 Subpart E, apply the 10% de minimis rate in accordance with 2 CFR 200.414(f) which would allow the contractor or subcontractor to consistently apply the rate to all Federal awards per the requirements of the regulation?

A non-profit contractor or subcontractor that does not have a NICRA may elect to apply the de minimis indirect cost rate in accordance with 2 CFR 200 Subpart E.

64. Please confirm that biographical data sheets are only required for key personnel.

Biographical data sheets must be submitted for all individuals to be sent outside of the United State including contractor employees and consultants and also for key personnel.

65. Please confirm that the apparently successful Offeror will submit the branding and marking plan during contract negotiations.

As specified in section L.13, Offerors in the competitive range must submit a draft branding implementation and marking plan that responds to the branding strategy outlined in Section D of this RFP.

66. For the Illustrative Performance-Based Payment Schedule, does USAID provide the full amount if the expected amounts are met, or is it scaled? For example, if the company meets 80% of the expected outcomes, does it give us 80% of that amount?

For the Illustrative Performance-Based Payment Schedule, USAID will provide the full amount, if the expected target/outcome is fully met. There is no intent to scale the payment, if expected targets outcomes are not fully met.

67. Section L.6 indicates that if an Offeror represents in paragraph (d)(2) of the provision at FAR 52.204-24 that it “does” use covered equipment or services that this will mean the Offeror is seeking a waiver to the requirements of Section 889.

However, per Section H.32, the Foreign Assistance Waiver USAID received from DNI will be incorporated into the contract if the Offeror requires a waiver. Can USAID please confirm that no additional waiver per the requirements of L.6 is required and Offerors can rely on the aforementioned waiver from DNI?

The offeror may rely on the Section 889 Foreign Assistance Waiver USAID received from the Director of National Intelligence (DNI), which expires on

September 30, 2022 regarding Certain Telecommunications and Video Surveillance Services or Equipment Only. Please read H.32, it has steps the Offerors/Contractor has to follow, to include certification if no longer using covered technology, and/or obtaining a waiver by March 31, 2022.

If the Offeror has any other covered technology which is not covered by the DNI approved USAID waiver, then an additional waiver will be required.

Relying on the DNI approved USAID waiver does not remove the Offeror/Contractors responsibility to respond fully to the requirements of L.6 of the RFP.

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