Answers_to_questions_on_SWIM_RFP.pdf

Answers to questions on SWIM RFP SOL-306-16-000004

General

1. Can we submit Annex C - Organization Chart on 11x17 papers?

Yes

2. Can USAID provide an estimated start date for the program?

Contract start date will approximately be on or about September 2016.

3. Is there any way we can find out who is bidding on this RFP as a prime contractor for the purpose of contacting to inquire about being a subcontractor (C.3)?

No. We are not providing any information on who is bidding for this contract.

4. If we can find out who is bidding on this RFP as a prime contractor, is it permitted to contact them for the purpose of seeing if we can join with them as a subcontractor (C.3)?

We are not providing any information on who is bidding for this contract.

5. Are you able to advise if there is an incumbent contractor for this requirement? If so, could you please provide the incumbent contract number for this opportunity? If not, is this a new requirement?

No incumbent contractor for this requirement. Yes, this is a new requirement.

6. Is there a similar contract that has been approved and worked in the past and if so, can we get a hold of a copy of the winning proposal for informational purposes (B.1)?

No.

7. Can a sub-awardee on this contract be an Afghan company that is already established doing other business but forms a special subdivision consisting of Afghan experts in the areas involved in this contract for the purpose of being a subcontractor on this contract (H.26)?

An Afghan company can be a sub-awardee and the sub’s proposal will be evaluated to determine competency of the sub based on the information provided by them.

8. Will the RFP be available in any other language besides English?

No

9. Is there going to be more information put out about security for companies/individuals working under this contract? I understand why work in the north will begin first but work in the south could be problematic (Helmand & Kandahar provinces). There are 34 provinces in Afghanistan so what provinces will be involved with the work in the north?

No more information will be provided at this time.

10. Will there be a requirement for the posting of a Performance Bond and if so for how much?

This will be determined at later stage during award.

11. Who are the points of contract at the Afghan Ministry of Agriculture, Irrigation and Livestock in regard to this contract?

No point of contact is provided at this stage. Contacts will be provided after award.

12. Are there any liaison personnel from the Afghan Ministry of Agriculture, Irrigation and Livestock working at the USAID office in Kabul?

No.

13. What role, if any, does USAID anticipate the Afghan Media playing in promoting the objectives of the SWIM Program, particularly with respect to raising public awareness and informing the Afghan people about appropriate water and natural resource management?

In SWIM the local Afghan Media could play a role in raising public awareness in water and

NRM.

14. Does USAID desire that the outreach programs focus only on raising public awareness about appropriate water and natural resource management, or should the outreach programs move beyond this basic awareness to drive behavioral change?

For the purpose of sustainability behavior change is required in project-specific areas, e.g. among farmers being trained in land leveling. However, for those activities targeting the general public awareness is the goal.

Section B

1. Would USAID please clarify whether offerors should use the grants under contract budget plug figures listed in the CLIN breakout tables on page 12 of the RFP for budgeting purposes, rather than the plug figures listed in the table on pages 21 and22? The first indicates a plug figure of $4 million in the north with an additional $1.5 million each in the south and west. The second indicates a plug figure of $3 million in the north, with an additional $2 million each in the south and west.

Offerors should use the grants under contract budget listed in the CLIN breakout tables.

The GUC amounts reflected in the CLIN are correct and the ones in the expected Results table on Page 21 and 22 are wrong. See number 1 of RFP amendment #1.

2. Section B.8 states, “the Contractor must propose a fee distribution schedule commensurate with the level of effort required for successful accomplishment of each deliverable” and includes a list of technical deliverables for each geographic area. Section F.4 includes a list of additional required deliverables, which pertain to management and communications documents. Because the deliverables listed in Section F.4 also require a significant level of effort to complete, and to enable the Contractor to recover a minimal amount of fee to cover the cost of doing business, would USAID consider allowing the Contractor to develop a fee distribution schedule that includes both technical and management/reporting deliverables?

Management and reporting deliverables do not have an associated fee.

Section C

1. Would USAID consider allowing offerors to provide a staffing table as an annex to the technical approach or as a non-page counting graphic?

Put the staffing table in annex C along with the organizational chart under annex to the technical proposal section

2. There are numerous inconsistencies between the deliverables table in section B.8 on pages 14-

15, the scope of work on pages 17-20, and the expected results in section C.4 on pages 21-

There are no inconsistencies. The deliverable table (p 14) disaggregates the totals that are listed on page 21 into the base and option phases. The totals are listed on page 21. Pages 14 to 15 are descriptions without targets.

3. Section C.3.1 (RFP p. 18) states that "USAID will complete the initial environmental examination" for planned irrigation structures. Please confirm: does USAID also intend to complete the EA and/or PEA for activities that merit a Positive Determination in accordance with the overall Project IEE (OAPA-15-MAR-AFG-0015)?

Yes, USAID has already completed the IEE. The USAID A&E firm will conduct the necessary

EA.

4. In order to budget for and plan construction interventions, would USAID please provide the time period required for USAID to "complete the initial environmental examination, the survey, and the design of irrigation structures (RFP p. 18)?

The SWIM contractor first performs the diagnostic analysis that identifies specific canals to be rehabilitated. These details are then provided to USAID’s Architecture and Engineering (A&E) contractor for the technical survey, design, and environmental examination. This happens prior to construction. (After construction is completed, quality assessment is performed.) It is USAID’s expectation that the time required will be dependent upon the size of the irrigation canal under rehabilitation and the size of the command area. However, normally this process should take one month or less.

5. The language on the purpose of grants under contracts is inconsistent. Page 20 of the RFP says that “this component [Component 3] includes grants under contract…” However C.3.3.1 (e) implies that grants under contract are to be used specifically for watershed rehabilitation. Please confirm that grants may be used to support activities and expected results across Component 3.

To be clear: sub grants are to be used for watershed rehabilitation only.

6. The dollar value for grants is listed as $3M in the results table for the North and $2M for the South and West. In the deliverable table grants are listed as $4M for the North and $1.5M for the South and West. Please confirm that the grants value should be $3M for the north and $2M for the South and West.

The grant amount for North region is $4 million and West and South regions will get $1.5 each.

See number 1of RFP amendment #1.

7. Section C.4, page 21: In the Expected Results table, the very first entry is the in this matrix, “Conduct feasibility study on rehabilitation of one large scale irrigation scheme,” is listed only for the North region. Can USAID confirm that no such feasibility study will be required for the South and West regions?

Yes, the feasibility study for one large irrigation scheme will be only in the North region.

8. Could USAID please clarify its reference to “Rehabilitation of 15,000 ha of Irrigation Canal in

North Region”? Does this mean that 15,000 hectares of additional land must receive water following our interventions? The hectare is a unit of measurement equivalent to square kilometers and does not adequately record the size of an irrigation canal.

The size of an irrigation canal here refers to the capacity of an irrigation system. The capacity reflects the land area covered by water flowing through that system. Each canal irrigates a specified area of land expressed in hectares. This is referred to as the command area for that canal. Therefore, the 15,000 ha in the North refers to the rehabilitation of 15,000 ha served by a yet-to-be-determined length of rehabilitated canals. For efficiency, short canals that serve large command areas are optimal but not always possible. Therefore, the answer to the first part of the question is NO, the total target for North Region is 30,000 ha but it’s broken down by 15,000 ha segments. “Additional” refers to the second segment.

9. Could USAID please confirm how results are categorized in components?

Refer to Expected Results Table on page 21. Headings for CP refer to Components and SC refers to Subcomponents.

10. Could USAID please provide updated information on World Bank’s On Farm Water

Management Program?

Please see the following link: http://www.worldbank.org/projects/P120398/on-farm-water-management-ofwm?lang=en&tab=overview See number 2 of RFP amendment #1.

11. Section C.4 Expected Results & F.4 Reports and Deliverables; Pages 21-22; 33-34 USAID has outlined in sections C.4 and F.4 required deliverables that were omitted in the fee schedule provided in section B.8 of the RFP. Could USAID please allow the flexibility for offerors to submit an amended fee schedule as follows:

http://www.worldbank.org/projects/P120398/on-farm-water-management-ofwm?lang=en&tab=overview http://www.worldbank.org/projects/P120398/on-farm-water-management-ofwm?lang=en&tab=overview

a. Incorporating the deliverables from Section F such as the Work Plan, Monitoring and Evaluation Plan and the Branding and Marking Plans.

No, as per the earlier question management and reporting deliverables do not have an associated fee.

b. Breaking down the fee schedule for annual deliverable targets.

Yes, contractors can recommend annual deliverable targets

Section F

1. Number of hectares for rehabilitated watersheds in the South is listed as 8,238 in the Deliverable table, and 8,328 in the results table. Please confirm that 8,238 is the correct result for rehabilitated watersheds in the South.

The correct number is 8,328, found in Expected Results Table pages 21-22. See number 3 of RFP amendment #1.

2. Number of hectares for precision land leveling in the West is listed as 2,200 hectares in the Results table and 1,500 hectares in the Deliverable table. Please confirm that 1,500 is the correct number of hectares for precision land leveling in the West.

The correct number is 2,200 ha found on Table pages 21-22. See number 4 of RFP amendment #1.

3. Page 37 of the RFP indicates “The specific locations in the M&E Plan must include how to map and track the type of intervention by component and fund use." Would USAID please clarify the meaning of "specific locations" and provide an example of what should be included in this section?

Specific locations means where specified activities were carried out. For the purposes of monitoring precise geolocation coordinates (accurate for mapping of activities) must be provided for all activities, including canal rehabilitation, farm-level interventions, etc. Ultimately, an observer must be able to locate, on a geospatial-capable map (e.g. Google Earth), the exact location where specified activities took place.

4. Section F. Page 41. Could USAID please confirm that the requirement for the M&E Manager, “managing a compliance component of donor-funded programs with budgets of at least $50 million,” refers to managing Monitoring and Evaluation compliance requirements.

Yes, this is confirmed.

Section H

1. Will all payments under this contract be via electronic payment systems and be between the prime contractor and the subcontractors (H.45)?

Section H.45 discusses the exceptions not to utilize the electronic payment system (EPS).

Contractors are expected to act accordingly if they are not going to use the EPS.

2. Would USAID consider revising the annual salary increase ceiling of 2 percent noted in Section H.20 (d) to allow the Contractor to follow its corporate policies on increases that in some cases may exceed this ceiling?

H.20 (d) is now deleted and replaced with new language in the RFP. See number 5 of RFP amendment #1.

3. Additionally, Section H.20 (d) limits salary increases for any purpose, including increases due to promotions. A promotion generally includes a change in scope and an increase in responsibility.

Particularly among local staff with low starting salaries, a limit to annual salary increase that includes a cap on promotion increase can be a disincentive to take on increased responsibilities.

Would USAID consider removing the inclusion of promotional increases from the language in this section?

See number 5 of RFP amendment #1

4. Section H.20(e) requires offerors to submit a pay scale for short-term consultants that includes level of expertise, responsibilities, and qualifications sought. Our hiring policy is to offer salaries based each consultant’s salary history, which is captured on the Contractor Employee Biographical Data Sheet. Therefore, a pay scale would not accurately represent the range of possible consultant salaries. Would USAID consider modifying this section to require that consultant rates be based on the salary history outlined in the Contractor Employee Biographical Data Sheet only?

H.20 (e) is now deleted and replaced with new language in the RFP. See number 6 of RFP

5. Section H.20(f) requires Contractors to submit a salary scale for all non-US (CCN/TCN) positions. TCN salaries are frequently commensurate with expat salaries, and rarely fit within the CCN salary scale. Further, it is our policy to treat TCNs as expats which includes basing salaries on salary history.

See number 7 of RFP amendment #1.

6. As TCN salaries are frequently commensurate with expat salaries, would USAID consider removing the requirement of providing a salary scale for TCNs?

See response to question #5 above.

7. Section H.27 of the solicitation states that the Contractor is encouraged to identify Afghan organizations to provide subcontract services and implement action to promote USAID’s Afghan First Policy. Is there a minimum subcontracting amount that must be allocated to Afghan subcontractors?

There is no minimum subcontracting amount for Afghan subcontractors.

8. Would USAID please confirm that grants under contract authorizing language will be included in the subsequent award per ADS 302.3.4.13?

The language to authorize grants under contract in now included on page 77 of RFP in Section H, as number H.46. See number 8 of RFP amendment #1.

9. Section H: As there was not a “government property list” included in the RFP, is there a government property list available for use in the preparation of the procurement plan for this program?

USAID at this point could not provide government property list and contractors need to budget for all equipment required to implement the program. However, if contractor is considered for award, we recommend contacting USAID Property department prior to purchase of any non-expendable equipment. USAID may share the list of NXP for contractor considered for award.

Section I

1. Section I.2 Notice Listing Contract Clause by Reference; Pages 80 – 81: Please confirm that the following contract clauses are applicable to the SWIM program as they are in reference to Firm Fixed Price Contracts.

a. 52.243-1 CHANGES—FIXED-PRICE

b. 52.249-2 TERMINATION FOR CONVENIENCE OF THE GOVERNMENT

(FIXED-PRICE)

These are applicable because they have to flow down from the prime to the sub-contractor

2. Section I.4 Page 85:“The contracting officer may release up to 90% of the fee withholds under this contract based on the contractor’s past performance related to the submission and settlement of final indirect cost rate proposals.” Please advise at what point will the contracting officer release the remaining 10% of the fee withheld, for a total of 100%?

The remaining 10% will be released up on acceptance and approval of all the deliverables and submittals under this contract.

Section J

1. Would USAID please confirm whether the RADP-East performance management plan included in Attachment J.7 was the intended reference for Section F.10.2, Performance Monitoring?

This was incorrectly attached. The correct Attachment J.7 is now available as Attachment 1 to Amendment #1 of the RFP. See number 11 of amendment.

2. Can USAID confirm that the Partners Information Form (RFP attachment J.13) may be provided post-award?

Confirmed

3. Can USAID provide instruction on submission of the Contractor Performance Report-short form (RFP attachment J.19)?

Refer to the instruction under Section L, L.5 (5) – Past performance. See number 12 of RFP

Section L

1) The instructions for the cost proposal state that a “detailed Level of Effort (LOE) estimate with a separate line item for each proposed individual…including subcontractors’ LOE, must be provided.” Are offerors only required to report on LOE from Major Subcontractors (as defined on Page 13 of the solicitation)? Or are offerors required to report on LOE for all subcontractors regardless of subcontract value or designation?

Offerors are required to report on LOE for all subcontractors regardless of subcontract value or designation

2) In order to adequately summarize the relevant experience in the resume of each key personnel candidate (limited to three pages), would USAID permit offerors to provide the required references on a fourth page?

Resumes must not exceed three (3) pages in length for the proposed key personnel.

3) May offerors provide a detailed breakdown of costs within the cost proposal spreadsheets in lieu of annexes C and D, listed on page 116?

No, compensation plan and procurement plan for equipment needs to be provided as annex C and D and also needs to be included in the detailed budget.

4) Section L.5, sub-section 5, Past Performance page 120: Can USAID clarify if the information requested under item (a)(2) should be presented in the format specified in the template provided as RFP Attachment J.18?

The information requested under item (a)(2) of Section L.5, sub-section 5, Past Performance should be presented in the format specified in the template provided as RFP Attachment J.18.

See number 13 of RFP amendment 1.

5) Section L.5, sub-section 5, Past Performance: item (d)(3)(B), page 120, requests “a list of the five (5) largest federally awarded contracts or task orders over the last three (3) years for which you submitted subcontract reports to eSRS… and a copy of any similarly recent subcontracting reports if they were not submitted to eSRS.” Can USAID confirm that the contractor should limit copies of subcontracting reports not submitted in eSRS to a total of five (5)? May these reports be provided as an Annex and excluded from the page limitation for the technical proposal?

A total of five reports whether submitted or not and should be submitted as part of Annex A

6) Page 122 of the solicitation states that subcontractors must include the same cost element breakdowns in their budgets as applicable. Please confirm if this requirement only applies to cost-reimbursable subcontracts or if it also applies to fixed price subcontracts?

This applies for cost-reimbursable subcontracts only.

7) Section L.6, page 123: Can USAID provide the latest US Embassy’s local employee compensation plan (LCP) referenced in section L.6?

No. LCP will not be shared.

8) Page 124 of the solicitation states that the subcontract budget must follow the same template and format provided for the Prime. The Prime template and format is based on a Cost-Plus Fixed Fee Completion type contract. If a subcontractor will be issued a Firm Fixed Price Subcontract as defined in FAR 16.202-1, this template does not seem appropriate. Please clarify if this requirement applies to subcontracts issued on a Firm Fixed Price basis.

See response to question #6 above