SOL-442-12-000005_HIV-AIDS Evaluation_MOD 01.DOC

SOL-442-12-000005, HIV/AIDS Evaluation, Modification 1

Q and A SOL-442-12-000005, HIV/AIDS Evaluation

Q1.

Since this project includes the evaluation of activities of USAID/Cambodia’s HIV/AIDS Flagship Project and other elements of PEPFAR/Cambodia portfolio, can USAID confirm that the contractor selected to be the prime contractor of this evaluation project is also eligible to bid on and be selected to implement the HIV/AIDS Flagship Project or bid on and be selected for any other project which this Evaluation Project will be responsible for evaluating.

A1.

The same organization could apply for both the Flagship and Evaluation projects. However, it is the intent of USAID to have different organizations carrying out these projects. USAID hopes to have an objective third party evaluate the activities of the Flagship project.

Q2.

Could USAID confirm that USAID would NOT consider it a conflict of interest for the same contractor to be awarded this Evaluation Project and be awarded the HIV/AIDS Flagship Project or another project being evaluated by this Evaluation Project.

A2. See comment to question 1.

Q3.

According to the CIB 99-17, a possible COI may exist when a firm that evaluates an activity or contractor under contract with USAID wants to provide services that are requested as a result of the evaluation. Will the contractor for this solicitation be performing an evaluation as defined by CIB 99-17? Would USAID clarify whether the contractor would be precluded from bidding on future work that will come out based on the results of the evaluation project?

A3.

Please refer to the exact restrictions placed on the contractor outlined in CIB 99-17.

Q4.

Section C. 4.5 MAJOR TASKS, Task 3 (page 14) Can USAID confirm that NIPH be considered a local partner for this activity.

A4.

USAID/Cambodia can’t fund the government directly. NIPH is part of the government.

Q5.

Given the short 20 business day timeframe for submission and the July 4 holiday, will USAID/Cambodia consider a deadline extension? If not, will USAID allow hard copy submission to take place after the July 25 deadline, so long as the e-copy is submitted on time?

A5.

No, the deadline cannot be extended and the hard copies must be submitted by the due date as specified in the RFP.

Q6.

The section L.8.2. Proposal Structure and Content starting on page 60 of the RFP contains subsections which refer to other sections in the document that don’t exist. For example, Section L.8.2.2 Technical Approach and Understanding refers to Section M.2.1, which is not found in the document. Similarly, L.8.2.3 Management/Staffing Plan and Organizational Structure, Key Personnel, and Mobilization refers to a non-existent Section M.2.2, and L.8.2 4 Program Management, Performance Plan, and Evaluation Methodology refers to a non-existent Section M.2.4. Moreover, Section L.8.2.5 Past Performance refers to a non-existent Section M.2.6, and L.8.2.6 Corporate Experience and Capability refers to a non-existent Section M.2.5. Is there information missing in the document? Please clarify these inconsistencies.

A6.

Apologize for error. Section M.2.1 should read “M.2.A”. Section M.2.2 should read “M.2.B”. Section M.2.4 should read “M.2.D”. Section M.2.6 should read “M.2.E” Q7.

Please confirm the required location (if any) of the Senior Technical Advisor. Pg. 62 notes this person should be “based in the US,” but the evaluation criteria on pg. 73 do not include this same requirement. Are we able to propose the location based on our staffing structure and management approach instead?

A7.

Yes, we have no objection with proposing an organization staffing structure.

Q8.

On p. 63 of the RFP USAID requests that PPRs should be included for the offeror as well as “each major subcontractor (one whose proposed cost exceeds 15% of the offeror’s total proposed cost).” Yet on p. 74 USAID notes that “Each offeror is required to provide past performance references for itself and each proposed sub-applicant”; please confirm that both the offeror and all subcontractors may each submit up to 5 PPRs.

A8. Yes.

a. Please confirm that the offeror and subcontractors can submit relevant grant awards for past performance information that will count toward a maximum of five most recent and relevant projects, and that past performance information is not restricted to contracts only under this RFP.

A8.a.

Yes

b. Section L.8.2.5 on page 63 requires past performance references for subcontractors whose costs exceed 15 percent of the total proposed cost, whereas Section M.2.E. on page 74 requires past performance references for the prime contractor and each proposed sub-applicant. May we provide up to 5 past performance references each for the prime contractor and all proposed subcontractors?

A8.b.

see A8 Q9.

Given the technical rigor and timeframe of the research and evaluation activities to be undertaken by the Project, necessary level of technical expertise and experience of key and senior staff, and the current scarcity of such talent at the local level, would USAID be willing to provide a waiver authorizing qualified, Third Country Nationals (TCN) to receive compensation and benefits in line with their salary history and reflective of the international market rates for such talent and expertise?

A9.

Yes.

Q10.

Other than the documents that are available in the DEC, would USAID make available implementing partners’ reports for USAID-funded HIV/AIDS projects, such as annual progress reports?

A10.

Implementing partner’s reports, such as annual progress reports that are received by USAID/Cambodia are not normally public documents. However, the evaluation project will have access to documents and reports that are necessary to evaluate various projects.

Q11.

Section L.8.2.5 on page 64 instructs offerors to provide the most recent SF 294 “Subcontracting Report for Individual Contracts” for each contract against which they were required to report for the past five years. Given that our SF 294s for the past five years total more than 800 pages and consist of more than 10 electronic files of at least 5 MB each, we respectfully request the option of selecting 10-15 relevant SF 294 forms for USAID’s review.

A11.

Yes. It is acceptable

Q12 Technical Approach: On the top of page 61, under Section L.8.2.2 Technical Approach and Understanding (3) it mentions “Any additional indicator and expected results shall be listed in the Offerors monitoring and evaluation systems . . . . More specific details are listed in Section C.4.5” (on page 12). By indicators in section C.4.5, mentioned, top of page 61, are you referring to the Deliverables?

A12.

Yes, this would be indicators related to the deliverables.

Q13.

The proposal structure outline on page 61 asks for a performance-based monitoring system plan to be included under the Technical Approach and Understanding section. Additionally, the section Program Management, Performance Plan and Evaluation Methodology asks for an M&E program and PMEP as a separate section. Therefore, we are asked to address M&E in two places in the proposal. May we address it only in one dedicated section: Program management, Performance Plan and Evaluation Methodology?

A13.

Yes, you may address it in one section.

Q14.

How is USAID defining ‘impact evaluation” in the context of the RFP?

A14.

Please refer to the USAID Evaluation Policy document that is available at http://www.usaid.gov/evaluation Q15.

Listed as one of TASK 1 deliverables is a “program evaluation of CQI.” On page 13, the RFP states that “…the Contractor must assess the success of this [CQI] approach in assuring delivery of quality services. The Contractor must evaluate whether CQI leads to improved clinical outcomes for HIV-positive patients.” The first task (assess success of approach in assuring delivery of quality services) evaluates CQI performance in delivering quality services, which can be done using the survey tool for clients and survey tool for clinicians suggested by the RFP. The second task of determining whether CQI leads to improved clinical outcomes for HIV-positive patients requires a separate impact evaluation to arrive at a rigorous, evidenced-based conclusion. Could USAID please confirm this understanding?

A15.

The program evaluation of CQI could have two sub-components as mentioned in the RFP.

Q16.

RFP Section L.8.2.3.3 (pp.61-62) requires submission of a mobilization timeline, an activities timeline, and a detailed draft Year 1 work plan. May we annex these materials? Section L.8.2.4 on page 63 provides evaluation criteria for the M&E program and the PMEP. May we annex these materials?

A16. Yes.

Q17.

Section L.8.2 on page 60 and Section M.2 on page 71 contain contradictory instructions for organizing the technical proposal. Please clarify (i) the required order of the technical proposal sections, (ii) what specifically will be scored under each section, and (iii) the point value of each section.

A17. See A6

Q18.

Local Fringe Benefits. Would the Mission please provide an updated Local Compensation Plan/FSN Schedule?

A18.

It was provided on page 68 of the RFP.

Q19.

Level of Effort. On page 22, Section F.5., Instructions for the Level of Effort (LOE) states LOE for each key personnel in “total hours”. Would the Mission clarify the following:

a. Should the label heading read ‘total days’ instead of ‘total hours’. A Key Personnel (full-time) consists of 2,080 hours per year/employee. What is the rationale behind the 4,804; 2,600; 1,300; 460?

A19.a USAID/Cambodia is asking for people with different levels of experiences. It’s not likely that the project will require multiple full-time senior technical advisors but rather, it is expected that individuals will come and go on this project on an as needed basis.

b. This breakdown of LOE does not include the non-professional support (which is referred to on page 63, Section L.8.2.3, Management/Staffing Plan and Organizational Structure, Key Personnel, and Mobilization. Given the limits on key staff, are there additional limits on non-Key Personnel? Please advise.

A19.b No limit on non-key personnel

i. Please clarify whether the number of personnel listed for each category is illustrative or if USAID intends for the project to have 5 long-term technical assistance (expatriate personnel); 2 long-term technical assistance (CCN personnel);

A19.b.i. It is intended to be illustrative.

ii. Section L.9.1 on page 66 specifies LOE for four categories of personnel, of which three categories (totaling 8 positions) are described as “key,” whereas Section F.6 on page 23 requires only three key positions. Please clarify the number of key positions, the LOE required for the key positions, and the other categories of personnel and their associated LOE requirements, if any

A19.b.ii. Three key personnel are required as described on page 23.

c. Are the listed amounts for each fiscal year or the total represents overall (grand) total?

A19.c.

Please give budget by fiscal year.

d. Is USAID requesting that the 3 Expatriate Key Personnel (COP, Director Finance and Admin, Sr. Technical Advisor) all be proposed at 100% LOE and be based in Cambodia? Would it be acceptable to USAID for one of these key personnel positions be based outside of Cambodia with significant time spent in Cambodia?

A19.d.

Yes, that would be considered.

e. Would it be acceptable to USAID for one or two of the 3 Key personnel positions listed on page 23 be proposed at less than 100% LOE as long as the expatriate personnel outlined in line one of the table on page 22 total 4,804 hours over the life of the project?

A19.e.

Yes, it would be acceptable.

f. Section L.9 INSTRUCTIONS FOR THE PREPARATION OF THE COST PROPOSAL (page 66) subsection b states that the LOE of all KEY PERSONNEL is required and the LOE for LTTA (CCN), STTA (Expat/CCN) is illustrative. Can USAID confirm that the KEY PERSONNEL referenced above is for the 3 Key Personnel positions listed on page 23 including the COP, Director Finance and Admin and Sr. Technical Advisor and it is not referring to the 5 Key Personnel positions listed on line 1 of the table on page 22.

A19.f.

Three Key Personnel positions listed on page 23.

g. Can USAID confirm that the maximum LOE for all professional staff proposed on this project is 9,164 over the life of this project. Could USAID further confirm that consultants (international and local) proposed on this project are not included in the 9,164 hours.

A19.g.

Yes, consultants are not included in the 9,164 hours.

h. Under section L.9.1 (b).i, could USAID confirm that LOE for all four categories of personnel – Long Term Technical Assistance (Expatriate), Long Term Technical Assistance (CCN), Long Term Technical Assistance (Expatriate or CCN), and Short Term Technical Assistance (Expat/CCN) – may be adjusted by offerors and be distributed differently over the contract period as long as the total LOE does not exceed 9,164 days?

A19.h.

Yes Q20.

Key Personnel. On page 62, Section L.8.2.3, Management/Staffing Plan and Organizational Structure, Key Personnel, and Mobilization . . . 3. Senior Technical Advisor - - Health Researcher Expert . . . the RFP says that this position is US based. In every other part of the RFP, the RFP does not specify a location or implies a preference for this staff as Cambodia-based. Please confirm if this position is to be U.S.-based or Cambodia based.

A20.

See response in A19.d.

Q21.

Salary issues. On page 68, Section L.9 (ii), it mentions for local staff hired in Cambodia, “No salary may exceed the maximum for the given category”. Would the Mission reconsider this threshold if a proposed candidate may exceed the maximum for the given category based on his/her salary history/academic training, prior USAID Approval on existing program, etc? Can the proposed salary levels for Cambodian staff be used as maximum levels for less than full time work if the candidate’s previous salary history, academic training, etc justify a higher level?

A21.

It is recommended that offerors stay within the salary limits as defined in the RFP.

Q22.

Number of staff. The RFP mentions a total of 8 or 9 key staff in that LOE table, and only 3 key staff in the rest of the RFP. Please clarify.

A22.

The key staff that the CO reserves the right to approve are the three people listed in section F.6 on page 23.

Q23.

Section L.8.2.3 Management Staffing Plan (page 62/63) states that for “Other Personnel” an illustrative roster of other headquarters and in-country program staff and other in-country based experts who are likely to assist with program research activities could be proposed. Could USAID confirm that the “Other Personnel” is referring to the 2 positions listed on line one of the table on page 22 that are not considered the 3 Key Personnel positions (COP, Director of Finance and Admin, and Sr. Technical Advisor).

A23.

Yes.

Q24.

Given that the proposal period is relatively short and coincides with summer holidays for US-based staff and US citizens working in Cambodia, would USAID please consider an extension of the deadline to August 8th, 2012?

A24.

No, sorry but no extension can be granted.

Q25.

Section F, Page 22 and Section L, Page 66-Can USAID please confirm that the required level of effort is number of days and not hours. Please confirm that these estimates are for the life of the project and not per year.

A25.

The required level of effort is number of days.

Q26.

Section F, Page 22 and Section L, Page 66-Can USAID please confirm the required number of key personnel is three (Chief of Party, Director for Finance and Administration and Senior Technical Advisor)? Table on p.22 states five key personnel, but on p.23 it only lists three.

A26.

Three key personnel are required as described on page 23.

Q27.

Can USAID please confirm that its preference is for long term CCN key personnel rather than expatriate long term key personnel?

A27.

Yes, the preference is for long tern Cambodia Country National key personnel.

Q28.

Section F, Page 22 and Section L, Page 66-Will USAID please confirm that LOE provided for staff (expatriate and CCN) other than key personnel can be adjusted by the offerer and distributed differently over the life of the contract.

A28.

Yes.

Q29.

Page 59- Can USAID please confirm that the mobilization timeline and illustrative work plan can be included as an annex?

A29.

Yes.

Q30.

Page 62-Can USAID please confirm that job descriptions are not required for key personnel?

A30.

Job descriptions are required for Key Personnel.

Q31.

Page 6-Can USAID please confirm that the illustrative PMEP can be provided as annex?

A31.

Yes.

Q32.

Section L, Page 63 and 64-Can the offerer include the required past performance elements, such as number three, description of quality awards or certifications or number four, performance in using Small Business (SB) Concerns as a past performance annex.

A32.

Yes.

Q33.

Can USAID please confirm that the executive summary is not included in the 30-page limit for the technical proposal?

A33.

The executive summary is included in the 30-page limit for the technical proposal.

Q34.

Section L.9.2, Page 64-Would USAID please provide guidance on estimated operations costs? Can USAID suggest an illustrative amount or percent of overall funding that will be applied towards the ‘Operation Costs’ described.

A34.

USAID cannot suggest an illustrative amount or percent of overall funding that could be applied towards the “Operation Costs”.

Q35.

Can USAID please comment as to whether those that bid on the USAID HIV/AIDS Flagship RFA are precluded from bidding on the Evaluation RFP? Given that the Evaluation project will do assessments of work carried out by the Flagship project, are those that are awarded the Flagship Cooperative Agreement precluded from also implementing the Evaluation Contract.

A35.

See A1.

Q36.

C.4.5, Task 4, Overall Project Management Plan, p. 15 – this refers to ‘a functioning HIV/AIDS Steering Committee or similar coordination mechanism’. Please clarify if this means no such committee currently exists. If so, who will be responsible for establishing that committee?

A36.

No such committee currently exists. Approval of the committee is the responsibility of USAID/Cambodia.

Q37.

C.4.5, Task 1, p. 12 – this section appears to set out the following sequence: the Evaluation project will identify barriers to service access for MARPs. The Flagship project will then design interventions to reduce those barriers. The Evaluation project will then assess the effectiveness of the designed interventions. Please confirm that this is correct.

A37.

Yes, although these steps could happen concurrently. The Flagship could modify their interventions based on lessons learned from the Evaluation project’s findings.

Q38.

C.4.5, Task 1, Strategic Information, p. 13 – the Evaluation project is to ‘assess entities involved in research design’. Does this mean that NCHADS will expand its mandate to identify research entities, or that the assessment will be done once NCHADS is informed of research being undertaken?

A38.

It is important to have a situational analysis of how development partners can support NCHADS’ research efforts.

Q39.

C.4.5, footnote 4, p. 14 – this refers to ‘the international partner’, a term that does not occur elsewhere. Please confirm that this refers to the contractor awarded the Evaluation contract and not to some third party.

A39.

This refers to the contractor or the prime, not a third party.

Q40.

Page 13, Task 1 Deliverables- For budgeting purposes, can USAID please provide additional detail concerning the geographic coverage, scale, number of participants to be surveyed etc.?

A40.

The contractor should advise on sample size calculations and the costs associated with them.

5. PROJECT NO.

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July 17, 2012

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06-22-2012

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The purpose of this Solicitation modification is to incorporate the questions received and its responses as an integral part of this solicitation.

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Rebecca White

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