Annex_5._Qs_and_As.pdf

ANNEX 5 - QUESTIONS AND ANSWERS

SOL-442-16-000001 Cambodia Malaria Elimination Program

Question 1. On Page 17 paragraph 1 mentions the public-private mix program currently being implemented under the CAP program. Could USAID please elaborate on this for understanding the emphasis and importance of private sector partnership in the project.

Answer: In Cambodia, a significant proportion of the population seeking treatment for fever continues to rely on private providers for malaria services. Particularly in the context of malaria elimination, it will be important to strengthen private sector partnerships to ensure availability of quality assured malaria services and complete reporting. The new draft policy for public-private mix (PPM) developed by National Malaria Program Center or CNM permits registered private providers in Zone 1 areas, i.e. those areas where there is evidence of artemisinin resistance, to conduct diagnostic testing for malaria, but require diagnosed malaria cases to be referred to a village malaria worker or nearby health facility for treatment. Registered private providers in Zone 2 are still allowed to diagnose and treat malaria.

The one exception to this policy is in Sampov Loun, where all registered private providers in this OD can diagnose and provide treatment for malaria, but also are required to report all malaria cases to OD health authorities. OD staff then incorporates malaria data into the malaria information system and conduct case investigations.

The Contractor will be responsible for providing training/refresher training and routine supervision to registered private providers in the targeted ODs and to ensure quality-assured malaria services as allowed by national policy are provided and cases are timely reported and captured in the malaria information system. Logistical support for resupplying private providers with quality-assured ACTs and RDTs from nearby public health facilities will also be required. We anticipate that the PPM policy may change during the project implementation period, which may require some adaptation of the project activities in this area in project Year 2 and onwards.

Question 2. On Page 18 (iii) Program Reach mentions that the implementation will be done in a phased manner along with mention of activities envisage in Year 1 and Year 3. Correspondingly, Page 32 gives indicative LOE for Phase 1, 2 and 3. Can USAID please clarify what is the Phase 1, 2 and 3 classification and what are the activities covered under each of these phases for the project duration of 5 years.

Answer: The project will have two phases, not three: in Phase One, the contractor will pilot elimination activities in Sampov Loun in Battambang province and will also start malaria control and prevention activities in five ODs; in Phase Two, the contractor will expand to 3 additional ODs. The solicitation has been amended to revise the illustrative LOE table in Section F.4 Level of Effort/Workdays Ordered.

Question 3. We understand effective December 24, 2014 - 22 CFR 228 has been replaced with 2 CFR 200.

Is there a reason why the applicable procurement regulation is 22 CFR 228?

Answer: 2 CFR 200 and 2 CFR 700 replaced 22 CFR 226; 22 CFR 228 remains in effect.

Question 4. On Page 8 in section B.7, are Indirect Ceilings required for prime applicant only, or is it also required by major subs?

Answer: Yes, ceilings on indirect cost rates are required for the prime offerors and major sub-contractors.

Question 5. Please confirm biodatas are only required for key and non-key long term personnel.

Answer: Biographical Data Sheet is required for key personnel only; the solicitation has been amended accordingly.

Question 6. In Section L.8 (page 87), the RFP states that Annex F should contain “Past Performance Information (5 pages per organization – prime and majors subs as defined in)”. Page 90 states that Annex F must include “five of the most recent and relevant contracts…” Please clarify. Should the prime and major subs each include five PPRs and keep the presentation to 5 pages for the prime and five pages per sub?

Answer: Yes, this is correct.

Question 7. On Page 87, the RFP states that Annex E – CVs, Letters of Commitment for Key Personnel should be three pages per position. Please clarify. For each position, can the Offeror include a CV up to three pages in length, including the candidate’s references, as well as a one-page letter of commitment?

Answer: No, the submission is limited to two pages per CV and one page for the letter of commitment.

Question 8. In Section L.8 (page 87), the RFP states that the cover page does not count against the 20-page limit. Please confirm that the table of contents and acronyms list also do not count against the page limit.

Answer: Yes, the table of contents and acronyms list also do not count against the page limit; the solicitation has been amended accordingly.

Question 9. In Section L.9 (page 92) – please confirm that personnel policies are required even from offerors who have experience working with USAID.

Answer: If the Offeror does not have prior Federal contracting experience, the Offeror should submit a copy of its personnel policies, especially regarding salary and wage scales, fringe benefits, merit increases, promotions, leave, differentials, travel and per diem regulations, etc. The solicitation has been amended accordingly.

Question 10. Given that USAID asks contractors to cover five to eight ODs under Objective 2, would USAID confirm if the LOE figure in Section F.4 is intended to cover all the envisioned staff including those to be identified and determined in all three phases of the project?

Answer: The estimated LOE stated in F.4 covers all ODs. Please also see the response to Question 2.

Question 11. Section C.3.1 mentions that the latest draft of the Malaria Elimination Action Framework (MEAF) for 2016-2020 is attached in Annex A, however no annex was found in an attachment or annex to the RFP. Would USAID kindly provide the Malaria Elimination Action Framework?

Answer: The draft Malaria Elimination Action Framework (MEAF) for 2016-2020 is attached to this amendment.

Question 12. Section L.9 (b).2 mentions that “the cost proposal will use the following assumptions: a.

Office to be based in Phnom Penh, Cambodia”. In light of USAID’s expectation that Contractors must establish a presence in each operational district, would USAID confirm if it envisions regional offices as well?

Answer: This is not a requirement to establish regional offices; however the Contractor is expected to have dedicated staff in each OD.

Question 13. Consistent with the guidance in FAR 37.113-1 and considering that the anticipated contract will be performed entirely overseas, we respectfully request that USAID include FAR 52.237-9, Waiver of

Limitation on Severance Payments to Foreign Nationals, to prevent conflict with applicable local employment laws.

Answer: The clause 52.237-9 Waiver of Limitation on Severance Payments to Foreign Nationals will not be included because, in accordance with FAR 37.113-2, it can be used when the head of an agency has granted a waiver pursuant to 37.113-1, and no such waiver has been granted.

Question 14. Would USAID kindly confirm the number of references required for each key personnel candidate?

Answer: Three references are required for each key personnel candidate; the solicitation has been amended accordingly.

Question 15. Section L.9(a)12 requests completed and signed biodata forms for each personnel proposed.

Would USAID please clarify if short term technical consultants are considered personnel and therefore require a biodata to be submitted?

Answer: Yes, this is correct.

Question 16. Section L.7(b) of the RFP requests the proposal be submitted in Microsoft Word and Excel.

Because our technical and cost volumes will be composed of dozens of separate sections, annexes, CVs, LOCs, biodatas, and more, will USAID allow the submission of the technical and cost volumes in PDF?

Answer: Offerors must submit the Cover Page, Executive Summary and Program Narrative of technical proposal in Word; Annexes may be submitted in a separate PDF volume. For the Cost Proposals, the budget tables must be in Excel, and other information may be submitted in a separate PDF volume.

Question 17. Section L.6(g) of the RFP states that “Exclusive partnership with subcontractors is discouraged under this RFP.” Can USAID please clarify whether exclusive partnership is only discouraged in relation to local subcontractors, and not in regards to international organizations partnering with offerors on the Cambodia MEP proposal?

Answer: Exclusive partnerships are discouraged for both local and international subcontractors.

Question 18. Can USAID confirm that only the prime offeror needs to submit a small business utilization narrative and references, per Section L 3.4.5?

Answer: Yes, this is correct.

Question 19. Would USAID please clarify if the six page limit allocated for the draft performance monitoring and evaluation plan (Annex B) includes the indicator table?

Answer: No, the page limitation does not include the indicator table.

Question 20. Would USAID please consider making available any public reports produced by the current implementer and/or any stakeholders that will directly impact the implementation of the proposal?

Answer: Public reports produced by the current implementer are available on the project website (www.capmalaria.org). In addition, the MEAF is attached, and Malaria Operations Plans (MOP) for FY15 and FY16 are also publicly available on http://www.pmi.gov/where-we-work/mekong

Question 21. Section M4.3c of the RFP states that the Institutional Capacity section must include “relevant support and technical services to donor funded projects as mentioned in Task 3 of Section C.3.”

Would USAID please confirm that this reference refers to Section C.3.2 “Other Donors and Partners”?

http://www.pmi.gov/where-we-work/mekong

Answer: This refers to the four primary objectives in section C.4.

Question 22. Section H. 15 of RFP states “the contractor is not authorized to …. issue sub-grants to governmental or parastatal.” ADS302 has changed over the last year to allow for solely in-kind grants to government entities. Given the strong focus in the RFP on building government capacity, would USAID consider the use of in-kind, limited scope grant agreements with government entities?

Answer: No.

Question 23. May offerors include a Table of Contents and Acronyms List in the technical proposal submission that does not count towards the overall 20 page limit?

Answer: Please refer to the answer to Question 8 above.

Question 24. May USAID please confirm that offerors are to submit in Annex F five pages of information on five of the most recent and relevant projects for the prime and five pages of information on five of the most recent projects for each subcontractor comprising 15% or more of total budget (pgs. 8790 RFP)?

Answer: Offerors should submit five pages for the prime and five pages for each major subcontractor. The major subcontractor is defined as a subcontractor whose total estimated cost exceeds 25% of the offeror’s total proposed cost (see Amendment 01, p.6).

Question 25. May USAID please confirm that the main project office is to be based in Phnom Penh (pg. 94

RFP)?

Answer: Yes, this is correct.

Question 26. May USAID please provide a full Foreign Service National (FSN) scale so Offerors may comply with the cost requirements laid out in the RFP?

Answer: No, the Summary of the Local Employees Pay Scale provided in attachment J.4 is sufficient.

Question 27. On page 14 of the RFP, it states that the Malaria Elimination Action Framework (MEAF) for 20162020 is included as an annex. May USAID please confirm where offerors may find this draft MEAF for reference?

Answer: Please refer to the answer to Question 11 above.

Question 28. a) The instructions for the cost proposal, L.9., reference a number of summary budgets and detailed budgets for both the prime and each subcontractor. Would USAID please confirm that the following formats are desired:

1) Summary budget that includes both prime and subcontractor costs using attachment L.10

2) Summary budget for only prime costs using attachment L.10

3) Summary budget for each subcontractor using attachment L.10

4) A detailed budget breakdown for the prime

5) A detailed budget breakdown for each subcontractor

6) A summary budget by task for the prime

7) A summary budget by task for each subcontractor

b) If it was USAID's intent to have the cost presented in the above format, would USAID consider allowing offerors to present budgets in the following format:

1) Summary budget that includes both prime and subcontractor costs using attachment L.10

2) A detailed budget breakdown for the prime

3) A detailed budget breakdown for each subcontractor

4) A summary budget by task for the prime and subcontractor

Answer: Offerors must submit their budgets in the format specified in section L.

Question 29. On page 90 of the RFP it states “Include in Annex F to the technical five of the most recent and relevant contracts…”. Will USAID accept Past Performance documents for recent and relevant grants?

Answer: Yes.

Question 30. On page 90 of the RFP it states “Include in Annex F to the technical five of the most recent and relevant contracts…”. Does USAID want five past performance documents total or five from the prime and each major sub?

Answer: Please refer to the answer to Question 6 above.

Question 31. Does USAID have any preference on the number of office(s) and the locations of the office(s)?

Answer: No, USAID does not have a preference on the number of offices and their locations other than the head office to be based in Phnom Penh.

Question 32. Page 94, “Under this RFP, Third Country Nationals (TCNs) do not have waiver authorization for salaries above the local compensation plan and will receive benefits only authorized under the local compensation plan.”

Potential TCNs may exceed the proposed salary threshold since they have been in line with their corresponding LCP, in order to propose the most qualified personnel, would USAID be accepting proposed TCNs with corresponding allowances, provided that they are approved by the Mission Director?

Answer: USAID will consider granting a waiver for TCN compensation on a case-by-case basis in accordance with AIDAR 722.170.

Question 33. Page 92, “copy of the offeror's personnel policies in effect at the time the offer is submitted, especially regarding salary and wage scales, merit increases, promotions, leave, differentials, travel and per diem regulations, fringe benefit, etc.” In the past, USAID has approved IPs personnel policies that have included TCN and their respective salary history, including allowances. Would USAID confirm that potential offerors are allowed to propose TCNs as per their personnel policies (which has been approved by USAID in the past)?

Answer: Potential offerors may propose TCNs, however, compensating TCNs in excess of the local compensation plan (salaries and allowances) will be subject to a waiver approval.

Question 34. On page 17, USAID will require the contractor to work in 5 other target OD. Does USAID have preferred OD? What will be the process for selecting these OD’s? What metrics or budget calculations should the offerors use to determine local costs associated in working in currently unknown OD’s?

Answer: The five other ODs will be selected in consultation with CNM and PMI after the award of the project.

We anticipate that these 5 ODs will be in areas where gaps in coverage or quality may exist. Offerors should estimate local costs associated with working in unknown ODs in accordance with their proposed technical approaches.

Question 35. On page 18, can USAID explain what it means by “The contractor is expected to establish a presence in each OD although consolidation of management functions in regional offices may be used to decrease management costs and improve efficiency”? Does USAID expect project offices to be established in each OD? Can USAID clarify?

Answer: Please refer to the answer to the Question 12 above.

Question 36. On Page 20, The RFP calls for operational research to be conducted but declines to specify any details as to the type of research to be conducted. How are offerors to budget for operational research when it is not clear as to the type and location of the research to be conducted?

Answer: Offerors must use plug figures of $200,000 per year or operational research; the solicitation has been amended to include this plug figure amount.

Question 37. On page 22, the RFP suggests expansion to an additional 3 OD by year three. How should offerors to budget for the 3 additional OD’s?

Answer: For budgeting purposes Offerors should assume that activities in additional 3 ODs will commence 3 months before the end of Year 2.

Question 38. On page 26, the RFP calls for awarding grants to qualified recipients. Does USAID have criteria to determine who is qualified to receive a grant?

Answer: The criteria will have to be established in the Grants Manual in accordance with Section H.15. Grant under Contract.

Question 39. Page 38, USAID lists 4 major deliverables due within 180 days of award. Would USAID consider a more flexible delivery schedule? Project start-up, staff on-boarding and other operational challenges may impact the completion of many of these assessments and strategies. Is there flexibility with respect to scheduling completion dates?

Answer: USAID has extended the due date for deliverable No.9 Sustainability plan and exit strategy; the solicitation has been amended accordingly.

Question 40. In section L.9.a (page 91) point 7, it is written that summary and detail budget breakdowns “by task” are required. Would USAID please confirm it would be sufficient to present the summary and detailed budget breakdowns instead “by objective”?

Answer: Please see the answer to Question 28 above.

Question 41. In section L.9.a (page 91) point 7, it is written that the summary budget and detail budget breakdowns include a detailed description that will specifically reference the page and paragraph of the technical proposal that these costs are associated with.

a. Would it be acceptable to include the page number and paragraph references to the technical in the budget narrative only?

b. Would it be sufficient to include these references to the technical proposal for only the activity costs line items?

Answer: Yes, this will be acceptable; the solicitation has been amended accordingly.

Question 42. Given that this is a contract, and as such a more stringent and binding agreement, how much flexibility will there be to adjust activities and respond to the new Malaria Elimination Action Framework (pending endorsement), as well as financial and programmatic gaps identified during the January 2016 Donor’s Meeting?

Answer: Pending endorsement of the Malaria Elimination Action Framework, we do not envision significant revision to the latest version of the MEAF. Although the RFP is aligned with the key objectives of the MEAF, it is not designed to respond to all activities mentioned in the MEAF. Under this project, we do not expect activities to change significantly over the life of the project. However, the geographic focus may expand and some of the technical interventions may change or be updated (e.g., new treatment policy or a new policy on targeting vector control activities or a new training curriculum or surveillance tool). Core activities such as training, supervision, ensuring availability of commodities, strengthening surveillance systems, etc. are not likely to change.

Question 43. The RFP indicates that the latest draft of the Malaria Elimination Action Framework (MEAF) for 2016-2020 is attached in Annex A. However this document hasn’t been attached with the RFP. We kindly ask that USAID provide this document to the applicants.

Answer: Please refer to the answer to Question 11 above.

Question 44. Is it safe to assume that the Operational Districts (ODs) that will be selected for control and prevention efforts (under Objective 2 of the project) will be among ODs currently categorized under Tier 1 and Tier 2 (of artemisinin resistance).

Answer: According to the MEAF and Cambodia’s malaria elimination goals, ODs will no longer be categorized as Tier 1 or Tier 2 (for artemisinin resistance). Instead, ODs are stratified as elimination-targeted, transitional, burden reduction, or malaria-free. In response to the question, it is reasonable to anticipate that some of these 5 ODs would be previously categorized as Tier 1 areas and some would be in Tier 2.

Question 45. Under Task 2 of Objective 1 (page 19 of the RFP), will the Contractor have the direct responsibility for the distribution of PMI LLINs to targeted populations, and if so, what would be the quantities of LLINs?

Answer: The Contractor will support the distribution of PMI LLINs procured through other sources in the target ODs. Please refer to the approved FY15 and FY16 MOP funding tables (http://www.pmi.gov/where-we-work/mekong) for the specific quantities of LLINs that have been planned. However, there may be instances where the Project may be requested to support the distribution of LLINs procured through Global Fund or other non-PMI sources.

Question 46. Under Task 6 of Objective 1 (page 20 of the RFP), will the Special Working Group for Elimination be established in all districts or just the elimination district(s)?

Answer: It is anticipated that Special Working Groups for Elimination will be established only in elimination-targeted districts. As there should be existing Provincial Working Groups for Malaria in every operational district to support malaria control activities, the Contractor will be expected to engage with these working groups to improve the coordination of malaria activities at OD level.

Question 47. The RFP (under Task 10 of Objective 1, page 21) mentions that at the start of the Project, Sampov Loun OD is expected to already be implementing some parts of the Model Elimination Package.

Would USAID be able to provide any background information on this Package?

Answer: The current implementer, CAP-M, is working to ensure scale-up and coverage of malaria interventions in Sampov Loun (i.e. ensuring universal coverage with LLINs, ensuring rapid diagnosis and prompt treatment of malaria cases at facility level and through village malaria workers, and delivery of tailored BCC for at-risk groups). CAP-M is also focused on strengthening malaria surveillance in Sampov Loun and implementing a case-based malaria case reporting system linked with case investigation (modeled after China’s 1-3-7 approach).

It is anticipated that all existing tools, manuals, SOPs, and documentation of best practices from the current project will be available for the Contractor prior to implementation. Some additional background information may be available on the implementer website (www.capmalaria.org).

Question 48. Under Task 1 of Objective 2 (page 22 of the RFP), what is the expected timeline for the identification of the 5 ODs for situational analysis?

Answer: The contractor shall start consultations with CNM and PMI immediately after award, and it is expected that the 5 ODs will be identified within 120 days after effective award.

Question 49. Is it safe to assume that in addition to the key staff indicated in Section F/F.4, are applicants allowed to propose additional technical and support positions and LOE as deemed critical for the successful project implementation?

Answer: Yes, keeping cost-efficiency in mind, Offerors may propose additional technical and support positions within the total LOE as deemed necessary for successful project implementation in accordance with the proposed technical approach.

Question 50. The Table describing illustrative distribution of LOE for different positions indicates that the number of workdays for key personnel seems to cover the 5-year project period, however the number of workdays for HQ backstopping seems to be quite low. Please kindly clarify if the estimated number of workdays for HQ backstopping is an annual estimate, or is it for the entire 5-year period of the project.

Answer: The illustrative LOE table includes workdays for the 5-year period for all labor categories.

Question 51. Is it anticipated that this project will take over some responsibilities of the CAP-Malaria project in Cambodia?

Answer: Yes, CMEP will take over some of the activities as needed. These activities include (1) elements of the elimination model package that has been piloted in Sampov Loun by CAP Malaria project, i.e. universal Long Lasting Insecticidal Net (LLIN) coverage, early diagnosis with appropriate treatment, follow-up of clinical malaria cases, malaria case reporting, investigation and response by using 1-3-7 approach, building staff capacity and continue a Special Working Group for Elimination, and (2) continuation of malaria control and prevention activities which may have been covered by the CAP M in earlier implementation ODs.

Question 52. In the absence of the designation of ODs (for control and prevention interventions) in the RFP phase. Is it safe to say that the district/regional office(s) will be identified at a later stage, however budgetary provision should be made to cover the operations of these offices?

Answer: Yes, this is correct.

Question 53. Has the CNM had a geographic drug protocol for the elimination area (Sampov Loun)?

Answer: Yes, CNM has recently updated their National Malaria Treatment Guidelines (December 2014), which includes recommended treatment regimens for Sampov Loun.

Question 54. Would USAID consider agreement types other than ‘grants’ that could be more suitable to support alternative support/financing strategies?

Answer: No.

Question 55. Can offerors propose candidates for the key positions that, in the aggregate, bring all required expertise called for in the RFP, but not exactly as currently described under each position?

Answer: No.

Question 56. Could USAID confirm that electronic payments apply to any beneficiary, whether government or non-government?

Answer: Yes, this is correct.

Question 57. Will contractors be responsible for any direct procurement under pilot or operational research activities in support of the CMEP?

Answer: The project will not be responsible for procuring commodities required for implementation of malaria program activities in the targeted ODs.

Question 58. Can USAID provide an estimated project start date?

Answer: We expect the project to start in August 2016.

Question 59. On the LOE/Workdays Ordered table on page 31, F.4, it assumes a 262 working days per year for one fulltime position. Can you USAID clarify if we should be using 260 or 262 working days per year for LOE budgeting purposes?

Answer: Offerors should use 260 days per year; the LOE/Workdays Ordered table in F.4 has been adjusted accordingly.

Question 60. On page 93, 14.d, the RFP references attachment J-5 but there is no J-5 template. Can USAID kindly provide this attachment?

Answer: The solicitation has been amended to remove the reference to Attachment J-5 in 14.d) on page 93.

Question 61. Page 93 (#16) notes that we should use tabs or colored divider sheets to separate each element of subs’ information. As this is an electronic submission, can USAID confirm that we do not need to have tabs/divider sheets?

Answer: The tabs or colored divider sheets are required.

Question 62. Would USAID kindly consider amending requirement 7 in the Instructions for the Preparation of the Cost Proposal on page 91 to allow a costed year 1 work plan in lieu of a budget breakdown by task for the 5 years? Given that year 1 will be conducting situational analysis, conducting a pilot in one operational district, and anticipating results from projects with related scopes that affect planning and strategy in the subsequent years, contractors instead can provide costed annual work plan details for the subsequent years in consultation with USAID, PMI, CNM, and local partners.

Answer: No.

Question 63. Should proposals include a table of contents and does that count towards the 20 page limit for the technical proposal?

Answer: Please refer to the answer to Question 8 above.

Question 64. Is there a limit to the number of past performance references each organization can present?

Answer: Please refer to the answer to Question 6 above.

Question 65. Much of the intended work will take place in collaboration with health providers at central OD and PHD level. Have the rules of engagement with these authorities been discussed so that the project can move forward without undue delays? Rules such as not employing government staff and providing incentives for extra tasks which may be necessary under the RFP need to be clarified.

Answer: The Contractor cannot employ nor provide salary supplements to current Cambodian government staff.

However, the Contractor will be able to support travel costs (including per diem, meals, and accommodation) to Cambodian government staff or village malaria workers who are required to perform these duties for the malaria program. Offerors should use the rates in the approved DSA policy (please see Attachment J.5)

Question 66. It is understood that other donors will supply commodities. The Global Fund will be in place till 2017 who will supply essential commodities such as ACTs RDTs and LLINs after that date?

Answer: We anticipate that Global Fund resources for commodities will be available beyond 2017, although their availability will depend on the outcome of the replenishment discussions that are currently underway. PMI has and will continue to supply commodities to fill gaps not covered by the Global Fund. The gap analysis of commodities is costed annually and is available in the Malaria Operations Plan (MOP) for Cambodia (http://www.pmi.gov/where-we-work/mekong).

Question 67. The RFP has changed from the RFI in that the project is to be implemented in as many as 8 ODs and a presence of the project team is needed in each OD, this will require offices in each OD will this expense be covered? The focus has also changed from an elimination model in one OD to the inclusions of reduction of burden in 5 ODs as well. This will add considerably to the extent and cost of the intervention.

Can USAID clarify the specific funding envisaged for this project within the stated range of $10m-$25m?

Answer: The range of $10-$25 million has been deleted. Offerors should develop their technical and cost proposals based on the LOE stated in section F.4 of the solicitation and the technical approach proposed.