Amendment 1 - Q and A for CBP - SOL-OAA-12-000065.pdf

CHILD BLINDNESS PROGRAM

REQUEST FOR PROPOSALS (RFP)

RFP NUMBER: SOL-OAA-12-000065

AMENDMENT #1

SOL-OAA-12-000065 is hereby amended to incorporate changes as noted in the text of the RFP in yellow highlight on the following pages. These changes correspond to the answers provided to the submitted questions and to the document entitled “Questions and

Answers: August 1, 2012” detailing the full list of questions and answers.

Note: The due date for submission of applications has been changed.

Points of Contact:

Ms. Deidre L. Jackson and Ms. Stella Alexander-Sergeeff

E-mail: cbp@usaid.gov mailto:cbp@usaid.gov

Comments:

1. The due date for proposals has been changed from August 7, 2012 to August 14, 2012.

2. Some questions, that were submitted, are not addressed in this Amendment; but shall be address in Amendment #2.

3. Amendment #2 will also contain revisions to the RFP. Please check www.fbo.gov on a daily basis for a posting of Amendment #2 http://www.fbo.gov/

Questions and Answers: SOL-OAA-12-000065

Child Blindness Program

Corresponding to Amendment #1

1. Question: On p.1, the RFP requests that the validity of the proposal be extended through

December 28, 2012. On p. 79, the RFP asks for the proposal validity to be extended through September 30, 2012. Would USAID please clarify which date the proposal should be extended through?

Answer: The period of validity has been changed throughout the RFP to now state

December 28, 2012.

2. Question: Would USAID please confirm that the following annexes will be evaluated:

Annex 1 - Sample Grants Under Contracts Management Plan

Annex 2 - Resume, references, and signed commitment letter for Proposed CBP Program

Manager

Annex 3 - Resume, references, and signed commitment letter for Proposed Grants

Specialist

Annex 4 - Organizational Chart

Annex 5 - Labor Distribution Chart for Prime and Major Subcontractors

Annex 6 - Past Performance Short Forms

Annex 7 - Illustrative M&E Plan

Annex 8 - Biographical Statement for Other Personnel

Answer: Yes, the aforementioned Annexes will be evaluated. Please note, the list on page 85 of the RFP will be revised to include Annex 7 and Annex 8 as highlighted below.

Annex 1 - Sample Grants Under Contracts Management Plan

Annex 2 - Resume, references, and signed commitment letter for Proposed CBP Program

Manager

Annex 3 - Resume, references, and signed commitment letter for Proposed Grants

Specialist

Annex 4 - Organizational Chart

Annex 5 - Labor Distribution Chart for Prime and Major Subcontractors

Annex 6 - Past Performance Short Forms

Annex 7 - Illustrative M&E Plan

Annex 8 - Biographical Statement for Other Personnel

3. Question: Given the fact that this is an 8(a) set aside, would USAID consider removing the requirement for indirect ceilings? It is particularly important for small businesses to be able to charge their actual cost of doing business.

Answer: No, USAID will not remove the requirement for indirect ceiling rates. Each

Offeror is expected to utilize an indirect rate in its submitted proposals.

Offerors, with an established USAID Negotiated Indirect Cost Rate Agreement

(NICRA) or another Federal Government agency‟s indirect rate agreement, must submit a copy of the NICRA form and incorporate the approved rates into their proposal. Offerors, who do not have an established Government indirect rate agreement, must provide narrative and formulaic information that explains how their indirect rates were calculated. USAID reserves the right to require additional financial information at any time during and after the competition process in order to determine an appropriate NICRA rate.

See Section L.10(b), note 7 for additional information.

4. Question: Page 88, Instructions for the Preparation of the Technical Proposal, L.9, 7) Past

Performance Annex - states that, "As an annex, please complete past performance information form (Attachment 7) for three (3) past performance references which describe any contracts, grants, or cooperative agreements which the offeror, as well as any substantive (providing 20% or more of work) sub-contractors, has implemented involving similar or related work over the past three years." Does this statement require 3 past performance references from each Offeror, and 3 from each of the sub-contractors and/or does it limit the submission to only 3 total

PPRs per proposal?

Answer: This RFP requires no less than three (3), and no more than five (5), past performance references supporting the work of the Offeror. In addition, the

Offeror must submit no less than three (3), and no more than five (5), past performance references for each substantive sub-contractor (providing 20% or more of work) discussed in the technical proposal.

5. Question: Would USAID confirm that the email address for the electronic submission will be set up to provide read receipts to Offerors?

Answer: Yes, the email address for the electronic submission cbp@usaid.gov is set up to provide read receipts to Offerors.

mailto:cbp@usaid.gov

6. Question: Section L.10 Instructions for the Preparation of the Cost/Price Proposal (Note 8) states Offerors shall submit AID Form 1420-17 http://www.usaid.gov/forms -

Contractor Employee Biographical Data Sheets for the candidates representing the levels of each proposed staff. The biodata sheets provided must be a representation of the prime and/or subcontractor employees. Is AID form 1420-17 needed for each subcontractor?

Answer: Yes, AID Form 1420-17 shall be provided for all named staff identified in both the Offeror‟s and subcontractor‟s cost proposals. However, please note, USAID reserves the right to request additional information, regarding Key Personnel, when needed.

7. Question: On the Solicitation Cover Sheet, Offerors should take into account the expected delivery time required by the proposal transmission method they choose, and they are responsible to ensure that proposals are received by USAID by the due date and time specified in Section L.12. Section L ends at L.11, please provide

Section L.12, if necessary.

Answer: Reference to Section L.12 is a typographical error and has been corrected.

Offerors are responsible to ensure that proposals are received at USAID by the due date and time as specified in Section L.8.

8. Question: Must the key staff under this RFP be full time assigned to the program? Or can the applicants promote cost-efficiency by proposing part-time employees or consultants?

Answer: The Offeror shall determine the level of effort for all staff members that they believe will be appropriate for the successful implementation of the contract.

9. Question: This initiative is directed towards a single 8(a) eligible firm. If this firm uses subgrantees or subcontractors as part of the bid, can their prior performance be counted by the selection panel?

Answer: No, the past performance of the subgrantee or subcontractor is not reflective of the work performed by the Offeror; therefore the Offeror must submit its own past performance information; as well as past performance information for all subcontractors listed in the proposal.

See response for Question #4 for additional information.

10. Question: Annexes: On page 85, Section L.9, L (vi), it states, “Annex 6 – Past Performance

Short Forms (Please submit between 3 – 5 completed short forms). Is this the total number required when combining Past Performance Short forms of all partners on a consortium or should the prime 8a Offeror submit up to 5 with each subcontractor also providing between 3 – 5 forms each? Please clarify.

Answer: Please see response for Question #4.

11. Question: Does $100,000 grant requirement apply to U.S. organization with local overseas‟ affiliate(s)?

Answer: According to ADS 302.3.4.8 Grants under Contracts (GUCs), “The total value of an individual grant to a U.S. organization must not exceed $100,000. This limitation does not apply to grant awards to non-U.S. organizations. However, when determining an Offeror‟s “local entity” status, USAID will refer to ADS

303.3.6.6(b)(2), for guidance. It is the Offeror‟s responsibility to ensure their organization is in compliance with the Agency‟s definition of “local” organization.

12. Question: Does this requirement apply to a U.S. Organization being awarded one grant in the amount of $100,000 and also being eligible to apply for another/different grant for $100,000 (or below), and so on? “Grants - Cumulative Total Amount” can be greater than $100,000, but “Grant - Individual Total Award” can only be

$100,000 (or less). Please clarify.

Answer: Per ADS 302.3.4.8 Grants under Contracts (GUCs) each individual grant awarded to U.S. organizations cannot exceed $100,000.00. There is no additional restriction regarding the number of grants an organization can apply for over the lifespan of the Child Blindness Program (CBP) contract.

13. Question: For the CBP workshops, will the contractor pay for grantees lodging, travel and per diem or will this be paid by grantees via their grant funds.

Answer: It is a contractual responsibility of the Contractor to coordinate and host the CBP

Capacity Building Workshops/Partner Meetings; as is discussed throughout the

RFP, and in section C.3.4.4: Convene CBP Capacity Building

Workshops/Partners Meetings, in particular. Therefore, it is the Contractor‟s responsibility to pay for grantees‟ lodging, travel and per diem.

14. Question: Salaries during Travel. On page 42, Section H.4.b., it states, “Salaries and wages paid while in travel status will not be reimbursed for a travel period greater than the time required for travel by the most direct and expeditious air route.” For example, if connecting flights present the cheaper alternative to a direct flight, would the traveler only be reimbursed for the duration of the direct flight? Please clarify.

Answer: Section “H.4(b) Salaries During Travel” has been deleted from the RFP in its entirety. It has been replaced by Section H4(b) “Contractor‟s Staff Support and

Administrative and Logistics Arrangements”, which states the following:

“H.4(b) Contractor’s Staff Support and Administrative and Logistics

Arrangements

The Contractor shall be responsible for all administrative support and logistics required to fulfill the requirements of this contract. These shall include all travel arrangements, appointment scheduling, secretarial services, report preparations services, printing, and duplicating.”

All other sub-sections under Section H.4, H4(a), 4(c), 4(d) and 4(e), remain unchanged.

15. Question: Defense Base Act (DBA) Insurance. On page 43, Section H.5.a., it states, “AWAC Allied World Assurance Company is the only insurance underwriter authorized to write DBA insurance under USAID contracts as of March 1, 2010.”

Is the Contractor required to obtain DBA insurance? If so, what is the estimated cost?

Answer: Refer to AIDAR 752.228-3 for guidance as well as page 43, Section H of the

RFP. It is the Offeror‟s responsibility to determine the most programmatic and cost effective way to incorporate this item into their project.

16. Question: Medical Evacuation (MEDEVAC) Services. On page 44, Section H.6.a, it states, “Contractors must provide MEDEVAC services coverage to all U.S. citizens, U.S. resident alien, and Third Country National employees and their authorized dependents while overseas under a USAID-financed direct contract.” Can USAID provide an estimate of the costs and frequency of MEDEVAC services?

Answer: The Offeror is responsible for the determination of its internal policies regarding which company to use for its Medical Evaluation (MEDEVAC) Insurance services.

17. Question: If partnering with a subcontractor, will the past performance of the prime and subcontractor be weighted as a whole or separately?

Answer: The past performance records of both the Prime and the Sub-contractor(s) are individually reviewed.

18. Question: Would USAID consider extending the proposal due date past August 7, 2012?

Answer: The CBP proposal due date has been extended from August 7, 2012 to August 14, 2012.

19. Question: Who managed the previous Child Blindness projects? Are they allowed to bid on this Solicitation?

Answer: See Section C.2.1 for details on the history of the Child Blindness Program.

Any organization that is Eligibility criteria are highlighted on page 1 of the RFP.

20. Question: Instructions for the Preparation of the Technical Proposal, L.9, L, i)

Annex 1, Sample GUC Management Plan - Please confirm that USAID would like a narrative description of how the grants will be managed and by whom? See

Answer: Please note that L.9, L, i) Annex 1, Sample GUC Management Plan has been renamed “Overview of GUCs Manual and expected contents - (5 pages maximum)”.

This annex should briefly describe how the Offeror plans to address each of the key components of the GUCs manual. USAID would like a narrative that describes each of the key components of the GUCs manual and how these components will be developed. The Key Components of the GUCs manual should include, no less than the following grant cycles:

1. Conceptualization (calendar of anticipated grant cycles)

2. Solicitation

3. Selection and Screening

4. Award

5. Grant Approval

6. Administration

7. Close Out

8. Record Retention

9. Conflict of Interest

21. Question: Instructions for the Preparation of the Technical Proposal, 3) Technical

Approach to Activity Scope of Work - states that "The Contractor must submit an illustrative Proposed Plan for GUCs Process." Could you please provide guidance on what should be included in the "proposed plan"?

Answer: Please see response for Question #20

22. Question: Instructions for the Preparation of the Cost/Price Proposal, L.10b) Part 2 -

Proposed 5 Year Costs/Prices - states that, "Plug numbers have been included for the Consultant, Travel/Transportation/Per Diem and Other Direct Costs

Assignments line items." Only plug numbers for Grants have been provided. Are there plug numbers for the other categories and if so, could you please provide them?

Answer: No; there are no other plug numbers.

23. Question: Is there an estimate of the number of grants or grantees that should be awarded per cycle/year?

Answer: Depending on the availability of funds, one cycle of grants could award anywhere from 6 to 12 maximum grants. USAID expects there will be no more than one grant cycle per year.

24. Question: Is there an estimate of the total number of grant cycles that should be included in the program?

Answer: Not to exceed four cycles in the 5 year project, depending on availability of funds and cycle timelines.

25. Question: Section C.3.2 Establish and Manage Grant Solicitation Process(es) for the

CBP – Overview of Task - It is understood that “multiple” grant competitions and cycles will be held over the course of the life of the Contract.

a) Will the government provide historical data on how many cycles have processed on an annual basis for the past 5 years?

Answer: There have been 5 cycles in the past 5 years.

b) For estimating purposes, how many cycles should be anticipated annually for the

CBP program moving forward?

Answer: Please see response to question #23.

26. Question: Section C.3.3.4 – Collect and Report on Grantee Progress; -It is understood that the contractor is to provide “An aggregate evaluation report, noting all CBP grantee baseline data, must be submitted to the COR … “ What format will the legacy data be transferred to the new contractor (eg. Electronic database, files etc.)

Answer: The evaluation report discussed in this point, will only include data on grantees that the contractor themselves will be managing, not legacy contracts/data.

27.Question: Section C.3.3.4 – Collect and Report on Grantee Progress; It is understood that the contractor is must submit an annual report to the COR documenting closeout status for each CBP grantee. “ Will the government provide a listing of active grants, their geographic location and their scheduled end dates?

Answer: The contractor will not be responsible for any grants they themselves do not award

(e.g. previous grants). It will be the responsibility of the contractor to track and report on all grants they award.

28. Question: Section C.3.4.2 – Launch and Maintain New CBP Website; It is understood that the contractor “… must work with the former CBP implementer (FHI 360) as needed to transfer relevant materials form the existing CBP Web site to the new website”. What format will the data be in and will FHI 360 be required to include database and website documentation, and redirection to the new website for a period of time?

Answer: The materials will be in pdf, Word, and PowerPoint formats. Specific discussions on how the website changeover will be handled and take place with the contractor upon award.

29. Question: Section C.3.4.5 – Conduct Technical Review of Past and Current Innovative

Program Approaches; It is understood that the contractor “… must organize a technical review and/ or assessment of past and current innovative program approaches … “. What organization(s) has/ have this historical documentation and what format(s) will it be provided?

Answer: FHI 360, World Learning, and USAID have said documents. The documents are in pdf, Word, and PowerPoint formats.

30.Question: Grantee eligibility – Are developing country government and quasi-government organizations eligible to receive grants? Are there any restrictions for developing country non-governmental organizations (non-profit, for-profit) based on their organizational or legal status to receive grants? Are US based non-governmental organizations eligible to receive grants? If so, are there any restrictions?

Answer: For grants to governments, ADS 220 provides that we must complete the Public

Financial Management Risk Assessment Framework (PFMRAF) before awarding a grant to a host government, with certain exceptions (e.g. FARA less than $10 million, “small or „pilot‟ projects implemented through partner country systems with less than $500,000 of USAID funding or resources” – ADS 220.3.2.2).

Yes, US based non-governmental organizations eligible to receive grants. Each

RFA, issued under this contract, with have specific information addressing the eligibility criteria.

31.Question: Grant categories - Are the proposed grant categories for developing innovation and supporting research mutually exclusive?

Answer: There will only be one category per cycle. The category will be chosen by

USAID, in collaboration with the contractor, and any technical support they have hired.

32.Question: Disease and Cause of Visual Impairment - Are there any restrictions to the diseases that cause child blindness that grantees can address?

Answer: The grantees cannot be working on vitamin A supplementation and cannot work with retinopathy of prematurity. However, each RFA issued under this Contract will provide additional information concerning this matter.

33. Question: Training - Can grantee organizations propose Pediatric Fellowship training in locations … where there are few pediatric ophthalmologists?

Answer: The content in the applications in each cycle will depend on the RFA drafted for that cycle.

34. Question: Who managed the previous Child Blindness projects? Are they allowed to bid on this Solicitation?

Answer: See RFP, Section C.2.1.

Any Offeror that fulfills the requirements outlined in “Section H.17 – Eligibility” is allowed to bid on this solicitation.

35. Question: Will the Government consider any other pricing structures, such as labor-hours based on GSA schedule rates?

Answer: It has been determined, that it is in the best interested of the Government to issue this project as a Cost (Plus) Fixed Fee/Completion award. Therefore, USAID will not consider other pricing structures.

36. Question: Section C.3.3.2 - Is it anticipated that all grantees will be paid on a reimbursable basis rather than through a draw-down process such as is possible using ASAP?

Answer: Under this RFP the Government intends to issue a Cost Reimbursement (Plus)

Fixed Fee contract, and as such cost reimbursement policies will be implemented.

37. Question: Section Cover Letter and Section L.8 Submission Instructions; The cover letter states “Faxed proposals or email submissions are not acceptable”; however Section

L specifies that the proposal is to be submitted electronically. Please clarify the preferred method of submission.

Answer: This RFP requires all applicants to follow the submission guidance as discussed in

Section L.8 – Submission Instruction only.

38. Question: Section Cover Letter and Section L.2 Instruction to Offers Submission

Instructions, (8)(d) Offer Expiration Date; The cover letter states “ ”… offers are requested to extend the period of validity off offers through December 28, 2012, however Section L instructs that the offerors are to extend the period of validity of offers through September 30, 2012. Please clarify the validity term.

Answer: This RFP requires all offerors to “extend the period of validity of offer through

December 28, 2012”.

39. Question: Section C.2 Background; It is understood that the current contractor World

Learning for International Development contract is scheduled to conclude on

September 30, 2012. For estimating purposes, please provide the estimated start date of the anticipated resultant contract.

Answer: USAID intends to issue the contract, under this RFP, prior to the end of the 2012 calendar year.

40.Question: Does USAID have a preferred software package they would like the Contractor to use for the financial management and tracking system?

Answer: No, USAID does not have a preferred software package.

41. Question: Was it the government‟s intent to state contractor “may use” up to 10% of obligated funds to support program evaluation?

Answer: This statement has been revised to read as follows: “The Contractor should use no more 10% of programmatic funds to support program evaluation.

42.Question: What is the approximate number of hours per grantee needed to provide clear, regular, and consistent financial management and reporting guidance?

Answer: Each offeror must determine the appropriate Level of Effort (LOE), for all positions and activities, in accordance to their specific proposal.

43. Question: Would the government please provide what, specifically, is an

“illustrative” Pro Proposed Plan for GUCs Process?

Answer: See response in Question #20.

44.Question: Note appears to be incomplete … page 110, Attachment 7, bottom of page:

Contains note that states: “…In addition, a Prime may submit attachments to this past performance table if the spaces provided are inadequate; the evaluation”

Answer: The complete sentence has been revised, and reads as follow:

“In addition, a Prime may submit attachments to this past performance table if the spaces provided are inadequate; the evaluation factor(s) must be listed on any attachments.”

45.Question: Does the government prefer and/or require any specific technologies for the new

CBP website?

Answer: No. USAID does not prefer and/or require any specific technologies for the new

CBP website.

46. Question: Will the government host the new CBP website?

Answer: No, USAID will not host a new CBP website.