USAID Responses to Questions - Climate Change Adapt RFA no. 72051723RFA00001 .pdf

ANNEX 4

USAID Responses to Questions received for

Request for Full Application (RFA) Number:

72051723RFA00001

“Climate Adaptation Activity”

1. QUESTION:

“Selection of watershed: Could USAID please confirm whether the solicitation requires the selection of one watershed only – either Artibonito and Dajabon, or if applicants could decide to choose both watersheds? There is language in the solicitation (cited below) that could be interpreted either way.

● p. 12, Section V, first paragraph: "Applicants must choose to work in either one of the two watersheds where proposed activities can maximize impact and promote the scale up of climate action. Activities must be designed at the sub-watershed level, and Applicants must provide a strong justification for the selection of at least one sub-watershed within the selected watershed where activities will take place to allow for scalable interventions and effective monitoring"

● p. 7, Development Hypothesis: “i. Reduce pressures on key ecosystems in the Artibonito and/or Dajabon watersheds””

USAID Response: Applicants must choose one of the two watersheds. Within the chosen watershed, applicants may work in more than one sub-watershed.

2. QUESTION:

“As shown on page 12 of the RFA under the Geographic and Population targeting section, USAID confirms that activities, "must focus in middle and upper watershed regions". On page 17, the RFA also states the importance of a cost benefit and market assessment for high-value crops. Given the prevalence of many high-value crops in the lower water-shed region, would USAID consider extending the focus of project activities to include the lower water-shed region?”

USAID Response: The geographic focus should remain on upper and middle watersheds. Applicants must propose strategies to enhance and strengthen value chains associated with high-value agroforestry systems.

3. QUESTION:

“Page Number: 21

Relevant RFA Language: ““(Outcome) EG.12-6 Greenhouse gas (GHG) emissions, estimated in metric tons of CO2 equivalent, reduced, sequestered or avoided through sustainable landscapes activities supported by USG assistance” and “(Outcome) EG.12-5 Number of people receiving livelihood co-benefits (monetary or non-monetary) associated with the implementation of USG”

Question: USAID has listed these indicators with the reference numbers EG.12-6 and EG.12-5, on review of the F standard indicator lists here (Foreign Assistance Resource Library - United States

Department of State) these indicators are listed under reference numbers EG.13-6 and EG.13-5. Can

USAID please confirm that these are the correct indicators?”

USAID Response: Please see amendment 001 for the correct indicator numbers. The correct indicator numbers are EG.13-5 and EG.13-6. The indicator titles remain the same, as follows:

EG.13-5: Number of people receiving livelihood co-benefits (monetary or non-monetary) associated with the implementation of USG sustainable landscapes activities EG.13-6: Greenhouse gas (GHG) emissions, estimated in metric tons of CO2 equivalent, reduced, sequestered, or avoided through sustainable landscapes activities supported by USG assistance

4. QUESTION:

“On page 36, Section D.3, the RFA states, “The application must be submitted in three separate parts:

the Summary, the Technical Application, and the Business (Cost) Application.” However, the list of items on pages 36-37 under “Applications must contain the following information:…” imply that the

Summary would be in the Technical Volume following the Cover Page and Table of Contents.

Can USAID please clarify if the Summary is a separate third volume or should be part of the Technical

Volume?”

USAID Response: Yes. The Summary would be in the Technical Volume following the Cover Page and Table of Contents. The summary is not a separate volume.

5. QUESTION:

“On page 37, Section D.3, the RFA states, “The estimated start date identified in Section B of this RFA must be used in the cost application.” However, on page 33, in Section B.2, there is no start date noted.

Can USAID clarify what start date we should use?”

USAID Response: For budget projections, applicants can use an estimated start date of 2 months after the closing date of the RFA.

6. QUESTION:

“RFA Reference: Section D.3

Page Number: 37

Relevant RFA Language: “If the partner organization is also a resource partner, provide a letter of commitment explaining what the role will be for each resource partner.”

Question A: Can USAID please clarify if letters of commitment are required for subrecipients, in addition to resource partners?

https://www.state.gov/foreign-assistance-resource-library/ https://www.state.gov/foreign-assistance-resource-library/

Question B: Could USAID also kindly confirm that the letters of commitment requirement are to be included as an annex in the technical volume and will not count towards the 20-page limit?”

USAID Response:

A: See amendment 001 to the RFA with edits to this section. Letters of commitments are required for proposed sub awardees.

B: Letters of Commitments do not count towards the 20-page limit.

7. QUESTION:

“On page 39, Section D.5, the following sentence contains a partial clause at the end which is not clear, “The application must propose mechanisms via which public and private financing opportunities to fund and scale up pilot climate change adaptation productive activities will be identified.”

Can USAID clarify what the sentence should convey and what the words, “will be identified” refer to?”

USAID Response: Please see amendment 001 to the RFA which revises this language under ‘SECTION D.5,’ as follows:

From: “The application must propose mechanisms via which public and private financing opportunities to fund and scale up pilot climate change adaptation productive activities will be identified.”

To: “The application should suggest ways to identify public and private financing opportunities for funding and expanding pilot climate change adaptation-related economic activities.”

8. QUESTION:

“Page Number: 40

Relevant RFA Language: “The applicant must describe the degree to which they have a demonstrated and successful experience implementing similar programs to that described in the NOFO.”

Question A: Could USAID kindly confirm that applicants can include the “demonstrated and successful experience” of major subrecipients in the Relevant Experience section?”

USAID Response: Applicants can include the “demonstrated and successful experience” of major subrecipients in the Relevant Experience section.

9. QUESTION:

“Page Number: 40

Relevant RFA Language: “The application must clearly describe the organizational structure for implementation, including reasonableness of proposed timeline for activities and implementation.....”

Question A: Could USAID please clarify if the “proposed timeline for activities and implementation” mentioned above refer to the project mobilization phase or the whole life of project?

Question B: If USAID would like a timeline for the whole life of project (and given the page constraints in the Activity Management and Staffing Plan), would USAID consider making the timeline an annex in the Technical Volume that would not count towards the 20-page limit?”

USAID Response:

A: See amendment 001 to the RFA, which revises this language under ‘SECTION D.5,’ as follows:

From: “The application must clearly describe the organizational structure for implementation, including reasonableness of proposed timeline for activities and implementation, and arrangements for learning and appropriate adaptation of implementation based on experience and changes to implementing environment and stakeholder interests.”

To: “The application must clearly describe the organizational structure for implementation, including reasonableness of the proposed organization structure to successfully implement project activities over the life of the project. Additionally, the applicant must describe approaches to learning and adaptation of implementation based on experience and changes to implementing environment and stakeholder interests.”

B: Submitting a timeline is optional and it can be included as an annex to the Technical Application.

10. QUESTION

“RFA Reference: D.5

Page Number: 40

Relevant RFA Language: “The application must clearly describe the organizational structure for implementation…”

Question: In order for Offerors to clearly show project staffing and organizational structure, would

USAID kindly consider adding a one-page org chart as an annex to the technical volume that would not count towards the 20-page limit?”

USAID Response: The organizational chart can be included as an annex to the Technical Application.

11. QUESTION

“On page 40, Section D.5, under “Activity Management and Staffing Plan,” the RFA mentions the “proposed timeline of activities.”

1) Given the nature of the Refine and Implement Year; the potential for environmental, social, economic, or other contextual changes; the potential for the theory of change to be modified;

and learning that will occur during the Activity, will USAID accept a high-level timeline of activities?

2) For how many years would USAID like the timeline?

3) Does USAID want a timeline woven into the technical approach activities or as a separate timeline of activities?

4) If a separate timeline of activities, may we submit this as an Annex (not included in the 20 page limit) given the limited page allocation to the Technical Application?”

USAID Response: The refine and implement stage should not last more than three months.

12. QUESTION

“Page 40 of the solicitation states “This should include a clear description of geographic locations and staffing distribution and requirements per location. A technical team with staff based in the field is required under this NOFO.” Could USAID please clarify what is meant by “requirements per location?””

USAID Response: Applicants must provide a description of the staffing assignments for each location to ensure a clear understanding of how activities will be implemented in the field.

13. QUESTION

“RFA Reference: D.6 (h)

Page Number: 46

Relevant RFA Language: “Applicants must provide information regarding its recent history of performance for all its cost-reimbursement contracts, grants, or cooperative agreements involving similar or related programs, not to exceed 5 years…”

Question: Would USAID consider limiting the History of Performance section to 5 contracts, grants, or cooperative agreements involving similar or related programs, not to exceed 5 years?”

USAID Response: Please follow the requirements on this section of the RFA: “Applicants must provide information regarding its recent history of performance for all its cost-reimbursement contracts, grants, or cooperative agreements involving similar or related programs, not to exceed 5 years.”

14. QUESTION

“RFA Reference: D.6 (h)

Page Number: 46

Relevant RFA Language: “Name of at least two (2) updated professional contacts who most directly observed the work at the organization for which the service was performed”

Question: Our interpretation of the requirement above is that the “professional contacts who most directly observed the work at the organization for which the service was performed” should be from the funding organization (or the prime organization if applicant is a subrecipient). Could USAID please confirm if this is correct?”

USAID Response: Yes.

15. QUESTION

On page 49, Section E.2, the RFA mentions “relevant work experience” under Criterion 2 for the Activity Management and Staffing Plan, “The extent to which the application provides quality, capability, and appropriateness of the proposed key personnel positions and qualifications, and relevant work experience,…”

Q: Can USAID explain what is meant by relevant work experience? Does it refer to the proposed qualifications for key personnel positions?

USAID Response: Yes. Work experience refers to the proposed qualifications for key personnel positions.

16. QUESTION

“Section C.2 states: "USAID has established a suggested recipient cost share of 15 percent of the total

Activity cost, equivalent to $1,500,000." Can USAID please confirm if the Applicant submits a budget slightly less than $10 million, will the cost share requirement be 15% of that total, or $1.5 million?”

USAID Response: The cost share required under the resulting award is 15 percent of the total budget requested. See amendment 001 to the RFA revising the language in that section.

17. QUESTION

“While Section D.3 states "10 point font can be used for graphs and charts. Tables however, must comply with the 12 point Times New Roman requirement." Can USAID please confirm if this requirement is only for the Technical Application, or also for the Excel Budget?”

USAID Response: This requirement is for the application as a whole.

18. QUESTION

“Section D.3 states "The estimated start date identified in Section B of this RFA must be used in the cost application." At this time, Section B does not seem to provide an estimated start date. Could

USAID please clarify and provide an estimated start date for budgeting purposes?”

USAID Response: Please see response to question 5.

19. QUESTION

“Section D.3.d.1 states: "Applicants must provide their established written policies on personnel compensation." To allow the utilization of small local subrecipients, which may not have all of the bureaucratic documents in place which long-time US-based federal awardees do, can USAID please confirm if this requirement applies to direct applicants only?”

USAID Response: This requirement applies to the prime applicants.

20. QUESTION

“Section D.3. (page 38) notes “The estimated start date identified in Section B of this RFA must be used in the cost application”. However, Section B does not provide an estimated start date. Could USAID please provide an estimated start date to inform the Cost Application?”

USAID Response: Please see response to question 5.

21. QUESTION

“Section D.3. indicates that applicants should include a “Cover Page (1 page, not included in the 20 pages limit)”, which Section D.5. clarifies is part of the Technical Application. Could USAID please clarify whether a single cover page also should be included in the Cost Application?”

USAID Response: Applicants are free to decide if they wish to include a cover page in the cost application.

22. QUESTION

“In Section D.6.h. History of Performance (page 46), USAID notes that Applicants must provide information regarding the organization’s recent history of performance for all similar cost reimbursement awards up to 5 years. Recognizing that this list could be extensive, could applicants limit this history to a range such as three to five (3-5) similar awards?”

USAID Response: Please follow the requirements on this section of the RFA: “Applicants must provide information regarding its recent history of performance for all its cost-reimbursement contracts, grants, or cooperative agreements involving similar or related programs, not to exceed 5 years.”

23. QUESTION

“Could USAID please clarify whether applicants should include their organizational NICRA, although this is not listed in Sections D.3. or D.6.? If so, is this required for sub-recipients as well as the Applicant (prime)?”

USAID Response: Please refer to section D.6.(d).8. of the RFA.

24. QUESTION

Could USAID please confirm that applicants can include both cooperative agreements and contracts for the History of Performance (Section D.6.h., page 46)?

USAID Response: Yes.

25. QUESTION

“Text box font size: Can USAID confirm that text boxes may be size 10 font?”

USAID Response: Please refer to section D.4 “Application Submission Procedures”.

26. QUESTION

“Could USAID please specify whether all attachments under the cost proposal are required the proposal stage (sections a-k)? Section 6. Business (Cost) Application Format, starting on page 41, states that the cost application must contain sections a-k; however, some of the descriptions of sections seem to imply that they are not necessary at the proposal stage or do not seem to be something that could be sent as an attachment. For example:

○ Section i) Branding Strategy & Marking Plan says the “Apparently Successful Applicant will be asked to provide a Branding Strategy and Marking Plan to be evaluated and approved by the Agreement Officer” but also says that “the applicant must complete

(fill) the attached ANNEX 4.” It is unclear if this is required from all applicants at the proposal stage or later and only for the apparently successful applicant.

○ Section j, Funding restrictions or section k, Conflict of Interest, Pre-Award Terms do not make clear what specific information is requested as an attachment.”

USAID Response:

● Please refer to the guidance on the RFA, section D.: “The Apparently Successful Applicant will be asked to provide a Branding Strategy and Marking Plan.”

● Please note information on section D.6.(k) “Conflict of Interest Pre-Award Term” on the RFA is guidance information. However, the applicant must follow the instructions on the reference material (ADS link) provided.

27. QUESTION

“Could USAID please confirm whether the apparently successful applicant will be able to add sub-awardees at the award stage, for example if the subawardee’s SAM.gov registration or UEI is pending during the proposal stage or if an additional need is identified during consultations with

USAID.”

USAID Response: These considerations will be discussed with the Apparent Successful Applicant only.

28. QUESTION

“Section h, history of performance on p. 76 states that the applicant must include information for all its cost-reimbursement contracts, grants, or cooperative agreements involving similar or related programs, not to exceed 5 years. Could USAID please confirm whether applicants should include all

USG funded awards or just USAID funded awards?”

USAID Response: Please follow the requirements on this section of the RFA: “Applicants must provide information regarding its recent history of performance for all its cost-reimbursement contracts, grants, or cooperative agreements involving similar or related programs, not to exceed 5 years.”

29. QUESTION

“Could USAID please confirm applications should be submitted in two (2) emails: the Technical Application in the first email (as described in section D.5., pages 39-40, and including the Cover Page, Table of Contents, Summary, and Technical Application as a combined document), and the Business (Cost) Application in a second email (as described in Section D.6., pages 40-46)?”

USAID Response: Yes.

30. QUESTION

“Could USAID please confirm that 10 point font can be used for text boxes, as well as for charts and graphs as noted in Section D.3. (page 37)?”

USAID Response (official): Yes.

31. QUESTION

“Could USAID please clarify whether applicants can include relevant technical annexes outside of the twenty (20) page limit, such as a theory of change graphic, organizational chart, or letters of commitment from partners?”

USAID Response (official): The organizational chart may be included as part of the annexes. The letters of commitment should be included as part of the annexes. The Theory of Change must be kept in the body of the Technical Application.

32. QUESTION

“Section D.3.g.1 states: "Provide a valid UEI number for the Applicant and all proposed sub-recipients;" USAID acknowledges that the process may take many weeks to complete. While the proposed sub-recipients are beginning the process to obtain a UEI, can USAID please confirm that the

UEI requirement for sub-recipients are required upon issuing a subaward rather than upon proposal submission?”

USAID Response: Please refer to the guidance on the RFA, section D.6.(f) “Approval of Subawards”:

“Applicants must submit information for all subawards that it wishes to have approved at the time of award.”

33. QUESTION

“Can USAID please confirm if the cost share of 15% of the activity total cost is a suggestion, or a requirement?”

USAID Response: See response to question 16.

34. QUESTION

“As the RFA is currently written, there is no space to provide letters of support from partners, organizations, and/or other stakeholders. Would USAID be willing to add an annex section to the

Technical Application that would allow for these letter to further showcase stakeholders and how they work with the implementing partner?”

USAID Response: Letters of support are not required in the RFA. See response to question 6.

35. QUESTION

“May applicants include an organizational chart, Gantt chart / timeline, or other documents as annexes?”

USAID Response: Yes.

36. QUESTION

“Does USAID have a desired number of Key Personnel positions? Does USAID expect Key Personnel to be named?”

USAID Response: Key personnel do not have to be named in the application and there is not a desired number of Key Personnel. Refer to instructions under ‘SECTION D: APPLICATION AND SUBMISSION INFORMATION’, ‘5. Technical Application Format’, third paragraph under ‘Activity Management and Staffing Plan’, page 40.

37. QUESTION

“For the Relevant Experience section of the Application, may we include the experience of members of our consortia?”

USAID Response: Refer to instructions under ‘SECTION D: APPLICATION AND SUBMISSION INFORMATION’, ‘5. Technical Application Format’, third paragraph under ‘Activity Management and Staffing Plan’, page 40 and SECTION E: APPLICATION REVIEW INFORMATION’’, ‘Merit Review Criteria 2:

Activity Management and Staffing Plan’.

38. QUESTION

“Can USAID please confirm if applicants have to follow the provided budget template exactly, or if there are flexibility to change different fields as needed to more clearly present information?”

USAID Response: The template is provided as a guide. Applicants can change/add fields as applicable to their proposed budget.

39. QUESTION

“Could USAID please clarify whether applicants can include relevant technical annexes outside of the twenty (20) page limit, such as a theory of change graphic, organizational chart, or letters of commitment from partners?”

USAID Response: See response to question no. 31.

40. QUESTION

“Could USAID please clarify whether applicants should provide an acronym/abbreviation list as front matter outside the twenty (20) page limit?”

USAID Response: Applicants may provide an acronym list outside of the 20 page limit.

41. QUESTION

Request for deadline extension: Would USAID consider extending the deadline by two weeks to a month to allow applicants to develop quality proposals and coordinate inputs from our local partners?

USAID Response: See amendment 001 to the RFA which extends the applications submission deadline to August 17, 2023.

42. QUESTION

“Given the short timeline and July 4th holiday in the U.S., would USAID consider granting an extension so that offerors are able to present the best proposal possible to achieve USAID’s goals?”

USAID Response: See response to question no. 41.

43. QUESTION

“Given the 4th of July US Federal holiday would USAID consider extending the due date of the proposal by two (2) weeks to August 17, 2023?”

USAID Response: See response to question no. 41.