Sol_72026720R00004 PMES Amendment 1.pdf

Date Issued: February 27, 2020 Deadline for Submission of Questions: March 6, 2020 Closing Date: April 7, 2020 Closing Time: 12:00PM (noon), Frankfurt time

SUBJECT: REQUEST FOR PROPOSALS (RFP) No.: 72026720R00004

IRAQ PERFORMANCE MANAGEMENT AND EVALUATION SERVICES (PMES)

ACTIVITY

The United States Agency for International Development seeks proposals from qualified organizations to implement the USAID/Iraq Performance Management and Evaluation Services (PMES) Activity described in the attached Request for Proposals (RFP). Subject to the availability of funds, USAID/Iraq plans to award a single cost-plus-fixed-fee completion contract to one successful offeror with an estimated cost in the range of $20-25 million, covering a total estimated period of five years. The contract period is comprised of a basic period of three years and two one-year option periods.

This procurement will be conducted under full and open competition procedures, pursuant to Part 15 of the Federal Acquisition Regulation (FAR) (48 CFR Chapter I). Offerors are invited to submit a proposal in accordance with the requirements of the enclosed RFP. Proposals must be received by USAID no later than the date and local time stated above and in this RFP. USAID requires that offers remain valid for a minimum of 180 days.

Any current USAID/Iraq implementing partner, contractor or grantee, shall be disqualified from pursuit of work under this solicitation, either as a prime or subcontractor, if the work under the anticipated contract would be related whatsoever to the contractor or grantee's current award, as determined by the Contracting Officer. The Head of the Contracting Activity, in consultation with USAID's Competition Advocate, may authorize a waiver (in accordance FAR 9.503) by determining that preclusion of the Contractor from the contract would not be in the Government's interest.

Offerors should read the entire solicitation, which includes all pertinent technical sections and the terms, conditions and instructions required for submitting a proposal. Prior to the submission of proposals, any amendments to this solicitation will be made available through the Government port of entry at https://beta.sam.gov/. It is the offeror’s responsibility to check this site periodically for official updates and amendments to the solicitation. This solicitation in no way obligates USAID to award a contract, nor does it commit USAID to pay any cost incurred in the preparation and submission of a proposal in response hereto. Furthermore, USAID reserves the right to reject any and all offers, if such action is considered to be in the best interest of USAID.

All questions, comments, requests for clarifications must be sent to BaghdadOAADropbox@usaid.gov no later than the date and time indicated above. Questions will not be entertained after this date.

Thank you for your interest and we look forward to your participation.

Sincerely, Zachary Clarke Contracting Officer USAID/Iraq https://beta.sam.gov/ mailto:BaghdadOAADropbox@usaid.gov

ACQUISITION AND ASSISTANCE OFFICE

U.S. AGENCY FOR INTERNATIONAL DEVELOPMENT/Iraq

9. Sealed offers in original and _0_ copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if hand carried, in the depository located in N/A until 12:00 p.m. local (Frankfurt) time April 07, 2020.

5. DATE ISSUED

02/27/2019

6. REQUISITION/PURCHASE NUMBER

REQ-267-20-000008

SEALED BID (IFB)

1. THIS CONTRACT IS A RATED ORDER RATING PAGE OF

PAGES

UNDER DPAS (15 CFR 700)

2. CONTRACT NUMBER 3. SOLICITATION NUMBER 4. TYPE OF SOLICITATION

NEGOTIATED (RFP)

7. ISSUED BY CODE 8. ADDRESS OFFER TO

ACQUISITION AND ASSISTANCE OFFICE

U.S. AGENCY FOR INTERNATIONAL DEVELOPMENT/Iraq

(If other than Item 7)

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

CAUTION - LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All Offers are subject to all terms and conditions contained in this solicitation.

A. NAME B. TELEPHONE (NO COLLECT CALLS) C. E-MAIL ADDRESS

zclarke@usaid.gov, BaghdadOAADropbox@usaid.gov

AREA CODE

+49 (0)

NUMBER

69 7535

EXT.

(X) SEC. DESCRIPTION PAGE(S) (X) SEC. DESCRIPTION PAGE(S)

PART I - THE SCHEDULE PART II - CONTRACT CLAUSES

x A SOLICITATION/CONTRACT FORM 1 x I CONTRACT CLAUSES I-1 x B SUPPLIES OR SERVICES AND PRICES/COSTS B-1 PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

x C DESCRIPTION/SPECS./WORK STATEMENT C-1 x J LIST OF ATTACHMENTS J-1 x D PACKAGING AND MARKING D-1 PART IV - REPRESENTATIONS AND INSTRUCTIONS x E INSPECTION AND ACCEPTANCE E-1 x F DELIVERIES OR PERFORMANCE F-1 x G CONTRACT ADMINISTRATION DATA G-1 x L INSTR., CONDS., AND NOTICES TO OFFERORS L-1 x H SPECIAL CONTRACT REQUIREMENTS H-1 x M EVALUATION FACTORS FOR AWARD M-1 x K REPRESENTATIONS, CERTIFICATIONS AND OTHER

STATEMENTS OF OFFERORS K-1

NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

12. In compliance with the above, the undersigned agrees, if this offer is accepted within 180 calendar days from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENT 10 CALENDAR DAYS (%) 20 CALENDAR DAYS (%) 30 CALENDAR DAYS (%) CALENDAR DAYS (%) (See Section I, Clause No. 52-232-8)

14. ACKNOWLEDGEMENT OF AMENDMENTS AMENDMENT NO. DATE AMENDMENT NO. DATE

(The offeror acknowledges receipt of amendments to the SOLICITATION for offerors and related documents numbered and dated:

CODE FACILITY 16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN OFFER 15A. NAME AND

ADDRESS

OF OFFEROR

(Type or print)

15B. TELEPHONE NUMBER 17. SIGNATURE 18. OFFER DATE

AREA CODE NUMBER EXT. 15C. CHECK IF REMITTANCE ADDRESS IS DIFFERENT FROM

ABOVE - ENTER SUCH ADDRESS IN SCHEDULE

19. ACCEPTED AS TO ITEMS NUMBERED 20. AMOUNT 21. ACCOUNTING AND APPROPRIATION

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION: 23. SUBMIT INVOICES TO ADDRESS SHOWN IN ITEM (4 copies unless otherwise specified)

10 U.S.C. 2304(a) ( ) 41 U.S.C. 253(c) ( )

24. ADMINISTERED BY (If other than Item 7) 25. PAYMENT WILL BE MADE BY CODE

USAID/IRAQ

FINANCIAL MANAGEMENT OFFICE

CODE

26. NAME OF CONTRACTING OFFICER (Type or print)

ZACHARY CLARKE

REGIONAL CONTRACTING OFFICER

27. UNITED STATES OF AMERICA 28. AWARD DATE

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

(Signature of Contracting Officer)

(REV. 9-97)

10. FOR INFORMATION CALL:

USAID/Iraq Zachary Clarke, Contracting Officer

11. TABLE OF CONTENTS

STANDARD FORM 33

SOLICITATION, OFFER AND AWARD

SOLICITATION

OFFER (Must be fully completed by offeror)

AWARD (To be completed by Government)

N/A

72026720R00004

X

See Attached Table of Contents mailto:zclarke@usaid.gov mailto:BaghdadOAADropbox@usaid.gov

RFP No: 72026720R00004 Performance Management and Evaluation Services

TABLE OF CONTENTS

PART I – THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES/PRICES

B.1 PURPOSE

B.2 CONTRACT TYPE

B.3 ESTIMATED COST, FIXED FEE, AND OBLIGATED AMOUNT

B.4 LINE ITEMS

B.5 INDIRECT COSTS

B.6 PAYMENT OF FIXED FEE

B.7 COST REIMBURSABLE

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

SECTION D - PACKAGING AND MARKING

D.1 AIDAR 752.7009 MARKING (JAN 1993)

D.2 BRANDING STRATEGY

SECTION E – INSPECTION AND ACCEPTANCE

E.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

E.2 INSPECTION AND ACCEPTANCE

SECTION F – DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

F.2 PERIOD OF PERFORMANCE

F.3 PLACE OF PERFORMANCE

F.4 PERFORMANCE STANDARDS

F.5 KEY PERSONNEL

F.6 REPORTS AND DELIVERABLES OR OUTPUTS

F.7 AIDAR 752.242-70 PERIODIC PROGRESS REPORTS (OCT 2007)

F.8 AIDAR 752.7005 SUBMISSION REQUIREMENTS FOR DEVELOPMENT EXPERIENCE

DOCUMENTS (SEPTEMBER 2013)

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 752.7003 DOCUMENTATION FOR PAYMENT. (NOV 1998)

G.2 ADMINISTRATIVE CONTRACTING OFFICE

G.3 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

G.4 TECHNICAL DIRECTIONS/RELATIONSHIP WITH USAID

G.5 PAYING OFFICE

G.6 INVOICING INSTRUCTIONS

G.7 ACCOUNTING AND APPROPRIATION DATA

G.8 CONTRACTOR CONTACT INFORMATION

SECTION H - SPECIAL CONTRACT REQUIREMENTS

H.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

H.2 AIDAR 752.225-70 SOURCE AND NATIONALITY REQUIREMENTS (FEB 2012)

H.3 AUTHORIZED GEOGRAPHIC CODE

H.4 AIDAR 752.228-70 MEDICAL EVACUATION (MEDEVAC) SERVICES (JULY 2007)

H.5 EXECUTIVE ORDER ON TERRORISM FINANCING (FEB 2002)

H.6 AIDAR 752.228-3 WORKER’S COMPENSATION INSURANCE (DEFENSE BASE ACT)

(DEC 1991)

H.7 INSURANCE AND SERVICES

H.8 SUBCONTRACTING PLAN, INDIVIDUAL SUBCONTRACT REPORT (ISR) AND THE

SUMMARY SUBCONTRACT REPORT

H.9 CONSENT TO SUBCONTRACT

H.10 NONEXPENDABLE PROPERTY PURCHASES AND INFORMATION TECHNOLOGY

RESOURCES

H.11 LOGISTIC SUPPORT

H.12 LANGUAGE REQUIREMENTS

H.13 ENVIRONMENTAL COMPLIANCE

H.14 RESTRICTIONS AGAINST DISCLOSURE (MAY 2016)

H.15 COMPLIANCE WITH THE TRAFFICKING VICTIMS PROTECTION

REAUTHORIZATION ACT

H.16 AUTHORIZED WORK WEEK

H.17 COMPLIANCE WITH SECTION 508 OF THE REHABILITATION ACT OF 1973, AS

AMENDED

H.18 ELECTRONIC PAYMENTS SYSTEM

H.19 AIDAR 752.204-71 PARTNER VETTING (FEB 2012)

H.20 ADS 302.3.5.19 USAID-FINANCED THIRD-PARTY WEB SITES (AUG 2013)

H.21 ADS 302.3.5.21 SUBMISSION OF DATASETS TO THE DEVELOPMENT DATA

LIBARARY (OCT 2014)

H.22 ADS 302.3.5.10 ORGANIZATIONAL CONFLICTS OF INTEREST: PRECLUSION FROM

FURNISHING CERTAIN SERVICES AND RESTRICTION ON USE OF INFORMATION

(SEPTEMBER 2018)

PART II – CONTRACT CLAUSES

SECTION I- CONTRACT CLAUSES

I.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

I.2 52.252-2 CLAUSES INCORPORATED BY REFERENCE. (FEB 1998)

I.3 52.204-25 PROHIBITION ON CONTRACTING FOR CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT. (AUG 2019)

I.4 FAR 52.217-8 OPTION TO EXTEND SERVICES (NOV 1999)

I.5 FAR 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000)

I.6 FAR 52.243-7 NOTIFICATION OF CHANGES. (JAN 2017)

I.7 AIDAR 752.209-71 ORGANIZATIONAL CONFLICTS OF INTEREST DISCOVERED AFTER

AWARD (JUN 1993)

I.8 AIDAR 752.222-71 NONDISCRIMINATION (JUN 2012)

I.9 AIDAR 752.229-71 REPORTING OF FOREIGN TAXES (JULY 2007)

I.10 AIDAR 752.231-72 CONFERENCE PLANNING AND REQUIRED APPROVALS (AUG 2013)

I.11 752.245-70 GOVERNMENT PROPERTY - USAID REPORTING REQUIREMENTS. (OCT

2017) 73

I.12 752.7013 CONTRACTOR-MISSION RELATIONSHIPS (JUNE 2018)

I.13 752.7032 INTERNATIONAL TRAVEL APPROVAL AND NOTIFICATION REQUIREMENTS

(APR 2014)

I.14 752.7034 ACKNOWLEDGMENT AND DISCLAIMER. (DEC 1991)

J - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

PART IV - REPRESENTATIONS AND INSTRUCTIONS

SECTION K - REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF

BIDDERS

K.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

K.2 FAR 52.204-8 ANNUAL REPRESENTATIONS AND CERTIFICATIONS. (OCT 2018)

K.3 FAR 52.204-24 REPRESENTATION REGARDING CERTAIN TELECOMMUNICATIONS

AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT. (AUG 2019)

K.4 FAR 52.230-1 COST ACCOUNTING STANDARDS NOTICES AND CERTIFICATION. (OCT

2015) 86

K.5 FAR 52.230-7 PROPOSAL DISCLOSURE--COST ACCOUNTING PRACTICE CHANGES. (APR

2005)

SECTION L - INSTRUCTIONS, CONDITIONS, AND NOTICES TO BIDDERS

L.1 FAR 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE. (FEB

1998) 90

L.2 FAR 52.216-1 TYPE OF CONTRACT (APR 1984)

L.3 52.233-2 SERVICE OF PROTEST. (SEP 2006)

L.4 AIDAR752.204-70 PARTNER VETTING PRE-AWARD REQUIREMENTS. (FEB 2012)

L.5 GENERAL INSTRUCTIONS TO OFFERORS

L.6 DELIVERY INSTRUCTIONS

L.7 INSTRUCTIONS FOR THE PREPARATION OF THE TECHNICAL PROPOSAL

L.8 MANAGEMENT, STAFFING AND ORGANIZATIONAL CAPACITY

L.9 TECHNICAL UNDERSTANDING AND APPROACH ................ Error! Bookmark not defined.

L.10 PAST PERFOMANCE

L.11 INSTRUCTIONS FOR PREPARATION OF THE COST PROPOSAL

L. 12 INSTRUCTIONS FOR THE PREPARATION OF BRANDING IMPLEMENTATION AND

MARKING PLANS:

SECTION M - EVALUATION FACTORS FOR AWARD

M.1 GENERAL INFORMATION

M.2 EVALUATION FACTORS

M.3 TECHNICAL PROPOSAL EVALUATION FACTORS

M.4 PRICE/COST EVALUATION

M.5 DETERMINATION OF THE COMPETITIVE RANGE AND CONTRACT AWARD

PART I – THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES/PRICES

B.1 PURPOSE

The purpose of this contract is to procure services as described in Section C Statement of Work to implement the USAID/Iraq Performance Management and Evaluation Services (PMES) Activity.

B.2 CONTRACT TYPE

This is a Cost-Plus-Fixed-Fee (CPFF) completion contract. For the consideration set forth below, the Contractor must provide the deliverables or outputs described in Section F in accordance with the performance standards specified in Section E.

B.3 ESTIMATED COST, FIXED FEE, AND OBLIGATED AMOUNT

B.3.1 Base Contract Period

(a) The estimated cost for the performance of the work required hereunder, exclusive of fixed fee, if any, is {to be completed at time of award}. The fixed fee, if any, is {to be completed at time of award}. The estimated cost-plus fixed fee, if any, is {to be completed at time of award}.

(b) Within the estimated cost plus fixed fee (if any) specified in paragraph (a) above, the amount currently obligated and available for reimbursement of allowable costs incurred by the Contractor (and payment of fee, if any) for performance hereunder is {to be completed at time of award}. The Contractor shall not exceed the aforesaid obligated amount.

(c) Funds obligated hereunder are anticipated to be sufficient through {to be completed at time of award}.

B.3.2 Contract Option Periods (Year 4 and Year 5)

a. The estimated cost for the performance of the work for Option Year 1, exclusive of fixed fee, if any, is {to be completed at time of award}. The fixed fee, if any, is {to be completed at time of award}. The total estimated cost-plus fixed fee, if any, is {to be completed at time of award}.

b. The estimated cost for the performance of the work for Option Year 2, exclusive of fixed fee, if any, is {to be completed at time of award}. The fixed fee, if any, is {to be completed at time of award}. The total estimated cost-plus fixed fee, if any, is {to be completed at time of award}.

c. In the instance where a contract option period is exercised by the Government, the Contracting Officer will add the Base Contract Period estimated cost and fixed fee, and exercised Contract Option Period(s) estimated cost and fixed fee to arrive at a grand total estimated cost and fixed fee for the contract.

B.4 LINE ITEMS

The Contractor is not allowed to exceed any Contract Line Item nor is authorized to shift funding between Contract Line Items without prior written approval of the Contracting Officer. No amounts in excess of the amounts specified for each cost category will be billed against the Contract.

Item No Supplies/Services (Description) Amount 00001 Base - Evaluation Services

Estimated Cost Fixed Fee Total Estimated Cost + Fee

01001 Option 1 - Evaluation Services Estimated Cost Fixed Fee Total Estimated Cost + Fee

02001 Option 2 - Direct costs Evaluation Services

Estimated Cost Fixed Fee Total Estimated Cost + Fee Total Base plus Options

B.5 INDIRECT COSTS

Pending establishment of revised provisional or final indirect cost rates, allowable indirect costs shall be reimbursed on the basis of the following negotiated provisional or predetermined rates and the appropriate bases:

Description Rate Base Type Period

TBD 1/ 1/ 1/

TBD 2/ 2/ 2/

TBD 3/ 3/ 3/

1/Base of Application:

Type of Rate: Provisional Period:

2/Base of Application:

Period:

3/Base of Application:

Period:

B.6 PAYMENT OF FIXED FEE

Payment of the Fixed Fee will be made upon receipt of a proper invoice and will directly correspond to the percentage of allowable costs being paid. In accordance with FAR 52.216-8, Fixed Fee (JUN 2011), USAID will withhold 15% of the total fixed fee or $100,000, whichever is less until the required conditions under the referenced clause have been met.

B.7 COST REIMBURSABLE

The U.S. dollar costs allowable shall be limited to reasonable, allocable and necessary costs determined in accordance with FAR 52.216-7, Allowable Cost and Payment, FAR 52.216-8, Fixed Fee, if applicable, and AIDAR 752.7003, Documentation for Payment.

[END OF SECTION B]

SECTION C - DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 PURPOSE

The Contractor will provide USAID/Iraq with utilization-driven support in the areas of project/activity monitoring, evaluation, research, organizational learning, and knowledge management. The primary goal of this contract is to improve performance management at all levels to help the Mission meet Agency requirements, make better informed strategic and management decisions, and advance USAID learning on effective development approaches.

C.2 BACKGROUND

The U.S. Agency for International Development (USAID) has been a major partner in the U.S.

Government’s ongoing development efforts in Iraq. USAID/Iraq manages assistance designed to achieve a wide-ranging set of development results including the construction and/or renovation of key infrastructure; community stabilization; fostering economic growth; and building the capacities of national, local, and provincial governments to represent and respond to the needs of the Iraqi people. Currently, there are 17 16 activities with a combined value of $955 million. In order to achieve success with these efforts, USAID/Iraq relies on performance information to support effective and informed decision- making.

USAID places great importance on monitoring, evaluation and learning. Additionally, the high political profile that characterizes U.S. assistance to Iraq requires that USAID report to a wide range of internal and external stakeholders such as Congress, the State Department, the National Security Council, inspectors general, and auditors, on both a regular and ad hoc basis.

C.3 STRATEGIC LINKAGES

PMES will support the Integrated Country Strategy (ICS) for FY 2018-2021 and the Mission’s Strategic Results Framework (see diagram below).

ICS Objectives:

Objective 1: Iraq develops a more effective, responsive, and accountable criminal justice system that provides a safe and secure domestic environment, regulated by laws that are evenly applied, independently adjudicated, and consistent with international standards.

Objective 2: U.S. engagement with Iraqi government institutions and political processes promotes transparency, accountability, impartiality, and responsiveness to citizens in order to prevent the resurgence of ISIS or successor organizations.

Objective 3: Reconciliation efforts unify and strengthen Iraqi society, including by active participation by the KRG in the GOI political process. Relationships across ethnic and religious divisions are strengthened and those that have been ostracized due to actual or perceived affiliation with ISIS are reintegrated.

Objective 4: Humanitarian assistance meets the immediate, basic needs of internally displaced persons and refugees in Iraq; mines and unexploded ordinance are cleared; and core services are restored (such as health, water, and education), supporting economic growth and job creation, including for ethnic and religious minorities.

Objective 5: The Iraqi government successfully secures international financing and investment to redress its fiscal crisis, sustain and diversify economic growth, and fuel reconstruction efforts

In conducting this contract, the Contractor must include input, technical contributions, and other pertinent work from relevant Iraqi stakeholders. These stakeholders may include Government of Iraq (GOI) officials, NGOs, civil society organizations, academic institutions, and/or other public or private organizations, as befitting the nature of the work to be conducted in addition to the other international donors contributing to the assistance clusters which USAID supports in Iraq. This is important to help USAID measure attribution for joint multi donors’ projects.

The ICS has five objectives to achieve its development goals in Iraq;

MSF GOAL: Contribute to a stable, sovereign Iraq that is able to respond in a timely and transparent manner to the needs of its citizens

OBJECTIVE 1: Promote pluralism of conflict-affected communities targeted by ISIS (ICS MO 2.4 / 2.5)

OBJECTIVE 2: Reduce vulnerability of Iraqi communities (ICS MO 2.5)

OBJECTIVE 3: Lay the foundation for Iraq’s pathway to self-reliance

(ICS MO 2.3 / 5.1)

IR 1.1: Resilience of ethnic and religious minority communities improved (CRS; USIP)

Sub-IR 1.1.1: Availability of productive livelihoods increased

(MENAII,

HAI;IOM;DCEO;CRS)

Sub-IR 1.1.2: Availability of comprehensive services for survivors of ISIS atrocities increased (GISR-MENA

GBV;HAI; IOM;FFS)

IR 1.2: Intercommunal trust improved (USIP)

IR 2.1: Basic needs of displaced and returning populations met

(UNICEF;IOM)

IR 3.1: Women and youth empowered (IGPA; CRS;

GISR; MENA GBV)

Sub-IR 2.1.2: Essential services restored (FFS)

IR 2.2: Ability of subnational decision-making structures to provide services improved

(GISR-MENA-GBV; IGPA)

IR 2.3: Ability of communities to resolve conflicts across ethnic and religious lines improved

(GISR-MENAGBV; USIP)

IR 2.4: Economic opportunities increased (MENAII; IOM;

DCEO)

IR 3.2: Economic growth improved (IGPA)

Sub-IR 3.2.1: Macro-economic environment enhanced (IGPA)

IR 3.3: Citizen engagement enhanced (IGPA; IPEA)

IR 3.4: Service delivery enhanced (IGPA)

Sub-IR 3.2.2: Private sector growth enhanced

(MENAII, DCEO)

Sub-IR 3.3.1: Citizen participation in governance increased Increased (IGPA; USIP; HAI;

DCEO;IPEA

Sub-IR 3.3.2: Social Capital strengthened Increased (DCEO )

Sub-IR 2.1.1: Humanitarian services provided to displaced and returning populations increased

(OFDA;HAI)

Cross Cutting: Monitoring, Evaluation and Learning

C.4 CHALLENGES

Risks associated with the current security situation and the highly fluid political environment in Iraq limit severely the mobility of USAID’s expatriate staff, and even USAID implementing partner (IP) expatriate staff, to carry out regular monitoring and evaluation duties. This restricts Mission employees’ ability to undertake regular site visits to meet with activity beneficiaries and other stakeholders and makes it difficult to observe and verify activity implementation as they normally would in other Missions.

Other challenges include high expatriate staff turnover among USAID and the implementing partners (IPs) and relative lack of familiarity among most Iraqis with USAID’s policies, guidance, and best practices. Additionally, there are challenges related to results measurement that are common to USAID programming and international development programming including:

attribution of particular results to donor assistance; desire to show “impact” when there is a known lag-time in achieving results (e.g., sustainable employment outcomes, youth development); desire to measure complex results (e.g. resilience, stabilization) not well-captured by uni-dimensional performance indicators; need for more credible and rigorous qualitative data collection and analysis for results not easily quantified; and need for more rigorous quantitative measurement across programming sectors.

C.5 SCOPE OF WORK

The purpose of the Performance Management and Evaluation Services (PMES) activity is to provide a wide range of services to USAID to enable it to effectively monitor program performance and operational context; evaluate the performance of results of USAID/Iraq activities; and, learn and adapt for improved effectiveness. USAID/Iraq needs to improve the quality of the Mission’s performance management practices so that monitoring and evaluation becomes easier, faster, more useful, and more cost-effective. The overall activity goal is to improve performance management – to enable the Mission to effectively collect, manage, and use performance information to achieve its development objectives.

The Contractor must implement a comprehensive performance measurement, monitoring, and evaluation program, and provide technical guidance to USAID/Iraq to enable USAID/Iraq to fulfill its performance monitoring, evaluation, reporting, and information-sharing obligations as mandated in USAID’s Automated Directives System (ADS) and other Agency guidance.

Per recent USAID worldwide policy, the Contractor must be familiar with Journey to Self-Reliance (J2SR) principles and may be asked to contribute towards J2SR data collection or interventions under the scope of this award.

PMES will serve as USAID/Iraq’s centralized performance management support mechanism. The Contractor must work collaboratively with the Mission’s staff and IPs to provide fast, flexible, robust, and rigorous monitoring, evaluation, learning, and related services. The PMES Contractor must contribute to the U.S. Government’s goal of in Iraq and support the continued alignment and adaptive management of all Mission activities by providing services across four components:

Component 1: Performance management Component 2: Evaluations services Component 3: M&E Capacity Building

Component 4: Collaboration, Learning and Adapting

For all the services provided under each of these categories, the Contractor must work closely with the Program Office and technical teams to augment their M&E capacity, but not replace them in their overall leadership, management, and inherently governmental functions of the M&E process.

The Contractor must use flexible and adaptable systems and work plans in case of unanticipated changes. Should new M&E priorities arise during the course of this contract, the Contractor must recognize and adhere to adjustment of tasks in line with the overall M&E contract Statement of Work. In conducting work under this contract, the Contractor must seek input, technical contributions, and other pertinent work or information from relevant stakeholders, including the government, NGOs, civil society organizations, academic institutions, and/or other public or private organizations, consistent with and supportive of the nature of the work to be conducted. The Contractor is required—to the extent possible—to partner with local institutions and consultants in providing the services procured under this contract. The Contractor must operate from two offices:

main office in Baghdad and small office in northern Iraq while using other office space through procuring this service from local based organizations.

C.5.1 Objectives:

The Contractor must achieve the following overarching tasks:

● Assist USAID/Iraq to collect, manage, and utilize indicator information and other performance information in order to reveal whether desired results are being achieved and whether implementation is on track, and to ensure compliance with USAID policies and regulations.

● Provide expert assessment, evaluation and analytical services that will help USAID make programming decisions and new innovative designs.

● Build MEL capacity of USAID and other development stakeholders that will contribute to improved performance and quality program results.

● Promote a culture of Collaborating, Learning, and Adapting (CLA).

The Contractor must provide the identified Level of Effort per each of the expected results/deliverables as illustrated below:

C.5.2 Results and Contract Level of Effort (LOE):

Result C.5.2.1 Increased frequency and quality of project/activity monitoring (40% LOE) Result C.5.2.2 Increased use of evaluation and assessment results (40% LOE) Result C.5.2.3 Increased M&E capacity of USAID staff and implementing partners (10%

LOE)

Result C.5.2.4 Enhanced collaboration, learning and adaptation (CLA) practices at USAID/Iraq (10% LOE)

Program Components/Results and Tasks are described below:

Component 1: Performance management

C.5.2.1: Increased frequency and quality of project monitoring Effective performance management requires the use of performance data through collecting, analyzing, interpreting and communicating results. Data collection includes not only those indicators specified in the Mission’s Performance Management Plan (PMP), but also those that are collected through projects’ and activity level M&E plans, sub-activity reports, field monitor reports, and secondary data received from other stakeholders. The Contractor must carry out interventions to strengthen project and activity level monitoring following the latest Agency guidance and rules.

C.5.2.1.1 Develop/update the Mission Performance Management Plan (PMP) and project/activity MEL plans:

Performance Monitoring, Evaluation and Learning (PMEL) plans are key to measure progress towards achieving results at the strategy, project and activity levels.

Performance management is the responsibility of USAID/Iraq staff, and the Contractor will not assume USAID/Program Office or technical team functions and responsibilities. Rather, the Contractor’s support must enable USAID to more successfully fulfill its performance management responsibilities. Illustrative interventions include but are not limited to:

● The Contractor must support the Mission in performance management through; identifying approaches to strengthen results measurement, support for the development of the Mission Performance Management Plan (PMP) and results framework (RF), and supporting the Mission in data and trends analysis and improving its ability to communicate results to different stakeholder groups.

● The Contractor must support the Mission in thinking through the rationale and reasonableness of targets; developing Performance Indicator Reference Sheets for higher level indicators; identifying strategy level evaluation questions; and developing a PMP learning plan.

● Other tasks may entail working with technical teams and IPs to complete, improve, and update project/activity level plans (AMELP), and recommending different methods and tools of data collection and analysis while ensuring compliance with USAID performance management policies, guidance, and procedures.

C.5.2.1.2 Third Party Monitoring (TPM):

In USAID programming locations characterized by limited or non-permissibility for USAID staff, USAID relies on third party monitoring (TPM) to provide Contracting Officer’s Representatives/ Agreement Officer’s Representatives (CORs/AORs) with a source of independent monitoring data to inform management decisions and corrective actions. The Contractor must provide on-the-ground monitoring, verification and reporting services for USG contracts, grants, and cooperative agreements in Iraq. The Contractor’s oversight, monitoring and reporting services must be independent and supplemental to that provided to USAID by implementing partners. All Contractor third party monitoring tasks must be done in close collaboration with USAID staff.

The expected range of third-party monitoring services expected under this Contract fall roughly into two categories: (1) verification/activity oversight; and, (2) performance/outcome monitoring. In both cases, the Contractor’s approved activity implementation/work plan and activity M&E plan serves as the basis for monitoring efforts. However, the former is more concerned with compliance, implementation progress, and the timeliness and quality of inputs and outputs. The latter is more concerned with whether the inputs and outputs are achieving the intended outcomes and impacts, the soundness of the development hypothesis, and the relevance of the program to address underlying development needs and constraints. The Contractor must work with USAID/Iraq’s technical and program offices to design a work plan for the verification and monitoring needs for each activity. The COR will work with technical offices and the Contractor to maintain a tracker of monitoring assignments, which will be updated weekly.

To preserve the role of CORs/AORs in managing activity performance, the Contractor must not share monitoring findings directly with implementing partners, unless explicitly requested by USAID. Furthermore, the Contractor must not provide monitoring-related consultation, guidance or technical direction to USAID partners. It is ultimately the responsibility of USAID CORs/AORs to communicate performance-related issues to partners and identify and discuss next steps. If disagreements about the Contractor’s monitoring findings arise that require clarification, USAID may convene meetings with the Contractor and/or partner to better understand discrepancies.

Illustrative Interventions under the TPM include:

● Manage Team of Third-Party Monitors

The Contractor is responsible for the recruitment, hiring, and training of at least 10 third party monitors. Training for Monitors must focus on project management, performance monitoring, data collection, evaluation, data quality, and other tasks critical to the successful performance of the field monitors.

To conduct third party monitoring, the Contractor must hire staff who are Iraqi residents (from the same localities/close to the activities locations) to the extent possible. The Contractor must maintain staff in Iraq that have sector-specific knowledge and expertise across the range of technical sectors in which USAID works in Iraq. The Contractor must ensure that the field monitors are able and willing to travel to monitor USAID activities across the entire 18 Iraqi provinces, districts and sub-districts. The Contractor is responsible for providing all logistical support for its staff to perform their monitoring duties, including office space, communication, transportation, etc.

● Site Visits and Activity Oversight/Verification

The Contractor must undertake regular site visits in Iraq. Most site visits are expected to be coordinated in advance with the USAID partner being monitored, but the Contractor may undertake spot check visits at the direction on the PMES COR and activity COR/AOR. In cases in which an activity is operating in multiple locations, USAID will either specify which locations the Contractor should visit, select the sites in collaboration with the Contractor, or ask the Contractor to propose a methodology to select a sample of sites to visit.

The Contractor must undertake oversight and verification tasks during site visits, which may include assessing the implementing partner’s progress against timelines and benchmarks in implementation/work plans; reviewing the existence of appropriate internal controls to ensure the delivery of services to intended beneficiaries; reviewing compliance with pertinent USG and USAID regulations, laws and policies, such as regarding branding and marking, environmental compliance, workplace environment, Gender and C-TIP compliance, etc.; conducting checks of the timeliness and quality of activity inputs and outputs; confirming the accuracy of data reported by partners in the quarterly and annual reports; and other tasks as identified by the PMES COR and activity COR/AOR.

Oversight/verification activities include, but are not limited to the following:

● Verifying the eligibility of listed beneficiaries for particular services or programs ensuring that services are reaching eligible and intended beneficiaries

● Gathering feedback on the quality and relevance of training and technical assistance programs

● Verifying the proper and safe storage of commodities

● Verifying sub-contractor/grantee compliance with sub-contract/grant terms; and

● Verifying compliance with quality and safety measures for construction and rehabilitation programs.

In collecting information, the Contractor is responsible for proposing and implementing an appropriate mix of monitoring, verification and reporting methods. Examples of methods could include document review, beneficiary feedback surveys, key informant interviews, focus group discussions, crowdsourcing, etc. In most cases during site visits, PMES Contractor monitors are expected to take GPS-, date-, and time-stamped digital photos. If due to security concerns or privacy considerations photographs are deemed inappropriate, rationale for not taking photos should be documented in the monitoring and verification report. The Contractor or USAID may recommend additional technologies and approaches to enhance monitoring.

● Outcome Monitoring and Compliance Monitoring

The Contractor must support CORs/AORs in monitoring the outcomes of their activities in Iraq locations. Outcome monitoring tasks may include reviewing progress against the indicators and targets established in the activity MEL plan; conducting data quality assessments for a sub-set of output and outcome indicators; monitoring assumptions; examining the validity of the relationships as proposed in the activity results framework; and other tasks as identified by the PMES COR and the activity COR/AOR. The Contractor is responsible for proposing and implementing an appropriate mix of data collection and analysis methods to answer information needs including but not limited to surveys, crowdsourcing, key informant and group interviews, focus group discussions, and/or other basic quantitative or qualitative methods.

The Contractor must also monitor compliance with USAID’s policy and regulations by Implementing Partners, e.g. environmental compliance regulations (22 CFR 216), Gender empowerment and gender equality per ADS 205 and Trafficking in Person (C-TIP) Policy released in 2012.

● Develop Tools and Templates

Although USAID will provide monitoring guidance, tools and templates for ongoing activities, the Contractor must provide concrete monitoring tools and approaches for both verification/activity oversight and performance/outcome monitoring purposes. The Contractor is responsible for designing monitoring tools for new activities and modification of existing tools when needed and requested by USAID. In doing so, the Contractor must draw upon international best practices for doing third party monitoring in limited or non-permissive environments and be able to propose creative and innovative solutions to address challenges. The Contractor must provide recommendations regarding any suggested modifications in the monitoring methods to enhance monitoring tasks. The Contractor must work in collaboration with USAID to determine if in addition to the monitoring tasks proposed by activity CORs/AORs there should be any standardized monitoring tasks or practices across activities. If so, the Contractor must support the development of any standardized monitoring tools or checklists.

● Reporting

The Contractor is responsible for providing regular and timely monitoring and verification reports to USAID that detail findings and recommendations. The timeframe of reports is expected to be weekly. Monitoring site visits reports of each site visits must be uploaded in the database no later than seven calendar days. However, USAID may request the provision of ad hoc information, situation reports, and reports based on need such as emergency situations. The Contractor must, to the best of its ability, provide data to USAID that; reflects the reality in the field, avoids systematic bias or distortion, is corroborated as feasible, and when applicable, represents a generally representative beneficiary or stakeholder perspective. Any known data biases and weaknesses must be transparent in the Contractor’s reports to USAID to enable activity CORs/AORs to more accurately weigh and interpret the information in their decision-making.

The Contractor must provide and manage a user friendly database for planning, storing, organizing, searching, and archiving monitoring data which is readily accessible to the IFMs, USAID/Iraq staff, and others as appropriate, the database may be built on the existing database to ensure continuity of monitoring data.

C.5.2.1.3 Data Quality Assessments (DQA)

The goal of the DQA is to ensure that decision makers are fully aware of data strengths and weaknesses and the extent to which data can be trusted when making management decisions and reporting. DQAs are important to verify the data quality per the five standards of validity, reliability, timeliness, precision and integrity of all performance indicator data. For reference, USAID/Iraq must conduct a DQA at least once every three years for those data reported to USAID/Washington. DQA assessments timing and frequency will be planned with the USAID/Program Office and technical teams based on data collection and reporting schedules by implementing partners.

The Contractor must perform the following:

● Conducting DQAs: The Contractor must support the Mission in planning and conducting(DQAs) for its PMP indicators (number of them might not part of the project/activity level indicators), in addition to project/activity PPR indicators (number of them might also be part of the PMP indicators) in compliance with ADS 201 guidance. The average number of PPR indicators to undergo DQAs per year will be around 15-25 per set up a schedule that will be approved by the COR.

● The Contractor must conduct the field work of the DQA in addition to preparing the DQA reports and submitting them to the CORs through the PMES COR. The DQA reporting will follow ADS 2013.5.8., the templates provided by USAID (DQA memo and checklist) which will state the level of meeting the data quality per the five DQA standards, identify areas of strength and weaknesses of the data and set up recommendations for improvement. The Contractor must then work with the C/AORs and the implementing partners on setting up action plans for addressing findings and implementing the recommended improvements.

● DQA Follow Up: The Contractor must conduct follow up visits and reviews to ensure the recommended actions have been implemented by the implementing partners and submit final close out report of the findings.

● Maintain the DQA tracker: In collaboration with the PMES COR, the Contractor must develop a tracker that includes the annual DQAs for PMP indicators and for activities PPR indicators. The Contractor must update the tracker annually, ensuring meeting ADS 201 requirement of conducting DQAs for the same indicator every three years.

C.5.2. 1. 4 Performance management system

The Contractor is required to provide and maintain a system to manage all PMP, and AMELPs’ (as well as any Project MELPs, if established during the contracts period of performance) indicators information and track performance over the Strategic Results Framework period. Currently the Iraq Mission is using a Microsoft Excel spreadsheet as a Performance Indicator tracker, however, the Contractor must review the current tracker and propose more advanced but user-friendly tracking tool building on the existing tracker. The performance management system must track at a minimum the following:

● a) Results Framework -Intermediate Results, Sub-Intermediate Results, b) Implementing mechanisms - name, award number, start date, end date, total estimated cost, etc. c) Indicators - name, unit of measurement, definition, data frequency, numerator, denominator, disaggregation, annual targets, annual results, associated results (from strategic results framework and/or F Standard Program Structure), associated implementing mechanisms, date of last data quality assessment, etc. The tracking system will serve as a repository for all PMP, projects and activities indicators.

● Working in collaboration with the USAID/Iraq Program Office, the PMES COR, the Contractor must update indicator information quarterly and annually after the end of the USG fiscal year and provide data for the PPR. The bulk of the indicator information will come from partners’ quarterly and annual reports.

● The Contractor must collect other indicator (context indicators) information through various sources depending on each specific case per the activities’ Performance Indicator Reference Sheets (PIRSs). Some will come from the internet and/or direct data collection and others directly from USAID.

● The Contractor must prepare regular or custom performance and context reports (e.g. for the

PPR, portfolio reviews, one-off requests etc.) based on the indicators information, and work with USAID/Iraq to develop ways of analyzing and presenting this information to stakeholders. Throughout data collection (where practical and economical), for context and performance indicators, the Contractor must include geographic information.

● USAID’s Bureau for Policy, Planning and Learning (PPL) and the Management Bureau’s Office of the Chief Information Officer is currently in the final stages of developing and piloting a standard data management platform (Development Information System-DIS).

Though there is currently no release date or timeline for rolling it out to USAID missions, this platform may become the mandatory Agency standard and be adopted by USAID/Iraq within the period of this contract. At such time the Contractor must migrate the Mission-level PMP and existing performance information into the new platform and help train Mission staff and implementing partners in adopting the system.

Result C.5.2.2. Increased use of evaluation and assessment results:

Component 2: Evaluations and assessments services

C.5.2.2.1 Evaluations:

ADS 2013.5.9 defines evaluation as the systematic collection and analysis of information about the characteristics and outcomes of programs and projects as a basis for judgments, to improve effectiveness, and/or inform decisions about current and future programming. USAID evaluations are grouped into two categories; impact evaluations, which use experimental and quasi-experimental methods and are characterized by having a rigorously defined counterfactual and performance evaluations, which draw on a range of quantitative, qualitative, and mixed methods approaches.

Given the nature of USAID project (PAD level) and activity designs and implementation strategies, performance evaluations are the most common type of evaluation conducted. According to ADS 201.3.5.12, performance evaluations focus on descriptive and normative questions: what a particular activity has achieved (either at an intermediate point in execution or at the conclusion of an implementation period); how it is being implemented; how it is perceived and valued; whether expected results are occurring; and other questions that are pertinent to program design, management and operational decision making. Performance evaluations often incorporate before-after comparisons, but generally lack a rigorously defined counterfactual. The ADS 201 also emphasizes the need to apply rigorous methods, which include using quantitative and qualitative methods when conducting performance evaluations.

The Contractor must assist the Program Office in maintaining a forward-looking evaluation plan per ADS 201.3.15. The plan must include, at a minimum, evaluation type, purpose, expected users, start/end dates, estimated budget, and whether the evaluation is required/not required. Beyond USAID evaluation requirements, number of circumstances could trigger the need for evaluation, including:

● performance information indicates unexpected (positive or negative) results.

● monitoring data or informed feedback of beneficiaries and partners suggests implementation problems or unintended consequences/impacts of programming.

● potential issues around sustainability, cost-effectiveness, and/or programming relevance have been identified.

● questions around the validity of the logic model or development hypothesis; and/or,

● Mission staff and stakeholders require additional information to inform decision-making, understand outcomes, respond to stakeholder queries, or inform the design of follow-on programming.

Performance Evaluations

The Contractor must respond to an estimated 1-5 performance evaluation service requests from USAID/Iraq annually. The Contractor must provide a full range of professional performance evaluation services. These services must include (1) design, procure, manage and implement independent rigorous performance evaluations of USAID/Iraq funded country programs, projects, and activities; (2) conduct data analysis and produce reports on evaluation findings that are clear and accessible to multiple audiences; (3) contribute knowledge to USAID staff and stakeholders and facilitate learning about the effectiveness and impact of USAID investments through dissemination of information and lessons from evaluations; and (4) conduct data analysis and produce reports on evaluation findings on centrally funded evaluations.

Impact Evaluations

The ADS states that any activity within a project involving untested hypotheses or demonstrating new approaches that are anticipated to be expanded in scale or scope through US Government foreign assistance or other funding sources will, if feasible, undergo an impact evaluation. If it is not possible to effectively undertake an impact evaluation, operating units may instead undertake a performance evaluation, provided that the final evaluation report includes a concise but detailed statement. It is estimated that approximately 10% of evaluations conducted by USAID operating units will be impact evaluations.

The ADS indicates that impact evaluations measure the change in a development outcome that is attributable to a defined intervention; impact evaluations are based on models of cause and effect and require a credible and rigorously defined counterfactual to control for factors other than the intervention that might account for the observed change. Impact evaluations in which comparisons are made between beneficiaries that are randomly assigned to either a treatment or a control group provides the strongest evidence of a relationship between the intervention under study and the outcome measured.

The Contractor may be required to respond to up to 2 1 impact evaluations service requests annually. The Contractor must have the capacity to design, procure, manage and implement impact evaluations using experimental or quasi-experimental designs. Experimental design will generate treatment and control groups by randomly allocating intervention among eligible participants.

Quasi- experimental designs will generate a control group that resembles the treatment group, at least in observed characteristics, through a matching method; and using for example, propensity score…