07. Revised Attachment J.7 - Phase Two Sections L and M.pdf

U.S. Agency for International Development (USAID) Support Which Implements Fast Transition 6 IDIQ RFP, Solicitation #: 7200AA23R00029 Page 1 of 46

SECTION L – PHASE TWO INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS OR

RESPONDENTS

L.1 NOTICE LISTING SOLICITATION PROVISIONS INCORPORATED BY REFERENCE

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The Offeror is cautioned that the listed provisions may include blocks that must be completed by the Offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the Offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es):

https://www.acquisition.gov/far/(FAR) http://www.usaid.gov/pubs/ads/300/aidar.pdf (AIDAR; a Word version of the AIDAR is also available at http://www.usaid.gov/pubs/ads/300 )

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

Number Title Date

52.204-7 System for Award Management Oct 2018

52.204-16 Commercial and Government Entity Code Reporting Aug 2020

52.204-22 Alternative Line Item Proposal Jan 2017

52.215-1 Instructions to Offerors - Competitive Acquisition Alternate I

Nov 2021 Oct 1997

52.215-16 Facilities Capital Cost of Money Jun 2003

52.215-22 Limitations on Pass-Through Charges—Identification of Subcontract Effort

Oct 2009

52.216-27 Single or Multiple Awards Oct 1995

52.219-31 Notice of Small Business Reserve Mar 2020

52.222-24 Preaward On-Site Equal Opportunity Compliance Evaluation Feb 1999

52.222-56 Certification Regarding Trafficking in Persons Compliance Plan Oct 2020

L.2 52.215-20 REQUIREMENTS FOR CERTIFIED COST OR PRICING DATA AND DATA OTHER

THAN CERTIFIED COST OR PRICING DATA (OCT 2010), ALTERNATE IV (OCT 2010)

(a) Submission of certified cost or pricing data is not required.

(b) Provide data described below:

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Provide information as described in Section L.9 INSTRUCTIONS FOR THE PREPARATION OF THE COST/BUSINESS PROPOSAL (of this attachment).

(End of Provision)

L.3 52.216-1 TYPE OF CONTRACT (APR 1984)

The Government contemplates award of an Indefinite Delivery/Indefinite Quantity (IDIQ) contract resulting from this solicitation.

(End of Provision)

L.4 52.233-2 SERVICE OF PROTEST (SEPT 2006)

(a) Protests, as defined in section 33.101 of the Federal Acquisition Regulation, that are filed directly with an agency, and copies of any protests that are filed with the Government Accountability Office (GAO), shall be served on the Contracting Officer (addressed as follows) by obtaining written and dated acknowledgment of receipt from:

Jaclyn Humphrey Supervisory Contracting Officer E-mail: swift6@usaid.gov U.S. Agency for International Development Office of Acquisition and Assistance M/OAA/CPS, USAID Annex 500 D Street SW Washington, D.C. 20547

REF: RFP Number: 7200AA23R00029 RFP Title: Support Which Implements Fast Transition (SWIFT 6)

(b) The copy of any protest must be received in the office designated above within one day of filing a protest with the Government Accountability Office (GAO).

(c) A copy of the protest must also be emailed to USAID’s Office of General Counsel (GC/LE) at Protests_Sol@usaid.gov

L.5 PHASE TWO GENERAL INSTRUCTIONS

A proposal checklist is provided in Attachment J.10 (for SWIFT-Programs) and Attachment J.11 (for SWIFT-Support) to help both the Government and the Offeror expedite submission/review. This checklist does not need to be submitted with the proposal and serves as a tool only. DISCLAIMER:

This proposal checklist is to mainly assist Offerors in proposal development. The Government is not responsible for any omissions from this checklist. Offerors are fully responsible for the accuracy, completeness, and compliance with all proposal instructions set forth in the RFP.

(a) Multiple Awards. The U. S. Government anticipates awarding approximately eight (8) to ten

(10) contracts under the unrestricted SWIFT-Programs competition, which may include approximately one (1) or two (2) small business reserve contracts under the unrestricted competition, and between three (3) and five (5) small business set-asides under the restricted SWIFT-Support competition as a result of this Solicitation. The Agency reserves the right to award more or fewer awards than the anticipated number of contracts stated above.

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The issuance of this solicitation does not obligate USAID in any way to award a contract(s). Further, USAID reserves the right to reject an offer if USAID considers such action in its best interest.

(b) RFP Instructions. If an Offeror does not follow the instructions set forth herein, the Offeror's proposal may be eliminated from further consideration or the proposal may be down-graded and not receive full or partial credit under the applicable evaluation criteria.

Oral explanations or instructions given before award of the contract are not binding. See the cover letter, and subparagraph (h) below, for information on how and when to submit questions regarding the Solicitation.

(c) Accurate and Complete Information. An Offeror must set forth full, accurate, and complete information as required by this RFP. The penalty for making false statements to the Government is prescribed in 18 U.S.C. 1001.

(d) Pre-award Survey. USAID reserves the right to perform a pre-award survey that may include, but is not limited to: (1) the Offeror’s ability to perform the contract duties under the project conditions; (2) a review of the Offeror’s financial condition, business and personnel procedures, etc.;

and (3) site visits to the Offeror’s facilities.

(e) Offer Acceptability. The Government may determine an offer to be unacceptable if the offer does not comply with all of the terms and conditions of the RFP and prospective contract, which includes but is not limited to the following:

(1) Completion of Standard Form 33, Blocks 12 through 18;

(2) Submission of proposed costs/prices and indirect cost information as required by

Sections B and L of this RFP;

(3) Completion of electronic annual representations and certifications at SAM accessed via https://www.acquisition.gov as well as any other "Representations, Certifications, and Other Statements of Offerors" in Section K; and

(4) Submission of information required by Section L (of this attachment) and any other section of this RFP. The submission of these items in accordance with these instructions will, if the Government accepts the offer, contractually bind the Government and the successful Offeror to the terms and conditions of the prospective contract. Offerors must follow the instructions contained in this RFP and supply all information and signature/certifications, as required.

(f) Proposal Preparation Costs. The U.S. Government will not pay for any proposal preparation costs.

(g) Questions: Questions in response to this solicitation must be submitted in writing only to swift6@usaid.gov not later than the time and date indicated in the Advisory Notification provided at the conclusion of Phase One. The subject line of the communication must read “SWIFT 6 IDIQ RFP”, the component of the IDIQ for which the question is being submitted (“unrestricted SWIFT-Programs” or “restricted SWIFT-Support”), and the name of the firm submitting the question. It is at the CO’s discretion to provide a response after the deadline. Phone calls will not be accepted.

Any information given to a prospective offeror concerning this solicitation will be furnished promptly to

Support Which Implements Fast Transition 6 IDIQ RFP, Solicitation #: 7200AA23R00029 Page 4 of 46 all other prospective offerors as an amendment to this solicitation, if that information is necessary in submitting offers or if the lack of it would be prejudicial to any other prospective offerors.

(h) Phase Two Solicitation Conditions: Technical Evaluation Ratings of Phase One will be carried over to Phase Two for the overall evaluation of proposals. USAID will not accept any revisions to the Phase One proposal with the Offeror’s Phase Two proposal. For Phase Two, Offerors must submit the remaining Technical Proposal and Cost Proposal elements as described herein by the date/time indicated in the Advisory Notification provided at the conclusion of Phase One.

(i) Late Offers. The Government will process late submissions of offers in accordance with FAR

15.208 and FAR 52.215-1. If an offer is received late and is not eligible for consideration in accordance with FAR 15.208 and FAR 52.215-1, then the Government will reject that offer without evaluation.

L.6 PHASE TWO PROPOSAL DELIVERY INSTRUCTIONS

Offerors must submit proposals as follows:

(a) The Offeror must submit electronic copies of their Phase Two Proposal following the specifications set out below:

(i) For Offerors submitting proposals for the unrestricted SWIFT-Programs component in

Phase Two:

a. E-mail # 1 will include the technical proposal and annexes and use the following subject line: “EMAIL 1/2, TECHNICAL PROPOSAL, PHASE TWO, SWIFT 6 IDIQ (unrestricted).”

b. E-mail # 2 will include the cost proposal and annexes and will use the following subject line: “EMAIL 2/2, COST PROPOSAL, SWIFT 6 IDIQ (unrestricted)”

c. Proposals must be submitted to: swift6@usaid.gov

d. The limit for email attachments is 20MB total. USAID is unaware of any limitation on the number of attachments; however, Offerors are encouraged to minimize the number of individual attachments. USAID prefers to receive the entire technical volume as one file rather than several separate attachments. If attachments exceed the 20MB threshold, please state that in the email submission and send as separate files noting the number of emails provided (e.g.

“EMAIL 1/3, TECHNICAL PROPOSAL (part 1), SWIFT 6 IDIQ (unrestricted)” / “EMAIL 2/3, TECHNICAL PROPOSAL (part 2), SWIFT 6 IDIQ (unrestricted)”).

(ii) For Offerors submitting proposals for the restricted small-business set-aside SWIFT- Support component in Phase Two:

a. E-mail # 1 will include the technical proposal and annexes and use the following subject line: “EMAIL 1/2, TECHNICAL PROPOSAL, PHASE TWO, SWIFT 6 IDIQ (restricted).”

b. E-mail # 2 will include the cost proposal and annexes and will use the following subject line: “EMAIL 2/2, COST PROPOSAL, SWIFT 6 IDIQ (restricted).”

c. Proposals must be submitted to: swift6@usaid.gov

d. The limit for email attachments is 20MB total. USAID is unaware of any limitation on the number of attachments; however, Offerors are encouraged to minimize the number of individual attachments. USAID prefers to receive the entire technical volume as one file rather than several separate attachments. If attachments exceed the 20MB threshold, please state that in the email submission and send as separate files noting the number of emails provided (e.g.

“EMAIL 1/3, TECHNICAL PROPOSAL (part 1), SWIFT 6 IDIQ (restricted)” / “EMAIL 2/3, TECHNICAL PROPOSAL (part 2), SWIFT 6 IDIQ (restricted)”).

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(b) Phase Two Proposals for the unrestricted SWIFT-Programs component must be prepared in two separate parts: (1) the Technical Proposal must address technical aspects only (as set forth in Section L.8), and (2) the Cost Proposal must present the cost information only (as set forth in Section L.10). Phase Two Proposals for the restricted small-business set-aside SWIFT-Support component must be prepared in two separate parts: (1) the Technical Proposal must address technical aspects only (as set forth in Section L.9), and (2) the Cost Proposal must present the cost information only (as set forth in Section L.10). Technical and Cost/Business Proposals must be kept separate from each other. Technical Proposals must not make reference to pricing data in order that the technical evaluation may be made strictly on the basis of technical merit.

(c) Closing Date and Time. All proposals in response to this RFP will be due at the above email address not later than the date and time specified on the Advisory Notification provided at the conclusion of Phase One, tentatively 45 days from the receipt of the Advisory Notification.

(d) For Phase Two, all proposal documents must be submitted as a PDF (with Optical Character Recognition), except for Attachment J.21 “Cost Price Evaluation Matrix (SWIFT-Programs)” and Attachment J.22 “Cost Price Evaluation Matrix (SWIFT-Support)”. Attachments J.21 and J.22 must be submitted in Microsoft Excel format. For Attachments J.21 and J.22, calculations and formulas used in Excel spreadsheets must be visible and there must be no hidden or password protected cells or spreadsheets. All reference data and information must be made available for review.

L.7 GENERAL INSTRUCTIONS FOR THE PREPARATION OF THE TECHNICAL PROPOSAL (FOR

ALL OFFERORS)

Instructions in this section apply to all Offerors for both the unrestricted SWIFT-Programs component and the restricted small-business set-aside SWIFT-Support component, including Small Business Offerors. Instructions in Section L.8 of this attachment (for the “SWIFT-Program” unrestricted component) and Section L.9 of this attachment (for the “SWIFT-Support” restricted small business set-aside component) differ.

(a) The technical proposal must be entirely separate from the cost proposal and it must not include cost information in the content of the technical proposal. The technical proposal must be organized by the technical evaluation criteria listed in Section M of this attachment.

(b) The technical proposal must demonstrate a clear understanding of the approach and work of the Office of Transition Initiatives (OTI) and the responsibilities of all parties involved. The technical proposal must address how the Offeror has performed work similar to that described in the Statement of Work in Section C as well as how it will excel in conducting this work if selected.

(c) Failure to include all information as specified in Section L (of this attachment) or to organize the proposal in the manner prescribed may result in rejection of the proposal as being unacceptable.

(d) Due to the limited number of pages available, Offerors should use the technical proposal to present information not included in the RFP or its Attachments and refrain from repeating any content presented therein.

(e) Major subcontractors are those expected to perform at least 20 percent or a prominent part of the technical effort. All major subcontractors will need approval by the IDIQ CO in accordance with FAR part 52.244-2 and part 44.202-2.

L.7.1 ORGANIZATION OF TECHNICAL PROPOSAL

(a) Two sets of technical proposal narrative page limits have been established:

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(i) Offerors responding to the “Implementation of Transition Programs” (SWIFT- Programs) component (the unrestricted portion of the SWIFT 6 IDIQ) are limited to 23 pages in Phase Two.

(ii) Offerors responding to the “Program Operations Technical Assistance Support (SWIFT-Support)” component, which is the restricted Small Business set-aside of the SWIFT 6 IDIQ, are limited to 17 pages in Phase Two.

(iii) If a Small Business Offeror chooses to respond to both the unrestricted SWIFT- Programs component and the restricted SWIFT-Support Small Business set-aside, the Offeror must submit separate proposals that each adhere to the maximum page limits stated above.

(b) The written Technical Proposal must be written in English. Offerors must use only 8.5 inch by 11 inch paper (unless otherwise denoted with an asterisk [*] below) and single-spaced pages with margins no less than one inch on each border. Offerors must number each page consecutively.

Offerors must utilize Arial font size 11, with the exception that Offerors may use Arial font size 10 for text boxes, graphics, and text in tables, charts, and graphs.

(c) A page in the technical proposal that contains a table, chart, graph, etc. is subject to the page limitations noted above unless explicitly excluded in Section L.8.1 and Section L.9.1 (of this attachment) below.

(d) Not included in the above page limitations are the following:

(i) Title Page, which must include the following information (not to exceed (1) page):

a. Solicitation number;

b. Submission date;

c. Name, address, and telephone number of the offeror (and facsimile number and electronic address if available) (NOTE: ensure consistency with Offeror’s SAM registration);

d. Offeror’s UEI number (NOTE: ensure consistency with Offeror’s SAM registration);

e. A statement specifying the extent of agreement with all terms, conditions, and provisions included in the solicitation and agreement to furnish any or all items upon which prices are offered at the price set opposite each item;

f. Names, titles, telephone numbers, and electronic addresses (and facsimile numbers if available) of persons authorized to negotiate on the offeror’s behalf with the Government in connection with this solicitation;

g. Name, title, and signature of person authorized to sign the proposal. Proposals signed by an agent shall be accompanied by evidence of that agent’s authority, unless that evidence has been previously furnished to the issuing office;

h. Names of any proposed Major Subcontractors (NOTE: ensure consistency with Major Subcontractors identified in Part 9 of the Cost/Business Proposal); and

i. Small Business Offerors must provide a statement of self-certification of business size and socio-economic status of the organization/firm.

(ii) Cover Letter (not to exceed two (2) pages)

(iii) Table of Contents

(iv) Acronym list, and

(v) Dividers

L.8 OFFERORS RESPONDING TO THE “IMPLEMENTATION OF TRANSITION PROGRAMS”

(SWIFT-PROGRAMS) UNRESTRICTED COMPONENT OF SWIFT 6

L.8.1 ORGANIZATION OF THE TECHNICAL PROPOSAL - PHASE TWO

The Technical Proposal narrative must be organized in accordance with the technical evaluation criteria listed in Section M (of this attachment).

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● Approach to Transition Programming (Factor 2)

● Management Approach (Factor 3)

● Past Performance (Factor 4)

The annexes/figures below are required, but are not included in the maximum technical proposal narrative page limitation as described in Section L.7 (of this attachment).

A. Case Study - Start-Up Organization Chart (Maximum one (1) page. Can be submitted on 11x17 paper)

B. Case Study – Start-Up Work Plan (Maximum two (2) pages. Can be submitted on 11x17 paper) C. Case Study – Full Implementation Organization Chart (Maximum one (1) page. Can be submitted on 11x17 paper) D. Case Study – Roles and Responsibilities Matrix (Can be submitted on 11x17 paper) E. Case Study – Activity Cycle Flow Chart (Maximum one (1) page. Can be submitted on 11x17 paper) F. Case Study – Grant Implementation Process Flow Chart (Maximum one (1) page. Can be submitted on 11x17 paper) G. Case Study – Procurement Process Flow Chart (Maximum one (1) page. Can be submitted on

11x17 paper) H. Case Study – Implementation Planning Exercise Table and Narrative (Narrative maximum five

(5) pages. Table can be submitted on 11x17 paper) I. Management Approach – Key Personnel Resume (IDIQ Manager) (Maximum four (4) pages) J. Management Approach – Key Personnel (IDIQ Manager) Letter of Commitment K. Management Approach – Key Personnel (IDIQ Manager) References (total of three (3) references) L. Management Approach – Activity Manual (No page limit) M. Management Approach – Environmental Considerations Approach (Maximum two (2) pages) N. Past Performance Short-Forms (Maximum two (2) pages per form) O. Past Performance Matrix (Maximum two (2) pages. Can be submitted on 11x17 paper) P. Past Performance in Using Small Business Concerns

a. Use of Small Business Concerns Narrative (Maximum two (2) pages. Not applicable to small business Offerors.)

b. List of Recent eSRS Subcontract Reports (Not applicable to small business Offerors.

c. Small Business Concerns Contact List (Not applicable to small business Offerors.)

L.8.2 CONTENT OF TECHNICAL PROPOSAL - PHASE TWO

L.8.2.1 Approach to Transition Programming (See Factor 2, Section M.3.1.1 of this attachment)

Offerors must demonstrate, through a response to the case study illustrative Task Order and implementation scenarios, their technical approach to transition programming and how they propose to meet the requirements in the SWIFT 6 Statement of Work (Section C) and its attachments.

A. Case Study: Illustrative Task Order Program Implementation

Offerors must respond to the case study in Attachment J.121 assuming that they have been selected as the Contractor for the illustrative Task Order. Through the narrative and illustrative deliverables (annexes) required for this case study response, Offerors must demonstrate their understanding of the IDIQ Statement of Work (Section C); the unique way of operating in a complex political crisis or political transition environment as addressed in the SOW; challenges faced working in transition countries or

1 The instructions provided below in Section L.8.2.1 (of this attachment) closely represent the type of instructions that would be included in a typical SWIFT-Programs RFTOP.

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i. Case Study Start-Up Approach

Offerors must provide a narrative, included as part of the maximum technical narrative page limit that describes:

● The Offeror’s general approach to the Start-Up phase of the OTI Patriam Transitus Program

(PTP).

● The roles, responsibilities, tasks, management, and lines of reporting for the Start-Up personnel, including any STTA included as part of a Start-Up Team.

● The potential political, security, and operational issues, problems, or situations that may arise during Start-Up, and practical solutions to overcome these obstacles using the Offeror’s proposed systems and capabilities.

● Considerations and approaches to recruitment, hiring, training, and retaining appropriate personnel to support the identified OTI Patriam Transitus Program objectives, including staff care approaches that respond to complex operating environments. The Offeror must discuss priorities and timing for recruitment of positions and specific considerations toward gender, geographic, ethnic, religious, and linguistic diversity and inclusion. Offerors must also describe, when hiring staff, the most important skill sets/background for OTI programs.

● The Offeror’s strategy to smoothly transition from start-up to long-term operations, including details on the timing for initial TAP activities and full capacity to manage and implement TAP activities, based on the assumptions for programming described in the case study.

Offerors must also include the following sub-elements, which are not included in the maximum technical narrative page limit:

● Start-Up Organization Chart (Annex A) – Offerors must submit an organization chart that visually demonstrates the Start-Up Team composition and structure, the lines of reporting and supervision during the Start-Up phase, and the level of effort (LOE) for each position. The chart must also demonstrate what long-term positions will assume long-term responsibility, if applicable, for roles initially implemented by start-up personnel. This chart must not exceed one

(1) page, can be submitted on paper no greater than 11x17 inches, and is not included in the maximum technical narrative page limit.

● Start-Up Work Plan (Annex B) - Offerors must submit a draft work plan for the Start-Up phase.

This plan must demonstrate an understanding of the requirements for the first four (4) months of the OTI Patriam Transitus Program — including the transition from the pre-deployment and start-up phase to the full implementation phase, as well as deliverables, individuals responsible for start-up tasks, and operational needs. This plan must not exceed two (2) pages, can be submitted on paper no greater than 11x17 inches, and is not included in the maximum technical narrative page limit.

ii. Case Study Organizational Structure and Staffing

Offerors must include a narrative description, included as part of the maximum page limit, of their organizational structure for the OTI Patriam Transitus Program case study. Specifically, the Offeror’s narrative must address the following:

● How the proposed organization structure and staffing footprint will enable effective implementation using the Activity Cycle.

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● The lines of reporting, authority, and communication among the Senior Management Team (see Section C.2.5), other field-based non-key personnel, any proposed subcontractors, and home office support personnel. Lines of reporting and communication between the Offeror’s staff and OTI staff, and the Offeror’s staff and the SWIFT-Support Transition Advisors (hired by a SWIFT 6 SWIFT-Support small business set-aside holder) must also be described2.

● The proposed staffing structure must also include a description as to how the staffing/management structure will manage the field office in the case study.

● The proposed staffing structure must account for all personnel functions (per Attachment J.3) required in the SWIFT 6 Patriam case study without being excessive or administratively burdensome. It is expected that, when appropriate, staff will be able to fulfill more than one function.

Offerors must also include the following sub-elements, which are not included in the maximum technical

● Full Implementation Organization Chart (Annex C) – Offerors must submit an Organization Chart that includes all the proposed staffing positions for the OTI Patriam Transitus Program at full implementation along with lines of reporting and communication (including to/with OTI and the SWIFT-Support Transition Advisor) that must not exceed one (1) page. The Organization Chart must not exceed one (1) page, can be submitted on paper no greater than 11x17 inch, and is not included in the maximum technical narrative page limit.

● Roles and Responsibilities Matrix (Annex D) – Offerors must include a Roles and Responsibilities Matrix delineating duties and responsibilities of all the proposed staffing positions for the OTI Patriam Transitus Program at full implementation. If the Offeror proposes more than one (1) staff in its Organization Chart (Annex C) with the same position title, only one row/description is required for the position title. The Roles and Responsibilities Matrix can be

iii. Case Study Program Management Processes, TAP Activity Development and Implementation

Offerors must present a narrative, included as part of the maximum technical narrative page limit, that demonstrates a clear understanding of the personnel, processes, and management systems that are required for TAP activity development and implementation for the OTI Patriam Transitus Program. The narrative must address the Offeror’s understanding and capacity to fulfill the requirements for transition programming, as described in Section C of the RFP and its attachments. Specifically, the Offeror’s narrative must address the following:

● Management of staff and processes involved in idea generation, TAP activity design, and implementation, including information on remote management of staff and TAP activities.

● Conducting iterative, real-time context analysis as part of ongoing monitoring and evaluation efforts; communicating analysis to various stakeholders; and incorporating analysis into programming. This narrative must address how the Offeror will monitor implementation of the sample “OTI Patriam Transitus Program Illustrative Activity (Activity Number PAT020)” described in the Case Study (Attachment J.12) and how it will evaluate the outcome(s) of the sample TAP activity as part of the overall OTI Patriam Transitus Program’s program

2 OTI is most interested in simple, effective management. Offerors are encouraged to meet USAID small business subcontracting goals for U.S.-based subcontracting under Task Orders, but their technical proposals must demonstrate how they intend to effectively manage these relationships to meet SWIFT 6 contract requirements.

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● Processes for identifying and vetting potential awardees and ensuring awardee accountability.

● Ensuring physical and information security with respect to risks and mitigating measures and protocols in-country, particularly regarding staff movement and program implementation and monitoring, as well as in the event of an acute security situation.

● Approach to both internal (including with OTI in the field and Washington, D.C.) and external communications for the OTI Patriam Transitus Program. This includes a strategic communications/outreach approach to amplify/publicize the illustrative Case Study TAP activity idea (PAT 020), and an internal communications approach that ensures sound data/information management and information security. While communications are customized for each country or regional program, Offerors must demonstrate a basic approach to incorporating communications into their programming.

Offerors must also include the following sub-elements, which are not included in the maximum technical

● Activity Cycle Flow Chart (Annex E) – This macro-level flow chart must demonstrate an overall understanding of how OTI programs are implemented through small and rapid activities under the TAP. The flow chart must depict all of the steps required from the initial identification and analysis of the TAP activity idea, to TAP activity approval, to successful implementation and close-out of the TAP activity. While activity cycles are customized for each country program, they must be consistent with OTI’s Activity Cycle (see Section C.4.7) and the Offeror’s Activity Manual (please refer to Attachment J.13 – Annotated Activity Manual Outline for a description of OTI’s TAP activity approval process, roles of OTI and the Contractor, etc.). This chart must not exceed one (1) page, must be submitted on paper no greater than 11x17 inches, and is not included in the maximum technical narrative page limit. The chart must:

○ Include decision points for determining the best TAP instrument (GUC, DDGS, STTA) and/or other procurement mechanisms for the proposed TAP activity and a depiction of the overall steps involved depending on which TAP instrument is selected for a given TAP activity.

○ Identify the specific OTI and Contractor personnel who will be responsible for each step or action in the activity cycle.

○ Include the steps and decision points connected to environmental compliance, gender and inclusion considerations, monitoring and evaluation, branding and marking and any other relevant elements in TAP activity design, implementation and evaluation.

● Grant Implementation Process Flow Chart (Annex F) – Using the example “Illustrative Activity

(PAT 020)” provided in the Case Study, the Offeror must depict all of the specific steps needed after TAP activity approval/clearance in order to award this illustrative TAP activity as an in-kind grant under contract (GUC), implement the TAP activity, and close-out the TAP activity. The chart must identify the specific OTI and Contractor personnel who will be responsible for each action in the grant implementation process. This chart must not exceed one (1) page, can be

● Procurement Process Flow Chart (Annex G) - This flow chart must demonstrate an understanding of the procurement steps necessary to implement an in-kind grant and must use the example “Illustrative Activity (PAT 020)” described in the case study and depicted in the Grant Implementation Process Flow Chart. The Procurement Process Flow Chart must identify the specific OTI and Contractor personnel responsible for each action in the procurement

Support Which Implements Fast Transition 6 IDIQ RFP, Solicitation #: 7200AA23R00029 Page 11 of 46 process. This plan must not exceed one (1) page, must be submitted on paper no greater than 11x17 inches, and is not included in the maximum technical narrative page limit.

iv. Case Study Implementation Planning Exercise (Annex H)

● Offerors must submit an Implementation Planning Exercise table (see Attachment J.14 template) outlining the number of proposed units for Program and Operations line items (including staff LOE, travel and transportation, and other direct costs (ODCs)) that would be envisioned for effective implementation of the OTI Patriam Transitus Program during the “Base Program” phases (Phases 1, 2 and 4), in accordance with the TAP plug figures and assumptions provided in Attachment J.12 - Illustrative Case Study. Offerors may reference Attachment J.15 - Cost Categories to distinguish between Program (CLIN 1) versus Operations (CLIN 2) line item categories, but no cost/price information is to be provided on the Implementation Planning Exercise table. The Implementation Planning Exercise table format cannot be modified except to incorporate additional rows for additional line items, such as additional staff positions or ODCs, and is not included in the maximum technical narrative page limit.

● In addition to the table, as part of this annex, Offerors must submit an accompanying narrative that provides sufficient detail to allow for a complete analysis of the assumptions behind the planned number of proposed units (e.g. for number of planned per diem days, this would include an explanation regarding how the Offeror calculated the number of per diem days proposed).

This narrative must not exceed five (5) pages, and is not included in the maximum technical narrative page limit. No cost/price information is to be provided in the narrative.

B. Case Study: Implementation Scenarios

The Offeror must assume that it has been selected as the Contractor for the OTI Patriam Transitus Program SWIFT 6-Programs Task Order and provide a narrative, included as part of the maximum technical narrative page limit, responding to each scenario below. Offerors must clearly state all assumptions. The implementation scenarios below must be considered separately – do not consider the factors in Scenario 1 in preparing a response to Scenario 2 and Scenario 3 or vice versa. The only elements to be considered as part of the scenarios are the elements included in the original case study Task Order (as described in Attachment J.12) and the Offeror’s proposed technical approach.

i. Scenario 1 – Proving Responsive Amid Shifting Needs

It is eight months into the program. Having just returned from a trip to Regio with a contingent from the U.S. Embassy, the OTI Country Representative (CR) meets with the Senior Management Team (SMT) to provide a read-out. On the heels of the USG’s further public pronouncements of support for Regio’s recovery, the OTI CR expresses a desire to clear several quick-impact activities within the next two weeks.

During the trip, the OTI CR and U.S. delegation met with a range of current program partners, including several local CSOs, as well as with local government officials. The OTI program was praised, in part, for its responsiveness and partnerships with local organizations. Community representatives expressed cautious optimism about the return of essential services to Vella, chiefly electricity, and the recent repair of a market that had housed local businesses–highly visible, OTI-supported activities–while noting that substantial needs remained.

In particular, several trusted local partners noted that the disparities between Vella and the periphery remained stark. While the UN repaired two large water treatment plants in Vella, towns in the periphery

Support Which Implements Fast Transition 6 IDIQ RFP, Solicitation #: 7200AA23R00029 Page 12 of 46 remain without potable water, which local partners note is a key hindrance to the return of internally displaced persons (IDPs). Instead, communities are compelled to rely on water trucks, whose equipment often breaks down as a result of the poor conditions of the roads. The Deputy Chief of Mission (DCM) pledged action and, turning to OTI, asked what could be done. While the program has cleared some pilot activities in the periphery, the majority of assistance to date has been focused in and around Vella. The OTI CR promised to discuss with the program team and get back to the DCM the following week.

In a subsequent team WhatsApp conversation, a program staff member reminds the team that the program’s approved EMMP and C-IEE includes the following: commodity procurement; festivals and events; repair and rehabilitation of buildings; small-scale new construction; debris management; solid waste management; and micro and small enterprises (MSEs) support. The EMMP and C-IEE do not, however, include Water, Sanitation, and Hygiene (WASH). The SMT asks the team to come prepared to discuss ideas and considerations at a meeting with the OTI CR later in the week.

Offerors must:

● Describe the relevant programmatic, operational, and/or regulatory obstacles present in demonstrating the program’s responsiveness to this priority and propose how they can be mitigated. Identify any resource implications associated with this approach.

● Identify and propose one (1) activity to immediately implement in response to the information provided by the OTI CR. This TAP activity must be one that will allow the program to demonstrate it is responsive to the needs of those residing in the periphery, gain additional access to communities, test the operational environment, and/or build relationships with local partners. Describe the proposed TAP instrument, type of partner, the target actors and beneficiaries, the theory of change and activity rationale, the anticipated outcome(s) of the TAP activity, potential challenges and mitigating measures, and how the TAP activity will be implemented.

ii. Scenario 2 – Modeling Inclusion During a Ramp-Up

The program has recently entered its second year of programming when, during a regular SMT meeting, the OTI CR raises the possibility of activating the Task Order’s Ramp-Up option. Freedom of movement has improved in Regio province and, with it, increased expectations from the U.S. Embassy on the program’s provision of recovery assistance. In response, the USAID Mission has agreed to provide an additional $3 million in Economic Support Funds (ESF) to the OTI program for TAP. At a subsequent Strategy Review Session (SRS), program staff and SMT discussed the need to expand its reach to marginalized populations.

In Regio, the program has been accused on social media of only providing assistance to Credos—and intentionally neglecting Fidems, despite their majority in the country. While less hyperbolic, program staff have heard similar sentiments from some local partners. The SMT acknowledges this perception is reinforced by the fact that both SWIFT-Programs Contractor staff themselves and the government-backed Crisis Recovery Unit (one of several key OTI partners) are mostly Credos. This staffing posture has reflected the fact that the program has largely been operating in areas heavily populated by Credos. During the recently completed SRS, it was agreed that the program would expand its footprint in several towns and villages in which sizable marginalized Fidem populations reside, but specific action plans have not been developed. Particularly in mixed areas, residents have struggled to overcome a legacy of mistrust between the two groups. The OTI CR schedules an impromptu off-site SMT for next week.

Offerors must:

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● Identify the personnel and operational considerations of such a Ramp-Up and what steps the program will take to address them.

● Describe what programmatic steps will be taken as part of the Ramp-Up to build trust between Fidem and Credo communities while maintaining momentum across the entire program.

● Identify any particular measures the program will take in response to the direct and indirect feedback/accusations received with regards to the program’s assistance in Regio.

iii. Scenario 3 - Managing Uncertainty

It is nearly 18 months into the program and the political situation in Patriam is spiraling. What were once impromptu demonstrations that channeled public anger over nepotism and a sense that average citizens were being left behind have evolved into a sophisticated protest movement led by youth and women. Weekly demonstrations in the capital routinely bring thousands of citizens from a diverse array of backgrounds into the streets, many of whom participate in an amorphous network of neighborhood-level mutual aid groups. Such demonstrations are mirrored, on a smaller scale, in other areas of Patriam.

The most recent catalyst for public ire came when, at a parade celebrating the country’s independence, two senior government officials were inadvertently caught on a microphone discussing the imminent awarding of a multi-million dollar construction contract to President Tyrannus’ nephew, a 23 year-old recent university graduate. The public response appeared to pose an existential threat to President Tyrannus’ legitimacy, with protestors calling for his resignation and snap elections. In response, Tyrannus derided the leaked audio as “fake news” and, accusing the demonstrators of “terrorizing the population,” launched a mass arrest of protesters. In the melee that followed, several dozen demonstrators were killed and many more injured. At different points in the last month, the government has moved to significantly slow the internet and has publicly criticized social media platforms.

Despite these draconian measures, demonstrations continue. The U.S. Government has condemned the crackdown, calling on the government to respect the rights of peaceful protesters and to engage in direct negotiations with the protest movement. The OTI CR notifies SMT that the USAID Mission has requested all direct assistance to the government be paused, but that the Embassy continues to be quietly supportive of the program’s assistance to demonstrators. In private, the international community implores demonstrators to coalesce around a shared political platform.

Indeed, since the inception of the program, OTI has managed an increasingly delicate balance between supporting entities of the government, when consistent with program objectives, while ensuring that civilians have access to political expression. Much of the program’s assistance to demonstrators to date has been centered around the provision of in-kind support, such as posters, flyers, and loudspeakers, and capacity building for the movement’s amorphous network of leaders, particularly women and youth.

The protest movement remains wary, however, of overt assistance from the international community, fearful it will feed into disinformation about its origins and aims. In private, senior Patriam government officials have complained to USAID personnel about the support but, to date, have not made any public remarks about it.

During a hastily convened Rolling Assessment (RA), program staff express both a strong desire to continue programming and concern for the safety of beneficiaries. In particular, staff note that, should there be negotiations, they are concerned that the voices of women and youth – so critical to the viability of the protests – will be sidelined. These considerations are further elevated when the Chief of Party reports that a Program Development Officer (PDO) with an activist background received an anonymous, threatening text message.

Offerors must:

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● Describe what measures to put in place to promote the safety and security of staff, and considerations for the safety of beneficiaries, while continuing to implement the program.

● Describe the considerations and approaches to managing the program’s reputational risk, given the need to maintain a relationship with government entities and demonstrators alike, despite providing differing levels of assistance to each group.

● Based on the information provided, describe any proposed programmatic adjustments.

● Propose one (1) activity in response to the scenario described above. Describe the proposed

TAP instrument, type of partner, the target actors and beneficiaries, the anticipated outcome(s) of the TAP activity, the theory of change and activity rationale, potential challenges and mitigating measures, and how the TAP activity will be implemented.

L.8.2.2 Management Approach (See Factor 3, Section M.3.1.2, of this attachment)

Offerors must describe their approach to effective management and administration of the unrestricted SWIFT-Programs component of the SWIFT 6 IDIQ, including Home Office management approach and structure, approach for fulfilling climate risk and environmental management requirements, and documentation of TAP management and implementation processes and policies.

A. IDIQ and Task Order Home Office Management

i. Proposed IDIQ Manager

The contracts resulting from this solicitation include a Key Personnel clause (in Section F). Key Personnel for the basic IDIQ contract are those individuals who will serve in a central management position over the basic IDIQ contract and not necessarily over individual Task Orders (individual Task Orders will include their own Key Personnel provision). This RFP includes one (1) Key Personnel position, the IDIQ Manager. The IDIQ Manager serves as the primary point of contact for the contract.

As part of the narrative response, included as part of the maximum technical proposal narrative page limit, Offerors must describe the suitability of the proposed IDIQ manager to the position.

Offerors must also include the following sub-elements, which are not included in the maximum technical

● Key Personnel Résumé (Annex I). A complete and current resume for the proposed candidate for this position. The resume must not exceed four (4) pages in length and must be in chronological order starting with most recent experience. Positions in the résumés must include the job title, the location, the employer, and the dates of employment (month and year).

● Key Personnel Letter of Commitment (Annex J). A statement signed by the person proposed as key personnel confirming their present intention and availability to serve in the stated position.

● Key Personnel References (Annex K). Three (3) references for the proposed candidate.

References must include the name, email, phone, current organization, organization where the referee worked with the candidate, and dates when the referee and candidate worked together.

○ Referees should be able to address, if contacted, the candidate’s political acumen and analytical capabilities; ability to work in crisis conditions under pressure, with a diverse group of people, and as a team player; problem solving abilities; and management and mentoring capacity.

○ At least one (1) of the three (3) references must be a person for whom the candidate was in a supervisory role (indicate this reference in the proposal).

○ At least one (1) reference must be from an individual in an organization other than the

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Offeror or proposed subcontractor(s) (indicate this reference in the proposal).

USAID may obtain references for personnel from other than the sources identified by the Offeror and may seek references in writing, by telephone, or in person. USAID will determine the relevance of these references and reserves the right not to contact references. Information gathered from all references will be used to help determine the best-value decision.

The proposed candidate must meet the minimum qualifications of the Labor Category and level set forth in Section B.7.3 and of the IDIQ Manager position description in Section F.8 and Attachment J.3.

ii. Task Order Management Approach and Structure

As part of the narrative response, and included as part of the maximum technical proposal narrative page limit, Offerors must describe their proposed Task Order management approach, structure, and capacity. The narrative must address:

● The roles and responsibilities of the home office management staff, their assigned management and decision-making authorities, and the value they will add to tasks. Describe the lines of responsibility, relationships, and communication through which Task Orders will be managed, and the procedures to be taken to ensure quality control and cost control, and to identify and resolve problems.

● The Offeror’s capability to simultaneously manage multiple Task Orders in countries undergoing a transition or a complex political crisis. Demonstrate the Offeror’s ability to quickly and effectively respond to RFTOPs.

● If an Offeror proposes a consortium approach, the Offeror must describe the formal relationship between/among firms with differing capabilities required to meet the requirements set forth in Section C, and the approach to ensuring streamlined management and communications among OTI, the Offeror, and any subcontractors.

B. Activity Manual (Annex L)

In addition, as part of the Management…