72011423R00010.SOL (1).pdf

Request for Proposals (RFP) No. 72011423R00010

Issue Date: August 9, 2023

Questions Due Date and Time August 22, 2023, 9:00 AM Tbilisi Time

Past Performance Submission Deadline:

September 20, 2023, 9:00 AM Tbilisi Time

Technical and Cost Proposal Submission Deadline:

October 11, 2023, 9:00 AM Tbilisi Time

Dear Prospective Offerors:

The United States Agency for International Development in Georgia (USAID/Georgia) is seeking proposals from qualified companies and organizations interested in implementing the “USAID Agricultural Trade Diversification Program” as described in this solicitation.

Any questions regarding the RFP requirements must be submitted to A&A Specialist Ms. Kenul Salimova via e-mail at ksalimova@usaid.gov and mschronce@usaid.gov, with courtesy copy to TbilisiRCO-EG@usaid.gov no later than the submission deadline set forth above.

Subject to availability of funds, USAID contemplates award of a Cost-Plus-Fixed-Fee (CPFF) type contract for a period of five (5) years from the date of award. The total estimated value of the award is not to exceed $30,000,000. The Offerors should not strive to meet the maximum amount; rather, offerors are to propose costs that are appropriate, realistic, and reasonable, and in accordance with the proposed approach for achieving results. Cost proposals will be evaluated as part of a best value determination.

Proposals must be received electronically on or before the closing date stipulated above to provide the services and deliverables specified in the below RFP. Proposals must be sent via email attachments to ksalimova@usaid.gov and mschronce@usaid.gov , with cc to TbilisiRCO- EG@usaid.gov by the closing date and must conform to all requirements outlined in Section L.

Section L of the RFP sets forth all instructions for the preparation and submission of required proposal content. Section M states the criteria by which proposals will be evaluated. Proposals received after the closing date and time will be processed as late and handled in accordance with FAR 15.208.

mailto:ksalimova@usaid.gov mailto:mschronce@usaid.gov mailto:TbilisiRCO-EG@usaid.gov mailto:ksalimova@usaid.gov mailto:mschronce@usaid.gov mailto:TbilisiRCO@usaid.gov mailto:TbilisiRCO@usaid.gov

USAID Agricultural Trade Diversification Program

SOL #72011423R00010

Please note that the award of this contract and its period of performance is based on the Section 889 Modified Foreign Assistance (FA) Waiver USAID received from the Director of National Intelligence (DNI), which expires on September 30, 2028. Therefore, although this is anticipated to be a five year period of performance, the base period will be through September 30, 2028 and an option period for the remaining period of performance. If and when the Contractor submits the representation for FAR 52.204-24 Covered Telecommunications Equipment or Services-Representation, which may be submitted no later than March 31, 2028 that the Contractor represents that it does not use covered equipment and services, or there is a renewed or alternative waiver in place before that date, the CO will provide written notice of its intent to exercise the option.

Along with this RFP, any amendments to this solicitation will be issued and posted on the System for Award Management website (www.sam.gov). Offerors are encouraged to check the website periodically. It is the responsibility of the Offeror to ensure that solicitation or any amendments to it has been received from the Internet in its entirety and USAID bears no responsibility for data errors resulting from transmission or conversion processes.

This RFP in no way obligates the USAID to award a contract, nor does it commit USAID to pay any cost incurred in the preparation and submission of your proposal. We look forward to receiving and reviewing your proposals.

Sincerely, Caroline Hillas Regional Contracting Officer USAID/Georgia http://www.sam.gov/

Contents:

SECTION B - SUPPLIES OR SERVICES/PRICES 5

SECTION C - STATEMENT OF WORK (SOW) 9

SECTION D PACKAGING AND MARKING 10

SECTION E - INSPECTION AND ACCEPTANCE 13

SECTION F - DELIVERIES OR PERFORMANCE 14

SECTION G - CONTRACT ADMINISTRATION DATA 35

SECTION H - SPECIAL CONTRACT REQUIREMENTS 41

SECTION I - CONTRACT CLAUSES 63

PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS 81

SECTION J - LIST OF ATTACHMENTS 81

PART IV - REPRESENTATIONS AND INSTRUCTIONS 82

SECTION K - REPRESENTATIONS, CERTIFICATIONS, AND OTHER STATEMENTS OF OFFERORS 82

SECTION L - INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS 110

SECTION M - EVALUATION FACTORS FOR AWARD 135

Section B – Page 5

SECTION B - SUPPLIES OR SERVICES/PRICES

B.1 PURPOSE

The purpose of this contract is to provide technical assistance and services described in detail in Section C, Statement of Work, for the implementation of the USAID Agricultural Trade Diversification Program.

B.2 CONTRACT TYPE

This is a Cost-Plus-Fixed-Fee (CPFF) completion type contract. For the consideration set forth in the contract, the Contractor must provide the deliverables or outputs described in Sections C and F and comply with all contract requirements.

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

(a) The Total Estimated Cost of the base contract for the performance of the work required hereunder, exclusive of fixed fee, is [ TBD ]. The Total Fixed Fee is [ TBD ].

The Total Estimated Cost Plus Fixed Fee, if any, is [ TBD ].

(b) The Total Estimated Cost for the performance of the work under the option period, if exercised, exclusive of fixed fee, is [ TBD ]. The Total Fixed Fee is [ TBD ]. The Total Estimated Cost Plus Fixed Fee, if any, is [ TBD ].

(c) Within the estimated cost plus fixed fee specified above, the amount currently obligated and available for reimbursement of allowable costs incurred by the Contractor (and payment of fee) for performance hereunder is [ TBD ] . The Contractor must not exceed the aforesaid obligated amount, unless authorized by the contracting officer pursuant to the clause of this contract entitled “Limitation of Funds

(APR 1984)” FAR 52.232-22.

(d) Funds obligated hereunder are anticipated to be sufficient through [ TBD ] .

[Note: Initial Year 1 obligation funds are expected not to exceed $3.8 million whereas future out years are expected to be at much higher levels, for proposal and planning purposes.]

B.4 BUDGET

(a) The following itemized budget sets forth the estimates for reimbursement of dollar costs for cost categories and the fixed fee.

Section B – Page 6

Base Contract (March 1, 2024 - September 30, 2028)

CLIN Item Total ($)

0001a Direct Costs TBD

0001b Grants under Contract $12,500,000

0001c Indirect Costs TBD

0001d Fixed Fee TBD

Base (CLIN 0001) Total Estimated Cost Plus Fixed Fee

TBD

Option Period (October 1, 2028 - February 28, 2029)

CLIN Item Total ($)

0002a Direct Costs TBD

0002b Grants under Contract $0.00

0002c Indirect Costs TBD

0002d Fixed Fee TBD

Option(CLIN 0002) Total Estimated Cost Plus Fixed Fee

TBD

[Note: If the successful offeror represents that the Section 889 FA Waiver is not required, the final award may be altered to have a single CLIN combining the total amounts of the Base Period and Option Period.]

(b) The amounts in the above cost categories may not be adjusted without a written modification signed by the Contracting Officer. The Contractor will not bill any amounts against this contract in excess of the amounts specified for each line item.

B.5 INDIRECT COSTS

The contract clause entitled “Allowable Cost and Payment (JUN 2013)”, FAR 52.216-7, specifies that the indirect cost rates must be established for each of the contractor’s accounting periods that apply to this contract. Pending establishment of revised provisional or final indirect cost

Section B – Page 7 rates, allowable indirect costs shall be reimbursed on the basis of the following negotiated provisional or predetermined rates and the appropriate bases pursuant to the Contractor’s current executed Negotiated Indirect Cost Rate Agreement (NICRA):

Description Rate Base Type Period

TBD TBD% 1/ 1/ 1/

TBD TBD% 2/ 2/ 2/

1/ Base of Application: TBD Type of Rate: TBD Period: TBD 2/ Base of Application: TBD Type of Rate: TBD Period: TBD

B.6 PAYMENT OF FIXED FEE

Pursuant to FAR 16.306(d) Cost-Plus-Fixed-Fee Contracts, payment of the fixed fee will be divided between fixed payments for activity deliverables found in Section F.6 (25%) and fixed payments based on the completed performance indicators/targets set forth in Section F.10 (75%) found in the Fixed Fee Schedule below.

[Selected Offeror’s Fixed Fee Schedule to be inserted at time of award.]

All fixed fee payments are subject to the inspection and acceptance by USAID as specified in Section E of the same and in compliance with the terms of this contract. Upon successful completion of a deliverable, the Contractor must provide evidence of its achievement in accordance with performance standards specified in Section E to the Contracting Officer’s Representative (COR). Upon receipt of concurrence by the COR, the Contractor must submit an invoice for the amount of the fee associated with the deliverable.

In the event of discontinuance of the work in accordance with the clause of the contract entitled FAR 52.249-6 Termination (Cost Reimbursement), the fee must be re-determined by mutual agreement equitably to reflect the reduction in the work actually performed. The amount by which such fee is less than, or exceeds, payments previously made on account of the fee must be paid to, or repaid by the Contractor, as applicable.

Section B – Page 8

Pursuant to FAR 52.216-8 Fixed Fee, after payment of 85% of the fixed fee, further payment of the fee will be withheld until a reserve is set aside not to exceed 15% of the total fixed fee or $100,000, whichever is less.

(a) The Government must pay the Contractor the fixed fee specified in the Schedule for performing this contract.

(b) In accordance with FAR 52.216-8 “Fixed Fee (JUN 2011),” USAID reserves the right to withhold a reserve not to exceed $100,000. The Contracting Officer must release 75 percent of all fee withholds under this contract after receipt of an adequate certified final indirect cost rate proposal covering the year of physical completion of this contract, provided the Contractor has satisfied all other contract terms and conditions, including the submission of the final patent and royalty reports, and is not delinquent in submitting final vouchers on prior years’ settlements. The Contracting Officer may release up to 90 percent of the fee withholds under this contract based on the Contractor’s past performance related to the submission and settlement of final indirect cost rate proposals.

B.7 COST REIMBURSABLE

The U.S. dollar costs allowable will be limited to reasonable, allocable, and necessary costs determined in accordance with FAR 31 (Contract Cost Principles and Procedures), FAR 52.216-7 Allowable Cost and Payment, FAR 52.216-8 Fixed Fee, FAR 52.232-20 Limitation of Cost, FAR 52.232-22, Limitation of Funds, if applicable, and AIDAR 752.7003 Documentation for Payment.

END OF SECTION B

Section C - Page 9

SECTION C - STATEMENT OF WORK (SOW)

[To be inserted at time of award]

END OF SECTION C

Section D - Page 10

SECTION D PACKAGING AND MARKING

D.1 AIDAR 752.7009 MARKING (JAN 1993)

(a) It is USAID policy that USAID-financed commodities and shipping containers, and program construction sites and other program locations be suitably marked with the USAID emblem.

Shipping containers are also to be marked with the last five digits of the USAID financing document number. As a general rule, marking is not required for raw materials shipped in bulk (such as coal, grain, etc.), or for semi-finished products which are not packaged.

(b) Specific guidance on marking requirements should be obtained prior to procurement of commodities to be shipped, and as early as possible for program construction sites and other program locations. This guidance will be provided through the cognizant technical office indicated on the cover page of this Contract, or by the Mission Director in the Cooperating Country to which commodities are being shipped, or in which the program site is located.

(c) Authority to waive marking requirements is vested with the Regional Assistant Administrators, and with Mission Directors.

(d) A copy of any specific marking instructions or waivers from marking requirements is to be sent to the Contracting Officer; the original should be retained by the Contractor.

D.2 COMPLIANCE WITH BRANDING STRATEGY AND BRANDING IMPLEMENTATION &

MARKING PLANS

(a) The Contractor must comply with the approved Branding Implementation Plan (BIP) and Marking Plan (MP)

(b) The Activity BIP/MP will be incorporated as a material part of the Contract.

(c) The Contractor must comply with the following Branding Strategy:

Program Name: USAID Agricultural Trade Diversification Program

Positioning: The project will be positioned as a partnership between USAID and Government of Georgia as well as private enterprises, associations, business service providers, and other stakeholders that have critical roles in the development and modernization of Georgia’s agricultural sector.

Visibility: The project will have high visibility in Georgia among its targeted audiences. As such, USAID expects it to be actively publicized and requests pre-production review of all materials that include the USAID logo. All materials must be marked in compliance with the USAID Graphic standards manual at https://www.usaid.gov/branding/gsm.

Acknowledgements: Should a partnership arise between other counterparts, they will be acknowledged as appropriate in all work per USAID’s regulations. In any collaboration with other donors, those donors will be acknowledged per USAID’s regulations.

https://www.usaid.gov/branding/gsm

Section D - Page 11

Project Main Messages: Through Program activities, the USAID Agricultural Trade Diversification Program will:

● strengthen linkages for high-value Georgian agricultural products in diverse export markets

● catalyze investments that strengthen agricultural market systems,

● support private sector adaptation to climate change,

● and address systems-level barriers hindering agricultural exports.

The main message is that the USAID Agricultural Trade Diversification Program will strengthen Georgia’s capacity to sustainably export to diverse, high-value markets and reduce the environmental footprint of the agriculture sector. As a result, the Program will help reduce Georgia’s economic dependence on the Russian market and support Georgia’s adherence to international climate commitments.

Project Audiences: The primary audience for project publicity is the Georgian public, including small and medium size agribusinesses and other leading private sector companies, policy makers, opinion leaders, the media, youth, and local producers. The project will engage with the associations, government agencies, business service providers, and private companies focused on the modernization of Georgia’s agricultural sector and increasing Georgia’s agricultural exports.

Materials & Communications Positioning: The project will incorporate the message that this “assistance is from the American people” in all oral and written communication, in accordance with the ADS 320, the USAID Graphic Standards Manual, and per USAID guidance.

● The Contractor must comply with 2 CFR 700.16, AIDAR 752.7009, and use ADS 320, USAID Graphic Standard Manual, ADS 557 Public Information and ADS 558 Use of Social Media for Public Engagement for guidance.

● Failure to meet branding and marking requirements may be considered noncompliance with the Contract.

D.3 EXCEPTIONS AND WAIVERS TO USAID BRANDING AND MARKING REQUIREMENTS

USAID may consider programmatic exceptions to its requirements for branding and marking, as outlined in ADS 320.3.4.1. Exceptions are rare, programmatic in nature, and reflect the categories of foreign assistance USAID generally does not want marked. USAID may approve exceptions post-award when appropriate. Guidance for applying for exceptions can be found at USAID ADS 320, Branding and Marking.

USAID will only grant waivers in rare circumstances, after considerable deliberation and analysis, and will be narrowly targeted in terms of geography, time, and programmatic application. Guidance for applying for waivers can be found at USAID ADS Chapter 320, Branding and Marking.

Section D - Page 12

In accordance with ADS 320, only the Contracting Officer has the authority to inform the Contractor of USAID’s decision to approve an exception or grant a waiver to the branding and marking requirements. Only the CO has the authority to inform the Contractor to comply with such exceptions or waivers. Any branding and marking requirement waiver will be subject to review every six months.

D.4 BRANDING AND MARKING FOR GRANTS UNDER CONTRACT

The Contractor is responsible for including branding and marking requirements for grants under this contract (GUC) in accordance with 2 CFR 700.16. To ensure the marking requirements “flow down” to grantees, subgrants must include the provision as outlined in 2 CFR 700.16(a)(4).

As part of the Contractor’s responsibility for managing grants, the Contractor must ensure that all grantees follow the same rules for branding and marking as assistance awards, as described in ADS 320, Branding and Marking, and incorporated herein by reference.

USAID reserves the right to require the USAID Identity to be larger and more prominent if it is the majority donor, or to require that a cooperating country government's identity be larger and more prominent if circumstances warrant; any such requirement will be on a case-by-case basis depending on the audience, program goals and materials produced.

USAID reserves the right to request pre-production review of USAID funded public communications and program materials for compliance with the approved Branding Strategy, Branding Implementation Plan, and Marking Plan.

USAID reserves the right to require marking with the USAID Identity in the event the grantee does not choose to mark with its own identity or logo.

END OF SECTION D

Section E - Page 13

SECTION E - INSPECTION AND ACCEPTANCE

E.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

The following contract clauses pertinent to this section are hereby incorporated by reference (by Citation Number, Title, and Date) in accordance with the clause at FAR “52.252.-2 CLAUSES INCORPORATED BY REFERENCE” in Section I of this contract. See http://acquisition.gov/far/index.html for electronic access to the full text of a FAR clause.

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

Clause Number Clause Title Date

52.204-14 52.222-41 52.246-3 52.246-5

SERVICE CONTRACT REPORTING REQUIREMENTS (OCT 2016)

SERVICE CONTRACT ACT OF 1965, AS AMENDED (MAY 1989)

INSPECTION OF SUPPLIES – COST REIMBURSEMENT (MAY 2001)

INSPECTION OF SERVICES – COST REIMBURSEMENT (APR 1984)

E.2 INSPECTION AND ACCEPTANCE

USAID inspection and acceptance of services, reports and other required deliverables or outputs will take place at:

USAID/Caucasus 29, Georgian-American Friendship Ave Tbilisi 0131, Georgia or at any other location where the services are performed and reports and deliverables or outputs are produced or submitted. The COR listed in Section G has been delegated authority to inspect and accept all services, reports and required deliverables or outputs.

Unless otherwise stated, the designated COR has been delegated authority to inspect and accept all services, reports and required deliverables or outputs if specified in the contract.

END OF SECTION E

http://acquisition.gov/far/index.html

Section F - Page 14

SECTION F - DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY REFERENCE

The following contract clauses pertinent to this section are hereby incorporated by reference (by Citation Number, Title, and Date) in accordance with the clause at FAR “52.252.-2 CLAUSES INCORPORATED BY REFERENCE” in Section I of this contract. See http://acquisition.gov/far/index.html for electronic access to the full text of a FAR clause.

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

52.242-15 STOP WORK ORDER AUG 1989

52.242-15 STOP-WORK ORDER ALTERNATE I APR 1984

52.242-17 GOVERNMENT DELAY OF WORK APR 1984

F.2 PERIOD OF PERFORMANCE

(a) The period of performance for the Base Period is March 1, 2024 through September 30, 2028. The option period of performance is October 1, 2028 through February 28, 2029.

[Note to Offerors: Paragraph (b) below will be added to the award if it is based on the

Modified Foreign Assistance waiver.]

(b) This paragraph does not apply to a contractor that at the time of award represents at paragraph (c)(2) of the provision at FAR 52.204–26 that it “does not” use covered telecommunications equipment or services.

The exercise of the option is conditional on:

(1) the Contractor’s submission of the representation at FAR 52.204-24 or 52.204-26 no later than March 31, 2028, indicating that the Contractor does not use covered equipment and services; or

(2) availability and agency’s use of a new or other applicable waiver. In this case the period of the option could extend for the period of time authorized in the applicable waiver, not to exceed the option period specified in paragraph (a) of this section. See H.30. FAR Part 4.21 Prohibition on Contracting for Certain Covered Telecommunications And Video Surveillance Services or

Equipment (Section 889) (December 2021).

http://acquisition.gov/far/index.html

Section F - Page 15

F.3 PLACE OF PERFORMANCE

The place of performance of this contract is the country of Georgia.

F.4 AUTHORIZED WORK WEEK

The standard work week is from Monday through Friday. No overtime or premium pay is authorized under the resulting contract. The contractor is authorized up to a 5-day workweek for long-term staff and up to a 6-day workweek for short term technical assistance.

F.5 AIDAR 752.242-70 PERIODIC PROGRESS REPORTS (OCT 2007)

(a) The contractor shall prepare and submit progress reports as specified in the contract schedule. These reports are separate from the interim and final performance evaluation reports prepared by USAID in accordance with FAR 42.15 and internal Agency procedures, but they may be used by USAID personnel or their authorized representative when evaluating the contractor’s performance.

(b) During any delay in furnishing a progress report required under this contract, the

Contracting Officer may withhold from payment an amount not to exceed US$25,000 (or local currency equivalent) or 5 percent of the amount of this contract, whichever is less, until such time as the contractor submits the report or the contracting officer determines that the delay no longer has a detrimental effect on the Government’s ability to monitor the contractor’s progress.

F.6 REPORTS AND DELIVERABLES OR OUTPUTS

In addition to the requirements set forth for submission of reports by AIDAR 752.242-70, Periodic Progress Report (OCT 2007), the Contractor must submit the following reports and outputs to the Contracting Officer’s Representative (COR) specified in Section G. Each of the reports shall be submitted electronically using Microsoft Word, Excel, or PowerPoint software, or another format as approved in writing by the COR. All reports shall be written in plain, grammatically correct English.

All reports and plans are subject to written approval by the COR, except for the Closeout plan and the Property Disposition plan, which are subject to Contracting Officer’s approval.

In addition, the Contractor shall produce routine and special assessments, including success stories for use by USAID, as agreed with the COR, as well as provide USAID support for special reports and policy analyses.

The Contractor must submit any and all documents that required under this contract, to be provided to USAID or it’s representatives, electronically via the appropriate software, or as an

Section F - Page 16 electronic mail attachment, and the submittal will consist of only one electronic file that comprises the complete and final equivalent of the paper copy, otherwise a hard copy will be provided. Acceptable software formats for electronic documents include, Microsoft Word, Word Perfect, Microsoft Excel, and Portable Document Format (PDF). USAID will accept an electronic signature from the contractor’s duly appointed or specifically identified engagement authority for a given contract action.

Written reports will be in the form of regular reports (as described below) as well as ad hoc written reports for which content and length will be determined jointly by the COR and the Contractor. USAID reserves the right to request the Contractor to submit two versions of reports - one that may contain Sensitive but Unclassified information and one that does not contain such information so that it may be made publicly available.

No. Deliverable Due Date

Planning and Start-Up Deliverables

(a) Key Personnel Furnished Proposed within 20 days after the effective date of award; arrival no later than 45 days after approval

(b) Mobilization Plan Within 15 days after the effective date of award

(c) Procurement Plan Must be submitted to the CO within 60 days of the award effective date

(d) Annual Work Plans 60 days after the effective date of award for first Annual Work Plan; 30 days before end of fiscal year for subsequent work plans

(e) Monitoring, Evaluation and Learning Plan Within 90 days after award. Updates to the AMELP will be submitted 30 days before end of fiscal year, if needed, as part of the AWP process

(f) Export Market Assessment Within 120 days after award

(g) Grants Manual Within 120 days after award

(h) Strategic Communications Plan Within 140 days following the effective award date

Other Deliverables and Reports

Section F - Page 17

(i) Short-Term Consultant Reports, Technical Reports, and Other Developed Materials

As set forth in the Work Plan

(j) Close out and disposition plan

Six months prior to the completion dates

(k) Deliverables as Identified in Annual Work Plan to Perform Statement of Work

As set forth in the Work Plan

(l) Results to be Achieved As set forth in the Table

(m) Pause and Reflect Sessions At least annually, as set forth in the Work Plan

Periodic Reports

(n) Weekly Updates & Meetings As determined with COR

(o) Progress Reports Quarterly Progress Reports: First three Quarterly Reports due no later than 15 days following the end of each U.S. fiscal year quarter

Annual Progress Reports: The fourth quarter/Annual Report must be submitted no later than 30 days following the end of the U.S.

fiscal year.

Final Report: The draft Final Report is due within 45 days prior to the contract completion date.

The finalized Final Report is due within 30 days after contract completion

(p) Quarterly Financial Reports and Accruals Quarterly financial reports must be submitted no later than the thirtieth (30th) of April, July, October and January.

Accrual Reports must be submitted to the COR no later than the 10th of March, June, September, and December of each year.

(q) Geographic Information Submission Semi-annually on April 15 and October 15

(r) Final Report Draft Report due thirty (30) days prior to the contract completion date. FInal draft due no more than 30 calendar days after contract completion date or receipt of USAID comments, whichever is the later.

(s) Special Assessments and Reports Within 120 days of award

Section F - Page 18

(t) Annual property report six months after the effective date of the contract and thereafter annually based on the U.S. Government Fiscal Year.

(a) KEY PERSONNEL

The Contractor must nominate qualified candidates for proposed Key Personnel positions described in Section F. within 20 days of award. Key Personnel must be hired, in-country, and ready for implementation no later than 45 days after approval.

(b) MOBILIZATION PLAN

The Contractor must develop a mobilization plan that will serve as the basic blueprint for the first three months of the contract. This plan will set forth priority actions such as recruitment and hiring of key personnel and staff, securing office space, obtaining all required company registration requirements, and purchase of equipment. The plan will also outline the key tasks to make the activity operational, The mobilization plan must be submitted to the COR for written approval within 15 days of the effective date of the award.

(c) PROCUREMENT PLAN

The Contractor must submit a Procurement Plan to the Contracting Officer for approval contains the following information:

● Specifications and the estimated costs of all non-expendable supplies and equipment to be purchased under this contract;

● Specifically identify any IT equipment to be purchased;

● An explanation of the intended use of each item;

● Description of how the Contractor will monitor and control use of non-expendable resources.

The Contractor must abide by all source and origin requirements when procuring non-expendable commodities under this Contract. The Contract must comply with the requirements of Section H.34 (Information Technical Approval (April 2018) (Deviation No. M/OAA-DEV-FAR-20- 3C) (April 2020) and FAR 52.204-25 regarding purchase of IT equipment.

The Procurement Plan must be submitted to the CO within 60 days of the award effective date.

(d) ANNUAL WORK PLANS

The annual work plan is the key document for contract performance against which Contractor performance shall be monitored and evaluated by both the COR and the Contractor. During contract performance, the annual work plan will be updated, as required, subject to COR

Section F - Page 19 approval. It is anticipated that USAID Mission staff will review the annual work plan updates in order to provide comments thereon and to recommend changes. Such comments and changes, however, if accepted by the Contractor, do not constitute a change from the terms of the contract. Annual work plans must describe the activities and interventions required to meet the contract outputs, including but not limited to:

1) A summary of achievement towards results and outcomes from the previous period, including progress of the sustainability strategy.

2) Proposed interventions for the year, including actions, location, partners, individuals responsible, timeframes, and expected results.

3) Corresponding schedule on a Gantt chart and resources required to complete interventions.

4) Information on how activities will be implemented in a collaborative and coordinated manner with implementing partners and other Government of Georgia entities.

5) Proposed deliverables and due dates for submission.

6) A breakdown of expenditures by intervention.

7) Proposed travel plan.

8) Proposed short-term technical assistance plan, including estimated resources.

9) Proposed plan for subcontracting and factors for the selection of subcontractors in support of achieving the expected results.

10) Proposed plan for grants implementation.

11) Proposed strategy and activities for implementing gender equality and social inclusion.

12) Update on monitoring, evaluation, and learning, including contextual developments, lessons learned from the previous year, anticipated challenges for the upcoming year, and planned support for the subsequent implementation period.

13) Proposed outreach and communication deliverables and strategic communication activities; updates of the Strategic Communications Plan; any requested waivers, deviations or exemptions to the Branding and Marking plans; and

14) Proposed annual accomplishments and progress towards achieving outputs.

The annual work plans are intended to be working documents for the use of the Contractor and USAID; much of the information may be presented in tabular format and there is no expectation of widespread public dissemination. The first year work plan is due no later than 60 days after the effective date of award.

If the time period for the first year work plan does not align with the US Government fiscal year (October 1-September 30), then the COR will determine the time period to be covered by the first year work plan. Annual work plans for subsequent years must be submitted no later than 30 days before the end of the US Government fiscal year.

Section F - Page 20

(e) MONITORING AND EVALUATION AND LEARNING (MEL) PLAN AND DATA

Monitoring, Evaluation, and Learning (MEL) will be an on-going, collaborative process led by the Contractor, with the participation of USAID and key stakeholders. The Contractor must submit a MEL Plan, along with the initial work plan, to the COR for review and approval within 90 days of award.

Core Content

The MEL Plan must include the following core content: visual depiction of the activity logic model that directly connects to USAID/Georgia Development Objective(s); a narrative description of the logic model that explains how the activity advances USAID/Georgia strategic priorities; a set of quantitative and/or qualitative performance indicators that measure the goal/objective, intermediate outcomes and outputs of the logic model; context measures, as appropriate; a data collection, management and analysis plan (e.g. gender gaps); internal data quality assessment procedures; an internal and external evaluation plan; a learning plan that describes how monitoring data, assessments, evaluations, and pause-and-reflect sessions will be used for adaptive management; an annual schedule of key MEL activities (e.g. surveys, assessments, internal Data Quality Assessments, quarterly reporting to USAID, annual data entry into USAID’s Development Information Solution, semi-annual reporting of location and other geographic-based data to USAID, MEL plan updates, etc.); and the staffing structure and budget allocation to complete all MEL tasks.

Performance Indicators

In addition to indicators that measure the logic model, the MEL Plan will include all standard foreign assistance (F) indicators and USAID/Georgia Performance Management Plan (PMP) indicators assigned by the COR. For each indicator, the MEL Plan must include a Performance Indicator Reference Sheet (PIRS) which provides a precise definition, information on disaggregation, the data source, frequency of data collection, collection method, the party responsible for data collection, when baseline information will be collected, and expected annual targets. All person-level data must be disaggregated by sex. The MEL Plan will also include a Performance Indicator Tracking Table (PITT), an excel-based file that tracks all quantitative performance data and lists baseline figures, quarterly and/or annual actuals, quarterly and/or annual targets, and life of award targets, disaggregated as appropriate. The PITT will be submitted to the COR as part of the quarterly report to demonstrate measurable progress toward the award purpose.

The MEL Plan must consider indicator disaggregation by geographic location. When geographically disaggregated indicators are included, the MEL Plan must indicate the level of geographic detail at which the indicator data will be collected. Additionally, geographic indicator data must be collected and submitted in accordance with the geographic data collection and submissions standards outlined in Section p.

Section F - Page 21

Illustrative performance indicators are provided as part of the Attachment J.6.

Reporting

The Contractor must include performance data as part of quarterly and annual reports, in accordance with the reporting frequency of each indicator as defined in the PIRS and presented in the PITT. The PITT should present measurable progress, or lack thereof, toward the award [purpose/goal/objective]. In particular, annual reporting on F indicators (actual results and updated targets, along with justifications and deviation narratives) must be provided no later than 30 days after the end of the USG Government fiscal year, i.e. September 30. All annual data must be submitted in the format requested by the COR, e.g. standard data collection templates for F indicators in the Performance Plan and Report (PPR), data entry directly into the USAID’s Development Information System, etc. Appropriate training will be provided by USAID to support and ensure compliance.

External Evaluation

USAID or its designee may conduct independent mid-term and/or final evaluations of the activity.

If such an evaluation is conducted, the Contractor must make all its records and data available to the independent evaluation team.

Updates

The MEL Plan must be updated annually in collaboration with USAID to reflect all relevant changes, e.g. new F and PMP indicator assignments, revised targets, updates to the logic model, work plan updates, etc. In the event that USAID redesigns the standard F indicators, e.g. adds new required indicators, retires or replaces the existing indicators, etc., the Contractor must revise its MEL plan accordingly. The revised MEL Plan must be presented for review and approval along with the annual work plan throughout the life of the award.

(f) EXPORT MARKET ASSESSMENT

Within 120 days of award, the Contractor must submit an Export Market Assessment that outlines the strategic target markets and chains that offer the greatest potential for Georgian exports within the five-year Program timeframe.

The assessment should:

1) Identify target markets

2) Identify value chains with proven demand in above markets

3) Identify barriers to export within selected value chains and to target markets

Section F - Page 22

4) Propose a series of interventions to reduce these barriers and increase exports to identified markets

5) Identify public and private partners with resources that can be leveraged to maximize USAID support

(g) GRANTS MANUAL

The Contractor shall submit a grants manual no later than 120 days following contract award.

The grants manual shall include, at a minimum, a definition of types of grants to be awarded, grant eligibility requirements, an overview of program outreach, guidelines for solicitations, grant evaluation and selection criteria, and a description of grant implementation processes.

The Contractor shall outline a specific approach for grants solicitation, evaluation and selection for each Component under the Program. The Grants Manual must be approved by the Contracting Officer prior to the award of any sub-grants.

(h) STRATEGIC COMMUNICATIONS PLAN

The Contractor must submit a Strategic Communications Plan detailing the overarching communications efforts and tools that it will use to raise the awareness, knowledge, and understanding of the Activity’s objectives and results among key stakeholders and the Georgian public. The plan must state the Activity’s strategic communications objectives and detail how the Contractor will achieve these objectives through various communications activities and approaches (e.g., media engagement, community mobilization, and use of social media). In formulating this plan, the Contractor must ensure that USAID’s contribution to the achievement of communication and programmatic objectives are significantly recognized by the Activity’s potential audience, as appropriate. See Section D (Branding and Marking).

Based on this Strategic Communications Plan, the annual work plan will identify specific outreach and communication deliverables and strategic communication activities for the upcoming year; the annual progress report will assess the effectiveness of such deliverables and activities.

Due Date: The Contractor must submit the Strategic Communications Plan within 140 days following the effective award date.

(i) SHORT-TERM CONSULTANTS REPORTS, TECHNICAL REPORTS, AND OTHER DEVELOPED

MATERIALS

At the request of the COR, the Contractor shall submit reports summarizing the activities, accomplishments, and recommendations of short term-consultants. The reports can be either in written or verbal form as approved by the COR.

Section F - Page 23

(j) CLOSE OUT AND DISPOSITION PLAN

The Contractor will develop and implement a closeout plan (administration, information, grants, finance, procurement and management). The close-out plan will be submitted to the COR for approval no later than six months prior to the expiration date of the contract. The plan must include, but not limited to, the following:

(1) Dates for final delivery of all goods and services for grants and subcontracts;

(2) A property disposition plan for the Contractor and subcontractor(s) in accordance with contract requirements, which must be approved by the Contracting Officer;

(3) Review of contract and/or grant files for audit purposes and final billing to USAID;

(4) A schedule to address office leases, bank accounts, utilities, cell phones, personnel notification, outstanding travel and social payments, household shipments, several for local staff (if appropriate); vehicle leases; phone subscriptions, etc.;

(5) Receipt of all final invoices and award performance reports;

(6) Report use of funds not required for the completion of the contract;

(7) Report on compliance with all local labor laws, tax clearances, and other appropriate compliance.

USAID will approve or disapprove the proposed plan in writing, at least 60 days before completion of the contract.

(k) DELIVERABLES AS IDENTIFIED IN ANNUAL WORK PLAN TO PERFORM STATEMENT OF

WORK

During the work planning stage, additional deliverables will be identified with deadlines into the Annual Work Plans. Such additional deliverables are incorporated by reference into the contract and the Contractor must timely complete such deliverables.

(l) RESULTS TO BE ACHIEVED

N o

Result Contract Year Option Period

Minimum expected total 1 2 3 4 5

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1 Value of agricultural exports going to identified strategic markets

TB

D

TBD TBD TBD TBD TBD TBD

2 Value of annual sales from agribusinesses receiving USG assistance

TB

D

TBD TBD TBD TBD TBD TBD

3 Value of private sector investment in the agriculture sector leveraged by USG assistance

TB

D

TBD TBD TBD TBD TBD TBD

4 Number of businesses with improved environmental practices and/or improved climate resilience

TB

D

TBD TBD TBD TBD TBD TBD

5 Greenhouse gas (GHG) emissions, estimated in metric tons of CO2 equivalent, reduced, sequestered, or avoided through clean energy activities supported by USG assistance.

TB

D

TBD TBD TBD TBD TBD TBD

[Note to Offeror: If the successful offeror represents that the Section 889 FA Waiver is not required, the final award may be altered to combine the Contract Year 5 and Option Period together into Contract Year 5.]

(m) PAUSE AND REFLECT SESSIONS

Pause and reflect sessions will be held on a regular basis throughout the life of the contract. The timing will be determined in consultation with USAID. The Contractor may recommend the frequency of these sessions but should be no less than once a year. The purpose of these pause and reflect sessions is to ensure stakeholders have the opportunity to assess progress to-date, lessons learned, and apply adaptive management strategies. These pause and reflect sessions will be facilitated by the contractor and participants may vary depending upon the need and input from the USAID.

(n) WEEKLY UPDATES AND MEETINGS

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The Contractor must hold weekly meetings with the COR providing updates in writing (no more than 2 pages) in advance. Notes from the weekly meeting must be prepared by the Contractor and submitted to the COR within two (2) business days following the meeting.

(o) PROGRESS REPORTS

1. Quarterly Progress Report

The Contractor must submit quarterly reports for US Government fiscal year quarters 1, 2, and 3.

Quarterly reports are due 15 days after the end of the respective US Government fiscal year quarter. Fourth quarter reports will be combined with the annual report. The report structure and narrative should focus on communicating implementation results, progress, learning, and adapting.

These reports must include, at a minimum:

● a summary of progress and challenges for the activity, including any problems encountered, and proposing remedial actions as appropriate;

● a discussion of salient programmatic trends that can be distilled from major activities that are in process or recently completed;

● a discussion of unresolved or ongoing administrative/bureaucratic constraints to the Contractor’s optimal performance;

● the status of work plan completion; the status of performance indicators;

● a summary of grant activities, including the number of applications received, reviewed, and awarded, and the status of grantee business performance;

● environmental management and monitoring; and a financial analysis, which must include the current contract budget, actual costs incurred to-date, projected expenditures through the end of the current quarter and the expiration date of the contract, remaining funds under the contract,

● and LOE expenditures to date per staff member.

Quarterly progress reports must not exceed twelve (12) pages.

Annexes (not part of page limitation) should include:

● Based on the deliverables schedule set forth in the Annual Work Plan, at least two “Success Stories” that highlight the impact of the Activity. The stories must articulate how the Activity has resulted in positive change and ideally capture human-centered stories that help audiences personally and emotionally connect with the activity. All success stories must be shared electronically with the USAID/Georgia Development Outreach and Communications (DOC) team. A minimum of one success story per year must highlight gender equality and social inclusion efforts. Submission of activity highlights and high-quality photographs are required and should be sent to the DOC team.

Section F - Page 26

● A list of planned public events (if any) that provides sufficient information on any press involvement, participation of USAID personnel, or high-level government officials that may be required for the next quarter.

● If appropriate as determined by the COR, a list of the electronic data sets (as defined in Section H) used for the quarterly progress report. See Section H.30 regarding Contractor requirements for submission of electronic datasets and Data Development Library (DDL).

● If appropriate as determined by the COR, electronic copies of all products produced under the contract including but not limited to publications, studies, presentations, trip reports, technical reports, and original photo files (with photographer’s credit).

2. ANNUAL PROGRESS REPORT

The Contractor must submit a draft Annual Progress Reports (APRs) 30 calendar days after the end of the US Government fiscal year. Final reports will be due 10 calendar days after receipt of USAID’s comments. The Contractor must submit APRs for years 1-4 and 2 while year 53 accomplishments will be included in the Final Performance Report. The APR will track results and provide examples of how the Contract is meeting its targets. The APR must include the following:

● Detailed description of the activities conducted during the reporting period.

● Quantitative and qualitative description of actual achievements versus planned activities in narrative and performance data table formats.

● Discussion of obstacles, constraints and opportunities affecting the activities during the reporting period along with lessons learned to be taken into account during planning for the next year. This includes lessons learned regarding gender equality and social inclusion efforts, including reporting on gender-related constraints and/or opportunities; developments or events that have the potential to significantly affect the performance or progress toward targets; and coordination and collaboration efforts with other USAID activities, other donor programs, and private sector stakeholders.

● Progress of performance indicators included in the MELP.

● Reports should also include, as an addendum, success stories and digital photographs that USAID can share with various stakeholders and the partner government.

● Annual financial updates summarizing planned and actual expenses, as well as any cost overruns or high unit costs.

● Plans or anticipated adjustments for next quarter, including international travel plan in accordance with AIDAR 752.7032.

The APR must not exceed thirty (30) pages unless otherwise authorized by the COR>

3. FINAL REPORT

Thirty (30) days prior to the contract completion date, the Contractor must deliver a final report to the COR in lieu of monthly, quarterly, and annual reporting for the relevant period. USAID will

Section F - Page 27 have 15 days to respond. The Contractor will have no more than 30 calendar days after the completion date of activities under the Contract to submit a completed Final Report.

The Final Report must contain the following information that cover the full period of the project:

● an executive summary of the accomplishments and results achieved;

● an overall description of the activities and accomplishments;

● a summary of problems/obstacles encountered during implementation and how the

Contract responded;

● success stories;

● an assessment of the performance in accomplishing the project’s objectives;

● significance of these activities; findings;

● comments and recommendations; l

● lessons learned that can be applied to similar future programming, other pertinent information;

● a financial summary showing planned and actual expenses over the life of the Contract.

This report should eliminate politically sensitive or proprietary information. The reports should incorporate as many graphics (maps, photos, charts, etc.) as possible and should include all project and evaluation tools and materials, in annex.

(p) QUARTERLY FINANCIAL REPORTS AND ACCRUALS

The financial report will show, for the contract and each subcontract, current contract budget, accumulative cost expenditures through the end of the previous USG fiscal quarter, actual and accrued expenditures for current quarter, the budget estimate for the upcoming quarters through end of the fiscal year, and remaining funds under the contract.

Actual cost information will be submitted in the format of the budgets submitted in the Contractor’s cost proposal.

The financial report format will be determined by the COR after consultations with the Contractor, except as specified above.