AMENDMENT_02.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE PAGE OF PAGES

1 18

2. AMENDMENT/MODIFICATION NO.

3. EFFECTIVE DATE

see block 16

4. REQUISITION/PURCHASE REQ. NO

REQ-121-19-000020

5. PROJECT NO. (If applicable)

6. ISSUED BY CODE 7. ADMINISTERED BY (IF OTHER THAN ITEM 6) CODE

USAID/Ukraine Regional Contract Office Department of State 5850 Kyiv Place Washington, DC 20521-5850 see block 6

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State, and Zip Code)

TO ALL OFFERORS

9A. AMENDMENT OF SOLICITATION NO.

SOL-72012119R00001

9B. DATED (SEE ITEM

11) 5/3/2019

10A. MODIFICATION OF CONTRACT/ORDER NO.

CODE: FACILITY CODE: 10B. DATED (SEE ITEM 11)

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

The above numbered, solicitation is amended as set forth in item 14. The hour and date specified for receipt of Offers is extended is not extended.

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers, FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If Required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS,

IT MODIFIES THE CONTRACT/ORDER NO., AS DESCRIBED IN ITEM 14

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify Authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43,103 (b).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is NOT is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

The purpose of this Amendment No. 02 is to (1) provide the second part of answers to the questions submitted by potential Offerors regarding Request for Proposal (RFP) No. SOL-72012119R00001, USAID Ukraine Monitoring and Learning Support Contract, and (2) post a revised RFP based on the questions received. All RFP revisions are highlighted in yellow.

15A. NAME AND TITLE OF SIGNER 16A. NAME AND TITLE OF CONTRACTING OFFICER

Maria Televantos, Contracting Officer

15B. CONTRACTOR/OFFEROR 15C. DATE

SIGNED

16B. UNITED STATES OF AMERICA

__________/S/________________

16C. DATE

SIGNED

(Signature of person authorized to sign) (Signature of Contracting Officer) 5/3/2019

NSN 7540-01-152-8070 STANDARD FORM 30 (REV. 10-83)

Previous Edition Unusable Prescribed by GSA FAR (48 CFR) 53.24

Amendment No. 02 to Request for Proposal (RFP) No. SOL-72012119R00001 USAID Ukraine Monitoring and Learning Support Contract

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PART 2. ANSWERS TO THE QUESTIONS

1. Given that the CDCS was approved on January 9, 2019, this would necessitate initial approval of the

PMP by July 9, 2019. Further, given that the RFP responses aren't due until May 23, 2019 and that there will be a review, award, and start-up period, this would seem to severely limit the ability of any IP to contribute to the finalization of the PMP as noted in footnote 1 on page 13. Can you USAID please clarify how this process would work?

Answer: Because the PMP is a living document, and a “base PMP” will be submitted by July 9, continued refinement of the PMP and addressing specific gaps, will be required.

2. Given that the selected offeror will be asked to conduct a number of capacity building activities with the USAID mission, it would be helpful to have a general idea of approximately how many people are responsible for PPL, PMP, and CLA for each of the four Development Objectives (DO’s).

Answer: The Mission staff consists of approximately just over 100 people, of which about half are in technical offices that link directly to the four DOs.

3. Per section L.8.b.5 on page 104 of the RFP, USAID indicates that offerors “must submit an illustrative table, matrix, or plan that provides a timeline for tasks and deliverables over the five years to include monitoring and evaluation of the contract itself.” Can USAID please confirm if this requested timeline will be part of the page limit and please clarify the requirements for monitoring and evaluation of the monitoring and learning support contract itself?

Answer: USAID confirms that the illustrative table, matrix, or plan is included in the page limitation. This language in Section L.8.b.5 has been revised in the amended RFP to clarify that we are requesting a timeline for tasks and deliverables over the life of the contract. In terms of monitoring and evaluation of the contract itself, please review Section F.6 of the RFP under “Monitoring, Evaluation and Learning (MEL) Plan.”

4. Referring to Task 2.2 defined on page 17 of the Solicitation, does the Contractor have the latitude to work with the AOR / COR and the Mission leadership to review and revise or update job descriptions and performance guidelines to reflect the PPL, PMP, MEL, and CLA competencies required for the positions and to ensure training competency is updated through trainings provided by Contractor?

Answer: USAID does not anticipate this need.

5. The RFP notes that the MEL contract also "may include" Belarus (page 22). Can USAID provide additional information on how much support is anticipated under the contract to Belarus?

Answer: Overall support for Belarus is undetermined at this time but is expected to be minimal. It may include travel to Belarus but it is unlikely that this would exceed one trip (not to exceed 5 business days) per year. Contractor activities may also include support to USAID/Belarus staff based in Ukraine, and remote support to staff in Minsk.

6. The selected offeror will be expected to provide monitoring data across USAID's implementing partners. Can USAID provide clarification if its implementing partners are currently utilizing

Page | 3 standardized databases, platforms, data analytical systems, etc.? Or will the selected offeror be expected to import and convert various data inputs into it third-party platform?

Answer: There is some standardization of formats, such as the quarterly reporting template used by all implementing partners, but not of databases or platforms that implementing partners access. Data inputs are kept internally, using spreadsheet-type applications. The contractor will be expected to inform data tracking processes and assist in aggregating/visualizing data.

7. Related to Task 2.3 described on page 18 and to Task 2.1 described on page 17, to what degree will the Contractor be expected to or have the liberty within the its scope to a) reform or update data management and information systems for the Mission; or b) update or select new software.

Answer: The Contractor will be expected to inform data tracking processes and assist in aggregating/visualizing data. USAID does not envision the Contractor to build a new software at this time.

8. The RFP says in one place the software question is still open, in another that Excel would be used.

Can USAID clarify or provide more details for the software they are currently using, and the selected offeror is expected to propose some platform solution?

Answer: USAID/Ukraine currently uses spreadsheet-type applications. The contractor is not expected to propose a new platform solution.

9. The selected offeror will be expected to perform a number of communications and outreach activities. Can USAID clarify whether it currently has a Public Information Office or similar organizational unit within the mission?

Answer: The mission currently has a Senior Communications Advisor, two communications staff and two interpreter/translators that support all outreach and communications for USAID/Ukraine.

10. The selected offeror will be expected to produce a number of ad hoc reports and other documentation. For budgeting purposes, can USAID provide an estimated annual average of the number of ad hoc documents which might be requested?

Answer: Possibly 5-7, of varying depth, length, and sophistication.

11. In terms of the Geospatial Reporting Requirements, can USAID confirm whether or not there are any activities which could potentially be sensitive in terms of the need to maintain confidentiality either at the individual or organizational level?

Answer: Geospatial data on USAID activities can be, but usually is not, sensitive. When and if data is sensitive, it can be because of the technology used, the legal framework, and/or the involvement of organizations/individuals. ADS 579.3.2.4. specifies that data access can be Public, Restricted Public, or Non-Public. ADS 579saa provides the logic for assessing data risks. ADS 579.3.2.3 sets exceptions that might lead to redactions of data shared publicly.

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12. Related the geospatial reporting articulated in Task 2.4 on page 18, will there be security clearance requirements for project staff working in geospatial or other select reporting requirements?

Answer: No, security clearance is not required for contractor staff.

13. Does USAID expect the implementer to carry out evaluations under Objective 1?

Answer: The Contractor is not expected to carry out performance or impact evaluations.

The Contractor is expected to evaluate learning, review and analyze monitoring data in collaboration with the mission, and suggest appropriate pause and reflect moments. The Contractor must also assist the mission with performance and impact evaluation planning, design, and use.

14. C.2: Purpose. Page 10, 3rd Paragraph, 6th Sentence Can the Government clarify the potential that requirements under this contract will include monitoring and learning activity in the country of Belarus? Under which circumstances will this USAID require the contractor to deploy personnel resources to Belarus?

15. In section C.2, p. 10, it states that the awardee is to support PMP implementation to include among other things, “evaluating performance and impact.” Will the scope of the contract include conducting performance and impact evaluations of USAID/Ukraine and Belarus projects/activities?

collaboration with the mission, and suggest appropriate pause and reflect moments. The

16. In section C.2 it is unclear if the PMP covering the 2019-2024 CDCS has been completed and approved. Does the mission expect the contractor to support developing the PMP, as well as updating it and supporting its implementation?

Answer: The mission anticipates that the base PMP will be completed on time, by July 9, 2019, and prior to contract award. Assuming the contractor will launch after that date, their role would be to support PMP updating, gap-filling, address remaining “place-holders,” and implementation.

17. There appears to be no reference in C.2 to support for the development/updating of project and activity MEL plans. Will such support be included in the M&L Support Contract?

Answer: Yes, such needs are outlined as part of the Task 1.3 summary, and Task 1.3.b.

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18. What part does demonstrable progress on attaining goals of intermediate results (IRs) play in the Contractor’s assessed performance on the contract?

Answer: The Contractor is not responsible for attaining IR success.

19. What access will Contractors have to key data sources relevant to the IRs? (Ex: One of the IRs is “2.2

Energy Security advanced through competitive markets”.)

Answer: Contractors will have the same access as USAID staff to key data sources relevant to the IRs.

20. Will contractor’s PMP performance be assessed according to progress on that goal?

Answer: In terms of monitoring and evaluation of the contract itself, please review Section F.6 of the RFP under “Monitoring, Evaluation and Learning (MEL) Plan.” The assessment of the Contractor’s performance is based on the Contractor’s progress towards achieving contract goals.

21. What access will Contractors have to Ukraine energy sector data sources to assess progress on this

IR?

Answer: The Contractor will have the same access as USAID staff to energy sector data sources.

22. C.2 and C.3 There is a discrepancy between 2018-2023 Country Development Cooperation Strategy

(CDCS) and 2019-2024 CDCS. In Section C.2, should "2018-2023 Country Development Cooperation Strategy (CDCS)" be replaced with "2019-2024 Country Development Cooperation Strategy (CDCS)"?

Answer: Yes. The RFP has been amended to correct this discrepancy.

23. Task 1.1. and Task 1.2. Workshops. This section states that the Contractor, in partnership with the

Program office, must conduct holistic PMP Monitoring/Update Sessions with key Mission stakeholders, including Implementing Partners. Is the expectation that these workshops occur at a government facility or is it expected that the Contractor provide the venue and other ancillary equipment, supplies, and services? If the workshops are to be done at Contractor cost, can USAID consider a Not to Exceed figure for the workshops?

Answer: For Task 1.2, approximately 15 workshops per year are anticipated, and offerors should assume that the venue, ancillary equipment, supplies and services expenses will need to be covered by the Contractor. Meetings under Task 1.1 are anticipated to be held at the mission and will not have venue costs associated with it.

24. The place of performance is Ukraine and may include Belarus. It is unclear how much travel be required outside of Kiev. Given the uncertainties of the places of performance, can USAID provide an NTE number for travel?

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25. In Section C.2 on page 10 of the RFP, USAID mentions that assistance includes support to the Mission in “…evaluating performance and impact,” but under the Objectives (pp. 13-18) is there specific mention of the conduct of evaluations or data collection, as distinguished from planning, designing, or managing such activities. Could USAID clarify whether the contractor will be expected to actually conduct evaluations and/or data collection? If so, could USAID provide an approximate number of evaluations/ surveys envisaged in order to facilitate budgeting for those?

collaboration with the mission, and suggest appropriate pause and reflect moments. The Contractor must also assist the mission with performance and impact evaluation planning, design, and use. Implementing partners typically collect their own baseline data; however, this contract may require baseline data collection to fill occasional gaps, up to approximately 5 new activities per year.

26. In Section C.2, p. 10, the RFP mentions that this Contract may include support to the Belarus

Country Office as well as USAID/Ukraine. Could USAID provide more clarity on what type of support might be needed by the Belarus Country Office?

27. In Section C.2, p. 10, the RFP mentions that this Contract may include support to the Belarus Country Office as well as USAID/Ukraine. Please clarify if the Contractor’s support be targeted to staff in Kyiv who handle Belarus plus remote support to staff in Minsk? Or, do we need to include travel to Minsk for support there? Or, both?

28. In Section C.4., page 13, the RFP notes in a footnote that in the event the PMP is not finalized prior to contract award, the Contractor must also support the Mission in finalizing the PMP. Please share the status of the PMP for the new CDCS. Is it anticipated that the Contractor will indeed support the Mission in finalizing the PMP

9, continued refinement of the PMP and addressing specific gaps, will be required. The PMP will be provided to the successful contractor.

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29. Section C.4, pages 13-17. Please clarify if the project portfolio started under the old CDCS been reviewed and adjusted to the new CDCS where needed? Or, will that be part of support under this contract?

Answer: The portfolio has been reviewed and adjusted to the new CDCS.

30. Section C.6., page 18. Upon award, will USAID Ukraine make available all analyses and assessments done/used in preparing new CDCS, such as, Gender, climate change, sector analyses, local capacity, etc? Would USAID Ukraine make these documents available to prospective Offerors at this time?

Answer: Evaluation and assessment reports can be found on the Development Experience Clearinghouse (DEC) website at https://dec.usaid.gov/. In addition, please find the public links to the following:

• Social Cohesion and Reconciliation (SCORE) Index:

https://www.scoreforpeace.org/?country=17

• Gender Analysis: https://pdf.usaid.gov/pdf_docs/pa00mq3k.pdf

• Biodiversity Analysis report: http://pdf.usaid.gov/pdf_docs/pa00mt6z.pdf

• Approved CDCS: https://www.usaid.gov/ukraine/cdcs

31. Section L.8.b.5 – Timeline. “The RFP notes that the Offeror must submit an illustrative table, matrix or plan that provides a timeline for tasks and deliverables over the five years to including monitoring and evaluation of the contract itself.” Would USAID consider requesting an illustrative table for only the first year of the contract, acknowledging that the selected Contractor will work closely with USAID to plan and finalize the work plan each contract year and that the work plan will be informed CLA and guided by adaptations along the way?

Answer: No, USAID requests the timeline for the five-year implementation as part of the Offeror’s proposal. Concurrently, USAID acknowledges that the selected contractor will work closely to finalize a much more detailed workplan each contract year, and that it will be informed by experience, activities, and learning to date.

32. On page 14, the RFP refers to annual data collection for PPR reporting (Task 1.3) and on page 16, baseline data collection (Task 1.4). Can USAID please provide further guidance on the size and scope of the baseline assessment and final assessment? Alternatively, will USAID please provide the current PMP for our team to determine the resources required to complete baseline data collection?

Answer: Implementing partners typically collect their own baseline data; however, this contract may require baseline data collection to fill occasional gaps, up to approximately 5 new activities per year. USAID will share the baseline PMP with the selected contractor.

33. Can the Mission confirm that the final assessment referenced under Task 1.7 on page 17 will be a strategy-level evaluation?

Answer: The final assessment is a strategy-level review that includes the components detailed in Task 1.7 on page 17. It is the close out of the strategy and ensures that evidence-based learning informs longer-term planning, including planning for the next strategy.

https://dec.usaid.gov/dec/ https://dec.usaid.gov/dec/ https://dec.usaid.gov/ http://www.scoreforpeace.org/?country=17 https://pdf.usaid.gov/pdf_docs/pa00mq3k.pdf http://pdf.usaid.gov/pdf_docs/pa00mt6z.pdf https://www.usaid.gov/ukraine/cdcs

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34. Does the Mission expect any data collection to take place in Belarus?

35. Can the Mission confirm which, if any, reporting platform they are using and the extent to which the

Contractor will have access to the database in order to generate reports and harmonize with Tasks

2.1 and 2.3?

Answer: The Mission lacks a centralized reporting platform. Reporting is currently done manually through spreadsheet-type applications. The Mission has a standardized reporting template and web-based GIS app to assist in data collection.

36. To what extent, if any, does the Mission expect that additional requests to support CLA might include evaluations under this mechanism?

collaboration with the mission, and suggest appropriate pause and reflect moments. The

37. Can the Mission confirm that the Contractor will not be required to submit raw or identifiable qualitative data to the DDL?

Answer: Please see H.4 of the RFP to review the requirements for DDL submission.

38. Can the Mission clarify whether the Contractor is expected to support evaluation design? H.25 notes that the contract requires services in support of the design of various project evaluations, though that reference is not made in the RFP other than in supporting the evaluation plan.

Answer: Per the amended RFP, Section C.4 Task 1.3, c and d, the Contractor must assist the mission with performance and impact evaluation planning, design, and use.

39. To what extent, if any, will the Contractor be expected to provide travel and/or lodging for implementing partners to attend workshops?

Answer: The Contractor will not be expected to provide travel/lodging expenses for implementing partners.

40. Given the central role of the CDCS PMP which must be completed within six months of CDCS approval, we kindly request that the Mission provide a copy of the current draft and/or prior CDCS PMP for consideration in developing a value added response to key sections of the RFP.

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9, continued refinement of the PMP and addressing specific gaps, will be required. The PMP will be provided to the successful contractor.

41. Page 16 of the RFP, Section 1.6.c, refers to a Scenario Surveillance Plan. Please provide a sample/template for consideration or at least additional context on the categories of content of interest to the Mission therein. No such information is included in the CDCS copy published at the following link as indicated in the footnote-https://www.usaid.gov/sites/default/files/documents/1863/Ukraine_USAID_CDCS_2019- 2024_Public_EN_1.pdf

Answer: There is no sample/template. The Contractor is expected to propose the best format for this plan.

42. Will USAID/Ukraine provide office space for some or all of the project team to co-locate given the requirements of the RFP or will it simply be important to have proximity?

Answer: No, the contractor will not be co-located with the Mission. The contractor must have its own office space for staff located in-country.

43. Given the close collaboration of the Program Office and the Contractor in their support role to

USAID/Ukraine’s current/future portfolio of projects – including for example support to whole of project evaluation efforts – please provide a complete listing of all ongoing programs that might fall under the scope of this new project.

Answer: The mission currently has approximately 45 activities and 7 Project Appraisal Documents (PADs), and anticipates an estimated 10-15% level of growth. Please also note that the Contractor will not be expected to conduct whole of project evaluations.

44. Please clarify what level of support and engagement USAID/Ukraine envisions for implementing partners (IPs) and local stakeholders in this project. Partners and stakeholders are part of stock-taking, validating and data collection. Does USAID envision active collaboration with IPs and stakeholders both inside and outside Kyiv on training, learning, and other activities? Assuming that is case, can you clarify the level of collaboration or activity expectations

Answer: USAID envisions partners and stakeholders as part of stock-taking, validating, and data collection. It does not envision significant, if any training, learning or other activities outside of Kyiv, except as needed at key points for sharing learning or other needs.

45. Section C.2 Purpose, page 10, second paragraph – Would USAID please clarify whether this activity will include evaluations? The text suggests that the contractor will support PMP implementation by inter alia “evaluating performance and impact”.

collaboration with the mission, and suggest appropriate pause and reflect moments. The Contractor must also assist the mission with performance and impact evaluation planning, design, and use.

https://www.usaid.gov/sites/default/files/documents/1863/Ukraine_USAID_CDCS_2019-2024_Public_EN_1.pdf https://www.usaid.gov/sites/default/files/documents/1863/Ukraine_USAID_CDCS_2019-2024_Public_EN_1.pdf

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46. Section C.2 Purpose, page 10 – Would USAID kindly clarify its strategy for procuring evaluation, strategic assessment, and other applied research activities during the lifetime of this contract?

Answer: USAID will be using other contracting mechanisms to fulfill performance and impact evaluation needs. The RFP has been amended to add Task 2.5 to clarify that strategic assessments and other applied research activities may be requested under this contract.

USAID estimates that approximately 5 of these types of assessments/studies may be requested over the life of the contract.

47. Section C.4 Objective 1, Task 1.1 Launch – Would USAID please confirm that although implementing partners are one audience for the Launch Workshops, the contractor will not be building the capacity of implementing partners to design and fulfill Activity Monitoring, Evaluation, and Learning Plans?

Answer: Per Section C.4 Objective 1, Task 1.1 Launch, the Launch Workshop foci must be agreed upon with the COR. Task 1.1 is launching the PMP and key messaging around this, not capacity building.

48. Section C.4 Objective 1, Task 1.4 Baseline Data Collection, page 16 – Would USAID please clarify whether the contractor will be collecting data in the occupied territory in the Donbass region? If so, would USAID kindly provide as much additional information as would be needed to respond to the Mission’s needs, develop appropriate budgets, and guide project planning?

Answer: The Contractor will not be expected to collect data in Non-Government Controlled Areas (NGCAs) of Ukraine.

49. Section C.5 Objective 2, pages 17-18 – Would USAID please clarify how it views the role of evaluations, strategic assessments, and other applied research activities in the CLA process?

Evaluations in particular are important for organizational learning, but learning outcomes must be designed into evaluation activities from the beginning and then monitored for implementation by external evaluation teams.

Answer: USAID agrees with this statement. The Contractor will assist the mission with performance and impact evaluation planning, design, and use.

50. Section C.5 Objective 2, Tasks 2.1 and 2.3, page 17 – Would USAID please clarify whether Mission staff would need direct password-protected access to the data management system?

Answer: Although the Contractor is not expected to develop a new software data management platform, password protected access may be required to access data.

51. Section C.5 Objective 2, Tasks 2.1 and 2.3, page 17 – Would USAID kindly confirm that data contained in the contractor’s data management system will need to be migrated to an eventual Agency-supplied data platform?

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Answer: Migrating data into an eventual Agency-supplied data platform may be required;

however, accurately anticipating details or timing for an Agency-supplied data platform is beyond USAID’s ability at this time.

52. Section C.5 Objective 2, Task 2.2 Capacity Development, page 17 – It is understood that the content and variety of capacity-building activities will emerge from a needs analysis conducted during the first six months of this contract, but would USAID kindly provide additional information necessary for estimating budgets and staffing, e.g., implementing partner M&E staff and the number of Mission staff with any level of potential training needs?

Answer: The Mission staff consists of approximately just over 100 people, of which about half are in technical offices that link directly to the four DOs. The mission currently has approximately 45 activities and 7 Project Appraisal Documents (PADs), and anticipates an estimated 10-15% level of growth.

Upon award, the Contractor will be asked to work interactively with the Mission to determine the number, size, types, and audiences for capacity building.

53. Section C.5 Objective 2, Task 2.4 Outreach and Communications, Facilitation, and Mapping, page 18

– Would USAID please clarify the Mission’s current capacity for public affairs and outreach in terms of dedicated personnel, existing activities, and communications infrastructure?

Answer: The mission currently has a Senior Communications Advisor, two communications staff and two translators that support all outreach and communications for USAID/Ukraine.

54. Section F.6 Deliverables, Task 2.4, page 29 – Would USAID kindly clarify which countries’ foreign media should be monitored? This has cost and logistics implications.

Answer: Media monitoring will be for Ukraine.

55. Per page 10 (Section C.2 Purpose) of the RFP, “this means support in implementing the PMP, to include monitoring strategic progress, project performance, programmatic assumptions, and operational context; evaluating performance and impact; and learning and adapting from evidence,” does USAID/Ukraine anticipate that the contractor will provide any evaluation services conducting evaluations under this contract?

collaboration with the mission, and suggest appropriate pause and reflect moments. The

56. Can the Mission please clarify the parameters of baseline data collection as noted in Task 1.4, as follows: “The Contractor must Develop a Baseline Data Collection Plan and collect baseline data where needed.” Also, can the Mission clarify whether there will only be baseline data collection, or will there be follow-up data collection, for example midline, end line, etc. If so, might the Mission include Data Collection as a separate task.

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Answer: Baseline data collection will be conducted by implementing partners, third parties, and this contractor, as needed and appropriate, for example, where there may be gaps, or for DO/context indicators. Any data collection is conducted to manage performance indicators and support PMP updates (specifically the data monitoring plan and support to performance management tasks of the PMP). Therefore it is not a separate task.

57. Cover Letter Subject line “USAID Ukraine Monitoring and Learning Support Contract” but on page 10 title of the activity is stated “Ukraine Monitoring, Evaluation and Learning Contract.” The same inconsistency is observed elsewhere in the RFP e.g. page 19 under branding and marking and page 24 in the deliverables table. Please clarify which one is the correct naming of the activity.

Answer: Correct naming of the activity is “the Ukraine Monitoring and Learning Support Contract.” The RFP has been revised to correct this discrepancy.

58. Page 14, under Task 1.3, a reference to task 6, is this referring to task 1.6?

Answer: Yes. Task 1.6.a. The RFP has been revised to correct this discrepancy.

59. On page 15, under b) Development Objective Monitoring Plan- it is stated that “The Contractor must ensure the Mission is on track in Development Objective monitoring, including indicator tracking and tracking against the Scenario Surveillance Plan (see below, point h.)” Is it referring to point c as point h is not there?

Answer: Yes, point c. The RFP has been revised to correct this discrepancy.

60. On page 16, under C. Scenario Surveillance Plan, it is referenced in a footnote that “additional information on scenario surveillance plan appears in the Monitoring, Evaluation and Learning section of the USAID/Ukraine 2019-2024 CDCS, including DO-specific information on potential adaptations and programmatic shifts that could occur if Ukraine shifts from Scenario A (the most likely) to B, C, or D.” However, in CDCS available from the USAID website, the Monitoring, Evaluation and Learning section is missing. Would it be possible to share a copy of the Monitoring, Evaluation and Learning section of the CDCS?

Answer: The footnote has been removed, because it was an error. Relevant portions of the CDCS Monitoring and Learning sections are reflected in the solicitation.

61. Since Task 1.2 and Task 1.3 are very similar, would it be possible to combine them as one task?

Answer: Offerors are welcome to combine their approach to Task 1.2 and 1.3 in their proposals.

62. The Contractor is supposed to work towards achieving two Objectives, USAID/Ukraine CDCS

Implementation and Holistic Support for Ongoing Mission Monitoring and Learning Needs. What level of effort does USAID/Ukraine envision to be put into achieving each of those Objectives? Does USAID/Ukraine envision any fixed level of effort to be put into achieving any of Objective 2 task(s)?

Answer: This is a CPFF completion type contract, and USAID/Ukraine does not envision a fixed level of effort for either Objective.

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63. Would USAID be able to share a list of projects and activities that are supposed to contribute to specific DOs and IRs?

Answer: Please find a list of activities by DO here:

https://docs.google.com/document/d/1xTdSSvbxwUBOC9OlHsW5ZBrZhzpPavFefggDtf15HF Y/edit?usp=sharing.

64. Is the Contractor expected to provide training to USAID staff or IPs?

Answer: The Contractor is expected to provide training to both USAID staff and IPs.

65. USAID/Ukraine has hired Resonance Global to implement Analytical Services in Support of the

Economic Resilience Activity. How close collaboration between Resonance Global and the Contractor does USAID/Ukraine envision to see?

Answer: USAID envisions collaboration as appropriate with this implementer and others.

The mission has over 40 other activities in addition to the Economic Resilience Activity.

66. Does USAID/Ukraine estimate the number of Data Quality assessments that should be undertaken in

FY2020 and FY 2021?

Answer: The mission estimates over 100 DQAs in that period. DQAs are primarily conducted by AOR/CORs, but the Contractor may be requested to support the DQAs.

67. Description of Task 2.3. Database Support includes the following statement: “… The Contractor may support creation of a local database, using basic tools such as EXCEL to unify and track data within the mission, working with the Financial Management and Contracting offices of the mission.” Should Excel be considered as a prescribed tool for database development or illustrative one? In general, are there any software use restrictions for USAID/Ukraine and/or its implementing partners?

Answer: Excel is not a prescribed tool, but an illustrative one. The Contractor is not expected to develop a new software platform for the database.

68. Task 2.4; pg. 18 states “The Contractor may also be asked to provide services such as media monitoring, and press clipping services, group facilitation, polling, and mapping tasks for the regional mission.” Can the Mission please clarify the parameters of these activities and estimated amounts for these activities in at least the first year or two of the project?

Answer: The parameters are that media monitoring requires providing copies of media content of specific interest to the mission and subject to changing demand, in foreign and Ukrainian media, in print or voice, in Ukrainian, Russian and/or English, and on a daily basis.

Mapping tasks will occur at least quarterly, but may also be requested on an ad hoc basis.

Group facilitation will occur at least quarterly, but may also be requested on an ad hoc basis.

Polling will occur annually. The Contractor is expected to appropriately price these activities.

69. Task 2.2; pg. 17 Capacity Development: Does the Mission have estimates for the numbers and sizes of the aforementioned “brown bag presentations and interactive training sessions”?

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Answer: The mission estimates approximately 15 such events a year.

70. Section F.6 Deliverables; pg. 28 states “the Contractor must work closely with the Program office and DO Teams to obtain a mission baseline of CLA and monitoring skills.” Will the Contractor need to implement baseline data collection in addition to assessing existing baseline data from which to build a capacity development plan?

Answer: The mission will have some baseline CLA data. It does not have baseline data on mission monitoring skills capacity.

71. Per section C.5 on page 18 of the RFP, Task 2.4 (Outreach and Communications, Facilitation, and

Mapping) involves services such as media, communications, event planning, and mapping support.

Can USAID please provide a sense of scale and frequency for activities related to this task?

Answer: Media monitoring is daily, monthly, and annually. Events are infrequent. Mapping support would be linked to specific activity and outreach needs.

72. Per section C.5 on page 18 of the RFP, Task 2.4 (Outreach and Communications, Facilitation, and

Mapping) national surveys may be involved in support activities or public consumption. Can USAID please provide additional details for the anticipated content and frequency of surveys to assist in budgeting and staffing for this task?

Answer: It is not anticipated that more than one survey annually will be required.

73. In Section L.9, Item b.5, Technical Approach, provides instructions for preparing a “timeline” and notes that it should include “monitoring and evaluation of the contract itself.” The required AMELP will cover performance monitoring, but activity-level MELPs do not typically cover evaluation of the award itself since these are done independently by USAID. Please clarify the requirement, which is also repeated in Section M.2, Technical Evaluation Criteria. If USAID intends to evaluate the contract, please confirm when in the final year this will be done.

Answer: The language in Section L.8.b.5 and M.2 has been revised in the amended RFP to clarify that we are requesting a timeline for tasks and deliverables over the life of the contract. In terms of monitoring and evaluation of the contract itself, please review Section F.6 of the RFP under “Monitoring, Evaluation and Learning (MEL) Plan.” USAID reserves the right to evaluate all of its contracts, and it could be a mid-term or final performance evaluation.

74. Section C.4, Task 1.6, Strategy-related Events, includes a mid-course stocktaking. Please clarify if the

Program Office will conduct this exercise with Contractor support, or if the Contractor is to lead the stocktaking to provide a degree of independence?

Answer: The Program Office will conduct this exercise with the Contractor’s support.

75. A sub-task under Task 1.6 is Data Quality Assessment (DQA), however this exercise is typically conducted independently and is not required until three (3) years after indicators and PIRS are established. Thus, conducting DQAs at the end of year 2 along with the mid-course stocktaking may

Page | 15 both be premature and divert time and attention from the mid-course exercise. Will the Mission consider separating these two exercises?

Answer: Some indicators and activities contributing to the current CDCS have existed prior to CDCS approval. Therefore, there would be a need for DQAs. The sub-task under Task 1.6 states “as needed” and this language will remain unchanged.

76. Does the Mission expect the Contractor to conduct any third-party monitoring in Eastern Ukraine or other NPE areas of the country?

Answer: There is currently no expectation of third-party monitoring by the contractor.

77. In Section F.7 Key Personnel, the Senior CLA Specialist is required to have “at least seven years professional experience managing a team conducting CLA in a development context.” Given the relative newness of CLA within USAID and that seven years of experience would imply professional experience on two multi-year contracts similar to the solicitation, this may not be a realistic requirement. Will USAID consider revising this requirement?

Answer: While the term “CLA” is fairly new, the concept of doing CLA is not. Seven years of professional experience demonstrating elements of collaborating, learning and adapting are required.

78. In reference to Section C.4, Task 1.2 Workshops, will USAID please confirm how many workshops are to be held and what the locations are?

Answer: Workshops encompass group meetings and interactive sessions. The mission anticipates approximately 15 per year, and offerors should assume that the venue, ancillary equipment, supplies and services expenses will need to be covered by the Contractor.

79. The version of the 2019-2024 CDCS available on the Mission’s website is incomplete and does not contain, for example, the key section on Monitoring, Evaluation and Learning referred to in footnote 4 (pg. 16) concerning scenario planning. Will the Mission please provide offerors at least this missing section of the CDCS?

Answer: The footnote has been removed, because it was an error. Relevant portions of the CDCS Monitoring and Learning sections are reflected in the solicitation.

80. Section C.2, Purpose, notes that under the first objective the contract will “support in implementing the PMP to include…evaluating performance and impact…” yet under section C.4, Objective 1, evaluation is not mentioned except updating of the PMP’s evaluation plan. Is the Contractor expected to conduct evaluations, and if so, approximately what type and how many?

collaboration with the mission, and suggest appropriate pause and reflect moments. The

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81. Section C.3 mentions J2SR and “self-reliance metrics” (associated with the Roadmap) which “may inform DO-level context indicators.” This appears to be the only mention of this type of indicator which current ADS 201 guidance recommends but does not require. Does the Mission envision the use of context indicators under its new CDCS/PMP in association with J2SR or otherwise?

Answer: Yes.

82. Section C.4, Objective 1, footnote 1 pertains to possible Contractor assistance in finalizing the PMP.

Such an effort has significant LOE and scheduling implications near the beginning of the award. Can the Mission provide any greater clarity on whether such support will be required, and if so, some idea of the SOW; e.g., development of the CLA Plan, Results Framework PIRS, etc.

9, continued refinement of the PMP and addressing specific gaps, will be required.

83. Section C.4, Task 1.4, Baseline Data Collection Plan, requires development of the Plan and collection of baseline data “where needed.” Can the Mission confirm what indicator baseline data is being referred to? For example, DO-level indicators that are not the responsibility of implementing partners, which typically are required to collect their own baseline data based on PIRS approved by the A/COR. In addition, please clarify if anticipated source(s) of the baseline data includes surveys and/or public opinion polling, and if so, the geographic coverage of such data collection. These can be costly and must be covered in the Cost Proposal. Perhaps a plug figure can be provided for all baseline data collection given the uncertainties.

Answer: This is referring to activity baseline data. Implementing partners typically collect their own baseline data; however, this contract may require baseline data collection to fill occasional gaps, up to approximately 5 new activities per year. Baseline data sources may include surveys and/or public opinion polling and geographic coverage will vary.

84. Per section F.9 on page 33 of the RFP, can USAID please clarify whether “Activity Location Data” refers to location data for the offeror’s activities or for activities conducted by other implementing partners?

Answer: Activity location data is for the Contractor’s activities, not the IPs. The IPs are responsible for their own Activity Location Data.

85. Per section C.4 on page 16 of the RFP, Task 1.4 notes that a Baseline Data Collection Plan must be implemented, with the offeror conducting data collection where necessary. Can USAID please provide additional guidance on anticipated data collection needs under the baseline data collection plan or include a baseline data collection plug figure?

Answer: Implementing partners typically collect their own baseline data; however, this contract may require baseline data collection to fill occasional gaps, up to approximately 5 new activities per year.

86. Per section C.5 on page 17 of the RFP, Task 2.1 (Data Management) involves data cleaning, analysis, and visualization, such as one-pagers and other documents, on both a periodic and ad-hoc basis.

Can USAID provide additional detail on anticipated data management requirements in terms of

Page | 17 number of data sets, formats of incoming data, frequency of updating/periodic updates, to assist with budgeting and staffing for this task?

Answer: At a minimum, data cleaning and analysis will include the annual PPR, as well as for biannual portfolio reviews. Visualization may be needed at portfolio reviews, to capture patterns and trends by DO or office (developed during PMP implementation and pause and reflect moments) as they develop, or for specific taskers.

87. Is a Joint Venture formed between two firms with an SBA-approved Mentor-Protégé Agreement eligible for an award? If so, could USAID please clarify which organizational documents are required for a Joint Venture offeror, such as a Joint Venture Agreement

Answer: Businesses who have a Mentor-Protégé Agreement can form a joint venture and compete for government contracts reserved for small businesses. However, in order for your joint venture to be able to bid on contracts reserved for small businesses, you must follow the requirements for receiving an exclusion of affiliation for contracting purposes.

The protégé must provide a joint venture compliance certificate to the SBA and the Contracting Officer. The joint venture must be separately identified with its own name, DUNS number, and CAGE number with SAM. In SAM, define the entity type as a joint venture, with individual partners listed. Offerors may contact SBA at AllSmallMPP@sba.gov and/or asmppjvreporting@sba.gov if they have specific questions regarding the Mentor- Protégé Program or Joint Ventures.

88. May we respectfully request a clarification from you on the Branding and Marketing Plan for the solicitation referenced above? We read that you require the branding and marketing plan upon proposal submission and it will be incorporated as part of the award, but you are not going to evaluate/grade the report during the evaluation according to Section M. How shall we best meet your expectation for the quality of this Plan. Will it be approved by the government upon contract award or is it a living document?

Answer: This Activity will be branded and marked in accordance with ADS 320 requirements for USAID direct contracting. Agency policy requires that implementing partners provide a "Branding Implementing Strategy," indicating how they propose to name and promote the USAID-funded programs, and a "Marking Plan," detailing Activity materials that will showcase the USAID identity. The branding plan will not be evaluated and will be approved upon award and incorporated into the contract. The Contractor must comply with the requirements of USAID “Graphic Standards Manual” available at: www.usaid.gov/branding with the policies found at Automated Directives System (ADS) Chapter 320.

89. In reference to H.25: Would USAID considers allowing the Contractor to bid on USAID/Ukraine and

Belarus evaluations for which they have not been involved in designing?

Answer: The Contractor is expected support USAID/Ukraine with performance and impact evaluation planning, design, and use during the life of the contract. Based on this, the Contractor would possess information unavailable to the public and would not be eligible to bid on Ukraine evaluations during the life of the contract. That said, the Contractor may not be involved in supporting Belarus evaluation planning and designs. If the Contractor is not requested to provide evaluation design and planning support to Belarus, then the mailto:AllSmallMPP@sba.gov mailto:asmppjvreporting@sba.gov

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Contractor would be eligible to bid on Belarus evaluations so long as any potential conflict of interest is adequately mitigated (see RFP Section F.5 for Conflict of Interest Mitigation Plan).

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