ART_RFP_FBO.govPost_20190711.pdf

RFP No. 72027819R00008 Accountability and Research Team Activity (ART)

LIST OF ACRONYMS

AAMS Advancing Agricultural Markets in Syria

APS Annual Program Statement

ART Accountability and Research Team

BRICC Building Resilient Inclusive Communities in Conflict

CLA Collaboration, Learning, and Adapting

COR Contracting Officer’s Representative

CPFF Cost-Plus-Fixed-Fee

DQA Data Quality Assessment

IDIQ Indefinite Delivery/Indefinite Quantity

IDPs Internally Displaced Persons

IPs Implementing Partners

MEB Middle East Bureau

MEL Monitoring, Evaluation and Learning

PMP Performance Monitoring Plan

R&A Research and Analysis

RLAR Restoring Livelihoods through Agriculture Revitalizations

SES Syria Essential Service

SFM Syria Field Monitors

SLS Supporting Livelihoods in Syria

SSAP Southern Syria Assistance Platform

START Syria Transition Assistance Response Team

TPM Third-Party Monitoring

USAID U.S. Agency for International Development

PART I –THE SCHEDULE

SECTION B - SUPPLIES OR SERVICES/PRICES

B.1 PURPOSE

The purpose of the Accountability and Research Team (ART) is to: 1) establish a third-party monitoring (TPM) system to independently monitor, verify, and analyze the results of assistance activities in Syria funded by the U.S. Agency for International Development’s (USAID’s) Middle East Bureau (MEB); 2) provide high quality research and analysis (R&A) services to inform USAID/MEB strategy, project, and activity design and implementation; and 3) strengthen the capacity of USAID/MEB and implementing partners’ (IPs) staff to improve performance monitoring and data analysis. ART will increase USAID/MEB’s understanding of the outputs, progress, challenges, successes, and lessons learned in regards to USAID/MEB activities in Syria.

B.2 CONTRACT TYPE

This is a cost-plus-fixed-fee (CPFF) completion type contract. For the consideration set forth below, the Contractor shall deliver the services and achieve the goals and intended results described in Sections C.

B.3 ESTIMATED COST, FEE, AND OBLIGATED AMOUNT

(a) The estimated cost for the performance of the work required hereunder for the base period (Year 1 through Year 3) exclusive of fixed fee, if any, is $[TBD]. The fixed fee, if any, is $[TBD]. The total estimated cost plus fixed fee, if any, is $[TBD].

(b) The estimated cost for the performance of the work required hereunder for the 1 ST one YEAR Option Period (if exercised) (i.e., year four of the Contract), exclusive of fixed fee, if any, is $[TBD]. The fixed fee for the 1 st one Year Option Period, if any, is $[TBD]. The total estimated cost plus fixed fee, if any, is $[TBD].

(c) The estimated cost for the performance of the work required hereunder for the 2 ND one Year Option Period (if exercised) (i.e., year five of the Contract), exclusive of fixed fee, if any, is $[TBD]. The fixed fee for the 2 nd one year option period, if any, is $[TBD]. The total estimated cost plus fixed fee, if any, is $[TBD].

The option periods may be exercised at any point during implementation.

(d) Within the total estimated cost plus fixed fee (if any) specified in paragraph (a) above, the amount currently obligated and available for reimbursement of allowable costs incurred by the Contractor (and payment of fee, if any) for performance hereunder is $ [TBD]. The Contractor must not exceed the aforesaid obligated amount in accordance with the Limitation of Funds Clause, FAR 52.232.22.

(e) Funds obligated hereunder are anticipated to be sufficient through [To be inserted at the time of award]. Funding for this contract will be on an incremental basis, subject to the availability of funds.

B.4 CONTRACT BUDGET

(a) The Contractor is not allowed to exceed any contract cost element nor is authorized to shift funding between cost elements without prior written approval of the Contracting Officer.

No amounts in excess of the amounts specified for each category will be billed to the Contract.

Cost Element: Base Period 1 st Option Period 2nd Option Period

(36 months) (12 months) (12 months)

Direct Costs $________ $ _______ $ _______

Other Direct Costs $________ $ _______ $ _______

Indirect Cost $________ $ _______ $ _______

Total Estimated Cost $________ $ _______ $ _______

Fee $________ $ _______ $ _______

Total Est. Cost plus Fee $________ $ _______ $ _______

B.6 COST REIMBURSABLE

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

B.8 INDIRECT COSTS (To be completed upon award)

The contract clause entitled “Allowable Cost and Payment (DEC 2002)”, 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 rates, allowable indirect costs must be reimbursed on the basis of the following negotiated provisional or predetermined rates and the appropriate bases:

Description Rate Base Type Period

% 1/ 1/ 1/ % 2/ 2/ 2/ % 3/ 3/ 3/

1/Base of Application:

Type of Rate:

Period:

2/Base of Application:

Type of Rate:

Period:

3/Base of Application:

Type of Rate:

Period:

[END OF SECTION B]

SECTION C – DESCRIPTION / SPECIFICATIONS / STATEMENT OF WORK

C.1. ACTIVITY PURPOSE

The purpose of the Accountability and Research Team (ART) is to: 1) establish a third-party monitoring (TPM) system to independently monitor, verify, and analyze the results of activities in Syria funded by the U.S. Agency for International Development’s (USAID’s) Middle East Bureau (MEB); 2) provide high quality research and analysis (R&A) services to inform USAID/MEB strategy, project, and activity design and implementation; and 3) strengthen the capacity of USAID/MEB and implementing partners’ (IPs) staff to improve performance monitoring and data analysis. Overall, ART will increase USAID/MEB’s understanding of the outputs, progress, challenges, successes, and lessons learned in regards to USAID/MEB activities in Syria. The procurement is not applicable to programs administered by USAID/MEB in countries other than Syria, or programs supported by other USAID Bureaus, independent offices, or other U.S. government agencies. ART will be managed by the USAID/MEB’s Southern Syria Assistance Platform (SSAP) in Amman, Jordan, and will cover all USAID/MEB stabilization activities, including those managed by SSAP, the Syria Transition Assistance Response Team (START) in Turkey, and any other activities under USAID/MEB management.

C.2. BACKGROUND

C.2.1. Operating Context Syria is in the midst of a nearly decade long, multi-faceted conflict that has led to more than 500,000 killed, the flight of over 5.5 million refugees, and the internal displacement of another

5.9 million people. In addition to trauma, violence and displacement, Syrians face severe economic decline as a result of damaged or destroyed infrastructure; failing public services such as healthcare, electricity, water, and sanitation; weakened governance institutions; and substantial gaps in education. These challenges are most acutely experienced by women, ethnic minorities and children.

C.2.2. Ongoing and Planned Activities ART will Support USAID/MEB’s stabilization program in Syria is designed to advance U.S. policy objectives and promote stability in Syria by preventing the re-emergence of extremist groups such as Islamic State in Iraq and Syria (ISIS); countering the influence of malign actors such as Iran;

empowering communities to negotiate a peaceful resolution to the conflict; and paving the way for safe, dignified, and voluntary return of internally displaced persons (IDPs) and refugees .

USAID/MEB’s stabilization program portfolio consists of the following current and forthcoming activities, which ART will monitor and support:

1. Syria Essential Service (SES) II activity is implemented by Blumont Engineering Services in Raqqa and Deir ez Zour governorates. SES works with Syrian partners to repair and expand water, sanitation and electricity services; rehabilitate schools and hospitals; jumpstart economic recovery; improve agricultural production; and build local capacity for good governance. The program is ongoing and is set to end in June 2020.

2. Supporting Livelihoods in Syria (SLS) Annual Program Statement (APS): The purpose of SLS mechanism is to improve household-level food security and strengthen economic and social resilience in targeted communities. To date, three separate cooperative agreements have been made under this mechanism, all managed by USAID/MEB:

2.1. Advancing Agricultural Markets in Syria (AAMS) activity, implemented by the Near East Foundation, is working to improve agricultural livelihoods in northeast Syria through support to smallholder farmers and food processors in northeast Syria. The activity is ongoing and is set to end in September 2020.

2.2. Restoring Livelihoods through Agriculture Revitalizations (RLAR) activity, implemented by Concern, will improve food security and livelihoods through support to vegetable and livestock farmers, improvements in irrigation infrastructure and veterinary services, expanded market access. The activity’s period of performance is April 2019 through March 2022.

2.3. The Supporting Livelihoods in Syria activity, implemented by CHF, will improve food security and livelihoods in northeast Syria through support to wheat, vegetable, and livestock farmers, infrastructure improvements for the seed, animal fodder, and wheat value chains, and rehabilitation of irrigation canals. The program’s period of performance is March 2019 through March 2021.

3. Building Resilient Inclusive Communities in Conflict (BRICC) is a forthcoming five-year, multi-holder, Indefinite Delivery/Indefinite Quantity (IDIQ) contract. Task Orders under the BRICC IDIQ will sustainably restore essential services, jump-start inclusive, economic recovery; expand access to higher quality education, vocational training and health services; and, better integrate minority and disadvantaged populations into community recovery efforts. Task Order 1 (below) will be awarded in early 2020.

Additional task orders for education, health, and other services under the IDIQ may be awarded in the future.

3.1. BRICC IDIQ Task Order 1: Syria Essential Services + Livelihoods (SES+L) is currently in procurement. SES+L’s primary area of geographic focus will be opposition held territory of northeastern Syria, including portions of Deir ez Zour, Raqqa, and Hassekeh governorates. SES+L will work to restore and increase access to essential services, revive livelihoods and restore local economies, and strengthen governance through greater civic participation, inclusion, transparency, and accountability in decision-making processes. SES+L will begin in early 2020 for an initial two-year period, with options to extend up to five years to 2025.

4. Any future awards managed by USAID/MEB, including those managed by SSAP, START, Washington D.C., or other operating unit.

At a minimum,USAID/MEB’s Syria IPs working on the stabilization portfolio will monitor and evaluate their own individual activities using standard USAID MEL processes. These Syria IPs are also required to cooperate, collaborate, and share monitoring and evaluation approaches and data with ART to facilitate ART’s TPM, R&A, and other tasks.

C.3 STATEMENT OF WORK (SOW)

Rigorous MEL is a major focus of Agency reforms to improve both accountability and learning.

Towards this goal, Agency performance measurement regulations and evaluation policy mandate rigorous measurement of the performance and impact of activity interventions, including evidence-based decision making. Consistent with this guidance, USAID/MEB is committed to the key principles and practices that foster a result-oriented culture, and will make every effort to strengthen its MEL oversight. Towards this end, the Contractor will be expected to work collaboratively with USAID/MEB staff and IPs to provide fast, flexible, robust, and rigorous MEL, R&A, and related support under the ART contract. The Contractor will not substitute for the contractual obligations of USAID/MEB’s IPs for their monitoring.

To ensure proper and informed design and implementation of the USAID/MEB efforts in Syria, the Contractor is expected to develop, maintain, and expand its knowledge and understanding of the complex dynamics within Syria. In addition to specific community assessments, the Contractor must continuously gather and assess political, economic, social, and cultural information with the potential to impact program implementation.

It is critical that the Contractor use flexible and adaptable systems and work plans in case of unanticipated changes in U.S. policy and USAID/MEB Syria programs. Should new MEL priorities arise during the course of this contract, the Contractor shall recognize and adhere to adjustment of tasks in line with the overall contract SOW. In conducting work under this contract, it is expected that the Contractor will seek input, technical contributions, and other pertinent work or information from relevant stakeholders, including USAID/MEB and its IPs, consistent with and supportive of the nature of the work to be conducted. The Contractor must establish a strong physical presence in order to maintain continuous and robust contact with client firms.

In order to foster self-reliance, the Contractor is encouraged, to the extent possible, to partner with local institutions and consultants in completing the tasks outlined under this contract.

The Contractor must apply environmental due diligence on all activities in line with USAID rules and regulations. The Contractor must identify potential environmental impacts of USAID-financed activities prior to a final decision to proceed and ensure that appropriate environmental safeguards are adopted for all activities.

Overall, under the scope of this contract, while collaborating closely with the Contracting Officer, (CO), Contracting Officer’s Representative (COR) for this contract and IPs to carry out contractual requirements, the Contractor is expected to deliver services under the following components:

C.4.1. Support Services to USAID/MEB

The Contractor will support USAID/MEB to conduct MEL tasks. It is critical that the Contractor engages with USAID/MEB Syria Team as well as with IPs and other stakeholders for the success of this Contract. This engagement will provide an opportunity for the Contractor to develop a comprehensive understanding of challenges and opportunities in MEL, in addition to ensuring consistency across indicators used in reporting. Tasks under this component may include, but are not limited to, providing support to USAID/MEB to:

1. Develop USAID/MEB stabilization program-level data collection, analysis, and reporting systems;

2. Collect, process and analyse stabilization program information and share it with different stakeholders such as humanitarian assistance, stabilization, and donor communities;

3. Review IP performance monitoring plan(s) (PMPs); PMP learning agendas; evaluation scopes of work; MEL task calendars; and other MEL and R&A tasks;

4. Review activity-level MEL plans submitted by IPs and provide USAID/MEB staff with recommendations to address weaknesses, inconsistencies, and/or misalignment of indicators, while ensuring consistency with USAID policy;

5. Collect and analyze context monitoring data;

6. Assess baseline data collection plans and data, identifying gaps and proposing assessments, surveys, or other data gathering determined to be necessary, in consultation with USAID;

7. Conduct Data Quality Assessments (DQAs) of IP data systems;

8. Review and analyze performance results and targets quarterly and update if needed; and

9. Other tasks as requested by USAID/MEB to support the Syria stabilization program.

C.4.2. Third Party Monitoring (TPM) of USAID/MEB Activities

A combination of severe insecurity and other access constraints has led to a number of monitoring challenges throughout the Syria response. USAID/MEB staff is unable to conduct consistent program oversight visits of USAID/MEB activities inside Syria. IPs submit frequent reports on progress of each activity they implement, but USAID/MEB staff cannot fully verify activity progress in person.

The Contractor is expected to monitor the implementation of USAID/MEB’s activities in Syria to verify activities are taking place or have been completed, and whether or not interventions are effective and meeting stabilization program objectives and activity results, as well as contributing to gender, inclusion, environmental, and sustainability objectives.

Tasks under this component may include, but are not limited to:

1. Establish a TPM system capable of regularly and accurately gather verifiable data on USAID/MEB activities implemented in Syria;

2. Undertake regular site visits to USAID/MEB activities in Syria to provide USAID/MEB with timely, independent, and impartial data on the location, progress, outputs, outcomes, quality, timeliness, challenges, and successes of USAID/MEB programs in Syria, allowing USAID/MEB to quickly understand the status of its programs. Most site visits are expected to be coordinated in advance with the USAID/MEB IPs being monitored, but the Contractor may undertake spot visits at the direction of the CO, COR or other designated staff.

3. Manage a team of Syria Field Monitors (SFMs). The Contractor is responsible for the recruitment, hiring, and training of SFMs. To conduct TPM, the Contractor will hire staff who are Syria residents. It is expected that the Contractor will maintain a staff in Syria that have sector-specific knowledge and expertise across the range of technical sectors in which USAID/MEB works in Syria. The Contractor is responsible for providing all logistical support for its staff to perform their monitoring duties, including office space, communication, transportation, equipment, and other requirements;

4. Conduct qualitative and quantitative data collection and/or analysis, to include, but not be limited to, site visits, focus groups, population surveys, key informant interviews, or public opinion surveys at the national or sub-national level; and disaggregate by factors such as geographic area, household, age, and/or sex;

5. Give USAID/MEB beneficiaries the opportunity to provide feedback on the stabilization assistance they have received through USAID/MEB activities; and

6. Conduct monthly presentations related to site visits and summary reporting, as requested by USAID. The format of the presentation will be finalized based on the discussions between the USAID COR and the Contractor.

C.4.3. Research and Analysis

In order to inform strategic planning, decision-making, and program and activity implementation, the Contractor will ensure high-quality R&A services are delivered to the USAID/MEB Syria programs. Tasks under this component may include, but are not limited to, the following:

1. Conduct R&A on issues/questions/topics directed by USAID/MEB to inform results-oriented program planning and activity implementation. R&A sub-tasks include framing clear research questions and issues; mining existing data; applying best practices;

conducting primary source searches; conducting thorough analyses; and producing high-quality R&A products, such as research reports, executive briefs, info-graphics, videos/animations, maps, and/or PowerPoint presentations;

2. Design and conduct sectoral and thematic assessments, including special studies focused on gender, stability, resilience, social cohesion, health, education, economics, political dynamics, security dynamics. Other topics to include identifying lessons learned and opportunities for enhancing performance and/or potential follow-on activities. The Contractor will also undertake special studies or assessments as needed to address any identified data shortcomings. It is also expected that the Contractor will support USAID/MEB IPs by providing them with selected analyses and research reports;

3. Conduct brief ad-hoc studies (no more than 5 pages and not more than twice per month) of specific priority issues of interest to USAID/MEB;

4. Conduct baseline studies for new Syria stabilization activities and/or retrospective baseline data;

5. Use both primary and secondary data sources to produce geographic analysis and data visualizations in the form of maps, graphics/interactive media, and other geospatial analytic products to distill key findings, evidence, data, etc. to ensure lessons-learned are easily absorbed, thus increasing likelihood of being read, internalized, and acted upon;

and

6. Conduct quarterly opinion polling on USAID/MEB stabilization efforts in Syria, including but not limited to essential services, governance, livelihoods, and others as requested by USAID/MEB.

C.4.4. Evaluations

At the direction of USAID, the Contractor is expected to carry out high quality, timely, and useful performance evaluations of USAID’s activities in Syria. The results, findings, and recommendations from these evaluations will allow USAID/MEB to actively manage these activities, as well as plan future activities using evidence as a basis for decision-making.

USAID/MEB may include partners and other stakeholders in planning and conducting evaluations to ensure the evaluations are properly scoped and relevant for its strategic and programming needs. USAID/MEB staff may serve on evaluation teams if appropriate expertise is available. USAID/MEB expects to conduct four to eight performance evaluations over the life of the ART contract. These will primarily be activity-level performance evaluations, “project-equivalent” performance evaluations of the SLS APS and/or BRICC IDIQ resulting awards, and one whole-of-program performance evaluation of the USAID/MEB Stabilization Program. Impact evaluations are not anticipated during the base period of performance, but may be conducted at the direction of USAID/MEB, in collaboration with ART and BRICC, if and when the option year(s) are exercised. Evaluations may be added to and/or removed over the course of the contract. Tasks may include, but are not limited to:

1. Support USAID/MEB in planning evaluations of its Syria programs, including the drafting of evaluation scopes of work that assess specific program objectives and activity results;

2. Conduct evaluations of USAID/MEB Syria programs to determine their stabilization effects, identifying progress and successes, obstacles and constraints, unintended outcomes, and other relevant issues with clear and actionable recommendations to USAID/MEB and its partners. This includes determining methodologies for sampling;

determining methodologies for data collection and analysis; creating data collection instruments; planning evaluation implementation; collecting data outlined in the methodology; determining formats for recording and reporting findings; and identifying and recruiting qualified external evaluation team members to be approved by USAID/MEB. It is anticipated that the Contractor will conduct at least one performance evaluation annually;

3. Produce reports that comprehensively link findings and evidence to conclusions and recommendations, and present findings to USAID/MEB and other stakeholders. Produce additional documentation for dissemination of findings, such as 2-page briefs, slide decks, maps, videos/animations, or infographics. Evaluations will follow the USAID Evaluation Policy to ensure the quality of the report; and

4. Support planning and implementation for utilization of evaluation recommendations. This could include developing processes and timelines for how the USAID/MEB or Syria IPs staff will decide which recommendations to accept, how recommendations will be carried out, and the mechanisms for assessing progress toward full implementation.

C.4.5. Capacity Building

The Contractor will support USAID/MEB’s IPs through technical assistance (TA) that will improve their capability to monitor and evaluate progress on USAID/MEB’s stabilization program in Syria. The TA will develop practices, processes, guidelines, and policies that support MEL, R&A, and Collaboration, Learning, and Adapting (CLA). ART will support USAID/MEB’s efforts to communicate a coherent and compelling story about the performance and effectiveness of its stabilization programs in Syria. Illustrative training and capacity building assistance tasks include, but are not limited to:

1. Train and/or advise - including the creation of training programs and conducting seminars - USAID/MEB, IP staff, and local partners on topics that may include:

managing evaluations; selecting appropriate evaluation methods; collecting evaluation data; developing and selecting indicators; capturing geographic coordinates; assuring data quality; data analysis; dissemination of findings; tracking evaluation recommendations;

developing PMPs, activity MEL plans, and performance of DQAs; among other issues.

2. Propose a wide range of methods and innovative approaches to support USAID/MEB’s CLA (see ADS 201.3.5.19) efforts related to its Syria programs, including the design of participatory approaches to set a learning agenda, setting learning targets, processes, and follow-on strategies;

3. Apply state-of-art lesson-learning methods that ensure key information is provided on a priority basis to relevant stakeholders, in a way that important lessons can be utilized rapidly and practically by USAID/MEB and IPs. It is important that the Contractor ensures all learning is made as applicable and relevant to the current context as possible;

and

4. Organize structured learning events that bring together USAID/MEB and IPs. Learning events will be designed to foster key collaborative working relations that encourage IPs to gather and share best practices.

[END OF SECTION C]

SECTION D – BRANDING AND MARKING

D.1 AIDAR 752.7009 MARKING (JAN 1993)

a) It is USAID policy that USAID-financed commodities and shipping containers, and project construction sites and other project 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 project construction sites and other project 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 project 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 BRANDING POLICY AND STRATEGY

A general exemption from Branding and Marking requirements set forth in USAID Automated Directive System (ADS) 320.3.2 “ Branding and Marking in USAID Direct Contracting” at http://www.usaid.gov/ads/policy/300/320; and USAID "Graphic Standards Manual" available at www.usaid.gov/branding, or any successor branding policy, has been approved for this program.

Under the waiver, USAID acquisition and assistance programming in Syria including the ART Activity will generally not feature USAID branding and markings, nor the branding and markings of sub-contractors. Any decision to brand or mark must be approved by USAID.

[END OF SECTION D]

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 FAR 52.252-2 for an Internet address (if specified) for electronic access to the full text of a clause.

NUMBER TITLE DATE

FAR (48 CFR Chapter 1)

52.204-14 SERVICE CONTRACT REPORTING

REQUIREMENTS

OCT 2016

52.246-5 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 must take place at the principal place of performance or at any other location where the services are performed and reports and deliverables or outputs are produced or submitted or at any other location agreed to with the COR. Unless otherwise stated, the designated COR has been delegated authority to inspect and accept all services, reports and required deliverables or outputs.

[END OF SECTION E]

SECTION F - DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING CONTRACT CLAUSES INCORPORATED BY

In accordance with FAR "52.252-2 CLAUSES INCORPORATED BY REFERENCE" in Section I of this contract, the following contract clauses are hereby incorporated by reference, with the same force and effect as if they were given in full text. See http://acquisition.gov/far/index.html and http://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf for electronic access to the full text of a clause.

FEDERAL ACQUISITION REGULATION (48 CFR Chapter 1)

NUMBER TITLE DATE

52.242-15 STOP-WORK ORDER AUG 1989

ALTERNATE I APR 1984

F.2 PERIOD OF PERFORMANCE

The period of performance for this contract is estimated for five years, a base period of three years, effective [TBD] through [TBD] with two one-year option periods, in accordance with the advance notice required in the contract (FAR 52.217-9).

If the Option is exercised during the base period of contract implementation, the period of performance of the contract will be adjusted accordingly.

F.3 PLACE OF PERFORMANCE

The primary place of performance under this contract is Syria, with secondary work performed in Jordan, Iraq, Turkey, Germany, and any other country where USAID/MEB’s stabilization partners maintain their field and home offices.

F.4 PERFORMANCE STANDARDS

USAID will evaluate the Contractor’s performance in accordance with FAR Part 42.15, corresponding USAID procedures, and the Contractor’s adherence to the annual work plan, reporting against its Monitoring, Evaluation, Research, Analysis, and Reporting Plan described in Section F.6.b below. USAID will evaluate the Contractor’s performance during the initial, intermediate, and final period of the contract in accordance with the Contractor Performance Assessment Reporting System (CPAR).

http://acquisition.gov/far/index.html http://acquisition.gov/far/index.html http://www.usaid.gov/sites/default/files/documents/1868/aidar_0.pdf

Evaluation of the Contractor's overall performance will be conducted on an annual basis jointly by the COR and the CO, and will form the basis of the Contractor's permanent performance record with regard to this Contract. The following general performance standards will form the basis of the evaluation for the Contractor CPAR:

1. Quality of Product and Service;

2. Schedule/timeliness;

3. Cost Control;

4. Management or business relations;

5. Regulatory Compliance.

F.5 KEY PERSONNEL

a. The Contractor must provide the following (at least one and at most four) Key Personnel for the performance of this Contract:

Key Personnel Position(s) Name

TBD TBD

b. The above key personnel must be qualified professionals in their respective fields with relevant and significant experience, background and education. Additionally, each key personnel must possess strong, relevant, technical expertise (for each particular position) and demonstrated successful performance in similar positions under projects of similar size, nature, complexity, and country context.

c. The Contractor must ensure that, overall, key personnel complement each other’s skills and qualifications in a manner that will result in a strong, qualified, key personnel team. This applies in particular to experience managing staff and projects in the components described in the SOW.

d. The key personnel specified above are considered to be essential to the work being performed hereunder. Prior to replacing any of the specified individuals, the Contractor must immediately notify both the Contracting Officer and the COR reasonably in advance (e.g., within ten (10) working days), and must submit a written justification (including proposed substitutions) in sufficient details to permit evaluation of the impact on the program. Any proposed substitutions for key personnel must possess the same level of qualifications or higher as the individual being replaced. No replacement of key personnel must be made by the Contractor without the written consent of the Contracting Officer.

e. The Contractor must provide key personnel for each identified position which is subject to the Contracting Officer’s approval. The Contractor is responsible for providing key personnel for the term required. Failure to provide key personnel at any time during the period of performance may be considered non-performance by the Contractor. The Contractor must take steps to immediately rectify this situation and must propose a substitute candidate with sufficient information and justification to permit evaluation of the impact on the activities and budget.

f. USAID reserves the right to adjust the level of key personnel positions during the performance of the Contract.

g. Each of the key personnel must possess excellent interpersonal skills, excellent communication skills (verbal and written), outstanding management skills (including ethical management), diplomatic approach, resourcefulness, flexibility, and creative problem-solving skills.

h. Qualifications Required for key Personnel Positions

[To be completed at Award based on proposed qualifications.]

F.6 REPORTS AND DELIVERABLES

In addition to the requirements set forth for submission of reports and in the AIDAR clause 752.242-70, Periodic Progress Reports, the contractor must submit the following plans, reports and deliverables or outputs to USAID as further described below. All reports and deliverables and any required reporting must be submitted in English language, unless otherwise specified by the COR. The reports must be concise and focus on the progress, problems identified and measures proposed to overcome such problems. Reports shall be submitted in electronic copies in accordance with the approved format.

The Contractor must deliver the following reports and deliverables for the approval of the COR.

Unless otherwise specified, the Contractor will allow at least 10 business days for review and comments from the COR on any draft report submission.

All reports and deliverables plans are subject to written approval by the COR, except for the Property Disposition Plan, which is subject to the Contracting Officer’s written approval. In addition, documents to be posted on the Development Experience Clearinghouse (DEC) (see AIDAR 752.7005 “Submission Requirements for Development Experience Documents”) must be cleared by the COR prior to posting them.

The Contractor must promptly notify the COR, of any problems, delays, or adverse conditions which materially impair the Contractor’s ability to meet the requirements of the contract. The COR and the Contractor will develop a standard format for submission of all deliverables and reports within the first 30 days of contract award. The final format of all deliverables and reports must be approved the COR.

Other reports/deliverables may be required during the course of the award. These reports/deliverables will be within the scope of the contract, and the due dates for these will be agreed to between the Contractor and the COR as needed.

The Contractor is expected to conduct monthly presentations related to site visits and summary reporting, as requested by USAID. The format of the presentation will be finalized based on the discussions between USAID/MEB and the Contractor.

The Contractor will provide the COR with the following reports during the life of the project for all components:

Deliverable/Report Delivery Schedule Start-up Report Due 21 business days after award Monitoring, Evaluation, Research, Analysis, and Reporting Plan

Within 45 calendar days from award

Capacity Building and Training Plan

TBD with the COR. To be submitted along with Year 1 Quarter 1 work plan.

Weekly Activity Reports TBD with the COR

Special and Ad-hoc Reports

As may be requested by the COR

Monthly Maps On the first workday of each month

Monthly Performance Reports On the fifth workday of each month Monthly Info-Graphics On the first workday of each month Monthly atmospheric reports On the first workday of each month Quarterly work-plans

14 days prior to the commencement of the new quarter

Quarterly Program Reports 14 days following the completion of each quarter

Quarterly Special Assessments/Reports Every quarter; exact date TBD with the COR Quarterly Opinion Polling Every quarter; exact date TBD with the COR Quarterly Financial Reports 15 days before the end of each quarter.

Annual Training and Learning Plans 30 days prior to the commencement of the new contract year Inventory Report Within 30 days after the end of contract anniversary Annual Program Report 30 days following the annual anniversary of the contract Final program report Within 30 days prior to the expiration of the contract Demobilization Plan 90 days prior to the expiration of the contract

F.6.a Start-up Report

Upon award of the contract, the contractor must submit a start-up plan to the COR for approval within 21 working days of award to include the following elements:

i. Start-Up Plan : how the Contractor intends to take to efficiently and effectively complete the startup of this project. The start-up plan must list the tasks included in the start-up, list the person or position responsible for its completion, and must include a date by which each task will be completed. The start-up plan must outline where offices will be set up and how registration for the project will be approached. The plan must include a discussion of how the Contractor will mitigate the limitations present in Syria that affect third party monitoring.

ii. Staffing Plan : how the Contractor intends to immediately deploy staff, including steps taken to identify and hire Syrian women to ensure the participation of women in the planning of ART work. The plan must contain an organogram for the project that includes all positions working on ART, including any subcontractors. The staffing plan must explain the roles and responsibilities of each of the positions in the organogram. It must also explain the office set-up that the Contractor will employ to implement the contract, and where all staff listed in the organogram will be based geographically. The staffing plan must articulate how the staffing approach will help the Contractor achieve the objectives of this contract.

iii. Communications Plan : how the Contractor will communicate with USAID/MEB partners, including clear guidelines on who must communicate with whom between the Contractor staff in the field, USAID/MEB staff and partners in the field and headquarters. The communications plan should include draft email language that the Contractor requires USAID/MEB activity managers to send out to partners to introduce the project and initiate communications.

iv. Safety and Security Plan : how the Contractor intends to approach the safety and security of its staff and local partners inside Syria to ensure both personal safety and cyber security for data transmissions.

v. Logistical Plan : how the Contractor intends to manage logistics inside Syria.

vi. Procurement Plan

The Procurement Plan must contain the following:

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

(2) An explanation of the intended use of each item;

(3) The source and nationality of each item; and

(4) A description of how the Contractor will monitor and control the use of non-expendable resources.

(5) The procurement plan must identify whether prior approvals and/or waivers will be needed to support the procurement of commodities taking in consideration the source and nationality procurement rules and the commodities eligibility rules.

F.6.b Monitoring, Evaluation, Research, Analysis, and Reporting Plan

Upon award of the contract, a Monitoring, Evaluation, Research, Analysis, and reporting plan is due within 45 calendar days including the following elements:

i. Monitoring Plan : how the Contractor will tackle the data collection processes, considerations and Plans for all aspects of this project. The monitoring plan will be divided into the following sections:

1. Goal

2. Tasks

3. Approach

4. Audience

5. Methods: an overview of the methods that the Contractor intends to use to monitor selected projects.

6. Indicators: This section must state the indicators that ART will use to monitor USAID/MEB activities. For each indicator to be measured as part of ART, the following should be included: precise definition; data collection method; data source; location of data collection; frequency of data collection; position responsible for data collection;

security, political, and gender considerations; data analysis: disaggregation and comparison plans.

7. Do no harm and protection: This section will provide an overview of how the Contractor will ensure that data collection, and reporting does no harm to the respondent, enumerator, USAID/MEB partners, beneficiaries, and staff and will not undermine impartiality or neutrality of the stabilization efforts.

8. Data quality assurance: What procedures or processes will the Contractor follow to verify the data was collected in the intended manner, by the intended numerator, at the intended location, with the intended respondent? The Contractor must detail the process it must follow should it discover any data collected under this contract is falsified. USAID/MEB requires the use of GPS coordinates to verify the veracity of data. With the principle of not causing harm to stakeholders of the stabilization activities, USAID/MEB recognizes that the use of GPS in some locations in Syria is not feasible. This section will detail the protocol for deciding which locations are safe for GPS use and which are not safe for GPS.

9. Confidentiality: Explain measures to keep all data collected confidential and safeguarded, including names of organizations, locations of activities, and respondents’ names or other identifying characteristics. This includes both data collection processes, reporting processes, and data security for Contractor staff, subcontractors and IT systems.

10. Qualitative protocol: What procedures will the Contractor follow to ensure data collected through qualitative methods is collected in a systematic and ethical manner?

11. Quantitative protocol: What procedures will the Contractor follow to ensure data collected through quantitative methods is collected in a systematic and ethical manner?

12. Limitations: Potential limitations and strategies to mitigate them.

13. Integrated Data Management Approach: How the Contractor intends to integrate information of all task areas and apply the system, as described in Section C to facilitate the management of the overall activity.

14. Integration of GIS Mapping : Approach for integrating mapping technology in monitoring and evaluation of activities.

ii. Research and Analysis Plan : Approach to conducting research and analysis under the contract.

F.6.c Capacity Building and Training Plan

i. Capacity Building Plan : A three-year Capacity Building Plan must be prepared by the Contractor to explain how it intends to provide ongoing capacity building support with the goal of developing USAID/MEB’s partners capacity to improve their MEL understanding and application. This plan must be submitted along with the first quarterly work plan.

ii. MEL Training Materials : The Contractor must submit one (1) hard and one (1) electronic copy of all training and resource materials used for monitoring and evaluation training and capacity building of USAID/MEB Partners’ staff.

F.6.d Weekly Activity Reports

In a mutually agreed upon format, the Contractor must provide the COR, on a weekly basis, updates regarding the activity progress, delays or adverse conditions, or other matters as may be relevant and necessary to keep the COR well informed on the project’s progress.

The weekly report must contain, but is not limited to, the following:

i. Context Update, including major political, security, or other noteworthy changes in the operating environment.

ii. Programmatic Highlights including updated MEL data and indicators, training activities, coordination efforts, and program maps.

iii. Financial Summary

iv. Procurement and Logistics Summary

v. Staffing Summary

vi. Travel Summary

vi. Short-term Consultant Reports Unless otherwise agreed to in writing by the COR, the Contractor must submit a brief written report within 10 calendar days following departure of a Consultant that describes the purpose of the consultancy, progress made, and any observations to be shared, issues and/or problems encountered, and details of expected follow-on activities by resident Contractor staff as well as actions to be performed by participating counterparts.

(This report may be in the weekly report; the monthly report or the quarterly report depending on the timing of the consultancy services).

F.6.e Special and Ad-hoc Reports

The Contractor must prepare special and ad-hoc reports (maximum one per week) on issues requested by USAID or proposed by the Contractor. The Contractor may be asked by USAID to provide ad hoc reports on the issues related to the project, or the environment within Syria where the project is being implemented. The Contractor may also be requested to provide comments and advice on technical issues surrounding other USG assistance or policy that overlap with its scope and expertise. Ad hoc requests and their requirements must be undertaken collaboratively between the COR and Contractor.

F.6.f Monthly Maps showing USAID/MEB activities, planned activities, areas of impact among various groups, security incidents, and other relevant data. This monthly maps must be submitted along with the monthly atmospherics reports on the first business day of the month.

F.6.g Monthly Performance Reports

Monthly Performance Reports are concise reports (no more than 5 pages) that summarize progress towards the accomplishment of the project’s goals. These reports must:

1. Monthly Monitoring Reports containing primary data from USAID/MEB activities collected from within Syria. Monitoring reports should endeavor to provide primary data and analysis to USAID in a succinct and reader-friendly format.

The submission of the monthly monitoring reports may be followed by a conference call between the Contractor and USAID staff regionally and in Washington, D.C. at the COR’s request to discuss the results from each month of monitoring. The deadline for this deliverable must be determined in the work plan. At a minimum, the Contractor must submit the first monitoring report four (4) months after the award of contract and continue to submit the reports as per the COR-determined interval until the last month of the contract.

2. Contain a discussion of obstacles encountered and possible delays, if any, in fulfillment of activities included in the work plan;

3. Set forth proposed revisions, if any, to the work plan; and

Monthly Performance Reports are due not later than the fifth workday of each month following the prior month’s closing. On the month where the Quarterly Performance Progress Report is due, the quarterly report takes the place of the monthly report.

F.6.h Monthly Info-Graphics depicting key performance data, activities, results, or other relevant information.

F.6.i Monthly atmospheric reports on political, security, stability, and other context changes.

Monthly comprehensive maps showing USAID activities, planned activities, areas of influence among various groups, security incidents, and other relevant data.

F.6.j Quarterly work-plans

Quarterly work plans are due 14 days prior to the commencement of the new quarter. Each work plan must contain a concise description of the following:

i. Country context and critical assumptions;

ii. The technical approach and activities to be implemented in each task area for the quarter; deliverables for each activity; expected outcomes for each activity; and how, collectively, the activities contribute to the overall program objective;

iii. Support needed from USAID or other partners to implement activities;

iv. Financial and procurement plans;

v. Summary of the Contractor’s operational and administrative requirements; and

vi. Other information necessary to effectively plan implementation of the Contract for the quarter.

F.6.k Quarterly Program Reports : Each quarterly Program Report must include, but is not limited to the following elements:

i. Summary of the political and development environment in the targeted geographic areas, in addition to relevant national trends that may impact the activity;

ii. A review of actual accomplishments towards meeting the intended outcomes for the period as defined in the work plan;

iii. Explanations for why intended outcomes were not met (if applicable);

iv. Monitoring and Evaluation, including updated Performance Monitoring Table of indicators, explanations for deviations from expected targets, issues with data collection or indicators, and other monitoring and evaluation issues;

v. Research, Analysis, and Reporting update, including summaries of research and analysis completed during the quarter, as well as a table of reports delivered to USAID during the quarter;

vi. Information on management issues, including administrative problems or…