Sajhedari_-_STF_Request_for_Proposal_(RFP)_FINAL.pdf

U.S. Agency for International Development (USAID)

G.P.O. Box 295

U.S. Embassy, Maharajgunj

Kathmandu, Nepal

Telephone: +977.1.423.4000

Email: usaidnepal@usaid.gov

Website: https://www.usaid.gov/nepal

REQUEST FOR PROPOSAL (RFP)

ISSUANCE DATE:

Monday, April 09, 2018

PREPROPOSAL CONFERENCE:

Thursday, April 19, 2018; 13:00 PM, Nepal Standard Time (NPT)

DEADLINE FOR RECEIPT OF

QUESTIONS:

Wednesday, April 25, 2018; 13:00 PM NPT

RESPONSES TO QUESTIONS/RFP

AMENDMENT:

Monday, April 30, 2018

RFP CLOSING DATE: Friday, May 18, 2018; 13:00 PM NPT

SUBJECT: USAID/Nepal Sajhedari – Support to Federalism (STF) Project

REFERENCE: RFP No. 72036718R00004

Dear Prospective Offerors, The United States Government (USG), represented by the U.S. Agency for International Development (USAID) Nepal mission (USAID/Nepal) seeks concept papers from qualified organizations interested in providing technical services for the project titled “USAID/Nepal Sajhedari – Support to Federalism” as described in the attached solicitation.

USAID conducts this procurement through full and open competition, for which Federal Acquisition Regulation (FAR) Part 15 procedures for contracting by negotiation and trade-off process will apply. All types of organizations are eligible to compete under this RFP.

The USAID/Nepal mission intends to award a cost-reimbursement, cost-plus-fixed-fee (CPFF) completion type contract per FAR 16.306(d)(1) for a period of six years – a three year Base Period and one three-year Option Period – under this contract from the date of award with an estimated cost, subject to the availability of funds, of $15 million. The total estimated cost for the Base Period and Option Period are as follows:

Base Period is estimated at $7.5 million (M) over three years Option Period is estimated at $7.5M

Revealing the estimated range of the contract does not encourage that offerors should necessarily strive to meet the maximum estimated amount. Offerors must propose realistic and reasonable costs for the work described in their proposal (i.e., Statement of Work and Performance Work Statement (PWS)) per FAR 37.602(a) in response to the Statement of Objectives (SOO) prepared by the Government under Section L.5. USAID encourages the most effective approach for achieving the expected results and award will be made to the offeror whose PWS offers the best value to the Government considering technical and cost factors (see Section M).

USAID encourages the participation to the maximum extent possible of small business concerns in this activity as a prime or subcontractor. USAID also encourages concept papers that include mailto:usaidnepal@usaid.gov https://www.usaid.gov/nepal

USAID/Nepal Sajhedari – STF Project

Solicitation No. 72036718R00004 partnerships of teams – prime and subcontractors – with regional or local partners. Neither USAID nor the U.S. Government (USG) is a party to agreements between applicants and their proposed key personnel candidates or subcontractors. Thus, USAID or the USG shall not be responsible for or require an exclusive relationship between the parties to restrict on either party’s ability to freely compete or to enter into partnering relationships with other entities.

To facilitate a prompt response, offerors must submit all questions and requests for clarification concerning this solicitation electronically by the due date indicated above to kathmanduoaaexchange@usaid.gov. If USAID receives substantive questions that affect the solicitation or necessitates changes to the closing date, time, or other aspects of the RFP, USAID will amend this solicitation. The amendments made will be issued and posted on the Governmentwide point of entry (GPE), the Federal Business Opportunities (FBO) website, located at http://www.fedbizopps.gov. Offerors are strongly encouraged to check the FBO website periodically as acknowledgement of any such amendments is required to accompany the offeror’s concept paper.

When submitting requests for clarification please make reference to the specific RFP as follows:

SUBJECT: 72036718R00004 USAID/Nepal Sajhedari – Support to Federalism (STF) Project

REFERENCE: 72036718R00004 Section ___, paragraph ___, page ___

It remains the offeror’s responsibility to ensure that it has downloaded and received the RFP in its entirety, including subsequent solicitation amendments, if any. USAID/Nepal bears no responsibility for data errors resulting from download, transmission, or conversion processes.

Furthermore, offerors are advised to read the solicitation carefully. Block 12 of Standard Form (SF)- 33 of this RFP requires that offers remain valid for 180 calendar days from the closing date.

PREPROPOSAL CONFERENCE

USAID intends to hold a pre-proposal conference per FAR 15.201(c) in Kathmandu, Nepal at the Embassy of the United States on April 19, 2018 at 13:00 PM NPT to address any questions concerning this RFP. Please email kathmanduoaaexchange@usaid.gov with attendee’s full name, title, and contact number no later than April 17, 2018 to indicate planned attendance at the pre-proposal conference. Additionally, offerors may submit questions in writing prior to the conference via email to kathmanduoaaexchange@usaid.gov.

CONCEPT PAPER DUE DATE

All questions or requests for clarification must be received by May no later than 13:00 PM NPT and to the following email address: kathmanduoaaexchange@usaid.gov. Offerors must NOT submit questions to any other USAID staff, including the technical office.

Concept papers are due by May 18, 2018 by 13:00 PM NPT. Late concept papers will be handled per FAR 52.215-1. ONLY ELECTRONIC SUBMISSION will be accepted for receipt of this solicitation. Faxes are not acceptable.

mailto:kathmanduoaaexchange@usaid.gov http://www.fedbizopps.gov/ mailto:kathmanduoaaexchange@usaid.gov

PAGES

SEC. PAGE(S) SEC. PAGE(S)

CALENDAR DAYS

(Type or Print)

SOLICITATION, OFFER AND AWARD

1. THIS CONTRACT IS A RATED ORDER

UNDER DPAS (15 CFR 700)

RATING PAGE OF

4 157

2. CONTRACT NO. 3. SOLICITATION NO.

72036718R00004

4. TYPE OF SOLICITATION

SEALED BID (IFB)

NEGOTIATED (RFP)

5. DATE ISSUED

Sex Box No. 28

6. REQUISITION/PURCHASE NO.

REQ-367-18-000015

7. ISSUED BY CODE 8. ADDRESS OFFER TO (If other than Item 7)

Office of Acquisition and Assistance (OAA) USAID/Nepal GPO Box 295 U.S. Embassy, Maharajgunj Kathmandu, Nepal NOTE: In sealed bid solicitations “offer” and “offeror” mean “bid” and “bidder.”

SOLICITATION

9. Sealed offers in original and electronic only copies for furnishing the supplies or services in the Schedule will be received at the place specified in Item 8, or if handcarried, in the depository located in N/A until 13:00 PM NPT DATE XX, 2018 .

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

10. FOR

INFORMATION

CALL:

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

AREA CODE NUMBER EXTENSION

11. TABLE OF CONTENTS

(x) DESCRIPTION (x) DESCRIPTION

PART I – THE SCHEDULE PART II – CONTRACT CLAUSES

A SOLICITATION/CONTRACT FORM 4 I CONTRACT CLAUSES 63

B SUPPLIES OR SERVICES AND PRICES/COSTS 10 PART III – LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS

C

DESCRIPTION/SPECIFICATIONS/STATEMENT OF

WORK

14 J LIST OF ATTACHMENTS 75

D PACKAGING AND MARKING 17 PART IV – REPRESENTATIONS AND INSTRUCTIONS

E INSPECTION AND ACCEPTANCE 19

K

REPRESENTATIONS, CERTIFICATIONS, AND

OTHER STATEMENTS OF OFFERORS

F DELIVERIES OR PERFORMANCE 21

G CONTRACT ADMINISTRATION DATA 32 L

INSTRUCTIONS, CONDITIONS., AND NOTICES TO

OFFERORS

H SPECIAL CONTRACT REQUIREMENTS 37 M EVALUATION FACTORS FOR AWARD 149

OFFER (Must be fully completed by offeror) NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

12. In compliance with the above, the undersigned agrees, if this offer is accepted within calendar days (60 calendar days unless a different period is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENT

(See Section I, Clause No. 52-232-8)

10 CALENDAR DAYS

20 CALENDAR DAYS

30 CALENDAR DAYS

14. ACKNOWLEDGMENT OF AMENDMENTS

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

AMENDMENT NO. DATE AMENDMENT NO. DATE

15A. NAME AND

ADDRESS

OF OFFEROR

CODE FACILITY 16. NAME AND ADDRESS OF PERSON AUTHORIZED TO SIGN OFFER

15B. TELEPHONE NO. 15C. CHECK IF REMITTANCE ADDRESS

IS DIFFERENT FROM ABOVE - ENTER

SUCH ADDRESS IN SCHEDULE.

17. SIGNATURE 18. OFFER DATE

AREA CODE NUMBER EXTENSION

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEMS NUMBERED 20. AMOUNT

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION:

21. ACCOUNTING AND APPROPRIATION

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

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

(4 copies unless otherwise specified)

ITEM

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

26. NAME OF CONTRACTING OFFICER (Type or print) Jack M. Adrien

27. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

28. AWARD DATE

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

AUTHORIZED FOR LOCAL REPRODUCTION STANDARD FORM 33 (REV. 6/2014)

Previous edition is unusable Prescribed by GSA FAR (48 CFR) 53.214(c)

Table of Contents

SECTION A – SOLICITATION, OFFER AND AWARD 1

SECTION B – SUPPLIES OR SERVICES AND PRICE/COSTS 10

B.1 PURPOSE 10

B.2 CONTRACT TYPE 10

B.3 BUDGET 10

B.4 CONTRACT BUDGET AND TOTAL PRICE 10

B.5 INDIRECT COSTS 11

B.6 CEILING ON INDIRECT COST RATES AND FINAL REIMBURSEMENT FOR INDIRECT COSTS 12

B.7 COST REIMBURSABLE 12

B.8 CANCELLATION PROCEDURES 13

B.9 FIXED FEE – FAR 52.216-8 (JUN 2011) 13

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK 14

C.1 OVERVIEW 14

C.2 PRINCIPLES OF ENGAGEMENT 14

C.3 SYSTEMS APPROACH 15

C.4 SCENARIO PLANNING 16

SECTION D – PACKAGING AND MARKING 18

D.1 AIDAR 752.7009 MARKING (JAN 1993) 18

D.2 USAID GRAPHIC STANDARDS MANUAL 18

D.3 BRANDING STRATEGY, IMPLEMENTATION PLAN AND MARKING PLAN 18

D.4 BRANDING STRATEGY 18

SECTION E – INSPECTION AND ACCEPTANCE 20

E.1 NOTICE LISTING FAR SOLICITATION PROVISION INCORPORATED BY REFERENCE 20

E.2 INSPECTION AND ACCEPTANCE 20

E.3 CONTRACTOR PERFORMANCE EVALUATION 20

SECTION F – DELIVERIES OR PERFORMANCE 22

F.1 NOTICE LISTING FAR SOLICITATION PROVISIONS INCORPORATED BY REFERENCE 22

F.2 PERIOD OF PERFORMANCE 22

F.3 AUTHORIZED WORK DAY AND WORKWEEK 22

F.4 PLACE OF PERFORMANCE 22

F.5 PERFORMANCE STANDARDS 22

F.6 REPORTS AND DELIVERABLES OR OUTPUTS 23

F.6.1 REPORTS 23

F.6.1.1 WORK PLANS 24

F.6.1.2 ACTIVITY REPORTS 25

F.6.1.3 QUARTERLY PROGRESS REPORTS 25

F.6.1.4 QUARTERLY FINANCIAL REPORTS 26

F.6.1.5 ANNUAL REPORTS 26

F.6.1.6 CLOSEOUT PLAN 26

F.6.1.7 FINAL REPORT 26

F.6.1.8 INVENTORY REPORT 27

F.6.1.9 PROPERTY INVENTORY LIST 27

F.6.2 DELIVERABLES OR OUTPUTS 27

F.7 LANGUAGE OF REPORTS AND OTHER OUTPUTS 28

F.8 AIDAR 752.7005, SUBMISSION REQUIREMENTS FOR DEVELOPMENT EXPERIENCE

DOCUMENTS (SEPT 2013) (Class Deviation OAA-DEV-13-01c) 29

F.9 PERSONNEL 30

F.9.1 KEY PERSONNEL 30

F.9.2.1 CHIEF OF PARTY QUALIFICATIONS 31

F.9.2.2 OTHER KEY PERSONNEL QUALIFICATIONS 31

F.10 PROJECT EVALUATION 32

SECTION G – CONTRACT ADMINISTRATION DATA 33

G.1 AIDAR 752.7003 DOCUMENTATION FOR PAYMENT (NOV 1998) 33

G.2 CONTRACTING OFFICER’S AUTHORITY 34

G.3 ADMINISTRATIVE CONTRACTING OFFICE 34

G.4 CONTRACTING OFFICER’S REPRESENTATIVE (COR) 35

G.5 TECHNICAL DIRECTIONS/RELATIONSHIP WITH USAID 35

G.6 ACCEPTANCE AND APPROVAL 37

G.7 INVOICES 37

G.8 PAYING OFFICE 37

G.9 ACCOUNTING AND APPROPRIATION DATA 37

SECTION H – SPECIAL CONTRACT REQUIREMENTS 38

H.1 LANGUAGE REQUIREMENTS 38

H.2 GOVERNMENT FURNISHED FACILITIES OR PROPERTY 38

H.3 TITLE TO PROPERTY 38

H.4 CONFIDENTIALITY AND OWNERSHIP OF INTELLECTUAL PROPERTY 38

H.5 DISCLOSURE OF INFORMATION 38

H.6 CONTRACTOR’S STAFF SUPPORT, AND ADMINISTRATIVE AND LOGISTICS ARRANGEMENTS

H.7 AIDAR 752.7007, PERSONNEL COMPENSATION (JUL 2007) 39

H.8 ADDITIONAL PERSONNEL COMPENSATION REQUIREMENTS 39

H.9 AIDAR 752.222-70 USAID Disability Policy (DEC 2004) 41

H.10 INSURANCE AND SERVICES 42

H.11 CONTRACTOR’S USE OF PROJECT VEHICLES AND LIABILITY INSURANCE REQUIREMENTS

FOR PRIVATELY OWNED VEHICLES 43

H.12 TRAVEL 43

H.13 AUTHORIZED GEOGRAPHIC CODE 43

H.14 752.225-70 SOURCE AND NATIONALITY REQUIREMENTS (FEB 2012) 43

H.15 REQUESTS FOR CONSENT TO SUBCONTRACT 44

H.16 PRESS RELATIONS 44

H.17 FOREIGN GOVERNMENT DELEGATIONS TO INTERNATIONAL CONFERENCES (JUNE 2012)

H.18 EXECUTIVE ORDER 13224 – EXECUTIVE ORDER ON TERRORIST FINANCING 45

H.19 ENVIRONMENTAL COMPLIANCE 45

H.20.1 ADS 302.3.5.5 REPORTING OF FOREIGN TAXES (July 2007) 46 H.20.2 ADS 302.3.5.9 Nondiscrimination (June 2012) 47 H.20.3 ADS 302.3.5.21 USAID IMPLEMENTING PARTNER NOTICES (IPN) PORTAL FOR ACQUISITION

(JULY 2014) 48

H.20.4 ADS 302.3.5.22 SUBMISSION OF DATASETS TO THE DEVELOPMENT DATA LIBRARY (DDL)

(OCTOBER 2014) 48

H.21 HOST COUNTRY SALARY SUPPLEMENT (ADS 302.3.3 (d) (2) (viii) & (AIDAR 752.231-71 and AIDAR

731.205-71)) 50

H.22 AIDAR 752.7004 EMERGENCY LOCATOR INFORMATION (JUL 1997) 50

H.23 AIDAR 752.228-70 MEDICAL EVACUATION (MEDEVAC) SERVICES (JULY 2007) 50

H.24 HOMELAND SECURITY PRESIDENTIAL DIRECTIVE-12 (HSPD-12) (ADS 302.3.5.13) 51

H.25 HOST COUNTRY SALARY SUPPLEMENT (ADS 302.3.3 (d) (2) (viii) & (AIDAR 752.231-71 and AIDAR

731.205-71)) 51 H.26 PARTICIPANT TRAINING AND EXCHANGE VISITORS (MISSION ORDER (M.O.) No. 253.1) 51

H.27 PER DIEM, TRAINING AND TRANSPORTATION RATES FOR GOVERNMENT OF NEPAL (GON)

TRAINEES 53

H.28 STANDARDS OF CONDUCT -- IMPROPER BUSINESS PRACTICES 53

H.29 GENDER CONSIDERATION 53

H.30 MANAGEMENT OF INFORMATION TECHNOLOGY RESOURCES 55

H.31 USAID IMPLEMENTATION OF SECTION 508 OF THE REHABILITATION ACT OF 1973 AND

FEDERAL ACQUISITION CIRCULAR (FAC) 97-27 “ELECTRONIC AND INFORMATION TECHNOLOGY

ACCESSIBILITY 55

H.32 LOCAL TAXES 56

H.33 EMERGENCY PREPAREDNESS AND RESPONSE PLAN (EPRP) (M.O. No. 304.0.0) 56

H.34 VOLUNTARY POPULATION PLANNING ACTIVITIES (JUNE 2008) (AAPD 08-01) 57

H.35 ELECTRONIC PAYMENTS SYSTEM (PEB No. 2014-16) 58

H.36 GRANTS UNDER CONTRACT 59

H.37 GEOGRAPHIC INFORMATION SYSTEM (GIS) 61

PART II – CONTRACT CLAUSES 64

SECTION I – CONTRACT CLAUSES 64

I.1 SOLICITATION PROVISIONS 64

I.2 FEDERAL ACQUISITION REGULATION (FAR; TITLE 48 OF THE CODE OF FEDERAL

REGULATIONS CHAPTER 1) CLAUSES 64

I.2.1 NOTICE LISTING FAR SOLICITATION PROVISIONS INCORPORATED BY REFERENCE 64

I.2.2 FAR FULL TEXT CLAUSES 67

I.2.2.1 FAR 52.216-1 TYPE OF CONTRACT (APR 1984) 67

I.2.2.2 FAR 52.217-9 OPTION TO EXTEND THE TERM OF THE CONTRACT (MAR 2000) 67

I.2.2.3 FAR 52.222-50 COMBATING TRAFFICKING IN PERSONS (FEB 2015) 67

I.2.2.4 FAR 52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998) 73

I.2.2.5 FAR 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998) 74

I.3 USAID ACQUISITION REGULATION (AIDAR; 48 CFR CHAPTER 7) CLAUSES 74

I.3.1 AIDAR SOLICITATION PROVISIONS INCORPORATED BY REFERENCE 74

I.3.2 AIDAR FULL TEXT SOLICITATION PROVISIONS 75

I.3.2.1 AIDAR 752.252-1 AIDAR SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (MAR

2015) 75

I.3.2.2 AIDAR 752.252-1 AIDAR CLAUSES INCORPORATED BY REFERENCE (MAR 2015) 75

PART III – LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACHMENTS 76

SECTION J – LIST OF ATTACHMENTS 76

J.1 LIST OF ATTACHMENTS 76

J.2 USEFUL LINKS 76

ATTACHMENT 1 LIST OF ACRONYMS OR INITIALISMS WITH CORRESPONDING DEFINITIONS 78

ATTACHMENT 2 USAID FORM 1420-17 (04/2007) – CONTRACTOR BIOGRAPHICAL DATASHEET 80

ATTACHMENT 3 SF LLL: DISCLOSURE OF LOBBYING ACTIVITIES 82

ATTACHMENT 4 PAST PERFORMANCE INFORMATION 85

ATTACHMENT 5 INITIAL ENVIRONMENTAL EXAMINATION 86

ATTACHMENT 6 IDENTIFICATION OF PRINCIPLE GEOGRAPHIC CODES 87

ATTACHMENT 7 PER DIEM RATES FOR GON OFFICIALS 88

ATTACHMENT 8 CERTIFICATION REGARDING TRAFFICKING IN PERSONS COMPLIANCE PLAN,

PURSUANT TO FAR 52.222-56 89

ATTACHMENT 9 POLICY GUIDANCE ON CRITERIA FOR PAYMENT OF SALARY SUPPLEMENTS FOR

HOST GOVERNMENT 90

ATTACHMENT 10 CONFLICT SENSITIVE DEVELOPMENT PROGRAMMING 94

ATTACHMENT 11 GENDER EQUALITY AND SOCIAL INCLUSION (GESI) ANALYSIS AND STRATEGY 97

SECTION K – REPRESENTATIONS, CERTIFICATIONS AND OTHER STATEMENTS OF OFFERORS 104

K.1 NOTICE LISTING FAR SOLICITATION PROVISIONS INCORPORATED BY REFERENCE 104

K.2 FAR 52.204-3 TAXPAYER IDENTIFICATION (OCT 1998) Error! Bookmark not defined.

K.3 FAR 52.204-8 ANNUAL REPRESENTATIONS AND CERTIFICATIONS (OCT 2017) Error! Bookmark not defined.

K.4 FAR 52.209-5 CERTIFICATION REGARDING RESPONSIBILITY MATTERS (OCT 2015) Error!

Bookmark not defined.

K.5 FAR 52.209-7 INFORMATION REGARDING RESPONSIBILITY MATTERS (JUL 2013) Error!

Bookmark not defined.

K.6 FAR 52.209-9 UPDATES OF PUBLICLY AVAILABLE INFORMATION REGARDING

RESPONSIBILITY MATTERS (JUL 2013) Error! Bookmark not defined.

K.7 FAR 52.209-11 REPRESENTATION BY CORPORATION REGARDING A DELINQUENT TAX

LIABILITY OR A FELONY CRIMINAL CONVICTION (FEB 2016) Error! Bookmark not defined.

K.8 52.222.22 – PREVIOUS CONTRACTS AND COMPLIANCE REPORTS (FEB 1999) Error! Bookmark not defined.

K.9 52.222.25 – AFFIRMATIVE ACTION COMPLIANCE (APR 1984) Error! Bookmark not defined.

K.10 52.225.20 – PROHIBITION ON CONDUCTING RESTRICTED BUSINESS OPERATIONS IN SUDAN-

CERTIFICATION (AUG 2009) Error! Bookmark not defined.

K.11 FAR 52.225-25 PROHIBITION ON CONTRACTING WITH ENTITIES ENGAGING IN CERTAIN

ACTIVITIES OR TRANSACTIONS RELATING TO IRAN—REPRESENTATION AND CERTIFICATIONS

(DEC 2012) Error! Bookmark not defined.

K.12 52.230-1 – COST ACCOUNTING STANDARDS NOTICES AND CERTIFICATION (MAY 2012) Error!

Bookmark not defined.

K.13 52.230-7 – PROPOSAL DISCLOSURE-COST ACCOUNTING PRACTICE CHANGES (APR 2005)Error!

Bookmark not defined.

K.14 INSURANCE – IMMUNITY FROM TORT LIABILITY Error! Bookmark not defined.

K.15 AGREEMENT ON, OR EXCEPTIONS TO, TERMS AND CONDITIONS Error! Bookmark not defined.

K.16 AUTHORIZED NEGOTIATORS Error! Bookmark not defined.

K.17 SIGNATURE Error! Bookmark not defined.

SECTION L – INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS 120

L.1 NOTICE LISTING SOLICITATION PROVISIONS INCORPORATED BY REFERENCE 120

L.2 FAR 52.233-2 SERVICE OF PROTEST (SEP 2006) 120

L.3 GENERAL INSTRUCTIONS TO OFFERORS 121

L.4 PROPOSAL INSTRUCTIONS 121

L.4.1 CONCEPT PAPER 122

L.4.2 CONTRACTOR STATEMENT OF WORK (CSOW) 122

L.4.3 ORAL PRESENTATIONS 123

L.4.4 CO-CREATION 123

L.5 STATEMENT OF OBJECTIVES (SOO) 124

L.5.1 PURPOSE 124

L.5.2 SCOPE OR MISSION 124

L.5.3 PERIOD AND PLACE OF PERFORMANCE 126

L.5.4 BACKGROUND 126

L.5.5 PROGRAM OBJECTIVES (i.e., DESIRED OUTCOMES) 129

L.5.5.1 CROSS-CUTTING THEMES 130

L.5.5.2 CROSS-SECTORAL COLLABORATION 130

L.5.5.3 CONFLICT SENSITIVITY AND DO NO HARM 131

L.5.6 OPERATING CONSTRAINTS 131

L.6 QUESTIONS AND CLARIFICATIONS 133

L.7 RFP CLOSING DATE AND TIME 133

L.8 RESPONSIVENESS TO RFP 133

L.9 OFFEROR’S RESPONSIBILITIES 133

L.10 CONCEPT PAPER PREPARATION INSTRUCTIONS 134

L.10.1 PAGE AND FORMATTING LIMITS 134

L.10.2 CONCEPT PAPER CONTENTS 135

L.10.2.1 CONCEPT PAPER TABLE OF CONTENTS 135

L.10.2.1.1 TECHNICAL APPROACH AND UNDERSTANDING [see Section M.3.1.1] 136 L.10.2.1.2 MANAGEMENT AND STAFFING PLAN [see Section M.3.1.2] 137 L.10.2.1.3 PAST PERFORMANCE [see Section M.3.1.4] 137

L.10.2.2 CONCEPT PAPER TABLE OF ATTACHMENTS 138

L.10.3 CONCEPT PAPER SUBMISSION 140

L.11 INSTRUCTIONS FOR THE ORAL PRESENTATION 141

L.11.1 TIME LIMITS 141

L.11.2 QUESTIONS 141

L.11.3 OFFEROR ATTENDEES 141

L.11.4 TOPICS 142

L.11.5 PRESENTATION MEDIA 142

L.11.6 PAPER AND ELECTRONIC COPIES 142

L.11.7 RECORDING THE PRESENTATION 142

L.11.8 SCHEDULING 142

L.11.9 LOCATION 143

L.12 INSTRUCTIONS FOR THE PREPARATION OF THE COST PROPOSAL 143

L.12.1 BUDGET PREPARATION GUIDANCE 145

L.12.1.1 BUDGET LINE ITEM HEADINGS 145

L.12.1.2 BUDGET LINE ITEM DEFINITIONS 146

L.12.1.2.1 SALARY AND WAGES 146

L.12.1.2.2 CONSULTANTS 146

L.12.1.2.3 FRINGE BENEFITS 146

L.12.1.2.4 TRAVEL, TRANSPORTATION, AND PER DIEM 147

L.12.1.2.5 ALLOWANCES 147

L.12.1.2.6 EQUIPMENT AND SUPPLIES 147

L.12.1.2.7 SUBCONTRACTS 147

L.12.1.2.8 OTHER DIRECT COSTS 147

L.12.1.2.9 OTHER TRAINING AND CONFERENCES 147

L.12.1.2.10 INDIRECT COSTS (OVERHEAD, G&A) 147

L.12.1.2.11 FIXED FEE 148

L.12.1.3 BUDGET NARRATIVES 148

L.12.1.4 SUPPORTING DOCUMENTATION 148

L.13 INSTRUCTIONS FOR PREPARATION OF THE BRANDING IMPLEMENTATION AND MARKING

PLANS 148

L.13.1 BRANDING IMPLEMENTATION PLAN (BIP) 149

L.13.2 MARKING PLAN (MP) 150

L.14 GOVERNMENT OBLIGATION 150

SECTION M – EVALUATION FACTORS FOR AWARD 151

M.1 GENERAL INFORMATION 151

M.2 ADJECTIVAL RATING TABLE 151

M.3 CONCEPT PAPER EVALUATION CRITERIA 152

M.3.1 SUMMARY OF CONCEPT PAPER EVALUATION CRITERIA 152

M.3.1.1 TECHNICAL APPROACH AND UNDERSTANDING [see L.10.2.1.1] 152 M.3.1.2 MANAGEMENT AND STAFFING PLAN [see L.10.2.1.2] 153 M.3.1.3 PAST PERFORMANCE [see Section L.10.2.1.4] 154

M.4 ORAL PRESENTATION EVALUATION CRITERIA 155

M.4.1 TECHNICAL COMPREHENSION 155

M.4.2 RESPONSES TO IDENTIFIED WEAKNESSES, SIGNIFICANT WEAKNESS, OR REQUESTS FOR

CLARIFICATIONS 155

M.4.3 MANAGEMENT AND STAFFING 155

M.4.4 TEAM STRENGTH 155

M.5 COST/BUSINESS EVALUATION 155

M.6 DETERMINATION OF THE COMPETITIVE RANGE 156

M.7 SOURCE SELECTION 156

SECTION B – SUPPLIES OR SERVICES AND PRICE/COSTS

B.1 PURPOSE

The Sajhedari (STF) activity will primarily provide technical assistance to the Government of Nepal (GoN) in the transition from a unitary state to a federation of provinces and to enhance citizen participation in and oversight of local governance.

B.2 CONTRACT TYPE

This is a cost-plus-fixed-fee (CPFF) cost-reimbursement completion type contract per FAR 16.306(d)(1). For the consideration set forth in the contract, the Contractor must provide the deliverables or outputs described in Sections C and F respectively and otherwise comply with all contract requirements.

B.3 BUDGET

(a) For a period of six years – a three year Base Period and one three-year Option Period, the estimated cost for the performance of the work required hereunder, exclusive of fixed fee, is $TBD. The fixed fee, for the contract period is $TBD. The total estimated cost plus fixed fee is $15M.

(b) Within the estimated cost plus fixed fee specified in paragraph (a) above, the amount currently obligated and available for reimbursement of allowable costs incurred by the Contractor (and payment of fee) for performance of the contract period hereunder is $TBD.

The Contractor must not exceed the aforesaid obligated amount unless authorized by the Contracting Officer pursuant to the clause of this contract titled “Limitation of Funds”

(FAR 52.232-22).

(c) Funds obligated hereunder are anticipated to be sufficient through TBD.

B.4 CONTRACT BUDGET AND TOTAL PRICE

(a) The contract budget found herein is based on the contractor’s original proposal or final proposal revision, which was accepted by USAID through award of this contract.

(b) Without the prior written approval of the Contracting Officer, the Contractor may not exceed the total estimated costs set forth in the budget hereunder or the total obligated amount, whichever is less.

(c) The following itemized budget sets forth the estimates for reimbursement of dollar costs for individual line items of cost, and the fixed fee.

Cost Elements by Components

Base Period Option Period

TOTAL

Year 1 Year 2 Year 3 Year 4 Year 5 Year 6

Objective One

Objective Two

Objective Three

TOTAL Direct Costs

Indirect Costs

Total Estimated Costs

Fixed Fee

TOTAL ESTIMATED

COSTS PLUS FIXED

FEE

The Contractor will not be paid any sum in excess of the ceiling price.

B.5 INDIRECT COSTS

The contract clause titled “ALLOWABLE COST AND PAYMENT (June 2011),” 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:

For Prime Contractor:

Description Rate Base Type Period 1/ 1/ 1/ 1/ 2/ 2/ 2/ 2/

1/ Base of Application:

Type of Rate:

Period:

2/ Base of Application:

For each major Subcontractor(s):1 Description Rate Base Type Period % 1/ 1/ 1/ % 2/ 2/ 2/ % 3/ 3/ 3/

1/ Base of Application:

2/ Base of Application:

1 “Major Subcontractors” are those subcontractors whose proposed cost exceeds 15 percent of the total estimated contract cost.

3/ Base of Application:

NOTE: The Contractor is allowed to recover applicable indirect costs (i.e., overhead, general and administrative (G&A), etc.) on other direct costs (ODCs), if it is part of the Contractor’s usual accounting procedures, consistent with FAR Part 31, and Negotiated Indirect Cost Rate Agreement (NICRA). Indirect costs shall not be allowed for local organizations. All costs for local organizations shall be budgeted and billed as direct costs.

B.6 CEILING ON INDIRECT COST RATES AND FINAL REIMBURSEMENT FOR

INDIRECT COSTS

(a) For each of the contractor’s accounting periods during the term of this contract, the parties agree as follows:

(1) The distribution base for establishment of final overhead rates is ________________.

(2) The distribution base for establishment of final general and administrative (G&A) rates is

(The Offeror having Government approved rates agreement is to complete, subject to negotiations of the ceiling rates)

(b) The Contractor will make no change in its established method of classifying or allocating indirect costs without the prior written approval of the contracting officer.

(c) Reimbursement for indirect costs shall be at final negotiated rates, but not in excess of the following ceiling rates for each fiscal year:

Indirect Cost Type FY18 FY19 FY20 FY21 FY22 FY23 1.

2.

3.

(d) The government shall not be obligated to pay any additional amount on account of indirect costs above the ceiling rates established in the contract. This advance understanding shall not change any monetary ceiling, cost limitation, or obligation established in the contract.

B.7 COST REIMBURSABLE

The U.S. dollar costs allowable must be limited to reasonable, allocable and necessary costs determined in accordance with FAR 31 (Contract Cost Principles), FAR 52.216-7 (ALLOWABLE COST AND PAYMENT), FAR 52.216-8 (FIXED FEE), if applicable, and USAID Acquisition Regulation (AIDAR) 752.7003 (Documentation for Payment).

B.8 CANCELLATION PROCEDURES

As per FAR 17.106-1(c) Cancellation procedures, all program years except the first are subject to cancellation. The cancellation ceiling shall be established below for years two through six of the contract.

Cancellation dates for Years Two, Three, Four, Five, and Six shall be the following:

Contract Year Two: Date TBD, 20XX Cancellation Ceiling: TBD Contract Year Three: Date TBD, 20XX Cancellation Ceiling: TBD Contract Year Four: Date TBD, 20XX Cancellation Ceiling: TBD Contract Year Five: Date TBD, 20XX Cancellation Ceiling: TBD Contract Year Six: Date TBD, 20XX Cancellation Ceiling: TBD

Cancellation Ceiling:

This is a CPFF completion type contract in which the Contractor is authorized to be reimbursed for all allowable costs per FAR 52.216-7, “ALLOWABLE COSTS AND PAYMENT.” Therefore, the Contractor will not incur any costs that would have been amortized over the life of the contract should the contract be cancelled per FAR 52.217-2. Therefore, the cancellation ceiling for each cancellation date is [TBD].

B.9 FIXED FEE – FAR 52.216-8 (JUN 2011)

For performing this contract, the USAID paying office must pay the Contractor a percentage of the fixed fee that directly corresponds to the percentage of allowable costs being paid as specified in the Schedule.

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

[END OF SECTION B]

SECTION C – DESCRIPTION/SPECIFICATIONS/STATEMENT OF WORK

C.1 OVERVIEW

The Statement of Objectives (SOO), included as Section L.5, provides the Government’s overall objectives for this solicitation. FAR 2.101 defines a SOO as a “Government-prepared document incorporated into the solicitation that states the overall performance objectives. It is used in solicitations when the Government intends to provide the maximum flexibility to each offeror to propose an innovative approach.” As per FAR 37.602(c), offerors shall use the SOO, together with other applicable portions of this RFP, as the basis for preparing their proposals (i.e., statements of work (SOW) and performance work statement (PWS), based on proposed solutions and performance measures). FAR 2.101 defines a PWS as “a statement of work for performance-based acquisitions that describes the required results in clear, specific and objective terms with measurable outcomes.” The offeror must ensure all aspects of the SOO are addressed. The PWS should specify in clear, understandable terms the work to be done in developing or producing the goods to be delivered or services to be performed by the contractor. Preparation of an effective PWS requires both an understanding of the goods or services that are needed to satisfy a particular requirement and an ability to define what is required in specific, performance based, and quantitative terms. The offerors understanding of both required goods/services, and work effort required to accomplish should be fully demonstrated in the offeror’s proposed PWS. Within this request for proposal (RFP), the terms “concept paper,” “performance work statement,” or “PWS” are often used interchangeably.

Offerors must also develop the Contractor Statement of Work (CSOW) that reasonably describes the general scope, nature, complexity, and purpose of the supplies or services the offeror will provide for the Base Year Period and Option Years Period that corresponds to the aforementioned PWS and will be integrated into the final award Section C. USAID will not rate the submitted

CSOW.

C.2 PRINCIPLES OF ENGAGEMENT

As per Section C.1, USAID intends to provide the maximum flexibility to each offeror to propose an innovative approach that draws on Nepal-based and global data and evidence. USAID recognizes that the ability of external actors, including development partners, to influence change requires a deeper, more nuanced understanding of power and politics. To guide this work, below please find USAID’s principles of engagement that outline the Mission’s existing priorities; this solicitation invites Offerors to interpret these principles of engagement to direct and drive Sajhedari outcomes contained in the PWS:

● Alignment with the Government of Nepal’s (GoN’s) and other donors’ local governance activities;2

● To the greatest extent possible and when applicable, focus on advancing self-reliance through Nepali-led institutions (GON, civil society, community-based);

2 The current program is called the “Local Government and Community Development Program II” and will expire in June 2018. It will likely be followed by the “Sub National Governance Program” (SNGP), which is currently being designed. Other donors working in this area include (but is not limited to): Australia (with The Asia Foundation), UK, Swiss, European Union, Germany, UN, World Bank, and Asian Development Bank.

● Coordination, collaboration and cohesion with USAID/Nepal’s other programs (specifically those advancing Democracy and Governance) or other integrated governance activities, such as in the area of health and education (as well as agriculture, disaster risk management, environment, and resilience as the context demands), on common issues/priorities, such as local government management, public financial management, budget and procurement transparency, service delivery monitoring, civic education, and media and other relevant donor and GON programs;

● Adaptive management to proactively allow for course corrections if interventions are not yielding results, based on rigorous evidence review and learning;

● Demonstration of key cross-cutting themes in USAID/Nepal’s programming including:

gender equality and social inclusion (GESI), resilience, youth participation, and engagement with the private sector;

● Implementation with a systems approach so that interventions focus on the biases and incentives driving systems and behaviors (as opposed to technical fixes to those systems), as well as foundational factors, rules of the game, here and now dynamics. These are components at the heart of Thinking and Working Politically3 and a Political Economy Analysis Framework;

● Increasing the capacity of the GON at all levels to implement their inherently governmental functions, and not substituting that through Sajhedari; and

● Implementation in a manner that facilitates replicability to encourage other donors to use

Sajhedari modalities.

Offerors should refer to Attachment 5 (Section J) for USAID/Nepal’s Country Development Cooperation Strategy (CDCS) for a more detailed description of some of the terms and concepts used above.

C.3 SYSTEMS APPROACH

As per Section C.1, USAID intends to provide the maximum flexibility to each offeror to propose an innovative approach. Nevertheless, a systems approach to governance interventions requires a focus on the biases and incentives driving systems and behaviors as opposed to technical fixes to those systems. Interventions should focus on changing biases and incentives in such a way that the system of governance in Nepal evolves to be more accountable, participatory, inclusive, devolved, and democratic. The approach considers the capacity and resilience of local systems, and systemic constraints to functions that affect governance in Nepal. Analysis should focus on understanding the driving reasons why people, firms, and networks, self-organized to perform the way they do.

Systems thinking requires consideration of behavior patterns, flows of information and finance, relational networks, trust and dispute patterns, interconnectivity and patterns of influence between the government and other social systems (i.e., political, civil society, communal/friends and family, etc.). As part of any activity’s hypothesis, it should have embedded notions of why and how change will come about - what will either change incentives or align with existing ones to enable the activity to succeed, and/or how will it discover those.

For more information on Thinking and Working Politically, see: https://twpcommunity.org/ and https://usaidlearninglab.org/library/applied-political-economy-analysis-field-guide https://twpcommunity.org/ https://usaidlearninglab.org/library/applied-political-economy-analysis-field-guide

C.4 SCENARIO PLANNING

Scenario planning is a tool that can be used to engage with an uncertain future and to enable flexible and proactive program adaptation. Scenario planning links important organizational processes such as:

(a) strategic planning;

(b) innovation;

(c) risk management;

(d) monitoring and evaluation; and

(e) relationship building.

Scenario planning encourages actors to make assumptions about the future explicit, providing a foundation and safe space for participatory discussions about risks and opportunities. Scenario planning enhances organizational capacity to perceive, interpret and respond to change, as well as the capacity for organizational learning and therefore adaptive management. ADS 201.6 defines adaptive management as “an intentional approach to making decisions and adjustments in response to new information and changes in context.” Thus, scenario planning promotes technical agility and operational flexibility and encourages decision makers to pay attention to novel and less obvious signals of change, as well as to prepare for major shifts in context.

As per Section C.1 above, USAID intends to provide the maximum flexibility to each offeror to propose an innovative approach. Nevertheless, the offeror should propose at least three scenarios, from the macro to the micro level, which might impact programming options. The focus of scenario planning is to anticipate, track, and prepare for changes in the context that might occur during implementation. Thus, offerors should put forth plausible scenarios that not only discuss terms of impact, but also likelihood, with an attempt to assess the probability that one or more of the scenarios might be realized in the future. Scenarios that have a higher probability and plausibility should be discussed in added detail. Scenarios should demonstrate strong logic and should be accompanied with evidence to the extent possible.

Proposed scenarios must directly correlate to the Adaptive Management evaluation factor under Section M.3.1.1. Moreover, offerors’ proposed Adaptive Management must be responsive to each proposed scenario.

[END OF SECTION C]

SECTION D – PACKAGING AND MARKING

D.1 AIDAR 752.7009 MARKING (JAN 1993)

(a) It is USAID policy that USAID-financed commodities and shipping containers, and 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 Contracting Officer’s Representative (COR) 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 USAID GRAPHIC STANDARDS MANUAL

Marking shall comply with the USAID ‘Graphic Standards Manual’ available at www.usaid.gov/branding or any successor branding policy.

D.3 BRANDING STRATEGY, IMPLEMENTATION PLAN AND MARKING PLAN

Branding and Marking under this contract must comply with the branding and marking requirements under USAID Automated Directives System (ADS) Chapter 320, specifically 320.3.2 http://www.usaid.gov/policy/ads/300/320.pdf, or any successor branding and marking policy. The Contractor must comply with AIDAR 752.7009 Marking, when applicable. The Contractor’s final branding strategy and marking plan must be submitted within 30 days of Award.

D.4 BRANDING STRATEGY

Name of the Project: “USAID/Nepal Support to Federalism (STF) Project”

How Materials and Communications will be Positioned: The project will be positioned as being owned, operated and managed by USAID and as being “made possible by the American People,” which may be translated into local languages as appropriate.

Desired Level of Visibility: The Contractor must ensure that the project, as well as the fact that it is made possible by the American people through USAID, receives broad visibility amongst its beneficiaries and their communities, counterparts, and the general public with a focus on host government of each country, community leaders, and students. The Contractor may identify http://www.usaid.gov/branding http://www.usaid.gov/policy/ads/300/320.pdf additional groups/sub-groups of target audiences for project’s public communications, in consultation with USAID. The Contractor must ensure high levels of visibility for the project in each country and must integrate suitable communication and outreach as an intrinsic part of the policy reform.

Exceptions: Exceptions and waivers to USAID marking requirements may be granted in accordance with Automated Directives System (ADS) 320.3.2.5, “Exceptions to Contract Marking Requirements,” and ADS 320.3.2.6, “Waivers to Contract Marking Requirements.”

Other Organizations to be acknowledged: Where appropriate and applicable, the branding may acknowledge the cooperation and participation of other organizations deemed as partners of an event or deliverable.

D.5 OUTREACH

The Contractor must participate proactively in outreach activities to promote the goals of this Contract and to identify USAID as the funding source in accordance with the branding and marking requirements outlined in the Contractor’s approved Branding Implementation Plan and Marking Plan. The Contractor must also capture information on the qualitative progress of this program through success stories, case studies, press releases, etc., as part of its overall reporting requirements to USAID.

[END OF SECTION D]

SECTION E – INSPECTION AND ACCEPTANCE

E.1 NOTICE LISTING FAR SOLICITATION PROVISION INCORPORATED BY

REFERENCE

The solicitation provision pertinent to this section is hereby incorporated by reference (by Citation Number, Title, and Date) per the provision at FAR “52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE” under Section I of this solicitation. The solicitation provision full text may be accessed electronically at this address:

http://www.acquisition.gov/far/

FEDERAL ACQUISITION REGULATION (Title 48 Code of Federal Regulation (CFR) Chapter 1)

NUMBER TITLE DATE

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 will take place at:

USAID/Nepal G.P.O. Box 295 U.S. Embassy, Maharajgunj Kathmandu, Nepal Telephone: +977.1.423.4000 Email: usaidnepal@usaid.gov Website: https://www.usaid.gov/nepal or at any other location where the services are performed and reports and deliverables or outputs are produced or submitted. The Contracting Officer’s Representative (COR) has been delegated authority to inspect and accept all services, reports and required deliverables or outputs. The COR may inspect and accept all services, reports and required deliverables or outputs if specified in the contract.

E.3 CONTRACTOR PERFORMANCE EVALUATION

The COR and the Contracting Officer will jointly conduct evaluation of the Contractor’s overall performance, which will form the basis of the Contractor’s permanent performance record with regard to this contract as required under the FAR 42.15 and AIDAR 742.15.

During the period of performance, the USAID COR will conduct periodic performance reviews to monitor the progress of work, determine if programmatic adjustments or adaptations were conducted, and if required results were achieved under this contract. A variety of mechanisms will be used to monitor the progress and success of this award and the Contractor’s performance in achieving agreed results including:

● Monthly meetings with USAID;

● Review of Contractor’s scheduled reports (which include updates to the Work Plan, fiscal expenditures and accruals, progress reports, consultancy reports, etc.);

● Host government official and other counterparts feedback;

● USAID personnel site visits;

● Periodic impact assessments and evaluations;

● Regular planning meetings between USAID and the Contractor to finalize annual work plans or identify emerging priorities requiring attention; and

● Coordinating committee meetings with USAID, the Contractor, the host government officials, and other stakeholders as agreed.

[END OF SECTION E]

SECTION F – DELIVERIES OR PERFORMANCE

F.1 NOTICE LISTING FAR SOLICITATION PROVISIONS INCORPORATED BY

REFERENCE

The solicitation provisions pertinent to this section are hereby incorporated by reference (by Citation Number, Title, and Date) per the provision at FAR “52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE” under Section I of this solicitation. The solicitation provisions’ full text may be accessed electronically at this address:

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 estimated period of performance for this contract is six years (a three year Base Period and a three year Option Period) from the effective date of this contract, but may be amended at USAID’s discretion. The rationale for structuring the period of performance in this manner is so that USAID can review progress made towards Sajhedari’s objectives after three years to determine if the program should be continued as designed, continued with design modifications or terminated.

USAID/Nepal will provide the Contractor a written notice of its intent to exercise the option period 120 days before expiration of the base award.

F.3 AUTHORIZED WORK DAY AND WORKWEEK

The Contractor will normally be expected to work five-day workweeks. Short-term consultants, who are assigned to the contract for less than 120 days at a time, are authorized to work a six-day workweek. No overtime or premium pay is authorized under this contract.

F.4 PLACE OF PERFORMANCE

The place of performance will be the Federal Democratic Republic of Nepal (Nepal).

F.5 PERFORMANCE STANDARDS

As per FAR 42.15 and corresponding procedures, the COR and the Contracting Officer will jointly conduct evaluation of the Contractor’s overall performance, which will form the basis of the contractor’s permanent performance record with regard to this contract per FAR 42.15 and AIDAR 742.15.

The following general performance standards will be included as the basis of the performance evaluation:

● Quality;

● Schedule;

● Cost Control;

● Business Relations; and

● Management of Key Personnel.

F.6 REPORTS AND DELIVERABLES OR OUTPUTS

In addition to the requirements set forth for submission of reports per AIDAR 752.242-70, “PERIODIC PROGRESS REPORT (OCT 2007),” the Contractor must submit the following reports and outputs to the COR as specified under Section F.6.1.3.

F.6.1 REPORTS

The Contractor must submit the following reports to the USAID/Nepal COR and Alternate COR – electronically using either Microsoft (MS) Word, MS Excel, or MS PowerPoint applications. All reports must be written in plain, grammatically correct English. All reports are subject to approval by the USAID/Nepal COR. Written reports will be in the form of regular reports (as described below) as well as ad hoc written reports for which content and length will be determined jointly by the USAID/Nepal COR and the Contractor.

The Contractor will be expected to coordinate workplan development with other USAID/Nepal activities, as relevant, including but not limited to DGO implementing partners.

The table below provides a schedule of required reports or plans to be submitted:

Deliverable Delivery Date

Initial co-design workshop Due within 30 day of award

Three-year implementation plan with exit strategy and initial conflict sensitivity analysis

Due within 60 days of completion of co-design workshop

Year 1 work plan (covers period from award through August 15, 2018)

Due within 60 days of completion of co-design workshop

Procurement Plan Due 15 days after implementation plan

Monitoring, Evaluation & Learning Plan Due 15 days after implementation plan

Monthly Updates Due 4th Thursday of every month

Annual Work Plan for FY 2019 – FY

Due August 15 of each year

Quarterly Progress Report Due 30 days after end of reporting quarter

Annual Reports Due 30 days after reporting year

Quarterly Accruals Report Due 14 days prior before the end of each quarter

Draft of Final Report Due 45 days before end date of contract

Final Report Due 60 days after end of contract

Below please find more detailed information regarding the aforementioned reports or plans above:

F.6.1.1 WORK PLANS

The work plan must describe how the Contractor intends to organize work, both overall and by objectives. Since the work plan must reflect the needs of the USAID/Nepal, the Contractor must consult with the COR, who will link the Contractor to other USAID staff as necessary for the purposes of consulting on work plan development. The Contractor may, in addition, propose other methods for obtaining USAID inputs to the work planning process.

USAID/Nepal envisions very regular and close coordination between implementing partners (IPs).

This will likely include joint annual work plan development with USAID IPs that share common objectives, as well as joint performance planning and reporting. The timing also coincides with annual GON processes of fiscal year planning, implementation, and reporting (GON Fiscal Year is Mid-July to Mid-July). The Contractor will be expected to maximize the possible alignment of work plan activities to the extent possible and reasonable. The annual work plan will likely contain the following elements (pending agreement with Contractor):

(a) specific evaluations and studies to be accomplished under each of the objectives;

(b) projected activities and deliverables for the coming year with quarterly breakdown;

(c) a due date for each finalized SOW for activities covered by the work plan

(d) a flow chart that sets out all evaluations and studies to be completed, individual responsibilities for task completion, task durations, and critical paths for task completion;

(e) a detailed list of deliverables in annex format against proposed activities;

(f) articulation of what activities and/or approaches will be taken with an intention of testing given the socio-political environment, as well as how those tests will be analyzed throughout the performance period and scaled or minimized based on what information;

(g) a chart listing results and showing current levels of accomplishment towards those results;

(h) cost estimates for each major category;

(i) critical assumptions or support needed from USAID and other activity partners to accomplish the work;

(j) conflict sensitivity analysis

(k) anticipated progress toward the evolving exit strategy; and

(l) a detailed budget with projections of costs for carrying out planned activities.

USAID will develop submission and approval processes with the Contractor during the start-up phase…